MADISON COUNTY BOARD OF SUPERVISORS MEETING Date: 3:00PM Thursday, March 20, 2025 Location: Admin. Building Auditorium, 414 N. Main Street MEETING #13 March 20th At a Budget Workshop (#4) ofthe Board of Supervisors on Thursday, March 20th at 3:00PM in the Admin. Building Auditorium: PRESENT: R. Clay Jackson, Chair Carty Yowell, Vice-Chair Jud Buchanan, Member Dustin Dawson, Member James Jewett, Member Jonathon Weakley, County Administrator Brian Gordon. Deputy County Administrator Jennifer Warren, Finance Director Kimberly Turner, Deputy Clerk ABSENT: Hannon Wright, County Attorney CALL TO ORDER, PLEDGE OF ALLEGIANCE & MOMENT OF SILENCE Chairman Jackson called the Board to order. Chairman Jackson stated he would like to start with the Pledge of Allegiance and follow with a moment of silence. DETERMINE PRESENCE OF A QUORUMIADOFTION OF AGENDA Chairman Jackson advised that a quorum was present. Supervisors Dawson made a motion to approve the agenda as presented, seconded by Supervisor Buchanan. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0) Abstain: (0) Absent: (0). PUBLIC COMMENT Chairman Jackson opened the floor to public comment. With there being no public comment brought forth, the public comment opportunity was closed. FY26 BUDGET WORKSESSION 1. Updated FY26 Budget Calendar The Finance Director informed the Board there were two changes to the budget calendar and one ofthe changes was moving the Davenport final presentation to the April 3rd Budget Worksession. The County Administrator informed the Board of the second change by explaining the changes in the State Code regarding public hearings for tax rates and budgets, recommending April 22nd for the tax rate public hearing and May 13th as the budget public hearing. Chairman Jackson and the County Administrator discussed extending the tax collection deadline to June 19, 2025. Vice-Chairman Yowell made a motion to extend the tax deadline for real estate to be June 19, 2025, seconded by Supervisor Buchanan. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0) Abstain: (0) Absent: (0). The County Administrator emphasized the importance of adopting the updated budget calendar to reflect the changes discussed. Vice-Chairman Yowell motion to adopt the amended FY26 Budget Calendar, seconded by Supervisor Jewett. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0) Absent: (0). 2. Presentation of FY26 Budget Requests (Outside Agencies & Departments) Agency Presenter Requested Amount Skyline CAP Simon Fiscus $58,882 Parks & Recreation Lindsay Von Herbulis $466,670 & Jerry Carpenter OAR-Jefferson Area Community Corrections Ross Carew $35,204 & Orange Drug Court Match Animal Shelter Annette Dodson $213,784 Juvenile Probation (16th District Court Darlene Lewis & $23,089 Service Unit) Megan Hood Electoral Board & Registrar Jim Smith & Lauren $268,847 Eanes Commissioner of] Revenue Brian Daniel $374,878 Madison Free Clinic Diane Varner & $10,000 Dorene Jenkins Northern Virginia 4-H Educational and Katie Tennant $4,250 Conference Center Information Technology Alan Berry & Bruce $617,155 Livingston Foothills Child Advocacy Center Sherri McKinney $15,000 Boys & Girls Club Graham Davidson $10,000 Piedmont Regional Dental Clinic Shari Landry $3,000 Legal Aid Works Ann Kloeckner $2,000 Madison County Extension Kelly Mallory $147,293 Clerk ofthe Circuit Court Leeta Louk $573,274 The outside agencies listed above presented their FY26 Funding Request Presentations. There were also a few departments who presented their FY26 Budget Presentations. During the presentations, the following discussions were highlighted: Skyline CAP: Mr. Simon Fiscus, from Skyline Cap, presented the organization's impact, serving 238 individuals in Madison County and 1,600 individuals across fifteen counties. Skyline Cap receives funding from forty-five different sources, with a significant portion coming from programs' income, which is fee-for-service activities. The organization provides housing assistance, emergency home repairs, the Head Start preschool program, and various educational and support services. Mr. Simon Fiscus requested a slight increase in funding to cover teacher salaries and other expenses, highlighting the need for additional support to retain and recruit teachers. Vice-Chairman Yowell mentioned he was an employee of Skyline CAP, and he would not be participating in any discussion. Parks & Recreation: Ms. Lindsay Von Herbulis, Parks & Recreation Coordinator, and Mr. Jerry Carpenter, Director ofParks & Recreation, presented their accomplishments and their budget request. They