Present: E. Stanley Langford, Jr., Chairman Edwin E. Smith, Jr., Vice-Chairman Margaret H. Davis, Supervisor Sidney N. Johnson, Supervisor

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1 Virginia: At a Regular called meeting of the Essex County Board of Supervisors held on Tuesday, June, 9, 2015 at 7:00 p.m., in the Board Meeting Room, in the Essex County School Board and County Offices Complex, at Tappahannock: Present: E. Stanley Langford, Jr., Chairman Edwin E. Smith, Jr., Vice-Chairman Margaret H. Davis, Supervisor Sidney N. Johnson, Supervisor A. Reese Peck, County Administrator CALL TO ORDER The Chairman called the meeting of Tuesday, June 9, 2015 to order at 7:00 p.m. PUBLIC COMMENTS Ivan Smith of 1021 Montague Road in Laneview discussed Remote Area Medical which provides free health care. The next clinic will be held November 14 th and 15 th at the Richmond County Intermediate School. He introduced Terri Lewis, Associate Professor of Nursing, at Rappahannock Community College. The primary focus is dental and vision. The website may be visited for more information. Terri Lewis of 7085 Madison Avenue of Warsaw, Virginia commented that they are hoping to see about 700 people. Local physicians, dentists, and eye care providers have volunteered to work with citizens from Essex County as well as the service region for Rappahannock Community College. They requested some consideration for funding from the Board to help support their budget of $10,000. They also requested support to help spread the word about the Clinic. They need to get the message out to both providers who want to volunteer and patients who want to be serviced. The patients are seen on a first come, first serve

2 basis whether they have current health insurance or not. Many patients have insurance but cannot afford the deductible or do not have the extended vision and dental, so the Clinic hopes to reach a lot of those patients as well. The event will be held at Richmond County Intermediate School. Martin Smith, Jr. of 322 Cheaneys Bridge Road asked the Board to consider adopting a noise ordinance for the County like that of the Town of Tappahannock. An incident during the week of Memorial Day has brought on noise disturbances from a neighbor. Theresa Smith, the mother of Martin Smith, Jr. of 322 Cheaneys Bridge Road also requested consideration of a noise ordinance and voiced her concerns for the same reasons. Stanley Langford, Chairman, stated that they will have the Sheriff and the Building Official follow up on this matter. Stanley Langford, Chairman, closed the public comment section. PUBLIC HEARINGS Chairman Langford open the public hearing on VDOT s six-year plan for state roads in Essex County. Joyce McGowan, VDOT Residency Administrator, reported on the Secondary Six-Year Construction Plan. The Code of Virginia section requires the County Board of Supervisors in conjunction with VDOT to formulate a Secondary Six-Year Improvement Plan and a priority list for the Secondary Construction Budget. Tonight a workshop and a Public Hearing will be held for the consideration of Fiscal Years Plan and the Fiscal Year 2016 Budget. The Fiscal Year 2016 Budget is actual dollars and the other five are projections of what will received and on the plan. The total dollars of the six year period is $356, The 2016 Construction Budget is $57,357. The Six-Year Construction Plan has a paved priority on Desha Road Route 659 that is under construction and should be completed in July. The unpaved road priorities are Laurel Level Road and Ullainee Road Route 640. Roy Bray of Dunnsville reported that road maintenance is nonexistent. He requested that something be done. He expressed

3 his concerns to the Board and VDOT about the poor conditions of local roads. Stanley Langford, Chairman, closed the Public Hearing. Stanley Langford, Chairman, stated that before the Board is the Six Year Plan, the report from Ms. McGowan and two Resolutions. Supervisor Smith moved to adopt Resolution # for VDOT S Secondary Six-Year Plan. The motion carried with a vote of 4-0. AYES: Smith, Johnson, Davis, and Langford NAYES: None ABSENT: None. Resolution # RESOLUTION APPROVING VDOT S Secondary Six-Year Plan (FY2016 through FY2021) and Construction Priority List (2016) WITHIN THE COUNTY OF ESSEX WHEREAS, Sections of the 1950 Code of Virginia, as amended, provides the opportunity for each county to work with the Virginia Department of Transportation in developing a Secondary Six-Year Road Plan, WHEREAS, this Board had previously agreed to assist in the preparation of this Plan, in accordance with the Virginia Department of Transportation policies and procedures, and participated in a public hearing on the proposed Plan (FY 2016 through FY2021) as well as the Construction Priority List (2016) on June 9, 2015 after duly advertised so that all citizens of the County had the opportunity to participate in said hearing and to make comments and recommendations concerning the proposed Plan and Priority List, WHEREAS, the Residency Administrator of the Virginia Department of Transportation, appeared before the board and recommended approval of the Six-Year Plan and budget for Secondary Roads (2016 through 2021) and the Construction Priority List (2016) for Essex County, NOW, THEREFORE, BE IT RESOLVED that since said Plan and budget appears to be in the best interests of the Secondary Road System in Essex County and of the citizens residing on the Secondary System, said Secondary Six-Year Plan (2016 through

