Regular Meeting – September 9, 2020
i Regular Meeting, Wednesday, September 9, 2020, 7:00 p.m. Government Center, Verona, VA.
PRESENT: Gerald Garber, Chairman
Pam L. Carter, Vice-Chair
Butch Wells
Michael L. Shull
Scott Seaton
Jeffrey Slaven
Steven Morelli
Timothy K. Fitzgerald, County Administrator
Jennifer M. Whetzel, Deputy County Administrator
John Wilkinson, Director of Community Development
James Benkahla, County Attorney
Angie Michael, Executive Assistant
VIRGINIA: At a regular meeting of the Augusta County Board of Supervisors held on Wednesday, September 9, 2020, at 7:00 p.m., at the Government Center, Verona, Virginia, and in the 245" year of the Commonwealth…
a a Chairman Garber welcomed the citizens present.
Mr. Morelli led the Pledge of Allegiance.
a Ms. Carter, Supervisor for the Pastures District, delivered the invocation.
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ELECTORAL BOARD UPDATE
Cliff Garstang, Chairman of the Electoral Board, brought to the Board's attention, the changes that have been to Virginia Election Law and to brief the Board of Supervisors on what the Electoral Board is doing to implement the changes in Augusta County. Connie Evans is the Director of Elections and the Registrar for Augusta County. Ms. Evans, along with her staff, are taking care of all of the details required to run an efficient election. This election is expected to have a large turnout. The new voting machines that were purchased a few years ago will help to reduce congestion and speed up the process. The No Excuse Absentee Voting Law that was adopted by the General Assembly earlier this year will also help the process. COVID-19 will increase vote by mail and will reduce congestion at polling places. Currently, there have been approximately 4,000 requests for mail absentee ballots and that number is expected to increase greatly.
Facilities are being prepared for in person voting. Personal Protective Equipment will be provided at each location in response to COVID-19 regulations. Early in person, voting begins Friday, September 18 at 8:00 a.m. Mr. Garstang discussed the process of mail in ballots. | The special session also appropriated funds to pay for prepaid postage envelopes. That is expensive and the appropriation is only for this year. Photo identification is no longer required.
Dr. Seaton had several questions regarding mail in ballots. Mr. Garstang explained the process thoroughly and what steps are taken to secure the mail in ballots.
Public business matters lawfully exempted from statutory open meeting fe requirements, and 2. Only such public business matters identified in the motion to convene the executive session.
The Chairman asked if there is any Board member who cannot so certify.
Hearing none, the Chairman called upon the County Administrator/ Clerk of the Board to call the roll noting members of the Board who approve the certification shall answer AYE and those who cannot shall answer NAY.
Vote was as follows: Yeas: Garber, Carter, Wells, Shull, Slaven Seaton and Morelli Nays: None Motion carried.
The Chairman authorized the County Administrator/Clerk of the Board to record this certification in the minutes.
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ADJOURNMENT
There being no other business to come before the Board, Mr. Shull moved, seconded by Ms. Carter that the Board adjourn subject to call of the Chairman.
Vote was as follows: Yeas: Garber, Carter, Wells, Shull, Slaven Seaton and Morelli Nays: None Motion carried.
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AUGUSTA COUNTY GOVERNMENT CENTER RENOVATIONS
The Board considered awarding a contract for public counter and boardroom renovations to Nielsen Builders, Inc. in the amount of $276,000.00 and a bid option for Ballistic Panels in the amount of $33,000.00. Funding for this project comes from the following accounts and includes a 10% contingency.
Funding Source: CARES Fund $121,000.00 Gov Center Expansion Capital 4-70-80000-8147 $182,600.00 Homeland Security 4-70-80000-8165 $ 36,300.00 Candy Hensley, Assistant to the County Administrator, stated that this is a project due to COVID-19 to allow for social distancing at the dais and limit public to employee contact at the counters. The project also will allow for security improvements.
According to Lineage Architect's estimate, 40% of the base bid can be paid for with the CARES funds. The remaining 60% will be paid from the Government Center Expansion Capital Account. If the Board approves the bid option of ballistic panels, this will be funded from the Homeland Security capital account.
Ms. Carter moved, seconded by Mr. Wells that the Board approve awarding the contract to Nielsen Builders, Inc for the project.
