04-02-1996 Continued Meeting~oe~ ~6 ~ E?2
CONTINUED MEETING OF THE. ISLE OF WIGHT COUNTY BOARD OF
SUPERVISORS HELD THE SECOND DAY OF APRIL IN THE YEAR
NINETEEN HUNDRED NINETY SIX
PRESENT: Phillip A. Bradshaw, Chairman
Henry H. Bradby, Vice Chairman
O. A. Spady
Robert C. Claud
Malcolm T. Cofer
Also Attending: H. Woodrow Crook, Jr., County Attorney
W. Douglas Caskey, County Administrator
Carey H. Mills, Assistant Clerk
Chairman Bradshaw called the meeting to order at 3:30 p.rn.
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County Administrator Caskey stated the Board was previously
advised by staff that the Jones Creek dredging project was on hold because
the 1996 Federal budget did not include funding for further activities for
this project. Mr. Caskey stated staff forwarded a Letter of Intent to the
Corps of Engineers indicating the County's support for the project and
further corresponded with the County's congressional delegation. Mr.
Caskey stated the County was advised by letter dated Mazch 26, 1996 from
Colonel Robert H. Reardon, Jr., Corps of Engineers, that funding is now
available for this project.
County Administrator Caskey stated the Boazd was previously briefed
on the possibility of the Boazd considering the need for a strategic planning
retreat. Mr. Caskey further stated Virginia Tech can provide a facilitator
should the Board desire. a structured retreat or the Board may wish to have
staff conduct a briefing session. Mr. Caskey stated there are a variety of
places where the retreat can be conducted and the facility owned by the
City of Suffolk located at Lone Star Lakes has been offered to the County
at no charge. Mr. Caskey stated the Board currently has very limited time
during their meetings to interact with staff on issues in the County.
Chairman Bradshaw suggested initially a retreat with staff and later
a facilitator be included after the groundwork has been laid.
Supervisor Claud stated he was receptive of a retreat with staff
although the advantage of a facilitator is that it would keep the Board
focused on what it is trying to accomplish.
Supervisor Cofer concurred with a one day retreat with staff in
August or September.
County Administrator Caskey stated he would bring additional
information to the Board at their May meeting regarding times and dates
for such a retreat in late August or early September.
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Supervisor Cofer moved the Board adopt the following resolution:.
RESOLUTION TO AUTHORIZE. SUBMISSION OF A GRANT
APPLICATION AND TO ACCEPT AND APPROPRIATE GRANT
FUNDS FROM THE COMMONWEALTH OF VIlZGINIA
DEPARTMENT OF YOUTH AND FAMILY SERVICES
WHEREAS, :the Board of Supervisors of the County of Isle of Wight,
Virginia is approving the development and submission of an application for
a Delinquency Prevention and Youth Development Act grant from the
Commonwealth of Virginia Department of Youth and Family Services for
the Office on Youth; and,
WHEREAS, the funds in the amount of eighteen thousand .eight
hundred fifty six dollars ($18,856) or as much as shall be received from the
Commonwealth of Virginia Department of Youth and Family Services need
to be appropriated to the Office on Youth line item in the 1996-97 budget
of the County of Isle of Wight.
NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVID by the
Board of Supervisors of the County of Isle of Wight, Virginia that eighteen
thousand eight hundred fifty six dollars ($18,856) or as much as shall. be
received from the Commonwealth of Virginia Department of Youth and
Family Services be appropriated in the 1996-97 budget of the County of Isle
of Wight.
BE IT FURTHER RESOLVED that the .County Administrator of the
County of Isle of Wight, Virginia is authorized to make the appropriate
accounting adjustments in the budget for this grant and to do all the things
necessary to give this resolution effect.
The motion was adopted unanimously (5-0).
Supervisor Cofer moved the Board adopt the following resolution:
RESOLUTION TO AUTHORIZE SUBMISSION OF A GRANT
APPLICATION AND TO ACCEPT AND APPROPRIATE GRANT
FUNDS FROM THE COMMONWEALTH OF VIlZGII~TIA
DEPARTMENT OF CRIMINAL JUSTICE SERVICES
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WHEREAS, the Board of Supervisors of the County of Isle of Wight,
Virginia is approving the development and submission of an application for
a Victim-Witness Assistance Program to the .Commonwealth of Virginia
Department of Criminal Justice Services; and,
WHEREAS, funds in the amount of thirty four thousand seven
hundred sixty two dollars ($34,762), or as much as shall be received from
the Commonwealth of Virginia Department of Criminal Justice Services
need to be appropriated to the Victim-Witness Assistance Program line item
in the 1996-97 budget of the County of Isle of Wight.
