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12-07-2006 Regular Meetingi eu~K 24 ~.:~.~~~44 REGULAR MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE SEVENTH DAY OF DECEMBER IN THE YEAR TWO THOUSAND AND SIX PRESENT: Thomas J. Wright, III, Chairman Stan D. Clark, Vice-Chairman- Thomas R. Ivy Phillip A. Bradshaw ABSENT: James.B. Brown, Jr. Also Attending: A. Paul Burton, Interim County Attorney W. Douglas Casket', County Administrator E. Wayne Rountree, P.E., Assistant County Administrator Patrick J. Small, Assistant County Administrator Carey Mills Storm, Recording Secretary Chairman Wright called he meeting to order at 4:00 p.m. // Supervisor Clark delivered the invocation. // The Pledge of Allegiance was conducted. // Chairman Wright called for Approval of the Agenda. Interim County Attorney Burton requested -that the fallowing. amendments be made to the agenda: following the Approval of the Agenda, add a .new .item Number 3, Closed. Session, for the receipt of legal advice regarding one item of actual litigation, one item of probable litigation and consultation with legal counsel .regarding specific matters relative to the -Fair Labor Standards Act and `renumber the remainder of the Agenda items as ` appropriate;. under Transportation Matters, add a piece of correspondence dated: December 7, 2006, addressed. to Mr. David S. Ekern, P.E., Transportation Commissioner, Virginia Department of Transportation, from Chairman Wright, outlining the County's concerns and position on VDOT's consolidation .plans; under the County Administrator's. Report, add a new item .regarding. a Resolution to Provide for the One-time Reduction in the Zuni Water System Bills from a Minimum of $40.00 to $30.00 as a Result of the Recent Northeaster Storm; under New Business, add an additional item, as requested by Chairman Wright, to discuss .the marking of County documents not adopted by the Board of Supervisors being marked as l 1 a~r~x ?4 ~::.~ X45 "Preliminary Draft"; and .under the second Closed. Meeting at the- end of the agenda, add four items: the first .two related to the receipt of legal advice regarding the County Zoning Ordinance, the third item related to the receipt of legal advice regarding annexation and the fourth item related to the receipt of legal advice regarding probable litigation. 1I Chairman Wright .called for Special PresentationstAppearances and recognized the Coach and members of the Isle of Wight Academy football team that were present. Supervisor 'Bradshaw moved that the Board .adopt the following Resolution: RESOLUTION TO RECOGNIZE THE ISLE OF WIGHT ACADEMY FOOTBALL TEAM FOR OUTSTANDING ACHIEVEMENT WHEREAS, the Isle of Wight Academy Chargers Football Team won the 2006 Virginia Independent Schools Football Association Division 3 State Championship; and, WHEREAS, the Chargers Football Team advanced to the State Championship by also winning the Tri-Conference Championship; and, WHEREAS, the Chargers Football Team also won the 2005 State Championship and for the past two years have a record of 20 wins and only 4 losses; .and, WHEREAS, the Board of Supervisors of the County of Isle of Wight County wishes to recognize these significant achievements. NOW,. THEREFORE, BE IT AND IT IS HEREBY. RESOLVED that the Board of Supervisors of the County of Isle of Wight, Virginia recognizes and congratulates the Isle of Wight Academy Chargers. Football Team for outstanding achievement. The motion was adopted by a vote of (4-0) with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Brown absent from the meeting. /i Interim County Attorney Burton. requested a Closed Meeting pursuant to Section 2.2-37I1.A.7 of the Freedom of Information Act concerning consultation with legal counselpertaining to probable litigation where such consultation in open meeting. would adversely affect .the negotiating posture 2 e of the public body; under Section 2.2-3711.A.7 concerning consultation with legal. counsel pertaining to actual litigation where such consultation in open meeting would adversely affect the litigating posture of the public body; and under Section 2.2-37 T 1.A.7 ..concerning consultation with legal counsel regarding specific legal matters relative to the Fair Labor Standards Act. Supervisor Clark moved that the Board go into the Closed Meeting for the reasons stated by the Interim County Attorney. The motionwas adopted by a vote of (4-0) with Supervisors Bradshaw,.. Clark, Ivy .and .Wright voting in favor of .the motion; no Supervisors voting .against the motion; and, Supervisor.Brownabsent from the meeting. Supervisor- Bradshaw moved that .the Board return to open. session. The motion was adopted by a vote of (4-0) with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the motion;. no Supervisors voting against the motion; and, .Supervisor Brown absent from the. meeting. Supervisor Ivy moved that the Board adopt the following Resolution: CERTIFICATION OF CLOSED MEETING WHEREAS, 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 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 closed meeting to which this certification resolution applies, and (ii) only such public business matters as were identified in the motion ..convening the closed meeting were heard, .discussed or considered. by the Board of Supervisors. VOTE AYES: Bradshaw, Clark, Ivy and Wright NAYS: 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: Brown r ~~ Chairman. Wright recognized the following employees for five (5) years of service: Georgette Phillips; Sheila Dalton;. Tracy Pierce; Patrick Humphries; Felton Benton; Charlton Bradby; Lola Kea; Patricia Gwaltney; Mark Kitchen; and Dahlis Atkins. Chairman Wright recognized the following employees for ten (10) years of service: Bonnie Whitley; Wayne Rountree; Elsie Major; Dinah Everett; Karen Casey; Tommy Davis; and Tammy Brown.. Chairman Wright recognized Art Berkley and Lanna DeVites for fifteen (15) years of service. Chairman Wright recognized Joseph Willard for twenty (20) years of service. Chairman Wright recognized Sharon Jones for thirty (30) years of service. Chairman Wright presented a Peake Belt given by the Cheroenhaka Indian Tribe during its. Pipe Ceremony .held on November 25, 2006 and requested that it be appropriately displayed at the. Courthouse. Rosanne Walters, Director, Newport News Office on Children, Youth and Families, .briefed the .Board on youth programming in that City. She distributed brochures from that office, including a copy of a Strategic Plan for Youth. Supervisor Clark moved that the Board direct staff to write a letter to Mayor Frank expressing the Board's gratitude for Dr. Walters' briefing regarding-youth programming in the City of Newport News. The motion was adopted by a vote of (4-0) with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor. Brown absent from the meeting. // At S:OO p.m., Chairman Wright moved that the Board recess in order to attend the Annual Wreath Hanging Ceremony. The motion was adopted by a vote of (4-0) with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the .motion; no Supervisors voting against .the motion; and, Supervisor Brown absent. from the meeting. Supervisor Bradshaw moved the Board :return to open session. The motion was adopted by a vote of (4-0) with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Brown absent from the meeting. 4 // Sheriff C. W. Phelps stated responsive to the Board's previous request to him that he investigate whether or not there is still a need for the Isle of Wight Substance Abuse Advisory .Council, he would recommend. that the ..Board abolish the Council as there are. other programs and facilities available for individuals with substance abuse. Supervisor Clark moved that the Board direct staff to come back-with an appropriate resolution to dissolve the Isle of Wight Substance Abuse Advisory Council. The motion was adopted ~ by a vote of (~-0) with Supervisors Bradshaw, .Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Brown absent from the meeting. Sheriff Phelps addressed the. Board concerning the feasibility of adding security measures at the County's schools. He distributed a report advising concerns of the various County school Principals relative to their respective' schools. He advised that the recommendation is to place School Resource Officers in all schools; security cameras for elementary schools; additional cameras and upgrades for Westside, Windsor Middle and High School and Smithfield Middle and High .School; the ability to monitor school security cameras from a remote or centralized location; panic buttons in all school offices; additional walk-through metal detectors; cameras on all school buses .with: the ability to monitor from a remote. or centralized location; GPS on all school buses and vehicles; and improved radios on all buses and at all school .sites for internal communication..He advised-that elementary schools appear to be more vulnerable than kindergarten, middle or high schools. Supervisor Clark recommended that procedures be developed requiring . .individuals to provide identification. before .gaining admission to any school facility. He further recommended. that doors be secured with a surveillance and buzzer system. Supervisor Bradshaw inquired about the feasibility of utilizing .cameras in school. facilities. l Sheriff Phelps replied that he did not recommend installing cameras in school facilities as.they could provide an advantage to an intruder. inside a school facility. Chairman Wright requested Sheriff Phelps to consider the feasibility of installing fencing around the parameters of school facilities. Supervisor Bradshaw moved that the Board appoint a committee .consisting of Supervisors Clark and Ivy, the Sheriff and appropriate. school personnel to be determined and that such Committee be tasked with 5 formulating recommendations on how access to school facilities can. be restricted, keeping in mind recommendations. from the Board for ir~statlation of .buzzers and surveillance. systems, display of identification. and the installation.of fences around school parameters. The motion was adopted by a vote of (4-0) with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors .voting against: the motion; and, .Supervisor Brown absent from the meeting. Supervisor Ivy requested that Sheriff Phelps set a date for a meeting once he has contacted the School Superintendent. Supervisor Bradshaw requested County Administrator Casket' to communicate to the School Superintendent that the Board has taken the above action. Sheriff Phelps presented the Homeland Security Evacuation, Plan and .accompanying letter indicating certain changes for the Board's approval.. He noted following approval by the Board, he would be contacting the Tov~•n of .Smithfield concerning the specific evacuation routes through the Town. Supervisor Ivy moved that the Board adopt the Homeland Security Evacuation Plan addressed to the Board from the Sheriff. The motion was adopted by a vote of {4-0) .with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Brown absent from the meeting. Sheriff Phelps advised the Board that staff is currently interviewing for the position of Animal Control Officer and that the Board should anticipate certain capital improvements fo the Animal Control facility in the future. Sheriff Phelps briefed the Board on his Department's Five-Year Strategic. Plan, which includes a Mission Statement and objectives. He stated in 1988, the Sheriff's Department had 19 appointed Deputies, of which 13 were assigned to -the road which indicated a ratio of one (1) Deputy per 1,873 citizens. He stated in 2005, his Department had 34 Deputies, of which 18 were assigned to the road, which indicated a ratia of .one (1) Deputy per -every 1,857 citizens. He stated that while the total number of Deputies is within the established ratio of one { 1) Deputy per 1,500 citizens, it is higher ..than the standard because'not all of his funded positions are road Deputies. He stated currently his Department has 43 response vehicles, of which 14 of these. vehicles are carrying in excess of 100,000 miles. He stated at least nine (9) additional Deputy positions. are needed in 2007 in order to provide the minimum level of coverage needed to fulfill the anticipated- population demands and to bring the responding personnel to the level of one { 1) Deputy per every 1,506 citizens. He advised that the established ratio of Deputies should be able to be maintained by adding one (1) road Deputy every other .year if the population grows by no more. than .02°fo. He stated that. 14 additional Deputies are needed in 2007-08. 6 I ?or.~~. 24 ~~ X30 Supervisor Clark confirmed that -the Sheriff's request for additional Deputy positions over the past several years had been denied and that now he is being forced to play catch up. Sheriff Phelps stated that the Compensation Board had previously changed the ratio at a time when the County was funding five (5) positions, which equated to five (5) positions that he was going to obtain from. the - . .Compensation Board and it was chose, at that time, to .abolish the five (5) .County positions. Supervisor Clark stated that County funds are already paying for the SRO positians within the schools and that the: School Board should be funding extra-curricular activities that are held after school hours, He stated that he wants .Deputies available for the road as much as possible. Sheriff Phelps offered to discuss Supervisor Clark's comments with the .School Superintendent. Supervisor. Bradshaw recommended :that the Board, in conjunction with . Sheriff Phelps, request the Compensation Board to fund additional Deputy. positions in the County. Sheriff Phelps .advised the Board that there. are training issues related to any new Deputy position. and that it would take approximately a year before a Deputy. would really be able to be responsive to the needs of that Department. y~y Sheriff Phelps advised that typically he can get four (4) years' use out of .patrol vehicles but SRO vehicles normall las io r y t nge as they- are used. to travel to and from school .functions only.. Sheriff Phelps .addressed. the replacement of weapons and bullet-proof. .vests. He advised that weapons are replaced every .five (5) years because of .the impact from the climate and that the life expectancy of a bullet proof vest is also five (5) years. Sheriff Phelps briefed the Board on the various functions performed. by .his Department, to include court security, civil pr©cess, background checks and fingerprinting of potential. school .employees, as well as background checks for the Department of Social Services. Supervisor Ivy inquired if the Sheriff's Department issues .Driving Under the Influence (DUI) charges. Sheriff Phelps responded that staff applies for grants .from the Department of Motor Vehicles and there .are several special enforcement assignments and DUI check points each year. He advised that the process.: time .for DUI arrests is several hours. He advised that because the County 7 1 1 ~~~;; ?~ . -~51 only employs apart-time Magistrate, Deputies are sometimes. forced to wait an hour. Supervisor .Bradshaw recommended that the Sheriffs Five-Year Strategic Plan be incorporated into the County's .Strategic Ptan and that it be discussed at the Board's Retreat. Assistant County Administrator Rountree formally introduced Christopher Dolena, the County's new Engineer, to the Board. // Chairman Wright called for consideration of the Consent Agenda. A. Resolution of Support for Grayson County A .Resolution of Support for a Route 58 Extension in Grayson County B. Department of Motor Vehicles Grant Resolution 'to Accept and Appropriate Funding .from the Virginia Department of Motor Vehicles C. Paul D. Camp Community College Roof Repairs D. Acceptance and Appropriation of Carryover Grant. Funds. Remaining at June 30, 2006 Resolution to Accept and .Appropriate $20,285 from the State and .Federal Governments for Carryover Grant Programs E. Funding for the Reopening of the Isle of Wight/Franklin Skating .Rink . Resolution to Appropriate. Funds for the Reopening of the Isle of Wight/Franklin Skating Rink to Include an Appropriation from the Unappropriated Fund Balance. F. VDOT Revenue Sharing Program, Fiscal Year 2006-07 Resolution to Appropriate Funds from the Unappropriated Fund Balance for .the FY06-07 VDOT Revenue Sharing Program . G. Funding for an Alternate E911 Site. 8 ~.~. -- - e Gry:, ?4 ...~~.