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05-16-2019 Regular MeetingREGULAR 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 LOCATED AT 17090 MONUMENT CIRCLE, ISLE OF WIGHT, VIRGINIA ON THURSDAY, THE SIXTEENTH DAY OF MAY IN THE YEAR TWO THOUSAND AND NINETEEN PRESENT: William M. McCarty, Newport District, Chairman Joel C. Acree, Windsor District, Vice -Chairman Don G. Rosie, II, Carrsville District Richard L. Grice, Smithfield District Rudolph Jefferson, Hardy District ALSO, IN ATTENDANCE: Robert W. Jones, Jr., County Attorney Randy R. Keaton, County Administrator Donald T. Robertson, Assistant County Administrator Carey M. Storm, Clerk CALL TO ORDER Chairman McCarty cal ed the regular Board of Supervisors' meeting to order at 5:00 p.m. and welcon ied all present. APPROVAL OF AGENDA/AMENDMENTS Supervisor Jefferson moved that the agenda be approved as amended with the addition of an item under New Business related to the Nike missile to be received by the County from the City of Hampton. 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. CLOSED MEETING The following matters were identified for discussion in closed meeting by County Attorney Jones: Pursuant to Section 2.2-3711(A)(1) of the Code of Virginia concerning discussion regarding the appointment of specific appointees to County boards, committee or authorities; pursuant to Section 2.2-3711(A)(1) concerning discussion regarding the performance of a specific County employee; pursuant to Section 2.2-3711(A)(7) concerning consultation with legal counsel regarding actual litigation regarding obtaining an easement for County owned property on Great Springs Road, where such consultation would adversely affect the negotiating or litigation posture of this public body; and, pursuant to Section 2.2-3711(A)(1) concerning consultation with legal counsel pertaining to probable litigation, where such consultation or briefing in open meeting would adversely affect the litigating posture of the public body. Upon motion of Supervisor Grice and all voting in favor, the Board entered the closed meeting for the reasons stated by County Attorney Jones. At 6:00 p.m. and upon motion of Supervisor Acree and all voting in favor, the Board reconvened into open meeting. 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 Jefferson, 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 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 INVOCATION/PLEDGE OF ALLEGIANCE Reverend Blake Moonfield of Hope Presbyterian Church delivered the invocation and led the Pledge of Allegiance to the American Flag of the United States of America. CITIZENS COMMENTS Ed Easter of Hideaway Lane requested the restoration of SROs in the County's elementary schools. He spoke in favor of building a new Hardy Elementary School and funding for STEM teachers Supervisor Jefferson agreed wh )lehear+edly with Mr. Easter about building a new Hardy Elementary School facil- ry. He stated that had the funding been available, the Board would have provide' the fi ading for the STEM teachers. Chairman McCarty comme rated & it the Board is actively addressing ways in which to address the Hardy Elerne .tary School. Supervisor Grice commented tha a purchase order for a third -party evaluation of the proposed improvements to j lardy Elementary School is under the Consent Agenda for the Board's considers .ion. CONSENT AGENDA A. Approval of a Purchase Order for T1,ird Party Evaluation of Proposed Improvements to Hardy F lementary Scl ool B. Resolution to Approve tic Commonwealth of Virginia Voluntary Group Long Term Care Insuranc( Program Employer Adoption Agreement C. Disposition of the Tran fifer of Property from the Economic Development Authority D. Minutes March 7, 2019 Work Session Minutes March 11, 20 9 Joint Work Session Minutes March 21, 20 9 Regular Meeting Minutes Supervisor Jefferson moved that the Consent Agenda be adopted. 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. REGIONAL AND INTER -GOVERNMENTAL REPORTS No regional reports were offered. APPOINTMENTS Supervisor Acree moved that Ruth Hartsfield be reappointed to the Commission on Aging representing the Windsor District. 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. 3 SPECIAL PRESENTATIONS Kristy Sutphin, Economic Development Coordinator, presented the Business Excellence Award to Richard Holland, Chairman & CEO of Farmers Bank. Following a transportation update from Tommy Catlett. VDOT Resident Engineer, the following concerns were relayed by the Board: Reynolds Drive - County Administrator Keaton was requested to provide information to the Board regarding the process associated with conducting a public hearing on restricting thru-truck traffic due to speed limits and lack of shoulder on the roadway. Bradby's Lane -- correct erosion problem. Quaker Road investigate the culvert/spillway. Route 17 - investigate if lights can blink at certain times of the day to assist with getting traffic off the James River Bridge. Sandy Ridge - water flowing over the road. Airway Shopping Center clear vegetated ditches. Battery Park Road and Sf)uth Church Street - Is it the Town of Smithfield's obligation to stripe. COUNTY ATTORNEY' S REPORT No report was offered. PUBLIC HEARINGS Chairman McCarty called for a public hearing on the following: Resolution to Approve the VDOT FY2020-2025 Secondary Six -Year Improvement Plan (SYIP) Jamie Oliver, Transportation Planner, provided an overview of the Plan. Chairman McCarty opened the public hearing and called for those in favor or in opposition to the Plan. No one appeared and spoke. Chairman McCarty closed the public hearing and called for comments by the Board. Supervisor Grice moved that the following Resolution be adopted: RESOLUTION OF THE BOARD OF SUPERVISORS OF ISLE OF WIGHT COUNTY TO APPROVE PRIORITIES FOR THE VIRGINIA 0 DEPARTMENT OF TRANSPORTATION'S SECONDARY SIX -YEAR IMPROVEMENT PROGRAM FOR FY 2010 THROUGH FY 2025 WHEREAS, Sections 33.2-331 of the Code of Virginia (1950, as amended) provide the opportunity for each county to work with the Virginia Department of Transportation (VDOT) in developing a Secondary Six -Year Improvement Program (SSYIP); and, WHEREAS, this Board has held a public hearing on the proposed Plan (FY 2020-FY 2025), in accordance with VDOT policies and procedures, on May 16, 2019 and all citizens of the Coun' y had the opportunity to make comments and recommendations concernir g the proposed Program; and, WHEREAS, VDOT Local Program - and Residency staff have reviewed and concurred with the proposed SSYIP (,�Y 2020-FY 2025). NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of the County of Isle of Wig'it Virginia that the Secondary Six -Year Improvement Program for FY 202( -2025 is hereby approved, as presented at the public hearing. BE IT FURTHER ?ESOLVED that the County Administrator of Isle of Wight County, Virginia is authorized to execute all Program documents and make such accounting adjustments and execute such agreements and contracts for projects as necessary to proceed with the Program as approved. 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. Chairman McCarty called for a public hearing on the following: Ordinance to Vacate Public Interest in North Sycamore Drive and South Sycamore Drive County Attorney Jones submitted on behalf of the Lawnes Point Homeowners' Association an application to have North Sycamore Drive and South Sycamore Drive vacated, both of which are owned by the County and have never been maintained. The HOA has agreed in the application to pay all costs associated with advertising and reservation fees and will provide the necessary keys to allow emergency services to access those roads in an emergency. Chairman McCarty opened the public hearing and called for persons to speak in favor of or in opposition to the proposed ordinance. Grant Novak of 3274 South Shore Drive commented that South Sycamore Drive backs up to Rushmere Shores and, if vacated, will be taking away an entrance to some of the homes in Rushmere Shores. He requested the Board to postpone taking action at this time to allow the Rushmere Homeowners' Association to 6 address the matter with the Lawnes Point Homeowners' Association and find a better solution. Chairman McCarty closed the public hearing and called for comments by the Board. Supervisor Jefferson moved that the i tatter be tabled until the Board's June 20, 2019 meeting to allow the homeown ors associations for Rushmere Shores and Lawnes Point to further discuss the n atter. The motion was adopted by a vote of (5-0) with Supervisors Acree, Rosie, c Trice, Jefferson and McCarty voting in favor of the motion and no Supervisors vote .ig against the motion. COUNTY ADMINISTRATOR'S RE ?ORT The Board viewed the Crush Friday marketing video for which the County received a 2018 VIRGO Tourism x Travel award. The Board was apprised of the submittal of a V.A Co Achievement Award for the Park Office restoration by County Administrate - Keaton. The Board received a leg*,slative update o the 2019 General Assembly session by Assistant County Administrator Robertsor. . Matters for the Board's information were highlighted by County Administrator Keaton. He advised that the ad for :he tax rate change that is required due to the reassessment was advertised this week in The Smithfield Times and will be advertised in the Tidewater News this weekend. UNFINISHED/OLD BUSINESS Ms. Oliver briefed the Board on the bids received in connection with the Turner Drive turn lane improvement project. Supervisor Acree moved that the following Resolution be adopted: RESOLUTION TO EXECUTE AGREEMENTS, ACCEPT AND APPROPRIATE FUNDS, AND COMPLETE CONSTRUCTION OF THE TURNER DRIVE TURN LANE IMPROVEMENT (STATE PROJECT 0644-046-628, UPC 103021) CONSTRUCTION PROJECT WHEREAS, Isle of Wight County, Virginia is a recipient of Virginia Department of Transportation (VDOT) funds under various grant programs for design and construction of the Turner Drive Turn Lane improvement project (State Project 0644-046-628, UPC 103021); and, WHEREAS, Hampton Roads Sanitation District (HRSD) has a construction project designed in the same project area, identified as Smithfield Interim Pressure Reducing Station NP014300; and, 6 WHEREAS, it is in the best interest of the public to minimize travel impacts and maximize cost and schedule efficiencies of both projects by coordinating construction management under one joint contract; and, WHEREAS, the isle of Wight County Transportation Division has agreed to provide construction administration of the HRSD project NP014300, identified as Bid Alt #001 in IFB 19- i110-04, in conjunction with construction of UPC 103021; and, WHEREAS, HRSD has agreed to reim'-)urse the County for all design, construction, and inspection costs related to NP014300, and provide technical support and oversight for N RSD-related items throughout the construction project. NOW, THEREFORE, IT IS HEREBY RESOI dED, that the Isle of Wight County Board of Supervisors approves the Cc A Sharing Agreement for the HRSD Smithfield Interim Pressure Reduce station NP014300 and Isle of Wight State Project 0644-046-628 (Turner '-)rive UPC 103021), and hereby accepts HRSDs cost -share funding, curre, fitly estimated at seven hundred fifty-three thousand eight hundred eighty-tl xee dollars ($753,883). BE IT FURTHER RESOLVED that tb► Isle of Wight County Board of Supervisors approves the amendment o .'professional services contracts for UPC 103201, as needed, to include c )nstruction design, engineering, and inspection services related to constructic •n of NP014300. BE IT FURTHER RESOLVED tl�at the County Administrator of Isle of Wight County, Virginia and/or his tlesignee be hereby authorized to make the appropriate accounting adjustments in the budget to complete the Turner Drive project using available federal and state funding as well as Capital Project fund balance, currently estimated at five hundred seventy-one thousand nine hundred sixty-three dollars ($571,963); execute required programmatic and project agreements and/or addendums; amend or solicit necessary professional and construction services and do all things necessary to complete construction and give this Resolution effect. 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. The Board took a recess and returned to open meeting. NEW BUSINESS Mary Beth Johnson, Director of Human Resources, provided an overview on proposed amendments to Chapter 1, Chapter 3, Chapter 5, and Chapter 7 of the County Policy Manual. Supervisor Jefferson moved that the following Resolution be adopted: 7 RESOLUTION TO AMEND CHAPTER 1: PERSONNEL, ARTICLE IV, SECTION 4.8, ARTICLE V, SECTIONS 5.6, 5.13, 5.14, ARTICLE XII, SECTION 12.1, ARTICLE XIII, SECTION 13.1 AND ARTICLE XV, SECTION 15.1, AMEND AND RE -ADOPT CHAPTER 1: PERSONNEL, ARTICLE XV, SECTION 15.9, AND ADOPT CHAPTER 1: PERSONNEL, ARTICLE III, SECTION 3.11 AND ARTICLE XV, SECTION 15.13, AND TO AMEND CHAPTER 7: MISCELLANEOUS - EMPLOYEE RELATED, ARTICLE II, SECTION 2.3 AND 2.7 AND ARTICLE III, SECTIONS 3.1, 3.2, 3.3, 3.4, AND 3.6, AMEND CHAPTER 5: BUILDINGS AND GROUNDS, ARTICLE IV, SECTION 4.0 AND 4.7 AND AMEND CHAPTER 3: COMMUNITY AND ECONOMIC DEVELOPMENT , ARTICLE XII OF THE COUNTY POLICY MANUAL WHEREAS, the County has establ shed Types of Employees under Chapter 1: Personnel, Article IV, Section 4.8, Leave Policies under Chapter 1: Personnel, Article V, Sections 5.6, 5.13, 5.14, a Violence in the Workplace Policy under Chapter 1: Personnel, Article XII, Section 12.1, Eligibility for the Leave Donation Program under Chapter 1: Personnel, Article XIII, Section 13.1, an Energy Control Lockout Tagout Policy under Chapter 1: Personnel, Article XV, Section 15.9, a General Safety and Health policy within the Employee Safety Program policy under Article XV, Section 15.1, a Certified Paramedic Pay Differential policy under Chapter 1, Personnel, Article III, Section 3.11 and an Electrical Safety Policy under the Employee Safety Program Policy under Chapter 1, Personnel, Article XV, Section 15.13, an Emergency Conditions and Unexpected Closings Policy under Chapter 7, Miscellaneous - Employee Related, Article II, Section 2.3 and 2.7, and an Emergency Response and Sheltering Policy under Chapter 7, Miscellaneous - Employee Related, Article III, Sections 3.1, 3.2, 3.3, 3.4 and 3.6, Use Policies of County Parks and Recreational Facilities under Chapter 5: Buildings and Grounds, Article IV, Sections 4.0 and 4.7, and a Public Utilities Pro Rata share Policy under Chapter 3: Community and Economic Development, Article XII of the County Policy Manual; and, WHEREAS, the County desires to amend and re -adopt Chapter 1: Personnel, Article XV, Section 15.9 of the County Policy Manual to establish and enhance safety policies and safe work practices for the control of hazardous energy, to prevent injury to employees and contractors during maintenance of installed equipment due to improper isolation from its energy source(s) and to meet the minimum requirements for safety and health set by the U.S. Department of Labor Occupational Safety and Health Act (OSHA), State of Virginia Occupational Safety and Health Act (VOSH) and other pertinent safety directives; and, WHEREAS, the Certified Paramedic Pay Differential Policy is recommended for adoption under Chapter 1, Personnel, Article III, Section 3.11 of the County Policy Manual to establish the policy for the pay differential that began July 1, 2018 for non-exempt employees in the Emergency Services Department that are certified as a Paramedic by the Commonwealth of Virginia Office of Emergency Medical Services and sanctioned by the Tidewater Emergency Medical Services Council (TEMS) ; and, WHEREAS, the Electrical Safety Policy is recommended for adoption within the Employee Safety Program Policy under Chapter 1, Personnel, Article XV, Section 15.13 of the County Policy Manual to establish policies, rules and safe work practices for employees working on or near energized electrical conductors or circuit parts opt rating at or above 50 volts or otherwise working in an area where person i, may potentially be exposed to an electrical hazard to prevent electrical relat A injuries and property damage and to meet the requirements establisher' by the Occupational Safety and Health Administration (OSHA) in 29 CFR, Subpart S — Electrical, Sections 1910.331 through 1910.335, Safety -Re' ated Work Practices, and the 2018 edition of the National Fire Protection Associations (NFPA) 70E, Standard for Electrical Safety for the Workplace- and, WHEREAS, the Board of Supervisors desires to amend Chapter 1: Personnel, Article IV, Section 4.8, Article V, Sections 5.6, 5.13, 5.14, Article XII, Section 12.1, Article XIII, Section 13.1, and Article XV, Section 15.1 and amend and re -adopt Chapter 1, Personnel, Article XV, Section 15.9, and adopt Chapter 1, Personnel, Article III, Section 3.11 and Chapter 1, Personnel, Article XV, Section 15.13, and amend Chapter 7: Miscellaneous — Employee Related, Article II, Section 2.3 and 2.7, and Article III, Sections 3.1, 3.2, 3.3, 3.4, and 3.6 of the County Policy Manual to clarify the provisions, guidelines, rules and procedures of the Certified Paramedic Pay Differential, the Types of Employees, Funeral Leave, Personal Leave, Recognition Leave, Prohibited Conduct within the Violence in the Workplace Policy, the Eligibility for the Leave Donation Policy, the General Safety and Health Policy, the Hazardous Energy Control Lockout Tagout Policy and Electrical Safety Policy within the Employee Safety Program Policy, the Emergency Conditions and Unexpected Closings Policy and the Emergency Response and Sheltering Policy; and, WHEREAS, the Board of Supervisors desires to amend Chapter 3: Community and Economic Development, Article XII, of the County Policy Manual to clarify the provisions, guidelines, rules and procedures of the County's Public Utilities Pro Rata Share Policy; and, WHEREAS, the Board of Supervisors desires to amend Chapter 5: Buildings and Grounds, Article IV, Sections 4.0 and 4.7 of the County Policy Manual to clarify the provisions, guidelines, rules and procedures of the County's Parks and Recreational Facilities; and, NOW, THEREFORE, BE IT RESOLVED that Chapter 1: Personnel, Article III, Section 3.11, Article IV, Section 4.8, Article V, Sections 5.6, 5.13, 5.14, Article XII, Section 12.1, Article XIII, Section 13.1 and Article XV, Section 15.1 are hereby amended and Article XV, Section 15.9 is hereby C amended and re -adopted, and Article III, Section 3.11 and Article XV, Section 15.13 of the County Policy Manual are hereby adopted, and Chapter 7: Miscellaneous - Employee Related, Article II, Section 2.3 and 2.7 and Article III, Sections 3.1, 3.2, 3.3, 3.4, and 3.6 are hereby amended as follows: Chapter 1: Personnel ARTICLE III Compensation Plan (Revised October 7, 1999, April 7, 200;, December 15, 2005, April 18, 2006, June 1, 2006, April 16, 2015, October 1, 2015, Jul) 1, 2016, July 1, 2017, July 1, 2018) Section 3.11 (Effective July 1, 2018) Certified Paramedic Pay Differential It is the County's policy to provide a pay differential for non-exempt employees in the Emergency Services Department that are certified as a Paramedic by the Commonwealth of Virginia Office of Emergency Medical Services and are sanctioned by TEMS. The pay differential shall be $3,500 annually for full-time Wertified Paramedics and $1.68 per hour for part-time certified Paramedics. The pay differential shall commence upon employment if the new employee has the Paramedic certification and is TEMS sanctioned at the time of hire. If an employee obtains the Paramedic certification after beginning employment, the employee shall inform the Chief of Fire and Rescue and provide documentation of Paramedic certification and TEMS sanctioning. The Chief of Fire and Rescue shall review all documentation and ensure that the information is submitted to the Human Resources Department with a request for processing the pay differential for the employee effective with the nearest upcoming pay period. ARTICLE IV Conditions of Employment (Revised November 6, 2000. April 7, 2005, December 15, 2005, February 2, 2006, October 16, 2006, March 1, 2007, June 14, 2007, October 16, 2014, November 20, 2014, October 1, 2015, August 18, 2016, Jule- 1, 2019) Section 4.8 (Revised February 2, 2006, October 16, 2014, July 1, 2019) Types of Employ Regular Full -Time Employees Those employees who are hired for an indefinite period of time without a stated limitation as to length of service and who are employed to work forty (40) hours per week or its equivalency. Regular Part -Time Employees Those part-time employees who are hired for an indefinite period of time, in excess of six (6) months, without a stated limitation as to length of service (other than continuation of program, position need and/or funding) and who are employed to work a regular schedule of twenty-nine (29) hours per week or less. Intermittent'On-Call Part -Time Employees 10 Those part-time employees who are hired for an indefinite period of time, in excess of six (6) months, without a stated limitation as to length of service (other than continuation of program, position need and/or funding) and who work as scheduled on an intermittent and/or on -call nature based on their availability and/or department needs for no more than twenty-nine (29) hours per week. Tem ora Full -Time Em 1.)yees Those employees wyo are hi ed for a stated length of service, season or project and who ar:: employed to work forty (44) hours per week or its equivalency. Temporary Part. -Time Em to ees Those part-time emplo) ees who are hired for less than six (6) months with a stated length of sere ice, season or project and who are employed to work thirty-nine 39 hours per week or less. Grant -Funded Employees Those employees who are Aired for a stated length of service, season or project and wb -) are employed to work the number of hours stated in the grant application. Grant -funded personnel are not eligible to participate in the County's monetary fringe benefits unless specified and funded through the grant. ARTICLE V Leave Provisions (Revised September 1, 2005, December 15, 2005, February 2, 2006, April 5, 2007; October 2, 2008; January 8, 2009; June 19, 2014, October 16, 2014, December 18, 2014, April 1, 2015, January 1, 2018, July 1, 2018, July 1, 2019) Section 5.6 (Reviscd July 1. 