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10-15-2015 Regular MeetingREGULAR MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE FIFTEENTH DAY OF OCTOBER IN THE YEAR TWO THOUSAND AND FIFTEEN IN THE ROBERT C. CLAUD, SR. BOARD ROOM OF THE ISLE OF WIGHT COUNTY COURTHOUSE PRESENT: Rex W. Alphin, Chairman Delores C. Darden, Vice -Chairman Rudolph Jefferson Alan E. Casteen Byron B. Bailey ABSENT: Mark C. Popovich, County Attorney Also Attending: Anne F. Seward, County Administrator Carey Mills Storm, Clerk At 5:00 p.m., the Chairman called the meeting to order. CLOSED MEETING County Administrator Seward requested a closed meeting pursuant to Section 2.2-371 l (A)(1) of the Code of Virginia concerning discussion of the appointment of specific appointees to County boards, commissions or authorities; pursuant to Section 2.2-3711(A)(29) regarding discussion of the award of a public contract involving the expenditure of public funds where discussion of the terms and scope of such contract in open meeting would adversely affect the bargaining position or negotiating strategy of the public body regarding the Southeastern Public Service Authority; and, pursuant to Section 2.2-3711(A)(29) regarding discussion of the award of a public contract involving the expenditure of public funds where discussion of the terms and scope of such contract in open meeting would adversely affect the bargaining position or negotiating strategy of the public body regarding water and sewer service to the Town of Smithfield. Supervisor Bailey moved that the Board enter the closed meeting for the reasons stated. The motion was adopted by a vote of (5-0) with Supervisors Alphin, Darden, Jefferson, Casteen and Bailey voting in favor of the motion and no Supervisors voting against the motion. At 6:00 p.m., Supervisor Jefferson moved that the Board return to open meeting. The motion was adopted by a vote of (5-0) with Supervisors Alphin, Darden, Jefferson, Casteen and Bailey voting in favor of the motion and no Supervisors voting against the motion. Supervisor Casteen 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(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. VOTF_ AYES: Alphin, Darden, Jefferson, Casteen and Bailey NAYS: 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: 0 The Board took no action following the closed meeting. 11 At 6:00 p.m., Supervisor Bailey delivered the invocation and the Pledge of Allegiance to the Flag was led by a Carrollton Boy Scout Troop. H APPROVAL OF AGENDA Supervisor Casteen moved that the agenda be approved as presented. The motion was adopted by a vote of (5-0) with Supervisors Alphin, Darden, Jefferson, Casteen and Bailey voting in favor of the motion and no Supervisors voting against the motion. CONSENT AGENDA Supervisor Darden moved that the following Consent Agenda be adopted as presented: Rq A. Resolution to Accept and Appropriate Fifty Thousand Eight Hundred and Forty -Three Dollars from the Virginia Department of Education B. Resolution to Support Application for Revenue Sharing Funds from the Virginia Department of Transportation for Reconstruction of Route 620 (Broadwater), UPC 105469 C. Resolution to Accept and Appropriate Grant Funds from the 2015 Emergency Management Performance Grant (EMPG) Program D. Resolution to Accept and Appropriate Pass through Dominion Power Funding from the Virginia Department of Emergency Management E. Resolution to Accept and Appropriate Funds from the U.S. Department of Justice State Criminal Alien Assistance Program (SCRAP) F. Resolution to Accept and Appropriate Seven Thousand Five Hundred Ninety -One Dollars and Twenty -Six Cents from the Bureau of Justice Assistance G. Resolution to Accept and Appropriate Funding from the Virginia Department of Motor Vehicles H. September 17, 2015 Regular Meeting Minutes I. September 24, 2015 Retreat Minutes The motion was adopted by a vote of (5-0) with Supervisors Alphin, Darden, Jefferson, Casteen and Bailey voting in favor of the motion and no Supervisors voting against the motion. H REGIONAL REPORTS County Administrator Seward reported on items contained in the Hampton Roads Planning District Commission's legislative agenda and elaborated on a new initiative entitled "Go Virginia". Relative to the Hampton Roads Transportation Planning Organization, County Administrator Seward reported that VDOT will be having a meeting regarding the new HB2 scoring process and how funding is to be distributed on November 10, 2015 at the regional building. She advised that a presentation was also provided on the impact of tolling