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01-16-2014 Regular MeetingREGULAR MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE SIXTEENTH DAY OF JANUARY IN THE YEAR TWO THOUSAND AND FOURTEEN AT 5:00 P.M. IN THE ROBERT C. CLAUD, SR. BOARD ROOM OF THE ISLE OF WIGHT COUNTY COURTHOUSE PRESENT: Byron B. Bailey, Chairman, Newport District Rex W. Alphin, Vice -Chairman, Carrsville District Delores C. Darden, Windsor District Rudolph Jefferson, Hardy District ABSENT: Alan E. Casteen, Smithfield District Also Attending: Mark C. Popovich, County Attorney Anne F. Seward, County Administrator Carey Mills Storm, Clerk At 5:00 p.m., Chairman Bailey called the meeting to order. Supervisor Alphin delivered the invocation. 1l The Pledge of Allegiance to the Flag was conducted. 1! Item 1: Approval of the Agenda Supervisor Alphin moved that the agenda be adopted, as amended, to include a special presentation from Mr. Joe Lomax with the Virginia Department of Transportation. The motion was adopted by a vote of (4-0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in favor of the motion; no Supervisors voting against the motion; and Supervisor Casteen absent from the meeting. N Item 2: Consent Agenda A. Asset Forfeiture Transfer Program Resolution to Accept and Appropriate Asset Forfeiture Transfer Program Funds B. Phase II Stormwater Management Program Development Grant 1 Resolution to Accept and Appropriate Phase II Stormwater Management Program Development Funds C. July 18, 2013 Regular Meeting Minutes Supervisor Alphin moved that the Consent Agenda be approved as presented. The motion was adopted by a vote of (4-0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in favor of the motion; no Supervisors voting against the motion; and Supervisor Casteen absent from the meeting. 11 Item 3: Regional Reports A briefing was provided by Supervisor Darden regarding issues discussed at the most recent meeting of the Hampton Roads Planning District Commission (HRPDC). She advised that next month the HRPDC will receive an update on sewer consolidation with the Hampton Roads Sanitation District for consideration of consolidation as a region. She further advised that the forecast for the Hampton Roads area next year is strong although unemployment and Federal expenditures remain a concern. Supervisor Darden reported on the retirement announcement of Dwight Farmer, Executive Director, Hampton Roads Transportation Planning Organization, to be effective July 1, 2014. She advised that the State will be funding $200 million to mitigate tolls. She further advised that the Route 460 project is being suspended and interested businesses and localities are being encouraged to make their support known to the Governor. She advised that Highway 64 is being widened and the TPO had voted to increase that project by $44 million. M Item 4: Closed Meeting County Attorney Popovich requested a closed meeting pursuant to Section 2.2-3711.A.7 under the Code of Virginia for consultation with legal counsel requiring the provision of legal advice pertaining to the development of the ball field on Great Springs Road; under Section 2.2-3711.A.7 for consultation with legal counsel requiring the provision of legal advice pertaining to probable litigation; and, under Section 2.2-3711.A.1 concerning a personnel matter pertaining to current issues relative to appointees and employees. Supervisor Darden moved that the Board enter the closed meeting for the reasons stated by County Attorney Popovich. The motion was adopted by a vote of (4-0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in 2 favor of the motion; no Supervisors voting against the motion; and Supervisor Casteen absent from the meeting. Supervisor Darden moved that the Board return to open session. The motion was adopted by a vote of (4-0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in favor of the motion; no Supervisors voting against the motion; and Supervisor Casteen absent from the meeting. Supervisor Alphin moved that the following resolution be adopted: 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 2.2-3712.1) 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: Bailey, Darden, Hall and Alphin NAYS: 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: Casteen Il Item 5: Appointments Chairman Bailey moved that Supervisors Alphin and Jefferson be appointed to serve on the Western Tidewater Regional Jail Authority. The motion was adopted by a vote of (4-0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in favor of the motion; no Supervisors voting against the motion; and Supervisor Casteen absent from the meeting. 