2019) Funeral Leave Funeral Leave shall be defined as leave with pay granted to provide regular full-time employees with sufficient time to deal with the death of an immediate family member as defined in Section 4.1. Following the death of an immediate family member, regular full-time employees (except those assigned to a 28-day cycle)the County shall be provided up to twenty-four (24) hours of consecutive paid leave. Following the death of an immediate family member, regular full-time employees assigned to a 28-day cycle, as authorized within the 7k work period exemption within the Fair Labor Standards Act, within the Department of Emergency Services shall be provided up to thirty-six (36) hours of consecutive paid leave. The leave shall commence upon 11 notification and approval by the department director. This may be extended in unusual circumstances by the County Administrator. In the event of multiple deaths in the employee's immediate family, each death shall be treated separately and funeral eave granted accordingly. If more than the allotted number of days' Leave is required, or if leave is desired for a death other than the im nediate family, annual and/or compensatory leave may be applicable. Section 5.13 (Revised July 1, 2019) Personal Leave All full-time employees (except those assigned to a 28-day cycle) are eligible to use ys sixt.-en (I6) hours of sick leave per fiscal year for personal re -icons. All Bali -time employees assigned to a 28-day cycle, as authori,.ed within the i k work period exemption within the Fair Labor Stand<<rds Act, within the Department of Emergency Services are eligil )le to use twenty-four (24) hours of sick leave per year for personal reasons. Personal leave is intended to provide employee's paid leave to perform volunteer work to attend school meetings/functions of the employee's children, to accommodate religious observances, or to meet the personal needs of the employee outside of the regular leave provisions. Personal leave is non -cumulative and must be taken in the fiscal year granted. These 4ays hours will not be carried over to the next fiscal year, nor are they paid upon separation of employment. Unused personal leave deys hours will remain in the sick leave balance. A Personal leave day must be scheduled and approved in advance by the employee's immediate supervisor. Section 5.14 (Adopted April 1, 2015, Revised July 1, 2018, Revised July 1, 2019) Recognition Leave All personnel are eligible to receive leave hours for the purpose of such instances as the recognition of service to the County, in conjunction with the promotion of or participation in safety. health, or wellness initiatives, or for any other purpose approved by the County Administrator. Recognition leave is intended to provide employees paid leave separate and apart from his/her other available paid leave types. For the purpose of the recognition of five years of service milestones of regular full-time (except those assigned to a 28-day cycle) and regular part-time employees (those working between 20-29 hours per week on a regular basis are eligible; those working on an on- 12 call/intermittent/temporary/or seasonal basis are not eligible), with the County, the following schedule will apply: Years of Service Number of Recognition Leave Hours Awarded 10 15 12 20 16 25 20 < 30 24 For the purpose of the recognition of five years of service milestones of regular full-time employees assigned to a 28-day cycle, as authorized within the 7k work period exemption within the Fair Labor Standards Act, within the Department of Emergency Services, the following schedule will apply: Years of Servi•.e Number of Recognition Leave Hours Awarded 10 15 _ 20 25 < 30 18 16 24 36 Recognition leav : is non -cumulative, must be taken within 90 calendar days of it being granted, and any remaining balance thereof shall be forfeited at the end A the 90 calendar day period. Any recognition leave shall not be paid upon separation of employment, is non-transferrable, and is not compe isable in the form of monetary compensation in lieu of paid leave time. Use of recognition leave hours must be scheduled and approved in advance by the employee's immediate supervisor. Recognition leave shall be granted to an employee for a specific purpose by the Human Resources Department upon approval of the County Administrator or his/her designee. The Human Resources Department shall inform the employee's department director that such recognition leave has been granted. ARTICLE XII Violence in the Workplace (Adopted November- 4, 2004, Revised October- 4, 2007, Revised May 21, 2015, July 1, 2019) Section 12.1 (Revised Octobsrr 4, 2007, Revised May 21, 2015, Revised July 1, 2019) Prohibited Conduct The following acts and behaviors are examples of prohibited conduct. This list is intended to serve as a representative sampling of the kinds of actions the County will consider improper, which means it does not contain all of the possible actions that would be deemed inappropriate under this policy. a. Physical assault. This includes, but is not limited to, any unwanted or hostile physical 13 contact with another person such as hitting, fighting, pushing, shoving, or intentionally throwing objects at or towards another person. b. Threatening to physically assault or harm an individual in any way. A threat is improper regardless of whether the person communicating the threat has the present ability to carry it out and regardless of whether the threat is contingent, conditional, or future. Additionally, a threat is not permissible even if it is expressed in veiled terms. Conduct that constitutes a threat is prohibited regardless of whether it is communicated verbally, in writing, or electronically (such as by e-mail). In addition, a threat is impermissible whether it is communicated directly to the intended victim or communicated in an indirect way (such as to a third party). c. Harassment. This includes, but is not limited to, showing an obsessive interest in another person to the extent a reasonable person would find the behavior frightening or intimidating under all of the circumstances. A few examples of prohibited conduct are stalking and repeated unwanted verbal and/or written references to a grudge or to a romantic interest. d. Intentionally destroying or damaging property owned by the County, or others. e. Except in accordance with Section 15.2-915 of the Code of Virginia, 1950, as amended, possessing firearms, weapons, ammunition or explosives by County employees on County property shall be trohibited during work hours without expressed written authorization from the Cou .ity Administrator, unless otherwise required to do so by their position. Possessing pens, ineluding guns, knives, ete. during work hours with_ pesition. f. Engaging in behavior that creates a reasonable fear of injury in another person. g. Committing injurious acts motivated by, or related to, domestic violence or sexual harassment. h. Retaliating against any employee who, in good faith, reports a violation of this policy. The County does not condone acts or behaviors that were supposedly only a joke or not meant to be taken seriously. Any threat or act of violence will be treated as though the instigator was serious. In addition, any conduct that has the purpose of causing psychological harm and/or inducing fear will be treated the same as conduct that has the purpose of causing physical harm. ARTICLE XIII Leave Donation (Adopted April 5, 2007, Revised May 16, 2013, Revised July 1, 2019) Section 13.1 (Revised July 1, 2019) Eli ibili The leave donation program is open to full-time employees that are Virginia Retirement System (VRS) Plan 1 or Plan 2 members. The leave donation program is not open to full-time employees that are VRS Hybrid Plan members due to their short and long term disability benefits included within the VRS Hybrid Plan. To be eligible to request sick leave donation, an employee must have one (1) year of full-time employment with Isle of Wight County. Employees who donate sick leave must also be employed with Isle of Wight County full-time, for a minimum of one (1) year. ARTICLE XV Employee Safety Program 14 (Revised September- 17. 2015. July 1, 2019) Section 15.1 (Revised July 1, 2019) General Safety and Health The purpose of this program is to provide safety and health guidelines, rules, regulations and procedures for performing common job functions within the County. The listed policies are by no means inclusive of every employee's job function. It is a listing of those deemed to be the most hazardous, or those with the potential fo• causing harm to the employee or others around the work area. There are some specialized safety pr ,grams which are only briefly explained in this section of the safety program because they are more explicitly detailed in later sections of this policy. A. Personal Conf uct 1. Emplc yees shall not be under the influence of any substance, legal or illegal, which as versely affects their ability to perform their duties in any way. No one will rep ►rt to work under the influence of any controlled substance, to include alcohol.. Iny employee reporting to work or returning to work under the influence of any illeJ,J drug or alcohol may be terminated. The use or abuse of legal or prescriptior drugs that adversely affects the employee's ability to perform their duties in a iy way will result in the immediate removal from County property, and the empl, yee will be subject to discipline up to and including termination of employment. 2. Controlled Substances may be taken when prescribed by a physician unless their use affects the employee's ability to perform his/her work safely. It is the employee's responsibility to notify their supervisor when using this kind of medication. 3. . Except in accordance with Section 15.2-915 of the Code of Virginia, 1950, as amended, possessing firearms, weapons, ammunition or explosives by County employees on County property shall be prohibited during work hours without expr:ssed written authorization from the County Administrator, unless otherwise required to do so by their position. 4. Seatbelts will be properly worn in any vehicle when on County business. 5. Smoking is permitted in designated smoking areas only. Smoking is not allowed in the vehicles or while operating equipment. G. Practical joking, fighting, and "horseplay" are strictly forbidden while on duty. 7. Creating or contributing to unsanitary conditions, unsafe conditions or poor housekeeping is not permitted. B. Personal Clothing and Accessories 1. Employees shall not wear loose or flapping clothing or have rags or other objects extending from pockets or belts when working on or in the vicinity of moving machines, motors, engines, etc. 2. Employees shall wear clothing suitable for the weather and safe for the performance of their duties. An employee's supervisors may require long sleeves or pants for safety reasons at any time. 3. Employees shall not wear dangling or hanging jewelry when working on machinery. It is recommended that rings, wrist or watchbands be removed under conditions noted above. 4. Employees' hair shall be kept so as to prevent it from being caught or tangled with any part of moving equipment. 5. Department/Agency Heads may establish more specific rules for their departmental functions. 15 C. Office Hazards 1. Tripping hazards shall not be left or placed in aisles or in areas exposed to foot traffic. 2. Desk and file drawers and cabinet doors shall not be left open or unattended. To prevent tipping of the file cabinet, not more than one drawer shall be opened at a time. 3. Do not carry pointed or sharp objects in pockets with points unprotected. 4. When sitting in chairs, al l of the chair legs shall remain on the floor. 5. Employees shall not run in hallways or stairways. Employees shall use handrails where prr vided. 6. Employees sha' i stand clear of all closing elevator doors. When maintenance work is being ,erformed, employees shall not disregard warning signs or barricades. 7. Electrical appliances shall only be used in designated areas and shall have a UL and commercial rating. S. When lifting, employees shall get assistance when an article is awkward or too heavy. D. Housekeeping Practices 1. Combustible materials such as oil -soaked and paint -covered rags, waste, packing material, and other rubbish shall not be allowed to accumulate on benches, floors, rooms, or yards. The combustible materials shall be stored in designated areas or receptacles a minimum of 6" away from a bulkhead and shall be appropriately identified or labeled. 2.. Stairways, aisles, exits, walkways, storage areas and work areas shall be kept free of debris and other obstructions. 3. Material a -id supplies shall be stored in an orderly manner to prevent their falling, rolling, or spreading and to prevent tripping and stumbling hazards. 4. Floors and platforms shall be kept free of oil, grease, water and other slippery materials unless properly marked with caution signs. ,. Protruding nails should be bent over or removed. 6. Dispose of scrap and waste materials at frequent and regular intervals or at the end of each shift. 7. All places of employment, yards, shops, storerooms, vehicles and office facilities and job sites shall be kept clean and orderly and in sanitary condition. The supervisor shall be responsible for proper housekeeping in and around their respective areas. Article XV Employee Safety Program (Revised September 2015, July 1, 2019) Section 15.9 (Revised July 1, 2019) 1. Employee their- body into of aperation plaoing 2. Re .-inn ate,.•,.. any part of a machine's point al eircuits 4. 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Ensure the notifieation of outside an B—.Supen,iser-s shall - Develop and raftm ta-1 -fie 4a44 a equipment ef: system toes :,1..._a: fied ..1,:ch i ..hide ;.le.,tifie tion ..£_onur q s SEIUF00%IFPI' > > and steps o�xa shuttingdown, l�.lo�a.pt�C " � ocT--cniu i . isolating, \ _ _ IN management, and eofnpi ,st, IVAN _--•``y� ill ..el o the ffe.nt eeve —m large, boldprint an in black fnnf nrtle �11r' th- ILThe the n*ml iS ♦.+ elleF ^Vii nIful purpose of energy program PFOVide y pmeedur-es, ne.rs r. ni on a Fn arhine"' e any'employee �FCIfe Fms any — naintenanee release of ster-ed the f sta4up or- equipment shall be energy eould oeouF and cause Fnaehine or- 77 ii. A summavy of the division's wee-k„laee_oper_ations and hazards assee and WR ■ ■ A ■ ■ A - ■ A r ■ 19 AL T-emp 9 Twb ?. 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To ernd g4nitial tr ;,..:i.s..li�ft$F1F 12;rpose mid &iFiet;„Fi ,:I-ts.p r Q-T -pffeg V. i ii ie rls FeWilig restart �eeROFg T e,t,p"�lE-er alld-egUipe t en"S a1�1;; . A er�errsol�- plazechingt#e P�-qeedFfor-traiHi fig afif L'-$'ip�1$�.j4.$�lnc siaiidaFd' shall be dw.,eleffd by —Ow �f�e�l, and inu did F1� &H OW O B& , lldmfeMOVM af*e eReFgy .-.irr.tri u .x., tom'^gnitiorl-al thai e# le i e orkplarre = 7� be a -defieieney is--ebsefved i Employee retraining shall condueted whenever- assignment,3—. eceur-S. Hazardous Ener r :Control. - Lockout/T'a -out LOTO Polic P� uTose The purpose of a lockout/tagout {LOTO} program is to prevent injuries to County employees and contractors during maintenance or repair of installed machinery or equipment due to improper isolation from its energy source(s), inadvertent activation by any personnel during maintenance or repair, or release of latent or stored energy in the machinery or equipment. Polic All County departments with employees who perform work where the control of hazardous energy is necessary for the safe ai-complishment of maintenance or other operations will develop LOTO programs specific to the machinery or equipment being serviced or maintained in accordance with OSHA Standards 29CFR1910.147. Definitions Affected Employee .- An employee whose job requires them to operate or use a machine or equipment on which servicing, or maintenance is being performed under lock -out or tag -out, or whose job requires them to work in an area in which such servicing or maintenance is being performed. Authorized Employee — A person who locks out or tags out machines or equipment in order to perform servicing or maintenance on that machine or equipment. An affected employee becomes an authorized employee when that employee's duties include performing servicing or maintenance covered under this section. Ener 7ized - Connected to an energy source or containing residual or stored energy. Energy isolating device - A mechanical device that physically prevents the transmission or release of energy, including but not limited to the following: A manually operated electrical circuit breaker; a disconnect switch; a manually operated switch by which the conductors of a circuit can be disconnected from all ungrounded supply conductors, and, in addition, no pole can be operated independently; a line valve; a block; and any similar device used to block or isolate energy. Push buttons, selector switches and other control circuit type devices are not energy isolating devices. Ener+ source - Any source of electrical, mechanical, hydraulic, pneumatic, chemical, thermal, or other energy Lockout --- The placement of a lock -out device on an energy isolating device, in accordance with an established procedure, that ensures that the energy isolating device and the equipment being controlled cannot be energized or operated until the lock -out device is removed. 