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01-22-2015 Regular MeetingREGULAR MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF 1\_L SUPERVISORS HELD THE TWENTY-SECOND DAY OF JANUARY IN THE YEAR TWO THOUSAND AND FIFTEEN AT 5:00 P.M. IN THE ROBERT C. CLAUD, SR. BOARD ROOM OF THE ISLE OF WIGHT COUNTY COURTHOUSE PRESENT: Byron B. Bailey Rex W. Alphin Delores C. Darden Alan E. Casteen Ll','udolph Jefferson Also Attending: Mark C. Popovich, County Attorney Anne F. Seward, County Administrator Carey Mills Storm, Clerk NEff!!Ez= County Attorney Popovich requested a closed meeting pursuant to Section 2.2-3711 (A)(1) of the Code of Virginia concerning a discussion regarding the appointment of specific appointees to County boards/committees/authorities and pursuant to Section 2.2-3711(A)(5) regarding consultation with legal counsel employed by the public body regarding specific legal matters requiring the provision of legal advice by such counsel related to the Isle of Wight Volunteer Rescue Squad construction project. Supervisor Casteen moved that the Board enter the closed meeting for the reasons stated. The motion was adopted by a vote of (5-0) with Supervisors Bailey, Alphin, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. Supervisor Jefferson moved that the Board return to open meeting. The motion was adopted by a vote of (5-0) with Supervisors Bailey, Alphin, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. �upervisor Casteen moved that the following Resolution be adopted: 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. AYES: Bailey, Darden, Jefferson, Alphin and Casteen •' 1 H l I 1 At 6:00 p.m., Supervisor Bailey delivered the invocation. H The Pledge of Allegiance to the Flag was conducted. H County Attorney Popovich noted that a revised staff report to honor Randall Booth with a Courthouse portrait was placed in the Board's seats prior to the meeting. Supervisor Jefferson requested that the staff report regarding Tyler's Beach be removed. Supervisor Bailey moved to approve the agenda by accepting a revised Item (B), Staff Report - Request to Honor Randall Booth with a Courthouse Portrait, under the Consent Agenda and removing Item (D), Staff Report - Tyler's Beach Update, under the County Administrator's report. The motion was adopted by a vote of (5-0) with Supervisors Bailey, Alphin, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. A. Resolution to Eliminate Chapter 8, Article 11, of the County Policy Manual B. Staff Report — Request to Honor Randall Booth with a Courthouse Portrait (Revised) C. Motion to Authorize Signs Erected Pursuant to the Authorization from the Governing Body for the Courthouse Complex and Park Facilities Supervisor Casteen moved that the Consent Agenda be approved with the removal of Item (C), Authorization of Signs to be Erected Pursuant to the Authorization from the Governing Body for the Courthouse Complex and Park Facilities. The motion was adopted by a vote of (5-0) with Supervisors Bailey, Alphin, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. Supervisor Casteen further moved that Item (C), Authorization of Signs to be Erected Pursuant to the Authorization from the Governing Body for the Courthouse Complex and Park Facilities, be approved with direction to staff that the Fort Huger sign be repurposed in keeping with consistent signage throughout the County. The motion was adopted by a vote of (5-0) with Supervisors Bailey, Alphin, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. Supervisor Darden reported on statistical information contained in the 2015 Hampton Roads Economic Forecast were discussed at the most recent meeting of the Hampton Roads Planning District Commission. Supervisor Darden reported on projects discussed at the Hampton Roads Transportation Planning Organization and the County's lack of a response from VDOT to questions regarding the proposed Route 460 alignment project. Chairman Alphin reported on the County's 2014 sales, use and fuel taxes discussed at the most recent meeting of the Hampton Roads Transportation Accountability Commission. Supervisor Jefferson reported on the Western Tidewater Jail's total bed capacity and financial matters. He notified the Board of an anticipated increase in funding for the County. Chairman Alphin reported on challenges within the Board and School Board. I Supervisor Darden reported on the topics discussed at the joint meeting between the Board and the Industrial Development Authority held on January 13, 2015. Supervisor Casteen moved that Cynthia Taylor be reappointed to represent the Smithfield District on the Planning Commission. The motion was adopted by a vote of (5-0) with Supervisors