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01-05-2017 Work SessionORGANIZATIONAL AND WORK SESSION MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD IN THE ROBERT C. CLAUD, SR. BOARD ROOM OF THE ISLE OF WIGHT COUNTY COURTHOUSE ON THURSDAY, THE FIFTH DAY OF JANUARY IN THE YEAR TWO THOUSAND AND SEVENTEEN AT 11:00 A.M. PRESENT: Rex W. Alphin, Carrsville District William M. McCarty, Newport District Rudolph Jefferson, Hardy District Joel C. Acree, Windsor District Richard L. Grice, Smithfield District Also Attending: Mark C. Popovich, County Attorney Randy R. Keaton, County Administrator Donald T. Robertson, Assistant County Administrator Carey Mills Storm, Clerk At 11:00 a.m., the Board's organizational meeting was called to order by County Administrator Keaton. Supervisor Alphin delivered the invocation and led the Pledge of Allegiance. County Administrator Keaton opened the floor for nominations for Chairman of the Board for 2017. Supervisor Alphin was elected as Chairman of the Board for 2017 upon motion of Supervisor Grice which was adopted by a vote of (5-0) with Supervisors Acree, Alphin, Grice, Jefferson and McCarty voting in favor of the motion and no Supervisors voting against the motion. Chairman Alphin called for nominations for Vice -Chairman of the Board for 2017. Supervisor McCarty was elected as Vice -Chairman of the Board for 2017 upon motion of Supervisor Grice which was adopted by a vote of (5-0) with Supervisors Acree, Alphin, Grice, Jefferson and McCarty voting in favor of the motion and no Supervisors voting against the motion. Carey Mills Storm was appointed as Clerk of the Board of Supervisors for 2017 on motion of Supervisor Acree which was adopted by a vote of (5-0) with Supervisors Acree, Alphin, Grice, Jefferson and McCarty voting in favor of the motion and no Supervisors voting against the motion. The following meeting schedule for Calendar Year 2017-18 was adopted on motion of Supervisor McCarty which was adopted by a vote of (5-0) with 1 Supervisors Acree, Alphin, Grice, Jefferson and McCarty voting in favor of the motion and no Supervisors voting against the motion: Thursday, January 5" Thursday, January 5"' Thursday, January 19th Thursday, February 2nd Thursday, February 16" Meeting Thursday, March 2nd Thursday, March 16'" Thursday, April 61" Thursday, April 2011 Thursday, May 4th Thursday, May 18" Thursday, June 15` Thursdays, June 15" Thursday, July 6" Thursday, July 201" Thursday, August 3' Thursday, August 17" Thursday, September 7`" Thursday, September 21$t Thursday, October 5`" Thursday, October 19" Thursday, November 2nd Thursday, November 16" Thursday, December 7" Thursday, December 21 S` Thursday, Jan. 4, 2018 1 Thursday, Jan, 4, 2018 11:00 a.m. Following Org. Meeting 5:00 p.m. 6:00 p.m. 5:00 p.m. 6:00 p.m. 5:00 p.m. 6:00 p.m. 5:00 p.m. 6:00 p.m. 5:00 p.m. 6:00 p.m. 5:00 p.m. 6:00 p.m. 5:00 p.m. 6:00 p.m. 5:00 p.m. 6:00 p.m. 5:00 p.m. 6:00 p.m. 5:00 p.m. 6:00 p.m. 5:00 p.m. 6:00 p.m. 5:00 p.m. 1:00 a.m. Following Org. Meeting Organizational Work Session Regular Meeting Work Session Regular Work Session Regular Meeting Work Session Regular Meeting Work Session Regular Meeting Work Session Regular Meeting Work Session Regular Meeting Work Session Regular Meeting Work Session Regular Meeting Work Session Regular Meeting Work Session Regular Meeting Work Session Regular Meeting Organizational Work Session The Board's By -Laws and Rules of Procedure were discussed and the following revisions were requested: Under Closed Meeting, the County Attorney shall be responsible prior to the Board acting on the certification resolution to remind the Board that items discussed during the closed meeting are confidential in nature. Under Citizens Comments, the Chairman is not required to make a citizen wait until the end of the meeting to speak if they have not signed up to speak on the Citizens Comments register. Under Board Committee Reports, the timeframe requirement for meeting schedules will apply only to internal committees of this Board. 2 The Finance Committee of the Board will consist of the entire Board with quarterly presentations by staff to the Board. Under Roll Call, whoever makes the motion is called first under the roll call. The By -Laws and Rules of Procedure were adopted as presented and amended on motion of Supervisor Jefferson which was adopted by a vote of (5-0) with Supervisors Acree, Alphin, Grice, Jefferson and McCarty voting in favor of the motion and no Supervisors voting against the motion. lr' Committee appointments were deferred until a future meeting to allow Chairman Alphin to speak individually with the Board members regarding which committees they desire to serve on. The Board's organizational meeting was then concluded and a motion offered by Supervisor McCarty to approve the work session agenda which was adopted by a vote of (5-0) with Supervisors Acree, Alphin, Grice, Jefferson and McCarty voting in favor of the motion and no Supervisors voting against the motion. 