MEETING #15 – March 12

1 MEETING #15 ? March 12

At a Regular Meeting (#1) of the Madison County Board of Supervisors on March 12, 2019 at 4:00 p.m. at the Madison County Administrative Center Auditorium located at 414 N. Main Street:

PRESENT:

R. Clay Jackson, Chair Amber Foster, Vice-Chair Kevin McGhee, Member Charlotte Hoffman, Member Jack Hobbs, County Administrator Mary Jane Costello, Director of Finance/Assistant County Administrator Sean Gregg, County Attorney Jacqueline S. Frye, Deputy Clerk

ABSENT: Jonathon Weakley, Member

1. Call to Order, Pledge of Allegiance & Moment of Silence 2. Determine Presence of a Quorum/Adopt Agenda Chairman Jackson advised that Supervisor Weakley will be absent from today's session. A quorum was established.

Chairman Jackson called for the following additions to today's Agenda:

Supervisor Hoffman moved that the Agenda be approved as presented, seconded by Supervisor Foster. Aye: Jackson, McGhee, Hoffman, Foster. Nay: (0). Absent: Weakley

3. Public Comment. Chairman Jackson opened the floor for public comments. The following individual(s) provided comments: Joe May: Comments pertained to the costs associated with the inmates at the regional jail; suggested that the Attorney General be encouraged to refrain from allowing the lockdown of 'deadbeat dads' who don't pay child support - this causes a tremendous burden on the taxpayers which isn't right, along with federal/state educational mandates being imposed.

With no further comments being brought forth, the public comment opportunity was closed.

session was closed.

4. Special Appearances: a. Presentation 2020 Census: Kathleen Oconnell, Partnership Specialist of the Bureau of the Census, was present to

provide support to governing localities, businesses and other entities in order to develop outreach strategies to raise an

awareness of the 2020 census project (to begin April 1, 2020) and to encourage citizens to respond in an efficient and

timely manner. Specifics of today's presentation focused on the following: The need to receive an accurate and complete population count for the community The importance of counting everyone and how the data is used (i.e. federal program funding, medical assistance,

etc.) Confidentiality and public trust 2020 Census operational overview The goal for 2020 Census Environment & Timeline How citizens will be invited to respond (i.e. paper, online) Identification of low response areas

2 How the information plays a part in redistricting efforts The potential cost for the 'uncounted' Census partnership program (i.e. increase awareness and motivation participation) The potential cost of an undercount

Localities are encouraged to: Create a 'Complete Count Committee' Develop key strategies to ensure that everyone in your community gets counted Utilize local knowledge, influence and resources to educate the community Gain valuable knowledge about the census and share information with the public to let them know how important their participation is in the census process Post census information on the County website and/or social media And: Advise the community of the need for hiring census takers for the 2020 census process

It was suggested that notices be posted at County offices and local businesses to make the public aware of the upcoming census process.

Ms. Oconnell advised that in 2010, the Bureau of the Census has bought on additional Partnership Specials to assist with the overall census process, which is a key strategy, along with Complete County Committees, to promote the overall census process and develop coordinated strategies to attain a complete population count.

5. Constitutional Officers: Commissioner of the Revenue: Brian Daniel, Commissioner, was present and advised that anyone with DMV items only will not be required to complete the annual personal property forms; however, local businesses will be required to complete the form. 6. County Department:

a. Request for Capital Funds: Anna Graham, Superintendent, was present and advised the school system is requesting $49,615.00 from the schools CIP budget to cover:'

$30,816.00 (to cover the purchase of two [2] HVAC units from the Madison Primary School gym) $18,800.00 (to cover fees to Weaver Works, Inc. to repair a portion of the Madison County High School parking

lot) *The above referenced projects are planned for June 2019

The Finance Director was present and provided the following highlights:

Madison County RECAP of School Capital Projects As of March 12, 2019

HVAC Replacement - Madison Primary Athletic Field Fence - Madison High Track Resurfacing - Madison High Soccer Field Lights- Madison Primary New boiler - SB office MCHS parking lot repairs Softball Field Installation - Madison Primary

Original Budget

Appropriated as 3/2019

Spent YTD

Total

Estimated to Estimated

Go

Expenditures

Estimated Unused Original Budget

Appropriated Unappropriated But Available OB at 3/12/2019 at 3/12/2019

100,000.00

95,815.00 61,750.00 30,815.00 92,565.00

7,435.00

4,185.00

3,250.00

25,000.00

40,000.00 41,056.78

-

41,056.78 (16,056.78)

(15,000.00) (1,056.78)