with some of the major projects. Regarding the Western Tidewater Water Authority, Supervisor Casteen reported that Mike Duman is now the Chairman of the Authority and Supervisor Darden is now the Vice --Chairman. Regarding the Hampton Roads Technical Advisory Committee (TAC), Chairman Alphin reported that he has been appointed to serve on the TAC Finance Committee. APPOINTMENTS Supervisor Bailey moved that Dr. Warren J. Winter be recommended to the Circuit Court Judge to serve on the Board of Zoning Appeals representing the Newport District and replacing John E. Jones. The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. Supervisor Darden moved that Howard Mandeville be reappointed to the Board of Building Appeals representing the Windsor District. The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. Supervisor Jefferson moved that Evelyn C. McCullough be appointed to fill the unexpired term of Joseph Spratley, Jr. on the Senior Services of Southeastern Virginia. The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. Chairman Alphin moved that Zenobia Williams be reappointed to the Commission on Aging representing the Carrsville District. The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. SPECIAL PRESENTATIONIAPPEARANCE Curtis Byrd, District Director, Congressman Randy Forbes' Office, addressed Federal legislative matters. Robert Crum, Executive Director, Commission, was introduced to the activities within that organization. Hampton Roads Planning District Board who provided an update on Larry Land, Director of Policy Development, VACo, presented a VACo Achievement Award Recognizing the County's Central Permitting office. 11 Danny Byrum, Chairman of the Fair Committee, provided an update on Fair activities and Mark W. Furlo, Director of Parks and Recreation, paid recognition to those individuals who contributed to the success of the Fair and presented the survey results. CITIZENS' COMMENTS Robert Fry, Board of Directors, Western Tidewater Free Clinic, provided an update of services offered to Isle of Wight residents at the Clinic. PUBLIC HEARINGS Chairman Alphin called for a public hearing on the following: A. Amend the Official Agricultural and Forestal District Map of Isle of Wight County, Virginia to add 40.26 acres of land located on Bob White Road (Route 652) and Bowling Green Road (Route 644) to the Longview Agricultural and Forestal District. Beverly H. Walkup, Director of Planning and Zoning, presented the amendment to add parcel 39-01-064D on Bob White Road containing 40.26 acres of land to the Longview Agricultural/Forestal District. She advised that the Planning Commission recommends approval of the amendment to the Board and staff recommends approval as presented. Chairman Alphin called for persons to speak in favor of or in opposition to the sale of the building. No one appeared and spoke. Chairman Alphin closed the public hearing and called for comments from the Board. Supervisor Darden moved that the "Official Agricultural and Forestal Map of Isle of Wight County, Virginia" be amended by adding Parcel 39-01- 064D, containing 40.26 acres of land, to the Longview District. The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. Chairman Alphin called for a public hearing on the following: B. Ordinance to Amend and Reenact Chapter 3, Animals and Fowl, Section 3-19, running at Large Prohibited within Certain Zoned Areas; "At Large" Defined; Responsibility of Owners or Custodians. County Administrator Seward represented the amendment as recommended by staff. N Larry Wilson, Chief Animal Control Officer, advised that "poultry" and "fowl" have been added and the amendment now affords an opportunity for a warning to be issued before a citation. Chairman Alphin called for persons to speak in favor of or in opposition to the proposed Ordinance. No one appeared and spoke. Chairman Alphin closed the public hearing and called for comments from the Board. Supervisor Casteen moved that the following Ordinance be adopted as presented: AN ORDINANCE TO AMEND AND REENACT THE ISLE OF WIGHT COUNTY CODE BY AMENDING AND REENACTING CHAPTER 3. ANIMALS AND FOWL. SECTION 3-19. RUNNING AT LARGE PROHIBITED WITHIN CERTAIN ZONED AREAS; "AT LARGE" DEFINED; RESPONSIBILITY OF OWNERS OR CUSTODIANS WHEREAS, the Board of Supervisors of Isle of Wight County, Virginia, deems it necessary to revise its local ordinance related to animals and fowl to address an ongoing concern related to the running -at -large of certain agricultural and poultry animals; NOW, THEREFORE, BE IT ORDAINED by the Isle of Wight County Board of