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06-10-1999 Continued Meetingt~rf u0~~r, 1 CONTINUED MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE TENTH DAY OF JUNE IN THE YEAR NINETEEN HUNDRED NINETY NINE 1 PRESENT: O. A. Spady, Chairman Malcolm T. Cofer, Vice-Chairman Henry H. Bradby Phillip A. Bradshaw Robert C. Claud, Sr. Also Attending: H. Woodrow Crook, Jr., County Attorney W. Douglas. Casket', County Administrator Donald T. Robertson, Assistant to the County AdministratorlDirector of Human Resources Carey H. Mills, Recording Secretary. Chairman Spady called the meeting to order at 2:00 p.m. for the purpose of conducting a work session on the. FY99-00 Operating Budget. // Anne F. Seward, Director of Budget and Finance, stated the County currently has a balanced budget of $52,265,964. She presented additional requests and changes that, if .approved,. would increase the .budget by approximately $700,000. Under Economic Development, Marketing line item, Chairman Spady and Supervisor Claud requested that Mrs. Seward place sufficient funds in the budget to run two (2) half-page ads. Under Industrial Development Authority, Supervisor Claud requested Mrs. Seward place $30,291 in next fiscal year's budget for the Industrial Park engineering contract. Chairman Spady requested Mrs. Seward to prepare a separate resolution in the amount of $30,000 for the Board's consideration regarding local business incentives. Under Inspections, Chairman Spady requested Mrs.. Seward place $1,000 in the budget for field staff shirts. 1 Under Planning & Zoning, Chairman Spady requested Mrs. Seward place $30,000 in .next year's budget for surveyor services. He further requested she increase Planning and Zoning's budget by $13,000. for the Comprehensive Plan and allocate $19,500 for the 911 Mapping Services. Under Public Works, Building and Grounds, Chairman Spady requested Mrs. Seward place funds in the amount of $4,000 in the budget for. hand dryers. 1 aoo~ ~.8 ~~.~4~fi Under Road Improvements, Chairman Spady requested Mrs. Seward .allocate $50,000 in the budget for Revenue Sharing. Under Commissioner of the Revenue, Chairman Spady requested Mrs. Seward delete the local funding for. a new position. Supervisor Cofer requested Mrs. Seward delete $8,500 for ADP -.Reassessment Software. Under Sheriff, Chairman Spady requested County Attorney Crook speak with the Sheriff regarding his Special Investigation records and include funding of $2,750 for Magistrate facilities with funding to come from the Auxiliary Sheriff s. budget. Under Parks and Recreation, Supervisor Cofer requested Mrs. Seward place .funds in the amount of $5,000 for the New Year's Eve Fireworks Program. Under Library, Chairman Spady and Supervisor Cofer requested Mrs. Seward reduce the Library budget by $14,000. Chairman Spady requested Mrs. Seward inquire if the Library Board approves its budget before submitting it to the Board of Supervisors. .Under Local Organizations, Supervisor Claud requested Mrs. Seward place an additional $600 in the budget for the Chamber of Commerce, member dues. Under County Attorney, Supervisor Cofer requested. Mrs. Seward include $6,624 in the budget for one-third (1/3) of the cost for computer network. and equipment upgrade. ~~ Following a request from Supervisor Bradby for the Board to consider making, a contribution to .the Surry Free Clinic, Chairman Spady requested Mrs. Seward poll other localities to see if they are contributing financially to ' the Clinic. Under additional positions, Inspections, Chairman Spady requested Mrs. Seward delete the requested Inspector position because the request for the additional position was due to the projected increase of work for the Eagle Harbor project which will not begin until next Spring. Under Animal Control, Mr. Robertson stated an employee, who is currently out ill, is creating a hardship on the office workload and he would, therefore, be reviewing- the feasibility of altering working schedules. He suggested hiring a temporary employee to assist with some of the ongoing needs, noting this is not along-term solution to staffing. Under.. Parks and Recreation, Supervisor Bradshaw requested Mrs.. Seward include $28,438 