AGENDA NELSON COUNTY BOARD OF …...1. County Administrator’s Report 2. Board Reports B....

BOARD OF SUPERVISORS

THOMAS D. HARVEY North District

LARRY D. SAUNDERS South District

JESSE N. RUTHERFORD East District

THOMAS H. BRUGUIERE, JR. West District

ERNIE Q. REED Central District

STEPHEN A. CARTER County Administrator

CANDICE W. MCGARRY Administrative Assistant/

Deputy Clerk

DEBRA K. MCANN Director of Finance and Human Resources





ROBERT G. BARTON, JR. South District

J. DAVID PARR West District


GRACE MAWYER Administrative Assistant/

Deputy Clerk

CANDICE W. MCGARRY Director of Finance and

Human Resources

AGENDA NELSON COUNTY BOARD OF SUPERVISORS

JULY 14, 2020 THE REGULAR MEETING CONVENES AT 2:00 P.M. IN THE

GENERAL DISTRICT COURTROOM AT THE COURTHOUSE IN LOVINGSTON

I. CALL TO ORDERA. Moment of SilenceB. Pledge of Allegiance

II. PUBLIC COMMENTS

III. CONSENT AGENDAA. Resolution – R2020-26 Minutes for ApprovalB. Resolution – R2020-27 Budget AmendmentC. Resolution – R2020-28 NCCDF Request for Support of Housing Opportunities – Fee WaiversD. Resolution – R2020-29 In Appreciation of Oak Ridge Estate

IV. PRESENTATIONSA. VDOT ReportB. Nelson Heritage Center (Mr. Larry Stopper) – Report on Building Evaluation(s)

V. NEW & UNFINISHED BUSINESSA. Report on CARES Act Funding

VI. REPORTS, APPOINTMENTS, DIRECTIVES AND CORRESPONDENCEA. Reports

1. County Administrator’s Report2. Board Reports

B. AppointmentsC. Correspondence

1. Montebello Volunteer Fire Department RequestD. Directives

VII. OTHER BUSINESS (AS PRESENTED)

VIII. ADJOURNMENT (AN EVENING SESSION WILL NOT BE CONDUCTED)

P.O. Box 336 • Lovingston, VA 22949 • 434 263-7000 • Fax: 434 263-7004 • www.nelsoncounty-va.gov

http://www.nelsoncounty-va.gov/









Deputy Clerk










Deputy Clerk


Human Resources

RESOLUTION R2020-26 NELSON COUNTY BOARD OF SUPERVISORS

APPROVAL OF MINUTES (June 9, 2020 and June 18, 2020)

RESOLVED, by the Nelson County Board of Supervisors that the minutes of said Board meetings conducted on June 9, 2020 and June 18, 2020 be and hereby are approved and authorized for entry into the official record of the Board of Supervisors meetings.

Approved: July 14, 2020 Attest:_________________________,Clerk Nelson County Board of Supervisors


III A


June 9, 2020

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Virginia:

AT A REGULAR MEETING of the Nelson County Board of Supervisors at 7:00 p.m. in the General District Courtroom located on the third floor of the Nelson County Courthouse, in Lovingston Virginia.

Present: Jesse N. Rutherford, East District Supervisor Thomas D. Harvey, North District Supervisor – Chair Ernie Q. Reed, Central District Supervisor – Vice Chair Robert G. “Skip” Barton, South District Supervisor Stephen A. Carter, County Administrator Grace Mawyer, Administrative Assistant/Deputy Clerk Candice W. McGarry, Director of Finance and Human Resources Martha Eagle, School Division Superintendent

Absent: J. David Parr, West District Supervisor

I. CALL TO ORDER

Mr. Harvey called the meeting to order at 7:03 pm with four (4) Supervisors present to establish a quorum and Mr. Parr being absent.

A. Moment of SilenceB. Pledge of Allegiance – Mr. Barton led the Pledge of Allegiance

II. PUBLIC COMMENTS

Public Comments were heard after Public Hearing (A): Proposed FY20-21 County Budget, All Funds.

1. Danny Harris, Jefferson Area Board for Aging (JABA)

Mr. Harris noted he manages the community senior centers here in Faber and Lovingston and provided an update on things they have been doing during the pandemic. They started getting home delivered meals out to the seniors in the community, which has been a great blessing to a lot of people. With the home delivered meals, they have also sent out activity kits and cheer kits which include puzzles, games, coloring sheets, etc. that people can work on while they are staying at home. He noted they just sent out their third newsletter to keep people informed on updates and online resources for those with internet access. He added they have a conference call every other week, where they’ve had devotions and a few different presenters from different community partners. Mr. Harris noted that in addition to the conference calls, on alternating Fridays, he is leading an exercise class on Facebook Live. He then advised that they have a new options counselor, Caleb Campbell, who has hit the ground running. He concluded by noting that about a quarter of Nelson County’s population is senior citizens, and a lot of

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those people need the support that JABA can provide. He stated that JABA appreciates the Board’s support, adding that the Board has worked closely with them over the years, and he asks that they continue to do so. Mr. Barton asked if Mr. Harris has any idea when they will be able to meet as a group again. Mr. Harris stated no, and they are waiting to see how the different reopening phases go, but they are working on getting protocols in place for when they can meet. 2. Larry Stopper, Afton VA Mr. Stopper advised that he is providing an update on what is happening at the Nelson Heritage Center and Health Department in particular. He noted that the Health Department has approached the Heritage Center and is quite interested in pursuing leasing space there; they have given the Heritage Center a Request for Proposal (RFP), which is being studied right now. He advised that they have recruited a commercial real estate agent and a lawyer to help them analyze what the State is asking. He stated the Health Department needs approximately 5,000 square feet, handicapped access, and appropriate parking, all of which the Heritage Center has. However, they estimate that renovations to the building to accommodate them would run between $300,000-$500,000, so the Heritage Center would need to take out a substantial loan. Mr. Stopper noted that the Health Department would pay for it over the ten-year period of the lease, and after the ten years are up and they’ve spent that much money, it is presumed they would continue to stay there. He stated they think it is a big win for the Heritage Center and also for the Health Department, whereas they would have a real, long-term home and the Heritage Center would have a steady, rent paying client. Mr. Stopper noted that the other project that the Heritage Center has moving forward is the renovations on the gymnasium. He stated they have raised over $40,000 at this point and have fulfilled all the requirements in terms of engineering reports and architectural drawings. He advised that Chuck Miller, the County’s Building Official, has given them the go-ahead to proceed with repairs. He added that they are studying two different proposals to fix the roof, but they think they have enough money in their budget for this, and they are still looking at well over $100,000 in overall costs beyond the roof to get the gymnasium operational, a large chunk of which is HVAC. He noted that the issue currently in terms of the gymnasium repair is pertaining to their fundraising, due to COVID-19. He added that the Heritage Center has numerous grant applications out there, but in terms of raising their own funds, particularly if they get matching grants, it will be tough to come up with those matching funds because it’s hard to fundraise when people are prohibited from gathering. Mr. Stopper reiterated that the Heritage Center is excited with the opportunity the Health Department is presenting, and they are pushing forward on that. Mr. Rutherford asked for an update on the food bank at the Heritage Center. Mr. Stopper advised they are running two different food banks. They have the mobile food bank on the first Tuesday of the month, which is quite successful; the Blue Ridge Food Bank operates this one. On the third Thursday of the month, they have the food pantry, which is a different operation; the food is from the Blue Ridge

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Food Bank as well as donations from Food Lion and other places. Mr. Stopper noted that both food banks are moving forward quite successfully, and they would not only be impacted, but also complemented by having the Health Department over there. He added that the Heritage Center is also negotiating with the Monticello Area Community Action Agency (MACAA), who is looking to bring the Head Start program over to the Heritage Center. He advised that they are waiting to figure out what it is the Health Department really wants before they move forward with MACAA.

III. PUBLIC HEARINGS

A. Proposed FY20-21 County Budget, All Funds

Ms. McGarry gave the following presentation on the FY20-21 budget:

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Ms. McGarry noted that he proposed budget is based on no change in the tax rates. She added that the last time the Real Estate and Personal Property tax rates were changed was in 2014.

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Ms. McGarry noted that the County utilizes a fund accounting system for tracking budgetary and financial activity and that the Board was considering the proposed budgets for each of those 7 funds as shown. She noted that the two largest funds were the General Fund and the School Fund. She added that the General Fund often supported the other funds as was the case with the School Fund and the Debt Service Fund. She noted that the remaining funds were generally project oriented or the fund may relate to an enterprise operation such as Piney River water and sewer operations. She then noted that the Broadband budget would be addressed by the Nelson County Broadband Authority and because of the business nature of that fund, it did not have the same public hearing requirements and served as a business planning tool.

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Ms. McGarry noted that the proposed General Fund budget reflects a decrease of $7.5 million, which is a decrease of 16.89%. She advised this decrease can be attributed primarily to the completion of two major projects in FY20: The Blue Ridge Tunnel and Library Expansion projects. The projects utilized Federal Highway/VDOT and Recreational Trails grant funding and bond proceeds respectively. She noted that excluding these funds and prior year balances used to offset the FY20 COVID-19 Tax Relief in this comparison, Overall Revenues decreased -$363,278 or -1.0%.

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Ms. McGarry noted local revenue consisting of general property taxes and other local taxes make up 86% of the overall budgeted revenue. Total anticipated local revenues are $31,623,265. State revenues account for 11% at $3,957,585, and federal revenues account for 2% of the total budget at $878,435. She noted non-revenue receipts and year ending balance are 1.1% of the total at $20,000 and $464,696 respectively.

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Ms. McGarry advised that FY21 local revenue made up about 86% of the total General Fund budget at $31.6 Million dollars, and the primary source of local revenue was general property taxes ($25,067,980) which accounted for 68% of all local revenue. She then noted the FY21 budget reflects a 5.77% increase when compared to the FY20 amended budget through May 2020; However, this is due to the amended FY20 budget that reflects COVID-19 Personal Property and Machinery and Tools tax relief that would not be realized as local revenue. She noted that if this revenue were realized, anticipated Local Revenue for FY21 would be approximately $-325,869 or -1.02% less than in FY20.

Ms. McGarry noted that General Property Taxes reflected an estimated budgetary increase of $1,996,063, however, taking into account FY20 COVID-19 Personal Property and Machinery and Tools tax relief, General Property taxes are anticipated to decrease by approximately $-55,479 or -0.2%. She advised that General Property Taxes include Real Estate, Personal Property, Machinery and Tools, Public Service taxes and delinquent taxes, penalties and interest. Ms. McGarry noted the ultimate effects of COVID-19 on local revenue for both the last quarter of FY20 and FY21 are presently indeterminate, however, Real Estate Taxes are expected to increase slightly with increases in Permit Fees and Recovered Costs. She added the calendar year 2020 value of taxable real estate after land use deferrals and elderly tax relief is $2.48 billion, which generates approximately $238,894 of estimated collectible real estate tax revenues for each penny of the tax rate, including back taxes, for which the approximate amount is $247,844. She added that Meals and Lodging Tax is expected to grow slightly, however, this will be monitored closely going forward. These increases will offset declines in:

• Local Sales Tax, which is expected to decrease -$246,106 • Court Fines & Forfeitures, which are anticipated to be -$111,000 less in FY21; however,

implementation of e-ticketing could effectively improve these receipts

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• Interest earnings, which are expected to decrease -$110,000 in the next year • Non-revenue Receipts, which will decline significantly due to the conclusion of use of bond

proceeds for the Nelson Memorial Library expansion and renovation project that will not recur in FY21

Ms. McGarry noted that State revenue excluding non-recurring grants of $3,566,859 primarily for the Blue Ridge Tunnel project is shown in the above slide. Including grant funding, State Revenue makes up 11% of the total General Fund budget in FY21. Throughout the year, state grant funds will be appropriated as awarded or received. Ms. McGarry stated that State funding within the General Fund includes: Compensation Board funding for Constitutional Offices and state support of public assistance (DSS) and At Risk Youth programs which both show increases of 10.2% and 1.67% respectively. She added that next year’s budget reflects an overall decrease of approximately -$95,000 thousand or -2.3%. This is attributable to the State’s elimination of the localities’ share of Tax on Deeds for FY21 due to COVID-19.

