Board Day Meeting

Board Room
600 North Main Street
Woodstock, VA 22664

MINUTES OF MEETING OF
THE BOARD OF SUPERVISORS
January 9, 2018

A regular meeting of the Board of Supervisors was held at 9:00 a.m. in the Board Meeting Room, 600 North Main Street, Woodstock, Virginia on January 9, 2018. The following members of the Board of Supervisors were present: Chairman Conrad A. Helsley, Vice Chairman Dick Neese, Steve Baker, Richard Walker, Karl Roulston and Dennis Morris.   Others present included County Administrator Mary T. Price, Assistant County Administrator Evan Vass, Director of Finance Harrison Nicholson, Deputy Clerk Chris Sherman and County Attorney Jason Ham.

Others in attendance included:    Jenna French, Director of Tourism and Business Development and Rodney McClain, Director of Public Utilities.

An invocation was given by Chairman Helsley followed by the Pledge of Allegiance.

Vice Chairman Neese made a Motion, seconded by Supervisor Baker to approve the January 9, 2018 regular meeting.  The Motion was approved by a verbal vote of 6-0 as follows:  Ayes:  Baker, Walker, Roulston, Morris, Neese and Helsley.  

PUBLIC COMMENTS (On new business and consent agenda items only)

Kevin Rooney of Maurertown asked who authorizes changes to the rules and procedures and worried about the reduction of public comments from the agenda.

Eugenia Kimble of Fort Valley and Chairman of the Democratic Education Committee asked the board to consider a revised method for the public to comment about the proposed budget and tax rates before they are advertised this spring.

Ken Cruise of Toms Brook said it is better to offer the public the opportunity to speak and keep open and transparent government.

Steven Curtis of Edinburg said public comments are important and the board should try to expand the time allowed for comments instead of restricting the time allowed.

CONSIDERATION OF CONSENT AGENDA 

            Vice Chairman Neese made a Motion, seconded by Supervisor Baker to approve the consent agenda. The Motion was approved by a verbal vote of 6-0 as follows:

Ayes: Baker, Roulston, Morris, Walker, Neese and Helsley.   

  1. Approval of minutes from December 7, 2017 Work Session and December 12, 2017 regular meeting.
  2. Consideration of the annual 2017-2018 Virginia Department of Health Locality Agreement for the Lord Fairfax Health District. 

PUBLIC HEARING – No public hearings were scheduled.

REPORTS/SPECIAL PRESENTATIONS - No presentation were scheduled.

STAFF REPORTS and COMMENTS:  

  1. Harrison Nicholson, Director of Finance presented re-appropriations, debt schedules and financial reports. He reported that the debt schedules include principal and interest information as well as pay off dates.

Chairman Helsley verbally reviewed several of the projects and reported on their maturity dates and amounts.

  1. Rodney McClain, Director of Public Utilities presented information on the average daily usage of water and sewer for the Sanitary Districts and their number of customers. He reported that the Town of Edinburg along with the county are studying the possibility of a connection to the North Fork Waste Water Treatment Plant.  County Administration is meeting with Edinburg officials to discuss detail.
  2. Jenna French, Director of Tourism and Business Development provided a power point explaining the importance of all the organizations that work behind the scenes in recruiting new industry to the County. She gave a background of each organization and how they contribute in promoting Shenandoah County and she thanked the IDA for hiring an Engineering firm to assist with getting industrial sites ready.

Supervisor Roulston commented that Economic Development is an investment in this County and Board members should support and provide all resources necessary.

OLD BUSINESS – No old business was scheduled.

PLANNING COMMISSION ITEMS - No PC items were scheduled.

NEW BUSINESS  

  1. Consideration of board meeting Rules and Procedures for 2018.

Jason Ham, County Attorney indicated that the requested changes that were discussed at the January 4 work session are included in the redline copy in your packets.   He clarified that the language of section 2-1 specifies regular meetings on January 9 and January 23 with the new meeting format commencing on February 1, 2018 and  first Thursday of each month and the 4th Tuesday of each month thereafter.

Supervisor Morris made a Motion seconded by Supervisor Baker to approve the Rules and Procedures with changes as indicated in red.   

Supervisor Roulston asked how the board was going to address the concerns of the citizens regarding their opportunity and time limits for voicing their concerns.

In response, Chairman Helsley stated that the board can continue with one public comment section per meeting and the three minute format for awhile and if that is insufficient the board can always vote to change the rules to increase the allotted public comment time.  He said he typically does not restrict speakers to the three minute rule unless it is a public hearing with a long list of registered speakers.

Supervisor Walker stated that the public could still submit written comments to the clerk of the board for public record and also make a presentation if they contact the clerk or a board member.

Supervisor Morris emphasized that citizens will still have the opportunity to speak during the Thursday meetings and then again at the night meetings so we are still being   transparent.

            The Motion passed with a roll call vote of 5-1 as follows:

Baker               aye                   Morris              aye
Roulston          aye                   Walker             nay
Neese              aye                   Helsley            aye

  1. Consideration of 2018 Committee Assignments and Resolution.  

Chairman Helsley read the attached assignments.