3 Supervisor Alphin moved that Charles Powell be reappointed to serve on the Historical Architectural Review Committee representing the Carrsville District. The motion was adopted by a vote of (4-0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in favor of the motion; no Supervisors voting against the motion; and Supervisor Casteen absent from the meeting. Supervisor Alphin moved that Donald T. Robertson be reappointed to serve on the Western Tidewater Community Services Board. The motion was adopted by a vote of (4-0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in favor of the motion; no Supervisors voting against the motion; and Supervisor Casteen absent from the meeting. Item 6, Special Presentations Animal Control staff presented a cat available for adoption at the County's animal shelter. Phil Rinehart, VDOT Project Manager, reported that the U.S. 460 bypass project, has not been suspended as rumored and that VDOT is progressing towards resolving the environmental issues and will not initiate right-of-way acquisitions or begin construction until all environmental issues have been resolved. Jamie Oliver, Transportation Planner, advised the Board that work on the Orbit Road bridge replacement project has begun and the roadway is anticipated to be closed until fall. Joe Lomax, VDOT, briefed the Board on VDOT's ongoing efforts at the Morgarts Beach due to a recent storm. He further reported on mitigation efforts on Rainbow Road and advised that VDOT is performing paving and replacement of drainage pipe in the Windsor area. He advised that ditch cleaning efforts are underway in Carrsville and that potholes are being repaired; guardrails are being installed and pipes are being cleaned in the Smithfield area. Supervisor Alphin requested that Ms. Oliver relay to Mr. Lomax the locations for where "Share the Road with Tractors" signage would be most beneficial. '1 Item 7: Citizens' Comments Albert Burckard invited the Board to attend the Battle of Smithfield 150`h Commemoration on January 31, 2014 through February 1, 2014 at the Isle of Wight Museum in the Town of Smithfield. M Mayor Rita Richardson, Town of Windsor, spoke in support of the Route 460 project and addressed the need for a limited access highway on the south side FOR police and emergency vehicles during emergency situations. Item 8: Public Hearings A. Sale of Public Property to Hope Presbyterian Church Following certification from County Attorney Popovich that the matter had been properly advertised, Chairman Bailey called for persons to speak in favor of or in opposition to the proposed sale of property. No one appeared and spoke. Chairman Bailey closed the public hearing and Supervisor Alphin moved that the County Administrator be authorized to execute the Deed as presented on behalf of the County. The motion was adopted by a vote of (4-0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in favor of the motion; no Supervisors voting against the motion; and Supervisor Casteen absent from the meeting. ll Item 9: County Attorney's report County Attorney Popovich advised that the Board, at its regular meeting of June 20, 2013, following a public hearing, had adopted a revision to the Isle of Wight County Code which eliminated the biennial reassessment process. He stated the result of such a change is that the County is now on a four-year reassessment cycle as required by Section 58.1-3253 of the Code of Virginia (1950, as amended). He stated the Board's reason for adopting this change was to save the cost associated with contracting for the reassessment services, as has previously been the County's practice. He stated when the decision to make this change was made, the Board indicated its intention to revisit the biennial reassessment scheduled as it prepared to begin work on the upcoming fiscal year budget. He recommended that the Board authorize his office to advertise the proposed ordinance for public hearing at the Board's February 20, 2014 meeting. Supervisor Darden moved to authorize the County Attorney's office to advertise the proposed ordinance for public hearing at the Board's February 20, 2014 meeting. The motion was adopted by a vote of (4-0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Casteen absent from the meeting. E Item 10: County Administrator's Report County Attorney Popovich presented for consideration A Resolution of the Board of Supervisors of Isle of Wight County, Virginia Amending the County Cash Proffer Policy. Supervisor Alphin moved that the following Resolution be adopted: RESOLUTION OF THE BOARD OF SUPERVISORS OF ISLE OF WIGHT COUNTY, VIRGINIA AMENDING THE COUNTY CASH PROFFER POLICY WHEREAS, Section 15.2-2298 of the Code of Virginia authorized the acceptance of cash proffers from rezoning applicants, provided, (i) the rezoning itself gives rise to the need for the conditions; (ii) the conditions have a reasonable relation to the rezoning, and (iii) all conditions