4 2021) and Construction Priority List (2016) are hereby approved as presented at the public hearing. ADOPTED: This 9 th day of June, Supervisor Johnson moved to adopt Resolution # for the hard surfacing of certain unpaved roads deemed to qualify for designation of State Route 727, Laurel Level Road as a Rural Rustic Road. The motion carried with a vote of 4-0. AYES: Johnson, Smith, Davis, and Langford NAYES: None ABSENT: None. RESOLUTION # RESOLUTION APPROVING THE HARD SURFACING OF CERTAIN UNPAVED ROADS DEEMED TO QUALIFY FOR DESIGNATION OF STATE ROUTE 727-LAUREL LEVEL ROAD AS A RURAL RUSTIC ROAD WHEREAS, Section of the Code of Virginia, permits the hard surfacing of certain unpaved roads deemed to qualify for designation as a Rural Rustic Road; and WHEREAS, any such road must be located in a low-density development area and have no more than 1500 vpd; and WHEREAS, the Board of Supervisors of Essex County, Virginia desires to consider whether Laurel Level Road, Route 727, From: Route 611 To: Dead End be designated a Rural Rustic Road; and WHEREAS, the Board is unaware of pending development that will significantly affect the existing traffic on this road; and WHEREAS, this road is in the Board s six-year plan for improvements to the secondary system of state highways; and WHEREAS, the Board believes that this road should be so designated due to its qualifying characteristics; NOW, THEREFORE, BE IT RESOLVED, the Board hereby designates this road a Rural Rustic Road, and requests that the Residency Administrator for the Virginia Department of Transportation concur in this designation. BE IT FURTHER RESOLVED, the Board requests that this road be hard surfaced and, to the fullest extent prudent, be improved within the existing right of way and ditch-lines to preserve as much as possible the adjacent trees, vegetation, side slopes, and rural rustic character along the road in their current

5 state. BE IT FURTHER RESOLVED that a certified copy of this resolution be forwarded to the Virginia Department of Transportation Residency Administrator. ADOPTED: This 9 th day of June, Enterprise Zone Application Resubmittal Trenton Funkhouser, Economic Development Director, reported to the Board on submitting the Enterprise Zone Application once more after the past 2 years of being unsuccessful. The deadline for the submittal is August 1, The application cannot be submitted anymore until Stanley Langford, Chairman, opened the Public Hearing for comments concerning the Enterprise Zone. John McGruder representing the Agriculture and Forestry Committee expressed his support for the approval of the application. Stanley Langford, Chairman, closed the Public Hearing. Supervisor Smith moved to accept Resolution # authorizing the County Administrator to submit all information needed to apply for the Virginia Enterprise Zone Designation with the correction of the typos. The motion carried with a vote of 4-0. AYES: Smith, Johnson, Davis, and Langford NAYES: None ABSENT: None. RESOLUTION # A RESOLUTION AUTHORIZING THE COUNTY ADMINISTRATOR TO SUBMIT ALL INFORMATION NEEDED TO APPLY FOR VIRGINIA ENTERPRISE ZONE DESIGNATION WHEREAS, the Commonwealth of Virginia is accepting applications to the Virginia Enterprise Zone Program administered by the Virginia Department of Housing and Community Development for 2016 Enterprise Zone Designations; and

6 WHEREAS, the Virginia Enterprise Zone Program is a partnership between state and local government in which both parties seek to improve economic conditions within designated localities; and WHEREAS, the Virginia Enterprise Zone Act went into effect July 1, 2005 and Virginia Code Enterprise zone designation allows the designation of Enterprise Zones within jurisdictions located within the Commonwealth of Virginia when periodic zone designation competitions are announced; and WHEREAS, Essex County has identified areas of the County and the Town of Tappahannock to be included in an Enterprise Zone, should it be designated, that is comprised of less than 6 square miles; and WHEREAS, the Town of Tappahannock has indicated it is in favor of Essex County pursuing the designation of an Enterprise Zone that will include areas within the Town Boundary; and WHEREAS, the County of Essex, on June 9, 2015 held a public hearing on the Essex County application for an Enterprise Zone Designation; and WHEREAS, citizens of Essex County strongly support the County s application for Enterprise Zone Designation, and NOW THEREFORE, BE IT RESOLVED by the Essex County Board of Supervisors this 9 th day of June, 2015, that the County Administrator be, and is hereby, authorized to act on behalf of Essex County in submitting an application to the Virginia Enterprise Zone Program administered by the Virginia Department of Housing and Community Development for 2016 Enterprise Zone Designations. BE IT FURTHER RESOLVED by the Essex County Board of Supervisors that the County Administrator is designated to act as Local Zone Administrator and, as Local Zone Administrator, is authorized to submit all information needed to apply for Enterprise Zone Designation and is authorized to meet other program administrative and reporting requirements as defined by the Enterprise Zone Regulations, throughout the life of the zone. ADOPTED: This 9 th day of June, 2015

7 COUNTY ADMINISTRATOR S AND AGENCIES REPORTS Reese Peck, County Administrator, stated that the County has been negotiating with the VRS on settling the retirement commitment to the employees that worked at the Bridge House prior to it being closed. Mr. Peck will be meeting tomorrow with County Administrators from participating counties to discuss this matter. It appears that each county will have to come up with no more than $25,000 to buy the required annuities to meet the retirement commitments. There were some retain earnings being held at the VPPSA from the sale of white goods in access of the capital needs. Therefore the County was allowed to withdraw $100,000. The $100,000 will deposit it into a Facilities Maintenance Reserve Fund. Jeff Hodges, Building and Zoning Official, reported that there will be a Planning Commission meeting next Tuesday. It will include a rezoning request, a two conditional use requests, and a Public Hearing on the Comprehensive Plan Update. Trenton Funkhouser, Economic Development Director, reported on the Mayors and Chairs meeting about forming a regional economic development organization. In addition he brief the Board on a VACo Economic development Committee that he sat in on in behalf of Mr. Peck. Joey Reinhardt, President of Tappahannock-Essex Volunteer Fire Department, reported that the state Fire Study team was here last month to conduct their field work. He thanked Jimmy Brann and the Sheriff for taking the time to meet with the study team. Mr. Reinhardt also reported to the Board that the current fire truck will be paid off in February of In addition, another fire truck will be needed soon than later. They have started the process of drawing up specifications for a new truck and the total project is going to run between $475,000 and $500,000 for fully equipped truck. He reported that Mr. Peck helped the Tappahannock-Essex Volunteer Fire Department to connect with USDA for financing and they also have grant opportunities available. They have applied for a grant and a loan to help finance the truck. They re to receive a grant for $50,000. He requested that the Board consider helping the Fire Department with the remaining $25,000 for the new truck. The desired truck is scheduled to have a price increase that will take place in August.

