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04-15-2010 Regular Meeting REGULAR MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE FIFTEENTH DAY OF APRIL IN THE YEAR TWO THOUSAND AND TEN PRESENT: Phillip A. Bradshaw, Chairman Thomas J. Wright, III, Vice - Chairman Al Casteen Stan D. Clark JoAnn W. Hall Also Attending: A. Paul Burton, Interim County Attorney W. Douglas Caskey, County Administrator Carey Mills Storm, Clerk Chairman Bradshaw called the meeting to order at 6:00 p.m.. // Supervisor Casteen delivered the invocation. The Pledge of Allegiance was conducted. Chairman Bradshaw called for Approval of the Agenda. Interim County Attorney Burton offered the following amendments to the agenda: Under the County Attorney's report, add a special presentation by the Assistant County Attorney regarding the closing on the acquisition of 2,507 acres along the Blackwater River; under the County Attorney's report, add a request for authorization to execute an Agreement for Recycling Services with All Virginia Environmental Solutions, Inc.; under the County Attorney's report, add a request for authorization for a public hearing concerning new leases with the Isle of Wight Hunt Club and Pons Hunt Club; under the County Attorney's Report, add six (6) closed meeting items; and, under the Emergency Services report, add Carrsville Volunteer Fire Department FEMA Grant. Supervisor Wright moved that the agenda be adopted, as amended. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. // Chairman Bradshaw called for Special Presentations /Appearances. 1 Chief Animal Control Officer Sullivan displayed animals available for adoption at the Isle of Wight County Animal Shelter. Supervisor Clark announced that a "Friends of the Animals Day" will be held on May 15, 2010 from 10:00 a.m. until 4:00 p.m. at the County's Animal Shelter relative to adoption, foster care and volunteer programs that are being offered at the Shelter. Lisa T. Perry, Director of Economic Development, advised that the County, in conjunction with Franklin and Southampton County, has been partnering with the State to generate a marketing strategy designed to move the surrounding area toward economic recovery. She stated that focus needs to be geared towards stepping up activities to recruit new industry into existing industrial parks. She advised that staff' is focusing on suppliers associated with the Rolls Royce jet engine project that was announced for Prince George County which will be located within a 75 -mile range of that facility. She advised that the Governor will be hosting a reception at an air show in London for Rolls Royce and their suppliers and has agreed to make a special introduction for the County, Franklin and Southampton. She advised that staff continues to target global logistics and she distributed brochures which brand the County, Franklin and Southampton County as "The Sweet Spot" for prospective site locations. Chairman Bradshaw presented past Board of Supervisors' member, James B. Brown, Jr., with a resolution recognizing and commending him that had been formally adopted by the Board at its January 21, 2010 meeting. Lou Ann Chambers, Executive Director of the Rawls Museum Arts, Incorporated, requested the Board's favorable consideration of a Resolution to Authorize the Submission of a Grant Application on Behalf of the Rawls Museum Arts in the amount of $1,000 for the upcoming fiscal year. She advised that her organization serves the Counties of Southampton, Surry, Sussex and Isle of Wight, as well as the City of Franklin. She advised that any funding received will be matched by the State. Staff is to place the request for $1,000 for the Rawls Museum Arts, Incorporated in the upcoming fiscal year budget for consideration. Rick Bodson, representative of the Isle of Wight Arts League, requested the Board's favorable consideration of a Resolution to Authorize the Submission of a Grant Application on Behalf of the Isle of Wight Arts League in the amount of $5,000, which is matched by the Virginia Commission for the Arts. He advised that the funds will be used for the operation of the Art Center. Supervisor Clark moved that the following Resolution be adopted: 2 RESOLUTION TO AUTHORIZE THE SUBMISSION OF A GRANT APPLICATION ON BEHALF OF THE ISLE OF WIGHT ARTS LEAGUE WHEREAS, the Board of Supervisors of Isle of Wight County has provided matching funds in the past for a Virginia Commission for the Arts Local Challenge Grant submitted on behalf of the Isle of Wight Arts League and, WHEREAS, Isle of Wight Arts League has asked that a grant application be signed by the County and that the County provide funds in its FY -2011 budget to