are in conformity with the Isle of Wight County Comprehensive Plan; and WHEREAS, the Board of Supervisors of Isle of Wight County deemed it to be in the best interests of the citizens of Isle of Wight County to adopt provisions in the Zoning Ordinance of Isle of Wight County on April 15, 1981 to allow for conditional zoning, subsequently amended on July 21, 1994; and WHEREAS, on October 19, 2000, the Board of Supervisors of Isle of Wight County established the County Cash Proffer Policy subject to the Cash Proffer Study dated December 1993, prepared by Tischler & Associates, Inc., updated July 2003 by the Hampton Roads Planning District Commission; and WHEREAS, the current Zoning Ordinance of Isle of Wight County maintains provisions for conditional zoning under Section 1-1016; and WHEREAS, Chapter 4, Growth Management and Land Use of the Isle of Wight County Comprehensive Plan adopted October 16, 2008 maintains the overall objective of requiring that future growth pay its fair share of the associated costs for additional public facilities and services for which new development generates demand; and WHEREAS, the Board of Supervisors of Isle of Wight County, having authorized an updated Cash Proffer Study prepared in 2012 by TishlerBise Fiscal, Economic & Planning Consultants, finds that rezoning and development of properties for residential use may result in increased population and commensurate increase in the need for capital improvements required to maintain the levels of service provided by the County which are reflected in the Transportation and Community Facilities Chapters of the 2 Comprehensive Plan and its appendices; the costs of certain of the capital improvements which are reflected in the Capital Improvements Program and the Cash Proffer Study for Schools, Parks & Recreation, Libraries, Sheriff, Fire & Rescue, and General Government updated in 2012, along with the Cash Proffer Study for Transportation prepared in 2012 and the Cash Proffers/Capacity Fees Study for Utilities prepared in 2012, by TischlerBise have been calculated on the basis of a typical new residential unit and the contribution of each such residential unit to fund capital improvements through the tax rate has been calculated; and WHEREAS, the Board finds that rezoning and development of properties for commercial and industrial use may result in more intense use of certain public facilities and also in increased tax revenue and other economic benefits to the County; and WHEREAS, the capital improvements related to new commercial and industrial development may be analyzed and determined on a site-specific basis; and WHEREAS, the Board recognized that each development proposal presents circumstances, requiring particularized evaluation, with regard to the resulting cost and benefits accruing to the County. THEREFORE, BE IT RESOLVED by the Board of Supervisors that the following shall be the amended general guidelines for consideration and acceptance of cash proffers and will be considered by the Board in conjunction with other land use factors applicable to particular development proposals, and other proffers offered by rezoning applicants: I. APPLICABILITY These guidelines shall be applicable to all rezoning applications. Amounts set out in this Policy, representing the cost of public facilities and capital costs for each typical unit of a development, are general guidelines only. Individual rezoning applications present circumstances, which are to be considered in evaluating applications and proffered conditions. Those circumstances and factors include: A. Proffers of dedication or construction of public facilities or land, or of amenities or facilities available for use in connection with a proposed development, which decrease the need for use of community facilities existing, or planned by the County. B. The economic benefits of industrial and commercial development and the contribution of a development proposal to the goal of development properly apportioned between residential, industrial, and commercial types. 7 C. The scale of the proposed development and the minimal incremental effect on community facilities of residential development consisting of only one additional lot. D. Proffers for Transportation and Utilities are to be considered on a case-by-case basis by examining the overall impact of proposed development on all public facilities and determining the particular capital improvements that are needed to maintain levels of service to serve the new development. Transportation and utilities proffers are not intended to be combined with other proffer categories, particularly schools, but are to be negotiated where the need for transportation and utilities are more severe than may be demonstrated for the other categories. In