Supervisors that Chapter 3. Animals and Fowl. Section 3-19 be amended and reenacted as follows: Sec. 3-19. - Running at large prohibited within certain zoned areas; "at large" defined; responsibility of owners or custodians. (a) For the purposes of section, "at large" shall be taken to mean off the premises of the owner and not under the immediate control of the owner, his agent or the custodian of the dog, by a leash, cord or chain; provided that, a dog shall not be considered "at large" if, during the hunting season, it is on a bona fide hunt, in the company of a licensed hunter or during field trials of training periods when accompanied by its owner or custodian. (b) It shall be unlawful for the owner or custodian of any dog to allow such dog to run at large at any time within any area in the county other than those districts zoned Rural Agricultural Conservation. This exception does not apply to designated mobile home parks and/or trailer parks in Rural Agricultural Conservation Districts nor in the Rushmere Shores 0 Subdivision.further,r for owner or • ! r of any dog to allow such dog to run at large on any garbage collection sites or any other publicly owned property in the County of Isle of Wight. (c) It shall be the responsibility of owners or custodians of dogs residing -1 within the Rural Agricultural Conservation Districts of • to control such dogs to prohibit them from roaming in the other areas covered by this rn-n t to run at....J[a,'t e 1" . .. .. .. .. .. .. .. .. .. .. .. .. .. . . .. .. .. .. .. .. .. .. .. .. .. .. . .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. . ............. .. .. .. .. .. .. . „a.� ..NI.-i.le .. .. .. .. .. .. . ........... .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. ­ .. .. ....n.. .. .. .. .. .. .. .. .. .. .. .. .. .. ...�.. .. .. .. .. .. .. .. .. .. ... ,or tr9act of lajlrid whe,,17.ie Isuc'ihi,. anini.ial iis n1grjrn.a]J.,y r rie,,r tilai,..,�Jy cionfined., or ,.:�° . Gln stibsechor"I �: M=.wn., »»»»»»»1.� ... . . . ....... .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. . . . ...... ......... . . . . . .. .. .»»»»»»»»»»»»»»»»»>H»»»»»,,,,,, li'vestiock . :la,fi,w . d .:l�, ry, fowl.. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. . .. . .. ... .. .. .. .. .. .. .. .. ... .. .. The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey, Casteen, Darden and Jefferson voting in favor of the motion and nit Supervisors • +.motion. Chairman Alphin called for a public hearing on the following: C. Conveyance of Ingress/Egress Easement at the Jones Creek Landingi County Administrator Sew' ard represented the recommendation to authoriz. the conveyance of an ingress/egress easement adjacent to the Jones Cree Boat Ramp Landing due to inaccessibility from any public right-of-way. I Chairman Alphin called r persons to speak in favor of or in opposition to Ordinance.the proposed William Riddickl, attorney representing the owners, requested that th County grant the easement and give permission for the removal of th existing fence. I Chairman Alphin closed the public hearing and called for comments from the Board. Supervisor Bailey moved that the Chairman be authorized to execute any / • all documents - - . to effectuate the conveyance of / + w r r easement 1:: w r �: benefit s r r r , / Map Parcel r — ■, �,. / r rthat permission be granted for the applicant to remove the existing fenceuntil such time as another is wanted, at which time the obligation would bet�aken over by the property owner versus the County. The motion wasadopted by a vote of (5-0) with Supervisors Alphin, Bailey, Casteen,Darden and Jefferson voting in favor of the motion and no Supervisorsvoting against the motion. 0 11 The Board took a ten-minute break. 11 COUNTY ADMINISTRATOR'S REPORT Following a review of the County's legislative priorities with the Board by Donald T. Robertson, Director of Information Resources & Legislative Affairs, Supervisor Jefferson moved that the following Resolution be adopted: RESOLUTION ESTABLISHING ISLE OF WIGHT COUNTY'S LEGISLATIVE PRIORITIES FOR THE 2016 SESSION OF THE GENERAL ASSEMBLY WHEREAS, the General Assembly considers numerous issues that affect local governments both directly and indirectly; and, WHEREAS, the County of Isle of Wight has specific interest in matters dealing generally with local governments, as well as with matters directly impacting the County of Isle of Wight; and, WHEREAS, such interest should be shared with Isle of Wight County's Qeneral Assembly Delegation so that it may know of the County's position on these important