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07-15-2021 Work Session WORK SESSION OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD IN THE ROBERT C. CLAUD, SR. BOARD ROOM OF THE ISLE OF WIGHT COUNTY COURTHOUSE LOCATED AT 17090 MONUMENT CIRCLE, ISLE OF WIGHT, VIRGINIA ON THURSDAY, THE FIFTHTEENTH DAY OF JULY IN THE YEAR TWO THOUSAND AND TWENTY-ONE PRESENT: Richard L. Grice, Smithfield District, Chairman Don G. Rosie, II, Carrsville District, Vice-Chairman Rudolph Jefferson, Hardy District William M. McCarty, Newport District Joel C. Acree, Windsor District ALSO IN ATTENDANCE: Robert W. Jones, Jr., County Attorney Randy R. Keaton, County Administrator Donald T. Robertson, Assistant County Administrator Carey Mills Storm, Clerk CALL TO ORDER • Chairman Grice called the work session to order at 3:00 p.m. APPROVAL OF AGENDA Supervisor McCarty moved that the agenda be adopted as presented. The motion was adopted (5-0) with Supervisors Rosie, Acree, McCarty, Jefferson and Grice voting in favor of the motion and no Supervisor voting against the motion. INVOCATION Supervisor McCarty delivered the invocation and led the Pledge of Allegiance to the American flag of the United States of America. COUNTY ADMINISTRATOR'S REPORT • The Commission on Aging was brought up for discussion by County Administrator Keaton who asked for the Board's thoughts and ideas on how to proceed with regard to the restructuration of the Commission. The floor was opened for discussion by Chairman Grice who asked Board members to communicate specific ways in which staff can move the Commission on Aging forward. Supervisor Jefferson inquired what services are currently being provided to County seniors by the Commission. He further inquired about the results of the recent community survey disseminated to County residents. 1 Amy Ring, Director of Community Development, recalled that the Board had received a presentation in April of 2021 from staff on the results of the community survey which was conducted in March of 2021. She continued that the same presentation had also been provided to the members of the Commission on Aging who had appointed five of its members to represent a stakeholder group charged with developing policies that could be incorporated into the County's Comprehensive Plan entitled the "Plan on Aging" which would be reviewed by the Commission on Aging, the community, the Planning Commission and finally by the Board. Ms. Ring offered to resend the survey focused on the setting of priorities for future direction and to better serve the senior population in the County to the Board for its perusal and information. Assistant County Administrator Robertson advised that the Commission on Aging has primarily been providing annual social and interactive opportunities for seniors responsive to a survey conducted a number of years ago which include a fish fry, Valentine's Day dance, and a Christmas and health care event which provides an opportunity for healthcare providers to have access to seniors in a common place and also partners with TRIAD to provide information to seniors regarding how to be safe with respect to scams. He advised that all the events are done in cooperation with Parks and Recreation, Social Services and law enforcement. Supervisor Acree remarked this can present an opportunity to develop a vision of a commission that would look at the entire population,to include those with special needs, age and health conditions. Supervisor Rosie agreed with the development of programs and socialization for both seniors and those with special needs. Chairman Grice, as the Board's representative on the Commission on Aging, noted that the County only has the facilities to accommodate 360 seniors which means that only a small number of the 3,000 seniors are being reached. He advised that the administration of these senior programs is being provided by a single staff member from the Department of Parks and Recreation and to persons with special needs to the senior population creates a population that exceeds the number of children in County schools which currently the County spends $27,000,000 of County taxpayer money to ensure they are educated. He stated any programs for seniors or those with special needs must be developed by a senior staff member that is a full-time employee. He recommended a coordinator position and stated that the Commission on Aging is not the right organization to be that coordinating entity. He stated until recently the Board has not asked the Commission on Aging what services seniors should be receiving from the County and while it is important to have these events, an agency is needed within our organization that addresses specific needs within our community as it relates to seniors and special needs groups and has the authority to return to the Board with ideas for coordinating the money. He stated we need some type of group that has the authority to coordinate these activities, publish information when needed and disperse it through electronic means or other means of communication. He requested staff to provide the Board with a route to accomplish that. 2 Supervisor