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02-24-2012 Strategic Planning MeetingSTRATEGIC PLANNING RETREAT OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE TWENTY - FOURTH DAY OF FEBRUARY IN THE YEAR TWO THOUSAND AND TWELVE PRESENT: Alan E. Casteen, Chairman JoAnn W. Hall, Vice - Chairman Rex W. Alphin Byron B. Bailey Delores M. Darden Also Attending: Mark C. Popovich, County Attorney W. Douglas Caskey, County Administrator Donald T. Robertson, Director of Information Resources and Legislative Affairs Eddie P. Wrightson, Director of General Services Lisa T. Perry, Director of Economic Development Jason E. Gray, Director of Information Technology Judy H. Winslow, Director of Tourism Joseph R. Chase, Chief of Emergency Services Arthur E. Berkley, Director of Inspections Mark W. Furlo, Director of Parks and Recreation Beverly H. Walkup, Director of Planning and Zoning Carey Mills Storm, Clerk Chairman Casteen called the retreat to order at 8:30 a.m. at the Mary Wells Senior Center located at Nike Park. Albert Burckard provided a presentation on the history of Nike Park. // County Administrator Caskey advised the Board that responsive to its previous direction, County Department Heads will be providing an overview of their respective departments to the Board. He advised that the County's 2011 -12 Strategic Plan identifies the County's Value and Mission Statements and directives of the operations of the various departments and it is a strategic planning document which addresses the County's values and strategies going forward. // Jason E. Gray, Director of Information Technology, addressed the Board regarding the duties and responsibilities within that Department which includes development of his Department's budget; saving money initiatives; improvement of processes or the creation of new efficiencies; new ways to implement technology initiatives and funding projects; and, to build a next generation network for the County. He advised that a major upgrade to the County's network infrastructure is the installation of fiber optic cable links to various buildings on the Courthouse Complex and the implementation of a new voice over telephone system. Supervisor Hall requested that the Granicus link on the County's website be renamed to make it more user friendly. She spoke in favor of proceeding with paperless meetings. // Michael W. Terry, Director of Budget and Finance, addressed the Board regarding staff resources within that Department, its functions and duties, operating and service cycles and a history of past Budget and Finance Directors. Lisa T. Perry, Director of Economic Development, reviewed materials distributed to new businesses and a map of the Shirley T. Holland Intermodal Park. Information pertaining to the Norfolk Southern property was distributed. Incentive offerings were reviewed, as well as the corridor ramp program, a resolution outlining the County's Small Business Incentive Policy, the PACE Program and the "Isle be green" Recycling Program. She provided a contact sheet for the Industrial Development Authority members and an Economic Development Local Elected Officials Guide. She advised that the Shirley T. Holland Industrial Park is one (1) of only a few mega sites in Virginia with 1,500 acres of prime industrial property that has water and sewer, gas infrastructure, electrical utilities, a Norfolk Southern main line and private sector partner with 1,700 acres of industrial property. She stated the proximately of this site to the Port of Virginia makes it the most unique development of this kind in the country. She advised that the new Route 460 project will be awarded within the next sixty (60) days. She advised that she is working closely with International Paper (IP) officials and other company representatives that will be establishing their facilities at the IP site. She advised that the State is conducting an Economic Impact Study that includes the International Paper reuse project and Green Mountain which will later be shared with the Board. Chairman Casteen declared a break. The Board returned to open meeting. Rusty Chase, Chief of Emergency Services, briefed the Board regarding the roles of that Department which include staffing of volunteer departments for fire and EMS and emergency management. He advised that 2 calls have significantly increased and volunteerism has declined due to certifications for firefighters and medics, family and work obligations. He advised the Board that the County has three (3) fire departments: Windsor; Rushmere; and, Smithfield and two (2) rescue squads: Isle of Wight and Windsor. He advised that Carrollton and Carrsville consist of both fire and EMS and of these seven (7) departments, four (4) are supplemented with paid staff either part-time or on a full -time basis. He advised that bills for service are rendered for transport to the hospital based on the treatment level performed and forwarded to the patient's insurance company for payment. He advised that effective July 1, 2012, the County will implement in -house billing, which he anticipates will save approximately $150,000. He stated the County's Emergency Operations Plan (EOP), which is revised every four (4) years, is being revised. He advised that Federal grant funds have been secured for the purchase of a pet trailer shelter unit, which is housed at the Windsor Volunteer Fire Department. He advised that the County has been awarded a Federal grant in the amount of $150,000 for radiological, chemical and biological equipment, trauma dressings, light and generators which will allow initial treatment to begin until help arrives. He advised that the County has also been approved for a mobile ambulance bus unit for use in relocating patients from nursing home to shelters. He advised that the Communications Center located in the Sheriff's office is state -of -the -art with a back up communications center located at the Smithfield Town Hall. He advised that he is also the Fire Code Official; responsible for the enforcement of a burn ban and fireworks; hazardous material events and the coordination of search and rescue efforts. Responsive to Supervisor Hall regarding the advantages of going from volunteer to paid and the development of a long -term plan, Mr. Chase recommended standardization across the board with fire and EMS. H Eddie P. Wrightson, Director of General Services, distributed copies of that Department's organizational chart, noting that it is a service- providing department consisting 67 employees and the divisions of engineering, public utilities, building and solid waste with an annual budget of $10.7 million. Under the Division of Public Utilities, Supervisor Alphin inquired if information is available showing if utilities are becoming, or will be, self sustaining. Mr. Wrightson noted that he would assemble that information from the Department of Budget and Finance and provide same to Supervisor Alphin. Under the Division of Solid Waste, Mr. Wrightson advised that the Southeastern Public Service Authority will dissolve in 2018, leaving participating localities faced with the challenge of what to do with their trash. 