issues. NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED that the Board of Supervisors of the County of Isle of Wight endorses the attached legislative proposals for the 2016 General Assembly Session and directs that both this resolution and the legislative priorities be forwarded to Isle of Wight County's General Assembly Delegation and that staff work with and assist the Delegation as appropriate. The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. Following the review of a video on emergency preparedness, County Administrator Seward requested the Board's adoption of the following resolutions relative to the declaration of a local emergency in the County enacted on October 1, 2015. Following the Board's commendation to staff for a job well done in keeping the Board updated, Supervisor Casteen moved that the following Resolution be adopted: 0 RESOLUTION DECLARING A LOCAL EMERGENCY TO EXIST IN ISLE OF WIGHT COUNTY, VIRGINIA WHEREAS, the Board of Supervisors of the County of Isle of Wight, Virginia, does hereby find as follows: That due to the occurrence of high winds and/or flooding associated with Hurricane Joaqin causing conditions of extreme peril to the lives, safety and property of the residents of Isle of Wight County; That as a result of this extreme peril, the Director of Emergency Management declared a state of emergency for Isle of Wight County on October 1, 2015 which must be ratified in accordance with Section 44- 146.21 of the Code of Virginia in order to permit the full powers of government to deal effectively with this condition of peril. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of the County of Isle of Wight, Virginia, hereby ratifies the declaration of local emergency issued by the Director of Emergency Management for the County of Isle of Wight on October 1, 2015. BE IT FURTHER RESOLVED that during the existence of this emergency the powers, functions and duties of the Director of Emergency Management and the emergency services organization and functions of the County of Isle of Wight shall be those prescribed by the laws of the Commonwealth of Virginia and the ordinances, resolutions and approved plans of the County of Isle of Wight in order to mitigate the effects of said emergency. BE IT FURTHER RESOLVED that this resolution is effective 5:30 a.m. on October 1, 2015 and shall remain in effect until rescinded by the Board of Supervisors as provided by law. The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. Supervisor Casteen moved that the following Resolution be adopted: RESOLUTION TO END A DECLARATION OF LOCAL EMERGENCY IN ISLE OF WIGHT COUNTY, VIRGINIA WHEREAS, the County Administrator of Isle of Wight County, Virginia, declared a local emergency due to the forecast of high winds and conditions of extreme peril to the lives, safety and property of the residents of Isle of Wight County; and, WHEREAS, the inclement weather conditions have subsided and the need for further emergency actions has ended. NOW, THEREFORE, BE IT HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia, that the declaration of a local emergency for Isle of Wight County is hereby ended, effective 8:00 a.m. on Tuesday, October 06, 2015. The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. County Administrator Seward called for the Board's appointment of its voting members in conjunction with the VACo Annual Conference. Supervisor Darden moved that Chairman Alphin be designated as the County's Voting Delegate and that Supervisor Jefferson be designated as the Alternate Delegate authorized to vote at the VACo Annual Business Meeting. The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. Following a review by Mike Coburn, Purchasing Agent, of the recommended changes to the County's Purchasing Policy responsive to changes in the State Procurement Act, Supervisor Darden moved that the following Resolution be adopted: RESOLUTION TO AMEND THE COUNTY PURCHASING POLICY, CHAPTER 2, FINANCIAL AND ACCOUNTING, ARTICLE 1, CENTRAL PURCHASING, OF THE COUNTY POLICY WHEREAS, the Isle of Wight County Board of Supervisors (the "Board"), has adopted the County Policy Manual, Chapter 2: Financial and Accounting, Article 1, Central Purchasing, of the County Policy Manual; and, WHEREAS, it is recommended to amend Chapter 2, Financial and Accounting, Article 1, Central Purchasing, of the County Policy Manual to reflect recent updates by the General Assembly to the VPPA and to change existing policy pertaining to delegation of authority, the PPTAIPPEA, Design- Build, P -Card Policy and Surplus Policy. NOW, THEREFORE, BE