September 17th, 2015 Full AgendaA Community of Choice, Committed to Excellence
Agenda
Board of Supervisors
Isle of Wight County
September 17, 2015
1. Call to Order (5:00 p.m.)
2. Closed Meeting
3. Invocation - The Honorable Rudolph Jefferson/Pledge of
Allegiance (6:00 p.m.)
4. Approval of Agenda
5. Consent Agenda
A. Resolution to Accept and Appropriate Nike Park Trail Grant and
Local Match Funds
B. Resolution to Accept and Appropriate a Local Government
Challenge Grant Award from the Virginia Commission for the
Arts
C. Resolution to Authorize a Transfer from the General Fund to
Close out the Section 8 Fund
D. Motion - Clarification of Motion to Approve a Conditional Use
Permit to Allow for a Utility Service, Major (Solar Farm), and
Request to Remove the Associated Parcels from the Longview
Agricultural and Forestal District
E. August 27, 2015 Regular Meeting Minutes
A Community of Choice, Committed to Excellence
6. Regional Reports
7. Appointments
8. Special Presentation/Appearances
9. Citizens’ Comments
10. Public Hearings
A. Ordinance - Amend and Reenact Flood Insurance Rate Maps
Effective December 2, 2015 and Acceptance of Updated Flood
Insurance Study as part of the Isle of Wight County Code
(Appendix B, Zoning, Section 6-4000, Floodplain Management
Overlay (FPMO) District – Applicability)
B. Ordinance - Amend and Reenact the Isle of Wight County Code
(Appendix B, Zoning, Article III, Use Types, Article IV, Zoning
Districts and Boundaries, Article V Supplementary Use
Regulations) to allow for changes to Agricultural Use Types,
Expand Uses in the Rural Agricultural Conservation (RAC)
Zoning District and Allow for One “By-Right” Division of Land
Around an Existing Residence in the RAC, and to Add an
“Agritourism” Section and Supplementary Use Regulations
11. County Administrator’s Report
A. Staff Report - Central Permitting Update and VACo
Achievement Award
B. Staff Report - BOS Legislative Agenda Development
C. Staff Report - Stormwater Program Update
A Community of Choice, Committed to Excellence
D. Request from Donald Newberry III to Hunt County Property on
Great Spring Road
E. Resolution - Amendment of Employee Safety Policy – Chapter 1:
Personnel, Article XI, Section 11.6, and Amend and Re-adopt
Chapter 1: Personnel, Article XV, of the County Policy Manual
F. Resolution - Amendment of County Fleet Policy, Chapter 4,
Fleet and Equipment Management, of the County Policy Manual
G. Resolution - Eliminate Parks and Recreation Program Fee
Review Policy (Chapter 2, Financial and Accounting, Article VI)
and Establish a Nonprofit Organization Tax Exemption Policy of
the County Policy Manual
H. Matters for the Board’s Information
1. Monthly Reports: Tax Levies & Collections as of August
2015; Cash Position; and, Statement of the Treasurer’s
Accountability
2. Isle of Wight County Monthly Fire/EMS Call Summary
and Other Statistics FY 2014/2015
3. Isle of Wight Cooperative Extension Monthly Activity
Report/August
4. Isle of Wight Website Statistics/August 2015
5. Solid Waste Division Litter Pickup
6. Quarterly Financial Report Detail (4th Qtr. FY15) and
Presentation – 8-27-15
7. Annexation Presentation – 8-27-15
8. Gatling Pointe Waterline Presentation – 8-27-15
9. VACo Region 1 Hosting – Wednesday, September 23, 2015
@ 7:00 p.m.
10. Rushmere Community Meeting – Tuesday, September 29,
2015 @ 7:00 p.m.
12. Unfinished/Old Business
A. Petition for the Payment of Contributions to the
Carrollton/Windsor Volunteer Fire Departments
A Community of Choice, Committed to Excellence
B. Livestock and Poultry Animals Running-at-Large
13. New Business
14. Adjournment
Motion to continue the September Meeting to September 24, 2015 for
Board Retreat
September 17, 2015/jlo/Nike Park Trail
ISSUE:
Resolution to Accept and Appropriate Nike Park Trail Grant and Local
Match Funds
BACKGROUND:
The County has received $1,771,746 in FY16 grant funds from the
Virginia Department of Transportation (VDOT) for the Nike Park Trail
construction project. The project (Segments 1, 2 & 3)is estimated to cost
approximately $7,316,924 and all other funding has been secured
through previous grant allocations and local match funds. This final
allocation will fully-fund construction of Segment 1 and Segment 2,
including the Jones Creek Bridge crossing. The County’s local match
requirement for this FY16 grant allocation is up to $1,355,032.
The grant break down is $555,619 in Federal Transportation Alternatives
Program funding with a 20% County match of $138,905 and a State
Revenue Sharing grant of $1,216,127 with a 50% County match of
$1,216,127.
BUDGET IMPACT:
Funding for this project will reduce the Capital Projects Assigned Fund
Balance by $1,355,032 to provide the local cash match. The Capital
Project Fund budget will be increased by $3,126,778.
RECOMMENDATION:
Adopt a resolution to accept and appropriate funds to the Nike Park Trail
Construction Project and authorize the County Administrator to execute
the VDOT Project Administration Agreement.
ATTACHMENTS:
- Resolution
- VDOT Project Administration Agreement (with award of funding)
September 17, 2015/jlo/Nike Park Trail
RESOLUTION TO ACCEPT AND APPROPRIATE FUNDS FOR THE
NIKE PARK TRAIL CONSTRUCTION PROJECT
WHEREAS, Isle of Wight County, Virginia has received a grant award in
the amount of $1,771,746 from the Virginia Department of Transportation
(VDOT) for the Nike Park Trail construction project; and,
WHEREAS, said grant funds need to be accepted from the Virginia
Department of Transportation and appropriated to the Project; and,
WHEREAS, the local matching fund requirement for the project is
currently estimated at $1,355,032 and is available in the Capital Project Fund
Unassigned Fund Balance.
NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED that
the Board of Supervisors of the County of Isle of Wight, Virginia accepts grant
funds in the amount of $1,771,746 or as much as shall be received from the
Virginia Department of Transportation and appropriates said grant funds to the
Nike Park Trail Construction Project.
BE IT FURTHER RESOLVED that the Board of Supervisors
appropriates funds in the amount of $1,355,032 from the Capital Projects
Assigned Fund Balance to the Nike Park Trail Construction Project.
BE IT FURTHER RESOLVED that the County Administrator of Isle of
Wight County, Virginia be hereby authorized to make the appropriate accounting
adjustments in the budget, execute required project agreements, and do all things
necessary to give this resolution effect.
Adopted this 17th day of September 2015.
Rex W. Alphin, Chairman
Carey Mills Storm, Clerk
Approved as to form:
Mark C. Popovich, County Attorney
September 17, 2015/mwt/VA Comm Arts
ISSUE:
Resolution to Accept and Appropriate a Local Government Challenge
Grant Award from the Virginia Commission for the Arts
BACKGROUND:
The County has received a $5,000 Local Government Challenge Grant
from the Virginia Commission for the Arts to assist with the provision
of arts programs through the Isle of Wight Arts League.
BUDGETARY IMPACT:
The grant will increase the Grants Fund Budget by $5,000. Local
matching funds in the amount of $5,000 are budgeted in the General
Fund in support of the Isle of Wight Arts League and Local Government
Challenge Grant activities.
RECOMMENDATION:
Adopt a resolution to accept and appropriate grant funds.
ATTACHMENT:
. Resolution
. Award Letter
September 17, 2015/mwt/VA Comm Arts
RESOLUTION TO ACCEPT AND APPROPRIATE A LOCAL
GOVERNMENT CHALLENGE GRANT AWARD FROM THE
VIRGINIA COMMISSION FOR THE ARTS
WHEREAS, the Board of Supervisors of the County of Isle of Wight,
Virginia has received a Local Government Challenge Grant Award from the
Virginia Commission for the Arts; and,
WHEREAS, grant funding in the amount of five thousand dollars
($5,000) from the Virginia Commission for the Arts needs to be accepted and
appropriated to the FY 2015-16 Grants Fund Budget of Isle of Wight County,
Virginia.
NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by
the Board of Supervisors of Isle of Wight County that grant funds in the amount
of five thousand dollars ($5,000) from the Virginia Commission for the Arts
be appropriated to the appropriate line item in the FY 2015-16 Grants Fund
Budget of Isle of Wight County.
BE IT FURTHER RESOLVED that the County Administrator of Isle
of Wight County is authorized to make the appropriate accounting adjustments
and to do all things necessary to give this resolution effect.
Adopted this 17th day of September, 2015.
_________________________
Rex W. Alphin, Chairman
__________________________________
Carey Mills Storm, Clerk
Approved as to form:
___________________________________
Mark C. Popovich, County Attorney
RESOLUTION TO ACCEPT AND APPROPRIATE FUNDS FROM
THE VIRGINIA COMMISSION FOR THE ARTS
WHEREAS, the Board of Supervisors of the County of Isle of Wight,
Virginia has authorized submission of a grant application for funding from the
Virginia Commission for the Arts; and,
WHEREAS, grant funding in the amount of five thousand dollars
($5,000) from the Virginia Commission of the Arts needs to be accepted and
appropriated to the FY 2015-16 General Operating Budget of Isle of Wight
County, Virginia.
NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by
the Board of Supervisors of the County of Isle of Wight, Virginia that grant
funds in the amount of five thousand dollars ($5,000) or as much as shall be
received from the Virginia Commission of the Arts be appropriated to the
appropriate line item in the FY 2015-16 General Operating Budget of Isle of
Wight County.
BE IT FURTHER RESOLVED that the County Administrator of Isle
of Wight County is authorized to make the appropriate accounting adjustments
and to do all things necessary to give this resolution effect.
Adopted this 17th day of September, 2015.
________________________
Rex W. Alphin, Chairman
_________________________________
Carey Mills Storm, Clerk
Approved as to form:
_________________________________
Mark C. Popovich, County Attorney
September 17, 2015/mwt/Section 8
ISSUE:
Resolution to Authorize a Transfer from the General Fund to Close Out
the Section 8 Fund
BACKGROUND:
On November 20, 2014, the Isle of Wight County Board of Supervisors
voted unanimously to transfer the management of the Section 8 Housing
Voucher Program to the Virginia Housing Development Authority
effective July 1, 2015. To accommodate final closeout of the transfer,
additional funding in the amount of $13,259 needs to be transferred from
the FY2014-15 General Fund to the Section 8 Fund.
BUDGETARY IMPACT:
Approval of the requested action will transfer FY2014-15 General
Operating Budget funds in the amount of $13,259 to the Section 8 Fund.
RECOMMENDATION:
Adopt the resolution to transfer funds.
ATTACHMENT:
Resolution
September 17, 2015/mwt/Section 8
RESOLUTION TO AUTHORIZE A TRANSFER FROM THE
GENERAL FUND TO CLOSE OUT THE SECTION 8 FUND
WHEREAS, the Board of Supervisors of the County of Isle of Wight,
Virginia has approved the close out of the Section 8 Housing Voucher
Program; and,
WHEREAS, funds in the amount of thirteen thousand, two hundred fifty-
nine dollars ($13,259) from the FY 2014-15 General Operating Budget of the
County of Isle of Wight, Virginia are required to close out the Section 8 Fund.
NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors
of the County of Isle of Wight, Virginia that thirteen thousand, two hundred
fifty-nine dollars ($13,259) from the FY 2014-15 General Fund Budget be
transferred to close out the Section 8 Fund.
BE IT FURTHER RESOLVED that the County Administrator of the
County of Isle of Wight, Virginia is authorized to make the appropriate
accounting adjustment in the budget and to do all things necessary to give this
resolution effect.
Adopted this 17th day of September, 2015.
Rex W. Alphin, Chairman
________________________________
Carey Mills Storm, Clerk
Approved as to form:
Mark C. Popovich, County Attorney
August 27, 2015/RDR/Woodland Solar Center LLC – Conditional Use Permit
ISSUE:
Motion – Clarification of the Motion to Approve a Conditional Use Permit
(CUP) to Allow for a Utility Service, Major (Solar Farm), and Request to
Remove the Associated Parcel from the Longview Agricultural and
Forestal District
BACKGROUND:
At its regular meeting on August 27, 2015, the Board of Supervisors held
a public hearing and took action to approve a CUP for the operation of a
solar farm and for removal from the Longview Agricultural and Forestal
District the land on which the solar farm would be located. Based on a
review of the minutes of the meeting the language in the motion of
approval does not accurately reflect the applications details, therefore a
clarification is needed.
RECOMMENDATION:
Adopt a motion to approve the Conditional Use Permit to allow for a
Utility Service, major (solar farm), as well as, the approval of the request
to remove the associated parcels from the Longview Agricultural and
Forestal District.
ATTACHMENTS:
None
1
REGULAR MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF
SUPERVISORS HELD THE TWENTY-SEVENTH DAY OF AUGUST IN
THE YEAR TWO THOUSAND AND FIFTEEN IN THE ROBERT C.
CLAUD, SR. BOARD ROOM OF THE ISLE OF WIGHT COUNTY
COURTHOUSE
PRESENT: Rex W. Alphin, Chairman
Delores C. Darden, Vice-Chairman
Rudolph Jefferson
Alan E. Casteen
Byron B. Bailey
Also Attending: Mark C. Popovich, County Attorney
Anne F. Seward, County Administrator
Carey Mills Storm, Clerk
At 5:00 p.m., the Chairman called the meeting to order.
CLOSED MEETING
The following matters were identified as matters for discussion in closed
meeting by County Attorney Popovich: Under Section 2.2-3711(A)(1)
concerning a discussion regarding the appointment of specific appointees to
County boards, committee or authorities; under Section 2.2-3711(A)(1)
concerning a discussion regarding the performance of two (2) specific public
appointees; and, under Section 2.2-3711(A)(7) concerning consultation with
legal counsel employed and retained by this public body regarding specific
legal matters requiring the provision of legal advice by such counsel related
to potential annexation by the Town of Smithfield.
Supervisor Casteen moved that the Board enter the closed meeting for the
reasons stated. The motion was adopted by a vote of (5-0) with Supervisors
Alphin, Darden, Jefferson, Casteen and Bailey voting in favor of the motion
and no Supervisors voting against the motion.
Supervisor Jefferson moved that the Board return to open meeting. The
motion was adopted by a vote of (5-0) with Supervisors Alphin, Darden,
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Jefferson, Casteen and Bailey voting in favor of the motion and no
Supervisors voting against the motion.
Supervisor Casteen 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(D) 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.
VOTE
AYES: Alphin, Darden, Jefferson, Casteen and Bailey
NAYS: 0
ABSENT DURING VOTE: 0
ABSENT DURING MEETING: 0
//
At 6:00 p.m., Supervisor Darden delivered the invocation and the Pledge of
Allegiance to the Flag was conducted.
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//
APPROVAL OF AGENDA
Supervisor Casteen moved that the agenda be approved as amended under the
County Administrator’s report to move Item (F), Resolutions – Davis Bacon
Compliance Funding Request from the Schools, to follow Item (A), a status
report on the County’s financial performance for the fourth quarter of
FY2015 and that an Item (K), Communities of Friendship between the
County of Isle of Wight, the Town of Smithfield, the City of Luohe, Henan,
China and a district within the City of Luohe be added. The motion was
adopted by a vote of (5-0) with Supervisors Alphin, Bailey, Casteen, Darden
and Jefferson voting in favor of the motion and no Supervisors voting against
the motion.
CONSENT AGENDA
A. Resolution to Accept and Appropriate Insurance Proceeds for Sheriff’s
Department Vehicle and Equipment Repairs
B. Resolution to Accept and Appropriate a Victim Witness Program Grant
C. Resolution for an Annual Day of Remembrance and Honor on
September 11th for Isle of Wight County
D. July 16, 2015 Regular Meeting Minutes
Supervisor Darden moved that the Consent Agenda be adopted as presented.
The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey,
Casteen, Darden and Jefferson voting in favor of the motion and no
Supervisors voting against the motion.
REGIONAL REPORTS
There were no regional reports offered by the Board.
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APPOINTMENTS
Supervisor Darden moved that John Henry Yow, II be appointed to fill the
unexpired term of Connie Henderson representing the Newport District on
the Blackwater Regional Library Board. The motion was adopted by a vote
of (5-0) with Supervisors Alphin, Bailey, Casteen, Darden and Jefferson
voting in favor of the motion and no Supervisors voting against the motion.
Supervisor Darden moved that Catherine Funk be appointed as the At-large
member, replacing Marian Neighbors on the Blackwater Regional Library
Board. The motion was adopted by a vote of (5-0) with Supervisors Alphin,
Bailey, Casteen, Darden and Jefferson voting in favor of the motion and no
Supervisors voting against the motion.
Supervisor Casteen moved that Nancy Mayo be appointed as the Ex-Officio
member on the Comprehensive Services Act/Policy & Management Team.
The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey,
Casteen, Darden and Jefferson voting in favor of the motion and no
Supervisors voting against the motion.
Supervisor Casteen moved that Delores C. Darden be reappointed to serve on
the Hampton Roads Economic Development Alliance. The motion was
adopted by a vote of (5-0) with Supervisors Alphin, Bailey, Casteen, Darden
and Jefferson voting in favor of the motion and no Supervisors voting against
the motion.
Supervisor Jefferson moved that Chairman Alphin be appointed to serve as
the Alternate on the Hampton Roads Transportation Planning Organization.
The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey,
Casteen, Darden and Jefferson voting in favor of the motion and no
Supervisors voting against the motion.
Supervisor Jefferson moved that Lt. James Pope be appointed to serve on the
Southeastern Virginia Alcohol Safety Action Program. The motion was
adopted by a vote of (5-0) with Supervisors Alphin, Bailey, Casteen, Darden
and Jefferson voting in favor of the motion and no Supervisors voting against
the motion.
5
Supervisor Bailey moved that Joseph Spratley, Jr. be reappointed to serve on
the Senior Services of Southeastern Virginia. The motion was adopted by a
vote of (5-0) with Supervisors Alphin, Bailey, Casteen, Darden and Jefferson
voting in favor of the motion and no Supervisors voting against the motion.
SPECIAL PRESENTATION/APPEARANCE
An overview of the Fall Recreation Program Guide was provided by Mark
Furlo, Director of Parks and Recreation.
Danny Byrum, Chairman, Isle of Wight County Fair Committee, updated the
Board regarding progress made to date with regard to the upcoming 2015
Fair scheduled for September 17th through the 20th.
CITIZENS’ COMMENTS
Vicki Petkewicz, on behalf of Dick Grice of Smithfield, expressed Mr.
Grice’s recommendation that data, mapping and engineering procured for the
ISLE2040 Plan not be discarded, but saved for the upcoming Comprehensive
Plan in 2018. He further recommended making water, sewer and gas service
for the Shirley T. Holland Industrial Park the County’s priority utility project;
that the Gatling Pointe waterline project be placed on hold and the current
water/sewer service agreement renewed with the Town of Smithfield; that an
intergovernmental water and sewer taskforce be developed which includes
current and previous engineering companies and qualified volunteers for the
development of a comprehensive county-wide water and sewer distribution
plan identifying short-term water usage opportunities and a long-term
program that combines all water sources; that the County Administrator be
directed to develop a budget providing for such taskforce funding; and, that
the taskforce be charged with having recommendations available no later than
June of 2016.
Sheriff Mark Marshall spoke favorably of Sheriff’s Department employees’
inclusion under the County’s Pay and Classification Plan.
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Edmond Easter of Yellow Rock Road reported on the paving of Yellow Rock
Road and complimented staff for its high level of professionalism.
Sam Cratch, member of the Carrollton Volunteer Fire Department, addressed
the unresolved issue of a signed Facilities Use Agreement with that
Department. He requested the Board to accept the Facilities Use Agreement
agreed to by all seven of the County’s volunteer agencies and to restore
funding to the Carrollton and Windsor Volunteer Fire Departments. He
requested that the positions of Administrator and Manager be reviewed for
differences.
Debbie Bales Cratch of Carrollton spoke favorably of the execution of the
Facilities Use Agreement developed and agreed to by all County volunteer
agencies.
Steve Test, Attorney with Williams & Mullins, the law firm representing the
Carrollton and Windsor Volunteer Fire Departments, recommended that the
issue regarding the petition for payment of contributions to the
Carrollton/Windsor Volunteer Fire Departments under Old Business be
tabled until the Board’s September meeting to allow for additional discussion
of the few remaining issues of concern which he believes can be resolved.
Diane Jones of Carrsville requested the restoration of funding to the
Carrollton and Windsor Volunteer Fire Departments, noting it is the duty of
the Board to work towards a resolution of this issue.
Albert Burckard of Carrollton spoke in opposition of the recently acquired
certification by the Chief of Emergency Services to conduct fire inspections
of County businesses.
Rick Gillerlain of the Newport District spoke in favor of the Board’s recent
vote to deny the ISLE2040 Plan.
Andrew C. Gregory, Vice-Mayor, Town of Smithfield, on behalf of the
Smithfield Town Council, requested the Board to reconsider any future action
to extend the waterline to the Gatling Pointe and Battery Park communities.
7
Frank Taylor of Carrollton addressed the stormwater fee charged to County
residents and requested that action be taken to require that animal owners
discard of their animal’s waste.
Vicky Hulick of the Newport District spoke in opposition to the proposed
waterline for the Gatling Pointe and Nike Park areas and in favor of paid
firefighters.
Herb DeGroft of Mill Swamp Road spoke in support of the comments made
by Vice-Mayor Greggory with respect to the waterline extension to Gatling
Pointe and in opposition to the Nike Park Road bike/pedestrian walking trail.
Dale Scott, member of the Windsor Volunteer Fire Department, requested
funding be restored to that Department as a first step in working towards a
resolution of a signed Facilities Use Agreement with that organization.
Fred Mitchell, member of the Carrollton Volunteer Fire Department,
distributed a copy of a letter from the Virginia State Firemen’s Association in
support of the volunteers of the County. He referred to a lack of cooperative
effort between the Board and County residents and recommended that action
be taken at this point of the agenda to postpone discussion on the issue under
Old Business with respect to the petition for the payment of contributions to
the Carrollton/Windsor Volunteer Fire Departments.
Betsy Egan of Smithfield commented on the flawed Gatling Pointe waterline
preliminary engineering report included in the agenda and disputed the
County’s justifications provided for such waterline.
County Administrator Seward was requested by Chairman Alphin to contact
Frank Taylor concerning his comments regarding stormwater fees.
Supervisor Casteen responded to comments made regarding restored funding
for the Carrollton and Windsor Volunteer Fire Departments and advised that
operating expenses for those departments not having signed a Facilities Use
Agreement with the County will be paid; however, they must first be
submitted to staff for payment.
8
Supervisor Jefferson commented previous action to withhold funds was a
decision made by the Board, not by the County Administrator and he
provided clarification that the County does not have a residency requirement
for its employees.
Supervisor Bailey recommended postponing discussion and action on the
Carrollton and Windsor Volunteer Fire Departments issue under Old
Business in anticipation of an agreement being reached in the very near
future.
Jeff Terwilliger, Chief of Emergency Services, responsive to comments
offered by Albert Burckard earlier under Citizens Comments, provided
clarification that the County’s fire official is required to have certain minimal
training as outlined in the Statewide Fire Prevention Code to include the
recent certification course referenced.
PUBLIC HEARINGS
Chairman Alphin called for a public hearing on the following:
A. Zoning Classification Change for 3.5 Acres on Whispering Pines Trail
from General Commercial (GC) to Rural Agricultural Conservation
(RAC) for Continued Use of Property as a Campground and
Campground Store.
Beverly H. Walkup, Director of Planning and Zoning, provided an overview
of the application and advised that the Planning Commission recommends
approval of the rezoning, as well as staff.
Chairman Alphin called for persons to speak in favor of or in opposition to
the sale of the building.
No one appeared and spoke in favor or in opposition.
Chairman Alphin closed the public hearing and called for comments from the
Board.
9
Chairman Alphin moved that the application be approved, as recommended
by the Planning Commission and staff. The motion was adopted by a vote of
(5-0) with Supervisors Alphin, Bailey, Casteen, Darden and Jefferson voting
in favor of the motion and no Supervisors voting against the motion.
Chairman Alphin called for a public hearing on the following:
B. Conditional Use Permit to Withdraw Properties at 18222 Longview
Drive from the Longview Agricultural/Forestal District to Allow for a
Solar Farm to be operated on the site.
Richard Rudnicki, Assistant Director of Planning and Zoning, made reference
to a letter of opposition dated August 8, 2015 which was placed at the
Board’s seats prior to the opening of the public hearing from Sharon W.
Krumpe on behalf of Shirley Wilson and Kathy Holmes. He advised that the
Planning Commission recommends approval of the CUP and removal from
the Agricultural Forestal District and staff recommends approval as
presented.
Chairman Alphin called for persons to speak in favor of or in opposition to
the sale of the building.
No one appeared and spoke in favor or in opposition.
Chairman Alphin closed the public hearing and called for comments from the
Board.
Supervisor Darden moved to approve the Conditional Use Permit to
withdraw properties at 18222 Longview Drive from the Longview
Agricultural/Forestal District to allow for a solar farm to be operated on site.
The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey,
Casteen, Darden and Jefferson voting in favor of the motion and no
Supervisors voting against the motion.
Chairman Alphin called for a public hearing on the following:
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C. Resolution to Amend the Comprehensive Plan to Revise Map 4-9
Newport Development Service District Land Use Plan
Trenton Blow, Planner, presented background information on the
Comprehensive Plan amendment which will allow for a conservation
easement on two parcels of land owned by Brewer’s LLC located east of
Route 10/32 and south of Route 32/25 to protect the environmentally
sensitive land. He stated the only weakness noted was that the commercial
zoning on parcel 33-01-013A is not consistent with a permanent conservation
easement. He advised that the Planning Commission voted to recommend
approval to the Board consistent with the recommendation of staff to approve
the application contingent upon the applicant not contesting the change in
zoning for parcel 33-01-013A to RAC after the completion of the
conservation easement.
Chairman Alphin called for persons to speak in favor of or in opposition to
the sale of the building.
Tom Stokes of Granby Street in Norfolk clarified that the easement applies to
only a portion of the larger parcel, but not the entire parcel.
Matt Smith, Attorney representing Brewer’s LLC, appeared and offered to
address any questions.
Chairman Alphin closed the public hearing and called for comments from the
Board.
Supervisor Darden moved that the following Resolution be adopted with
staff’s recommendation that the application be contingent upon the applicant
not contesting the change in zoning for parcel 33-01-013A to RAC upon
completion of the conservation easement process:
RESOLUTION TO AMEND THE COMPREHENSIVE PLAN
TO REVISE MAP 4-9 NEWPORT DEVELOPMENT SERVICE
DISTRICT LAND USE PLAN
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WHEREAS, Brewers LLC requested a change to the Isle of Wight County
Comprehensive Plan, specifically Map 4-9 Newport Development Service
District Land Use Plan, affecting 111.442 acres composed of two parcels of
land (parcel 33-01-013A consisting of 6.442 acres and parcel 33-01-014
consisting 105 acres) located east of Route 10/32 and south of Route 32/258
in the Windsor Election District for the purpose of amending the land use
designation from Business & Employment and Suburban Estate to Resource
Conservation for the establishment of a conservation easement; and,
WHEREAS, on July 28, 2015 the Planning Commission in accordance with
Section 15.2-2229 of the Code of Virginia, by resolution, recommended the
approval of the amendment to the Comprehensive Plan, and,
WHEREAS, the Isle of Wight County Board of Supervisors, upon
recommendation of the Isle of Wight County Planning Commission, finds it
advisable to amend the Comprehensive Plan, specifically Map 4-9 Newport
Development Service District Land Use Plan, and,
WHEREAS, the Isle of Wight County Board of Supervisors has given notice
and held a public hearing on said amendment to the Comprehensive Plan on
August 27, 2015, as required by Section 15.2-2204 of the Code of Virginia.
NOW, THEREFORE, BE IT RESOLVED that the Isle of Wight County
Board of Supervisors hereby adopts the revisions to Map 4-9 Newport
Development Service District Land Use Plan of the Isle of Wight County
Comprehensive Plan, as requested by Brewers LLC.
The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey,
Casteen, Darden and Jefferson voting in favor of the motion and no
Supervisors voting against the motion.
COUNTY ADMINISTRATOR’S REPORT
Michael W. Terry, Director of Budget and Finance, provided a status report
on the County’s financial performance for the fourth quarter of FY2015.
12
County Administrator Seward presented a request from the Isle of Wight
County School Board concerning a Davis Bacon construction funding request
in the amount of $2,789,456 relative to final payments associated with the
construction of the Georgia D. Tyler Middle School.
Anthony Hines, School Administration, advised that this is the final request
from the School Board regarding Davis Bacon restitution which will be in the
thousand dollar amount and that any future requests will be in the hundred
dollar amount and will be paid from the School’s Operating budget.
Chairman Alphin moved that the following Resolution be adopted:
RESOLUTION TO APPROPRIATE FUNDS FROM THE GENERAL
FUND UNASSIGNED FUND BALANCE FOR PAYMENT OF DAVIS-
BACON ACT EXPENSES ASSOCIATED WITH THE GEORGIE D.
TYLER MIDDLE SCHOOL PROJECT
WHEREAS, the Board of Supervisors of the County of Isle of Wight,
Virginia has received a request from the Isle of Wight School Board for the
payment of Davis-Bacon Act related invoices in the amount of $2,789,456 as
presented by the U.S. Department of Labor for the Georgie D. Tyler Middle
School Project; and,
WHEREAS, the Capital Reserve Account (GTMS) established by the
Board of Supervisors for payment of Davis-Bacon Act expenses has an
available balance of $255,261; and,
WHEREAS, the remaining funds needed for final payment of the
Davis-Bacon Act invoices in the amount of $2,534,195 is available for
appropriation from the General Fund Unassigned Fund Balance.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of
Isle of Wight County, Virginia authorizes the appropriation of $2,534,195
from the General Fund Unassigned Fund Balance to the Capital Reserve
Account (GTMS) to provide for payment of Davis-Bacon Act invoices
associated with the Georgie D. Tyler Middle School Project.
13
BE IT FURTHER RESOLVED that the County Administrator of Isle of
Wight County is authorized by the Board of Supervisors 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 Alphin, Bailey,
Casteen, Darden and Jefferson voting in favor of the motion and no
Supervisors voting against the motion.
Resolution of Official Intent to Reimburse Expenditures with Proceeds of a
Borrowing (Windsor Middle School):
Chairman Alphin moved that the following Resolution be adopted:
RESOLUTION OF OFFICIAL INTENT TO REIMBURSE
EXPENDITURES WITH PROCEEDS OF A BORROWING
WHEREAS, Isle of Wight County, Virginia (the “Borrower”), has
undertaken the acquisition, construction and equipping of Windsor Middle
School (the “Project”);
WHEREAS, the Borrower has incurred or reasonably expects to incur
additional costs related to the Project; and
WHEREAS, the Borrower expects to advance its own funds to pay such
additional costs related to the project (the “Expenditures”) prior to incurring
any additional indebtedness and to receive reimbursement for such
Expenditures from proceeds of tax-exempt bonds or taxable debt, or both;
BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF ISLE OF
WIGHT COUNTY, VIRGINIA:
1. The Borrower intends to utilize the proceeds of tax-exempt bonds
(the “Bonds”) or to incur other debt in an amount not currently expected to
exceed $3,000,000 to pay additional costs related to the Project.
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2. The Borrower intends that the proceeds of the Bonds be used to
reimburse the Borrower for Expenditures with respect to the Project made on
or after the date that is no more than 60 days prior to the date of this
Resolution. The Borrower reasonably expects on the date hereof that it will
reimburse the Expenditures with the proceeds of the Bonds or other debt.
3. Each Expenditure was or will be, unless otherwise approved by
bond counsel, either (a) of a type properly chargeable to a capital account
under general federal income tax principles (determined in each case as of the
date of the Expenditure), (b) a cost of issuance with respect to the Bonds, (c)
a nonrecurring item that is not customarily payable from current revenues, or
(d) a grant to a party that is not related to or an agent of the Borrower so long
as such grant does not impose any obligation or condition (directly or
indirectly) to repay any amount to or for the benefit of the Borrower.
4. The Borrower intends to make a reimbursement allocation, which
is a written allocation by the Borrower that evidences the Borrower’s use of
proceeds of the Bonds to reimburse an Expenditure, no later than 18 months
after the later of the date on which the Expenditure is paid or the Project is
placed in service or abandoned, but in no event more than three years after
the date on which the Expenditure is paid. The Borrower recognizes that
exceptions are available for certain “preliminary expenditures,” costs of
issuance, certain de minimis amounts, expenditures by “small issuers” (based
on the year of issuance and not the year of expenditure) and expenditures for
construction of at least five years.
5. The Borrower intends that the adoption of this resolution
confirms the “official intent” within the meaning of Treasury Regulations
Section 1.150-2 promulgated under the Internal Revenue Code of 1986, as
amended.
The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey,
Casteen, Darden and Jefferson voting in favor of the motion and no
Supervisors voting against the motion.
15
Mr. Furlo briefed the Board regarding an opportunity for 2015 Virginia
Recreational Trails Grant funds for an ATV trail in the Heritage Park Master
Plan.
Questions raised by the Board with respect to potential noise, hours of use,
fees and staffing were addressed by Mr. Furlo and questions with respect to
liability were addressed by County Attorney Popovich.
Supervisor Jefferson noted opposition to the County providing a place for
youth to ride ATV’s and expressed concern with the ability of the County to
ensure that riders sign the required waiver.
County Attorney Popovich advised that ATV riders must first sign the
required waiver before they are issued a sticker by the County and any rider
who has not signed such a waiver is considered a trespasser and the County
has no legal obligation to reimburse that rider for any injury sustained as
such.
Supervisor Casteen moved that the following Resolution be adopted:
A RESOLUTION AUTHORIZING THE SUBMISSION OF A VIRGINIA
RECREATIONAL TRAILS GRANT APPLICATION
WHEREAS, the County’s adopted Heritage Park Master Plan provides for an
ATV Trail at Heritage Park; and,
WHEREAS, federal funding for the construction of the ATV Trail is
available through the Virginia Department of Parks and Recreation
Recreational Trail Program (RTP).
NOW, THEREFORE, BE IT RESOLVED THAT:
1. The County Administrator be authorized to make formal application to
the Virginia Department of Conservation and Recreation (DCR) for
funding assistance;
16
2. Any fund assistance received be used for implementation and
completion of the Heritage Park ATV Trail within the specified time
frame;
3. Isle of Wight County hereby certifies that project funding is currently
available and is committed for the completion of this project while
seeking periodic reimbursement through the Recreational Trails
Program.
4. We are aware that the RTP funding, if approved, will be paid on a
reimbursement basis. This means we may only request payment after
eligible and allowable costs have already been paid to our vendors and
evidence of such has been provided to DCR.
5. We acknowledge that the assisted trail project will have an assigned life
expectancy assigned to it and that the facility must be maintained to
standards suitable for public use.
