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02-02-2023 Work SessionWORK SESSION OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD IN THE ROBERT C. CLAUD, SR. BOARD ROOM OF THE ISLE OF WIGHT COUNTY COURTHOUSE LOCATED AT 17090 MONUMENT CIRCLE, ISLE OF WIGHT, VIRGINIA ON THURSDAY, THE SECOND DAY OF FEBRUARY IN THE YEAR TWO THOUSAND AND TWENTY-THREE BOARD MEMBERS PRESENT: William M. McCarty, District 2, Chairman Joel C. Acree, District 4, Vice -Chairman Richard L. Grice, District 1 Don G. Rosie, II, District 5 Rudolph Jefferson, District 3 STAFF MEMBERS PRESENT: Randy R. Keaton, County Administrator Donald T. Robertson, Assistant County Administrator Robert W. Jones, Jr., County Attorney Carey Mills Storm, Clerk CALL TO ORDER Chairman McCarty called the work session to order at 6:00 p.m. APPROVAL OF AGENDA Supervisor Jefferson moved that the agenda be approved as presented. The motion passed unanimously (5-0) with Supervisors McCarty, Acree, Rosie, Grice and Jefferson voting in favor of the motion and no Supervisor voting against the motion. INVOCATION Assistant County Administrator Robertson delivered the invocation and led the Pledge of Allegiance to the American flag. It was discussed and agreed that the County Attorney and County Administrator would join the Board at the dais once again beginning with the next meeting. COUNTY ADMINISTRATOR'S REPORT Jamie Oliver, Transportation Manager, illustrating how information can be obtained on-line, updated the Board on the County's four applications submitted, but not funded, for transportation projects from the State's SMART SCALE grant program. Following discussion, it was the consensus of the Board that it review what County projects have been approved and their projected completion dates. 1 Ms. Oliver reported that revenue sharing is coming up and that staff will be watching highway safety funds. She advised that staff has submitted grant applications for County planning and corridor projects and should know the status of those within the next couple of months. Chairman McCarty requested County Administrator Keaton to invite the new VDOT Franklin Residency Engineer to a future Board meeting for introduction. Gerald H. Gwaltney, Commissioner of the Revenue, utilizing a PowerPoint presentation, updated the Board on the personal property tax rate adjustments in relation to the values just received for personal property. It was recalled that the personal property tax was lowered last year due to an anticipated substantial increase in values. The Board was apprised that in order to generate the same amount of revenue as last year would require returning to the original rate of $4.50 and, following a public hearing, the Board could proceed with setting the rate. It was noted that raising the rate back up to $4.50 will not generate additional revenue and will keep the revenue the same. On the subject of assessed value of homes in the County, Supervisor Grice requested, and Mr. Gwaltney offered to provide the Board with the last assessed value of homes to determine if certain ranges increased greater than others. He further requested a full review of the criteria used for the program for tax relief for the elderly and totally disabled. Pat Humphries, Chief of Emergency Services, advised the Board that the Fire and Rescue Volunteer Association has adopted a resolution approving a one through five-year plan to reward and retain volunteers for longer periods of time in the County which would pay $100 annually for every year of service up to a maximum of five years or $500. Chairman McCarty asked staff to find out if the provision written in the resolution addresses auxiliary members from falling through the cracks. Vice -Chairman Acree moved to adopt the following Resolution adopted by the Fire & Rescue Association and that staff return to the Board with provisions that would address concerns with people falling through the cracks: ISLE OF WIGHT COUNTY FIRE AND RESCUE ADVISORY BOARD A RESOLUTION TO PRESENT A REPORT AND RECOMMENDATION TO THE COUNTY ADMINISTRATOR AND THE BOARD OF SUPERVISORS RELATING TO RETENTION/INCENTIVE PAYMENT TO VOLUNTEER FIRE/RESCUE MEMBERS 2 WHEREAS, the Isle of Wight County Fire and Rescue Advisory Board has carefully considered the membership status to be included in regard to the retention/incentive payment to volunteer fire/rescue members; and, WHEREAS, the procedural requirements for the consideration of this need by the Isle of Wight Fire and Rescue Advisory Board have been met. NOW, THEREFORE, BE IT RESOLVED by the Isle of Wight County Fire and Rescue Advisory Board, that: The Isle of Wight County Fire and Rescue Advisory Board by way of a formal motion recommends the following: That Isle of Wight County provide a retention/incentive payment to the following members of Isle of Wight Fire/Rescue agencies: 1. The volunteer shall furnish the IOWDES Chief, or other assessing officer, with a certification by the Chief of the volunteer emergency medical services agency or volunteer fire department that the volunteer is an individual who meets the definition of "emergency medical services personnel" in Section 32.1-111.1 of the Virginia Code, or a member of the volunteer fire department who regularly responds to calls or regularly performs other duties for the emergency medical services agency or fire department. 