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05-01-2003 Regular Meeting* i .. f REGULAR•MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE FIRST DAY OF MAY IN THE. YEAR TWO . THOUSAND AND THREE . PRESENT: Richard K. MacManus, Chairman Stan D. Clark, Vice-Chairman Phillip A. Bradshaw. ' Henry H. Bradby Robert. C. Claud, Sr. Also Attending: Jacob P. Stroman, N, County Attorney . W. Douglas Caskey, County Administrator Donald T. Robertson, Assistant County AdministratorlDirector of Human Resources. . ..Carey H. Mills, Recording Secretary .Chairman MacManus called the meeting to order at 6:00 p.m. it . k Supervisor Bradshaw delivered the invocation. // The Pledge of Allegiance was conducted. // Chairman MacManus called for approval. of the agenda. . County. Attorney Stroman requested that a closed session be added to the agenda as Item l6 under. Section 2.1-3711.A.S of the Freedom of Information Act concerning discussion regarding a .prospective business or .industry or the expansion of an existing business- or industry where no previous announcement has been made of the business or industry's interest in locating or expanding its facilities in the community. County Attorney Stroman also requested that a late item be. added ..under the Emergency Management report regarding a contract with.. the Carrollton Volunteer Fire Department expansion and renovation. County Attorney Stroman requested two (2) items` be added. under New Business, as follows: Central County Park proposed agreement with Commonwealth . Engineering Group, Phase 1 for the new park in the .southern portion of the. County.. . 1 ~, Agreement with Norfolk Southern concerning underground pipeline work at-the Nevamar facility. Supervisor Bradshaw .requested that following the Consent Agenda, the Board consider Items.. (A) and (B) under 41d Business; proceed with the Special Presentation; and, consider Item (A) under the County Administrator's section of the agenda. concerning the Isle' of Wight County Historic Survey and Archeological Assessment/Information relative to ~ Certified .Local Government (CLG) Program. i Supervisor Bradshaw moved the Board approve the Agenda, as ~, amended. .The motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud .voting in favor of the motion, and no Supervisors voting against the motion.. // Chairman MacManus indicated the Consent Agenda (Item.2) included the following items: . A. Town of Windsor Request for Installation of "Watch for Children" Signs B. Resolution for Village Center Boundary Delineations C. Dry Well Replacement Program Agreement D. Action List Status Update E. Site Plan Review F. Farmer's Market G. Grant Information and Services . H. Apri13, 2003 Regular Meeting Minutes Chairman MacManus asked if there were any. items for removal. Supervisor Claud moved the Board remove Item (B), Resolution .for Village Center Boundary Delineations,- as recommended by the County Administrator, and adopt the remaining. items contained in the Consent Agenda. The motion was adopted by a vote of (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of :the motion, and no Supervisors voting against the motion. 2 R eooK 21 ~~~5~9 County Administrator Caskey .commended the Director of Planning and Zoning, his staff, and.. the Information Services Coordinator, for their efforts on the Village Center Boundary Delineation project. Supervisor Claud moved the Board adopt-the following Resolution: RESOLUTION VILLAGE CENTER BOUNDARY' DELINEATIONS WHEREAS, the Board of Supervisors of Isle of Wight County, established the RuraUAgricultural Conservation District with the adoption of the 1991 .Comprehensive Plan to maintain the rural character and agricultural functions of the County; and- WHEREAS, the $oard of Supervisors also recognized the histor; and importance. of long-time established villages within the RuraVAgricultural Conservation District, as providing the .most -basic commercial services to the .rural community, and designated the villages of Battery Park, Central Hill, Colosse, Isle of Wight Courthouse, Orbit, Rescue, Rushmere, Uzzle's ..Church, Walters, Wills Corner and Zuni as "village centers"; and WHEREAS, the Board of Supervisors being dedicated to maintaining each. village's unique character, as reflected by it's scale, density, and architectural style, established a boundary delineation process on Aprit 18, 2002 to create village center boundaries for each. of the eleven village .centers, which included the fallowing steps:.. . (1)Undertake general public relations announcement of effort and process (2)Contact the Public Library for historical references (3)Establish village center committees from each village center (4)Hold a committee meeting o draw preliminary boundaries (5)Propose a draft of each village center boundary and determine. the most appropriate means of soliciting community involvement (6)Hold a community meeting for all village center residents (7)Hold Planning Commission public hearings (8)Hold Board. of Supervisors .public hearings. WHEREAS; during the boundary delineation procesc, "community" boundaries were also delineated for each of the villages to avoid village center boundaries becoming too large and to maintain a "sense of place" for residents and properties historically considered to be a .part. of the village; and WHEREAS, during the boundary delineation process for the villages of Uzzle°s Church and Colosse, residents requested to have the- village center designation for these villages