6. We acknowledge that we are responsible for compliance with the
National Environmental Policy Act, Endangered Species Act, Historic
Preservation Act, Executive Orders 11988 and 11990 ( Floodplain
Management and Wetlands Protection) and all other applicable state
and federal laws;
7. We acknowledge that appropriate opportunity for public comment has
been provided on this application and evidence of such is a required
component for approval.
8. This resolution becomes part of a formal application to the Virginia
Department of Conservation and Recreation.
The motion was adopted by a vote of (3-2) with Supervisors Alphin, Bailey
and Casteen voting in favor of the motion and Supervisors Jefferson and
Darden voting against the motion.
Following a PowerPoint presentation by Mary Beth Johnson, Director of
Human Resources, regarding the Pay and Compensation Classification Study
17
recently performed by Evergreen Solutions, LLC. which incorporates
positions within the Sheriff’s office, Supervisor Casteen moved that the
following Resolution be adopted:
RESOLUTION TO AMEND THE POSITION CLASSIFICATION AND
COMPENSATION PLAN RECOMMENDED AS PART OF THE
CLASSIFICATION AND COMPENSATION STUDY PERFORMED BY
EVERGREEN SOLUTIONS, LLC
WHEREAS, the Board of Supervisors approved the FY 2015-2016 Position
Classification and Compensation Plan in accordance with the Annual
Operating Budget; and,
WHEREAS, the Board of Supervisors desires to amend the FY 2015-2016
Position Classification and Compensation Plan resulting from the
Classification and Compensation Study performed by Evergreen Solutions,
LLC, as referenced in the attached exhibit.
NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of the
County of Isle of Wight, Virginia that the FY 2015-2016 Position
Classification and Compensation Plan is hereby amended effective October
1, 2015 and shall remain in effect until amended by the Board.
The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey,
Casteen, Darden and Jefferson voting in favor of the motion and no
Supervisors voting against the motion.
Supervisor Casteen further moved that the following Resolution be adopted:
18
RESOLUTION TO AMEND CHAPTER 1: PERSONNEL, ARTICLE III,
SECTIONS 3.3 AND 3.6 AND ARTICLE IV, SECTIONS 4.3-4.6 OF THE
COUNTY POLICY MANUAL
WHEREAS, the Board of Supervisors desires to amend the County Policy
Manual, Chapter 1: Personnel, Article III, Sections 3.3 and 3.6 and Article
IV, Sections 4.3-4.6, which currently establishes provisions regarding
maintenance of the compensation plan and salary administration rules; and,
WHEREAS, the amendments of the County Policy Manual are necessary in
order to ensure appropriate maintenance and administration of the County’s
Classification and Compensation system in accordance with the amended FY
2015-2016 Position Classification and Compensation Plan as recommended
by the Classification and Compensation Study performed by Evergreen
Solutions, LLC.
NOW, THEREFORE, BE IT RESOLVED that Chapter 1: Personnel, Article
III, Sections 3.3 and 3.6 and Article IV, Sections 4.3-4.6 of the County Policy
Manual are hereby amended effective October 1, 2015 and shall remain in
effect until amended by the Board.
ARTICLE III
Compensation Plan
(Revised October 7, 1999, April 7, 2005, December 15, 2005, April 18, 2006,
June 1, 2006, April 16, 2015, October 1, 2015)
Section 3.3
(Revised June 1, 2006, October 1, 2015)
Salary Increases
The performance of regular full-time and regular part-time employees shall
be reviewed annually. If funding is available, an employee may be entitled to
a salary increase for successful job performance. Performance increases shall
be awarded to employees in accordance with the County's performance
evaluation system. Probationary employees are not eligible for merit-based
salary increases during the probation period. When an employee's position is
19
reclassified, his/her salary shall be adjusted to at least the minimum rate of
the new grade. When an employee's position is reclassified to a lower pay
grade, and his/her salary is above the maximum for the lower grade, the
employee shall be permitted to continue at his/her present rate of pay during
the period of incumbency but the employee shall not be entitled to a salary
increase.
An employee’s salary may not exceed the maximum of his/her pay range.
Full-time employees at the maximum of their range, who would otherwise be
eligible for a merit increase, will receive a payment for that portion of his/her
merit increase which exceeds the maximum of the pay range. The payment
will be made in four installments in the pay period nearest the following
dates: July 1, October 1, January 1, and April 1. The payment will not be
included in the calculation of VRS contributions.
Employee salary adjustments may be necessary on occasion to address
internal salary compression, external pressure in high demand areas, and/or
retention issues. Such equity adjustments to salaries require the approval of
the County Administrator.
Section 3.6
(revised October 1, 2015)
Maintenance of the Compensation Plan
The County Administrator shall make, or cause to be made, a comparative
study of all factors affecting the County's compensation plan. The study shall
be undertaken at least every two years every three to five years and shall
consider rates of pay for comparable positions in public and private
employment in the area, fringe benefits, cost of living to date, the County's
financial condition and other pertinent factors.
In order to avoid the compounding of changes in cost of living over time and
to remain competitive with market peers, the pay structure (pay ranges) and
salaries shall be adjusted annually by a cost of living adjustment (COLA)
equal to the consumer price index (CPI).
20
The County Administrator shall recommend changes to the compensation
plan to the Board of Supervisors. The Board of Supervisors shall make
changes to the compensation plan as appropriate.
ARTICLE IV
Conditions of Employment
(Revised November 6, 2000, April 7, 2005, December 15, 2005,
February 2, 2006, October 16, 2006, March 1, 2007, June 14, 2007, October
16, 2014, November 20, 2014, October 1, 2015)
Section 4.3
(Revised October 16, 2006, October 1, 2015)
Promotion
A promotion is defined as the graduation to a job with increased duties and
responsibilities. A promotion shall be accompanied by an increase in
compensation.
When an employee is promoted to a position in a higher class, his/her salary
may be increased up to the midpoint of the salary range that corresponds with
the new pay grade, depending on qualifications shall be increased by a
minimum of five percent (5%) and/or have his/her salary be brought up to
their new grade minimum (whichever is greater) so that internal equity of
salaries within the classification can be preserved. Any additional salary
increase above the minimum required requires approval by the County
Administrator in instances of extenuating circumstances. Promotional salary
increases shall be effective on the first day of the pay period.
Section 4.4
(Revised December 15, 2005; March 1, 2007, October 1, 2015)
Demotion
A demotion is defined as the assignment to a position with a decrease in
duties and responsibilities.
21
When an employee is demoted he/she will be paid at a rate which is within
the range of the lower position. The rate of salary reduction shall be at least
five percent (5%) for each grade reduction and/or his/her salary shall be no
less than the new grade minimum. If the employee's resulting salary is above
the maximum of the new salary grade, the employee shall be placed at the
maximum of the new salary grade. The County Administrator may grant an
exception to the salary decrease requirements when the pay grade reduction is
in support of organizational objectives and is not a result of a disciplinary
action, provided the employee’s salary does not exceed the maximum of the
assigned pay range.
Section 4.5
(Revised April 7, 2005, October 1, 2015)
Reclassification
Reclassification is not considered a promotion or demotion. When an
employee's position is reclassified his/her duties have not changed. A
reclassification is defined as a change to the class title or the grade assigned
to a particular class title due to changes in the scope of work performed,
duties, or responsibilities assigned to the classification.
An employee whose position is reclassified to a higher salary grade shall
receive a salary adjustment to at least the minimum of the new grade. of a
minimum of five percent (5%) and/or have his/her salary be brought up to
their new grade minimum (whichever is greater) so that internal equity of
salaries within the classification can be preserved. When an employee's
position is reclassified to a lower salary grade and his/her present salary is
above the maximum for the lower grade, the employee shall be permitted to
continue at his/her present rate (except in the event of a general service-wide
reduction). The employee will not be entitled to a salary increase until salary
grade adjustments allow for an increase within the new grade.
Section 4.6
(Revised November 6, 2000, October 1, 2015)
22
Transfer
a. A transfer to a position in the same salary grade may shall not result in
an increase in pay.
A transfer, which is not the result of a department/division
reorganization, may result in a promotion or demotion. A transfer as a
result of reorganization, which results in the elimination of some
positions, shall not be considered either a promotion or demotion.
b. A transfer from one County Department to another County Department
or, from the Isle of Wight County Public School System, Department of
Social Services and/or Isle of Wight Constitutional Officers
employment, shall have their unused and uncompensated leave
balances transferred and maintain their seniority, subject to the
limitation for maximum time of leave allowed to be accumulated under
County policy provided:
c. Not more than 30 days lapse of time between the date of termination
from said Departments, Boards and Agencies to employment by the
County.
d. The employee is a regular full-time employee who leaves the previous
Department, Board or Agency in good standing.
e. The transfer or employment of said employee has been approved by the
County Administrator or his designee and the leave balances do not
exceed the maximum amount of time allowed to be accumulated under
County policies.
The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey,
Casteen, Darden and Jefferson voting in favor of the motion and no
Supervisors voting against the motion.
Supervisor Casteen moved to authorize execution of the following
Memorandum of Agreement between the Board of Supervisors and Sheriff
Mark A. Marshall, effective October 1, 2015:
23
MEMORANDUM OF AGREEMENT
THIS AGREEMENT, is made effective the 1st day of October 2015, by and
between the Board of Supervisors, (hereinafter called the “Board”), Isle of
Wight County, Virginia, a political subdivision of the Commonwealth of
Virginia, having its main place of business at 17090 Monument Circle, P.O.
Box 80, Isle of Wight, Virginia 23397 and the Office of Sheriff Mark A.
Marshall, Sheriff of Isle of Wight County, (hereinafter referred to as the
“Office”), having its main place of business at 17110 Monument Circle, P.O.
Box 80, Isle of Wight, Virginia 23397. The Board and the Office may
hereinafter be referred to individually as “Party” or jointly as the “Parties”.
WITNESSETH
WHEREAS, the Office is desirous of having employees of the Office qualify
for and abide by the current Isle of Wight County pay plan (hereinafter
referred to as the “Plan”), as may be amended from time to time, and
WHEREAS, the Board is willing to include Office employees within the
Plan.
NOW, THEREFORE, in consideration of the premises and the mutual
covenants and conditions herein contained, the Parties agree as follows:
1. The Board agrees to place Office employees in full- or part-time
regular positions included in the Plan subject to the County’s
classification and compensation personnel policies. Unless specifically
stated, this Agreement shall not apply to the Sheriff of Isle of Wight
County, himself, except in the provision of employee benefits, and shall
not apply to the obligation of the Office abiding by personnel policies
not associated with classification and compensation matters.
2. The Parties agree that by virtue of the execution of this Agreement that
all Office employees shall be included under the County’s Plan and
associated personnel policies associated exclusively with classification
and compensation. The Plan shall include salary and all considerations
relevant thereto and any and all benefits set forth thereunder. The Plan
24
and associated policies pertaining to classification and compensation
includes, but is not limited to, the classification of all Office employees
within the County’s schematic listing of job titles and pay ranges, rules,
regulations, policies and safeguards involved with the setting or
adjusting of compensation. The Office shall coordinate with the
County’s Department of Human Resources on all classification and
compensation matters.
3. The Parties agree that all paychecks and all payroll deduction checks
shall be issued through the County’s Department of Budget and
Finance with reimbursement by the Commonwealth of Virginia or the
Office, when appropriate, made to the credit of the County General
Fund.
4. The term of this agreement shall commence from the effective date of
this Agreement and shall terminate at the end of the Sheriff’s elected
term.
The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey,
Casteen, Darden and Jefferson voting in favor of the motion and no
Supervisors voting against the motion.
A PowerPoint presentation on impacts to the County associated with
annexation was provided by County Administrator Seward.
Don Jennings, Engineering, reported on the results of the preliminary
engineering report for water improvements at Nike Park which resulted in
staff’s recommendation of (Route 5) an alignment between Carrollton and the
Gatling Pointe community at a cost of $3.8 million and based on criteria of
cost, environmental effects, easement acquisition, landowner effects and
traffic impacts.
Supervisor Casteen moved that staff be authorized to proceed with
presentation of the preferred waterline alternative to the Planning
Commission in accordance with Section 15.2-2232 of the Code of Virginia
(1950, as amended). The motion was adopted by a vote of (5-0) with
25
Supervisors Alphin, Bailey, Casteen, Darden and Jefferson voting in favor of
the motion and no Supervisors voting against the motion.
A PowerPoint presentation was provided by Tom Elder, Director of
Economic Development, on current conditions of local economic
development in the Camptown Development Service District.
Chairman Alphin commented that the appearance of Route 58 traveling
towards the City of Franklin, specifically between the road and the railroad
tracks and the Airway Shopping Center, is certain to affect marketability in
that area.
Discussion ensued regarding the potential for running water lines to the City
of Franklin and the Board was advised that while there is long-term potential,
at this point in time it is not financially feasible as running those lines does
not currently provide a return on investment.
Amy Ring, Assistant Director of Economic Development, provided a
PowerPoint presentation on the current status of the Stoup property; its
potential future uses; and, staff’s recommendation for authorization to initiate
an RFP to lease the property to a private user for the recommended proposed
uses of the property or other uses as deemed appropriate by staff. She
advised that several real estate brokers had been consulted with regard to
whether the existing home should remain on the property or be demolished
and it was the unanimous opinion of those experts that the property would be
more marketable if the home were removed.
Supervisors Casteen and Bailey noted concerns with public safety with
respect to ingress and egress of the property should significant activity be
encouraged in that area.
Jamie Oliver, Transportation Planner, advised the Board that VDOT has
recognized that there is an access safety issue at this site and staff is currently
considering ways in which the County can partner with VDOT regarding
modifications for the use of the emergency signal and the two driveways to
ensure safe access to this site.
26
Supervisor Darden moved that staff be authorized to issue an RFP to
demolish the existing building. The motion was adopted by a vote of (3-2)
with Supervisors Alphin, Darden and Jefferson voting in favor of the motion
and Supervisors Bailey and Casteen voting against the motion.
Mr. Rudnicki provided a quarterly PowerPoint presentation to the Board on
the status of major development projects in the County which involved the
Benn’s Grant development and roadway project; Riverside and St. Lukes
Village construction plans; Brewer’s Station and Archer’s Meade rezonings;
The Crossing’s pump station and infrastructure plans; site plans and review
of pump station for Carrollton Manner; plan approvals for Eagle Harbor,
Tract 8, apartments and Dunkin Donuts; site plans review for 7-11; and, the
rezoning approval of 17Corner Properties.
Charles Meek, Assistant to the County Administrator, relayed the date, time
and place selected for the Board’s Strategic Planning Retreat and a proposed
agenda.
Supervisor Bailey moved that the Board’s Strategic Planning Retreat be held
Thursday, September 24, 2015 beginning at 8:30 a.m. at the Isle of Wight
Volunteer Rescue Squad and that the draft agenda for said meeting be
approved. The motion was adopted by a vote of (5-0) with Supervisors
Alphin, Bailey, Casteen, Darden and Jefferson voting in favor of the motion
and no Supervisors voting against the motion.
A late item regarding Communities of Friendship between the County of Isle
of Wight, the Town of Smithfield, the City of Luohe, Henan, China and a
district within the City of Luohe was presented by County Administrator
Seward.
Supervisor Casteen moved to authorize the Chairman to send a letter of
invitation to the leadership of the City of Luohe to visit our communities. The
motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey,
Casteen, Darden and Jefferson voting in favor of the motion and no
Supervisors voting against the motion.
27
For the Board’s information, the following matters contained in the agenda
were highlighted by County Administrator Seward: Monthly Reports: Tax
Levies & Collections as of July 2015/Cash Position/Statement of the
Treasurer’s Accountability; Isle of Wight County Monthly Fire/EMS Call
Summary and Other Statistics FY 2014/2015; Isle of Wight Sheriff’s
Monthly Activity Report/July 2015; Isle of Wight Cooperative Extension
Monthly Activity Report/July; Isle of Wight Website Statistics/July 2015;
Solid Waste Division Litter Pickup; Social Services Report; CIP Calendar;
and, VACo Region 1 Meeting.
UNFINISHED/OLD BUSINESS
Regarding the issue of the petition for the payment of contributions to the
Carrollton/Windsor Volunteer Fire Departments, Supervisor Darden moved
that action be postponed until the Board’s September 17, 2015 meeting. The
motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey,
Casteen, Darden and Jefferson voting in favor of the motion and no
Supervisors voting against the motion.
NEW BUSINESS
There were no new matters of business offered for discussion by the Board.
//
At 10:35 p.m., the Chairman declared the meeting adjourned.
__________________________
Rex W. Alphin, Chairman
___________________________
Carey Mills Storm, Clerk
ISSUE:
Regional Reports
BACKGROUND:
The Board of Supervisors has previously directed that an opportunity be
provided for monthly status briefings from Board members who serve as
representatives to the various regional committees and authorities on behalf
of the County.
RECOMMENDATION:
Receive an oral report.
ATTACHMENT:
Listing of regional committees/authorities and Board representation
OrganizationMemberTerm Expires
Hampton Roads Economic Development AllianceDardenDec/Annually
Hampton Roads Military Federal FacilitiesDardenNo Set Term
Alliance
Hampton Roads Planning District CommissionDardenNo Set Term
Hampton Roads Transportation AccountabilityChairmanNo Set Term
Commission
Hampton Roads TransportationDardenNo Set Term
Planning OrganizationAlternateNo Set Term
Southeastern Public Service AuthoritySewardDecember 2017
Popovich/Alternate December 2017
Western Tidewater Regional Jail AuthorityAlphinNo Set Term
JeffersonNo Set Term
Seward/AlternateNo Set Term
Western Tidewater Water AuthorityDardenJune 2018
CasteenJune 2018
SewardJune 2018
Popovich/Alternate June 2018
Regional Reports - Page 2
(Appointed by Board Vote)
BOARD MEMBER REGIONAL REPRESENTATIVE
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September 17, 2015/KEH/Floodplain Ordinance Amendments
ISSUE:
Ordinance – Amend and Reenact Flood Insurance Rate Maps Effective
December 2, 2015 and Acceptance of Updated Flood Insurance Study
as Part of the Isle of Wight County Code (Appendix B, Zoning, Section
6-4000, Floodplain Management Overlay (FPMO) District –
Applicability)
BACKGROUND:
The Federal Emergency Management Agency (FEMA) has recently
presented updated Federal Insurance Rate Maps and a Flood Insurance
Study for Isle of Wight County. The maps have been updated to change
base flood elevations, update flood zones, update the effects of wave
action, show revised shoreline data, and reflect the effects of coastal
erosion.
Public notice of the updated mapping appeared in the Daily Press on
September 11, 2014 and in the Federal Register on August 14, 2014,
followed by a required 90-day period for any appeals. There were no
appeals, so now it is time to officially accept the finalized maps and
Flood Insurance Study and recognize their effective date of December
2, 2015.
The new maps supersede the previous set of maps dated September 4,
2002. In order to continue to participate in the National Flood
Insurance Program (NFIP), Isle of Wight County is required to show
evidence of adoption of floodplain management regulations that meet
minimum NFIP requirements.
RECOMMENDATION:
The Planning Commission held a public hearing on the revisions and
recommended approval as presented in an 8-0 vote on August 25, 2015.
Staff recommends approval of the ordinance revisions, as presented.
September 17, 2015/KEH/Floodplain Ordinance Amendments
ATTACHMENTS:
Planning Report
Final Version of Ordinance Amendment
Red-lined Version of Ordinance Amendment
Board of Supervisors Meeting September 17, 2015
BHW
RAC Zoning Amendments
ISSUE:
Ordinance – Amend and Reenact the Isle of Wight County Code
(Appendix B, Zoning, Article III, Use Types, Article IV, Zoning
Districts and Boundaries, Article V Supplementary Use Regulations) to
Allow for Changes to Agricultural Use Types, Expand Uses in the
Rural Agricultural Conservation (RAC) Zoning District and Allow for
One “By-Right” Division of Land Around an Existing Residence in the
RAC, and to Add an “Agritourism” Section and Supplementary Use
Regulations
BACKGROUND:
The proposed amendment will allow for the expansion of agricultural
use types allowed in the RAC zoning district, as follows:
1. Article III. Agricultural Use Types – This revision adds the
following uses, expanding the list of agricultural use types allowed
under the County’s Zoning Ordinance: agricultural farm equipment
sales and service; agricultural farm product processing, warehousing
and distribution service; agricultural feed seed and farm supply
service; agritourism; aquaculture, waterfront business; fair,
agricultural; and reptile breeding.
2. Article IV. Zoning District and Boundaries, Part 2, Rural
Agricultural Conservation (RAC) District – Identifies whether the
expanded use types are permitted “by-right” or as a conditional use,
and the asterisk (*) indicates whether there are supplementary use
regulations associated with the use. This revision also allows for
one “by-right” division of land around an existing residence in the
RAC without counting against divisions created under the sliding
scale.
3. Article IV. Zoning District and Boundaries, Part 2A, Agritourism –
Creates an Agritourism section to encourage and promote certain
tourist-oriented rural economic development activities of the local
farm industry as “by-right” uses.
Board of Supervisors Meeting September 17, 2015
BHW
RAC Zoning Amendments
4. Article V. Supplementary Use Regulations for Agricultural Use
Types – Creates additional, more stringent standards for certain
proposed (expanded) use types. This revision also allows for a one
story tool and storage shed on a vacant lot zoned RAC prior to
construction of a primary dwelling, for on-site property maintenance
provided that the building area does not exceed 256 square feet.
RECOMMENDATION:
The Planning Commission held a Public Hearing on the proposed
amendment on August 25, 2015 and recommended approval of the
amendment as presented by a vote of 8-0.
Staff also recommends approval of the ordinance revisions as
presented.
ATTACHMENTS:
- Planning Report
- Final version of Zoning Ordinance amendments
- Red-lined versions of Zoning Ordinance amendments
ISSUE:
Staff Report – Central Permitting Update & VACo Achievement
Award
BACKGROUND:
On October 1, 2014, the County opened the Central Permitting
office on the first floor of the Community Development Building
(Old Administration Building). The Central Permitting office has
been serving the citizens and the development community for nearly
1 year. Staff will provide an overview of permitting activity over the
last 9 months, the results of customer surveys, and future initiatives.
On August 3, 2015 the county was notified by the Virginia
Association of Counties (VACo) that the County’s Central Permit
office was awarded an Achievement Award. It is one of 34
programs awarded out of a field of 92 submissions. This is a tribute
to the staff of the departments who worked diligently to bring this to
fruition.
VACo will formally present the award at the Board’s regular
meeting on October 15, 2015.
BUDGETARY IMPACT:
None
RECOMMENDATION:
For the Board’s information.
ATTACHMENT:
None
ISSUE:
Staff Report – Board of Supervisors’ Legislative Agenda Development
BACKGROUND:
Each year, staff provides the Board with a brief synopsis of legislative
matters that merit consideration for inclusion on the County’s list of
legislative priorities to be presented to the Virginia General Assembly.
Staff will briefly review and discuss the County’s proposed legislative
strategy and requests the Board provide any suggested items for
inclusion in the 2016 Legislative Agenda.
RECOMMENDATION:
For the Board’s information and discussion.
ATTACHMENTS:
- Draft Legislative Agenda Development Calendar
- 2015 Legislative Agenda
September 17, 2015
Legislative Agenda Development Calendar
September 17, 2015 – Brief discussion of the County’s Legislative Agenda.
October 15, 2015 – Review and discussion of the County’s legislative strategy
and the items for inclusion in the 2015 Legislative
Agenda. Adoption of the 2015 Legislative Agenda
October 23, 2015 – Forward the 2015 Legislative Agenda to the County’s
Legislative Delegation
November 1, 2015 - December 15, 2015 – Schedule and conduct meetings with
the County’s Legislative Delegation to discuss the
County’s requests
January 13, 2016 – March 15, 2016 – Track legislation, lobby, and advocate
the County’s position on various legislation during the
2016 General Assembly Session
Legislative Agenda Development Calendar
September 17, 2015 – Brief discussion of the County’s Legislative Agenda.
October 15, 2015 – Review and discussion of the County’s legislative strategy
and the items for inclusion in the 2015 Legislative
Agenda. Adoption of the 2015 Legislative Agenda
October 23, 2015 – Forward the 2015 Legislative Agenda to the County’s
Legislative Delegation
November 1, 2015 - December 15, 2015 – Schedule and conduct meetings with
the County’s Legislative Delegation to discuss the
County’s requests
January 13, 2016 – March 15, 2016 – Track legislation, lobby, and advocate
the County’s position on various legislation during the
2016 General Assembly Session
ISSUE:
Staff Report –Stormwater Program Update
BACKGROUND:
The Stormwater Division of the General Services Department will
provide information to summarize the Division’s progress to date. Based
on changes to State’s Stormwater Management law, the County is
required to be a Virginia Stormwater Management Program (VSMP)
Authority. By Board action the establishment of the County’s VSMP
Authority program was made effective on July 1, 2014.
The Division manages three distinct, State-mandated regulatory
environmental programs; the Erosion and Sediment Control Program,
the VSMP, and the County’s Municipal Separate Storm Sewer System
(MS4) Permit. These programs address daily development activities
such as: construction site management, water quality/quantity control,
public education, municipal good housekeeping, public education, and
illicit discharge detection & elimination. Although some overlap occurs
between the programs, each has distinct requirements and policies
which, if not properly addressed, may result in fines and/or reprimands
from the VDEQ or the EPA.
In addition to the assumption of all of the regulatory obligations stated
above, the Division manages undertakings such as; obtaining
State/Federal grants, environmental project design and management,
Central Permitting Process coordination, capital project development,
non-programmatic plan reviews, policy/program development, and
staff/budget management. Divisional staff is also integrally involved
with the regional body identified as the Hampton Roads Planning
District Commission (HRPDC).
The Stormwater Division is currently managing a stormwater facility
construction project at Carrsville Elementary School. An upcoming
project will involve the construction of six small bio retention basins to
address stormwater issues at Nike Park. Both projects are funded via a
combination of grant funds and local funds (stormwater fee).
The Division has made significant progress in working with VDEQ and
EPA relative to the County’s TMDL Action Plan in reducing the future
requirements of the County.
RECOMMENDATION:
For the Board’s information.
ATTACHMENT:
None
Request to Hunt County Property, CBM, 9-17-15
ISSUE:
Request from Donald Newberry III to Hunt County Property on Great
Spring Road
BACKGROUND:
The County has received a request from Donald Newberry to hunt during
archery season on County property behind the Isle of Wight Rescue Squad
Building located at 13080 Great Spring Road. The property in question is
adjacent to the Cypress Creek Golf Course and other surrounding land
uses include a subdivision, farm, and residential properties.
The County does not currently have a policy that provides for the private
use of County property and, therefore, does not have criteria or procedures
in place to authorize Mr. Newberry’s request. Due to the absence of a
policy, the location of the property, liability, and safety concerns, staff
recommends that the Board deny the request. Staff concerns include:
The location of hunting activities adjacent to the rescue squad
building, golf course, farming operations, and residential areas.
Liability concerns and insurance naming the County as an additional
insured.
The absence of a process to offer other interested members of the
public the opportunity to hunt the property.
The need for staff to monitor hunting activities on the property to
ensure hunters using the property are licensed and permitted.
RECOMMENDATION:
Adopt a motion to deny the request to hunt County property.
ATTACHMENTS:
Letter of Request from Donald Newberry
Aerial Photograph – 13080 Great Spring Road
21-01-083
21-01-083D
³IOW Rescue Squad
ISSUE:
Resolution – Amendment of Employee Safety Policy – Chapter 1:
Personnel, Article XI, Sections 11.6, and Amend and Re-adopt Chapter
1: Personnel, Article XV, of the County Policy Manual
BACKGROUND:
Chapter 1: Personnel, Article XI, Section 11.6 and Chapter 1:
Personnel, Article XV, which currently establishes provisions
regarding employee health and safety and emergency egress are in need
of amendment. The amendments of the policies are necessary to
combine the employee health and safety policies into one section, to
establish and enhance the safety policies, rules and safe work practices
which give employees guidance to prevent human suffering and
conserve resources as a result of employees serving the community in
a safe manner, and to meet the minimum requirements for safety and
health set by the U.S. Department of Labor Occupational Safety and
Health Act (OSHA), State of Virginia Occupational Safety and Health
Act (VOSH) and other pertinent safety directives.
BUDGETARY IMPACT:
The budgetary impact of these amendments is unknown but are
anticipated to be relatively minimal because the policies and safe work
practices clarify and build on some systems which are already in place
and will be implemented incrementally.
RECOMMENDATION:
Adopt a Resolution to Amend Chapter 1: Personnel, Article XI, Section
11.6 and Amend and Re-adopt Chapter 1: Personnel, Article XV of the
County Policy Manual.
ATTACHMENTS:
Resolution
RESOLUTION TO AMEND CHAPTER 1: PERSONNEL, ARTICLE XI,
SECTION 11.6 AND AMEND AND RE-ADOPT CHAPTER 1:
PERSONNEL, ARTICLE XV, OF THE COUNTY POLICY MANUAL
WHEREAS, the County has established guidelines for provisions
regarding employee health and safety and emergency egress as part of Chapter 1:
Personnel, Article XI, Section 11.6 and Chapter 1: Personnel, Article XV of the
County Policy Manual; and
WHEREAS, the Board of Supervisors desires to amend Chapter 1:
Personnel, Article XI, Section 11.6 and amend and re-adopt Chapter 1: Personnel,
Article XV of the County Policy Manual to combine the employee health and
safety policies into one section, to establish and enhance the safety policies, rules
and safe work practices which give employees guidance to prevent human suffering
and conserve resources as a result of employees serving the community in a safe
manner and to meet the minimum requirements for safety and health set by the U.S.
Department of Labor Occupational Safety and Health Act (OSHA), State of Virginia
Occupational Safety and Health Act (VOSH) and other pertinent safety directives;
and
NOW, THEREFORE, BE IT RESOLVED that Chapter 1: Personnel,
Article XI, Sections 11.6 and Chapter 1: Personnel, Article XV of the County
Policy Manual are hereby amended and adopted as follows:
ARTICLE XI
MISCELLANEOUS POLICIES AND REGULATAIONS
(Revised April 7, 2005, November 17, 2005, May 18, 2006, October 16, 2006,
Revised September 4, 2008, Revise May 21, 2015, Revised September 17,
2015)
Section 11.6
(Adopted November 17, 2005, revised October 16, 2006)
Employee Health and Safety Policy
Isle of Wight County maintains operational practices to ensure the safety, health, and well-being
of all of its employees. This policy serves to outline the County’s commitment to employee health
and safety and provide guidance to all employees on the standards the County expects its
employees to adhere to.
It is the intent of the County to comply with all laws. To do this, the County must constantly be
aware of conditions in all work areas that can produce injuries. No employee is required to work
in a job he/she knows is unsafe or unhealthy. Staff cooperation in detecting hazards and, in turn,
controlling them is a condition of your employment. Staff should inform their respective
supervisor immediately of any situation beyond their ability or authority to correct.
The personal safety and health of each employee of the organization is of primary importance.
Prevention of occupationally induced injuries and illnesses is of such consequence that it will be
given precedence over operating productivity, whenever necessary. To the greatest degree
possible, management will provide all the necessary equipment or training required for personal
safety or health.
The County is committed to maintaining a safe and healthy work environment. To be successful,
the County must embody proper attitudes toward injury and illness prevention on the part of
supervisors and employees. The County also requires cooperation in all safety and health matters,
between not only the supervisor and employee, but also between each employee and his/her co-
workers. The objective is to employ a safety and health program that will reduce the number of
employee injuries and illnesses to an absolute minimum.
On-the-Job Injuries/Illnesses:
Any job-related injury or illness, regardless of severity, must be reported immediately to the
supervisor for prompt evaluation and medical attention as necessary. The supervisor will complete
an initial safety incident report and forward it to the Human Resources Department.
General Safety Rules:
County employees perform a wide range of functions in various locations. Although some safety
rules apply only to specific positions, all employees are expected to comply with the rules in this
policy:
Use common sense in performing duties.
Report any work injury/illness to the supervisor.
Report any unsafe conditions to the supervisor or the Human Resources Department.
Do not use any equipment, vehicles, or materials when overly tired, nauseated, feverish, or
under the influence of any substance that may affect judgment.
Keep the work area neat and tidy.
Use mechanical devices or request assistance in lifting heavy loads.
Wear seat belts when operating any vehicle while on County business.
Do not use tops of cabinets or bookcases for extra storage or displays.
Be sure that aisles or exits are kept clear; do not let cords interfere with walkways.
Keep paper clips, tacks, pins, and other objects off the floors.
Store all sharp objects properly when not in use.
Open and close doors cautiously and use extra caution at blind hallway intersections.
Open only one file cabinet drawer at a time to avoid tip-over. Cabinets should also be
loaded from bottom to top and emptied in reverse order.
Report all spills immediately.
Use stepstools, platforms, or ladders for climbing. Never use chairs.
Report or replace frayed electrical cords.
Emergency Evacuation Plans and Re-entry:
In any emergency, employees should follow alarms or other alerts to evacuate the building and/or
area near the premises. Always follow the basic evacuation procedures but remember that personal
safety is paramount and takes precedence.
Check work area for anything needing to be secured and store it quickly.
Secure locks on all locking cabinets and containers.
Leave the work area, and report to the designated assembly area.
County officials will contact police, fire, or other emergency personnel and coordinate with them
to determine when the building may be re-entered.
All employees will be provided care, first-aid, and emergency services, as required, for injuries or
illness while on County premises. Employees should contact their supervisor, the nearest
supervisor, and/or 911 in the event of an accident or emergency.
If an employee is injured on the job, the County provides coverage and protection in accordance
with the Virginia Workers’ Compensation Act. When an injury is sustained while at work, it must
be reported immediately to the employee’s supervisor.
Improper Health and Safety Practice:
All employees are expected to abide by safe work practices and adhere to general safety rules to
ensure their safety as well as the safety of co-workers.
Infractions of County health and safety practices will be dealt with in accordance with the County’s
disciplinary policy.
Article XV
EMPLOYEE SAFETY PROGRAM
(Revised September, 2015)
Section 15.0
Employee Safety Program
Isle of Wight County has implemented an Employee Safety Program to ensure the safety and health
of our employees. Our employees are essential in the delivery of services to Isle of Wight County
residents. Employee injuries can result in the loss of skilled employees in key positions and could
significantly impair the resources of this organization. Injuries also cause undue suffering and can
lead to permanent disabilities that impact the quality of life. Finally, employee injuries result in a
financial loss to the County that ultimately changes how resources can be allocated to our citizens
and employees.
The County, with the assistance and cooperation of the staff, can make our organization a safe
place to work. Safe work habits and the proper use of appropriate equipment is expected of all
employees of the County. It is the policy of Isle of Wight County that all County employees
comply with all elements of the Employee Safety Program. The written Safety and Health section
of the Personnel Policy Manual will serve as a resource for proper procedures dealing with
employee safety matters.
