VIRGINIA: At a Regular Session of the Board of Supervisors of the County of Patrick, held at the Patrick County Veteran's Memorial Building on Tuesday, May 27, 2025, at 5:00 p.m. PRESENT: Jonathan Wood - Chair, Andrew Overby = Vice-Chair, C. Clayton Kendrick, Jr., Steve Marshall, Doug Perry - Board Members. STAFF PRESENT: Beth Simms, County Administrator; Amy Walker, Clerk; Donna Shough, Assistant County Administrator, Human Resources Director; Lori Jones, Finance Director. Others present: Taylor Boyd - The Enterprise. Jonathan Wood called the meeting to order. Jonathan Wood gave the invocation. The Board recited the Pledge of Allegiance to the Flag. Jonathan Wood gave the following statement regarding meeting participation: Welcome to the Patrick County Board of Supervisors meetings, where our local governing body convenes monthly to address community matters that are under the purview of the Board. We uphold civility as a cornerstone of our proceedings and expect all attendees to conduct themselves accordingly. There is always opportunity for public engagement, including scheduled public comment and additional public hearings on specific agenda items. We encourage active participation from our residents. In addition to these meetings, your Board of Supervisor representative is readily available for communication via email and/or phone outside of the formal session. Please be advised that outbursts or disruptive behavior will not be tolerated. We aim to maintain a respectful and productive environment for all attendees. May 27, 2025 Page 1 Thank you for your cooperation and involvement in shaping the future of our community. Approval of the meeting agenda: Beth Simms stated that Sheriff Dan Smith would like to add Jail - HVAC system to New Business. On a motion by Steve Marshall to approve the agenda as amended, seconded by Doug Perry and carried unanimously. Voting Aye: Marshall, Kendrick, Perry, Overby, Wood Voting Nay: None New Business: 2027 General Real Estate Reassessment: Ms. Glennda Morse, Commissioner of the Revenue provided two proposals for 2027 reassessment services-the first Cowan Services LLC and the second from VisonwamplerEanes Appraisal Group Ltd. Cowan Services: $492,000, or $427,200 with no support staff. Vision: $549,840. The reassessment has three parts = general assessment, Primland assessment, and new construction assessment. She noted that the Primland bids have not been received. For new construction, an assessment would be made once the project had been completed. This could be an opportunity for additional assessment services for new construction and would generate additional revenue in between assessment periods. Doug Perry asked if the bids included performance bonds. Glennda Morse stated that neither bid contains performance bonds. An office would need to be obtained by early July to include one support person. Andrew Overby asked what it would cost for support staff. Glennda Morse did not have a figure, but guessed around $70,000. The 2021 reassessment started with one person and eventually a second to finalize the process. May 27, 2025 Page 2 Steve Marshall asked the Commissioner's preference between an in-house assessor and new construction services post reassessment? Glennda Morse stated that she would prefer to have an in-house assessor but not necessary. Andrew Overby asked the Commissioner if she had any reservations about using Cowan. She added that as Commissioner of the Revenue her recommendation for the 2027 reassessment is Vison Government Solutions. Vision has experience in conducting reassessments of comparable scope and complexity. They have a proven track record of meeting critical deadlines and delivering work of high accuracy and professionalism. Vison has prior experience working with existing software systems, which