Call to Order, Determination of a Quorum, Pledge of Allegiance, Moment of Silence & Adoption of an Agenda 1. Closed Session: Financial Advisor Interviews A. Kristy Choi & Kevin Rotty (PFM Financial Advisors) B. Kyle Laux & David Rose (Davenport & Company) Adjourn for Planning Commission Meeting Public Comment 2. Public Hearings: A. Case No. SP-10-19-11: A site plan request by Artale Properties LLC (Chris Artale) to utilize an existing B1 (Business) zoned parcel as the location of office and/or retail uses. The subject site roughly 17,598 sq. ft. in area and is improved by an existing single-family dwelling. The property’s address is 321 Washington Street, and is identified on Madison County’s Tax Maps as 39-91B. B. Case No. S-10-19-13: Request by AC Limited Partnership (Treasure Arrington) for a subdivision plat to create one (1) lot with residue. The existing (parent) parcel is roughly 6.59 acres and is zoned A1 (General Agriculture). The newly created parcel would be 3.59 acres. In the A1 district the minimum lot area is 3 (three) acres. The subject 6.59 acre parcel is located on Jacks Shop Road (Rt. 621) and is identified on Madison County’s Tax Maps as 62-17. C. Case No. S-10-19-14: Request by Marvin Jenkins & Andrew Gayheart for a subdivision plat to create three (3) lots with residue. The existing (parent) parcel is roughly 115.5 acres and is zoned A1 (General Agriculture). The newly created parcels would be 10 acres, 7.7 acres and 5.0 acres; all served by an existing right-of-way. The subdivision plat makes boundary line adjustments and consolidates three (3) existing parcels into two (2) parcels which adjoin the 115.5 acre parcel. The subject 115.5 acre parcel is located Leon Road (Rt.631) and is identified on Madison County’s Tax Maps as 43-2E. D. Case No. S-10-19-15: Request by Jenkins Living Trust (Lois T. Jenkins) for a subdivision plat to create one (1) lot with residue. The existing (parent) parcel is roughly 131 acres and is zoned A1 (General Agriculture). The newly created parcel would be 30.25 acres. The subject 131 acre parcel is located on Lost Mountain Road (Rt. 691) an is identified on Madison County’s Tax Maps as 58-3. E. Case No. SU-10-19-4: Request of John & Emily Howard for an indefinite special use permit to operate a kennel. The subject property is zoned B1 (General Business) and in this district a kennel is allowable by special use permit. The site is roughly 1.5 acres in area and is improved by a commercial structure. The kennel would provide pet grooming and boarding with no outside run outs. The property’s address is 160 Kirtly Road, and is identified on Madison County’s Tax Maps as 33-18. Information/Correspondence Public Comment Closed Session (if needed) Adjourn Agenda Board of Supervisors Meeting Wednesday, October 2, 2019 at 5:30 PM County Administration Building, Auditorium 414 N Main Street, Madison, Virginia 22727
Transcript
Call to Order, Determination of a Quorum, Pledge of Allegiance, Moment of Silence &
Adoption of an Agenda
1. Closed Session: Financial Advisor Interviews
A. Kristy Choi & Kevin Rotty (PFM Financial Advisors)
B. Kyle Laux & David Rose (Davenport & Company)
Adjourn for Planning Commission Meeting
Public Comment
2. Public Hearings:
A. Case No. SP-10-19-11: A site plan request by Artale Properties LLC (Chris Artale) to utilize an existing B1 (Business)
zoned parcel as the location of office and/or retail uses. The subject site roughly 17,598 sq. ft. in area and is
improved by an existing single-family dwelling. The property’s address is 321 Washington Street, and is
identified on Madison County’s Tax Maps as 39-91B.
B. Case No. S-10-19-13: Request by AC Limited Partnership (Treasure Arrington) for a subdivision plat to create one (1)
lot with residue. The existing (parent) parcel is roughly 6.59 acres and is zoned A1 (General Agriculture). The
newly created parcel would be 3.59 acres. In the A1 district the minimum lot area is 3 (three) acres. The subject
6.59 acre parcel is located on Jacks Shop Road (Rt. 621) and is identified on Madison County’s Tax Maps as
62-17.
