On the agenda: Orange Board of Supervisors' Regular Meeting — data center (Jun 8)

BOARD OF SUPERVISORS MINUTES

JUNE 8, 2021

At a Regular Meeting of the Orange County Board of Supervisors held on Tuesday, June 8, 2021,
beginning at 5:00 p.m., in the Meeting Room of the Gordon Building, 112 West Main Street, Orange,
Virginia. Present: James P. Crozier, Chairman; R. Mark Johnson, Vice Chairman; James K. White; Keith
F. Marshall; and Lee H. Frame. Also present: Theodore L. Voorhees, County Administrator; Thomas E.
Lacheney, County Attorney; and Alyson A. Simpson, Chief Deputy Clerk.
RE:

ADOPTION OF AGENDA
On the motion of Mr. Frame, seconded by Mr. White, which carried by a vote of 5-0, the Board
adopted the agenda, as modified. Ayes: Johnson, White, Marshall, Crozier, Frame. Nays: None.
RE:

SPECIAL PRESENTATIONS AND APPEARANCES
RE:

BUSINESS SPOTLIGHT
Amanda Carey, Owner of LACED Revival, LLC, appeared before the Board to spotlight her
business.
The Board thanked Ms. Carey for her presentation.
RE:

CONSENT AGENDA
On the motion of Mr. Johnson, seconded by Mr. Frame, which carried by a vote of 5-0, the Board
adopted the Consent Agenda, as presented.
RE:

FY21 BUDGET AMENDMENTS (SUPPLEMENTALS AND TRANSFERS)
As part of the Consent Agenda, the Board approved the following budget amendments, as
presented:

ACCOUNT
NUMBER

41221501-43100
49140001-45900
41242001-41111
41242001-42100
49140001-45900
48110001-41322
48110001-42100
49140001-45900
TOTALS

PREVIOUS
BUDGET

ACCOUNT DESCRIPTION

Litigation Expenses
Contingency
Wages - Regular
FICA & Medicare
Contingency
Wages - Part-Time
FICA & Medicare
Contingency

$

$

12,000
237,991
232,046
15,796
237,991
43,928
6,886
237,991
1,024,629

RE:

BUDGET
CHANGE

$

$

25,000
(25,000)
17,720
1,356
(19,076)
6,000
460
(6,460)
0.00

AMENDED
BUDGET

$

$

37,000
212,991
249,766
17,152
218,915
49,928
7,346
231,531
1,024,629

RENEWAL OF THE CONTRACT WITH CENTRAL SQUARE/ZUERCHER
TECHNOLOGIES, LLC FOR THE CAD SYSTEM
As part of the Consent Agenda, the Board authorized staff to renew the contract with
Central Square/Zuercher Technologies, LLC for the CAD System for a period of one (1) year,
representing the second possible renewal, as presented.

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RE:

RENEWAL OF THE CONTRACT WITH L3HARRIS TECHNOLOGIES FOR THE LMR P25
RADIO SYSTEM
As part of the Consent Agenda, the Board authorized staff to renew the contract with
L3Harris Technologies for the LMR P25 Radio System for a period of one (1) year, representing
the third possible renewal, as presented.
RE:

ADOPTION OF THE MAY 25, 2021 WORKSESSION MINUTES
As part of the Consent Agenda, the Board adopted the May 25, 2021 Worksession minutes,
as presented.
RE:

ADOPTION OF THE MAY 25, 2021 REGULAR MEETING MINUTES
As part of the Consent Agenda, the Board adopted the May 25, 2021 Regular Meeting
minutes, as presented.
RE:

NEW BUSINESS
RE:

ADOPTION OF THE AUXILIARY LIST FOR SECONDARY ROADS
Alyson Simpson, Chief Deputy Clerk, stated that, since the Board had completed its annual
process for review and adoption of the Secondary Six-Year Plan, it would be appropriate for the
Board to adopt its Auxiliary List. She reminded the Board the Auxiliary List was a reference list for
projects to be considered or added to the Secondary Six-Year Plan in future years or as additional
funding becomes available. Ms. Simpson noted that she was not aware of any changes to be made
to the Auxiliary List since it was last adopted in May, 2020.
Discussion ensued among the Board regarding: adding Shore Drive to the Auxiliary List as
a potential Rural Addition project.
On the motion of Mr. White, seconded by Mr. Frame, which carried by a vote of 5-0, the
Board adopted the Auxiliary List for Secondary Roads, as modified.
Ayes: Johnson, White, Marshall, Crozier, Frame. Nays: None.
RE:

TYLER TECHNOLOGIES ERP SOFTWARE AS A SERVICES (SAAS) AGREEMENT
Amanda Amos, Procurement Coordinator, stated that Tyler Technologies offered an ERP
Software as a Service (SaaS) cloud-based software that would allow the County to have its Munis
data stored in a secure, managed location. She indicated this cloud-based software had a standard
disaster recovery feature, as well as increased remote access capabilities to accommodate
alternative work arrangements. Ms. Amos noted that security risks were minimized by controlling
user access and securing data in certified, compliant, and fault-tolerant data centers. She explained
that a sole source posting for this software had been approved by the County Attorney and the
Assistant County Administrator for Management Services.
Ms. Amos stated that Tyler Technologies had provided a quote for the software that would
be paid over three (3) years, bringing the project total to $504,264. Funding was available in
COVID-19 Response (43551001-43203) and IT Maintenance (41251001-43385). She added the
first year’s payment of $177,381 would be covered through a combination of both accounts.
Discussion ensued among the Board regarding: funding for future year payments; software
updates; and server replacement.
On the motion of Mr. Frame, seconded by Mr. Johnson, which carried by a vote of 5-0, the
Board authorized staff to enter into an agreement with Tyler Technologies for the purchase of the

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ERP SaaS software using identified funds in the COVID-19 Response and IT Maintenance
budgets, as presented.
Ayes: Johnson, White, Marshall, Crozier, Frame. Nays: None.
RE:

OLD BUSINESS
RE:

ADOPTION OF THE 2021-2025 ECONOMIC DEVELOPMENT STRATEGIC PLAN
Rose Deal, Economic Development Director, explained that the Economic Development
Authority had recently adopted the 2021-2025 Economic Development Strategic Plan, which
included focus areas of attraction and retention, workforce development, small business
development and entrepreneurship, and quality of life. She presented the content of the Strategic
Plan to the Board, indicating that staff was seeking the Board’s concurrence to adopt the Plan.
On the motion of Mr. Frame, seconded by Mr. Johnson, which carried by a vote of 5-0, the
Board adopted the 2021-2025 Economic Development Strategic Plan, as presented.
Ayes: Johnson, White, Marshall, Crozier, Frame. Nays: None.
RE:

DEPARTMENT DIRECTOR / CONSTITUTIONAL OFFICER REPORTS
There were no Department Director or Constitutional Officer Reports at this time.

RE:

COUNTY ATTORNEY’S REPORT
RE:

GRANDFATHER CLAUSE FOR PRIVATE ROAD STANDARDS
Thomas Lacheney, County Attorney, said he had received interest in adopting an
amendment to the Code of Ordinances that would provide a “grandfather” clause for the private
road standards. He provided suggestions on ways in which the clause could be accomplished.
Discussion ensued among the Board regarding: determining a “grandfather” date; the fact
there was no way to know how many affected subdivisions existed; and the potential to include
language in the ordinance for Planning Commission review and determination.
By consensus, the Board requested that the County Attorney draft language for an
amendment to the Code of Ordinances concerning a “grandfather” clause for the private road
standards, to be presented for further discussion at a future meeting.
RE:

COUNTY ADMINISTRATOR’S REPORT
RE:

RESOLUTION TO ESTABLISH THE AUTHORITY OF THE ORANGE COUNTY
ADMINISTRATOR
Theodore L. Voorhees, County Administrator, explained that he presented a resolution for
the Board’s consideration at its meeting on May 25, 2021, which would establish the authority of
the Orange County Administrator. During said meeting, the Board expressed concern over the
language surrounding procurement and personnel policies. As such, Mr. Voorhees reviewed the
changes that had been made to the resolution and presented it for Board consideration.
On the motion of Mr. Frame, seconded by Mr. White, which carried by a roll call vote of
5-0, the Board adopted the following resolution, as presented:
RESOLUTION TO ESTABLISH THE AUTHORITY OF THE ORANGE COUNTY
ADMINISTRATOR

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WHEREAS, pursuant to Virginia law, the Orange County Board of Supervisors is vested
with all of the authority and responsibility for managing and administrating the functions of county
government; and
WHEREAS, pursuant to §15.2-1540 of the Code of Virginia, the Board is authorized to
appoint a chief administrative officer, and has appointed the County Administrator to serve in that
role; and
WHEREAS, pursuant to Virginia law, the County Administrator has such authority as is
delegated to the Administrator by the Board of Supervisors; and
WHEREAS, the Board of Supervisors has determined that it is in the best interest of the
County to clearly delineate and identify the authority of the County Administrator;
NOW, THEREFORE, BE IT RESOLVED, on this 8th day of June, 2021, that the Orange
County Board of Supervisors hereby designates the Orange County Administrator as the
administrative head of government who shall be responsible to the governing body for the proper
management of all the affairs of the locality for which the governing body has authority to control;
and
BE IT FURTHER RESOLVED, that the County Administrator shall have the following
delegated authority from the Board of Supervisors:
I.

