MINUTBS OF THE SHENANDOAH COUNTY BOARD OF SUPERVISORS MBETING: APRIL 8, 2025, 4:00 PM The Board of Supervisors met in the Board Meeting Room, 600 North Main Street, Woodstock, Virginia, on April 8, 2025, at 4:00 p.m. The following members of the Board of Supervisors were in attendance: Supervisor David Ferguson, Supervisor Tim Taylor, Vice Chairman Dennis Morris, Supervisor Steve Baker, and Chairman Josh Stephens. Supervisor Roulston was absent. Administrative Staff members in attendance: Mr. Evan Vass, County Administrator, Ms. Mandy Belyea, Deputy County Administrator, Ms. Amy Dill, Director of Finance, Mr. Jason Ham, County Attorney, and Ms. Allie Fauber, Administrative Assistant. Chairman Stephens called the meeting to order at 4:00 p.m. Supervisor Ferguson led an invocation followed by the Pledge of Allegiance. APPROVAL OF THE AGENDA: Vice Chairman Morris made a motion, seconded by Supervisor Taylor, to approve the agenda as presented. The motion was approved by a roll call vote as follows: Mr. Taylor aye Mr. Roulston absent Mr. Stephens aye Mr. Ferguson aye Mr. Morris aye Mr. Baker aye SPBCIAL PRESENTATIONS: 1. Departmental report by Shenandoah County Parks and Recreation. Mr. Jered Hoover gave an update on the Wellness and Activity Center and said that he could not be more pleased. He estimated that since opening in January of 2024 they have had 40,000 visits, $60,379 in revenue from leases and rentals, and $218,124 in revenue from memberships. He reviewed their membership by type and number of check in's by month, day and hour. Supervisor Taylor asked how the equipment is holding up and Mr. Hoover said it has been doing very well for the use it is getting and members have been pleased with it. He also shared some member survey responses about classes and programs they offer. Vice Chairman Morris asked about disc golf at the park and Mr. Hoover said they will be hosting some tournaments this summer and that the disc golf courses have been extremely popular. 2. Rural Rustic road improvement presentation: Community Development and VDOT. Mr. Lemuel Hancock shared information on the scoring and ranking system and said that currently the County has approximately 180 miles of unpaved roads. He said that VDOT recommends this plan be looked at every four years sO this fall would be time. Mr. Hancock reviewed the recently completed roads and the upcoming. He added that this information has been made public and there would be a hearing on April 22nd. Chairman Stephens said he appreciated that there was an analytic system to the rankings. Mr. Matt Smith agreed that this has made it easier and added that he suggested once a road is in the scheduled phase of the plan, it is best to not make adjustments. Vice Chairman Morris asked how many miles of unpaved roads the surrounding counties have, and Mr. Smith said Frederick is 90, Warren is 45, and Clarke is 18. He said with the money that the County receives annually now, they are able to pave a little over 2 miles at a time. He stated that the more roads that are paved, the less funding they are given year after year. CONSIDERATION OF NON-ACTION ITBMS: 1. Discussion and consideration of relocating a precinct polling site. Mr. Vass reviewed the informational documents the Board was given and explained the process for this relocation. He said that they hoped to have this done before the June primary. Supervisor Taylor asked how everyone would be notified of the relocation and Mr. Vass said they will all receive a letter. 2. Discussion and consideration of a right-of-way vacation in the Valley View Subdivision. Ms. Brenna Menefee gave the background information on the subdivision and said that at that time of development the roads were deeded to the Board until they went into the state system. She said in this subdivision there are several of these roads and this one would have been an extension of Wesley Chapel Drive. She said that the land that this road would lead to is now zoned for agriculture and could not be developed sO the homeowners neighboring the road would like to split this parcel. She added that they have been maintaining it as part of their yard. Chairman Stephens asked if this parcel was used to access the agricultural land and Ms. Menefee said it was not used from what she could tell and that the easy access would be from Senedo Road. The consensus was to proceed with the disposition of the right-of-way. 3. Discussion and consideration of a request for reappropriation of Shenandoah County Public Schools associated with state and federal funds. Ms. Kailyn Campbell, Director Finance for Shenandoah County Public Schools, said that this process adequately appropriates the funds by state law. Chairman Stephens clarified that these were not local funds, and she said yes, these were from the state. 