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01-06-2022 Organizational Meeting ORGANIZATIONAL 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 SIXTH DAY OF JANUARY IN THE YEAR TWO THOUSAND AND TWENTY-TWO 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 County Administrator Keaton called the organizational meeting to order at 11:00 a.m. INVOCATION . Assistant County Administrator Robertson delivered the invocation and led the Pledge of Allegiance to the American Flag. APPROVAL OF AGENDA Supervisor McCarty moved that the agenda be approved as presented. 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. ELECTION OF CHAIRMAN FOR CALENDAR YEAR 2022 County Administrator Keaton called for nomination of a Chairman for 2022. Supervisor Grice nominated Supervisor Rosie who declined due to anticipated business obligations in the coming year. Supervisor Grice withdrew his nomination of Supervisor Rosie. Supervisor Rosie nominated Supervisor Grice. The motion was defeated (3-2) with Supervisors Acree, McCarty and Jefferson voting against the motion and Supervisors Rosie and Grice voting in favor of the motion. 1 Supervisor Acree nominated Supervisor Jefferson. The motion was adopted (3-2) with Supervisors Acree, McCarty and Jefferson voting in favor of the motion and Supervisors Rosie and Grice voting against the motion. Supervisor Jefferson was elected as Chairman for Calendar Year 2022. County Administrator Keaton turned the meeting over to Chairman Jefferson. ELECTION OF VICE-CHAIRMAN FOR CALENDAR YEAR 2022 Supervisor Acree nominated Supervisor McCarty. The motion was adopted (3-2) with Supervisors Acree, McCarty and Jefferson voting in favor of the motion and Supervisors Rosie and Grice voting against the motion. Supervisor Grice nominated Supervisor Rosie. Supervisor McCarty was elected as Vice-Chairman of the Board for Calendar Year 2022. APPOINTMENT OF CLERK TO THE BOARD OF SUPERVISORS FOR CALENDAR YEAR 2022 Supervisor McCarty moved that Carey Mills Storm be appointed as Clerk to the Board for calendar year 2022. 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. • APPOINTMENT OF DEPUTY CLERK TO THE BOARD OF SUPERVISORS FOR CALENDAR YEAR 2022 Supervisor McCarty moved that Amber Johnson be appointed as Deputy Clerk to the Board for calendar year 2022. 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. MEETING SCHEDULE FOR CALENDAR YEAR 2022 Supervisor McCarty moved that the following Resolution and meeting schedule be adopted for calendar year 2022: RESOLUTION TO ESTABLISH REGULAR MEETING AND WORK SESSION SCHEDULE FOR 2022 WHEREAS, the Board of Supervisors of the County of Isle of Wight is required by Section 15.2-1416 of the Code of Virginia to organize at its first meeting in January; and, 2 WHEREAS, regular meetings of the Board of Supervisors (hereinafter referred to as "the Board") shall be held in the Robert C. Claud, Sr. Board Room on the third (3rd) Thursday of the month unless otherwise set by the Board; and, WHEREAS, regular meetings shall begin at 5:00 p.m. for closed session purposes only, with all other matters to be heard and considered at 6:00 p.m.; and, WHEREAS, work session meetings shall be held on the first (1st) Thursday of every month, at the same place as regular meetings, and shall begin at 6:00 p.m. unless otherwise set by the Board. NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED that regular meetings and work sessions of the Board shall be held as shown on the attached calendar for 2022. DATE TIME MEETING INVOCATION Thursday, January 6th 11:00 a.m. Organizational Acree Thursday, January 6th Following Organizational Work Session Thursday, January 20th 5:00 p.m. Regular Meeting Grice Thursday, February 3rd 6:00 p.m. Work Session Rosie Thursday, February 17th 5:00 p.m. Regular Meeting Jefferson Thursday, March 3' 6:00 p.m. Work Session McCarty Thursday, March 17th 5:00 p.m. Regular Meeting Acree Thursday, April 7th 6:00 p.m. Work Session Grice Thursday, April 21st 5:00 p.m. Regular Meeting Rosie Thursday, May 5th 6:00 p.m. Work Session Jefferson Thursday, May 19th 5:00 p.m. Regular Meeting McCarty Thursday, June 2nd 6:00 p.m. Work Session Acree Thursday, June 16th 5:00 p.m. Regular Meeting Grice Thursday, July 14h 3:00 p.m. Work Session Rosie Thursday, July 14" 5:00 p.m. Regular Meeting Rosie Thursday, August 4th 6:00 p.m. Work Session Jefferson Thursday, August 18th 5:00 p.m. Regular Meeting McCarty Thursday, September 1st 6:00 p.m. Work Session Acree Thursday, September 15th 5:00 p.m. Regular Meeting Grice Thursday, October 6th 6:00 p.m. Work Session Rosie Thursday, October 20th 5:00 p.m. Regular Meeting Jefferson Thursday, November 3rd 6:00 p.m. Work Session McCarty Thursday, November 17th 5:00 p.m. Regular Meeting Acree Thursday, December 8th 3:00 p.m. Work Session Grice Thursday, December 8' 5:00 p.m. Regular Meeting Grice Thursday, January 5, 2023 11:00 a.m. Organizational Rosie Thursday, January 5, 2023 Following Organizational Work Session 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 BY-LAWS AND RULES OF PROCEDURE OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS FOR CALENDAR YEAR 2022 Supervisor Rosie moved that the By-Laws and Rules of Procedure of the Board of Supervisors for Calendar Year 2022 be adopted as amended with the following change to Section 2-1B to read "the work session is reserved solely as a work session and no action is to be taken at the work session except in matters which require immediate action due to time constraints or deadline of fiscal policies and/or emergency" and under Section 2-4-B to change "County Administrator" to "Clerk". 