2. Auxiliary members of a volunteer emergency medical services agency or volunteer fire department. The auxiliary member shall furnish the IOWDES Chief, or other assessing officer, with a certification by the Chief of the volunteer emergency medical services agency or volunteer fire department, that the volunteer is an auxiliary member of the volunteer emergency medical services agency or fire department who regularly performs duties for the emergency medical services agency or fire department. Auxiliary members will receive the incentive only if they regularly perform duties of the volunteer emergency medical services or fire organization. (i.e. they must hold an office within the emergency medical services or fire department organization itself, not to include offices within the Auxiliary organization). 3. Life members of a volunteer emergency services agency or volunteer fire department. In consideration of those members who currently receive the tax incentive under the qualification of life members, those members, with a certification by the Chief of the volunteer emergency medical services agency or volunteer fire department shall continue to receive the incentive as authorized under this program. 4. Future life members whose status changes from active to inactive and who do not meet any other qualification of a participating member will NOT be eligible for the proposed incentive. 5. The certification shall be submitted by January 31 of each year to the IOWDES Chief or other assessing officer; however, the Chief or other assessing officer shall be authorized, in his discretion, and for good cause shown and without 3 fault on the part of the volunteer, to accept a certification after the January 31 deadline. 6. Payments: a. Incentive payments will be based on a tiered program under the following guidelines: b. Each qualifying member will receive a payment of $100 per year of service with a maximum of 5 years or $500. (i.e., a member with one year of service would receive $100, as where a member with five or more years of service would receive the maximum of $500). C. The County of Isle of Wight may annually appropriate funding to support this retention program. The required supporting documentation shall be submitted to the County by January 31. Using the formula referenced in Section (b), the County shall release the funds to the respective organizations no later than October 15 of the same calendar year. Those funds should be distributed by the organizations to qualifying members no later than November 15 of the same calendar year. d. A qualifying member shall only receive this benefit for their service in Isle of Wight County, from one locality. (i.e., there is no requirement of residency in this program, however, for surrounding localities that support Isle of Wight, they may choose to offer an incentive to their citizens in consideration of their services to Isle of Wight. A member must choose prior to January 31, whether they wish to receive the payment from Isle of Wight or the incentive from their locality. Members shall not receive payments from more than one locality for the same services.) e. Once funds have been distributed by the organizations and prior to the end of the calendar year, each organization shall submit a full review for accountability purposes to the IOWDES Chief, or other assessing officer. The motion passed unanimously (5-0) with Supervisors McCarty, Acree, Rosie, Grice and Jefferson voting in favor of the motion and no Supervisor voting against the motion. Following a break, Amy Ring, Director of Community Development, provided an annual 2022 report on the County's approved development projects. She began with an overview of the increasing trend in applications over the last five years in the following departments: Inspections; Planning and Zoning; and, the Central Permitting Division. She concluded her presentation with a highlight of development activity. Ms. Ring responded to questions regarding Riverside Hospital; solar farms, and the Wawa project. 4 Following a discussion by the Board regarding an increase in Board member compensation, County Attorney Jones cited Section 15.2-14.2 of the Code of Virginia which allows that a board can move to adopt a salary increase before July 1" of a year in which there is going to be more than 40% of the members up for reelection. He continued that Section 14.3 allows for raises through the budget process and pertains to counties with populations of 25,000 to 49,999 that the salary cannot be more than $7,000 annually. He advised that his research has revealed that from 1998 to 2008, the Board had received a 5% increase annually in their salary and that in 2008, the Board's salary was set at $11,402.26, but that sometime between 2008 and present time, the Board's salary has increased to $11,744 which equals 3% over the last thirteen years. He advised that annual salaries for the Chairman and Vice -Chairman and Board members shall increase in each succeeding fiscal year in the