discussed various park improvements, including mowing, fertilization, repairs, and new facilities like dugouts and a hockey rink. The department requested a part-time employee to be converted into a full-time position to manage increased workload and responsibilities. Supervisor Buchanan inquired ift the programs were paid by the individual sports groups. The Parks & Recreation Coordinator explained that their programs were individually ran and did not come from the operational budget. The Parks & Recreation Coordinator clarified how the sports programs budgets/funds operated. The Parks & Recreation Coordinator discussed their recent donations and gave an update on the Hoover Ridge Outdoor Recreation Center. The County Administrator inquired about Parks & Recreation'": s FY26 Capital Request. The Parks & Recreation Coordinator explained the $25,000 request was for an ADA walkway. The Finance Director mentioned that it had already been appropriated from last year. OAR-Jefferson Area Community Corrections & Orange Drug Court Match: Mr. Ross Carew, Executive Director OAR, discussed the organization's role in community safety and its evidence-based interventions to improve lives. OAR requested $10,644 for local probation and a Criminal Justice Planner to support regional strategies for cost savings and recidivism reduction. The organization provides various pre-trial programs, re-entry programs, and recovery courts, serving multiple counties. Mr. Ross Carew highlighted the challenges of maintaining cost ofl living adjustments and the importance oflocal funding for nonprofit operations. Mr. Steve Hoffman, one of the Madison County representatives on the Thomas Jefferson Area Community Justice Board, was present and discussed the benefits ofOAR-Jefferson Area Community Corrections' programs and recommended approving their funding request. Chairman Jackson inquired how many people had graduated from Drug Court. Mr. Ross Carew responded that there have been three graduates and there is currently four in the program, with seven pending. Supervisor Buchanan inquired about the five-year grant timeline to provide re-entry services to inmates. Mr. Ross Carew responded that they are in year four oft that grant and they received supplemental funding from the State. The County Administrator mentioned an OAA Grant that was awarded, and that Madison was participating in for the expanding specialty docket services and inquired ifOAR services were a part ofi it as well. Mr. Ross Carew agreed and further explained how the funding was distributed. Animal Shelter: Ms. Annette Dodson, Madison County's Animal Shelter Manager, presented the Animal Shelter's budget request, emphasizing the need for a 50% increase in veterinarian services due to previous cuts. The shelter plans to decrease feed and animal care supplies, relying on donations and community support. The total budget increase request is $30,510, reflecting a 16.6% increase in expenses. Vice-Chairman Yowell inquired how much additional funds the Animal Shelter had requested from the Board for vet services. The County Administrator explained the recent supplemental appropriation, the previous year's budget adjustments, and the need for consistent funding for veterinarian services. Juvenile Probation (16th District Court Service Unit): Ms. Megan Hood from the Juvenile Probation department reviewed their budget, highlighting funding for emergency services, decreases in postal services, and decreases in telecommunications. The department requests an increase in office supplies and water delivery services to support their operations. They also request an increase in mileage to cover transportation costs for home visits, detention visits, and training. The County Administrator discussed the challenges of securing fleet vehicles and the importance ofi mileage reimbursement for public service. There was further discussion regarding their mileage line item and their emergency services line item. Electoral Board & Registrar: Mr. Jim Smith, Electoral Board Chairman, and Mrs. Lauren Eanes, the Madison County Registrar presented their budget presentation. They discussed the impact of State law changes on their operations, including the need for State-run primaries and the increase in early voting. The Electoral Board requested a budget based on two elections per year, with potential savings from consolidating precincts. They also discussed the need for capital improvements to replace aging voting equipment, estimating a cost of$115,000. Supervisor Buchanan inquired ift they had backups for the older