3 Lockout Device A device that utilizes a positive means such as a lock, either key or combination type, to hold an isolating device in the safe position and prevent the energizing or operating of a machine or equipment, in accordance with an established procedure, to indicate that the energy isolating device and the equipment being controlled may not be operated until the lock out device is removed. Normal Production ORerations - The utilization of a machine or equipment to perform its intended production function. Servicin r and/or Maintenance Workplace activities such as constructing, installing, setting up, adjusting, inspecting, modifying, ind maintaining or servicing machines or equipment. These activities include lubrication, clelning or unjamming of machines or equipment and making adjustments or tool changes, whe re the employee may be exposed to the unexpected energization or startup of the equipment or re' ease of hazardous energy. SettinK up - Any work performed to prepare a machine or equipment to perform its normal production operation. Taaout The placement of a tag -out device on an energy isolating device, in accordance with an established procedure, to indicate that the energy isolating device and the equipment being controlled may not be operated or energized until the tag -out device is removed. Tagout Device - A prominent warning device, such as a tag and a means of attachment, which can be securely fastened to an energy isolating device in accordance with an established procedure, to indicate t.iat the energy isolating device and the equipment being controlled may not be operated or energized until the tag -out d ;vice is removed. Responsibilities A. Risk Management shall: • Facilitate and oversee development of the County's LOTO Program; • Assist with departments' specific program development; • Serve as a resource and provide technical assistance during the development and implementation of the program; • Review department specific LOTO policies and procedures for compliance with OSHA Standard 29CFRI910.147 and this policy; • Assist with departments' awareness training for designated County employees; • Conduct annual and routine inspections to verify compliance with the Departmental and County LOTO policy (LOTO Procedure Inspection Certification Form - Risk Management Forms Directory); • Monitor the departments' programs annually to verify their compliance B. Department/Agency Heads shall: • Ensure time and resources are dedicated for development and implementation of their Department's LOTO program; • Oversee the development and implementation of their LOTO program; • Ensure all of their employees are informed of the County and Department LOTO Program; • Ensure all of their Affected employees are trained in LOTO recognition; • Ensure all of their Authorized employees are trained in the County and Department LOTO policies; • Ensure appropriate LOTO and isolating devices and materials are available to their employees; • Monitor their program annually to ensure compliance; • Establish and implement corrective actions as required to ensure compliance; • Ensure implementation for any program updates required as a result of new equipment, maintenance repair or service procedures, or any deviations or inadequacies identified by staff or as a result of the periodic monitoring of program compliance; 24 • Ensure all contractors and outside personnel are notified of the program as outlined in this policy (LOTO Contractor Notification Form Risk Management Forms Directory). C. Division Managers: • Assist in the development of the departmental LOTO program; • Ensure the County and Department LOTO policies are fully implemented by division staff, • Ensure all division employees are informed of the County and Department LOTO policies; • Ensure all Affected division employees are trained in LOTO recognition; • Ensure that Authorized division employees are appropriately trained and have demonstrated technical competency for locking out or tagging out equipment or machinery (LOTO Authorized Er. iployee Training Certification Form Risk Management Forms Directory on G ,itral); • Establish and maintain an inventory of machines and equipment requiring LOTO devices or materials (Inventory of Machinesr'Equipment Form - Risk Management Forms Directory on Central); • Ensure written LOTO procedures are available and used by their employees whenever they work on installed machinery or equipment; • Ensure appropriate LOTO and isolating devices and materials are available to their employees; • Conduct annual and routi -ie self -inspections to ensure compliance with the Department and County LOTO policy (LOTO Procedure Inspection Certification Form — Risk Management Fonns Directory on Central); • Monitor the division's program to ensure compliance; • Assist the department head with the implementation of corrective actions as required to ensure compliance with the program; • Notify the department head of the need for any program updates; • Ensure all contractors and outside personnel are notified of the program as outlined in this policy (LOTO Contractor Notification Form — Risk Management Forms Directory on Central). D. Supervisors: • Assist Division Manager as necessary with the development and implementation of the Department LOTO program; • Ensure Affected employees are informed of the LOTO Program; • Ensure Authorized employees have received required training and demonstrate technical competencies whenever they work on installed machinery and equipment; • Ensure all LOTO procedures are conducted in accordance with County and Department Policies; • Ensure that all necessary isolating devices and materials are onsite, in place and in good working order prior to work on machinery or equipment; • Routinely inspect work areas and processes to ensure compliance; • Notify the Division Manager of any program deficiencies; • Notify the Division Manager of the need for any program updates. E. Employees • Assist as necessary with the development and implementation of the Department program; • Ensure all work efforts comply with the County and Department's LOTO policies; • Understand emergency procedures in case of an accident when working on machinery or equipment; • Request additional training as necessary to ensure proficiency prior to working on machinery or equipment; • Store, maintain and guard against damage, to isolating devices and materials that are used of LOTO; • Report any deficiencies or malfunction of isolating devices and materials to their supervisor immediately; 25 • Wear the required personal protective equipment when engaged in working on machinery or equipment to prevent injury; • Notify their supervisor management of program deficiencies; • Notify their supervisor of the need for any program updates. Procedures A. Written LOTO procedures shall be developed and used by County employees and contractors whenever they work on installed machinery or equipment. 1. The purpose of LOTO procedu -es is to isolate equipment or machinery that is being repaired or maintained fro n all energy sources to prevent unexpected activation, startup or other release of c: iergy that could cause injury. 2. Energy sources may be elec-.rical, hydraulic, steam, pneumatic, thermal, gravity, etc. or a combination of energy sources in one machine or piece of equipment. 3. Some methods V.) isolate or neutralize the energy that may be contained in a machine or equipment include: • pipe valves may be turned off with locked devices installed to prevent opening of the valves or blind flanges to prevent the flow of air, steam, water, or other liquid or gas to the equipment or machine being isolated; • electrical energy may be locked out at the breaker switch; • latent energy in capacitors or other components may be bled to ground; • heavy machinery components may shift, cycle, or fall due to gravity, therefore blocks or jacks may be used to hold them in place. B. LOTO procedures are not required when: 1. Exposure to hazardous energy is controlled completely by unplugging the equipment from an electric outlet and vhere the employee doing the service or maintenance has exclusive control of the plug. This applies only if electricity is the only form of hazardous energy to which employees may be exposed. 2. It is demonstrated that de -energizing introduces additional or increased hazards or is not feasible due to equipment design or operational limitations. This exception may only be used when: • The department has developed specific safe work practices to protect employees who may be exposed to electrical hazards involved and the safe work practices are documented on the Job Safety Analysis (JSA) form. Such work practices shall protect employees against contact with energized electrical parts and be suitable for the conditions under which the work is to be performed and for the voltage level of the electric conductors or circuit parts; and • Work is performed only by trained and authorized employees following the documented safe work practice for the task; and • Employees use special insulated equipment and PPE, identified in the JSA that provides proven, effective protection. C. A written energy control procedure is not required if all of the following elements or characteristics apply to the equipment or machinery being repaired or maintained: 1. The machinery or equipment has no potential for stored or residual energy, or re - accumulation of stored energy after shutdown which could endanger employees; 2. The machine or equipment has a single energy source which can be readily identified and isolated; 3. The isolation and locking out of that energy source will completely de -energize and deactivate the machine or equipment; 4. The machine or equipment is isolated from that energy source and locked out during servicing or maintenance; 5. A single lockout device will achieve a locked -out condition; 6. The lock -out device is under the exclusive control of the authorized employees performing the repair or maintenance; 991 7. The servicing and/or maintenance does not create hazards for other employees; and 8. There have been no accidents involving the unexpected activation or re -energizing of the machine or equipment during repair or maintenance. D. Steps to be addressed in LOTO procedures: 1. Energy Isolation LOTO shall be performed only by the authorized employee(s) performing repair or maintenance on the machine or equipment. (LOTO Procedure Form — Risk Management Forms Directory on Central) 2. Notification of Employees Affected employees shall be notified by the authorized employee or his supervisor of the application and removal of lockout or tagout devices on specific machines or equipment. Notification shall be given before the controls are applied and after they are removed. 3. Preparation for Shutdown - Before an authorized employee turns off a machine or equipment, the authorized employee shall have knowledge of the type and magnitude of the energy, the hazards of the energy to be controlled and the means or methods to control energy. 4. Machine or Equipment Shutdown The machine or equipment shall be turned off or shut down using the procedure established for the machine or the equipment. An orderly shutdown must be utilized to avoid any additional or increased hazards to employees as a result of equipment stoppage. 5. Machine or Equipment Isolation -- All energy isolating devices that are needed to control the energy to the machine or equipment shall be physically located and operated in such a manner as to isolate the machine or equipment from the energy source(s). 6. Lockout or Tagout Device Application — Lockout or tagout devices shall be affixed to the energy isolating device by authorized Personnel. • Lockout devices shall be affixcu in such a manner as to hold the energy isolating devices in a "safe" or "off' position. • Tagout devices shall be affixed in such a manner as will clearly indicate that the operation or movement of energy isolating devices from a "safe" or "off' position is prohibited. • If a tagout device cannot be attached directly to the energy isolating device, the tag shall be located as close as safely possible to the device, in a position that will be immediately obvious to anyone attempting to operate the device. 7. Stored Energy Following the application of LOTO devices to energy isolating devices, all potentially hazardous stored or residual energy shall be relieved, disconnected, restrained, and otherwise rendered safe. If there is a possibility of re - accumulation of stored energy to a hazardous level, verification of isolation shall be continued until the servicing or maintenance is completed, or until the possibility of such accumulation no longer exists. 8. Verification of Isolation — Prior to starting work on machines or equipment that have been locked and tagged out, the authorized employee shall verify that isolation and de -energizing the machine or equipment has been accomplished. 9. Release from LOTO — Before LOTO devices are removed and energy is restored to the machine or equipment, the authorized employees) must inspect the work area and ensure: nonessential items have been removed, machine or equipment components are operationally intact, and all other employees have been safely positioned or removed from the work area. 10. LOTO Device Removal — Each lockout or tagout device shall be removed from each isolating energy device by the employee who affixed the device. However, in emergency situations where the employee is not available at the facility to remove the device, the division manager may authorize removal of the device. Reasonable efforts shall be made to notify the authorized employee that his/her device is being removed or the employee will be informed upon his return to work at the facility. E. LOTO and isolating devices and materials: Each department and division shall provide the required materials and hardware necessary for isolating, securing, or blocking assigned machinery and equipment 27 maintained by their employees. These may include locks, tags, chains, wedges, key blocks, adapter pins, self-locking fasteners, or other hardware. 2. LOTO devices shall not be used for any other purpose other than controlling energy and must meet the following provisions: • Be durable and capable of withstanding the environment to which they are exposed for the maximum period that exposure is expected; • Be standardized in color, shape, or size. Tag -out devices shall be standardized in print and format; • Be substantial enough to prevent removal without the use of excessive force or unusual techniques, such as with the use of bolt cutters or other metal cutting tools; • Shall indicate the identity of the employee applying the device(s). 3. Tag -out devices, including their means of attachment, shall be substantial enough to prevent inadvertent or accidental removal and must meet the following provisions: • Tag -out devices shall be constructed and printed so that exposure to weather conditions or wet and damp locations will not cause the tag to deteriorate or the message on the tag to become illegible; • Device attachment shall be a non -reusable type, attached by hand, self- locking, non -releasable with minimum unlocking strength of no less than 50 pounds and having the general design and basic characteristics of being at least equivalent to a one-piece, all -environment -tolerant nylon cable tie; • Tag -out devices shall warn against hazardous conditions if the machine or equipment is energized and shall include a legend such as "Do Not Start", "Do Not Open", "Do Not Close", "Do Not Energize", or "Do Not Operate". F. Guidelines for equipment or machines that are not capable of being locked out from energy sources or when tagout alone provides adequate employee protection: l . If an energy isolating device is not capable of being locked out, the specific LOTO procedures will require tagout only. 2. If an energy isolating device is capable of being locked out but the Department can demonstrate that the utilization of a tagout system will provide full employee protections, then tagout procedures can be used. 3. When tagout device is used it shall be attached at the same location that the lockout device would have been attached. 4. Additional means to be considered as part of the tagout procedures shall include the implementation of additional safety measures such as removal of an isolating circuit element, blocking of a controlling switch, opening an extra disconnecting device, or the removal of a valve handle to reduce the likelihood of inadvertent energization. G. Outside Personnel (Contractors) — Whenever outside servicing personnel are to be engaged in activities covered by the scope and application of this standard, the Department Head or designee, or the division manager and the outside employer's representative shall inform each of their respective LOTO procedures (LOTO Contractor Notification Form Risk Management Forms Directory on Central). The division manager shall ensure that their employees understand and comply with restrictions and prohibitions of the outside employer's energy control program. H. Group LOTO - When repair or maintenance is performed by a crew, they shall utilize a procedure which affords the employees a level of protection equivalent to that provided by the implementation of personal LOTO devices. 1. A single authorized employee shall assume the overall responsibility for the control of hazardous energy for all members of the group while the servicing or maintenance work is in progress. 2. The authorized employee with the overall responsibility shall implement the energy control procedures, communicate the purpose of the operation to the servicing and maintenance employees, coordinate the operation and ensure that all procedural steps have been properly completed. In such operations, it is critical that each authorized PQ employee involved in the group lockout/tagout activity be familiar with the type and magnitude of energy that may be present during the servicing and maintenance work. 3. When an energy isolating device cannot accept multiple locks or tags a multiple lockout or tagout device (hasp) will be used. 4. When activities involving group lockout or tagout extend into another work shift, or there is a change of authorized employees, the authorized employee and their immediate supervisor are responsible for coordinating the transfer of devices for machines or equipment that will be serviced or maintained through a shift change. 1. Training (LOTO Authorized Employee Training Certification Form - Risk Management Forms Directory on Central): 1. Each authorized employee shall receive annual training in the recognition of applicable hazardous energy sources, the type and magnitude of the energy present in the workplace, the methods and means necessary for energy isolation and control, and the specific LOTO F rocedures for the equipment and machines they are required to repair or maintain. 2. Each Affected employee or any other employee whose work operations are or may be in an area where LOTO procedures are being utilized, shall be instructed about the procedures and the consequences relating to attempts to restart or re -energize machines or equipment which are locked or tagged out. 3. Employee training shall be provided for all Authorized and Affected employees whenever there is a change in their job assignments; a change in machines, equipment or processes that present a new hazard; or when there is a change in LOTO procedures. Additional training may also be conducted whenever a periodic inspection reveals or whenever there is reason to believe that there are inadequacies in the employees' knowledge or use of LOTO procedures. J. Inspection and review of LOTO procedures: • The Risk Management/County Safety Officer or designee shall conduct reviews of the department's LOTO procedures annually or more often to ensure that the procedures and the provisions of this policy are being followed. • Inspections shall be documented including the date inspections have been performed, the machine or equipment on which the LOTO procedures were being utilized, the employees included in the inspection, and the person performing the inspection (LOTO Procedure Inspection Certification Form - Risk Management Forms Directory on Central) • If the inspector finds that employees are not following a LOTO procedure or that the procedure is not protecting them, employees must be retrained and the procedure's deficiencies corrected immediately. K. LOTO Program Forms: Forms can be found in the Risk Management Forms Directory on Central: 1. Inventory of Machines and Equipment (Inventory of Machines Equipment Risk Management Forms Directory) - An inventory of all machines and equipment maintained by County employees shall be kept within the department. 2. LOTO Procedure Form (LOTO Procedure Form - Risk Management Forms Directory) Each piece of equipment on the inventory list must be evaluated and LOTO procedures identified. 3. Authorized Employee Training Certification Farm (LOTO Authorized Employee Training Certification Form - Risk Management Forms Directory)- Employees who may be exposed to hazardous energy will receive training before their assignment to ensure that they understand the energy -control policy and have the skills to apply, use, and remove energy controls. 4. Contractor Notification Form (LOTO Contractor Notification Form - Risk Management Forms Directory). - The department shall coordinate the exchange of written practices between the County and Contractors. Outside personnel may not begin working unless their practices meet or exceed those of the County. Q 5. LOTO Procedure Inspection Certification Form (LOTO Procedure Inspection Certification Form - Risk Management Forms Directory) — The division supervisor and Risk Management/County Safety Officers will verify that periodic inspections have been performed and document the machine or equipment on which the LOTO procedures were being utilized, the date of the inspection, the employees included in the inspection, and the person performing the inspection. Section 15.13 {Effective July 1, 2019} Electrical Safet Pub To prevent electrical related injuries and property damage and to meet the requirements established by the Occupational Safety and Health Administration (OSHA) in 29 CFR, Subpart S - Electrical, Sections 1910. 