July 22, 2019

At a regular meeting of the Southampton County Board of Supervisors held in the Board room of the Southampton County Office Center, 26022 Administration Drive, Courtland, Virginia on July 22, 2019. 6:00 p.m.

SUPERVISORS PRESENT Dallas O. Jones, Chairman (Drewryville)

Ronald M. West, Vice Chairman (Berlin-Ivor) S. Bruce Phillips (Capron) Barry T. Porter (Franklin)

R. Randolph Cook (Newsoms) Carl J. Faison (Boykins-Branchville)

SUPERVISORS ABSENT

Dr. Alan W. Edwards (Jerusalem)

OTHERS PRESENT Michael W. Johnson, County Administrator (Clerk)

Lynette C. Lowe, Deputy County Administrator/Chief Financial Officer Richard E. Railey, Jr., County Attorney

Nora C. Atkins, Administrative Assistant

OTHERS ABSENT Julien W. Johnson, Jr., Public Utilities Director

Chairman Dallas Jones calls the meeting to order at 6:00 p.m. After the Pledge of Allegiance, Chairman Jones says the first item on the agenda is a closed session. Supervisor Ronnie West moves that the Board enter into a closed meeting in accordance with the provisions set out in the Code of Virginia, 1950, as amended, for the following purposes:

1. In accordance with Section 2.2-3711 (A) (5), Discuss with staff from Franklin Southampton Economic Development Incorporated concerning confidential communications and negotiations with commercial or industrial businesses, where no previous announcement has been made of the prospects’ or businesses’ interest in locating or expanding its facilities in Southampton County; and

2. In accordance with Sections 2.2-3711 (A) (3), Discussion or consideration of the acquisition of real property for relocation or expansion of the courthouse to land contiguous with its present location, including contiguous property directly across a public right-of-way, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body.

A motion is required to convene a closed meeting for the purposes described above. Supervisor Bruce Phillips seconds the motion, and the Board approves the motion to go into closed meeting. BOARD ENTERS INTO CLOSED MEETING AT 6:00 P.M. BOARD RETURNS TO OPEN SESSION AT 7:00 P.M. Chairman Jones calls the meeting back to order at 7:00 p.m. following the closed session. He says, we will read the certification resolution at this time. Supervisor West says, I will read it now, if I may. He reads the following certification resolution:

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RESOLUTION OF CLOSED MEETING

WHEREAS, the Southampton County Board of Supervisors convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and WHEREAS, under Section 2.2-3712 (D) of the Code of Virginia it requires a certification by the Board that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED that the Southampton County Board of Supervisors hereby certifies that, to the best of each member’s knowledge, (i) only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting to which this certification resolution applies, and (ii) only such public matters as were identified in the motion convening the closed meeting were heard, discussed and considered by the Southampton County Board of Supervisors. Supervisor West says, Mr. Chairman, I make a motion that we adopt the certification resolution. Supervisor Carl Faison seconds the motion. Chairman Jones notes that the motion has been properly made and seconded. He calls for a vote by the verbal sign of aye.

Dallas O. Jones AYE Ronald M. West AYE S. Bruce Phillips AYE Barry T. Porter AYE R. Randolph Cook AYE Carl J. Faison AYE

Chairman Jones ask if any are opposed. There being none, he states that the motion has carried unanimously. He also announces that there was no action taken in the closed session. Supervisor Phillips introduces Pastor John Paul Lotz, the new pastor at Courtland Baptist Church. Pastor Lotz comes forward and presents the invocation. Mr. Mike Johnson introduces Mr. Jay Brenchick, who will be leading Franklin Southampton Economic Development Incorporated (FSEDI), starting on July 2, 2019. Mr. Jay Brenchick comes forward and greets the Board of Supervisors and those in attendance at the meeting. He discusses his willingness to be a part of and to serve Franklin and Southampton County. Chairman Jones thanks Mr. Brenchick. The Chairman goes to the next item on the agenda and opens the Citizens Comment Period. Mr. William Hart Gillette comes forward and discusses the budget approval process and timely notifications. He also discusses the possibility regarding the use of part-time rather than full-time security staff in the courthouse. Ms. Erva Lee Sumblin Jones comes forward. She requests consideration for the Courtland Recreation Center under the area of Funding for Youth Activities. Ms. Jones also asks the Board of Supervisors if they anticipate the approval of 10A-Accessory Dwellings as helping the revenue of Southampton County. Several Supervisors as well as Mr. Johnson agree that it would. Ms. Jones also comments regarding borrowing money for cash flow and changing the pay date from annual to semiannual. Mr. Warren Simmons comes forward. He comments that he does not feel endangered going to the courthouse and does not feel there is any danger that would warrant increased security. He adds, however, that he does not feel safe at the Food Lion on Southampton Parkway and has noted that there have been 46 incidents of running red lights.

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Ms. Linda Updike comes forward. She recommends for consideration the following names for the new road: Maize Field Trace, Maize Field Trail, Nottoway Trace, Nottoway Trail. Mr. Glenn Updike comes forward and comments on the request for additional funds for security guards as well as the current direction that is being taken regarding the Southampton Courthouse project. He also asks if there has been a delay in getting the cameras for the red lights. Mr. Johnson states that Mr. Updike is correct. Chairman Jones asks if there is anyone else to speak. [No response.] He closes the Citizens Comment Period. Chairman Jones goes to item #5 on the agenda, the Approval of Minutes. He notes that a copy of the draft for the Board of Supervisor minutes for the regular session held on June 24, 2019 was included in their agenda packets. He asks if there were any questions or comments. There being none, the minutes were approved. Chairman Jones goes to the next item on the agenda, Highway Matters. He asks Mr. Mike Johnson for his comments. Mr. Johnson says that after evaluating the data provided to them by VDOT, Redflex Traffic Systems has concluded that there simply is not enough volume (red light violations) to justify their investment in installing cameras at the intersection of Southampton Parkway and Story Station Road. They typically need a return of at least $5,700/per camera/per month to cover the installation and monitoring. Two cameras would be necessary at this intersection (East and Westbound). That’s 228 tickets per month that they’d have to collect just to cover their cost. The collection rate in Virginia is not very high, given the fact that violations are civil penalties much like parking tickets. Mr. Johnson emphasizes that the use of cameras to catch those running red lights would only result in civil penalties, while tickets issued by the sheriff’s department or the state police would result in a traffic violation. Supervisor Barry Porter says that he has been in contact with the sheriff who noted that there was a lack of sufficient shoulder at that location and there was no place for the police to sit to wait for violators. He asks if VDOT can help. Mr. Johnson replies that we could always ask. Supervisor Porter added that any ongoing monitoring of the intersection would require a shoulder near that intersection. Chairman Jones asks Mr. Johnson if he can check with VDOT about this issue. Mr. Johnson replies that he can. Supervisor West adds that anything that we can do to help visibility would help the situation. Mr. Railey suggested that perhaps there could be a modification to the traffic lights to adjust the angle for visibility and monitoring. He also noted that running a red light can be classified as reckless driving, a serious infraction. He noted that the he has not liked the idea of the cameras. Supervisor West stresses the importance of enforcement. Supervisor Phillips suggests that Mr. Johnson get with the sheriff as well. Even a patrol car sitting in the median may be a help. Supervisor Faison and Supervisor Randolph Cook agree to the involvement of VDOT. Chairman Jones calls on Supervisor West. Supervisor West comments on the travel lanes on 460 and asks what the status of any repairs is. He notes that it rides rough and has a lot of patching, and he recommends that it needs resurfacing.