machines. The Registrar agreed that they had two spares and ifthey consolidated Graves Mill there would be additional spares. Commissioner of Revenue: Mr. Brian Daniel, the Madison County Commissioner of Revenue, reviewed the Commissioner ofRevenue's Budget highlighting a staff" S new certification, a slight increase in part time hours due to the reassessment, and rolling out KAMA. They will no longer need to pay VamaNet due to staff finding a new solution. The County Administrator discussed the Board of Equalization' ES Budget. The Commissioner of Revenue continued to review their budget, highlighting Web GIS services, and assessor expenses. The Finance Director explained Compensation Board increases and bonuses. The Commissioner of Revenue discussed personal property revenues, which are not looking to have much growth. Madison Free Clinic: Ms. Diane Varner from the Madison Free Clinic presented their services and budget request. The Clinic serves the uninsured and underinsured, providing medical, dental, vision, mental health, and case management services. They request funding to resume dental services, which were put on hold due to a lack of resources. Ms. Diane Varner highlighted the importance ofj preventative dental care to save costs and improve overall health for the community. Ms. Diane Varner provided an overview of their health services, noting that all services are at no cost to patients. Ms. Diane Varner reviewed Madison County's health data in comparison to the State. Ms. Diane Varner stated the Clinic's goal is to prevent diseases, to reduce emergency room visits and to save the County money. Chairman Jackson questioned why they did not receive financial support from the County for the previous year. Ms. Diane Varner explained that they did not submit an application. Ms. Dorene Jenkins, Board member, stated they were in a County-owned building, but was cut out ofthe building when it was renovated. Now they must pay rent and mentioned an additional new space. Vice-Chairman Yowell inquired about the square footage they currently occupied. Ms. Dorene Jenkins confirmed the addition of a second exam room. Chairman Jackson asked about alternative funding figures. Ms. Dorene Jenkins mentioned their reliance on grants and donations, including COVID-related donations, and stated they would take anything the County could give them. Northern Virginia 4-H Educational and Conference Center: Ms. Katie Tennant, the Executive Director of the Northern Virginia 4-H Center, stated they are serving nineteen counties. The 4-H model focuses on inclusiveness, with camp fees subsidized to cover costs. Feedback from Madison campers highlights the positive impact of the camp, including improved self-care and leadership skills. The center is a 501(c)(3) nonprofit, with state funds covering only 7% ofthe budget, necessitating grants and fundraising. Recent facility renovations were funded by grants, and the center seeks support for campers from Madison County. Information Technology: Mr. Alan Berry, the current Systems Administrator I and soon be the Information Technology Manager, introduced the IT budget request, including a .8% increase. The request includes backfilling the Systems Administrator position and retaining Mr. Bruce Livingston as a consultant. The budget includes data processing services, annual support fees, and ERP licenses. The need for new licenses and hardware replacements is highlighted, including servers and end- of-life desktop computers. The importance ofSAN storage for the County's infrastructure is emphasized. Mr. Bruce Livingston, current Information Technology Manager, emphasized the need for more storage space for the future. There was further discussion about storage space and hardware replacements. There was also discussion regarding the services offered by Magna 5, as well as the cost breakdown. Foothills Child Advocacy Center: Ms. Sherri McKinney explained the services provided by Foothills Child Advocacy Center, including forensic interviews, medical exams, and multidisciplinary team collaboration. The center serves nine localities, with a focus on sexual abuse cases, and has seen an increase in referrals. Funding sources include grants, state and federal dollars, and private donations. The center is concerned about the loss of VOCA (Victim of Crime Act) funding, which represents 9% oft their budget. Boys & Girls Club: Mr. Graham Davidson thanked the Board for their support and highlighted the club's services, including child development, education, and community service. The club serves two