Section 15.1
General Safety Rules
The County's primary objective is to ensure the safety and health of our employees, and to protect
county property. Our goal is to provide safe and healthful working conditions for all County
Employees. Safety procedures and rules have been developed to address behaviors and work
practices that can lead to accidents and injuries. Each employee should become familiar with and
follow safe work procedures and rules. Supervisors must enforce safe work practices through strict
adherence to safety rules. Most accidents can be prevented if everyone uses assigned safety
equipment and follows the established safety rules. To operate a safe and successful organization,
we must work as a team to think safe, work safe and be safe.
Communication of Safety Rules
Communication of safety rules is accomplished by:
Distribution of safety procedures and rules during New Hire Orientation
Published in the County Policy Manual
Posting throughout the facility
Ongoing refresher training
On-the-spot corrections and reinforcement by supervisors
Additional Operating Safety Rules
The County has additional safety rules for specific operations and departments that apply to those
engaged in hazardous work areas or operations. Examples of these rules are contained in standard
operating procedures such as those for:
Confined Space Entry
Welding Safety
Forklift Safety
Posting of General Safety Rules
The following General Safety Rules will be posted in conspicuous places in all County offices
and/or work areas:
Report all work injuries and illnesses immediately.
Report all unsafe acts or unsafe conditions to your supervisor.
Use seat belts when on County business in any vehicle.
Firearms, weapons, or explosives are not permitted on County property unless specifically
authorized.
Use, possession, sale or being under the influence of illegal drugs, misuse of prescription
drugs and/or alcohol is not permitted on County property or while "on duty".
Report any medication you are taking that may impact your ability to perform your job
safely to your supervisor or Human Resources.
Only authorized and trained employees may repair or adjust machinery and equipment.
Lockout-Tagout Procedures must be followed before removing any machine guards or
working on powered machinery and equipment. Replace all guards when the job is
completed.
Only qualified and trained employees may work on or near exposed energized electrical
parts or electrical equipment. Follow electrical safety rules when working with electrically
powered machinery and equipment.
Only authorized and trained employees may enter a posted confined space. All permit
required confined spaces will be posted Confined Space - Permit Required. Entry is
allowed only after permits are properly issued.
Only authorized and trained employees may dispense or use chemicals. It is your
responsibility to know where Material Safety Data Sheets (MSDS) are located and that
they are available for your use and review. These need to be kept in a location that is
accessible to employees. They cannot be locked in an office.
Keep work areas clean and aisles clear. Do not block emergency equipment or exits.
Wear and use the prescribed Personal Protective Equipment. This includes foot protection,
head protection, gloves, etc.
Smoking by employees is permitted only in the designated "Smoking Areas".
Read and observe all signs and warnings.
Inappropriate behavior, such as horseplay, fighting and practical jokes are extremely
dangerous and will not be tolerated.
Persons working alone should check in regularly with his/her supervisor or appropriate
contact to ensure safety.
Always keep your work area clean and orderly. Poor housekeeping is a common cause of
accidents.
Flammable liquids are only to be handled and stored in CSA approved safety containers.
Always select the correct ladder for the job, use it correctly, and inspect the ladder for
defects prior to use.
If something looks unsafe, it probably is… IF YOU ARE IN DOUBT…. ASK!
Failure to follow the above rules may cause serious injury and/or illness. Disciplinary action, up
to and including termination, will be used to assure rule enforcement. Please use common sense
and think before you act. If you are not sure how to complete a job or task safely or have any
questions, ask your supervisor.
Section 15.2
Personal Protective Equipment
Isle of Wight County provides employees with required Personal Protective Equipment (PPE)
appropriate to the task and known hazards. This policy covers the requirements for Personal
Protective Equipment with the exception of PPE used for respiratory protection or PPE required
for hazardous material response to spills or releases. Applicable OSHA Standards are: 1910.132,
1910.133, 1910.136, 1910.138.
General Rules
All personal protective equipment shall be of safe design and construction for the work to be
performed.
Hazard analysis procedures shall be used to assess the workplace to determine if hazards are
present, or are likely to be present, which necessitate the use of personal protective equipment
(PPE). If such hazards are present, or likely to be present, the following actions will be taken:
Select, and have each affected employee use, the proper PPE
Communicate selection decisions to each affected employee
Select PPE that properly fits each affected employee.
Defective or damaged personal protective equipment shall not be used.
All employees who are required to use PPE shall be trained to know at least the following:
When PPE is necessary;
What PPE is necessary;
How to properly don, remove, adjust, and wear PPE;
The limitations of the PPE; and
The proper care, maintenance, useful life and disposal of the PPE.
Each affected employee shall demonstrate an understanding of the training and the ability to use
PPE properly, before being allowed to perform work requiring the use of PPE.
Training for PPE is required by OSHA and shall be accomplished by using the Job Safety Checklist
to verify that each affected employee has received and understands the required PPE training.
Personal Protective Equipment Selection
PPE devices alone should not be relied on to provide protection against hazards, but should be
used in conjunction with guards, engineering controls, and sound safe work practices.
The general procedure for selection of protective equipment is to:
1. become familiar with the potential hazards and the type of protective equipment that is
available, and what it can do; i.e., splash protection, impact protection, etc.;
2. compare the hazards associated with the environment; i.e., impact velocities, masses,
projectile shape, radiation intensities, with the capabilities of the available protective
equipment;
3. select the protective equipment which ensures a level of protection greater than the
minimum required to protect employees from the hazards, and
4. fit the user with the protective device and give instructions on care and use of the PPE.
It is very important that end users be made aware of all warning labels for and
limitations of their PPE.
Careful consideration must be given to comfort and fit. PPE that fits poorly will not afford the
necessary protection. Continued wearing of the device is more likely if it fits the wearer
comfortably. Protective devices are generally available in a variety of sizes. Care should be taken
to ensure that the right size is selected.
Adjustments should be made on an individual basis for a comfortable fit that will maintain the
protective device in the proper position. Particular care should be taken in fitting devices for eye
protection against dust and chemical splash to ensure that the devices are sealed to the face. In
addition, proper fitting of helmets is important to ensure that it will not fall off during work
operations. In some cases a chin strap may be necessary to keep the helmet on an employee's head.
(Chin straps should break at a reasonably low force, however, so as to prevent a strangulation
hazard). Where manufacturer's instructions are available, they should be followed carefully.
Appendix A includes the PPE checklist and selection guidelines.
Eye and Face Protection
Each affected employee shall use appropriate eye or face protection when exposed to eye or face
hazards from flying particles, molten metal, liquid chemicals, acids or caustic liquids, chemical
gases or vapors, or potentially injurious light radiation.
Each affected employee shall use eye protection that provides side protection when there is a
hazard from flying objects. Detachable side protectors are acceptable.
Each affected employee who wears prescription lenses while engaged in operations that involve
eye hazards shall wear eye protection that incorporates the prescription in its design, or shall wear
eye protection that can be worn over the prescription lenses without disturbing the proper position
of the prescription lenses or the protective lenses.
Eye and face PPE shall be distinctly marked to facilitate identification of the manufacturer.
Protective eye and face devices must comply with ANSI Z87.1-1989 or be demonstrated to be
equally effective.
Head Protection
All head protection is designed to provide protection from impact and penetration hazards caused
by falling objects. Head protection is also available which provides protection from electric shock
and burn. When selecting head protection, knowledge of potential electrical hazards is important.
Where falling object hazards are present, helmets must be worn. Some examples include: working
below other workers who are using tools and materials which could fall; working below machinery
or processes which might cause material or objects to fall; and working on exposed energized
conductors. Protective helmets must comply with ANSI Z89.1-1986 or be demonstrated to be
equally effective.
Foot Protection
Each affected employee shall wear protective footwear when working in areas where there is a
danger of foot injuries due to falling or rolling objects, or objects piercing the sole, and where
employee's feet are exposed to electrical hazards.
Safety shoes and boots provide both impact and compression protection. Where necessary, safety
shoes can be obtained which provide puncture protection. In some work situations, metatarsal
protection should be provided, and in other special situations electrical conductive or insulating
safety shoes would be appropriate. Safety shoes or boots with impact protection shall be required
for carrying or handling materials such as packages, objects, parts or heavy tools, which could be
dropped; and, for other activities where objects might fall onto the feet. Safety shoes or boots with
compression protection shall be required for work activities involving skid trucks (manual material
handling carts) around bulk rolls (such as paper rolls) and around heavy pipes, all of which could
potentially roll over an employee's feet. Safety shoes or boots with puncture protection would be
required where sharp objects such as nails, wire, tacks, screws, large staples, scrap metal etc., could
be stepped on by employees causing a foot injury.
Protective footwear must comply with ANSI Z41.1-1991 or be demonstrated to be equally
effective.
Hand Protection
Hand protection is required when employees' hands are exposed to hazards such as those from skin
absorption of harmful substances; severe cuts or lacerations; severe abrasions; punctures; chemical
burns; thermal burns; and harmful temperature extremes.
Selection of hand PPE shall be based on an evaluation of the performance characteristics of the
hand protection relative to the task(s) to be performed, conditions present, duration of use, and the
hazards and potential hazards identified. Gloves are often relied upon to prevent cuts, abrasions,
burns, and skin contact with chemicals that are capable of causing local or systemic effects
following dermal exposure. There is no glove that provides protection against all potential hand
hazards, and commonly available glove materials provide only limited protection against many
chemicals. Therefore, it is important to select the most appropriate glove for a particular
application and to determine how long it can be worn, and whether it can be reused. It is also
important to know the performance characteristics of gloves relative to the specific hazard
anticipated; e.g., chemical hazards, cut hazards, flame hazards, etc.
Appendix A
CHECKLIST ON NEED FOR PPE
TYPICAL OPERATIONS OF CONCERN YES NO
EYES
Do you perform tasks, or work
near employees who perform
tasks, that might produce airborne
dust or flying particles?
Sawing, cutting, drilling, sanding, grinding,
hammering, chopping, abrasive blasting,
punch press operations, etc.
Do you handle, or work near
employees who handle, hazardous
liquid chemicals or encounter
blood splashes?
Pouring, mixing, painting, cleaning,
syphoning, dip tank operations, dental and
health care services, etc.
Are your eyes exposed to other
potential physical or chemical
irritants?
Battery charging, installing fiberglass
insulation, compressed air or gas operations,
etc.
Are you exposed to intense light or
lasers?
Welding, cutting, laser operations, etc.
FACE
Do you handle, or work near
employees who handle, hazardous
liquid chemicals?
Pouring, mixing, painting, cleaning,
syphoning, dip tank operations, etc.
Is your face exposed to extreme
heat?
Welding, pouring molten metal, smithing,
baking, cooking, drying, etc.
Are your employees’ faces
exposed to other potential
Cutting, sanding, grinding, hammering,
chopping, pouring, mixing, painting, cleaning,
irritants? syphoning, etc.
HEAD
Might tools or other objects fall
from above and strike you on the
head?
Work stations or traffic routes located under
catwalks or conveyor belts, construction,
trenching, utility work, etc.
Is your head, when they stand or
bend, near exposed beams,
machine parts, pipes, etc.?
Construction, confined space operations,
building maintenance, etc.
Do you work with or near exposed
electrical wiring or components?
Building maintenance; utility work;
construction; wiring; work on or near
communications, computer, or other high tech
equipment; arc or resistance welding; etc.
FEET
Might tools, heavy equipment, or
other objects roll, fall onto, or
strike your feet?
Construction, plumbing, smithing, building
maintenance, trenching, utility work, grass
cutting, etc.
Do you work with or near exposed
electrical wiring or components?
Building maintenance; utility work;
construction; wiring; work on or near
communications, computer, or other high tech
equipment; arc or resistance welding; etc.
Do you handle, or work near
employees who handle, molten
metal?
Welding, foundry work, casting, smithing, etc.
Do you work with explosives or in
explosive atmospheres?
Demolition, explosives manufacturing, grain
milling, spray painting, abrasive blasting,
work with highly flammable materials, etc.
HANDS
Do your hands come into contact
with tools or materials that might
scrape, bruise, or cut?
Grinding, sanding, sawing, hammering,
material handling, etc.
Do you handle chemicals that
might irritate skin, or come into
contact with blood?
Pouring, mixing, painting, cleaning,
syphoning, dip tank operations, health care
and dental services, etc.
Do work procedures require you to
place your hands and arms near
extreme heat?
Welding, pouring molten metal, smithing,
baking, cooking, drying, etc.
Are your hands and arms placed
near exposed electrical wiring or
components?
Building maintenance; utility work;
construction; wiring; work on or near
communications, computer, or other high tech
equipment; arc or resistance welding; etc.
BODY
Is your body exposed to irritating
dust or chemical splashes?
Pouring, mixing, painting, cleaning,
syphoning, dip tank operations, machining,
sawing, battery charging, installing fiberglass
insulation, compressed air or gas operations,
etc.
Is your body exposed to sharp or
rough surfaces?
Cutting, grinding, sanding, sawing, glazing,
material handling, etc.
Is your body exposed to extreme
heat?
Welding, pouring molten metal, smithing,
baking, cooking, drying, etc.
Is your body exposed to acids or
other hazardous substances?
Pouring, mixing, painting, cleaning,
syphoning, dip tank operations, etc.
HEARING
Are you exposed to loud noise
from machines, tools, music
systems, etc.?
Machining, grinding, sanding, work near
conveyors, pneumatic equipment, generators,
ventilation fans, motors, punch and brake
presses, etc.
Selection chart guidelines for eye and face protection
The following chart provides general guidance for the proper selection of eye and face
protection to protect against hazards associated with the listed hazard "source" operations.
Source Hazard Protection
IMPACT - Chipping, grinding
machining, masonry work,
woodworking, sawing, drilling,
chiseling, powered fastening,
riveting, and sanding
Flying fragments, objects, large
chips, particles, sand, dirt, etc.
Spectacles with
side protection,
goggles, face
shield
For severe
exposure, use
face shield
HEAT-Furnace operation and arc
welding
Hot sparks Face shields,
spectacles with
side. For severe
exposure use
face shield.*
CHEMICALS-Acid and chemical
handling, degreasing, plating
Splash Goggles, eyecup
and cover types.
For severe
exposure, use
face shield.
DUST - Woodworking, buffing,
general, buffing, general dusty
conditions.
Nuisance dust Goggles, eye cup
and cover type
*Face shields do not provide eye protection alone. They must be worn with safety glasses and/or
goggles.
Selection guidelines for head protection
All head protection is designed to provide protection from impact and penetration hazards caused
by falling objects. Head protection is also available which provides protection from electric shock
and burn. When selecting head protection, knowledge of potential electrical hazards is important.
Class A helmets, in addition to impact and penetration resistance, provide electrical protection
from low-voltage conductors (they are proof tested to 2,200 volts). Class B helmets, in addition to
impact and penetration resistance, provide electrical protection from high-voltage conductors (they
are proof tested to 20,000 volts). Class C helmets provide impact and penetration resistance (they
are usually made of aluminum which conducts electricity), and should not be used around electrical
hazards.
Selection guidelines for hand protection
Before purchasing gloves, request documentation from the manufacturer that the gloves meet the
appropriate test standard(s) for the hazard(s) anticipated. Other factors to be considered for glove
selection in general include:
As long as the performance characteristics are acceptable, in certain circumstances, it may
be more cost effective to regularly change cheaper gloves than to reuse more expensive
types.
The work activities of the employee should be studied to determine the degree of dexterity
required, the duration, frequency, and degree of exposure to the hazard, and the physical
stresses that will be applied.
Selection of gloves for protection against chemical hazards
The toxic properties of the chemical(s) must be determined; in particular, the ability of the
chemical to cause local effects on the skin and/or to pass through the skin and cause
systemic effects.
Generally, any "chemical resistant" glove can be used for dry powders;
For mixtures and formulated products (unless specific test data are available), a glove
should be selected on the basis of the chemical component with the shortest breakthrough
time, since it is possible for solvents to carry active ingredients through polymeric
materials.
Employees must be able to remove the gloves in such a manner as to prevent skin
contamination.
Section 15.3
Hazard Communication & Chemical Safety Program
The OSHA Hazard Communication Standard was promulgated to ensure that all chemicals would
be evaluated and that information regarding the hazards would be communicated to employers and
employees. The goal of the standard is to reduce the number of chemically related occupational
illnesses and injuries. Reference: OSHA Standard 1910.1200.
In order to comply with the Hazard Communication Standard, this written program has been
established for Isle of Wight County. All departments and divisions of the County are included
within this program. Copies of this written program will be available for review by any employee
in the following locations:
All Departmental Policy Manuals
On ‘Central’ in the Policies Folder
Human Resources Department
In Material Safety Data Sheet Binders
Some chemicals are explosive, corrosive, flammable, or toxic. Other chemicals are relatively safe
to use and store but may become dangerous when they interact with other substances. To avoid
injury and/or property damage, persons who handle chemicals in any area of the County must
understand the hazardous properties of the chemicals. Before using a specific chemical, safe
handling methods and health hazards must always be reviewed. Supervisors are responsible for
ensuring that the equipment needed to work safely with chemicals is accessible and maintained for
all employees on all shifts.
The basic components of this program include:
Hazardous Chemical Inventory List – listed alphabetically
Material Safety Data Sheets
Labels and Other Forms of Warning
Employee Information and Training
Non-Routine Tasks
On-site Contractors
General Chemical Safety
Program Review
Hazardous Chemical Inventory List
A list of all known hazardous chemicals (products) used by Isle of Wight County employees is
contained in Appendix A of this written program.
A list of hazardous chemicals used by each department is kept with material safety data sheets in
Human Resources, E911, Emergency Services, General Services, Parks and Recreation, and the
Museum.
Hazard Determination
All hazardous chemicals in the County are purchased materials; there are no manufactured or
intermediate hazardous chemicals. Therefore, Isle of Wight County shall rely on the hazard
determination made by the chemical manufacturer as indicated on the MSDS.
Material Safety Data Sheets (MSDS)
When chemicals are ordered, the Purchasing Technician shall specify on the purchase order that
chemicals are not to be shipped without corresponding material safety data sheets.
When MSDSs arrive, they will be reviewed for completeness by the Safety and Training
Coordinator. Should any MSDS be incomplete, correspondence will be sent immediately to the
manufacturer requesting the additional information.
A complete file of MSDSs for all hazardous chemicals to which employees of this County may be
exposed will be kept in labeled binders in Human Resources, E911, Emergency Services, General
Services, Parks and Recreation, and the Museum.
MSDSs for hazardous chemicals used by departments will be kept in labeled binders in the main
office area of the respective departments. MSDSs will be available for employees during each
work shift. Should MSDSs be unavailable, please contact the Safety and Training Coordinator at
365-6263 immediately.
MSDSs will be reviewed annually by the Safety and Training Coordinator. Should there be any
MSDS that has not been updated within the past year, a new MSDS will be requested.
After three documented requests for an MSDS have been unsuccessful, the problem will be
reported to the nearest Virginia Occupations Safety and Health (VOSH) office. You can find many
MSDSs available on-line.
Labels and Other Forms of Warning
The Hazard Communication Standard requires that hazardous chemicals be labeled by
manufacturers. The label must contain the following:
Chemical identity;
Appropriate hazard warnings; and
Name & address of chemical manufacturer, importer, or other responsible party
When chemicals are ordered by the Purchasing Technician, the purchase order will indicate the
need for the above stated information to be included on the labels. Upon delivery of chemicals, the
Department Director or Manager will ensure that chemicals are labeled properly. Any chemicals
without proper labeling will not be accepted. When chemicals are transferred from the
manufacturer's containers to secondary containers, the Manager or Supervisor of each department
will ensure that the containers are labeled with the identity of the chemicals and appropriate hazard
warnings (i.e. gas – fire hazard, Round-Up – eye warning).
The entire labeling procedure will be reviewed annually by the Safety and Training Coordinator
and changed as necessary.
Employee Information and Training
As part of the new employee orientation process, employees of Isle of Wight County will attend a
safety orientation program. Employees are responsible for reading and complying with
manufacturer’s directions. The Training and Safety Coordinator will be responsible for organizing
and conducting the initial training. This training will consist of general training covering:
Location and availability of the written Hazard Communication Program;
Location and availability of the List of Chemicals used in the workplace;
Methods and observation used to detect the presence or release of a hazardous chemical in the
workplace;
Information contained in a MSDS for employee’s to protect themselves;
The specific physical and health hazard of chemicals in the workplace;
Specific control measures for protection from physical or health hazards;
Explanation of the chemical labeling system; and
Location and use of MSDS
Job Specific Training
Employees will receive on the job training from their supervisor. This training will cover the proper
use, inspection and storage of necessary personal protective equipment and chemical safety
training for the specific chemicals they will be using or will be working around.
Annual Refresher Training
Annual Hazard Communication refresher training will be conducted as part of the County’s
continuing safety training program.
Immediate On-the-Spot Training
This training will be conducted by supervisors for any employee that requests additional
information or exhibits a lack of understanding of the safety requirements.
Following each training session, the employee is required to sign and date the training record
verifying attendance. Before any new employee can begin work which requires the use of or
potential exposure to hazardous chemicals, training as indicated for new employees must be
completed. Additional training will be provided with the introduction of each new hazard. Records
of the additional training will be maintained.
Non-Routine Tasks
Non-routine tasks are defined as working on, near, or with unlabeled piping, unlabeled containers
of an unknown substance, confined space entry where a hazardous substance may be present and/or
a one-time task using a hazardous substance differently than intended (example: using a solvent to
remove stains from tile floors).
Steps for Non-Routine Tasks:
Step 1: Hazard Determination
Step 2: Determine Precautions
Step 3: Specific Training & Documentation
Step 4: Perform Task
The Department Supervisor and the Safety and Training Coordinator will evaluate all non-routine
tasks before the task commences to determine all hazards present. Once the hazard determination
is made, the Department Supervisor and the Safety and Training Coordinator will determine the
necessary precautions needed to either remove the hazard, change to a non-hazard, or protect from
the hazard (use of personal protective equipment) to safeguard the employees present. In addition,
the Department Supervisor or Training and Safety Coordinator will provide specific safety training
for employees present or affected and will document the training.
Prior to an employee beginning a hazardous non-routine task, he/she must report to the Department
Supervisor to determine the hazards involved and the protective equipment required.
All outside contractors working inside County Facilities are required to follow the requirements
of their own Hazard Communication Program. The County will provide the contractors a copy
of the Hazard Communication Program when requested. Contractors are responsible for any
chemicals they bring to the facility and notifying the appropriate staff of the chemical.
General Chemical Safety
Assume all chemicals are hazardous. The number of hazardous chemicals and the number of
reactions between them is so large that prior knowledge of all potential hazards cannot be assumed.
Use chemicals in as small quantities as possible to minimize exposure and reduce possible harmful
effects. The following general safety rules shall be observed when working with chemicals:
Read and understand the Material Safety Data Sheets.
Keep the work area clean and orderly.
Use the necessary safety equipment.
Carefully label all secondary containers with the identity of the contents and appropriate
hazard warnings.
Store incompatible chemicals in separate areas.
Substitute less toxic materials whenever possible.
Limit the volume of volatile or flammable material to the minimum needed for short
operation periods.
Ensure primary labels are legible and intact.
Provide means of containing the material if equipment or containers should break or spill
their contents.
Task Evaluation
Each task that requires the use of chemicals should be evaluated to determine the potential hazards
associated with the work. This hazard evaluation must include the chemical or combination of
chemicals that will be used in the work, as well as other materials that will be used near the work.
If a malfunction during the operation has the potential to cause serious injury or property damage,
a Safe Operational Procedure (SOP) should be prepared and followed. Operations must be planned
to minimize the generation of hazardous wastes.
Chemical Storage
The separation of chemicals (solids or liquids) during storage is necessary to reduce the possibility
of unwanted chemical reactions caused by accidental mixing. Use either distance or barriers (e.g.,
trays) to isolate chemicals into the following groups:
Flammable Liquids: store in approved locations where available or as directed by Safety
and Training Coordinator.
Acids: treat as flammable liquids
Bases: do not store bases with acids or any other material
Other liquids: ensure other liquids are not incompatible with any other chemical in the
same storage location.
Lips, strips, or bars are to be installed across the width of storage shelves to restrain the
chemicals in case of earthquake. Probably not needed.
Chemicals will not be stored in the same refrigerator used for food storage. If a refrigerator is used
to store chemicals, a label on the door must appropriately identify refrigerators used for storing
chemicals.
Emergencies and Spills
In case of an emergency, implement the following:
Evacuate people from the area.
Isolate the area.
If the material is flammable, turn off ignition and heat sources.
Only personnel specifically trained in emergency response are permitted to participate in
chemical emergency procedures beyond those required to evacuate the area.
Call for emergency assistance if required.
Housekeeping
Maintain the smallest possible inventory of chemicals to meet immediate needs.
Periodically review stock of chemicals on hand.
Ensure that storage areas, or equipment containing large quantities --of chemicals, are
secure from accidental spills.
Rinse emptied bottles that contain acids or inflammable solvents before disposal.
DO NOT Place hazardous chemicals in salvage or garbage receptacles.
DO NOT Pour chemicals onto the ground.
DO NOT Dispose of chemicals through the storm drain system.
DO NOT Dispose of highly toxic, malodorous chemicals down sinks or sewer drains.
It is good to periodically purge old chemicals that are no longer needed.
Program Review
This written Hazard Communication Program for Isle of Wight County will be reviewed by the
Safety and Training Coordinator annually and updated as necessary.
Appendix A
ISLE OF WIGHT COUNTY CHEMICAL INVENTORY
Chemicals/products used in this organization:
Acetone
Ammonium Sulfate Regular
Athletic Field Marking Paint Dura Stripe White and Colors
Austin A-1 Bleach
Brite 40:1
Brite RTU Window Cleaner
Butacite
Cleaner & Conditioner
Clorox Regular Bleach
Commercial Solutions Pine Sol Brand Cleaner
Disinfectant Spray
DPD Free Chlorine Reagent
DPD Total Chloring Reagent
Drive 75 DF Herbicide
Embark 2S Plant Growth Regulator
GLY-4
GLY-4 Plus
GOJO Natural Orange Pumice Hand Cleaner
Gordon's MSMA Herbicide
Gordon's Professional Turf and Ornamental Products Trimec Classic Brand Broadleaf Herbicide
Graffiti-X
Green Hydro Clean
Green Thumb Wasp & Hornet Killer Formula IV
Heinz Pure White Vinegar
Hilcolube
HP Super
Hydrochloric Acid
Isopropyl Alcohol
Klucel G
Lemon Odor Disinfectant Spray
Mathe Magnesium Stearate
Microcrystalline Wax
Mr. Clean All-purpose Cleaner
Oatey Purple Primer NSF
Oatey Rain-R-Shine PVC Cement
Off FamilyCare Insect Repellent IV Unscented with Aloe Vera
Orange-Solv
Ortho Home Defense Max Perimeter & Indoor Insect Control
ORVIS WA Surfactant Paste
Palaloid B-72 100% Resin
Paper Saver-Bulk
Paper Saver-Spray
Paraloid B-67 100% Resin
Pine Quat 64 Disinfectant
Pramitol 25E
Pre-lim Surface Cleaner
Pro Link Disinfectant Spray
Purell Instant Hand Sanitizer
Quick Dry
Renaissance Wax Polish
San-O 128
Self-Indicating (blue) Silica Gel
SH/CG4 Heavy Duty Motor Oil 15W-40
Silica Gel
Sterile Eyesaline Solution
Stihl Bar & Chain Lubricant
Sun Skeeter Insect Repellant & Sunscreen Towel
Sunscreen Wipes
Tannic Acid
WD-40 Aerosol
Windex Powerized Glass Cleaner (RTU)
XO-Rust Enamel
Section 15.4
Accident Reporting and Investigation Plan
An accident reporting and investigation plan prescribes methods and practices for reporting and
investigating accidents that can be read and understood by all managers, supervisors, and
employees. No matter how conscientious the safety effort at Isle of Wight, accidents are going to
happen sometimes due to human or system error.
This written Accident Reporting and Investigation Plan is intended to demonstrate Isle of Wight
County’s compliance with the requirements in 29 CFR 1904 by:
prescribing methods and practices for reporting and investigating accidents; and
providing a means to deal with workplace accidents in a standardized way.
In addition, it is the policy of Isle of Wight County to comply with all workers' compensation laws
and regulations.
The requirements of this plan apply to all operations and departments at Isle of Wight County.
Administrative Duties
The Safety and Training Coordinator, is responsible for developing and maintaining this written
Accident Reporting and Investigation Plan.
This written Accident Reporting and Investigation Plan is kept in the following locations:
All Departmental Policy Manuals
On ‘Central’ in the Policies Folder
Human Resources Department
Enforcement
Constant awareness of and respect for all safety rules are considered conditions of employment.
Isle of Wight County will use the disciplinary procedure as indicated in Chapter I, Article 7 for
failure to follow the guidelines of this Safety Program.
Accident Reporting Procedures
Employees injured on the job are to report the injury to their supervisor as soon as possible after
the incident / accident. The incident / accident must be reported before the end of the work period.
Near miss accidents or incidents (when an employee nearly has an accident but is able to avoid it)
should be reported as well.
The supervisor must be immediately notified when an incident/accident occurs. If the supervisor
is not available, the Department Director, Department Manager or the Safety and Training
Coordinator should be notified instead.
Any employee witnessing an accident at work is to call for emergency help or whatever assistance
appears to be necessary. In addition, the employee is immediately to report the accident to his or
her supervisor and take part in answering questions related to the Accident Report and Accident
Investigation.
Accident Investigation Procedures
A thorough investigation of all accidents will lead to identification of accident causes and help:
reduce economic losses from injuries and lost productive time;
determine why accidents occur, where they happen, and any trends that might be developing;
employees develop an awareness of workplace problems and hazards;
identify areas for process improvement to increase safety and productivity;
note areas where training information or methods need to be improved; and,
suggest a focus for safety program development.
For all accident investigations, supervisors will perform the following duties:
Conduct the accident investigation at the scene of the injury as soon after the injury as safely
possible.
Ask the employee involved in the accident and any witnesses, in separate interviews, to tell in
their own words exactly what happened.
Repeat the employee's version of the event back to him/her and allow the employee to make
any corrections or additions.
After the employee has given his/her description of the event, ask appropriate questions that
focus on causes.
When finished, remind the employee the investigation was to determine the cause and possible
corrective action that can eliminate the cause(s) of the accident.
Complete a written accident investigation report with the employee and review data with
employee for accuracy.
Accidents normally have two or more causes. It is important to properly identify all causes so
suitable controls can be implemented. It is important to address IOW safety policies as well as
employee action/inaction when investigating any injury.
The Safety and Training Coordinator will review each accident investigation to ensure it is
complete and thorough. Poorly executed investigations will be returned to the responsible party
for revision. Assistance will be available upon request.
The accident investigation report is used to:
track and report injuries on a monthly basis;
group injuries by type, cause, body part affected, time of day, and process involved;
determine if any trends in injury occurrence exist and graph those trends if possible;
identify any equipment, materials, policies, procedures, or environmental factors that seem to
be commonly involved in injury incidents;
discuss the possible solutions to the problems identified with the safety team and superiors;
and
proceed with improvements to reduce the likelihood of future injuries.
Injury/Medical Issues
If a workplace accident results in injury or illness requiring hospitalization of three or more
employees or a fatality of one or more employee, the Safety and Training Coordinator or the
Director of Emergency Services reports the incident within eight hours by phone or in person to
the nearest VOSH office, at 6363 Center Drive, Building 6, Suite 101, Norfolk, VA 23502, (757)
455-0891.
If an injured person is taken to a doctor, a statement from the doctor will be attached to the Accident
Report form.
Employees with workplace injuries will fall under the County’s Worker’s Compensation Program.
Any time an associate is away from work because of an accident on-the-job, it should be recorded
on the time sheet as Worker’s Compensation Leave.
Recordkeeping
The Safety and Training Coordinator and the Department of Human Resources are responsible for
maintaining the following records and documentation:
OSHA 300 log of injuries and illnesses
Accident investigation reports
Training records
Training
This plan is an internal document guiding the action and behaviors of employees, so they need to
know about it. To communicate the new accident reporting and investigation plan, all employees
are given a thorough explanation as to why the new plan was prepared and how individuals may
be affected by it.
The information and requirements of this written plan are presented to employees by:
New Employee Orientation
Presentations
Policy Dissemination
Program Evaluation
The accident reporting and investigation program is evaluated annually and updated if necessary
by the Training and Safety Coordinator to determine whether the plan is being followed and if
further training may be necessary.
Section 15.0
Management Commitment to Safety
The executive team of Isle of Wight County is committed to providing its employees with a safe
and healthy workplace. It is the county’s basic philosophy that all incidents are preventable,
when the causes are known. It is the County’s position that:
A safe and healthy work environment will be provided for the protection of its most vital
resources-its employees. Employee safety is of the greatest importance at all levels of
management and supervision, ranking in importance above all other things. Personal
safety will not be compromised for any reason.
Management is accountable for the prevention of workplace injuries and illnesses.
Management provides direction and full support to supervisors and employees regarding
safety and health, job training and hazard-elimination procedures. Management will
develop and communicate clear goals and objectives and provide the resources and
authority necessary to correct unsafe conditions and implement changes to improve
workplace safety.
Supervisors are directly responsible for supervising and training their employees in
proper procedures, work practices and safe methods. Supervisors must enforce county
rules and take immediate corrective action to eliminate hazardous conditions and
practices. They will not permit safety to be sacrificed for any reason.
Management and supervisors will be held accountable for ensuring employees are aware
of workplace hazards and are trained to work safely.
Management will take disciplinary action against an employee who willfully or
repeatedly violates safety rules.
Employees’ workplace recommendations to improve health and safety conditions will be
given full consideration by management.
All employees, regardless of his or her position within the county, share the responsibility
for safety and are fully responsible for their own safety and the safety of those with
whom they work. All employees are expected to cooperate in all aspects of the safety
program including these requirements:
o Perform all work tasks in a safe manner.
o Report all incident, injuries and unsafe conditions to their supervisors
immediately.
o Participate in Safety and Wellness Council activities and support council
membership.
Program Administration and Overview
Purpose
The purpose of the Isle of Wight County Employee Safety Program is to prevent human
suffering and conserve resources as a result of employees serving our community in a safe
manner. The safety policies, rules and safe work practices contained in this program provide the
minimum requirements for safety and health.
Objectives
This program was developed in accordance with the Isle of Wight County personnel policies as
well as the U.S. Department of Labor Occupational Safety and Health Act (OSHA), State of
Virginia Occupational Safety and Health Act (VOSH) and other pertinent safety directives.
Applicability
County employees, official appointees of the Board of Supervisors, volunteers, and all others who
are required to adhere to the County’s policies shall be governed by this policy. The members of
the Board of Supervisors and Constitutional Officers and their staffs will use this policy as a guide
when conducting County business.
For the purposes of this Policy the phrase “county employee and volunteer” is intended to include
all persons referenced in paragraph 1 of this section.
Responsibilities
Operating an effective occupational safety and health program is an inherent responsibility of
management at all levels. Each responsible official must ensure all personnel assigned to their
department are provided a safe and healthy working environment. Annual performance
evaluations will show personal accountability in this respect, with recognition for superior
performance and, conversely, administrative actions as proper for deficient performance.