8 SCHOOL SUPERINTENDENT S, CONSTITUTIONAL OFFICERS AND VDOT REPORTS Treasurer s Report The records of this office show the following balances at the close of business on May 31, CASH IN OFFICE $1, CASH IN BANKS Essex 0.15% $1,549, Cafeteria 0.15% 19, MONEY MARKET Essex 0.40% $2,750, INVESTMENTS 0.11% $4, SunTrust Lease Revenue 0.17% 45, The above balances are secured according to Chapter 350 of the Tax Code of Virginia and I certify that they are correct to the best of my knowledge and belief. CONSENT AGENDA Stanley Langford, Supervisor, stated that he needed a motion to approve items A,B,C,F,G,H,I and J and move item D and E to Action Matters. Adoption of May 10, 2015 Minutes Supervisor Langford moved that the regular meeting minutes of May 10, 2015, of the Essex County Board of Supervisors be adopted. The motion carried with a vote of 4-0. AYES: Smith, Davis, Johnson, and Langford NAYES: None ABSENT: None.

9 Payroll Supervisor Langford moved that the Payroll in the attached report for the period of May 1, 2015, through May 31, 2015, be ratified. The motion carried with a vote of 4-0. AYES: Smith, Davis, Johnson, and Langford NAYES: None ABSENT: None. Accounts Payable Supervisor Langford moved that the Accounts Payable in the attached report for the period of May 1, 2015, through May 31, 2015, be ratified. The motion carried with a vote of 4-0. AYES: Smith, Davis, Johnson, and Langford NAYES: None ABSENT: None. Langford NAYES: None ABSENT: None. Budget Transfer-Management Services Supervisor Smith moved to approve the transfer of funds in the amount $21, from Management Services to cover the final 1/3 of the comp time payout for the Sheriff s department in order to bring their balance to 80 hour limit stated in our personnel policy. The motion carried with a vote of 4-0. AYES: Smith, Davis, Johnson, and Langford NAYES: None ABSENT: None. Budget Transfer-Juvenile and Domestic Relations Court Supervisor Smith moved to approve the transfer of funds from the Merrimac Juvenile Detention Center ( ) to Miscellaneous: Transfer to Debt Service Fund ( ) to pay County share of Essex County Airport Authority semi-annual bond payment in the amount of $13, due by July 1, The motion carried with a vote of 4-0. AYES: Smith, Davis, Johnson, and Langford NAYES: None ABSENT: None. Budget Transfer-Commonwealth s Attorney Supervisor Smith moved to approve the transfer of funds from the Merrimac Juvenile Detention Center ( ) to

10 Commonwealth s Attorney- Salaries and Wages (1001) in the amount of $4, to cover shortfall. The motion carried with a vote of 4-0. AYES: Smith, Davis, Johnson, and Langford NAYES: None ABSENT: None. FY 2015/2016 Re-Appropriation Request Supervisor Smith moved to approve funds to be re-appropriated for expenditure in FY 2016: Communications Dept.(43040) in the amount of $18, to update the CAD Server and SIRS radio System, Virginia Public Assistance Fund (003) in the amount of $11, for FY16 part-time Salaries; FICA for temporary emergency hires, Glebe Fund (054) in the amount of $83, for Courthouse Projects and the Sheriff s Asset Forfeiture Fund (009) in the amount of $1, to purchase uniforms in FY2016. The motion carried with a vote of 4-0. AYES: Smith, Davis, Johnson, and Langford NAYES: None ABSENT: None. Request for Grant Approval- Sheriff s Office Supervisor Smith moved to approve the Byrne Justice Assistance Grant request in the amount of $2, to purchase equipment. The motion carried with a vote of 4-0. AYES: Smith, Davis, Johnson, and Langford NAYES: None ABSENT: None. ACTION MATTERS Reaffirmation of Kelly Cooke s Appointment to the Animal Control Advisory Commission Reese Peck, County Administrator, asked for the reaffirmation of Kelly Cooke s Appointment to the Animal Control Advisory Commission because it was not incorporated in the Minutes. This was deferred to the Closed Session. Holiday Leave Pam Smith explained that the Holiday Leave Policy states that all employees will receive 8 hours for Holiday Leave, while

