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11-07-2013 Special MeetingSPECIAL MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE SEVENTH DAY OF NOVEMBER IN THE YEAR TWO THOUSAND AND THIRTEEN AT 9:00 A.M. IN THE ROBERT C. CLAUD, SR. BOARD ROOM OF THE ISLE OF WIGHT COUNTY COURTHOUSE PRESENT: JoAnn W. Hall, Chairman Byron B. Bailey Rex W. Alphin Delores M. Darden Alan E. Casteen Also Attending: Anne F. Seward, County Administrator Carey Mills Storm, Clerk Chairman Hall called the special meeting to order at 9:00 a.m. for the purpose of conducting a joint meeting with the School Board concerning the Capital Improvements Plan. School Board Chairman Eley relayed the School's need for an improved central garage, additional buses and maintenance of existing school facilities. School Board member Herb DeGroft commented on the importance of a centralized garage which could also be utilized by the Towns of Smithfield and Windsor. School Board member Denise Tynes also commented on the cost savings that could be realized if there was one (1) centralized transportation facility which was shared by the County, Schools and the Towns of Smithfield and Windsor. She recommended the development of a long -term plan to replace Hardy Elementary School. Supervisor Darden moved that staff be directed to form a committee charged with developing a study for review of the feasibility of an internal central garage for use by the Schools, County and the Towns of Smithfield and Windsor after January 2014. The motion was adopted by a vote of (5 -0) with Supervisors Casteen, Darden, Bailey, Hall and Alphin voting in favor of the motion and no Supervisors voting against the motion. Under the issue of Parks and Recreation fees, the Board was advised by School Superintendent Perera that the cost associated with allowing the YMCA before and after - school day care to be run annually in school facilities is $191,794. The request is for compensation for what it costs the schools to operate the building for these programs and that currently there is not a line item in the School's budget for that service. 1 County Administrator Seward stated that cost allocation plans could be developed administratively during the budget process to demonstrate how much of every tax dollar goes to education and how much goes to parks and recreation. Regarding shared services, School Board member Herb DeGroft recommended that the Schools and County share a Central Insurance Benefits Coordinator and Administrator. // Chairman Hall declared a break. Upon the Board returning to open meeting, County Attorney Popovich formally introduced Brandi Baker Mack, his new Legal Assistant, to the Board. // David Rose and Jimmy Sanderson, Davenport and Company, provided a timetable and approach for revisiting the County's capital funding policies and practices with a goal of providing capital for the General Fund and Utility Fund and with the Utility Fund becoming self supporting; to continue to identify refundings and maintaining or enhancing the County's strong investment ratings. He advised that the County, in 2014, did a limited refinancing and a $2.1 reissuance which saved the County $840,000. He addressed the need to make up the County's $1.2 million gap and all three (3) of the County's credit rating agencies were visited, two (2) of which reaffirmed the County's AA rating. He recommended a total review of the County's financial policy guidelines. County Attorney Popovich requested a closed meeting pursuant to Section 2.2- 3711.A.1 and A.7 of the Freedom of Information Act concerning consultation with legal counsel requiring the provision of legal advice pertaining to a specific legal matter requiring the provision of legal advice regarding the performance of a specific public appointee. Supervisor Alphin moved that the Board enter the closed meeting for the reason stated by the County Attorney. The motion was adopted by a vote of (5 -0) with Supervisors Casteen, Darden, Bailey, Hall and Alphin voting in favor of the motion and no Supervisors voting against the motion. Supervisor Casteen moved that the Board return to open meeting. The motion was adopted by a vote of (5 -0) with Supervisors Casteen, Darden, Bailey, Hall and Alphin voting in favor of the motion and no Supervisors voting against the motion. 2 Supervisor Darden 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 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. V O TF. AYES: Bailey, Darden, Hall, Alphin and Casteen NAYS: 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: 0 H Supervisor Alphin moved to direct staff to provide ordinance updates for the next meeting. The motion was adopted by a vote of (5 -0) with Supervisors Casteen, Darden, Bailey, Hall and Alphin voting in favor of the motion and no Supervisors voting against the motion. %I At 12:00 p.m., Chairman Hall declared the joint meeting adjourned. Byron B. Bailey, Chairman "4ozw Carey M is Storm, Clerk 3