45,000.00

10,000.00

3,500.00

-

3,500.00

41,500.00

35,000.00

6,500.00

100,000.00

-

-

-

100,000.00

100,000.00

-

-

64,900.00

-

64,900.00 64,900.00 (64,900.00)

(64,900.00)

-

-

18,800.00

18,800.00 18,800.00 (18,800.00)

(18,800.00)

-

30,000.00

30,000.00 30,000.00

-

30,000.00

-

-

-

300,000.00

259,515.00 136,306.78 114,515.00 250,821.78 49,178.22

40,485.00

8,693.22

-

Total available

49,178.22

3 The Superintendent advised that work is being initiated on the safety vestibules at the Madison Primary School as well.

Comments: Supervisor McGhee: Advised that the investment in the HVAC at the Madison Primary School is necessary Chairman Jackson: Clarified that the amount to be appropriated will only be $49,615.00 [(and not $$99,230.00 -

funding will be moved from the County's general fund into the school's CIP fund)]

The Resolution reads as follows:

RESOLUTION #2019-4 A RESOLUTION TO APPROPRIATE THE FISCAL YEAR 2019 MADISON COUNTY

CAPITAL BUDGET FOR MARCH 2019

WHEREAS, on April 24, 2018 the Madison County Board of Supervisors adopted a Capital Budget for Madison CountyforFiscal Year2019intheamount of$2,748,556; and WHEREAS, the Fiscal Year 2019 Adopted Capital Budget includes school operations and capital funding for the Madison County School Division equaling $387,000; and WHEREAS,theBoardofSupervisorsisrequiredtoappropriateforactualexpendituretheadopted FiscalYear2019 budget; and WHEREAS, 15.2-2506 and ?21.1-94 of the Code of Virginia indicate that the Board of Supervisors may make annual, semiannual, quarterly or monthly appropriations for contemplated expenditures; and

WHREAS,on February 27,2019 theMadison CountySchoolBoard agreed to request funding in the amount of $30,815 to installHVAC

unitsat the Madison County PrimarySchoolgymand$18,800 to repair the Madison County High School parking lot; and

WHEREAS, the Board of Supervisors desires to make a monthly appropriation for capital expenditures; NOW, THEREFORE, BE IT RESOLVED that the Madison County Board of Supervisors hereby appropriates the Fiscal Year 2019

Adopted Capital Budget for March 2019 in the amounts specified for each fund contained in said budgetwithsuchappropriations

summarized below:

General Operations

$ 49,615

School Operations

County Capital Projects Fund School Capital Projects Fund

Transient Occupancy Tax Fund Total Capital Appropriations

49,615 $99,230

Supervisor McGhee moved that the Board approve Resolution #2019-4 [To Appropriate the FY2019 Madison County Capital Budget for March 2019] as requested, seconded by Supervisor Foster. Aye: Jackson, Foster, McGhee, Hoffman. Nay: (0). Absent: Weakley.

b. Madison County Primary School Project: Anna Graham, Superintendent, was present to advised that Grimm & Parker, provided three (3) options for the replacement of the HVAC equipment and renovation work for the Madison County Primary School. On Monday, November 12, 2018, the Madison County School Board selected the Tier 3 option of the proposed plan. At the recent board meeting, it was selected and is now being recommended that Tier 2 would be the most reasonable option to pursue. The design phase of Tier 2 will cost $193,529.00, which will be the amount

4 recommended to fund the proposed project. The architects have advised that when a project is 'phased', it may result in problems with permits, regulations, etc., as well as the overall cost of bidding for each contractor/sub-contractor that may be on board throughout the fruition of the project, which may actually ensure increased overall costs. In closing, it was suggested that the Board review all documents for the Tier 2 packet prior to the upcoming CIP Committee meeting.

The County Administrator encouraged the Board to assess the proposal and provide any concerns to the Superintendent.

c. Employee Benefit Changes: Chairman Jackson advised that benefits personnel have been advised that a significant increase in healthcare (30.8%) is being proposed for county and school personnel.

The Finance Director was present and advised that the County participates in the Local Choice Healthcare Program with the school system, sponsored by Anthem Insurance Company. Discussions focused on the increase in plan coverage. Although most employees are well satisfied with the initial coverage being offered, the proposed rate increase may be more extensive for some participants (i.e. $1,600 - $3,800 per year), which may call for the County to find a way to defray some of the overall associated healthcare costs. In closing, emphasis was placed on the deadline to accept the procurement plan and the fact that the 2020 budget holds much uncertainty at this point.