331 through 1910.335, Safety -Related Work Practices, and the 2018 edition of the National Fire Protection Associations (NFPA) 70E, Standard for Electrical Safety for the Workplace. The primary electrical hazards addressed by this program are electrical shock and arc flash. Polic This written program has been established for Isle of Wight County to comply with Electrical Safety Standards and work practices. All County departments with employees working on or near exposed energized electrical conductors or circuit parts operating at or above 50 volts or otherwise work in an area where persons may potentially be exposed to an electrical hazard are included in this program. General Pro Tam Responsibilities A. Risk Management 1. Assist affected departments with implementing and enforcing the principles, policies, practices, procedures and controls of the Isle of Wight County Electrical Safety Program. 2. Evaluate work being performed to assess compliance with the Isle of Wight County Electrical Safety Program. 3. Assist departments with determining specific training and job experience for qualified persons. 4. Maintain safety -related training records of personnel in the Human Resources personnel files. 5. Review, evaluate, and update documentation associated with the Isle of Wight County Electrical Safety Program on a periodic basis and whenever there is an update to OSHA regulations or with each new edition of NFPA 70E — Standard for Electrical Safety in the Workplace. 6. Coordinate training to conform to the requirements of the Isle of Wight County Electrical Safety Program. 7. Evaluate the overall effectiveness of the Isle of Wight County Electrical Safety Program at least annually and whenever there is an occurrence of an electrical accident, incident, or near -miss. 8. Audit qualified electrical workers and in -progress LOTO procedures annually. 9. Ensure review of the Incident Energy Analysis periodically, not to exceed 5 years. 10. Assist departments as needed with conducting accident investigations on all near miss and electrical incidents. B. Affected Departments: 1. Ensure that personnel under their supervision are provided with a workplace that is free from recognized hazards. 2. Implement and enforce the principles, policies, practices, procedures and controls c'f the all Isle of Wight County Electrical Safety Program. 3. Ensure that personnel under their supervision comply with the principles, policies, practices, and procedures of the Isle of Wight County Electrical Safety Program. 4. Enforce the principles, policies, practices. and procedures of the Isle of Wight County Electrical Safety Program. 5. Determine specific training and job experience requirements for qualified persons under their supervision. 6. Ensure that personnel under their supervision who perform work on electrical systems, as described in this program, are trained and qualified for such work. 7. Identify workers under their supervision who have the potential to perform work on energized electrical eq aipment, conductors, circuits or circuit parts and providing resources to assure that such workers receive appropriate training prior to working on or near energized electricE 1 equipment, conductors, circuits or circuit parts. 8. Identify and classify i nalified persons and unqualified persons. Identification and classification shall be base-i on the skills and capabilities of the worker relative to the level of assigned responsibi.ity, role in decision making, and knowledge of hazards. 9. Ensure that personnel under their supervision receive training appropriate to their classification and assigned electrical tasks and main ain documentation of such training. 10. Train Isle of Wight County personnel within their tepartment in task specific procedures, prior to commencement of work on or near enr gized electrical equipment, conductors, circuits or circuit parts. 11. Immediately report any unsafe situation, defir,ency, or activity or safety concern per the reporting procedure of this isle of Wight Cot- aty Electrical Safety Program. There will be no retaliation or disciplinary action against a ty person who reports an unsafe condition or safety concern. 12. Immediately repc rt accidents, injuries, illnesses, and exposure incidents per the Isle of Wight County reporting procedure. 13. Inspect new and modified electrical equipment for safety before it is used. 14. Maintain updated single line drawings of all electrical equipment. 15. Routinely inspect electrical equipment to identify potential hazards. Develop plans to eliminate, reduce or control identified hazards. 16. Inform contract employers of known hazards within the facility that are related to the contract work and that mi y otherwise not be recognized by the contract personnel. 17. Provide information to contract employers to make the assessments required for them to safely perform their wort. 18. Report contract employer related violations of Isle of Wight County Electrical Safety Program to the contract employer. C. Department. Agency Head, Division Managers, Supervisors 1. Lead by example and promote electrical safety awareness in the workplace. 2. Immediately report accidents, injuries, illnesses, and exposure incidents per the reporting procedure of Isle of Wight County. 3. Conduct accident investigations on all near miss and electrical incidents. 4. Develop and maintain a list of all Isle of Wight County personnel under their supervision who are qualified persons according to the requirements of this Isle of Wight County Electrical Safety Program. 5. Inform contract employers under their supervision of known hazards within the workplace that are related to the contract work and that may otherwise not be recognized by the contract personnel. 6. Ensure that workers under their supervision are provided with and use appropriate arc - rated personal protective clothing and other personal protective equipment (PPE), tools, test instruments and associated accessories. 7. Ensure that appropriate arc -rated personal protective clothing and other PPE, tools, test instruments and associated accessories have been approved, maintained and tested. S. Ensure that appropriate arc -rated personal protective clothing and other PPE, tools, test instruments and associated accessories are available, allocated, and properly utilized. 9. Establish, implement, and maintain principles, policies, practices, procedures, and controls that will ensure the safe performance of electrical work by personnel under their supervision. 10. Ensure that contract employers under their supervision use appropriate arc -rated personal 31 protective clothing and other PPE, tools, test instruments and associated accessories. 11. Promptly guard and correct all electrical deficiencies. 12. Provide adequate illumination in work areas that contain exposed, energized electrical conductors and circuit parts. D. Employees I. Comply with the safety -related principles, policies, practices, procedures, and controls of the Isle of Wight County Electrical Safety Program, as described in this Isle of Wight County Electrical Safety Program, including the proper use of appropriate arc -rated personal protective clothing and other PPE, tools, test instruments and associated accessories. 2. Comply with safety and health related codes, standards, and regulations that apply to their duties, such as those established by OSHA, NFPA and the Environmental Protection Agency (EPA). 3. Immediately report any unsafe situation, deficiency, or activity or safety concern to the supervisor or Risk Management. There will be no retaliation or disciplinary action against any person who reports an unsafe condition or safety concern. 4. Immediately report accidents, irjuries, illnesses, and exposure incidents per the reporting procedure of Isle of Wight Col.nty. 5. Shall not perform any elect.cal work unless authorized to do so by Isle of Wight County management and withriv. proper training, appropriate arc -rated personal protective clothing and other PP'', tools, test instruments and associated accessories. 6. Attend all training required of the Isle of Wight County Electrical Safety Program. 7. Shall be instruc*ed as to the purpose and application of electrical safety -related procedures, arc flash hazard warning labeling, lockout tagout and energy control procedures, and other training requirements as described in this Isle of Wight County Electrical Safety Program. S. Properly use arc -rated personal protective clothing and other safety -related related PPE, tools, test instruments and associated accessories. Qualified Electrical Workers shall do the following:: 1. Read and comply with all policies, procedures and guidelines provided by Isle of Wight County. 2. Complete electrical safety training that covers electrical safe work practices every three years. 3. Attend all required educational and electrical safety training sessions for their position. 4. Understand and comply with all applicable safety requirements and electrical safe work practices. 5. Prepare a Job Safety Plan before any unusual or energized electrical work is started and then give a job briefing to those workers involved with the job. 6. Understand how to use task table 130.5 (C) provided in the 2018 NFPA 70E Standard to determine the likelihood of an arc flash occurrence of happening, when performing a given task. 7. De -energize electrical systems operating at or above 50 volts before working when possible. S. Consider system energized until proven otherwise. 9. Verify the absence of voltage before touching any conductors or circuit parts by using an appropriate industrial rated test instrument. The test instrument shall be checked for proper operation by using the live —dead- live procedure. 10. Read and follow all requirements and wear the appropriate PPE that is listed on the are flash/shock hazard warning labels placed on electrical equipment (See Appendix C for an example of a label). 11. Never bare hand or blind reach where conductors or circuit parts are operating at or above 50 volts. 12. Never perform electrical work unless properly trained and qualified for that task. 13. Use and maintain in good condition all assigned equipment including are rated clothing and flash suits, insulated tools and gloves, and electrical testing equipment. 14. Report any observed at -risk actions or conditions to your immediate supervisor (i.e. 32 tripped circuit breakers, blown fuses, damaged electrical equipment, etc.). Definitions Arc flash Hazard — A source of possible injury or damage to heath associated with the release of energy caused by an electrical arc. Arc Flash Risk Assessment - A study ins, astigating a worker's potential exposure to arc -flash energy, conducted for the purpose of in. ury prevention and the determination of safe work practices. arc flash protection boundary, anL the appropriate levels of PPE. Arc Rating; - The value attributed to ma erials that describe their performance to exposure to an electrical arc discharge. The arc ratin; is expressed in cal, em2 and is derived from the determined value of the arc therrlal peeormance value (ATPV) or the energy of breakopen threshold (EBT) (should a materia' system exhibit a breakopen response below the ATPV value). Arc rating is reported in either A' L'PV or EBB, whichever is the lower value. ATPV - Defined in American Society for Testing and Materials (ASTM) F1959 as the incident energy on material or a multilayer system that results in 501o probability that sufficient heat transfer through the tested specim -;n is predicted to cause the onset of a second-degree skin burn injury based on the Stoll ci rve, r al,'cm=. Available Fault Current- he largest amount of current capable of being delivered at a point on the system during a short circuit condition. Boundary, Arc Flash - Wr en an are flash hazard exists, an approach limit from an are source at which incident energy eq-,als 1.2cal:'cm2 Boundary, Limited Apx roach - An approach limit at a distance from an exposed energized electrical conductor or ,,ircuit part within which a shock hazard exists. Boundary, Restricted Approach - An approach limit at a distance from an exposed energized electrical conductor or circuit part within which there is an increased likelihood of electric shock, due to electrical arc over combined with inadvertent movement. EBT - Defined in ASTM F 1959-06 as the incident energy on a material or material system that results in a 500o probability of breakopen. Breakopen is defined as a hole with an area of 1.6 cm` (0.5 in.'-) or an opening of 2.5 cm (1.0 in.) in any dimension. Electrical Hazard - A dangerous condition such that contact or equipment failure can result in electrical shock, arc flash, thermal burns, or blast. Enclosure - The case or housing of apparatus, or the fence or walls surrounding an installation to prevent personnel from accidentally contacting energized parts, or to protect the equipment from physical damage. Energized - Electrically connected to nr having a source of voltage. Exposed (as applied to live arts - Capable of being inadvertently touched or approached nearer than a safe distance by a person. It is applied to parts that are not suitably guarded, isolated, or insulated. Guarded - Covered, shielded, fenced, enclosed, or otherwise protected by means of suitable covers, casings, barriers, rails, screens, mats, or platforms to remove the likelihood of approach or contact by persons or objects to a point of danger. Human Error - The risk assessment procedure shall address the potential for human error and its negative consequences on people, processes, the work environment and equipment. Incident Energy Analysis -A component of an arc flash risk assessment used to predict the incident energy of an arc flash for a specified set of conditions. 33 Insulated - Separated from other conducting surfaces by a dielectric (including air space) offering a high resistance to the passage of current. Qualified Person - One who has demonstrated skills and knowledge related to the construction and operation of electrical equipment and installations and has received safety training to identify the hazards and reduce the associated risk. Risk- A combination of the likelihood of occurrence of injury or damage to health and the severity of injury or damage to health that results from a hazard. Risk assessment - An overall process that identifies hazards, estimates the potential severity of injury or damage to health, estimates the likelihood of occurrence of injury or damage to health, and determines if protective measures are required. Shock Hazard — A source of possible injury or damage to health associated with current through the body caused by contact or approach to energized electrical conductors or circuit parts. Shock Risk Assessment — A study to determine the voltage to which personnel will be exposed, boundary requirements, and personal protective equipment necessary to minimize the possibility of electric shock to personnel. Troubleshooting - Shall he limited to measuring and testing of circuits (ie. voltage, amperage, IR Scanning) Voltage, Nominal - A nominal value assigned to a circuit or system for the purpose of conveniently designating its voltage class (e.g., 120:240 volts, 480Y'277 volts, 600 volts). Voltage to Ground - For grounded circuits; the voltage between the given conductor and that point or conductor of the circuit that is grounded; for ungrounded circuits, the greatest voltage between the given conductor and any other conductor of the circuit. Working On (energized electrical conductors or circuit parts) — Intentionally coming in contact with energized electrical conductors or circuit parts with the hands, feet, or other body parts, with tools, probes, or with test equipment, regardless of the personal protective equipment a person is wearing. There are two categories of "working on": Diagnostic (testing) is taking readings or measurements of electrical equipment with approved test equipment that does not require making any physical change to the equipment; Repair is any physical alteration of electrical equipment (such as making or tightening connections, removing or replacing components, etc.). Training Requirements The training requirements contained in this section shall apply to all Isle of Wight County employees who face a risk of an electrical shock or arc flash hazards. The level of training and qualifications required shall be determined by the degree of risk to which the employee will be exposed. Employee training and qualification requirements are divided into four groups; Qualified Electrical Worker Master Level 1, Qualified Electrical Worker Level 11, Qualified Electrical Worker Level III and Unqualified Person based on the level of hazard of respective job assignments. A. Qualified Electrical Worker Training A qualified person has demonstrated skills and knowledge related to the construction and operation of the equipment with which they are assigned to work and has received safety training to identify electrical hazards that might be present and reduce the associated risks. [NFPA 70E, Article 100] A qualified person is an electrical worker who is qualified to work on or near exposed energized parts, equipment and circuits and work within the limited approach boundary of exposed energized electrical equipment, conductors, circuits or circuit parts operating at 50 34 volts or more. Isle of Wight County has established and outlined the qualifications, on-the-job training, and instructor -led training required for all levels of qualified person, that pertain to respective job assignments for a person to be classified as such before they are permitted to perform electrical work. (Qualified Electrical Person Criteria Forms for all levels are maintained on the Central network.) Qualified persons must meet the qualifications and training requirements outlined in the Qualified Electrical Person Criteria form for their respective level and receive training on avoiding the electrical hazards associated with working on or near exposed energized parts, equipment and circuits prior to performing energized electrical work. The Isle of Wight County Risk Management Office and Isle of Wight County department management shall verify and/or provide all necessary training and skills evaluation for qualified persons. B. Unqualified Person Awareness Training Unqualified persons shall be trained in basic electrical safety awareness and familiar with any electrical safety related practice that is necessary to do their job. C. Audits and Retraining • Isle of Wight County shall determine, through regular supervision or through inspections conducted on at least an annual basis, that each qualified employee is complying with all safety related work practices (Qualified Electrical Worker Audit Forms are maintained on the Central network.) • Retraining will be performed whenever audit and or inspections performed by Isle of Wight County indicate that an employee does not have the necessary knowledge or skills to safely work on or around electrical systems. Retraining will also be performed when policies or procedures change and/or new equipment or systems are introduced into the work area. • Disciplinary action up to and including termination shall result from failing to follow electrical safe work practices described in this safety program. • Retraining shall be performed at intervals not to exceed three years Training; Documentation Ruguirements Training documentation shall include the content of the training. Content of training can include one or more of the following: course syllabus, course curriculum, outline, and table of contents or training objectives. A. Qualified Electrical Worker I. The employee's name, date, signature, and content of the training (Qualified Electrical Person Qualification and Training Record templates for all levels of Qualified Person are maintained on the Central network.) 2. Written electrical safety test 3. Physical demonstration of work or task involved in front of a designated "qualified person" 4. Documentation that identifies the employee has been trained, is knowledgeable, and has demonstrated the skills necessary to perform a given job or task (Qualified electrical worker certificate templet is maintained on the Central network.) 