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Ms. McGarry stated that Federal revenue makes up 2% of the total General Fund budget. Generally, federal sources include social services funding, Children’s Services Act funding, the payment in lieu of taxes relative to national forestland located in Nelson County (from the U.S. Bureau of Land Management) and various other federal grants. She advised the increase reflected here is due to support of Social Services programs and At Risk Youth programs. Additionally, Victim Witness funding was lumped in total into the State Revenue category previously and is now being split budgetarily between State and Federal funding categories. She added it is also anticipated that up to $1.3 million in federal CARES Act COVID-19 stimulus funding will be added to the FY21 federal revenue. These funds must be utilized for COVID-19 qualifying expenses per the Act for the time period of March 1st, 2020 to December 30th, 2020. Some minor level of expenditure is expected in FY20 with the majority to occur in FY21.

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Ms. McGarry noted that local, state, and federal revenues, and non-revenue sources together with prior year ending balance (funds on hand at year end) make up all projected revenue supporting the FY21 proposed expenditures. FY21 Non-Revenue Sources includes $20,000 in anticipated insurance recoveries. She advised that the year ending fund balance in FY21 includes carryover of estimated unexpended FY20 Capital project funding that will be now completed in FY21. These are the microwave network upgrade at $369,500, replacement of the water tank at the Heritage Center for $82,696, and implementation of an Email Archive solution for the County for $12,500.

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Ms. McGarry advised that compared to the current year budget as amended (through 5/20), the proposed General Fund budget reflects a decrease of -$7,505,471 which is a -16.89% decrease. This decrease can be attributed primarily to the completion of two major projects in FY20 – the Blue Ridge Tunnel and Library Expansion projects. Additionally, expenditures for Capital Outlay and Capital Reserves for Schools, Motor Vehicles, and prepayment of debt are significantly reduced from FY20. Excluding these non-recurring items, FY21 expenditures represent a decrease of -$636,978 or -1.7% from those of FY20.

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Ms. McGarry stated that total FY21 Expenditures equal revenues at $36,943,981. In looking at how revenue dollars are spent, this graph shows major categories of expenditures as a percent of total budget. The largest category of expenditures shown is Education at 46% or $17 million including debt of $1,862,017 and SRO Reserve funding of $207,132.

Ms. McGarry advised that following the largest General Fund expense of $17 million (46% of total budget) for the School Division is:

• Departmental operations overall including debt will cost $6.7 million or about 18% of the budget. This includes General Government and Judicial Administration, Public Works, Parks and Recreation, and Community Development (including debt).

• Public Safety including debt is 17% or $6.1 million with Health and Welfare and Agency and Non-Departmental being 10% and 3% respectively.

• Capital Outlay is expected to be $1.1 million or 3% which includes $960,000 for Emergency Service related expenditures. The budget also includes refunds and an unallocated Contingency Reserve of $1.0 million. Additionally, the School Resource Officer Reserve of $207,132 is maintained in FY21 shown here as part of the School Division funding.

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Ms. McGarry noted that given the COVID-19 environment we are in, the proposed expenditures reflect the financial uncertainty going forward effected by Coronavirus. The current recommended budget is $1.6 million less than the requested expenditure budget with $606,000 in proposed expenditure reductions being made in light of Coronavirus after the budget’s introduction. Particular items to note that are and are not included in the FY21 budget include: no employee salary adjustment, no new positions, inclusion of required benefit increases, and maintenance of 3 Full-time SRO positions. She advised that State SRO Grant funding for FY21 has been approved and will offset these costs.

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Ms. McGarry noted that the budget does not include funding for Police Vehicles and Equipment or any new vehicles. It does include 80% funding to support purchase of 1 Rescue Pumper Vehicle for Faber Fire Department. She advised Regional Jail cost increases of 7% are due to higher utilization; ACRJ uses a 5-year average prisoner population to help smooth out annual increases; however, with annual utilization on the rise, average annual costs will also rise over time. She stated the budget also includes upgrades to the Emergency Radio Communications system and ECC and current Microwave Network which provides for public safety radio communications. The County has been awarded grants that will offset some of these costs.

Ms. McGarry advised that the budget also includes level funding of expenditures for most County Departments. Additionally, most Agency contributions were level funded with no new Agency contributions included. Also included are miscellaneous Capital outlay items such as re-epoxying the animal shelter floor which is a regulatory requirement, replacement of the water tank that serves the Tye River system at the Heritage Center, and several IT related items. She added that there is an unallocated recurring Contingency Reserve of $1.02 million. These funds can be used for one-time expenditures without impacting future operations.

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Ms. McGarry reiterated that one of the largest components of the General Fund budget is the local contribution to schools. Including debt, about 54% of local funds within the general fund budget are allocated to the schools (46% of total GF budget). The local contributions to School Operations and the School Nursing Program for FY21 is presently funded at the same level as in FY20. Additionally, 3 School Resource Officers are funded at the same level as in FY20 within the General Fund budget. In FY20, $859,913 was reserved for School Capital, with most of the funds being approved for expenditure. While no new capital funding is presently included, FY20 approved funds not expended by June 30th, will be re-appropriated to cover the remaining costs expended in FY21. The county also funds $1,862,017 in school related debt. Ms. McGarry noted that given the Total Contribution shown here, not including debt, approximately 86% or $.62 cents out of every $.72 cents in Real Estate tax rate supports the Schools. Including School Debt, this % increases to 95% or $.68 cents out of every $.72 cents in RE Tax rate. With estimated school enrollment of 1589, this level of local funding provides a per pupil local expenditure amount of $10,802. FY21 Local Education funding of $17,163,971 coupled with State, Federal, and other funding for schools of $11,667,981, yields an expenditure amount of $18,145 per pupil.

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Ms. McGarry noted that throughout the year, the Board considers requests for additional funding for school-related needs. In FY19, Additional funding was provided for replacement of NCHS Tennis Courts, funding for 3 School Resource Officers, funding for FFA national competition travel and championship jackets/rings, funding for maintenance of 12 month contracts for NMS and NCHS FFA Teaching/Advising positions, funding for Elementary School Destination Imagination Team national competition travel, and matching funds for a School Security grant. She stated that additionally, in recent history, the Board has allowed the School Division to use end of year savings for its capital needs.

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Ms. McGarry advised that the Local Composite Index is the State’s formula for determining a locality’s ability to pay; the higher the index, the lower the amount of funds received from the State. Nelson’s LCI is high primarily due to the fact that total real property values unadjusted for the County’s Land Use Program (true values of real estate) are used in the formula, which overstates the County’s potential real property tax revenue and therefore the County’s ability to pay. Legislation was introduced in the 2019 General Assembly to incorporate the land-use assessment value for those properties located within a land-use plan in the LCI formula and was “passed by indefinitely” by the Senate Finance Committee. Ms. McGarry noted that Nelson County Schools are well funded. Operational funding for Schools including the nursing program is proposed at $15,094,822 ($14,929,887 operations and $164,935 nursing). For student enrollment of 1589, this funding exceeds the required Virginia Department of Education funding (Required Local Effort) of $7,491,081 by $7,603,741 which equates to $31.8 cents in Real Estate Taxes. She noted that the Board of Supervisors provides the local contribution to the School Division; however, the School Board and Administration decide how to budget and spend those funds.

Ms. McGarry noted that in addition to local funding, the School Division also receives revenues from other sources: State, Federal, and Other, which is comprised of reimbursements for field trips, dual enrollment, and telecommunications rebates etc.

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Ms. McGarry stated that the FY20 School Fund budget as advertised and based upon an enrollment of 1712 compared to the FY21 advertised budget based on an enrollment of 1589 reflects an overall decrease of $793,915. She noted this is directly related to the decline in enrollment of 123 students between the start of the two budget years.

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Ms. McGarry concluded by stating that all the funds that make up the county budget total about $68.8 million ($68,857,660). Following the presentation, Mr. Harvey invited Dr. Eagle, School Division Superintendent, to come forward and speak. Dr. Eagle noted her appreciation for the County’s longstanding support for education. She spoke of recent events showing how important schools are in the community, and it is their job as educators is to give students a safe place to grow and explore, to learn about cultural differences, and to appreciate the diversity. She noted that due to the pandemic crisis and the many unknowns for society, this coming school year will pose tremendous challenges for the school division. She referred to the Governor’s announcement today, adding they are looking at a monumental task of redesigning the landscape of education. They will have additional expenses that they have not accounted for such as personal protective equipment (PPE) and additional cleaning products. To date, they have approximately $65,000 in estimated unemployment claims due to the closure and pandemic. She emphasized that these are costs that they have to expend. In academics, they will have to make up lost ground as well as provide new instruction so that students can be prepared for the next subject, grade level, or more importantly, life after they leave. Dr. Eagle noted that given the decreases in the projected revenue, the School Division budget currently stands at a deficit balance of $573,069 for next year. She reiterated that these increased expenditures are things that they could not control, such as increased fringe benefit costs and unforeseen utility cost increases. She advised that revenue estimates from the Department of Education have not yet been updated to reflect what could be a downturn in the economy and significant overall decrease in the sales tax and lottery proceeds, which is part of where their State funding comes from. She emphasized that they will need the County’s help to get through this crisis should the worst case scenario come to fruition. Dr. Eagle then spoke of the importance of the employee groups needed by the students to make the School Division run smoothly: the bus mechanic, bus drivers, cafeteria workers, teachers, instructional assistants, custodians, maintenance staff, librarians, counselors, nurses, and other employees who work behind the scenes. She noted these employees will have unprecedented demands placed upon them as they deal with the reopening of schools. She asked the Board to help the School Division support them so they can be the greatest benefit possible to the students and their families. She concluded by asking the Board to assist the School Division in building a balanced budget that they must approve in the next couple of weeks and by providing $573,069 additional dollars needed now to meet their deficit. She also asked that the Board partner with them throughout the year as the challenges may grow. She thanked the Board for their continued support. Mr. Rutherford noted it is his understanding that the CARES Act provided funding to the schools recently and asked Dr. Eagle to elaborate on that.

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Dr. Eagle stated that almost $400,000 was committed to the schools; they had to fill out an application, and they’ll have to do reimbursement for that. She noted they are trying to figure out what their loss of revenue may be, because they are allowed to use the money for that purpose. She added they also have technological needs such as Chromebooks and mifis that they need to purchase to support families as well as additional costs for PPEs, cleaning, disinfecting, etc. Mr. Rutherford asked if this is for this year’s budget or next year’s budget, and Dr. Eagle noted they can use this funding for a two-year period. Mr. Reed asked how many positions were reduced last year. Dr. Eagle stated they had to make 13.5 position cuts last year. Mr. Reed asked if the budget brought forward this year has any cuts, and Dr. Eagle noted it depends on where they land with a final budget. She added there are 17 positions that have not yet been renewed or filled for this coming year, and they make these cuts through resignations and retirements. Dr. Eagle noted that as Ms. McGarry had mentioned, they are losing enrollment, and some of their funding is tied to that enrollment. She added that they don’t know what their enrollment is going to be right now, however, looking at kindergarten registrations, they are up compared to what they were thinking. Mr. Barton noted his appreciation and respect for the School Board for making the tough decisions in terms of what they think is best for the children in Nelson County. Dr. Eagle thanked Mr. Barton and added that the School Division does not have much discretionary money, and the majority of what they have in their budget goes to instruction. Mr. Harvey thanked the School Division for what they do, adding that every year seems to be tough, but this year in particular is different because there are a lot of unknowns. Mr. Rutherford asked if the State has made any adjustments on SOQ workers. Dr. Eagle stated that is flat right now. Mr. Harvey then opened the public hearing and the following persons were recognized: 1. Ed McCann, Massies Mill VA Mr. McCann thanked the BOS for all that they’ve done for the schools, adding that he was associated with the schools for over 40 years as an agriculture teacher. He spoke of how greatly students enrolled in the agricultural education program from grades 6-12 benefited from the support the BOS provided. He noted he can think of countless examples of Nelson County children that completed this program and went on to become very successful leaders in agriculture careers in our county and surrounding counties. Mr. McCann noted that unfortunately, he found out earlier this spring that the School Board made a very tough decision to no longer fund the year-long agriculture and FFA advisor position at the middle