4. Discussion and consideration of 3rd quarter county reappropriations. Ms. Dill introduced Mr. Jesse Cloyd, Finance Manager. She explained that these funds were from grants, donations and reimbursements. Vice Chairman Morris asked about the private donations for the explosions and firearms detection K9 and Ms. Dill said this was a donation made for the current fiscal year from a business in Maryland. 5. Discussion and consideration of a Governor's Agriculture and Forestry Industries Development Fund Performance Agreement. Ms. Jenna French said that this agreement was reviewed and approved in December but there have been some minor changes that Wholesome Foods and Mr. Ham have reviewed and agreed with. She said the changes align the dates of Wholesome Foods original application to the state and then she would request an extension from the state to bring them back to the agreement dates on the December agreement. Chairman Stephens asked if there was any indication if the state would agree to the extension and Ms. French said there were some preliminary conversations and that they were aware, but she did not have any guarantees. PUBLIC COMMBNT (OTHER THAN MATTERS FOR WHICH A PUBLIC HEARING HAS BEEN OR WILL BB HBLD): There were no public comments at the April gth, 2025 regular meeting. CONSIDERATION OF CONSENT AGENDA ITEMS: 1. Consideration of the March 25, 2025, regulat meeting minutes and minutes of the March 18 budget work session. Vice Chairman Morris made a motion, seconded by Supervisor Baker to approve the items as presented. The motion was approved by a roll call vote as follows: Mr. Taylor aye Mr. Roulston absent Mr. Stephens aye Mr. Ferguson aye Mr. Morris aye Mr. Baker aye PUBLIC HEARING(s): There were no public bearings scbeduled for the April 8, 2025, regular meeting. OLD BUSINESS: There were no Old Business items presented at tbe April 8, 2025 regular meeting. CONSIDERATION OF PLANNING COMMISSION ITEMS: There vere no planning commission items presented for tbe. April 8, 2025 regular meeting. NEw BUSINESS: 1. Discussion and consideration of a Staffing for Adequate Fire and Emergency Response (SAFER) grant for the 2025 cycle. Mr. Vass said that this concept came up during budget deliberations and stated that the application process is coming up very soon. He explained that this grant would pay for firefighter positions for a 36-month period and after that the County would be responsible. Mr. Vass said he needed direction from the Board on how many positions to request and because of the short timeframe he would like to have a consultant with a specialty in this work to complete this application. He added that they would be notified in August on if they were awarded the grant. Chairman Stephens asked if there was a limit on how many positions you could request and Mr. Vass said that the suggestion is to ask for what you can afford in three years. Supervisor Taylor asked if this was a competitive grant and Mr. Vass said yes, this is nationwide. Chairman Stephens and Supervisor Taylor agreed they would like to see nine positions. Supervisor Ferguson suggested they take information from the study on what the needs are and can use the study as justification in the grant. Vice Chairman Morris said that the needs are in Fort Valley, Toms Brook, and Edinburg. Supervisor Ferguson said if they know they want to add three sets of nine to cover this, at the end of three years they will need to add $.03 to the tax rate. He stated that 27 would be realistic for this grant. Vice Chairman Morris said that this is a great time to apply for the grant because of the recent study. Mr. Vass asked if he could use a consultant for the grant writing and the Board agreed. Supervisor Ferguson made a motion, seconded by Vice Chairman Morris to submit a grant request for 27 firefighters with nine going to Fort Valley. The motion was approved by a roll call vote as follows: Mr. Taylor aye Mr. Roulston absent Mr. Stephens aye Mr. Ferguson aye Mr. Morris aye Mr. Baker aye 2. Discussion and consideration of the authorization to extend a letter of credit in the amount of $168,112 pertaining to the Economic Development Access Program. Ms. Belyea said she