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. BOARD OF SUPERVISORS' COMMITTEE APPOINTMENTS Supervisor Acree moved that the following Board of Supervisors' appointments to committees be adopted: COMMITTEES MEMBER Capital Improvements Plan Rosie Commission on Aging Jefferson Community Development Grice (ED, Planning, Inspections, Rosie Utilities) Franklin Intergovernmental Acree Relations Committee Rosie Intergovernmental Water & Acree Sewer Task Force Grice Joint Tourism Jefferson McCa rty • Keaton (Alternate) Parks, Recreation & Cultural Jefferson McCarty Personnel Grice Acree Public Safety Jefferson -(Fire, EM, 911, Sheriff) Acree Public Works Acree (Trash, Bldg., Refuse, Fleet) McCarty Smithfield Intergovernmental Jefferson Relations Committee Grice Social Services Board Jefferson 4 Special Needs Task Force Acree Rosie Stormwater Advisory Committee Grice McCarty Windsor Intergovernmental Acree Relations Committee Rosie 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. BOARD OF SUPERVISORS' APPOINTMENTS TO REGIONAL BOARD/COMMITTEES Supervisor McCarty moved that the following Board of Supervisors' appointments to regional boards/committees be adopted per the Board's discussion: ACREE . Hampton Roads Planning District Commission Western Tidewater Water Authority GRI CE Eastern Virginia Regional Industrial Facility Authority Hampton Roads Alliance Hampton Roads Workforce Council Western Tidewater Community Transportation Collaborate Western Tidewater Water Authority JEFFERSON Western Tidewater Regional Jail McCarty Hampton Roads Transportation Advisory Committee . Hampton Roads Transportation Planning Organization Western Tidewater Regional Jail ROSIE . Hampton Roads Military Federal Facilities Alliance KEATON Hampton Roads Planning District Commission . Hampton Roads Transportation Planning Organization Southeastern Public Service Authority Western Tidewater Regional Jail Western Tidewater Water Authority 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. 5 COUNTY ADMINISTRATOR'S REPORT Eric Collins, Director of Government Affairs, Charter Communications, spoke on the deployment of broadband county-wide to create universal coverage. Supervisor Grice inquired if there would be an examination of some of the existing services being provided by Charter which are not up to par. Mr. Collins offered to have Charter's engineers review any issues Supervisor Grice is experiencing. He stated customers should see an improvement in currently served areas as there will be a more robust fiber network coming into the area. He offered to come back before June and update the Board on any progress. Supervisor Grice requested that the Board be briefed on how the rollout is proceeding for Charter throughout the process. The Board received an annual financial report from Aaron Hawkins with Robinson, Farmer Cox Associates who advised that the County had received an unmodified opinion on its financial reports. He reported on the County's healthy fund balance of$33.2 million (General Fund), $25 million of which is unassigned. He reported an audit finding for Federal funds with the schools who had not reported in the first quarter what they had spent money on. Following an overview of the County's finances, Stephanie Humphries, Director of Budget & Finance, and County Administrator Keaton offered to make contact with the Superintendent of Schools and its Finance Director to determine what needs to be corrected in the School's findings. The Board took a break for lunch. Upon returning, Michael Etheridge, Solid Waste Manager, provided an update on residential waste tonnage; the recycling single stream program; staff's recommendation on the County's recycling program; residential yard waste tonnage; residential construction debris tonnage; residential transfer station tonnage; refuse and recycling center patrons; new and current project updates; bulb eater System; and refuse and recycling center operations. Tony Wilson, Public Works Administrator, recommended that refuse and recycling centers be included in the planning process of large developments. Don Jennings, Director of Public Utilities, addressed the Board regarding residential irrigation meters, specifically with customers desiring to be charged for the water which they use in their homes and irrigation water, but are being billed for sewer. He advised that staff recommends capping the usage at 15,000 gallons over a 60- 6 � y day period and move towards irrigation meters to more accurately bill customers for their sewer use. Chairman Jefferson recommended staff send out surveys to the general public advising of the County's intent with respect to the irrigation meter so that they are informed about what the potential cost could be. Supervisor Grice requested information on who was going to be impacted and whether or not the second meter should be integrated into some type of a policy on all new construction. Mr. Jennings briefed the Board regarding the benefits associated with the County and customers utilizing the Hampton Roads Utility Billing System. Chairman Jefferson requested the Treasurer be invited to a future meeting to share her thoughts on the County transitioning to the Hampton Roads Utility Billing System. Supervisor Grice suggested that Mr. Jennings talk with the Windsor Town Manager about what specific services the County provides to the Town of Windsor. It was the consensus of the Board that staff proceed with the County transitioning to the Hampton Roads Utility Billing System. Mr. Jennings is to contact the Hampton Roads Sanitation District and get in queue for transition in the spring of 2023. Mr. Jennings addressed the Board regarding selection of a color for the County's elevated water storage tanks. It was the consensus of the Board that the color of the Bartlett tank be used. County Attorney Jones recalled that the Board had received requests from citizens that the County allow hunting of deer and bear with rifles in the County. He advised that the Virginia Administrative Code contains a provision which stipulates hunting with rifles for deer and bear lawful unless the local government adopts an ordinance contrary to that. Following a recommendation by Supervisor Grice to conduct a public hearing in order to receive feedback by the public, the consensus of the Board was for the County Attorney to proceed with advertising the matter for public hearing at the Board's January 20, 2022, meeting. 