Bailey, Alphin, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. Supervisor Bailey moved that Mark E. Brown fill the unexpired term of Jerianne Gardner on the Wetlands Board representing the Newport District. The motion was adopted by a vote of (5-0) with Supervisors Bailey, Alphin, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. Supervisor Casteen moved that Andrea Clontz, Interim Director of Emergency Services, be reappointed as the primary member on the Hampton Roads All Hazards Advisory Committee. The motion was adopted by a vote of (5-0) with Supervisors Bailey, Alphin, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. Supervisor Casteen moved that Jeffrey "Jeff' Terwilliger, Chief of Emergency Services, be appointed as the alternate member on the Hampton Roads All Hazards Advisory Committee. The motion was adopted by a vote of (5-0) with Supervisors Bailey, Alphin, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. Mark W. Furlo, Director of Parks and Recreation, Danny Byrum, Fair Chairman and Lauren Bailess, Fair/Events Coordinator, reported on the awards won in association with the County's 2014 Fair. Joe Lomax, VDOT Residency Engineer, updated the Board regarding paving, mowing and ditch maintenance on County roadways. Donald T. Robertson, Director of Information Resources and Legislative Affairs, provided a slide presentation of animals currently available for adoption at the County's animal shelter. CITIZENS' COMMENTS Albert Burckard of Titus Point Lane, on behalf of the County's Centennial Committee and Historical Society, requested a donation from the County in the amount of $825 for an historical marker. 10 R. L. Walker of Maryland Avenue addressed the Board regarding needed road and ditch repairs along Central Hill Road. Dale Scott, on behalf of the Windsor Volunteer Fire Department, addressed the Board regarding the finalization of a signed Facilities Use Agreement by all seven (7) of the County's volunteer organizations and the restoration of funding. Fred Mitchell, Carrollton Volunteer Fire Department, addressed the Board regarding the finalization of a signed Facilities Use Agreement by all seven (7) of the County's volunteer organizations and the restoration of funding. Jesse Gwaltney of Orbit Road spoke in favor of the Facilities Use Agreement developed by Attorney Crook. Debbie Bales of Carrollton expressed numerous concerns with respect to the Carrollton Volunteer Fire Department and a Facilities Use Agreement. A. Zoning Classification Change for Jeffrey and Melanie Seward Beverly H. Walkup, Director of Planning and Zoning, provided details on the application, to include its strengths and that it has no weaknesses. She advised that the Planning Commission voted to recommend approval of the rezoning and waiver. William Riddick, Attorney representing the applicants, advised that they are preserving the farmland and the proposed subdivision will consist of large lots with the two lots to the north being served by one driveway in order to minimize the cuts on the highway. He advised that the cemetery will be delineated and the applicants are offering an appropriate cash proffer. Chairman Alphin called for citizens to speak in favor or in opposition to the proposed application. Chairman Alphin closed the public hearing and called for comments from the Board. Chairman Alphin moved that the rezoning request and the waiver be approved. The motion was adopted by a vote of (5-0) with Supervisors Bailey, Alphin, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. B. Conditional Use Permit for a Towing Service Storage Yard I Trent Blow, Planner, provided a PowerPoint presentation of the Conditional Use Permit, its background, a location map, a zoning map, a site plan, road frontage, side entrance and building, storage area and strengths and weaknesses of the application. He advised that the Planning Commission recommends approval of the application with the installation of the require fence. Chairman Alphin called for persons to speak in favor of or in opposition to the proposed Conditional Use Permit. 