ensures a smoother process, reduces training time, and minimizes the risk of technical issues during the reassessment. Steve Marshall noted that he had researched both bidders and found Vision to be al better choice. The reassessment is scheduled to be completed around September 2026. Jonathan Wood noted that he prefers to use a firm who has experience with Patrick County. Andrew Overby stated that he prefers to move towards an in-house assessor. Doug Perry agreed to seek options for an in-house assessor. Both vendors have provided quotes for new construction. The Board had a consensus to revisit new construction assessments. Jonathan Wood noted that he understands that Vision is more expensive but prefers that they have a more extensive background. On a motion by Steve Marshall to award the 2027 general reassessment to Vision/Wampler-Eanes Appraisal Group Ltd as presented, seconded by Doug Perry and carried 4:1. Voting Aye: Marshall, Kendrick, Perry, Wood Voting Nay: Overby May 27, 2025 Page 3 IFB #2025-12320-0425 2027 Property Reassessment Bid Opening Monday, May 5, 2025 11:00 A.M. COMPANY NAME CONTACT PERSON PHONE NUMBER LICENSE BID AMOUNT 21,600 parcels @ $22.50/ea = $486,000 including 804-572-5868 pictures. Pictures are provided at no additional cost. Cowan Services, LLC 4342 Quince Road jasoncowan09@g 2,000 MH's @ $3.00/ea=$6,000, for a total of Pilot, VA 24138 Jason Cowan mail.com 4001018129 $492,000. Wampler-Eanes Appraisal Group, Ltd. A 21,600 parcels @ $24.40/ea = $527,040 2000 MH's Vision Government Solutions Company for $22,800 Additional MH's @ $11.40/ea. Total of 120 Amsterdam Road P.O. Box 685 $549,840 Digital Photos for new and/or updated Daleville, VA 24083 Gary Eanes 540-992-2323 4001002218 structures at no additional cost. Concerning New Construction/ltem: 3 of RFP: Cowan Services, LLC: 55$ per Building Permit Wampler- Eanes Appraisal Group, Ltd: Year 1 cost is $795 per day, Year 2 cost is $815 per day, Year 3 cost is $835 per day, Year 4 cost is $855 per day, Year 5 cost is $875 per day. Patrick County Jail HVAC: Sheriff Dan Smith informed the Board that the HVAC unit in the female housing had gone out last week and he had provided replacement HVAC bids. Inmate housing is required by the Department of Corrections and State statute to be kept at certain temperatures. Since the weather has been seasonal this past week, there has not been a temperature issue. A year ago, discussions regarding the condition of the jail HVAC units were initiated and it was determined to budget $30,000 last year for anticipated unit alures/replacements: Andrew Overby stated that he prefers to bid the job out rather than face emergency situations. The Sheriff will work to identify the next unit for replacement. Doug Perry asked who is currently servicing the units. Sheriff Dan Smith stated that currently, Vipperman's has the service contract but the recommendation for the capital expenditure budget was Handy's and they have May 27, 2025 Page 4 serviced the units for the past five years. He is hopeful that the units can be replaced over the next several years. Sheriff Dan Smith also stated that the State Compensation Board eliminated three jail positions based on inmate population. Fortunately, there were three vacancies SO no one lost their job. However, he may need to add to the workforce as inmate population fluctuates throughout the year. On a motion by Clayton Kendrick to award the bid to Handy contingent upon labor warranty certification, seconded by Steve Marshall and carried unanimously. Voting Aye: Marshall, Kendrick, Perry, Overby, Wood Voting Nay: None On a motion by Steve Marshall to award the bid to Vipperman should the warranty not be matched, seconded by Clayton Kendrick and carried unanimously. Voting Aye: Marshall, Kendrick, Perry, Overby, Wood Voting Nay: None