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Supervisor Faison agrees and adds his appreciation for all that VDOT has done. Chairman Jones asks for any further comments on Highway Matters. There being none, he goes to item #7 on the agenda, Appointments. He asks Mr. Johnson for his comments. Mr. Johnson says that as they recall, effective June 30 they had vacancies on the Litter Control Council from the Berlin-Ivor, Capron, Drewryville, Franklin, and Jerusalem Districts. He says that motions are required to appoint district representatives from the five (5) respective districts listed to the Litter Control Council. Supervisor Phillips says that he would like to appoint Dawn Gunn as representative from the Capron district for the September 2019 term and makes the motion. Supervisor West seconds the motion. Chairman Jones says that the motion to appoint Dawn Gunn as Capron district representative to the Litter Control Council has been properly made and seconded, and calls for the vote.

Dallas O. Jones AYE Ronald M. West AYE S. Bruce Phillips AYE Barry T. Porter AYE R. Randolph Cook AYE Carl J. Faison AYE

Chairman Jones asks if any are opposed. There being none, the motion has carried. Supervisor West says that he hopes to have someone he can appoint next month. Supervisor Potter says that he would like to appoint Trey Cofield to represent the Franklin District on the Litter Control Board and so moves. Supervisor West seconds the motion. Chairman Jones says the motion to appoint Trey Cofield to the Litter Control Council from the Franklin district has been properly moved and seconded, and calls for the vote.

Dallas O. Jones AYE Ronald M. West AYE S. Bruce Phillips AYE Barry T. Porter AYE R. Randolph Cook AYE Carl J. Faison AYE

Chairman Jones asks if any are opposed. [No response.] There being none, the motion passes. Chairman Jones directs the board to item B under Appointments and asks Mr. Jones for his comments. Mr. Johnson says, as they will recall, Mrs. Lou Ann Davis’ term on the Blackwater Regional Library Board of Trustees expired June 30, 2019. Southampton County appoints three members to this Board. In addition to Mrs. Davis, we are currently represented by William Worsham and Yvonne Jarratt. The Library Board meets nine times annually on the third Wednesday of the month at 3:00 p.m., typically in Franklin. Depending on an appointee’s committee assignment, there may also be one additional meeting each month for 1 to 2 hours. He adds that the Board needs to determine which member will search for a successor for Mrs. Davis in order to fill the vacancy as soon as possible. No nominee was presented; however, Supervisor West says he will be seeking someone for this position.

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Supervisor Phillips suggested that all of them should try to find someone, and the rest of the Supervisors concur. Chairman Jones moves to the next item on the agenda, #8 Reports. He notes that the reports are included in their agenda packets. He reviews each one for comments: A) Financial Report, B) Sheriff’s Report, C) Animal Control, D) Litter Control, E) Community Development, and F) Cooperative Extension. When Chairman Jones gets to G) Treasurer’s Office, Ms. Rhonda Griffin comes forward. She notes the Treasurer’s Report included in the agenda packets. She also reviews where the Treasurer’s Office is in their 2018 collections. In Real Estate, they have 96.70% in and a balance of $394,932.72 with 3.30% remaining. In Personal Property, they have 93.33% in and a balance of 530,153.45 with 6.67% remaining. Interest Income from May 2018 was $6,225.18 and for May 2019 is $50,561.94. Chairman Jones continues with H) Solid Waste Quantities, and I) Blackwater Regional Library. Regarding J) Personnel, he asks Mr. Johnson for his comments. Mr. Johnson says that Southampton had one hire in the Sheriff’s Office, Kimberly Gaskins, starting July 1, 2019. Discussion among the Board of Supervisors turns to the issue of recycling. Mr. Johnson notes that as of late, there has not been timely pickup of recyclables as they are becoming less marketable. Supervisor West says that there has been a recent complaint in Ivor regarding that issue. Mr. Johnson comments that the bottom has fallen out of the China market. Chairman Jones goes to the next item on the agenda, item #9, Financial Matters. He asks Mr. Johnson for his comments. Mr. Johnson explains that the green sheets included in the agenda packets detail the FY 2019 Appropriation Resolution. He reads, please find a copy of the year end FY 2019 appropriation resolution which provides a total appropriation of $4,376.253.48. The appropriation is largely a housekeeping measure, reallocating funds among various line items within department budgets with little overall budgetary impact. Revenues have been received from the sources indicate in the resolution. The appropriation includes $494,701.66 for the General Fund; $130,132.21 for the Public Assistance Fund; $150,952.10 for the School Fund; $1,107032.51 for the Building Fund; $41,150.00 for the Federal Forfeiture Fund; $70,000.00 for the Special Welfare Fund; $2,260,000.00 for the Blackwater Regional Library Fund; $72,000.00 for the Canteen Account; $116,985.00 for the Inmate Enterprises Fund; and $23,300.00 for the OPEB Fund. The total amount of “new money,” or expense beyond what was included in the original adopted budget (May 2018) is $138,254.08. An itemized list of new money items appear on page 11 of the resolution. Mr. Johnson says that a motion is required to approve the attached appropriation resolution.

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Chairman Jones asks for any questions or discussion. There being none, Supervisor Faison moves that the Board of Supervisors approve the Appropriation Resolution as presented. Supervisor Porter seconds the motion. Chairman Jones calls for the vote with those in favor indicating with the verbal sign of aye.

Dallas O. Jones AYE Ronald M. West AYE S. Bruce Phillips AYE Barry T. Porter AYE R. Randolph Cook AYE Carl J. Faison AYE

Chairman Jones asks if any are opposed. [No response.] There being none, the motion to approve the Appropriation Resolution as presented is carried. Chairman Jones goes to item B, Bill Lists under Financial Matters. Mr. Johnson reads, attached for your reference, please find spreadsheets itemizing the monthly accounts payable. This list has been pre-audited by our accounting staff to assure that funds have been appropriated and are available to cover the expenditures, and verify that the goods and/or services have been received. There are actually 4 bill lists this month, the first two are for FY 2020 and the last two for FY 2019. He continues, a motion is required to authorize payment of the monthly bills.

CHECKS WRITTEN – July 2019 FY 2020

Check Numbers Amounts 163877-163894 Accounts Payable 54,690.39 Net Wages (checks) 163895 Void 374,135.01 Direct Deposit 163896-163910 Accounts Payable Checks 272,515.32 Accounts Payable – Payroll 163911-163931 Accounts Payable Checks 166,426.42 Accounts Payable – Payroll Tax Deposit163932 Void 163933-163958 Accounts Payable Check 163959-163968 Accounts Payable Check 1,706,645.86 Accounts Payable – Vendors 163969 Void 139,396.95 Accounts Payable – Vendors 163970-163971 Accounts Payable Check 47,563.99 Accounts Payable – Vendors 163972 Void 14,504.79 Accounts Payable – Vendors 163973-163975 Accounts Payable Checks 160,370.04 Accounts Payable – Vendors 163976-163983 Accounts Payable Checks 548,509.01 Accounts Payable – Vendors 163984 Void 441,949.93 Accounts Payable – Vendors 163985 Accounts Payable Checks 132,018.58 Accounts Payable – Vendors 163986 Void 32,092.03 Accounts Payable – Vendors 163987-163989 Accounts Payable Checks 52.74 Accounts Payable – Vendors 163990 Accounts Payable Checks 60,047.80 Accounts Payable – Vendors 163991-163996 Accounts Payable Checks 49,994.00 Accounts Payable – Vendors 163997 Void 2,278.70 Accounts Payable – Vendors 163998-164115 Accounts Payable Checks 55,467.28 Accounts Payable – Vendors 164116-164203 Accounts Payable Checks 45,972.00 Accounts Payable – Vendors 164204 Void 7,610.98 Accounts Payable – Vendors 164205-164215 Accounts Payable Checks 636.441.63 Accounts Payable – Vendors 164216-164242 Accounts Payable Checks 79,059.01 Accounts Payable – Vendors 164243 Void 237,646.94 Accounts Payable – Vendors 164244-164253 Accounts Payable Checks 164254-164260 Accounts Payable Checks 164261 Void 164262-164312 Payroll Checks 164313 Void 164314-164334 Payroll Accounts Payable 164335 Void 164336-164341 Accounts Payable 164342-164359 Accounts Payable 5,265,389.40 TOTAL