make a similar match. NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of Isle of Wight County that the County Administrator may sign the grant application drafted by the Isle of Wight Arts League and; BE IT FURTHER RESOLVED that the FY -2011 general operating budget may include $5,000 for a Local Government Challenge Grant match. The motion was adopted by a vote of (4 -0) with Supervisors Bradshaw, Casteen, Clark and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Hall abstaining from voting. Mark W. Furlo, Director of Parks and Recreation, presented a Resolution to Designate May 2010 as Bicycle Month in Isle of Wight County as recommended by the Bike and Pedestrian Committee, which he recommends the Board adopt. Supervisor Clark moved that the Board adopt the following Resolution: RESOLUTION TO DESIGNATE MAY 2010 AS BICYCLE MONTH IN ISLE OF WIGHT WHEREAS, for more than a century, the bicycle has been an important part of the lives of most Americans; and WHEREAS, today, millions of Americans engage in bicycling as an environmentally sound form of transportation, an excellent form of fitness and quality family recreation; and WHEREAS, the education of cyclists and motorists as to the proper and safe operation of bicycles is important to ensure the safety and comfort for all users; and WHEREAS, the League of American Bicyclists and independent cyclists throughout our state are promoting greater public awareness of bicycle operation and safety education in an effort to reduce accidents, injuries and fatalities; and 3 WHEREAS, May 17 -21, 2010 has been nationally designated as Bike to Work Week and the May 2010 has been nationally designated as Bike Month; and WHEREAS, Isle of Wight County Parks and Recreation and the Luter Family YMCA will be hosting a Bicycle Rodeo and the Annual Healthy Kids Day in the Park at Nike Park on Saturday, April 17, 2010; and WHEREAS, the Isle of Wight/Surry Relay for Life is Sponsoring the Hope, Hams, Hospitality, History, and HeART Bicycle Tour beginning in Smithfield on Saturday, April 24, 2010. NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that the Month of May in 2010 be designated as Bicycle Month. BE IT FURTHER RESOLVED, the Isle of Wight County Board of Supervisors encourages the residents of Isle Wight to take part in one or both biking events preceding the month of May. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. // Chairman Bradshaw called for consideration of the Consent Agenda. A. Volunteer Recognition Week . Resolution to Designate April 18 -24, 2010 as Volunteer Recognition Week B. Regional Day . Resolution to Endorse the Declaration of Interdependence C. Rural Business Enterprise Grant D. Funding of Smithfield Old Town Curb Market . Resolution to Accept and Appropriate Funds for the Smithfield Old Town Market E. Application for Grant Funds — State Homeland Security Grant Program 4 . Resolution to Accept and Appropriate Grant Funds from the Department of Homeland Security for the Virginia Homeland Security Grant Program F. Purchase of Young -Laine Court's Building Furnishings . Resolution to Purchase Court's Building Furnishings G. Modification to the FY2009/10 Capital Budget . Resolution to Amend the 2009 /10 Capital Budget H. Addition of Strawberry Plans Road/Route 681 to the County's Unpaved Road Candidate List I. Increased Fine for Speeding Sign Request on Route 662/Whippingham Parkway in the Carisbrooke. Subdivision . Resolution to Request that the Virginia Department of Transportation (VDOT) Install Signs Advising of the Maximum Penalty for Exceeding Posted Maximum Speed on Whippingham Parkway (Route 662) in the Carisbrooke Subdivision J. Quarterly Report/Economic Development K. County Policy Amendment . Resolution to Amend the County Policy Manual Chapter 2, Article 2, Section 2.2 L. Monthly Financial Reports for County and Schools M. Change in Board of Supervisors' Meeting Schedule . Resolution of the Board of Supervisors of Isle of Wight County, Virginia to Change Its Meeting Schedule Adopted by the Board at its Organizational Meeting of January 7, 2010 (Change of time of the April 26, 2010 Meeting from 5:00 p.m. to 6:00 p.m.) N. Isle of Wight County Planning Commission 2009 Annual Report O. VDOT UDA Grant Agreement P. Isle of Wight County Septic Pump -Out Grant Program 5 Supervisor Wright moved that Consent Agenda Item (E), Application for Grant Funds — State Homeland Security Grant Program (Resolution to Accept and Appropriate Grant Funds from the Department of Homeland Security for the Virginia Homeland Security Grant Program) be removed and the remaining items approved. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Regarding Item (E): Resolution to Accept and Appropriate Grant Funds from the Department of Homeland Security for the Virginia Homeland Security Grant Program (Revised), Supervisor Casteen moved that the Board adopt the following revised Resolution: RESOLUTION TO ACCEPT AND APPROPRIATE GRANT FUNDS FROM THE DEPARTMENT OF HOMELAND SECURITY FOR THE VIRGINIA HOMELAND SECURITY GRANT PROGRAM WHEREAS, the Board of Supervisors of the County of isle of Wight, Virginia has approved the development and submission of an application for the State Homeland Security Grant Program funds for interoperable communications. WHEREAS, funds in the amount of fifty one thousand dollars, or so much as shall be received needs to be accepted and appropriated to the appropriate line items in the FY 2010 -11 General Operating Budget of the County of Isle of Wight, Virginia. NOW, THEREFORE BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that fifty one thousand ($51,000) or so much as shall be received from the U.S. Department of Homeland Security be appropriated to the appropriate line items in the FY 2010 -2011 General Operating Budget of the County of Isle of Wight, Virginia. BE IT FURTHER RESOLVED that the County Administrator of the County of Isle of Wight, Virginia is authorized to make the appropriate accounting adjustments in the budget and to do all things necessary to give this resolution effect. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. /1 Chairman Bradshaw called for Regional Reports. 6 Supervisor Hall reported that the Chamber is launching a business initiative that will be heard more about in the near future. She further reported that the Chamber had also voted to provide funding to the Tourism Department to split the cost for the production of additional promotional materials for Homearama. Supervisor Casteen announced that the South Hampton Roads Resource Conservation and Development Council will be hosting an upcoming regional conference in Smithfield with respect to tourism promotion. Chairman Bradshaw reminded the Board that the County will host a dinner for the VACo Board of Directors on May 1, 2010 at 5:30 p.m. at Supervisor Wright's home. Supervisor Casteen reported that the Western Tidewater Regional Jail Authority had discussed its budget at its most recent meeting. He advised that the Authority, over the last two (2) years, has funded jail positions that use to be funded by the State and now the Authority is being asked to fund an additional 13 positions in the upcoming year. Supervisor Wright advised that housing of Federal prisoners brings in approximately $4 million in revenue to the jail and the State has reduced the per diem for inmates to $4 per day. He advised that the jail is currently 146% over capacity. Chairman Bradshaw reported that the Board's Finance Committee had met jointly with the School Board and agreed to the concept of shared services within their respective Departments of Human Resources. He advised that County Administrator Caskey and Superintendent McPherson are currently working on a transition plan for those departments to be combined into a single department. He further advised that County Administrator Caskey and the Director of General Services will be meeting with Superintendent McPherson and his staff regarding shared services of the two (2) bodies with respect to the area of transportation (vehicle maintenance). He stated that the County's position is that the Sheriff's and Social Services Departments must be included. He advised that shared services with respect to project management and engineering services is also being discussed. /1 Chairman Bradshaw called for Transportation Matters. Eddie P. Wrightson, Director of General Services, advised that MacFarland Neblett, VDOT Residency Administrator's last day will be April 23, 2010, although his official date of retirement is May 1, 2010. 7 Mr. Neblett verified that the "Road Closed" sign on Morgart's Beach Road remains up due to recent rains. He stated that VDOT, depending on satisfactory weather, intends to finish the project by the end of next week. Mr. Neblett advised that the Muddy Cross Road project will be bid on April 22, 2010 and that following its award, construction will begin either in June or the first part of July 2010. Mr. Neblett advised that he is waiting on the easement for Yellow Rock Road. Mr. Neblett was requested to send a request for Playground/Children at Play signs on Battery Park Road to the VDOT Traffic Engineering Department for review to determine if a "Children at Play" sign can be erected on the opposite side of the berm. Mr. Neblett advised that work is anticipated to be completed in the very near future