Summary of the Board of Supervisors Meeting: September 2025
SEPTEMBER 9, 2025 NELSON COUNTY BOARD OF SUPERVISORS
2:00 P.M.
Present : Supervisors Jessica Ligon, Ernie Reed, David Parr,
Absent: Supervisors Tommy Harvey, Jessie Rutherford
ALL REFERENCED DOCUMENTS IN THE BOARD OF SUPERVISORS’ (BOS)PACKET can be found by going to https://www.nelsoncounty-va.gov/government/board-of-supervisors/, clicking on the calendar, September 9, 2025 and clicking on the 2:00 meeting announcement. It will be on left side of the page, 3rd item listed just above the agenda.!!!
I . The Meeting called to order by Supervisor Reed followed by a moment of silence and the Pledge of Allegiance.
II. PUBLIC COMMENTS:
1) Joanne T.C. Clarkson: spoke as a resident of Piney River and who just learned in the newspaper that two duplex homes with two rental units located on Saint James Church Road each which will be Section 8 housing. She is concerned that a third duplex will be added and that Section 8 housing already in Piney River is a mess. She points out that her land which abuts the subject property, could also become Section 8 housing under the current zoning. She wants a town hall with the board, and other officials and she wants the zoning in the area changed. She requested an explanation of the criteria as to who will live there, who will monitor the property and whether the criteria continue to be met.
III. CONSENT AGENDA: The following resolutions were unanimously passed:
A. Resolution – R2025-65 Minutes for Approval: “the minutes of said Board meeting conducted on May 21, 2025, August 12, 2025 and August 19, 2025 be and hereby are approved and authorized for entry into the official record of the Board of Supervisors meetings.”
B. Resolution – R2025-66 FY26 Budget Amendment:
I. Appropriation of Funds (General Fund)
Amount Revenue Account (-) Expenditure Account (+)
$ 3 0,008.00 3-100-009999-0001 4-100-022010-5419
$ 1 0,000.00 3-100-002404-0060 4-100-081020-7061
$ 6 49.95 3-100-003303-0107 4-100-031020-1013
$ 9 65.64 3-100-003303-0107 4-100-999000-9905
$ 1 ,541.31 3-100-003303-0107 4-100-999000-9905
$ 2 ,376.96 3-100-003303-0107 4-100-999000-9905
$ 7 ,359.41 3-100-003303-0051 4-100-999000-9905
$ 3 ,126.67 3-100-002404-0035 4-100-999000-9905
$ 4 ,612.17 3-100-001899-0008 4-100-091030-5202
$ 2 ,298.08 3-100-001899-0008 4-100-091030-5202
$ 7 ,862.93 3-100-001899-0008 4-100-091030-5202
$ 1 8,085.60 3-100-002404-0002 4-100-032020-5650
$ 2 30,125.60 3-100-009999-0001 4-100-091050-7085
$ 3 7,054.81 3-100-001803-0020 4-100-999000-9905
$ 1 9,497.00 3-100-009999-0001 4-100-091030-5657
$ 1 ,242.90 3-100-001401-0002 4-100-031020-7017
___________________
$ 376,807.03
II. Transfer of Funds (General Fund Departmental)
Amount Credit Account (-) Debit Account (+)
$ 67,226.00 4-100-031020-7049 4-100-031020-7015
$ 5,143.00 4-100-031020-7049 4-100-031020-2001
$ 1,536.00 3-100-001401-0001 3-100-001401-0002
___________________
$ 73,905.00
III. Transfer of Funds (Capital Fund)
Amount Credit Account (-) Debit Account (+)
$ 305,191.84 4-110-094200-8350 4-110-094200-8324
_________________
$ 305,191.84
C. Resolution – R2025-67 Opioid Settlement Participation:
“…… -WHEREAS, settlement proposals have been negotiated that will cause the opioid manufacturers Alvogen, Amneal, Apotex, Hikma, Indivior, Mylan, Sun, and Zydus (collectively, “the Manufacturers”) to pay an aggregate of approximately $720 million dollars nationwide to resolve opioid-related claims against them; and
WHEREAS, the County has approved and adopted the Virginia Opioid Abatement Fund and Settlement Allocation Memorandum of Understanding (the “Virginia MOU”), and affirms that each of the pending settlements with the Manufacturers shall be considered a “Settlement” that is subject to the Virginia MOU, and shall be administered and allocated in the same manner as the opioid settlements entered into previously with opioid distributors McKesson, Cardinal Health, and AmerisourceBergen, opioid manufacturers Janssen Pharmaceuticals, Teva Pharmaceuticals, and Allergan, and retail pharmacy chains CVS, Walgreens, Walmart, and Kroger;
WHEREAS, the County Attorney has reviewed the available information about the proposed settlements with the Manufacturers and has recommended that the County participate in the settlements in order to recover its share of the funds that the settlements would provide;
NOW THEREFORE BE IT RESOLVED that the Nelson County Board of Supervisors, this 9th day of September, 2025, approves of the County’s participation in the proposed settlements of opioid-related claims against the Manufacturers, and directs the County Attorney to execute the documents necessary to effectuate the County’s participation in the settlements, including the required release of claims against the Manufacturers.