C. Case No. S-10-19-14: Request by Marvin Jenkins & Andrew Gayheart for a subdivision plat to create three (3) lots
with residue. The existing (parent) parcel is roughly 115.5 acres and is zoned A1 (General Agriculture). The
newly created parcels would be 10 acres, 7.7 acres and 5.0 acres; all served by an existing right-of-way. The
subdivision plat makes boundary line adjustments and consolidates three (3) existing parcels into two (2)
parcels which adjoin the 115.5 acre parcel. The subject 115.5 acre parcel is located Leon Road (Rt.631) and
is identified on Madison County’s Tax Maps as 43-2E.
D. Case No. S-10-19-15: Request by Jenkins Living Trust (Lois T. Jenkins) for a subdivision plat to create one (1) lot with
residue. The existing (parent) parcel is roughly 131 acres and is zoned A1 (General Agriculture). The newly
created parcel would be 30.25 acres. The subject 131 acre parcel is located on Lost Mountain Road (Rt. 691)
an is identified on Madison County’s Tax Maps as 58-3.
E. Case No. SU-10-19-4: Request of John & Emily Howard for an indefinite special use permit to operate a kennel. The
subject property is zoned B1 (General Business) and in this district a kennel is allowable by special use permit.
The site is roughly 1.5 acres in area and is improved by a commercial structure. The kennel would provide pet
grooming and boarding with no outside run outs. The property’s address is 160 Kirtly Road, and is identified
on Madison County’s Tax Maps as 33-18.
Information/Correspondence
Public Comment
Closed Session (if needed)
Adjourn
Agenda
Board of Supervisors Meeting
Wednesday, October 2, 2019 at 5:30 PM
County Administration Building, Auditorium
414 N Main Street, Madison, Virginia 22727
Suggested Closed Session Actions: October 2, 2019
I move that the Board convene in a closed session pursuant to Virginia Code Section 2.2-3711(A)(29) for discussion of
the award of a public contract involving the expenditure of public funds, including interviews of offerors for financial
advisory services, and discussion of the terms or scope of such contract, where discussion in an open session would
adversely affect the bargaining position or negotiating strategy of the Board of Supervisors.
Foster Jackson Hoffman McGhee Weakley
Motion:
Second:
“Aye”:
“Nay”:
Absent:
Motion to Reconvene In Open Session: I move that the Board re-convene in open session.
Foster Jackson Hoffman McGhee Weakley
Motion:
Second:
“Aye”:
“Nay”:
Absent:
Motion to Certify Compliance: I move to certify by roll-call vote that only matters lawfully exempted from open meeting requirements
pursuant to Virginia Code Sections 2.2-3711(A)(29), only matters that were identified in the motion to
convene in a closed session were heard, discussed or considered in the closed meeting.
Foster Jackson Hoffman McGhee Weakley
Motion:
Second:
“Aye”:
“Nay”:
Absent
§ 2.2-3711. Closed meetings authorized for certain limited purposes. (Excerpts)
A. Public bodies may hold closed meetings only for the following purposes:
Personnel 1. Discussion, consideration, or interviews of prospective candidates for employment; assignment,
appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers,
appointees, or employees of any public body; and evaluation of performance of departments or schools of public
institutions of higher education where such evaluation will necessarily involve discussion of the performance of
specific individuals. Any teacher shall be permitted to be present during a closed meeting in which there is a
discussion or consideration of a disciplinary matter that involves the teacher and some student and the student
involved in the matter is present, provided the teacher makes a written request to be present to the presiding officer
of the appropriate board. Nothing in this subdivision, however, shall be construed to authorize a closed meeting
by a local governing body or an elected school board to discuss compensation matters that affect the membership
of such body or board collectively.
Real Estate 3. Discussion or consideration of the acquisition of real property for a public purpose, or of the
disposition of publicly held real property, where discussion in an open meeting would adversely affect the
bargaining position or negotiating strategy of the public body.
Privacy 4. The protection of the privacy of individuals in personal matters not related to public business.
Economic Development 5. Discussion concerning a prospective business or industry or the expansion of an
existing business or industry where no previous announcement has been made of the business' or industry's
interest in locating or expanding its facilities in the community.