11 Constitutional Officer s will receive hour for hour paid holidays. Supervisor Johnson moved that the Holiday Leave Policy be adopted. The motion carried with a vote of 4-0. AYES: Johnson, Smith, Davis, and Langford NAYES: None ABSENT: None. Adoption of County Job Descriptions, Corresponding Pay Grades and Organization Chart Bud Smith, Supervisor, requested to adopt the County Job Descriptions, Corresponding Pay Grades, and Organization Chart. Sidney Johnson, Supervisor, requested further discussion regarding this matter. He is concerned that the job study was tailored for current employees only, not future employees. Stanley Langford, Chairman, also expressed his concerns about the study and the equivalency of salaries. Supervisor Smith moved to accept the Compensation Study and Resolution # The motion did not pass with a vote of 2-2. AYES: Smith and Davis. NAYES: Johnson and Langford ABSENT: None. RESOLUTION # A RESOLUTION ADOPTING THE ESSEX COUNTY CLASSIFICATION AND COMPENSATION STUDY WHEREAS, the Essex County Board of Supervisors recognized the need to update its pay structures and classification system; and WHEREAS, the Board contracted Evergreen Solutions, Inc. to conduct a comprehensive classification and compensation study for Essex County; and WHEREAS, the study included County employees, employees of elected and appointed officials, and employees of the Social Services department; and WHEREAS, the results of the study include new job descriptions, pay structures, and additional information; and

12 WHEREAS, the funding for implementation of the study is included in the FY2016 budget with a bring to minimum and an overall two percent increase for all employees solution; and WHEREAS, the Board authorizes the County Administrator to administer the pay plan per Essex County s Personnel Handbook, and to make reasonable pay adjustments for employees based on performance, experience, and qualifications. NOW THEREFORE, BE IT RESOLVED by the Essex County Board of Supervisors this 9 th day of June, 2015 that the Essex County Classification and Compensation Study is hereby adopted as the Essex County Pay and Classification Plan. ADOPTED: This 9 th day of June, Stanley Langford, Chairman stated that there will a meeting on the Compensation Study on June 23, 2015, at 1:00 p.m. to 5:00 p.m. in Beale Building. Supervisor Johnson moved to approve the two percent pay increase for county employees for FY2016. The motion carries with a vote of 4-0. AYES: Johnson, Davis, Smith, and Langford NAYES: None ABSENT: None Appropriation Resolutions Motion: Supervisor Smith moved to adopt Resolution # The motion carries with a vote of 4-0. AYES: Smith, Davis, Johnson, and Langford NAYES: None ABSENT: None. Resolution # APPROPRIATION OF ADOPTED COUNTY OPERATING BUDGET FOR FISCAL YEAR IT IS HEREBY RESOLVED BY THE ESSEX COUNTY BOARD OF SUPERVISORS OF ESSEX, VIRGINIA, THAT THE FOLLOWING ANNUAL APPROPRIATIONS OF FUNDS ARE MADE FOR THE FISCAL YEAR BEGINNING JULY 1, 2015, AND

13 ENDING JUNE 30, 2016, FOR THE FUNCTIONS AND PURPOSES INDICATED HEREAFTER: ESSEX COUNTY, VIRGINIA ADOPTED EXPENDITURE BUDGET FISCAL YEAR EXPENDITURE ESTIMATES FUND #001 General Funds Legislative $549, General and Financial Administration $1,323, Electoral Board and Officials $135, Registrar $92, Courts $385, Northern Neck-Essex Group Home $4, Commonwealth's Attorney $263, Sheriff - Law Enforcement $1,143, Sheriff - Lockup and Dispatch $1,231, Fire and Rescue $1,255, Forestry Service $7, Building & Zoning $233, Animal Control $171, Medical Examiner $ Emergency Services (Civil Defense) $0.00 Refuse Collection $0.00 Refuse Disposal $749, Facilities Management $952, Local Health Department $127, Mental Health and Mental Retardation $33, Bay Aging $100, Community College $15, Parks and Recreation $309, Library $172, Essex County Museum, Inc. $22, Middle Peninsula Planning District $16, Three Rivers Soil and Water Conservation District $11, Miscellaneous Programs $73, VPI Cooperative Extension Program $46, Sales Tax Reimbursement $0.00 Local Aid (Non-Departmental) $0.00 Total Direct Expenditures $9,427, TRANSFERS

14 Schools - Transfer to Education Fund $7,247, CSA - Transfer to Community Services Act Fund $300, Transfer to Debt Service $3,557, Virginia Public Assistance - Transfer to Social Services $525, Total Transfers $11,629, TOTAL REQUIREMENT - GENERAL FUND $21,057, FUND #002 Comprehensive Services Act (Including General Funds) $564, FUND #003 Virginia Public Assistance (Including General Funds) $1,571, FUND #004 Comm. Attn. Asset Forfeiture $0.00 FUND #007 Debt Service $3,557, FUND #009 Sheriff's Asset Forfeiture $0.00 FUND #055 Special Welfare $15, FUND #205 Education (Including General Funds) $16,008, FUND #207 School Food $871, FUND #208 School Grant $1,374, TOTAL COUNTY BUDGET EXPENDITURES $33,389, NOW, THEREFORE, BE IT FURTHER RESOLVED BY THE ESSEX COUNTY BOARD OF SUPERVISORS, VIRGINIA, THAT THE APPROPRIATIONS FOR FISCAL YEAR , BEGINNING JULY 1, 2015, AND ENDING JUNE 30, 2016, FOR ALL OTHER OFFICES AND AGENCIES BE MADE AS FOLLOWS: 1. ALL APPROPRIATIONS ARE DECLARED TO BE MAXIMUM, CONDITIONAL, AND APPROPRIATE APPROPRIATIONS, THE PURPOSE BEING TO MAKE THE APPROPRIATIONS PAYABLE IN FULL IN THE AMOUNTS NAMED HEREIN, IF NECESSARY, AND THEN ONLY IN THE EVENT THE REVENUES COLLECTED AND OTHER RESOURCES AVAILABLE DURING THE YEAR ENDED JUNE 30, 2016, FOR WHICH THE APPROPRIATIONS ARE MADE, ARE SUFFICIENT TO PAY ALL THE APPROPRIATIONS IN FULL; OTHERWISE, THE SAID APPROPRIATIONS SHALL BE DEEMED TO BE PAYABLE IN SUCH PROPORTION AS THE SUM OF ALL REALIZED REVENUE IS TO THE TOTAL AMOUNT OF THE REVENUES ESTIMATED BY THE ESSEX COUNTY BOARD OF SUPERVISORS TO BE AVAILABLE FOR APPROPRIATION IN THE YEAR ENDING JUNE 30, 2016; 2. NO DEPARTMENT, AGENCY, OR INDIVIDUAL RECEIVING