1l The Board received a briefing by Gerald H. Gwaltney, Commissioner of Revenue, regarding the need to issue refunds to machinery and tools taxpayers as a result of his review of certain machinery and tools which revealed a value between 60-70% of market value and the need to reduce all machinery and tools taxes by 40% for tax years 2013, 2014 and 2015 in order to comply with the Virginia Constitution and Code of Virginia that the fair market value not be exceeded. He advised the Board of the financial impact to the County totaling $5.6 million; the Town of Smithfield totaling $211,000; and, the Town of Windsor totaling $2,600 and the concept for recovering loss of revenue for calendar year 2017 was explained by adjusting the Machinery & Tools tax rate from $1.75 to $4.24 with the methodology being adjusted for 2016 going forward from 100% to 40% of original cost in order to make this effort revenue neutral and that an Economic Development Retention Grant Program be created to offset any net increase that would occur for any of the machinery & tools taxpayers. It was recommended that the County appropriate sufficient funds necessary so that the Towns do not feel any financial effects. Jimmy Sanderson, Davenport & Company, addressed the recommendation that a Line of Credit be obtained by the County in order to ensure sufficient funds were available for use by the County before revenues are generated through the tax rate. 3 The Board was advised that a public hearing seeking authorization to acquire a Line of Credit not to exceed $6.5 million for Machinery and Tools tax refunds will be set for the Board's January 19, 2017 meeting. // The Board received a presentation on its Strategic Plan adopted in 2013 and the following comments were relayed to staff Under "Mission Statement", Supervisor McCarty recommended that "fiscally responsible services/programs and either future growth/forward motions" be included to reflect that the County is moving forward with its development. Supervisor Acree suggested the inclusion of the language "embracing the future with the ability to adapt and change with the needs of the citizens, community and region." Under "Strategic Direction and Agenda and Community Partnerships," Supervisors McCarty and Jefferson recommended that community partnerships be further defined and that the Plan be made available electronically for updates as needed. Under "Strategic Direction", Supervisor Grice and Chairman Alphin recommended language be included referencing the County's partnership with the Towns of Smithfield and Windsor and the Chowan River Basin. Supervisor McCarty recommended that the Sign Ordinance be revisited with respect to businesses and the permitting process and that customer service training be offered to staff at all levels. He further recommended that citizen training tutorials be developed on the tax process and placed on the County's website, to include a greeting from Department Directors. He recommended that the County be required to comply with the rules and regulations expected of its citizens and that creative ways be developed to enhance the storm water division. Supervisor Grice recommended the creation of an intergovernmental water/sewer/utilities program and review of the County's Comprehensive Plan in coordination with the Towns of Smithfield and Windsor. He further recommended continued support of economic development and the pursuit of water using businesses for location in the County. Chairman Alphin recommended no tax increase in the foreseeable future; that funds be added to the County's Unassigned Fund Balance for future capital projects; the continued good working relationship with the School Board and funding of its budget; keeping in mind that the Sheriff's Department will be in need of additional resources as the County continues to grow; the development of a fire and rescue funding policy; the development of pad ready sites with available utilities to promote economic development; that the Cl former hours of operation be reinstituted for the County's refuse and recycling centers; that County staff become the most customer oriented group in the Hampton Roads area; that an increase be provided to support staff; and, that technology be utilized to better inform the citizens. Supervisor Jefferson recommended an increase for County employees in the coming year; growth assistance to small County businesses; the development of a funding agreement for County fire and rescue organizations; the consolidation of all services where an overlap exists (paper/fuel/beautification); an increase in the unassigned fund balance on an annual basis; and that all fire and rescue organizations come under one insurance policy. Supervisor Acree recommended options be provided by staff to citizens with code violations; that the County not be exempt from its ordinances without justification; that results of economic development efforts be provided to citizens; that employees be compensated monetarily through performance based raises; that IT, ground and vehicle maintenance services be consolidated; and, that the public be educated regarding storm water requirements. Supervisor Grice recommended a .3% COLA for all County employees; that measures to increase tax revenues be instituted; that a business friendly environment be fostered; and, that residential property taxes be raised $.05 to $.06. County Administrator Keaton offered to summarize the recommendations of the Board for discussion at its February work session, to include a report on those items currently being done. He recommended that a facilitated discussion on the County's Strategic Plan follow the conclusion of the budget process to update the Plan. Chairman Alphin recommended County Administrator Keaton present several options/scenarios of the budget for consideration by the Board. Supervisor Acree requested a report be generated depicting cost savings realized by the County as a result of volunteer efforts. County Administrator Keaton offered to develop a report for public perusal categorizing mandated services. Supervisor Jefferson requested a report outlining the cost versus the County's appropriation to the fire and rescue departments. Supervisor Grice requested the report depict "expense" versus "cost" to operate and that it be weighed against performance (service calls). if 5 At 2:15 p.m., the Chairman declared the organizational meeting and work session adjourned. 6Fv 44 Rex W. Alphin, Chairman Ca ey M lls orm, Clerk