Board Night Meeting

Board Meeting Room
600 North Main Street
Woodstock, VA 22664

MINUTES OF MEETING OF
THE BOARD OF SUPERVISORS
January 23, 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 January 23, 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:   Jason Malloy, Director of Emergency Communication Center.

An invocation was given by Retired Pastor Richard Craven followed by the Pledge of Allegiance.

Vice Chairman Neese made a Motion, seconded by Supervisor Baker to approve the January 23, 2018 regular meeting with the addition of  New Business Item #2  Consideration of a design amendment by Grimm and Parker Architects related to the Shenandoah County Sheriff’s Office and the additional appointment in the closed session of a Citizens Advisory Committee member.   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)

Karen Kwiatowski of 1785 Deerhead Road made comments regarding the political rally held on Saturday January 20 and noted how people often base their opinions and actions on different data.  She expressed the importance of fresh perspectives when it comes to making appointments to the County’s boards and committees.

Kevin Rooney of Maurertown agreed with Ms. Kwiatowski and questioned why the board did not support Supervisor Walker’s appointment to the Social Services board.

Robert Clark of Fairview Circle Woodstock presented the board with an Oath of Office document and requested that they uphold their duties faithfully and impartially.

Stephen Curtis of 501 Forest View Road, Edinburg expressed concern that the school division continues to ask for higher salaries.  Mr. Curtis asked the Board to allow more time for comments from the public during their meetings.

Ken Cruise of Toms Brook stated that Supervisor Walker gets treated differently than former board member David Ferguson. 

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.    

Ms. Price indicated to the board that the re-appropriation requests enclosed in the agenda packet represent a revision from the day meeting, January 9, 2018 requests as four items were removed.  She explained that the CAD and RMS requests are reimbursed from the Towns therefore they are already budgeted and are not necessary to be included in the re-appropriation requests.

  1. Approval of minutes- January 2, 2018 Organizational Meeting minutes.
  2. Consideration of the appointment of Andrew Keller to the Lord Fairfax Community College Board (LFCCB).
  3. Consideration of the appointment of Brian Henshaw to the Northern Shenandoah Valley Regional Commission (NSVRC)
  4. Consideration of the re-appointment of David Howard to the Northwestern Community Services Board (NWCSB).  
  5. Consideration of the appointment of Jenna French to the Shenandoah Valley Work Force Development Board (SVWFDB).  
  6. Consideration of the appointment of Josh Stephens to the Shenandoah County Planning Commission.  
  7. Consideration of the re-appointment of Mike Liskey to the Shenandoah County Citizens Advisory Committee on the Comprehensive Plan (CAC).  
  8. Consideration of the appointment of Steve Curtis to the Shenandoah County Citizen’s Advisory Committee on the Comprehensive Plan (CAC).
  9. Consideration of the appointment of Tony Dorso to the Shenandoah County Citizen’s Advisory Committee on the Comprehensive Plan (CAC).  
  10. Consideration of the re-appointment of Vito Gentile to the Shenandoah County Citizens Advisory Committee on the Comprehensive Plan (CAC).  
  11. Consideration of the re-appointment of Vince Poling to the Shenandoah County Industrial Development Authority (IDA)
  12. Consideration of the appointment of Jenna French to the Shenandoah Valley Partnership (SVP).  
  13. Consideration of the appointment of Jim Fitzsimmons to the Department of Social Services Board (DSSB).  
  14. Consideration of the 2nd Quarter Fiscal Year 2018 re-appropriation requests.
  15. Consideration of the appointment of Jason Smith as the County’s Zoning Administrator. 

PUBLIC HEARING

  1. Received citizen comments regarding the intent of the Board of Supervisors to amend an ordinance to move the polling location for the Toms Brook Precinct in Election District #5 from the Round Hill Church of the Brethren to the Toms Brook Volunteer Fire Department, 3342 South Main Street, Toms Brook, Virginia 22660.

No comments were received and the public hearing was closed 7:20 p.m.

 SPECIAL PRESENTATIONS - No presentation were scheduled.

 OLD BUSINESS   No old business was scheduled.

PLANNING COMMISSION ITEMS - No PC items were scheduled. 

NEW BUSINESS  

  1. Consideration to accept the Rescue Squad Assistance Fund (RSAF) grant and approve the purchase of an Emergency Medical Dispatch (EMD) protocol system.  

Jason Malloy, Director Emergency Communications Center explained that the current Emergency Medical Dispatch (EMD) protocol system is outdated and that ECC staff certifications on the system have expired.  He said that a request was made for funding an EMD upgrade in the fiscal year 2018 budget.  During board deliberations on the budget it was agreed that the department should pursue a grant. He applied for a grant and the county was recently advised that it was awarded a 50/50 match with the county costs expected to be $59,339.50.  He requested acceptance of the grant and approval to purchase the system.

Supervisor Morris made a Motion, seconded by Supervisor Baker to approve the grant and the purchase. 

Supervisor Roulston asked if this was a one-time purchase and Mr. Malloy confirmed that it was and would still involve the routine maintenance charges.