            Supervisor Morris made a Motion, seconded by Supervisor Neese to accept and change the assignments reflecting Conrad Helsley as the appointment to the Department of Social Services Board as opposed to Mr. Walker which was presented in the resolution.

            Supervisor Walker emphasized the importance of rotating membership and stated a twelve year term on the DSS by Supervisors Helsley and Morris each was too long and said that he will not support this Motion.

The Motion passed by a roll call vote of 3 ayes 2 nays 1 abstain as follows:

Walker             nay                  Morris              aye
Baker               aye                   Roulston          nay
Neese              aye                   Helsley            abstain

Chairman Helsley stated that he abstained from the vote as this was not the original assignments that he presented.

RESOLUTION ATTACHED HERETO

Shenandoah County Board of Supervisors

                               2018 COMMITTEE ASSIGNMENTS           

Effective January 9, 2018

Agricultural & Forestal District Comm.     1st Monday in December annually and

Steve Baker                                                                 other meetings as needed                                 

Community Policy & Management Team

Steve Baker                                                     Monthly Meetings/1st Wednesday - 9:00am

Mary Price, alternate

Conservation Easement Authority             

Steve Baker                                                     Bi-Monthly meetings/1st Wednesday - 5:00pm

Library Board of Trustees

Dennis Morris                                                2nd Tuesday Feb, May, Aug, November - 6:00pm

Northern Shenandoah Valley Regional Commission

Conrad Helsley                                               Monthly Meetings/3rd Thursday -5:00pm

Dennis Morris

Parks and Recreation Advisory Board

Richard Walker                                               Bi-Monthly Meeting/4th Wednesday-7:00pm                                                                         

People, Inc.

Dick Neese                                                      Bi-Monthly Meeting/3rd Wednesday – 6:00pm.

Planning Commission

Karl Roulston                                                 Monthly Meeting/1st Thursday - 7:00pm

RSW Regional Jail Authority                                  

Conrad Helsley                                                Bi-Monthly Meetings/4th Thursday - 2:00pm       

Social Services Board

Conrad Helsley                                              Monthly Meeting/4th Friday - 9:00am

Tourism Advisory Council

Karl Roulston                                                 Monthly Meeting/3rdTuesday - 12 Noon              

Water Resources Advisory Committee

Dick Neese                                                       Quarterly meetings/2nd Wednesday - 5:00pm

PUBLIC COMMENTS ON NON-AGENDA ITEMS (and other matters not previously the subject of a public hearing at this meeting) – No comments were received. 

COUNTY ATTORNEY COMMENTS – There were no comments made by Jason Ham. 

BOARD MEMBER COMMENTS           

Supervisor Walker expressed disappointment about not being appointed to his requested committees.  He said that he will continue to attend the RSW Regional Jail Authority meetings as well as the DSS meetings as a non member. 

COUNTY ADMINISTRATOR COMMENTS

            Mr. Vass asked the board to provide staff some direction about the possibility of extending the design phase with Grim and Parker Architects  for  the  Shenandoah County Sheriff’s complex to  include the 911 Communications Center.  He said that the current design phase is at 95%  for the Sheriff’s Office and it is imperative the board act now and advise if they desire the design to be modified.

Chairman Helsley said he hopes the board would look at other possibilities to the design of the building not only for the relocation of the 911 Center but for all the equipment that currently is stored in the cinderblock building.  He added that it would be better to take action all at one time sooner than later because it would require more funding later.

            Supervisor Walker said it would be more appropriate to include Sheriff Carter in the discussion to change the design as he was planning on using that cinderblock site in the future and Chairman Helsley explained there would be no changes to his proposed building,

Supervisor Roulston asked what is the time line?

Mr. Vass further explained that to modify the current design it would delay the bidding process for the Sheriff’s Office.  He also said that the current design fee is being paid out of the asset forfeiture fund and if the board modifies the design, the county would incur expenditures from the general fund.

Chairman Helsley said that he and the architect have had conversations with the Sheriff related to incorporating the emergency communications center with the new Sheriff’s Office complex.

Mr. Vass said that the Board does not meet again until January 23 and there is an urgency to move the request forward for a cost estimate to revise the design in order to not further delay the Sheriff’s Office complex

Supervisor Walker said that the Sheriff may be aware but that does not mean that he agrees with it and he said the public should be exposed to any changes in the site plan.

Chairman Helsley agreed and suggested ECC, Fire and Rescue and all of the Sheriff divisions should be involved.

Supervisor Roulston agreed but added right now we are simply getting a cost estimate and more data that might allow us to make affordable changes to the design.

Mr. Vass suggested all parties attend the February 1 Board Meeting.

Chairman Helsley mentioned the Fire and Rescue Strategic Committee and suggested that a facilitator would be helpful to get the committee moving forward again and directed staff to seek a facilitator.

Mr. Vass said they would be helpful in keeping the committee on track.           

OTHER BUSINESS - no other business was discussed. 