5. Documentation shall be maintained in the Isle of Wight County Human Resources personnel file for the duration of their employment B. Un-Qualified Person 35 1. The employee's name, date, and signature (Employee training record form is maintained on the Central network.) 2. Content of the training Electrical Safe Work Practices A. De -energized Electrical Work (LOTO) Energized electrical conductors or circuit parts to which an employee might be exposed shall be put into an electrically safe work conditir, -i before an employee works within the Limited Approach Boundary of those conductors or parts, unless the employer can demonstrate that de -energizing introduces additional or increased hazards or is infeasible due to equipment design or operational limitations*. De -energizing electrical conductors or circuit parts and making it safe to work on is in itself a potentially hazardous task. The procedures for putting a system in an electrical safe condition are outlined in the Isle oY Wight County Lockout/Tag Out, Hazardous Energy Control Policy, Chapter 1: Personnel, Article XV, Section 15.9 of the County LOTO policy manual. Electrical conductors or circuit parts shall be considered energized until proven otherwise. Energized electrical conductr�rs or circuit parts that operate at less than 50 volts shall not be required to be de -energized if there will be no increased exposure to electrical burns or to explosion due to electric arcs. *Examples of increased or additional hazards include, but are not limited to, interruption of life support equipment, deactivation of emergency alarm systems, and shutdown of hazardous location ventilation equipment. *Examples of work that might be performed within the Limited Approach Boundary of exposed energized electrical conductors or circuit parts because of infeasibility due to equipment design or operational limitations include performing diagnostics and testing (e.g., start-up or troubleshooting) of electric circuits that can only be performed with the circuit energized, and work on circuits that form an integral part of a continuous process that would otherwise need to be completely shut down in order to permit work on one circuit or piece of equipment. B. Job Safety Plan Before starting each job that involves exposures to electrical hazards the qualified person that is in charge shall complete a documented job safety plan and then conduct a job briefing to insure that all workers involved are aware and prepared for the hazards of the job. (Job safety plan is maintained on the Central network.) The job safety plan shall include the following. 1. A description of the job and individual tasks. 2. Identification of the electrical hazards associated with each task. 3. A shock risk assessment for tasks involving a shock hazard • Identify the shock hazards • Estimate the likelihood of the occurrence of shock and the severity to determine if any additional protective measures are required. • Use the "Hierarchy of Risk Control Methods" to determine what protective measures can be used to reduce the hazard. • Address the potential for human error 4. An arc flash risk assessment for tasks involving an are flash hazard • Identify if there is an are flash hazard present • Estimate the likelihood of the occurrence of an arc flash and its severity to determine if any additional protective measures are required. • Use the "Hierarchy of Risk Control Methods" to determine what protective measures can be used to reduce the hazard. • Address the potential for human error 36 5. List work procedures involved, any special precautions that are necessary, and any energy source controls that are needed 5. Perform a pre job briefing before work begins with employees involved C. Energized Electrical Work 1. Where Required If energized electrical conductors or circuit parts a.•e not placed in an electrically safe work condition (i.e., for the reasons of increased or additional hazards or infeasibility Electrical Safe Work Practices Section A.) work to be performed shall be considered energized electrical work and shall be performed by written permit only. (See Appendix E for a flow chart to help determine when a permit is required). 2. Exemptions to Energized Electrical Work Permit a. If the purpose of crossing the Limited Approach Boundary is only for visual inspection (ie. Visual inspection, infrared camera use, general housekeeping) and the Restricted Approach Boundary will not be crossed, then an energized electrical work permit shall not be required. b. Work performed within the Limited Approach Boundary of energized electrical conductors or circuit parts by qualified persons related to tasks such as testing, troubleshooting, voltage measuring Infrared thermography, ultra sound shall be permitted to be performed without an energized electrical work permit, provided appropriate safe work practices and personal protective equipment in accordance with this procedure are provided and used. 3. Energized Electrical Work Permit The Energized Electrical Work Permit shall include the following items: a. A description of the circuit and equipment to be worked on and their location b. Justification for why the work must be performed in an energized condition c. A description of the safe work practices to be employed d. Results of the shock risk assessment e. Results of the arc flash risk assessment f. Means employed to restrict the access of unqualified persons from the work area g. Evidence of completion of a job briefing, including a discussion of any job- specific hazards h. Energized electrical work permit approval siatures (Building Maintenance Manager, Utility System Supervisor, Risk Management/Safety Representative (Isle of Wight County Energized Electrical Work Permit is maintained on the Central network.) D. Risk Assessment Procedure A risk assessment is a procedure that identifies the process to be used by the employer to identify the hazards involved, assess the risks and implement risk control methods before work is started. (See Appendix F for an example of a risk assessment flow chart). The following are the hierarchy of risk control methods that can be used. (1) Elimination (de -energize) (2) Substitution (substitute with less hazardous electrical equipment) (3) Engineering controls (install current limiting circuit breakers) (4) Awareness (the use of additional signs, labels and barriers) (5) Administrative controls (The use of training, permits and procedures) (6) PPE (the last line of defense) If the energized electrical conductors or circuit parts operating at or above 50 volts are not placed in an electrically safe work condition then appropriate safety related work practices shall 37 be put into place. Before any work or troubleshooting begins a shock and arc flash risk assessment shall be completed. Both assessments are described below. 1. Shock Risk Assessment • Identify the shock hazards • Estimate the likelihood of the occurrence of shock and the severity to determine if any additional protective measures are required. • 1-'se the "Hierarchy of Risk Control Methods" to determine what protective measures can be used to reduce the hazard. • Address the potential for human error 2. Are Flash Risk Assessment • Identify if there is an arc flash hazard present • Estimate the likelihood of the occurrence of an arc flash and its severity to determine if any additional protective measures are required. • Use the "Hierarchy of Risk Control Methods" to determine what protective measures can be used to reduce the hazard. • Address the potential for human error. E. Arc Flash Risk Assessment and Label Information 1. An arc flash risk assessment was performed by Isle of Wight County in order to protect personnel from the possibility of being injured by an arc flash when working on or near exposed energized electrical conductors or circuit parts. This analysis is an engineering study and provides the incident energy level and arc flash boundary for each piece of electrical equipment in our facilities. This information will be placed on an Arc Flash and Shock Hazard Warning Label. Electrical equipment, such as switchboards, panelboards, industrial control panels, meter socket enclosures, and motor control centers that are likely to require examination, adjustment, servicing, or maintenance while energized will be field marked with a label containing the following information: • The nominal system voltage level for electrical shock protection • The Limited and Restricted Approach Boundaries for electrical shock • The incident energy level in (Cal;'Cm2) calories per centimeter squared at a working distance of 18 inches • The Arc Flash Boundary (See Appendix A for appropriate selection of PPE and Appendix C for an example of an Arc Flash and Shock Warning Label) 2. In lieu of an incident enera analysis: For electrical equipment that does not have an are flash /shock hazard warning label; has been modified from the original engineering study or if new equipment has been installed that has not received an Incident Energy Analysis, the NFPA 70E Tables 130.7(C)(15)(a) for AC Systems and Table 130.7(C)(15)(b) for DC Systems can be used to determine the appropriate PPE category. Table 130(C)(I5)(c) lists the appropriate clothing and PPE for each category. Note: This Category "Equipment Based" Method requires that the assumed available fault current capacities and fault clearing times associated to the equipment to fall within those parameters listed in the text and notes included with the tables. If it can be determined that the equipment has a greater than assumed available fault current capacity or a longer than the assumed fault clearing times or the specific task that you are going to do is not listed in the tables or the task to be performed is less than the minimum working distance, then an Incident Energy Analysis shall be required. F. LOTO Procedure 3 Lockout Tagout responsibilities, procedures and training requirements are outlined in the Isle of Wight County Lockout/Tag Out, Hazardous Energy Control Policy. Chapter 1: Personnel, Article XV, Section 15.9 of the County Policy Manual. G. Personal Protective Clothing and Equipment Electrical workers shall be provided with, and shall use, protective clothing and insulated equipment that is designed and constructed to protect them from shock and are flash hazards. 1. Personal Protective Clothing (PPE) • Electrical workers shall wear arc -rated clothing wherever there is possible exposure to an electric arc flash above the threshold incident energy level for a second-degree burn (1.2 cal. cm2] • Are rated clothing shall meet one of the 3 conformity assessments as outlined in NFPA 70E Article 130.7(C) (14) (c). Note; The product performance standard used shall be marked on the APE or listed on an attached tag • Arc rated clothing shall cover exposed areas as completely as possible. Shirts shall be tucked into pants and sleeves rolled down • Arc rated apparel shall meet the standard performance specifications described in ASTM F 1506-10a • Arc Flash and Shock Hazard Warning Labels shall be used to determine the minimum required arc rated clothing and PPE necessary (See Appendix A for PPE Selection Table Method for Incident Energy Exposure) • Electrical workers shall not wear conductive articles of clothing or jewelry. Examples of these conductive materials include but are not limited to: rings, watchbands, bracelets, necklaces, and hanging metal frame glasses • Electrical workers shall not wear underlays made of meltable fibers such as acetate, nylon, polyester, polypropylene and spandex Note: (cotton shirts with a blend of rayon are acceptable) • Arc rated clothing shall be inspected before each use and if found damaged or contaminated with grease, oil or combustible materials shall not be used • Heavy duty leather footwear with composite protective toe • Manufacturer's instructions shall be followed when arc rated clothing is cleaned and repaired 2. Insulated Tools and Ladders • Electrical workers shall use insulated tools or handling equipment, portable ladders with non-conductive rails when working inside the restricted approach boundary of exposed energized electrical conductors or circuit parts where accidental contact might occur Insulated tools shall be rated for the voltages on which they are to be used • Insulated tools shall be designed and constructed for the environment to which they are exposed to and the manner in which they will be used • Insulating tools and equipment must be inspected for damage before each day's use and immediately following any incident that could have caused damage 39 3. Gloves • Voltage rated rubber insulated gloves with leather covers shall be worn together for shock and arc flash protection • Employees shall select the right size, length and voltage rating rubber glove depending on the given nominal voltage that they might be exposed to Ex: Class 00 (500 v), Class 2 (17000) (See Appendix D for all voltage rated rubber insulated glove classes) • A visual and air test must be performed on rubber insulating gloves before each use. Air testing is the process of blowing air into the glove, then trapping the air by twisting the sleeve of the glove. The glove is then inspected for leaks. After this is performed, the gloves shall be inspected for holes, cuts, discoloration and thin spots. (Note: A manual hand pump may also be used to inflate glove). • Insulating equipment with a hole, tear, puncture or cut, ozone cutting or checking, an embedded foreign object, any change in texture including swelling, softening, hardening, or becoming sticky or inelastic, or any other defect that could damage the insulating property must not be used • Voltage rated insulated gloves shall be electrically tested every G months from a certified lab. OSHA CFR 1910.137 & Table 130.7(C) (7) (c) NFPA 70 E 2018 4. Test Instrument (Voltage Measurer) • Only category III and IV test instruments shall be used None contact voltage testers shall not be used • Test instruments and leads shall be inspected before each use for any physical damage • Test instruments shall be tested on a known source to verify that it is working correctly before any voltage measuring or trouble shooting begins Overhead Power Lines A. Work on overhead power lines and associated electrical equipment/components: Isle of Wight County Employees, regardless of qualifications, shall not perform any work on or over any overhead power lines or their associated electrical components whether energized or de-energizcd. Should work be needed on this equipment, the local power company controlling the overhead lines shall be notified. B. Work near overhead power lines by unqualified personnel: Whether working in an elevated position or on the ground, no conductive item shall be capable of coming closer to unguarded energized contacts than that indicated below. 1. Workers shall never get themselves, their tools or equipment within (10) feet of lines carrying between 600-50,000 volts. 2. For voltages to ground over 50kV the clearance shall be a minimum of ten (10) feet plus at least four (4) inches for every 1 OkV (or partial 1 OkV increment) over 50kV. 3. Boom type lifting or hoisting equipment may come within b feet of power lines clearance if in transit only with the boom lowered and no load attached. Portable Cord and Plug Equipment W Note: The following provides general safety criteria for cord & plug type equipment. This list of items should not be considered as the only items required on any specific piece of equipment. Electrical equipment defined as "cord and plug -type" electrical devices includes use of extension cords. Examples of such portable cord and plug electrical equipment include powered hand tools, powered bench tools, fans, radios, etc. A ground fault circuit interrupter is required when portable cord and plug electrical equipment is used for maintenance purposes or used in a wet area. • Ground fault circuit interrupters (GFCI) shall be provided where required by applicable codes or aws • GFCI devices shall be tested in accordance with manufacturer's instructions • Power cords shal not be stapled or otherwise hung in a way that may cause damage to the out_-r jacket or insulation • Portable equipment shall be used in accordance with the manufactures instructions and safety warnings • Portable plug and cord electrical equipment shall be visually inspected for damage; wear; loose parts; deformed/missing pins; pinched, crushed, cracked or spilt outer jackets or insulation; etc., before use. Equipment and/or cords exhibiting any defects that could impact their safe use shall be immediately removed and tagged out of service. This equipment shall be inspected and repairel or discarded accordingly. Discarded equipment/cords shall be rende, ed unusable prior to disposal • Attachment plugs and receptacles shall not be altered or connected in a way that would prevent the proper continuity of the equipment ground conductor. Adapters may not be used if they interrupt the continuity of the grounding conductor • Only portable electrical equipment that is double insulated or designed for use in wet areas may be used • Employees that are wet or have wet hands may not handle portable plug and cord electrical equipment. Personal protective equipment must be used when handling portable plug and cord electrical equipment that is wet • Where employees operate or use equipment supplied by greater than 125-volts (15, 20, or 30 ampere circuits) GFCI protection or assured equipment grounding conductor program shall be implemented Alerting Techniques The following alerting techniques must be used to warn and protect employees from electrical shock hazards, burns, or failure of electric equipment parts. • Safety Signs and Tags - Safety signs, safety symbols, or accident prevention tags are to be used where necessary to warn employees about electrical hazards that may endanger them • Barricades — Barricades are used in conjunction with safety signs where necessary to prevent or limit employee access to work areas containing energized conductors or circuit parts. Conductive barricades may not be used where they might cause an electrical contact hazard. Barricades shall be placed no closer than the limited approach or arc flash boundary whichever is furthest • Attendants - If signs and barricades do not provide sufficient warning from electrical hazards, an attendant is to be stationed to warn and protect employees Labeling of Distribution E ui meet The following information is provided to help comply with the labeling requirements of 2018 NFPA 70E_ Article 130.5 (H) and 2017 NEC 110.16. 41 • Electrical panels and service disconnects shall be properly identified and labeled with the following "minimum" information: (electrical hazard warning label, the nominal voltage, its purpose and where it is fed from) • Each circuit breaker shall be numbered and the load identified on a clear, accurate legend in each panelboard. Circuit breaker identification should be as specific as possible. • All equipment with multiple voltages shall be labeled with multi -feed warning labels. • Receptacle outlets protected by GFCI circuit breakers or downstream GFCI outlets shall be identified as such with the labels provided by the manufacturer or by some other means. • Indicator lights and switches on control panels shall be properly identified, with their purpose and properly maintained. • Manufacturer's name, trademark or other descriptive marking or nameplates_ for identification, shall not be removed or modified. • Entrance to electrical rooms and outside electrical supply stations shall be properly identified and have the appropriate warning labels present • For specific label requirements including, format, color, size, and proper safety symbol to use refer to ANSI Z535.4-2007 Standard. Outside Contractors A. Isle of Wight County Responsibilities: 1. Isle of Wight County shall inform contract employers of a. Known hazards that are covered by NFPA 70E, that are related to the contract employer's work, and the contract employer or its employee might not recognize. b. Any information about the installation of electrical equipment that the contract employer needs to know, before making any assessments. 2. Isle of Wight County shall report any observed contract -employer -related violations of NFPA 70E to the contract employer. B. Contract Employer Responsibilities: 1. The contract employer shall ensure that each of his or her employees is instructed in the hazards communicated to the contract employer by Isle of Wight County. This instruction is in addition to the basic training required by NFPA 70E. 2. The contract employer shall ensure that each of his or her employees follows the safe work practices required by NFPA 70E and safety -related procedures required by Isle of Wight County. 