All Isle of Wight County employees are charged with the responsibility and support of the
Employee Safety Program objectives. All employees are expected, as a condition of
employment, to adopt the concept that the safe way to perform a task is the most efficient and the
only acceptable way to perform it. Failure to follow safe work practices will be subject to
disciplinary action for both employee and supervisor.
A. Department/Agency Head
1. Ensure reasonable safety procedures and work practices pertinent to department
functions are developed and provided to employees.
2. Ensure adequate job training and continuing safety instruction is provided for all
employees.
3. Ensure an overview of the safety program pertinent to the department is presented to
all new employees during job orientation.
4. Designate a Safety Liaison to internally manage departmental safety training and
equipment needs.
5. Ensure safety training and equipment costs are included in the department’s annual
budget request.
6. Serve or provide appropriate representation on the Safety and Wellness Council.
7. Ensure accidents are properly and thoroughly investigated as to cause and prevention.
File proper reports and all pertinent facts in a timely manner with the Risk Management
Coordinator.
8. Ensure that all inspections and audits for their divisions are completed by established
guidelines.
9. Ensure that all identified safety deficiencies are corrected in a timely manner.
10. Cooperate with the Risk Management Coordinator in matters of safety and safety
program development.
11. Set a good example for safety by working in a safe manner and encouraging others to
do so.
B. Risk Management Coordinator
1. Review all accident reports for completeness and recommend actions or further review.
Perform follow-up inspections as necessary.
2. Prepare statistical and informational reports which detail the progress or status of the
Employee Safety Program.
3. Review supervisor’s inspections reports and recommend appropriate action on non-
compliant items.
4. Conduct inspections of work sites and conditions as outlined in the policy.
5. Develop a suggestion or safety complaint procedure and review all submissions.
6. Offer the required expertise to ensure that programs are meeting or exceeding minimum
federal and state regulations.
7. Review departmental safety training and equipment requests and make appropriate
budget recommendations to the County Administrator.
8. Research state and federal laws and regulations for changes or updates to employer-
mandated training requirements.
9. Locate and schedule safety trainings as requested by departments.
10. Maintain a safety training database to monitor training compliance.
11. Produce statistical reports, safety bulletins and related safety awareness material.
12. Develop and oversee the County wide new employee orientation program; providing
awareness level training.
C. Supervisors
1. Maintain a safe work environment free of recognized hazards for employees working
under their supervision.
2. Require that their employees comply with safe rules and practices, whether or not this
program covers those rules or practices.
3. Adequately inform employees of safety and health issues and procedures and ensure
compliance as issues and policies are communicated from the Department/Agency
Head or the Risk Management Coordinator.
4. Inform employees to report accidents when they happen no matter how minor.
5. As soon as practical, provide information to an employee’s supervisor when an
employee not directly under his/her supervision reports an accident.
6. Ensure that employees are provided the necessary training to perform required tasks in
a safe and healthful manner.
7. Provide basic job training and safety instruction to new employees to help prevent
accidents.
8. Promptly and thoroughly investigate all accidents/incidents, near accidents and
complete required reports.
9. Set a positive example by performing tasks in a safe manner.
10. Conduct self-inspections of work sites and conditions.
11. Correct any unsafe act or condition, which might result in an accident in a timely
manner.
12. Determine departmental safety training and equipment needs and make appropriate
recommendations to the Department/Agency Head for budget inclusion.
13. Purchase and issue PPE and safety equipment to employees under their supervision and
provide basic job training on its proper use and care.
14. Ensure all department employees meet and maintain mandated safety training
requirements.
15. Cooperate with the Risk Management Coordinator in matters of safety and safety
program development.
16. Set a good example for safety by working in a safe manner and encouraging others to
do so.
D. Safety Liaison
1. Communicate departmental safety training requirements to the Risk Management
Coordinator for scheduling.
2. Maintain departmental safety training database to document and monitor attendance
and certifications.
3. Assist the supervisor with maintaining required safety program documentation for the
department.
E. Employees
1. Promptly report all work related injuries and vehicle accidents to their supervisor and
cooperate with all investigations when employee has information relating to an accident
or injury.
2. Promptly report all unsafe practices or conditions to his or her supervisor.
3. Become familiar with and observe all approved safety policies and procedures for his
or her work activities, including the use of personal protective equipment.
4. Serve on the safety and wellness council when appointed and participate in all required
safety and occupational health programs.
5. Inform the supervisor in charge if employee feels for any reason that he or she is unable
to perform assigned work in a safe and healthful manner.
6. Immediately notify the supervisor when work being performed is in violation of the
provisions of this program or that work is being performed in an unsafe manner.
7. Be subject to disciplinary action in accordance with Chapter 1, Personnel, Article VII,
if employee violates safety rules, procedures or standards, or the provisions of this
article, or acts in such a manner as to endanger his or her own or another’s personal
safety.
8. Inform his or her supervisor when taking medication, which may impair physical or
mental alertness and affect ability to perform a job safely.
9. Actively support and participate in approved programs designed to encourage health
and safety among employees.
10. Assist and support co-workers in regards to safety practices and procedures.
Inspections, Audits and Unsafe Conditions
Although the Department/Agency Head, Risk Management Coordinator and VOSH Inspectors
periodically inspect the work site, the supervisor is the Key Person to make inspections.
Supervisors shall:
1. Conduct regular inspections of all equipment, materials, work-sites and work practices
under his or her supervision in accordance with Chapter 1, Personnel, Article 15, Section
15.7.
2. Conduct informal daily inspections of all equipment, materials, work-sites and work
practices under his or her supervision.
3. If recognized, immediately stop any unsafe work condition or practice and ensure steps
are taken to correct the condition or practice before work is allowed to continue.
4. Complete Job Safety Analysis (JSA) in accordance with Chapter 1, Personnel, Article 15,
Section15.5 for appropriate tasks.
The Risk Management Coordinator will also conduct inspections of work sites and practices on a
regular basis.
The Risk Management Coordinator shall:
1. Assist supervisors when completing self-inspections when requested and deemed
appropriate. The Risk Management Coordinator has the authority to shut down a job if a
life-threatening situation is noted during the inspection. The Department/Agency Head
shall be called to initiate corrective action.
2. Review submitted supervisory reports to ensure corrective actions have been taken and to
recommend further action.
3. Coordinate a comprehensive audit of the county’s safety program on an annual basis.
4. Conduct other inspections as deemed necessary or assist other entities such as OSHA or
VOSH with compliance.
Performance and Discipline
It is recognized that some county employees may intentionally or unintentionally violate work
rules, policies or procedures and commit unsafe acts. Therefore, each violation or unsafe act will
require immediate attention by supervisors and Department/Agency Heads to determine if
disciplinary action is required. It should be emphasized that safe work and driving practices must
be enforced for the protection of Isle of Wight County employees and all who are affected by the
work of our employees.
Supervisors shall consider violations of the safety policies and procedures when completing
employee evaluations and recommending future promotions. Employees should realize the
impact on themselves and others if they willfully or negligently commit an unsafe act.
Training and Education
The county is committed to providing employees with the opportunity to improve themselves
through participation in training and education programs which will enhance the employee’s
ability to perform their job. This training is for both safety and professional development topics.
Employees attending training functions or safety meetings provided by the county shall confirm
attendance by signing the training attendance roster.
The training oversight function is the responsibility of the Risk Management Coordinator.
Section 15.1
General Safety and Health
The purpose of this program is to provide safety and health guidelines, rules, regulations and
procedures for performing common job functions within the County. The listed policies are by
no means inclusive of every employee’s job function. It is a listing of those deemed to be the
most hazardous, or those with the potential for causing harm to the employee or others around
the work area.
There are some specialized safety programs which are only briefly explained in this section of
the safety program because they are more explicitly detailed in later sections of this policy.
A. Personal Conduct
1. Employees shall not be under the influence of any substance, legal or illegal, which
adversely affects their ability to perform their duties in any way. No one will report
to work under the influence of any controlled substance, to include alcohol. Any
employee reporting to work or returning to work under the influence of any illegal
drug or alcohol may be terminated. The use or abuse of legal or prescription drugs
that adversely affects the employee’s ability to perform their duties in any way will
result in the immediate removal from County property, and the employee will be
subject to discipline up to and including termination of employment.
2. Controlled Substances may be taken when prescribed by a physician unless their use
affects the employee’s ability to perform his/her work safely. It is the employee’s
responsibility to notify their supervisor when using this kind of medication.
3. Personal firearms, weapons or explosives are not allowed on any County property
except in accordance with Code of Virginia, Section 15.2-915.
4. Seatbelts will be properly worn in any vehicle when on County business.
5. Smoking is permitted in designated smoking areas only. Smoking is not allowed in
the vehicles or while operating equipment.
6. Practical joking, fighting, and “horseplay” are strictly forbidden while on duty.
7. Creating or contributing to unsanitary conditions, unsafe conditions or poor
housekeeping is not permitted.
B. Personal Clothing and Accessories
1. Employees shall not wear loose or flapping clothing or have rags or other objects
extending from pockets or belts when working on or in the vicinity of moving
machines, motors, engines, etc.
2. Employees shall wear clothing suitable for the weather and safe for the performance
of their duties. An employee’s supervisors may require long sleeves or pants for
safety reasons at any time.
3. Employees shall not wear dangling or hanging jewelry when working on machinery.
It is recommended that rings, wrist or watchbands be removed under conditions noted
above.
4. Employees’ hair shall be kept so as to prevent it from being caught or tangled with
any part of moving equipment.
5. Department/Agency Heads may establish more specific rules for their departmental
functions.
C. Office Hazards
1. Tripping hazards shall not be left or placed in aisles or in areas exposed to foot traffic.
2. Desk and file drawers and cabinet doors shall not be left open or unattended. To
prevent tipping of the file cabinet, not more than one drawer shall be opened at a
time.
3. Do not carry pointed or sharp objects in pockets with points unprotected.
4. When sitting in chairs, all of the chair legs shall remain on the floor.
5. Employees shall not run in hallways or stairways. Employees shall use handrails
where provided.
6. Employees shall stand clear of all closing elevator doors. When maintenance work is
being performed, employees shall not disregard warning signs or barricades.
7. Electrical appliances shall only be used in designated areas and shall have a UL and
commercial rating.
8. When lifting, employees shall get assistance when an article is awkward or too heavy.
D. Housekeeping Practices
1. Combustible materials such as oil-soaked and paint-covered rags, waste, packing
material, and other rubbish shall not be allowed to accumulate on benches, floors,
rooms, or yards. The combustible materials shall be stored in designated areas or
receptacles a minimum of 6” away from a bulkhead and shall be appropriately
identified or labeled.
2. Stairways, aisles, exits, walkways, storage areas and work areas shall be kept free of
debris and other obstructions.
3. Material and supplies shall be stored in an orderly manner to prevent their falling,
rolling, or spreading and to prevent tripping and stumbling hazards.
4. Floors and platforms shall be kept free of oil, grease, water and other slippery
materials unless properly marked with caution signs.
5. Protruding nails should be bent over or removed.
6. Dispose of scrap and waste materials at frequent and regular intervals or at the end of
each shift.
7. All places of employment, yards, shops, storerooms, vehicles and office facilities and
job sites shall be kept clean and orderly and in sanitary condition. The supervisor
shall be responsible for proper housekeeping in and around their respective areas.
Section 15.2
Shop Work, Machinery, Tools and Equipment
General Safety Requirements
1. Employees shall wear personal protective equipment in accordance with Chapter 1,
Article XV, Section 15.6.
2. Only authorized and properly trained employees shall operate, maintain, or repair
machines and equipment.
3. Employees shall be instructed in the proper use of tools and equipment.
4. Machine guards shall be kept in place except when removed for purpose of inspection or
repair. All guards shall be reinstalled immediately following such inspection or repair.
Hand Tools, Portable Electronic Tools, and Extension Cords
1. Inspect tools and cords prior to each use. If they appear to be unsafe, the condition
should be reported to the supervisor who shall be responsible for seeing they are repaired
or replaced. Do not use defective tools or cords until they are repaired or replaced.
2. Select the appropriate tool for the job.
3. Do not lay tools in places from which they can fall.
4. Carry sharp tools in covers or point away from the body.
5. Non-sparking tools shall be used in areas where a fire hazard exists.
6. All portable electric tools shall be double insulated or effectively grounded by means of a
three-wire cord and grounding plug. GFCI cords must be used.
7. Extension cords shall not be used for permanent installations.
8. The on/off or dead man switch shall not be taped or restricted.
Power Driven Equipment
1. All vehicles/equipment in use shall be inspected at the beginning of each shift to assure
that all parts, equipment and accessories that affect safe operation are in proper operating
condition. All defects shall be corrected before the vehicle is placed in service.
2. Roll-Over Protection Structures shall be used on all heavy motorized equipment.
3. Safety belts shall be fastened before equipment is operated.
4. The operator shall not leave machinery unattended while idling on an incline or on loose
gravel.
5. Aerial lifts, cranes, boom trucks or back hoes shall not be moved from job locations
unless the boom has been returned to the cradle position.
6. Employees shall not ride in equipment buckets not designed as manlifts.
Forklifts
1. Only employees who have successfully completed training shall operate forklifts.
2. Operators shall lower forks, shut off power and set bakes when leaving a forklift.
3. Forklifts shall be inspected before use.
4. Passengers are not allowed on a forklift.
5. Operators shall wear seatbelts while operating forklifts.
Ladders
Fixed Ladders
1. Fixed ladders shall be designed in accordance with 29 CFR 1910.27.
2. Ladder safety devices shall be used on elevated storage tanks or other structures where a
fixed ladder with safety rail is available.
3. All ladder safety devices such as those that incorporate life belts or body harnesses shall
meet the design requirement of the ladder which they serve.
4. Ladder safety devices shall be inspected prior to ascending a ladder.
5. All safety devices must be capable of withstanding, without fail, a drop test of a 500-
pound weight dropping 18 inches.
Portable Ladders
1. Only OSHA approved ladders, in good condition, shall be used. Inspect ladders for
defects and dangerous conditions prior to use. Supervisors are responsible to procure
ladders appropriate for the work being done and ensure the serviceability of ladders in
their work place.
2. Maintain ladder markings in legible condition.
3. Visually inspect ladders before each use.
4. Remove from service ladders with defects which cannot be immediately repaired and
ensure they are scheduled for repair or destruction.
5. Straight and extension ladders should be placed with the feet approximately one-fourth of
the ladder’s extended length from the wall or object on which the top is resting. When
this position is not possible, another employee shall secure the ladder, unless the top is
securely lashed.
6. Straight and extension ladders must extend three feet above the support structure.
7. Step ladders will be fully opened and in the locked position before use.
8. When ascending or descending ladders, face the ladder and use both hands for support.
An employee’s feet shall never be placed higher than the third rung from the top of a
straight ladder, or the second step from the top of a step ladder.
9. Do not use metal or conductive ladders around or near energized conductors or
equipment.
10. Only one employee may work on a ladder at a given time unless designed for use by two
people.
11. When working from a ladder where the top cannot be lashed or otherwise secured, the
reaching distance may not exceed one arm’s length to either side.
12. Carry ladders in the horizontal position only.
Section 15.3
Emergency Action Plan
Purpose
To plan and prepare for workplace emergencies that can be reasonably expected, by auditing the
workplace, training employees, obtaining the necessary equipment and assigning responsibilities.
These emergencies may include fire, terrorism and natural disasters.
Policy
Isle of Wight County shall establish an Emergency Action Plan for establishments occupied by
county employees. The plan shall be maintained in accordance with this policy and the
requirements or 29 CFR 1910 Subpart E.
Responsibilities
A. Risk Management shall:
1. Assist in the development of plans as required.
2. Audit and spot inspect plans for compliance.
3. Maintain Plan in accordance with this policy and Subpart E of 29 CFR 1910.
4. Conduct annual and spot drills to ensure employee understanding of the Plan.
5. Instruct all newly assigned individuals on the contents of the Plan.
B. General Services Building Division:
1. Maintain building floor plans for all buildings housing County employees. Supply
updates when building configurations change.
Emergency Action Plans
A. The emergency action plan shall be maintained and made available to employees for review
at all times.
B. The emergency action plan shall include the following:
1. Procedures for reporting emergencies;
2. Procedures for emergency evacuation, including type of evacuation and evacuation zone
assignments;
3. Procedures to be followed by employees who remain to operate critical operations before
they evacuate;
4. Procedures to be followed by employees performing rescue or medical duties; and
5. The job title of the employee who may be contacted by employees who need more
information about the plan or an explanation of their duties under the plan.
Training
A. The Risk Management Coordinator shall:
1. Instruct all newly assigned employees in the contents of the Plan
2. Instruct all affected employees whenever there is a change to the Plan
3. Coordinate annual drills to ensure employees understand the contents of the Plan.
Section 15.4
Accident/Incident Reporting and Investigation Plan
No matter how conscientious the safety effort at Isle of Wight County, accidents are going to
happen sometimes due to human or system error.
Purpose
This written Accident/Incident Reporting and Investigation Plan is intended to demonstrate
compliance with the requirements in 29 CFR 1904 by:
prescribing methods and practices for reporting and investigating accidents; and
providing a means to deal with workplace accidents in a standardized way.
It is the policy of Isle of Wight County to comply with all workers' compensation laws and
regulations.
Accident/Incident Reporting and Record Keeping Requirements
The Supervisor’s Accident/Incident Investigation Report Form, found in the Risk Management
Forms Directory, will be used for the following situations.
1. Motor Vehicle Accidents
2. Damage to County Property
3. Damage to Other Party Property
4. Injury to Employee
5. Injury to Other Party
The supervisor’s Accident/Incident Investigation Report will be forwarded through the
Department/Agency Head to the Risk Management Coordinator within 24 hours after the
accident or damage was discovered or the Monday following an occurrence on a weekend.
When the accident/incident involves vehicles, damage to County or Other party property or
Injury to Other Party the report will also be forwarded to Budget and Finance. Additionally,
when the accident/incident involves a County Fleet vehicle the report will be forwarded to the
Director of General Services.
When an accident/incident occurs the following shall take place:
A. The Employee shall:
1. Report the accident/incident to the immediate supervisor as soon as reasonably possible
after the accident; while at the scene, when possible. Reports must be made before the
end of the work period.
2. Near miss accidents/incidents should be reported as well.
3. Call 911 to summon Police and emergency medical service if needed.
4. When the accident/incident involves a County owned vehicle the operator shall follow
procedures outlined in Chapter 4, Fleet, Article I, Section 1.4.
5. Employees who are involved in or who are passengers or witnesses to an
accident/incident shall provide a written statement and take part in the supervisor’s
investigation.
B. The Supervisor shall:
1. Travel to the accident scene, when practicable, and conduct an investigation to ascertain
all pertinent information (names, addresses, license numbers, witness information,
description of incident, contributing factors, etc.) necessary to complete the Supervisor’s
Accident/Incident Investigation Report form.
2. Make every effort to photograph the scene and damage to the vehicles or equipment
involved.
3. Determine if the Substance Abuse Policy and Procedure, Chapter 1, Personnel, Article
XI, Section 11.4 is applicable to the accident.
4. Complete the Supervisor’s Accident/Incident Investigation Report Form with the aid of
the employee(s) involved.
5. Forward the completed Supervisor’s Accident/Incident Investigation Report form and all
other documentation obtained in the investigation to the Department/Agency Head for
Review.
C. The Department/Agency Head shall:
1. The Department/Agency Head shall review all accident investigation documentation and
forward to the Department of Budget & Finance Accounting Manager, Department of
Human Resources Risk Management Coordinator, and when appropriate, the Department
of General Services within twenty-four (24) hours of the accident or the Monday following
an accident which occurs on a weekend.
D. Risk Management Coordinator shall:
1. Be notified of all accidents and assist supervisors at the accident scene if necessary.
2. Obtain additional information if needed. Assist with gathering additional facts or
furthering the investigation.
3. Review events surrounding accidents involving County employees or property. As a result
of the review, findings may be made as to whether an accident was “Preventable” or “Not
Preventable” and recommendations may be made for procedures to put in place to prevent
future similar accidents. The findings and recommendations will be presented to the
Department/Agency Head and the Director of Human Resources for review and action, if
necessary. Any corrective actions of an administrative or disciplinary nature resulting from
the findings of the accident review process may be considered and administered by the
Director of Human Resources and the appropriate Department/Agency Head. Should
disciplinary action be necessary, the employee has the right to appeal in accordance with
the grievance procedure in Chapter 1, Personnel, Article VIII.
4. Maintain Accident/incident investigation reports.
5. Maintain the OSHA 300 log and compile and submit the required annual OSHA 300 injury
reports.
6. If a workplace accident results in injury or illness requiring in-patient hospitalization of an
employee or a fatality or dismemberment of one or more employees, report the incident
within eight hours to the nearest VOSH office.
E. Budget and Finance shall:
1. Complete and submit appropriate property and liability insurance claim forms.
Personal Injury
All personal injuries must be reported to the supervisor as soon as possible following the injury.
The following steps will occur in regard to a workplace injury.
1. Employees will notify his or her supervisor and report the injury in accordance with the
workers compensation policy, Chapter 1, Personnel, Article VI, Section 6.6.
2. The supervisor shall notify the Department/Agency Head and the Risk Management
Coordinator whenever a workplace injury occurs.
3. When a workplace accident/incident results in a fatality, the loss of a limb, in-patient
admittance to a hospital for care, or injury to multiple employees, the supervisor shall
report the incident to the Risk Management Coordinator within eight hours so that VOSH
may be notified within the mandated time frame.
Accident Investigation Requirements
A thorough investigation of all accidents will lead to identification of accident causes and help:
determine why accidents occur, where they happen, and any trends that might be
developing;
employees develop an awareness of workplace problems and hazards;
identify areas for process improvement to increase safety and productivity;
note areas where training information or methods need to be improved;
suggest a focus for safety program development; and
reduce economic losses from injuries and lost productive time.
The focus for the accident/incident investigations is to find the causes for the purpose of preventing
future incidents and injuries, not to place blame.
Supervisors will perform the following duties for all accident investigations:
Conduct the accident/incident investigation at the scene as soon as safely possible.
Ask the employee(s) involved in the incident and any witnesses, in separate interviews, to
tell in their own words exactly what happened.
After the employee has given his/her description of the event, ask appropriate questions
that focus on causes.
Gather information regarding the description of the incident, individuals involved,
location, witnesses, and events that preceded the incident.
Determine the likely sequence of events, any abnormality of events, and the probable cause
of the incident (direct, indirect, basic).
Determine what preventive actions should be taken to prevent a future incident and assign
responsibility for correction to the appropriate department or individual,
Remind the employee(s) the investigation is to determine the cause so actions can be taken
to help eliminate the cause(s) of the incident.
Complete the Supervisor’s Accident/Incident Investigation Report with the employee and
review data with employee for accuracy.
Keep in mind, accident/incidents normally have two or more causes. It is important to properly
identify all causes so suitable controls can be implemented. It is important to address the safety
policies as well as employee action/inaction when investigating any incident.
The Risk Management Coordinator will review each investigation to ensure it is complete and
thorough. Poorly executed investigations will be returned to the responsible party for revision.
Assistance will be available upon request.
The accident investigation report is used to:
track and report injuries;
group injuries by type, cause, body part affected, time of day, and process involved;
determine if any trends in injury occurrence exist and graph those trends if possible;
identify any equipment, materials, policies, procedures, or environmental factors that seem
to be commonly involved in injury incidents;
discuss the possible solutions to the problems identified with the safety team and superiors;
and
proceed with improvements to reduce the likelihood of future injuries.
Training
The information and requirements of this written plan are presented to employees through:
New Employee Orientation
Policy Dissemination
Program Evaluation
The accident reporting and investigation program is evaluated annually and updated if necessary
by the Risk Management Coordinator.
Section 15.5
Job Safety Analysis
Purpose
Writing a Job Safety Analysis (JSA), establishing work rules, instructing workers to follow the
work rules, and supervisor enforcement of work rules can help reduce injuries.
Policy
A Job Safety Analysis will be conducted to:
1. Identify hazards associated with each step of any job or task that has the potential to cause
serious injury;
2. determine how to control the hazards;
3. determine Personal Protective Equipment (PPE) required for each task;
4. produce a written tool that can be used to train staff and provide documentation of training;
and
5. meet OSHA requirement 29 CFR 1910.132 (d) by developing procedures and work rules
that are specific for each job or task
Responsibilities
A. The Risk Management Coordinator shall:
1. Provide supervisor with training on how to complete JSA’s.
2. Assist the supervisor with conducting the first JSA for their area of responsibility.
3. Inspect JSA’s on file during spot inspections.
B. Supervisors shall:
1. Conduct hazards assessments of the work area within their control to identify each job/task
that has the potential to cause serious injury.
2. Conduct a Job Safety Analysis (JSA) for each identified job/task using the Job Safety
Analysis form and instructions found in the Risk Management Forms Directory.
Supervisors and staff who actually use the particular piece of equipment should work
together to develop the JSA.
3. Keep the JSA on file in the department.
4. Train affected staff on the work rules and practices outlined in the JSA.
5. Enforce the work rules.
6. Review the JSA’s for their area of control annually and when equipment or tasks change.
C. Employee:
1. Staff who actually perform the identified task and/or use the equipment should participate
in the analysis because they usually are the most knowledgeable about the hazards and
have direct control over them.
2. Staff performing tasks identified in a JSA shall follow the established work rules for the
task and utilize the identified controls and PPE.
Section 15.6
Personal Protective Equipment
Purpose
To protect County employees from exposure to work place hazards and the risk of injury through
the use of personal protective equipment (PPE). PPE is not a substitute for more effective
control methods and its use will be considered only when other means of protection against
hazards are not adequate or feasible. This section addresses general PPE requirements, including
eye and face, head, foot and leg, hand and arm, and body (torso) protection. This policy does not
cover PPE used for respiratory protection and hearing protection as the need for participation in
these programs is established through industrial hygiene monitoring.
Policy
In accordance with 29 CFR 1910 Subpart I, personal protective equipment will be provided, used
and maintained when it has been determined that its use is required to ensure the safety and
health of our employees and that such use will lessen the likelihood of occupational injury and/or
illness. PPE will be used in conjunction with other controls unless no other means of hazard
control exists. No employee is permitted to use damaged or defective PPE.
Responsibilities
A. Risk Management Coordinator shall:
1. Assist divisions in PPE selection
2. Review PPE selection for appropriateness
3. Inspect the serviceability and availability of PPE during spot inspections
4. Provide guidance on proper use and care of PPE
B. Supervisors shall:
1. Conduct hazards assessment for job tasks and ensure the proper PPE is available
2. Review and update PPE hazard assessments as necessary
3. Record hazard assessments and selected PPE on the Job Safety Analysis form in
accordance with Chapter 1, Personnel, Article XV, Section 15.5.
4. Issue selected PPE to users upon initial job assignment and maintain documentation of
issued PPE.
5. Ensure all users of selected PPE under their supervision are trained in the care and use of
required PPE.
6. Ensure all users of selected PPE under their supervision use and care for PPE
appropriately.
7. Immediately dispose of and replace damaged or defective PPE.
C. Employees and volunteers shall:
1. Wear PPE as required.
2. Attend required training sessions.
3. Properly care for, clean, maintain and inspect PPE as required.
4. Inform the supervisor immediately of the need to replace or repair PPE.
Hazard Assessment
A. Supervisors are responsible for completing Job Safety Analysis (JSA) in accordance with
Chapter 1, Personnel, Article XV, Section 15.5
B. The JSA is a resource for supervisors to log PPE hazard assessments, assign appropriate PPE,
and inform employees of the hazards and required PPE associated with particular tasks.
C. While conducting hazard assessments the following items shall be considered in regard to
PPE:
1. Impact hazards
2. Penetration hazards
3. Compression (roll-over) hazards
4. Chemical hazards
5. Heat/Cold Hazards
6. Harmful dust
7. Light (optical) radiation hazards
8. Biologic hazards
9. Sources of energy and electricity
10. Sources of motion
11. Sources of high temperature
12. Types of chemicals in the workplace
13. Sharp objects
PPE Selection
A. All PPE clothing and equipment shall be of safe design and construction and be maintained
in a clean and reliable condition.
B. Always check the manufacturer’s recommended usage for all PPE prior to purchase and use.
C. PPE selected shall provide a level of protection equal to or greater than the minimum
required to protect employees from hazards.
D. General requirements.
1. Eye and Face Protection
a. Shall be worn any time work operations can cause foreign objects to get in the eye.
b. Shall protect against specific workplace hazards.
c. Shall comply with ANSI Z87.1-1989.
d. Should fit properly and be reasonably comfortable to wear.
e. Should provide unrestricted vison and movement
f. Should be durable and cleanable.
g. Should allow unrestricted functioning of any other required PPE.
2. Head Protection shall:
a. Shall be worn any time work operations can cause foreign objects to get in the eye.
b. Be worn when objects might fall above and strike the head, the employee has a
potential to bump their head against fixed objects, or there is the potential for head
contact with electrical hazards.
c. Comply with ANSI Z.1-1986.
d. Be worn as designed.
e. Fit the employee.
3. Foot and Leg Protection
a. Shall be worn when an employee has exposure to or potential exposure to falling or
rolling material, crushing or penetrating materials, corrosive chemicals, poisonous
materials or electrical hazards.
b. Safety footwear shall comply with ANSI Z41-1991 or ASTM F2413-05.
c. Special conditions for electrically conductive shoes and electrical hazards safety toe
shoes shall be given for employees exposed to electrical hazards.
4. Hand and Arm Protection
a. Shall be worn where an employee is exposed to or potentially exposed to skin
absorption of hazardous substances, electrical dangers, lacerations, bruises, scrapes or
the like.
b. The hand and arm protection chosen shall be specific to the job hazard. Examples
include:
i. Leather gloves – protection against sparks, moderate heat, blows, chips and
rough objects.
ii. Aramid fiber gloves – protection against heat, cold, and are cut and abrasive
resistant.
iii. Fabric gloves – protect against slivers, chafing, and abrasions
iv. Coated fabric gloves – general purpose with slip resistance.
v. Chemical and liquid resistant gloves – provide an impervious barrier against
specific hazards.
5. Body Protection:
a. High visibility garments shall be worn by all County employees working around
construction equipment or within or adjacent to a roadway which shall, at a
minimum, be a Class II reflective outer garment.
b. Where the posted speed limit of a roadway is 50 mph or greater a Class III garment
shall be worn.
c. Shall be worn when an employee has exposure to temperature extremes, splashes
from hot metals or liquids, impacted from tools or machinery or materials, and
hazardous chemicals.
6. Hearing Protection:
a. Shall be required when an employee is exposed to a noise level of 85 dB for an eight
hour shift unless a standard threshold shift is experienced.
b. Shall be required when an employee is exposed to a noise level of 115 dB in a 15
minute period.
c. No employee shall be exposed to impact/impulse noises grater then 140dB.
Training
A. Any worker required to wear PPE will receive training in the proper use and care of PPE
before being allowed to perform work requiring the use of PPE.
B. Periodic retraining will be offered to PPE users as needed.
C. The need for retraining will be indicated when:
1. An employee’s work habits or knowledge indicates a lack of necessary
understanding, motivation, and skills required to use the PPE (i.e., uses PPE
improperly)
2. New equipment is installed
3. Changes in the workplace make previous training out-of-date.
4. Changes in the types of PPE to be used make previous training out-of-date.
D. The training will include, but not necessarily be limited to, the following subjects:
1. When PPE must be worn;
2. What PPE is necessary;
3. How to properly don, doff, adjust, and wear PPE;
4. The limitations of the PPE; and
5. The proper care, maintenance, useful life, and disposal of PPE.
E. After the training, the employee will demonstrate that they understand how to use PPE
properly, or they will be retrained.
F. Training of each employee will be documented using the JSA to verify that each affected
employee has received and understands the required PPE.
Cleaning and Maintenance
A. It is important that all PPE be kept clean and properly maintained. Cleaning is particularly
important for eye and face protection where dirty or fogged lenses could impair vision.
Employees must inspect, clean and maintain their PPE according to the manufacturers’
instructions before and after each use.
B. Supervisors are responsible for ensuring that users properly maintain their PPE in good
condition.
C. PPE must not be shared between employees until it has been properly cleaned and sanitized.
D. PPE shall be distributed for individual use whenever possible.
E. If employees provide their own PPE, supervisors shall make sure that it is adequate for the
workplace hazards, and that it is maintained in a clean and reliable condition.
F. Defective or damaged PPE shall not be used and will be immediately discarded and replaced.
G. Contaminated PPE which cannot be decontaminated shall be disposed of in a manner that
protects employees from exposure to hazards.
Section 15.7
Self-Inspections
Purpose
To take a pro-active approach toward accident prevention in the workplace by regularly
conducting safety inspections.
Policy
Departments shall implement a program of self-inspections for the purpose of maintaining a safe
and healthful workplace for County employees.
Responsibilities
A. The Risk Management Coordinator shall:
1. Assist supervisors and division safety liaisons with self-inspections as necessary.
2. Review checklists for compliance, applicability, and verification of completion through
spot inspections and safety program audits.
3. Provide or coordinate training for persons responsible for conducting inspections.
4. Provide guidance for development of department specific checklists.
B. Supervisors shall:
1. Coordinate and conduct self-inspections for their area of responsibility.
2. Manage the self-inspection program for their area of responsibility.
3. Attend training on conducting self-inspections.
4. Implement appropriate corrective actions.
5. Train employees to conduct appropriate self-inspections according to checklists.
C. Division Safety Liaison shall:
1. Assist the supervisor with maintaining self-inspection program documentation.
D. Employees and Volunteers shall:
1. Assist the supervisor with self-inspections as necessary.
2. Conduct appropriate assigned self-inspections.
Training
A. Supervisors shall receive one-time training from Risk Management regarding self-
inspections.
B. The training may be repeated at the request of the supervisor or if the individual displays a
need for additional training.
C. Training shall explain the following topics in detail:
1. Purpose
2. Documentation
3. Communications and feedback
D. Employee training will be conducted by the supervisor for specific self-inspections for which
the employee is solely responsible.
Documentation
A. All self-inspection checklists shall be maintained by the Department for a period of 1 year.
B. Self-inspection checklists shall be made available for review by Risk Management at all
times.
1. This is best accomplished by maintaining a self-inspection program binder. This should
be maintained by the division safety liaison.
Self-inspections
A. Self-inspections are workplace inspections that ensure the safety and health of employees.
Supervisors shall conduct self-inspections using a self-inspection checklist at least every six
months.
B. The sample Safety Self-Inspection Checklist, found in the Risk Management Forms
Directory, is a broad general example of a self-inspection checklist for use by Departments.
Each department should add or delete items to make the checklist unique and useful for their
area of responsibility. Deletions may be subject to approval by the Risk Management
Coordinator.
C. Interest areas for inspections include but are not limited to:
1. Postings
2. Processing, receiving, shipping and storing
3. Building and grounds
4. Housekeeping
5. Electricity
6. Lighting
7. Heating and ventilation
8. Machinery
9. Personnel
10. Hand and Power tools
11. Chemicals
12. Fire Prevention
13. Maintenance
14. Personal Protective Equipment
15. Transportation
16. First-Aid
17. Evacuation Plans
D. All self-inspections shall be conducted using information provided by the manufacturer
where applicable.
