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09-7-2023 Work SessionJOINT WORK SESSION OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS AND THE ISLE OF WIGHT COUNTY SCHOOL BOARD 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, SEPTEMBER 7, 2023 AT 6:00 P.M. BOARD OF SUPERVISORS' 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 SCHOOL BOARD MEMBERS PRESENT: John Collick, District 5, Chairman Jason Marehh, District 4, Vice -Chairman Michael Cunningham — District 3 Denise Tynes, District 1 Mark Wooster, District 2 SCHOOL STAFF MEMBERS PRESENT: Dr. Theo Cramer, Superintendent Dr. Christopher Coleman, Deputy Superintendent of Operations Susan Goetz, Deputy Superintendent of Instruction Andrew Sullivan, Fleet Services Supervisor Matthew Fike, Coordinator of Transportation Dr. Marsha Cale, Director of Secondary Education Jason Brinkley, Security and Emergency Management Supervisor Jessica Whitlow, School Board Clerk CALL TO ORDER Chairman McCarty called the joint work session of the Board of Supervisors and the School Board to order at 6:00 p.m. and extended a welcome to all. 1 APPROVAL OF AGENDA On motion of Supervisor Jefferson, the agenda was adopted unanimously (5-0) with Supervisors McCarty, Acree, Grice, Jefferson and Rosie voting in favor of the motion and no Supervisor voting against the motion. The invocation was rendered by Assistant County Administrator Robertson who also led the Pledge of Allegiance to the flag of the United States of America. COUNTY ADMINISTRATOR'S REPORT Steve Zellos, Chief Executive Officer, Senior Services of Southeastern Virginia, updated the Board on the trends, services and plans of that organization for serving older adults and caregivers in the County. Mr. Zellos was requested to obtain and report back to Chairman McCarty the number of grandparents in the County that are caregivers for school -aged children in the County. Dr. McCray, President, and Dr. Atkins -Brady, Vice -President, Camp Community College, presented information on a proposed lab school at the Center in Smithfield. Dr. McCray informed the Board of Supervisors of the School Board's goal to have a planning application submitted to the Governor's office by October 1, 2023 for a lab school. Dr. Marsha Cale, Director of Secondary Education, confirmed that there is a real need for a lab school as illustrated by 69% of the graduating class of 2022 or 2023 attending a two-year or four-year institution after graduating from Isle of Wight County schools. Supervisor Jefferson moved that the Board rescind its previous motion taken at its June 1, 2023 meeting instructing County Attorney Jones to provide notice to the President and Chairman of the Board of Directors of Camp Community College of termination of the lease agreement, effective June 30, 2024. The motion was unanimously approved with Supervisors McCarty, Acree, Grice, Jefferson and Rosie voting in favor of the motion and no Supervisor voting against the motion. Supervisor Rosie suggested that the School Board and the Board of Supervisors meet quarterly to ensure the best use of the facility and for the two bodies to become a better partner to each other. 2 Following a ten-minute break, Chairman McCarty called for discussion on the School's budget and construction of the new Hardy Elementary School. Dr. Coleman provided an update on the new Hardy Elementary School construction which was completed in twenty months. Utilizing PowerPoint presentation, he showed a presentation of the first day of school at Hardy Elementary School. There was discussion regarding the remaining projects at the new Hardy Elementary School, the remaining playground and the demolition of the old Hardy building. Discussion was also held about the plan to rehab the newest portion of the old Hardy school to house the School's Central Office personnel. Dr. Coleman advised that the" L" wing of the old Hardy school was built in the 1960s and has its own septic system that could be renovated. Further discussion took place about the drain fields at the old Hardy school. The benefits of making a portion of the old Hardy school for use as a new central office was discussed. Discussion was held regarding school construction grant funds which had been set aside for a project approved by the school Board on January 12, 2023 and it was noted that this project involves rehabilitating and converting the newest wing of the old Hardy school to a new Central Office and records storage facility. The need for a new evaluation of the septic and water, a plan moving forward, and the true cost of utilizing the newest portion of the old Hardy school as a central office was discussed. A committee was appointed and charged with determining the cost and formulating a plan moving forward. Mrs. Denise Tynes and Mr. Jason Maresh were selected by the School Board. Supervisors Richard Grice and Rudolph Jefferson were appointed by Chairman McCarty. Dr. Coleman is also to serve on this committee as a staff person. Dr. Coleman brought up Westside Elementary School and advised that the School Board has elected to do a similar analysis as that done for Hardy Elementary School. He advised that he has not yet had an opportunity to go over the results with the School Board and he would like a chance to do that before moving forward. Dr. Coleman advised that attempts have been unsuccessful to fix the issues with the HVAC system at Carrollton Elementary School. He advised that the quote to replace the entire HVAC system is $3.7 million. Mr. Matt Fike and Mr. Andrew Sullivan presented information on the needs at the current fleet services building which includes the state of the current facility; a facility overview; options for replacement and location; and, next steps. The Board was brought up to date on how the County currently handles their fleet service and repairs. 3 Mr. Jason Brinkley spoke about the night locks that will be reimplemented at the schools. He also addressed the weapon detections systems for all of the secondary schools. Mr. Brinkley advised that two units at each secondary school are needed, for a total of eight units, batteries and extra bases at a cost of $151,000. ADJOURNMENT At 9:41 p.m., Chairman McCarty declared the joint work session adjourned. Carey Mi s Storm, Clerk William M.-m4rty, Sr., Chairman n