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school. He added that the reduced contract offered to the new teacher has the potential to cause some unrepairable harm to children’s futures that enter that program. He noted he was told by the superintendent, director of finance, and 4 School Board members that this cut was due indeed to what Dr. Eagle just shared. He stated he is here tonight to advocate for our schools and a particular program that is a foundation of the agriculture education program for our county for over 50 years. Mr. McCann advised that the ag programs have been recognized as winning more state and national events than any other organization in our county. He asked the Board to consider moving money on a one-time basis from the contingency fund into the school instructional budget for this position, adding that this program needs to be back on a 12-month contract, and the School System needs some help to be able to do that. Mr. Harvey noted that the Board came up with extra money previously to fund this position, and if the School Division does not fund it in their budget, there could be additional cuts received. Mr. McCann noted he understands that, and he believes he attended that particular meeting in 2017, but the School Division has to make their budget balance. He added that he admires what both boards are doing, and he just asks that the BOS consider trying to help out. 2. Jim Saunders, Piney River VA Mr. Saunders thanked the Board for the support they show for agriculture in Nelson County as well as their support for the FFA program, adding that he has had 5 kids go through the program, and 3 of them have been to the National FFA Convention. He noted that he was in the program many years ago, and he understands that we are in uncertain times due to COVID-19. He stated that he does not envy the decisions our schools have to make because they will have to make some difficult cuts, but he does hope we can make decisions that are strategic and that will continue to support the programs that have done really well. Mr. Saunders noted how the FFA program has won state and national competitions, adding the program is about leadership, citizenship, public speaking, and public and life skills. He urged everyone to support in a way that the program can be kept strong. He thanked the Board for their support of our School System and agriculture. 3. Anne Buteau, Shipman VA Ms. Buteau thanked the Board for what they do, and she echoed Mr. Saunders’ remarks. She then noted the Constitution requires that all children be given equal educational opportunity, no matter their race, ethnic background, religion, or sex, and whether they are a rich or poor citizen or non-citizen. The right to an equal access to education is one of the most valuable rights that one can have. She stated that Nelson County is failing in this obligation because there is a lack of internet access at home. She noted it is not feasible for a parent to sit in the school parking lot with their children while they use the school internet to do their homework. She feels it is up to the BOS to work with the School Board to find a solution, such as letting students without reliable internet take a mobile hotspot home. Ms. Buteau urged that investment in education now will result in savings later, as kids get better jobs and don’t need government assistance. She stated that citizens can’t wait for the buildout on the power lines to reach all the residents, especially those on Appalachian Power, adding that citizens need equal access to

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education now, not in 5 years from now. She urged that a lot of people can’t afford or don’t have access to internet. Mr. Harvey noted that Nelson County is very advanced with internet and technology compared to other surrounding localities. He stated that the Central Virginia Electric Cooperative (CVEC) is doing a tremendous job, and we are doing our best to get to everyone. He noted that he talked with Gary Wood today about this subject, who stated they are getting about 60 houses ready for the Firefly connection per week. However, last week, they produced 200, so they are really on track. Mr. Harvey noted that this was a tremendous investment that the County made years ago, and we have been working very hard since then. He added that the County has now given the system to CVEC, and in the near future, the majority of people should be hooked up. He noted it will take some more time to get to the harder to reach areas, but the BOS intends to make every attempt to make it available. Mr. Rutherford advised that part of the CARES Act for the schools is for providing mifis for those without internet access, and he imagines that will be available in the new school year or maybe sooner. He added that the Broadband Authority has monies available, and they have been discussing how they will use those to outreach to the southern and western areas as well as areas with Appalachian Power. Mr. Harvey noted that CVEC has made available 4 or 5 additional hotspots in areas not covered well. There being no other persons wishing to be recognized, the public hearing was closed. B. Fee Amendments to the Code of the County of Nelson, VA Mr. Carter noted the second public hearing is to receive public comment on a proposed ordinance to amend the County Code to provide fee increases. The first would be an amendment to Section 11-8, which would change the current $10.00 fee to $20.00 as an assessment as part of the costs in each criminal and traffic case in the county’s district and circuit courts in which the defendant is convicted of violation of any statute or ordinance. He added the fees currently and as proposed would be used for courthouse security. Mr. Carter noted the second is to enact Section 11-10, which would provide an additional assessment for electronic summons system; the fee would be $5.00 as part of the costs in each criminal or traffic case in this county’s district or circuit courts. He stated the assessment is solely to fund software, hardware, and associated equipment costs for the implementation and maintenance of an electronic summons system for the Sheriff’s Office. Mr. Carter advised that both fee increases are related to public safety. He noted the courthouse security fund is budgeted next year at the current $10.00 to realize about $26,000 in revenues, and this has the potential to double with the proposed change to $20.00. He noted the $5.00 proposed fee would potentially generate between $5,000 and $10,000. He added that both proposed changes to the County Code are in accordance with state law.

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Mr. Harvey then opened the public hearing. There were no persons wishing to be recognized, and the public hearing was closed. Mr. Rutherford noted he has never been a fan of putting fees on traffic infractions, but he understands the need to absorb costs, and he looks at this more as staying with inflation than anything else. He asked how long the $10.00 fee has been there, and Mr. Carter stated probably 20 years. Mr. Rutherford then moved to adopt Ordinance O2020-01 Amendment of the Code of Nelson County, Virginia, Chapter 11, Taxation, Article I in General, Section 11-8 – Imposition of Costs for Courthouse Security and Section 11-10 – Additional Assessment for Electronic Summons System and Mr. Barton seconded the motion. There being no further discussion, Supervisors voted unanimously (4-0) by roll call vote to approve the motion and the following ordinance was adopted:

ORDINANCE O2020-01 NELSON COUNTY BOARD OF SUPERVISORS

AMENDMENT OF THE CODE OF NELSON COUNTY, VIRGINIA, CHAPTER 11, TAXATION, ARTICLE 1 IN GENERAL,

SECTION 11-8 – IMPOSITION OF COSTS FOR COURTHOUSE SECURITY AND

SECTION 11-10 – ADDITIONAL ASSESSMENT FOR ELECTRONIC SUMMONS SYSTEM

BE IT ORDAINED by the Nelson County Board of Supervisors (that) the Code of the County of Nelson, Virginia be and hereby is amended, as follows: Amendment Sec. 11-8. – Imposition of costs for courthouse security.

(a) There is hereby assessed the sum of ten dollars ($10.00) twenty dollars ($20.00) as part of the costs in each criminal and traffic case in this county’s district and circuit courts in which the defendant is convicted of violation of any statue or ordinance.

(b) The assessment shall be collected by the clerk of the court in which the case is heard, remitted to

the treasurer of this county, and held by such treasurer subject to the appropriation by the board of supervisors to the sheriff’s office for the funding of courthouse security.

(c) This amendment shall be effective July 1, 2020.

New Sec. 11-10 – Additional assessment for electronic summons system.

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(a) There is hereby assessed the sum of five dollars ($5.00) as part of the costs in each criminal or

traffic case in this county’s district or circuit courts.

(b) The assessment shall be collected by the clerk of the court in which the action is filed, remitted to the treasurer of this county, and held by such treasurer subject to disbursements by the board of supervisors to the sheriff’s office solely to fund software, hardware, and associated equipment costs for the implementation and maintenance of an electronic summons system.

(c) This section shall be effective July 1, 2020.

IV. CONSENT AGENDA Mr. Reed moved to approve the Consent Agenda and Mr. Rutherford seconded the motion. There being no further discussion, Supervisors voted unanimously (4-0) by roll call vote to approve the motion and the following resolutions were adopted: A. Resolution – R2020-21 Minutes for Approval


APPROVAL OF MINUTES (April 30, 2020 and May 12, 2020)

RESOLVED, by the Nelson County Board of Supervisors that the minutes of said Board meetings conducted on April 30, 2020 and May 12, 2020 be and hereby are approved and authorized for entry into the official record of the Board of Supervisors meetings.

B. Resolution – R2020-20 Budget Amendment


AMENDMENT OF FISCAL YEAR 2019-2020 BUDGET NELSON COUNTY, VA

June 9, 2020

BE IT RESOLVED by the Board of Supervisors of Nelson County that the Fiscal Year 2019-2020 Budget be hereby amended as follows:

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I. Appropriation of Funds (General Fund)

Amount Revenue Account (-) Expenditure Account (+) $ 302,585.00 3-100-003303-0040 4-100-091030-5610 $ 147,085.00 3-100-002401-0045 4-100-053600-3164 $ 449,670.00

II. Transfer of Funds (Recurring Contingency)

Amount Credit Account (-) Debit Account (+) $ 68,414.00 4-100-999000-9901 4-100-053600-3164 $ 7,546.00 4-100-999000-9901 4-100-033010-6001 $ 80.00 4-100-999000-9901 4-100-035030-3001 $ 25,146.00 4-100-999000-9901 4-100-042030-3012 $ 2,128.00 4-100-999000-9901 4-100-094100-3141 $ 1,500.00 4-100-999000-9901 4-100-094100-3142 $ 104,814.00

V. REPORTS, APPOINTMENTS, DIRECTIVES AND CORRESPONDENCE A. Reports 1. County Administrator’s Report A. Covid-19 (Coronavirus): Virginia will begin on June 5th Phase 2 of three phases to fully reopen the Commonwealth from closures necessitated by the Covid-19 Virus. In response to the state’s decision to move to Phase 2, County staff will resume normal operations (e.g. all staff will report to work to their assigned office locations and regular schedules), including opening County offices to the public predicated on compliance with Executive Order 63 (which requires the wearing of protective face coverings, etc., when entering and while within public facilities). Mr. Carter noted the County has been allocated just over $1.3 million in CARES Act funding, and Staff is working to develop a plan or proposal to bring back to the Board on how those funds can be expended. He advised the County has from the first of March through the end of the year to fully expend those funds or they have to be returned to the federal government. He noted the School Division has sent a letter requesting the use of some of that funding, and Staff is looking at a potential grant program for small businesses, contributions to the Food Bank, and other possibilities in accordance with the CARES Act guidelines. Mr. Rutherford asked if the School Division’s $400,000 comes out of the County’s $1.3 million, and Mr. Carter stated it does not.

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B. BR Tunnel Project: County staff in conjunction with Woolpert staff (the project’s engineering consultant) responded to the Fielder’s Choice Enterprises (the project’s general contractor) request for a 72 extension with a proposed project completion date of August 28, 2020 (59 days). Acceptance by FCE is pending receipt but anticipated. C. Nelson Memorial Library Project: Field Report 12 from Architectural Partners is included with this report. As indicated therein, the project’s completion is anticipated by June 26th. D. Lovingston Revitalization: VA DHCD previously authorized a 90-day extension for project completion (until September 30, 2020). The planning grant’s two primary tasks (completion of a Preliminary Engineering Report and an Economic Restructuring Plan) are in process. E. Piney River Water System – GAC Project: The project is in process. However, commencement of the installation of the GAC System has been delayed to July 13th (per the request of NCSA related to Covid-19 concerns). The project is now scheduled for completion on September 3, 2020. F. Tye River Water System: The VA Department of Health (Office of Drinking Water – Lexington) is currently reviewing the project’s final construction plans for issuance of a construction permit. Once VDH issues the permit (anticipated in the ensuing 2 weeks) the County in conjunction with Bowman Consulting (the project’s engineering consultant) will issue the contract to Lynchburg based Falwell Corp. for project completion. Mr. Carter advised the project will likely not take more than 8 weeks to complete. G. FY 20-21 Budget: The public hearing for the FY 202-21 Budget is scheduled for the June 9th regular session. A continued (or called) meeting is necessary to approve the budget a minimum of seven days after the public hearing. Mr. Carter also noted that implementation of the new Computer Aided Dispatch (CAD) and Records Management System began today, and within the next few days, this whole set of capital improvements should be completed. He advised that shortly after the CAD and Records Management Systems are up and running, the e-citation system, which the Sheriff’s Office will use from their vehicles, will be the next step in the implementation of that overall project. Mr. Carter then provided an update on the General Reassessment for 2022. He advised that Staff will issue a Request for Proposals sometime in the next month or so, and it takes whoever the selected assessor will be about 18 months to two years to complete an overall reassessment of the County’s real estate values. Mr. Carter noted that he and Ms. Mawyer participated in a conference call with VDOT and the Department of Historic Resources (DHR) staff this past Friday on the proposed replacement of the Route 653 bridge over Norfolk Southern railroad at Oak Ridge. He stated there were some outside parties involved in addition to VDOT and DHR staff: representatives from the Historical Society, Oak Ridge, and Piedmont Environmental Council. The consensus from DHR and VDOT staff is to replace the existing bridge with a new two lane bridge that would have no restricted weight limits. Mr. Carter noted that this week, there is a meeting with Region 2000 Service Authority tomorrow and a meeting with the Regional Jail on Thursday, and Staff will be representing the County at those.