CLOSED SESSION(S) 

  1. Supervisor Baker made a Motion, seconded by Supervisor Neese to enter into closed session at 11:20 a.m. in accordance with Section 2.2-3711 (A) (1) of the state code to discuss the assignment and appointment of specific public officers, appointees or employees. The subject matter is the appointment of public officials to serve on the Planning Commission, the Industrial Development Authority, the Citizens Advisory Committee to the Comprehensive Plan, the Northern Shenandoah Valley Regional Commission, the Northwestern Community Services Board, the Parks and Recreation Advisory Committee, the Lord Fairfax Community College Board, the Agriculture and Forestal Advisory Committee,  the Shenandoah Valley Work Force Development Board, the Shenandoah Valley Partnership, the Social Services Board and the appointment of a Zoning Administrator.    The Motion to enter into closed session was approved by a voice vote of 6-0 as follows: 

Ayes:    Baker, Morris, Roulston, Walker, Neese and Helsley   

            Supervisor Baker made a Motion, seconded by Supervisor Neese to return to regular session at 11:55 a.m.  The Motion passed by a voice vote of 6-0 as follows:

Ayes:    Baker, Morris, Roulston, Walker, Neese and Helsley   

Mr. Vass read the certification that all members must certify that to the best of each member’s knowledge (i) only public business matters lawfully exempted from open meeting requirement, under The Virginia Freedom Information Act and (ii) 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.

Members were polled to certify that only those matters identified in the above Code Section was discussed.

Baker               aye                   Roulston          aye
Walker             aye                   Morris              aye
Neese              aye                   Helsley            aye

With no further business to come before the Board, the meeting was adjourned at 11:57 a.m.

****

________________________

Conrad A. Helsley, Chairman

ATTEST:  __________________________

Mary T. Price, Clerk of the Board

A RESOLUTION CONCERNING THE

BOARD OF SUPERVISORS’ COMMITTEE TERMS 

Whereas, this Board has certain affiliations with subordinate, independent, or quasi-independent authorities, commissions, and boards (“Entities”), and

Whereas, from time to time, Board members are assigned or asked to serve on such Entities (“Assignments”), and

Whereas, some of these Assignments carry terms of several years, while others are for a single year, and

Whereas, in order to foster consistency among these Entities and to make Assignments in accordance with the law, Assignments are made by resolution of the Board of Supervisors and will be consistent with any applicable membership terms and any other legal requirements.

Now, therefore, be it resolved, by the Board of Supervisors of Shenandoah County, Virginia, that,

  1. General.
  2. Members of the Board of Supervisors of Shenandoah County shall be assigned to serve on Entities in accordance with any applicable membership terms that are prescribed by state or local law.
  3. In the absence of an applicable membership term of multiple years, Assignments shall be on an annual basis.
  4. Unless provided to the contrary in an Entity’s charter, bylaws, contractual or other governing documents, or legal authority Board members serving by Assignment shall be voting members of the Entity.
  5. Multiple-Year Terms.
  6. In accordance with section 82-5 of the Shenandoah County Code, any member of the Board of Supervisors assigned to the Shenandoah County Conservation Easement Authority shall be a member and shall serve a four-year term. Currently, Steve Baker       serves on this authority, and his current term expires on December 31, 2019.
  7. In accordance with Virginia Code section 42.1-35, any member of the Board of Supervisors assigned to the Shenandoah County Library Board of Trustees shall be a member and shall serve a four-year term. Dennis Morris is assigned to serve on this board, and his term expires on December 31, 2021.

III.       Single-Year Terms.

  1. Steve Baker is assigned to be a member of the Agricultural and Forestal District Advisory Committee for a one-year term ending December 31, 2018.
  2. Steve Baker is assigned to be member of the Community Policy and Management Team for a one-year term ending December 31, 2018.

Mary T. Price is assigned to be an alternate member of the CPMT for a one year term ending December 31, 2018.

  1. Conrad Helsley and Dennis Morris are assigned to be members of the Northern Shenandoah Valley Regional Commission for a one-year term ending December 31, 2018.
  2. Richard Walker is assigned to be a member of the Parks and Recreation Advisory Board for a one-year term ending December 31, 2018.
  3. Dick Neese is assigned to be a member of the People, Inc. Board of Directors for a one-year term ending December 31, 2018.
  4. Karl Roulston is assigned to be a member of the Shenandoah County Planning Commission for a one-year term ending December 31, 2018.
  5. Conrad Helsley is assigned to be a member of the RSW Regional Jail Authority for a one-year term ending December 31, 2018.
  6. Conrad Helsley is assigned to be a member of the Social Services Board for a one-year term ending December 31, 2018.
  7. Karl Roulston is assigned to be a member of the Tourism Advisory Council for a one-year term ending December 31, 2018.
  8. Dick Neese is assigned to be a member of the Water Resources Advisory Committee for a one-year term ending December 31, 2018. 

Resolved this 9th day of January, 2018.                                                                               

Jan 9 day mtg packet