MINUTES An organizational meeting of the Buchanan County Board of Supervisors was held on the 4th day of January 2021 starting at 6:00 o’clock p.m. in the Board of Supervisors Meeting Room, 3rd floor of the Buchanan County Government Center, 4447 Slate Creek Road, Grundy, Virginia 24614. This meeting was conducted by electronic communication (Zoom). The media and public were invited to participate. PRESENT: Craig Stiltner G. Roger Rife ZOOM: Craig Stiltner Trey Adkins Jeff Cooper Tim Hess Drew Keene Robert Craig Horn, County Administrator L. Lee Moise, County Attorney ―――――――――― 000 ―――――――――― The meeting was called to order with Prayer and Pledge of Allegiance. ―――――――――― 000 ―――――――――― IN RE: ELECTION OF CHAIRMAN At this time, Robert Craig Horn, County Administrator, asked for nominations for chairman. Craig Stiltner nominated Drew Keene as chairman with no other nominations for chairman, upon motion by Trey Adkins seconded by Craig Stiltner and with a roll call and a roll call vote of six (6) yeas, Drew Keene, G. Roger Rife, J. Carroll Branham, Trey Adkins, Craig Stiltner, Tim Hess, zero (0) nays and one (1) absent, Jeff Cooper, nominations for election of chairman were closed. Upon motion by Craig Stiltner seconded by Trey Adkins with a roll call of six (6) yeas, Drew Keene, G. Roger Rife, J. Carroll Branham, Trey Adkins, Craig Stiltner, Tim Hess, zero (0) nays and one (1) absent, Jeff Cooper and Drew Keene was elected as Chairman for the Buchanan County Board of Supervisors for the calendar year 2021. 14532 ―――――――――― 000 ―――――――――― IN RE: ELECTION OF VICE-CHAIRMAN At this time, Drew Keene asked for nominations for Vice-Chairman, Tim Hess nominated Jeff Cooper and with no other nominations, upon motion by Tim Hess seconded by Trey Adkins and with a roll call vote of six (6) yeas, Drew Keene, G. Roger Rife, J. Carroll Branham, Trey Adkins, Craig Stiltner, Tim Hess, zero (0) nays and one (1) absent, Jeff Cooper, nominations for election of vice-chairman were closed. Jeff Cooper, was elected Vice-Chairman for the Buchanan County Board of Supervisor’s for the calendar year 2021 . ―――――――――― 000 ―――――――――― IN RE: CONSIDER ADOPTION OF PARLIAMENTARY PROCEDURES- ROBERTS RULES OF ORDER After a general discussion by the board upon motion by Craig Stiltner seconded by J. Carroll Branham and with a roll call vote of six (6) yeas, Drew Keene, G. Roger Rife, J. Carroll Branham, Trey Adkins, Craig Stiltner, Tim Hess, zero (0) nays and one (1) absent, Jeff Cooper, this board did hereby approve Parliamentary Procedure – Roberts Rule of Order. ―――――――――― 000 ―――――――――― IN RE: CONSIDER APPROVAL OF MINUTES FOR DECEMBER 7th, 15th AND 29TH, 2020 After a general discussion by the board upon motion by J. Carroll Branham seconded by Tim Hess and with a roll call vote of six (6) yeas, Drew Keene, G. Roger Rife, J. Carroll Branham, Trey Adkins, Craig Stiltner, Tim Hess, zero (0) nays and one (1) absent, Jeff Cooper, this board did hereby approve the minutes for December 7th, 15th, and 29th, 2020. ―――――――――― 000 ―――――――――― IN RE: JEFF BUCHANAN AND CHAD COLE, REPRESENTATIVES FOR VIRGINIA DEPARTMENT OF TRANSPORTATION (VDOT) Chad Cole and Jeff Buchanan, VDOT representatives along with Mel Counts the new Lebanon Residency Administrator participated by Zoom. 14533 Mr. Cole, stated we are not adding any new projects to the FY 2020/2021 plan. J. Carroll Branham, North Grundy District Supervisor asked when and where does the Slate Creek Curve Project stand at this point? Mr. Buchanan stated it is my understanding from those working on the project, that plans have been approved by VDOT and are ready to go out for bid when a property right-of-way issue is resolved. I think the right-of-way issue with a haul road for the spoil materials is the last remaining issue, he commented. L. Lee Moise, County Attorney stated title work on the property involved is being done by a local attorney. I will check with him to see where it stands, he commented. Once the title work is done, then we will attempt voluntary negotiation to try to acquire the property needed for the project. We’re are also looking at doing a multi-condemnations actions, due to some of the properties being heirship with multiple owners, stated Mr. Moise. It could be a complicated process. Craig Stiltner, Rocklick District Supervisor asked about the speed limit signs on route 604. Mr. Buchanan stated the signs was installed one (1) week after the last board meeting. Mr. Stiltner asked when VDOT was going to be able to remove the beaver dam on route 609, which is causing flooding on the state highway. Mr. Cole stated the project to remove the