01-05-2017 Work SessionORGANIZATIONAL AND WORK SESSION MEETING OF THE ISLE
OF WIGHT COUNTY BOARD OF SUPERVISORS HELD IN THE
ROBERT C. CLAUD, SR. BOARD ROOM OF THE ISLE OF WIGHT
COUNTY COURTHOUSE ON THURSDAY, THE FIFTH DAY OF
JANUARY IN THE YEAR TWO THOUSAND AND SEVENTEEN AT
11:00 A.M.
PRESENT: Rex W. Alphin, Carrsville District
William M. McCarty, Newport District
Rudolph Jefferson, Hardy District
Joel C. Acree, Windsor District
Richard L. Grice, Smithfield District
Also Attending: Mark C. Popovich, County Attorney
Randy R. Keaton, County Administrator
Donald T. Robertson, Assistant County
Administrator
Carey Mills Storm, Clerk
At 11:00 a.m., the Board's organizational meeting was called to order by
County Administrator Keaton.
Supervisor Alphin delivered the invocation and led the Pledge of Allegiance.
County Administrator Keaton opened the floor for nominations for Chairman
of the Board for 2017.
Supervisor Alphin was elected as Chairman of the Board for 2017 upon
motion of Supervisor Grice which was adopted by a vote of (5-0) with
Supervisors Acree, Alphin, Grice, Jefferson and McCarty voting in favor of
the motion and no Supervisors voting against the motion.
Chairman Alphin called for nominations for Vice -Chairman of the Board for
2017.
Supervisor McCarty was elected as Vice -Chairman of the Board for 2017
upon motion of Supervisor Grice which was adopted by a vote of (5-0) with
Supervisors Acree, Alphin, Grice, Jefferson and McCarty voting in favor of
the motion and no Supervisors voting against the motion.
Carey Mills Storm was appointed as Clerk of the Board of Supervisors for
2017 on motion of Supervisor Acree which was adopted by a vote of (5-0)
with Supervisors Acree, Alphin, Grice, Jefferson and McCarty voting in
favor of the motion and no Supervisors voting against the motion.
The following meeting schedule for Calendar Year 2017-18 was adopted on
motion of Supervisor McCarty which was adopted by a vote of (5-0) with
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Supervisors Acree, Alphin, Grice, Jefferson and McCarty voting in favor of
the motion and no Supervisors voting against the motion:
Thursday, January 5"
Thursday, January 5"'
Thursday, January 19th
Thursday, February 2nd
Thursday, February 16"
Meeting
Thursday, March 2nd
Thursday, March 16'"
Thursday, April 61"
Thursday, April 2011
Thursday, May 4th
Thursday, May 18"
Thursday, June 15`
Thursdays, June 15"
Thursday, July 6"
Thursday, July 201"
Thursday, August 3'
Thursday, August 17"
Thursday, September 7`"
Thursday, September 21$t
Thursday, October 5`"
Thursday, October 19"
Thursday, November 2nd
Thursday, November 16"
Thursday, December 7"
Thursday, December 21 S`
Thursday, Jan. 4, 2018 1
Thursday, Jan, 4, 2018
11:00 a.m.
Following Org. Meeting
5:00 p.m.
6:00 p.m.
5:00 p.m.
6:00 p.m.
5:00 p.m.
6:00 p.m.
5:00 p.m.
6:00 p.m.
5:00 p.m.
6:00 p.m.
5:00 p.m.
6:00 p.m.
5:00 p.m.
6:00 p.m.
5:00 p.m.
6:00 p.m.
5:00 p.m.
6:00 p.m.
5:00 p.m.
6:00 p.m.
5:00 p.m.
6:00 p.m.
5:00 p.m.
1:00 a.m.
Following Org. Meeting
Organizational
Work Session
Regular Meeting
Work Session
Regular
Work Session
Regular Meeting
Work Session
Regular Meeting
Work Session
Regular Meeting
Work Session
Regular Meeting
Work Session
Regular Meeting
Work Session
Regular Meeting
Work Session
Regular Meeting
Work Session
Regular Meeting
Work Session
Regular Meeting
Work Session
Regular Meeting
Organizational
Work Session
The Board's By -Laws and Rules of Procedure were discussed and the
following revisions were requested:
Under Closed Meeting, the County Attorney shall be responsible prior to the
Board acting on the certification resolution to remind the Board that items
discussed during the closed meeting are confidential in nature.
Under Citizens Comments, the Chairman is not required to make a citizen
wait until the end of the meeting to speak if they have not signed up to speak
on the Citizens Comments register.
Under Board Committee Reports, the timeframe requirement for meeting
schedules will apply only to internal committees of this Board.
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The Finance Committee of the Board will consist of the entire Board with
quarterly presentations by staff to the Board.
Under Roll Call, whoever makes the motion is called first under the roll call.
The By -Laws and Rules of Procedure were adopted as presented and
amended on motion of Supervisor Jefferson which was adopted by a vote of
(5-0) with Supervisors Acree, Alphin, Grice, Jefferson and McCarty voting in
favor of the motion and no Supervisors voting against the motion.
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Committee appointments were deferred until a future meeting to allow
Chairman Alphin to speak individually with the Board members regarding
which committees they desire to serve on.