3 Under the Division of Public Utilities, Mr. Wright informed the Board that water needs to be brought outside the Development Service Districts in the near future and that a water line needs to be brought down Route 10 from the treatment plant because if something were to happen to the water line on Route 17 that comes across the bridge, all of Carrollton will be without water. He advised that an alternate feed line for Windsor is also needed. He addressed the Board regarding the Hampton Roads Sanitation District issuance of a Consent Order from the EPA to stop sanitary sewer overflows and advised that the County has been issued a Consent Order from the State which will have an impact on user fees and future maintenance requirements for the County's system. He stated that more customers will mean that the cost can be spread over a larger base. // Chairman Casteen declared a lunch break. The Board reconvened its meeting. Beverly H. Walkup, Director of Planning and Zoning, provided an overview of the staff within that Department and their respective duties. She addressed the Board regarding that Department's range of services pertaining to land use with respect to administration of the Zoning, Subdivision, Chesapeake Bay Preservation Area, Wetlands and Flood Plain Management District ordinances. She briefed the Board regarding the County's four (4) historic districts and the Committee established to provide oversight for construction and demolition with those respective districts. She briefed the Board regarding the purpose of the Agricultural/Forestal District Advisory Committee and the Board of Zoning Appeals and advised the Board regarding 2012 projects. Arthur E. Berkley, Director of Inspections, briefed the Board regarding that Department's Mission Statement to administer, interpret and enforce the Virginia Uniform Statewide Building Code. He advised that the implementation of a technology fee now allows for Inspectors to enter results of inspections and contractors to be immediately notified regarding the results of their inspection. He advised the Board regarding future challenges for that Department which includes employee retention and maintaining the current level of customer service. Donald T. Robertson, Director of Information Resources and Legislative Affairs, addressed the Board regarding the Communication Department and its responsibility to answer all incoming calls not going directly to a particular extension or department. He advised that the receptionist is also responsible for the distribution of incoming and outgoing mail, to include that of the School Division. He advised that he is also responsible for media communications, "The County Beat" and other 11 programs highlighted on the County's PEG channel, as well as legislative matters. He advised that Board meetings are broadcast on the Charter cable and on the internet through Granicus and better camera angles and closer shots are suggested; sound system improvements; and, PEG channel fee negotiations with Charter for the County's PEG channel. He introduced the possibility of developing paperless agendas with the Board. H The Board took a recess. The Board returned to open session. H Judy H. Winslow, Director of Tourism, advised the Board regarding her responsibilities related to tourism, the Division of Historic Resources and the Smithfield Farmer's Market. Various marketing brochures available for distribution to tourists were reviewed and the Passport to Savings Program, the Community Ambassador Program, the Visitor's Guide, materials used with group markets and the Activity Report were explained. She asked the Board to keep in mind that it takes infrastructure to develop tourism further out into the County. Mark W. Furlo, Director of Parks and Recreation, briefed the Board relative to that Department's responsibilities, which involve grass cutting, landscaping, park maintenance, leisure classes, youth and adult sports leagues, special events and the County Fair. He advised that it is a challenge to keep grass cut on all County -owned properties due to limited staff resources and that landscaped areas are also a challenge to keep maintained. He shared the Master Plan for the Hardy District Park and advised that he hopes to bring that Park's priorities to the Board in the near future. The Camptown Park, Riverview Park and the Blackwater tract of land were reviewed. He advised that his Department is also responsible for maintenance of the County's historic forts, Fort Boykins and Fort Huger. He advised that the County has three (3) boat ramps at Tyler's Beach, Jones Creek and Joyner's Bridge for which his Department is responsible for. He advised the Board that adult athletic classes are offered and he briefed the Board on the operation of the Franklin Skating Rink. He advised that facility rentals are available at Nike Park, Otellia Rainey Center, the skating rink and at various picnic shelters. He advised that ceramic classes are offered, as well as activities for senior citizens. He advised specialty camps for baseball, annual tours, summer camps and a before and after school program are also offered. He advised that his Department is responsible for the firework display in the Towns of Smithfield and Windsor. Mark C. Popovich, County Attorney, advised that he is appointed by the Board and responsible for providing legal advice to the Board and County staff. He advised that he acts as the County's registered agent. 5 County Administrator Caskey advised that Judy B. Lee, Director of Human Resources, could not be present today. He advised that Ms. Lee acts in a shared capacity by the County and the School Division. H The Board discussed whether or not conducting a second meeting of the month would be beneficial. It was the concensus that conducting two (2) meetings per month would not shorten the length of the first meeting. The length of time it takes to conduct special presentations was also mentioned and staff was encouraged to advise speakers about a five (5) minute time limitation. H Chairman Casteen declared the retreat adjourned at 4:05 p.m. 0 Am IJA- -026A Carey M is Storm, Clerk on z4llrz�ac Alan E. Casteen, Chairman