15 APPROPRIATIONS UNDER THE PROVISIONS OF THIS RESOLUTION SHALL APPLY TO THE LUMP SUM AMOUNTS WHICH HAVE BEEN INCLUDED IN THIS RESOLUTION; 3. IT IS EXPRESSLY PROVIDED THAT THIS RESOLUTION SHALL APPLY TO THE LUMP SUM AMOUNTS WHICH HAVE BEEN INCLUDED IN THIS RESOLUTION; 4. THE ESSEX COUNTY BOARD OF SUPERVISORS RESERVES THE RIGHT TO CHANGE DURING ANY TIME DURING SAID FISCAL YEAR THE COMPENSATION SO PROVIDED TO ANY OFFICER OR EMPLOYEE OR TO ABOLISH ANY OFFICE OR POSITION EXCEPTING SUCH OFFICE OR POSITION AS IT MAY BE PROHIBITED BY LAW FROM ABOLISHING; 5. FURTHER,THE COUNTY ADMINISTRATOR IS AUTHORIZED TO MAKE SUCH REARRANGEMENTS OF POSITIONS AND APPROPRIATIONS WITH THE SEVERAL DEPARTMENTS UNDER THE CONTROL OF THE BOARD OF SUPERVISORS THAT MAY BEST MEET THE NEEDS AND INTERESTS OF ESSEX COUNTY, VIRGINIA; AND, THE COUNTY ADMINISTRATOR IS AUTHORIZED TO MAKE TRANSFERS OF FUNDS FROM ONE LINE ITEM TO ANOTHER WITHIN ANY DEPARTMENT OR AGENCY APPROPRIATION AS LONG AS THE TRANSFER DOES NOT EXCEED THE LUMP SUM APPROPRIATION FOR SAID DEPARTMENT OR AGENCY; 6. THE COUNTY ADMINISTRATOR MAY INCREASE APPROPRIATIONS FOR THE FOLLOWING ITEMS OF NON-BUDGETED REVENUE THAT MAY OCCUR DURING THE FISCAL YEAR: A. INSURANCE RECOVERIES RECEIVED FOR DAMAGE TO COUNTY VEHICLES OR OTHER PROPERTY FOR WHICH COUNTY FUNDS HAVE BEEN EXPENDED TO MAKE REPAIRS. B. REFUNDS OR REIMBURSEMENTS MADE TO THE COUNTY FOR WHICH THE COUNTY HAS EXPENDED FUNDS DIRECTLY RELATED TO THAT REFUND OR REIMBURSEMENT. C. ADDITIONAL, UNBUDGETED GRANTS RECEIVED DURING THE FISCAL YEAR FOR WHICH THERE IS SUFFICIENT REVENUES TO DEFRAY EXPENDITURES; 7. THE COUNTY ADMINISTRATOR MAY APPROPRIATE BOTH REVENUE AND EXPENDITURES FOR DONATIONS BY CITIZENS OR CITIZEN GROUPS IN SUPPORT OF COUNTY PROGRAMS. ANY REMAINING UNENCUMBERED BALANCE OF A RESTRICTED DONATION AT THE END OF THE FISCAL YEAR WILL BE REAPPROPRIATED INTO THE SUBSEQUENT FISCAL YEAR; AND, 8. IT IS EXPRESSLY NOTED THAT THE FUNDS APPROPRIATED TO FUND 2, COMPREHENSIVE SERVICES ACT FOR AT RISK YOUTH AND FAMILIES, ARE SUBJECT TO THE COMMONWEALTH OF VIRGINIA PROVIDING ITS INTENDED SHARE; BE IT FURTHER RESOLVED THAT THE BOARD OF SUPERVISORS DID APPROVE THE FISCAL YEAR ANNUAL FISCAL PLAN FOR THE SCHOOL GENERAL FUND TOTALING $15,354,188. IN THE EVENT THAT THERE IS A REDUCTION IN FUNDING FROM EITHER OR BOTH THE STATE AND FEDERAL SOURCES