in the budget for the Senior Recreation Leader 1 2 f'. BO~w 10 rh.,~E'~ position. Supervisor Claud requested Mrs. Seward include $3,573 in the budget for the Open Gym Supervisor position. Under Planning and Zoning, Mrs. Seward recommended the Board readdress its fee structures for zoning. She noted she will be forwarding a chart to the Board in the near future for its consideration. Supervisor Bradshaw requested Mr. Hartley provide the Board with his plan for reorganization which includes the responsibilities for these new positions and regrades. Under Museum, Registrar, Supervisor Cofer requested Mrs. Seward delete the funds in the amount of $26,250 for the Registrar's position. Under Public Utilities, Supervisor Bradshaw requested the Director of Public Utilities provide the Board with an organizational chart, to include the responsibilities for the new positions. Under Regrades/Reclassifications/Salary Supplements, County Administration, Supervisor Cofer requested Mrs. Seward include $18.,506 in the budget for the reclassification of Administrative analyst from .part-time to full-time. 1 Under Parks and Recreation, Chairman Spady requested Mrs. Seward delete $4,306 for overtime for maintenance. staff. Chairman Spady requested Mrs. Seward include $1,077 additional funding for Docents for extended hours and holidays. Under Commissioner of Revenue, Supervisor Cofer requested Mrs. Seward delete $1,136 to supplement salary of County funding part-time position to raise the rate from $6.41 to $7.00. Under Treasurer, Supervisor Cofer requested Mrs. Seward delete $4,811 to regrade the position of Deputy Treasurer. Under CEBLAD, Mrs. Seward was requested to hold off until the County discusses funding for this position with the Chesapeake Bay Local Assistance Department, Under Public Works, Administration, Mrs. Seward noted she would be correcting an error on her part to the salaries in the amount of $587. 1 Under Fire and Rescue, Supervisor Bradshaw requested a copy of the bill .from the City of Franklin for emergency services.. Chairman: Spady requested Mr. Robertson bring the Board a more defined job description for the Coordinator position. Supervisor Cofer requested Mrs. Seward amend the budget to reflect the funding for the Coordinator position, .including fringe benefits. 3 BU4K ~O •~';` 4`8 Under the disbursement for Franklin, Chainman Spady requested Mrs. Sewazd include these funds in the budget ($12,000 annually) and pursue the. insurance issue. She noted she would leave .this in the budget and .come back to the Board for supplemental funds later. Supervisor Cofer requested Mrs. Seward place $50,000 for the Coordinator's position, to include fringe, and $75,000 for Fire and Rescue paid staff. She was further requested to increase the Fire and Rescue contributions to 15% over last year. a Concluding her presentation on the budget, Mrs. Seward .noted she would Prepare a summary of today's meeting for the Board's direction. N Under the Capital Improvements Plan, Supervisor Bradshaw requested County Attorney Crook to investigate whether or not the Carrsville Volunteer Fire Department owns the easement. // Supervisor Bradshaw moved the Board approve the Administrative Agreement for ISTEA and authorize the Chairman to sign it on behalf of the County for the Boykin's Tavern renovation project. The motion was adopted with Supervisors Cofer, Bradby, Spady, Bradshaw and Claud voting in favor of the motion and no Supervisors voting against the motion. Supervisor Cofer moved the Board adopt the following resolution: RESOLUTION TO DESIGNATE JUNE 19, 1999 AS JUNETEENTH WHEREAS, President Abraham Lincoln issued the Emancipation Proclamation effective January 1, 1863, for the purpose of freeing all African-Americans in territories still at war; and, WHEREAS, Juneteenth, the oldest African-American celebration in the .United States commemorating the signing of "the Emancipation Proclamation of 1863 and freedom for all Americans was first celebrated on June 19, 1865; and, WHEREAS, the cities and counties of Hampton Roads played a unique role in .southern history and that southern history embraces the legacies of many culture and their contributions to the riches of the past and the vitality of the fuh~re; and, WHEREAS, the Juneteenth Festival is a regional event that celebrates a shared heritage, reflecting the fact that diversity is the foundation of strong communities. 