beaver dam is going through environmental review and will be put on a schedule for the work to be done. When will Hoot Owl Road be opened, asked Mr. Stiltner? I was told by the contractor on the project that they are waiting for road striping and guardrails. Mr. Buchanan stated that it was his understanding reopening of the Hoot Owl Road is set for April. People are having to drive out of their way six (6) to eight (8) miles when they could travel over Hoot Owl Road, stated Mr. Stiltner. Mr. Buchanan stated VDOT is still working on a site distance issue near the Stable Drive area where construction is ongoing. Trey Adkins, Knox District Supervisor stated I’ve asked VDOT several times to repair a section of highway near Roseann. The problem with the road is an accident waiting to happen, he stated. 14534 Mr. Buchanan stated the project has cleared environmental review and will be repaired when the weather breaks. Mr. Adkins requested guardrails be installed in front of a trailer park in the Guesses Fork/Race Fork area. A recent accident resulted in a towed vehicle coming loose and going through an above ground swimming pool and into someone’s trailer he stated. Residents that live in that area have small children and if it had been summer time, they would’ve been in the swimming pool, stated Mr. Adkins. We can’t put a price tag on that, he commented. We need guardrails up if I have to assist financially from one of my county accounts, stated Mr. Adkins. Mr. Buchanan asked Mr. Adkins to meet with him at the area to see what could be done about the situation. ―――――――――― 000 ―――――――――― IN RE: CONSIDER RATIFYING THE PUBLIC HEARING NOTICE FOR VDOT REGARDING THE PROPOSED SECONDARY SIX-YEAR PLAN FOR FISCAL YEARS 2020/2021 THROUGH 2025/2026 AND ON THE SECONDARY SYSTEM CONSTRUCTION BUDGET FOR FISCAL YEAR 2020/2021 After a general discussion by the board upon motion by Craig Stiltner seconded by Trey Adkins and with a roll call vote of six (6) yeas, Trey Adkins, G. Roger Rife, J. Carroll Branham, Craig Stiltner, Tim Hess, Drew Keene, zero (0) nays and one (1) absent, Jeff Cooper, this board hereby ratify the Public Hearing Notice for VDOT regarding the proposed Secondary Six-Year Plan for Fiscal Years 2020/2021 through 2025/2026 and on the Secondary System Construction Budget for Fiscal Year 2020/2021. ―――――――――― 000 ―――――――――― IN RE: PUBLIC HEARING – 6:00 P.M. – TO HEAR PUBLIC COMMENTS REGARDING THE PROPOSED SECONDARY SIX-YEAR PLAN FOR FISCAL YEARS 2020/2021 THROUGH 2025/2026 AND ON THE SECONDARY SYSTEM CONSTRUCTION BUDGET FOR FISCAL YEAR 2020/2021 Drew Keene, Chairman opened the public hearing for comments. 14535 James Keen, Director of Breaks Regional Airport Authority requested that route 718 was include in the six-year plan. Route 718 needs to added to the plan in order for local, state, contractor and airport authority to coordinate the access connection from route 718 to the new airport as its construction progresses in the coming years, he stated. Mr. Keene asked VDOT is this route should be added now or at a later date. Mr. Buchanan stated we could add the project now in the six-year plan. We need to come up with an estimate. Dennis Ramey, Town Manager stated the Army Corp of Engineers is getting ready to put close to $300 million in the flood proofing project in the county. What scares me about this, is we’re going to be reactive to this rather than proactive, he commented. There is going to be over 720 structures eligible for flooding proofing or acquisition, stated Mr. Ramey. There’s a lot of people already getting their letters now. There’s going to be a loss to our tax base, he commented. Combined my mother and I have had businesses in the county for over 100 years, stated Mr. Ramey. It concerns me thinking that there’s a possibility of residents and businesses that could leave here, he commented. I would like to see the board of supervisors form a committee of citizens and leaders in the community to explore whether matching grants might be available for people who are willing to stay here and take their money and reinvest back in the county or at Southern Gap, stated Mr. Ramey. We need to make something available. All the money that’s being invested in the county, we need to give the residents and businesses some options, commented Mr. Ramey. Some are not going to stay here, they’re ready to go, he stated. We need to plan ahead and get in front of this, stated Mr. Ramey. After a general discussion by the board upon motion by Craig Stiltner seconded by J. Carroll Branham and with a roll call vote of six (6) yeas, Craig Stiltner, Drew Keene, J Carroll Branham, G.