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01-04-2007 Regular MeetingREGULAR MEETING OF THE ISLE OF VVIGHT COUNTY BOARD OF SUPERVISORS HELD THE FOURTH DAY OF JANUARY IN THE YEAR TWO THOUSAND AND SEVEN PRESENT: Thomas J. Wright, III, Chairman Stan D. Clark, Vice-Chairman James B. Brown, Jr. Thomas R. Ivy Phillip A. Bradshaw Also Attending: A. Paul Burton, Interim County Attorney W. Douglas Caskey, County Administrator E. Wayne Rountree, P.E., Assistant County Administrator Patrick J. Small, Assistant County Administrator Carey Mills Storm, Recording Secretary Chairman Wright called the meeting to order at 4:00 p.m. // Supervisor Brown delivered the invocation. // The Pledge of Allegiance was conducted. // Chairman Wright opened the floor for nominations for Chairman of the Board for the year 2007. Supervisor Clark nominated Supervisor Ivy as Chairman of the Board for the year 2007. Supervisor Ivy was elected as Chairman of the Board for the year 2007. Supervisor Wright turned the meeting over to Chairman ivy who called for nominations for Vice-Chairman of the Board for the year 2007. Supervisor Wright nominated Supervisor Clark as Vice-Chairman of the Board for the year 2007. Supervisor Clark was elected as Vice-Chairman of the Board for 2007. Chairman ivy opened the floor for appointment of Clerk to the Board for the year 2007. Supervisor Bradshaw moved that the Board appoint Carey Mills Storm as Clerk to the Board for the year 2007. The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisors voting against the motion. Supervisor Clark requested additional time for the Board to consider the appointment of a Deputy Clerk to the Board. Chairman ivy requested that the Board set its meeting schedule for calendar year 2007. Supervisor Brown moved that the Board adopt the following regular meeting dates and times for calendar year 200 i: Tuesday, January 16th at 6:00 p.m. * Tuesday, February 13`~' at 4:00 p.m. *(Work Session will precede the meeting) Thursday, March 1 St at 4:00 p.m. Thursday, March 22°d at 4:00 p.m. Thursday, April Sth at 4:00 p.m. Thursday, April 19`t' at 6:00 p.m. * Thursday, May 3`d at 4:00 p.m. Thursday, May 24th at 6:00 p.m. * Thursday, June 7`h at 4:00 p.m. Thursday, June 21 S` at 6:00 p.m. * Thursday, July 19`" at 6:00 p.m. * Thursday, August 2"d at 4:00 p.m. Thursday, August 16`h at 6:00 p.m. * Thursday, September 6`h at 4:00 p.m. Thursday, September 20`h at 6:00 p.m. * Thursday, October 4~h at 4:00 p.m. Thursday, October 18"' at 6:00 p.m. * Thursday, November I S' at 4:00 p.m. Thursday, November 15`" at 6:00 p.m. '~ Thursday, December 6`" at 4:00 p.m. Thursday, December 20`h at 6:00 p.m. * * Advertised public hearings will be scheduled at 7:00 p.m. on these regular meeting dates. 2 The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisors voting against the motion. Interim County Attorney Burton distributed revised copies of the Rules of Procedure of the Isle of Wight County Board of Supervisors for its consideration. Supervisor Bradshaw moved that the Board adopt the Rules of Procedure of the Isle of Wight Counry Board of Supervisors, as corrected. The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisors voting against the motion. // Chairman ivy called for Approval of the Agenda. Interim County Attorney Burton offered the following amendments: Add a new Item (3), Special Presentations and Item (4.), Citizens Comments; remove Item (5), Public Hearing, and replace it with a new Item (5), County Administrator's Report, regarding a proposed contract for a new boiler for the Health Department building and a proposed contract for the provision of officiating personnel for youth/adult basketball league games; following the Special Appearance by Michael Chandler, add a new Item (7), Closed Meeting, to discuss probable litigation; and, following the Closed Meeting, add a new Item (8), New Business, to discuss four (4) items. Supervisor Bradshaw moved that the F3oard approve the agenda, as amended. The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisors voting against the motion. // Chairman ivy called for Special Presentations. Chairman ivy recognized the members of the Windsor Cheerleading Squad that were in attendance. Supervisor Bradshaw moved that the Board direct the County Administratar to draft a Resolution in reco~nition of the Windsor High School Cheerleaders receiving State runner-up honors in the cheering competition. The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisors voting against the motion. // 3 Chairman ivy called far Citizens Comments. Grace Keen, on behalf of the Isle of Wight Citizens Association, thanked the Board for its open government approach and involving citizens in the