removed; and VV~IIREAS, the Board of Supervisors following a recommendation by the Planning Commission held x 3 -, eaeN 21:~i:=60O the required public hearings and approved the residents' requests removing the village center designation for Colosse on November 21, 2002 and Uzzle's Church:on December 19, 2002; and WHEREAS, the. Board of Supervisors following. a recommendation by the Planning Commission .held the required public hearings approving village center .and community.. boundaries and revised village center descriptions for the remaining nine (9) village centers as follows: Battery Park: Approved December 19, 2002 Central Hill: Approved November 21, 2002 Isle of Wight Courthouse: Approved December 19, 2002 Orbit: Approved November 21, 2002 Rescue: Approved September 19, 2002 Rushmere: Approved September 19, 2002 Walters: Approved November 21, 2002 .Wilts Corner: Approved November 21, 2002 Zuni: .Approved September 19, 2002 THEREFORE, IT IS RESOLVED, by the Board of Supervisors of Isle of Wight County that. the village center and community boundaries, nwised village center descriptions, and maps designating said boundaries are hereby adopted as an addendum to the Comprehensive Plan as -set. forth by this. resolution. The motion was adopted by a .vote of (5-0) with Supervisors MacManus, Bradby, Bradshaw, -Clark. and Claud voting in favor of the motion, and no Supervisors voting against the motion. // Anne F. Seward, Director of Budget and Finance, requested the Board's consideration of the proposed FY2004-08 Capital Improvements Plan (CIP) which was tabled April 17, 2003. Supervisor Bradshaw commented that- the Cansville~ Volunteer Fire Department (CVFD) is concerned with the shifting of the funds for the ladder truck: He noted he anticipates having further discussions with the CVFD and he would keep the Board apprised of any new developments. Supervisor Claud. moved .the Board adopt the FY2004-08 Capital Improvements. Plan (CIP) in the total amount of $34,575,500 to include the .amendments to the Fire and Rescue Association. The motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark .and .Claud voting in favor of the motion, and no Supervisors. voting .against the motion. 4 so~K 21 >~=:-601 Mrs. Seward requested the Board's consideration of the proposed FY2003-04 General Operating and Capital .Budget- which was .tabled April 17, 2003. Dr. Michael McPherson, School Superintendent, stated the school budget presented for consideration by the Board would enable -the County's students- to receive a .quality education and be a .good basis to continue making improvements to the school system. He thanked. the Board .for its support during this process. ,Supervisor: Clark commented that he met with Clerk of Circuit Court staff last week. to review the needs. within that office. He recommended that .the Board allocate the requested funds in the amount of $19,308- for the requested position for a period of one (1 }year in the Clerk of Court's Office. Supervisor Claud recommended. the .Board allocate $30,000 fo* the RE~wiAX Program and defer $29,000 for the grants writer position until the success of the REVMAX Program is determined. Supervisor Claud moved the Board adopt the proposed FY2003-04 . General Operating and Capital Budget in the amount. of $66,199,441.. The motion was adopted (S-0} with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion, and no Supervisors- voting against the motion. Ms. Seward requested the Board's consideration of the proposed FY2003-04 E-911 Operating .Budget in the recommended amount of $693,499..:. Supervisor Claud moved the Board adopt. the proposed FY2003-04 E- 911-Operating Budget in the amount of $693,499. The motion was adopted (S-0} with Supervisors.. MacManus, .Bradby, .Bradshaw, Clark and Claud voting in favor of the motion, and no Supervisors voting against the motion. Supervisor Bradshaw moved the Board authorize the County .Attorney to prepare and advertise for public hearing on May 1 S, 2003 an Ordinance to Impose: Taxes. at the current-rates for the 2003-04 fiscal year.. The motion was adopted (S-0) with Supervisors MacManus, Bradby, Bradshaw, .Clark and Claud voting~.in favor of the motion, and no Supervisors voting against the motion. // Chairman MacManus called for Special Presentations. . Debbie J. Sivertson, Administrative Analyst, formally introduced Paige Weiss, Local Governments Manager,. Department of Historic S ~, ~eAa 21 ~~-602 Resources, who briefed the Board on .the State's Cost .Share and Certified Local Government (CLG) Programs. // Ms. Sivertson introduced the Isle of Wight County Historic Survey and Archeological Assessment information relative to a Certified Local Government (CLG) Program. Supervisor Clark moved the Board direct staff to pursue Option (1) to include input. from citizens and to explore potential Cost Share. project partnerships with the Towns. Additionally, staff is to pursue CLG status for the County. The .motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion, and no Supervisors voting against the motion. // Chairman MacManus called for Regional Reports. .Supervisor Claud noted that the 2026 Regional Transportation -Plan is currently being discussed by the Hampton Roads Planning District Commission with June being the anticipated timeframe -fora .final Plan for consideration. Supervisor Claud stated there would be a meeting of the Coalition of High Growth- Communities on June. 2b, .2003 in Hanover, County. He noted he would