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Mr. Carter noted that Staff listened to Governor Northam’s press conference today where he outlined the reopening of schools in the Fall. He stated he will not be able to speak to this specifically, but as Dr. Eagle mentioned, the School Division will have to submit a plan to the Department of Education for approval. Mr. Carter then noted that Staff has successfully implemented the iWorkQ program, which is a new software program for the Planning Department and Building Inspections to utilize. He noted this will enable the public to have greater online access to applications, information, statuses on building permits, and planning and zoning permits, adding it will improve both staff’s use of technology in the administration of their departments. Mr. Carter concluded by suggesting a future strategic planning retreat for the BOS sometime in the late summer or fall. Mr. Reed asked if it would be possible to get an update or draft or some range of consideration of where the County’s CARES Act money might go when the Board gets together for the final review of the budget. He added that it is his understanding that if something has been budgeted, it does not qualify for the CARES Act money, and Mr. Carter confirmed. Mr. Reed noted this could influence what the final budget looks like. Mr. Carter noted that the money can’t be used to supplant what will be funded in the budget, and Mr. Reed agreed, adding it would be useful for the Board to have some consideration if not discussion about the subject at that time. Mr. Carter advised that Staff will try to have this ready when the Board next meets in June. Ms. McGarry noted that per the CARES Act guidelines, it has to be funds that are not budgeted as of March 27, 2020, so it would not affect the new budget. 2. Board Reports Mr. Reed: Mr. Reed noted that he met with Maureen Kelley last week to talk about communications, and they covered a whole range of things, most of which he was not aware of, so it was a good education for him to find out all the things the County is involved with from a communication standpoint. He advised he would like to further discuss how the County government communicates with the public directly and also how the government can be more transparent. Mr. Rutherford: Mr. Rutherford noted he recently met up with Mr. Barton and enjoyed spending time getting to know him better. He then noted concurrence with Mr. Reed’s comments about communication and transparency, adding that those things should be at the forefront of all of their minds when it comes to operating a local government. Mr. Rutherford then referred to the conversation about internet earlier in the meeting and noted this is a big priority of his going into the strategic session.

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Mr. Barton: Mr. Reed had no report. Mr. Harvey: Mr. Parr had no report. B. Appointments Ms. Mawyer reviewed the following table:

The Board decided to consider the appointments the next time they meet when all members are present, as several West District appointments were included, and Mr. Parr was unable to attend today’s meeting. C. Correspondence Mr. Rutherford noted that correspondence he has had recently is related to internet access, which he has already brought up.

(1) New Vacancies/Expiring Seats & New Applicants :

Board/Commission Term Expiring Term & Limit Y/N Incumbent Re-appointment Applicant (Order of Pref.)

NC Social Services Board 6/30/2020 4 Years/ 2 term limit Darlene Smith (T1) Y N/A

T.J. Community Criminal Justice Board 6/30/2020

3 Years/ 2 term limit unless no other person

meets criteria James E. Hall (T5) Y N/ANC Service Authority Board 6/30/2020 4 Years/ No limit Gary L. Sherwood-South District Y N/A

6/30/2020 4 Years/ No limit David S. Hight-West District Y N/APlanning Commission 6/30/2020 4 Years/ No limit Mary Kathryn Allen-South District Y N/A

6/30/2020 4 Years/ No limit Michael E. Harman-West District Y N/AN.C. Library Advisory Committee 6/30/2020 4 Years/ No limit Audrey D. Evans-West District Y N/AJefferson Madison Regional Library Board 6/30/2020 4 Years/ 2 term limit Marcia McDuffie (T1) Y N/AN.C. Economic Development Authority 6/30/2020 4 Years/ No limit R. Carlton Ballowe Y N/A

6/30/2020 4 Years/ No limit Deborah L. Brown Y N/ABoard of Building Code Appeals 6/30/2020 4 Years/ No limit R. Carlton Ballowe Y N/A

6/30/2020 4 Years/ No limit Kenneth H. Taylor Y N/A6/30/2020 4 Years/ No limit Steve Crandall Y N/A

(2) Existing Vacancies:Board/Commission Terms Expired

Agricultural & Forestal District Advisory Committee 5/13/2020 4 Years/ 3 term limit Bill Halverson (T2) N - resigned None5/13/2019 4 Years/ 3 term limit Chapin Wilson, Jr. (T3) N - resigned None

Staff MemberPam Campbell-Comm. Of Rev.Robert G. "Skip" Barton-BOS

JABA Council on Aging 12/31/2019 2 Years/ No limit Cindy Westley N None

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Mr. Reed noted that he spoke with Robert Brown, the County’s VDOT administrator, and he asked Mr. Brown to keep the Board informed of any additional projects that VDOT undertakes in the county that are not a part of the rural rustic plan/update. He added this would be good to know so BOS members are aware of road construction in their districts. The Board had no other correspondence. D. Directives Mr. Barton noted appreciation to the Hollands and Oak Ridge Estate for making their facility available for the Nelson County High School graduation on June 19th. VI. OTHER BUSINESS (AS PRESENTED) There was no other business considered by the Board. VII. ADJOURNMENT (AN EVENING SESSION WILL NOT BE CONDUCTED) At 8:40 PM, Mr. Rutherford moved to adjourn and continue the meeting until Thursday, June 18, 2020 at 10:00 AM and Mr. Reed seconded the motion. There being no further discussion, Supervisors voted unanimously (4-0) by roll call vote to approve the motion and the meeting adjourned.

June 18, 2020

1

Virginia: AT A CONTINUED MEETING of the Nelson County Board of Supervisors at 10:00 a.m. in the Old Board of Supervisors Room located on the fourth floor of the Nelson County Courthouse, in Lovingston Virginia. Present: Jesse N. Rutherford, East District Supervisor Thomas D. Harvey, North District Supervisor – Chair Ernie Q. Reed, Central District Supervisor – Vice Chair J. David Parr, West District Supervisor

Robert G. “Skip” Barton, South District Supervisor Grace Mawyer, Administrative Assistant/Deputy Clerk

Candice W. McGarry, Director of Finance and Human Resources Martha Eagle, School Division Superintendent

Absent: Stephen A. Carter, County Administrator

I. Call to Order Mr. Harvey called the meeting to order at 10:07 am, with all Supervisors present to establish a quorum.

II. Fiscal Year 2020-2021 Budget Work Session Ms. McGarry went through the FY21 General Fund Summary as of June 18, 2020:

FY21 General Fund Budget Advertised Revenues and Expenditures $36,943,981

FY21 CARES ACT Funding Added: $1,000,000 Revenues: Federal Revenue Expenditures: Non-Departmental

FY21 Revised General Fund Budget $37,943,981

FY21 Revised Total of all Funds

General $ 37,943,981.00 VPA $ 1,632,740.00 Debt Service $ 3,176,552.00

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Capital $ 705,251.00 School $ 26,762,803.00 Textbook $ 644,000.00 Cafeteria $ 274,838.00 Piney River Water/Sewer $ 350,235.00

$ 71,490,400.00

FY21 RECURRING CONTINGENCY

FY21 Budgeted Recurring Contingency $ 1,020,347.00

Suggested Staff Changes:

*FY21 Data Costs for ACO Mobile Data Terminals Animal Control Budget - Telecommunications

$ (1,502.00)

Commonwealth Attorney Salary & Benefits Adjustment for Body Worn Camera MOU

$ (8,603.00)

Jail Expense Amount Adjustment $ (60.00)

Subtotal after Staff Changes $ 1,010,182.00

BOS Changes TBD

FY21 Adjusted Recurring Contingency TBD

* Note $17,070 in ACO MDT Equipment & Installation is proposed to be paid for with CARES ACT Funds

Mr. Parr asked if the CARES Act funding of the MDT equipment and installation ($17,070) is included in the numbers that Ms. McGarry just read. Ms. McGarry noted it is included in the $1 million that would be added to the total General Fund budget, and this number would be discussed later in the meeting when they discuss the CARES Act funding plan. The Board then discussed proposed changes to the budget. Mr. Barton noted that proposed funding for the Community Development Foundation (NCCDF) was lowered by 30%. He stated that affordable housing is very important, and this is an organization that works towards that. He added the foundation has had a change in leadership, and that change in leadership needs to know that the Board supports them. Mr. Harvey noted that the reason for the proposed $17,000 decrease in funding was due to the fact that the assistant position for the Foundation is

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going away, so the money was pulled due to expected personnel cost decreases. He added it has nothing to do with the housing part of the foundation, but rather the salary structure they have. Mr. Barton requested level funding the NCCDF. Mr. Rutherford noted that the NCCDF has been a big asset when it comes to affordable housing. Mr. Reed and Mr. Parr agreed and were in concurrence with level funding the NCCDF. Mr. Rutherford noted that it had been discussed to not include any new Sheriff’s Office vehicles in the FY21 budget. Ms. McGarry noted this is correct, however, she doesn’t believe the funds will be expended this year for the couple vehicles they have on order, so that will get carried over to FY21. She reiterated there are no new vehicles in the FY21 budget. Mr. Rutherford suggested including two vehicles in the FY21 budget for the Sheriff’s Office. Mr. Harvey noted this is something that doesn’t have to be done right now, and they have two vehicles coming; this can be done any time of the year. Mr. Rutherford asked how many vacancies the Sheriff’s Office has currently, and Ms. McGarry stated maybe one or two road positions. Mr. Harvey asked how many SROs there are, and Ms. McGarry stated there are 4, so one for each school. She added the middle school has a grant position. Mr. Reed noted that he feels it is appropriate to put this off at this point, but to keep it under consideration. Mr. Rutherford agreed and asked that the Board keep this at the back of their minds going forward. Mr. Parr noted he is fine with this as long as they are not closing that door for the future. Mr. Reed noted there is nothing more critical during this time than the schools. He advised that their budget that they gave us compared to what we’ve given them is still short by $573,069. Mr. Harvey noted this number has grown. Ms. McGarry noted that a recent email from Dr. Eagle listed some other expenses that brought the number to a deficit of $678,069 as of June 15th. She advised that number includes $65,000 for unemployment insurance costs, $20,000 for the Virginia Institute of Autism due to tuition increases above the cap allowed by CSA, and $20,000 for a car for Driver’s Education Behind the Wheel, if the program is reinstated. Mr. Rutherford asked Dr. Eagle if the $400,000 the School Division received from the CARES Act will be used to help supplement some of the $678,069 because, as he has read, the funds can be used to help make up loss of revenue. Dr. Eagle noted that the School Division had to apply for that money, and it’s based on technology, cleaning supplies, PPEs, and other things. She stated it is over a two-year period, and they don’t know what’s going to happen with state revenues and lottery funds, adding that they need to get a balanced budget to begin with. Mr. Rutherford asked if the state has given any commentary on what they expect to happen with the lottery and sales tax money, and Dr. Eagle stated they have not reestablished their calc tool that they provide. Mr. Rutherford noted it would be valuable going into the year to know what is happening with this, as that may impact the County as well. Ms. McGarry stated that in the same email from Dr. Eagle, it was noted that the School Division may have approximately $150,000 left at the end of the fiscal year, which could be approved by the Board for their use for nonrecurring items. Mr. Barton agreed that this virus is a crisis but even more so in the schools, and it is indeterminant if they’ll be able to have regular school, have it online, or make other arrangements. He stated education is