IT RESOLVED that the Isle of Wight County Board of Supervisors hereby amends Chapter 2, Financial and Accounting, Article 1, Central Purchasing, of the County Policy Manual. BE IT FURTHER RESOLVED that the County Administrator is hereby authorized to make such necessary and appropriate revisions to the County 10 Policy Manual in order to effectuatepolicy motionattachment. i The . adopted by . vote of with SupervisorsAlphin, Bailey, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors iagainst _ motion. Mr. Coburn reviewed the recommended changes to the County's Travel F�olicy responsive to changes in the State Procurement Act. Supervisor Jefferson moved that the following Resolution be adopted: RESOLUTION TRAVEL N , CHAPTER 71 MISCELLANEOUS — EMPLOYEE RELATEDI ARTICLE I., SECTIONS 1. 81 # AND 1. 14 OF THE POLICYCOUNTY A WHEREAS, the County has established guidelines regarding authorize travel while on County business under Chapter 7 Miscellaneous and 1. 14; and WHEREAS, the Board of Supervisors desires to revise and amend Chaptel 7 Miscellaneous — Employee Related, Article 1, Sections 1.6, 1.8, 1.9, 1.1 !' NOW, THEREFORE, BE IT RESOLVED that Chapter 7 Miscellaneous -1 and 1. 14 is hereby revised and amended as follows: I Travel (Adopted vis ber 19, 2002; Revised August 7, Revised ctober 6, 2005; Revised July 6, 2006; Revised February 13, 2007; Revised it 2, 2009; Revised October 15, 2 1 ) The travel policy applies to all authorized travel while on County busines within the geographical area of the County, as well as outside thi [BI jurisdictional area. It is the intent of this policy to assure fair and equitable treatment of all individuals traveling on County business at County expense. It is the purpose of these regulations to provide a reasonable and systematic means by which the cost of travel may be estimated for budget preparation and controlled for purposes of economy. Section 1.1 Applicability County employees, official appointees of the Board of Supervisors, and all others who are required to adhere to the County's policies shall be governed by these regulations. The Board of Supervisors and Constitutional Offices will use these regulations as a guide relative to their own discretionary travel arrangements, unless there are other such policies in place which address travel while on County business. Section 1.2 Official County Travel Travel on County business includes trips within or outside the County to conferences, conventions, workshops, seminars, educational and training courses, and other County related business meetings or purposes. Section 1.3 Prior Authorization for Certain Travel County department heads who travel multiple days, or at least two (2) hours, or one hundred (100) miles from the County Courthouse Complex must receive prior authorization, except in emergency situations, expressly approved by the County Administrator or his designee. Department heads are authorized to approve employee travel and projected expenses and should notify the County Administrator when an employee's travel is multiple days, or at least two (2) hours, or one hundred (100) miles from the County Courthouse Complex. Appropriate documentation for all such travel may include conference/meeting agenda, registration information, or other information acceptable to the County Administrator and/or department head authorizing such travel. Section 1.4 12 Claims for reimbursement of travel expenses must be presented to th(Pw Department of Budget and Finance on the standard voucher adopted by thM- County and signed by the traveler and the person authorized to approvm_, such expenditures. vouchers presented __1, • th date.Department of Budget and Finance within sixty (60) days from th traveler's return ! _ submitted past the sixty (60) da dispute. -requirement will not be reimbursed. 983M���� Any individual expense considered excessive may be disallowed. Th County Administrator shall have discretion over any such expenses i (Revised October lodging.When possible, alternate arrangements to avoid the advance of taxpayer funds should be implemented. Employees should coordinate with the Department of Budget and Finance to arrange for payment of travel expenses directly to the vendor for items such as conference registration and hotel Countyan employee who will incur justifiable overnight travel expenses while conducting authorized County business. Employees who have Pcards dssigned will not obtain cash advances without specific ap� roval of the ! .!r. Requests formore . $500 must be authorized ! the County Administrator. The County Administrator shall have discretion over any expensesdispute. All requests for cash advances must include appropriate documentation, be approved by the Department Head and submitted to the Budget and Finance Department for provision in the accounts payable process just prior to the planned event. Within fifteen (15) days of travel return, the travel voucher with any applicable supporting documentation of expenses must be submitted to the Budget and Finance Department, to include repayment (via a check or cash) of any unused funds due the County. Failure to follow these policies may jeopardize approval of subsequent cash advances. 