provide the Board with additional information, as it becomes available. Chairman- MacManus reported than the Southeastern Public Service Authority total .tonnage. is up, while the landfill has. seen no corresponding increase. He further reported. that .recycling is down 3.9%, Isle of Wight County recycling remains at 37% on average. He stated a fire recycling. process. is being investigated and there are currently extra recycling .bins available to the communities at no cost that can be distributed to individuals who may wish. to use them at home- to take recyclables to the drop-off centers. Chairman MacManus reported that the tax reform was addressed during the Mayors and Chairs- Caucus meeting and an active .role is not anticipated to be taken in advising. the State on what needs to be done, rather emphasize the shortfalls in funding. Chairman MacManus reported that Virginia Beach will be continuing .its financial support. of the Hampton- Roads Economic Development Alliance. He further reported there was a presentation by the U.S. Coast Guard on Homeland Security for waterways, .which is information that will i 6 i n ~~ 80~K '21 %c~~603 be forwarded to-the Sheriff with the intent to develop an infrastructure in the County for Homeland Secwity., Chairman MacManus reported that no action items .were .discussed dwing the most recent meeting of the Intergovernmental Relations Committee. Supervisor Bradshaw reported. that he was not available to meet with the International -Paper Advisory Council. due to a Board of Supervisors' meeting on the same date. Supervisor Bradshaw reported that he will be providing. a copy of the regional report resulting from the Virginia ..Association of Counties Board of Directors' meeting this past weekend to the County Administrator for dissemination to the Board and other localities in Region 1. He noted Committee meetings will be held in Richmond on May 19, 2003 and the VACo President has appointed him io chair the Finance. Committee. County Administrator Caskey reported -that the Hampton Roads Partnership Maps Process has been terminated by the Hampton Roads .Partnership, and it will no longer be appearing. under Regional Reports. N Chairman MacManus called for Transportation Matters.. Jame. s A. Randolph, Planner, requested the Board's consideration of additional Revenue. Sharing Program Allocations for FY2002-2003... ' Chairman MacManus noted that the Board would not take advantage of the opportunity to seek additional .funding to be matched by the State due to budgetary constraints. Supervisor Claud moved: that the Board proceed with fulfilling the County's earlier commitment of $250,000 -and use the. $190,000 in interest money. The. motion was adopted by a vote of (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion, and no Supervisors voting against the motion. MacFarland Nebleft, Resident Engineer, Virginia Department- of Transportation, presented two (2) landscaping possibilities he intends to discuss with Mr. Carter-upon finalization by VDOT. He stated VDOT is nearing -the conclusion on the two (2) aspects concerning :landscaping and potential compensation to Mr. Carter. Supervisor Clark. requested that the VDOT.Resdent Engineer address the Board after he meets with Mr. Carter. concerning compensation to be made to Mr. Carter with respect to loss of visual pleasure. and other ..:~ 7 ~, eoQr 21 ~~r'6O~ pleasures he currently enjoys .with his property and a plan to mitigate. die negative aspects to Mr. Carter's property- Jonathan W. Hartley, Director of .Planning and Zoning, presented information pertaining to the Rescue Bridge (Route ?04) Community Survey. He noted That staff has concerns. about undertaking the survey with s respect to issues of public safety, fire- and rescue, emergency services, and connectivity. Supervisor .Clark noted .that without a bridge in Rescue,. additional traffic would be added to the. already heavily traveled Nike Park, Titus Creek and Smiths Neck Roads. Supervisor Claud stated realistically the bridge is proceeding as planned, .and the Board would only be creating false expectations if it authorizes the survey to be sent out asking the views of the citizens when the Board knows that .the input received from citizens will not have any impact. He recommended that the Board continue to instruct VDOT to ,come. up with a good .landscaping plan, as well as compensation to Mr. Carter for -his loss of pleasure with his property. Supervisor Bradshaw stated everyone -made the same assumption as . the process proceeded that the bridge depicted on the rendering is what would be built. He stated he did not believe the Board should misinform the citizens when it is obvious that the State intends to continue with the bridge in its current form. . Chairman MacManus concurred and noted that it is the consensus of the Board not to pursue the survey. He stated the Board has communicated to VDOT that it would like to see the approach to the bridge lowered and .the Board is on record, by adoption of a Resolution, that the Bridge be .made historically appropriate for that community.. Supervisor Bradby requested that Mr. Randolph contact VDOT and request than ditch work continue on Kenmere Lane. Supervisor Bradby requested that Mr. Randolph contact Mr. Jones concerning Rattlesnake Road. Mr. Randolph.. noted that he has contacted Mr. Jones and anticipates visiting the site next week in regards to brush clearing to remedy the problem. Supervisor Bradshaw recommended a ribbon cutting or dedication ceremony in conjunction. with VDOT with. respect to the Route 260 Connector Project, which is due to open in June or July 2003. ~, _ g .' • eo~K 21.