considering voluntary proffered conditions, it is the intent of the Board of Supervisors to apply this policy as equitably and fairly as possible, under the law and to avoid any greater or lessor economic advantage to any applicant for a rezoning of property. II. METHODOLOGY A. General Considerations: The impact of proposed developments on public facilities and the need for capital improvements will be reviewed on a case-by-case basis. The basis for analyzing the needs to be generated by proposed residential development, and the economic contribution of the development, shall be projected capital costs and tax revenues set out in documents referred to below. Those costs and revenues are established for typical County residential units. In general, the revenue generated by commercial and industrial development is expected to cover the capital costs of fire protection, emergency medical, and law enforcement services, recreational facilities, and county buildings. Each proposed development will be reviewed to identify any unusual or excessive requirement of that nature. No contribution for schools or libraries is expected for commercial and industrial applications. The County's policy with respect to cash proffers in commercial and industrial rezoning shall be interpreted liberally in order to promote desirable economic development. B. The cost of needed public facilities as described in Cash Proffer Study for Schools, Parks & Recreation, Libraries, Sheriff, Fire & Rescue, and General Government updated in 2012, along with the Cash Proffer Study for Transportation and the Cash Proffers/Capacity Fees Study for Utilities prepared in 2012, by TischlerBise, as may be revised and updated and applicable to each typical single family residential unit are summarized as follows and shall, in addition to others factors described in this policy, be the basis for consideration of cash proffers: Public Schools $ 9,337 Recreational Facilities 1,171 County Buildings 960 Fire and Rescue Squad 1,248 Libraries 285 Sheriff 357 Total Cash Proffer $133,358 C. The cost of needed public facilities for other forms of residential development have determined to be as follows, as more fully described in the Cash Proffer Study: Multifamily $10,079 Mobile Home & Other $11,025 III. ANALYSIS OF THE FINANCIAL BENEFITS OF DEVELOPMENT A. The contribution of a development to public improvements financed through the tax rate has been based on the percentage of the tax rate attributable to debt service over the 20 -year period of a general obligation bond, and is more thoroughly described in the Cash Proffer Study. B. Analysis of in-kind donations, such as land or facilities, should be based on the value set out in the written proffer, or a method agreed upon by the staff and the applicant. IV. ADMINISTRATION Cash proffers when voluntarily submitted by the applicant and accepted by the Board of Supervisors and made a part of the conditional zoning will be further evidenced by a demand note to the County of Isle of Wight, without interest, in the amount of the total aggregate of the proffers. The note will be secured by a deed of trust of all of the property involved in the rezoning. Upon the payment of the proffer to the County on each lot, the lot will be released from the deed of trust. The County further agrees that the deed of trust to secure the cash proffers will be subordinated to deeds of trust for financing of development of the property. 6 V. CAPITAL IMPROVEMENTS PROGRAM Consistent with Section 15.2-2239 of the Code of Virginia, the Board of Supervisors annually adopts the Capital Improvements Program, which incorporates the Capital Improvements Plan of the School Board. BE IT FURTHER RESOLVED by the Board of Supervisors that a copy of this policy shall be provided by staff to all applicants for amendments to the Isle of Wight County Zoning Ordinance during consultation on submitting an application. The motion was adopted by a vote of (4-0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in favor of the motion; no Supervisors voting against the motion; and Supervisor Casteen absent from the meeting. An Amendment to Chapter 2: Financial and Accounting Policy — EstabIishing County Fair Fees was presented for consideration. Chairman Bailey moved to adopt the Policy Amendment to Establish County Fair Fees. The motion was adopted by a vote of (4-0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in favor of the motion; no Supervisors voting against the motion; and Supervisor Casteen absent from the meeting. An amendment to the County's Septic Pump -Out Program Ordinance was presented for consideration. Supervisor Darden moved that the matter be referred to the Planning Commission to conduct a public hearing and that a recommendation be forwarded to the Board on proposed revisions to the Chesapeake Bay Preservation Area Ordinance. The motion was adopted by a vote of (4-0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in favor of the motion; no Supervisors voting against the motion; and Supervisor Casteen absent from the meeting. A Resolution to Establish Certain Boards, Authorities, Committees and Commissions was presented for consideration. Supervisor Alphin moved that the following Resolution be adopted: RESOLUTION TO ESTABLISH AND ."OR ABOLISH CERTAIN BOARDS, AUTHORITIES, COMMITTEES AND COMMISSIONS WHEREAS, the Isle of Wight County Board of Supervisors (the "Board") met on January 2. 