NOW, THEREFORE BE IT AND IT IS HEREBY RESOLVID by the
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Board of Supervisors of the County of Isle of Wight, Virginia that thirty four
thousand seven hundred sixty two dollars ($34,762), or as much as shall be
received from the Commonwealth of Virginia. Department of Criminal
Justice Services be appropriated to the Victim-Witness Assistance line item
in the 1996-97 budget of the County of Isle of Wight.
BE IT FURTHER RESOLVED that the County .Administrator of the
County of Isle of Wight, Virginia is authorized to make the appropriate
accounting adjustments in the budget for this grant and to do all things
necessary to give this resolution effect.
The motion was adopted unanimously (5-0).
Supervisor Bradby moved the Board adopt the following resolution:
RESOLUTION
WHEREAS, Mary W. Wells, along-time resident of the Rushmere
community of Isle of Wight County, Virginia, departed this life on March
25, 1996; and,
WHEREAS, Mary Wells served the citizens of Isle of Wight County
untiringly as an Extension Agent specializing in Home Economics from 1957
until her retirement in 1991; and,
WHEREAS, Mary Wells represented the County of Isle of Wight and
her community internationally as President of .the National Association of
Home Economists and locally on several boards and commissions; and,
WHEREAS, the Board of Supervisors of the County of Isle of Wight
are indeed grateful for the services rendered to the County by Mrs. Wells,
and it is their desire to formally express their sincere. gratitude and
appreciation; and,
WHEREAS, the untimely death of Mary Wells has removed one of the
most dedicated citizens of this Counly.
NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED that the
Board of Supervisors of the County of Isle of Wight sincerely regrets the
untimely death of Mary W. Wells, who faithfully served her fellow citizens.
BE IT FURTHER RESOLVED that the Board of Supervisors hereby
expresses to the family of Mary Wells their sincere sympathy for their loss
and its gratitude and appreciation for the time and effort so graciously
rendered to the County of Isle of Wight by the said Mary Wells, now
deceased.
The motion was adopted unanimously (5-0).
Regarding the issue of the Hampton Roads Partnership, County
Administrator Casket' stated the Board previously directed him to advise
the Chairman of the Mayors and Chairs Caucus of the County's willingness
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to participate on a per capita basis as opposed to a formula share. Mr.
Caskey stated the Board also requested the Director of Economic
Development to provide information relative to the Hampton Roads
Partnership, particularly as it relates to advantages in the area of economic
development.
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Lynn P. Harris, .Director of Economic Development, stated the
Hampton Roads Partnership stems from Plan 2007 and is different from the
other regional organizations (i.e., Future of Hampton Roads, Forward of
Hampton Roads, Sports Authority and the Urban Partnership) in that the.
Partnership will be involved in economic development, specifically
including transportation matters, developing ports, defense conversion
strategies and employment strategies. Ms. Harris stated the General
Assembly, at their last session, appropriated $3,000,000 for the development
of regional initiatives which will be funneled through the Partnership so
that if any regional plans are developed with .neighboring localities, these
funds will be available. Ms. Harris continued the Partnership is expecting
to receive $200,000,000 in three years for the localities to draw from. Ms.
Harris stated that while the funds are different, each locality has a vote.
Ms. .Harris stated demographically, the .County competes with the
communities of Gloucester, James City County and York County for grant
dollars for new industry.
Supervisor Spady stated he .does not believe the County. should
contribute $10,000 when Virginia. Beach is only contributing $15,000.
Ms. Harris stated the County is considered in the same realm as the
communities of Gloucester, James City County and York County.
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County Attorney Crook arrived at 3:55 p.m.
Supervisor Spady stated he would like to see the contributions more
representative of the population.