Old Business: Circuit Court HVAC and Electrical System Upgrades: Electrical System Upgrade: two contractors were contacted; one provided a bid. Bid Received: $51,000.00 Andrew Overby stated that he has reservations awarding a contract with only one bidder. On a motion by Doug Perry to award the electrical bid to Triangle Electric, seconded by Steve Marshall and carried 3:2. Voting Aye: Marshall, Perry, Wood Voting Nay: Kendrick, Overby May 27, 2025 Page 5 HVAC System Replacement: five contractors conducted a walk-through evaluation and two provided a bid. Bid 1: $98,057.00 Bid 2: $103,470.00 On a motion by Andrew Overby to award the HVAC replacement bid to Covenant, seconded by Clayton Kendrick and carried unanimously. Voting Aye: Marshall, Kendrick, Perry, Overby, Wood Voting Nay: None Circuit Courthouse HVAC Electrical Project Bid Process and Reference Review Inr response to questions regarding the HVAC electrical project at the Circuit Courthouse, - want to provide additional context on our procurement process and vendor evaluations. Bid Solicitation Efforts Our team contacted a range of qualified vendors in both the HVAC and electrical sectors. Specifically, we reached out to the following HVAC contractors: 1. Pilot Mechanical, INC 2. Covenant Enterprises 3. Hydro Air Systems 4. McKinney Heating and Air 5. Vipperman Heating and Air And the following electrical contractors: 1. Triangle Electric 2. Leghorn Electrical 3. Deavers Electric 4. AmpedUpVA 5. Reed Electrical Solutions In addition to direct outreach, we posted the opportunity publicly on both the Patrick County website and the Virginia eVA procurement system, which issued the solicitation notice to 1,251 vendors. Notably, Light Electric was among the vendors notified. Despite these extensive efforts, only a limited number of bids were received. This is not unusual in specialized fields such as HVAC and electrical services for historic buildings. We remain committed to maintaining a diligent procurement process. Vendor Reference Review While Vipperman Heating and Air, one of the bidders, is a trusted vendor who currently holds our maintenance service contract and has completed quality work for the County over the years, Covenant Enterprises submitted the lowest HVAC bid. As Covenant has not previously performed work for the County, we conducted a reference check to evaluate their capabilities. Reference Summaries for Covenant Enterprises 1. Roto Metrics (Meadows of Dan) Work Performed: Installed a 6- ton rooftop package unit May 27, 2025 Page 6 Installed a 7.5- ton and 10-ton split heat pump: system Feedback: Mr. Stanley described the work as "fantastic," noting punctuality, reliability, and thorough daily cleanup. He stated, "Patrick County cannot go wrong with Covenant." 2. Commonwealth Senior Living (Christiansburg) Work Performed: Installed a 5-ton split system Feedback: The maintenance manager praised the contractor's fairness and high-quality workmanship, calling Covenant "the best HVAC contractor have worked with in 10 years." He emphasized that the low bid did not mean low quality-in fact, "it's the opposite." 3. Snake Creek Farm (Hillsville) Work Performed: Installed two 5 HP indoor/outdoor refrigeration machines Feedback: Mr. Bates said Covenant handles both farm and residential HVAC needs, calling the contractor "extremely proactive" and "Johnny on the spot." He strongly recommends Covenant. All three references were overwhelmingly positive, with no concerns or complaints expressed. lalso consulted our Building Official, Mr. Jason Brown. He noted that Mr. Harris from Roto Metrics-who gave a glowing review- -is highly regarded in the field. However, Mr. Brown did point out that building permits and a final inspection were not pulled for one of Covenant's jobs. When asked, the owner of Covenant