E. Self-inspection checklists shall be maintained by the department for three years and made
available to the Risk Management Coordinator for review when requested.
Section 15.8
Hazard Communication & Chemical Safety Program
Purpose
To ensure that the hazards of all chemicals produced or imported are evaluated, and that
information concerning their hazard is transmitted to employees.
Policy
This written program has been established for Isle of Wight County to comply with the Hazard
Communication Standard, 29 CFR 1910.1200. All departments and divisions of the County are
included within this program. Copies of this written program will be available for review by any
employee in the following locations:
On the Central network drive, in the Policies Folder
Human Resources Department
In Safety Data Sheet Binders
Responsibilities
A. The Risk Management Coordinator Shall:
1. Develop and maintain the Hazard Communication program
2. Act as a resource for implementation of the program
3. Conduct or coordinate awareness level new employee training for the program
4. Ensure Safety Data Sheet (SDS) files are acquired by departments
5. Inspect the program at least annually
B. Department/Agency Heads shall:
1. Ensure departmental compliance with the Hazard Communication program
2. Implement corrective action as required to ensure compliance
3. Review and accept Hazardous Chemical listings for their department.
4. Ensure SDS’s are acquired for all chemicals within their department.
5. Ensure outside personnel are notified of the program.
6. Ensure the development of procedures for non-routine tasks.
C. Supervisors shall:
1. Ensure employees are informed of the workplace Hazard Communication program.
2. Determine affected employees and ensure job specific training is provided.
3. Assist the Department/Agency Head with the implementation of corrective actions as
required to ensure compliance.
4. Develop procedures for non-routine tasks
5. Conduct annual self-inspections to ensure compliance with this policy.
D. Employees shall:
1. Comply with the elements of the policy and program
2. Seek additional training as necessary to ensure awareness.
3. Wear PPE required when using hazardous chemicals.
4. Advise management of program deficiencies.
5. Assist as necessary with self-inspections
To avoid injury and/or property damage, persons who handle chemicals in any area of the County
must understand the hazardous properties of the chemicals. Before using a specific chemical, safe
handling methods and health hazards must always be reviewed.
The basic components of this program include:
Hazardous Chemical Inventory List – listed alphabetically
Safety Data Sheets
Labels and Other Forms of Warning
Employee Information and Training
Non-Routine Tasks
On-site Contractors
General Chemical Safety
Program Review
Hazardous Chemical Inventory List
A list of all known hazardous chemicals (products) used by Isle of Wight County employees is
contained in Appendix A of this written program.
A list of hazardous chemicals used by each department is kept with corresponding safety data
sheets in Human Resources, E911, Emergency Services, General Services, and Parks and
Recreation.
Hazard Determination
All hazardous chemicals in the County are purchased materials; there are no manufactured or
intermediate hazardous chemicals. Therefore, Isle of Wight County shall rely on the hazard
determination made by the chemical manufacturer as indicated on the SDS.
Safety Data Sheets (SDS)
If chemicals not listed in Appendix A are ordered or purchased, the department making the
purchase shall be responsible to obtain the manufacturers corresponding, properly formatted,
safety data sheets and forward them to the Risk Management Coordinator for inclusion in the
Master SDS file.
The Risk Management Coordinator will review the SDS’s for completeness and proper format.
Should any SDS be incomplete, the department which made the purchase will immediately send
correspondence to the manufacturer requesting the proper information.
A complete Master file of SDSs for all hazardous chemicals to which employees of the County
may be exposed will be kept in labeled binders in Human Resources, E911, Emergency Services,
General Services, and Parks and Recreation.
Departments who use chemicals are responsible to maintain SDSs for hazardous chemicals used
by their departments, in labeled binders in the main office area of the respective department. SDSs
will be available for employees during each work shift. Should SDSs be unavailable, please
contact the Risk Management Coordinator immediately.
SDSs will be reviewed annually by the Risk Management Coordinator. Should there be any SDS
that has not been updated within the past year, a new SDS will be requested.
After three documented requests for an SDS have been unsuccessful, the problem will be reported
to the nearest Virginia Occupations Safety and Health (VOSH) office. You can find many SDSs
available on-line.
Labels and Other Forms of Warning
The Hazard Communication Standard requires that hazardous chemicals be labeled by
manufacturers. The label must contain the following:
Chemical identity;
Appropriate hazard warnings; and
Name & address of chemical manufacturer, importer, or other responsible party
Upon delivery of chemicals, the Department/Agency Head or designee will ensure that chemicals
are labeled properly. Any chemicals without proper labeling will not be accepted.
When chemicals are transferred from the manufacturer's containers to secondary containers, the
Manager or Supervisor of each department shall ensure that the containers are labeled with the
identity of the chemicals and appropriate hazard warnings using the Global Harmonized System
(GHS) label (i.e. gas – fire hazard, Round-Up – eye warning).
The labeling procedure will be reviewed annually by the Risk Management Coordinator and
changed as necessary.
Employee Information and Training
Prior to starting work, new employees of Isle of Wight County will attend a safety orientation
program. The Risk Management Coordinator will be responsible for organizing and conducting
the initial training. This training will consist of general training covering:
Location and availability of the written Hazard Communication Program;
Location and availability of the List of Chemicals used in the workplace;
Methods and observation used to detect the presence or release of a hazardous chemical in the
workplace;
Information contained in SDSs for employees to protect themselves;
Explanation of the chemical labeling system; and
Location and use of SDS
Job Specific Training
Employees will receive on the job training from their supervisor. This training will cover the
following elements relative to the specific chemicals they will be using or will be working around
in their work area:
1. The specific physical and health hazard of chemicals in the workplace;
2. Specific control measures for protection from physical or health hazards;
3. Proper use and storage of the chemicals in their workplace; and
4. PPE requirements.
Immediate On-the-Spot Training
This training will be conducted by supervisors for any employee that requests additional
information or exhibits a lack of understanding of the safety requirements.
Following each training session, the employee is required to sign and date the training record
verifying attendance. Before any new employee can begin work which requires the use of or
potential exposure to hazardous chemicals, training as indicated for new employees must be
completed. Additional training will be provided with the introduction of each new hazard.
Records of the additional training will be maintained.
Non-Routine Tasks
Non-routine tasks are defined as working on, near, or with unlabeled piping, unlabeled containers
of an unknown substance, confined space entry where a hazardous substance may be present and/or
a one-time task using a hazardous substance differently than intended (example: using a solvent to
remove stains from tile floors).
Steps for Non-Routine Tasks:
Step 1: Hazard Determination
Step 2: Determine Precautions
Step 3: Specific Training & Documentation
Step 4: Perform Task
The Department Supervisor will evaluate all non-routine tasks before the task commences to
determine all hazards present and the necessary precautions needed to either remove the hazard,
change to a non-hazard, or protect from the hazard (use of personal protective equipment) to
safeguard the employees present. In addition, the Department Supervisor will provide or obtain
necessary specific safety training for employees present or affected by the non-routine task and
will document the training.
Prior to an employee beginning a hazardous non-routine task, he/she must report to the Department
Supervisor to determine the hazards involved and the protective equipment and/or training
required.
All outside contractors working inside County Facilities are required to follow the requirements
of their own Hazard Communication Program. The County will provide the contractors a copy
of the Hazard Communication Program when requested. Contractors are responsible for any
chemicals they bring to the facility and notifying the appropriate staff of the chemical.
General Chemical Safety
Assume all chemicals are hazardous. The number of hazardous chemicals and the number of
reactions between them is so large that prior knowledge of all potential hazards cannot be assumed.
Use chemicals in as small quantities as possible to minimize exposure and reduce possible harmful
effects. The following general safety rules shall be observed when working with chemicals:
Read and understand the Safety Data Sheets.
Keep the work area clean and orderly.
Use the necessary safety equipment.
Carefully label all secondary containers with the identity of the contents and appropriate
hazard warnings (GHS).
Store incompatible chemicals in separate areas.
Substitute less toxic materials whenever possible.
Limit the volume of volatile or flammable material to the minimum needed for short
operation periods.
Ensure primary labels are legible and intact.
Provide means of containing the material if equipment or containers should break or spill
their contents.
Task Evaluation
Each task that requires the use of chemicals should be evaluated to determine the potential hazards
associated with the work. This hazard evaluation must include the chemical or combination of
chemicals that will be used in the work, as well as other materials that will be used near the work.
If a malfunction during the operation has the potential to cause serious injury or property damage,
a Safe Operational Procedure (SOP) should be prepared and followed. Operations must be planned
to minimize the generation of hazardous wastes.
Chemical Storage
The separation of chemicals (solids or liquids) during storage is necessary to reduce the possibility
of unwanted chemical reactions caused by accidental mixing. Use either distance or barriers (e.g.,
trays) to isolate chemicals into the following groups:
Flammable Liquids: store in approved locations.
Acids: treat as flammable liquids
Bases: do not store bases with acids or any other material
Other liquids: ensure other liquids are not incompatible with any other chemical in the same
storage location.
Lips, strips, or bars are to be installed across the width of storage shelves to restrain the
chemicals in case of earthquake.
Chemicals will not be stored in the same refrigerator used for food storage. If a refrigerator is used
to store chemicals, a label on the door must appropriately identify refrigerators used for storing
chemicals.
Emergencies and Spills
In case of an emergency, implement the following:
Evacuate people from the area.
Isolate the area.
If the material is flammable, turn off ignition and heat sources.
Only personnel specifically trained in emergency response are permitted to participate in
chemical emergency procedures beyond those required to evacuate the area.
Call for emergency assistance if required.
Housekeeping
1. Maintain the smallest possible inventory of chemicals to meet immediate needs.
2. Periodically review stock of chemicals on hand.
3. Ensure that storage areas, or equipment containing large quantities of chemicals, are secure
from accidental spills.
4. Rinse emptied bottles that contain acids or inflammable solvents before disposal.
5. Do not place hazardous chemicals in salvage or garbage receptacles.
6. Do not pour chemicals onto the ground.
7. Do not dispose of chemicals through the storm drain system.
8. Do not dispose of highly toxic, malodorous chemicals down sinks or sewer drains.
9. Periodically purge old chemicals that are no longer needed.
Program Review
This written Hazard Communication Program will be reviewed by the Risk Management
Coordinator annually and updated as necessary.
Appendix A
ISLE OF WIGHT COUNTY CHEMICAL INVENTORY
Chemicals/products used in this organization:
Acetone
Ammonium Sulfate Regular
Athletic Field Marking Paint Dura Stripe White and Colors
Austin A-1 Bleach
Brite 40:1
Brite RTU Window Cleaner
Butacite
Cleaner & Conditioner
Clorox Regular Bleach
Commercial Solutions Pine Sol Brand Cleaner
Disinfectant Spray
DPD Free Chlorine Reagent
DPD Total Chloring Reagent
Drive 75 DF Herbicide
Embark 2S Plant Growth Regulator
GLY-4
GLY-4 Plus
GOJO Natural Orange Pumice Hand Cleaner
Gordon's MSMA Herbicide
Gordon's Professional Turf and Ornamental Products Trimec Classic Brand Broadleaf Herbicide
Graffiti-X
Green Hydro Clean
Green Thumb Wasp & Hornet Killer Formula IV
Heinz Pure White Vinegar
Hilcolube
HP Super
Hydrochloric Acid
Isopropyl Alcohol
Klucel G
Lemon Odor Disinfectant Spray
Mathe Magnesium Stearate
Microcrystalline Wax
Mr. Clean All-purpose Cleaner
Oatey Purple Primer NSF
Oatey Rain-R-Shine PVC Cement
Off FamilyCare Insect Repellent IV Unscented with Aloe Vera
Orange-Solv
Ortho Home Defense Max Perimeter & Indoor Insect Control
ORVIS WA Surfactant Paste
Palaloid B-72 100% Resin
Paper Saver-Bulk
Paper Saver-Spray
Paraloid B-67 100% Resin
Pine Quat 64 Disinfectant
Pramitol 25E
Pre-lim Surface Cleaner
Pro Link Disinfectant Spray
Purell Instant Hand Sanitizer
Quick Dry
Renaissance Wax Polish
San-O 128
Self-Indicating (blue) Silica Gel
SH/CG4 Heavy Duty Motor Oil 15W-40
Silica Gel
Sterile Eyesaline Solution
Stihl Bar & Chain Lubricant
Sun Skeeter Insect Repellant & Sunscreen Towel
Sunscreen Wipes
Tannic Acid
WD-40 Aerosol
Windex Powerized Glass Cleaner (RTU)
XO-Rust Enamel
Section 15.9
Energy Control/Lockout – Tagout
Powered machinery, electrical equipment, or pressurized systems that could cause injury or put
people in danger, is a hazard that energy control procedures can control. Employees must be
alert to devices, which after being shut down, can roll, fall, move, or release energy in a way that
could cause injury. Typical tasks requiring lockout/tagout (LOTO) procedure include, but are not
limited to:
1. Employee placing any part of their body into a machine’s point of operation
2. Repairing electrical circuits
3. Cleaning, repairing, and maintaining machinery with moving parts
4. Clearing blocked or jammed mechanical or operational problems
5. Removing or by-passing a guard or other safety device
6. Working on chemical, hydraulic or pneumatic systems
Purpose
To ensure all departments required to establish a Lockout/Tagout program do so utilizing the
designated procedures for affixing appropriate lockout devices or tagout devices to energy
isolating devices, and to otherwise disable machines or equipment to prevent unexpected
energization, start up or release of stored energy in order to prevent injury to employees.
Policy
All County departments with employees who perform work where the control of hazardous
energy is necessary for the safe accomplishment of maintenance or other operations will develop
Lockout – Tagout Programs specific to the machinery or equipment being maintained.
Definitions
Affected Employee – An employee whose job requires him/her to operate or use a machine or
equipment on which servicing or maintenance is being performed under lockout or tagout, or
whose job requires him/her to work in an area in which such servicing or maintenance is being
performed.
Authorized Employee – A person who locks out or tags out machines or equipment in order to
perform servicing or maintenance on that machine or equipment. An affected employee
becomes an authorized employee when that employee’s duties include performing servicing or
maintenance covered under this section.
Lockout – The placement of a lockout device on an energy isolating device, in accordance with
an established procedure, ensures that the energy isolating device and the equipment being
controlled cannot be operated until the lockout device is removed.
Lockout Device – A device that utilizes a positive means such as a lock, either key or
combination type, to hold an isolation device in the safe position and prevent the energizing of a
machine or equipment.
Normal Operation – The utilization of a machine or equipment to perform its intended function.
Servicing and/or Maintaining – Workplace activities such as constructing, installing, setting up,
adjusting, inspecting, modifying, and maintaining or servicing machines or equipment. These
activities include lubrication, cleaning or unjamming of machines or equipment and making
adjustments or tool changes, where the employee may be exposed to the unexpected energization
or startup of the equipment or release of hazardous energy.
Setting up – Any work performed to prepare a machine or equipment to perform its normal
operation.
Tagout – The placement of a tagout device on an energy isolating device, in accordance with an
established procedure until the tagout device is removed.
Tagout Device – A prominent warning device, such as a tag and a means of attachment, which
can be securely fastened to an energy isolating device in accordance with an established
procedure, to indicate that the energy isolating device and the equipment being controlled may
not be operated until the tagout device is removed.
Responsibilities
A. Department/Agency Heads shall:
1. Ensure time is dedicated for development and implementation of the Lockout and tagout
program;
2. Ensure applicable Lockout/Tagout devices are purchased, serviceable and available for
use;
3. Establish and implement corrective actions as required to ensure compliance; and
4. Ensure the notification of outside personnel.
B. Supervisors shall:
1. Develop and maintain the departmental Lockout/Tagout program
1. Inventory and identify all potentially dangerous machines, equipment or system types
capable of releasing hazardous energy in work areas or facilities under their control.
2. Develop LOTO procedures for those identified, which include identification of
energy source(s), location of disconnects, special hazards, and steps for shutting
down, isolating, blocking or other means necessary to bring a machine to zero-energy
state.
a. Develop equipment Specific LOTO procedures for those having two or more
energy sources.
b. Develop common LOTO procedures when all of the following elements
exist:
1. Machine or equipment has no potential for stored or residual energy or
accumulation of stored energy after shutdown, which could endanger
employees
2. Machine or equipment has a single energy source which is readily
identified and isolation and lockout of that energy source will
completely de-energize and deactivate the machine or equipment
3. Machine or equipment is isolated from that energy source and locked
out during servicing or maintenance
4. A single lockout device will achieve a locked out condition
5. Lockout device is under the exclusive control of the authorized
employee performing the service or maintenance
6. Servicing or maintenance does not create hazards for other employees
2. Select and provide the appropriate lockout and tagout devices for their respective work
group;
3. Ensure newly purchased or replacement machinery under their control has the ability to
accept lockout and tagout devices;
4. Determine affected employees and ensure training is provided;
5. Assist the Department/Agency Head with implementation of corrective actions as
required to ensure compliance.
6. Inspect the program at least annually to ensure regulatory compliance
C. The Risk Management Coordinator shall:
1. Conduct or coordinate awareness training for all County employees.
2. Act as a resource during development and implementation of the program.
3. Inspect the program at least annually to ensure divisional compliance.
D. Employees shall:
1. Comply with the elements of the policy and program.
2. Seek additional training as necessary to ensure awareness.
3. Assist as necessary with the development and implementation of the program.
The Lockout – Tagout Program
A. Program Goals
1. Develop departmental/divisional programs in a standardized format that are easily
identifiable by all persons affected.
2. Centralize information regarding the control of hazardous energy in the work area of
affected employees to streamline inspection, component management, and compliance
assurance.
3. At a minimum, meet the requirements of 29 CFR 1910.147.
B. Written Program Requirements
1. All departmental program documents will be bound in a three ring binder of appropriate
size and made available for review at all times.
2. The binder will be marked on the front cover in large, bold print and in black font color
with:
LOTO
Energy Control Program
Division Name
3. Program documents:
1. The cover page will contain the following statements:
i. “The purpose of the energy control program is to provide energy control
procedures, employee training and periodic inspections to ensure that before
any employee performs any servicing or maintenance on a machine or
equipment where the unexpected energizing, startup or release of stored
energy could occur and cause injury, the machine or equipment shall be
isolated from the energy source and rendered inoperative.”
ii. A summary of the division’s workplace operations and hazards associated
with hazardous energy.
iii. “All equipment shall be locked-out or tagged-out to protect against accidental
or inadvertent operation when such operation could cause injury to personnel.
Do not attempt to operate any switch, valve, or other energy isolating device
where it is locked or tagged-out.”
2. Table of contents: Standard form (Use the LOTO Table of Contents, found in the
Risk Management Forms Directory)
3. Tab 1: A list of employees identified by the Department/Agency Head who are
authorized to affix LOTO devices. LOTO device assignments will be identified on
this list.
4. Tab 2: A list of all affected employees covered by the divisional program along with
contact information and their direct supervisor’s name.
5. Tab 3: An inventory of machines/equipment County employees maintain along with
LOTO procedures identified (Use the Machine/Equipment Evaluation and Isolation
Form, found in the Risk Management Forms Directory.)
6. Tab 4: Copies of training materials. At a minimum, paper copies will be kept here at
all times for employees to review. Copies of digital media should only be kept here if
the information cannot be printed.
i. Sub-section 1: Initial LOTO briefing (From Risk Management)
ii. Sub-section 2: Specific training (Coordinated and/or conducted by the
division supervisor)
iii. Sub-section 3: Annual training (Coordinated and/or conducted by the division
supervisor)
7. Tab 5: List of trained individuals with associated training completion date and the
annual training due date.
8. Tab 6: Additional Practices (Use LOTO Additional Practices found in the Risk
Management Forms Directory)
i. Notify Outside Personnel
ii. Group LOTO Requirements
iii. Shift Change Requirements
iv. Temporary Testing and Positioning
9. Tab 7: Annual review signature page (Use LOTO Annual Program Evaluation form
found in the Risk Management Forms Directory)
4. Inspection of the written program will be performed at least once per year by the Division
supervisor and at least once per year by the Risk Management Coordinator.
C. Lockout and Tagout Devices
1. LOTO devices must be durable, standard, standardized, substantial, and identifiable.
2. The following must be considered when purchasing LOTO devices:
i. LOTO devices shall not be used for any other purpose.
ii. LOTO devices shall be standardized within the facility in at least one of the following
criteria: Color; shape; or size; and additionally, in the case of tagout devices, print and
format shall be standardized.
iii. LOTO devices must be suitable for the environment where they will be used and
applicable to the machine/equipment to which the device is affixed.
iv. LOTO devices shall indicate the identity of the employee applying the device(s).
v. Tags shall be constructed and printed to prevent deterioration, illegibility, and
corrosion when used in wet environments or exposed to locations where acid and
alkali chemicals are stored.
vi. Lockout devices must be substantial enough to prevent removal without the use of
excessive force or unusual techniques such as bolt cutters or cutting tools.
vii. Tagout device attachments shall be of a non-reusable type, attachable by hand, self-
locking, and non-releasable with a minimum unlocking strength of no less than 50
pounds and having the general design and basic characteristics of being at least
equivalent to a one-piece, all environment-tolerant nylon cable tie.
viii. Tagout devices shall warn against hazardous conditions if the machine or equipment
is energized and shall include a legend such as the following: Do Not Start. Do Not
Open. Do Not Close. Do Not Energize. Do Not Operate.
D. General Procedural Steps During Lockout and Restart
Shut down and lockout
1. Only authorized persons will actually perform the lockout/tagout.
2. Notify all affected employees that you are going to start a lockout process.
3. Locate all energy sources for the equipment that will be serviced and ensure they all
are deactivated.
4. Every power source will have its own procedure for lockout which will include one or
more of the following:
i. Pulling a plug
ii. Opening a disconnect switch
iii. Removing a fuse
iv. Closing a valve
v. Bleeding a line
vi. Blocking the equipment
5. Shut down the machine by pulling the plug or disconnecting from a power source.
6. Turn off the main power source to the machine.
7. Try to turn the machine on.
8. Attempt to restart machine to be sure.
9. Turn the machine controls back to “off”.
10. The authorized person will use his/her locks to lock out all energy sources involved.
11. The authorized person will be certain that his/her lock, after being placed, is actually
preventing the power from being turned on.
12. Each employee that will work on the equipment during the lockout procedure will
place his/her own lock on the power source(s).
13. Place a tag with the locks. Information on the tag will include:
i. Name of authorized person
ii. Date and time of lockout
iii. Other site-specific information that may be required.
14. A lock belonging to one employee will never be used by anyone else.
15. Other authorized or affected employees in the area will never restore power to a
machine that has been de-energized but not locked out. A supervisor will be
contacted if the employee finds the machine/equipment in this condition.
16. Release any residual energy to get to a zero-energy state. Valves, air, gravity and
fluids are some items to check.
Restart
1. Remove any tools from the area and replace all safety guards that have been removed.
2. Alert everyone in the area that the lockout is about to end.
3. Remove the tag and each employee removes his/her own lock.
4. Restore all sources of energy.
5. Restart equipment.
E. Emergency Lockout/Tagout Removal
Lockout/Tagout devices will only be removed if the authorized employee who
implemented the device is unavailable. The Division Supervisor shall perform device
removal in the absence of the authorized employee.
F. Notification of Outside Personnel
The Department/Agency Head shall coordinate the exchange of written practices between
the County and outside personnel. All affected County employees shall be made aware
of the practices used by the contractor and abide by practices and restrictions of the
outside personnel. Outside personnel may not begin working unless their practices meet
or exceed those of the County.
G. Group LOTO Practices
An individual device shall be affixed by each authorized employee servicing or
maintaining equipment. In the event that the machine or equipment will not receive
multiple locks a hasp or other suitable gang type device will be used.
H. Shift Change
The authorized employee and their immediate supervisor are responsible for coordinating
the transfer of devices for machines or equipment that will be serviced or maintained
through a shift change. If the transfer of devices does not occur prior to the end of the
originating employees shift the group LOTO practices shall be utilized.
I. Temporary Removal of Devices
In situations in which Lockout or Tagout devices must be temporarily removed from the
energy isolating device and the machine or equipment energized to test or position the
machine, equipment or component thereof, the following sequence of actions shall be
followed:
1. Ensure the nonessential items have been removed and the machine or equipment
components are operationally intact;
2. Ensure that all employees have been safely positioned or removed and notify affected
employees of device removal;
3. Energize and proceed with testing or positioning;
4. De-energize utilizing the procedures outlined in the program.
J. Training
1. Initial awareness level training will be conducted by the Risk Management
Coordinator during Employee Orientation and at the request of Departments who
have identified employees in need of remedial training. Topics covered during initial
training include the following:
i. Purpose and function of the LOTO program;
ii. Components of this policy and written programs;
iii. Identification of devices;
iv. Dangers of hazardous energy;
v. Prohibitions relating to unauthorized restart or reenergize of locked out or
tagged out machines and equipment;
vi. Accessing 29 CFR 1910.147 via OSHA.gov
2. Specific training for Authorized Employees shall be developed by each Department
as applicable. A written lesson plan describing the procedure for training and
competency standards shall be developed by the department and include the
following:
i. Safe application, usage, and removal of the energy controls;
ii. Hazardous energy recognition and the type and magnitude of energy available
in the workplace; and
iii. A practical examination to prove competency in the utilization of procedures
and devices and hazard recognition.
3. Employee retraining shall be conducted whenever a deficiency is observed in an
employee’s performance and whenever there is a change in job assignment,
equipment, machinery, energy controls, or when a change to the written program
occurs.
K. Violations
Violations of the LOTO policy and/or program will result in disciplinary action in accordance
with personnel policy. Employees in violation of the policy and/or program are required to
attend retraining with emphasis on the area of violation.
Section 15.10
Excavations, Trenching and Shoring
A trench is a special kind of excavation which defined as an excavation whose width is less than
15 feet across and whose depth is greater than its width. It is these dimensions which make
trench operations so hazardous. Because of its narrowness, the workers in a trench are confined;
and because of the depth of the trench, cave-ins are an ever-present danger. In the event of
trench wall failure, there is little time to avoid burial. All work below ground level requires the
continual watchfulness by workers and their supervisors to protect workers.
Purpose
To protect workers who are exposed to open excavations made in the earth’s surface, and to meet
the requirements of 29 CFR 1926 Subpart P.
Definitions
Accident – the point in a sequence of unplanned events which results in an injury, illness, and/or
damage.
Accepted engineering practice – those requirements which are compatible with standards of
practice required by a registered professional engineer.
Aluminum Hydraulic Shoring – a pre-engineered shoring system comprised of aluminum
hydraulic cylinders (crossbars) used in conjunction with vertical rails (uprights) or horizontal
rails (wales). Such system is designed specifically to support the sidewalls of an excavation.
Bell-Bottom pier hole – a type of shaft or footing excavation, the bottom of which is made larger
than the cross section above to form a belled shape.
Benching – a method of protecting employees from cave-ins by excavating the sides of an
excavation to form one or a series of horizontal levels or steps, usually with vertical or near-
vertical surfaces between the levels.
Cave-in – the separation of a mass of soil or rock material from the side of an excavation, or loss
of soil from under the trench shield or support system, and its sudden movement into the
excavation, either by falling of sliding, in sufficient quantity so that it could entrap, bury, or
otherwise injure and immobilize a person.
Competent person – one who is capable of identifying existing and predictable hazards in the
surroundings, or working conditions which are unsanitary, hazardous, or dangerous to
employees, and who has authorization to take prompt corrective measures to eliminate them.
Cross braces – the horizontal members of a shoring system installed perpendicular to the sides of
the excavation, the ends of which bear against either uprights or wales.
Face or sides – the vertical or inclined earth surfaces formed as a result of excavation work.
Failure – the breakage, displacement, or permanent deformation of a structural member or
connection so as to reduce its structural integrity and its supportive capabilities.
Hazardous atmosphere – an atmosphere which by reason of being explosive, flammable,
poisonous, corrosive, oxidizing, irritating oxygen deficient, toxic, or otherwise harmful, may
cause death, illness, or injury.
Kickout – the accidental release or failure of a cross brace.
Protective systems – a method of protecting employees from cave-ins, from material that could
fall or roll from an excavation face or in an excavation, or from the collapse of adjacent
structures. Protective systems include support systems, sloping and benching systems, shield
systems, and other systems that provide the necessary protection.
Ramp – an inclined walking or working surface that is used to gain access to one point from
another, and is constructed from earth or from structural materials such as steel or wood.
Registered Professional Engineer – a person who is registered as a professional engineer in the
state where the work is to be performed.
Sheeting – the members of a shoring system that retain the earth in position and in turn are
supported by other members of the shoring system.
Shield (Shield system) – a structure that is able to withstand the forces imposed on it by a cave-in
and thereby protect employees within the structure. Shields can be permanent structures or can
be designed to be portable and moved along as work progresses. Additionally, shields can be
either pre-manufactured or job-built in accordance with 29 CFR 1926.652(c) (3) or (c) (4).
Shields used in trenches are usually referred to as “trench boxes” or “trench shields”.
Sloping (sloping system) – a method of protecting employees from cave-ins by excavating to
form sides of an excavation that are inclined away from the excavation so as to prevent cave-ins.
The angle of incline required to prevent cave-ins varies with differences in such factors as the
soil type, environmental conditions of exposure, and application of surcharge loads.
Stable rock – natural solid mineral material that can be excavated with vertical sides and will
remain intact while exposed. Unstable rock is considered to be stable when the rock material on
the side or sides of the excavation is secured against caving-in or movement by rock bolts or by
another protective system that has been designed by a registered professional engineer.
Structural ramp – a ramp built of steel or wood, usually used for vehicle access. Ramps made of
soil or rock are not considered structural ramps.
Support systems – a structure such as underpinning, bracing, or shoring, which provides support
to an adjacent structure, underground installation, or the sides of an excavation.
Tabulated data – means tables and charts approved by a registered professional engineer and
used to design and construct a protective system.
Trench (trench excavation) – a narrow excavation (in relation to length) made below the surface
of the ground. In general, the depth is greater than the width, but the width of a trench (measured
at the bottom) is not greater than 15 feet. If forms or other structures are installed or constructed
in an excavation so as to reduce the dimension measured from the forms or structure to the side
of the excavation to 15 feet or less (measured at the bottom of the excavation), the excavation is
also considered a trench.
Uprights – the vertical members of a trench shoring system placed in contact with the earth and
usually positioned so that individual members do not contact each other.
Wales – horizontal members of a shoring system paced parallel to the excavation face whose
sides bear against the vertical members of the shoring system or earth.
Policy
County work crews who perform excavations and/or work in excavations shall have a competent
person inspect the excavation prior to entry to ensure elimination of hazards and who remains on
site for the duration of work. All employees required to work in or around excavations shall be
trained in the hazards associated with this work.
Applicability
All employees and volunteers of County offices and departments.
Responsibilities
A. Supervisors shall:
1. Ensure a competent person is onsite during excavation operations.
2. Ensure awareness training of all personnel required to work in or around open
excavations.
3. Ensure utility markings are clear and applicable permits are obtained prior to conducting
operations.
4. Notify the appropriate parties in the event of emergency or accident disturbance or
damage of existing installations.
5. Ensure a safe work zone is set up prior to conducting operations in or near the roadway in
accordance with the Virginia Work Area Protection Manual.
6. Retain excavation inspection checklists for one year and make available for review when
requested.
B. Risk Management Coordinator shall:
1. Provide awareness level training to employees working in or around excavations.
2. Assist supervisors in acquiring training for competent persons.
C. Competent Person shall:
1. Conduct all worksite inspections regarding excavation safety.
2. Log inspections using the Excavation Inspection Checklist found in the Risk
Management Forms Directory.
Underground Installations
A. A survey of underground utilities or other installations shall be conducted and an estimated
location of these installations shall be marked prior to conducting excavation operations.
B. While the excavation is open, all installations shall be protected, supported, or removed as
necessary to safeguard employees.
1. If installations are disturbed or damaged in any way during operations, the supervisor
shall:
i. Call 911 and evacuate the area if a dangerous situation is created.
ii. Contact the owner immediately.
iii. Not attempt to repair or cover up accidental damages.
Access, Egress and Additional Precautions
A. Means of egress shall be located in excavations greater than or equal to four feet in depth and
shall not be located more than 25 feet of lateral travel from employees.
B. Ramps and runways for employees’ access and egress shall be designed by a competent
person in accordance with 20 CFR 1926.651 paragraph C.
C. Employees shall wear a Class II or III reflective outer garment when working in or around
excavations.
D. When working near the roadway the supervisor shall ensure the requirements of the Manual
of Uniform Traffic Control Devices and the Virginia Work Area Protection Manual is
consulting and appropriate safe zones are established.
E. No employee shall work underneath loads handled by lifting or digging equipment.
1. Employees must stand away from vehicles being loaded or unloaded to prevent contact
due to spillage or falling materials.
F. No employee shall work in an excavation where water accumulation exists unless:
1. Special support systems are implemented to protect employees from cave-ins,
2. Water removal equipment is used and monitored by a competent person, and
3. Surface water is diverted and controlled.
G. A warning system shall be established by the supervisor to when mobile equipment must
approach an excavation and the operator does not have an unobstructed line of sight to the
excavation. The following may be utilized:
1. Barricades
2. Hand signals
3. Stop logs
H. Walkways shall be provided where employees or equipment are required or permitted to
cross over excavations.
I. Guardrails shall be provided where walkways are six feet above lower levels.
Hazardous Atmospheres
A. Where oxygen deficient atmospheres may exist, atmospheric testing shall be conducted for
excavation greater than four feet in depth.
B. Adequate precautions shall be taken, such as providing ventilation, to meet acceptable
atmospheric standards.
C. Where atmospheric controls are used, atmospheric monitoring shall be conducted as often as
necessary to ensure a safe atmosphere.
D. Emergency rescue equipment appropriate for the excavation shall be made available when
hazardous atmospheres are reasonably expected to develop during operations.
1. This equipment shall be attended by a person trained to use the equipment in the event of
emergency.
E. Employees entering bell-bottom pier holes or the like shall wear a harness with a lifeline
securely attached.
1. The lifeline shall not be used to handle materials.
2. The lifeline shall be individually attended while employee is in the excavation.
Stability of Adjacent Structures
A. Support systems such a shoring, bracing, or underpinning must be used to support structures
that may be unstable due to excavation operations.
B. Excavating below the base or footing of a foundation or wall is not permitted unless:
1. Support system is provided to ensure the stability of the structure; or
2. The excavation is in stable rock; or
3. A Registered Professional Engineer approves the operation.
C. Support systems must be provided for sidewalks, pavements, and other structures that may be
affected by the excavation operation.
D. Protection of employees from loose rock or soil.
1. Employees must be protected from being struck by materials falling or rolling from the
edge and face of the trench.
2. Spoil piles and equipment must be back at least 2 feet from the edge of the trench and/or
a retaining device must be installed.
E. Fall protection is required for walkways and bridges over trenches. Bridges and walkways
must be equipped with standard guardrails and toe boards. Other fall protection may also be
required.