2014, in accordance with its By -Laws and Rules of Procedure in order to nominate and appoint its officers, adopt its by-laws and rules of procedure for the 2014 calendar year and to appoint such Board t0 members, citizens or staff members as it deemed necessary to certain standing or ad hoc board, authorities, committees, or commissions; and WHEREAS, the Board, having had ample opportunity to review and consider the proposed board, authority, committee and commission structure has determined that certain boards, authorities, committees and commissions are either necessary to conduct the business of the County or are required by law, while others have either served their purpose or are no longer needed to conduct the business of the County. NOW, THEREFORE, BE IT RESOLVED that the Isle of Wight County Board of Supervisors hereby formally affirms the continuation of or approves and adopts the creation of the following boards, authorities, commissions and committees as required by statute, contract, agreement or necessity: Board Membership Standing Committees Finance Buildings, Grounds & Transportation Community Development Public Safety Parks, Recreation & Cultural Personnel Franklin Intergovernmental Relations Smithfield Intergovernmental Relations Windsor Intergovernmental Relations Re uired Board Membership Appointments Western Tidewater Regional Jail Board Western Tidewater Water Authority Board Hampton Roads Economic Development Alliance Hampton Roads Planning District Commission Citizen/Staff Appointed Committees/Boards/Commissions/Authorities of the Board Fair Committee Agricultural/Forestal District Advisory Council Assessment Board Blackwater Regional Library Building Appeals Board Chamber of Commerce Commission on Aging Comprehensive Services Act Policy & Management Team Electoral Board Emergency Communications Center Board Equalization Board Events Committee Historical Architectural Review Committee HRPDC — Regional Emergency Management Technical Advisory Committee Industrial Development Authority Board Joint Tourism Committee PACE Committee Paul D. Camp Community College Board Planning Commission Route 460 Joint Transportation Committee/Town of Windsor Senior Services of Southeastern Virginia Social Services Board Southeastern Public Service Authority Tidewater Regional Group Home Commission Tidewater Emergency Medical Services Council, Inc. Western Tidewater Mental Health Community Services Board Wetlands Board Zoning Appeals Board BE IT FURTHER RESOLVED that the Isle of Wight County Board of Supervisors does hereby eliminate and/or disband the following ad hoc boards, authorities, committees, or commissions which are no longer necessary or required to continue the business of the County: Eliminated Board Membership Standing Committees Comprehensive Services Act Policy & Management Team Fair Fire & Rescue Association Law Enforcement Small Business Solid Waste/Recycling Schools Eliminated Board Membership Appointments South Hampton Roads Resource Conservation & Development Council Citizen/Staff Appointed Committees/Boards/Commissions'Authorities of the Board Affordable Housing Task Force Beautification Committee Bicycle & Pedestrian Facilities Committee Coalition for High Growth Community Criminal Justice Board Fifth District CASA Program Board H2O Help to Others Advisory Board Hampton Roads Air Pollution Control District Committee Historical Society Committee Housing Rehabilitation Advisory Board Human Resources Sub -Committee for Long -Term for the Aging Newport Development Service District Corridor Revitalization Committee Opportunity Inc. Board Redistricting Committee for 2010 Census Refuse & Recycling Committee Small Business Committee Southeastern Tidewater Opportunity Project Southern Development Committee Virginia Alcohol Safety Action Program Commission Western Tidewater Continuum of Care Council Western Tidewater Disability Services Board Chairman Bailey moved that the Board reconsider its above motion adopting the Resolution to Establish and/or Abolish Certain Boards, Authorities, Committees and Commission. The motion was adopted by a vote of (4-0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in favor of the motion; no Supervisors voting against the motion; and Supervisor Casteen absent from the meeting. Supervisor Alphin moved to adopt the Resolution, as revised, with the following amendments: Under the Board Membership Standing Committees, the reference to the Finance Committee be removed and the Intergovernmental Relations Committee be expanded into three (3) Committees which are the Smithfield Intergovernmental Relations Committee, the Windsor Intergovernmental Relations Committee and the Franklin Intergovernmental Relations Committee. The motion was adopted by a vote of (4-0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in favor of the motion; no Supervisors voting against the motion; and Supervisor Casteen absent from the meeting. Chairman Bailey moved that the following appointed to the following Buildings, Grounds & Transportation/Supervisors Casteen and Chairman Bailey Community Development/Supervisors Alphin and Darden Public Safety/Supervisors Jefferson and Casteen Parks, Recreation & Cultural "Supervisors Jefferson and Alphin Personnel "Supervisors Darden and Jefferson Franklin Intergovernmental Relations/Supervisors Darden and Alphin Smithfield Intergovernmental Relations/Supervisors Casteen and Jefferson Windsor Intergovernmental Relations/Supervisors Darden and Alphin The motion was adopted by a vote of (4-0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in favor of the motion: no Supervisors voting against the motion; and Supervisor Casteen absent from the meeting. 13 A Resolution to Establish Chapter 8, Article VI, of the County Policy Manual to Provide a Policy to Accept, Evaluate, and Award Nonprofit Organization Funding Requests was presented for consideration. Supervisor Jefferson moved that the following Resolution be adopted: RESOLUTION TO ESTABLISH CHAPTER 8, ARTICLE VI, OF THE COUNTY POLICY MANUAL TO PROVIDE A POLICY TO ACCEPT, EVALUATE, AND AWARD NONPROFIT ORGANIZATION FUNDING REQUESTS WHEREAS, the County of Isle of Wight receives numerous requests for funding assistance each fiscal year from nonprofit organizations that provide services to the citizens of Isle of Wight County; and WHEREAS, the Isle of Wight County Board of Supervisors (the "Board") desires to create a policy that will provide the County with a formal process to govern the acceptance, evaluation, and award of funding requests from nonprofit organizations; and WHEREAS, Chapter 8, Article VI, of the County Policy Manual has been created and outlines the process for the County to accept, evaluate, and award funding to nonprofit organizations as follows: Chapter 8: Miscellaneous - General (Non-employee) ARTICLE VI Non -Profit Funding Requests (Adopted January 16, 2014) Section 6.0 Intent/Purpose The purpose of this policy is to establish a formal process and guidelines for nonprofit organizations to make funding requests to the County for the provision of services that will benefit citizens of Isle of Wight County. Section 6.1 General The County Administrator is authorized to accept funding requests as part of the annual operating budget development process. The County Administrator will establish, each year, an application package and due date 14 for nonprofit organizations that wish to be considered for funding as part of the County's annual operating budget. Applications will be considered from established 501(c)(3) nonprofit organizations that provide services to the citizens of Isle of Wight County that are more comprehensive in nature or would not otherwise be made available by the County Government. Section 6.2 Application Process a. An application package will be made available for download by interested nonprofit organizations on the County's website and upon request from the County Administrator's Office. b. As part of the application package, applicants will be required to submit the following information: • 501(c)(3) IRS Determination Letter • List of Current Board of Directors to include residential status • Current Year's Adopted Operating Budget • Most Recent Audited Financial Statements and Audit Report • Other relevant service statistics as deemed appropriate c. In order to be considered for funding, all application forms and required attachments must be delivered to the County Administrator's Office before the established due date and time. Section 6.3 Evaluation Criteria Section 6.3.1 Evaluation Criteria for Nonprofit Organizations Other Than Volunteer Fire & Rescue Organizations All applications will be reviewed and evaluated based on the following criteria: Evaluation Criteria Total Eligible Points F Nature of service provided aligns with local government 25 purpose Demonstrated prudent financial management including 20 prepared budget plans