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05-07-1998 Regular Meeting.1 `7 r'El( 80~A 11 '~ . ~= REGULAR MEETING OF THE. ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE SEVENTH DAY OF MAY IIV THE YEAR. NINETEEN HUNDRED NINETY EIGHT PRESENT. Robert C. Claud, Sr., Chairman O. A. Spady, Vice-Chairman Malcolm T. Cofer Phillip A. Bradshaw Henry H. Bradby 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 2:00, p.m. The invocation was delivered by Supervisor Cofer. // 1 ~~ Chairman Claud called for Special Presentations. G. Conoly Phillips, Chairman/Southeastern Public- Service Authority (SPSA), provided the Board with a brief presentation on the general operations of SPSA. Mr. Phillips notified the Board of the appointment ofJohn Hadfield as the Executive Director of SPSA following a national search. Mr. Phillips advised that SPSA's tipping fees will remain the same to municipalities this year and he is hopeful that such fees will either remain the same or be reduced in the future. Mr. Phillips noted. Standard and Poores graded.SPSA number four (4) of the top fifteen (15) regional authorities in the United States. Mr. Phillips further noted that SPSA is the number one (l) rated agency in America for agencies which have RDF and power plants. // Chairman Claud indicated: the following Consent Agenda included Item 2, A through J, and asked if there were any items for removal: Continued Meeting Minutes of March 30, 1998 Continued Industrial .Development Authority Meeting Minutes of April 2, 1998 Regular Meeting Minutes of April 2, 1998 HOME Program Resolution There being no items requested by the Board members for. removal, 90QN 1 ! :prr 1 UU Supervisor Cofer moved the Board approve. all items of the Consent Agenda. The motion was adopted .unanimously (S-0). // Chairman Claud called for Transportation Matters. Mr. Hartley .provided the Board with a recap of a meeting with the. Resident Engineer in which a listing of outstanding projects of interest to the Board .and citizens was reviewed, followed by a second quarterly meeting between staff and VDOT representatives. Mr. Hartley referred to a .letter contained in the agenda which was sent to the Resident Engineer on the procedures proposed to resurrect the Rural Addition Program and get the four (4) roads into the State's system.. Supervisor Bradshaw requested Mr. Hartley meet with the County Attorney to discuss .right-of--way lines. relative to the proposed .Route 260 Connector project. Supervisor Bradshaw further requested. Mr. Hartley set up a meeting with Franklin Equipment Company regarding a wider right-of--way which may be required for this .project.. Mr. Hartley distributed traffic count information received from the Resident Engineer on Highway 17 which reflected seventeen (17) accidents. Mr. Hartley noted the Resident Engineer did not provide accident or injury rates at this location. Mr. Hartley noted there are proposed improvements in conjunction. with the additional pumps at the Racetrac gas station in which VDOT is requiring a right turn lane into King's Cove Way, as well as lengthen the left turn lane towards the bridge to enter King's Cove Way. Mr. Hartley distributed .correspondence from Jim Cleveland, VDOT, District Administrator, regarding concerns previously raised by James Brown relative to construction work on South Main Street in Smithfield. Mr. Hartley stated VDOT has met -with Mr. Brown and made satisfactory adjustments in compensation on the utility. issue to Mr. Brown. Mr. Hartley .distributed correspondence regarding the Cypress Creek connector project and recommended staff continue to monitor this project. Mr. Hartley notified the Board of a .meeting recently held with residents on Muddy Cross Road regarding their interest in having this road paved. Mr. Hartley notified the Board of a meeting recently held with the Resident Engineer regarding the Pave-in-Place .Program. Mr. Hartley noted he visited County Way and Twin Hill Lane with Mr. Neblett and, to date, he has not received a formal response from him. Chairman Claud requested staff communicate with VDOT concerning the 2 1 1 B O'JR ~~ ~~,:~701 1 County's wishes to keep all eligible dirt roads as candidates for Pave-In-Place funds. Supervisor Bradby requested Mr. Hartley contact VDOT regarding the ditching efforts on Emmanuel Road and report back to him on the status. Supervisor Bradshaw requested Mr. Hartley begin ,the process of scheduling a meeting regarding the status of Pruden Road. Mr. Hartley referred to correspondence received from the District EngineerNDOT explaining methods now used. by VDOT for taking traffic counts on secondary road systems. Mr. Hartley noted most of the local roads, whether paved or unpaved, will not be counted