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There being no further discussion, Supervisor West moves that the Board of Supervisors authorize payment of the monthly bills. Supervisor Phillips seconds the motion. Chairman Jones says that the motion is properly moved and seconded. The Board approved the motion to pay bills in the amount of $5,265,389.40, to be paid by check numbers 163877-164359, with a voice vote recorded as follows:

Dallas O. Jones AYE Ronald M. West AYE S. Bruce Phillips AYE Barry T. Porter AYE R. Randolph Cook AYE Carl J. Faison AYE

Chairman Jones asks if any are opposed. [No response.] The motion to pay the monthly bills is passed. Chairman Jones goes forward to item #10A Public Hearing on Zoning Ordinance Text Amendment (Accessory Dwelling Units). Mr. Johnson reads, this public hearing is held pursuant to Section 15.2-1427 and 15.2-2204 of the Code of Virginia 1950, as amended, to consider amendments to Sec. 18-1, Definitions; Sec. 18-47, A-1, Agricultural district; Sec. 18-72, A-2, Agricultural district; Sec. 18-127, R-1, Residential district; Sec. 18-157, R-2, Residential district; Sec. 18-177, RR, Rural Residential district; and Sec. 18-424, Supplementary Regulations, to define and permit the development of Accessory Dwelling Units. At its June, 13, 2019 meeting, the Planning Commission recommended approval of the zoning ordinance text amendment. He continues, the notice of public hearing was published in The Tidewater News on July 7, and July 14, 2019. After conclusion of tonight’s public hearing, the Board of Supervisors will consider the comments offered this evening and will proceed to approve, deny or defer action on the proposed text amendment. Mrs. Beth Lewis, Secretary of the Planning Commission, will provide introductory remarks after which all interested parties are invited to come forward and express their views. He adds, if the Board is so inclined, a motion is required to approve the zoning text amendment. Mrs. Beth Lewis comes forward to discuss the Accessory Dwelling Units. She noted that this is a housing option. She said that the Planning Commission has studied it and it carries their unanimous recommendation. At this point, she anticipates 3, 4, or 5 units per year at most. Chairman Jones asks the Board if they have any questions. Supervisor West asks, in this instance when tax changes would go into effect. Mrs. Lewis responds that this would happen when certification of occupancy is filed. Supervisor Faison asks that if the owner must live in one of the units, what would happen if it were sold. Mrs. Lewis says that the new owner would be bound by the regulations of the ordinance. Chairman Jones asks if there are any other questions from the Board. There being none, he opens the Public Hearing. Mr. Glenn Updike comes forward. He comments that he thinks this is great for older people and that the ordinance is needed. He says that he recommends it 100%. Chairman Jones asks if anyone else would like to make a comment. [No response.] Chairman Jones closes the Public Hearing.

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Supervisor Phillips, who also serves on the Planning Commission, explains that the Planning Commission has discussed the situation where adult children come back to work on the farm and felt it provided a good transition. There being no further discussion, Chairman Jones calls for a motion. Supervisor Porter moves that the zoning text amendment for Accessory Dwelling Units be approved. Supervisor Cook seconds the motion. Chairman Jones says that there has been a proper motion and second, and calls for the vote.

Dallas O. Jones AYE Ronald M. West AYE S. Bruce Phillips AYE Barry T. Porter AYE R. Randolph Cook AYE Carl J. Faison AYE

Chairman Jones asks for any opposed to so indicate. [No response.] The motion to approve the zoning text amendment for Accessory Dwelling Units carries. Chairman Jones goes to 10B. Public Hearing on Ordinance Amendment for Emergency Ambulance Transport Fees and asks Mr. Johnson for comments. Mr. Johnson reads, this public hearing is held pursuant to Section 15.2-1427 of the Code of Virginia, 1950, as amended, to amend and re-ordain Section 7-80 of the Southampton County Code as it relates to the schedule of rates for emergency ambulance transports by the respective rescue squads in Boykins, Capron, Courtland, and Ivor. If adopted, the proposed rates for BLS transports would increase to $450, ALS-1 transports would increase to $650, ALS-2 transports would increase to $900 and the charge per patient transport mile would increase to $13. If adopted, the proposed rates would become effective August 1, 2019. He adds, the notice of public hearing was published in The Tidewater News on July 7, and July 14, 2019. After conclusion of tonight’s public hearing, the Board of Supervisors will consider the comments offered this evening and will proceed to approve, deny, or defer action on the proposed ordinance amendment. Chairman Jones opens the Public Hearing on 10B. Ordinance Amendment for Emergency Ambulance Transport Fees. Mr. Carl Goff comes forward. He voices his support of the ordinance amendment and recommends it for the Board’s approval. Chairman Jones asks for any further comments by the audience. There being none, he closes the Public Hearing. Supervisor West moves that the ordinance amendment for emergency ambulance transport fees be approved. Supervisor Faison seconds the motion. Chairman Jones notes that the motion has been properly made and seconded, and calls for the vote. He asks for all those in favor to indicate with the verbal sign of aye.

Dallas O. Jones AYE Ronald M. West AYE S. Bruce Phillips AYE Barry T. Porter AYE R. Randolph Cook AYE Carl J. Faison AYE

Chairman Jones asks for any opposed to so indicate. [No response.] The motion to approve the ordinance amendment for emergency ambulance transport fees is passed.

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Supervisor Phillips comments that ALS providers have already increased fees and this would mesh with what is already in place. Chairman Jones agrees. Supervisor Phillips adds that this would help in recouping costs already incurred by the rescue squads. Chairman Jones goes to item #11 on the agenda, Consideration of a Resolution Authorizing the Issuance and Sale of a Revenue Anticipation Note. He asks Mr. Johnson for his input. Mr. Johnson says, notwithstanding recent growth of our fund balance over the last several years, our practice of collecting taxes only once per year in December continues to present cash flow challenges during the first half of each fiscal year. Section 15.2-2629 of the Public Finance Act provides that localities may borrow money and issue a note in anticipation of the collection of taxes for the current year provided that the amount of the note may not exceed anticipated revenues. Mr. Johnson continues, in order to prepare for potential cash flow challenges, we seek your consideration in reauthorizing participation in the Commercial Paper Program administered by VML/VACo Finance (Virginia Local Government Finance Corporation). The Commercial Paper program provides a low-cost interim financing tool for local governments in Virginia. Interest rates in this program remain relatively low – all-in rates are currently below 2.8% and there is no associated commitment fees or closing costs other than the cost of bond counsel. Over the past 25 years, Commercial Paper rates have been 2.0 – 3.0% lower on average than long-term bond rates. The loan operates like a $2.5 million line of credit, but we expect to draw down the full amount at closing. Notwithstanding a maturity date of 6/30/20, I expect it to be fully paid off by the end of November when tax revenues for the current fiscal year begin to roll in. Mr. Johnson notes, as you recall from the past seven years, the Board is required to adopt a resolution authorizing the issuance. Draft copies of the Resolution and Note (yellow sheets) and the Financing Agreement (blue sheets) are attached for your reference. A motion will be required to adopt the resolution. Chairman Jones asks if there are any questions or comments from the Board. Supervisor West agrees with the resolution and compares it to the farmer model of borrowing money at the beginning of the season. He also requests citizen input in the future. He moves that the resolution be passed. Supervisor Cook seconds the motion. Chairman Jones asks if there are any further comments. [No response.] He notes that a proper motion and second have been made and calls for the vote. Those in favor are to indicate with the verbal sign of aye.

Dallas O. Jones AYE Ronald M. West AYE S. Bruce Phillips AYE Barry T. Porter AYE R. Randolph Cook AYE Carl J. Faison AYE

Chairman Jones asks if any are opposed. [No response.] The motion to approve the resolution authorizing the issuance and sale of a revenue anticipation note is carried. Chairman Jones goes to item #12 on the agenda, Capital Funding Requests and directs the discussion to Mr. Johnson.