F. All excavations must be backfilled, covered, or barricaded if left unattended.
Inspections
A. Daily inspections of excavations, protective systems and adjacent areas shall be completed
by a competent person.
B. Additional inspections shall be conducted:
1. Prior to starting work
2. As needed throughout the shift
3. After rainfall or other hazard increasing event occurs.
C. Inspections shall be recorded on the Excavation Inspection Checklist Form, found in the Risk
Management Forms Directory, and kept for a period of one year or until the next excavation
at the same location.
Protective Systems
A. All employees must be protected from cave-ins by shields, sloping or shoring.
1. A competent person is required even when the trench is less than 5 feet deep.
B. Protective systems must have the strength to resist all intended or expected loads.
C. Employees must be protected from cave-ins when entering and exiting trench shields and
protective systems.
D. Employees are not permitted in shields when they are being installed, removed, or moved
vertically.
E. Design of sloping and benching systems must be selected and constructed using one or more
of four alternative methods.
1. Option 1 Allowable configurations and slopes.
i. Sloped at an angle of 34 degrees = 1-1/2 to 1.
ii. Use of other configurations described in Appendix B of 29 CFR 1926 Subpart P
for Type C soil classifications.
2. Option 2 Determination of sloping and benching configurations using Appendices A and
B of 29 CFR 1926 Subpart P.
i. Soil and rock must be classified based on:
a. Site and environmental conditions
b.The composition of the soil
c. Acceptable visual and manual tests for classifying soils as described in
Appendix A of 29 CFR 1926 Subpart P
ii. Selecting sloping or benching configuration from Appendix B of 29 CFR 1926
Subpart P based on soil type.
3. Option 3 Designs using other tabulated data, such as tables and charts, may be used to
select sloping and benching configurations when the following requirements met.
i. Identity of the Registered Professional Engineer who approved the data must be
stamped on the data.
ii. The tabulated data must be in written form, describing detailed information on its
use and limitations.
iii. Tabulated data must be at job site during construction of the protective system.
iv. After construction of the protective system, the tabulated data may be kept off site
but must be available for inspection.
4. Option 4 Sloping ano/or beinching designs prepared and approved by a Registered
Professional Engineer may be used when the following requirements are met.
i. Identity of the Registered Professional Engineer who approved the data must be
stamped on the sloping and/or benching designs.
ii. Designs must identify the project.
iii. The configurations must be determined safe for the project.
iv. Designes must be at the job site during construction of the sloping and/or
benching configuration.
v. After construction of the sloping configuration, the designs may be kept off site,
but must be available for inspection.
F. Excavations greater than 20 feet in depth must be designed by a Registered Professional
Engineer and the tabulated data and design must be available for inspection, unless using a
protective system approved for depths greater than 20 feet.
G. Design of support systems, shield systems, and other protective systems must be selected and
constructed in accordance with the following options:
1. Option 1 – Design using appendices A, C and D of 29 CFR 1926 Subpart P may be used
by a competent person.
i. Timber shoring is designed by using Appendices A and C.
ii. Appendix A and D of 29 CFR 1926 Subpart P may be used for hydronic
shoring if the manufacturers tabulated data is not available or cannot be
used.
2. Option 2 – Design using pre-manufactured protective systems (shoring, shields, or other)
and components must be prepared using the manufacturer’s tabulated data.
i. Deviations from the use of the manufacturer’s specifications must be
approved by the manufacturer.
ii. Manufacturer’s written approval to deviate from a specification must be on
site during construction of the system.
iii. After construction of the system, the written approval may be off site but
must be available for inspection.
3. Option 3 – Design using other tabulated data, such as tables and charts, may be used to
design support systems, shield systems, or other protective systems.
i. There must be enough information to make an accurate selection of the
protective system.
ii. Identity of the Registered Professional Engineer who approved the data
must be stamped on the data.
iii. The tabulated data must be in written form, describing detailed information
on its use and limitations.
iv. Tabulated data must be at the job site during construction of the protective
system.
v. After construction of the protective system, the tabulated data may be kept
off site but must be available for inspection.
4. Materials and equipment used for protective systems
i. Must be free from damage or defects.
ii. Must be maintained in good condition.
iii. Must be inspected by a competent person and removed from use if
determined unsafe.
iv. If determined by a competent person to be unsafe, must be evaluated and
approved by a registered professional engineer before being returned to
service.
5. Installation and removal of supports.
i. Members of the support system must be securely connected together.
ii. Employees must be protected from cave-ins and other hazards during
installation and removal.
iii. Members of the support system may not be overloaded.
iv. Precautions must be taken to prevent cave-in during removal of structural
supports. Removal must start from the bottom.
v. Observe structure for indications of failure during removal of support
systems.
vi. Backfill as removal of support systems progress.
6. Additional requirements for support systems for trench excavations.
i. Removal of materials to a depth 2 feet below the bottom of the support
system is permitted if:
1. The system is designed to resist loads at the full depth of the trench.
2. There are no indications of the possible collapse of soil from behind or
below the bottom of the support system.
ii. Support systems must be installed as the excavation of the trench proceeds.
7. Employees are not permitted to work on the faces of sloped or benched excavations
above other employees, unless the employees at the lower level are protected from being
struck by materials or equipment.
8. Shield systems (trench boxes)
i. Systems should not be overloaded
ii. Lateral or hazardous movement should be restricted.
iii. Employees must be protected from cave-ins when entering and exiting the
shield.
iv. Employees are not permitted in shields during installation, removal, or
vertical movement.
v. Employees may remain in shield during horizontal movement as long as the
shield is not lifted in any way.
vi. Removal of materials to a depth of 2 feet below the bottom of the support
system is permitted if:
3. The system is designed to resist loads at the full depth of the trench.
4. There are no indications of possible collapse of soil from behind or
below the bottom of the support system.
Training
A. Awareness training for employees will be conducted by Risk Management.
B. Competent person training will be conducted or acquired as appropriate.
C. Training shall be documented in the employees electronic personnel file.
Section 15.11
Confined Space Entry
Purpose
To provide a means by which employees are protected from hazards associated with entering
confined spaces and to develop procedures by which employees shall enter such spaces. This
program has been designed to comply with Occupational Safety and Health Administration
(OSHA) standard 29 CFR 1910.146, Permit-Required Confined Spaces, and Virginia
Department of Labor and Industry standards.
Policy
All spaces owned or operated by the County that meet the definition of confined spaces shall be
identified and appropriately marked, and access to such spaces shall be controlled.
Employees are prohibited from entering any space meeting the definition of permit required
confined space, unless the following conditions are met:
A. The County determines that employees must enter permit required confined spaces to
perform duties of the department.
B. The employees are trained in the duties under this policy which they are to perform.
C. The space is rendered safe for entry by:
1. Issuance and compliance with the conditions of a permit;
2. The space is reclassified as a non-permit space; or
3. Alternate entry procedures are performed.
Permits issued under the procedures in this policy shall be limited in duration to no longer than
eight hours.
Applicability
This program applies to all departments that have employees who work in confined spaces. A
confined space is a space that meets all three criteria:
A. Is large enough that a person can bodily enter and perform assigned work.
B. Has limited or restricted means for entry or exit.
C. Is not designed for continuous human occupancy.
Note: Spaces that are designed for human occupancy are typically provided with lighting,
ventilation, and sufficient room to work.
Examples of confined spaces in Isle of Wight County include:
1. Storage or water tanks
2. Sewers
3. Manholes
4. Pipelines
5. Tunnels
6. Excavations/trenches
Definitions
Confined Space Definitions
A. Confined space - any space that is 1) large enough and so configured that an employee can
bodily enter and perform assigned work, 2) has limited or restricted means for entry or exit,
and 3) is not designed for continuous employee occupancy.
1. Confined spaces include, but are not limited to: storage tanks, pits, vats, vessels,
sewer manholes, electrical manholes, vaults, pump or lift stations, septic tanks,
boilers, pipelines, tunnels, ventilation and exhaust ducts, trenches, and excavations.
B. Non-permit confined space - a confined space which after evaluation is unlikely to have
potential hazards, or the hazards have been eliminated by engineering controls.
C. Permit-required confined space - a confined space which after evaluation is found to contain
actual or potential hazards which have not been eliminated by engineering controls. Written
authorization for entry is required if the space has one or more of the following
characteristics:
1. Contains or has a potential to contain a hazardous atmosphere;
2. Contains a material that has the potential for engulfing an entrant;
3. Has an internal configuration such that an entrant could be trapped or asphyxiated by
inwardly converging walls or by a floor which slopes downward and tapers to a
smaller cross-section; or
4. Contains any other recognized serious safety or health hazard.
Person Definitions
A. Attendant - a designated individual stationed outside a permit space who monitors entrants
and performs attendant's duties as assigned and required by this program.
B. Authorized entrant - an employee who is authorized by the employer to enter a confined
space.
C. Entrant - any authorized employee who enters a confined space, including any part of the
employees' body breaking the plane of any opening of the confined space.
D. Entry Supervisor - the departmental person responsible for determining if acceptable entry
conditions are present in a confined space where entry is planned, for authorizing and
overseeing entry operations, and for terminating entry as required by this program.
1. An entry supervisor also may serve as an attendant or as an authorized entrant, as
long as that person is trained and equipped as required by this section for each role he
or she fills. Also, the duties of entry supervisor may be passed from one individual to
another during the course of an entry operation.
E. Rescue Team - those persons whom the employer has designated prior to any permit-required
confined space entry to perform rescues from confined spaces, i.e. certified staff in the
Department of Emergency Services or Volunteer Fire & EMS representatives.
Hazard Definitions
A. Engulfment - the surrounding and effective capture of a person by finely divided solids or a
liquid substance that can be aspirated to cause death by filling or plugging the respiratory
system or that can exert enough force on the body to cause death by strangulation,
constriction, or crushing.
B. Hazardous Atmosphere - means an atmosphere that may expose employees to the risk of
death, incapacitation, impairment of ability to self-rescue (that is, escape unaided from a
permit space), injury, or acute illness from one or more of the following causes:
1. Flammable gas, vapor, or mist in excess of 10 percent of its lower flammable limit
(LFL);
2. Airborne combustible dust at a concentration that meets or exceeds its LFL;
NOTE: This concentration may be approximated as a condition in which the dust
obscures vision at a distance of 5 feet (1.52 m) or less.
3. Atmospheric oxygen concentration below 19.5 percent or above 23.5 percent;
4. Atmospheric concentration of any substance for which a dose or a permissible
exposure limit is published in Subpart G, Occupational Health and Environmental
Control, or in Subpart Z, Toxic and Hazardous Substances, of this Part and which
could result in employee exposure in excess of its dose or permissible exposure limit;
NOTE: An atmospheric concentration of any substance that is not capable of causing
death, incapacitation, impairment of ability to self-rescue, injury, or acute illness due
to its health effects is not covered by this provision.
5. Any other atmospheric condition that is immediately dangerous to life or health
(IDLH).
C. Immediately dangerous to life or health (IDLH) - any condition that poses an immediate or
delayed threat to life, or that would cause irreversible adverse health effects or that would
interfere with an individual's ability to escape unaided from a confined space.
D. LEL/LFL - lower explosive/flammable limit; the minimum concentration of vapor-in-air or
vapor-in-oxygen below which propagation of flame does not occur on contact with a source
of ignition. Expressed in terms of percentage by volume of gas or vapor in air.
E. Oxygen deficient atmosphere - an atmosphere containing less than 19.5% oxygen by volume.
F. Oxygen enriched atmosphere - an atmosphere containing more than 23.5% oxygen by
volume.
G. PEL - permissible exposure limit; the allowable air contaminant level established by the
Occupational Safety and Health Administration (OSHA).
H. UEL/UFL - upper explosive/flammable limit; the maximum proportion of vapor or gas in air
above which flame propagation does not occur. Expressed in terms of percentage by volume
of gas or vapor in air.
Hazard Control Definitions
A. Acceptable entry conditions - the conditions that must exist in a confined space to ensure that
employees can safely enter and work within the space.
B. Blanking or blinding - the absolute closure of a pipe, line, or duct by the fastening of a solid
plate (such as a spectacle blind or a skillet blind) that completely covers the bore and that is
capable of withstanding the maximum pressure of the pipe, line, or duct with no leakage
beyond the plate.
1. A blank is designed as a flat plate between two flanges, typically inside the flange
bolt pattern. The blank must be sized for full design pressure (maximum non-shock
pressure rating) of the line.
2. A blind is designed as a bolted flat plate, which can be used to terminate a pipe line.
C. Double block and bleed - the closure of a line, duct, or pipe by closing and locking or tagging
two in-line valves and by opening and locking or tagging a drain or vent valve in the line
between the two closed valves.
D. Inerting - the displacement of the atmosphere in a confined space by a noncombustible gas
(such as nitrogen) to such an extent that the resulting atmosphere is noncombustible.
NOTE: This procedure produces an IDLH oxygen-deficient atmosphere that can only be
entered using self-contained breathing apparatus (SCBA) and following permit-required
confined space entry procedures.
E. Isolation - the process by which an energy source is removed from service and completely
protected against the release of energy and material into the space by such means as:
blanking or blinding; misaligning or removing sections of lines, pipes, or ducts; a double
block and bleed system; lockout or tagout of all sources of energy; or blocking or
disconnecting all mechanical linkages.
F. Line breaking - the intentional opening of a pipe, line, or duct that is or has been carrying
flammable, corrosive, or toxic material, an inert gas, or any fluid at a volume, pressure, or
temperature capable of causing injury.
G. Local exhaust ventilation - a system used during welding, cutting or other similar operations
in confined spaces as necessary to remove harmful gases, smoke and fumes.
H. Lockout-tagout - placing locks or tags on the energy isolating device (e.g. breaker boxes,
control switches, valves, etc.) to prevent the unauthorized re-energization of the device or
circuit while work is being performed by personnel. Tags shall indicate that the energy
isolated device must not be operated until the tag is removed by the individual(s) that
installed the tag.
Permit Definitions
A. Alternate Entry Procedures- the use of continuous forced air ventilation and atmosphere
monitoring in lieu of a permit to enter a permit required confined space that:
1. Has an actual or potential hazardous atmosphere that can be demonstrably controlled by
continuous forced air ventilation alone; and
2. Has no other hazards of any kind.
B. Emergency - any occurrence or event inside or outside of the confined space that could
endanger entrants.
C. Entry - the action by which a person passes through an opening into a permit-required
confined space. Entry includes ensuing work activities in that space and is considered to have
occurred as soon as any part of the entrant's body breaks the plane of an opening into the
space.
D. Entry permit (permit) - means the written or printed document that is provided by the
employer to allow and control entry into a permit space and that contains the information
specifically identified by this program.
E. Prohibited Condition- any condition in a permit space that is not allowed by the permit
during the period when entry is authorized.
F. Testing - the process by which the hazards that may confront entrants to a confined space are
identified and evaluated. Testing includes specifying the tests that are to be performed in the
permit space.
NOTE: Testing enables employers both to devise and implement adequate control
measures for the protection of authorized entrants and to determine if acceptable entry
conditions are present immediately prior to, and during, entry.
Other Definitions
A. Ground-fault circuit-interrupter - a device designed to disconnect an electric circuit when it
seeks ground through a person or grounded object, thus preventing electric shock and fires.
B. Hot work permit - the employer's written authorization to perform hotwork operations (e.g.
welding, cutting, burning, or heating) capable of providing a source of ignition.
C. Retrieval System - the equipment used for non-entry rescue of persons from confined spaces,
and includes retrieval lines, chest or full body harness, and a lifting device or anchor. A
retrieval line is primarily for use in vertical entry confined spaces, and must not be used in
confined spaces consisting of horizontal tunnels or spaces where obstructions could increase
the hazard to the entrant during emergency retrieval.
D. Zero Mechanical State - the mechanical potential energy of all portions of the machine or
equipment is set so that the opening of the pipe(s), tube(s), hose(s) or actuation of any valve,
lever, or button will not produce a movement which could cause injury.
Responsibilities
A. The Risk Management Coordinator shall:
1. Provide awareness level training to employees working in or around confined spaces.
2. Assist supervisors in acquiring training for entrants, attendants and entry supervisors.
3. Maintain employee training certificates in the employee’s personnel file for the duration
of employment.
4. Conduct periodic onsite program inspections, including audit of entry procedures and
review of competed confined space hazard assessment forms and/or entry permits.
5. Review the program annually for effectiveness and compliance with all regulations.
B. Supervisors of employees who are required to enter an identified confined space shall:
1. Implement all provisions of the Confined Space Entry Plan for work areas under their
control.
2. Identify each space under their control which meets the definition of confined space in
accordance with 29 CFR 1910.146 (b) and maintain a written inventory of such spaces.
3. Evaluate each identified space or space class to determine if it is a permit required or
non-permit required space using the Confine Space Hazard Assessment form found in the
Risk Management Forms Directory. Retain the Assessment form with the written
inventory.
i. For all spaces classified as non-permit required, the supervisor must certify on the
Confined Space Hazard Assessment form the basis for determining that all
hazards in the space have been eliminated. Certification must contain the date,
location of the space and the signature of the person making the determination.
4. Maintain a written inventory of all identified confined spaces with designation of each as
non-permit or permit required.
5. Update the inventory when necessary to incorporate newly acquired or identified
confined spaces.
6. Provide access to the inventory list and entry designation to all affected managers,
employees and the Risk Management Coordinator.
7. Select, appropriate employees as permit-required confined space “entry supervisors”,
entrants and attendants and ensure each attends an approved Confined Space Entry
training course.
8. Provide site-specific training to authorized Confined Space entrants regarding the specific
equipment and practices used during entry for the spaces each entrant is authorized to
enter.
9. Provide operational control and maintenance of equipment within their respective
departments.
10. Retain canceled Entry Permits for not less than one year following the date of entry and
produce them, upon request, for inspection and audit.
11. Ensure testing instruments are calibrated and maintained in accordance with the
manufacturer’s specifications and maintain related records for one year.
12. Maintain calibration gases and test accessories to service all respective departmental
monitoring instruments.
13. Ensure that warning signs are posted immediately outside of entrances to a Confined
Spaces, and that such signs are secured. (Underground utility access vaults will not be
posted. Employees will be informed of the Confined Space classification of these spaces
during Confined Space training.)
14. Ensure entrances to confined spaces are locked when feasible.
15. Ensure that all personnel performing contractual work on County owned property comply
with the requirements of the OSHA Standard 1910.146 by providing their own written
program, equipment, and supervision of their employees.
C. Entry Supervisors shall:
1. Adhere to all requirements of the Confined Space Entry Plan
2. Complete all safety training requirements, request further instruction if unclear on any
part of the training and comply with documentation procedures;
3. Complete the Confined Space entry permit, found in the Risk Management Forms
Directory, and verify that all precautions and pre-entry procedures have been fulfilled
prior to entry into a permit required space;
4. Terminate entry and cancel permits in the event conditions within the space change,
entrants show signs of over-exposure or conditions cannot be verified;
5. Verify the availability of a local rescue team prior to entry
6. Establishing the means for communication between entrants, attendants and emergency
services dispatcher.
7. Assure that unauthorized people do not enter the Confined Space during the time that
authorized entry is in progress.
8. Assure that appropriate personal protective equipment is available and used by entrants;
9. Assure that original entry permits are forwarded to the department supervisor upon
completion or termination of a Permit-Required Confined Space entry.
10. Coordinate entry operations with outside contractors.
Note: An entry supervisor also may serve as an attendant, or as an authorized entrant, as
long as that person is trained and equipped to do so. The duties of entry supervisor may
be passed from one individual to another during the course of an entry.
D. Qualified Person(s)
Each department may designate staff as a “Qualified Person(s)” to inspect non-routine
spaces (spaces not on the inventory) and to authorize entry into same as outlined in this
program. The department supervisor shall certify all “Qualified Person(s)” to the
Director of their respective department with the Qualified Persons Certification form
found in the Risk Management Forms Directory.
The Director will forward a copy of the Qualified Persons Certification form to the Risk
Management Coordinator.
Qualified Person(s) shall inspect confined spaces for compliance with the atmospheric
reading contained in this program and complete a Confined Space Hazard Assessment
form prior to any personnel entering this space.
E. Authorized Entrant
Personnel entering confined spaces must only do so after receiving appropriate training.
Authorized entrants shall:
1. Know the hazards that may be faced during entry, including information on the mode,
signs or symptoms, and consequences of the exposure,
2. Properly use any equipment associated with the entry, including prescribed personal
protective equipment and other controls as directed by the Entry Supervisor,
3. Communicate with the attendant as necessary to enable the attendant to monitor entrant
status and to enable the attendant to alert entrants of the need to evacuate the space, and
4. Alert the attendant whenever warning signs or symptoms of exposure to a dangerous
situation are recognized, a prohibited condition is recognized, and exit the space if
indicated.
F. Designated Attendant
Personnel designated as "Attendant" by the Entry Supervisor shall:
1. Know the hazards that may be faced during entry, including information on the mode,
signs or symptoms, and consequences of the exposure,
2. Know the possible behavioral effects of hazard exposure in authorized entrants,
3. Continuously maintain an accurate count of authorized entrants in the space and ensure
that the means used to identify authorized entrants accurately identifies who is in the
space.
4. Remain outside the space during entry operations until relieved by another attendant.
5. Communicate with authorized entrants as necessary to monitor entrant status and to alert
entrants of the need to evacuate the space.
6. Monitor activities inside and outside the space to determine if it is safe for entrants to
remain in the space and order the authorized entrants to evacuate the space immediately
under any of the following conditions:
i. The attendant detects a prohibited condition;
ii. The attendant detects behavioral effects of hazard exposure in the authorized
entrants;
iii. The attendant detects a situation outside the space that could endanger the
authorized entrant; or,
iv. The attendant cannot effectively and safely perform the requirements of this
section.
7. Summon rescue and other emergency services as soon as the attendant determines that
authorized entrants may need assistance to escape from permit space hazards.
8. Warn unauthorized persons to stay away from the confined space, advise the
unauthorized persons that they must exit immediately if they have entered the space, and
inform the authorized entrants and the entry supervisor if unauthorized persons have
entered the space.
9. Perform non-entry rescues as specified herein.
10. Perform no other duties that might interfere with the attendant's primary duty to monitor
and protect the authorized entrants.
G. Employees
All employees shall assume responsibility for their own safe working actions and be familiar
with the requirements of this program and comply with the rule and requirements contained
herein.
H. Contractor(s)
Contractor(s) must comply with all local, state and federal safety requirements and must
assure that all employees performing work on Isle of Wight County property have their own
written program, been suitably trained, are provided appropriate personal protective
equipment, and supervision of their employees. Contractor(s) performing work in County
owned confined spaces must coordinate their work with the contracting department, as
appropriate.
Program Requirements
Departments are responsible to identify, evaluate, and classify as non-permit or permit required
confined spaces in their work areas and develop written assessments and entry protocols.
Hazards of each permit space shall also be indicated.
Employees must be informed of such spaces in the work area by posting danger signs, or by
other equally effective means. Departments are responsible for providing and applying
appropriate signs in accordance with 29 CFR 1910.146(c) (2).
Where departments decide that employees will not enter permit spaces, effective measures must
be taken to prevent inadvertent and unauthorized entry. Unauthorized entry into a confined space
is strictly prohibited due to the potential for death, incapacitation, injury or acute illness.
Employees who work in the vicinity of, but who will not enter, confined spaces should attend
Confined Space Awareness training.
Departments with personnel who need to enter confined spaces for work-related activities must
have a trained entry supervisor to oversee entry activities, including assessing the conditions of
the space prior to entry, performing air monitoring and ensuring appropriate hazard controls have
been implemented and are effective.
Personnel entering the confined space, or serving as an attendant must also attend Confined
Space Entrant/Attendant/Supervisor level training. If the space has been classified as "permit-
required", entry, assessment, and rescue services must be coordinated through the appropriate
supervisor.
Entry Procedures
A. For All Entry Types
During any confined space entry, all safety rules and procedures shall be followed.
1. Smoking in a confined space is prohibited.
2. Any use of chemicals in a confined space must be pre-approved by the Supervisor and
the SDS must be available at the work location.
3. Any hot work conducted in a confined space must be approved by the Supervisor in
accordance with OSHA rules and regulations and a Hot-work Permit, found in the Risk
Management Forms Directory, must be issued.
4. Adequate and approved lighting (appropriate for the conditions) shall be provided.
5. Personal protective equipment shall be provided to workers as necessary for safe entry.
All PPE must be selected, used, and maintained in accordance with the Personal
Protective Equipment Program.
6. All PPE must be approved by the Entry Supervisor.
7. Electrical equipment used in the confined space shall be appropriate for the hazard and
meet the requirements of the National Electric Code.
8. Any condition making it unsafe to remove an entrance cover must be eliminated before
the cover is removed.
9. When the cover has been removed, the opening(s) shall be promptly guarded to prevent
accidental falls into the opening and to prevent objects from falling into the opening.
10. Appropriate vehicle and pedestrian barriers shall be used to protect workers.
11. Any atmosphere that is hazardous or conditionally unstable shall not be entered. The
entry supervisor will cancel the permit until conditions improve.
Pre Entry Duties
1. Determine date of entry, time, entry location and number. The entry supervisor obtains
the descriptive identification of the space and reviews Confined Space Hazard
Assessment Form on file for that space including the entry procedures indicated.
2. All hazards must be identified and the hazard effectively eliminated or controlled
prior to entry. Hazards and controls must be identified on the assessment form.
3. Conduct initial atmospheric testing to determine current atmospheric condition.
4. Document any other recognized hazard that could result in accidental injury or
occupational illness requiring treatment greater than first aid.
5. The entry supervisor must determine the appropriate entry procedure indicated by the
Assessment Form. Entry will either be:
i. Non-Permit Required (i.e. no hazards or hazards have been eliminated) - If all
hazards can be controlled from outside of the space and there are no atmospheric
hazards, entry may be conducted using the Confined Space Entry Procedure,
ii. If the only uncontrolled hazard is either an actual or potential atmospheric hazard,
entry may be conducted under the Forced Air Ventilation Entry Procedure, or
iii. Permit-Required Confined Space - If all hazards have not been effectively
eliminated or controlled, the entry supervisor must consult with the department
supervisor prior to using the Permit Entry Procedure.
6. Notification of the selected rescue personnel shall be required for each permit required
entry.
B. For Non-Permit Entry
This procedure is to be used only if all hazards identified in the confined space have been
eliminated, isolated, or otherwise controlled so as not to expose entrants to additional risk.
1. The departmental confined space entry supervisor must complete the Confined Space
Hazard Assessment Form, prior to personnel entering the confined space. The
Supervisor must recertify all hazards within the space have been eliminated or
isolated prior to entry (i.e. the space is reclassified); and there may be no
atmospheric hazard present in the space (or that will be created by the work to be
performed).
2. Establish personal protective equipment and procedural requirements for entry.
3. Establish and maintain communication between entrants and personnel outside the
confined space. Notify appropriate departmental personnel when entry begins (and when
all personnel have exited the confined space).
4. Atmospheric testing must be conducted and results must be recorded on the Confined
Space Hazard Assessment Form every half hour.
5. Should conditions arise that may affect the health or safety of personnel inside the space,
the space must be evacuated and the entry supervisor must reassess the confined space
and reevaluate the entry procedure.
6. When work is completed and all personnel have exited the space, close out the entry on
the Confined Space Hazard Assessment Form. The form must be retained by the
department for one year following entry and made available to the Risk Management
Coordinator for review.
C. For Forced Air Ventilation – Reclassification Entry
This procedure may only be used if an actual or potential atmospheric hazard is the only hazard
within the space.
General Requirements:
1. The forced air will be directed to the immediate vicinity of each employee within the
space and must be provided until all employees exit the space.
2. The method and ventilation equipment selected will be determined based upon the size of
the confined space, the size of the entrance into the space, the gases present within the
space, and the source of make-up air.
3. If mechanical ventilation should fail during entry operations, all employees must
immediately evacuate the space until ventilation is restored and retesting indicates
acceptable entry conditions.
4. Ventilation systems and electrical tools and equipment used in flammable atmospheres
must be explosion-proof and appropriately rated for the hazard.
5. There may be no hazardous atmosphere within the space whenever any employee is
inside of the space.
6. If a hazardous atmosphere is detected during entry:
i. Each employee must leave the space immediately;
ii. The space must be evaluated to determine how the hazardous atmosphere developed;
and,
iii. Measures must be implemented to protect employees from the hazardous atmosphere
before any subsequent entry takes place.
Entry Procedure:
1. The departmental confined space entry supervisor must complete the Confined Space
Hazard Assessment Form, prior to personnel entering the confined space. The
Supervisor must recertify all hazards within the space have been eliminated or
isolated prior to entry (i.e. the space is reclassified); and there may be no
atmospheric hazard present in the space (or that will be created by the work to be
performed) not eliminated by ventilation.
2. Establish forced air ventilation to employee work area within the confined space.
3. Establish personal protective equipment and procedural requirements for entry.
4. Establish and maintain communication between entrants and personnel outside the
confined space. Notify appropriate departmental personnel when entry begins and after
all personnel have exited the confined space.
5. Make the initial evaluation information available to each entering employee prior to
entry.
6. Continuous atmospheric testing must be performed. Results must be documented on the
Confined Space Hazard Assessment Form every half hour.
7. When work is completed and all personnel have exited the space, close out the entry on
the Confined Space Hazard Assessment Form. The form must be retained by the
department for one year following entry and made available to the Risk Management
Coordinator for review.
D. For Permit Required Entry
General Requirements:
1. Entry into permit-required confined spaces must be coordinated with the department
supervisor.
2. An attendant must be posted at each entrance to the confined space. Attendants must
perform duties as specified within the program.
3. The Entry Permit must be completed and posted at the entrance. It must be signed by the
authorizing entry supervisor prior to anyone entering. Entrants must sign in/out
throughout the shift. The permit must be dated and have an expiration time no longer than
8 hours. The entry will be terminated if a potential hazardous situation occurs which
exceeds the conditions authorized on the permit.
4. Only trained/authorized/qualified personnel essential to the work will be permitted to
enter a permit-required confined space.
5. Each individual entering a permit required confined space will have a safety or retrieval
line attached to a chest harness, body harness or wristlets unless one of the conditions
listed in i. or ii. below exist. The other end of the line will be secured to an anchor point
or lifting device outside the entry portal under the control of the attendant. The anchor
point will not be secured to a motor vehicle in a manner that would pull the line out of the
space if the vehicle moved. A retrieval line is not required if:
i. A confined space has obstructions or turns that would prevent pull on the retrieval
line from being transmitted to the entrant, or,
ii. A confined space from which an employee being rescued with the retrieval system
has projections which would injure the employee if forcefully contracted.
Rescue:
1. Employees will conduct non-entry rescue only unless the employee is certified for entry
rescue and is a member of the Recue Team.
2. If entry into an atmosphere that is actually or potentially immediately dangerous to life or
health is deemed necessary, the Rescue Team must be either present, if permissible, or on
stand-by.
3. Entry rescue will only be performed by Rescue Team personnel which are certified in
confined space entry rescue.
4. An atmosphere supplied breathing apparatus will be used for entry rescues.
Procedure:
1. Coordinate all permit-required entries with the department supervisor including rescue
notification and response.
2. The departmental entry supervisor must complete the Entry Permit.
3. Conduct pre-entry atmospheric testing. This must be done within 15 minutes of entry.
4. Establish personal protective equipment and procedural requirements for entry.
5. Establish and maintain communication between entrants and personnel outside the
confined space. Notify appropriate departmental personnel when entry begins and all
personnel have exited the confined space.
6. Make the initial evaluation information and personal protective equipment and
procedures available to entering employees prior to entry.
7. Continuous atmospheric testing must be performed. Results must be documented on the
Entry Permit periodically (i.e. at least every half hour).
8. When work is completed and all personnel have exited the space, close out the entry on
the Entry Permit. The form must be retained by the department for one year following
entry and made available to the Risk Management Coordinator for review.
Note: No permit shall be issued for a period longer than eight hours.
Confined Space Rescue
Entrants and attendants must have means of summoning emergency services anytime a confined
space is entered. The preference would be for the attendant to have a cell phone to call 911
immediately. If the means of communication is departmental radio, the base station must be
monitored at all times during entry and means of summoning rescue must be readily available.
Permit-required confined space rescue services are provided by the Department of Emergency
Services and the Volunteer Fire & EMS agencies located within the County.
A. Self-Rescue
Entrants recognizing problems, or responding to air monitoring alarms, and exiting the space
immediately on their own is the first means of rescue that should be considered. Entrants
should be familiar with signs and symptoms of oxygen deficiency, carbon monoxide and
hydrogen sulfide exposure where continuous air monitoring is not required. At the first sign
of trouble, the space must be evacuated.
B. Non-Entry Rescue
Where best practices have been implemented for vertical entry spaces, such as setting up a
tripod and wench system and requiring the entrant to wear a full body harness attached to a
lifeline, the attendant will immediately notify the appropriate base operator that a confined
space emergency has occurred. Attendant and the base operator shall contact emergency
services by calling 911 immediately. Once the call has been made, the attendant may begin
rescue procedures. Under no circumstances will the attendant enter the confined space.
C. Entry Rescue - Non-Permit
Non-permit rescue services are provided for extrication by staff only if they can be
performed from the exterior of the confined space, provided that all hazards have been
eliminated or isolated.
D. Entry Rescue - Permit-Required
During the initial assessment of the space, if it is determined to be a permit-required space,
the entry supervisor must contact the department supervisor for coordination of rescue
services. In general, if a space cannot be declassified to allow safe entry, the space should
not be entered. If there is a condition in a confined space that is immediately dangerous to
life or health, permit rescue services must be on-site during the entry and be prepared to
respond to all known conditions of the confined space. Otherwise, during permit entry, the
rescue services must be notified that a permit entry is being conducted, but may not need to
be on-site for entry.
Confined Spaces Training
A. General
1. Training shall be adequate to ensure that employees acquire the understanding,
knowledge, and skills necessary for the safe performance of assigned duties.
2. Training shall be provided to each affected employee:
i. Before being assigned duties under this program,
ii. whenever there is a change in assigned duties,
iii. whenever there is a change in permit space operations that present a hazard about
which an employee has not been previously trained,
iv. Whenever there is reason to believe that employees are deviating from established
permit spaced entry procedures or that there are inadequacies in the employee’s
knowledge or use of this program.
3. Training shall establish employee proficiency in assigned duties, and shall introduce new
or revised procedures, as necessary.
4. The employer shall certify that the required training has been accomplished. The
certification shall contain each employee’s name, the signatures of the trainers, and the
dates of the training. All training records will be retained in the personnel file in the
Department of Human Resources.