Legal 7. Consultation with legal counsel and briefings by staff members or consultants pertaining to actual or
probable litigation, where such consultation or briefing in open meeting would adversely affect the negotiating or
litigating posture of the public body. For the purposes of this subdivision, "probable litigation" means litigation
that has been specifically threatened or on which the public body or its legal counsel has a reasonable basis to
believe will be commenced by or against a known party. Nothing in this subdivision shall be construed to permit
the closure of a meeting merely because an attorney representing the public body is in attendance or is consulted
on a matter.
Legal 8. Consultation with legal counsel employed or retained by a public body regarding specific legal matters
requiring the provision of legal advice by such counsel. Nothing in this subdivision shall be construed to permit
the closure of a meeting merely because an attorney representing the public body is in attendance or is consulted
on a matter.
Public Safety 19. Discussion of plans to protect public safety as it relates to terrorist activity or specific
cybersecurity threats or vulnerabilities and briefings by staff members, legal counsel, or law-enforcement or
emergency service officials concerning actions taken to respond to such matters or a related threat to public safety;
discussion of information subject to the exclusion in subdivision 2 or 14 of § 2.2-3705.2, where discussion in an
open meeting would jeopardize the safety of any person or the security of any facility, building, structure,
information technology system, or software program; or discussion of reports or plans related to the security of
any governmental facility, building or structure, or the safety of persons using such facility, building or structure.
Negotiations 29. Discussion of the award of a public contract involving the expenditure of public funds, including
interviews of bidders or offerors, and discussion of the terms or scope of such contract, where discussion in an
open session would adversely affect the bargaining position or negotiating strategy of the public body.
Economic Development 39. Discussion or consideration of information subject to the exclusion in subdivision
3 of § 2.2-3705.6 related to economic development.
Da: September 17, 2019
To: Madison County Board of Supervisors
Re: October 2 Board meeting/Financial Advisor Presentations/Interviews
By: Jack Hobbs, County Administrator
This is to organize the October 2, 2019 Madison County Board of Supervisors session where it
will begin to act as a committee of the whole in the interviewing and selection of a financial
advisor.
The presentation/interview session will begin at 5:30 PM in the Board Auditorium at 414 N. Main
Street. The meeting will be conducted in closed session since it involves a
procurement/negotiation. Two firms have submitted proposals per the attached detailed schedule.
Others in the room that evening might include Carty Yowell, Sean Gregg, MJ Costello and me.
The session will be largely consultant-driven with limited time for questions and answers.
Appropriate followup and additional interview/negotiation sessions should be anticipated.
Both proposers are reputable firms with impressive track records, so extended “sales” pitches on
those aspects of the proposal can be avoided. To further expedite the interview/presentation
process (i.e. avoid technical difficulties), by copy of this proposers are asked to route any
“projector screen” material to me prior to the session.
Note that the interviews would necessarily be time constrained due to the following “joint” public
hearing session with the Planning Commission.
Attachments:
Additional background and suggested presentation focus areas
Email string from VML/VACO Finance
Anticipated Madison County Board of Supervisors Schedule for October 2, 2019
Flow and timetable for various sessions
Public hearing notice for the “joint” meeting
Chairman R. Clay Jackson
Vice-Chairman Amber Foster
BOARD MEMBERS Jonathon Weakley Charlotte Hoffman
Kevin McGhee
Madison County Board of Supervisors
Jack Hobbs County Administrator
Sean D. Gregg
County Attorney
302 Thrift Road P. O. Box 705
Madison, Virginia 22727 (540) 948-7500 (ph) (540) 948-3843 (fax)
Additional Background and Suggested Focus Areas for
October 2, 2019 Financial Advisor Presentations
A copy of the County’s current capital improvement plan can be accessed at page 17 here and annual
audit reports can be accessed here.
The County is working to better understand its IT needs via a consultant study that is underway, and a
facilities study by an architect is in the consultant procurement phase.
The interplay of increasing operating costs, heavy maintenance costs and future and heretofore
unspecified capital projects and associated outlays are not adequately programmed such that it is
uncertain whether all of these can be adequately supported by a reasonably increased County revenue
stream. A framework for understanding these and attaining consensus within the Board and County
staff – as well as the whole community – is needed.