Enterprises acknowledged this and explained that the project was a direct equipment swap, and they believed permits were not required. Transient Occupancy Tax Rate: At the previous meeting, Doug Perry made a motion to increase the Transient Occupancy Tax rate from 5% to 7%. The motion died for lack of a second. He stated that visitors use services provided by the County. Glennda Morse, Commissioner of the Revenue added that the Transient Occupancy Tax is based on calendar year SO an increase would not go into effect until January 2026. On a motion by Doug Perry to increase the Transient Occupancy Tax from 5% to 6%, seconded by Andrew Overby and carried 3:2. Voting Aye: Perry, Overby, Wood Voting Nay: Marshall, Kendrick - May 27, 2025 Page 7 Personal Property Tax Rate: Doug Perry suggested the Board look at a strategic and methodical plan for tax implementation. On a motion by Andrew Overby to leave the personal property tax rate as-is, seconded by Steve Marshall and carried unanimously. Voting Aye: Marshall, Kendrick, Perry, Overby, Wood Voting Nay: None Fiscal Year 2025-2026 Budget: Lori Jones confirmed that the general fund deficit stands at $141,678.00. Beth Simms stated that she was asked to provide the current need to be able to launch the Patrick County Education Foundation's Patrick Promise program. The need stands at $70,000.00. The Board agreed to reduce the Patrick County Education Foundation contribution by $15,000.00. Which would then make the general fund deficit $126,678.00 On a motion by Andrew Overby to reduce the budget line for the Patrick County Education Foundation contribution by $15,000.00 seconded by Doug Perry and carried unanimously. Voting Aye: Marshall, Kendrick, Perry, Overby, Wood Voting Nay: None Clayton Kendrick asked if $700,000.00 that was previously allocated to the Small Business Development Center that ultimately did not come to fruition, could be used to balance the budget. Beth Simms confirmed that the funds are held in reserves. Once the budget had been adopted, administration was planning to ask for reallocation of some of the originally appropriated ARPA funds. Lori Jones confirmed that some of the $700,000.00 had been spent and $543,000.00 remains. May 27, 2025 Page 8 On a motion by Doug Perry to adopt the fiscal year 2025-2026 budget in the total amount of $76,020,616.00 with $126,678.00 coming from the reserve fund seconded by Steve Marshall and carried 3:2. Voting Aye: Marshall, Perry, Wood Voting Nay: Kendrick, Overby FY2026 CHANGES TO BUDGET 5/20/2025 AFTER PUBLIC HEARING ADVERTISEMENT From Public Hearing Advertisement (Balanced) DEPT REVENUE CHANGES AMOUNT PPT Taxes Remove $0. 161 Increase (443,200) TOTT Taxes Remove 2%1 Increase (280,000) 12310 Commissioner Rev Approved Comp Board Budget Increase 421 12410Treasurer Final Comp Board Budget Increase 1,120 21700 Clerk Circuit Court Final Comp Board Budgeti Increase (Addedi newp position) 54,112 22100 Comm Atty Final Comp Board Budgeti Increase 3,399 31200 Law Enforcement Final Comp Board Budgeti Increase 21,828 90000 DSS Final Budgeti Increase-AdarRevenue 24,217 91200 CIP Budget Remove fundingf from Reserves (204,500) TOTALF REVENUE CHANGES (822,603) DEPT EXPENDITURE CHANGES AMOUNT 91100 Contingency Removel Transfer to Contingency (525,865) 12310 Commissioner Rev Additional PTH Hours Needed 3,463 21700 Clerk Circuit Court New Position added by Comp Board 71,476 90000 DSS Final Budgeti Increase 36,626 91200 CIP Remove Courthouse Carpet (50,000) 91200 CIP Reduce County Admin Access Controls System (140,000) 91200 CIP Remove Recreation Mower (PurchasedF FY2025) (14,500) 94150Debt Debt Refunding) Year 1 Credit willr not ber rec'di until FY2027 7,875 TOTAL EXPENDITURE CHANGES (610,925) NEW GENERALI FUND: SURPLUS (DEFICIT) (211,678) May 27, 2025 Page 9 FY2 2025- 2026 ESTIMATED BUDGET