16 USED IN PROJECTING THE SCHOOL FUND OF $15,354,188 THE BOARD OF SUPERVISORS MAY, AFTER HOLDING A PUBLIC HEARING, BUT IS EXPRESSLY NOT OBLIGATED TO INCREASE LOCAL FUNDING TO COVER SAID REDUCTIONS. BE IT FURTHER RESOLVED THAT THE TREASURER OF ESSEX COUNTY, VIRGINIA, IS HEREBY AUTHORIZED TO TRANSFER TO OTHER FUNDS FROM THE GENERAL FUND FROM TIME TO TIME AS THE MONIES BECOME AVAILABLE, THE SUM EQUAL TO, BUT NOT TO EXCEED THE APPROPRIATIONS MADE TO THESE FUNDS FROM THE GENERAL FUND FOR THE PERIOD COVERED BY THIS APPROPRIATION RESOLUTION. BE IT FURTHER RESOLVED THAT THE TRANSFER OF FUNDS BETWEEN DEPARTMENTS MUST BE APPROVED BY THE ESSEX COUNTY BOARD OF SUPERVISORS. BE IT FURTHER RESOLVED THAT THE COUNTY ADMINISTRATOR IS AUTHORIZED TO PRE-APPROVE ACCOUNTS PAYABLES INVOICES FOR PAYMENT AROUND THE 10 TH, 20 TH AND AT THE END OF EACH MONTH PRIOR TO FORMAL APPROVAL BY THE ESSEX COUNTY BOARD OF SUPERVISORS. FORMAL APPROVAL BY THE E S S E X C O U N T Y BOARD OF SUPERVISORS WILL BE MADE DURING THE MEETING OF THE MONTH FOLLOWING THE ACTUAL PAYMENT OF THE BILLS. THIS PROCEDURE WILL ENABLE THE COUNTY TO AVOID PAYING PENALTY AND INTEREST CHARGES FOR THE LATE PAYMENT OF INVOICES. BE IT FURTHER RESOLVED THAT ALL COUNTY EMPLOYEES NOT PAID DIRECTLY BY THE ESSEX COUNTY SCHOOL BOARD WILL BE PAID BIWEEKLY. ORDERED THIS THE 9 TH DAY OF JUNE THE FOREGOING RESOLUTION WAS DULY ADOPTED BY THE FOLLOWING VOTE: MR. LANGFORD: MR. SMITH: MRS. DAVIS: MR. JOHNSON: A. REESE PECK, COUNTY ADMINISTRATOR

17 Agricultural and Forrestal Economic Development Advisory Board Trenton Funkhouser, Economic Development Director, stated that this is a natural progression for the ad hoc EDA Agricultural and Forrestal Advisory Group. Supervisor Smith moved to adopt Resolution # The motion carries with a vote of 4-0. AYES: Smith, Davis, Johnson, and Langford NAYES: None ABSENT: None. Resolution # WHEREAS, the Board again recognizes the need for an advisory body constituted from the citizenry of the County to assist in the oversight and direction of the Agricultural and Forestal Economic Development Advisory Board, and NOW, THEREFORE, BE IT RESOLVED, by the Essex County Board of Supervisors that the Board does hereby establish an Agricultural and Forestal Economic Development Advisory Board (the Advisory Board) pursuant to of the Code of Virginia. BE IT FURTHER RESOLVED that the purpose and organization of the Advisory Board shall be as set out in the Charter of said Advisory Board, adopted herewith and made part of this Resolution by reference. CHARTER FOR THE ESSEX COUNTY AGRICULTURAL AND FORESTAL ECONOMIC DEVELOPMENT ADVISORY BOARD PURPOSE The purpose of the Agricultural and Forestal Economic Development Advisory Board shall be to serve as the advisory body for the Essex County Agriculture Development Program, whose mission is to develop and implement a continuing plan to sustain and enhance the rural economy. For the purposes of this Board, the agricultural community shall encompass farm and forest land. DUTIES The Agricultural and Forestal Economic Development Advisory Board shall have the following duties as determined by the Essex County Board of Supervisors: 1. Serve as a liaison between the Board of Supervisors and the citizens of the agricultural and forestal communities. 2. The Board shall make recommendations to the Board of Supervisors concerning issues of importance to the rural/agricultural

18 community, and to that end, shall have the duty to research and make recommendations concerning the needs and interests of the rural/agricultural community. 3. Support programs that enable the preservation of farm and forest land, agricultural infrastructure and the industry of agriculture in Essex County. 4. Work to educate the non-farming public about the importance of agriculture in Essex County. 5. Advise and alert local, state and federal elected officials serving Essex County on issues of importance to the agricultural and forestal industry in Essex County. 6. The Agricultural and Forestal Economic Development Advisory Board shall have no authority to enter into any contract or incur any obligation binding the County of Essex. DIRECTORS The Board shall consist of bona fide farmers and foresters and any others who share a constructive interest in the stated objectives of this Board. The composition of the Board should be representative of agricultural and forestal interests in the county. The Agricultural and Forestal Economic Development Advisory Board shall consist of seven Directors appointed by the Board of Supervisors. One member shall be appointed from each of the four county election districts. In addition, three at-large members will be appointed by the Board of Supervisors. A representative from the Essex County Extension office and the Essex County Department of Economic Development shall serve in an ex-officio capacity as advisors. These persons shall not be members of the Advisory Board but shall serve in an advisory capacity to the Board in any and all matters. Rules related to membership, term of office, procedures for removal of members and the filling of vacancies as well as any other procedures related to Advisory Board members may be adopted by the Board of Supervisors, without the necessity of amending the charter. Directors shall be appointed for a term of four years. The terms of District representatives on the Advisory Board shall be staggered and follow the election of their appointing Board of Supervisor member. The term of the at-large members shall end on the 31st day of December in odd years; specifically, two atlarge members will have a term of two years ending 31 December 2017 and one members will have a term of four years ending 31 December Thereafter the at-large terms will be for a term of four years. Any vacancy in membership shall be filled by appointment by the Board of Supervisors for the unexpired term only. Any member may