County's budget process. She noted that the more the public is involved, the less fault that citizens will find with its governmental officials. // Chairman ivy called for the County Administrator's report. County Administrator Caskey presented a contract between the Board and Power Mechanical, Inc. pertaining to the boiler replacement at the Health Department. Supervisor Wright moved that the Board authorize staff to proceed with the procurement of the boiler replacement and approve the contract between the County and Power Mechanical, Inc. The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisors voting against the motion. Interim County Attorney Burton presented a proposed contract for the provision of officiating personnel for youth/adult basketball league games. Supervisor Bradshaw moved that the Board approve the contract, as presented. The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisors voting against the motion. // Chairman ivy called for a special appearance by Michael Chandler. Dr. Michael Chandler, a consultant from Midlothian, presented an overview of the Board's Retreat held on December 8-9, 2006 at the Paul D. Camp Workforce Development Center. Chairman ivy formally recognized Mayor Crocker of Smithfield and thanked him for participating in the Board's Retreat. Supervisor Brown moved that the Board adopt the following language as Isle of Wight County's Values Statement: To sustain Isle of Wight County's stature as a COMMUNITY OF CHOICE for people, families and businesses alike while preserving and protecting our rural heritage, our bountiful mix of natural resources and our natural beauty for present and future generations. 4 The motion was adopted by a vote of (5-0) with Supervisars Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisors voting against the motion. Supervisor Bradshaw moved that the Board adopt the following language as Isle of Wight County's Mission Statement: As a COMMUNITY OF CHOICE, Isle of Wight County is committed to providing an excellent quality of life for all citizens through the provision of fiscally responsible services and programs. The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisors voting against the motion. Supervisor Bradshaw moved that the Board adopt the following language as Isle of Wight County's slogan/brand: A community of CHOICE committed to excellence. The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisors voting against the motion. Supervisor Ivy moved that the Board direct County Administrator Caskey to have the SloganBrand incorparated into the County's letterhead stationery and in as many other places as considered feasible with economic development and tourism taken into consideration. The Isle of Wight County Mission and Value Statements are to be prominently placed in all County facilities and on the website. The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisors voting against the motion. Supervisor Bradshaw moved that the Board approve the Strategic Direction (Managing Growth and Change/Economic Well-Being and Quality of Life; Effective Governance and Community Partnerships; Funding the Future) for 2007-2009 as presented on Pages 4 and 5 of the agenda and direct that the Board and staff review it and place it on the March 1, 2007 agenda for discussion and further direction by the Bo:~rd. The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisor•s voting against the motion. // Interim County Attorney Burton called for a Closed Meeting pursuant to Section 2.2-371 l.A.7 of the Code of Virginia concerning consultation with legal counsel pertaining to probable litigation where consultation in open meeting would adversely affect the negotiating posture of the public body. Supervisor Bradshaw moved that the Board enter the Closed Meeting for the reason stated by the Interim County Attorney. The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisors voting against the motion. Supervisor Bradshaw moved that the I3oard return to open meeting. The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisors voting against the motion. Chairman ivy moved that the Board adopt the following Resolution: 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.D of the Code of Virginia requires a certification by this Board of Supervisors that such closed meeting was conducted in conformiry with Virginia law; NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisars 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 mee.ting 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: Brown, Bradshaw, Clark, Ivy and Wright NAYS: 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: 0 Supervisor Clark moved that the Board approve the expenditure of funds to retain