A preliminary proposal for the public safety radio project has been receive but it is anticipated that a
full decision on that procurement will not be made until December 2019.
The Madison County Primary School renovation project is not expected to “go to bid” before
December 2019. Procurement will not be completed until the spring of 2020 with construction to being
during the summer of 2020.
In addition to the items contained in the RFP, the consultant should consider touching on the following
on October 2:
1. The consultant’s understanding of the advice the County will need in the immediate and
foreseeable future,
2. A description of the proposed scope of work,
3. A list of records that will be required from the County’s finance office,
4. What input/feedback would be required from the County Administrator,
5. How the Board of Supervisors would be involved in the consultant’s proposed process (i.e.
public meetings),
6. Work products and deliverables (presentations, reports, memos, etc.),
7. The form/structure of the contract requested by the consultant, and
8. A sense of what the consulting services might cost the County.
From: Jack Hobbs <[email protected]> Sent: Wednesday, September 04, 2019 2:44 PM To: Steve Mulroy <[email protected]> Subject: RE: Madison County Request for Financial Advisory Services Proposals Steve, The apparent focus on public markets was a result of “borrowing” an RFP document. We certainly did not intend to discourage any advisor – and we are clearly not so sophisticated as to use such factors for that purpose. I will advise the selection team of your concerns- Jack Hobbs Madison County ------------------------ From: Steve Mulroy [mailto:[email protected]] Sent: Wednesday, September 04, 2019 12:20 PM To: Jack Hobbs <[email protected]> Subject: RE: Madison County Request for Financial Advisory Services Proposals Jack, I appreciate you sending the RFP to us, but we decided not to respond based on the following. While I think our expertise and experience are ideally suited for what I expect Madison County needs, the RFP was written in a way to favor our competitor and weed out firms like ours. Specifically, it asked for public bond sale experience and rating agency experience. I think it is highly unlikely that a county of Madison’s size will utilize the public markets, which really only make sense from a complexity and cost standpoint if the debt issuance is $20M or more. The RFP seemed to put a lot of emphasis on that. And, while I personally have been in public finance for nearly 25 years, and my business partner Bob Lauterberg was the Executive Director of VRA, and in fact, started VRAs Pooled Bond Program, our current business practice focuses on mid-sized localities that typically use VRA or bank loans to finance their capital projects. That’s our strength, and with our low-cost structure, I think would have positioned us well to assist Madison. Since I don’t think that expertise would have been scored favorably during the RFP evaluation process, we decided to focus on opportunities where our strengths line up with our clients goals and objectives. If you decide to reopen the selection process, please don’t hesitate to let me know. Thanks again for considering us. Best regards, Steve Steve Mulroy Managing Director
From: Jack Hobbs <[email protected]> Sent: Wednesday, September 04, 2019 8:02 AM To: Steve Mulroy <[email protected]> Subject: FW: Madison County Request for Financial Advisory Services Proposals Steve, I noticed that your shop did not propose on the RFP we circulated back in August. What would you prefer I tell my folks if asked about that? Jack Hobbs Madison County ------------------------ From: Jack Hobbs Sent: Thursday, August 01, 2019 4:04 PM To: Jack Hobbs <[email protected]> Subject: Madison County Request for Financial Advisory Services Proposals Please know that an RFP has been posted at https://www.madisonco.virginia.gov/countyadministration/page/request-financial-advisory-services-proposals. Jack Hobbs Madison County
From: Mary Jane Costello Sent: Wednesday, September 25, 2019 2:48 PM To: Jack Hobbs <[email protected]> Subject: Questions for Financial Advisory Services interviews Jack: I have looked at both proposals and have changed my mind about some of the questions. Basically, I have two questions:
1) Madison County is a small rural county with a population size that places it in the lowest quartile in the Commonwealth. How would your firm ensure that a small client like Madison receives the same quality of service as your largest clients?
2) Describe your approach to developing the internal financial capabilities of your clients’ staff.
Thanks, Mary Jane Costello Director of Finance/ Assistant County Administrator Madison County 540-948-5938 office 540-948-3843 fax