7 County Administrator Keaton advised that School Superintendent Thornton had notified him that the Governor's proposed FY23 budget contains funding for school construction and that the County will receive approximately $5.6 million in State funding which can be utilized for construction of the Hardy Elementary School. // County Administrator Keaton advised that he is in receipt of the Health Department budget which contains $360,000 in carryover funds from last year. // County Administrator Keaton brought the Board up to date on the project entitled The Grange at 10Main since the meeting on December 22, 2021 with Mr. Luter and members of the Smithfield Town Council. He advised that the Town of Smithfield has agreed to move forward with the public/private partnership project. A total of $6 million was requested from The Town of Smithfield and the County and they had agreed by consensus to move forward based on a 50/50 participation by the County and the Town. He advised that $1.1 million is estimated in County revenue when the project is built out and the Commissioner of Revenue has identified $61.6 million of taxable value on real estate only which would generate approximately $480,000 in County taxes. He advised that staff is researching three different grant sources and the Director of Tourism is also pursuing sponsorship opportunities. // Assistant County Administrator Robertson reminded the Board that its Retreat and tour are scheduled for Monday, January 10, 2022 at the Hayden Village facility in Franklin. He distributed a proposed agenda outline and inquired if the Board had any additional items. Supervisor Grice requested Steve Zollos, Executive Director, Senior Services of Southeastern Virginia, be prepared to answer questions posed about the senior programs at the Hayden Village facility and provide information regarding how that facility was financed. Additionally, Mr. Zollos further needs to be able to speak about the Windsor Center Program and provide an update on the 5311 Study. Following Mr. Zollos' presentation, the Board may wish to discuss any adjustment to the Commission on Aging's Mission Statement and social and informational activities being provided by the Commission, as well as appoint a Task Force which addresses community needs. The Task Force will be charged with developing a comprehensive mission statement with recommendations that will be approved by the Board. Supervisor Grice would further like to hear a comprehensive update on Hardy Elementary and Westside Elementary schools regarding water and sewer. Lastly, Supervisor Grice indicated a desire to discuss the proposed public/private partnership with the Town of Smithfield for The Grange at 10Main relative to financing options and grants. Following discussion, it was the consensus of the Board that it not take a tour of International Paper at its retreat. 8 Supervisor Acree advised that there are citizens who are pouring concrete pads and living in their recreational vehicles in the County. It was the consensus of the Board to further discuss this matter and take action to address enforcement concerns. Amy Ring, Director of Community Development, is to provide a briefing at the Board's retreat. Supervisor Rosie advised he would like to discuss the following topics at the retreat: The impact of the new Administration in Richmond on schools and the justice system; support of the Sheriff; new taxes; the ability to work together; growth and evaluating infrastructure; school capacities; water hook-ups; retention of personnel; roads; and solar energy. The consensus of the Board was that each Board member bring their individual items for discussion to the retreat. Following lunch, it was the consensus of the Board to have a round table discussion or "brain storming" session on future items for discussion following lunch at the retreat. Senior staff members are requested to attend that portion of the retreat. It was the consensus of the Board to postpone the tour of International Paper and that a formal resolution recognizing its 100th year of operation be presented at a future meeting. CLOSED MEETING The following matters were identified for discussion in closed meeting by County Attorney Jones: A discussion regarding the performance of a specific County employees and departments, including the County Attorney and Community Development, pursuant to subsection 1; and a discussion concerning a prospective business or expansion of an existing business where no previous announcement has been made of business' interest in locating or expanding its facilities in the Shirley T. Holland Industrial Park pursuant to subsection 5. 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 McCarty 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 Acree and all voting in favor (5-0), the following Resolution was adopted: 9 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, Grice, Jefferson, McCarty. Rosie NAYS: 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: 0 ADJOURNMENT At 5:00 p.m., Chairman Jefferson declared the meeting adjourned. 841 i .a' •Rudolph Jefferson, Chairman Carey Mills Storm, Clerk 10