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

  1. Consideration of a design amendment by Grimm and Parker Architects related to the Shenandoah County Sheriff’s Office Complex and the Emergency Communications Center.

Mr. Vass provided a copy of the letter from G&P regarding the design of the SCSO and the possible inclusion of ECC at a proposed fee of $25,000 to begin a high level conceptual design.   He added that the proposal is that it would add 4,000 square feet to the design, at an approximate construction cost of $1 to $2.5 million and would extend the design time another 10 to 12 weeks.  Mr. Vass said that G&P are prepared to return to the next board meeting on February 1 with a presentation.    He said he would need the board’s authorization for G&P to begin.

Chairman Helsley suggested that since the life of the ECC equipment is coming to an end, the availability of a new physical location for the ECC to install new equipment would be a much easier transition versus removing old equipment and adding new equipment in the current smaller location.

Supervisor Walker shared his concern about the money already spent for the design of the SCSO and sees this additional request as a delay factor.  He said it will mean more maintenance and utility costs if ECC relocates away from their current location.  He asked what about some of the buildings that will become unoccupied such as the Bank Building housing the Sheriff’s office investigations division, the old jail, etc.  He said that the board is not studying all available options and suggested maintenance staff should look at square footage and vacated properties of other facilities in the county.

Supervisor Roulston said that he saw this request as an exploratory option and said that it is more affordable to get both designs at one time.  He said when he toured the ECC he could see that the integration of new equipment into the current ECC location would be difficult.  He said he is inclined to support the proposal.

Mr. Vass reminded the board that the needs assessment performed by Mission Critical Partners related to the end of life of the radio system determined that the current ECC space may not be efficient with a future radio upgrade.  He also acknowledged that having both the SCSO and ECC co-located in one facility has validity for both divisions to work together.

Sheriff Tim Carter said that Grimm and Parker included language in their proposal that would prevent the county from going through another procurement process to evaluate additional space.

Mr. Vass said that G&P has very good knowledge about County owned facilities as a result of an analysis of available sites which were analyzed during the early planning phases for the SCSO office complex and acknowledged that the ECC is a unique building with special requirements.

Chairman Helsley also commented about the efficiency of having these two divisions located together and reminded the board about the space needed for a larger radio tower.

Supervisor Baker made a Motion, seconded by Supervisor Neese to proceed with the revised design proposal  with Grimm and Parker for a fee $25,000 to include the Emergency Communication Center with the Shenandoah County Sherriff’s Office complex The Motion passed by a roll call vote of 5-1 as follows:

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

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 Mr. Ham. 

BOARD MEMBER COMMENTS           

Supervisor Roulston inquired about the correct way to request that county properties are reviewed for square footage and other possible uses.  Chairman Helsley directed County Administration to please manage this request.

Supervisor Walker stated that he had emailed the County Attorney an inquiry concerning the discloser of contents of a previously held closed session.  Mr. Walker expressed concern over the county attorney’s dual role as parliamentarian and attorney.   He questioned Mr. Ham what the rules were from 2006-2013 in regards to appointing board of supervisor members to the Social Services Board noting that during that time the DSS Board contained a representative of the Board of Supervisors and a second member of the Board of Supervisors representing an at large citizen representative.

Mr. Ham replied that he did not serve as the County Attorney during that time frame and stated that he had provided a written reply to the email to the entire Board in confidence and would not disclose that reply in public.

Supervisor Baker expressed concern with the critical lack of rain and snow that this area depends on to re-charge the water supply.

Supervisor Morris confirmed the receipt of Mr. Walker’s email and presented Mr. Walker with the information to include negative comments made in the Free Press on October 12, 2017 criticizing the DSS and the Board of Supervisors.  Supervisor Morris continued to add that DSS is looked at by the State as an effective and efficient organization. He said during his term on the DSS there was never a time when meetings were not staffed and attended by the   required number of members.

Supervisor Walker stated that his criticism was toward the administrative Board of the DSS and the Board of Supervisor representatives who serve on the DSS Board and not the Department of Social Services staff.  He argued that three people serving on a board affects the operation of government and this Board, referring to the Board of Supervisors, has a responsibility to provide oversight and accountability.

Chairman Helsley reported to the Board that the next regular meeting of the board will take place on February 1, 2018 at 4:00 p.m. 

COUNTY ADMINISTRATOR COMMENTS

            Ms. Price indicated that she is distributing the School CIP binders as provided by Dr. Johnston’s office.           

OTHER BUSINESS - no other business was discussed. 

CLOSED SESSION(S)  

  1. Supervisor Neese made a Motion, seconded by Supervisor Morris to enter into closed session at 8:10 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 Social Services Board, the Agriculture and Forestal Advisory, the Lord Fairfax Community College Board, the Parks and Recreation Advisory Committee, the Northern Shenandoah Valley Regional Commission, the Citizens Advisory Committee to the Comprehensive Plan and the Tourism Council. 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 Morris made a Motion, seconded by Supervisor Baker to return to regular session at 8:24 p.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 8:26 p.m.

****

________________________

Conrad A. Helsley, Chairman

ATTEST:  __________________________

Mary T. Price, Clerk of the Board