13M Chairman Alphin closed the public hearing and called for comments from the Board. Supervisor Darden moved that the Conditional Use Permit be approved conditioned on the fence being installed. The motion was adopted by a vote of (5-0) with Supervisors Bailey, Alphin, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. Donald T. Robertson, Director of Information Resources and Legislative Affairs, updated the Board regarding legislation currently under consideration in the General Assembly. Charles Meek, Assistant to the County Administrator, provided a PowerPoint presentation regarding the proposed FY2016-2025 Capital Improvements Plan; its purpose; the development process; and, the next steps involved with its adoption. Frank Haltom, Director of General Services, provided an overview of projects included in the County's Enterprise Funds of Public Utilities and Stormwater Management. Mark W. Furlo, Director of Parks and Recreation, provided an overview of that Department's proposed CIP projects. Tony Wilson, Public Works Administrator, briefed the Board regarding those projects over $50,000 which are included in a capital maintenance fund. Andrea S. Clontz, Interim Director of Emergency Services, briefed the Board regarding the major emergency services projects contained in the CIP which include an E-911 radio system replacement; fire/EMS apparatus replacements; fire/EMS Facilities; and, the Rushmere Volunteer Fire Department. I Jamie Oliver, Transportation Planner, briefed the Board regarding major transportation infrastructure projects contained in the CIP related to the Westside Elementary School sidewalk; the Nike Park Trail Phase 2; the Nike Park Trail Phase 3; the Route 620 Broadwater Road; Intersection Improvements at Route 460/Old Mill Road; the Nike Park Road extension; and, a road widening project at Route 258. Amy Ring, Interim Director of Economic Development, briefed the Board regarding the Shirley T. Holland Intermodal Park pad site project proposed in the CIP. County Administrator Seward advised that the public hearing on the CIP will be set at the Board's February 2015 meeting. Michael W. Terry, Director of Budget and Finance, provided an overview of projections contained in the second quarter Financial Report. County Administrator Seward informed the Board that staff anticipates the County's $3.8 million deficit in the Fund Balance to be reduced to $1.8 million. Mr. Rudnicki provided a PowerPoint presentation regarding a request from Dominion Hay for a waiver to the Zoning Ordinance which was recommended for approval by the Planning Commission. Supervisor Darden moved that the waiver request from Dominion Hay be approved. The motion was adopted by a vote of (5-0) with Supervisors Bailey, Alphin, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. Jamie Oliver, Planner, provided an update on the VDOT new recommended preferred alternative for the Route 460 upgrade; the County's areas of concern; and, the steps moving forward. County Administrator Seward advised that staff would correspond with the Commonwealth Transportation Board and that she would be requesting the Board to convene a special meeting for adoption of a resolution of support to be forwarded to the Commonwealth Transportation Board. Judy H. Winslow, Director of Tourism, briefed the Board on marketing initiatives (Restaurant Week/Digital Billboard Campaign) occurring in the month of February. The following informational items were highlighted by County Administrator Seward: IOW Social Media; Monthly Reports; Tax Levies & Collections as of December 2014/Cash Position/Statement of the Treasurer's Accountability; Fire and Rescue Activity Report; Sheriffs Monthly Activity Report; IT Website Statistics; First Annual Employee Safety and Wellness I Fair; Ribbon Cuttings (Health Department, Isle of Wight Rescue Squad, Smithfield Fire Truck); Town Hall Meetings (Carrsville and Windsor); VDOT Residency Administration Update; Litter Pickup Update; and, a Single Audit Report. Ms. Clontz provided an update on Carrollton Volunteer Fire Department's compliance with the Operational Medical Director's requirements. County Administrator Seward presented a request from the Smithfield Town Council to hold an Intergovernmental Relations Committee meeting and was requested to relay to the appropriate Town of Smithfield officials that Supervisors Casteen and Jefferson would be available to meet the fourth week in February 2015. Chairman Alphin moved that the following Board members be appointed to the following Board Committees which will expire in January 2016: COMMITTEES MEMBER Building, Grounds & Al Casteen Transportation Buzz Bailey Community Development Rex Alphin Dee Dee Darden Joint Tourism Al Casteen Dee Dee Darden Parks, Recreation & Rex Alphin Cultural Rudolph Jefferson Personnel Dee Dee Darden Rudolph Jefferson Public Safety Rex Alphin Rudolph Jefferson Franklin Intergovernmental Rex Alphin Relations Dee Dee Darden Smithfield Intergovernmental Al Casteen Relations Rudolph Jefferson Windsor Intergovernmental Rex Alphin Relations Dee Dee Darden The motion was adopted by a vote of (5-0) with Supervisors Bailey, Alphin, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. M 10, 1 KIATA 'ol No new business was offered for discussion by the Board and the meeting WOM 161k �V. Alphin,'Oairman