5. Refresher training must be attended at least every three years.
B. Awareness
Persons that work around, but not in, confined spaces must receive awareness level training,
which includes such topics as:
1. Definition and identification of confined spaces,
2. Hazards associated with confined spaces,
3. Authorized entry criteria, and
4. Basic requirements of this program.
C. Entrant/Attendant/Supervisor
Personnel who enter confined spaces must attend entrant level training that includes:
1. Awareness training as described above,
2. Hazardous atmosphere recognition and use of atmospheric testing devices, including
information on the mode, signs, symptoms, and consequences of exposure,
3. The use of personal protective equipment including rescue harnesses, respiratory protection,
etc.,
4. Entry conditions and related precautions,
5. First aid and CPR training for designated attendants and rescue personnel,
6. Space classification and reclassification criteria,
7. Recognition of warning signs, symptoms of exposure and detection of prohibited conditions,
8. Evacuation requirements,
9. Emergency and non-entry rescue methods, and procedures for calling rescue services, and
10. Specific responsibilities and duties for each role (entrant, attendant, supervisor).
Section 15.12
Bloodborne Pathogens Exposure Control Policy
Purpose
Isle of Wight County has established this exposure-control policy, in accordance with OSHA
standard 29 CFR 1910.1030, for all employees who handle, store, use, process or dispose of
potentially infected blood and blood products. This policy includes requirements for personal
protective equipment, housekeeping procedures, training, exposure reporting and recordkeeping.
Responsibilities
The Risk Management Coordinator will:
1. Manage the bloodborne pathogens exposure control program and maintain all related records
for all covered county employees with the exception of the Emergency Services Department.
2. Provide guidance and support to the Emergency Services Department in the area of
bloodborne pathogens exposure control when requested.
3. Ensure proper adherence to the program through periodic audits. The exposure-control plan
will be reviewed and updated at least annually.
The Emergency Services Department will manage the bloodborne pathogens exposure control
program for the Emergency Service division and maintain all related records.
Definitions
Biological Hazard: Any viable infectious agent that presents a potential risk to human health.
Bloodborne Pathogens: Microorganisms that can cause diseases such as human
immunodeficiency virus (HIV) and hepatitis B (HBV), which are spread through contact with
infected blood or blood products.
Exposure Incident: A specific eye, mouth, other mucus membrane, non-intact skin, or parenteral
contact with blood, body fluids or other potentially infectious material; inhalation of airborne
pathogens; or ingestion of foodborne pathogens or toxins.
Medical Wastes/Infectious Wastes: Blood, blood products, bodily fluids, any waste from human
and animal tissues; tissue and cell cultures; human or animal body parts removed by means of
surgery or autopsy.
Universal Precautions: Preventing exposure to bloodborne pathogens by assuming all blood and
bodily fluids to be potentially infectious, and taking appropriate protective measures.
Training
Isle of Wight County will provide training on bloodborne pathogens exposure control to any
employee whose assigned job duties require them to be in an environment where they are likely
to come into contact with bodily fluids.
All employees in affected jobs will receive training upon hiring, and yearly thereafter. The
training will include:
1. County policy;
2. Types and transmission of bloodborne pathogens;
3. General safety rules;
4. Universal precautions;
5. Use of personal protective equipment (PPE);
6. Post-exposure treatment procedures
General Work Procedures
Employees must follow these procedures for controlling exposure to bloodborne pathogens:
1. Supervisors must ensure that their employees are trained in proper work practices, universal
precautions, the use of personal protective equipment, and proper cleanup and disposal
techniques.
2. Do not eat, drink, smoke, handle contact lenses or apply cosmetics in areas where exposure
to bloodborne pathogens is possible. Do not store food and drinks in refrigerators or cabinets
where blood and other potentially infectious materials are stored.
3. Wear disposable latex or vinyl gloves when:
i. you have cuts, abrasions, chapped hands, dermatitis or similar conditions;
ii. you are exposed to blood, blood products or body secretions.
4. Wear gowns, aprons or coveralls whenever there is a possibility that bodily fluids could
splash on an employee.
5. Perform procedures involving blood and other potentially infectious materials in such a
manner that will minimize splashing or spraying.
6. Wear protective clothing if entering a work area where potentially infectious materials are
handled.
7. Wash your hands as soon as possible after handling potentially infectious materials, and after
removing protective clothing and equipment.
8. Remove all protective equipment when leaving the work area and, if the equipment is
contaminated, place it in a proper storage container for washing, decontamination or
disposal.
9. Remove contaminated clothing before entering other areas of the building or leaving the
building.
Hepatitis B (HBV) Vaccinations
Isle of Wight County will provide, at its own expense, hepatitis B vaccinations to employees
covered under this program and who choose to be vaccinated. The company will document that it
offered the vaccine, as well as the employees’ decision to accept or decline the vaccination using
the Hepatitis B Declination form found in the Risk Management Forms Directory.
Reporting
In the event of a suspected exposure (see definition of Exposure Incident) employees must report
the incident immediately to their supervisor, in accordance with their departmental exposure
control plan and to worker’s compensation in accordance with the injury reporting policy,
Chapter 1, Article VI, Section6.6.
An employee who has been exposed on the job to HIV, HAV, HBV or HCV should seek
immediate medical attention and be tested at the time of exposure to determine if the virus has
been transmitted. All testing will be performed at County’s expense. Test results will be provided
to exposed employees within five business days of their receipt.
Confidentiality will be maintained for the exposed employee during all phases of the post-
exposure program.
Recordkeeping
The Risk Management Coordinator will maintain all exposure reports, training and HBV
vaccination records. OSHA requires that records be kept for the duration of employment, plus 30
years, except training records which must be kept for 3 years. Hepatitis B or HIV contracted on
the job will be recorded on the OSHA 300 log as an illness. Exposure to bloodborne pathogens
from contact with ‘sharps’ will be recorded on the OSHA 300 log if a doctor prescribes treatment
with gamma globulin, HBV immune globulin or HBV vaccine.
Exposure Determination
The following job classifications and employees of Isle of Wight County are covered by OSHA’s
Bloodborne Pathogens Standard:
Emergency Services Department
1. Chief of Fire & Rescue
2. Fire & EMS Captain
3. Fire & EMS Lieutenant
4. Fire Medic II
5. Fire Medic I
6. EMT Paramedic/Intermediate
Public Utilities Department
1. Utility Systems Supervisor
2. Utility Systems Mechanic
3. Pump Station Mechanic
4. Utility Systems Worker
Adopted on this 17th day of September, 2015.
Rex W. Alphin, Chairman
Carey Mills Storm, Clerk
Approved as to form:
Mark C. Popovich, County Attorney
ISSUE:
Resolution – Amendment of County Fleet Policy, Chapter 4, Fleet and
Equipment Management of the County Policy Manual
BACKGROUND:
Proposed revisions and amendments to Chapter 4: Fleet and Equipment
Management, Article I, Sections 1.0, 1.2, 1.3, 1.4, 1.5 and 1.6, Article II,
Section 2.0 and 2.1, and Article V, Sections 5.0 and 5.2 are needed to
clarify and update the guidelines regarding Vehicle Use, Driving
Standards and Use of County Equipment.
The proposed amendment to Article IV reflects the changes that are
necessary to implement the County’s new comprehensive fleet program
which will change the way the fleet is managed. The proposed changes
address fleet assignments, utilization to meet countywide operations,
budgeting, new fuel and preventative maintenance programs.
Staff is also proposing to remove Article VI “Use of County Buses by
Non-affiliated Organizations.” County buses have only been used to
support County Programs for the past several years.
The proposed changes to the policy will be presented by staff during the
board meeting.
BUDGETARY IMPACT:
Total cost of implementing the proposed County Fleet Program is
approximately $8,200. Funding was provided in the approved FY16
Operating Budget.
RECOMMENDATION:
Adopt a Resolution to revise and amend Chapter 4: Fleet and Equipment
Management, Article I, Sections 1.0, 1.2, 1.3, 1.4, 1.5 and 1.6 and Article
II, Section 2.1 and Article V, Sections 5.0 and 5.2 and amend and readopt
Article IV: Vehicle and Equipment Maintenance and Removal of Article
VI: Use of County buses by Non-Affiliated Organizations of the County
Policy Manual.
ATTACHMENTS:
Resolution
RESOLUTION TO REVISE AND AMEND CHAPTER 4: FLEET AND
EQUIPMENT MANAGEMENT, ARTICLE I, VEHICLE USE, SECTIONS
1.0, 1.2, 1.3, 1.4, 1.5 AND 1.6, AND ARTICLE II, DRIVING STANDARDS,
SECTION 2.0 and 2.1 AND ARTICLE V, USE OF COUNTY EQUIPMENT,
SECTIONS 5.0 AND 5.2, AND AMEND AND READOPT ARTICLE IV,
VEHICLE AND EQUIPMENT MAINTENANCE AND REPLACEMENT,
AND REMOVE ARTICLE VI, USE OF COUNTY BUSES BY NON-
AFFILIATED ORGANIZATIONS OF THE COUNTY POLICY MANUAL.
WHEREAS, the County has established guidelines regarding Fleet and Equipment
Maintenance under Chapter 4 Fleet and Equipment Management: Article I, Section
1.0, 1.2, 1.3, 1.4, 1.5 and 1.6, Article II, Section 2.0 and 2.1, Article IV, Article V,
Sections 5.0 and 5.2; and Article 6; and
WHEREAS, the Board of Supervisors desires to revise and amend Chapter 4: Fleet
and Equipment Management, Article I, Section 1.0, 1.2, 1.3, 1.4, 1.5 and 1.6, Article
II, Section 2.0 and 2.1, and Article V, Sections 5.0 and 5.2 of the Policy Manual to
clarify and update the guidelines regarding Vehicle Use, Driving Standards and Use
of County Equipment; and
WHEREAS, the Board of Supervisors desires to amend and re-adopt Chapter 4:
Fleet and Equipment Maintenance, Article IV, Vehicle and Equipment Maintenance
and Replacement; and
WHEREAS, the Board of Supervisors desires to remove Chapter 4: Fleet and
Equipment Maintenance, Article 6, Driving Standards and Use of County Buses by
Non-Affiliated Organizations.
NOW, THEREFORE, BE IT RESOLVED that Chapter 4: Fleet and Equipment
Maintenance, Article I, Section 1.0, 1.2, 1.3, 1.4, 1.5 and 1.6, Article II, Section 2.0
and 2.1, and Article V, Sections 5.0 and 5.2 of the Policy Manual is hereby revised
and amended as follows:
Chapter 4: Fleet and Equipment Maintenance
ARTICLE I
Vehicle Use
(Adopted July 17, 2003; Revised October 16, 2003, October 4, 2007, April 3, 2008,
July 1, 2008, May 21, 2009, September 17, 2015)
Section 1.0
(Revised September 17, 2015)
Applicability
County employees, official appointees of the Board of Supervisors, members of the Board of
Supervisors, Constitutional Officer’s staff that adhere to the County’s policies, volunteers, and all
others who are required to adhere to the County’s policies shall be governed by this policy. The
members of the Board of Supervisors and Constitutional Officers and their staffs will use this
policy as a guide when operating County vehicles. Constitutional Officers and their staff that are
not required to adhere to the County’s policies, along with the Registrar, will use the County’s
policy as a guide relative to vehicle use.
For the purposes of this Policy, the phrase “county employee and volunteer” is intended to include
all persons referenced in paragraph 1 of this section.
This policy shall apply to all users of County vehicles unless otherwise provided by the Board of
Supervisors.
Exceptions may only be granted on a case by case basis by the County Administrator or his/her
designee after a request from the Department Head, Constitutional Officer, Agency Head or
County Attorney.
Section 1.2
(Revised September 17, 2015)
Authorized Use
The following examples are an attempt to cover most circumstances or conditions of use and
should not be considered all inclusive:
a. Official Use - County vehicles are authorized “For Official Use Only.” Such vehicles are
to be utilized to perform the functions and to conduct the operations and programs of the
Department or Agency which is using the vehicle. County vehicles may be utilized both
within and outside of the County for official use.
b. Transport of Unofficial Parties - When such official use includes the transport of unofficial
parties, such transport must first be approved by the employee/operator’s supervisor.
c. Private Vehicle Reimbursement - Employees may be reimbursed for the use of their private
vehicle when such vehicle is used in the conduct of County business; such reimbursement
shall be made in compliance with the County’s Travel Policy Chapter 7, Miscellaneous,
Article I, Travel, Section 1.9.
d. Volunteers - Properly licensed volunteer workers may operate County vehicles while acting
within the scope of their duties with the prior written approval of the appropriate
Department Head.
e. Proper Licensing - Employees and authorized volunteers must have a valid, properly
classified operator’s or commercial driver’s license as described in Chapter 4, Fleet, Article
II, Driving Standards, Chapter in order to operate a County vehicle.
Section 1.3
(Revised September 17, 2015)
Guidelines for Appropriate Use
The following examples are an attempt to cover most circumstances or conditions of use and
should not be considered all inclusive:
a. Personal Use - County vehicles may not be utilized for personal purposes or for
transportation for meals unless for official County business. Exceptions include those
employees who, while conducting County business, are away from their normal place of
work at meal time, or those employees with an assigned County vehicle where such vehicle
is the most reasonable mode of transportation available at meal time.
b. Drive Home Policy - The employee is responsible for providing his/her own means of
transportation for travel to and from work. At the end of the normal workday, all County
vehicles and equipment shall remain at designated County parking facilities. Exceptions to
this policy are as follows:
1. Pool Vehicles - Employees, with prior approval as specified in the following
paragraphs, may take County pool vehicles home overnight when travel from the
employee's home to a destination for official County business is the most direct and/or
closest route, (for example, early morning travel to a conference). (The definition of
what vehicles are County pool vehicles is found in Section 1.95 herein). An employee
must obtain written authorization from his/her Department Head before taking a
County pool vehicle home overnight.
2. Assigned Vehicles – Authorization for an employee to use an assigned County vehicle
for transportation to and from an employee’s residence will be considered for approval
by the County Administrator or his/her designee upon receipt of a written request from
the respective Department Head or Agency Head.
Such written request must be based on the overall functionality of the Department or
Agency's operations, and include: the name/title of each employee for whom
authorization is requested, the frequency that the assigned vehicle will be used for
transportation to and from work, location of employee's home, and narrative providing
justification for the request (to include whether the employee is on an established,
rotating "on call" schedule and is regularly called to perform emergency repairs or
provide other emergency response after normal working hours.) Requests for
employees residing outside of the County will be considered.
Authorization for a Department or Agency Head to use an assigned County vehicle for
transportation to and from his/her residence will be considered for approval by the
County Administrator or his/her designee upon receipt of a written request. Such
written request must provide sufficient information which supports the justification of
such use, as outlined above.
c. Seatbelts - All operators of County vehicles and all passengers therein shall properly use
seat belts (if the vehicle is equipped with seat belts).
d. Prohibition of Alcohol and Illegal Substances - It is absolutely prohibited for County-
owned vehicles to be utilized if the operator is impaired by, or under the influence of
alcohol, intoxicants, drugs, or illegal substances. The possession or consumption of
alcohol, intoxicants, or illegal drugs while using County vehicles for transportation is also
prohibited.
e. Rendering Assistance - County vehicles may not be used to pull or push any other vehicle.
It is permissible to render assistance in case of accidents or other emergencies and to
transport unofficial parties in such cases.
f. Motor Vehicle Laws - County vehicles are not to be driven in violation of the motor vehicle
laws of Virginia. All citations are to be reported immediately to the employee’s supervisor
and may be grounds for suspension or revocation of the employee’s driving privileges.
Section 1.4
(Revised September 17, 2015)
Accidents
a. Driving Practices - Operators should practice “defensive driving” and anticipate and
observe the actions of other drivers and control their own vehicle in such a manner so as to
avoid an accident involvement.
b. Accident Involving County Vehicle - In the event an accident should occur involving a
County-owned vehicle, the following procedures should be followed:
1. Call for an ambulance for anyone seriously injured. (Dial 911 in most areas.) When
calling from a cellular/PCs phone the caller should remain near the scene of the accident
until emergency personnel arrive.
2. Notify the Sheriff’s Office of the accident in all instances. The driver is required to
immediately give notice of the accident by the quickest means of communication to a
State Trooper, Sheriff, or other police official if the accident resulted in injury to or
death of any person.
3. Get the names, phone numbers, and addresses of all persons in the other vehicle(s), the
names, phone numbers and addresses of any witnesses, the driver’s license data of other
operators, the license number of other vehicle(s) and the name of the insurance carrier
for other vehicle(s) involved.
4. Complete the data on the VACoRP card located in the glove compartment of the
vehicle. County vehicles will also be equipped with disposable cameras and
photographs of the scene should be obtained.
5. At the scene, County vehicle operators and employee passengers, if any, should NOT
ADMIT RESPONSIBILITY and should make no statement concerning the accident
except to any law enforcement officers investigating the accident. Other than to
investigating law enforcement officers, operators and employee passengers should
make no statement concerning the accident until they have reported the accident to the
Chairman of the Accident Review Committee, which report should be made as soon as
reasonably possible after the accident.
6. However, the Operator may inform the other driver of the name of the County’s
insurance carrier and policy number which may be found on the VACoRP card located
in the vehicle's glove compartment.
7. If there are no injuries involved in the accident, the driver may still be required to file
a report with the Division of Motor Vehicles as to the extent of the property damage
involved. The driver is responsible for contacting the Division of Motor Vehicles within
five (5) days of the accident to determine if a report will be required.
c. Rendering Assistance - Upon reaching the scene of an accident, the operator of a County
vehicle is authorized to render such assistance as he or she can by caring for the injured
first, calling or sending for the fire, rescue, or police and taking measures to prevent other
vehicles from becoming involved in the accident. When stopping at the scene of an
accident, the driver should ensure that the vehicle is parked in a safe location so as not to
interfere with traffic.
d. Accident Reporting - A County Vehicle Accident Report form is required and shall be
completed by the operator or assigned driver of a County owned vehicle involved in an
accident when:
1. An injury occurs, regardless of property damage;
2. An accident or collision involves a vehicle or property not owned by the County
regardless of fault or damage sustained by either party;
3. Another County-owned vehicle or item of property is involved and damage is evident;
4. Damage to a County vehicle is visible and/or apparent.
The County Vehicle Accident Report form shall be reviewed by the Department Head who
shall forward copies of the report to the Department of Budget & Finance and the Chairman
of the Accident Review Committee within twenty-four (24) hours of the accident or the
Monday following an accident which occurs on a weekend.
e. Accident Review Committee - The County’s Accident Review Committee shall be
appointed by the County Administrator and will consist of a five (5) member standing
committee. The Committee will consist of the following Department or Agency Heads or
designees: Assistant County Administrator, General Services Director, Human Resources
Director, and the Emergency Management Coordinator, and the Sheriff. The Assistant
County Administrator will act as the Chair of the Committee. The County Attorney or his
designee may attend and provide legal advice.
The County’s Accident Review Committee shall be responsible for the review of events
surrounding accidents involving County owned vehicles/equipment. As a result of the
review, the Committee will make a finding as to whether an accident was “Preventable” or
“Not Preventable." The Committee will make recommendations for procedures to put in
place to prevent future similar accidents. The findings and recommendations will be
presented to the County Administrator for review and action, if necessary.
Any corrective actions of an administrative or disciplinary nature resulting from the
findings of the Accident Review Committee may be considered and administered by the
County Administrator or the appropriate Department or Agency Head. Should disciplinary
action be necessary, the employee has the right to appeal per Section 8 of the County
Personnel Policies and Procedures Manual.
The Committee shall meet on the first Tuesday of each month to review accidents from the
previous month. The employee/driver involved in the accident and the department
head/designee will appear before the Committee when notified. Tardiness or failure to
appear as directed may be deemed insubordination and may result in disciplinary action.
Employee passengers are also required to appear before the Committee if notified.
b. Rendering Assistance - Upon reaching the scene of an accident, the operator of a County
vehicle is authorized to render such assistance as he or she can by caring for the injured
first, calling or sending for the fire, rescue, or law enforcement personnel and taking
measures to prevent other vehicles from becoming involved in the accident. When
stopping at the scene of an accident, the driver should ensure that the vehicle is parked in
a safe location so as not to interfere with traffic.
c. Accident Involving County Vehicle - In the event an accident should occur involving a
County-owned vehicle, the following procedures should be followed:
Vehicle Operator Responsibilities:
1. Call for an ambulance for anyone seriously injured. (Dial 911 in most areas.) When
calling from a mobile phone, the caller should remain near the scene of the accident
until emergency personnel arrive.
2. Notify the Sheriff’s Office, State Police, or other law enforcement official of the
accident in all instances. The driver is required to immediately give notice of the
accident by the quickest means of communication to a State Trooper, Sheriff, or other
law enforcement official if the accident resulted in injury to or death of any person.
3. The accident shall be reported to the driver’s immediate supervisor as soon as
reasonably possible after the accident; while at the scene when possible.
4. At the scene, County vehicle operators and employee passengers, if any, should NOT
ADMIT RESPONSIBILITY and should make no statement concerning the accident
except to law enforcement officers investigating the accident, until they have reported
the accident to their immediate supervisor. The Operator may inform the other driver
of the name of the County’s insurance carrier and policy number which may be found
on the insurance card located in the vehicle's glove compartment.
5. Get the names, phone numbers, and addresses of all persons in the other vehicle(s), the
names, phone numbers and addresses of any witnesses, the driver’s license data of other
operators, the license number of other vehicle(s) and the name of the insurance carrier
for other vehicle(s) involved.
6. Complete the data on the insurance accident card located in the glove compartment of
the vehicle and turn it in to their supervisor. The operator should make every effort to
take photographs of the scene and damage to the vehicles involved.
7. Should there be a need for towing services, passenger vehicles under the Vehicle
Management Control Center (VMCC) program shall call the 24-hour hotline at
(866)857-6866 for roadside assistance. All vehicles and equipment not under the
VMCC program shall call a local towing company.
8. If there are no injuries involved in the accident, the driver may still be required to file
a report with the Division of Motor Vehicles as to the extent of the property damage
involved. The driver is responsible for contacting the Division of Motor Vehicles within
five (5) days of the accident to determine if a report will be required.
Supervisor Responsibilities:
1. Supervisors shall conduct an accident investigation and complete the Supervisor’s
Accident/Incident Investigation Report Form in accordance with Chapter 1, Personnel,
Article VX of the County Policy Manual. Investigation should take place at the scene
of the accident when practical.
2. Supervisors shall forward the Accident/Incident Investigation Report Form, the
insurance accident card and photographs to the Department Head for Review.
3. The Department Head shall review all accident investigation documentation and
forward to the Department of Budget & Finance Accounting Manager, Department of
Human Resources Risk Management Coordinator, and the Department of General
Services within twenty-four (24) hours of the accident or the Monday following an
accident that occurs on a weekend.
d. Accident Review
The Risk Management Coordinator shall be responsible for the review of events
surrounding accidents involving County owned vehicles/equipment. As a result of the
review, findings may be made as to whether an accident was “Preventable” or “Not
Preventable” and recommendations may be made for procedures to put in place to prevent
future similar accidents. The findings and recommendations will be presented to the
County Administrator for review and action, if necessary.
Any corrective actions of an administrative or disciplinary nature resulting from the
findings of the accident review process may be considered and administered by the County
Administrator or the appropriate Department or Agency Head. Should disciplinary action
be necessary, the employee has the right to appeal in accordance with Chapter 1, Article
VIII of the County Personnel Policies and Procedures Manual.
Section 1.5
(Revised September 17, 2015)
Miscellaneous
a. Monitoring Vehicle Use - The County Administrator or Department Head or Agency Heads
shall carefully monitor and take necessary action to preclude operations that are contrary
to the policies and procedures herein.
b. Citizen Complaints - Complaints regarding the use or operation of County vehicles shall
be directed to the Risk Management Coordinator and the Director Department of Human
Resources. The Risk Management Coordinator and the Director of Human Resources Upon
receipt, the appropriate Department Head or Agency Head shall coordinate with the
appropriate Department Head or Agency Head to investigate the complaint and report to
the County Administrator the results of the investigation and any corrective action taken
regarding the complaint or recommended employee disciplinary action. The County
Administrator’s Office shall report the results of its investigation to the Human Resources
Department The Risk Management Coordinator shall maintain any files related to the
citizen complaint for the purposes of record retention.
c. Supervisory Responsibilities - Department Heads and Agency Heads shall ensure that
before their employees and volunteers are permitted to operate a County vehicle, drivers
are properly trained in its use; in procedures to be followed should they be involved in an
accident with a County vehicle; in the procedures for refueling vehicles with the automated
card system; in basic maintenance responsibilities of the operator (checking tires, oil level,
lights, etc.) and in preventive maintenance services as defined in Article IV, Fleet
Management. In addition, each authorized driver, whether a full time County employee or
volunteer worker, will be fully briefed on County and departmental personnel policies
pertaining to operator negligence and damage to County property.
d. Emergency Repairs - Should emergency repairs (i.e. flat tire) be necessary while a County
vehicle is within the County, the driver shall notify his/her immediate supervisor and/or the
Department of General Services to have the required towing and/or repairs performed. For
more information, refer to Article IV, Fleet Management, Section 4.3, Maintenance and
Care of Vehicles and Equipment, 3. Repairs.
While traveling outside of the County, the driver should attempt to contact the Department
of General Services for guidance.
e. Vehicle Security - Security of a County vehicle is the operator’s responsibility.
Unattended County vehicles will be locked at all times. Operators may be responsible for
loss of County property from an unsecured County vehicle.
f. Prohibition of Smoking, Eating, Drinking and Wireless Device Use - Smoking and/or the
use of tobacco products is not permitted in County vehicles. Additionally, eating, and
drinking while operating a County vehicle is prohibited. The use of County wireless
devices (including mobile phones) while operating a vehicle is prohibited. Operators shall
pull the vehicle off the main traffic lanes or utilize “hands-free” devices in the event the
operator needs to use a wireless device.
g. Taxation on Personal Use - Employees authorized to use a County vehicle for personal
transportation to and from the employee’s residence will be subject to the regulations of
the Internal Revenue Service and taxed accordingly.
h. Vehicle Identification - All service vehicles utilized by County departments will be
identified with the official logo, departmental designation, and color scheme as designated
by the County Administrator.
i. Pool Vehicles - All vehicles that are housed at the Courthouse Complex, and are not
assigned to a Department/Agency for a specific purpose will be considered Pool Vehicles
and are available for use by all County Departments/Agencies., except for those employees
with assigned vehicles. Maintenance of these Pool Vehicles will be the responsibility of the
Department of General Services. For Pool Vehicle check out and protocol, contact the
Department of General Services at (757)365-1658.
All County pool vehicles should be reserved at least one (1) day prior to use. This is to be
done in the following manner:
1. Check reservation board/calendar and make certain the vehicle is not already reserved.
(The reservation board/calendar is located in the Human Resources Department)
2. Operators must sign out the vehicle before picking up the keys. The keys and sign-out
sheets will be located at the Human Resources Department. Keys must be returned to
the Human Resources Department as soon as use of the vehicle is completed. If the
vehicle is returned after normal business hours, the keys will be returned to the Human
Resources Department at the start of the next business day.
3. Operators shall not leave any trash or equipment in the vehicle. If the vehicle is
returned after hours, it should be cleaned out as soon as possible on the following
business day.
4. The gas tank on any vehicle returned must have a minimum of three-fourth (¾) tank of
gas. The operator must fill it after use of the vehicle. If the operator cannot fill it upon
return, then it must be done at the start of the following business day.
j. Toll Charges - Toll charges incurred during travel in a County vehicle are the responsibility
of the Department/Agency.
k. Loss of Keys - It is the responsibility of the Department/Agency assigned to the vehicle to
cover all costs associated with keys being lost, stolen or locked-in a County vehicle. This
includes all Pool Vehicles and includes costs such as, duplicate keys, locksmith services,
or damage to the vehicle resulting from forced entry by a County employee.
Section 1.6
(Revised September 17, 2015)
Violations
The County Administrator’s Office Department of Human Resources will review all violations of
this policy. Violations may result in the employee’s or volunteer’s loss of County driving
privileges and/or loss of the Department’s vehicle allocation.
ARTICLE II
Driving Standards
(Created April 3, 2008 as a separate Article originally part of Article 1, Revised September 17,
2015)
Section 2.0
(Revised September 17, 2015)
Applicability
The requirements of this policy are applicable to all individuals requiring authorization to routinely
or occasionally drive County vehicles. To ensure the safety of the employees and the citizens,
individuals who drive on behalf of the County must have an acceptable driving transcript.
Driver Licensing
Department Heads/Agency Heads are responsible for ensuring that their employees are properly
licensed and trained to operate County vehicles. A valid driver’s license as recognized by the
Commonwealth of Virginia is required to operate County vehicles. The basic license requirements
for passenger vehicles apply, as do the following additional requirements for heavy vehicles and
equipment operated on the highway:
Those persons required to operate or maintain a vehicle weighing 26,001 pounds or more, gross
vehicle weight rating (GVWR); or designed to carry 16 or more passengers, including the driver;
or used to transport hazardous materials required to be placarded by federal law, must have a
Virginia Commercial Motor Driver’s License (CDL).
Section 2.1
(Revised September 17, 2015)
Driving Records
A valid driver’s license recognized by the Commonwealth of Virginia for the appropriate class of
vehicle or equipment which will be operated is required if such vehicle or equipment operation is
specifically required in the job description. During the hiring and volunteer selection process, the
County will make a conditional offer of employment to those job applicants, and will conditionally
approve those prospective volunteers, who will be required to operate a County vehicle as a bona
fide occupational or volunteer qualification for the position for which the job applicant or volunteer
is applying. The prospective employee or volunteer shall secure a copy of their current (less than
thirty (30) days old) Department of Motor Vehicle (DMV) driving record at the prospective
employee’s or volunteer’s own expense and shall provide the record to the hiring or volunteer
supervisor. The supervisor will forward the DMV record of the prospective employee or volunteer
to the Department of Human Resources Department (to be maintained in the applicant’s folder).
Prior to a Volunteer, with the exception of Fire and Rescue Volunteers, being required to operate a
County vehicle, he/she must undergo a verification of valid driving license status, as well as review
for adherence to County Driving Standards as outlined within the policy. This verification is to be
conducted by the Department Director of the department in which the volunteer is volunteering,
in conjunction with the Human Resources Department as needed. Fire and Rescue Volunteers
operating County vehicles will be subject to the terms outlined in the executed Vehicle Use
Agreement due to the unique driving requirements associated with such volunteer assignments.
No final acceptance of a prospective volunteer or final offer of employment will be extended unless
and until the Department of Human Resources receives an acceptable and current DMV driving
record as specified in this policy. Conditional hiring decisions shall not be delayed due to the
failure of a job applicant to timely provide an acceptable and current DMV driving record.
The County at its sole discretion may withdraw a conditional offer of employment due to the failure
of a job applicant to provide their DMV driving record, or if the DMV driving record does not
prove valid licensure or acceptable driving standard as required herein.
ARTICLE V
Use of County Equipment
(Adopted November 4, 2004; Revised September 17, 2015)
Section 5.0
Applicability
County employees, appointees of the Board of Supervisors, members of the Board of Supervisors,
Constitutional Officers’ staff that adhere to the County’s policies, volunteers, and all others who
are required to adhere to the County’s policies shall be governed by this policy when utilizing
County-owned equipment. Constitutional Officers and their staff not required to adhere to the
County’s policies, along with the Registrar, will use the County’s policy as a guide relative to the
use of County equipment. The members of the Board of Supervisors and Constitutional Officers
and their staffs will use this policy as a guide.
This policy shall apply to all users of County-owned equipment unless otherwise provided by the
Board of Supervisors.
Exceptions may only be granted on a case by case basis by the County Administrator or his/her
designee after a request from the Department/Agency Head.
Section 5.1
Authorized Use
The following examples are an attempt to cover most circumstances or conditions of use and
should not be considered all inclusive:
a. Official Use - County-owned equipment is authorized “For Official Use Only.” Such
equipment is to be utilized to perform the functions and to conduct the operations and
programs of the Department or Agency which is using the equipment. County equipment
may be utilized both within and outside of the County for official use.
b. Volunteers - Volunteer workers may operate County-owned equipment while acting within
the scope of their duties with the prior written approval of the appropriate
Department/Agency Head.
Section 5.2
Unauthorized Use
The following examples are an attempt to cover most circumstances or conditions of use and
should not be considered all inclusive:
a. Personal Use - County-owned equipment may not be utilized for personal purposes. At the
end of the normal workday, all County-owned equipment shall remain at designated
County facilities, unless the employee will be working away from a County facility and
requires the use of assigned County-owned equipment.
b. Prohibition of Alcohol and Illegal Substances - It is absolutely prohibited for County-
owned equipment to be utilized if the operator is impaired by, or under the influence of
alcohol, intoxicants, drugs, or illegal substances.
c. Notification - It is the volunteer or employee's responsibility to notify the appropriate
Department Head, Agency Head or County Administrator of any condition or situation
(medical or otherwise) which would impede his/her ability to operate County equipment.
The County reserves the right to revoke the volunteer or employee's authorization to
operate County equipment should such situations or conditions warrant.
BE IT FUTHER RESOLVED THAT, the Board of Supervisors hereby
amended and re-adopted Chapter 4: Fleet and Equipment Maintenance, Article IV
as follows:
ARTICLE IV
Vehicle and Equipment Maintenance and ReplacementFleet Management
(Adopted April 15, 2004, Revised September 17, 2015)
Section 4.0
Applicability
County employees, official appointees of the Board of Supervisors, members of the Board of
Supervisors, Constitutional Officers’ staff that adhere to the County’s policies, volunteers, and all
others who are required to adhere to the County’s policies shall be governed by this policy. The
members of the Board of Supervisors and Constitutional Officers and their staffsConstitutional
Officers and their staff not required to adhere to the County policies, along with the Registrar, will
use this policy as a guide relative to vehicle and equipment maintenance and replacementfleet
management.
This policy shall apply to all County vehicles and to all users of County vehicles unless otherwise
provided by the Board of Supervisors.
Exceptions may only be granted on a case-by-case basis by the County Administrator or his/her
designee after a request from the Department Head, Constitutional Officer, Agency Head or
County Attorney.
Section 4.1
Vehicle Responsibility
It shall be the responsibility of the employee to whom a vehicle or other equipment is assigned to
ensure proper maintenance, repair, state inspections and cleanliness. Any vehicle or other
equipment not assigned to an individual but to a department will be the responsibility of the
department head/designee.
As noted in the Vehicle Use Policy (Chapter 4, Article I, Section 1.9, Item j), maintenance of pool
vehicles is the responsibility of the Department of Public Works. Additionally, the Vehicle Use
Policy requires that operators not leave trash or equipment in the vehicle, and return the vehicle
with a minimum of one-half (1/2) tank of gas.
Section 4.2
State Inspections/Preventive Maintenance
Each responsible party, as set out in Section 2.1, shall ensure that its respective vehicles are
inspected in accordance with Virginia inspection schedules.
Additionally, each responsible party shall ensure its vehicles on mileage-based preventive
maintenance schedules are serviced (oil change, replace oil filter, fluids checked, etc.) every 5,000
miles or every six (6) months, whichever occurs first. Vehicles and equipment on hours-based
preventive maintenance schedules will be serviced in accordance with recommended
manufacturer’s specifications.
The Director of Public Works shall develop and administer a programmed maintenance plan for
all County vehicles which establishes levels of programmed maintenance, establishes frequency
and schedules for programmed maintenance, establishes maintenance/repair criteria and
establishes cost accounting and reporting procedures.
