Board Meeting

Board Meeting Room
600 North Main Street
Woodstock, VA 22664

MINUTES OF MEETING OF
THE BOARD OF SUPERVISORS
May 22, 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 May 22, 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.

A moment of silence was requested by Supervisor Roulston followed by the Pledge of Allegiance.

Vice Chairman Neese made a Motion, seconded by Supervisor Morris to approve the May 22 meeting agenda as presented.
Supervisor Walker stated that during his absence from the May 3 meeting, the Board requested postponing action indefinitely for the Tax Exempt Request for Tightn’ Up LLC while it analyzed how other jurisdictions handled tax exemption requests. Mr. Walker requested that action occur at tonight’s meeting for the tax exempt request by Tightn’ Up, LLC.
Mr. Vass said the agenda would need amended.
Supervisor Neese withdrew his motion to approve the agenda as presented.
Supervisor Walker made a Motion, seconded by Supervisor Morris to amend the agenda with the addition of an Old Business item: Consideration to approve an Ordinance for Tax Exemption by Tightn Up, LLC. The Motion to amend the agenda was approved by a verbal vote of 6-0 as follows:
Ayes: Baker, Morris, Walker, Roulston, Neese and Helsley.

CONSIDERATION OF NON ACTION ITEMS
1. Budget and Finance reports
Harrison Nicholson, Director of Finance presented the monthly financial reports.
Supervisor Walker thanked Mr. Nicholson for his service with Shenandoah County.

2. Discussion regarding Tax Exemption requests.
Mr. Vass said tax exemption for real estate property tax occurs in two different ways
for example: one state code authorizes Commissioner of Revenue to grant tax exemption and under a different state code the Board of Supervisors must take action to approve an Ordinance.

PUBLIC COMMENT (other than matters previously the subject of a public hearing)
Kevin Rooney of 1676 Zion Church Road Maurertown questioned the status of tax exemption and also economic development.
Kenneth Rea of Abraham Court Woodstock asked for the correct procedure for his HOA to bring their road maintenance into the Virginia Department of Transportation system.
Ms. Price stated we are attempting to schedule a meeting with Mr. Rea.
Mr. Rea says he was told the community is supposed to bring the request to the board first and stated that he is trying to learn the process He asked if he needs a signed document by all homeowners?

Supervisor Morris explained that all residents of that road should be aware of what VDOT requires as not all of the neighbors are willing to meet VDOT requirements.
Mr. Ed Carter, Project Administrator with VDOT statement is inaudible.
Mr. Rea said all properties have 50 feet of easement for road frontage. He said that road was built 20 plus years ago.
Ms. Price suggested a meeting with herself, VDOT and Mr. Rea.

CONSIDERATION OF CONSENT AGENDA ITEMS – no consent items are scheduled.
PUBLIC HEARINGS

1. To receive citizen comments regarding the amendment of an Ordinance pertaining to Chapter 156, Vehicles and Traffic, Section 156-1 Adoption by Reference. The proposed amendment adopts by reference those state laws that take effect July 1, 2018.
Kevin Rooney of Maurertown asked how the board could adopt an ordinance without knowing what changes will occur.
Supervisor Walker thanked Ms. Price for attempting to get a list of amended laws and stated that it is unfortunate that the board is required to approve a law without knowing what the changes are.
Receiving no further comments this public hearing was closed at 7:32 p.m.

2. To receive public comments on the proposed Secondary Six-Year Plan for Fiscal Years 2019-2024 in Shenandoah County, and on the Secondary System Construction Budget for Fiscal Year 2019.
Ed Carter, Program Administrator with VDOT stated the handout is the same as before except that funds have been committed.
Supervisor Walker asked if traffic counts are updated annually and Mr. Carter said VDOT conducts traffic counts every two years.
Supervisor Morris asked about the prioritization process.
Mr. Carter said currently it is a first come first serve basis and that is not always the best use of funds. He suggested the County begin developing a ranking system that is fair to everybody and will make the best use of limited funding.
Dan Riffee of Dysart Road asked for continued improvements along Dysart Road including widening of the road and stopping the erosion. He asked that the road be included on the funded list and moved to the top of the list.
Bob Shipe asked for paving along the middle section of Coffmantown Road as draining is terrible. He said that area serves seven homeowners.
Neal Brian resides on Coffmantown Road and has the same complaints.
Ken Rea of Abraham Court asked if this is a list he needs his road to be included on.
Chairman Helsley said that the board will request these two roads be added to the secondary improvement plan. He said Mr. Carter may be in contact with you.
Receiving no further comments this public hearing was closed at 7:48 p.m.

SPECIAL PRESENTATIONS

1. Recognition of Stonewall Jackson High School FFA Meat Judging Team.
Supervisor Steve Baker recognized Stonewall Jackson High School Principal Mike Dorman and FFA Meat Judging Coach Tarinda Showman. He continued by congratulating the SJHS Meat Judging Team Members on their award of 1st place in the State FFA Career Development Event. The following team members were presented certificates of recognition: Faith Dellinger, Mindy Freed and Lindsay Zirkle.

2. Presentation of Recognition for Public Service.
Chairman Helsley presented an engraved plaque to Mr. Vito Gentile recognizing him for 20 years of exemplary volunteer service while serving on various committees for Shenandoah County Government.

3. Presentation by Karen Beck-Herzog, Site Manager for the Cedar Creek and
Belle Grove National Historical Park.
Ms. Beck-Herzog thanked Shenandoah County for partnering with us as we celebrate our anniversary, launch classroom programs, restore civil war landscapes and engage in other historical opportunities.
Supervisor Walker asked Ms. Beck Herzog if she had ideas for enhancing the Keister property and she stated she is applying for grants to help improve the property because it has such amazing potential.

