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11-01-2018 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 NOVEMBER 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: Robert W. Jones, Jr., Interim County Attorney Randy R. Keaton, County Administrator Donald T. Robertson, Assistant County Administrator Amber Johnson, Legal Assistant CALL TO ORDER Chairman Jefferson called the work session of the Board of Supervisors to order at 6:00 p.m. APPROVAL OF AGENDA/AMENDMENTS Supervisor McCarty moved that the agenda be adopted as presented. The motion was adopted unanimously (5-0). INVOCATION David Smith, Director of Parks & Recreation, delivered the invocation and led the Pledge of Allegiance to the American Flag. COUNTY ADMINISTRATOR'S REPORT Michael Etheridge, Solid Waste Manager, briefed the Board on suggested ideas to update and redesign the County's refuse and recycling centers. Citing the Jones Creek facility as the number one priority, the redesign of the other sites is planned to occur over the next five years based on the availability of funds. Mr. Etheridge was requested to obtain an estimate to overhaul all sites simultaneously and report back to the Board on the cost. The cost to redesign the Jones Creek facility is estimated at $60,000. Tony Wilson, Public Works Administrator, addressed the Board regarding a surcharge on steel effective January 1, 2019 and requested permission to proceed with the purchase of two compacters at this time in order to take advantage of the savings. The consensus of the Board was that Mr. Etheridge investigate if there would be an advantage to purchasing four self-contained containers prior to January 1, 2019 and report back to the Board at its November 15, 2018 meeting. Supervisor Rosie asked staff to bring back a report on recycling efforts in the Cou nty. David Smith, Director of Parks & Recreation, notified the Board of a request received from a food truck vendor wishing to sell food at Tyler's Beach. Because the County is likely to receive additional requests due to the site being cleaned up and future amenities such as a picnic shelter, a fishing pier and boat slips, he is recommending that the County's ordinance be amended to bring this request into compliance as Tyler's Beach is not identified as a site in it. Mr. Smith notified the Board of the removal of eight vessels during a recent cleanup of the site. 11 The Board took a break and reconvened. 11 Don Jennings, Director of Utility Services, addressed the Board regarding drainage outfall maintenance and the negative impact on the environment if development activities are not properly managed. Tristin Barnes, Chairperson, Stormwater Advisory Committee, relayed the following recommendations from the Committee's October 22, 2018 meeting: The County should not take on these responsibilities; obtain feedback/support from VACo; promote relationship with VDOT (at same time); clearly identify scope of issue; approach the General Assembly to provide funding; and, develop guidance for affected citizens. Mr. Jennings recommended staff conduct a round table discussion with VDOT regarding the County investing some money into the design; VDOT performing the construction; and, the ownership being transferred to a Stormwater Homeowners' Association. He commented that the number of dedicated easements in the County will not be known for a number of years as it will take a massive effort by a title search company to identify the scope of the issue. Supervisor Acree offered to discuss this matter with the other members of the VACo Steering Committee. County Administrator Keaton recommended bringing this issue up for discussion at the Hampton Roads Transportation Planning Organization meeting to be brought forward as a TPO agenda item for discussion with VDOT. I Otis Brock addressed the Board regarding the washout of an easement located at 205 Deep Water Way which is approximately 24 feet wide, 12 feet deep and has resulted in 45 feet of lost land. He advised that the area is now unsafe and asked for guidance regarding who to contact. Supervisor McCarty advised that staff is going to follow up with VACo and the State legislators for those citizens affected by outfall ditches or conditions of roads which are managed by VDOT. Mr. Jennings provided an update on the Lawnes Point waterline extension project designed to serve Rushmere Shores. He advised that the project was designed in- house and estimated to cost $750,000. He advised that ten firms submitted a bid on this project and the low bidder came in at $255,000. He advised that the project will begin next month and the existing system currently has 30 customers and another 60 customers will be added. CLOSED MEETING The following matters were identified for discussion in closed meeting by Interim County Attorney Jones: Pursuant to Section 2.2-3711(A)(1) of the Code of Virginia concerning discussing, considering or interviewing prospective candidates for employment. Upon motion of Supervisor McCarty, the Board entered the closed meeting for the reasons stated by Interim County Attorney Jones, which was adopted unanimously (5-0). Upon motion of Supervisor McCarty, the Board reconvened into open meeting, which was adopted unanimously (5-0). Interim County Attorney Jones 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. Upon motion of Supervisor Acree, the following Resolution was 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 3 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, Grice, Jefferson, McCarty and Rosie NAYS: 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: 0 ADJOURNMENT At 8:30 p.m., Chairman Jefferson declared the meeting adjourned. Carte 1C/fills Storm, Clerk Rudolph Jefferson, Chairman 4