~~:~605 Supervisor Bradshaw noted he would meet with staff and certain citizens-over the next two (2) weeks to discuss aproposed-name for the road and bring back a recommendation to the Board for consideration. Supervisor Bradshaw requested that Mr. Randolph .contact the VDOT Resident Engineer regarding the recent road closings along the Blackwater River. - He specifically requested that these roads be checked out to determine if there is any needed- maintenance required.. He offered to provide a list of the roads to staff . Dave Sanders requested the County's financial assistance in obtaining a motor grader for use on Yellow Rock Road. Chairman MacManus noted Mr. Sander's request would be discussed under New Business. Michael Uzzell requested reflectors be placed on the road-along the sharp curves on Bowling Green Road~and Central Hill Road. - Nancy Guill thanked the .Board. for its consideration of the Rescue Bridge Community .Survey and requested that the Board forward a letter to the Rescue Community League explaining the Board's decision. Supervisor Clark moved -the Board direct staff to forward a letter to the . Rescue Community League conveying the comments discussed by the Board .tonight. The motion was adopted by a vote of (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion, and no Supervisors voting. against the motion. // Chairman MacManus called for Citizens Comments. Albert Burkhart of Titus Point expressed his ,pleasure with the County's convenience and recycling centers. Grace Keen thanked the Board for their professional manner in conducting County business; noted. her .regret with Supervisor Claud not seeking reelection; and, requested the Board prepare an overview of what occurred at the VACo Conference. Chairman MaclVianus stated that the Board is committed to the VACo Conference and active participation in VACo which is critical to the future of this County. He noted that the Board is not committed to the location of the conference, which is not determined by this Board., He stated all members of -thin Board .are involved in at least one- (1) of the steering committees leading counties in Virginia. He stated Supervisor Bradshaw is the Region l representative on the Executive Board. He stated Supervisor Claud has been on-the telecommunications and utilities steering committee.. : 9 ~ 1 D®0~ 21 ~~i: V VV He stated he sits on the education :committee. He stated Supervisor Clark is on the community- development steering committee. He stated the County Administrator. is on the administration board; Anne Seward is on the finance board; and, John Hartley is on the environment and agriculture board.- He stated. the cigarette tax tie vote -took years of .face-to-face lobbying and the County will continue to lobby for the cigarette tax. He stated staff was not aware of the REVMAX Program until attending the Conference, which will provide the County. wilt grant funds to expand upon .Social Services programs. He stated the art of negotiating with cable companies was discussed extensively, as well as GASBY 34, which will be required by law to be implemented in the County: He stated. staff attended programs at the Conference to learn more about bio-solids, economic growth and how to have prosperity in rural communities, .how to make funds go further for E- 911,.• and VDOT assisting counties. He stated .staff also attended the High Growth Coalition meetings which is the organization that. is directing the efforts of what will be done in Richmond to try and get better strength. at a local .level for what .the County can do -from a planning perspective on managing growth.: He requested that Mrs. Keen share this information with interested citizens. Supervisor Clark stated he supports the VACo Conference because every year staff comes back with information that either saves the County money,. or increases .the quality of life in the .County. He stated staff not .attending the Conference would be a disservice to the County. Supervisor Bradshaw stated there is a wealth of knowledge through networking that can be learned at the. Conference and brought .back to the County. He stated because of the- County's involvement in VACo, the County has become a leader in the state. // Chairman MacManus called for the County Attorney's report. County Attorney Stroman formally introduced Elizabeth D. Riggleman, the County's new Assistant County Attorney, County Attorney Stroman presented the contract for. the Carrollton Fire and Rescue Center, which was tables by the Board at its April 17, 2003. He stated he recommends the contract as to form. Supervisor Clark movedthe Board authorize the Chairman to execute ..the contract. The motion. was adopted (5-0} with Supervisors MacManus,' Bradby, :Bradshaw, -Clark and .Claud voting in favor of the motion, and no Supervisors voting against the motion. ~/ 10 .. w ~1 Boer. ~ 21 :~60? Chairman MacManus called for the Community Development Report. Mr. Hartley presented the Preliminary subdivision plat of .Eagle Harbor Tract 2, Phase 3, property of Eagle Harbor LLC, Smith's Neck Road (Route 669), Newport Magisterial. District, Tax Parcel No. 34-01-003 for the Board's consideration. He stated the Planning Commission recommended approval with the condition that a trafl•ic study be updated prior to the final plat