SUMMARY 5/20/2025 PUBLIC HEARING AMOUNTS BUDGET 4/28/2025 CHANGES ASA ADVERTISED REVENUE General Property Taxes 12311 Real Estatel Taxes 12,431,158 12,431,158 12312 Personal Property Taxes 6,310,207 (443,200) 5,867,007 12313 Interest 90,000 90,000 12314 Penalty 150,000 150,000 Total General Property" Taxes 18,981,365 (443,200) 18,538,165 Other Local Taxes 12205 Vehicle License Fee 450,000 450,000 12305 License Taxo on Gross Receipts 2,500 2,500 12306 UtilityTaxes 500,000 500,000 12316 Food & Beverage Tax 452,200 452,200 12410 Cigarette Tax 40,000 40,000 24000 Locals Sales Tax 2,206,347 2,206,347 Total Other Local Taxes 3,651,047 3,651,047 Other Undesignated Revenues 12110 County Administration 60,500 60,500 12310 Commissioner of Revenue 143,819 421 144,240 12315 DMV 107,500 107,500 12410 Treasurer 272,102 1,120 273,222 12510 Tax Mapping 250 250 13200 Registrar 80,000 80,000 21700 Clerk ofCircuit Court 540,232 54,112 594,344 22100 Commonwealth. Attorney 465,956 3,399 469,355 24000 StateF Funds 397,900 397,900 31200 Law Enforcement 3,516,748 21,828 3,538,576 31401 E-911 71,000 71,000 32600 Emergency! Services 11,525 11,525 32601 Emergency Response 600,000 600,000 33401 Jail 361,300 361,300 34000 FederalFunds 28,000 28,000 34100 Buildinginspection 96,800 96,800 34102 Erosion &Sediment 12,000 12,000 35100 Animal Control 8,000 8,000 35102 Animal Shelter 22,600 22,600 42400 Transfer Station 458,200 458,200 43201 Maintenance: County Admin Building 44,000 44,000 43211 Maintenance: Adult EdE Building 2,000 2,000 52500 Outside Agencies Gasoline 35,000 35,000 71200 Dehart Pool 32,495 32,495 73200 Bookmobile Fuel 3,000 3,000 81500 Economic Development 205,000 205,000 81600 Tourism 4,250 4,250 81700 Soit & Water 145,502 145,502 82601 Recycling 4,000 4,000 90000 SocialServices Department 35,288 35,288 91000 Non Departmental 12,100 12,100 Page 2 May 27, 2025 Page 10 FY2 2025- 2026 ESTIMATED BUDGET SUMMARY 5/20/2025 PUBLIC HEARING AMOUNTS BUDGET 4/28/2025 CHANGES ASADVERTISED 91400 Interest on Investments 350,000 350,000 Total Other Undesignated Revenue: 8,127,067 80,880 8,207,947 Designated Revenues 21900 Victim Witness Grant 70,000 70,000 22300 Operation Cease Fire Grant 87,667 87,667 24000 Commissiont for the Arts Grant 4,500 4,500 24000 Dept ofMotor Vehicles Grant 20,000 20,000 31200 CIS Grants for Law Enforcement 216,000 216,000 31220 VSTOP Grant 50,000 50,000 32600 EmergencyServices Grants 7,500 7,500 32600 Ambulance Services 35,000 35,000 34000 Vehicle Patrol (Goosepoint) 12,000 12,000 71100 Parks &F Rec ActivityFees 39,200 39,200 82601 Recycling Grant 15,000 15,000 90000 Public. Assistance/Weltare) Administr 2,808,574 24,217 2,832,791 90000 CSA Pool Funds 2,092,811 2,092,811 91200 CIP Grant/Other Revenue 1,315,484 (204,500) 1,110,984 96100 Schools 407 PSAY Water Fund 20,000 20,000 409 PSA Sewer Fund Total Designated Revenues 6,793,736 (180,283) 6,613,453 Transfers In 21700 Courthouse Maintenance Fund 13,000 13,000 31208 Courtroom SecurityFund 25,000 25,000 32200 Fire ProgramFund 70,000 70,000 32300 Four- -For-Life Fund 25,000 25,000 31200 Inmate Daily Fund 38,000 38,000 33401 Inmate Medical Fund 20,000 20,000 33401 HEMFund 5,000 5,000 81600 Transient Occupancy Tax Fund 1,019,701 (280,000) 739,701 Total Transfers In 1,215,701 (280,000) 935,701 Grand1 Total 38,768,916 (822,603) 37,946,313 EXPENDITURES General Government, Administration 11100 Board of Supervisors 53,883 53,883 12110 County) Administration 604,334 604,334 12113 Finance 268,706 268,706 12210 Legal 65,000 65,000 12240 Auditor 136,950 136,950 12310 Commissioner of Revenue 372,240 3,463 375,703 12315 DMV 123,589 123,589 12320 Reassessment 225,000 225,000 12410 Treasurer 442,316 442,316 12510 TaxM Mapping 85,093 85,093 13100 Electoral Board 93,648 93,648 Page 3 - May 27, 2025 Page 11 FY: 2025- 2026 ESTIMATEDI BUDGET SUMMARY 5/20/2025 PUBLIC HEARING AMOUNTS BUDGET 4/28/2025 CHANGES ASADVERTISED 13200 Registrar 193,354 193,354 Total General Government Administration 2,664,113 3,463 2,667,576 udicialAcministration. 