4. Dairy Industry Update by Jeremy Daubert, Rockingham County Extension Dairy Agent provided statistics and information regarding the loss of dairy farms in the County and the State. He said the reasons can be related to the amount of consumer consumption, outdated processing capabilities or the costs associated with processing.
Chairman Helsley asked if local milk is processed at the local Strasburg Milk Plant and Mr. Daubert said is the Strasburg Plant is typically the last choice.
Supervisor Walker asked if water is the largest obstacle and Mr. Daubert said water and waste water are determining factors.
Mr. Vass commented those are two key factors in any food or producing industry.

OLD BUSINESS

1. Consideration to approve an ordinance designating certain property
owned by Tight’n up, LLC as tax exempt.
Supervisor Walker made a Motion, seconded by Supervisor Morris to approve the property located at 239 E. King Street as tax exempt.
Chairman Helsley questioned what would occur if the Gym began charging a fee.
Supervisor Walker said he believed that would change the nature of the business model, but he had no doubt the applicant will stick to their principles and said he will encourage them to do so.
Supervisor Roulston said he would vote in favor of it because it is a wonderful thing but suggested reviewing the applicant every 3 to 5 years.
Chairman Helsley agreed reviewing the continued purpose is a good idea.

The Motion passed by a roll call vote of 6-0 as follows:

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

CONSIDERATION OF PLANNING COMMISSION ITEMS

1. Consideration of a Special Use Permit by Samantha Tierpack for Tierpack Auto Repair Facility / KevKustoms Autoworx.
Supervisor Morris made a Motion seconded by Supervisor Walker to approve the SUP with the following conditions.
• The applicant shall perform service work between the hours of 7am -8pm.
• The applicant shall not exceed more than 5 vehicles to be serviced at a time (in storage or shop).
• Applicant to address VDOT comments to remove the northern most entrance to deter any usage. The southernmost driveway needs to serve both the house and the shop.
• Special Use Permit to be reviewed annually for compliance.
• Place a vegetative buffer at the front of the property for screening of use.
The Motion was approved by a roll call vote of 6-0 as follows:

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

2. Consideration of a Special Use Permit by Richard Tucker for Tucker Auto Garage.
Supervisor Neese made a Motion, seconded by Supervisor Morris to approve the SUP
with the following conditions.
• Hours of operation shall be 7am-8pm
• A vegetative buffer meeting County Code up to a medium screen level or privacy fence be installed around perimeter of garage operation.
• Drop off, storage and parking area to be located toward the rear side of the garage operation.
• All agency comments are to be satisfied.
• Special Use Permit to be reviewed and inspected for compliance in one year.
The Motion was approved by a roll call vote of 6-0 as follows:

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

3. Consideration to approve Ordinances renewing the following Agricultural and Forestal Districts for 10 year terms:
Supervisor Baker made a Motion seconded by Supervisor Roulston to approve the renewal of 833.02 acres to the Bauserman Clem Grove A&F district.
The Motion passed by a roll call vote of 6-0 as follows:

Roulston aye Baker aye
Morris aye Walker aye
Neese aye Helsley aye
Supervisor Morris made a Motion seconded by Supervisor Baker to approve the renewal of 2,614.22 acres to the Fisher-Hill Sandy Hook A&F district.
The Motion passed by a roll call vote of 6-0 as follows:

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

Supervisor Morris made a Motion seconded by Supervisor Neese to approve the renewal of 1,034.10 acres to the Toms Brook A&F district.
The Motion passed by a roll call vote of 6-0 as follows:

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

4. Consideration to approve an Ordinance adding 46.493 acres to the New Market Agricultural and Forestal District.
Supervisor Morris made a Motion, seconded by Supervisor Baker to approve the addition of 46.493 acres to the New Market A&F district.
The Motion passed by a roll call vote of 6-0 as follows:

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

NEW BUSINESS - No new business is scheduled.

COUNTY ATTORNEY COMMENTS - Mr. Ham thanked Harrison Nicholson and wished him good luck.

BOARD MEMBER COMMENTS

Supervisor Walker thanked Jenna French for making headway with her efforts in Economic Development.
Supervisor Morris echoed Supervisor Bakers comments about our high school FFA Programs. He said he was pleased to attend the Northern Shenandoah Valley Regional Commission Annual dinner meeting last week.
Supervisor Baker acknowledged the leadership within the student body at Stonewall Jackson High School.
Chairman Helsley announced the retirement of Health Department staff member Phoebe Bowman effective June 1, 2018 after 45 years of employment.

COUNTY ADMINISTRATOR’S COMMENTS - No comments were made.

RECESS —Chairman Helsley requested a 5 minute recess at 8:55 p.m.
The Board reconvened into regular session at 9:00 p.m.

OTHER BUSINESS - No other business was discussed.

CLOSED SESSION(S)

Supervisor Morris made a Motion seconded by Supervisor Baker to enter into Closed Session at 9:01 p.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 Citizen’s Advisory Committee to the Comprehensive Plan, the Lord Fairfax EMS Council, the Library Board of Trustees and the Tourism Council. And to enter into Closed Session in accordance with §2.2-3711 (A) (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 was approved by a vote of 6-0 as follows: Ayes: Baker, Roulston, Walker, Morris, Neese and Helsley.

Supervisor Neese made a Motion, seconded by Supervisor Morris to return to regular session at 9:20 p.m. The Motion passed by a 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 9:22 p.m.

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________________________
Conrad A. Helsley, Chairman
ATTEST: __________________________
Mary T. Price, Clerk of the Board