same percentage as the general wage increase approved for permanent full-time County employees provided that it does not exceed the statutory limit of 5% and that that the Board shall approve the increase in salaries as part of its adoption of its annual appropriations ordinance. Supervisor Grice moved staff be authorized to advertise for public hearing a proposed salary increase for the Board from $11,744 to $12,800 annually. The motion passed unanimously (5-0) with Supervisors McCarty, Acree, Rosie, Grice and Jefferson voting in favor of the motion and no Supervisor voting against the motion. Noting a conflict with his schedule, Chairman McCarty advised that he will be unable to be present at the Board's February 161h meeting. Supervisor Jefferson moved to adopt the following resolution amending the Board's meeting date from February 16th to February 23": RESOLUTION OF THE BOARD OF SUPERVISORS OF ISLE OF WIGHT COUNTY, VIRGINIA TO CHANGE ITS MEETING SCHEDULE ADOPTED BY THE BOARD AT ITS ORGANIZATIONAL MEETING OF JANUARY 5, 2023 WHEREAS, the Board of Supervisors of Isle of Wight County, Virginia, held its organizational meeting on January 5, 2023, in the Robert C. Claud, Sr. Board Room located at 17130 Monument Circle, Isle of Wight, Virginia and adopted its 2023 meeting schedule; and, WHEREAS, the Board of Supervisors, at its meeting held on February 2, 2023, adopted a motion to change the meeting date of its regular meeting of Thursday, February 16, 2023. The public meeting is now scheduled to begin on February 23, 2023 at 5:00 p.m. NOW, THEREFORE, BE IT RESOLVED that the Board's By-laws and §15.2-1416 of the Code of Virginia stipulate that a resolution changing the meeting date or time be 5 posted on the door of the public meeting place and inserted in a newspaper having general circulation in the County at least seven days prior to the first such meeting. The motion passed unanimously (5-0) with Supervisors McCarty, Acree, Rosie, Grice and Jefferson voting in favor of the motion and no Supervisor voting against the motion. County Administrator Keaton presented a request from members of the School Board to move the time of the March 2, 2023 joint work session between the Board and the School Board from 6:00 p.m. to 5:00 p.m. Supervisor Jefferson moved to adopt the following Resolution changing the meeting time of the joint work session with the School Board on March 2, 2023 from 6:00 p.m. to 5:00 p.m.: RESOLUTION OF THE BOARD OF SUPERVISORS OF ISLE OF WIGHT COUNTY, VIRGINIA TO CHANGE ITS MEETING SCHEDULE ADOPTED BY THE BOARD AT ITS ORGANIZATIONAL MEETING OF JANUARY 5, 2023 WHEREAS, the Board of Supervisors of Isle of Wight County, Virginia, held its organizational meeting on January 5, 2023, in the Robert C. Claud, Sr. Board Room located at 17130 Monument Circle, Isle of Wight, Virginia and adopted its 2023 meeting schedule; and, WHEREAS, the Board of Supervisors, at its meeting held on February 2, 2023, adopted a motion to change the meeting time of its regular meeting of Thursday, March 2, 2023. The public meeting is now scheduled to begin on March 2, 2023 at 5:00 p.m. NOW, THEREFORE, BE IT RESOLVED that the Board's By-laws and §15.2-1416 of the Code of Virginia stipulate that a resolution changing the meeting date or time be posted on the door of the public meeting place and inserted in a newspaper having general circulation in the County at least seven days prior to the first such meeting. The motion passed unanimously (5-0) with Supervisors McCarty, Acree, Rosie, Grice and Jefferson voting in favor of the motion and no Supervisor voting against the motion. County Administrator Keaton informed the Board that following a notice from the City of Chesapeake that the County has approximately 60 days to find another location to house its juveniles, staff is in the process of locating a facility to house the County's juveniles. Vice -Chairman Acree publicly thanked EMS personnel from the City of Suffolk and the Isle of Wight Volunteer Rescue Squad for their efforts in handling a family tragedy last evening. R CLOSED MEETING Pursuant to Section 2.2-3711(A) of the Code of Virginia, Supervisor Jefferson moved that the Board enter a closed session for the limited purpose of: (1) Consultation with legal counsel employed by the board regarding specific legal matters requiring the provision of legal advice by such counsel, namely (a) negotiations of easement agreements applicable to public utilities pursuant to subsection 8 and (2) a discussion regarding the appointment of specific County employees, namely the County Attorney, pursuant to subsection 1. The motion passed unanimously (5-0) with Supervisors McCarty, Acree, Rosie and Grice voting in favor of the motion and no Supervisors voting against the motion. Upon motion of Vice -Chairman 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 Chairman 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 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, McCarty. Rosie, Jefferson NAYS: 0 ABSENT DURING VOTE: ABSENT DURING MEETING: 0 ADJOURNMENT At 9:30 p.m., Chairman McCarty declared the adjourned. 0"".' q-� '�M Mz Carey it s S orm, Clerk am M. McCarty, Sr., Chairman 9