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critical for our children and society, adding it would be best to give the School Board and Administration as much leeway as possible to act as quickly as they can. He urged that it is in the best interest of the County to go ahead and make that money available to them. Mr. Reed noted that he believes the Board should consider the full $678,000 that the schools asked for. He stated the County has a contingency fund, and while this would take a lot of it, that is exactly what the contingency fund is for: dealing with emergency situations that have to be dealt with quickly. Mr. Parr stated this number has doubled from where they were talking at the last meeting, whereas it was in the $340,000 range. He noted that he believes this warrants additional discussion, and he understands where the need is coming from, but at the same time, he also sees other departments that have needs as well, which are being level funded. He added he is not suggesting level funding the schools, but rather that the Board should be fiscally responsible. Mr. Rutherford noted that it is important to know that the $340,000-$678,000 is getting close to 70% of the budgeted recurring contingency amount, and the Board needs to be conscientious of how much is left for other expenses that may come up during the year. Regarding budgetary changes, Mr. Parr noted that everything on his list has been covered except for one thing. He stated he would like to add a capital outlay item back in to the budget: $3,000 for firearms and training for Animal Control. Mr. Barton asked if this is a CARES Act item, and Mr. Parr stated no, adding it is a General Fund item. Mr. Barton urged that Animal Control officers should not be asked to go into situations where they need guns, and if the situation has any possibility of violence, the Sheriff’s Office should be called. He added that he is opposed to this. Mr. Rutherford noted that a lot of times, our Animal Control officers don’t have enough time from the point of the phone call to getting to the scene to address something with Dispatch before something goes wrong. He added the last thing he wants to see is having an Animal Control officer get killed because they couldn’t get trained and properly equipped. Mr. Barton stated it is not a done deal that a gun would provide the officer with safety. Mr. Parr noted it is definitely a done deal that the absence of a gun would not provide them any safety. Regarding school funding, Mr. Harvey suggested the Board budget $500,000 in additional funding. He noted that the schools have no idea how many students they will have or the logistics of how they will be teaching, adding this should be more than adequate for them to operate the School System next fiscal year. Regarding the NCCDF funding, Mr. Harvey noted he is willing to level fund them like the other agencies.

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Regarding the Animal Control firearms training, Mr. Harvey noted that the timing couldn’t be any worse, but it must be something that does work because many localities adjacent to us have this in place. He stated the climate is not the best for this yet, however, it can work if Staff can come up with a policy. He suggested the County Administrator oversee this, not the Sheriff, adding that the policy should be almost identical to the Sheriff’s Office policy. Mr. Harvey noted that the officers would need super training, and maybe not every person will carry a firearm. He stated he believes this would be more used for the officer’s protection from domestic or wild animals. He reiterated that he supports this, but first wants to make sure that Mr. Carter and this Board are comfortable with it. He added that the officers carry stun guns currently, and he’s unsure of any case where they have discharged a taser, adding he would certainly hope the taser would be in front of the gun. Mr. Parr noted that not everybody on the Board may agree on all of the discussed subjects, but it would be nice to have a Board willing to give up and support on certain subjects so that they can have a solid vote. Mr. Barton then moved to level fund the Nelson County Community Development Foundation budget and Mr. Parr seconded the motion. There being no further discussion, Supervisors voted unanimously (5-0) by roll call vote to approve the motion. Regarding the Animal Control firearms training, Mr. Parr noted that the Sheriff has already agreed to sponsor Animal Control for their training. He added that he did some research on 13 local counties, noting that we are the only county of the 13 that does not provide firearms to Animal Control, and 3 of those 13 report to the County Administrator and already have a template in place that could be modeled. Mr. Parr then moved to reinstate line item 91050-7157 for firearms and training for Animal Control officers in the amount of $3,000 and Mr. Rutherford seconded the motion. Mr. Barton noted he was moved by Mr. Harvey’s suggestion of unity and also understands Mr. Parr’s information, but he believes putting guns in the hands of Animal Control officers would be more of a danger to them. There being no further discussion, Supervisors voted 3-2 by roll call vote to approve the motion with Mr. Rutherford, Mr. Parr, and Mr. Harvey voting Yes and Mr. Barton and Mr. Reed voting No. The Board then discussed school funding. Mr. Parr noted that the Board was discussing an increase of around $342,000 at the last meeting, and what they are asking for now is $678,069. Mr. Harvey noted that he doesn’t believe the Board has given an increase of more than $500,000 since this all started many years ago, adding that $500,000 is a good compromise. Mr. Reed stressed that the County and School Board can’t afford to be furloughing or not filling positions during this critical time when we need everybody on board for the schools. He added if the County gives the School Division the money that they believe they will need, this gives them the opportunity to dictate their future in a lot of ways. Mr. Reed stated he is still in favor of funding the $678,069 increase for the schools. Mr. Rutherford then moved to supply an additional $500,000 to the School System for this upcoming fiscal year. Mr. Harvey asked Ms. McGarry for an updated contingency figure with this number taken out. Ms. McGarry noted if the Board is agreeable to the staff changes, the contingency would be

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$1,010,182, and with the NCCDF money, the $3,000 for Animal Control, and $500,000 for the schools, the recurring contingency would now be $489,953. Mr. Parr seconded the motion. Mr. Barton noted that he thinks the County can afford to give the schools the full amount and allow them during this crisis to make the kinds of decisions that are necessary to make to look after the best interests of our children. Mr. Reed suggested adding an amendment that the County fund the schools an additional $100,000 to make it $600,000. Mr. Rutherford noted there is a motion and a second, and the motion can only be amended before the second. Mr. Harvey stated they will vote on the motion that is on the floor right now, which is for a $500,000 increase in funding for the schools. There being no further discussion, Supervisors voted 3-2 by roll call vote to approve the motion with Mr. Parr, Mr. Rutherford, and Mr. Harvey voting Yes and Mr. Reed and Mr. Barton voting No. Ms. McGarry asked the Board if they are agreeable to the staff changes in the budget presented earlier, bringing the contingency to $1,010,182 prior to the approved changes. She noted the adjusted recurring contingency would now be $489,953 after the approved changes. Mr. Rutherford moved to approve the staff changes as presented and Mr. Parr seconded the motion. Mr. Reed asked Ms. McGarry to review the staff changes. Ms. McGarry reviewed the following:

Suggested Staff Changes:

*FY21 Data Costs for ACO Mobile Data Terminals Animal Control Budget - Telecommunications

$ (1,502.00)

Commonwealth Attorney Salary & Benefits Adjustment for Body Worn Camera MOU

$ (8,603.00)

Jail Expense Amount Adjustment $ (60.00)

Subtotal after Staff Changes $ 1,010,182.00

Ms. McGarry noted that staff is suggesting paying for the equipment costs associated with the ACO mobile data terminals with CARES Act funding, and the $1,502 would be recurring costs going back in their budget. There being no further discussion, Supervisors voted unanimously (5-0) by roll call vote to approve the motion. Mr. Rutherford noted this is a tough and complicated year for the budget, adding he hopes as the year goes on that they can get more clarity as to what the future looks like. He added he hopes the schools will keep the Board apprised of their needs throughout the year. Mr. Reed stated he would like to be sure that the Board’s communication with the school superintendent this year is seamless, and he advised there will be needs that arise, and the Board needs to be receptive

June 18, 2020

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and look at those needs with discretion and empathy. He also urged that the two boards have joint meetings to take a closer look at the budget throughout the course of the year. Mr. Parr echoed Mr. Reed’s comments about communication and encouraged County Administration and the School Administration to continue and improve upon meeting in the middle and having those meetings, as well as having both formal and informal communication between the two administrations. He noted disappointment that the two boards have not been more proactive in having 2 x 2 meetings, adding that they are important and a lot of good work happens in them. Mr. Parr noted that he feels cheated in the budget process this year because of COVID-19, and he hopes next year will be more normal. He concluded by stating he looks forward to more transparent communication on the budget process when it comes to changes that the Board needs to be made aware of. Mr. Barton stated he is very much impressed with the School Board and Administration with their conviction of wanting to make Nelson County schools better. He advised the possibilities of the education system in Nelson County are enormous, adding that money spent on education is well spent. Mr. Rutherford welcomed Mr. Parr and Mr. Barton to their first budget session on this board, adding that this has not been a normal budget session. He agreed with Mr. Barton’s comments on education and thanked Staff for doing an excellent job during this trying time. He noted he is also grateful for the School System for being actively open to conversation and echoed Mr. Parr’s comments about 2 x 2 meets with the School Board. Mr. Rutherford then thanked the Chairman as well. Mr. Harvey noted that the rules pertaining to 2 x 2 meetings are real; if there is a third person, it counts as a meeting. Mr. Rutherford agreed and noted his disagreement with the formality of having to coordinate a 2 x 2 meeting through a third party. Ms. McGarry thanked the Board on behalf of the Staff for bearing with them during this unusual and challenging budget season. She noted that staff welcomes any feedback on information board members may like to see, and staff wants the Board to be the most informed they can be so that they can make the best decision possible. Mr. Harvey echoed that Staff has done a tremendous job and then noted his disappointment over the school funding vote, adding he thought the Board had come to some kind of a consensus that they can work together. He stated that he doesn’t know any locality that has funded any school system exactly what they ask for. He noted that he has been very supportive of the schools and believes they have plenty of funds to do what they need to do, adding that the stimulus money will be additional money that will be spent with the School System. He stated this is a remarkable budget for the times that we are in and the things the Board has been able to accomplish. III. New & Unfinished Business A. Adoption of FY21 County Budget – All Funds (R2020-23)

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Ms. McGarry noted the items in red are items that had the potential to change at today’s meeting, adding that they did change. She advised that the School Fund amount should have $500,000 added, with the new total being $27,262,803. She added that in the explanation below the fund totals, $500,000 needs to be added to the transfer number, and the remaining amounts would need to be adjusted as well. Mr. Rutherford then moved to approve Resolution R2020-23, Adoption of FY21 Budget, based off of the amendments of the prior motions made today and Mr. Reed seconded the motion. There being no further discussion, Supervisors voted unanimously (5-0) by roll call vote to approve the motion and the following resolution was adopted:

RESOLUTION R2020-23 NELSON COUNTY BOARD OF

SUPERVISORS ADOPTION OF BUDGET FISCAL YEAR 2020-2021

(JULY 1, 2020-JUNE 30, 2021)

WHEREAS, pursuant to the applicable provisions of Chapter 25, Budgets, Audits and Reports of Title 15.2 of the Code of Virginia, 1950, the Board of Supervisors of Nelson County, Virginia has prepared a budget for informative and fiscal planning purposes only and has also established tax rates, as applicable, for Fiscal Year 2020-2021 (July 1, 2020-June 30, 2021); and

WHEREAS, the completed Fiscal Year 2020-2021 Budget is an itemized and classified plan of all contemplated expenditures and all estimated revenues and borrowing; and

WHEREAS, the Board of Supervisors has published a synopsis of the budget, given notice of a public hearing in a newspaper having general circulation in Nelson County and, subsequent thereto, convened a public hearing on the Fiscal Year 2020- 2021 Budget on June 9, 2020.

NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Nelson County, Virginia that the Fiscal Year 2020-2021 Budget be hereby adopted in the total amount (all funds, revenues and expenditures) of $71,490,400. The individual fund totals are denoted as follows:

Fund Budget General $ 37,943,981.00 VPA $ 1,632,740.00 Debt Service $ 3,176,552.00 Capital $ 705,251.00 School $ 26,762,803.00 Textbook $ 644,000.00 Cafeteria $ 274,838.00 Piney River Water/Sewer $ 350,235.00

1) The General Fund includes $19,989,113 in local funding transferred to: The Reassessment Fund ($85,000),

the Debt Service Fund ($3,176,552), the Piney River Water & Sewer Fund ($0), and the School Fund ($14,929,887 for general operations and $164,935 allocated for school nursing). Also included is $1,632,740 in local, state, and federal funds transferred to the VPA Fund and contingency/reserve funds

June 18, 2020

9

of: Recurring Contingency ($1,020,347), Non-Recurring Contingency ($0), School Resource Officer Reserve ($207,132), and School Capital Reserve ($0).