Vote was as follows: Yeas: Garber, Carter, Wells, Shull, Slaven, and Morelli Nays: None Motion carried a ed
DEERFIELD COMMUNITY CENTER RENOVATION
The Board considered awarding contract for a roof replacement on the Deerfield Community Center to Don Largent Roofing in the amount of $93,489.00 with a 10% contingency of $9,348.90.
Funding Source: Building Capital 4-70-80000-8198 $102,837.90 Ms. Hensley stated that the Deerfield Community Center has recently been added to the County's ownership. The building is currently leased to the Deerfield Ruritans.
There has been roof leaks for a while. There were eight bids received and the lowest bid was from Don Largent Roofing for $93,489.00. Funding for this project will come from the Building Capital Account and a 10% contingency will be added to $9,348.90 for a total appropriation of $102,837.90.
Ms. Carter moved, seconded by Mr. Slaven that the Board approve awarding the contract to Don Largent Roofing for the project.
Vote was as follows: Yeas: Garber, Carter, Wells, Shull, Slaven, Seaton, and Morelli Nays: None Motion carried.
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STUARTS DRAFT POOL RESURFACING
The Board considered awarding contract for the Stuarts Draft Pool resurfacing project to National Pools of Roanoke in the amount of $65,500.00 with a 10% contingency of $6,550.00.
Funding Source: Parks & Rec Capital 4-70-80000-8142 $72,050.00 Ms. Hensley stated that the pool was built in 2004 and there have been no renovations since then. This will be similar to the renovations that took place at the Natural Chimney’'s Park pool. There were three bids received, however the lowest bidder did not meet certain requirements. The next lowest bidder was National Pools of Roanoke for $65,500.00. Funding for this project will come from the Parks and Recreation Capital Account and a 10% contingency will be added to $6,550.00 for a total appropriation of $72,050.00.
Mr. Morelli moved, seconded by Mr. Wells, that the Board approve awarding the contract to National Pools of Roanoke for the project.
Vote was as follows: Yeas: Garber, Carter, Wells, Shull, Slaven, Seaton, and Morelli Nays: None Motion carried.
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GOVERNMENT CENTER AV UPGRADE
The Board considered awarding contract for AV upgrade in the main and south boardrooms of the Government Center to Advanced Media Solutions.
Funding Source: CARES Fund $118,705.75 Ms. Hensley stated that there has been an ongoing issue with the audio in the board room. There were eleven proposals received. Out of the eleven, the top four highest scoring vendors were interviewed. The selection committee determined that Advanced Media Solutions was most suitable for the services needed. The upfront cost would be $118,705.75. This project was bid due to COVID-19 to make upgrades to the boardroom audiovisual system and live streaming of meetings. This will allow citizens to better view Board of Supervisor meetings from home.
Ms. Carter moved, seconded by Mr. Shull, that the Board approve awarding contract to Advanced Media Solutions for the project.
Vote was as follows: Yeas: Garber, Carter, Wells, Shull, Slaven, Seaton, and Morelli Nays: None Motion carried.
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WAIVERS -NONE
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CONSENT AGENDA
Ms. Carter moved, seconded by Mr. Shull, that the Board approve the consent agenda as follows:
MINUTES
Consider minutes of the following meeting:
e Regular Meeting, Wednesday, July 22, 2020 e Staff Briefing, Monday, August 24, 2020
CLAIMS
Consider claims paid since August 1, 2020 Vote was as follows: Yeas: Garber, Carter, Wells, Shull, Slaven, Seaton and Morelli Nays: None Motion carried.
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MATTERS TO BE PRESENTED BY THE PUBLIC — NONE
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MATTERS TO BE PRESENTED BY THE BOARD
Dr. Seaton is concerned about what is happening while the General Assembly is in session.
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MATTERS TO BE PRESENTED BY STAFF
Mr. Fitzgerald discussed the following:
1) During the last General Assembly session, Counties were granted the authority to implement a cigarette tax and to increase the meals tax without a referendum.
This was on both VACo’s and our legislative priority list for several years. Staff would like to start the process of putting together these tax changes and bring back to the Board a schedule for implementation.
2) The Board should have received an email from Michael Chandler about the strategic plan. There is a list of questions that the Board needs to respond to in order to start the process.
