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02-01-2018 Work SessionWORK SESSION 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 FIRST DAY OF FEBRUARY IN THE YEAR TWO THOUSAND AND EIGHTEEN PRESENT: Rudolph Jefferson, Chairman, Hardy District William M. McCarty, Vice -Chairman, Newport District Don G. Rosie, II, Carrsville District Joel C. Acree, Windsor District Richard L. Grice, Smithfield District ALSO IN ATTENDANCE: Mark C. Popovich, County Attorney Randy R. Keaton, County Administrator Donald T. Robertson, Assistant County Administrator Carey M. Storm, Clerk CALL TO ORDER Chairman Jefferson called the work session of the Board of Supervisors to order at 6:00 p.m. Jeff Terwilliger, Chief of Fire & Rescue, formally introduced George Rawls and Brian Hubbard with the Carrollton Volunteer Fire Department; Judson West with the Carrsville Volunteer Fire Department; Brandon Jefferson with the Rushmere Volunteer Fire Department; Lee Marshall and Dale Scott with the Windsor Volunteer Fire Department; Jerry Hackney, Will Drewery and Ryan Gray with the Smithfield Volunteer Fire Department; and, Brian Carroll with the Isle of Wight Volunteer Rescue Squad. A briefing to the Board was delivered by Mr. Terwilliger on the County's fire and rescue organizational structure and standards outlined for emergency responders. The need for a policy related to periodic background checks for fire and EMS personnel was expressed by the Board. The need to preserve the individuality of the various volunteer organizations, as well as standards for physical and certification levels was recognized by Supervisor Acree who expressed his gratitude to these organizations for their level of service and the savings realized by the County. Jerry Hackney, Smithfield Volunteer Fire Department, advised a study conducted in 2010 for minimum staffing levels in salaries alone revealed a savings to the County of $13 million to $14 million. Ryan Gray, Smithfield Volunteer Fire Department, briefed the Board regarding annual training requirements and hours involved with maintaining basic certifications associated with that organization. It was noted that individual departments set their own training standards. Brian Carroll, Isle of Wight Volunteer Rescue Squad, briefed the Board on that organization's recruitment program and educational courses, as well as response standards associated with that organization. Mr. Terwilliger briefed the Board regarding equipment standards for providers and the equipment replacement cycle in the Capital Improvements Plan which utilizes the Barracker Study as its baseline. Responsive to an inquiry on how the County can recognize volunteers for their service and recruit and retain them, the current open-door policy was noted as desired, as well as providing volunteers with a tax break, retirement benefits and the continuance of volunteers and paid staff to work together. The subject of equipment ownership associated with the various volunteer organizations was brought up and confirmed that all equipment is owned by the County who retains ownership in the event of the dissolution of a volunteer organization. It was noted that the Charter for the Smithfield Volunteer Fire Department stipulates that equipment be returned to the Town of Smithfield. Discussion on the development of goals/objectives for the budget and calendar year 2018 was delayed at the request of County Administrator Keaton. An overview of the proposed FY19-28 Capital Improvements Program was provided by Assistant County Administrator Robertson. CLOSED MEETING County Attorney Popovich requested a closed meeting pursuant to Section 2.2.3711(A)(6) of the Code of Virginia concerning a discussion or consideration of the investment of public funds where competition or bargaining is involved; where, if made public initially, the financial interest of the governmental unit would be adversely affected and Section 2.2.3711(A)(1) concerning a discussion regarding a personnel matter related to the performance of a specific appointed employee of the County. Chairman Jefferson moved that the Board enter the closed meeting forthe reasons stated by County Attorney Popovich. The motion was adopted by a vote of (5-0) with Supervisors Acree, Rosie, Grice, Jefferson and McCarty voting in favor of the motion and no Supervisors voting against the motion. Supervisor Acree moved that the Board return to open meeting. The motion was adopted by a vote of (5-0) with Supervisors Acree, Rosie, Grice, Jefferson and McCarty voting in favor of the motion and no Supervisors voting against the motion. County Attorney Popovich reminded the Board that in accordance with Section 2- 10(G) of the Board's Rules & Procedure, all those who participated in the closed meeting are reminded that all matters discussed in closed meeting are to remain confidential, as provided under the Virginia Freedom of Information Act, and that such matters as were discussed in closed meeting should not be acted upon or discussed in public by any participant unless and until a public, formal action of the Board of Supervisors is taken on that particular subject matter. Supervisor McCarty 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. VOTE AYES: Acree, Rosie, Grice, Jefferson and McCarty NAYS: 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: 0 ADJOURNMENT At 9:00 p.m., Supervisor Acree moved that the work session be adjourned, which passed unanimously (5-0) with all members voting in favor of the motion. POD- 560� Carey ills S rm, Clerk Rudolph Jefferson, Chairman