IV. PRESENTATIONS.
A. VDOT Report: Robert Brown gave the VDOT report: The work on Rt 617 should be finished within two weeks. New paving has been done on Rt.6 between Rt. 250 and Rt. 151. VDOT has been engaged in “ a lot of ditching”. There will be a final cut of the grass, weeds alongside the county roads on October 14, 2025.
Supervisor Ligon asked when the culvert on Arrington Road will get be blacktopped. She reported a close call with motorcycles and requested that caution/warning signs be put up. She inquired as to the cost of “Children at Play” signs and confirmed that while VDOT would determine their placement, the locals have to pay for them, The cost is between $500-$800 per sign and could be paid from the funds received from the Wild Rose Solar Farm.
B. BRVGS Sister Cities Proposal – Brayden Murphy and Odin Clark-Cearley, seniors at Nelson High School for their Blue ridge Governance School Project determined they wanted to sponsor a “Sister City Project”. They presented a power point presentation recommending that Nelson County join BRVGS Sister Cities and adopt a “sister city” in a foreign country. A “sister city” per the presentation, consists of a mutually beneficial long term partnership, that is formally recognized by an agreement between highest officials that will build an international bridge between communities for their personal benefit and create greater flexibility through greater independence. Sister Cities International recognizes a sister city relationship when mayors or highest ranking elected officials from the two communities sign an agreement to become sister cities. This relationship fosters exposure to international culture, aids in creating a wholistic community approach, provides educational opportunities and a long-term legacy which is low cost and high return.
“The Nelson County Sister City Initiative (NCSCI) will be dedicated to overseeing the creation and administration of formal and informal relationships with friendship cities and sister cities. The primary objective of NCSCI is to grow a mutually beneficial relationship with another city that aims to expand Nelson’s horizons.”
These young men are either themselves paying or obtaining a grant to pay the initial $410 fee to initiate the project and their ask of the Board right now is moral support and mentoring. They may be back to make other requests as the project unfolds. It is their hope that it is carried on by other students in the school after they have graduated.
The Board expressed its appreciation for the ideas and the scope of the project and invited further reports to the Board.
C. TJPDC 2025 Legislative Update – David Blount: The State Budget has $500,000,000 in excess revenues coupled with approximates $900,000,000 in savings from Gov. Youngkin’s vetoes. With other savings, there will be approximately 1.7 billion excess revenues going into the next ten months or so. There is a great deal of uncertainty resulting from federal cuts, and the resulting but not yet known impacts on the state economy, and as well as uncertainty regarding the impact on Medicaid, and food assistance. Richmond is treating the surplus cautiously over the next two years (biannual budget). Our legislative agenda presented at the Board meeting is set forth below. Mr. Blount pointed out that localities are still playing defense trying to retain local planning autonomy on issues like data centers, solar farms. etc.
D. 2026 General Reassessment Update – Gary Eanes gave a presentation reporting the progress that Wampler-Eanes made in performing the reassessments of real estate in Nelson County for 2026 for tax purposes. By the end of 2025, Wampler-Eanes will have performed 167 reassessments for 54 localities in Virginia and North Carolina totaling in excess of 2,800,000 properties. State law requires reassessments every four years in counties with a population of 50,000 or more and recommends that same timeline for smaller counties such as Nelson. The reassessment of all counties must occur in increments not greater than every six years. Annual and biannual assessments are permitted.