All authority granted by §15.2-1541 of the Code of Virginia, which shall include:
a. Seeing that all ordinances, resolutions, directives, and orders of the governing body,
and that all laws of the Commonwealth required to be enforced through the governing
body or officers subject to the control of the governing body, are faithfully executed;
b. Making reports to the governing body from time to time, as required or deemed
advisable, upon the affairs of the locality under his control and supervision;
c.

Receiving reports from, and giving directions to, all heads of offices, departments, and
boards of the locality under his control and supervision;

d. Submitting to the governing body a proposed annual budget, in accordance with
general law, with his recommendations;
e. Executing the budget as finally adopted by the governing body;
f.

Keeping the governing body fully advised of the locality's financial condition and its
future financial needs;

g. Appointing all officers and employees of the locality, except as he may authorize the
head of an office, department, or board responsible to him to appoint subordinates in
such office, department, or board;
Said authority shall also include the authority to:
-

Designate officers and employees to perform administrative duties and to exercise
administrative powers.
Propose personnel policies for adoption or amendment by the Board and to
administer such personnel policies and procedures, which shall include a
grievance procedure.
Promulgate administrative policies and procedures necessary for the safe, secure,
and orderly operation of County business.

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-

Appoint a Financial Officer, pursuant to §15.2-1537 of the Code of Virginia.

h. Performing such other duties as may be prescribed by the governing body; and
i.

Maintaining a centralized system of accounting for the County, including the School
Board and the local Board of Social Services, pursuant to §15.2-1541.1 of the Code of
Virginia.

II. Serve as Clerk to the Board of Supervisors.
III. All of the authority necessary to serve as the Director of Emergency Management, pursuant
to §44-146.19(B)(2) of the Code of Virginia.
IV. All of the authority necessary to serve as Purchasing Agent, and to make purchases, and
execute contracts for the purchase of goods and/or services, where the dollar amount for
said goods and/or services is contained in the approved County budget, except that any
purchases over the amount established in the Procurement Policy for the County of Orange
shall require the approval of the Board of Supervisors, and all purchases shall be in
accordance with such Board-approved Procurement Policy pursuant to §2.2-4303 of the
Code of Virginia.
V. To sign any agreements, forms, or documents that are incidental to, or related to, the
performance by the County Administrator of any of the above-described duties and
responsibilities.
Ayes: Johnson, White, Marshall, Crozier, Frame. Nays: None.
RE:

BOARD COMMENT
Supervisor Frame reported on the recent inspection at Lake of the Woods Fire and Rescue, which
received no findings.
Chairman Crozier indicated there would be a presentation at the next meeting regarding a
resolution of support concerning a humanitarian issue.
RE:

INFORMATIONAL ITEMS
The Board received the following correspondence for its information:
 Finance Quarterly Report
 Parks and Recreation Quarterly Report

RE:

APPOINTMENTS TO BOARDS, COMMISSIONS, AND COMMITTEES
By consensus, the Board appointed Bryan Nicol as the District 5 Representative on the Orange
County Planning Commission, filling the unexpired four-year term of James Hutchison, with said term
commencing immediately and expiring on March 31, 2024.
RE:

CALENDAR
The Board received copies of its calendar of meetings for the months of June 2021, July 2021, and
August 2021.
RE:

SCHEDULE A WORKSESSION FOR SUP 20-05 (REDFISH SOLAR)
By consensus, the Board requested that staff schedule a Worksession on July 13, 2021,
to discuss a siting agreement for the Redfish Solar project.

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RE:

ADJOURN
On the motion of Mr. Frame, seconded by Mr. Johnson, which carried by a vote of 5-0, the Board
adjourned the meeting at 5:42 p.m. Ayes: Johnson, White, Marshall, Crozier, Frame. Nays: None.
______________________________
James P. Crozier, Chairman

______________________________
Theodore L. Voorhees, County Administrator

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