The Superintendent advised that due to the proposed 30.8% increase, the school system received input from a representative of the VSBA who provided data on alternative insurance programs. Therefore, the school system has asked all personnel to complete a 'health risk assessment form' to be provided to Local Choice Healthcare Services and then onto the insurance underwriter in an effort to see if more tolerate healthcare rates can be established.

Tina Cropp, School Finance Officer, was present and advised that although the program calls for a deadline of April 1st, the school's deadline is July 1, 2019 and can be extended to July 31, 2019.

Barry Penn Hollar, School Board Chair, was present to advise suspicion of the insurance industry; feels that the concept provided by the VSBA plan may provide some profit to the County.

The County Administrator referred to the complicated report for proposed healthcare and that there are no recommendations to provide at this time. Additional emphasis was placed on the fact that Local Choice Healthcare is the 'gold standard' of health insurance for governmental agencies within the State of Virginia. Comments:

Supervisor McGhee: Referred to the fact that proposed changes will impact county employees Chairman Jackson: Suggested that the Board review numbers within the next few weeks

VRS Retirement (VaCORP): The Finance Director referred to the VRS hybrid plan for short-term and long-term disability. It was noted that VaCORP is also proposing to offer the above referenced plan through Anthem Insurance Company. 7. Committees or Organizations:

a. Report on Status of Committee & Other Appointments: The Deputy Clerk advised that an email was received from Tiffany Woodward, CSA to advise that two (2) candidates have expressed an interest in serving as the:

FAPT Parent Representative CPMT Parent Representative To date, there have been no applications received for the advertised vacancy on the Rappahannock Juvenile Detention Board. The vacancy will be advertised through March 22, 2019.

Valerie Ward, DSS Director, was present and advised that the CPMT did recommend one (1) candidate to fill the parent representative slot on the CPMT; one (1) candidate will be reviewed for placement as the FAPT Parent Representative at the next CPMT meeting and the Board will be advised during the upcoming month.

5

Nan Coppedge was asked if she would be willing to fill the vacancy on the Rappahannock Juvenile Detention Center Board.

8. Finance. a. Consideration: Recent Claims $ 33,236.02 (3'12'19) $114,939.77 (3'7'19) $148,175.79 (Total)

Highlights: $12,000.00 (Central Virginia Regional Jail - bill for inmate medical bills) $9,800.00 (Bariatric stretcher [50% grant funded])

Questions on expenditures for: J.D. Power (The Commission noted that this expense was for valuation of vehicles)

Supervisor Foster moved that the Board approve claims totaling $148,175.79, seconded by Supervisor McGhee. Aye: Jackson, Foster, McGhee, Hoffman. Nay: (0), Absent: Weakley

b. Consideration: Supplements i. Supplemental Appropriation for LODA (#26_03122019 - $3,432.00): The Finance Director advised that the

request is being appropriated to pay for budget overage on the final LODA Bill (VaCORP).

Supervisor McGhee moved that the Board approve supplemental appropriation #26 (totaling $3,432.00) as submitted, seconded by Supervisor Hoffman. Aye: Jackson, Foster, McGhee, Hoffman. Nay: (0), Absent: Weakley

ii. Supplement Appropriation for CVRJ Medical Claims Dated 3'7'19 (#27_03122019 0 $12,125.72): The Finance Director advised that today's appropriation is being sought to cover additional CVRJ medical bills dated 2'15'19 - source of funds will be general contingency reserve. After today's requests, the total funding remaining in contingency will be $7,000. Supervisor Foster moved that the Board approve supplemental appropriation #27 (totaling $12,125.72) seconded by Supervisor Hoffman. Aye: Jackson, Foster, McGhee, Hoffman. Nay: (0), Absent: Weakley.

9 Minutes a. Consideration: February 26 and March 6 & March 7 Meetings:

Chairman Jackson called for additions, corrections or approval of today's sets of minutes. Supervisor Hoffman moved that minutes from February 26, March 6 and March 7 be approved as submitted, seconded by Supervisor Foster. Aye: Jackson, Foster, McGhee, Hoffman. Nay: (0), Absent: Weakley.

10. Old Business a. Vehicle Purchase: The County Administrator advised that there are two (2) county departments that have a 'critical

need' for vehicle replacement: Emergency Communications Building Official

The Board was asked to consider approval of today's request. Other vehicles that have been tentatively programmed for replacement in FY20 are:

Sheriff (3 new and 2 used) Schools (1 bus)

Supervisor McGhee moved that the Board authorize the purchase and upfit of replacement vehicles for the Department of

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