Supervisor Claud moved the Board adopt. the following resolution:
RESOLUTION IN SUPPORT OF THE
HAMPTON ROAD'S PARTNERSHIP
WHEREAS, the communities of Hampton Roads have experienced
employment and income growth well below other regions; and,
WHEREAS, the Chief Elected Officials in Hampton Roads have met
to develop a collective approach to addressing these problems; and,
WHEREAS, the businesses, industries, armed forces and educational-
sectors in Hampton Roads have acknowledged the region's economic.
situation and have indicated their desire to act cooperatively; and,
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WHEREAS, the above noted elements of the community have engaged
in a strategic planning process to give direction and priority to initiatives
necessary to improve the economic prospects of all the communities o€
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Hampton Roads.
NOW, THEREFORE, BE TT RESOLVED that the Board of Supervisors
of Isle of Wight County agrees to commit time, energy and resources to
further the goals of the Hampton Roads Partnership and to fund its
formulated share of the associated costs beginning with the remainder of
FY1995-96 and continuing through FY1996-97.
BE IT FURTHER RESOLVED that the Board of Supervisors encourages
the Chairman. to represent Isle of Wight County's interest as a member of
the Hampton Road's Partnership.
The motion was adopted unanimously (5-0).
County Administrator Caskey stated the County is currently
beginning the geographic information system project and requested the
Board's permission to authorize the County's consultants to locate a pair of
geodetic monuments at Nike Park and the old Smithfield High School
The Board indicated their approval.
County Administrator Caskey distributed a graphic state-wide
analysis of some of the demographic changes by locality. Mr. Caskey stated
the County's population has increased 10.8% since 1990 which placed the
County in a category of those localities increasing by 10% to 20%. Mr.
Caskey stated the County's rate of growth was greater than the City of
Suffolk
County Administrator Caskey announced that the Smithfield/Isle of
Wight County Library will be closed to patrons the fourth week of April in
order for library staff to complete barcoding of documents.
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Anne F. Seward, Director of Budget and Finance, stated the proposed
budget in the amount of $42,446,497 contains no increases in real estate,
personal property and Machinery and Tool tax rates and is a 7.3% increase
over the adopted FY1995-96 budget. Ms. Seward stated the local portion of
this revenue is approximately $23.6 million and 6.2% .over the prior year.
Ms. Seward stated the local revenue does represent approximately 56% of
the total budget. Ms. Seward stated for the Board's information is a
revenue summary which is comparative of the current fiscal year of the
thirteen major revenue categories and a revised revenue detail which
illustrates the breakdown of the projected revenues within those categories.
Ms. Seward stated the State Compensation Board has advised of its
contribution for the Constitutional Officers which has been incorporated in
the expenditure item and revenue side. Ms. Seward stated for the Board's
information are revised expenditure pages which include an increase from
$300,000 to $400,000 for road improvements per the previous direction of
the Board; a change in numbers as received from the State Compensation
Board for Constitutional Officers; and, a change in the rental amount for the
Electoral Board. Ms. Seward stated a change has been made as requested
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by the Board attheir previous meeting for fire services for the Smithfield
Volunteer Fire Department. Ms. Seward stated she did reduce the detailed
request of Parks and Recreation by $29,167 which gave them an overall
increase of 3%. Ms. Seward stated. the Governor has granted a premium.
holiday for the County's contributions on group life insurance which saved
the County approximately .$17,000. Ms. Seward stated she did adjust the
County's VRS figure as the numbers have been received from the State
Compensation Board for Constitutional Officers. Ms. Seward stated she
revised the amount for Social Services based on their revised request of
$654,000. Ms. Seward stated the School Board is requesting an 11.3%
increase over current fiscal year and she does recommend a 5.7% in-the
local funding which resulted in a decrease of their request of approximately
$782,000. Ms. Seward stated the Board at their last meeting .approved
$1,330 for the regional stormwater management program administered by
the Hampton Roads Planning District Commission which she included in
the budget.
Ms. Seward distributed a request from .the Registrar for $16,000 in
funding to replace two part-time positions with afull-time position. Ms.
Seward stated the Registrar currently has $10,000 in her budget which funds
two part-time positions and she would like to reduce the amount to $2,000
so that funds will be available for someone to answer the phones during
elections and have afull-time position added at $16,000.