Mr. Eanes presentation set out the accepted methodologies for performing reassessments.
A sales ratio study compares assessed values to open market values as represented by open market sales. The product is the sales ratio of assessed value to sales prices.
Assessed value 80,000
____________________
Sales price 100,000 = 80%
Reassessment is important when that ratio falls to 70% or below.
Three methods of assessment are utilized:
Cost Approach- determines what it would cost to build the structure new at the current rates and land values. If the structure is not new, then the amount of depreciation must be determined.
Income Approach-evaluates how much income the property would produce if it were rented. The price that could be paid and yield a return on the investment is determined.
Sales Comparison/Market Approach compares property to similar properties that have recently sold. Features used as a basis of comparison include living space, style, age condition, lot size, location and other amenities.
The reassessment will be finished this year. The complete power point presentation is available on pages 75-104 of the September 9, 2025 Board of supervisors packet including multiple examples with pictures throughout the county demonstrating where property is alleged to be underassessed. The examples demonstrate that the properties in the county are generally seriously undervalued. What the county does with the information in terms of tax rates will be up to the board of Supervisors.
V. NEW & UNFINISHED BUSINESS
A. Authorization for Public Hearing on Piney River Water and Sewer Rates (R2025-68): The following resolution was unanimously adopted which puts the Public Hearing on the Piney River Water and Sewer Rates (R2025-68) on the 7:200 pm agenda for October 14, 2025.
The specific rate schedules including graphs of the implementation of over time are available on pages 105 to 111 of the September 9, 2025 Board of Supervisor packet.
B. Request for Local Grant Match to Purchase AEDs – Sheriff Embrey (R2025-69): Based on the information related by Sheriff Embry as set out in the letter below, the Board unanimously adopted Request for Local Grant Match to Purchase AEDs – (R2025-69).
Sheriff Embrey acknowledged that the funds needed were in the Asset Forfeiture Fund but said that was a rainy day fund that has been tapped before for unexpected “sheriff expenses”, this requested expenditure is a benefit to the county as a whole not just the police department, and it saves lives. The Board considered the argument and the information contained in the above letter and the information found at pages 121-126 of the September 9, 2025 Board of Supervisor Packet.
The Resolution unanimously passed is as follows; .
“WHEREAS, the Nelson County Sheriff’s Office is a recipient of a Rescue Squad Assistance Fund (RSAF) Grant Award, which has a 50/50 State/Local Match; and
WHEREAS, the Sheriff intends to use these grant funds to purchase 12 Zoll AED Plus-Encore Series units; 1 for each patrol car, which will allow patrol division deputies arriving first on scene, to provide life-saving measures,
NOW THERFORE BE IT RESOLVED, that the Nelson County Board of Supervisors hereby approves the Sheriff’s request for local grant match funding of $4,350 to aid in the purchase 12 ZOLL AED Plus– Encore Series units at a total cost of $8,700.”
C. Faber Volunteer Fire Department Interest Free Loan Request – Chief Cook (R2025-70):
Chief Cook represented at the Board meeting that he expected to pay the loan off in three years. The resolution set forth below was unanimously passed:
“BE IT RESOLVED, that the Nelson County Board of Supervisors hereby approves an interest free loan request from Faber Volunteer Fire Department in the amount of $34,000 to help purchase a 2025 1,500-gallon capacity tanker.”
VI. REPORTS, APPOINTMENTS, DIRECTIVES AND CORRESPONDENCE
A. Reports
1. County Administrator’s Report for September 9, 2025 Board Meeting
A. DSS Building Project: Coleman-Adams is securing all permits with building hazmat abatement and demolition anticipated to occur in the next couple of weeks, with site work to follow. Regular project meetings will begin soon and the parked vehicles at the site are expected to be moved by September 22nd or sooner if required.