until the year 2002. Supervisor Bradshaw moved the Board direct staff contact VDOT .and. request that the traffic count. study for the northern part of the County be considered as a first priority. The motion .was adopted by the following vote: Claud, Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; none voting against. // 1 Chairman Claud called for Citizens Comments. Herb DeGroft urged the Board to fully fund the School Board. budget. Dr. York, School Superintendent, notified the Board of areas she proposes to eliminate in the School Budget in the amount of $ l . l million. Grace Keen made the Board aware of undesirable conditions at the existing farmers' market on Route 17. Mrs. Keen suggested the Board appoint a citizens° committee for beautification efforts. .Regarding. beautification efforts at Benn's Church Boulevard, Chairman Claud and Supervisor Cofer requested the County Attorney remind VDOT of its obligation to keep that area clean. Regarding Mrs. Keen's inquiry if the County could hold a referendum on controlling growth, County Attorney Crook advised Mrs. Keen that counties can only hold referendums when authorized by State statutes. C // .Chairman Claud called for the Community Development report. Mr. Hartley requested the Board members mark their respective calendars. and notify him if interested in .attending a High Growth Forum scheduled for 3 eoaK 17 ;~~~702 June 19, 1998 at Mary Washington College in Fredericksburg. Chairman Claud indicated an interest in being registered for the Forum. George Morrison, Environmental Planner, presented a request to amend the County's contract with the Chesapeake Bay Local Assistance Department (CBLAD) regarding the Comprehensive Plan update. Supervisor Cofer moved the Board adopt Amendment to Contract #98-1- 035 from $10,000. to $3,500 with the remaining $6,500 to be carried over to FY99 and adoption of the Scope of Work developed by HRPDC authorizing the County Administrator to sign a contract with HRPDC pending CBLAD's approval of the contract amendment: The motion was adopted as follows:: Claud, Cofer, Bradby, Bradshaw and Spady. voting in favor of the motion; none voting against. Mr. Morrison presented the Memorandum of Agreement by and between Isle of Wight County, the City of Suffolk and the Western Tidewater Health District which addresses septic pump-out requirements of the Chesapeake Bay Preservation Act for the Board's consideration. Chairman Claud moved the Board grant the County Administrator permission to sign the Memorandum of Agreement. The motion was adopted as follows:. Claud, Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; none voting against. // Chairman Claud called for the Public Utilities report. E. Wayne Rountree, P.E., Director of Public Utilities noted the Southern Development Service District Water Study is not far enough along at this point to discuss with the Board and he intends to bring the Study for the Board's consideration at i+s June 4, 1998 meeting. .Supervisor Spady requested the Study befor<varded to the Board members prior to their meeting for their individual review. Mr. Rountree noted bids were received on the Carrollton Elementary and Smithfield High Schools Sewage Purnping Stations with the low bid submitted by T.A. Sheets in the amount of $228, 1 x.00. Supervisor Cofer moved the Board approve the contract with the low bidder, T.A. Sheets and adopt the following resolution: RESOLUTION TO APPROPRIATE TWO HUNDRED FORTY FIVE THOUSAND DOLLARS FROM THE UNAPPROPRIATED FUND BALANCE FOR THE INSTALLATIQN OF THE CARROLLTON ~~ C B~~K ~ 1 %Q!:~~V(J ELEMENTARY AND SMITHFIELD HIGH SCHOOL SEWAGE PUMP STATIONS WHEREAS, the Board has .approved the installation of two (2) sewage pumping stations for Smithfield. High School and Carrollton Elementary School; and, WHEREAS, the funds in the amount of two hundred forty five thousand dollars ($245,000) need to be appropriated from the unappropriated fund balance of the General Fund to the appropriate Capital budget line item in the 1997-98 budget of the County of Isle of Wight, Virginia. . NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight that two hundred forty five thousand dollars ($245,000) be appropriated. from the unappropriated fund balance of the General Fund to the appropriate line item in the 1997-98 Capital Budget of the County of Isle of Wight,. Virginia. 