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Mr. Johnson reads, attached for your reference please find capital funding requests from the Sedley, Courtland, Hunterdale, and Ivor Volunteer Fire Departments requesting drawdowns of their accrued capital funding. Mr. Johnson continues, Sedley Volunteer Fire Department will be drawing down a total of $84,000 which represents their capital funding for FY(s) 2015-2020. The proceeds will partially reimburse the department for its recent purchase of a 1997 Freightliner S&S Tanker/Pumper from the Big Island Volunteer Fire Department in Bedford County. Mr. Johnson says, Courtland Volunteer Fire Department will be drawing down their FY 2020 funding in the amount of $14,000 which will be utilized to make a payment on Engine 43. Mr. Johnson says, Hunterdale Volunteer Fire Department will be drawing down a total of $56,000, which represents their capital funding for FY(s) 2017-2020. The proceeds will be used to partially pay for a new brush truck, which they expect to take delivery in August or September. The vehicle cost is $240,000. Mr. Johnson continues, Ivor Volunteer Fire Department will be drawing down their FY 2017 funding in the amount of $14,000 to expand their existing parking lot. Their FY 2018-2020 funding will remain in escrow. Mr. Johnson adds, as you recall, capital funding in specified amounts has been set aside annually for each fire department and rescue squad since FY 2000. These funds are held in escrow until a request to draw them down is approved by the Board of Supervisors. Escrowed funds continue to accrue for each department/squad if they are not drawn down on an annual basis. The attached spreadsheet illustrates the status of capital appropriations since FY 2000. To date, we’ve collectively appropriated $2,565,223 for fire and rescue improvements since 2000, and are currently holding $664,777 in escrow. Separate motions are required to approve the capital funding requests from the Sedley Volunteer Fire Department in the amount of $84,000; the Courtland Volunteer Fire Department in the amount of $14,000; the Hunterdale Volunteer Fire Department in the amount of $56,000; and the Ivor Volunteer Fire Department in the amount of $14,000. Chairman Jones noted that the requests and funding are already in place and motions are needed for their dispersal. Supervisor West moves that the capital funding request from the Ivor Volunteer Fire Department in the amount of $14,000 be approved. Seconded by Supervisor Porter. Chairman Jones says that a proper motion and second are in place. He asks that all in favor designate with the verbal sign of aye.

Dallas O. Jones AYE Ronald M. West AYE S. Bruce Phillips AYE Barry T. Porter AYE R. Randolph Cook AYE Carl J. Faison AYE

He asks for those who are oppose to designate with like sign. [No response.] The motion for the capital funding request for Ivor Volunteer Fire Department in the amount of $14,000 is carried. Supervisor Porter moves that the capital funding request from the Sedley Volunteer Fire Department in the amount of $84,000 be approved. Supervisor Faison seconds the motion. Chairman Jones notes that a proper motion and second are received and calls for the vote. He asks that all in favor designate with the verbal sign of aye.

Dallas O. Jones AYE

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Ronald M. West AYE S. Bruce Phillips AYE Barry T. Porter AYE R. Randolph Cook AYE Carl J. Faison AYE

He asks that all opposed so respond. [No response.] The motion for the capital funding request for the Sedley Volunteer Fire Department in the amount of $84,000 is passed. Supervisor Phillips moves that the capital funding request from Courtland Volunteer Fire Department in the amount of $14,000 be approved. Supervisor Porter seconds the motion. Chairman Jones says that a motion and proper second are given, and he asks that all in favor designate with the verbal sign of aye.

Dallas O. Jones AYE Ronald M. West AYE S. Bruce Phillips AYE Barry T. Porter AYE R. Randolph Cook AYE Carl J. Faison AYE

Chairman Jones requests that all who are opposed designate with like sign. [No response.] The motion for the capital funding request from Courtland Volunteer Fire Department in the amount of $14,000 is carried. Supervisor Porter moves that the capital funding request from the Hunterdale Volunteer Fire Department in the amount of $56,000 be approved. Supervisor Faison seconds the motion. Chairman Jones says that the motion and second are properly received, and calls for the vote. He asks that all in favor designate with the verbal sign of aye.

Dallas O. Jones AYE Ronald M. West AYE S. Bruce Phillips AYE Barry T. Porter AYE R. Randolph Cook AYE Carl J. Faison AYE

He requests that those opposed designate with like sign. [No response.] Chairman Jones says that the motion for the capital funding request from the Hunterdale Volunteer Fire Department in the amount of $56,000 is approved. He further noted that all capital funding requests from the volunteer fire departments are approved by the Board of Supervisors. Chairman Jones then moves to item #13 on the agenda, Consideration of an Agreement with AMB Ambulance Medical Billing. He asks for Mr. Johnson to comment. Mr. Johnson refers the Board to the material in their agenda packets and says, as discussed with the Board last month, I’m seeking your consideration in approving the attached Service Agreement with Ambulance Medical Billing (AMB) to administer our EMS Recovery Program. AMB is currently the vendor utilized by the City of Franklin. The attached service agreement with AMB is virtually identical to AMB’s contract with Franklin County, Virginia, which included a cooperative procurement provision in their 2017 Request for Proposals, in accordance with §2.2-4304 (B) of the Virginia Public Procurement Act. This allows us to take advantage of Franklin County’s competitive procurement process without having to reinvent the wheel. Mr. Johnson continues, under the terms of the Agreement, the County will pay AMB five percent (5%) of the net revenues they collect on our behalf. Based on our most average of 1,700 annual

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transports, AMB conservatively projects net annual collections of approximately $360,000, which would entitle them to $18,000 in annual commissions. Our FY 2019-2020 budget included projected revenues of $250,000 from this source. I’ve also attached a Financial Agreement between AMB, the Southampton County Fire and Rescue Association for use by the 4 rescue squads and 2 first responder fire departments. The hardware costs, $59,500, will be financed by AMB at 0% interest over 3 years. The annual cost for software is $8,980 and the cost for training our emergency responders on its use is $2,500. The County would agree to make the associated payments to AMB on behalf of the Fire and Rescue Association from revenues derived from ambulance billing. If the Board is so inclined, a motion is required authorizing the County Administrator to execute the Service Agreement and the Financing Agreement with AMB. Supervisor West notes that our ambulance people are in favor of this. He makes the motion for authorization. Supervisor Cook seconds the motion. Supervisor Phillips asks if the motion includes authorization for the Financial Agreement with AMB. Supervisor West says that this is included in his motion. With no further discussion, Chairman Jones says that the motion has been properly made and seconded, and calls for a vote. He asks that all those in favor to indicate with the verbal sign of aye.

Dallas O. Jones AYE Ronald M. West AYE S. Bruce Phillips AYE Barry T. Porter AYE R. Randolph Cook AYE Carl J. Faison AYE

Chairman Jones asks for all those opposed to indicate by like sign. [No response.] The motion to authorize the County Administrator to execute the Service Agreement and the Financing Agreement with AMB is carried. Chairman Jones goes to item #14 on the agenda, Agreement with the Commonwealth’s Attorney Regarding Mandated Prosecutor Position Associated with Review of Body Camera Footage. He asks Mr. Johnson to comment on this item. Mr. Johnson says, the final budget bill approved by the General Assembly and signed by the Governor on May 2 included an unfunded mandate requiring localities that employ the use of body worn cameras for its law enforcement officers to establish and fund one full-time equivalent entry-level Assistant Commonwealth’s Attorney, at a salary no less than that established by the Compensation Board, for up to 75 body worn cameras employed for use by local law enforcement officers. The Southampton County Sheriff’s Office currently utilizes approximately thirty (30) body worn cameras. He continues, however, the budget bill further provided that, with the consent of the Commonwealth’s Attorney, a locality could utilize a different formula to accommodate the additional workload resulting from the requirement to review, redact, and present footage from body worn cameras, provided that any agreed upon funding formula between the impacted Commonwealth’s Attorney and the locality employing body worn cameras was filed with the Compensation Board prior to July 1, 2019. Mr. Johnson says, attached for your reference, please find a copy of the Agreement that I’ve entered into with Mr. Cooke for FY 2020, which was filed with the Compensation Board on June 26, 2019. Please note that Mr. Cooke agreed to defer adding the additional mandated position, not because it isn’t needed, but rather because there isn’t available physical space in the Courthouse for another full-time attorney. This agreement remains in effect until June 30, 2020. Mr. Cooke has indicated, however, that he would like to move forward in filling the position in FY 2021 at which time we’ll need to make arrangement for temporary space in an alternate location. No further action is required by the Board at this time.