19 be removed by the Board of Supervisors for inefficiency, neglect of duty or malfeasance in office. Frequent absence from meetings may be a basis for removal. OFFICERS The officers of the Advisory Board shall be a Chairperson, and Vice-Chairperson and Secretary. The officers shall be elected by the Board at the organization meeting in January to serve for one year or until a successor shall be elected. The Chairperson shall preside at meetings, call special meetings, and make appointments to committees. The Vice- Chairperson shall serve as Chairperson in the absence of the Chairperson. An Executive Committee made up of Chairperson, the Vice- Chairperson and the Secretary, with the advice of the ex-officio members, shall have the authority to act on behalf of the Advisory Board when circumstances require it. Any action taken by the Executive Committee must be ratified by the Advisory Board at the next meeting. MEETINGS All meetings of the Advisory Board shall be open to the public, except certain specific exempt topics identified in Section of the Virginia Code. The Board shall meet a minimum of four times per year. The first meeting of each year shall be held before January 31, which shall be the organizational meeting. The purpose of the meeting shall be the election of officers, establishment of the time, date and location for meetings and other business that may need to come before such meetings. Special meetings may be called by the Chairperson, a member of the Essex County Board of Supervisors, or on the written request of at least two members. A majority of members shall constitute a quorum at any regular or special meeting. Should there be an unfilled vacancy on the Board the quorum of body shall consist of a majority of the existing Board Members. Meetings will not extend beyond 90 minutes. If the Advisory Board desires to extend the length of a meeting, a motion unanimously adopted by members present shall be required. REPORTS TO THE ESSEX COUNTY BOARD OF SUPERVISORS The Agricultural and Forestal Economic Development Advisory Board shall provide periodic reports of its activities to the Board of Supervisors, and shall provide an annual report to the Board on or before January 31 of each year for the previous year's

20 activities. In addition, after approval of the Board minutes of each meeting by a majority of the Board, a copy of said minutes shall be provided to County Administration. RULES OF ORDER The proceedings of the Advisory Board, except as otherwise provided within these By-Laws and applicable state law, shall be governed by Webster's New World Robert's Rules of Order, 1999, and more specifically, the provisions which pertain to conducting Informal Meetings for small boards. COMPENSATION Advisory Board members shall be compensated as the governing body so directs. CONFLICT OF INTEREST Advisory Board members shall comply with the state and local government Conflict of Interest Act (Section et seq. of the Code of Virginia). AMENDMENTS TO THE CHARTER The Advisory Board may recommend changes to the Charter by a 2/3 majority vote of attending members. Proposed changes shall be presented at a scheduled board meeting and shall be voted on at a subsequent meeting. The recommendations shall be forwarded to the Board of Supervisors for approval. Enacted on this the 9th day of June, Wampler-Eanes Reassessment of the County Reese Peck, County Administrator, stated that Essex went through this process with the counties of Mathews, Middlesex, and King and Queen. They took bids during a reassessment and did interviews where Mr. Blackwell, Supervisor Smith, and Mr. Peck set in on the panel. They came up with a unanimous agreement to seek a contract with Wampler-Eanes. This is the price agreed upon and this is the resolution the other Counties are passing to hire Wampler-Eanes to do the work. The authorship was Middlesex that drafted for the circulation amongst the counties. Supervisor Johnson moved to approve the contract between the County and Wampler-Eanes for performing a general reassessment of the County for the amount of $14, The motion carries with a vote of 4-0. AYES: Johnson, Smith, Davis, and Langford NAYES: None ABSENT: None.

21 This Agreement, made this 9th day of June, 2015 by and between the County of Essex, a political subdivision of the Commonwealth of Virginia, hereinafter County, and Steven I. Wampler, CRA, President, and Wampler Eanes Appraisal Group, Ltd., hereinafter, Company. WITNESSETH: WHEREAS, the County is desirous of having a general reassessment of taxable and nontaxable real property parcels within the County; and, WHEREAS, the County has complied with the terms and requirements of the Virginia Public Procurement Act; and WHEREAS, the Company has been selected by the County to perform the work. NOW, THEREFORE, in consideration of the aforesaid premises and other good and valuable consideration, County and Company agree as follows: A. Company will provide all labor and perform all work for performance of the General Reassessment for $14.95 per Parcel, in accordance with "A Proposal for Reassessment of Real Estate, Cooperative Procurement for the Counties of Essex, King and Queen, Mathews and Middlesex" (Proposal), submitted by the Company, dated March 15, 2015, which includes the requirements of the County specified in the "Request for Proposal, Reassessment of Real Property" (Request for Proposal), proposals due March 16, 2015 and included as part of this contract. In reference to Page #6 of Proposal, Digital Photographs will be included in the $14.95 Price Per Parcel (see attached Exhibit #1). B. All work must be completed in entirety by December 31, In the event that the work is not completed in its entirety by December 31, 2016, Company agrees to pay to County $50.00 per day that the work is late as liquidated damages and not as a penalty. C. Invoices shall be submitted by the Company to the County on a monthly basis, reflecting parcels assessed to date, less a ten percent (10%) retainage, during the first week of each month. D. The Company represents and warrants that it does not discriminate against