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 and to do all things necessary to give this resolution effect. C The motion was adopted as follows: Claud, Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; none voting against. Mr. Rountree stated the Board previously approved the employment of Gannett Fleming to evaluate the potential sources of water for the Central Development Service District Water Study. Mr. Rountree stated a fee and Scope of Services has been successfully negotiated to accomplish this work and he recommends the Board approve their Scope of Services' Letter and an appropriations resolution in the amount of $31,800..00. Supervisor Bradshaw moved the Board approve the Scope of Services' letter dated April 15, 1998 and adopt the following resolution: RESOLUTION TO APPROPRIATE THIRTY ONE THOUSAND EIGHT HUNDRED DOLLARS FROM THE UTILITY CONSTRUCTION FUND FOR THE CENTRAL DEVELOPMENT SERVICE DISTRICT WATER SOURCE PROJECT 1 WHEREAS, the Board of Supervisors of the County of Isle of Wight, Virginia has approved project funds for the Central Development Service District Water Source Project; and I WHEREAS, the funds in the amount of thirty one thousand eight hundred 5 sooK 17:a~~704 dollars ($31,800) need to be appropriated from the utility construction fund to the 1997-98 Capital Projects Budget for the study of a water source option for the Central Development Service District of the County of Isle of Wight. NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that thirty one thousand eight hundred dollars ($31,800) be appropriated from the utility construction fund to the 1997-98 Capital Budget of the Cour-ty 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 and to do all the things necessary to give this resolution effect. The motion was adopted as follows: Claud, Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; none voting against. Mr. Rountree provided a brief report on the Franklin Sewage Treatment Plant noting the County has paid its 1 /6 share. for the initial enlargement of the plant. Chairman Claud was called out of the meeting. Vice-Chairman Spady presided over the meeting in Chairman Claud's absence. Supervisor Bradshaw moved the Board authorize staff to pay the outstanding invoice and purchase price to the City of Franklin and that the County Attorney be requested to send a letter to 'the City of Franklin stating that the County has fulfilled all financial obligations with the City of Franklin. The motion was adopted as follows: Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; Claud absent; no votes against. Supervisor Bradshaw further moved the Board appropriate $50,000 to acquire that portion of the Franklin water system .located in the County. The motion was adopted as follows: Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; Claud absent; no votes against. Chairman Claud returned to the meeting and Vice-Chairman .Spady relinquished the chair to him. // Chairman Claud called for the Economic Development report. Lynn P. Hams, Director of Economic Development requested the Board's consideration of a Resolution to Designate May 17-23, 1998 as Business and Industry Appreciation Week. 1 J i~ 6 soon 17 'M~~7G~ Supervisor Cofer moved the Board adopt the following resolution: 1 RESOLUTION TO DESIGNATE MAY 17-23, 1998 AS BUSINESS AND INDUSTRY APPRECIATION. WEEK WHEREAS, the County of Isle of Wight, Virginia is fortunate to have a variety of existing businesses and industries which support this area's economy; and, WHEREAS, these businesses and industries provide much needed jobs for the citizens of Isle of Wight County; and, WHEREAS,. these same businesses and industries provide local taxes from which the entire local citizenry benefit; and, WHEREAS, -these businesses and industries also make significant contributions to the County of Isle of Wight to promote: a variety of activities which increase this area's quality of life; and, WHEREAS, we recognize and appreciate these important facts 1 NOW,. THEREFORE, BE IT AND IT IS i-iEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that we salute: our existing businesses and industries, and by virtue of this resolution give notice to the citizens that Isle of Wight County Businesses and Industries are Leading the Way. BE IT FURTHER RESOLVED that the week of May 17-23, .1998 is Business and Industry Appreciation Week in the County of Isle of Wight. The motion was adopted as follows; Claud, Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; none voting against. Mrs. Harris notified the Board that it would be possible to write a lease agreement absolving the County from any responsibility done to crop damage due to development which may occur at the Isle of Wight County Industrial Park. Following discussion by the Board, it was. noted staff should not waste its time preparing such a lease as no one would sign same. Mrs. Hams presented the State Grant Agreement for Boykin's Tavern for the Board's consideration. Supervisor Bradshaw moved the Board approve the State -Grant Agreement for Boykin's Tavern and authorize the Chairman to sign it on behalf of the County. The motion was adopted as follows: Claud, Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; none voting against. 