13 Transportationshould be rtheleast!;- and most efficient methof available and is reimbursable subject to the following guidelines: Transportation County r.. County vehicles . ' _:: to -,, used • rr.. possible • of #', transportation to and from a given destination, subject to the safe an economical condition of the vehicle or vehicles assigned and subje to availability. Reimbursements for gasoline, parking, tolls and justifiable repairs to the County vehicle will be provided if documented with receipts. C. If no fleet card is available, Pcards may be used but must be fully documented withreceipts. Section (Revised 2/Revised October 15, ) 11 1 a. A private vehicle may be utilized only when other means of r ! r !notavailable or `useof r private bettervehicle serves i purposes. reimbursedb. For use of a private vehicle, the traveler will be at the mileagerate consistent with the rate established by the Internal Revenue Service, plus parking and toll fees if documented with receipts. C. An odometer reading from the beginning to the end of the designated trip must be shown on the travel voucher for reimbursement of mileage for private vehicle use. d. Allowable Mileage shall be mileage incurred in any one #rin excessof i ! round-trip commute forthat 14 tay between the employee's primary residence and zssigned workplace. e cards shall not be used to buy gasoline for a private vehicle. OMMIMMEC, Transportation - Commercial Aircraft a. Air travel may be used when such has been determined to be the mos economical and feasible means of travel and should not exceed th regular •(coach)fare. b. If the cost of air travel is paid by the traveler, a copy of the paid ticket must be submitted to the Department of Budget and Finance, or tickets may be paid for by r # C. Whenever possible, the travel agency or airline should bill th County, or fees may be paid by Pcard. The name of the traveler an the business purpose must be r # on ! #r's invoice fol payment. I 1 11 11 11 ; I I a. Automobiles should be rented only when necessary for the purpose of County business and/or when considered economical. The most economical class of automobilel which will physically accommodate the passenger(s) and/or the intended purpose, should be rented. Rental cars should be shared by County personnel whenever possible. b-. Expenses related to the business use of the rented automobile such as parking, fuel, tolls, etc. will be reimbursed if documented with receipts, or may be paid by Pcard with documentation. Tr. -.a f -fie. MLILEI *•jPX ffles• r- - rfi s . racl P r ■ C. Traffic and parking fines are considered a personal expensel d. Pcards may be used to pay allowable expenses, but receipts shall b attached to the transaction when reconciled. i 15 / 070&FLOM Expenditures for lodging must be reasonable. The County will pay the prevailing single room rate per traveler at the place of lodging. Governmental rates should be requested where available, unless a more economical rate can be obtained. County b. The need for lodging shall be substantiated in the travel authorization request and will be based on the distance of travel and the nature of the business which requires the travel. In most cases, the travel should be multiple days, and at least two (2) hours, or one hundred (100) miles from the County Courthouse Complex. Where lodging is requested and the travel does not meet the requirements stated above, the justification for lodging must be submitted to and authorized by the . ! advance. lodging.c. Pcards may be used to pay for t1 ' 1 _ ! . !. ' .! reco-tciled. ZReimbursementfor r ofthree (3) per• rwhile• authorized County business, including tips, is limited to $ 3 �' 7F p %e Ar El i %P -W X . -01 nor- + i It . as ■ . w i w w w w i', ■ �t .: _.1.. the GSA rates contained on table fotravel location at: http://www..gsa.gov/p,ortal/content/104877. includingb. If travel includes less than three (3) meals per day, the allowable