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.
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The Pledge of Allegiance to the Flag was conducted.
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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.
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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
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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.
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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.
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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
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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
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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.
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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.
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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.
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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.
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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.
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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
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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.
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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.
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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
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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.
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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
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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.
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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