7 eooK ~7 ~~r.:~7Q6 Mrs. Harris~presented for the Board's consideration a Request for Proposal for architectural services for the renovation of Boykin's Tavern. Mrs. Hams recommended that the architect or engineer assigned to the project recommend other uses for the Tavern. Supervisor Bradshaw moved the Board authorize staff to solicit the Request for Proposals for Architectural Services for the Renovation of Boykin's Tavern. The. motion was .adopted as follows: Claud, Cofer, Bradby, Bradshaw and Spady voting in favor. of the motion; none voting against. Mrs. Harcis noted .for the Board's information the address at which the .County's economic development W1/B site may be accessed. Ms. Harris further noted the site can be expanded to include all departments of County government and will be added to the State of Virginia link within days.' Supervisor Bradshaw suggested the Director of Economic Development work with the School Board so that education is the top priority emphasized. Mrs. Harris added she would also recommend including test scores. Mrs. Harris provided for the Board's review incentive policy economic benefit work sheets which will be completed for projects noting operating, employee and indirect benefits and comparing them with costs associated with development, operation and employee relocation. Mrs. Hams distributed a late item regarding the administrative agreement for the ISTEA grant. Mrs. Harris stated that the Virginia Department of Transportation has requested a change in item 1 (s), page 7 and item 10, page 10 of the Administrative Agreement. These changes should reflect the County's participation at 20% versus 17%. Federal Share should be $75,000, Recipient's share $15,000 for a total project cost of $90,000. Supervisor Bradshaw. moved the Board approve the Agreement. The motion was adopted as follows: Claud, Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; none voting against. // Chairman Claud called for the Parks and Recreation report. Alan Nogiec, Director of Parks and Recreation, requested the Board adopt the recommended fee schedule for the Isle of Wight/Franklin Skating Rink. Supervisor Bradshaw moved the Board adopt the rate adjustments to .include adding $1.00 to the admission fee for. a total charge of $4.00. The motion was adopted as follows: Claud, Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; none voting against. 1 1 8 ,~ BOON. ~~+ ~AC'~lJ / Mr. Nogiec presented for the Board's consideration a fee waiver policy for County Employees at Parks and Recreation Facilities. n The Board members .noted their desire to continue.. to .charge County employees. for use of recreation facilities. Mr. Nogiec requested the Board consider the appointment of an individual to the Tourism Bureau. County Attorney Crook advised he is working with the Tourism Bureau on revising its Charter and Bylaws to eliminate the representation from Parks and Recreation and he does not believe the Bureau is looking for an individual to be appointed from the Board at this time. Mr. Nogiec noted part of the renovations at Nike Park included a mountain bike trail which was recently recognized in Vir inia Guide to Classic Bike Trails and S olces publications. // Chairman Claud called for the County Administrator's report. 1 County Administrator Caskey reminded the Board the County is required to advertise its proposed Operating.Budget once at least seven (7) days prior to the date set for public hearing and the hearing to be held seven (7) days following that in anticipation of a scheduled public hearing for the Board's May 21, 1998 meeting. Chairman Claud noted the Board's desire to consider this matter in conjunction. with the Capital Budget. County Administrator Caskey recommended the Board's approval of a resolution to .appropriate $37,587 from the Federal and State Government for Social Services Department Programs. Supervisor Bradshaw moved the Board adopt the following resolution: RESOLUTION TO ACCEPT AND APPROPRIATE THIRTY SEVEN THOUSAND FIVE HUNDRED EIGHTY SEVEN DOLLARS FROM THE FEDERAL AND STATE GOVERNMENT FOR SOCIAL SERVICES DEPARTMENT PROGRAMS 1 WHEREAS, .the Social Services Department has received additional funding from the Federal and State Government; and, WHEREAS, the funds in the amount of thirty seven thousand five hundred eighty seven dollars ($37,587) received need to be appropriated to the Social B~QM ~ 1 ~~i i~r~~V Services Department 1997-98 budget of the County of isle of Wight. NOW, THEREFORE,.BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that thirty seven. thousand five hundred eighty seven dollars ($37,587) received from the Federal and State Govenament be appropriated to the Social Services Department 1997- 98 budget of the County of Isle of Wight, Virginia. 