VIRGINIA: AT A REGULAR MEETING OF THE COUNTY OF AMELIA BOARD OF SUPERVISORS HELD AT THE AMELIA COUNTY ADMINISTRATION CONFERENCE ROOM ON WEDNESDAY, MARCH 19, 2025. PARTICIPANTS: DAVID M. FELTS District 1 DEXTER JONES District 2 BENJAMIN MORRIS District 3 H. JOSEPH EASTER, IV District 4 TODD ROBINSON District 5 Board of Supervisors CLARENCE C. MONDAY, COUNTY ADMINISTRATOR (INTERIM) ASHLEY GUNN, ADMINISTRATORS ASSISTANT JEFF GORE, COUNTY ATTORNEY Chairman Felts called the March Regular Meeting oft the Amelia County Board of Supervisors to order at 7:00 P.M. and determined there was a quorum with all five members participating. Supervisor Morris offered the invocation, and everyone participated in the Pledge of Allegiance. APPROVE/AMEND THE AGENDA The agenda was amended to remove the closed session, add a discussion on emergency vehicles, add committee appointments, and add a budget discussion. The amended agenda was unanimously approved on a motion by Supervisor Morris. CONSENT AGENDA * The Consent Agenda was unanimously approved with amendment to remove Phillip Amiss until next month on a motion by Supervisor Morris. A. Approval of Minutes February 5, 2025 Special Meeting February 18, 2025 Short Term Planning Session February 24, 2025 Short Term Planning Session February 25, 2025 Budget Workshop February 26, 2025 Regular Meeting B. Special Event Permit- Amelia Day Festival and Road Closure Resolution C. Special Event Permit- Amelia County Fair D. Special Event Permit- RGA Juneteenth Festival E. Special Event Permit- Community Barn Bash F. Local Board of Building Code Appeals Re-Appointment- Garland Hicks G. Board ofZoning Appeals- Recommended Re-Appointment- Russell Easter H. Community Policy Management Team Appointment- Patricia Atkins I. Interim County Administrator Work Order Extension J. Declaration of Surplus Property- Historical Society Artifacts PUBLIC COMMENTS Diane Smith: Provided tips to assist with providing the budget to the public. Robert Smith: Suggested increasing the time a chairman. He also stated concerns when an elected official abstains from voting. He was under the impression the only time one abstains is if there's a conflict ofinterest. He suggests to state why you vote against something as well. Martin Konkel: Gave credit to Dexter Jones for the creation of an Annual Tractor Parade and would like to see a resolution passed signifying this. He stated that he met with the Fire board and reviewed their financials and stated there is approximately $700,000.00 in their account. He expressed his concerns that there were that much of county funds sitting in an organization's account. He is impressed with how it's managed but recommends the County to review how funds are given to organizations. He stated how he'll provide a budget for the county to the Board members. Allison Crews expressed appreciation of the increase tipping fees and discussed concerns about how it is being reviewed and implemented. STAFF/COMMITTEE/ORGANIZATIONAL REPORTS AND PRESENTATIONS A. VDOT Report: 0 Maintenance: Primary focus is pothole patching and Tree debris in the western part of the county and Rt 360. Traffic Studies/ Special Requests: Farm equipment signage has been installed on Reed Rock Rd., Fowlkes Bridge Rd., and Genito Rd. Crash study has been requested for route 38 and 614 stimming from Mr. Morris comment on safety concerns for that intersection. Construction: Surface treatment operations will start late July. B. School Board Dr. Harper gave a report on Enrollment and school board activities. Mr. Trump discussed the financial report. Appropriation Request: School Security Equipment Grant of $250,000.00 with Local Match of 62,500. However, no local match is requested as the local match can be met due to excess local (ACPS) revenue. * Supervisor Jones motioned to approve the appropriation request as presented. Motion passed unanimously. C. February Monthly Finance Presentation and Reports 1. FY26 Budget Update -Pon Yusuf provided an update incorporating the questions from the previous workshop. 2. Monthly Financial Report - Ms. Yusuf provided an update. 3. Financial Policy: Year-End Accruals Ms. Yusuf provided information on the policy. D. Appropriation Request: Commonwealth Forest Products- 2025 Tax Overpayment Refund (Action Item) * Supervisor Easter motioned to authorize a refund in the amount ofs $5,445.25 for taxes overpaid as stated in the request. Motion approved unanimously. E. Supervisor Reports: Supervisor Jones: Attended PSR Meeting and mentioned topics discussed at the meeting. Attended a CRC meeting, Discussed with other supervisors in other counties about tax due date twice a year. Supervisor Morris: Attended the Library meeting and new librarian will be starting in May Supervisor Easter: Standard meetings. Attend Barn Bash and Tractor Parade. Supervisor Robinson: Attended PSR and CPMT. Supervisor Felts: Attended regular meetings including the Piedmont Regional Jail. COMMUNITY DEVELOPMENT OLD/NEW BUSINESS A. Lease agreement Russell Grove Association & Transfer of Property to School Board Request The board directed staff to move forward with advertising a public hearing for the transfer of property for next month's meeting. B. Roadside Signs Discussion * Supervisor Robinson motioned to approve the resolution authorizing the chairman to execute the agreement with the VDOT Commissioner. Motion passed unanimously. C. Meals Tax Next Steps The board directed staff to advertise a public hearing for next month' S meeting to adjust the due date to October 1st. D. Discussion ofTax Due Dates The board directed staff to move forward with advertising a public hearing for the change of the tax due date to November 1st for next month's meeting. E. Human Resource and Finance Committee Discussion * Supervisor Easter motioned to dissolve the Human Resource, Finance, and IT Committees leaving the existing designated board point people to coordinate with staff. Motion passed unanimously. F. Discussion on Emergency Vehicle * Supervisor Robinson motioned to move forward to spend up to $70,000 to purchase this used Dodge ambulance. Motion passed unanimously. G. Committee Appointments The board directed staff to update and present the appointments during April's Meeting. COUNTY ADMINISTRATORS REPORT A. Waste Management: Host Fee Check Amount of$155,203.40. B. Commonwealth Regional Management: Items of Interest submitted. C. DMV Select: Report Submitted D. Patient Data Report Report Submitted E. Sheriff S Office- Revenue Recovery (information Only) 1. Sheriff's Office Overtime Services 2. Sheriff's Office Repairs & Maintenance F. Miscellaneous Report(s) Discussed the new Community Development Director that will start in May. Shared his appreciation ofthe Board and staff during his time here serving the community. BOARD MEMBERS' COMMENISREPORIS District 1-The Honorable David M. Felts Shared his appreciation of Mr. Monday. District 2-The Honorable Dexter Jones Wished Clarence the best and will greatly miss him. Invited Mr. Monday to attend any and all events in Amelia County. District 3-The Honorable Benjamin Morris Thank everyone for coming out to the tractor parade, be safe and enjoy the weather. District 4-The Honorable Joseph Easter Shared his appreciation of Mr. Monday. District 5-The Honorable Todd Robinson Shared his appreciation of Mr. Monday and stated he has done a lot for the County. Stated he looks forward to the new County Administrator MOTION TO ADJOURN/CONTINUE MEETING There being no other business, the March 19, 2025 Regular meeting was adjourned on a motion by Supervisor Morris. ATTEST: Minutes Approved: April 16, 2025 buc Bhdit Eric S. Pollitt David M. Felts, Jr., Chairman Amelia County Administrator Amelia County Board of Supervisors