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Mr. Johnson noted that this is an unfunded mandate for the Commonwealth Attorney’s office. Our current formula is 30/1 and if another formula is used for this position it would need to be filed with the Compensation Board. He added that Mr. Cooke, the Commonwealth Attorney has temporarily deferred this position because at this time no space is available for another employee. Supervisor West said that it bothers him that the General Assembly has instituted this unfunded mandate even though we do not have the space. Mr. Johnson commented that no further action is required by the Board at this time. Chairman Jones goes to item #15 on the agenda, Planning Grant for Newsoms Housing and Drainage Project and asks Mr. Johnson to comment. Mr. Johnson says, Supervisor Cook, Mrs. Lowe, and I met with officials from the Town of Newsoms and the Virginia Department of Housing and Community Development on Tuesday, July 9th for a facilitated planning strategy meeting to discuss the project activities, expected products, and budget. I’m anticipating that the total budget to prepare a competitive grant application will be somewhere in the $27,500 range. With a $10,000 planning grant from the state, that leaves a balance of $17,500 that will need to be funded from local sources. If you were to split that equally with the Town of Newsoms, that works out to $8,750 each. I am seeking your consideration in authorizing up to $8,750, subject to a local match in the same amount from the Town of Newsoms, for development of this application. If the Board is so inclined, a motion is required authorizing up to $8,750 in local funds for this purpose, subject to an equal match by the Town of Newsoms. Supervisor West asks how deep this will get. Mr. Johnson replies that they will learn more during the project as they proceed. Supervisor Cook says, we’ve got to have some money in the pot which we didn’t have before from the town and the county or we’re not going to be considered, that’s the way I understood it. That’s part of the reason it failed the last two times. It’s because there was no match. Then when it comes down and they start figuring the cost and how much the grant will be, that’s the issue that will have to be addressed at that time. Supervisor West says, Ivor’s got some ditches and things that were done way back before Carl Garner was born. And they’re caving in, Carl. There’s water problems. And if you do this for Newsoms – what’s the next step? Mr. Mike Johnson says, order of magnitude. Just so everybody understands what you’re getting into. Order of magnitude, that preliminary engineering report, which was done by an engineer for the town of Newsoms years ago, indicated that the cost of the drainage improvements was well over a $1 million. And that the maximum community development block grant was $750,000. So I just want you to go in with your eyes open. I’m not trying to throw cold water on the project, but I want you to understand. Supervisor West says, I want to look at it some more myself. Chairman Jones says, all right. Any other questions or comments? Supervisor Porter says, it seems to me that there was some discussion on some of this money was related to VDOT work, and that could be considered a local grant or match. Is that a fair assessment? Mr. Johnson says, one of the real missing links in the other applications that you’re going to have to answer this time is – who’s going to be responsible for the ongoing maintenance? Let’s assume we find the financial resources to construct the drainage improvements. Who is going to be responsible for the ongoing maintenance? That’s where we need to have VDOT at the table. And you could use the cost of that ongoing maintenance as leverage. Supervisor Porter says, because I seem to remember last time a successful locality paying like $100,000 as their local grant, not the $400,000. If you took the simple math between what the

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engineering report said and the major maximum grant. But this is also not just – this has to be done in conjunction with improvements to low-income housing as well. Correct? Mr. Johnson says, you always have to demonstrate a clear benefit to low and moderate income households. You always have to do that or you’re never going to get your project funded. Supervisor Cook says, could we say 12 houses have been identified? There’s more than that, actually. But I think 12 is what they were going for. Supervisor Porter says, the cost of doing that is covered by part of the grant. Supervisor Cook says, if the max is $750,000, now I dare say that 50% is going to go to housing. Because they’re not going to fund just drainage alone. Mr. Johnson says, but there could be other programs to deal with the housing, if you could figure out a way to fund the drainage. There’s the Indoor Plumbing and Rehabilitation Program, that is also run through the Department of Housing and Community Development that you could potentially access the necessary funding for the housing fees if you can find the resources to do the drainage fees from another program. Supervisor Porter says, I know a lot of various localities that have water problems but I think that this area has the most severe. I mean, I’ve been through that area after a big storm and there’s water everywhere. I mean, some of it drains away in a couple of hours but some of it takes days, especially in the area they are talking about in this project. Mr. Johnson says, and there are chronic problems, too, with mold and things like that in some of those houses because of that. Supervisor Cook says, the water stands all the time. Supervisor Phillips asks, is there any provision for replacing these houses or, you know, like we did on the other side of the bypass? Supervisor Porter says, those houses were considered in a flood plain and that was FEMA. That was FEMA after the hurricane. Mr. Johnson says, you are thinking about the Hazard Mitigation Grant Program which was basically a buy-out program. You buy the property. The owner of the property takes the proceeds from the sale and they’re able to buy or build a new house somewhere else. The county retains the feasible ownership of the property and the ongoing responsibility of perpetual maintenance. We’re never allowed to develop it in anyway. But that’s a specific flood program, which this area probably will not qualify for. It’s not in the flood plain. Supervisor Porter says, I think we need to move this forward. And contrary to what was said at this podium by a resident of Newsoms about me saying I did not support Newsoms, which was not exactly what I said. I said I would support Newsoms if they put equal skin in the game. And this meets the conditions of my requirements, so I’ll support this. Supervisor Cook says, and I will certainly support it also. Chairman Jones says, all right. Supervisor Porter says, and I move that we move forward. Supervisor Faison says, and I second that. Chairman Jones says, it has been moved and seconded that we move with this $8,750 in a matching grant. All in favor let it be known by using the verbal sign of aye.