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 these allocations and to do all the things necessary to give this resolution effect. The motion was adopted as.follows: Claud, Cofer, Bradby,Bradshaw and Spady voting in favor of the motion; none voting against.. County Administrator Caskey recommended the Board's approval of a resolution to .accept and appropriate $6,429 for Welfare Reform Implementation Grant. Supervisor Cofer moved the Board adopt the following resolution:. RESOLUTION TO ACCEPT AND APPROPRIATE SIX THOUSAND FQUR HUNDRED TWENTY NINE DOLLARS FOR WELFARE REFORM IMPLEMENTATION GRANT WHEREAS, the Social Services Board of the County of Isle of Wight has received funding for the Welfare Reform Implementation Grant; and, WHEREAS, the funds in the amount of six thousand four hundred twenty nine dollars ($6,429) need to be appropriated to the appropriate line item in the 1997-98 budget of the County of Isle of Wight, Virginia. NOW, THEREFORE,. BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that six thousand four hundred twenty nine dollars.($6,429) be appropriated to the 1997-98 Social Services Board 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 and to do all things necessary to give this. resolution effect. The motion was adopted as follows: Claud, Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; none voting against. County Administrator Caskey stated the Hampton Roads Planning District 10 1 I~ BOOK 17 ;„"~7tIJ 1 Commission (HRPDC) is requesting an amendment to its Charter which will enable it to better select officers from within its ranks of members to serve as Chairman and Vice-Chairman of its organization. Mr. Caskey stated included irrthe Board°s agenda is a resolution to approve an amendment to the Charter of the HRPDC for the purpose of allowing any Board member to serve as Chairman or Vice-Chairman provided they are an elected official. Chairman Claud moved .the Board adopt the following resolution: RESOLUTION TO APPROVE AN AMENDMENT TO THE CHARTER OF THE HAMPTON ROADS PLANNING DISTRICT COMMISSIC°'.d FOR THE PURPOSE OF ALLOWING ANY. BOARD MEMBER TO SERVE AS CHAIRMAN OR VICE CHAIRMAN, PROVIDED THEY ARE ELECTED OFFICIALS WHEREAS, the Charter of the Hampton Roads Planning District Commission states that the Chairman and Vice Chairman be selected from the Executive Committee; and, WHEREAS, the. number of members eligible. to serve. as Chairman and Vice Chairman is limited, the Hampton Roads Planning District Commission desires to amend the Charter to allow any member to serve as Chairman or Vice Chairman provided they are elected officials; and, ~, WHEREAS, the Vice Chairman shall be known as the Chairman-Elect. NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED that the Board of Supervisors of the County of Isle of Wight,. Virginia approves the Amendment to the Charter of the Hampton Roads Planning District Commission to allow the Chairman and Vice Chairman to be selected from the entire Commission Membership, provided that they are elected officials and that-the Vice Chairman may also be known as the Chairman-Elect. The motion was adopted as follows: Claud, Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; none voting against. Ludford T. Creef, .III, Director of Public Works presented a request responsive to a second roll-off truck being acquired during this budget-.year for his operations. LJ Supervisor Spady moved the Board authorize the purchase of an additional roll-off truck. The motion was adopted as follows: .Claud, Cofer, Bradby, Bradshaw. and Spady voting in favor of the motion; none voting against. County Attorney Crook noted the Board should begin to consider its appointments to the Board of Equalization by the Board's June, 1998 meeting. 11 eoaK 17 ;~~:~710 County Administrator Caskey presented the Office. on Youth's annual authorization far submission of a grant application to accept and appropriate grant funds from the Commonwealth of Virginia, Department of Juvenile. Justice Services which he recommends the Board's. approval. Supervisor Bradshaw moved the Board approve the following resolution contingent upon the County Attorney's review and approval: RESOLUTION TO AUTHORIZE SUBMISSION OF A GRANT APPLICATION AND TO ACCEPT AN'J APPROPRIATE GRANT FUNDS FROM THE COMMONWEALTH OF VIRGINIA DEPARTMENT OF JUVENILE JUSTICE 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 to the Commonwealth of Virginia Department of Juvenile Justice Services; and, WHEREAS, funds in the amount of twenty two thousand-dollars ($22,000) or as much as shall be received from the Commonwealth of Virginia