B. Department of Social Services & Agency Corrective Action Plan: An agency update was issued in a September 4th press release (see attached). In August, the Agency received 23 Child Protective Services referrals, 15 were validated/accepted (65%) and 8 were screened out (35%). Of the 15 validated/accepted referrals, 4 were assigned as investigations (27%) and 11 were assigned as family assessments (73%). This data is in positive contrast with Nelson’s SFY2024 data, which shows that 26% of Child Protective Services referrals were validated/accepted, 74% were screened out, 0% were assigned as investigations, and 90% were assigned as family assessments. This is more in line with Piedmont Region data for SFY2024 where 42% of Child Protective Services referrals were validated/accepted, 58% were screened out, 19% were assigned as investigations, and 78% were assigned as family assessments.
Staffing has improved with a Family Service Specialist and Benefits Programs Specialists starting on 9/1/25 and recruitment for a Director, Family Services Supervisor, and Administrative Coordinator II has begun. Agency coordination has been re-established with positive feedback from local agencies and community partners. Staff is working towards implementation of a new Local DSS Advisory Board with initial member recruitment anticipated to begin later in September.
The Agency is continuing to work with VDSS in working through its Corrective Action Plan; personnel resignations have impacted progress in compliance with case protocols and data entry in electronic case files this past month; however, staff is working diligently with VDSS practice consultants on current cases and case backlogs.
C. Larkin Phase 1 Well Evaluation & Dillard Creek Flow Evaluation: Both reports have now been received (see attached) and advisement from the Board on scheduling a work session with CHA on these or an October regular meeting presentation is requested.
D. Space Needs Follow Up: Staff is following up as directed at the August 26th continued meeting, to collect information on 400 Front Street and The Nelson Center for consideration as possible solutions for the relocation of non-court related offices from the Courthouse.
E. Zoning & Subdivision Ordinance Update (Zoning & Subdivision Update | Nelson2042) : BOS/PC have been having joint work sessions with Berkley Group to review proposed chapters of the new Ordinance, next steps include:
• October 22, 2025 – Joint BOS/PC Work session 6 – CO 151, STRs, Outstanding Questions
• December 17, 2025 – Joint BOS/PC Work Session – Full Ordinance Review
• January 2026 – Public Open House & Review
• February 2026 – Pre-Adoption Work Session and Final Revisions
• March 2026 – PC Public Hearing & Recommendation to BOS
• April 2026 – BOS Public Hearing & Consideration of Adoption
F. Seven Stars Music Festival (Seven Stars Festival 2025) – October 9 through October 12, 2025: Staff and applicable agencies have been meeting weekly with 100X, LLC, the event promoters of a multi-day music festival to be held at Oak Ridge/LOCKN Farms property. The event includes various types of camping: tent, car, RV, and multiple glamping options. Event logistics are being finalized (site plans, traffic plans, Emergency Services, and security etc.) and the Temporary Event Permit has been circulated to approvers with VDH to be the final signature. The event is sold out and expected to bring in a maximum 23,500 attendees over the course of the festival. Promoters have indicated they will be posting traffic plans on their website and will be contacting event neighbors to offer information and answer questions. Festival staff will arrive on site for site preparation on September 22nd.
G. Christmas Lights: A. Spivey has been following up to gather more information on the status of the lights, the light pole brackets and connections, and costs to operate them. (see attached) Should the Board decide to take on the lights, we would anticipate at a minimum, the cost to replace any bulbs on the lights currently in inventory. We do not have a total count at this time. Additional costs would include the electric service (both AEP and CVEC), as well as any costs to make the necessary repairs to the power supply on each of the poles used. Ms. Spivey heard back from Elaine Hooker, who said the Nellysford lights cost $150 for the season. The cost is estimated that the lights in Lovingston would cost about $750-$800 for the season, which is what we were billed to an account set up without our permission in early 2024 – we ended up not having to pay that bill, but we do not know if in the future, we would need to have an account set up to cover this. We are expecting updates soon from AEP and CVEC.
H. Cover the Caboose Effort- Piney River Rail Trail: Currently, we have two quotes and are seeking a third. The highest quote is turnkey including installation at $57,580 and the other is a purchased kit for $15,000 with the possibility of volunteer assembly from a local barn builder. Maintenance has just cleared trees in front of the caboose to provide a clear image for a mock-up design to be provided by one of the quoting entities.