21100 Circuit Court 65,574 65,574 21200 General District Court 6,012 6,012 21300 Magistrates 3,330 3,330 21400 Jury Commission 20,000 20,000 21500 Juvenile & Domestic Relations Court 6,185 6,185 21700 Clerk of Circuit Court 541,717 71,476 613,193 21800 Court Services 14,630 14,630 21900 Victim Witness 70,000 70,000 22100 Commonwealth. Attorney 772,145 772,145 22300 Operation Cease Fire Grant 87,667 87,667 Total JudicialA Administration 1,587,260 71,476 1,658,736 Public Safety 31200 Law Enforcement 4.291,577 4,291,577 31208 Courtroom Security 264,190 264,190 31209 County-Paid Deputies 678,042 678,042 31220 VSTOP Grant 81,989 81,989 31401 E-911 668,640 668,640 32200 Volunteer Fire Departments 517,485 517,485 32300 Volunteer Ambulance & Rescue 268,961 268,961 32600 Emergency Services 318,643 318,643 32601 QRV/Ambulance 1,070,338 1,070,338 33401 Jail 2,677,773 2,677,773 34100 Building Inspection 245,150 245,150 34102 Erosion & Sediment 118,144 118,144 35100 Animal Control 80,384 80,384 35102 Animal Shelter 174,817 174,817 35300 Medical Examiner 500 500 Total Public Safety 11,456,633 11,456,633 Public Works 42400 Transfer Station 930,381 930,381 43200 Maintenance Department 467,666 467,666 43201 Maintenance: County Admin Building 92,715 92,715 43203 Maintenance: Community Center 33,510 33,510 43204 Maintenance: EMS Training Center 24,040 24,040 43205 Maintenance: Shop 8,600 8,600 43206 Maintenance: Courthouse 41,840 41,840 43207 Maintenance: Library 31,764 31,764 43208 Maintenance: Park Facilities 20,818 20,818 43209 Maintenance: Animal Shelter 10,240 10,240 43210 Maintenance: Rotary Buildings 24,870 24,870 43211 Maintenance: Adult Ed Building 15,826 15,826 43212 Maintenance: Transfer Station 75,082 75,082 43213 Maintenance: Voting Precincts 1,100 1,100 43214 Maintenance: Comm Atty's Office 3,280 3,280 Page May 27, 2025 Page 12 FY2025-2026 ESTIMATED BUDGET SUMMARY 5/20/2025 PUBLIC HEARING AMOUNTS BUDGET 4/28/2025 CHANGES ASADVERTISED 43215 Maintenance:. Jail 197,206 197,206 43217 Maintenance:: 104 Rucker St 4,240 4,240 PSA Water & Sewer Total Public' Works 1,983,178 1,983,178 Health & Welfare 52500 Fuel- Mental Health Agencies 35,000 35,000 90000 Dept Social Services (DSS) 3,952,412 36,626 3,989,038 90001 DSS Reimbursables 35,288 35,288 90500 Childrens Services Act 2,805,000 2,805,000 Total Health & Welfare 6,827,700 36,626 6,864,326 Parks & Recreation 71100 Parks &F Recreation 358,602 358,602 71200 Dehart Pool 33,295 Total Parks &F Recreation 391,897 33,295 391,897 Community! Development 73200 Fuel Bookmobile 3,000 3,000 81200 Contributions toAgencies 772,780 772,780 81500 Economic Development 223,270 223,270 81600 Tourism 448,451 448,451 81700 Soil & Water Conservation 161,125 161,125 83500 Extension Office 162,914 162,914 Total Communityl Development 1,771,540 1,771,540 Nondepartmental 91000 Non- Departmental (Miscellaneous) 522,980 522,980 91100 Contingency 525,864 91200 Capitall Improvements 1,328,484 (204,500) 1,123,984 94150 County Debt Service 854,594 854,594 Total Nondepartmental 3,231,922 (204,500) 2,501,558 Education 94100 Schooll Debt Service 1,877,781 7,875 1,885,656 96100 Locals School Funding 6,976,892 6,976,892 School! Expenditures TotalEducation 8,854,673 7,875 8,862,548 Transfers Out Transfer to General Fund Grand' Total 38,768,916 (85,061) 38,157,991 Budget (Defecity Surplus 0 (737,543) (211,678) Page 5 May 27, 2025 Page 13 Adjourn: On a motion by Steve Marshall to adjourn until June 9, 2025 seconded by Clayton Kendrick and carried unanimously. Voting Aye: Marshall, Kendrick, Perry, Overby, Wood Voting Nay: None pahur Jonathan Wood, Chairman May 27, 2025 Page 14