2) The School Fund includes a transfer of $170,769 to the Textbook Fund.

BE IT LASTLY RESOLVED, that adoption of the Fiscal Year 2020-2021 Budget shall not be deemed to be an appropriation and no expenditures shall be made from said budget until duly appropriated by the Board of Supervisors of Nelson County, Virginia.

B. Appropriation of FY21 County Budget – All Funds (R2020-24) Mr. Rutherford moved to approve Resolution R2020-24, Fiscal Year 2020-2021 Appropriation of Funds, based off of the amendments of the prior motions made today and Mr. Parr seconded the motion. There being no further discussion, Supervisors voted unanimously (5-0) by roll call vote to approve the motion and the following resolution was adopted:

RESOLUTION R2020-24 NELSON COUNTY BOARD OF

SUPERVISORS FISCAL YEAR 2020-2021 APPROPRIATION OF FUNDS

WHEREAS, the applicable provisions of Chapter 25, Budgets, Audits and Reports of Title 15.2 of the Code of Virginia, 1950 require the appropriation of budgeted funds prior to the availability of funds to be paid out or become available to be paid out for any contemplated expenditure; and

WHEREAS, the Nelson County Board of Supervisors has heretofore approved the Fiscal Year 2020- 2021 Budget (July 1, 2020 to June 30, 2021) for the local government of Nelson County and its component units; and

WHEREAS, the Board of Supervisors now proposes to appropriate the funds established in the Fiscal Year 2020-2021 Budget;

NOW, THEREFORE, BE IT RESOLVED by the Nelson County Board of Supervisors that the Fiscal Year 2020-2021 Budget be hereby appropriated on an annual basis by fund category, as follows:

Fund Revenue(s)

(All Sources) Expenditure(s) (All Departments)

General $ 37,943,981.00 $37,943,981.00 VPA $ 1,632,740.00 $ 1,632,740.00 Debt Service $ 3,176,552.00 $ 3,176,552.00 Capital $ 705,251.00 $ 705,251.00 School $ 26,762,803.00 $26,762,803.00

June 18, 2020

10

Textbook $ 644,000.00 $ 644,000.00 Cafeteria $ 274,838.00 $ 274,838.00 Piney River Water/Sewer $ 350,235.00 $ 350,235.00

$ 71,490,400.00 $71,490,400.00

BE IT FURTHER RESOLVED by the Board of Supervisors that:

1. The General Fund appropriation includes the transfer of: $1,632,740 (4-100-093100-9201) to the VPA Fund (3-150-004105-0001), $3,176,552 (4-100-093100-9204) to the Debt Service Fund (3-108-004105-0100), $15,094,822 (4-100-093100-9202/Nursing $164,935, 4-100-093100- 9203/Operations $14,929,887, 4-100-093100-9205/Buses $0, 4-100-093100-9206/Capital $0) to the School Fund (3-205-004105-0001), $0 (4-100-093100-9114) to the Broadband Fund (3-114-004105-0100), $85,000 (4-100-93100-9101) to the Reassessment Fund (3-101-004105-0001) and $0 (4-100-093100-9207) to the Piney River Water & Sewer Fund (3-501-004105-0001).

2. The amounts transferred from the General Fund to the VPA Fund, Debt Service Fund, School Fund, and Piney River Water & Sewer Fund are also included in the total appropriation for each of these funds. 3. The Textbook Fund appropriation includes the allocation of $170,769 from the School Fund. 4. The appropriation of funds to the School Fund, Textbook Fund, Cafeteria Fund, and VPA Fund shall be in total and not categorically. 5. The appropriation and use of funds within the General, Debt Service, Capital, and Piney River Water & Sewer funds shall adhere to the amounts prescribed by the Board of Supervisors for each department therein unless otherwise authorized by the Board of Supervisors. IV. Other Business (As May Be Presented) A. Appointments Ms. Mawyer presented the following table:

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NC Social Services Board 6/30/2020 4 Years/ 2 term limit Darlene Smith (T1) Y N/A

T.J. Community Criminal Justice Board 6/30/2020

3 Years/ 2 term limit unless no other person

meets criteria James E. Hall (T5) Y N/ANC Service Authority Board 6/30/2020 4 Years/ No limit Gary L. Sherwood-South District Y N/A

6/30/2020 4 Years/ No limit David S. Hight-West District Y N/APlanning Commission 6/30/2020 4 Years/ No limit Mary Kathryn Allen-South District Y N/A

6/30/2020 4 Years/ No limit Michael E. Harman-West District Y N/AN.C. Library Advisory Committee 6/30/2020 4 Years/ No limit Audrey D. Evans-West District Y N/AJefferson Madison Regional Library Board 6/30/2020 4 Years/ 2 term limit Marcia McDuffie (T1) Y N/AN.C. Economic Development Authority 6/30/2020 4 Years/ No limit R. Carlton Ballowe Y N/A

6/30/2020 4 Years/ No limit Deborah L. Brown Y N/ABoard of Building Code Appeals 6/30/2020 4 Years/ No limit R. Carlton Ballowe Y N/A

6/30/2020 4 Years/ No limit Kenneth H. Taylor Y N/A6/30/2020 4 Years/ No limit Steve Crandall Y N/A




JABA Council on Aging 12/31/2019 2 Years/ No limit Cindy Westley N None The Board decided to address the reappointments as a whole instead of individually. Mr. Reed moved to accept the reappointments as stated in the table and Mr. Rutherford seconded the motion. There being no further discussion, Supervisors voted unanimously (5-0) by roll call vote to approve the motion. Mr. Parr made reference to the existing vacancies on the Agricultural and Forestal District Advisory Committee and suggested reaching out to the Nelson County Farm Bureau to see if they know of any candidates. Ms. McGarry noted that Board members may also recruit people for these positions. B. Report on CARES Act Funding Ms. McGarry presented the following table:

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PRELIMINARY DRAFT Nelson County CARES ACT COVID-19 Funding $1,302,585

Funding Distribution Category $ Allocation

General Government -Compliance Public Health Measures $ TBD

Desktop Computer Replacement (laptops & docking stations) 24 Units $32,400

FFCRA Employee Paid Leave $3,863 Cleaning & Protective Health Measures (including Office Modifications) $10,000 Solid Waste •Payroll Expenses (Mar-Dec 10 months) Essential Employees $358,460

•Skidsteer Loader $38,342 $443,065

School Division - Compliance Public Health Measures/Distance Learning $ TBD

EMS/Public Safety - Compliance Public Health Measures/Medical Expenses $ TBD

Fire Department Turnout Gear Extractor $15,000

Gladstone Fire & Rescue Generators $28,659

EMD Software - ECC CAD System $80,000

Animal Control ACO Mobile Data Terminals $17,070

$140,729

Community Relief Initiatives - Economic Support $ TBD

Small Business Grants- Economic Support/Business Interruption $350,000

Local Food Bank Contributions - Economic Support TBD

Utility/Housing Assistance Program (DSS) - Economic Support TBD

$350,000

June 18, 2020

13

Ms. McGarry noted this is a preliminary draft for use of the CARES Act funding, and Staff organized it by category: General Government, School Division, EMS/Public Safety, and Community Relief Initiatives.

Ms. McGarry also noted that included in the Board’s information is an outline of the Small Business Grant Assistance Program that Maureen Kelley has spent a tremendous amount of time developing.

Mr. Harvey noted this doesn’t have to be approved today and suggested approving it at the next meeting. Ms. McGarry confirmed and noted that Ms. Kelley is anxious about the small business grant program because she has received a lot of calls from businesses who are in need of support.

Mr. Rutherford asked if December 30th, 2020 is the deadline for expending this funding, and Ms. McGarry confirmed.

Mr. Reed noted he did some quick math and pointed out that if all these listed allocations are made, there is about $368,000 left in CARES Act money. He suggested reaching out to the School Division to see if they have any needs that some of this money may be able to go toward. Ms. McGarry noted that the School Administration did send a letter of general request of wanting some of the CARES Act money to fund distance learning and things such as Chrome books and mifis. She noted there was no specific amount they were asking for.

Mr. Rutherford noted that it is his understanding that with the $400,000 of CARES Act money received by the schools, children who do not have access to internet will be given a hotspot or something similar. Ms. McGarry noted that there can definitely be discourse about what exactly the schools may need.

Ms. McGarry reiterated that this list is very preliminary, and Staff can come back with more ideas once they hear from EMS staff, Social Services, and other departments. She added some things on the list have already been expended: the employee paid leave, some of the cleaning and protective health measures, the Gladstone fire and rescue generators, and Staff has planned to go ahead and release the $15,000 for the turnout gear extractor to the EMS Council in the next accounts payable run.

The Board deferred this subject until the July 14th meeting.

Introduced: Amendment of Fiscal Year 2019-2020 Budget (R2020-25)

Ms. McGarry noted this is a last minute budget amendment for $2,579 requested by the Court Services Unit. She advised that apparently, the juvenile detention center didn’t send out March bills, so they just received the bill this week, and their budget will be over by this amount.

Mr. Parr moved to approve Resolution R2020-25, Amendment of Fiscal Year 2019-2020 Budget and Mr. Rutherford seconded the motion. There being no further discussion, Supervisors voted unanimously (5-0) by roll call vote to approve the motion and the following resolution was adopted:

June 18, 2020

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June 18, 2020

I. Transfer of Funds (Recurring Contingency)

Amount Credit Account (-) Debit Account (+) $2,579.00 4-100-999000-9901 4-100-021040-3020 $2,579.00 Mr. Barton noted that he was recently talking to a real estate person who said there was an option on every available piece of land in Nelson County, and he was curious if there is a way to find out who is buying the land. Ms. McGarry advised that he could go to the Clerk of Circuit Court to find out after the purchase is recorded. V. Adjournment At 11:38 AM, Mr. Parr moved to adjourn and Mr. Rutherford seconded the motion. There being no further discussion, Supervisors voted unanimously (5-0) by roll call vote to approve the motion and the meeting adjourned.









Deputy Clerk










Deputy Clerk


Human Resources



July 14, 2020

I. Appropriation of Funds (General Fund)

Amount Revenue Account (-) Expenditure Account (+) $330,350.00 3-100-009999-0001 4-100-999000-9911 $118,328.00 3-100-004104-0006 4-100-094100-3160 $50,313.00 3-100-003303-0040 4-100-013010-7040 $2,000.00 3-100-009999-0001 4-100-034010-7040 $2,500.00 3-100-009999-0001 4-100-081010-3005 $503,491.00

II. Transfer of Funds (VACORP Insurance Increase Budget Line)Worker's Compensation Insurance Adjustments from Budgeted

Amount Credit Account (-) Debit Account (+) $2,526.85 4-100-091030-5615 4-100-012010-2011 $1,633.30 4-100-091030-5615 4-100-012090-2011 $1,769.66 4-100-091030-5615 4-100-012130-2011 $2,103.75 4-100-091030-5615 4-100-012150-2011 $981.01 4-100-091030-5615 4-100-012180-2011 $936.38 4-100-091030-5615 4-100-013020-2011 $475.86 4-100-091030-5615 4-100-021010-2011 $2,065.25 4-100-091030-5615 4-100-021060-2011 $3,186.78 4-100-091030-5615 4-100-022010-2011 $4,556.85 4-100-091030-5615 4-100-032010-2011 $503.09 4-100-091030-5615 4-100-032030-2011 $63.96 4-100-091030-5615 4-100-053600-2011 $1,508.18 4-100-091030-5615 4-100-081020-2011 $22,310.92


III B


II. Worker's Compensation Insurance Adjustments from Budgeted Cont’d

Amount Credit Account (-) Debit Account (+)$584.84 4-100-031020-2011 4-100-091030-5615$1,207.67 4-100-034010-2011 4-100-091030-5615$98.82 4-100-035010-2011 4-100-091030-5615$10,185.20 4-100-042030-2011 4-100-091030-5615$3,825.25 4-100-043020-2011 4-100-091030-5615$1,858.62 4-100-071020-2011 4-100-091030-5615$269.72 4-100-081010-2011 4-100-091030-5615$18,030.12

The Net Transfer from line 4-100-91030-5615 for Worker’s Compensation Insurance is $4,280.80

Auto Insurance Increase from Budgeted

Amount Credit Account (-) Debit Account (+) $348.00 4-100-091030-5615 4-100-043040-5305

Line of Duty Act (LODA) Insurance Increase from Budgeted

Amount Credit Account (-) Debit Account (+) $3,232.00 4-100-091030-5615 4-100-032020-2008

Adopted: July 14, 2020 Attest: ________________________________, ClerkNelson County Board of Supervisors

EXPLANATION OF BUDGET AMENDMENT – July14, 2020

I. Appropriations are the addition of unbudgeted funds received or held by the County

for use within the current fiscal year budget and increase the budget bottom line. Per State Code §15.2-2507 Amendment of Budget, supplemental appropriations are limited to 1% at one time of the total expenditures shown on the current adopted Budget without conducting a public hearing. For July 2020, that limit is $515,012.