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Supervisor Spady requested the Director of Budget and Finance to
contact other comparable localities to determine how many employees are
staffed in their Registrar's office.
Ms. Seward presented for the Board's information and consideration
a list of personnel requests detailing requested positions, regrades and
reclassifications.
Supervisor Cofer stated action should be deferred on regrades,
reclassifications and supplements until the pay and classification study is
received. Supervisor Cofer stated he does not believe two deputy treasurers
are necessary.
Supervisor Spady questioned the first salary of the Business License
position in the Commissioner of Revenue's office.
Ms. Seward replied "$22,500".
Supervisor Cofer stated Ms. James, who previously filled the Business
License position, has provided insight on the DMV position that the
Commissioner of Revenue will not need a 75% person to perform this job.
Ms. Seward stated she is recommending $17,000 for that position if the
Board wishes to fill it. Ms. Seward further stated. the County is currently
spending approximately $2,400 to modify the system so that some of the
manual calculations performed in .the past by this position that the
Commissioner of Revenue is seeking 50% funding for can be reduced. Ms.
Seward stated the Commissioner of Revenue currently has two part-time
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positions that are currently working full-time hours.
Supervisor Cofer stated he would be inclined to fill one position
which performs the functions of both positions, but not at $22,500.
Chairman Bradshaw stated he would recommend not filling either
position and grant the part-time position to see what happens. Chairman
Bradshaw stated if the Board does not grant the positions, they will be
forced to be efficient and change their operations.
Ms. Seward explained that the two positions were vacated
approximately two to three months ago and the Commissioner of Revenue
filled the positions with temporary part-time personnel until the budget
process. Ms. Seward stated the individuals work .eight hours a day,
however, they are funded on apart-time basis with no legal benefits. Ms.
Seward stated there may be a legal issue whether this can be done on a full-
time basis.
Supervisor Cofer stated if the individuals are working forty hours a
week he is not so sure they are not full-time employees and if .they request
benefits the County may be required to provide them with such.
Chairman Bradshaw stated the Commissioner of Revenue may wish
to address the possibility of utilizing co-op students.
Supervisor Spady asked if the Commissioner of Revenue has
requested additional positions from the Compensation Board.
County Attorney Crook stated the Commissioner of Revenue has
requested additional staff from the Compensation Board. County Attorney
Crook stated the Compensation Board reviews population with comparable
counties and provides compensation for staff on the same basis for each "
locality.
Supervisor Claud stated he is not in a position to say what staffing is
needed for the Commissioner of Revenue and a designated person should
get with the Commissioner of Revenue to provide a recommendation to the
Board.
Ms. Seward stated the issue is compounded in that the County has
individuals working in one office which receive different benefits because
the County's leave benefits are different from the State's benefits, i.e.,
different hour accruals on their sick and annual leave.
Supervisor Cofer suggested the Board defer the Commissioner of
Revenue's request while the Board considers it further.
Supervisor Cofer stated over the years there has been a net reduction
in the Inspections Department and he does believe there is a need for an
additional posi ion based on the number of subdivision plats, however, he
is not sure a Plans Examiner position must be a Grade 25.
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County Administrator Caskey suggested other localities be surveyed
in lieu. of the fact that the County has never had this position and
coordinate with DMG regarding the Pay Classification Plan under study.
Supervisor Cofer requested the County. Administrator to report back on the
grade.
Supervisor Spady asked if an additional custodian position is
necessary.
Ms. Seward stated Public Works has advised that there are too many
buildings for the current three workers and not enough time is allotted to
perform the necessary cleaning.
Chairman Bradshaw requested Ms. Seward to review the feasibility of '
contracting cleaning services.
Donald T. Robertson, Assistant to the County Administrator, stated
the County previously contracted cleaning services and the situation was
worse than it currently is because of the lack of oversight and .supervision.
Mr. Robertson explained the low bid receives the job and you get what you
pay for.
Mr. Robertson stated currently the custodians clean the Courthouse
complex, the libraries and the Paul D. Camp site at the old Smithfield High
School.
The Board concurred that an additional custodian position is needed.
Supervisor Spady requested staff check and advise the Board if the
custodians are cleaning the Health Department and other facilities that are
being leased by the County to another agency.