Dallas O. Jones AYE Ronald M. West Abstain S. Bruce Phillips AYE

July 22, 2019

Barry T. Porter AYE R. Randolph Cook AYE Carl J. Faison AYE

Chairman Jones asks, any opposed? [One abstention.] The motion is carried to authorize up to $8,750 in local funds for this purpose, subject to an equal match by the Town of Newsoms. Chairman Jones continues, let’s go to number 16. [Discussion Regarding Youth Activities Funding for FY 2020] Mr. Mike Johnson says, as you will recall, the fiscal year 2018 and 2019 Annual Budgets included $5,000 in funding under the Board’s operating budget under what is called “Youth Activities.” This line item was first established by the Board in 2009 at the $10,000 level. We decreased it to $5,000 in 2011 based upon declining economic conditions. It was further reduced to $4,000 in 2013, and then funding was altogether suspended in 2014. Funding was restored in 2018 at the $5,000 level. Mr. Johnson continues, when the funding was first put into place, the Board established a semiannual application process with applications first reviewed by a committee that included 2 board members and 2 staff members. And then after that committee reviewed applications, they submitted their recommendations to the full Board of Supervisors for consideration. This process did prove somewhat onerous for prospective applicants, particularly since at the time we required them to provide a 501(c)(3) certification from the Internal Revenue Service as well as we required them to submit audited financial statements if their annual budgets exceeded $10,000. This discouraged many of the county youth organizations from applying, and there were actually several years when we did not award all of the funding that was budgeted. Mr. Johnson says, in fiscal year 2018, the Board appropriated funding to the baseball and softball associations across the county. We divided it equally – it was $833.33 each to six baseball and softball associations. You may remember from just a couple of months ago in fiscal year 2019, the total amount was appropriated to Virginia Cooperative Extension, benefiting more than 100 Southampton County youth who participated in 4-H Camp. Mr. Johnson says, at your May meeting, you asked that this matter be placed on your agenda for discussion as it related to the fiscal year 2020 discussion. I’m open to your direction on how you all would proceed regarding this funding in fiscal year 2020. You may wish to reestablish a formal application process or you may say we simply want to receive unsolicited proposals. I did receive one such unsolicited proposal earlier this month. It came from Michael Bradshaw, the Commissioner of the Franklin Youth Football and Cheer Organization. Michael makes a compelling case. He noted that 112 Southampton County Youth participate in that league. He’s officially asking for $7,500 from this line item. I am open to your direction on that request as well. Chairman Jones says, Mr. Ron West? Supervisor Ron West says, it’s unfunded. But that being said, I want to see the youth given the opportunity to participate in athletics – it’s important. And I want to see that opportunity continue. So I would like to see that the process of application take place. The 501(c) (3), I’m not sure that’s a necessary item. But that being said, we even had an additional one tonight that I wrote down – Courtland Recreation Center. But that is to be reviewed and the money distributed accordingly. Chairman Jones says, all right. Mr. Faison? Supervisor Faison adds, I agree but I think there needs to be some type of application process. But there are probably some organizations that we aren’t even aware of. Because a lot of people do a lot of volunteer work with our youth. So an application process would give an opportunity for those persons to let themselves be known. But it shouldn’t be something complicated. Chairman Jones says, Mr. Porter? Supervisor Porter says, I think we need to have a menu of options to choose from to determine which is more appropriate for the county youth. I think the budget this year contains $15,000 and surely the requests tonight are worthy of consideration. But I am not ready to vote on that tonight.

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Supervisor West adds, I’m not either. But it’s under consideration, yes. Chairman Jones says, Mr. Cook? Supervisor Cook says, I agree. Some type of application process that wouldn’t be so onerous, and since there are others out there that are not participating but may want to participate. Supervisor West says, but stop and look. Franklin has a Recreational Department. We have hunt clubs and the country club. But that being said – what else? Other than Tucker Swamp which has a Family Life Center. You can play volleyball at it and basketball at it. But how many churches have that type of facility? And recreation is important for youth. It’s a good place to hang out, there’s leadership. You know the story, I don’t have to say these things. But I think we need to be in the business a little bit and Franklin Recreational – I don’t know how successful it is, I don’t know what its budget is. I want to hold off for a while and get a little more information, please. And what we have budgeted with $15,000 – is that correct? So I would like to hold for a little while. Chairman Jones says, Mr. Phillips? Supervisor Phillips says, I see that Mr. Bradshaw requested $7,500 and that we had used $5,000 last year. But I agree we need to support recreation in this county. And I would say that we need to set a time for these organizations to submit or either have an application with a date which says that applications will be received up until this certain time so that we can move this process forward. And I would say that it needs to be as this is presented in our agenda it does not mention the $15,000 but it talks about what was done in the past. But I would say that we need to be clearer on what we are offering to the county and to these different recreation associations. And I would just say let’s move this forward to make sure that everyone has an opportunity. Supervisor West says, and that all applications are received by a certain date. We need to take the number of applications into account. It would be a good start tonight to get that process started. Mr. Johnson asks, so when do you want to receive applications? When would you like to make that decision? Supervisor Phillips asks, is this to be awarded in the 2020 budget year? Mr. Johnson replies, it is available now, from July 1. Supervisor West says, December 31st for the next season. I would put December 31 date as the minimum and that would be ready for the spring of 2020. Supervisor Porter says, I think what they’re looking at is the opening of football. This request is $67 per student. I don’t know if that’s a fair amount, too little or too much. But that’s what they’re asking for, $7500. $67 per participant. I think what we need to do is look at some metrics on that basis. We need to look at how many Southampton kids participate and let’s develop some equal procedures for funding these organizations. Mr. Railey asks, Mike, would it be helpful to hear from Mr. Bradshaw? Supervisor West says, yes. Let’s get him, please. Mr. Michael Bradshaw comes forward and says, good evening. I’m Michael Bradshaw with Franklin Youth Football and Cheer. Can you hear me? What questions did you have? Our season begins in September. I know that’s the last thing Mr. Faison was talking about. Our season will be over the first week in November. Our kids need it this year – we can’t wait until December 31st to apply again. We need money you appropriated to be spent this year because it would be spent in the year 2020 if you gave it to us, not 2019. We have 112 kids, boys and girls, throughout the county, spread on 4 teams that participated last year. I anticipate a larger number this year because I added 2 teams to the league, although they come from other counties to join this league. I want to start having games in multiple locations. I wanted to form/re-form a team in Courtland this year and I couldn’t find the funding. I have a coach who lives here in Courtland and was going to have his team at the Recreation Center which someone mentioned. But we needed $1000 to buy used equipment but I couldn’t find the $1000. This would enable me to buy and get that team going this year. Because the

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coach is still here, still willing. The kids are still here, still willing. We were not able to ask last year. I just took over last year as commissioner and nobody knew that the county had money. Mr. Bradshaw continues, but the city of Franklin provides us with some support. They provide us with ambulance service at each game, don’t charge us a dime. They provide us with fields to practice on, the lights, the restrooms, the stadium. We are planning some games at Windsor High School. We are going to Wakefield, not the 4-H Center but the recreational center out on 460. We have games at Surry. The Surry Parks and Rec completely funds their team. The waste company that owns the landfill in Surry, Atlantic Waste, funds the Wakefield team. The Windsor team is funded partly by Isle of Wight County. And this is just the right thing to do for Southampton County’s kids. As for you guys, maybe $7500 was too much to ask for, but I look at that as $67 per kids which is not a lot to ask for. But we could use some help. I think Mr. Hill from Boykins has spoken to Mr. Faison several times in the past asking for donations and hasn’t gotten any. Mr. Hill has funded that team all of my life out of his pocket. And I came in this past year, trying to give back what he has done for me all of these years. And I’ll answer any questions you guys have. Chairman Jones says, are there any questions? Mr. West? Supervisor West says, no. I’m pleased to hear this. Chairman Jones asks, Mr. Faison? Supervisor Faison says, I am very much aware what he is talking about and I see the need for it. Chairman Jones asks, Mr. Porter? Supervisor Porter says, I don’t know. I’m aware of what is going on. But based on where we are now and what we are trying to establish, I can’t support tonight the full $7500. Maybe half of it. Maybe $3750, maybe I could go with that. Because I know that he’s in need. His season is approaching. Maybe more so than any other one. But tonight, I would support half that. Chairman Jones says, all right, Mr. Cook? Supervisor Cook says, same thing. I was looking at these teams we supported with $833 which were getting about $16 a kid for the previous year. Chairman Jones asks, Mr. Phillips? Supervisor Phillips says, I think we need to be sure – I had a constituent and a neighbor. They had a basketball league that plays at Riverdale School, small children, and they are scrambling and trying to find funding for their recreational association as well. And there is an opportunity also to explore also Southampton High School’s stadium as well where the county and the school system could become involved. Where they could be playing more locally, and could find some money for that. Mr. Bradshaw adds, in the past we were able to play some of our games outside at Southampton High School but that stopped in 2012 because of a financial crisis and the lack of funding. Supervisor Phillips says, I think he needs to receive the funding so he can move forward with his planning for this season. But, and I don’t know whether this is July or August and your season starts when? Mr. Bradshaw replies, September. Supervisor Phillips continues, September. Just to make sure that we maintain a level playing field for all those involved. To find out who else and what other groups – whether its basketball, football, or the softball leagues as well. To make sure that we can at least fund at the same level that we’re talking about right now. We’re at the very beginning of this, of trying to have a recreation budget. Supervisor Porter says, and how many leagues are there? Supervisor Phillips says, well, that’s what I’m asking. How do we make that decision?