on the bridge on Shiloh Drive. Mr. Neblett advised that the project on James Way is complete and functioning as designed for normal rain storms. Responsive to previous Board direction, Mr. Wrightson advised that staff has investigated why Poor House Road has been moved from Number 8 to Number 11 on the VDOT Candidate List. He advised that at some time in the past, roads on the Unpaved List went to the Six -Year Plan, regardless of the availability of funds. He advised that VDOT has since ceased that practice and no roads can be included in the Six -Year Plan unless there are sufficient funds to pave the road. He advised that there had been some projects on the Six -Year Plan which had been returned to the Unpaved Road Candidate List, resulting in Poor House Road being moved down the List. Mr. Neblett advised that the County will receive $92,950 this fiscal year to address needs on roads where only State funding can be utilized. Supervisor Clark moved that Mr. Wrightson be directed to find out and report back to the Board on the amount of funding that the County has, based upon the years that the County has rolled back its funds. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Mr. Neblett advised that VDOT is going to inject repair material into existing potholes on Route 460 at the Windsor Post Office. 11 Chairman Bradshaw called for Citizens Comments. 8 Emma Jean Brady, briefed the Board on a project involving reflective address markers for residents of the County to assist fire and rescue workers in locating homes during emergency calls. She requested that the Board endorse this project and assist them in promoting it. She advised that the County's ordinance addresses the size of the numbers and the materials they are to be made of; however, she would request that "reflective" be added to the County's ordinance. Chairman Bradshaw moved that the Chief of Emergency Services be directed to make a recommendation to the Board responsive to Mrs. Brady's request. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Stephanie Bailey, President of the Isle of Wight Education, spoke on the importance of the School Board's budget. She requested that the Board financially support education in the County. // Chairman Bradshaw called for comments from the Board. There were no comments offered. // Chairman Bradshaw called for the County Attorney's report. Interim County Attorney Burton requested authorization to advertise for public hearing an Ordinance to Amend and Reenact the Isle of Wight County Code by Amending and Reenacting Chapter 14.2. Smoking Regulations. Supervisor Wright moved that the Board authorize the County Attorney's office to advertise the amendment for public hearing at the Board's May 27, 2010 meeting. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Interim County Attorney Burton presented an addendum to the Kirk Timber lease and requested that the Board authorize the Chairman to execute the addendum for the Pons Precinct polling place. Supervisor Clark moved that the Chairman be authorized to execute the lease addendum on behalf of the Board. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. 9 Interim County Attorney Burton requested that the Board authorize the Chairman to execute the Recycling Services Agreement with All Virginia Environmental Solutions, Inc. for recycling services. Supervisor Wright moved that the Chairman be authorized to execute the Agreement for Recycling Services with All Virginia Environmental Solutions, Inc. The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Interim County Attorney Burton requested authorization to advertise for public hearing on May 27, 2010 consideration of new leases with the Isle of Wight Hunt Club and Pons Hunt Club. Supervisor Clark moved that the County Attorney's office be authorized to advertise the new leases with the Isle of Wight Hunt Club and Pons Hunt Club for public hearing at the Board's at the Board's May 27, 2010 meeting. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Assistant County Attorney Popovich advised that the County had closed on its purchase of the Blackwater tract consisting of 2,500 acres at a total purchase price of $3 million dollars of which the Virginia Department of Forestry is providing grant monies in the amount of $850,000; the Virginia Land Conservation Fund is paying $566,000; and the U.S. Fish and Wildlife Service is paying $75,000. He advised that the language necessary to meet Federal and State guidelines needs to be developed with respect to the conservation easement and that staff is currently in the process of locating someone to conduct the appraisal. He advised that it may take as long as eight (8) months to obtain the funding from the Department of Forestry. Supervisor Wright moved that staff be directed to contact the City of Norfolk and request that it provide a grant to help with the cleaning of water to go towards the acquisition of the property. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Interim County Attorney Burton advised that he had eight (8) matters to discuss with the Board later during the closed meeting. Il Chairman Bradshaw declared a ten - minute recess. 10 Chairman Bradshaw called for the General Services report. Mr. Wrightson reported that staff has investigated the sink holes at Oyster Court and included in the agenda is additional information pertaining to this issue. Supervisor Clark moved that staff be directed to return with a recommendation to repair the sink holes at Oyster Court. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Mr. Wright requested the Board's favorable consideration to purchase a replacement dump truck for use by the Public Works and Public Utilities Departments. Supervisor Wright moved that the Resolution be adopted: RESOLUTION TO AUTHORIZE PURCHASE OF A CAPITAL ASSET WHEREAS, the Capital Budget for FY 2009 -10 authorizes the purchase of a replacement dump truck and; WHEREAS, competitive bids were solicited for the equipment with the low bid offered at $63,599 and WHEREAS, examination of the vehicle offered reveals that the item offered by Suffolk International Truck and Equipment is in good condition and responsive to the County's specifications. THEREFORE BE IT RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that the County Administrator may award a purchase order to the low bidder in this competition. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Mr. Wrightson reminded the Board that it had previously approved the award of a construction contract to A. R. Chessen for the construction of the Smithfield Volunteer Fire Department. He stated at that time, the Board had requested staff to return with additional information concerning temporary parking on the adjacent VDOT property and a fueling station. He advised that the temporary parking had been bid as an add on in the amount of $56,000; however, due to unforeseen issues, staff is not prepared at this time to offer a recommendation and would instead like to proceed with obtaining a Land Use Permit from VDOT. He noted included in the agenda is a resolution for consideration by the Board. 11 Supervisor Clark moved that the following Resolution be adopted: RESOLUTION REQUESTING THE VIRGINIA DEPARTMENT OF TRANSPORTATION TO AUTHORIZE ISLE OF WIGHT COUNTY AND THE SMITHFIELD VOLUNTEER FIRE DEPARTMENT TO UTILIZE A CERTAIN PORTION OF RIGHT -OF -WAY ON THE SOUTHEAST SIDE OF THE NEW FIRE STATION LOCATED AT 1804 SOUTH CHURCH STREET IN SMITHFIELD FOR APPROVED PURPOSES WHEREAS, the County of Isle of Wight wishes to express its sincere appreciation to the Virginia Department of Transportation (VDOT) for allowing the County to have limited access to the unimproved and open right -of -way parcel adjacent to the new Fire Station located on Route 10/258 Business (South Church Street) in the Town of Smithfield; and, WHEREAS, the County Board of Supervisors acknowledges such use as temporary and at such time as VDOT may need the said right -of -way property, all use shall stop and claim to such usage shall be relinquished; and, WHEREAS, the use of said property shall be expressly for overflow parking as needed, or similar such use; and, WHEREAS, access to such property will be limited by a gate to be constructed on said property; and, WHEREAS, no permanent structures shall be erected on said property. NOW, THEREFORE BE IT RESOLVED that Isle of Wight County Board of Supervisors requests that VDOT execute an official permit for the foregoing stated use(s) and we reiterate our appreciation for the assistance rendered by the Virginia Department of Transportation. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Mr. Wrightson advised that included in the Board's agenda is additional information pertaining to the issue of an add -on fueling station for the Smithfield Volunteer Fire Department. He advised that the tank currently located at the Isle of Wight Rescue Squad will be relocated to a new location for utilization by both the Smithfield Volunteer Fire Department and the Isle of Wight Rescue Squad. Supervisor Wright noted a concern with leakage and maintenance. He inquired if an appropriate permit had been obtained for the existing fueling station. 