per them amount,, tip(s),, is broken down on the GSA table at: t 16 en Meals in excess of per them amounts will be reimbursed only in exceptional situations and depending on cost variations in other metropolitan areas. -cases, be submitted • all meals that exceed the per them amount and include documentation explaining why the per them amount was not sufficient. All exceptions must be approved by the department head and/or County Administrator. i method.f., Note: Use of a Pcard to pay any of the meal expenses is allowed; however, only the amounts allowed under this policy shall be paid by this reii - be reimbursed by _ employee to the County when accounts are reconciled. Only actual expenses for the traveler may be put on the Pcard and fully detailed receipts must be attached to the transaction when reconciled. If registration fees for a conference/meeting include a banquet or other meals,per them amount related to thosemeals• / / in such registration fee shall be deducted from the allowable per diem. f. Reimbursement ficertaingroup-related r - mealsperm-! natureThe meal must be conducted in a setting considered appropriate fo business, be business related, and of reasonable cost. The actu expenses must be supported by receipts retained and submitted wit the travel payment voucher. Additionally, the date, amount, place an of the business • -/ should be documented on - trave (Revised October 15, 2015) i I=, The following incidental traveling expenses will be reimbursed while o official Countybusiness: shallZ. Bridge and road tolls and ferry fares b. Taxi, airport limousine or bus fares. Reasonable effort be r# to obtainmost # i r" transportation to andfromairports. C. Parking fees #. Conference or - rregistration-- e. Fees for professionally oriented field trips sponsored by -z conference or seminar a Telephone, telegraph and/or fax charges when related to the business of travelerto the . of arrangements travel. overnight stay is required, a five (5) minute telephone call per day to the traveler's home is included as an eligible expense. Employees with County issued calling cards, should utilize such cards when possible. g. All other incidental charges for reimbursement must be authorized by the County Administrator. Whenever possible, the Pcard may be used to pay for allowable incidentals. Full documentation is required in the Pcarii including receipts. articles• Lost or stolen Alcoholic• • Damage to personal vehicles, clothing or other items • Services to gain entry to a locked vehicle billsMovies charged to hotel fines• All expenses related to the personal negligence of the traveler, such as Entertainment• Towing charges, and Expenses of spouse, children or companions The motion was adopted by a vote of (5-0) with Supervisors Alphin, Bailey, Casteen, Darden and Jefferson voting in favor of the motion and nit Supervisors voting against the motion. Following a recap by Charles Meek of the Board of Supervisors retreat which was held on September 24, 2015 at the Isle of Wight Rescue Squad Training Room, Chairman Alphin moved that the Board Retreat Summary and Actions be accepted as presented. The motion was adopted by a vote of (5-0) with Supervisors i Bailey, s -'n, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. Supervisor Casteen moved that staff be authorized to submit a letter to th Western Tidewater Water Authority, City of Suffolk, advising the wate 'l 18 delivery points and volume needs. The motion was adopted by a vote of (5- 0) with Supervisors Alphin, Bailey, Casteen, Darden and Jefferson voting in favor of the motion and no Supervisors voting against the motion. The following matters were highlighted by County Administrator Seward as being included in the agenda for the Board's information: Monthly Reports: Tax Levies & Collections as of September 2015/ Cash Position/Statement of the Treasurer's Accountability; Isle of Wight County Monthly Fire/EMS Call Summary and Other Statistics FY 2015/2016; Isle of Wight Sheriff's Monthly Activity Report/August 2015; Isle of Wight Cooperative Extension Monthly Activity Report/September 2015; Isle of Wight Website Statistics/September 2015; Solid Waste Division Litter Pickup; Letter from the Town of Windsor re: Contribution for Old Gym; Town Hall Meeting re: Fire and EMS Service Delivery — October 19, 2015; and, Windsor Community Meeting — October 22, 2015 NEW BUSINESS There was no new business offered for discussion by the Board. // At 8:15 p.m., the Chairman declared the meeting adjourned. 9 jp�� am?�, Carey' is Storm, Clerk 19 � It./ /fl A(/- / Re/W. Alphin, firman