Board Meeting

Board Meeting Room
600 North Main Street
Woodstock, VA 22664

MINUTES OF MEETING OF

THE BOARD OF SUPERVISORS

March 27, 2018

A regular meeting of the Board of Supervisors was held at 7:00 p.m. in the Board Meeting Room, 600 North Main Street, Woodstock, Virginia on March 27, 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:    Brian Henshaw, Director of Community Development; Jill Jefferson, County Planner; Rodney McClain, Director of Public Utilities; Jenna French Director of Tourism and Business Development and Tim Williams Fire Chief.

An invocation was given by Pastor Chad Estep of Valley Baptist Church followed by the Pledge of Allegiance.

Vice Chairman Neese made a Motion, seconded by Supervisor Baker to approve the March 27, 2018 regular meeting agenda by making Special Presentations the first order of business.   The Motion was approved by a vote of 6-0 as follows:  Ayes:  Baker, Walker, Roulston, Morris, Neese and Helsley.   

SPECIAL PRESENTATIONS

            Chairman Helsley recognized David Lonas for his retirement from the Stoney Creek Sanitary District after 30 years of service and presented him with a plaque.

Supervisor Morris read a Memorial Resolution honoring the late Bill Ortts for his years of service as a Board of Supervisor from 1984 to 1995.  Mr. Ortts’ family was in attendance and accepted the resolution.

Dr. Colin Green, Lord Fairfax Health District Director presented information about the mission and purpose of the Health Department.  He also provided information about the prevention and treatment of Lyme Disease.

Carrie Chenery, Executive Director of the Shenandoah Valley Partnership and Courtland Robinson Director of Business Development provided a power point sharing the economic activity and marketing strategies and tools for Shenandoah County Economic Development.

CONSIDERATION OF NON-ACTION ITEMS  

  1. Discussion in regards to serving alcohol at the County Park for a special event on Saturday, May 12, 2018.

Sharon Baroncelli, Director of the Shenandoah Chamber of Commerce explained that the Chamber is partnering with the Parks and Recreation Department for 5K Color Run event and requesting permission to have a beer garden at the event for a few short hours.   She said the Chamber holds the ABC license and certification for that event and will be responsible for management of the beer garden.

Jered Hoover, Director of Parks and Recreation stated that his staff and department are not worried or concerned with the sponsors and management of this event.

Supervisor Walker stated that he was confident there would be no abuse of rules.

Supervisor Roulston asked if the beer garden would be roped off and if ID is required for entry and Ms. Baroncelli said yes.

Supervisor Morris asked if allowing alcohol this time would obligate the board to allow it again.

Ms. Price stated that this request as well as future requests will be considered on a case by case basis.

Chairman Helsley said action would be taken on this item at the April 5, 2018 4:00 p.m. meeting.

  1. Discussion regarding board meeting schedule.

Supervisor Walker indicated that he is not comfortable with the new meeting schedule.  He explained that the 4:00 p.m. board meeting prior to the Thursday Planning Commission meetings cause’s discussions to be curtailed and adjournment to be rushed so that the Planning Commission can convene.   He doesn’t mind the combined work session and board meeting format but believes the 2nd Tuesday at 4:00 would serve as a more efficient meeting.

Vice Chairman Neese suggested the board take more time to adjust to the new meeting scheduled routine.

Chairman Helsley agreed the schedule needs a little more tweaking and suggested starting the meeting at an earlier time frame such as 3:00 p.m.

Ms. Price acknowledged the meeting schedule is new to staff too and we were trying to make it more convenient for board members and it is more efficient for County Administration although the topics as of late have been lengthy.

Mr. Vass agreed that the objective was to allow board members to conduct business in one calendar day versus two or three and suggested perhaps waiting until after the summer break to make any decisions.

Chairman Helsley stated the meetings will continue at 4:00 p.m. on the 1st Thursday and 7:00 p.m. on the 4th Tuesday and we will evaluate them again in a few months.

  1. Discussion regarding Chief Tim William’s appointment as Fire Chief at the Strasburg Volunteer Fire Department.

Supervisor Walker read an excerpt from the standard operating guidelines that states county firefighters cannot hold an elected position with any volunteer fire and rescue organization.  He said that allowing this appointment would create a liability to Mr. Williams as a person as well as putting the County at risk and that this is a violation  of our agreements.

Jason Ham, County Attorney stated that the County is protected by sovereign immunity.

Chairman Helsley read a letter received from the Fire and Rescue Association stating that they fully support the appointment of Chief Williams to serve as the Fire Chief for the volunteer stations as needed and asked that his assignment be implemented as soon as possible.

Supervisor Walker stated to do that would require changes to the SOG.  He expressed concern with the lack of volunteer growth in the departments.

Ms. Price stated that the letter could be discussed further at a future meeting.

PUBLIC COMMENTS (other than matters previously the subject of a public hearing)

Kevin Rooney of 1676 Zion Church Road, Maurertown said that he does not like the meetings being stacked back to back.  He said he found irony in the fact the board is willing to spend some of the rainy day fund.  Mr. Rooney said comparing our County to Winchester and Harrisonburg is not fair as they have taxing abilities that our County does not.