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Supervisor Porter says, I understand what you’re trying to do but I also understand his timeline. They are making plans and they are spending money now to get their season started. Supervisor Phillips says, I know. But if we took a number to fund his football league, I think that should be a number that’s available throughout. Supervisor Faison says, I think that when you talk about an immediate need. You suggested around $3000. I think that’s reasonable. But we still can get the applications from everyone else so we can decide. And then if he can be blessed if he can be eligible with more later on, then fine. But we need to fund something right now. Supervisor Phillips says, that’s fine. Supervisor West asks, what if you divide it up into three sections by sport? Like football – I’m just saying – like basketball, softball, or whatever the other one was. $5000, $5000, $5000. Supervisor Faison says, I don’t know about $5000-$5000-$5000, that way. Because probably the football equipment is a lot more expensive than baseball equipment. So maybe on the application they justify what their request is. Supervisor Porter says, and I want to remind you, too, that the different sports have different options for funding and the number of people who play. And football is probably the most expensive to outfit a kid. Because you have to make sure you have equipment that prevents a kid from getting hurt. And when I was in elementary school, I played on the Boykins football team. We played Southampton and we used to go to Franklin to play for Franklin. I remember that, many 50+ years ago. So for someone that’s been around for a while, I remember that I had to pay a nominal amount. It didn’t cover anywhere near the equipment that they loaned me to play with. And I think that my parents had to come up with $5 or $10 so I could play. And that’s about all they could do. And I assume the kids have a nominal amount they have to pay if they can afford it. Right? Mr. Bradshaw replies, the Franklin team charges $25 per player. The Windsor team doesn’t charge anything. It depends on the coaches who own the team what the kids pay. I know that the Windsor team has tried to get their kids to pay something before but most of them are so underprivileged, they can’t even pay $10 to play. Most of them play in tennis shoes because they can’t afford cleats. Supervisor Porter asks, where do you get most of your current funding? Mr. Bradshaw says, most of our funding comes from the gate fees. And we’re trying to keep our gate fees down. Right now, students pay $1 and parents pay $3 to get in. And we’re trying to keep it that way so that people can afford to come out and see their children and grandchildren play. Chairman Jones says, all right, give me a figure. Supervisor Porter says, I would move we give them $3500. Chairman Jones says, anyone else have a figure? [No response.] Everyone want to go with $3500? Supervisor Faison says, I second the motion. Chairman Jones says, all right, we have a motion and a second. All in favor let it be known with the verbal sign of aye.

Dallas O. Jones AYE Ronald M. West AYE S. Bruce Phillips AYE Barry T. Porter AYE R. Randolph Cook AYE Carl J. Faison AYE

Chairman Jones continues, any opposed? [No response.] Then the motion is carried. The motion for direct distribution of $3500 in funding from the “Youth Activities” line item to the Franklin Youth Football and Cheer Organization is approved.

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Chairman Jones says, thanks to Mr. Bradshaw for coming out tonight. Supervisor West says, thanks for what you are doing. Mr. Johnson says, so back to the application process. What kind of timeframe do you want look at now for that? Supervisor Faison says, December 31st would be reasonable now, I think. Mr. Johnson says, to be submitted by December 31st? Supervisor Phillips says, let’s see if we can speed that up. Supervisor Porter says, I think we need to do it by September 1st. Chairman Jones says, let’s do it by September. Supervisor West asks, how are going to get that information in? It’s almost August. Supervisor Porter says, this year might be different because you’ve already allocated some money to the football. But again, you’ve got basketball coming up. They need to get theirs in. Supervisor Faison says, as far as the application is concerned, what kinds of things can we ask for? Supervisor Porter says, just something simple. Number of kids – Mr. Johnson says, we can go back in and look at the application we have used. Chairman Jones says, we have used one. Mr. Johnson, we can remove the 501(c) (3) requirement and the financial requirement – get rid of all that. Use the basic form and template. Keep it much the same. Supervisor Phillips says, let’s have something next month and see what we can come up with. Supervisor Porter says, the question is – do we donate to leagues or do we donate to individual teams? This was a league, this was not the team. Supervisor Phillips says, currently we have recreational associations in Capron-Drewryville, Courtland, Hunterdale, Ivor, Newsoms, and Sedley. Supervisor Porter says, they’re individual teams. Supervisor Phillips says, no. You’ve got coach pitch, T-ball, and you’ve got five or a number of different categories in each and in each location. Supervisor Porter says, I saw Newsoms’ teams and they play in the Southampton/Sussex league and they play softball and baseball. Supervisor West asks, David, do you have some experience in this? David Edwards says, my wife’s the head of the Southampton County softball recreation. She’s in charge of that. So she’s got Ivor, Sedley, Capron, Newsoms… The girls’ teams, she’s got three separate teams in each category. You are probably talking 500-600 kids if you really added them all up, just on the baseball/softball side. I’ll tell her tonight. Do they all come as one, or can they come single or as a bunch? Because they all have costs, they travel. We just finished up our season, so that won’t come effective until next year. Supervisor Porter says, I think they all have to be considered together because you have to be fair throughout the county. We did that when we gave the money to the associations the year before last. Newsoms and Ivor and Hunterdale and all that. $833 to each one.

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Supervisor Phillips says, six separate groups. But what he’s saying is that there’s not just one team at each location. It’s a number of teams. Supervisor Porter says, yes, I know. Supervisor Phillips says, there are six. Supervisor West says [to David Edwards], it’s an association that your wife’s heading? That oversees that for Ivor and Newsoms… David Edwards says, she’s like a commissioner of the softball league. You know, their funding comes mostly the teams themselves. There’s no gate charge. Unless it comes from, like Courtland. They might have a fundraiser. She’s just commissioner of the league. Supervisor Porter says, and some teams have – I’ll call them angels. I mean Hunterdale gets a lot of money from the Hunterdale Ruritans. And I’m sure other teams may get money from other organizations as well. So, everybody says you want to be fair, you want to be equal. But what is equal? Is equal giving the rich team the same as the teams that don’t have as much money? I don’t know. I don’t know how we deal with that. Supervisor Faison says, this is certainly a learning process. We’re going to have to start. Supervisor Phillips says, we need to begin. We are restarting a process again. Supervisor Faison says, so the application process has to be such that when a person sends it in, they can provide as much information as possible in terms of needs. Mr. Johnson says, let us put together the draft application. We’ll have it ready at your meeting next month. You can look at it, tweak it, make whatever changes and provisions you want to make. And this year we can look at maybe a November deadline for applications or whatever. If you want to move that back to September 1 next year, we can certainly do that. If that’s okay with you all. Supervisor Faison says, sounds good. [Various Supervisors agree.] Chairman Jones says, at least we can ask some of these associations to be here, or some of the people who are in charge of them. We could question them. You’re talking about his wife. Supervisor Phillips says, we need to make sure, I think, tonight everyone will go to their respective – whatever they are associated with. We need to know what their needs are, what athletic associations there are. Chairman Jones says, all right. We’ll look forward for this next month, Mr. Johnson. Mr. Johnson says, I’ll have a draft application for you next month to begin to discuss. Chairman Jones says, we’ll go to # 17 now, Mandated Training. Mr. Johnson says, as of July 1 of this year, all elected local officials are required to receive training from the Ethics Council of the State and Local Government Conflict of Interests Act (COIA). Officials who are in office on July 1 have until December 31 to complete the training. Officials who assume office after July 1 have to complete the training within two months of taking office. Thereafter all elected officials must receive this training at least once every two years. The training must be provided by the Virginia Conflict of Interest and Ethics Advisory Council. It cannot be provided by any other entity to satisfy the training requirement. As Clerk to the Board of Supervisors, it is my responsibility to maintain the training records for this Board. Now the Ethics Council has developed an online training module. It takes about 55 minutes to go through that session. And it does satisfy the training requirement once it has been viewed. In addition, at the request of this Board, the Ethics Council staff can provide in-person training, subject to availability. And they have indicated that they are not available any of the months that the General Assembly is in session. So if you are thinking about training sometime in January, February, or March, they are not going to be able to do that.