being approved by the Board. and submitted to VDOT. Supervisor Claud moved the Board approve the Plat, as conditioned.. The motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor. of .the motion, and no Supervisors voting. against the motion. Supervisor Clark requested that` Mr. Hartley reiterate the Board's request to Dean Vincent for an archeological review of Eagle Harbor. Supervisor Clark noted he would contact Mr. Hartley and provide the names- of the potential buyers of property in Track 2/Phase 3 concerning flooding or drainage issues that are preventing. them from closing on their- lots. // u Chairman MacManus called for the Public Utilities Report. E. Wayne Rountree, P.E., Director of Public Utilities, addressed the Board concerning fluoride compliance_ for the Obrey Water System.. He 'recommended that the Board approve the engineering services agreement, authorize the design, and the construction in accordance. with the approved Consent Order and within the limits of the budget. Supervisor Claud moved the Board approve the proposal for engineering services and authorize design and construction in accordance with the State Health Department approved consent order and within limits of budgeted funds. The motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark, and Claud .voting in .favor of the motion, and no Supervisors voting against the motion. !/ Chairman MacManus called for the Economic Development report.. Patrick J. Small, Director of Economic Development, presented a Resolution to.Proclaim May 11-17, 2003 as Business Appreciation Week for the Board's consideration. He noted the County-would be having an annual golf tournament, co-sponsored by the Chamber of Commerce, at the Cypress Creek Development. . 11 ~, Supervisor Maud moved the Board adopt the following Resolution: RESOLUTION TO PROCLAIM MAY 11-1 ?, 2003 BUSINESS APPRECIATION WEEK - , WHEREAS, Isle of Wight County is pleased to have a thriving. base of business and industry to support the local economy; and, WHEREAS, these businesses provide ~ essential employment .opportunities for the citizens of Isle of Wight County; and, WHEREAS, these businesses provide local revenues from which the entire citizenrybenefit; and, WHEREAS, these businesses also make significant contributions in our communities to promote educational- opportunities for our children and promote a variety of activities which increase the quality oflife in the area; and, WHEREAS, we recognize and appreciate these businesses; and, -NOW, THEREFORE, BE IT RESOLVED THAT: The Isle of Wight County Board of Supervisors hereby recognizes our existing businesses, and by virtue of this resolution gives notice to our citizens that "Success Starts- Here." AND, further, that the week. of May 11-1 T, 2003 is Business Appreciation Week in Isle of Wight County. The motion was. adopted (S-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion, and no • Supervisors voting. against the motion. Mr. Small .recommended that the Board appoint the" individuals listed. in the agenda in an effort to update the Economic Development Strategic Plan. Supervisor Claud moved the Board appoint the recommended individuals to a one-year .term expiring June 30, 2004 on the Economic Development Strategic. Planning/Support Group, as corrected to reflect the deletion of Mike Hinson, who is no longer the Mill Manager. with International Paper. The motion was :adopted (5-0} with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion, and no Supervisors. voting against the motion. // I.. ~Z R BooK 21 ~~::=609 Chairman MacManus called for the Emergency Management report. Richard O. Childress, Director of Emergene}+ Management,- presented the Hampton Road Metropolitan .Medical Response System (HRMMRS) Mutual Aid Agreement.. and Strike Team Response .Agreement for the . Board's consideration. Supervisor Clark moved the Board approve ahe' Mutual Aid Agreement and authorize the Chairman to ,execute the Agreement.. The motion was adopted (S-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion, and no Supervisors voting against the motion. Supervisor Clark moved the Board: authorize the County Administrator to execute the Strike Team Response Agreement. The motion was adopted (5-0) with. Supervisors MacManus, Bradby, Bradshaw, Clark and C'.aud voting in favor of the motion,: and no Supervisors voting against the motion. Mr. Childress presented an amendment to the architectural services contract for the Carrollton Fire Station expansion and renovation project in the amount of $2,450. Supervisor .Clark moved the Board authorize the Chairman to execute the amendment to architectural services contract with The Yates Group, PC. The motion .was adopted (5-0) .with Supervisors . MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of .the motion, .and no Supervisors voting against the motion. .Supervisor Claud moved the Board direct the Director of Emergency Management to evaluate and report back to the Board at its May 15, 2003 meeting how a project manager position can be handled on a part-time basis so that this project is properly supervised. The motion was adopted (4-0) with Supervisors MacManus, Bradby, Clark and Claud voting in favor of the motion; no Supervisors voting against ~ the motion; with Supervisor Bradshaw absent from the room. // Chairman MacManus called for the County Administrator's report. Donald T. Robertson, Assistant County Administrator/Director of Human Resources, presented a Resolution to Accept