3. The contract employer shall advise Isle of Wight County of: a. Any unique hazards presented by the contract employer's work, b. Any unanticipated hazards identified during the course of work by the contract employer's that Isle of Wight County did not mention. C. Documentation: There shall be a written document of the meeting between Isle of Wight County and the contract employer. Preventive Electrical Maintenance Isle of Wight County shall be responsible for maintenance of County electrical equipment. The following preventative electrical maintenance items provide guidance on preserving the condition of electrical equipment and installations for the safety of employees who work where 42 there are exposed electrical hazards. Only "Qualified Persons" trained in and familiar with, the specific maintenance procedures and tests required shall work on electrical equipment. • Maintain in good condition and up -date as necessary all single line diagrams for electrical systems • Exercise protective/ overcurrent devices according to manufactures instructions • Ensure that electrical equipment is effectively grounded and bonded • Ensure that "overcurrent protective devices" be maintained in accordance with manufacturer's instructions or industry consensus standards • Ensure that all electrica panels, covers and junction boxes are in place, in good condition with all associated fasteners and latches secured, without any gaps larger than a !.4 inch. (Nplo The use of sheet metal screws to fasten covers to electrical boxes is not permitted • Check extension cords and cables for strain, brittleness cracks, frayed wiring, missing ground prong or any damage that may present an electrical hazard • Check electrical fan guards and make up air intakes for debris dust build up • Provide overall good housekeeping in all electrical work areas • Apply test or calibration decals to equipment to indicate the date performed and the overall condition of equipment including any evidence of impending failure. • Inspect circuits breakers annually or after a breaker has opened under a fault condition • Document all repair, replacement and maintenance work Note: For guidance on electrical maintenance frequency, methods and tests available refer to the following sources: NFPA 70B, ANSIINETA NITS, and IEEE 3007.2. NEMA Standard Illumination Illumination shall be provided for all working spaces about service equipment, switchboards, panelboards, and motor control centers. Employees shall not enter these spaces containing electrical hazards unless enough illumination is provided to perform work safely. (According to the GSA General Service Administratiun Standard 2003, under Lighting 6.15, Electrical and Generator Rooms shall have a minimum of 200 Lumens:'Square meter (L=lux) of light). Employees shall not- • Reach into areas that are i}bstructed or lack proper illumination where an electrical hazard exists • Begin work until all necessary areas to perfun-n work safely have been observed Employees shall: • Consider evaluating a work area by wearing a tinted face shield to determine if additional lighting is needed • Provide temporary lighting when needed Incident Investigation The Safety Representative shall investigate electrical incidents and near misses to Isle of Wight County employees and its sub -contractors. The investigation should include the following: • Gather information: Record the facts about the incident. Interview witnesses and others involved. • Analyze the facts: Perform a root cause analysis. Identify the incident causes and contributing factors. Determine how the incident could have been prevented. • Record the findings: Prepare a written report that describes who was involved, where the accident occurred, when it happened, and what caused it. 43 • Act on the recommendations: Have management review the report and determine what will be done to prevent similar accidents from occurring in the future. Follow up: Ensure that appropriate corrective action was taken to prevent the incident from occurring again. Report incident on OSHA form 301 if applicable. APPENDIX A SELECTION OF PERSONAL PROTECTIVE EQUIPMENT INCIDENT ENERGY EXPOSURE PROTECTIVE CLOTHING AND PPE <1.2 21.2 to 12 >12 s cm cal, cm, cal/cm- Protectnre Clothing, non -melting (in accordance with ASTM F 1506) or untreated natural fiber, long sleeve shirt and X pants or coveralls Safely glasses X X X Hard hat X X X Hearing pnAectlon X X X Feather foolwear X X X. Rubber irt5 )WIng gloves witty leather protectors for arc and X X X shock protection Arc rated long sleeve shirt and arc rated pants or arc rated X coverall Ara rated face shield and arc rated balaclava X Arc rated arc Hash suit hood, jacket and pants X Undergarments shah be made of a non-mefl3ng material in X X X accordance with ASTM F 150B `This table is for use only when an incident energy analysis has been completed If incident energy exposure has not been determined, refer to NFPA 7CE-2018 Edition for PPE Category Method Personal Protective Equipment Simplified Approach ARC RATED PPE For Incident Energy Levels 12 Cal/cm2 and BELOW Arc -rated clothing with a minimum are rating of .12 cal cm? • Arc -rated long -sleeve shirt and pants • or arc -rated coverall • Arc -rated face shield and arc -rated balaclava (hood sock) • Arc -rated jacket, parka, rainwear, or hard hat liner (AN) Protective Equipment • Hard Hat (e-rated) • Safety glasses • Hearing protection (ear canal inserts) • Rubber insulating gloves with leather protector, • Leather work boots with composite toe Nate: Undergarments worn shall be made of non -melting material. Ex: cotton AN - As needed (optional) ARC RATED PPE For Incident Energy Levels Above 12 Callcm2 to 40 Callcm2 (maximum) Arc -rated suit with a minimum arc ratin of 40 cal cm' • Arc -rated arc flash suit pants • Arc -rated arc flash suit jacket • Arc -rated arc flash suit hood • Rubber insulating gloves with leather protectors Protective Equipment • Hard Hat (e-rated) • Safety glasses • Hearing protection (ear canal inserts) • Leather work boots with composite toe Note: Undergarments worn shall be made of non -melting material. Ex: cotton APPENDIX B APPROACH DISTANCES (For SHOCK PROTECTION) AC 4, DO Approach Distances AC Voltage Systems Approach to Energized Electrical Conductors or Circuit Parts for Shock Protection. (All dimensions are distance from energized electrical conductor or circuit part to employee.) Nominal System Voltage Range, Phase to Phase' LIMITED APPROACH RESTRICTED BOUNDARY APPROACH Exposed Movable Conductor' BOUNDARY; Exposed Includes Inadvertent Fixed Movement Adder Circuit Part Less than 50 Not Not N of S peci fie Specified Specified 4 50 to 150 151 to 750 1Oft0in. 10 ft 0 in. 3 ft 6 in. 3 ft 6 in. 751 to 15 kV 10 ft 0 in. 5 ft 0 in. Avoid Contact 1 ft 0 in. 2 ft 2 in. 15.1 kV to 36 10 ft 0 in. 6 ft 0 in. 2 ft 7 in. kV 36.1 kV to 46 10 ft 0 in. 8 ft 0 in. 2 ft 9 in. W 46.1 kV to 10 ft 0 in. 8 ft 0 in. 3 ft 3 in. 72.5 kV 72.6 kV to 10 ft 8 in. 8 ft 0 in. 3 ft 4 in. 121 kV 138 kV to 11 ft 0 in. 10 ft 0 in. 3 ft 10 in. 145 kV 161 kV to 11 ft 8 in. 11 ft 8 in. 4 ft 3 in. 169 kV 230 kV to 13 ft 0 in. 13 ft 0 in. 5 ft 8 in. 242 kV 345 kV to 15 ft 4 in. 15 ft 4 in. 9 ft 2 in. 362 kV 500 kV to 19 ft 0 in. 19 ft 0 in. 11 ft 10 in. 550 kV For single-phase systems, select the range that is equal to the system's maximum phase -to -ground voltage multiplied by 1.732. Approach Distances Direct -Current Voltage System Approach Boundaries are from Energized Electrical Conductors or Circuit Parts to the worker for Shock Protection. LIMITED APPROACH RESTRICTED BOUNDARY APPROACH Nominal Exposed Exposed Includes Inadvertent Potential Movable Fixed Movement Adder Difference Conductor Circuit Part Less than 50 Not Not V Specified Specified Not Specified 46 50 to 300 V 10 ft 0 in. 3 ft 6 in. Avoid Contact 301 to 1 kV 10 ft 0 in. 3 ft 6 in. 1 ft 0 in. 1.1 kV to 5 10 ft 0 in. 5 ft 0 in. l ft 5 in. kV 5.1 kV to 15 10 ft 0 in. 5 ft 0 in. 2 ft 2 in. kV 15.1 kV to 45 10 ft 0 in. 8 ft 0 in. 2 ft 9 in. kV 45.1 kV to 75 10 ft 0 in. 8 ft 0 in. 3 ft 2 in. kV 75.1 kV to 10 ft 8 in. 10 ft 0 in. 4 ft 0 in. 150 kV 150.1 kV to 11 ft 8 in. 11 ft 8 in. 5ft 3 in. 250 kV 250.1 kV to '4.0 ft 0 in. 20 ft 0 in. 11 ft 6 in. 500 kV 500.1 kV to 26 ft 0 in. 26 ft 0 in. 16 ft 5 in. 800 kV APPENDIX C ARC FLASH 1 SHOCK HAZARD WARNING LABEL Shows "arc flash hazard" based on incident energy 2018 70E 130.5(H) Equipment Labeling 1. Nominal System Voltage 2. Arc Flash Boundary 3. At least one of the following: a. Available incident energy and the corresponding working distance, or the arc flash PPE category in Table 130.7(C)(15) (a) or Table 1 30.7(C)(1 5)(b) for the equipment, but not both b. Minimum arc rating of clothing c. Site -specific level of PPE The owner of the electrical equipment shall be responsible for the documentation, installation, and maintenance of the field - marked label. IFA WARNING Arc Flash and Shock Hazard Appropriate PPE Required 0.21 Cal/cm2 918" 6 in Arc Flash Boundary 480 VAC Nominal System Voltage 42 inches Limited Approach Boundary 12 Inches Restricted Approach Boundary Bus: A/C FIN Prot: LP -A CB11 900-242-6873 Analysis conducted by Leweilyn Technology 2014 WARNING Arc Flash and Shock Hazard Appropriate PPE Required 7.5 cal/cm2 @ 18" 4 ft 7 in Arc Flash Boundary 480 VAC Nominal System Voltage 42 inches Limited Approach Boundary 12 Inches Restricted Approach Boundary Bus: AHU-3, CM2 DISC Prot: Gen 1 MAIN CB 800-242-6673 Analysis conducted by Leweryn Technology 2014 Shows "shock hazard" based 47 A DAN GER ENERGIZED WORK PROHIBITED 179 cal/cm2 @ 18" 31 ft 9 in Arc Flash Boundary 480 VAC Nominal System Voltage 42 inches Limited Approach Boundary 12 inches Restricted Approach Boundary Bus: MAIN SWGR LINE SIDE Prot: MaxTrip Time QD2.0s 800.242-6673 Analysis conducted by Lewellyn Technology 2014 2017 NEC 110.16 requires labeling. APPENDIX D VOLTAGE RATED RUBBER INSULATED GLOVES CLASS Glove Class ASTM Labeling Chart For Salisbury Linesmen's Rubber and SALCOR Protective Equipment Class Proof Test Max. Use Blanket, Glove Label Color Voltage Voltage Line Hose, ACIDC AC/DC Sleeve, The label color Covers shows the Label voltage rating 00 d SALISBURYINBRTH ,wsvSOTM ...�.. o+au Beige 2500/10 000 5001760 CLAss 04 10 cu�ssM U$E%q isaOO wn�c � TYPE1 0 Red 5 000120 000 1,000l1.500 d 1 10 000140 000 7 500111.250 ClAss SALISSURYINORTH wearSI .«�.. TYPE 1 q EI White 1 ' MAX VSEvoirl-Sa�+WAC TYPE1 oao n 000l2s 500 Pi¢+ �-L+�Sv�L4TMYeIIoW RYlNORTH2o.o0or5o (10—SALI,S—BU C rdUS,V, 47 M TPE' 3 Green 30 000160 000 26 500/39.750 += �� RY aoRT I=E 4 40,000/70,000 36,000/54,000 ¢ SALISSURYINORTH 0 Orange a 'Maximum use DC voltage is not part of any ASTM specification. Maximum use DC voltages are valid in reference to IEC 903 only Type Ion all labels designates natural rubber Type 11 designates SALCOR UV and ozone resistant equipment S APPENDIX E START FLOW CHART FOR DETERMINING WHEN AN ENERGIZED ELECTRICAL WORK PERMIT IS REQUIRED WhXed Wil the irpe c" isequipment be to be perputUn an ekctrica IV Follow Companies What is Are there Will any physians ufewalkcondition? tockoutjiagoulProceOutr the voltage exposed Ilve be dare, such or Disconnectedlevel? so volts Yes tightening coor Yet locked out Yes2 parts? removing at * Testedcompo+ Gi ounded < SO Volts No No Nil The decision to de-energtte should include Is the consideration of Apply good equipment now the capacity of the malmenanct Re iiefertoArcclashandShod in an electrically practices and Hazard Ladel or Annex D For , -PE Hazard label ar Anne: D for PPE safe work condition? electriat source Protect the requirements requirements. and arse overcurrent electrical systems • D{smnnettod Protection Ituse No • Locked out or circuit breaker) and parts warn He trier zed EreEtrical it 1°wR E ued Dearkal Work Permit • Tested belweenthesource mechanical WorkPermilrow jed required •Ciroundex! and the worker- damage. Yes Proceed to Work Test Before Touch Identify the Hazards Follow All Safe Work Practices That Apply SAFETY APPENDIX F RISK ASSESSMENT FLOW CHART Simplified Risk Assessment Flaw Chart r� r - - Iniu:lesumatedrak l' T ij..kj estimated r ALW raked esdmated restdwlmked 1'lliklri a eftied nsAaWed Chapter 7: Miscellaneous — Employee Related ARTICLE II Emergency Conditions and Unexpected Closings (Adopted Febrteaq 19, 2015, Revised July 1, 2017, Revived July 1, 2019) Section 2.3 (Adopted February 19, 2015, Revised July 1, 2017, Revised July 1, 2019) Operations When County Facilities Are Closed During Emergency or Unexpected Conditions Employees Required to Work When County Facilities Are Closed Twenty-four hour employees, including Fire, Emergency Medical Services, Sheriffs Office, and Emergency Dispatch, report to work regardless of facility closings and emergency conditions. There is an increased need for their services during emergencies and thus are exempt from this policy. Employees whose positions have been designated as Essential undev Chapter 7, Article III, Emergency Response and Sheltering, Section 3.1 Assignments, also report to work on a regular schedule or as instructed by their supervisor, unless their supervisor instructs them not to report. Employees who are assigned to emergency response teams shall report as instructed or scheduled if in accordance with Chapter 7, Article III, Emergency Response and Sheltering, No other employees are expected to report to work unless they are instructed to do so by their supervisor. Employees Who Do Not Report to Work as Instructed When _County Facilities Are Closed When an employee has been notified to report to work during an emergency situation, reporting is mandatory unless the absence has prior approval by his/her supervisor or department director. !Those -e Employees refusing to report to work will be subject to disciplinary action up to and including termination. Please reference the Emer-.,eney Response and Sheltering PoliIII Chapter 7, Ar-tiele M of the County Pokey Manual Chapter 7, Article III, Emergency Response and Sheltering, Section 3.7, Exemption from Disaster Assignments for a listing of exemptions from any or all emergency response duty. Y ARTICLE III Emergency Response and Sheltering (Adopted April 2, 1998; Revised May 6, 2004, July 12, 2007, Revised November 5, 2008, October- 18. 2010. Revised July 1, 2019) Section 3.1 (Revised July 1, 2019) Assignments All County employees are obligated to report for duty during a state of emergency when called upon. Each Department Director is responsible for determining which positions are considered essential personnel and non -essential personnel. Essential Personnel are defined as those providing services which must continue regardless of or pursuant to a state of emergency including, but not limited to the following functions: 0 a. Work units providing immediate assistance to the public for the provision of public safety, public utilities services, and/or similar activities on a twenty -four-hour basis. b. Operation and maintenance of equipment essential in clearing highways, roadways, streets, and parking lots of snow or other debris. c. Dissemination of essential information to the public on a continual basis regarding road conditions, shelters, or other emergency services. d. The County Administrator or his designee, depending on the nature of the emergency, may declare other services essential to County operations. Non -essential personnel are defined as those not designated as essential in providing regular County services which must continue regardless of or pursuant to a state of emergency. Non- essential personnel are assigned to Emergency Response Teams for shelters or other duties during an emergency. "Essential Personnel" will be are required to report to work in an emergency situation. "Non- essential Personnel" are required to report to work in an emergency only if they receive an assignment to shelter or other duty. A list of peFsefmel assignments must be """`'" the EffieF#eAG •.., , DepaAffient fflu-st-h-e- notified immediately-. Additional employees may be called for duty in the event the County Administrator or his/her designee determines it necessary. Section 3.2 (Revised Octobet• 18, 2010, AtlY 1, 2019) Notification of Disaster Response Assignments Febm^^: 1 ^, %ch-e., neeessaity. The Human Resources Department will notify each employee of their designation as either essential or non -essential personnel, as well as notify non -essential personnel of their Emergency Response Team assignment, during onboarding or when a change to their designation or team assignment is made. SITUATION RE_PQ_R__:_P_MQ_ IS MANDATORY UNLESS THE ABSENCE HAS REF SPiG TO R GPOWP T-Q WORK WILL BE SUBJECT TO T1ISCIT)T TAT A D V A (`T_TC I T Tb TO AND TA1G UD=INGTE MPI A TION S !�TTON 3.7 FOR A C-20— -P- 1 CT1 LISTING OF EXEMPTIONS FROM DISASTER ASSIGNMENTS. When an employee has been notified to report to work during an emergency situation, reporting is mandatory unless the absence has prior approval by his/her supervisor or department director. Those refusing to report to work will be subject to disciplinary action up to and including termination. Note: See section 3.7 for a complete listing of exemptions from disaster assignments. Section 3.3 (Revised November S, 2008, July 1, 2019) Shelter or Other Emergency Response Team Assignments r r r _ ■ - - ■ ■ 51 eaek employee assigned is givea a sepy of the Gounty Policy Manual, Chapter- Affiele 7 7 Eknergenray Response and Sheltering. If an emergency occurs, and Emergency Response Teams are activated, shelter or other disaster response assignments will be made and will remain in effect until rescinded or ^,,.,ngesare mad - in writing The ankipated work period for- Shelter or diSB5WF response assignments will eensist of—ml 2 hour shifts. The County; reserves the right to assign or reassign employees to shelters or other activities and to adjust work periods, as it deems appropriate based on need. Shelters will remain open as long as warranted by the emergency. After the first seventy-two (72) hours of the disaster, the County will attempt to release employees to normal operations. Employees assigned to shelter duty will be required to attend shelter training as needed. a. . In the event shelters are activated, non -essential employees will be notified of their assigned: 1. Shelter location and anticipated shift. 2. Designated County contact's name and " b! contact information. 3. Shelter Manager's and Alternate Shelter Manager's name and applie- contact information. b. A44--Shelter Managers and altematemanages will be provided with: the werlaeleph9ne number-, and heme telepherie number of empleyees assigned to their 1. The name and work contact information of employees assigned to their respective shelters. 2. Designated County contact's name and contact information. c. Department Directors will be provided with a list of their employees who are and them assigned to shelter or other Emergency Response Team duties. assignment !eeatien. Section 3.4 (Revised July 1, 2019) Notification to Report to Shelter or Other Disaster Response Assignment In the event it is necessary to activate employees during emergency conditions, €employees will be given as much advance notice to report for duty as possible based upon the immediate or potential need to activate personnel, as dictated by the emergency situation. a: Alert and Standby Procedures: Essential Personnel: i Managers or their designees will immediate15 notify by telephene—afl their employees to be on standby and remain alert for further instructions. 