presented this six months ago with the same letter of credit and they are now requesting an extension for a year. She said it pertains to the EDA program funds with the Borden Mowery Drive extension and part of the grant program requirement is maintaining funds that they have in a CD with related assurity which is the letter of credit with First Bank. She added that the state requires repayment or investment that may exceed the grant program requirements that they pay it back or keep $168,000. She said this would extend the letter of credit until April 2026. Supervisor Taylor made a motion, seconded by Vice Chairman Morris to approve the items as presented. The motion was approved by a roll call vote as follows: Mr. Taylor aye Mr. Roulston absent Mr. Stephens aye Mr. Ferguson aye Mr. Morris aye Mr. Baker aye COUNTY ATTORNEY COMMENTS: Mr. Ham had no comments. BOARD MEMBER COMMENTS: Supervisor Taylor said that they did not have a quorum at the last Planning Commission meeting and now they will have to have another joint public hearing meeting. He suggested that they let the staff know in advance if they cannot make it to a Planning Commission meeting but make a good effort to be there. COUNTY ADMINISTRATOR'S COMMBNTS: Ms. Vass and Ms. Belyea had no comments. OTHER BUSINESS: There were no Otber Business items for tbe April 8, 2025, regular meeting. CLOSBD SESSION(s): 1. A closed session as authorized by Virginia Code Section 2.2-3711 (A) (1) to discuss the assignment and appointment of specific public officers, appointees, or employees the subject matteri is the appointment of specific public officials to serve on the Library Board ofTrustees. 2. A closed session as authorized by Virginia Code Section 2.2-3711 (A) (1) and (A) (29) to discuss or consider the employment, appointment, performance, and resignation ofa specific public officer of the public body including prospective candidates for employment. The subject matter is the Fire and Rescue Chief. And to discuss the potential award of a public contract involving the expenditure of public funds, including interviews ofbidders or offerors and discussion or scope ofsuch contract where discussion in an open session would adversely affect the bargaining position or negotiating strategy of the public body. The subject matter is potential recruitment services for the county Fire and Rescue Chief position. At 5:00 p.m. Vice Chairman Morris made a motion which was seconded by Supervisor Taylor to enter into a closed session as authorized by Virginia Code Section 2.2-3711 (A) (1) to discuss the assignment and appointment of specific public officers, appointees, or employees the subject matter is the appointment ofs specific public officials to serve on the Library Board of Trustees. A closed session as authorized by Virginia Code Section 2.2-3711 (A) (1) and (A) (29) to discuss or consider the employment, appointment, performance, and resignation of a specific public officer of the public body including prospective candidates for employment. The subject matter is the Fire and Rescue Chief. And to discuss the potential award of a public contract involving the expenditure of public funds, including interviews of bidders or offerors and discussion or scope of such contract where discussion in an open session would adversely affect the bargaining position or negotiating strategy of the public body. The subject matter is potential recruitment services for the county Fire and Rescue Chief position. The motion was approved by a unanimous roll call vote as follows: Mr. Taylor aye Mr. Roulston absent Mr. Stephens aye Mr. Ferguson aye Mr. Morris aye Mr. Baker aye At 5:22 p.m. the Board reconvened into open session following a motion by Vice Chairman Morris and seconded by Supervisor Taylor which was approved by a unanimous roll call vote as follows: Mr. Taylor aye Mr. Roulston absent Mr. Stephens aye Mr. Ferguson aye Mr. Morris aye Mr. Baker aye Mr. Vass read the certification that all members must certify that to the best of each member's knowledge @) only public business matters lawfully exempted from open meeting requirement, under The Virginia Freedom Information Act and (i) only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered in the meeting of the public body. Mr. Taylor aye Mr. Roulston absent Mr. Stephens aye Mr. Ferguson aye Mr. Morris aye Mr. Baker aye ADJOURNMENT With no further business the meeting was adjourned at 5:23 p.m. Josh Stephéns, Chairman ATTEST: Evan Vass, Clerk of the Board