~~ . ~ Resolution to Appropriate Funds from -the. Undesignated Fund Balance of the E91 i Fund for an Alternate .911 Situ H. Video Presentation System for the Board. Room' I. Convenience Center Information Booklet J. Site Plan for Ted .Christian -Parcel D, Isle of Wight Industrial Park K. Subdivision Plat of Parcel 10-A, Eagle Harbor L. November 2, 2006 Regular Meeting Minutes M. November 8, 2006 Continued Meeting. Minutes. ..Supervisor- Ivy moved that the Consent Agenda be approved. The motion was adopted by a vote of (4-0) with Supervisors Bradshaw, Clark,. Ivy and Wright voting in favor of the motion; no Supervisors voting against he motion; and, Supervisor Brown absent from. the meeting. ii _ Chairman Wri ht called for g Regional. reports. ~ Supervisor Bradshaw commended the Director of Budget and Finance and her staff for. their work on the CIP. Supervisor Bradshaw reported on the progress of joint meetings. held 3 between County and school administration staff regarding..-funding for the budget, CIP and other Capital projects. Supervisor Ivy briefed the Board on the presentation from the Ham to Roads Ports Authority with respect. to the anticipated increase in volume t *he ports, as well. as the .projected increase in containers utilizing .the roadways. f Supervisor Bradshaw reported that VACo is in the progress of selecting Committees for the upcoming year. He .noted that regional meetings are anticipated to be held in the March and April 2007 timeframe and that he would be responsible for hosting a regional meeting for this region. Supervisor Bradshaw reported that he had recently addressed Senator Hanger's commission regarding issues the County: is addressing with the Comprehensive Services Act. ~ Supervisor Bradshaw advised that he has been appointed to the Board of Directors of the Virginia Local Finance Board. 1 1 9 ~~-~,~ 24:,~.~~~3 County Administrator Casket' reported that the Southeastern Public Service Authority Board of Directors has agreed to set a special meeting on December 19, 2006 at 9:30 a.m. to discuss budgetary issues and changes to the SPSA Board's bylaws. Chairman Wright advised that an Interim Superintendent for the Western Tidewater Regional Jail had been appointed.:. Supervisor Bradshaw- reported on the public .forum held by Sussex County regarding .the Blackwater River. He stated efforts are moving.. forward relative to requesting the support of Congress for a discretionary study to take place in 2007. // . Chairman Wright called for Transportation Matters. Sandon S. Rogers, Transportation Planner, distributed correspondence dated December 7, 2006, addressed to Mr. David S. Ekern, P.E., Transportation Commissioner, Virginia Department of Transportation, from Chairman Wright, outlining the County's concerns on VDOT's consolidation plans. Supervisor Clark stated that VDOT is now understaffed. due to State cuts, while the demands for service .remain the same. He stated that the State is asking VDOT to do more with less and at some point more can't be done with less. Supervisor Bradshaw requested that the fatality which occurred. in Surry County be discussed at the next VDOT quarterly meeting. Supervisor Bradshaw moved that the Board authorize the Chairman to sign the letter.. The motion was adopted by a vote of (4-0).with Supervisors ~~radshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting against. the motion; and, Supervisor Brown .absent from the meeting /I Chairman Wright called for Citizens Comments.. Brian Carroll of 8461. Stallings, Creek Drive and Captain of the Isle of Wight Volunteer Rescue. Squad recalled his comments to the Board at a previous meeting regarding the Isle of Wight Volunteer Rescue Squad which meets its internal goals and response goals. established by the Town of .Smithfield. He stated he believes that the medical system in the County is sustainable as a joint volunteer organization even though. calls are transferred 10 from one station. to another depending on volume and staffing and although there are delays from time to time. He stated that the majority of the delays. are related to priority calls and: availability of the next. medic. He stated the single difference in the County is that the rescue squads operate as multiple agencies under .separate names to provide the same. service.: He stated it is important to each individual agency to maintain its identity. He stated to some extent the rescue squads do rely. on the various fire departments o assist as drivers, from time to time, and in Smithfield it occurs less than 15% of all of the total call volume and rarely involves delay in response. He stated. that he wanted to express his disappointment in he comments offered by Supervisor Ivy in The. Smithfield Times concerning the state of the EMS- system in .the County. He stated that while the .demand is growing and the County must grow with it, he believes Supervisor Ivy's choice of words were irresponsible and premature concerning the current service provided: by the Isle of Wight Volunteer Rescue Squad. He stated that additional career staffing is the simple answer and the majority of any shift at the Isle of Wight Volunteer Rescue Squad be covered by career providers is completely unfounded. He stated that currently 50% of the calls have volunteers on theme and ali the third and fourth. medic calls are staffed completely by volunteers. He stated that the Squad also provides complete :coverage on many -shifts throughout the day and night. He stated that while. the assistance of career and volunteer. staffing is needed to ensure that no shifts go uncovered, .the amount of career staff that it would take to replace the volunteers. is unbelievable. He stated the Squad now provides an excellent service at the most feasible cost to the. citizens. He recommended that. the Board refrain from judging the current EMS system; allow the consultant to do his job; and upon completion agree to .staff and meet. whatever standards are determined on a county-wide basis.. He stated that doing so will help maintain a viable EMS system that is both volunteer and career. Herb DeGroft signed the Citizens Comments register; however, he was not. present when called and County Administrator Casket' distributed a letter left by Mr. DeGroft regarding the Smithfield High School Scienc° Lab project. ~~ Chairman Wright called for the. County Attorney's report, Interim County Attorney Burton stated pursuant to Supervisor Clark's direction, contained in the agenda is a proposed amendment to -the Noise Ordinance which he recommends that. the Board authorize him to advertise for public hearing. Chairman Wright requested that Jake brakes. be addressed in the Ordinance. 1 Supervisor Ivy requested that emergency vehicles be excluded, if enforceable. Supervisor Clark moved that the Board authorize the County Attorney's office to set the matter for public hearing at the Board's January ~ 18, 2007 meeting. In the meantime, Chairman Wright requested that the issue of "Jake Brakes" be addressed and Supervisor Ivy recommended that, if enforceable, emergency vehicles be excluded. The motion was adopted by a vote of (4-0) with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of .the motion; no Supervisors .voting against the motion; and, Supervisor Brown absent from the meeting. Interim County Attorney Burton presented a proposed contract for the removal of underground storage tanks that are. associated with the Hazard Mitigation grant project. Supervisor Ivy moved that the County Administrator be authorized to execute the contract between the Board and Petroleum Systems of Virginia. The motion was adopted by a vote of (4-0) with Supervisors Bradshaw, Clark,. Ivy and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Brown absent from the meeting. Interim County Attorney presented a proposed. relocation of the polling place for the Pons Precinct as previously requested. Supervisor Bradshaw moved that. the Board .authorize the County Attorney's office to prepare an Ordinance to effectuate a change in the Pons Precinct. and submit a request to the Voting Rights Section of the Department of.Justice, pursuant to the Voting Rights Act. The motion was adopted by a vote of {4-0) with Supervisors Bradshaw, Clark,. Ivy and Wright voting in favor of the motion; no Supervisors voting against. the .motion; and, Supervisor Brown absent from the meeting. Interim County Attorney Burton requested that. the Board review. the .Board's Rules of Procedure prior to its adoption at .the Board's January 4, 2007 meeting. Supervisor Ivy recommended that the Board's Rules reflect that the procedure for Roll Call. of Members can be done silently and that the Board does nat engage in dialogue during Citizens Comments. 