Preventive maintenance schedules shall be adhered to within the miles/hours noted on the dash
sticker of the vehicles and equipment. Failure to comply with scheduled maintenance or State
inspection is a violation of fleet policy and shall be viewed as misuse. The Director of Public
Works has the authority to remove from service any vehicles or equipment not being properly
maintained or in need of repair.
Section 4.3
Repairs
All necessary repairs shall be made in a timely, safe and economical manner at licensed automotive
repair shops with licensed mechanics as identified and provided by the Director of Public Works.
All repairs shall be made in accordance with the County’s Central Purchasing Policy, as contained
in the County Policy Manual.
Section 4.4
Emergency Repairs
In accordance with the Vehicle Use Policy (Chapter 4, Article I, Section 1.9, Item e), should
emergency repairs (i.e., repair or replacement of a flat tire) be necessary while a County vehicle is
within the County, the driver shall notify his/her immediate supervisor and/or the Department of
Public Works to have the required towing and/or repairs performed.
The Director of Public Works shall develop and distribute a set of guidelines to all departments
which shall serve to provide direction to individuals in those instances where a County vehicle
requires emergency repairs while travelling outside of the County and/or while travelling outside
of normal working hours.
Section 4.5
Recommended Vendors
A list of local authorized vendors is available from the Public Works Department. When quotes
are required in accordance with the County’s Central Purchasing Policy, these vendors may be
contacted. The list is subject to change and procurement procedures.
In some circumstances the vendor from whom a vehicle or piece of equipment was purchased may
be recognized as an authorized repair vendor, provided they perform such services as are needed.
In all other circumstances, open service agreements, as procured and established by the County,
shall be utilized.
Section 4.6
Vehicle/Equipment Replacement
Replacement of vehicles and equipment will be planned and programmed in the annual budget
cycle, unless deemed by the County Administrator to be an emergency. Requests for replacements
will be made to the Vehicle/Equipment Replacement Committee consisting of the Assistant
County Administrator, the Director of Public Utilities, the Director of Public Works and the
Director of Budget and Finance. The Committee will make replacement recommendations to the
County Administrator, as needed. Any emergency request for replacements made outside of this
process will be submitted in writing to the County Administrator and must include justifications
and possible funding sources.
Replacements shall be based on total cost to operate, mileage, and/or age. Total cost to operate
shall have the highest value. Total cost shall take into consideration cost to purchase replacements,
operational cost, maintenance cost, age, condition, and resale value. Replacements shall not be
based on personal preference. Determination of replacements shall take place during budget
preparation. Once a vehicle or equipment has been put out of service and the replacement has
been received, the replaced vehicle or equipment will be declared surplus and held for public
auction. The surplus equipment will not be put back in service again unless expressly authorized
by the County Administrator. Replacements shall not be used as a means of increasing the size of
the vehicular fleet. If a vehicle/equipment recommended for replacement is not replaced, repairs
necessary to ensure that the vehicle/equipment is safe and reliable will be accomplished until a
replacement is obtained.
Compact and mid-sized vehicles shall be specified whenever they can accomplish the mission for
which they will be utilized. Full-sized vehicles are to be purchased only when justification shows
that compact and mid-sized vehicles are not best suited for the intended mission.
Automatic transmissions shall be specified for automobiles and light trucks. Manual transmissions
may be specified only when an automatic transmission is not suitable for a particular application.
Requests for four-wheel drive vehicles may be approved when a compelling need can be
demonstrated.
Section 4.1
Defined Terms
DGS –Isle of Wight County’s Department of General Services
Equipment is defined as any vehicle requiring a valid Commercial Driver’s License (i.e. roll-off
trucks, knuckle boom, school buses, dump trucks); or heavy equipment (i.e. back hoes, excavators,
tractors, front end loader, etc.)
Fleet refers to both Vehicles and Equipment, as defined herein.
Pool Vehicles are defined as vehicles that are not assigned directly to a Department/Agency for a
specific purpose and are available for use by all County Departments/Agencies.
Vehicle is defined as a passenger vehicle that carries up to 15 passengers.
Vehicle Management Control Center (VMCC) Program is a state scheduling and tracking system
for vehicle repairs, preventative maintenance, fuel consumption, mileage, inventory, etc. This
program is for County vehicles using gasoline (unleaded) fuel only and requires the vehicles in
this program to use the state fuel card system (Voyager Fuel Card).
Voyager Fuel Card System is a card based system used for fueling gasoline (unleaded) vehicles.
Transportation Liaison is the person designated by a Department/Agency Head to internally
manage their vehicles and equipment.
Section 4.2
Roles and Responsibilities
County Administrator (CA) shall have ultimate authority over all decisions concerning fleet
management.
General Services Director, or designee, shall be responsible for the enforcement of all policies
and procedures concerning fleet management (i.e. assignments, utilization, maintenance, repairs,
and fuel). The Director will also be responsible for providing an annual operating budget
recommendation to the committee for additional/replacement fleet and Department/Agency fuel,
maintenance and repair budgets. All Pool Vehicle services will be the responsibility of the
Department of General Services.
Department/Agency Heads shall monitor and enforce all policies and procedures within their
respective Department/Agency. Provide annual reporting to the Director of General Services in
accordance with Section 4.8 for preparation of the annual operating budget.
Transportation Liaison shall coordinate all maintenance and repairs for assigned vehicles with
the VMCC, manage the state fuel card program (Voyager), ensure all payments are promptly
submitted for payment and provide necessary reporting to the Department of General Services.
Section 4.3
Maintenance and Care of Vehicles and Equipment
Each Department/Agency shall assign a Transportation Liaison, to be responsible for monitoring
and controlling the routine maintenance and repairs for fleet assigned to their Department/Agency.
For Vehicles using GASOLINE: The Department/Agency Head shall advise their drivers or
their designated Transportation Liaison to contact the Vehicle Management Control Center
(VMCC) for all servicing, repairs, breakdowns, and accidents.
For Equipment and Vehicles using DIESEL: The Department/Agency shall maintain them
in accordance with vehicle/equipment specific preventive maintenance schedules. Department
and/ or Agencies may contact the DGS for assistance in developing internal policies and
procedures.
a. Routine Maintenance:
The DGS recommends the Department/Agency Transportation Liaison and/or assigned drivers
routinely check their vehicles and equipment to ensure proper fluid levels and visually inspect
proper inflation of tires at least weekly and/or at the time of fueling.
The exterior of the vehicles and equipment should be washed, the interior vacuumed and the
windows cleaned as often as needed.
b. Preventative Maintenance:
Department/Agency shall coordinate all preventative maintenance services of assigned
vehicles and equipment. Preventative maintenance shall be performed at least once each 6,000
miles or six (6) months, whichever comes first. Equipment on hours-based preventative
maintenance schedules will be serviced in accordance with recommended manufacturer’s
specifications.
Vehicles using GASOLINE: All services shall be scheduled through the VMCC. The
VMCC will contact the Department/Agency assigned to a vehicle when services are due.
Assigned drivers or their designated Transportation Liaison shall communicate with and
follow the instructions from the VMCC. Such servicing is to include an oil and oil filter
change, an inspection of the air filter, chassis lubrication and a visual inspection of the
belts, hoses, tires, and fluid levels.
Equipment and Vehicles using DIESEL: The assigned Department/Agency shall
maintain preventative maintenance schedules internally and schedules shall be based on
recommended manufacturer’s specifications. The Department/Agency is responsible for
scheduling services directly with the vendor and should use a VMCC approved vendor
when feasible. All acquired services, regardless of VMCC approved vendor, must adhere
to the County’s Procurement Policy located in Chapter 2, Financial and Accounting,
Article I of the County Policy Manual.
c. Repairs:
Department/Agency shall coordinate all repair services of assigned vehicles and equipment.
Mechanical trouble or deficiencies concerning vehicles shall be brought to the attention of the
Department/Agency Head and/or designated Transportation Liaison.
Vehicles using GASOLINE: All needed repairs or vehicle component replacements shall
be scheduled through the VMCC. The Department/Agency Transportation Liaison will
coordinate with the VMCC when repairs are needed. All repairs exceeding $699 will
require approval from the Director of General Services or his/her designee prior to services
being performed.
Equipment and Vehicles using DIESEL: All needed repairs or vehicle component
replacements shall be scheduled by the Department/Agency assigned to the vehicle. The
Department/Agency is responsible for scheduling services directly with the vendor and
should use a VMCC approved vendor when feasible. All acquired services, regardless of
VMCC approved vendor, must adhere to the County’s Procurement Policy located in
Chapter 2, Financial and Accounting, Article I of the County Policy Manual.
d. Warranty or Recall:
Each Department/Agency shall ensure that warranty or recall notices are properly addressed
and reported to the Department of General Services.
Vehicles using GASOLINE: The Department/Agency Head or Transportation Liaison
shall contact the VMCC when warranty or recall notices are received. Any subsequent
work shall be coordinated and scheduled through the VMCC.
Equipment and Vehicles using DIESEL: The Department/Agency is responsible for
coordinating all warranty and recall work directly with the vendor or manufacturer. This
information shall be added to the Department/Agency’s internal vehicle records.
e. State Inspections:
Each Department/Agency shall ensure that their assigned vehicles are inspected in accordance
with Virginia state inspection schedules.
Vehicles using GASOLINE: Vehicle inspections shall be scheduled through the VMCC.
The VMCC will contact the Department/Agency assigned to a vehicle when inspections
are due.
Equipment and Vehicles using DIESEL: All inspections shall be scheduled directly with
the vendor by the Department/Agency assigned to the vehicle. All acquired services must
adhere to the County’s Procurement Policy located in Chapter 2, Financial and Accounting,
Article I of the County Policy Manual.
f. Towing:
Vehicles using GASOLINE: When a vehicle is inoperable, the driver shall call the VMCC
to arrange for towing or on-site repairs, or for the transportation of the driver and any
passengers to a safe location.
Equipment and Vehicles using DIESEL: The Department/Agency assigned to the vehicle
is responsible for contacting a local vendor for service. All acquired services must adhere
to the County’s Procurement Policy located in Chapter 2, Financial and Accounting,
Article I of the County Policy Manual.
g. Responsibility for Cost of Maintenance and Repairs:
Each Department/Agency shall ensure assigned vehicles and equipment are in good running
order, making repairs and replacing all vehicle equipment components when necessary.
Departments/Agencies shall be responsible for paying bills as allotted in their approved budget.
Vehicles using GASOLINE: The VMCC pays vendors directly for all vehicle services and
then invoices the Department/Agency that is responsible for the vehicle. The
Department/Agency is responsible for ensuring that charges are accurately billed and paid
in a timely manner.
Equipment and Vehicles using DIESEL: The Department/Agency Heads are responsible
for ensuring that charges are accurately billed and payment is made directly to the vendor
in a timely manner.
Section 4.4
Servicing Vendors
In accordance with the County’s Procurement Policy located in Chapter 2, Financial and
Accounting, Article I of the County Policy Manual, only vendors listed on the VMCC approved
vendor list will be consider an approved vendor.
In some circumstances, the vendor from whom a vehicle or piece of equipment was purchased
may be recognized as an authorized repair vendor, provided they perform such services as are
needed. If the vendor is not listed on the VMCC approved list, the Department/Agency Head shall
call the Department of General Services for instructions.
Section 4.5
Vehicle and Equipment Assignment
To insure full and proper utilization, the County vehicles and equipment are assigned by the
Department of General Services to a Department and/or Agency and managed by the
Department/Agency Head or Transportation Liaison. While the needs of a specific employee may
be used as justification for an additional assignment of a vehicle, the assigned vehicle is to be
under the control of the Department/Agency Head for use throughout the Department/Agency.
The assignment of a vehicle shall be reviewed annually during the budget process at the discretion
of the Director of DGS. Vehicle assignments will terminate upon notification by the Director of
DGS, unless the Department/Agency Head determines that the vehicle is no longer needed prior
to such notification.
1. Assignment Criteria:
Assignments will be approved only on the basis of one (1) of the following:
a. Law enforcement or emergency services – all vehicles shall be assigned vehicles.
b. An employee whose job duties require the constant use or continuous availability of a
vehicle or specialized equipment, which cannot feasibly or economically be either
transferred between Departments or Agencies. Such equipment may include medical
supplies, a monitoring or testing apparatus or other supplies, equipment or material
necessary to perform the Department/Agency’s mission or function.
c. An employee, on 24-hour call, who must respond to emergencies on a regular or continuing
basis where the emergency response is normally to a location other than the employee's
official work station.
d. The vehicle is used for essential travel on a routine basis for essential administrative
functions of the Department/Agency for which the use of a temporary assignment or
personal mileage reimbursement is neither feasible nor economical.
2. Request for Assignment:
Requests by Department/Agency for assignments are to be submitted to the DGS on the
FLEET-1 Form, "Application for Assignment of County Vehicle or Equipment" (Attachment
# 1) Completed form must be signed by the Department/Agency Head. The form should be
submitted at least 90 days prior to the need for the vehicle, when feasible.
3. Assignment - Informational Updates:
Departments/Agencies are to keep the DGS advised of any changes regarding vehicle and
equipment assignment, including changes in the principal assignee, location of vehicle or any
factors that may affect vehicle utilization. The FLEET-1 Form, "Application for Assignment
of County Vehicle or Equipment." (Attachment # 1) is to be used to advise DGS of any
changes.
4. Recall of Assigned Vehicles and Equipment:
The DGS has the authority to recall any vehicles or equipment to support County operations.
The process for recall shall be as follows:
The DGS shall notify the Department/Agency Head of the vehicle recall in writing.
The Department/Agency Head may appeal the decision to the Director of the DGS in
writing within 15 days.
The Director of DGS shall make a final determination of any appeals and notify the
appropriate Department/Agency Head within 30 days.
Section 4.6
Fuel Program
1. Unleaded Fuel: Fuel shall be obtained using the Voyager Fuel Card assigned to each vehicle.
Drivers MUST enter correct odometer readings, no tenths, into the card readers at commercial
self-service fueling sites.
Each card shall be assigned to a specific vehicle and only used for obtaining fuel for that
vehicle only.
It is the responsibility for the Department/Agency Head or designated Transportation Liaison
to run reports to ensure consistent and correct odometer readings are entered. Correct odometer
readings are critical to the VMCC system, and this requirement will be strictly enforced.
Improper fuel transactions identified by the VMCC or DGS will be reported immediately to
the respective Department/Agency who will have 15 days to investigate and respond to the
DGS.
Use only unleaded regular fuel in gasoline powered County-owned vehicles. Mid-grade or
premium blends are only to be used when regular is not available or the manufacturer requires
the use of high-octane fuel in the vehicle.
A directory of Voyager Fuel Card locations can be found at:
https:// www.fleetcommanderonline.com/app/public/merchantLocator.do
a. Voyager Fuel Card Program Responsibilities:
This card program is for gasoline (unleaded) fuel only and shall be managed in a manner
consistent with all applicable County accounting policies and procedures related to the use
of charge card programs. Department/Agency Heads assume ultimate responsibility for
employees’ use of the card, as well as the accountability for the physical security of the
fuel cards.
A Voyager Fuel Card assigned to a vehicle can be only be used to purchase either
regular unleaded gasoline or E85 if the vehicle is capable of using E85.
b. DGS Responsibilities:
Periodically monitors Department/Agency card usage activity for delinquent payments,
inactive cards, inappropriate purchases and proper mileage entry.
Ensures Department/Agency Fuel Card users and Transportation Liaisons receive
appropriate training and support from the fuel card vendor.
The DGS will electronically monitor all fuel card accounts in the program via the state
website. If a Department/Agency has questions regarding the Voyager Fuel Card
program, please contact:
Department of General Services at (757) 365-1658
2. Diesel Fuel: Fuel shall be obtained at designated County owned fueling stations or using the
purchasing card at commercial stations when authorized by the Department/Agency Head.
3. Payment of Bills: Departments/Agencies shall be responsible for paying bills as allotted in
their approved budget.
Vehicles using GASOLINE: Voyager pays vendors directly and then invoices the
Department/Agency that is responsible for the vehicle. The Department/Agency is
responsible for ensuring that charges are accurately billed and paid in a timely manner.
Equipment and Vehicles using DIESEL: The Department/Agency using a County owned
fueling station shall ensure drivers promptly inform the DGS of following;
Department/Agency name, driver’s name, vehicle/equipment number, number of gallons
and the date of the transaction. Charges will be based on the vendor’s average monthly
charge per gallon.
Section 4.7
Additional/Replacement Fleet
All budgetary requests for additional and replacement vehicles and equipment shall be planned
and programmed in the annual budget cycle by the DGS. Department/Agency requests shall be
submitted to the DGS as defined in Section 4.5, Assignments, using the FLEET-1 Form,
"Application for Assignment of County Vehicle or Equipment."
For all emergency replacement requests, Department/Agencies should contact the DGS.
Replacements shall be based on total cost to operate, mileage, and/or age. Total cost to operate
shall have the highest value. Total cost shall take into consideration cost to purchase replacements,
operational cost, maintenance cost, age, condition, and resale value. Replacements shall not be
based on personal preference. Determination of replacements shall take place during budget
preparation. Once a vehicle or equipment has been put out of service and the replacement has
been received, the replaced vehicle or equipment will be returned to the DGS. If a
vehicle/equipment recommended for replacement is not replaced, repairs necessary to ensure that
the vehicle/equipment is safe and reliable will be accomplished until a replacement is obtained.
Compact and mid-sized vehicles shall be specified whenever they can accomplish the mission for
which they will be utilized. Full-sized vehicles are to be purchased only when justification shows
that compact and mid-sized vehicles are not best suited for the intended mission.
Automatic transmissions shall be specified for automobiles and light trucks. Manual transmissions
may be specified only when an automatic transmission is not suitable for a particular application.
Requests for four-wheel drive vehicles may be approved when a compelling need can be
demonstrated.
1. Replacement Criteria for County Fleet:
County passenger vehicles will not be considered for replacement until they qualify for at least
one (1) of the following criteria:
a. Vehicle has over 85,000 miles.
b. Vehicle is more than seven (7) years old.
c. Vehicle has damage or needs repair that is greater than 80% of the NADA value.
d. Director of DGS has determined that the overall condition of the vehicle has deteriorated
to an “un-repairable” state.
2. Disposal Process for County Fleet:
Once a vehicle has met the disposal requirements and the Director of DGS has notified the
Department/Agency, the following steps shall be followed:
a. Removal of all seals, decals, and equipment from the vehicle.
b. Return the vehicle to the Department of General Services.
c. If the vehicle is not drivable, the Department/Agency Head should contact the DGS. The
DGS will make arrangements for the vehicle to be transported.
d. The DGS will process the vehicle for surplus, which includes notifying the Department of
Budget & Finance for asset management and fiscal purposes, as defined in Chapter 2,
Financial and Accounting, Article I, Central Purchasing and Article V, Fixed Assets.
Section 4.8
Annual Reporting Requirements
The Department of General Services will ultimately prepare the fleet budget recommendation to
the County Administrator each year. The Departments/Agencies should submit information to
DGS about their fleet needs for the upcoming fiscal year. DGS will then prepare a recommended
budget request.
Each Department/Agency with assigned vehicles and equipment will be responsible for submitting
an annual report to the DGS. The annual report shall include year, make, model, vehicle/equipment
identification number, current mileage, last inspection date, fuel, repair and preventative
maintenance costs (to include description of work performed) for each vehicle.
1. Vehicles using GASOLINE: A report from the VMCC will satisfy all annual reporting
requirements. The DGS will contact the Department/Agency directly, if discrepancies are
found in the VMCC report, in which case the Department/Agency Head will have 15 days to
reconcile the discrepancy.
2. Equipment and Vehicles using DIESEL: Departments/Agencies shall provide the annual
report as defined above directly to the DGS.
Section 4.9
Violation
Failure to comply with the Fleet Management Policy may result in disciplinary action, up to and
including termination. The Director of General Services has the authority to remove from service
any vehicles or equipment not being properly maintained or in need of repair.
ATTACHMENT A
FLEET-1 FORM
Department/Agency:Date:
Type of Request:Vehicle Assignment Details:
Class of Vehicle/Equipment:Date Needed:
Shared or Individual Use:Projected Annual Mileage:
Reason for Assignment Request:
4x4 Justification: Provide a description or rationale for 4x4 to include off road usage.
Size Justification: Provide usage justification for any vehicle larger than a compact car.
Year:License Plate Number:
Make:VIN:
Model:Current Mileage:
Additional Vehicle Information (if any; 4x4, specialized equipment, etc.)
ForREPLACEMENTVehicle/EquipmentRequestsOnly:Pleaseprovidethefollowinginformation
regarding the vehicle or equipment your requesting to be replaced, should your request be granted:
Select One
VehicleDescription (thissectiononlyneedstobecompletedifyouarerequestingapickup,SUV,cargovanor
heavy equipment). Please describe what you want; 1/2 ton, extended cab, etc.
Department of General Services
"Application for Assignment of County Vehicle or Equipment"
Select One
Select One
Isle of Wight County
Department/Agency Head
Department/Agency Transportation Liaison
Request for Additional Vehicle Approved YesNo
Request for Replacement Vehicle Approved YesNo
Request for Additional Equipment Approved YesNo
Request for Replacement Equipment Approved YesNo
The reason your request was denied:
Director, Department of General ServicesDate
Certification
Iherebycertifythattheinformationprovidedonthisformistruetothebestofmyknowledgeandthatthe
vehicle/equipment being requested is the most cost effective means that meets my mission requirements.
Date
Date
Department of General Services Use Only
BE IT FUTHER RESOLVED THAT, the Board of Supervisors hereby
removes Chapter 4: Fleet and Equipment Maintenance, Article VI as follows:
ARTICLE VI
Use of County Buses by Non-Affiliated Organizations
(Adopted April 7, 2005)
Section 6.0
Criteria
In order to properly obtain permission to use County buses, an organization must:
Be a (1) non-profit civic club, (2) service organization, or (3) a state or federal agency that
provides a public service to Isle of Wight County residents.
Submit a proper request on the required form, which is available from the Isle of Wight
County Department of Parks and Recreation.
Provide a certificate of insurance that sets liability limits of no less than $1,000,000.00 per
occurrence naming the “Isle of Wight County Board of Supervisors” as an additional
insured.
Provide payment to recover the operating cost of the vehicle requested, per the fee schedule
provided with the application.
Utilize a driver that is currently on, or qualifies for, placement on the list of County
approved drivers. All bus drivers must meet established qualifications and be approved
prior to the use of a bus.
All applications must be submitted no less than fourteen (14) days prior to the date of use
to the Director of Parks and Recreation for consideration by the County Administrator.
Section 6.1
Application
Application for Use of Isle of Wight County Buses
____________________________________________________________________________________
Name of Organization
____________________________________________________________________________________
Address of Organization
____________________________________________________________________________________
Contact Person Representing Organization
____________________________________________________________________________________
Position with Organization
____________________________________________________________________________________
Address
___________________ ____________________
Day Phone # Night Phone #
____________________________________________________________________________________
Vehicle being requested
____________________________________________________________________________________
Requested Date of use
____________________________________________________________________________________
Planned use of Vehicle
______________________________ _________________________________
Designated Driver Va. Drivers License #
______________________________ _________________________________
Insurance Carrier Term of Insurance
By signing this application I assure that the _________________ agrees to operate the vehicle in a safe
manner and will adhere to all rules as designated by the Vehicle Use Policy, as adopted by the Isle of Wight
County Board of Supervisors, and the regulations that are part of this application. In addition, we agree to
repair any damage that may occur during our use of such vehicle, and to return the vehicle clean and with a
full tank of fuel.
________________________________ __________________ ___________
Signature Title Date
____________ _____________ ___________________________________
Approved Not Approved County Administrator
Bus # Assigned _______________ Approved as to Form:
___________________________________
Mark C. Popovich
County Attorney
Section 6.2
Fee Schedule for Use of Bus Managed by the Department of Parks and Recreation
Within Isle of Wight County – Base Fee $25.00 Plus $.50 per mile
Outside of Isle of Wight County – Base Fee $50 Plus $0.50 per mile
*Traveling from Nike Park to Newport News or Hampton will qualify for the in County
base rate.
Adopted this 17th day of September, 2015.
_______________________________
Rex Alphin, Chairman
__________________________
Carey Mills Storm, Clerk
Approved as to Form:
___________________________
Mark C. Popovich, County Attorney
Sept 15, 2015/CBM/Nonprofit Tax Exemption Policy
ISSUE:
Resolution – Eliminate Parks and Recreation Program Fee Review
Policy (Chapter 2, Financial and Accounting, Article VI) and Establish
a Nonprofit Organization Tax Exemption Policy of the County Policy
Manual
BACKGROUND:
Proposed for the Board’s consideration is an amendment to Chapter 2,
Article VI of the County Policy Manual to eliminate the Parks and
Recreation program fee review policy and to establish a Nonprofit
Organization Tax Exemption policy.
Parks and Recreation program fees are currently reviewed annually as
part of the annual budget development process.
The County does not currently have a policy that addresses the criteria
or process by which nonprofit organizations apply for and are granted
such exemptions. The County has been following general criteria
outlined in Section 58.1-3651 of the Code of Virginia to review tax
exemption requests. Currently, there are 21 parcels owned by nonprofit
organizations with an assessed value of approximately $3M that have
been approved for tax exemption. It is recommended that Chapter 2,
Article VI be replaced by the attached resolution to provide a policy
outlining the application requirements, procedures, and criteria to
evaluate tax exemption requests from nonprofit organizations.
BUDGETARY IMPACT:
None
RECOMMENDATION:
Adopt the attached resolution.
ATTACHMENT:
Resolution
ISSUE:
Matters for the Board’s Information
BACKGROUND:
The matters attached to this Board report are included as a means of
providing information to the Board relative to matters of interest. These
items do not require any action by the Board.
RECOMMENDATION:
For the Board’s information.
ATTACHMENTS:
1. Monthly Reports: Tax Levies & Collections as of August 2015;
Cash Position; and, Statement of the Treasurer’s Accountability
2. Isle of Wight County Monthly Fire/EMS Call Summary and Other
Statistics FY 2014/2015
3. Isle of Wight Cooperative Extension Monthly Activity
Report/August
4. Isle of Wight Website Statistics/August 2015
5. Solid Waste Division Litter Pickup
6. Quarterly Financial Report Detail (4th Qtr. FY15) & Presentation -
8-27-15
7. Annexation Presentation – 8-27-15
8. Gatling Pointe Waterline Presentation – 8-27-15
9. VACo Region 1 Hosting – Wednesday, September 23, 2015 @
7:00 p.m.
10. Rushmere Community Meeting – Tuesday, September 29, 2015 @
7:00 p.m.
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VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY
Extension is a joint program of Virginia Tech, Virginia State University, the U.S. Department of Agriculture, and state and local governments.
Virginia Cooperative Extension programs and employment are open to all, regardless of age, color, disability, gender, gender identity, gender expression, national origin, political
affiliation, race, religion, sexual orientation, genetic information, veteran status, or any other basis protected by law. An equal opportunity/affirmative action employer.
Invent the Future
Virginia Cooperative Extension
Isle of Wight County
17100 Monument Circle, Suite B
Isle of Wight, VA 23397
757-365-6261 Fax: 757-357-9610
email: jaashle2@vt.edu
www.vt.edu
Isle of Wight Extension Report
August 2015
Janet Spencer, Extension Agent, Agriculture & Natural Resources
Valerie Nichols, Unit Administrative Assistant
Agriculture
Continued to provide support and coordination for the Isle of Wight Master Gardeners
(65 active members) and the Historic Southside Master Naturalist Chapter (50 active
members)
Transcribed and mailed the Isle of Wight Ag News newsletter: mailed 130 and emailed
49
Continued planning and preparation for the Field and Garden tent at the IOW County
Fair
Provided approximately 7 soil sample kits to local residents
Provided information to 12 individuals concerning pesticide application requirements,
soil sampling, land rent, crop variety selection, soil fertility, crop budgets, lawn pests,
tree diseases, and vegetable pests.
Continued operation of the Isle of Wight Master Gardener Helpline
Master Gardner Plant Clinics continued at the Smithfield Farmer’s market
Implemented a canning class for 6 Master Gardener Volunteers.
Continuation of gardening workshops held at Carrollton Library taught by local Master
Gardener volunteers
Coordinated and implemented the water testing program results meeting
Obtained Private Pesticide Applicator Recertification approval for an upcoming field day
to be held at the Tidewater AREC
Continued preparations for presentations to be made at the Mid-Atlantic Horticultural
Symposium to be held in January.
Participated in the Virginia Master Naturalist Regional Conference held in Wakefield.
Spencer served on a coordinator’s panel and led a “Bio-Blitz” event for insect collection.
Attended the VA/NC Cotton Field Day held in Suffolk at the Tidewater AREC
Attended by invitation a round table meeting in Franklin with the National Peanut Board
to discuss current issues facing peanut producers in Virginia
Attended the Peanut Soil & Water Conservation District monthly meeting in Smithfield
Began initial planning for adult gardening classes for the Paul D. Camp Encore Learning
series
VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY
An equal opportunity, affirmative action institution
4-H Youth Development
Collected multiple entries for various 4-H contests to be held at the Isle of Wight County
Fair
Continued coordination and planning for the 4-H Tent at the IOW County Fair. Multiple
shows and activities, as well as displays will be provided.
Outreach and Administrative
Spencer and Nichols updated the IOW Extension office’s Civil Rights files
Spencer provided information for two individuals via the eXtension “Ask an Expert”
program
Face-to-face: 150
Calls: 95
Emails: 500
MEMORANDUM
TO: Tony Wilson, Public Works Administrator
FROM: Ralph Anderson, Solid Waste Division Manager
SUBJECT: Solid Waste Division Litter Pickup
DATE: September 1, 2015
I. Solid Waste Division, with the help of the Western Tidewater Regional Jail
Workers, continues to make an effort to keep the County roadways clean. Litter
pick‐up has been at a standstill during the month of August due to the focus on the
recycling program and limitation on the available number of Work Release inmates
from the Western Tidewater Regional Jail.
The following is a list where litter is scheduled to be picked up during the month
of September 2015:
Old Stage Hwy: Rte 10 to Berry Hill Rd
Berry Hill Rd: Rte 10 to Old Stage Hwy
Foursquare Rd: Courthouse Hwy to Ting Rd
Titus Creek Rd: Nike Park Rd to Smith`s Neck Rd
Scott`s Factory Rd: Courthouse Hwy to Turner Dr
Bethel Church Ln: Waterworks Rd to Blair`s Creek Dr
Turner Dr: Benns Church Blvd. to Scotts Factory Rd.
Sunset Dr: Courthouse Hwy. to Buckhorn Dr.
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MEMORANDUM
DATE: September 11, 2015
TO: Anne F. Seward, County Administrator
FROM: Don Robertson, Director of Information Resources & Legislative
Affairs
RE: Rushmere Community Meeting
_____________________________________________________________
Per the request of Supervisor Rudolph Jefferson, staff is planning to hold a
community meeting to provide an update to citizens in the Hardy District
relative to overall progress in the County and to provide information regarding
the upcoming dredge project at Tyler’s Beach.
The community meeting is scheduled to be held at 7:00pm on September 29,
2015 at the Rushmere Volunteer Fire Department.
cc: The Honorable Board of Supervisors
Mark C. Popovich, County Attorney
July 16, 2015/MCP/ Petitions for Payment of Contributions
ISSUE:
Petitions for the Payment of Contributions to the Carrollton and
Windsor Volunteer Fire Departments
BACKGROUND:
At the request of the petitioners, the Board deferred action on the
petition for payment until its regular meeting on September 17, 2015.
At its regular meeting on July 16, 2015, the Board directed that the
County Attorney to continue negotiations with the Carrollton and
Windsor Volunteer Fire Departments’ legal counsel and that this
matter be tabled for further consideration by the Board at its August
27, 2015 meeting.
On June 12, 2015, the County received a Petition for the Payment of
Contributions to the Carrollton Volunteer Fire Department and a
Petition for the Payment of Contributions to the Windsor Volunteer
Fire Department in accordance with Section 15.2-1245 of the Code of
Virginia (1950, as amended). In compliance with that same section,
the attorney for both departments was notified, by certified mail, that
the Board of Supervisors would consider these claims at its regular
meeting of July 16, 2015.
The petitions for each department stem from the Board of
Supervisors’ decision to withhold contribution funding as a result of
each department’s failure to come to agreement with the Board of
Supervisors on the proposed Facility Use Agreement for each station.
BUDGETARY IMPACT:
None
July 16, 2015/MCP/ Petitions for Payment of Contributions
RECOMMENDATION:
Following presentation of the claims, adopt a motion denying the
claims made by the Windsor and Carrollton Volunteer Fire
Departments for payment of contributions.
ATTACHMENT:
- Petition for Payment of Contributions by the Windsor Volunteer
Fire Department
- Petition for Payment of Contributions by the Carrollton Volunteer
Fire Department
September 16, 2015/mcp/Livestock Running-At-Large
ISSUE:
Livestock and Poultry Animals Running-at-Large
BACKGROUND:
At its regular meeting on June 18, 2015, the Board of Supervisors
adopted revisions to Chapter 3, Animals and Fowl, of the Isle of
Wight County Code. The action taken, however, excluded
proposed language that would have prohibited livestock and
poultry animals from running-at-large. The proposed language
was as follows:
(d) It shall be unlawful for the owner of any livestock or poultry to permit
the same to run at large beyond the limits of the boundaries of the lot or
tract of land where such animal is normally or regularly confined. For
purposes of this subsection, the boundary lines of each lot or tract of land
within the county shall be a lawful fence as to livestock and poultry
domesticated by man.
During the Board’s discussion, concerns were raised as to how
such a provision would be enforced and whether or not animal
control officers would have discretion relative to enforcement of
such a provision. The Board directed the County Attorney and
Chief of Animal Control to review the proposed language relative
to the Board’s concerns.
The County Attorney and Chief of Animal Control have discussed
the Board’s concerns and, as originally expressed by the Chief of
Animal Control, it is their belief that the language originally
proposed would give animal control officers the necessary
discretion as it relates to enforcement of such a provision.
BUDGETARY IMPACT:
There is no budgetary impact.
September 16, 2015/mcp/Livestock Running-At-Large
RECOMMENDATION:
Direct the County Attorney to properly advertise an amendment to
Chapter 3, Animals and Fowl, to include the proposed language as
presented.
ATTACHMENTS:
None
September 17, 2015/cbm/Motion – Continue Brd meeting to Sept. 24
ISSUE:
Motion to Continue the September 17, 2015 Board of Supervisors’
meeting to September 24, 2015 for Purposes of the Board of Supervisors’
Strategic Planning Retreat
BACKGROUND:
The Board of Supervisors is scheduled to hold its annual retreat on
September 24, 2015 at the Isle of Wight Rescue Squad Training Room.
The Board may wish to adopt a motion to continue its regular meeting
of September 17, 2015 to September 24, 2015.
BUDGETARY IMPACT:
None
RECOMMENDATION:
Adopt a motion to continue the Board of Supervisors’ meeting to 8:30
a.m. on September 24, 2015 at the Isle of Wight Volunteer Rescue Squad
Training Room.
ATTACHMENTS:
None