22 any persons on the basis of race, color, creed, sex or national origin. E. The Company agrees to indemnify and hold harmless the County, its officers, agents and employees of and from any claims, demands, controversies, or losses whatsoever arising out of or in any way related to the work performed by the Company under the terms of this agreement. F. If one party defaults in fulfilling an obligation in this agreement and if the other party incurs any litigation expenses in the enforcement of any provisions of this agreement, and if that party's position is sustained by a court of competent jurisdiction, or in favor of whom a settlement is reached, the other will be responsible for and will pay forthwith any and all expenses incurred, including but not limited to, legal fees, court costs, investigator's fees and travel. G. The County reserves the right to terminate this contract at any time, for any reason, without penalty, upon giving seven (7) days written notice to the Company, at Wampler-Eanes Appraisal Group, Ltd., 120 Amsterdam Road, P.O. Box 685, Daleville, VA H. The Company agrees that this Agreement may not be assigned without the prior written permission of the County. WITNESS the following signatures: APPROVED AS TO FROM COUNTY OF ESSEX (County) Andrew McRoberts County Attorney A. Reese Peck County Administrator Wampler-Eanes Appraisal Group, Ltd. Steven I. Wampler, President

23 EXHIBIT #1 Cooperative Procurement (Counties of Essex, King & Queen, Mathews and Middlesex) Re: Proposal for the 2017 General Reassessment Proposed Pricing Schedule Price Per Parcel = $14.95 per parcel for full walk-around Digital Photos = Included in $14.95 Price Per Parcel Mobile Homes = $10.00 each with one digital photo Building Permits/Splits = Coordinate with Commissioner of the Revenue for January 1 to October 1 for reassessment year ($28.00 per parcel will be charged after this timeframe) Clerical / Data Entry = Space/Furniture/Telephone = Computer Hardware/Software = Notices/Envelopes/Printing/Postage = Tax Maps = Field Cards = Board of Equalization = Contractor to provide Contractor to provide Contractor to provide Contractor to provide Counties to provide Counties to provide Contractor will assist the Board of Equalization. Reviews will be charged a fee of $25.00 per visit/per parcel in

24 accordance with Code of Virginia (c). Court Testimony = Contractor to provide court testimony for any appeals without additional charge for three years from the first of January of the year in which the tax appraisal is effective. Accepted for the County of : this day of, 2015 For Wampler-Eanes Appraisal Group, Ltd. By: By: Title: Title: Appointments Sidney Johnson, Supervisor, asked that the appointment be pulled from Closed Session to Open Session. Stanley Langford, Chairman, stated that there are appointments to make to the Essex County Airport Authority, Essex County Social Services Board and the Essex County Planning Commission. Supervisor Smith moved to appoint Gary Mosman to the Essex County Airport Authority for a term beginning July 1, 2015 and to end on June 30, 2018 carries with a vote of 4-0. AYES: Smith, Davis, Johnson, and Langford NAYES: None ABSENT: None. Stanley Langford, Chairman stated that Janie T. Mitchell has served on the Essex County Social Services Board for a while and Mr. Andrews did an application for Essex County Social Services Board. Supervisor Smith moved to make an amendment to appoint a fifth member, Wright H. Andrews, to the Social Services Board for a term beginning July 1, 2015 and to end on June 30, The

25 motion carries with a vote of 3-1. AYES: Smith, Davis, and Langford NAYES: Johnson ABSENT: None. Supervisor Johnson moved to reappoint Janie T. Mitchell to the Social Services Board for a term beginning July 1, 2015 and to end on June 30, The motion carries with a vote of 4-0. AYES: Johnson, Smith, Davis, and Langford NAYES: None ABSENT: None. Supervisor Johnson moved to reappoint Gordon M. Birkett to the Essex County Planning Commission for a term beginning July 1, 2015 and to end on June 30, 2019 carries with a vote of 4-0. AYES: Johnson, Smith, Davis, and Langford NAYES: None ABSENT: None. CLOSED SESSION Supervisor Smith moved that the Board of Supervisors of Essex County convene in closed meeting pursuant to the personnel in accordance with Section (A)(1) of the code of Virginia, I move that the Board of Supervisors convene in Closed Meeting to consider a personnel matter involving the appointment of individuals to Boards and Commissions, the Animal Advisory Board. Protection of privacy of individuals - In accordance with Section (A)(4) of the Code of Virginia, I move that the Board of Supervisors convene in Closed Meeting to discuss a personal matter not related to public business in order to protect the privacy of the individuals. The motion carried with a vote of 4-0. AYES: Smith, Davis, Johnson, and Langford NAYES: None ABSENT: None. RECONVENE IN OPEN SESSION CERTIFICATION OF DISCUSSIONS IN CLOSED MEETINGS To certify compliance with the Freedom of Information Act regarding meeting in closed In order to comply with Section (D) of the Code of Virginia, it is necessary for the Board to certify that since the Essex County Board of Supervisors

26 convened a closed meeting on June 9, 2015 to the best of each member s knowledge, only public business matters lawfully exempted from open meeting requirements and only such public business matters as were identified in the motion convening the closed meeting were heard, discussed, or considered by the Board during the closed meeting. The motion carried with a vote of 4-0. AYES: Langford, Smith, Davis, and Johnson NAYES: None ABSENT: None. Reaffirmation of Kelly Cooke s Appointment to the Animal Control Advisory Commission Supervisor Langford moved to that at the March 10, 2015 Essex County Board of Supervisor meeting after reconvening from closed session the Board voted unanimously to remove Sarah Wynne from the Essex County Animal Control Advisory Commission and to appoint Kelly W. Cooke as her replacement. Ms. Cooke's term commenced March 10, 2015 and runs through December 31, 2018 and we are reaffirming that appointment. The motions carries with a vote of 4-0. AYES: Langford, Smith, Davis, and Johnson NAYES: None ABSENT: None. ADJOURN Supervisor Langford made a motion to adjourn the June 9, 2015 meeting. The motion carried with a vote of 4-0. AYES: Smith, Davis, Johnson, and Langford NAYES: None ABSENT: None.