Department of Juvenile Justice Services need to be appropriated to the -appropriate, line item in the 1998-99 budget of the County of Isle of Wight. NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that funds in the amount of twenty two thousand dollars ($22,000) or as much as shall be received from the Commonwealth of Virginia Department of Juvenile Justice Services be appropriated to the appropriate line item in the 1998-99 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 as follows: Claud, Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; none voting against. Mr. Robertson distributed the draft of a citizen guide of various County services which will be used as a tool in educating citizens on local governments. Comparative Reports. of Local Revenues and Expenditures were distributed by the County Administrator to the Board. Mr. Caskey noted the Director of Budget and. Finance will prepare. a Board report highlighting items of special interest to the Board for discussion at a future Board meeting.. County Administrator Caskey noted he has several matters for executive 1 i 1 12 -I aoo~ ~ 17 ~~.;~711 1 session later, in the meeting. // Chairman Claud called for Old Business. Supervisor Cofer moved the Board take afive-minute recess at 4:05. p.m. The motion was adopted unanimously (5-0). Upon returning to open session, Supervisor .Cofer moved the. Board.. consider the FY1998-99 School .Board Operating Budget. Anne F. Seward, Director of Budget and Finance, presented the recommended figures for the School's Capital and Operating Budgets for the Board's consideration. Ms. Seward noted the County is increasing its-local funds by S. l % or $1,000,000 which is $ l . l million less than requested by the School Board. r C Supervisor Cofer moved the Board approve the School's Operating Budget in the amount of $33,930,155 and the Capital Budget in the amount of $363,117 for a total of $34,293,272, the local share being $16,855,312. The motion was adopted as follows: Claud, Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; none voting against. Supervisor Cofer moved the Board amend the order of the agenda to allow David Olsen, Chairman of the Board of Assessors, an opportunity to address the Board. The motion was adopted unanimously (5-0). Mr. Olsen addressed the Board regarding the lack of progress of the County's reassessment by Blue Ridge Appraisal. Mr. Olsen noted the Board of Assessors has only performed site reviews three (3) times with the appraisers and has not spent adequate time reviewing residential and business areas. Mr. Olsen expressed his concern that when it comes time for hearings the Board of Assessors will .not be adequately prepared to answer questions of the citizens. C Supervisor Bradshaw moved the Board direct the County Attorney to meet with the Board of Assessors and Blue Ridge representatives and express the Board of Supervisors' concern and, ifnecessary, involve the State Department of Taxation to .inform it of what has transpired. The motion was adopted as follows: Claud, Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; Wane voting against. Supervisor Bradshaw suggested Mr. Olsen request in writing a meeting with representatives of Blue Ridge Appraisal and list the tax maps desired to be reviewed. Ms. Seward noted a meeting has been scheduled for next Thursday. at 9:00 a. m. 13 804K 1`7 ~A~:' / ~2 Mr. Hartley presented the proposed FY1999-2003 Capital Improvements Plan (CIP) for the Board's consideration. The Board set a work session for Monday, May 18, 1998 at 10:00 a.m. to further discuss the County's Capital and Operating Budgets. County Attorney Croak noted the bylaws for the Parks and Recreation Advisory Committee were revised by him and brought to the Board for its review and consideration at the Board's last meeting. Supervisor Bradshaw moved the Board adopt. the following resolution to create the Committee: RESOLUTION TO CREATE THE PARKS AND RECREATION ADVISORY COMMITTEE WHEREAS, the Public Recreational Facilities Authority of Isle of Wight County, Virginia, has dissolved by concurrent Resolutions of said Authority. of December 15, 1997, and the Board of Supervisors. of Isle of Wight County, Virginia of December 17, 1997; and, WHEREAS, the Board of Supervisors of Isle of Wight County, Virginia, has created a Department of Parks and Recreation for the maintenance of public parks and recreational facilities and the administration of recreation programs for the citizens of the County of Isle of Wight, Virginia; and, WHEREAS, in order to improve public recreation and public recreational facilities for the benefit of the citizens of Isle of Wight County, Virginia, the Board of Supervisors deems that it should appoint an Advisory Committee to aid thrr .Board of Supervisors to the end that recreational facilities. and recreational programs for the citizens of Isle of Wight County be carefully planned, developed and maintained to provide healthy surroundings for family life and recreational facilities and opportunities for all the citizens ofIsle of Wight County, Virginia. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Isle of Wight County, Virginia does hereby create the Isle of Wight County Parks and Recreational Advisory Committee in order to promote the orderly development. of public recreational facilities and public recreational programs within the County of Isle of Wight and its environs. In accomplishing these ob;ectives, said Advisory Corr-mittee shall serve in an advisory capacity to the governing body. .The Advisory Committee may cooperate with legislative and administrative bodies of other counties and municipalities within or without such area, so as to coordinate the planning and development of such county recreational facilities and programs -with the plans of such other counties and municipalities. The Advisory Committee may appoint such subcommittees and may adopt such rules 1 1 14 1 as needed to effect such cooperation. Said Advisory Committee may also cooperate with State and Federal officials, departments and agencies. The Advisory Committee may request from such departments and agencies of the County of Isle of Wight and other counties and municipalities such reasonable information which may effect the planning and development of the public facilities and recreation for the County of Isle of Wight. The Advisory Committee shall consist of five members, one from each election district of the County of Isle of Wight, appointed by the governing. body, all of whom shall be residents of the County of Isle of Wight, qualified by knowledge and experience to make decisions on questions of. community recreation and recreational facilities and development. thereof. .The members of the Committee shall serve terms of four (4) years each or until such time as a successor is appointed by the governing body. Vacancies shall be filled by appointment for the unexpired term only. Members may be appointed and/or removed at the will of the governing body. Members will be reimbursed actual expenses incurred and otherwise cu-npensated as determined by the Board of Supervisors of Isle of Wight County, Virginia. 1 The Advisory Committee shall fix the time for holding regular meetings, but shall meet at least every two months. Special meetings of the Committee may be called by the Chairman or by two members upon written request to the Secretary. The Secretary shall mail to all members, at least five days in advance of a special meeting, a written notice fixing the time and place of the meeting and the purpose thereof. Written notice of a special. meeting is not required i'~ the time of the special meeting has been fixed at a regular meeting, or if all members are present at the special meeting or file a written waiver of notice. The Board of Supervisors will provide the .Advisory Committee with facilities for the holding of meetings and the preservation of records including minutes of meetings and may appropriate funds needed to defray the expenses of the Committee. 1 The Advisory Committee shall elect from the appointed 'members a Chairman and a Vice Chairman whose terms shall be for one year. If authorized by the governing body, the Committee may create and- fill such other offices as it deems necessary. The Committee shall adopt rules for the transaction of business and shall keep a record of its transactions which shall be a .public record. Upon request of the Committee, the governing body, or other public officials may, from time to time,. for. the purpose of special surveys under the direction of the Committee, assign or detail to any member of the staff of County or municipal and administrative departments, or such. governing body or' otter public official and may .direct any such department employee to make for. the. Committee special surveys or studies requested by the Committee. To effectuate the purposes herein stated, the Advisory Committee shall 15 B00~ ~~ ~Ar..' 1 ~'t have the following duties: (a) Keep a complete record of its proceedings; and be responsible for the custody and preservation of its papers and documents; (b) Make recommendations and periodic reports to the governing body concerning the operation of the recreational faci~ities and planned recreation program; (c) Prepare, publish and distribute reports, resolutions and other material relating to its activities. . The motion was adopted as follows: Claud, Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; none voting against. ~u~~~r~~i~ur- Cul'~~= il~~a~~~El III [~l)ill~t~ ~f~~~ru~~ tl~~ l~~lElivs tip til~ I~~rk4 ar~d Itccr~;ation Advisory C;ommitt`~;. 