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Mr. Johnson continues, I am open to your direction on how you would like to meet the requirement. There are several options as I see it. We can do a work session that’s devoted exclusively to this matter where the Board collectively watches the video/online tutorial. We could do a work session where we invite the staff from the Ethics Council to provide in-person training which would allow you the opportunity to ask questions, which obviously you can’t do with the online version. Or each individual supervisor can review the online training independently at your own convenience. The way that it works is you have to log in to the Council’s website to be able to view that training. They will be able to tell if you watched all 55 minutes or not, and once you have completed that training they will make available to me that confirms that you have completed that. So I’m open to your suggestions on how you all would like to proceed with this. Chairman Jones says, Mr. West? Supervisor West says, well, I would like to watch the online training. Chairman Jones asks, Mr. Porter, what would you like to do? Supervisor Porter says, I’m fine with the online training. Chairman Jones asks, Mr. Cook? Supervisor Cook says, online training. Chairman Jones asks, Mr. Phillips, online training? Supervisor Cook says, yes. That way, Mr. Edwards can pick it up. Supervisor Faison says, yes. Chairman Jones says, that way you can pick it up whenever you want to do it. Okay, so we’re all doing it online? Supervisor West asks, so are we going to do it collectively, all at the same time? Chairman Jones says, so it’s like another meeting? But maybe one day you can, but he can’t. Supervisor West says, so if we meet, that means the public can meet. Chairman Jones says, so we need to do it individually. That’s what I’m thinking. That’s what you’re saying. Mr. Johnson says, we can do #3. But if any of you have any difficulty with computer access, logging in or whatever, feel free and you can come here and we’ll set you up in the conference room and we’ll get it started for you. We can do it that way. Chairman Jones asks, is that all right, everybody? Supervisor Porter says, it works. I’m on the website right now. The address is in the memo that’s included in the agenda. Chairman Jones says, all right. That works for me. Supervisor West says, the reason I wanted to do it collectively and do it in a work session is that the general public could be invited and see the standards and know the thing that we stand for and it will give you the public input that would be beneficial. That’s my humble opinion. (That’s option 1.) Supervisor Phillips asks, is this available to everyone or is it only available to Supervisors? Mr. Johnson says, elected officials. But I think anybody could view it, but the only people who are required to view it obviously are elected officials.

July 22, 2019

Supervisor West says, I will go with whatever the Board wants to do. I can get on board, okay? Chairman Jones says, so we’re doing it individually. [Various Supervisors agree.] Supervisor West says, so that’s the consensus. I’ll agree. Chairman Jones says, it’s individual, so let Mr. Johnson know. Supervisor Phillips says, or you can come here. Chairman Jones says, yes, whatever one you want to do. That’s a good rainy day thing. Chairman Jones continues, okay, let’s move on to #18. [Consideration of Assignment of New Road Names Based Upon Configuration of the New Courtland Interchange] Mr. Johnson says, so as you all are aware, the Courtland Interchange project altered “Old Bridge Road” by eliminating the intersection of Southampton Parkway, and has effectively created two segments of roadway instead of one. The potential exists to confuse first responders, delivery trucks, and the traveling public if they turn onto Old Bridge Road at its intersection with Jerusalem Road while attempting to locate Old Bridge Road addresses that are south of Southampton Parkway. So in order to avoid potential confusion, we’re recommending that the segment north of Southampton Parkway retain the “Old Bridge Road” name. The new roadway begins at the round-about in front of the Courtland Inn and continues through the second round-about and further continues to the terminus at the Nottoway River (which was formerly the Old Cypress Bridge) will need a new road name assigned. In addition to that, there’s a short section of roadway that leads to “Cattashowrock Town,” which is the tribal property of the Chereonhaka “Nottoway” Indian Tribe which will also need a new name. Mr. Johnson continues, §15.2-2019 of the Code of Virginia authorizes localities to name streets, roads, and alleys. I did consult with Ms. Updike who is President of the Southampton County Historical Society and Mr. John Quarstein who is the project consultant for the Nat Turner Trail, and they suggested for your consideration the name “Insurrection Trail,” for the section that leads from the round-about to the river. Ms. Updike also proffered other suggestions to your attention tonight during the Citizen Comment period. I have not been able to make contact with Chief Walt Brown yet. I did suggest in here that you consider naming that segment “Chereonhaka Way,” subject to his concurrence. But certainly if you have other ideas, that’s perfectly fine. Mr. Johnson says, there is an aerial map that is included with your agenda packages along with a series of emails from the Southampton County Emergency Communications Center requesting some clarification on this issue. What I’m asking for tonight is that you take this matter under advisement to allow sufficient time for public feedback and consider adoption of a resolution assigning these road names or others at your regular session next month. Supervisor Porter asks, should we have a public hearing on this? Mr. Johnson replies, if you like. Chairman Jones asks, is that what you’re suggesting? Supervisor Porter says, I’m just throwing it out there to see what the Board thought. Chairman Jones says, we can have a public hearing next month. Is that okay with everyone? So the public can put in their input. So we can schedule the public hearing. Mr. Johnson says, so is that what we want to do? Advertise a public hearing? Chairman Jones says, yes, sir. Supervisor Porter says, that will insure the public has a chance to respond. Chairman Jones says, yes, the public can have their input.

July 22, 2019

Chairman Jones says, all right, we’ll go to #19, Miscellaneous. Mr. Johnson says, just several items for you to read. You’ve got a copy of the summer newsletter from the Chowan Basin Soil and Water Conservation District. I will also point out a copy of Mrs. Beth Lewis’ solar presentation. She presented a solar workshop sponsored by the Virginia Association of Counties last month in Dinwiddie County. I know Supervisor Phillips attended that workshop and he may have some comments about that. Supervisor Phillips says, I would say – and we have a paper copy that you can have – it was a worthwhile conference. It was well attended by counties all the way from the far west to the Shenandoah Valley and throughout. And there is a whole lot of solar going on in this state. This governor, it feels like he is under a mandate to establish as much as possible. I would urge you if you would get a copy of this or make sure you view the one that’s associated. But what I am trying to do – and I talked with the man who put this together, Mr. Joe Lurch – is to try to give the counties who are hosting these solar installations to be better compensated for what they’re doing in comparison with, for example in Henrico County a $1 billion investment by Facebook. It seems there are two options. Revenue sharing, and it’s in the Code of Virginia that it does not have to be contiguous. So you can share revenue between two localities that are involved in the same event, so to speak. And also the 80/20 discount that these solar facilities are getting will expire in two years. So like I said, continuing to discuss with VACo how we can, if that went away it would be a huge improvement to what this county is getting. It continues to diminish, the tools and machinery at the end of 25 years it has depreciated. That’s what we need to be aware of and look to see what the other counties are doing and how to work with them together. Chairman Jones says, Mr. Cook and I are getting a session in Homestead and we are so far ahead of over half of the state of Virginia. Supervisor Phillips says, our solar ordinance – a lot of counties are using ours as a model. And Ms. Lewis was a presenter at this conference. Chairman Jones says, Mr. Cook and I heard stuff that we have gone through and done and put into place. And they haven’t even started. Chairman Jones says, are there any Late Arriving Matters (#20), Mr. Johnson? Mr. Johnson, no. Chairman Jones asks, is there anyone else with anything to bring before the Board? [No response.] With no further business to conduct and no opposition by the Board, the regular meeting of the Board of Supervisors adjourned at 9:06 p.m. _______________________________________ Dallas O. Jones, Chairman _______________________________________ Michael W. Johnson, Clerk