and Appropriate Grant Funds from the Virginia Department of Criminal Justice Services. to provide funding for school resource .officers who are currently located at the County's two (2) high schools. He stated the grant application was not included in the agenda as staff received.. information and notice of the grant on April 22, 2003, which is due in Richmond by 4:00 p.m. tomorrow. He stated he did receive the grant application .today and staff has not has 13 . ~^ eoo~: 21 ~~~=61U sufficient time to fully review the application and would, therefore, recommend the Board authorize execution of the grant application pending staff review and. approval. Supervisor .Bradshaw moved the Board authorize submission of the grant applications upon review and approval of staff and adopt the following Resolution: RESOLUTION TO ACCEPT AND APPROPRIATE GRANT FUNDS FROM THE. VIRGINIA DEPARTMENT OF CRIMINAL JUSTICE SERVICES .WHEREAS, the Isle of Wight .County Sheriff's Office, in collaboration with the Public Schools, has developed two (2) grant. renewal applications for funding to provide School Resource Officers (SRO) at Smithfield and Windsor High Schools; and, WHEREAS, funding. in -the amount of forty six thousand one hundred ninety four dollars ($46,194) or as much as shall be received from the Virginia Department of Criminal Justice Services -needs to be accepted and appropriated to the appropriate tine item in the. FY2003-04 Operating Budget for the County of Isle of Wight, Virginia. NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED that .the Board of Supervisors of the County of Isle of Wight,, Virginia authorizes submission of grant renewal application and- that funding in the amount of forty six thousand one hundred ninety four dollars ($46,194) or as much as shall be received from. the Virginia Department of Criminal Justice Services be accepted and appropriated to the. appropriate line item in the FY2003-04 Operating Budget for the. County of Isle of Wight. BE IT FURTHER RESOLVED that the County Administrator of .Isle ,of Wight County 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 (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion, and no Supervisors voting against the motion. County Administrator Casket' presented the Fifth Amendment to the YMCA Lease Agreement drafted by the County .Attorney for the use of the Home Economics. building. across the street from the Library for the Board's consideration. Supervisor Claud moved the Board approve the Fifth Amendment to the Agreement of Lease with the Peninsula Metropolitan YMCA... The motion .was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, 14 R Bo~N ~ 21 ~~~:~ 6li Clark and Claud voting in favor of the motion, and no Supervisors voting against the motion. Lyle D. Hornbaker, Information Services Coordinator, presented a contract for continued website services with VECTEC. He recommended the Board authorize the Chairman to sign the contract. Supervisor Bradshaw moved the Board authorize the Chairman to sign the contract, as presented. The motion was. adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clarke and Claud voting in favor of the motion, and no Supervisors. voting against the motion. Mr. Hornbaker presented a contract for the Virginia Base Mapping Program for the Board's consideration. County Attorney Stroman noted that this .data would be outside ~f the public domain at the insistence of the state. He stated that while the contract has several onerous.. provisions, it offers significant benefits .and cost savings to the County, and he is prepared to approve the contract as to form. Supervisor Bradshaw moved the Board to authorize -the. Chairman to sign the contract, as presented. The .motion was. adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion, and no.Supervisors voting against the motion. County Administrator Casket' presented a Resolution to Add Section 6.8 to the County Personnel Policies and Procedures Manual for the Board's consideration. He noted that the Code of Virginia requires that localities reaching a population of 30,000 provide extension of life, .accident and health insurance benefits to .retirees of the County. Supervisor Claud moved the Board adopt the following Resolution: RESOLUTION TO ADD SECTION 6.8 TO THE COUNTY PERSONNEL POLICIES AND PROCEDURES MANUAL WHEREAS, the Isle of Wight County Personnel Policies and Procedures Manual addresses the . County's policies and procedures regarding benefits to be received by County employees; and, WHEREAS, Section 6.8 of said Personnel Policies and Procedwes Manual is to be added to incorporate insurance benefit-- provisions. for eligible retirees as required by the Code of Virginia. NOW, THEREFORE, BE TT AND IT IS HEREBY RESOLVED by the Board of Supervisors of Isle of Wight County, Virginia, that Article VII, Benefits, Section 6.8 be added to read as follows: ;, 15 soot 21~6i2 Section 6.