The following funds are requested for appropriation: (1) $330,050 in unspent FY20 School Capital Reserve related to the High School Track replacement project authorized by the Board of Supervisors. These funds were budgeted in FY20, but not expended. (2) 118,328 in VRA Bond Proceeds representing the FY20 unspent budgeted project balance related to the Nelson Memorial Library project nearing completion. (3) $50,313 in COVID-19 CARES Act funding for COVID eligible expenses associated with the 2020 Presidential Election. (4) $2,000 in COVID-19 Grant funds from the Department of Housing and Community Development for Virtual Training Support activities of the Building Inspections Department. (5) $2,500 in unexpended FY20 funds for Planning & Zoning software by iWorQ that will interface with the Building Inspections iWorQ permitting module and provide for electronic/online Zoning Permit Management and Plan Review Management.

II. Transfers represent funds that are already appropriated in the budget but are moved

from one line item to another. Transfers do not affect the bottom line of the budget. The Transfers requested here represent the allocation of premium increases from budget line item 91030-5615 in Non-Departmental, into their respective departmental budget lines. FY21 premiums increased for Worker's Compensation, Auto, and Line of Duty Act Insurance. The bulk of the transfer represents a re-shuffling of Worker's Compensation expenses by department. Auditing standards require that Worker’s Compensation costs be allocated to each department. Each department’s portion of the overall Worker’s Compensation premium was calculated based on their department’s % of the total payroll used to arrive at the overall premium. Some departments had less than needed in their budgets (the first group in black ink Credits or subtracts from line 91030-5615) and some departments had more than needed in their budgets (the second group in red ink Debits or adds back to line 91030-5615). The net effect of these transfers is to move $4,280.80 in Worker's Compensation premiums, $348.00 in Auto Insurance premiums, and $3,232.00 in LODA insurance premiums, for a total of $7,860.80. Budget line 91030-5615 contains $10,759.00 for this purpose and after these transfers, this line item will have a balance of $2,898.20.

InvoiceDate

6/29/2020

Invoice #

16839

Sold To

NELSON COUNTY SCHOOL BOARD84 COURTHOUSE SQUAREPO BOX 276LOVINGSTON, VA 22949

Ship To

NELSON COUNTY HIGH SCHOOL6919 THOMAS NELSON HWYLOVINGSTON, VA 22949

ATC Corp.4051 NORTH POINT RDBALTIMORE, MD 21222-3621

P.O. No.

Maint- 061-2020

Terms

Net 30

Rep

ASJ

Project

TP1A091 - NELSON COUNTY HIGH SCHOOL

Thank you for your business.

4104774400x129

Total

Balance Due

Payments/Credits

1.5% FINANCE CHARGE per month on unpaid balance (annual rate of 18%)

Description Unit Price Amount

PARTIAL BILLING FOR RUNNING TRACK REFURBISHMENT AT NELSONCOUNTY HIGH SCHOOL; NCPA#08-18

A) Item 38 – Strip and Dispose of Existing Rubber – 4,850 SY @ $2.85/SY =$13,822.50.B) Item 71 – Mill 2” and Dispose of Asphalt – 4,850 SY @ $4.50/SY = $21,825.00.C) Item 14 – 2” of Surface Asphalt – 4,850 SY @ $14.20/SY = $68,870.00.

104,517.50 104,517.50

Change order #1-Full depth reclamation with shoulder improvementsNo Item- Soil Cement Remediation

129,525.00 129,525.00

Remaining to be billed:D) Item 66 – Furnish and Install Field, Turf, and Fence Protection during Track SurfaceInstallation – 4,500 SF @ $.95/LF = $4,275.00.E) Item 43 – Furnish and Install New Plexi-Trac® 3/8” Full Depth Black Track Surface– 4,850 SY @ $17.85/SY = $86,572.50.F) Item 56 – Layout and Line Track – 6 Lanes = $5,460.00.Total Remaining to be billed: $96,307.50

0.00 0.00

A convenience fee of 2.5% will be added to all credit cardpayments processed after 10 days from invoice date

$234,042.50

$234,042.50

$0.00

Nelson Memorial Library Expansion & Renovation- 7/8/2020

Project Costs:

Original Construction Contract: $2,154,500.00, Change Orders YTD Through July 8, 2020: $31,152.25 = Adjusted Contract $2,185,652.25 Change Order % of Adjusted Contract = 1.4%

Bond Issuance Expense: $68,882.00

Architectural/Engineering Costs: $199,891.00

Construction & Renovation Costs: $2,185,652.25 (Adjusted Contract Amount)

Total: $2,454,425.25

Project Funding:

VRA Series 2018C Lease Revenue Bonds: ($2,025,000 Bond Proceeds & $263,794 Net Premium Proceeds Recorded as Revenues)

Total Bond Proceeds Available for Project: $2,254,913.00

Local Funds: $199,512.25

Total: $2,454,425.25

Project Expenditures (Through July 8, 2020):

Local Cost of Bond Issuance: $68,882.00 ($35,000 Reimbursed by VRA)

Architectural/Engineering Costs: $194,299.63

Construction & Renovation Costs: $2,070,234.21

Total YTD: $2,333,415.84

Balance of Construction Contract at July 8, 2020: $ 115,418.04

Balance of AE Contract at July 8, 2020: $ 0.00

Total Balance to Be Paid on Project: $ 115,418.04

Project Reimbursements (Through July 8, 2020):

VRA Series 2018C Lease Revenue Bonds: $2,254,912.90

Accrued Interest on VRA Bond Proceeds $ 62,107.54

Total YTD Received: $2,317,020.44

Balance of Bond Funds: $0.00

2020Email completed certification as an attachment to:

County or City Name [email protected]

Locality Code 125 For questions, contact

ID (internal use only) 0000053203 Kevin Hill at: 804-864-8950 Mailing Address:

Street 1 INSTRUCTIONS:

Street 2 See Instructions Tab . Fill in the shaded areas .

City When finished, SAVE this workbook .Zip Code

Please Provide all signatures (as applicable)

50,313$

Chief Administrative Officer (City Manager, County Administrator or authorized designee)

Name Email

Work Title Phone 434-263-7001

General Register (Primary Contact)

Name Email

Work Title Phone 434-263-7190General Registrar

CARES ACT - (COVID-19)

Total Award amount of CARES ACT (COVID-19) Funding

Email the completed certification to

[email protected] Enter the subject like this:

Name of Locality - CARES ACT Certification.

Stephen A. Carter

County Administrator

PO Box 336

Lovingston

22949

Nelson County

Enter Contact Information

Jacqueline C. Britt

[email protected]

[email protected]

I certify that the amount awarded is to be used for Elections allowable expenses. Any funding from CARES ACT that is not an eligible expense must be paid back to ELECT with interest. We also agree to maintain all records for a period of 4 years or audited. All funds must be encumbered by November 30, 2020 and paid out by December 31, 2020.

I certify that the amount awarded is to be used for Elections allowable expenses for the 2020 Presidenial Elections. We also agree to maintainw all records for a period of 4 years or audited. All funds must be encumbered by November 30, 2020 and paid out by December 31, 2020.

Local Building Department training support funding Page 1 of 2

Local Building Department Virtual Training Support May 2020

About Due to the Governor’s orders of social distancing and gathering limits, the VA Building Code Academy is now providing certification and continuing education classes online. Recognizing that in order for localities to participate in training through virtual means many localities may be in need of equipment necessary to attend online training. DHCD is making funding available through the Virginia Code Academy for jurisdictional building departments to purchase equipment needed to attend required virtual certification training and continuing education.

Use of Funds Eligible purchases include laptops, headsets, tablets, webcams, electronic subscriptions for codebooks or other equipment necessary to participate in remote training for Virginia required certification or continuing education. As a condition of the funding, the locality must adhere to the approved use of the funds and the identified deadlines. If unable to comply, the locality will be required to return the funds to DHCD.

Funding Individual locality awards up to $2000

Eligibility Jurisdictions with established building departments who participate in the collection and conveyance of the levy surcharge to DHCD on all building permits are eligible to apply for funding.

How to apply Complete the application form below and the state W-9 form (and return it to DHCD at [email protected] no later than close of business June 5, 2020. VA w-9 form for download: https://www.doa.virginia.gov/forms/CVG/W9_COVSubstitute.pdf

Awards procedure Notification of awards will be made no later than June 19, 2020 for distribution in FY 2020

Money required to be spent by September 1, 2020 with proof of expenditures received by DHCD by September 30, 2020.

For more information or questions, contact Kelly Duggins at (804) 371-7180 or email [email protected].

mailto:[email protected]

https://www.doa.virginia.gov/forms/CVG/W9_COVSubstitute.pdf

mailto:[email protected]

Nelson County Quote creation: 7/2/2020

84 Courthouse Square, PO Box 336 Lovingston,

VA 22949 Prepared by: Carson Frandsen

1. QUOTENelson County- hereafter known as "Customer", enters into the following Service Agreement with iWorQ

Systems, "iWorQ", headquartered Logan, UT. Customer will pay an annual fee for the services and a one-time

setup fee detailed below:

Population: 14,943

Community Development Applications and Services Package Price Billing

Permit Management (Planning & Zoning) - Available on any computer, tablet, or mobile device usingChrome browser- OpenStreetMap- Track your contractors and their licensing- Quarterly parcel upload- Free forms, letters, and / or permits utilizing iWorQ'stemplate library, and up to 3 custom letters / forms.Plan Review Management- Draw & annotate on plans- Save data in layers on plans- Place watermarks on plans

$2,500 Annual

ANNUAL TOTAL $2,500 Annual

Setup, training, and system configuration $1,600 Included

Grand total due $4,100

$2500

Notes

1- Invoices for amount will be sent out 2 weeks after signature. Terms of the invoicing is Net 30 days.

2- This quote is provided at the customer's request and is good for 30 days.

3- This quote cannot be disclosed or used to compete with other companies.

4- Pricing is based on population and number of applications. Removing any items from this quote will require

application prices to be updated and new agreement be signed.