1 1 4 BOOM ~~ ~.`..'~ NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board "of Supervisors of the County of Isle of Wight, Virginia that June 19, 1999 be designated as Juneteenth in Isle of Wight County. 1 The motion was adopted with Supervisors Cofer, Bradby, Spady, Bradshaw and Claud voting in favor of the motion and no Supervisors voting against the motion. Supervisor Claud moved the Board adopt the following resolution: RESOLUTION TO DESIGNATE JUNE 18-24, 1999 . AS COAST GUARD AUXILIARY AWARENESS WEEK WHEREAS, the United States Coast Guide Auxiliary was formed by an act. of Congress on June 23, 1939 for the express purpose of supporting the United States Coast Guard and Recreational Boating Safety; and, WHEREAS, these volunteers, formerly known as the Coast Guide Reserve, spent many hours during World War. II patrolling and protecting the shores and coastline of America; and, WHEREAS, the United States Coast Guard Auxiliary now numbers in excess of 34,000 volunteer members; and, WHEREAS, in 1988, the United States Coast Guard Auxiliary donated many .hours of service to their. country on land, on water and in the air, with a financial value of service to our nation of some 37.5 million dollars, assisting almost 13,000 boaters in distress on our nation's waters, saving 445 lives, and educating over 215,000 recreational boaters; and, WHEREAS, the United States Coast Guard Auxiliary serves side by side with the United States Coast Guard in stations and aboard Coast Guard vessels, active in all missions except law enforcement and national defense; and, WHEREAS, during sixty years of continuous .service to their country they have upheld the finest American tradition. of voluntary public service. i NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that June 18-24, 1999 be designated as Coast Guard. Auxiliary Awareness Week in Isle of Wight County. The motion was adopted with .Supervisors Cofer, Bradby, Spady, Bradshaw and Claud voting in favor of the motion and no Supervisors voting against the motion. // 5 County Attorney Crook requested an executive session under Section 2.1-344 A3 for two (2) .items concerning .advice of counsel regarding acquisition of property for public purposes and under Section 2.1-344 A7 concerning a matter of potential litigation requiring advice of counsel. :Supervisor Bradshaw moved the Board enter executive session for the reasons stated. The motion was adopted with: Supervisors Cofer, Bradby, Spady, Bradshaw and Claud voting in favor of the motion and no Supervisors. voting against the motion. Upon returning to open session, Supervisor Cofer moved the Board adopt the following resolution: CERTIFICATION OF EXECUTIVE MEETING 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. VOTE , ~ AYES:. (Cofer, Bradby, Spady, Bradshaw and Claud) NAYS: 0 ABSENT DURING VQTE: 0 ABSENT. DURING MEETING: 0 The motion was adopted with Supervisors Cofer, Bradby, Spady, Bradshaw and Claud voting in favor of the motion and no Supervisors voting against the motion. // 1 1 1 6 -1 1 II ~~~ ~. ~ Chairman Spady stated the County has been requested to contribute to the proposed Civic Center located in Smithfield and the Town of Smithfield is inquiring what amount the County is willing to contribute over the next three years. Supervisor Cofer moved the County endorse and add to the Capital Improvement Plan three (3) .equal payments over a three (3) year period of $170,000 (total of $510,000) to the Civic Center to be built in the park on North Church Street in Smithfield. The motion was adopted with Supervisors Cofer, Bradby, Spady, Bradshaw and Claud voting in favor of the motion and no Supervisors voting against the motion. County Administrator Casket' noted he would contact .the Smithfield Town Manager to invite him to the Board's first. meeting in July to brief the Board on the proposed Civic Center. // At 5:15 p.m., Supervisor moved the Board adjourn. The motion was adopted unanimously (5-0). O. A. dy, Chairman W. Dou askey, Cl