11 Chairman Wright moved that the Board take a ten (10) minute recess. The motion was adopted by a vote of (4-0) with Supervisors Bradshaw, dark, Ivy and Wright voting in favor of the motion; na Supervisors voting against the motion; and, Supervisor Brawn absent from the: meeting. 12 Supervisor Bradshaw moved that. the Board return to open session. -The motion was adopted by a vote of (4-0)-with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting against the motion.; and, Supervisor Brown absent from the meeting. U Chairman. Wright called for the Parks and Recreation report. Alan S. Nogiec, Director of Parks and Recreation, requested that the Board. adopt a Resolution to Appropriate Funds from the Unappropriated Fund Balance for Repairs to the Isle of Wight County Museum to hire an engineering firm to address. changes at the Museum and testing that needs to be done because of the water issues that occurred as a result of the October 2006 storm. He stated that the work will be completed within-forty-five (45) days and result in a plan that will be completed in phases. He stated that circulation of fresh air into the building will be accomplished first. in an effort to get the. building reopened. Supervisor Ivy inquired why., it has .taken staff so long to-get to this point. Mr. Nogiec replied that other. testing had to be performed first in order to determine if the building, could be entered. " He stated work to date has. been associated with saving the collections. Supervisor Ivy .inquired. when staff anticipates the Museum being reopened. He commented that it has now been closed for two (2) months and that staff anticipates it being closed another forty-five. (45) days. Mr. Nogiec replied that he anticipates the Museum being reopened in early Spring. Supervisor Ivy stated -that individuals donate family.. treasures to the Museum with the expectation that they. will be safeguarded by the ..County and he was disappointed with staff .who knew that there was an existing problem with drainage at the Museum. He stated that others in the future will not. want to donate their items to the Museum because it shows irresponsibility-and incompetence on the part of staff. He stated if volunteers do not see a commitment. by the County to get-the Museum reopened quickly, they will cease to volunteer.. He encouraged staff to move forward with more focus centered on getting. the Museum reopened before the Spring.. He stated if not, the Board will. have a serious credibility issue .with the Museum Foundation, the volunteers and the community. :.Supervisor Ivy moved. that the Board adopt the following .Resolution: 1 1 1 r' RESOLUTION TO APPROPRIATE FUNDS FROM THE UNAFFROPRIATED FUND BALANCE FOR REPAIRS TO THE ISLE OF WIGHT COUNTY MUSEUM WHEREAS, the Board of Supervisors of the County of Isle of Wight, Virginia has. authorized certain repairs at the Isle of Wight County Museum; and, WHEREAS, funds in the amount of forty-.five thousand dollars {$-45,000) need to be appropriated from the Unappropriated Fund Balance of the General Fund to the FY 2006-47 General.Operating and Capital Budget for the cost of certain repairs. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that forty-five thousand dollars ($45,000) from the Unappropriated- Fund Balance of the General Fund be appropriated to the FY 200b-07 General Operating and Capital Budget. 1 Following discussion an what has been done to date with respect to improved air quality, Mr. Nogiec advised that the trailer will be returned to Smithfield Foods next week. Supervisor Bradshaw inquired where Museum staff is currently being housed. BE IT FURTHER RESOLVED that. the County Administrator of the County of Isle of Wight, Virginia is authorized to make the appropriate accounting adjustment in the .budget and to do all things necessary to give this resolution effect. The motion was adopted by a vote of (4-0) with Supervisors.Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Brown .absent from the meeting.. 1 Mr. Nogiec replied .staff was being housed on the second -floor of the Bank of Southside Virginia. He noted that staff is being tasked with sending certain :items out to be professionally restored, such as the textiles and. paper goods. Supervisor Bradshaw inquired how much that will cost the County.. Mr. Nogiec advised that he did not know what the cost would be at this point in time.. Supervisor Bradshaw commented that the ~ Board has not yet appropriated any funds for repairs: to the Museum,. and he requested tha# County Administrator Casket' investigate what has to be done. procedural y in s order to address expenditures that have already been made by the Director of Parks. and Recreation, but not approved by the Board. Mr. Nogiec addressed the .grant applications for. the 2007 Jamestown Anniversary Celebration which were submitted for the Board's. review pursuant to a request by the Tourism Department for the .reprint of the Helen Haverty King's Historic .House Map by the Historic. Society and the. Patriot's -Day. Committee for the Jamestown Period Reenactors. Supervisor Ivy moved that the Board approve staff's recommendation to approve Item # I 1 (Tourism -Reprint of Helen Haverty King's Historic House Map) in the amount of $995 and Item # 12 (Patriot's Day Committee - Jamestown Period. Reenactors) in the amount of $2,500. The emotion was adopted by a vote of (4-0) with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting against .the motion; .and, Supervisor Brown absent from the meeting. Mr. Nogiec recommended that the Board .adopt the Resolution of Dissolution of Parks and Recreation Advisory Committee as contained in the agenda.. Supervisor Clark moved that the Board adopt the. following Resolution: RESOULTION OF DISSOLUTION OF PARKS AND RECREATION ADVISORY COMMITTEE WHEREAS, the Board of Supervisors. of .Isle of Wight County, Virginia (the "Board"), created by resolution dated the 7`" Day of May 1998, a Parks and .Recreation Advisory Committee (the "Committee") to .assist the Department of Parks and Recreation. (the "Department") with reviewing issues that created an impact on the orderly development of public recreational facilities and programs. offered in Isle of Wight County, Virginia;. and, WHEREAS, this Committee, .for various reasons,. has not functioned as originally intended during the past eighteen (I8) months and issues related to .the Department have been. addressed directly by staff or reviewed by the Parks and Recreation Committee of the Board of Supervisors..: NOW, .THEREFORE, BE IT, AND IT IS HEREBY RESOLVED, that the Isle of Wight,County Board of .Supervisors authorizes the .Parks and Recreation Advisory Committee to be dissolved, .and that the unexpired-terms of the members of the Committee be terminated, effective immediately... The motion. was adopted by a vote of (4-0) with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor. Brown absent from the meeting. 15 1 '1 1 eoo~ 24 :;.~: ~~~ Supervisor .Clark inquired about .the status of the Certified Local Government Effort, Mr. Nogiec advised that Debbie Sivertson, Historic Resources Manager, is currently working in this regard. Supervisor Clark requested that the Director of Parks and Recreation provide the Board with a report on the anticipated completion date of that effort at the Board's December 21, 2006 meeting. Supervisor Clark inquired about the status of ordinances at the Fort. Huger site. Mr. Nogiec advised that the site has -been screened-and no ordinances were located. He advised that metal spikes were discovered which may have been used. in association with. the .guns that were mounted on wooden platforms. Supervisor Clark requested the Director. of Parks and Recreation to advise. the Isle of Wight Historical Society relative to what was found at the Fort Huger site. // Chairman Wright called for the Economic. Development report. E. Wayne Rountree, P.E., Assistant County' Administrator, presented a Resolution Approving the Issuance ofRevenue Bonds for the Richard Bland College Foundation, Incorporated for the Board's consideration. Supervisor Bradshaw moved that the Board adopt the following Resolution, as recommended by the Industrial Development Authority: RESOLUTION APPROVING ISSUANCE OF REVENUE BONDS FOR RICHARD BLAND COLLEGE FOUNDATION, INCORPORATED WHEREAS, there has been. described to the Industrial Development Authority of the County of Isle of Wight (the Authority) the plans of Richard Bland College Foundation,. Incorporated, anot-for-profit Virginia non-stock .corporation (the Companyj, the principal business. address of which. is c/o Dr. Russell E. Whitaker, Jr., Maze Hall, Roorn 211, 1.1301 Johnson Road, Petersburg, Virginia 23805, forthe issuance by the Authority of itsrevenue, bonds in an amount. not to exceed $10,000,000 (the Bonds) to assist the Company in financing. a portion of the costs relating to (a) the construction and equipping of student housing facilities comprised of 74 residential' units capable of housing up to 256 students, in two buildings,. each of .approximately 62,340 square: feet, together with related ancillary .and parking I6 ir~+~r 90~~ 24.:-::-460" facilities as well as recreational:. facilities consisting of a softball field and tennis courts (collectively, all such facilities are referred to as, the Facility), which will be owned by the Company, operated by Richard Bland College (the College), and constructed on a parcel. of 16 acres of land located on the campus of the College, on Carson Drive .