A list of CARES Act expenditures was presented to the Board. The amount changes on a daily basis. A fair amount of cost was involved in the shutdown and re-opening of the Government Center. Approximately $91,000.00 has been spent on disinfecting areas and equipment. There was an allocation to other entities such as Middle River Jail and to the Augusta County Service Authority in the amount of approximately $48,000.00 combined. To date, approximately $124,000.00 has been spent on personal protective equipment (PPE). An SCBA and N95 fit test machine has been purchased for Fire and Rescue. This will allow them to do their own fit testing since Augusta Health will no longer allow this. Several Fire and Rescue equipment purchases has been made such as ventilators, Laryngoscopes and lucas chest devices.
There will be an increase in contributions to the volunteer fire and rescue operations.
This will be done in the amount 25% above the normal allocation. Economic Development grants are available in the amount of $200,000.00. Renovations to the Government Center and boardroom AV upgrades have been approved. Thirty MDT's will be purchased for the Sheriffs Department in the amount of $70,000.00. Water fountains will be replaced with water filling stations and touchless restroom fixtures will be installed in the Government Center. New software for the Commissioner of the Revenues office will be on a future agenda for Board approval. $1.7 million has been given to Augusta County Schools for various CARES activities that are needed. An allocation for the Town of Craigsville will be provided to cover expenses due to COVID- 19. The remaining portions of the funds will go towards public safety payroll. Volunteer stations will receive $55,779.00 to purchase technology needed within the stations.
Additions to the project lists are made daily. The goal at the end of December 30, 2020 is to have $13.1 million dollars spent and reported to the State.
3) The new Weyers Cave Library is now open.
4) Mr. Slaven built a new water trough for Willow Spout.
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CLOSED SESSION
On motion of Ms. Carter, seconded by Mr. Shull, the Board went into closed session pursuant to:
(1) the real property exemption under Virginia Code § 2.2-3711(A) (3) (discussion of the acquisition for a public purpose, or disposition, of real property]:
a) Wilson Trucking Corp.
b) Augusta County Courthouse On motion of Mr. Shull, seconded by Ms. Carter, the Board came out of Closed Session.
Vote was as follows: Yeas: Garber, Carter, Wells, Shull, Slaven Seaton and Morelli Nays: None Motion carried.
ke ee eR RR RR RR eR Re The Chairman advised that each member is required to certify that to the best of their knowledge during the closed session only the following was discussed:
Public business matters lawfully exempted from statutory open meeting 1. requirements, and 2. Only such public business matters identified in the motion to convene the executive session.
The Chairman asked if there is any Board member who cannot so certify.
Hearing none, the Chairman called upon the County Administrator/ Clerk of the Board to — call the roll noting members of the Board who approve the certification shall answer AYE and those who cannot shall answer NAY.
Vote was as follows: Yeas: Garber, Carter, Wells, Shull, Slaven Seaton and Morelli Nays: None Motion carried.
The Chairman authorized the County Administrator/Clerk of the Board to record this certification in the minutes.
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ADJOURNMENT
There being no other business to come before the Board, Ms. Carter moved, seconded by Mr. Wells that the Board adjourn subject to call of the Chairman.
Vote was as follows: Yeas: Garber, Carter, Wells, Shull, Slaven Seaton and Morelli Nays: None Motion carried.
Hctutnt Lys Chairman County Administrator h:9-9min.2020 Staff Briefing Meeting, Monday, September 21, 2020, 1:30 p.m., Government Center, Verona, VA.
PRESENT: Gerald Garber, Chairman
Pam L. Carter, Vice-Chair
Butch Wells
Michael L. Shull
Scott Seaton
Jeffrey Slaven
Steven Morelli
Timothy K. Fitzgerald, County Administrator
Jennifer M. Whetzel, Deputy County Administrator
John Wilkinson, Director of Community Development
Leslie Tate, Senior Planner
Misty Cook, Finance Director
James Benkahla, County Attorney
VIRGINIA: At an adjourned meeting of the Augusta County Board of Supervisors held on Monday, September 21, 2020, at 1:30 p.m., at the Government Center, Verona, Virginia, and in the 245" year of the Commonwealth…
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VDOT ROADS
Don Komara, Residency Administrator, discussed the VDOT status report of September 21, 2020.
The Board accepted the report as information.
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ECONOMIC DEVELOPMENT
1) Rebekah Castle, Director of Economic Development, discussed the Economic Development monthly report of August 2020.
The Board accepted the monthly report as information.
2) Jay Langston provided an update on the Shenandoah Valley Partnership.
The Board accepted as information.
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FIRE AND RESCUE
David Nichols, Fire Chief, discussed the following:
Fire and Rescue monthly report of August 2020.
The Board accepted the report as information.
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