I. NCCDF Family Assistance Program: Ms. Claire has reported that as of September 2nd, they have had 26 people contact them and get applications for more than $13,000 in assistance. Of those, they have had 17 families complete applications and receive funding for $4,700.
J. Piney River Pump Station (Phase II): The quote received on the specifications for the pump station is $263,103 and is subject to escalation for any price increases of materials or components greater than 5% after the time of quote. Manufacturing is estimated to take 24-38 weeks from when Smith and Loveless receives approved submittal data. Staff is preparing to proceed with ordering the pump station and is gathering pricing information related to installation as well as consulting with DEQ on their required coordination. The installation price from the pump station vendor’s installer is $425,744, The FY26 budget currently includes $323,125 for this project.
K. Tipping Floor Replacement Project: At the October Region 2000 Authority meeting, I will be seeking approval from the Authority to approach Amherst County regarding direct hauling of the County’s solid waste to their landfill facility versus hauling it to the Livestock Rd. facility during floor replacement. If authorized, approval from the Amherst BOS will be sought for a Spring time frame; coinciding with the opening of their new landfill cell. The primary concern is the hauling time from our sites to the Livestock Road facility, which impacts our ability to effectively keep up with processing the waste stream during this time. While we may be paying about $10 more per ton for disposal in Amherst (a total estimated $5,000 more), we will have savings from pausing the secondary hauling by Thompson Trucking (Transfer Station to Livestock Road) for approximately 1 month, the equivalent of about $22,000. Preliminary coordination with Amherst staff on this has been taking place in case the necessary approvals are provided.
L. Meals and Lodging Tax Collection & Lodging Entity Tracking: See Attached Charts - # of Lodging Units remains at 824. Economic Development/Tourism, IT, and Planning/Zoning staff are vetting short term rental software platforms for purchase, with Economic Development staff to be the primary user for tracking purposes.
M. Staff Reports: Department and office reports for July/August have been provided.
There are 59 pages of attachments to this month’s County Administrator’s report. The author has attached a few which seemed particularly noteworthy. The 32 page report from CHA Consulting Inc regarding Potable Ground Water on the Larkin property can be obtained from the author, or the County Administrators office. The findings were positive. CHA also filed a report on the viability of Dillard Creek as a water source for the Larkin property. This report is also available from the Author or the County Administrator’s office.
Selected attachments are the following:
“FOR IMMEDIATE RELEASE: September 4, 2025
JOINT RELEASE BY NELSON COUNTY DEPARTMENT OF SOCIAL SERVICES AND SHERIFF’S DEPARTMENT
Since the previous press release on August 20, 2025, Nelson County’s Department of Social Services has made strides in several key areas. The referral hotlines are being utilized and in August, the Agency received 23 Child Protective Services referrals, 15 were validated/accepted (65%) and 8 were screened out (35%). Of the 15 validated/accepted referrals, 4 were assigned as investigations (27%) and 11 were assigned as family assessments (73%).
County Administrator, Candy McGarry says “this data is in positive contrast with Nelson’s SFY2024 data, which shows that 26% of Child Protective Services referrals were validated/accepted, 74% were screened out, 0% were assigned as investigations, and 90% were assigned as family assessments. This is more in line with Piedmont Region data for SFY2024 where 42% of Child Protective Services referrals were validated/accepted, 58% were screened out, 19% were assigned as investigations, and 78% were assigned as family assessments. Our staff is diligently working through all referrals and the data is reflecting that commitment”, says Administrator McGarry. The Agency is also progressing in staff fulfillment and recruiting. “A Family Services Specialist and Benefits Programs Specialist began work on September 1, 2025 and advertisements have been posted with VDSS for the vacant positions of Social Services Director I, Family Services Supervisor, and
Administrative Coordinator II”, reported Interim Director, Allison McGarry adding that “Family Services staff continue to complete training and engage with regional VDSS practice consultants and our neighboring agency partners for assistance.” Administrator McGarry expressed her appreciation for the renewed vital coordination of the Agency with community partners, such as the Sheriff’s Department; with Sheriff Embrey adding “The Nelson County Sheriff’s Office would like to thank Interim Nelson County DSS Director Allison McGarry for her leadership during this transitional period. The communication and collaboration between our Offices have dramatically increased, allowing all allegations of abuse and neglect towards our County’s youth and elderly, to be fully investigated by members of our Office. The Nelson County Sheriff’s Office is fully committed to fostering a growing relationship with members of Nelson County DSS, as together we will rebuild the community’s trust.”