hundred children annually, with ninety participating daily, and focuses on academic success, health and well-being, character and leadership, and life and workforce readiness. The club is seeking $10,000 in funding to support their operations and has recently secured a new agreement for a permanent space. Piedmont Regional Dental Clinic: Ms. Shari Landry thanked the Board for their support and provides an overview ofthe dental clinic's services, including Medicaid and Affordable Care programs. The Clinic served five hundred eighteen Madison residents last year, with eighty-two being uninsured and low-income. The Clinic provides free emergency care for low-income, uninsured residents and expanded its Affordable Care program to include free comprehensive care for uninsured children. The Clinic collaborates with the Madison County Free Clinic to provide dental care for their patients. Vice-Chairman Yowell mentioned the Madison Free Clinic was appealing for dental funds and inquired if the Madison Free Clinic sent funds to them for Madison folks. Ms. Shari Landry agreed and stated those funds do help. Legal Aid Works: Ms. Ann Kloeckner explained the services provided by Legal Aid Works, including civil legal needs for domestic violence, evictions, and foreclosures. The organization helps lift clients out of poverty through enforceable court orders and supports local government by reducing the strain on social services. Legal Aid Works leverages financial support to benefit clients, obtaining over $400,000 in awards for children and spousal support last fiscal year. The organization seeks funding restoration to continue providing essential legal services to low-income individuals. Madison County Extension: Mrs. Kelly Mallory, Unit Coordinator and 4-H Agent for the Madison Office ofVirginia Cooperative Extension, provided an overview oft the Madison County Extension's mission and recent transition with the retirement of Brad Jarvis. The office recently completed a situation analysis highlighting key programming areas: food safety and healthy lifestyles, environment and best management practices, workforce readiness, career development, youth support services, and community activities. The office is requesting additional funds for training and professional development opportunities for the new Agriculture Agent, Greg Lillard. The budget also includes a request for a part-time educator/office staff to support the office. Clerk of the Circuit Court: Mrs. Leeta Louk, Clerk ofthe Circuit Court, discussed the need for an infrared hearing aid device and potential jury funds to purchase it. The Clerk's office budget includes requests for new computers and monitors due to compatibility issues with Microsoft updates. The office may need to hire a part-time person to cover for a Deputy who is pregnant. The budgets for both the Court and Clerk's offices remain flat, with a focus on cost-saving measures and necessary equipment updates. The Finance Director and County Administrator reminded the Board ofthe Comp Board's 1.5% bonus in addition to the 3% COLA. Supervisor Jewett inquired if the 1.5% bonus was completely funded by the State. The Finance Director stated any constitutional officers or reimbursable positions would be fully funded, and explained some offices have a few employees who do not qualify. To avoid leaving someone out in an office they recommended giving the 1.5% bonus to everyone in that office. There was further discussion about the Schools' and County's 1.5% bonuses and the options they have to include all employees. After discussion, the Board agreed that if they gave a bonus to an office, they would need to give it to all. Chairman Jackson advised staff to confirm the State requirements for funding for the Madison County Library. Chairman Jackson advised going through what they wanted to fund for the outside agencies at the next budget meeting. Supervisor Dawson mentioned the Finance Director sent them a list last year on what they were legally and contractually obligated to fund, and requested it be sent to him again. PUBLIC COMMENT Chairman Jackson opened the floor for public comment. With there being no public comment brought forth, the public comment opportunity was closed. CLOSED SESSION None. ADJOURN With there being no further business to conduct, Supervisor Dawson made a motion to adjourn, seconded by Supervisor Jewett. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0) Abstain: (0). Absent: (0). R. Elay Jackson, Chairman Madison County Board of Supervisors Jonathon Weakley, Clerk Adopted on: April 8, 2025.