$ Retiree Benefi All regular full-time employees having 1) a minimum of fifteen (15) years of continuous employment with the .County, or less than fifteen years of continuous employment with the County who have retired due to line-of- duty injuries, .and 2) having been approved to receive retirement benefits from the. Virginia Retirement System shall be eligible to continue coverage on the County's life, accident, and health insurance programs. Such coverage. will be provided until the employee is .eligible for Medicare coverage and will be provided at the retiree's expense .for 100%` of the premium requirement. Coverage will be provided to the retiree only and will exclude any spouse and/or dependent coverage.. Retirees who elect this provision and subsequently terminate participation in the .plan may not thereafter- rejoin the plan. .This .policy shall apply retroactively to all active employees as of January 1, 2003. The .motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion, and no Supervisors voting against the motion. County Administrator Caskey briefed the Board on the status of the County's Pay and Classification Plan update. He requested the Board to authorize staff to negotiate a contract with the preferred vendor of choice. Supervisor Bradshaw recommended that the Board delay action until the County hires its new Director of Human Resources. Supervisor ,Clark moved the Board authorize staff to negotiate a contract with the vendor of choice to update the County's Pay and Classification Plan; direct staff to recruit a Human Resources Director as soon as possible; and, if necessary, delay the study of the County's Pay and Classification Plan until his/her arrival.. The motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and. Claud voting in favor of the motion, and no Supervisors voting against the motion. // Chairman MacManus called for Old Business. Mr. Robertson presented. a proposal developed by the Health. Department in conjunction with the City of Suffolk to .provide mosquito control. surveillance services in cooperation with County staff. Supervisor Claud moved that the Board direct Mr. Robertson to contact the Health Department Director with the request that he prepare an .. 16 n eoo~ • 21-M::~613 appropriate mosquito control agreement in the estimated amount of $15,000 for consideration by the Board. The motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud- voting in favor of the motion, and-no Supervisors voting against the motion. Donald M. Long, Director of Public Works, addressed the Board on his recommendations to remind citizens to secure their trash while in route to the County's collection sites. Supervisor Bradshaw moved the Board authorize -the Public Works Department to move forward .with informing the citizens of the County of problems presented in the best means that staff sees fit, using the suggestions as offered by the Board .tonight to post signage, rather than distribute leaflets,: at the Convenience Center encouraging .citizens to properly secure their loads of trash and debris while in transport and to contact .Prime Media. The motion was adopted (5-0} with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion, and no Supervisors voting against the motion. - Mr. Long reported that the litter has. been. cleaned along .Reynolds Road, Titus Creek Road and Nike Park Road. He noted these roads would be kept on a clean-up schedule on a regular basis. Mr. Long reported that VDOT has been informed of the ditching problem on Reynolds Road and they intend. to remove the weeds to allow drainage to flow more evenly. Supervisor Bradshaw notified Mr. Long that the culvert is blocked at the Carrsville Convenience Center. Mr. Long advised VDOT would be taking action to alleviate the blocked culverts at the Carrsville Convenience Center and Camptown. - Mr. Hartley stated pursuant to Board .action, the application of David ' A. and Amy M. Stoup for a change in zoning- classification from RAC to Conditional General Commercial of 2.64 acres of land located on the north . side of Brewers Neck Boulevard (Route 258) between Slant Drive (Route 670) and Booker.. T. Drive in the Newport Election District has been-put - back on the agenda to discuss potential uses. - Chairman MacManus -noted a concern with the sale of mobile homes. Supervisor Bradshaw noted aconcern-with furniture repair. ' County Attorney Stroman requested, pursuant to the applicant's statements to the Board, that the applicant submit a revised proffer . statement noting the mulch yard is for a twelve (12) month period; deleting • Section 3.220 Furniture Repair; and, deleting Section 9.1 mobile home unit ,, 1? 4. .. _.. t . eoQr . 21.A~~s14 sales and that.-staff is to advertise the matter for .public hearing at the Board's May 15, 2003 meeting at no cost to-the applicant. Chairman MacManus noted he would be looking in the future for a report from staff on the status of Nancy Guill's request to review the Board's current policy with respect to how the Board of Supervisors treats public hearings and the ability for the applicant to address-the matters. - Chairman MacManus inquired about the status of the. letter from Jce Ferguson concerning contractor licenses being subcontracted. County Attorney Stroman noted he is working on preparing a report . for the Board. Supervisor Clark requested that staff ensure -that acceptance of drainage .easements is not obligations of the County in the future. Mr. Hartley noted the issue would be discussed.. at the next Planning Commission meeting to begin to develop a policy for consideration by the Board. He recommended the Board not change the current policy. until there has been a full discussion of what the options are. Supervisor Clark .requested that staff advise the Board of anything that comes before the County concerning accepting of drainage easements. Supervisor Clark requested the County Administrator to contact Jeb Bonnet at Jeb's Market to determine if he is still interested.. in something from the County as a result of his being listed as a delinquent