Sharon Baroncelli, Executive Director of the Shenandoah County Chamber of Commerce recognized leaders who served on the Leadership Committee and said graduation is scheduled for April 10 at 5:30 p.m.

Robert Clark of 967 Fairview Circle, Woodstock stressed the importance of continued transparency by board members.                       

CONSIDERATION OF CONSENT AGENDA 

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

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

  1. Approval of minutes- February 27, 2018 regular meeting; March 1, 2018 regular meeting. March 6 budget work session and March 8 budget work session.
  2. Consideration of a lease with Genoa Pharmacy for space in the Northwestern Community Services office.  
  3. Consideration of an Ordinance establishing a six year cycle for real estate general reassessment.   
  4. Consideration of a Resolution allowing the Fire Marshal to appoint Assistant Fire Marshals.

PUBLIC HEARING(S) -No public hearings were scheduled.

OLD BUSINESS- No old business is scheduled.    

PLANNING COMMISSION ITEMS  

  1. Consideration of a Level II Home Business Special Use Permit for Child Care for Sandra Pennington.

Supervisor Walker made a Motion, seconded by Supervisor Morris to approve the SUP with the following conditions:   

  • The applicant obtains appropriate state licensure.
  • The applicant is not to allow more than 8 children in her home business.
  • The applicant uses 25% or less of her livable floor space for the in-home day care.

The Motion was approved 6-0 by a roll call vote as follows:

                                    Morris              aye                   Walker             aye

Baker               aye                   Roulston          aye

Neese              aye                   Helsley            aye

NEW BUSINESS

  1. Consideration of a Resolution Adopting the Emergency Operations Plan.  

Ms. Price explained that this is required document of all local governments and is reviewed and adopted every four years.

Supervisor Morris made a Motion, seconded by Supervisor Baker to approve the EOP.

Supervisor Walker said that he preferred additional time to review the large document and asked if volunteer departments were given an opportunity to comment on the plan.

Chief Williams said no that they are listed as first responder agencies and he added that the document outlines emergency procedures with the entire county such as sheltering and transportation.

Ms. Price explained that many other agencies are included in the plan including Department of Social Services, Law Enforcement, Virginia Department of Transportation, Department of Forestry, the Health Department and others.

Supervisor Walker requested tabling the item to allow more time for review.

Supervisor Morris said that he would withdraw his motion to allow more time.

              Supervisor Neese withdrew his second. 

The item will receive action during the April 24, 2018 meeting.

  1. Consideration of FY19 Appropriations for the Federal Asset Sharing Program

Sheriff Tim Carter said that he understood in previous years that Asset Forfeiture requests would be rolled into the budget appropriations each year allowing staff to follow purchasing procedures and help insure that funds are used for law enforcement purposes.  He said this was always the normal process and this year I learned that the drone was removed and he wanted to know why.   He advised that it is a very critical and essential piece of equipment and aids in the search of missing people in difficult situations.

Supervisor Roulston said that he saw this expense as no burden to the taxpayer.

Supervisor Baker expressed concern with child searches and said the drone is needed.

Supervisor Morris said he understands the need for this item.

Chairman Helsley confirmed that the drone item would be included in the asset forfeiture requests which are part of the budget.

Ms. Price said it is included in the advertisement for the budget.

Mr. Vass further explained that when the budget is approved the drone is added back in as part of asset forfeiture funds.

Sheriff Carter spoke further about the department uniform upgrades at $30,000 with part of the funding being expended this current year and additional funding expended in the upcoming fiscal year.

Chairman Helsley asked Sheriff about the $27,000 revenue and expenditure for the Town of Toms Brook.

Sheriff Carter explained that the Town of Toms Brooks has requested additional law enforcement coverage in the Town limits and offered to compensate for a part-time deputy.  He said a draft agreement would be created and include verbage if an emergency arises the deputy might be dispatched out of the area.

Action on the budget is scheduled for a special meeting on April 17, 2018.

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

BOARD MEMBER COMMENTS           

COUNTY ADMINISTRATOR COMMENTS

The board recessed for five minutes at 9:38 p.m.  

The board reconvened into regular session at 9:43 p.m.                                 

OTHER BUSINESS - no other business was discussed.

CLOSED SESSION(S)  

Supervisor Neese made a Motion, seconded by Supervisor Baker to enter into closed session at 9:43 p.m. in accordance with Section 2.2-3711(3) of the state code to discuss the acquisition of real property for a public purpose, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the county.  The subject matter is possible replacement of convenience sites in Strasburg.  The Motion to enter closed session was approved unanimously as follows:  Ayes:  Baker, Morris, Roulston, Walker, Neese and Helsley.

Supervisor Baker made a Motion, seconded by Supervisor Morris to return to regular session at 10:05 p.m.   The Motion passed by a unanimous 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 10:07 p.m.

 

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________________________

Conrad A. Helsley, Chairman

ATTEST:  __________________________

Mary T. Price, Clerk of the Board