02-24-2012 Strategic Planning MeetingSTRATEGIC PLANNING RETREAT OF THE ISLE OF WIGHT COUNTY
BOARD OF SUPERVISORS HELD THE TWENTY - FOURTH DAY OF
FEBRUARY IN THE YEAR TWO THOUSAND AND TWELVE
PRESENT: Alan E. Casteen, Chairman
JoAnn W. Hall, Vice - Chairman
Rex W. Alphin
Byron B. Bailey
Delores M. Darden
Also Attending: Mark C. Popovich, County Attorney
W. Douglas Caskey, County Administrator
Donald T. Robertson, Director of Information
Resources and Legislative Affairs
Eddie P. Wrightson, Director of General Services
Lisa T. Perry, Director of Economic Development
Jason E. Gray, Director of Information Technology
Judy H. Winslow, Director of Tourism
Joseph R. Chase, Chief of Emergency Services
Arthur E. Berkley, Director of Inspections
Mark W. Furlo, Director of Parks and Recreation
Beverly H. Walkup, Director of Planning and Zoning
Carey Mills Storm, Clerk
Chairman Casteen called the retreat to order at 8:30 a.m. at the Mary
Wells Senior Center located at Nike Park.
Albert Burckard provided a presentation on the history of Nike Park.
//
County Administrator Caskey advised the Board that responsive to its
previous direction, County Department Heads will be providing an overview
of their respective departments to the Board. He advised that the County's
2011 -12 Strategic Plan identifies the County's Value and Mission Statements
and directives of the operations of the various departments and it is a
strategic planning document which addresses the County's values and
strategies going forward.
//
Jason E. Gray, Director of Information Technology, addressed the
Board regarding the duties and responsibilities within that Department which
includes development of his Department's budget; saving money initiatives;
improvement of processes or the creation of new efficiencies; new ways to
implement technology initiatives and funding projects; and, to build a next
generation network for the County. He advised that a major upgrade to the
County's network infrastructure is the installation of fiber optic cable links to
various buildings on the Courthouse Complex and the implementation of a
new voice over telephone system.
Supervisor Hall requested that the Granicus link on the County's
website be renamed to make it more user friendly. She spoke in favor of
proceeding with paperless meetings.
//
Michael W. Terry, Director of Budget and Finance, addressed the
Board regarding staff resources within that Department, its functions and
duties, operating and service cycles and a history of past Budget and Finance
Directors.
Lisa T. Perry, Director of Economic Development, reviewed materials
distributed to new businesses and a map of the Shirley T. Holland Intermodal
Park. Information pertaining to the Norfolk Southern property was
distributed. Incentive offerings were reviewed, as well as the corridor ramp
program, a resolution outlining the County's Small Business Incentive
Policy, the PACE Program and the "Isle be green" Recycling Program. She
provided a contact sheet for the Industrial Development Authority members
and an Economic Development Local Elected Officials Guide. She advised
that the Shirley T. Holland Industrial Park is one (1) of only a few mega sites
in Virginia with 1,500 acres of prime industrial property that has water and
sewer, gas infrastructure, electrical utilities, a Norfolk Southern main line and
private sector partner with 1,700 acres of industrial property. She stated the
proximately of this site to the Port of Virginia makes it the most unique
development of this kind in the country. She advised that the new Route 460
project will be awarded within the next sixty (60) days. She advised that she
is working closely with International Paper (IP) officials and other company
representatives that will be establishing their facilities at the IP site. She
advised that the State is conducting an Economic Impact Study that includes
the International Paper reuse project and Green Mountain which will later be
shared with the Board.
Chairman Casteen declared a break.
The Board returned to open meeting.
Rusty Chase, Chief of Emergency Services, briefed the Board
regarding the roles of that Department which include staffing of volunteer
departments for fire and EMS and emergency management. He advised that
2
calls have significantly increased and volunteerism has declined due to
certifications for firefighters and medics, family and work obligations. He
advised the Board that the County has three (3) fire departments: Windsor;
Rushmere; and, Smithfield and two (2) rescue squads: Isle of Wight and
Windsor. He advised that Carrollton and Carrsville consist of both fire and
EMS and of these seven (7) departments, four (4) are supplemented with paid
staff either part-time or on a full -time basis. He advised that bills for service
are rendered for transport to the hospital based on the treatment level
performed and forwarded to the patient's insurance company for payment.
He advised that effective July 1, 2012, the County will implement in -house
billing, which he anticipates will save approximately $150,000. He stated the
County's Emergency Operations Plan (EOP), which is revised every four (4)
years, is being revised. He advised that Federal grant funds have been
secured for the purchase of a pet trailer shelter unit, which is housed at the
Windsor Volunteer Fire Department. He advised that the County has been
awarded a Federal grant in the amount of $150,000 for radiological, chemical
and biological equipment, trauma dressings, light and generators which will
allow initial treatment to begin until help arrives. He advised that the County
has also been approved for a mobile ambulance bus unit for use in relocating
patients from nursing home to shelters. He advised that the Communications
Center located in the Sheriff's office is state -of -the -art with a back up
communications center located at the Smithfield Town Hall. He advised that
he is also the Fire Code Official; responsible for the enforcement of a burn
ban and fireworks; hazardous material events and the coordination of search
and rescue efforts.
Responsive to Supervisor Hall regarding the advantages of going from
volunteer to paid and the development of a long -term plan, Mr. Chase
recommended standardization across the board with fire and EMS.
H
Eddie P. Wrightson, Director of General Services, distributed copies of
that Department's organizational chart, noting that it is a service- providing
department consisting 67 employees and the divisions of engineering, public
utilities, building and solid waste with an annual budget of $10.7 million.