7'he motion. was adopted as follows: Claud, Cofer,. Bradby, Bradshaw and Spady voting in favor of the motion; none voting against. Supervisor Bradby moved the Board appoint Elwood R. Whitley to the Parks and Recreation Advisory Committee representing the Hardy District for a four-year term which .will expire in May of 2002. The motion was adopted unanimously (5-0). Chairman Claud moved the Board .appoint Allen E. Brown to the Parks and Recreation Advisory Committee representing the Windsor District for afour- year term which will expire. in May of 2002. The motion was adopted unanimously (5-0). Supervisor Bradshaw moved the Board appoint Otelia Rainey to the Parks and Recreation Advisory Committee representing the Carrsville District for a four-year term which will expire in May of 2002. The motion was adopted unanimously (5-0). // Chairman Claud called for New Business. Ms. Seward requested authorization .from the Board to advertise the Requested Operating Budget for the. County for FY1998-99. .Supervisor Cofer moved the Board authorize staff to advertise the Requested Operating Budget for the County for FY1998-99 in the amount of $49,107,620 with $646,345 to be taken from the Fund Balance in the upcoming editions of the local newspapers for public hearing at the Board's scheduled meeting on May 21, 1998.. The motion was adopted by the following vote; 1 16 ~. Bo~K. 17 :~~:~715 Claud, Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; none voting against. County Attorney. Crook requested authority to advertise the 1998-99 Tax Rate Levy Ordinance for the Board's meeting in June. Supervisor Cofer moved the Board authorize the County Attorney to advertise the 1998-99 Tax Rate Levy Ordinance at the same rates as the prior year for the Board's June 4, 1998 meeting. The r-~©tion was adopted by the following vote: Claud, Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; none voting against. // Chairman Claud called for Appointments. Supervisor Bradshaw moved the Board nominate Pinkie Davis for. a one- year term to the Southeastern Tidewater Opportunity Project. The motion was adopted unanimously. (5-0). Supervisor Bradshaw moved the Board recommend to the Court the reappointment of Anthony King on the Board of Zoning Appeals representing the Carrsville District for an additional five-year term which will expire in May of 2003. The motion was adopted unanimously (5-0}. // Chairman Claud called for the County Attorney°s report. County Attorney Crook noted he had several matters for: executive session. // u County Attorney Crook requested an executive session under Section 2.1- 344 A7 for advice of counsel concerning actual or potential litigation and under Section 2.1-344 A7 concerning three legal matters requiringof advice of counsel. Mrs. Harris requested an executive session under Section 2:1-344 A3 concerning acquisition and/or use of public property for public purposes. County Administrator Caskey requested an executive session under Section 2.1-344 A3 concerning acquisition .and/or .use of public property for public purposes. Supervisor Spady moved the Board enter executive session for. the reasons stated. The motion was adopted unanimously (5-0). . 17 ~oo~ 17:~~:~~?lEi Upon returning to open session, Supervisor Bradshaw moved the Board adopt the following resolution: CERTIFICATION OF X TIVE ME .TIN T 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, 2.1-344.1 A 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 meeting were heard, discussed or considered by the Board of Supervisors. ~~ AYES: Claud, Cofer, Bradby, Bradshaw and Spady NAYS: 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: 0 The motion was adopted as follows: Claud, Cofer, Bradby, Bradshaw and Spady voting in favor of the motion; none voting against. Supervisor Spady. moved the Board authorize staff to advertise for public hearing the land use application far a manned convenience center on Stave Mill Road at Route 460. The motion was adopted as follows: Claud, Cofer, Bradby, Bradshaw and Spady: voting for the motion; none voting against. Supervisor Cofer ,moved the Board authorize the use of excerpts from Historical Notes of Isle of Wight County by a student in Texas. The motion was adopted as follows: Claud, Cofer, Bradby, Bradshaw and Spady voting for the motion; none voting against. // At 5:30 p.m., Supervisor Cofer moved the Board continue its meeting until ~i 11 1 18 . 14:00 a.m. on Monday, May l8. 1998 for the purpose of holding a work session on the Capital and Operating Budgets.. The motion was adopted unanimously (5- 0). Robert C. Claud,, Sr., Chairman W. Dougl C key, Clerk 19