52 3. if employees have any uneei4aiaty or- any questions regarding disaster- aetivation eaneelled. Lack 99notiee will not be aeeepted as an ex -ease, f-ar-Het reporting. - Non -Essential Personnel: Emergency Response Team members will be notified through IW Alert message and/or official County email when they are raised from standby to alert status. When on alert status, employees are responsible to monitor messages from IW Alert and County email for further instructions and be ready to report for duty when activated. h-. Repert for Duty Activation Report for Duty: When it is determined that personnel will be activated: Essential Personnel: Managers or their designees will notify their essential employees of their assignment and the time and location to report for duty. Non -Essential Personnel: Emergency Response Team members will be notified through IW Alert message and/or official County email when they are raised from alert status to Activated. Activated employees will be notified of the designated work location and the specific time they are to report. Department Directors will be notified when their personnel have been activated for Emergency Response Team duty. Lack of notice will not be accepted as an excuse for not reporting. z Normal Work Day: If notification to report for duty is received during the normal workday, employees may be excused from work to take care of personal matters before reporting, time permitting. Section 3.6 (Revised November S, 2008, July 1, 2019) Compensation Those employees called to duty during an emergency shall be compensated in accordance with the following County policy: Exempt employees in positions that normally require after hours emergency response (i.e., Emergency Services, E-911) will not be compensated for time worked outside of normal business hours; however, all other exempt personnel required to work outside of normal business hours will be eligible for compensatory time at the straight time rate off equal to the number of hours worked to be taken at another time. If the employee is unable to utilize the compensatory time within 90 days, straight time pay may be approved by the County Administrator. Nonexempt employees in positions that normally require shifts operating twenty-four (24) hours per day, seven (7) days per week (i.e., Emergency Services, E-911) will not receive additional compensation for time worked during an emergency unless as otherwise provided by this policy or the FLSA; however, all other non-exempt personnel working outside of normal business hours will 53 be eligible for overtime pay at a rate of time and one half. Non-exempt personnel working at an emergency shelter when county facilities are closed will be paid at the rate of time and one half for all hours worked at the shelter, in addition to being paid their regular pay for regular hours worked. Non-exempt personnel working an emergency assignment including shelter duty while county facilities are open for business shall be paid their regular working hours and will not receive additional compensation for time worked during an emergency unless as otherwise provided by this policy or the FLSA. Nonexempt employees called to duty after their normal working hours shall receive no less than two (2) hours' compensation, regardless of the actual time spent at the shelter. Exempt employees will earn no less than two (2) hours compensatory time. To be eligible to receive compensation, employees must: a. Keep a daily record of time worked using check in/out logs at the work location and on their timesheets. b. Transmit all the completed official forms along with the employee's copy/copies of the appropriate forms to the onsite manager for verification and approval before leaving the worksite. :phe managL-F-wi11 Fettim the veffiried- feFms to the employee's DepaFtment Dir-Antnr- within four. days of r-eeeipt- ARTICLE IV Parks and Recreational Facilities (RevisedDecember 15. 2005; August 21, 2009; November 18, 2010, May 12, 2011, May 17, 2018, May 16, 2019) Section 4.0 (Revised December 15, 2005, May 17, 2018, May 16, 2019) Facilitv Usa e & Rentals Carrollton Nike Park Otelia J. Rainey Community Center, Tyler's Beach Park and Fort Boykin's Historic Park Application and Fees Anyone wishing to rent out any of these facilities must fill out an Application/Permit form at Nike Park and fees must be paid up front in order to hold the area. For additional information, please call (757) 357- 2291 between the hours of 9:00 a.m. and 5:00 p.m. There will be no refunds, unless cancellation is made by Parks and Recreation. In appropriate cases, upon certification by the Director of Parks & Recreations, the County Administrator is authorized to grant a waiver of facility usage and rental fees. Inclement weather will not result in a refund unless Parks and Recreation facilities are closed. Pursuant to Code of Virginia Section 15.2-1806 (1950, as amended) the Board of Supervisors is authorized to fix fees for County parks and recreation facilities. The Board hereby delegates to the County administrator the authority to set such fees on an annual basis. The Director of Parks and Recreation in conjunction with the Director of Budget and Finance will review the County's facility usage fees annually and make a recommendation to the County Administrator. Fees for facility usage will be posted on the County's website and will be made available to the general public through the Parks and Recreation Department. 54 Carrollton Nike Park: Picnic Areas - Rental hours 8:00 a.m. until Dusk (30 minutes before dark) Area A (Shelter) maximum of 200 participants Area B (Woods) maximum of 100 participants Note: Groups over 200 participants must meet special requirements and special authorization is required (Must rent both A & B areas). Recreation Hall - Rental areas 8:00 a.r i. until 10:00 p.m. (Setup and take down time must be included in the tirae of rental) Meetings -Maximum of 100 participants Banquet - Maximum of 80 participants All rental fees must be paid in full at the time of reservation. Reservations made less than 2 weeks prior to rental must be paid in cash, money order or cashier's check. Renters are also responsible for cleaning tables and placing materials in the trash receptacles. Failure to do so may result in revocation of future use privileges. Athletic Fields (Softball/Baseball) - Payment in full must be made at the time of reservation for the use of the fields. If fund raising rules apply payments for team registration and lights are to be made 2 days prior to tournament. Day use (9:00 a.m. until dusk - 30 minutes before dark) SPECIAL NOTES: Fields will only be prepared by the Department of Parks and Recreation. Parks & Recreation reserves the right to cancel the use of the field at any time due to inclement weather conditions or due to unanticipated circumstances. Otelia J. Rainey Communi , Center Rates for the use of Otelia J. Rainey Community Center's Shelter and Recreation Hall are the same as the Nike Park rates. Listed below are the maximum number of participants. Shelter - Maximum of 50 participants Recreational Hall - Maximum of 36 participants Fort Boykin's Historic Park 55 Rates for the use of Fort Boykin's Historic Park's Shelter are the same as the Nike Park rates. Listed below are the maximum numbers of participants. Shelter — Maximum of 50 participants Section 4.7 (Original Section deleted and new Section 4.6 adopted November 18, 2010, May 16, 2019) Park Concessionaires (Carrollton Nike Park, Otelia J. Rainey Community Center, Tyler's Beach Park and Fort BoWn's Historic Park a. Intent To allow outside organizations the opportunity to sell or vend concessions inside the p?rks. b. Process Vendors will make application to the Department of Parks and Recreation to set up concessions in the park. The Director of Parks and Recreation will evaluate the applications and ensure that all local and state laws and guidelines are adhered to. The fees will be set based upon the type of event. The concessions application will not apply to The Isle of Wight County Fairgrounds. Vendor fees for the County Fair will be set by the Isle of Wight County Fair Committee. NO REFUNDS FOR ALL OR A PORTION OF A FEE FOR ANY REASON. C. Guidelines All events must be open to the public. Vendor will be required to provide proof of insurance with the County of Isle of Wight Named as additionally insured for the amount of $1,000,000 per occurrence. The amount of insured may go up depending on the nature of the event. Additionally the sponsor must indemnify Isle of Wight County from any claims related to the event. Vendor is responsible for having all tent flame retardancy certificates inspected and temporary use permits for all tents over 800 square feet from the County's Department of Inspections. 56 Vendor is required to provide proof the Department of Parks and Recreation that all food vendors have obtained Health Department permits. All vendors must have a permit from the Department of Parks and Recreation to sell wares or food on park property. Vendor's setup and location must be approved the Director of Parks and Recreation. Vendor is responsible for providing a list of all items for sale and prices. ARTICLE XII Isle of Wight County Public Utilities Pro Rata Share Policy (Adopted December 18, 2014, Revised May 16, 2019) I. PURPOSE To implement the Department of Utilities Services/Public Utilities Division (PU) utility systems in a master plan approach, it is periodically necessary to coordinate long term Utility Improvements with private development initiatives. PU may require a private developer to install within their Utility Improvements additional capacity and/or Betterment Improvements to serve off -site parcels of land or correct existing facility deficiencies in accordance with the County's Water and Sewer Master Plan, or as determined by PU. The Public Utilities' Pro-Rata Share Policy establishes general standards and procedures by which a private developer may be reimbursed for their costs associated with the design and construction of on -site and/or off -site water and/or sewer (utility) improvements required to provide the requested additional capacity and/or Betterment Improvements. A developer may be eligible for reimbursement when the cost exceeds the developer's obligations in accordance with the procedures established in Exhibit A, Public Utilities Pro- Rata Share Procedures, and as determined by PU. II. DEFINITIONS For the purpose of this PU Pro-Rata Share Policy, the following terms are defined as follows: A. BETTERMENT IMPROVEMENTS: Utility Improvements to correct deficiencies and/or additional work as directed by the PU beyond the First Developer's (defined below) project requirements as specified in the PU Pro -Rats Share Procedures. Any betterment work shall be related to the facilities to be installed and/or facilities rehabilitated by the First Developer. B. DEVELOPMENT PLAN: A site plan, subdivision plan, and/or engineering plans 57 submitted to the County for approval. The plan or plans must contain the proposed water and/or sewer improvements required to serve the Developer's project. C. EXISTING DEVELOPMENT: A parcel of land that meets all of the conditions 1 through 3 or is designated as condition 4 below and does not exceed the installation of greater than five (5) sewer laterals and/or five (5) water services or a flow greater than ten (10) percent of the total Utility Service Area (defined below) flows: 1. The parcel of land is within the Utility Service Area of those Utility Improvements designed and installed by the First Developer; and 2. Physical in ,provements have been constructed upon the parcel of land or Developm :nt Plan(s) for physical improvements have been approved by the Coui kty and remain valid (physical improvements do not include parking lots, temporary or out buildings, fences, landscapin;, etc.); and 3. The cons .ruction of the physical improvements or the approval of Developr lent Plan(s) have been obtained prior to acceptance by PU of the First D, :veloper's Utility Improvements. 4. A parcel of land is undeveloped and cannot be subdivided nor developed for any use other than for (1) single family residence shall be considered an Existing Development. The determination of Existing Developments is made by PU through the review of Real Estate files, Development Plan approval dates, and/or any other County records that establishes an Existing Development. This information will be reviewed for all parcels of land which may lie within the Utility Service Area. D. FIRST DEVELOPER: A subdivider, developer, individual land owner or Government department or agency that is required to design and install certain Utility Improvements providing additional capacity and/or Betterment Improvements in accordance with the County's Water and Sewer Master Plan or as directed by PU. E. MASTER PROJECT PLAN: A proposed site plan and/or a subdivision plan which shows, as a minimum, street alignment, proposed land uses, and water and/or sewer improvements. This plan must be for the entire proposed project area, not individual sections, and must be in compliance with the County's Water and Sewer Master Plan, or as directed by the PU. F. ON -SITE PARCELS: The parcel(s) of land subdivided or developed by the First Developer. G. OFF -SITE PARCELS: All parcels of land within the Utility Service Area of the Utility Improvements made by the First Developer that are beyond the boundaries of the First Developer's parcel(s) of land. H. PRO-RATA SHARE PERCENTAGE: The proportionate impact each development's calculated flows will have upon the total flow of water and/or sewage to be transported by the Utility Improvements installed by the First Developer. Said proportionate impact is to be expressed as a percentage of the total flow. PRO-RATA SHARE REIMBURSEMENT: The Pro-Rata Share due to the First Developer by any Subsequent Developer paid into an Agency Fund Account to be released by the County to the First Developer. J. PRO-RATA SHARE: The proportionate cost of the Utility Improvements made by the First Developer for which the First Developer and each Subsequent Developer within the Utility Service Area of such improvements receive a service benefit. Said proportior ate cost is to be determined by applying the Pro- Rata Share Percentage to the total cost of the improvements made by the First Developer. K. SUBSEQUENT DEVELOPER: A subdivider, developer or government department or agency, including the County, who's succeeding development is within the Utility Service Area of those Utility Improvements designed and installed by the First Developer and will benefit from any additional capacity and/or Betterment Improvements installed by the First Developer. L. UTILr rY SERVICE AREA: On -site and Off -site parcels of land and/or portions of l arcels of land to be served or intended to be served by the Utility Imp •ovements proposed by the First Developer within the County's Water and Sel ver Master Plan, or as directed by PU. M. UTILITY IMPROVEMENT(S): Water and/or sanitary sewer improvements designed and constructed in accordance with the County's Water and Sewer Master Plan and/or as approved by the PU, which is to be dedicated to the County and owned and operated by the County. For other definitions pertaining to Subdivision and Developments, refer to the County's Subdivision and/or Zoning Ordinance. III. APPLICATION OF POLICY A. GENERAL: PU may direct a developer to install additional capacity or Betterment Improvements within their proposed Utility Improvements to serve both On -site and Off -site parcels of land. Each Subsequent Developer whose development is within the Utility Service Area of the Utility Improvements, made by the First Developer, shall pay into an Agency Fund Account their Pro-Rata Share of the cost of such improvements on the specific utility capacity installed, which shall be disbursed to the First Developer upon written release by the County from the Agency Fund Account. IV. COST PARTICIPATION DETERMINATION: As part of the Development Plan review process and as specified in the PU Pro-Rata Share Procedures, attached hereto as Exhibit A and incorporated by reference herein, PU will implement the following steps in the determination of any potential cost participation agreements: A. Determination of Utility Service Area(s); B. Pro-Rata Share eligibility determination; C. Utility Improvements and Betterment Improvements estimated cost calculations; and D. Utility Service Area Pro-Rata Share(s) calculation. 59 The above procedures will establish the utility requirements of the First Developer and any Subsequent Developer cost participation. V. SUBSEQUENT DEVELOPER COST ALLOCATION Subsequent Developer(s) shall be required as a condition of their subdivision or Development Plan approval to pay their Pro-Rata Share costs of the Utility Improvements installed by the First Developer. The Subsequent Developer will be notified of their cost obligations subsequent to a pre -development meeting with PU, a zoning reclassification application review by PU, or any other indication of development of a parcel of land by which a Pro-Rata Share can be determined by PU. PU shall provide a formal notification of the Subsequent Developer's Pro-Rata Share obligations, stating the amount due, via email and/or letter with copies to the Goner -a! QeFviee-s Utilities Services Director, the Department of Planning and Zoning, and the Department of Inspections as part of the plan review process. The County will not issue a Development Plan approval or issue a land disturbing permit, whichever is first, to a Subsequent Developer until such time that an Agency Fund Account has been established with their Pro-Rata Share, or estimated Pro-Rata Share, for the Utility Improvements and deposit made into the account. The Agency Fund Account established shall name the First Developer as the beneficiary and provide the provision for naming the County as the authority to release the Agency Fund Account funds to the First Developer. PU will notify the Departments of Planning and Zoning and Inspections once the Subsequent Developer has fulfilled its Pro-Rata Share obligations. VI. REIMBURSEMENT The First Developer may receive reimbursement after all of the following conditions have been met: A. The Utility Improvements have been installed by the First Developer in accordance with approved Development Plans. B. The First Developer has dedicated and recorded all easements and/or parcels to the County for the County's operation and maintenance of the Utility Improvements C. PU has accepted the improvements into the County's utility system. D. The First Developer has submitted to PU certified documents, which serve to verify the total cost expended in designing and installing the Utility Improvements. E. The Subsequent Developer's Development Plan has been submitted to the County for approval within fifteen (15) years of PU's acceptance of those Utility Improvements installed by First Developer into the County's utility systems. 60 F. The Subsequent Developer has submitted to the County a Development Plan for review in accordance with the County's Subdivision and/or Zoning Ordinance, and the County's Water and Sewer Master Plan or as directed by PU and has deposited its Pro-Rata Share into the Agency Fund Account. VII. AGREEMENT All improvements by the First Developer that provide for additional capacity or Betterment Improvements as directed by PU and set forth in this PTJ Pro-Rata Share Policy shall require the execution of a co., t participation agreement (Betterment Improvements), Pro- Rata Share agreement, or other type of agreement as requires' by the County specifying the required improvements, cost al ,ocations, service area, agreement term, and other necessary terms, which shall be executed by the First Developer and the County. VIII. BONDS/SURETY A performance and payment surety shall be provided by the First Developer, in a form and amount acceptable to the County prior to commencing any Utility Improvements by the First Developer within or on facilities currently owned and operated by the County. All improvements to be installed or performed by the Developer within their development and currently not owned and/or operated by the County shall be bonded in accordance with the procedures set forth in the applicable County's Ordinance. IX. INSURANCE The First Developer shall purchase and maintain the appropriate insurance coverage, as stipulated in the agreement, prior to initiating any work within or on facilities currently owned and/or operated by the County and shall name the County as an additional insured. X. AUTHORIZATION Each party signing an agreement pursuant to Section VII of this PU Pro-Rata Share Policy represents and warrants that he or she is duly authorized and has legal capacity to execute and deliver the agreement and agrees to provide evidence of such authority and legal capacity upon the other party's request. Each party represents and warrants to the other that the execution and delivery of the agreement and the performance of such parry's obligations hereunder have been duly authorized and that the agreement is a valid and Iegally binding on such party and enforceable in accordance with its terms. 