Under the Division of Public Utilities, Supervisor Alphin inquired if
information is available showing if utilities are becoming, or will be, self
sustaining. Mr. Wrightson noted that he would assemble that information
from the Department of Budget and Finance and provide same to Supervisor
Alphin.
Under the Division of Solid Waste, Mr. Wrightson advised that the
Southeastern Public Service Authority will dissolve in 2018, leaving
participating localities faced with the challenge of what to do with their trash.
3
Under the Division of Public Utilities, Mr. Wright informed the Board
that water needs to be brought outside the Development Service Districts in
the near future and that a water line needs to be brought down Route 10 from
the treatment plant because if something were to happen to the water line on
Route 17 that comes across the bridge, all of Carrollton will be without
water. He advised that an alternate feed line for Windsor is also needed. He
addressed the Board regarding the Hampton Roads Sanitation District
issuance of a Consent Order from the EPA to stop sanitary sewer overflows
and advised that the County has been issued a Consent Order from the State
which will have an impact on user fees and future maintenance requirements
for the County's system. He stated that more customers will mean that the
cost can be spread over a larger base.
//
Chairman Casteen declared a lunch break.
The Board reconvened its meeting.
Beverly H. Walkup, Director of Planning and Zoning, provided an
overview of the staff within that Department and their respective duties. She
addressed the Board regarding that Department's range of services pertaining
to land use with respect to administration of the Zoning, Subdivision,
Chesapeake Bay Preservation Area, Wetlands and Flood Plain Management
District ordinances. She briefed the Board regarding the County's four (4)
historic districts and the Committee established to provide oversight for
construction and demolition with those respective districts. She briefed the
Board regarding the purpose of the Agricultural/Forestal District Advisory
Committee and the Board of Zoning Appeals and advised the Board
regarding 2012 projects.
Arthur E. Berkley, Director of Inspections, briefed the Board regarding
that Department's Mission Statement to administer, interpret and enforce the
Virginia Uniform Statewide Building Code. He advised that the
implementation of a technology fee now allows for Inspectors to enter results
of inspections and contractors to be immediately notified regarding the
results of their inspection. He advised the Board regarding future challenges
for that Department which includes employee retention and maintaining the
current level of customer service.
Donald T. Robertson, Director of Information Resources and
Legislative Affairs, addressed the Board regarding the Communication
Department and its responsibility to answer all incoming calls not going
directly to a particular extension or department. He advised that the
receptionist is also responsible for the distribution of incoming and outgoing
mail, to include that of the School Division. He advised that he is also
responsible for media communications, "The County Beat" and other
11
programs highlighted on the County's PEG channel, as well as legislative
matters. He advised that Board meetings are broadcast on the Charter cable
and on the internet through Granicus and better camera angles and closer
shots are suggested; sound system improvements; and, PEG channel fee
negotiations with Charter for the County's PEG channel. He introduced the
possibility of developing paperless agendas with the Board.
H
The Board took a recess. The Board returned to open session.
H
Judy H. Winslow, Director of Tourism, advised the Board regarding
her responsibilities related to tourism, the Division of Historic Resources and
the Smithfield Farmer's Market. Various marketing brochures available for
distribution to tourists were reviewed and the Passport to Savings Program,
the Community Ambassador Program, the Visitor's Guide, materials used
with group markets and the Activity Report were explained. She asked the
Board to keep in mind that it takes infrastructure to develop tourism further
out into the County.
Mark W. Furlo, Director of Parks and Recreation, briefed the Board
relative to that Department's responsibilities, which involve grass cutting,
landscaping, park maintenance, leisure classes, youth and adult sports
leagues, special events and the County Fair. He advised that it is a challenge
to keep grass cut on all County -owned properties due to limited staff
resources and that landscaped areas are also a challenge to keep maintained.
He shared the Master Plan for the Hardy District Park and advised that he
hopes to bring that Park's priorities to the Board in the near future. The
Camptown Park, Riverview Park and the Blackwater tract of land were
reviewed. He advised that his Department is also responsible for
maintenance of the County's historic forts, Fort Boykins and Fort Huger.
He advised that the County has three (3) boat ramps at Tyler's Beach, Jones
Creek and Joyner's Bridge for which his Department is responsible for. He
advised the Board that adult athletic classes are offered and he briefed the
Board on the operation of the Franklin Skating Rink. He advised that facility
rentals are available at Nike Park, Otellia Rainey Center, the skating rink and
at various picnic shelters. He advised that ceramic classes are offered, as
well as activities for senior citizens. He advised specialty camps for baseball,
annual tours, summer camps and a before and after school program are also
offered. He advised that his Department is responsible for the firework
display in the Towns of Smithfield and Windsor.
Mark C. Popovich, County Attorney, advised that he is appointed by
the Board and responsible for providing legal advice to the Board and County
staff. He advised that he acts as the County's registered agent.
5
County Administrator Caskey advised that Judy B. Lee, Director of
Human Resources, could not be present today. He advised that Ms. Lee acts
in a shared capacity by the County and the School Division.
H
The Board discussed whether or not conducting a second meeting of
the month would be beneficial. It was the concensus that conducting two (2)
meetings per month would not shorten the length of the first meeting. The
length of time it takes to conduct special presentations was also mentioned
and staff was encouraged to advise speakers about a five (5) minute time
limitation.
H
Chairman Casteen declared the retreat adjourned at 4:05 p.m.
0 Am IJA-
-026A
Carey M is Storm, Clerk
on
z4llrz�ac
Alan E. Casteen, Chairman