FY21 Worker's Compensation Departmental Distribution 7/8/2020

Department Class Code FY21 Est.Payroll% of Total Payroll

Portion of Annual Bill FY21 Budget

Portion of Qtrly Bill Q1 Q2 Q3 Q4 Total 4Q

Diff from Budgeted

12010 Co Admin. 8810 Clerical 248,042$ 4.93% 2,950.85$ 424.00$ 737.71$ 737.71$ 737.71$ 737.71$ 737.71$ 2,950.85$ (2,526.85)$ 12090 COR 8810 Clerical 165,452$ 3.29% 1,968.30$ 335.00$ 492.08$ 492.08$ 492.08$ 492.08$ 492.08$ 1,968.30$ (1,633.30)$ 12130 Treasurer 8810 Clerical 180,360$ 3.58% 2,145.66$ 376.00$ 536.42$ 536.42$ 536.42$ 536.42$ 536.42$ 2,145.66$ (1,769.66)$ 12150 Fin & HR 8810 Clerical 199,785$ 3.97% 2,376.75$ 273.00$ 594.19$ 594.53$ 594.53$ 594.53$ 594.53$ 2,378.12$ (2,103.75)$ 12180 Technology 8810 Clerical 90,700$ 1.80% 1,079.01$ 98.00$ 269.75$ 269.75$ 269.75$ 269.75$ 269.75$ 1,079.01$ (981.01)$ 13020 Registrar 8810 Clerical 88,461$ 1.76% 1,052.38$ 116.00$ 263.09$ 263.09$ 263.09$ 263.09$ 263.09$ 1,052.38$ (936.38)$ 21010 Circuit Court 8810 Clerical 40,000$ 0.79% 475.86$ ‐$ 118.97$ 119.00$ 119.00$ 119.00$ 119.00$ 476.00$ (475.86)$ 21060 Clerk 8810 Clerical 209,830$ 4.17% 2,496.25$ 431.00$ 624.06$ 624.00$ 624.00$ 624.00$ 624.00$ 2,496.00$ (2,065.25)$ 22010 Comm Atty 8820 Atty All 329,657$ 6.55% 3,921.78$ 735.00$ 980.44$ 980.44$ 980.44$ 980.44$ 980.44$ 3,921.78$ (3,186.78)$ 31020 Sherrff 7720 Police 987,107$ 19.62% 14,740.16$ 15,325.00$ 3,685.04$ 3,685.00$ 3,685.00$ 3,685.00$ 3,685.00$ 14,740.00$ 584.84$ 32010 Public Safety/EMS 8810 Clerical 410,097$ 8.15% 4,878.74$ 1,046.00$ 1,219.68$ 1,219.68$ 1,219.68$ 1,219.68$ 1,219.68$ 4,878.74$ (3,832.74)$ (4,556.85)$

9410 Municipal NOC 60,868$ 1.21% 724.12$ ‐$ 181.03$ 181.03$ 181.03$ 181.03$ 181.03$ 724.12$ (724.12)$ 32030 E911 Program 8810 Clerical 93,396$ 1.86% 1,111.09$ 608.00$ 277.77$ 277.77$ 277.77$ 277.77$ 277.77$ 1,111.09$ (503.09)$ 34010 Building Insp 8810 Clerical 45,832$ 0.91% 545.24$ 3,678.00$ 136.31$ 136.31$ 136.31$ 136.31$ 136.31$ 545.24$ 3,132.76$ 1,207.67$

9410 Municipal NOC 161,819$ 3.22% 1,925.09$ ‐$ 481.27$ 481.27$ 481.27$ 481.27$ 481.27$ 1,925.09$ (1,925.09)$ 35010 Animal Control 8831 Animal Control 126,186$ 2.51% 1,501.18$ 1,600.00$ 375.29$ 375.29$ 375.29$ 375.29$ 375.29$ 1,501.18$ 98.82$ 42030 Waste Management 9403 Garbage Coll 145,664$ 2.89% 6,688.90$ 18,960.00$ 1,672.22$ 1,672.00$ 1,672.00$ 1,672.00$ 1,672.00$ 6,688.00$ 12,271.10$ 10,185.20$

7590 Garbage Works 175,337$ 3.48% 2,085.90$ ‐$ 521.48$ 521.48$ 521.48$ 521.48$ 521.48$ 2,085.90$ (2,085.90)$ 43020 Buildings & Grounds 9015 Bldg Ops Owner 237,947$ 4.73% 2,830.75$ 6,656.00$ 707.69$ 707.69$ 707.69$ 707.69$ 707.69$ 2,830.75$ 3,825.25$ 5360 At Risk Coordinator CSA 8810 Clerical 9,579$ 0.19% 113.96$ 50.00$ 28.49$ 28.49$ 28.49$ 28.49$ 28.49$ 113.96$ (63.96)$ 71020 Recreation 9102 Park NOC 107,878$ 2.14% 1,283.38$ 3,142.00$ 320.84$ 320.84$ 320.84$ 320.84$ 320.84$ 1,283.38$ 1,858.62$ 81010 Planning & Zoning 9410 Municipal NOC 57,260$ 1.14% 681.20$ 1,354.00$ 170.30$ 170.30$ 170.30$ 170.30$ 170.30$ 681.20$ 672.80$ 269.72$

8810 Clerical 33,882$ 0.67% 403.08$ ‐$ 100.77$ 100.77$ 100.77$ 100.77$ 100.77$ 403.08$ (403.08)$ 81020 Community Dev 8742 Salesperson 92,931$ 1.85% 1,105.56$ 375.00$ 276.39$ 276.39$ 276.39$ 276.39$ 276.39$ 1,105.56$ (730.56)$ (1,508.18)$

8810 Clerical 65,365$ 1.30% 777.62$ ‐$ 194.41$ 194.41$ 194.41$ 194.41$ 194.41$ 777.62$ (777.62)$

Totals 5,031,968$ 100.00% 59,863.01$ 55,582.00$ 14,965.79$ 14,965.75$ 14,965.75$ 14,965.75$ 14,965.75$ 59,863$ (4,281)$









Deputy Clerk










Deputy Clerk


Human Resources


SUPPORT OF HOUSING OPPORTUNITIES-FEE WAIVERS FOR NELSON COUNTY COMMUNITY DEVELOPMENT FOUNDATION

HOUSING PROJECTS

WHEREAS, historically the County has demonstrated its affirmative support for increasing housing opportunities by working with NCCDF to reduce the cost of housing projects by waiving tipping fees at the transfer station for debris generated by these projects; and

WHEREAS, in addition, the County previously agreed to waive connection (not installation) fees to County-operated water and sewer systems as part of CDBG or other grant-funded projects, and/or allow a 24-month payment period for connection fees on NCCDF-owned property,

NOW THEREFORE BE IT RESOLVED, that in support of increasing housing opportunities, the Nelson County Board of Supervisors does hereby continue to waive tipping fees at the County transfer station for debris generated by NCCDF projects, and allow a 24-month payment period for connection fees to county-operated water and sewer systems on NCCDF-owned property; and that this support be reviewed for adoption annually at each July meeting of the Board of Supervisors going forward.



III C


NELSON COUNTY COMMUNITY DEVELOPMENT FOUNDATION

POST OFFICE BOX 57 LOVINGSTON, VA 22949

(434) 263-8074

July 7, 2020

Stephen A. Carter Nelson County Administrator P.O. Box 336 Lovingston, VA 22949

Dear Steve:

NCCDF has always appreciated the support provided by the Nelson County Board of Supervisors for our programs to increase housing opportunities for Nelson citizens.

In the past, the Board of Supervisors has demonstrated its support for increasing housing opportunities by working with NCCDF to reduce the cost of rehabilitation projects by waiving tipping fees at the county transfer station for demolition and other debris generated by these projects.

In addition, the Supervisors have previously agreed to waive connection (not installation) fees to County-operated water and sewer systems as part of CDBG or other grant-funded projects, and/or allow a 24-month payment period for connection fees on NCCDF-owned properties.

Therefore, NCCDF respectfully requests the Board of Supervisors consider at its July regular meeting a resolution to continue to waive tipping fees at the County transfer station for debris generated from NCCDF projects, and to allow a 24-month payment period for connection fees to county-operated water and sewer systems on NCCDF-owner property, and that this resolution be reviewed for adoption annually at each July meeting of the Board of Supervisors going forward.

I have attached a sample resolution for your review. The last resolution adopted on this subject was R2018-11, adopted March 13, 2018.

Thank you for your consideration of this matter.

Sincerely,

Margaret Clair Deputy Director









Deputy Clerk










Deputy Clerk


Human Resources

RESOLUTION R2020-29 NELSON COUNTY BOARD OF SUPERVISORS IN APPRECIATION OF OAK RIDGE ESTATE

WHEREAS, Nelson County High School was unable to host its commencement ceremony due to social distancing requirements in response to the novel Coronavirus (COVID-19) pandemic; and

WHEREAS, the proprietors of Oak Ridge Estate graciously agreed to host a drive-in graduation to adhere to social distancing guidelines while keeping staff, students, and families safe.

NOW, THEREFORE BE IT RESOLVED that the Nelson County Board of Supervisors does hereby extend heartfelt appreciation to Oak Ridge Estate for hosting this historic event.



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10 July, 2020

To: Board of Supervisors From: S. Carter Re: Report for July 14, 2020 Board Meeting

A. Covid-19 (Coronavirus): County staff are in process with completing a guidance document to complywith the “Emergency Temporary Standard/Emergency Regulation (Infectious Disease Prevention: SARS-CoV-2 Virus That Causes Covid-19) as issued on June 12, 2020 by the state Department of Labor andIndustry. The regulation is subject to final state approval but is sufficiently detailed in its present contentfor County staff to draft the local guidance document in adherence to the final state regulation.

Additionally, the Board’s 7-14 agenda includes further consideration on proposed uses of federal CARES Act funding. The proposal is being updated and upon receipt of input from the School Division (anticipated midday on Monday, June 13) will be completed and emailed to the Board on 7-13 for review prior to 7-14.

B. BR Tunnel Project: The project is moving to completion. While a completion date has been extendedto August 26th, the project’s contractor, Fielder’s Choice Enterprises, has indicated the anticipate the projectbe in the “punch list” or substantial completion phase by the week of July 19th.

In anticipation of the project’s completion, County staff are also developing a program for a ribbon cutting ceremony. A date and program format have not been finalized to date with staff’s present focus being the development of an invitation list.

C. Nelson Memorial Library Project: The project is in the substantial completion (punch list) phase andwill be complete in the ensuing two weeks.

D. Piney River Water System – GAC Project: The project is in process. However, commencement ofthe installation of the GAC system by WACO will proceed on 7-20 (per the request of NCSA related toCovid-19 concerns). The project is now scheduled for completion on September 8, 2020.

E. Tye River Water System: Contract documents are in process. The project contractor, Lynchburgbased Falwell, Inc. will begin work on July 15th with a project completion date of October 15, 20.

F. Lovingston Revitalization: The project’s completion date in 9-30-20. County and TJPDC staff aredeveloping the project’s final Economic Restructuring Plan (ERP). Charlottesville based Land Planningand Design, which assisted with the previous Lovingston Master Plan, has been retained and will completethe project’s Preliminary Engineering Report (an initial status report from LPDA is pending receipt).

G. Local Health Department Office: Representatives of the Millennium Group/Nelson Heritage Center(Mr. Larry Stopper) are scheduled to present to the Board on 7-14 regarding the Center’s efforts todetermine the feasibility of hosting the County’s VDH office at the Center. To this extent, the Center hascommissioned engineering and environmental services to evaluate a potential structural issue and to testfor the presence of asbestos in the building (reports are pending receipt). It is understood the Centermay/will request funding assistance from the County for the testing it has commissioned. In checking thestatus of this subject with staff of the VA Department of General Services-Division of Real Estate andFacilities Management the status is indeterminate with DGS reiterating the suggestion the County constructa new facility that would at minimum house VDH and DSS. Time may be becoming of the essence.

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H. VDOT-SMART SCALE (County Applications): Two of the County’s SS applications have beenconditionally pre-screened in, and the TJPDC is now able to proceed with working on the full applications,which are due August 3. The two projects are Route 151 at Tanbark Drive, and Route 29 and Oak Ridge.The status of the County’s third SS application, the intersection of Routes 6 and 151 at Woods Mill inpending.

I. 2022 General Reassessment: County staff are nearing completion of the Request for Proposals to retainassessor services for the completion of the 2022 General Re-Assessment of Real Estate. The RFP isanticipated for public advertisement by the end of July 2020.

J. Planning and Zoning Software (I-Worqs): The County will proceed with purchasing an I-Worqssoftware model for use by the Department of Planning and Zoning. The module previously purchased forthe Department of Building Inspections is not sufficient for Planning and Zoning purposes. Input fromboth staffs is the I-Worqs software is outstanding and with the purchase of the module for P&Z theeffectiveness of both departments, including public accessibility, is and will be much improved.

K. Board Retreat: The Board’s consideration of an ensuing planning retreat is suggested. The format ofthe retreat could include a joint meeting with the School Board and Division staff.

Please advise if you have questions on the above subjects or require information on other matters not included herein. And, please see the reports of the County’s Departments and Offices for your additional reference. Thank you.

July 14, 2020



JABA Board of Directors 7/15/2020 2 Years/ No limit Ernie Reed N/A




JABA Council on Aging 12/31/2019 2 Years/ No limit Cindy Westley N None

VI B

VI C(1)

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