counsel with regard to the personnel matter discussed in the Closed Meeting. The motion was adopted by a vote of (5-0) with 6 Supervisors Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisors voting against the motion. // Chairman ivy called for New Business. The Board concurred to serve on the following Board Committees for calendar year 2007: BUDGET & FINANCE/CIP Phillip A. Bradshaw Thomas R. Ivy BUILDING & GROUNDS Stan D. Clark Thomas J. Wright, III FRANKLIN Phillip A. Bradshaw Thomas J. Wright, III INTERGOVERNMENTAL RELATIONS/WINDSOR Board representatives from the Windsor and Carrsville Districts INTERGOVERNMENTAL RELATIONS/SMITHFIELD Board representatives from the Smithfield and Hardy Districts LAW ENFORCEMENT Phillip A. Bradshaw Stan D. Clark PARKS & RECREATION Thomas R. Ivy Stan D. Clark PERS ONNEL 7 Phillip A. Bradshaw James B. Brown, Jr. SCHOOLS James B. Brown, Jr. Thomas J. Wright, III Chairman ivy moved that the Board direct staff to formally invite Her Majesty Queen Elizabeth, II, to visit the County during her visit to the Jamestown 2007 Celebration. Staff is also to request the Board's counterparts in lsle of Wight, England, on behalf of the Board, to also invite Her Majesty Queen Elizabeth, Il to visit the County during her visit to the Jamestown 2007 Celebration. The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisors voting against the motion. Chairman ivy proposed that the first meetings of each month, which begin at 4:00 p.m., become more informal meetings in which staff discusses outstanding issues with the Board and that contain as few action items as possible. Supervisor Bradshaw suggested that the County Administrator may first want to discuss the feasibility of these informal meetings with staff. He noted that in the past, the Board had had greater interaction with staff with respect to the presentation of issues and the ability to discuss them before taking action. He further noted that staff, in the past, had presented and received input from the Board on specific issues before presenting the issue again to the Board at a later date. He noted the objective is for staff to advise the Board what is the most efficient method for presentation of information to the Board, keeping in mind that the Board desires to eliminate the need to take action on items at the same time they are presented to the Board. Chairman ivy directed staff to advise the Board about the positive points of holding informal meetings, i.e., whether or not it would be easier on staff with this type of format and whether or not it would be more efficient with respect to getting information back and forth to the Board. Supervisor Clark requested that Special Presentations be limited to five (5) minutes and routine presentations, such as annual report representations, either be curtailed or eliminated. Chairman ivy moved that the Board direct County Administrator Caskey to coordinate the schedules of the Board and Planning Commission 8 members for the purpose of holding a joint meeting between the two (2) bodies. The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisors voting against the motion. Chairman Ivy moved that the Board direct Assistant County Administrator Small to bring up Supervisor Clark's suggestion tonight at the Fair Committee meeting regarding the development of a Jamestown theme for the 2007 Isle of Wight County Fair; naming the 2007 Fair "The Heritage Jamestown 2007 Fair" and for having Colonial Reenactors at the Fair. The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisors voting against the motion. Recognizing that the Board had changeci its January 18, 2007 meeting to January 16, 2007 under the 2007 Board of Supervisors' Meeting Schedule and that staff had already advertised a public hearing for the January 1 gth meeting, Chairman ivy moved that the Board authorize the Director of Planning and Zoning to reschedule the zoning matter that had been advertised for public hearing at the Board's January 18, 2007 meeting to the February 13, 2007 meeting and authorize the County Attorney's Office to reschedule the two (2) ordinance revisions that had also been advertised for the January 18, 2007 meeting to the February ] 3, 2007 meeting. The motion was adopted by a vote of (5-0) with Supervisors Bradshaw, Brown, Clark, Ivy and Wright voting in favor of the motion and no Supervisors voting against the motion. // At 5:20 p.m., Supervisor Bradshaw moved that the Board adjourn its meeting. The motion was adopted by a vote of (5-0) with Supervisors Brown, Bradshaw, Clark, Ivy and Wright voting in favor of the motion, and no Supervisors voting against the motion. ~ ~~ ~~~~ ~~~ Carey Mill Storm, Clerk or~ ~ / Thomas R. Ivy, airman 9