31 By adoption of the PU Pro-Rata Share Policy by the County's Board of Supervisors, the County Administrator shall have authorization to execute any agreement on behalf of the County that does not require the expenditure of County funds or where County funds were previously adopted within a County Capital Improvement Budget for the specified type of improvements provided in the agreement. Where County funds were not previously adopted in a Capital Improvement Budget and are required to be appropriated for the County's participation in any Utility Improvements set forth in an agreement, action by the County Board of Supervisors will be required. XI. TERM OF PRO-RATA SHARE AGREEMENTS Each Pro-Rata Share Agreement shall have a term of fifteen (15) years or until such time the First Developer is fully reimbursed per the procedures provided within this policy, whichever is the earliest date. At no time shall a Pro-Rata Share Agreement extend beyond fifteen (15) years of the County's acceptance of those utilities installed by the First Developer into the County's systems. XII. COUNTY CONNECTION AND AVAILABILITY CHARGES All County utility connection and availability charges remain in effect in accordance with the County's Code of Ordinances and as provided in the County's Operating Budget Fee Schedule, as adopted by the County's Board of Supervisors, and on file in the County Administration Office. No abatement or reimbursement of connection and/or availability charges will be considered under this PU Pro-Rata Share Policy. XIII. OTHER REGIONAL UTILITY IMPROVEMENT AGREEMENTS The County reserves the rights to enter into other forms of agreements, which are beneficial to the County for the purpose of constructing regional Utility Improvements and/or to promote economic development initiatives. XIV. UNIQUE AND NON -CONFORMING SITUATIONS In the administration and enforcement of this PU Pro-Rata Share Policy, PU shall have the discretion to apply the general principles expressed herein and/or if necessary develop procedures which would address any unique, non -conforming situation which may arise. 62 EXHIBIT A ISLE OF WIGHT COUNTY PUBLIC UTILITIES PRO-RATA SHARE PROCEDURES I. GENERAL: In support of the County's adopted Public Utilities Pro-Rata Share Policy, the following establishes the standard procedures for: A. Determination of Utility Service Area(s); B. Pro-Rata Share eligibility determination; C. Utility Improvements and Betterment Improvements cost calculations; D. Utility Service Area Pro-Rata Share(s) calculation; E. Agreement; F. Final determination of Utility Improvement costs; G. Collection of allocated cost shares from Subsequent Developers; H. Reimbursement of allocated costs shares from Subsequent Developers to First Developer; and I. Unique and non -conforming situations. One (1) or more types of water and/or sewer (utility) improvements may qualify the First Developer to receive Pro-Rata Share reimbursements or reimbursements for requested Betterment Improvements. These procedures, and any subsequent amendments thereto, are hereby incorporated into the PU Pro -Rats Share Policy as if fully set forth therein. II. DETERMINATION OF UTILTY SERVICE AREA (S) The First Developer shall meet with representatives of the County's PU in the pre- development process to discuss their Master Project Plans Utility Improvements and to determine whether the proposed Utility Improvements comply with the County's Water and Sewer Master Plan, or other requirements by PU. The County may require the First Developer to provide Utility Improvements in accordance with the County's Water and Sewer Master Plan which may M serve both on -site and off -site parcels of land and provide additional capacity and/or Betterment Improvements. Based on the pre -development meeting(s), the First Developer shall submit final development Master Project Plans delineating a Utility Service Area for each Utility Improvement. The approved service areas shall include all parcels of land intended to be served by each respective utility. Should PU require the Utility Improvements to provide additional capacity for off -site parcels, the service area maps for each Utility Improvement providing additional capacity will be the basis for the Pro-Rata Share estimated cost calculations. III. PRO-RATA SHARE ELIGIBILITY DETERMINATION Utility Improvements requiring additional capacity to serve subsequent developments beyond the First Developer's capacity requirements will be considered as eligible for a Pro- Rata Share Reimbursement to the First Developer. Should any Utility Improvement not provide additional capacity or not require an increase in facility size beyond that required by the First Developer, the Utility Improvement will not be considered for any Pro-Rata Share Reimbursement. If a Utility Improvement does not require an increase in facility size but may be installed at a deeper depth to serve off -site parcels, such as gravity sewer mains for example, the Utility Improvement will be considered for a Pro -Rats Share Reimbursement. The County's PU may require the First Developer to install utility services/laterals from their facilities to Existing Development along the First Developer utility corridor. The First Developer shall install such services/laterals without a Pro-Rata Share Reimbursement if the number of services does not exceed five (5) sewer laterals and/or five (5) water services. The First Developer shall not be eligible for Pro- Rata Share Reimbursement if the Existing Development does not create the need to upsize any of the First Developer's proposed facilities to transport Existing Development. In addition, PU may require the First Developer to provide Betterment Improvements within a facility beyond what would normally be required to meet the First Developer's capacity requirements or be required by regulatory and/or County standards. If the Betterment Improvements would mo not be normally installed within the First Developer's Utility Improvements' installation or rehabilitation, the Betterment Improvement would be considered for a direct reimbursement from the County. Available funding within the County's Utility Fund Capital Budget shall be required for any direct reimbursement upon the completion of the work. Examples of a Betterment Improvements beyond the First Developer's requirement would be the replacement of a fixture within a sanitary sewer pump station which is not in the necessary upgrades to meet the First Developer's needs and/or the installation of additional water and/or sewer improvements for Existing Development beyond the requirements stated above. IV. UTILITY IMPROVEMENTS AND BETTERMENT IMPROVEMENTS COST CALCULATIONS Upon the determination of Utility Improvements eligibility for a Pro-Rata Share Reimbursement, the First Developer shall submit to PU preliminary estimated costs for each eligible Utility Improvement, a separate estimated cost for any required Betterment Improvement, and a separate estimated cost for any utility service/lateral beyond the first five (5) water and/or five (5) sewer services/laterals. PU will review the submitted cost estimates and provide written notification to the First Developer, via email and/or letter, providing the County's acceptance or comments on the submitted calculations. The First Developer may request to meet with representatives of PU to discuss any concerns with the County's final calculations. Upon agreement, the submitted cost estimates will serve as the initial basis for determining the Pro-Rata Share calculations. The following incidental costs may be included as part of the cost calculations: ■ Bonds and permits ■ County plan review fees ■ County inspection charges ■ Finance charges The following specific costs that are not reimbursable include, but are not limited to: ■ Other miscellaneous fees (e.g. Attorney fees, recordation fees). ■ L'' ilit3� lmI ..t:..... ...... .. .. f4�!r- „a to the Ce, n, y fugh-,i-L--and Use pplicat n. ■ County Utility Connection and Availability Charges. ■ All costs associated with the installation of the first five (5) water services and/or first five (5) sewer laterals. 65 V. UTILITY SERVICE AREA PRO-RATA SHARE (S) CALCULATION The following will provide for the determination of Pro-Rata Share for each specific Utility Improvement: A. Sanitary Sewer Pump Station, Sewer Force Mains, and Gravity Sewer System: Should the County require the First Developer to install additional capacity within 1) their sanitary sewer pump station, 2) upgrades to existing County sewer pump stations, 3) sewer force mains, and/or 4) within portions of their gravity sewer system beyond the capacity required by the First Developer, a Pro-Rata Share of the facilities costs will be determined for each Subsequent Developer benefitting from the installed additional capacity. The First Developer and each Subsequent Development's Pro-Rata Share shall be determined based on the proportionate impact each development's flows will have upon the total flow of sewage from the entire Utility Service Area through the Utility Improvements. Flows will be calculated in accordance with County Standards. The degree of impact the First Developer's and each Subsequent Developer's flows will have upon the total flow shall be expressed as a percentage of the total flow. This percentage shall be applied to the estimated and final costs of designing and installing the Utility Improvements, facility upgrades, and Betterment Improvements (as appropriate). In the event, an existing pump station(s) capacity are expanded, only the costs associated with the expansion shall be utilized and applied to Subsequent Developers benefitting. No allocation of the expanded capacity costs shall be allocated to Existing Development previously served prior to the pump station expansion. B. Water Mains: Should the County require the First Developer to install capacity within their water system, beyond the capacity required by the First Developer, a Pro-Rata Share will be determined for each Subsequent Developer whose property/properties/development abuts and benefits from the Utility Improvements installed. :1 The First Developer and each Subsequent Development's Pro-Rata Share shall be determined based on the proportionate impact each development will have upon the total flow from the entire Utility Service Area through the Utility Improvements made by the First Developer. The degree of impact each Subsequent Development will have upon the total flow shall be expressed as a percentage of the total flow through those Utility Improvements made by the First Developer. For water mains, the percentage shall be calculated based on the amount of flow (domestic and fire flow) each developer contributes to the total flow. The degree of impact the First Developer's and each Subsequent Developer's flows will have upon the total flow shall be expressed as a percentage of the total flow through those water improvements made by the First Developer. This percentage shall be applied to the estimated and final costs of designing and installing the Utility Improvements (as appropriate). PU will establish the standard operating parameters for the water system improvements to determine the Pro-Rata Share Percentages. C. Vacant Off -Site Parcels Flaw Estimates: Flow estimates for vacant off -site parcels of land will be determined on the basis of usable acreage; maximum density permitted under the County's Comprehensive Land Use Plan, Ordinance, and recognized rates of flow provided within this section for the use of the parcel of land, or as directed by PU. VI. AGREEMENT An Agreement specifying the required improvements, estimated cost allocations, Utility Improvement(s) service area, agreement term, and other necessary terms will be developed by the PU, reviewed by the County Attorney Office, and forwarded to the First Developer for execution. Upon receipt of the executed Agreement by the County from the First Developer, PU will coordinate the appropriate actions necessary for the County's execution of the Agreement. Copies of the executed Agreement shall be provided to PU, Department of Planning and Zoning and the Department of Inspections. 67 VII. FINAL DETERMINATION OF UTILITY IMPROVEMENT COSTS Once the First Developer has installed the Utility Improvements in accordance with the approved Development Plans and after acceptance of the same by PU into the County's utility systems, the First Developer shall submit appropriate documents certified by the First Developer to PU which reflect the actual costs of the installed Utility Improvements. PU will review the certified cost documents in conjunction with the construction record drawings and field inspection logs to verify that the construction costs are reasonable and in accordance with fair market costs at the time the Utility Improvements were installed and accepted by the County. This will be done by comparing the submitted costs with recent County projects of like or similar nature and/or by contacting local contractors to obtain current market costs. If the submitted costs are deemed unreasonable, then the costs which best reflect current fair market costs will be used. The construction, design and land costs directly related to the design and installation of the Utility Improvement are considered for reimbursement eligibility. Land costs will be determined based on the First Developer's documented land acquisition costs. Upon approval of the project's costs, PU will determine the final Pro-Rata Shares in accordance with the Pro-Rata Share Percentages. Any Betterment Improvements shall be calculated separately and reimbursed by the County within sixty (60) days of the County's acceptance of the improvements. In the event the First Developer fails to complete the installation of their Utility Improvements, or portions thereof, resulting in the failure for a Subsequent Developer to receive any benefit, the Subsequent Developer shall not be responsible for their Pro -Rats Share until such time benefit is received. VIII. COLLECTION OF ALLOCATED COST SHARES FROM SUBSEQUENT DEVELOPERS Within fifteen (15) years of acceptance by the County of Utility Improvements installed by a First Developer in accordance with the PU Pro-Rata Share Policy and applicable local law, a Subsequent Developer whose project was intended to be served by such Utility Improvements installed by the First Developer will be required to pay their Pro-Rata Share in accordance with the procedures stated herein. Formal notification of the Subsequent Developer's Pro-Rata Share obligations, stating the amount due, will be via email and/or letter with copies to PU and the Department of Planning and Zoning. Formal notification shall be provided to a Subsequent Developer after PU has held a pre - development meeting with the Subsequent Developer and the Subsequent Developer has provided sufficient information for PU's determination oftheir Pro-Rata Share. The Subsequent Developer shall deposit their Pro-Rata Share in to an Agency Fund Account prior to the issuance of a land disturbance permit by the Department of Gener-al Sentiees Utilities Services. The Agency Fund Account shall name the First Developer as the beneficiary and provide the County as the release agent. Once the Pro-Rata Share has been deposited within an approved Agency Fund Account, PU will notify the Departments of Planning and Zoning and Inspections that the Subsequent Developer has fulfilled their Pro -Rasa Share obligations. In the event the First Developer has not fully installed the Utility Improvements and final determination of the Utility Improvements costs has not been completed, the Subsequent Developer's Pro-Rata Share will be based on the initial estimated Utility Improvements cost. Should the deposited Pro-Rata Share by the Subsequent Developer prove to be less than the final determination of the Pro-Rata Share, the Subsequent Developer shall deposit the remaining balance into the Agency Fund Account prior to the acceptance of the Subsequent Developer's utility infrastructure improvements or the issuance of any certificate of occupancy, whichever is first. In the event the deposited estimated Pro-Rata Share is greater than the final calculated Pro-Rata Share, the County shall only authorize the release of the final Pro-Rata Share amount to the First Developer and the remaining balance shall be returned to the Subsequent Developer. IX. REIMBURSEMENT OF ALLOCATED COST SHARES FROM SUBSEQUENT DEVELOPERS TO FIRST DEVELOPER 69 The County shall release the Subsequent Developer's Pro- Rata Share to the First Developer within sixty (60) calendar days of the Subsequent Developer's deposit of their Pro- Rata Share into their Agency Fund Account and any necessary subsequent deposits, upon the completion of the following conditions: G. The Utility Improvements have been installed by the First Developer in accordance with approved Development Plans. H. The First Developer has dedicated and recorded all easements and/or parcels to the County for the County's operation and maintenance of the Utility Improvements. I. PU has accepted the improvements into the County's utility system. J. The First Developer has submitted certified documents to PU which serve to verify the total cost expended in designing and installing the Utility Improvements. K. The Subsequent Developer's Development Plan has been submitted to the County for approval within fifteen ( 15) years of PU's acceptance of those Utility Improvements installed by First Developer into the County's utility systems. L. The Subsequent Developer has submitted a Development Plan to the County for review in accordance with the County's Subdivision and/or Zoning Ordinance, and the County's Water and Sewer Master Plan, or as directed by PU, and has deposited its Pro -Bata Share into the Agency Fund Account. X. UNIQUE AND NON -CONFORMING SITUATIONS In the administration and enforcement of the policy and procedures, PU shall have the discretion to apply the general principles expressed herein and/or if necessary develop procedures which would address any unique, non- conforming situation which may arise. Certain special or unique conditions that do not follow the above procedures are addressed below: A. A Subsequent Developer desires to complete the First Developer's Utility Improvements on an advanced schedule. If feasible, the Subsequent Developer may request an assignment of the First Developer's Agreement. B. A sewer pump station service area is requested to be expanded to include a development not originally included in the original Pro-Rata Share calculations and also not included in any other pump station service area. These situations will be reviewed to determine if sufficient capacity is available beyond what had previously been planned. C. If Utility Improvements installed by the First Developer were designed to serve subsequent developments, and such developments could have used the improvements, but chose not to, the Pro-Rata Share is owed by the Subsequent Developer, regardless of whether or not the improvements are used by the Subsequent Developer. 70 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. Assistant County Administrator Robertson presented a Resolution to Accept Donation of a K-9 for Use by the Sheriffs Office for the Board's consideration. Supervisor Jefferson moved that the following Resolution be adopted: RESOLUTION TO ACCEPT A DONATED CANINE FROM THE ISLE OF WIGHT HUMANE SOCIETY WHEREAS, the Isle of Wight Humane Society desires to donate a canine (K- 9 Dakota) to the Isle of Wight County Sheriff's Office for narcotics detection; and, WHEREAS, the Board of Supervisors of Isle of Wight County desires to accept the gift of K-9 Dakota for use by the Sheriff's Office. NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that the donated canine be accepted for use by the Isle of Wight County Sheriff's Office. BE IT FURTHER RESOLVED that the County Administrator of the County of Isle of Wight is authorized to do all things necessary to give this resolution effect. 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. Staff was requested to obtain the cost to train a K-9 dog and report back on how often these resources are being utilized. Chairman McCarty recommended an advisory committee be appointed to oversee the preservation of the Nike missile being relocated to the County from the City of Hampton. Chairman McCarty moved that David Smith, Rob Moore, Vernon Ray Edwards, Herb DeGroft, Albert Burckard, Adrian Winget, Aaron Lilley and Jennifer England be appointed to an advisory committee to oversee the process of the preservation of the missile. David Smith is to be the Chairman of the Committee. 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. 71 ADJOURNMENT There being no further business, adjourned at 8:00 p.m. -011'a'��L acz2ig Carei-01lls t rm, Clerk Chairman McCarty declared the meeting illiam M. McCarty, Chairman 7