taxpayer erroneously by the Treasurer's Office. Supervisor Clark requested the status of tax exemptions for the elderly and handicapped. Supervisor Bradshaw .stated the committee is in the process of reviewing the issue. . - Supervisor Clark requested that Mr. Hartley contact VDOT in order to resolve the issue at Merritt's Cove. Supervisor Clark inquired. as to the status of the discharge of firearms at Gatling Point. County Attorney 3troman reported that he is in the process of preparing a memorandum for the Board addressing the State statutes thatare in place and local option ordinances that the Board can implement. // 18 R ~o~~ ~ 21 ::-615 Chairman MacManus called for New Business.. Regarding -the request of Dave Sanders for a grader for Yellow Rock Road, Supervisor Clark offered to contact Branch Lawson and others to request assistance in locating a grader. Supervisor Bradshaw requested the County Administrator investigate the change in hunting regulations with the Game and Inland Fisheries.. Supervisor Clark requested that .there. be a requirement, as part of a rezoning, that .the developer,. at his expense, would bring in an archeological consultant to survey property for all historical sites that may be located on a PropertY• Chairman MacManus noted that the School Board has indicated a desire to .know -what: the County's plans are for future development of the Courthouse Complex. Mrs. Seward noted that she has relayed the Board's plans for future development of the Courthouse Complex to the School Board.- Chairman MacManus requested that staff prepare a resolution of support for the grants the Town of Smithfield is seeking to address the enhancement of Church Street and Jericho Road Supervisor Clark- inquired if the timeframe for the revised Zoning Ordinance is still on schedule. Mr. Hartley noted the Planning Commission is continuing to work. to meet the June, 2003 deadline.. County Attorney Stroman presented a proposed .agreement with Commonwealth Engineering Group for engineering services connected with Phase 1 for the new Central County Park for the Board's consideration.- Supervisor Claud moved the Board authorize the Chairman to sign the contract with Commonwealth Engineering Group. The motion. was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion, and no Supervisors voting against. the motion. County Attorney Stroman presented an agreement with Norfolk Southern concerning underground pipeline work being done in conjunction with work at the Nevamar facility in the southern part of the County. Supervisor Clark moved the Board authorize the Chairman to sign the agreement. The motion was adopted (4-0) with Supervisors MacManus, Bradby,. Clark and Claud voting in favor of the motion;. no Supervisors :~ 1 19 _` goer 2i rr~-61fi voting. against the motion; and, Supervisor Bradshaw abstaining from voting on or discussing the matter.. /I Chairman. MacManus called for Appointments. Supervisor Bradshaw moved the Board appoint Shirlie S. Camp, representing the Carrsville District,. on the Boykin's Tavern Advisory Committee.- The motion was adopted unanimously (5-0}. Supervisor Claud moved the Board appoint the Fair Committee, as recommended. The motion was adopted unanimously (5-0). Supervisor Claud moved the.. Board reappoint W. Douglas Casket' to the Hampton Roads Planning District Commission. The motion was .adopted unanimously (5-0). Supervisor Claud moved the Board reappoint Iany Willis, representing the Windsor. District, on the Isle of Wight Substance Advisory Council. The motion .was adopted unanimously (5-0). Supervisor Claud requested that Mr. Robertson bring back a recommendation to the Board at its June 5, 2003 meeting on the Western Tidewater Disability Services Board. Chairman MacManus moved the Board reappoint Gene Hunnicut, representing the Smithfield District, on the Isle of Wight Substance. Abuse Advisory Council. The motion was adopted unanimously (5-0). Chairman MacManus moved the Board reappoint Robert E. Hines, representing the Smithfield District, on the- Parks and Recreation Advisory , _ ' Committee. The motion was. adopted unanimously (5-0). // County Attorney Stroman requested a closed session under Section 2.2-3711.A.1 concerning a personnel matter. and under Section 2.2-3711.A.5 regarding a discussion concerning a prospective business or industry. Supervisor Claud moved the Board enter closed. session for the reasons stated. The motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the. motion, and no Supervisors voting against. the motion. Supervisor Claud moved the Board reconvene its meeting. The motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, .Clark 20 ~~D~~ .~. r~:~fi17 and -Claud voting in favor of the motion, and no Supervisors voting against the motion. Supervisor Bradshaw moved the Board .adopt the following resolution: CERTIFICATION OF CLOSED MEETING. WI~~REAS, 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 inconformity with Virginia law, ' NOW, THEREFORE, BE TI' 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 suchpublic business matters as-were identified in the motion convening the closed meeting.. v~ene heard, .discussed or considered by the Board of Supervisors. VOTE .AYES;. MacManus, Bradby, Bradshaw,. Clark and Claud i NAYS: 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: 0 1/ At 10:15 p.m., Supervisor Bradby moved the -Board adjourn its meeting. The motion was adopted unanimously (5-0). cam,,. Richard K. MacManus, Chairman 21 I • ~.