Administrator McGarry concluded by advising that “implementation of a Local DSS Advisory Board is in its beginning phases with initial member recruitment slated to begin in late September.” The Local DSS Advisory Board is appointed by the Board of Supervisors and will consist of at least five members, one from each election District, with Administrator McGarry serving as an Ex Officio, non-voting member. “Quality Advisory Board members are those who are interested in assisting the broad spectrum of community members served by DSS, who represent the general population while being protectors of their privacy and confidentiality, and who will bring their own experience and ideas to the Board” says Administrator McGarry. The County plans to begin advertising for Advisory Board members in late September and interested citizens may contact County Administration at 434-263-7000 for more information.
CPS only data from John King, Piedmont Region CPS practice consultant - received on
9/3/25
Nelson DSS Data for August 2025
Total Referrals Received = 23
Validated = 15
Screened out = 8
Percentage Validated = 65%
Percentage Screened Out = 35%
Nelson DSS Data for August 2025
Investigations = 4
Family Assessments = 11
Percentage Investigations = 27%
Percentage Family Assessments = 73%
Nelson SFY2024 Data
Percentage Validated = 26%
Percentage Screened Out = 74%
Percentage Investigations = 0%
Percentage Family Assessments = 90%
Piedmont Region SFY2024
Percentage Validated = 42%
Percentage Screened Out = 58%
Percentage Investigations = 19%
Percentage Family Assessments = 78%
Statewide SFY2024
Percentage Validated = 39%
Percentage Screened Out = 61%
Percentage Investigations = 24%
Percentage Family Assessments = 74%
Board Reports:
Supervisor Ligon reported that the Planning Commission is working on proposals for new ordinances in conformance with the 5 year plan.
Supervisor Parr had nothing to report beyond what had already been reported.
Supervisor Reed reported that he went to the summer Association of Virginia Counties conference and it was an early look to at their legislative agenda and got to hear the candidates for Lt. Governor and Attorney General speak. It was a good opportunity to hear the difference in the tone of their presentations.
B. Appointments : the Board/Commission positions set out on the chart below were before the to be filled:
The Board unanimously approved
1) Audrey D. Evans to fill the West District vacancy on the N.C Library Committee, and
2) The Reappointment of Carl Stellwag to the JABA Board.
Consideration of the DSS Advisory Board vacancies was continued to the October meeting.
C. Correspondence: Supervisor Reed had a discussion with a constituent on the value of taking our recycled plastic to North Carolina where he believes it is largely going into a land fill (not being recycled) instead of putting it in a landfill here at a lessor cost. He acknowledged it had been some years since he had researched what was happening to our plastic in North Carolina and he needed to update his research on the issue. No other correspondence was reported.
D. Directives: None.
VII. OTHER BUSINESS (AS PRESENTED): Supervisor Ligon requested that the County pay for up to two signs reading “children at play” for Gladstone at a cost not to exceed $500 per sign, the placement of which would be coordinated with and approved by VDOT. The request was unanimously approved.
VIII. The Meeting was adjourned and continued to the evening session
7:00 pm Session
I. The meeting was called to Order.
II. PUBLIC COMMENTS:
Ryan Morris addressed his concerns about public housing (Section 8) coming to St. James Road and requested a town hall with the BOS, Margaret Claire and all other stakeholders about the zoning permitting the duplexes and future zoning and ordinances in the area. He had been surprised to learn that the zoning had been approved a number of years ago and that the project had been languishing for some time.
III. PUBLIC HEARINGS
A. Ordinance O2025-08 – Amendment to Chapter 2, Article I, Sec. 2-1 Purchasing Procedures and Policies Consideration of an ordinance proposed for passage to amend Chapter 2, Article I, Sec. 2-1 Purchasing Procedures and Policies.