Acree commented that items have come before the Board in the past that could have gone before a commission for consideration such as an age- restricted community. It might give an application more merit if this group could make a report to the Board regarding whether they endorse it or make a recommendation on how it can be improved. He can envision there being a section on staff's report to inform the Board about their recommendation. Supervisor Jefferson remarked that there are some of the most acknowledgeable people employed by the County who can provide the Board with the insight needed to best address the needs of the mentally and physically challenged residents of the County. He stated we have the staff that can accomplish what needs to be accomplished if the Board tells them what they want to accomplish. Supervisor McCarty stated he did not believe a single entity is going to be able to answer all of these challenges that have arisen lately because there has been frustration and aggravation. He stated he would never be in support of doing away with events that embrace seniors. He stated seniors have tax issues, federal issues, State and local issues, mental health and healthcare issues, recreational issues along with estate planning involving wills and trusts, training with family members when they have a parent who is beginning to face those issues. He continued with living on a fixed income, dealing with Social Security. We really need a multi-tiered approach. He recommended the Board investigate along with the County Administrator how to revolutionize Parks & Recreation to include a potential Director position that covers seniors or understands special needs. He stated the solution is multi-tiered with three separate layers, i.e., a group that deals with special needs; a group that deals with the educational aspect of dealing with seniors, while at the same time meeting their recreational needs. Supervisor Jefferson agreed with having an individual dedicated to streamlining or funneling some ideas and not be spread thin doing a bunch of other things. Chairman Grice stated needs and services are two aspects of the Commission on Aging and there needs to also be a socialization. County Administrator Keaton clarified that he is hearing from the Board that it would like a group that can look at all the needs of seniors and identify where there are any holes and ensure that seniors are aware of the different types of services offered. He recommended getting all the groups together that are currently providing services and the Planning Commission and get their input. He offered to bring back some options after bringing all the interested parties together at a staff level and receiving their input. Supervisor Acree requested feedback if a Recreational Therapist would be beneficial as a resource. David Smith, Director of Parks & Recreation, clarified that this is a specialized field called therapeutic recreation which focuses on people with all types of special needs. They develop recreational prescriptions for their clients and a set program step-by-step. It is very specialized and growing field and more geared towards 3 those with special needs. Senior events, on the other hand, tend to be staffed with a recreational specialist who specialize in senior citizens. The consensus of the Board was for staff to return with recommendations regarding a direction with which to move the Commission on Aging forward. Jamie Oliver,Transportation Planner, provided a comprehensive review of the Nike Park Road extended project which began in collaboration with VDOT in 2013-14 to conduct the Brewer's Neck Corridor Study. The following was reviewed with the Board: The original SMARTSCALE application; timeline; SMARTSCALE budget of 2017; the current project agreement; a December 2020 update; the current VDOT proposal; and the current Project Agreement of February 2020. CLOSED MEETING The following matter was identified for discussion in closed meeting by County Attorney Jones: Consultation with legal counsel regarding actual litigation regarding M&T tax where such consultation would adversely affect the negotiating or litigation posture of this public body pursuant to subsection 7. Upon motion of Supervisor McCarty and all voting in favor (5-0), the Board entered the closed meeting for the reasons stated by County Attorney Jones. Upon motion of Supervisor Acree and all voting in favor (5-0), 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 McCarty and all voting in favor (5-0), 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 • 4 � Virginia law. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors hereby certifies that, to the best of each member's knowledge, (i) only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting to which this certification resolution applies, and (ii) only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors. VOTE AYES: Acree, Grice, Jefferson, McCarty. Rosie NAYS: 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: 0 ADJOURNMENT • At 5:00 p.m., Chairman Grice declared the work session adjourned. t Richard L OOPairman eaftel:t8Carey rm, Clerk •