The Board's organizational meeting was then concluded and a motion offered
by Supervisor McCarty to approve the work session agenda which was
adopted by a vote of (5-0) with Supervisors Acree, Alphin, Grice, Jefferson
and McCarty voting in favor of the motion and no Supervisors voting against
the motion.
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The Board received a briefing by Gerald H. Gwaltney, Commissioner of
Revenue, regarding the need to issue refunds to machinery and tools
taxpayers as a result of his review of certain machinery and tools which
revealed a value between 60-70% of market value and the need to reduce all
machinery and tools taxes by 40% for tax years 2013, 2014 and 2015 in order
to comply with the Virginia Constitution and Code of Virginia that the fair
market value not be exceeded. He advised the Board of the financial impact
to the County totaling $5.6 million; the Town of Smithfield totaling
$211,000; and, the Town of Windsor totaling $2,600 and the concept for
recovering loss of revenue for calendar year 2017 was explained by adjusting
the Machinery & Tools tax rate from $1.75 to $4.24 with the methodology
being adjusted for 2016 going forward from 100% to 40% of original cost in
order to make this effort revenue neutral and that an Economic Development
Retention Grant Program be created to offset any net increase that would
occur for any of the machinery & tools taxpayers. It was recommended that
the County appropriate sufficient funds necessary so that the Towns do not
feel any financial effects.
Jimmy Sanderson, Davenport & Company, addressed the recommendation
that a Line of Credit be obtained by the County in order to ensure sufficient
funds were available for use by the County before revenues are generated
through the tax rate.
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The Board was advised that a public hearing seeking authorization to acquire
a Line of Credit not to exceed $6.5 million for Machinery and Tools tax
refunds will be set for the Board's January 19, 2017 meeting.
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The Board received a presentation on its Strategic Plan adopted in 2013 and
the following comments were relayed to staff
Under "Mission Statement", Supervisor McCarty recommended that "fiscally
responsible services/programs and either future growth/forward motions" be
included to reflect that the County is moving forward with its development.
Supervisor Acree suggested the inclusion of the language "embracing the
future with the ability to adapt and change with the needs of the citizens,
community and region."
Under "Strategic Direction and Agenda and Community Partnerships,"
Supervisors McCarty and Jefferson recommended that community
partnerships be further defined and that the Plan be made available
electronically for updates as needed.
Under "Strategic Direction", Supervisor Grice and Chairman Alphin
recommended language be included referencing the County's partnership
with the Towns of Smithfield and Windsor and the Chowan River Basin.
Supervisor McCarty recommended that the Sign Ordinance be revisited with
respect to businesses and the permitting process and that customer service
training be offered to staff at all levels. He further recommended that citizen
training tutorials be developed on the tax process and placed on the County's
website, to include a greeting from Department Directors. He recommended
that the County be required to comply with the rules and regulations expected
of its citizens and that creative ways be developed to enhance the storm water
division.
Supervisor Grice recommended the creation of an intergovernmental
water/sewer/utilities program and review of the County's Comprehensive
Plan in coordination with the Towns of Smithfield and Windsor. He further
recommended continued support of economic development and the pursuit of
water using businesses for location in the County.
Chairman Alphin recommended no tax increase in the foreseeable future; that
funds be added to the County's Unassigned Fund Balance for future capital
projects; the continued good working relationship with the School Board and
funding of its budget; keeping in mind that the Sheriff's Department will be
in need of additional resources as the County continues to grow; the
development of a fire and rescue funding policy; the development of pad
ready sites with available utilities to promote economic development; that the
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former hours of operation be reinstituted for the County's refuse and
recycling centers; that County staff become the most customer oriented group
in the Hampton Roads area; that an increase be provided to support staff; and,
that technology be utilized to better inform the citizens.
Supervisor Jefferson recommended an increase for County employees in the
coming year; growth assistance to small County businesses; the development
of a funding agreement for County fire and rescue organizations; the
consolidation of all services where an overlap exists
(paper/fuel/beautification); an increase in the unassigned fund balance on an
annual basis; and that all fire and rescue organizations come under one
insurance policy.
Supervisor Acree recommended options be provided by staff to citizens with
code violations; that the County not be exempt from its ordinances without
justification; that results of economic development efforts be provided to
citizens; that employees be compensated monetarily through performance
based raises; that IT, ground and vehicle maintenance services be
consolidated; and, that the public be educated regarding storm water
requirements.
Supervisor Grice recommended a .3% COLA for all County employees; that
measures to increase tax revenues be instituted; that a business friendly
environment be fostered; and, that residential property taxes be raised $.05 to
$.06.
County Administrator Keaton offered to summarize the recommendations of
the Board for discussion at its February work session, to include a report on
those items currently being done. He recommended that a facilitated
discussion on the County's Strategic Plan follow the conclusion of the budget
process to update the Plan.
Chairman Alphin recommended County Administrator Keaton present
several options/scenarios of the budget for consideration by the Board.
Supervisor Acree requested a report be generated depicting cost savings
realized by the County as a result of volunteer efforts.
County Administrator Keaton offered to develop a report for public perusal
categorizing mandated services.
Supervisor Jefferson requested a report outlining the cost versus the County's
appropriation to the fire and rescue departments. Supervisor Grice requested
the report depict "expense" versus "cost" to operate and that it be weighed
against performance (service calls).
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At 2:15 p.m., the Chairman declared the organizational meeting and work
session adjourned.
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Rex W. Alphin, Chairman
Ca ey M lls orm, Clerk