(Route 67?) immediately adjacent to existing College buildings, such land to be leased y the Company from the College, (b) the funding of capitalized. interest on the Bonds during construction of the Facility and for a period not to exceed one year .after the date on which construction of the Faci ity is completed, (c) funding any required-debt. service reserves for the Bonds, and (d) paying all or a portion. of the costs associated with the issuance of the Bonds; and, WHEREAS,. the Authority .has held a public hearing on November 27, 2006, with. respect to the Facility and the issuance of the Bonds as required by Virginia law and the Internal Revenue .Code of .1986, as amended (the Code); and, WHEREAS, the Code provides that the highest elected governmental officials of the governmental unit having jurisdiction over the issuer of private activity. bonds shall approve the issuance of such bonds; and, WHEREAS, the Authority issues its bonds on behalf of the Isle of Wight County, Virginia (the County), the Bonds constitute .private. activity bonds, and the members of .the Board of Supervisors of the Isle of Wight County (the Board) constitute the highest elected governmental officials of the County; and, WHEREAS, Section 15-2-4906 of .the Code of Virginia of 1950, as amended (the. Virginia Code), provides .that the Board shall within 60 calendar days from the public .hearing with respect: to the Bonds either .approve or disapprove the issuance of the Bonds; and, WHEREAS, a .copy of the Authority's resolution approving the issuance of the Bonds, a reasonably detailed summary of the comments .expressed at the public hearing with respect to the Bonds and a statement in the form prescribed by Section 15.2-4907 of the Virginia, Code have been filed with the Board, together with the Authority's recommendation that the Board approve the issuance of the Bonds; WHEREAS, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF ISLE OF WIGHT, VIRGINIA: 1. The recitals made in the. first and .second .preambles to this Resolution are hereby adopted as a part of this Resolution. 2. The Board of Supervisors of the County of Isle of Wight, Virginia, .approves the issuance of the Bonds by the Authority to assist in the: plan of finance described herein: for the benefit of the County to the extent 17 ~I ^ eo~~ 24 .;:: ~6~ required by the Code and- Section 15.2-4906 of the Virginia Code. The fonds are hereby designated "qualified tax-exempt obligations of the County for calendar year 2006 within the meaning of the .provisions. of Section 265(6)(3) of the Code. 3. The approval of the issuance of the Bonds, as required by the Code and Section 15.2-4906 of the Virginia Code, does not constitute an endorsement to a prospective purchaser of the Bonds of the creditworthiness of the Project, the Company or the College, and, as required by Section 15.2- 4909 of the Virginia .Code, the Bonds shall provide that neither the County nor the Authority shall be obligated to pay the bonds or the interest thereon or other costs incident thereto. except from the revenues and moneys pledged therefore and neither the faith and credit nor the taxing power of the Commonwealth. of Virginia, -the County nor the Authority shall be pledged thereto. The motion was adopted by a vote of (4-0) with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting against. the motion; and, Supervisor Brown absent from the meeting. // Supervisor Ivy responded to the. comments offered by Brian Carroll under Citizens. Comments. He read from the November 14, 2006 Fire and Rescue Association's meeting minutes that stated Bill Chapman, Chief of the Smithfield Volunteer Fire Department, had stated that the Isle of Wight Rescue Squad is unable to meet its obligations and that the County needed to take over its operation. He continued that much discussion ensued at the Association's meeting which included recommendations .that the Smithfield Fire Department review the feasibility of absorbing the Isle of Wight Rescue Squad. He further continued that. Scott Brower, Assistant Chief of Carrollton Volunteer Fire Department, had requested a review of how many calls took longer than six (6) minutes for the Squad to respond. He noted that, according to Mr. Carroll, 15°l0 of the Isle of Wight Rescue Squad's calls, which equal 390 calls, are currently going unanswered by the Squad and are having to be picked up by another agency.. He stated that the number of people who have become seriously injured or have died because that Squad is not responding to its calls is unknown. He stated it is prudent that the Board take the responsibility and actions needed to ensure that the .services to the citizens of the County are provided, .particularly with respect to law enforcement and fire and rescue. He stated that the Volunteer Fire and Rescue Association .demanded that the County take action, and that he had moved forward accordingly. Richard O. Childress, Director of Emergency Management, advised that he had met with Mr. Carroll following the Volunteer Fire and Rescue Association's meeting with respect to staffing requirements from a paid perspective and that he had assured the Board. that staff was working towards 18 increasing staffing with regards to those needs. He stated it was suggested at that. meeting that the County needed to increase the. overall staffing at the Isle of Wight Volunteer. Rescue: Squad and that he had advised at that time that. although the County is continually increasing staffing at that organization, it does not have any control associated with any increased staffing. 1/ Chairman Wright .called for: the Emergency Management report.. Mr. Childress addressed the Emergency Services Facilities Master Plan and Response Time Study and requested that. the Board authorize a transfer of $4,969 and approve the Agreement .between the Board 'and TriData Division. Supervisor Bradshaw moved that the Board approve and authorize the Chairman to execute the Agreement. between the Board and TriData Division. The motion was adopted by a vote of (4-0) .with Supervisors Bradshaw,. Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Brown absent from the. meeting. Supervisor Bradshaw maved that the Board .authorize the transfer of $4,969 from the Board's Contingency line item.. The motion was adopted by a vote of (4-0) with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Brown absent from the meeting.. Mr. Childress stated pursuant to the Board's previous approval of a Change Order to .increase coverage in the County by adding areceive-only site in Carrollton, and the fact that there was only an initial improvement as a result of said action,. staff is now requesting that the County's Public Safety Radio System equipment be further upgraded. Supervisor Ivy moved that the Board authorize the Chairman to execute the Change Order upon the County Attorney's review and authorize the transfer of the $5,975 from the. Capital Contingency account. The motion was adopted by a vote of (4-0) with Supervisors .Bradshaw,. Clark, Ivy and Wright .voting in favor of the motion; no Supervisors voting against the. motion; and, Supervisor Brown absent from the meeting. Mr. Childress stated pursuant to the Board's previous directive,. contained in the agenda is a report relative. to .the Committee's recommendation that the County utilize a lease program versus a purchase program for generators for County facilities. Supervisor Bradshaw moved that the Board. direct the Director of Emergency Management to meet with the Committee which: prepared the report contained in the agenda and return to the Board .with different 19 scenarios, to include a phased approach, for the Board's consideration at its December _21,.2006 meeting. 