Supervisor Cofer requested staff to provide the Board with a list of
County-owned buildings that are cleaned by the custodians.
Ms. Seward distributed a letter from the Suffolk City Manager relating
to supplemental funding for .the Magistrates.
Ms. Seward stated the Capital Budget is currently under review by the
Capital Project Subcommittee and should be available for the Board's
consideration in the near future.
Ms. Seward stated. the Board was previously provided a copy of the
E-911 budget and included in the budget is $6,000 which would be saved
from the General Fund if these funds were pulled from the E-911 budget.
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Supervisor Claud stated regarding the Windsor Library, he would
recommend funds be allocated to automate the equipment. Supervisor
Claud stated he spoke with Bill Brown, Director of the Walter Cecil Rawls
Library, who strongly recommends -that automation be established.
Supervisor Claud stated Mr. Brown informed him that the library system
is reviewing agreements with the City of Suffolk to set up a network
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whereby not only does the Rawls system have access to the locations of
books, but also in Suffolk.. Supervisor Claud stated if the funds are not
included in the Operating Budget, then the Boazd should place the
appropriate funds in the Capital Budget to allow the automation to be
installed during the third quarter of the fiscal yeaz.
Supervisor Cofer stated this could be .included as capital
improvements.
Ms. Seward stated regarding the bookmobile service continuing in
Cazrsville, she is unclear if the County has any legal flexibility in requiring
Walter Cecil Rawls Library to continue this. service. Ms. Seward stated once
the County provides the Rawls Library with a contribution, the Rawls
Library can basically apply their funds to whatever they wish.
Chairman Bradshaw stated he has spoken with some of the affected
patrons and the service stop in Zuni is used by the Presbyterian School.
Chairman Bradshaw stated he would like to see the Windsor Library
become .established before cutting out this service.
Ms. Seward stated $14,000 is included in the Rawls Library budget,
however, since the Rawls .Library is recommending the services stop, it will
be up to the Library to apply these funds to the service and not use them
in other areas.
Supervisor Spady suggested Ms. Seward advise the Rawls Library that
the County is allocating $14,000 #o their budget for the bookmobile service
and if they don't keep the bookmobile, the amount will be reduced.
.Following discussion by the Board on the bookmobile stop at Ballards
Crossroads, the Board concurred that it would recommend this stop be
eliminated because the bookmobile can go to Walters.
Supervisor Cofer commended Ms. Sewazd for her work on the budget,
particularly in the length of time she. has been employed.
Supervisor Cofer moved the Board authorize staff to advertise the
School Board's budget, as presented to the Board, for public hearing at the
Board's April 18, 1996 meeting. The motion was adopted unanimously (5-
0).
Regarding fines and forfeitures, Supervisor Claud stated these figures
should be increasing rather than decreasing.
Supervisor Spady stated the year Steve Bowman left this figure began
dropping because he was running radar.
Ms. Seward noted trash collection, which is pending at this point, may
affect the expenditure side of the budget.
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County A"ttorney Crook requested an executive session pursuant to
Section 2.1-344 A7 of the Freedom of Information Act concerning legal
matters requiring the provision of legal advice by counsel and under
Section 2.1-344 Al concerning personnel matters.
At 4:57 p.m., Supervisor Claud moved .the Board enter executive
session for the reasons stated by the County Attorney. The motion was
adopted unanimously (5-0).
- Upon returning to open session at 5:25 p.m., Supervisor Cofer moved
the Board adopt the following resolution:
WHEREAS, the Board of Supervisors has convened an executive
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, 2.1-344.1A of the Code of Virginia requires a certification
by this Board of Supervisors that such executive 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 executive meeting to which this
certification resolution applies, and (ii) only such public business matters as
were identified in the motion convening the executive meetltig were heard,
discussed or considered by the-Board of Supervisors.
VOTE
AYES: 5
NAYS: 0
ABSENT DURING VOTE: 0
ABSENT DURING MEETING: 0
The motion was adopted unanimously (5-0).
W. Do key,
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At 5:26 p.m., Supervisor Cofer moved the Board adjourn. The motion
was adopted unanimously (5-0).
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hi~ A. Bradshaw, Chairman
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