12 Bryan Carroll, Isle of Wight Rescue Squad, advised that the necessary inspections had been conducted by the County for the existing fueling station, which is currently the only fueling station that the Department has access to which can be operated by back -up generator power. He spoke in favor of the existing tank being relocated so that future spillage can be addressed and so that the tank can be utilized by both organizations under the County's gas contract. Supervisor Casteen moved that the County Attorney's office be directed to return with a change order to the contract to add the fueling station for $6,100 for the Board's consideration at its meeting on April 26, 2010. All DEQ permits are to be obtained. The motion was adopted by a vote of (4 -1) with Supervisors Bradshaw, Casteen, Clark and Hall voting in favor of the motion and Supervisor Wright voting against the motion. Mr. Wrightson called the Board's attention to a pamphlet developed by General Services' staff referencing the disposal of recyclables. 11 Chairman Bradshaw called for the Economic Development report. Lisa T. Perry, Director of Economic Development, presented a Resolution of Support for Opportunity Inc.'s Community Trade Adjustment Assistance Grant Application for the Board's consideration. Chairman Bradshaw moved that the Board adopt the following Resolution: RESOLUTION OF SUPPORT FOR OPPORTUNITY INC.'S COMMUNITY TRADE ADJUSTMENT ASSISTANCE GRANT APPLICATION WHEREAS, closure of International Paper's Franklin Mill will result in over 2,500 jobs lost at the mill, with area suppliers and local service and retail businesses; and, WHEREAS, the federal government has established that the mill closure is the result of international trade; and, WHEREAS, the United States Economic Development Administration's new Community Trade Adjustment Assistance (CTAA) Program is aimed at helping create and retain jobs by providing project grants to communities that have experienced, or are threatened by, job loss resulting from international trade impacts; and, 13 WHEREAS, the City of Franklin and the Counties of Isle of Wight and Southampton (the Communities) are the heart of Virginia's "Wood Basket ", an area of great abundance in forest product resources; and, WHEREAS, the Wood Basket constitutes a valuable source of biomass that can be used as a renewable and sustainable energy resource; and, WHEREAS, the Communities, working in collaboration, seek CTAA funding to establish a "Center for Renewable Biomass Energy Development" that will focus on research, training, technical assistance and entrepreneurship development related to renewable biomass energy industries, thereby leveraging existing capacity and expertise in agriculture and forestry to build a new regional economy and employment base; and, WHEREAS, the City of Franklin, being the eligible grant recipient under the program, will be the official applicant on behalf of the Communities. NOW, THEREFORE, BE IT RESOLVED THAT the Board of Supervisors of the County of Isle of Wight endorses the Opportunity, Inc. Community Trade Adjustment Assistance Grant Application. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Ms. Perry presented an overview of the Shirley T. Holland Intermodal Park project to the Board. Ms. Perry stated included in the agenda is the existing County Economic Development Incentive Policy which was last updated in 2000 and which continues to work well. /1 Chairman Bradshaw called for the Emergency Services report. Joseph R. Chase, Chief of Emergency Services, advised that the Emergency Medical Services Revenue Recovery Program, which was initiated in 2005, is currently outsourced by Diversified Ambulance Billing Service, which receives a 7.5% commission on all collected funds. He advised that approximately $1.2 million has been deemed uncollectible and that staff currently does not have access to certain billing information. He requested the Board's permission for staff to investigate the cost and benefit associated with initiating in -house billing within the Department of Emergency Services with the goal of reducing bad debt. 14 Supervisor Clark moved that staff be directed to further explore the cost and benefits associated with bringing the EMS Revenue Recovery Program in- house. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Mr. Chase presented a request from the Carrsville Volunteer Fire Department for a local cash match in the amount of $2,208 and $6,140 to purchase additional pants and boots for 18 complete sets of turnout gear in association with a FEMA grant. Chairman Bradshaw moved that the Board approve the request from the Carrsville Volunteer Fire Department for the County to provide $2,208 for the local cash match for the grant and approximately $6,140 to purchase the additional pants and boots to provide 18 complete sets of turnout gear (for a total of $8,500). Staff is to return with an appropriation resolution taking the funds from the Unappropriated Fund Balance or other source. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Chairman Bradshaw informed the Board that the Chief of Emergency Services had received a letter from his counterpart with the City of Franklin advising that they wanted to begin charging the County an additional several hundred thousand dollars annually with respect to their servicing of emergency rescue calls. He stated that the matter has been referred to the County Attorney's office as the County currently has a legal contract with the City. He advised that the Board's Franklin Intergovernmental Relations Committee may end up meeting with the City of Franklin to further discuss this contract. /1 Chairman Bradshaw called for the Tourism report. Mrs. Judy H. Winslow, Director of Tourism, announced the success of its new Cultural Tourism initiative by reporting a year -to -date increase in visitations over 2009 of 79 %; January 2010 visitation was up by 80 %; February was up by 159 %; and March was up by 41 %. She advised that large numbers of visitors are expected this spring due to the many planned special events, the opening of Windsor Castle Park and Homearama. 11 Chairman Bradshaw called for the County Administrator's report. 15 County Administrator Caskey advised that included in the agenda is a funding request in association with the Hampton Roads Crime Line Top Cop Dinner. Supervisor Clark moved that the Board authorize $500 from the Unappropriated Fund Balance. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. County Administrator Caskey presented a request from Sasser Construction for a waiver of County permit costs and fees associated with the Tidewater Builders Association's Charity House at Homearama. Supervisor Clark moved that the Board authorize reimbursement of the building permit and utility tap fees in the amount of $8,906.29 associated with the construction of the 2010 Homearama Charity House. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Diane Jones, Manager of the Emergency Communications Center, presented a Resolution to Authorize Design and Planning of Telecommunications Tower in the Rushmere Area on property in conjunction with the Henry Bradby Park for the Board's consideration. Supervisor Clark moved that the following Resolution be adopted, contingent upon the approval of the Director of Parks and Recreation relative to the site location: RESOLUTION TO AUTHORIZE DESIGN AND PLANNING OF TELECOMMUNICATIONS TOWER IN THE RUSHMERE AREA WHEREAS, the Board of Supervisors of the County of Isle of Wight, Virginia has identified a need for improved radio communications in the Rushmere area of the County. WHEREAS, funds in the amount of $51,000 or so much as shall be needed up to that amount for the planning and design stage of the tower have been approved by the Commonwealth of Virginia. NOW, THEREFORE BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that the Emergency Communications Board shall be authorized to proceed with the planning and design of a telecommunications tower at the Henry Bradby Park site, and the development of a Memorandum of Understanding with Surry County to provide for joint administration of the tower and equipment to be located thereupon for purposes of interoperability between the two (2) County emergency responders. 16 BE IT FURTHER RESOLVED that the County Administrator of the County of Isle of Wight, Virginia is authorized to make the appropriate accounting adjustments in the budget and to do all things necessary to give this resolution effect. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Ron D. Reck, Director of Budget and Finance, presented an amendment to the County's Procurement Policy relative to Chapter 2, Article 1, for the Board's consideration. Supervisor Casteen moved that the following Resolution be adopted: RESOLUTION TO AMEND THE COUNTY POLICY MANUAL CHAPTER 2, ARTICLE 2, SECTION 2.2 WHEREAS, the Isle of Wight County Policy Manual addresses procedures concerning various provisions of policies regarding the Financial and Accounting matters, and WHEREAS, the following amendments to the policy will provide updates to the policy manual, NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of Isle of Wight County, Virginia, that the County Policy Manual, Chapter 2, Article 2, Section 2.2 be amended as follows: e. Repayment for Unauthorized Charges For any unauthorized charges, including charges for meals in excess of the per diem amounts not approved by the department head or County Administrator (in accordance with the County's Travel Regulations), repayment via a check or cash for the difference must accompany the travel voucher submitted for credit card payment. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. With respect to the issue of the proposed FY2011 General Operating and Capital Budget, the Board's consensus was that it would be prepared to discuss the three (3) alternatives presented by County Administrator Caskey with respect to a no tax increase; a one (1) cent tax increase; a two (2) cents tax increase; and any other alternatives as offered by the Board members. 17 // Chairman Bradshaw called for Appointments. Supervisor Wright moved that the Board nominate Dane Scott to the Circuit Court Judge to represent the Windsor District on the Board of Equalization. The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Supervisor Casteen moved that the Board nominate Bruce Cobb to the Circuit Court Judge to represent the Smithfield District on the Board of Equalization. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Supervisor Clark moved that Debra Thurston be appointed to represent the Newport District on the Social Services Board, replacing Panice Clark. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Supervisor Wright moved that Julia Perkins be appointed to represent the Windsor District on the Social Services Board, replacing Patty Fleming. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Supervisor Wright moved to appoint Tony Walton to represent the Windsor District on the Board of Zoning Appeals, replacing Verna M. Jones. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. /1 Chairman Bradshaw called for Old Business. There was no old business offered for discussion. 1/ Chairman Bradshaw called for New Business. There was no new business offered for discussion. // 18 Interim County Attorney Burton requested a closed meeting pursuant to Section 2.2- 3711.A.7 of the Freedom of Information Act concerning consultation with legal counsel requiring the provision of legal advice pertaining to actual litigation; pursuant to Section 2.2- 3711.A.3 concerning consultation with legal counsel requiring the provision of legal advice pertaining to the acquisition of real property in the Newport District; pursuant to Section 2.2- 3711.A.1 concerning discussion of a personnel matter pertaining to a specific public official; pursuant to Section 2.2- 3711.A.3 concerning consultation with legal counsel requiring the provision of legal advice pertaining to the acquisition of real property in the Smithfield Magisterial District; pursuant to Section 2.2- 3711.A.5 concerning the discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community; pursuant to Section 2.2- 3711.A.7 concerning consultation with legal counsel requiring the provision of legal advice pertaining to the Town of Smithfield; pursuant to Section 2.2- 3711.A.5 concerning consultation with legal counsel requiring the provision of legal advice pertaining to the acquisition of real property in the Newport District; and, pursuant to Section 2.2- 3711.A.7 concerning consultation with legal counsel requiring the provision of legal advice pertaining to the Smithfield Fire Station. Supervisor Clark moved that the Board enter the closed meeting for the reasons stated by the Interim County Attorney. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Supervisor Wright moved that the Board return to open meeting. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Supervisor Clark moved that the following Resolution be adopted: CERTIFICATION OF CLOSED MEETING WHEREAS, the Board of Supervisors has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and, WHEREAS, Section 2.2- 3712.1) of the Code of Virginia requires a certification by this Board of Supervisors that such closed meeting was conducted in conformity with Virginia law; NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors hereby certifies that, to the best of each member's knowledge, (i) only public business matters lawfully exempted from open meeting requirements by 19 Virginia law were discussed in the closed meeting to which this certification resolution applies, and (ii) only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors. VOTE AYES: Bradshaw, Casteen, Clark, Hall and Wright NAYS: 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: 0 The Board took no action following the closed meeting. /1 At 11:15 p.m., Supervisor Hall moved that the Board adjourn its meeting. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Clark, Casteen, Hall and Wright voting in favor of the motion, and no Supervisors voting against the motion. P ip A. Bradshaw, Chairman t4 ~ Carey ills Storm, Clerk 20