and operations absent of material audit findings Capacity of the organization/feasibility of the project, 15 program, or service 15 Percent of local contribution requested to the percentage 15 of the local customer base to be served County contribution leverages a match in services to Isle of Wight C Achievement o f multiplied funding aunty residents prior year goals and objectives 10 10 supported by County funding assistance Board membership representation proportionate to Isle 5 of Wiizht Countv resident base ` GRAND TOTAL I 100 I Section 6.3.2 Evaluation Criteria for Volunteer Fire & Rescue Organizations Reserved Section 6.4 Award of Funds to Nonprofit Organizations Upon the evaluation of applications submitted by nonprofit organizations, the County Administrator will include the recommended funding level for each applicant in the proposed annual operating budget. The Board of Supervisors will make the final determination of funding through the adoption of the annual operating budget. Funding disbursements to nonprofit organizations will be made based on the amount of funds awarded including: 1) Up to $20,000 — Funds will be disbursed via a lump sum payment no less than 45 days after the start of the fiscal year or July 1st 2) $20,000 or more — Funds will be disbursed via quarterly payments with the first installment no less than 45 days after the start of the fiscal year or July l st Section 6.5 Progress Reports The County Administrator will develop a progress report for use by nonprofit organizations that are awarded funds from the County. These reports will be due on a semi-annual basis to the County Administrator in order to demonstrate how County funds were used to provide services to the citizens of Isle of Wight County. NOW, THEREFORE, BE IT RESOLVED that the Isle of Wight County Board of Supervisors hereby formally adopts Chapter 8, Article VI. of the County Policy Manual. The motion was adopted by a vote of (4-0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in favor of the motion; no Supervisors voting against the motion; and Supervisor Casteen absent from the meeting. Mr. Robertson briefed the Board regarding certain critical issues underway in the 2014 General Assembly session. The Board was advised that the County has received several awards pertaining to the County's Fair at the Virginia Association of Fairs. The Board was advised that the Director of Parks and Recreation has been elected the 2014 Vice Chairman of the eastern service area by the Virginia Recreation Parks Society. Item 10: Old Business Application to Amend Proffered Conditions and Master Plan for St. Luke's Village Matthew Smolnik, Planning & Zoning, briefed the Board on the history of the application, its strengths and weaknesses and the recommendation of the Planning Commission and staff to not negotiate the cash proffers to meet future Stonnwater management regulations and to approve the application as submitted. Supervisor Darden moved that the Board amend the proffered conditions and Master Plan for St. Luke's Village. The motion was adopted by a vote of (4- 0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Casteen absent from the meeting. !'1 Item 11: New Business Supervisor Darden commended Rusty Chase and Andrea Clontz for the timely relay of information during the most recent storm event. Supervisor Darden moved that staff be directed to draft a letter for the Board's consideration for presentation to agricultural groups soliciting their letters of support for the Route 460 project. The motion was adopted by a vote of (4-0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in favor of the motion; no Supervisors voting against the motion: and Supervisor Casteen absent from the meeting. 17 Supervisor Darden requested the Director of General Services to take appropriate action to have the tall steps at the County's convenience centers removed. She further requested that the Director of General Services take measures to ensure that the tarps are being secured correctly on trash trucks. Supervisor Alphin requested Mr. Haltom to develop procedures that will not allow non -County residents to utilize County convenience facilities. Chairman Bailey moved that Carey Mills Storm be appointed as Clerk to the Board. The motion was adopted by a vote of (4-0) with Supervisors Bailey, Alphin, Darden and Jefferson voting in favor of the motion; no Supervisors voting against the motion; and Supervisor Casteen absent from the meeting. �j At 8:30 p.m., Chairman Bailey moved that the Board adjourn its meeting. The motion was adopted by a vote of (5-0) with Supervisors Darden, Bailey, Hall, Alphin and Casteen voting in favor of the motion and no Supervisors voting against the motion. I�k arey ills torm, Clerk is Rudolph Jefferson, Chairman