The proposed amendments (in summary) would increase the County’s purchase order threshold from $2,500 to $5,000 and increase the capitalization threshold in fixed asset inventory from $5,000 to $10,000.
No one appeared to give public comments regarding the posed ordinance.
Ms. McGarry reported that the upward revisions were in line with other similarly situated counties and locals and conformed to current OMB standards. With minimal further discussion by the Board, the Ordinance set forth below was unanimously approved.
AMENDMENT OF THE CODE OF NELSON COUNTY, VIRGINIA
CHAPTER 2 ADMINISTRATION, ARTICLE I IN GENERAL
“BE IT HEREBY ORDAINED, by the Nelson County Board of Supervisors that the Code of Nelson County, Virginia, Chapter 2, Administration, Article I In General is hereby amended as follows:
Amend Sec. 2-1. Purchasing procedures and policies.
(c) Purchasing authority. No person shall make any commitment for supplies, materials or services in the county unless authorization has been granted by the county administrator or his/her designee. Department heads or constitutional officers are hereby granted authority for purchases less than twenty-five hundred dollars ($2,500.00) five thousand dollars ($5,000) provided such purchases meet a legitimate need of the department and the necessary funds are budgeted.
(g) Requisitions. Department heads or their designees shall submit a requisition for all purchases of goods and/or services greater than twenty-five hundred dollars ($2,500.00) five thousand dollars ($5,000) to the finance department prior to a purchase order being issued.
(j) Small purchase procurement.
(1) For purchases between twenty-five hundred dollars ($2,500.00) five thousand dollars ($5,000) and thirty thousand dollars ($30,000.00), there must be either three (3) telephone, three (3) written, or three (3) internet quotations.
(2) Purchases of goods and nonprofessional services greater than thirty thousand dollars ($30,000.00) and up to one hundred thousand dollars ($100,000.00) shall require the written informal solicitation of a minimum of four (4) bidders or offerors. Public notices shall be posted in accordance with the Virginia Public Procurement Act.
(3) Purchases of professional services greater than thirty thousand dollars ($30,000) and up to fifty thousand dollars ($50,000.00) shall require the written solicitation of four (4) bidders or offerors.
(m) Fixed asset inventory. All capital goods and equipment and those materials over five thousand dollars
($5,000.00) ten thousand dollars ($10,000) in value assigned to each department shall be logged on the fixed asset inventory at the time of delivery or assignment. Department heads shall annually review the inventory for their department(s) and shall list and account for any changes in the inventory by report to the purchasing agent or his/her designee at each fiscal year end. The fixed asset inventory will also be used for both insurance and inventory
(n) Documents. The following five (5) documents will be used as a part of the county purchasing procedures and policies:
(1) Requisition for purchase. A requisition for purchase is prepared by the user department to explain and request a needed purchase provided for in the department's budget.
(2) Telephone/internet quotation. A telephone/internet quotation form is utilized to record cost quote comparisons for goods and/or services in accordance with the established guidelines of the Purchasing Manual of Nelson County and is submitted to the purchasing agent or his/her designee along with a requisition for purchase for those goods and/or services.
(3) Purchase order. Purchase order forms will be used by the purchasing agent or his/her designee for all purchases exceeding twenty-five hundred dollars ($2,500.00), five thousand dollars ($5,000) for which a requisition for purchase has been approved.
(4) Fixed asset inventory. Department heads shall annually review the fixed asset inventory for their department(s) and shall list and account for any changes in the inventory by report to the purchasing agent or his/her designee at each fiscal year end.
(5) Request for proposal/invitation for bid. A request for proposal/invitation for bid is an official bidding document specifying goods or scope of services being procured and detailing the manner in which bidders/vendors should respond to the county administrator or his/her designee for the purchase of professional services greater than fifty thousand dollars ($50,000.00) and for the purchase of goods and nonprofessional services greater than one hundred thousand dollars ($100,000.00)
BE IT FURTHER ORDAINED, by the Nelson County Board of Supervisors that this Ordinance becomes effective upon adoption.”
IV. OTHER BUSINESS (AS PRESENTED): None
V. The meeting was Adjourned.