'The motion. was adopted by a vote of {4-0) with Supervisors Bradshaw, Clark, Ivy and Wright voting. in favor of the motion; no .Supervisors voting .against the motion; and, Supervisor Brown absent from the meeting. // Chairman Wright called for the County Administrator's report. Liesl R. DeVary, Director of Budget. and Finance, stated responsive to the Board's direction. at its previous meeting, included in .the agenda are quotes from School administrative staff relative to .their request to transfer. Capital Project funds .for the renovation of the science labs to various other projects not originally budgeted. Supervisor Clark noted that the Board had previously requested that the request be represented by a School Board member to this Board: Steve Jenkins, .Director of Budget and Finance/School Administration, advised that he had relayed the Board's request on to Dr. McPherson who, in turn, had spoken with the Chairman. of the School Board, however,. the response was that this request. is considered a routine administrative request.. County Administrator Caskey advised the Board that he had spoken with Dr. McPherson. relative to the Board's directive that a School Board representative should present this .request to the Board and Dr. McPherson had indicated that he thought any financial items coming before the Board for approval should first be presented by School staff to the Budget and Finance Committee in advance of the Board. Supervisor -Clark noted that while Dr. McPherson's recommendation might be valid for future requests, the .Board had requested that a member of the School Board be present tonight to present. this particular request. Supervisor Clark moved that the Board deny the. School Board's request to transfer unused FY07 Capital Project funds for the renovation of science labs to various projects not originally budgeted. The motion was adopted by a vote of {3-1) with Supervisors Bradshaw, Clark and Wright voting in .favor of the motion; Supervisor Ivy voting against the motion; and, Supervisor Brown absent. from the meeting. Responding to .Supervisor Bradshaw's inquiry relative 'to the alarm system at the Smithfield High School, Mr. Jenkins..advsed that the alarm system is now operational and the phone system at Windsor High School is in procurement. 20 r .. ---:. _ OQi,/ Z~. .~~ Supervisor Bradshaw requested that the Director of Budget and Finance be directed to mail copies of what was resented to the Board 1 P ast year with respect to the CIP and_the work project under discussion.. Supervisor Bradshaw requested the status of the list of CIP projects that staff was previously requested to prioritize. and were to be appropriated mid-year. Supervisor Bradshaw advised Mr. Jenkins that the Chairman of the School Board should present these projects. to the Board. of Supervisors. Mr. Jenkins offered to brief the School Superintendent on Supervisor Clark's comments .relative to a School Board member. being present to present this particular request and that his concern would also be brought up at the next School Board meeting. Supervisor Clark commented that it is not. fair for .the School. Board to expect the Board to approve a financial request such as this on short notice. He stated if the. request is important, School staff will come back to this Board at its next meeting, at which. Supervisor .Clark noted that he would be willing to reconsider his vote ofapproval. Supervisor Bradshaw commented that. any mid-year appropriation should be represented by a School Board member.. Ms. DeVary stated that responsive to the Board's direction at its June 15, 2006 meeting, staff has examined the feasibility of developing a Citizens' Budget Committee consisting of individuals from each election district in order to facilitate a better understanding of the .County's .budget. She stated that the School Administration. has. established a Budget Advisory Committee in FY2005 and staff recommends that the Board consider the appointment of a similar .group of citizens tasked with reviewing.. and making recommendations on how the budget is presented to the public; recommend information to be distributed. to the public; and to communicate with the public regarding the County's budget. Supervisor Ivy moved that the Board direct staff to contact the five (5) individuals. on the School Advisory Committee to determine if they would be .interested: in serving on the County's Citizens' Committee and advise the Board who was interested. The motion was adopted by a vote. of (4-0) with .Supervisors Bradshaw, Clark, Ivy and- Wright voting in favor of the motion; no Supervisors voting against. the motion;- and, Supervisor Brown absent from the meeting. Supervisor Bradshaw moved. that the. Board direct Interim County Attorney .Burton to review the establishment of this Committee; develop guidelines and a set of bylaws; and provide the Board with a recommendation of how it should procedurally move forward. The motion was adopted by a 11 1 ~i 21 vote of (4-0) with Supervisors Bradshaw, Clark, Ivy and Wright voting. in favor of the ~ motion; no Supervisors .voting against. the motion; and, Supervisor Brown absent from the meeting. County Administrator Casket' presented a Resolution to Provide for the One-time Reduction in the Zuni Water System Bills from a Minimum of $40.00 to $30.00 as a Result of the Recent Northeaster. storm for the Board's consideration. Supervisor Bradshaw moved that -the Board adopt the following Resolution: RESOLUTION FOR A ONE TIME REDUCTION IN THE MINIMUM WATER USER FEE FOR ZUNI WATER SYSTEM CUSTOMERS WHEREAS, the Isle of Wight County Board of Supervisors (t-~e `Board") owns and operates a water supply and distribution system serving the Zuni community; and, 1 WHEREAS, this water well was flooded" by .the Blackwater River during. the weekend of October 7 - 8, 2006 resulting in the system being contaminated and not usable for a period of approximately 10 days; and, The motion was adapted by a vote of (4-0) with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting. against the motion; and, Supervisor Brown absent from the meeting. !/ WHEREAS, even though the County .furnished bottled water, portable toilets, and portable showers to the water customers of the Zuni community during this outage, the customers were nonetheless. significantly inconvenienced. NOW THEREFORE, BE IT AND IT HEREBY IS RESOLVED by the Board of Supervisors of Isle of Wight County, Virginia, that the Zuni water system .customers be charged a one time minimum bi-monthly water bill of $30 00 rather than $40 00 Chairman Wright called for Appointments. Supervisor Ivy moved that the Board appoint Sterling White, replacing Ted Hoagland, an the Beautification Committee representing the Smithfield District. The motion was adopted. by a vote of (4-0) -with Supervisors 22 e eoA« 24:~:~~fi6 .Bradshaw, Clark, Ivy and Wright voting. in favor of the motion;.. no Supervisors voting against the motion; and, Supervisor Brown absent from the meeting... County Administrator Caskey.. notified the Board that the. previous. motion to appoint him. to serve on the Western Tidewater Community Services ,Board. was done prematurely, as Mr. Robertson is able to continue serving on that Board. Supervisor Clark moved that the Board rescind its previous motion at its. November 15, 2006 meeting appointing W.. Douglas Caskey to the Western Tidewater Community Services Board. -The motion was adopted by a vote of (4-0) with Supervisors .Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Brown absent .from the meeting. Supervisor Clark moved that the Board appoint Donald T. Robertson to serve on the Western Tidewater Disability Services Board for an indefinite period of time. The motion was adopted by a vote of (4-0) with. Supervisors Bradshaw, Clark, .Ivy and Wright .voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Brown absent-from the meeting. Supervisor Bradshaw moved that the Board reappoint Richard O. .Childress to serve on the Tidewater Emergency Medical Services Council. The motion was adopted by a .vote of (4-0) with Supervisors Bradshaw, Clark, Ivy and- Wright voting in favor of the motion; no Supervisors voting: against the motion; and, Supervisor Brown absent from the meeting. // Chairman Wright called for Old Business. County Administrator Caskey presented a Resolution to Authorize the Solicitation of Proposals for Construction Administration Services for the Construction of a New Courts Building for the Board's- consideration. Supervisor Ivy moved that the Board adopt the following Resolution: ~ RESOLUTION TO AUTHORIZE THE SOLICITATION OF PROPOSALS i FOR CONSTRUCTION ADMINISTRATION SERVICES FOR THE CONSTRUCTION OF A NEW COURTS BUILDING WHEREAS, the Board of .Supervisors of ..Isle of Wight.. County, Virginia has determined .that it is appropriate to solicit proposals for. .construction administration services for the construction of a new courts building; and, 23 1 ,~~r 24 ::-~.fi7 WHEREAS, County staff will need to discuss and negotiate the scope of services, as well as determine the. experience and overall. competencies of potential vendors. NOW THEREFORE, BE IT AND IT IS HEREBY RESOLVED that the Board of Supervisors. of Isle of Wight County, Virginia, pursuant to Code of Virginia Section 2.2- 4303.C (1950, as amended), authorizes County staff to conduct- competitive negotiation through a ..request for proposals for the needed services noted based on its determination that competitive sealed bidding is not a practicable means of making the most appropriate selection of a provider of these services. The motion was adopted by a vote of {4-0) with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Brown absent from the meeting. IJ Chairman Wright called for New Business. With respect to the. concerns expressed previously by the Sheriff, Supervisor Clark moved that the Board direct staff to review and respond to the Sheriff's concern relative to substantial delays involving having a part- time Magistrate :and investigate what must bedone to either have two (2} part-times or one (1) full-time Magistrate to avoid the road Deputy delays that occur because of the unavailability of a Magistrate. The motion was adopted by a vote of (4-0) with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Brown absent from the meeting.. With respect to vehicle replacement within the Sheriff's Department, Supervisor Bradshaw moved that the Board direct Budget and Finance staff to: investigate the feasibility of funding some of the .replacement of the. Sheriff's vehicles at this time,. at least four. (4) vehicles. The motion was adopted by a vote of (4-0) with Supervisors Bradshaw, Clark,. ivy and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Brown absent from the meeting. Chairman Wright moved that all working documents, including maps, which have not been officially adapted by the Board of Supervisors are to be stamped "preliminary draft" across the front page before such documents leave the Courthouse.. The motion was adopted by a vote of (4-0} with Supervisors Bradshaw, Clark,. Ivy and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Brown absent from the meeting. Supervisor Clark moved that the Board Room be named the "Robert C. Claud, Sr." Board Room and that. an appropriate plaque be developed, 24 ~o~~F 24:;-~fi8 followed by a reception. and roast for Mr. Claud.. The motion was adopted by a vote of (4-0) with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of -the motion; no Supervisors voting against the motion; and, Supervisor Brown absent from the meeting, Supervisor Bradshaw recommended that the Board, at its Retreat, be prepared to discuss the .placement of its Mission Statement on all County ~ letterhead, in the Board Room and on the. agendas. l // .Interim County Attorney Burton requested a Closed Meeting pursuant to Section 2.2-3711.A.7 of the Code of Virginia pertaining to specific legal matters requiring the provision of legal advice with respect to the County's ~ Zoning Ordinance; pursuant,.to Section 2.2-3711.A,7 to obtain legal. advice on an additional item regardingspecificiegal matters requiring the provision. of legal advice with respect to the .County's Zoning Ordinance; pursuant to Section 2.2-3711,A.7 to obtain legal advice regarding specific legal matters requiring the provision of legal advice with .respect to County annexation issues; .and, pursuant to Section 2.2-3711.A.7 relative to consultation with legal counsel pertaining to probable litigation where such consultation in open meeting would adversely effect the litigation posture of the public body regarding a negligence claim. ~ . Supervisor Clark moved that the Board enter the Closed Meeting for the reasons stated by the Interim County Attorney. The motion was adopted by a vote of (4-0) with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the .motion; no S"upervisors voting against the .motion; and, l Supervisor Brown absent from the meeting. Supervisor Ivy moved that the Board return to open session. The " motion was adopted by a vote of (4-0} with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Brown absent from the meeting. Supervisor .Bradshaw moved .that the Board adopt the following Resolution: CERTIFICATION OF CLOSED MEETING 1 WHEREAS, the Board of Supervisors has convened a cl d ti . . . ose mee ng 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 in conformity with Virginia law; 25 ~"" '.NOW, THEREFORE, BE IT RESOLVED .that the Board of Supervisors hereby certif es 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 such public business matters as were- identified in the motion - convening .the closed meeting were heard, discussed or considered by the Board of Supervisors. VOTE AYES: Bradshaw, Clark, Ivy and Wright NAYS:. 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: 1 Supervisor Clark. moved that the Board issue an RFP for an audit of the Zoning Ordinance, as discussed in Closed Meeting. The motion was adapted by a vote of (4-0} with. Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of .the motion; no Supervisors voting against the motion; and, Supervisor Brown absent from the meeting. Supervisor Clark moved that the Board authorize the Interim County Attorney to employ legal counsel, Sohn Cogville, for evaluation of the Zoning Ordinance, the Comprehensive Plan and the Subdivision Ordinance. The motion was adopted by a vote of (4-0} with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no .Supervisors voting against the motion; and, Supervisor Brown absent from the meeting. Supervisor Clark moved that the Board authorize the employment of consultants pertaining to the .County's GIS system. The motion was adopted by a vote of (4-0} with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting .against the motion; and, Supervisor Brown absent from the meeting. Supervisor Clark moved that the Board. authorize the Interim County Attorney to employ Bill Broths concerning annexation .issues. The motion was adopted by a vote of (4-0} with Supervisors Bradshaw, Clark, Ivy and Wright voting in favor of the motion; no Supervisors voting .against the motion; and, Supervisor :Brown absent .from the meeting. // At 9:10 p.m., Supervisor Bradshaw moved that the Board adjourn its meeting. The motion .was adopted by a vote of (5-0} with Supervisors. 26 Brown, Bradshaw, Clark, Ivy and Wright voting in favor of the motion, and no Supervisors voting against the motion, .~ W. Dou s skey, Clerk 1 1 ~ . 3 eo~« 24.~:-.~471 ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS STRATEGIC PLANNING RETREAT DECEMBER 8-9, 2006 DISCUSSION SUMMARY Friday, December 8, 2006 Board Chairman Tom Wright called the isle of Wight :County BOS Strategic Planning. session to order at 4:00 pm on December 8. After determining a quorum was. present, Michael Chandler, a consultant from 1Wlidlothian, was introduced and designated the.. strategic planning retreat facilitator by County Administrator W. .Douglas Caskey. The Isle of Wight BOS remained in session until. approximately 9:15 pm on .December 8. During the December 8 session, the Isle of Wight BOS reviewed .and- critiqued the results of a BOS survey each member was. asked to complete in advance of the retreat. The survey covered a wide range of topics germane to Isle of Wight County as well as .the Board. of .Supervisors. The. consensus results of the board's December 8 discussion, tied to specific subjects or topics,. is listed below:. i . Strengths witnessed by the BOS. The following themes and attributes were identified: We work well together. " The BOS is united and is focused on countywide :issues. rather than purely. local concerns. The BOS listens well and- respects each other as well as the public. The BOS is committed to practicing open government. The background and experience of Board members is varied. 