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04-16-1998 MeetingBOQK 17 ~~:;' X62 MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE. SIXTEENTH DAY OF APRIL IN THE YEAR NINETEEN HUNDRED NINETY EIGHT PRESENT: Robert C. Claud, Sr., Chairman O. A. Spady, Vice-Chairman Phillip A. Bradshaw Henry H. Bradby ALSO PRESENT: MacFarland Neblett, Resident. Engineer, Virginia. Department of Transportation ABSENT: Malcolm T. Cofer ~,. Also Attending: H. Woodrow Crook, Jr., County Attorney W. Douglas. Caskey, County. Administrator Donald T. Robertson, Assistant to the County Administrator/Director of Human Resources .Carey H. Mills, Recording Secretary Chairman Claud called the meeting to order. at 5:00 p.m. for the purpose of a meeting with MacFarland Neblett, Resident Engineer, Virginia Department of Transportation. // Jonathan W. Hartley, Director of Planning and Zoning, noted the purpose of the meeting is to discuss the method for which private roads can become State maintained roads, specifically the roads of Poplar Drive, South Shore Drive, South Johnson Avenue and Duke's Lane. Chairman Claud asked the Resident Engineer to address what is expected of .the County and how much can VDOT assist the County in the process of taking South Johnson Avenue into the State system. Addressing Chairman Claud's inquiry, Mr. Neblett advised that on rural addition roads, VDOT requires a 50 foot right-of--way although, in some instances, a minimum of 40 feet can be accepted. If there are issues dealing with permanent obstructions which can not be easily relocated, i.e., graves, VDOT, expects the County to guarantee the necessary right-of--way. VDOT reviews a road to determine if it qualifies for service and notes any obvious items that need to be relocated-such as utilities, private systems, underground utility lines such as water, telephone, electric or cable TV lines. VDOT would expect the County. in these cases to meet with the utility companies and have any conflicts resolved. The majority of these roads are dead-end roads or roads that do not end in connector roads and, therefore, some type of turn-around must also be 1 1 1 aooK~ 17 :: ~;~3 1 established, such as a cul-de-sac which would require additional right-of-way outside of the normal 40 or 50 foot road right-of--way. Mr. Neblett noted normally some type of research is necessary to determine if there is an available right-of--way or if right-of-way needs to be established and the County would also be expected to perform this research. Supervisor Bradshaw inquired if VDOT could pursue the paving of South. Johnson Avenue -which already has the required 50 foot right-of--way. Mr. Neblett replied that VDOT could probably .proceed once some type of turn-around is established and any underground utilities which need relocating are determined. VDOT would also need to determine if a speculative interest situation .exists. Once these items are addressed, the administrative work normally takes between 90-180 days. Mr. Neblett advised that at some point the County will need to hire a surveyor who can. provide the County with a plat. Chairman Claud inquired if the County hired a surveyor,. could the County take this expense from the revenue sharing funds. Mr. Neblett responded this is a possibility, although the funds could not be taken from the actual construction money. 1 Mr. Hartley noted the prior Director of Planning and Zoning's proposal was that if funds were expended to take a road into the State system, these funds would then be deducted from next year's revenue sharing contribution. Chairman Claud requested that a meeting be scheduled concerning South Johnson Avenue to include Mr. Neblett, the property owner, Mr. Hartley and a surveyor .obtained by staff. Chairman Claud clarified that if there are underground utilities, the County is responsible for locating same and determining its depth. Mr. Neblett noted once this is accomplished, the County must adopt a resolution guaranteeing VDOT a free and unencumbered right-of--way. Once the route number is assigned, VDOT will determine how much money is available in the Rural Addition fund. .Supervisor Bradby noted that Poplar Drive would not require aturn-around as it ties into South Shore Drive, which is already accepted .into the State system. 1 Mr. Neblett stated that while Poplar Drive is a case of connecting two existing State roads, VDOT will require that a surveyor verify that the existing road is not outside the platted right-of--way. 1Vir. Neblett noted staff must also determine if speculative interest is involved and who owns the vacant lots because the owners would be expected to contribute funds to .improve the road. Supervisor Bradshaw noted South Shore Drive has utility telephone poles 2 800K 1~ -,; U~~ which would probably need relocating. Mr. Neblett confirmed there are several poles which appear to be inside the platted right-of--way on South Shore Drive. which will most likely have to be relocated. Supervisor Bradshaw inquired if VDOT will require aturn-around on Duke's Lane. Mr. Neblett responded under today's policy, some type of turn around is required. In summary, Supervisor Bradshaw concluded that the County must obtain a surveyor, verify the necessary right-of--way and the location of any utilities. The County should schedule a meeting to include the Resident Engineer, surveyor, County staff and the appropriate Board member. If VDOT's standards .are satisfied, the County could then proceed with adopting an appropriate resolution, stated Supervisor Bradshaw. Responding to Mr. Hartley's request that the Board be briefed on the status of Laurelwood Drive, Mr. Neblett. noted there are several existing poles that contain guy wires and it must be confirmed that they will not interfere with the cutting of ditches. Mr. Neblett further noted there is a problem with right-of--way and a some of the poles will require readjusting. Mr. Neblett stated VDOT will look to the County to bear any expense related to the relocation of utilities. Mr. Neblett noted he would contact Mr. Hartley in an effort to set up a meeting next week. Mr. Hartley .noted it was his understanding .that. in order to move these roads forward, the County must make arrangements for a surveyor to meet with him,. Mr. Neblett and each Board member in each respective area, discuss what remains to be done and send a surveyor out to verify what is there and show, by way of a plat, what remains to be done. Supervisor Bradshaw requested Mr. Hartley to take notes as what he perceives as a course of action that the County must take . in order to .move. forward with these projects. Further, these notes should be forwarded to the Resident Engineer to get his verification and carbon copy the Board. Supervisor Bradshaw explained he wanted in writing a representation of what everyone understands they should be doing.. Supervisor Spady noted that over the last several months there have been residents who have requested their private roads be taken into the State system, such as Gayle Way. He suggested staff check the records to determine if there is any speculative interest involved in these requests. If so, and the property owner that has a speculative interest is interested in participating, then the County can proceed. 1 3 BOQN ~ 17 ,p :. t.~~l There being no further discussion, the Board concluded its work session with the Resident Engineer. //////77~ ///~ Robert C. Claud, Sr., Chairman ,~ W. Dou as key, C1 4