2. Weaknesses witnessed by the BOS. The. BOS is prone to micro-manage the administration'and staff. The BOS gets involved in county personnel issues.. The Board's connection with the public could be improved. * .The BOS' relationship with the School Board needs to be improved. 3. Things BOS members want to do during their individual terms of office. . Improve the BOS' relationship with. the .School Board. Improve the BOS' .relationship with Smithfield and Windsor. eooK 24 ~~~:~47w * .Implement the PDR program. '` Develop a streamlined strategic focus. '' Develop strategies to combat blighted areas. 4. Identify the top opportunities currently- facing -Isle of Wight Coup Economic. development, including tourism. Develop strategies to deal- with transportation issues. Refinement of a growth/change management strategy.. Develop. a realistic and accountable strategic plan/agenda for the county. Improve the BOS' work relationship with the .School Board and administration,. 5. Identify the issues/topics the county will likely face in four to five years (20111. How to manage new growth. Strategies to address fire, .rescue and emergency service needs countywide: Refinement. of a fiscal policy the BOS can use to manage county revenues and expenditures efficiently and effectively. 6. What makes you proud of Isle of Wi ht County? "` We are a progressive and environmentally 'friendly governmentJcommunity. The Isle of Wight BOS is committed to sustaining- the county's. rural character, rural heritage,.: and historical identity. . 7. What buys you about Isle of Wi ht County? The division between the northern and southern parts of the county. 4 The less than satisfactory relationship with the Schoot Board.. The difficulty some newcomers witness relative to living in a truly rural area and expecting urban-type services the county is not prepared to offer. Citizens who are uninformed relative to county issues and challenges. 8. Is there clarity relative to the kind of community Isle of Wight County wishes to be ten years into the future? Probably not. ~ 2 i I 1 1 gpnK !.4 -:. i~J Much needs to be done relative to guiding growth and managing change, as well as responding to and financing demands. for county services. 9. Other issues, concerns, opportunities and challenges facing Isle of Wight County. Greater commitment to recycling. Improve programs for disadvantaged youth. Strategies for flood control in the Blackwater and Chowan River basins. ' Need a strategic plan for emergency services. Need an .updated Parks and Recreation plan. Need. a shoreline protection policy as-well as a stormwater management plan. Need to improve the Board's relationship with the towns, the citizens, the School Board and the media. '~ Need to complete a county rate study for -water and sewer services with the goal of making the .services self- sufficient. Commit to moving the county in the direction of becom-ng a performance based organization. Contemplate the design of a five year plan for public safety in partnership with the sheriff's department.. Saturday, December 9, 2006 During the second day of the retreat, the Isle of Wight County BOS reviewed and revised the county's existing mission statement. In addition, the BOS crafted a county vision/values statement,. as .well as a brand or operational performance standardlstatement. The BOS concluded the December 9 portion of the retreat. by identifying four strategic directions, replete with suggested activities, the Isle of Wight County Board .intends to pursue and accomplish. A .summary of the Board's December 9 actions are noted below. Isle of Wight Values Statement To sustain Isle of Wight County's stature as a COMMUNITY OF CHOICE for people, families and. businesses alike while preserving and protecting our rural heritage, our bountiful mix of natural resources and our natural beauty for present and future generations. Isle of Wi~,ht County Mission Statement As a .COMMUNITY OF .CHOICE, Isle of Wight County is committed to providing an excellent quality of ..life for all citizens through the provision of fiscally responsible services and programs. Isle of Wight County's Strategic Directon/Agenda 2007-2009 3 eo~~ 24 >~.~474 '` Managing growth and. change. Economic well-being. and quality of life. Effective governance and community partnerships. * .Funding the future. STRATEGIC DIRECTION: MANAGING GROWTH AND CHANGE 2007-2009 STRATEGIC AGENDA 1. Determine how much total acreage to acquire through the Purchase of Development Rights (PDR) Program. 2. Develop a countywide transportation plan. 3. Develop subarea plans for. each of the three development service. districts located in Isle of Wight County. 4. Begin to formulate strategies and actions that .will result in a stormwater management plan for Isle of Wight County. STRATEGIC. DIRECTION: ECONOMIC WELL-BEING ~~ND pUALITY OF LIFE 2007-2009 STRATEGIC- AGENDA I. Develop a countywide plan for fire and rescue services. 2. Develop a countywide emergency operations and communication system. 3. Conduct a needs assessment to identify and inventory .existing" and needed youth programs and resources. 4. Determine the scope and orientation of a possible countywide recycling program -begin by talking with the Southeast Public.. Service Authority. 5. Develop a master plan for county parks and recreation. programs and. services. STRATEGIC DIRECTION: EFFECTIVE GOVERNANCE AND COMMUNITY PARTNERSHIPS 2007-2009 STRATEGIC AGENDA I. Improve BOS relationship with the Isle of Wight County. School ` Board. Specific actions to consider include: Creating a BOS/School Board working .committee that would meet regularly. Hold joint BOS/School Board work sessions to share insight and learn about the master plan for county education and planned growth. Discuss. the merits of having an agreed to funding formula for education programs and services. 4 1 1 1 website. Consider. having a link to the Smithfield and Windsor local government websites. 8. Consider sponsoring an Isle of Wight County Local Government d 1 b t th 2. Improve BOS relationships with Smithfield and .Windsor. Specific actions to consider include: Commit to having the Intergovernmental Committees meet on a regular basis. j Consider (BOS) participation in the Smithfield and Windsor strategic planning processes. Share county .plans with Smithfield and Windsor. 3. Develop and distribute the Isle of Wight County Newsletter on a quarterly basis. 4. Develop fact sheets and talk point summaries for all major issues and share with the media. 5. Consider buying space in local newspapers to use for county announcements, activities and programs. 6. Consider sponsoring a periodic BOS column to appear. in .local newspapers. 7. Develop a Board of Supervisors link on the Isle of Wight County Academy to assist citizens intereste m earning a ou e structure, function and .operations of county government. 9. Commit to making sure Isle of Wight County participates in any study involving the Chowan River Basin. STRATEGIC DIRECTION: FUNDING THE FUTURE 2007-2009 STRATEGIC AGENDA 1. In partnership with the School. Board develop, adopt and implement a funding formula .for public education in .Isle of .Wight County. 2. Commission a rate study for county water .and sewer services with the goal making the programs financially self-sufficient. 3. Discuss and consider adopting a financiaVfiscal policy statement for Isle of Wight County.. 4. Develop a contingency .plan for managing solid. waste in Isle of :Wight County. SLOGANlBRAND FOR ISLE OF WIGHT COUNTY: A community of CHOICE committed to excel ence. 5 804N 24 ~~•"~"~76 Next Steps. The Isle of Wight County BOS agreed to meet on January 4, 2007 to :finalize their vision, mission. statement and brand. slogan. In addition, the BOS will review and set their st is agenda for 2007- 2009. i omas J. fight, ,Chairman W. t 1 1 1