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03-7-24 - 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 SEVENTH DAY OF MARCH IN THE YEAR TWO THOUSAND AND TWENTY-FOUR BOARD MEMBERS PRESENT Joel C. Acree, District 4, Chairman Don G. Rosie, II, District 5, Vice -Chairman Rudolph Jefferson, District 3 William M. McCarty, Sr., District 2 Renee Rountree, District 1 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 Acree called the work session to order at 6:00 p.m. APPROVAL OF AGENDA On motion of Supervisor McCarty, the agenda was adopted unanimously (5-0) as amended to move Item (C), a report from the Chairperson of the Commission on Aging to Item (A) and Item (A) an update on the expansion of broadband, to Item (C) and add a closed meeting at the end of the meeting. INVOCATION Barbara Higgins of Smithfield delivered the invocation and led the Pledge of Allegiance to the American flag. 1 COUNTY ADMINISTRATOR'S REPORT Brenda Reynolds, Chairperson for the Commission on Aging, addressed the Board regarding previously held events for County citizens. She thanked the Board for its past financial support and for appointing individuals to serve on the Commission. Eric Collins, Director of Government Services, Charter Communications (Spectrum), provided an update on construction activities related to the expansion of broadband internet services in the County. He advised that Spectrum will be meeting the June/July 2025 deadline for completion of its expansion. Chris Pomeroy, President, AquaLaw PLC, provided information on the background and milestones of the Western Tidewater Water Authority from 2000 to present. He continued with an overview of the regional Water Agreement in terms of its parties, term, and purpose and concluded his presentation with an overview of the benefits, cost and use associated with the Norfolk Water Agreement. Laura E. Smith, Clerk of Circuit Court, provided an update on operations within the Clerk of Circuit Court's office related to the launching of a Deed Notification Program on the County's website and a reindexing project of land records from 1914 going forward. She informed the Board about the receipt of a $40,000 grant from the Virginia Library to help preserve Deed Books and Will records. She advised that she has requested a management analyzation of her office by the Department of Judicial Services. She further advised that she has filled her previous position of Chief Deputy with an internal candidate and has advertised for the position left open. She informed the Board that she had hosted two home school groups who observed the criminal docket with Judge Farmer and who will be conducting a mock trial in the General District Circuit Court in April. She continued that her office is currently scanning criminal files from 2009 in order to make them digital which will help with storage and the sealing Bill that will go into effect in 2025. She concluded 2 her presentation explaining the concealed weapons permit process and the collection method for County fees. Julie D. Slye, Treasurer, distributed suggested changes to the pet license followed by an overview of operations within the Treasurer's office. She began with her first efforts in her office pertaining to estimates and State taxes and Comp Board reimbursements. With regard to delinquent tax collections efforts, specifically those for December 2023 and earlier, she explained that she was not able to access the Department of Motor Vehicles records due to the County's user agreement expiring the day after she came into office. She explained that the delinquent tax collection rate has decreased from 98% to 96% as a result of personnel changes and no active collection being done. She noted that her office is short of two utility billing positions and she has asked for these positions back. On the subject of satellite locations throughout the County being offered to County citizens during peak times of the year, Ms. Slye confirmed that her long-term plan does anticipate doing this at the northern end of the County. On the subject of animal licenses, Ms. Slye recommended the County begin selling either a one-year animal license or a lifetime license. At this time, the County charges pet licenses only for dogs. On the subject of the Delinquent Tax Collections report, the Treasurer indicated that it is her goal to have the 2024 January and February tax levy reports for the Board's information at its March 21, 2024 regular meeting. The sentiment of the Board was for the Treasurer to solicit assistance of past Treasurers regarding the preparation of certain reports. It was the sentiment of Supervisor Rountree that the Treasurer focus on delinquent tax collection efforts. Following a short break, County Administrator Keaton brought up the County's Strategic Plan for discussion and suggested that formal updates to the Comprehensive Plan and the Strategic Plan parallel each other. 3 Chairman Acree recommended sending out a similar questionnaire as that used with the previous Strategic Plan to solicit feedback from the citizens. Supervisor Rountree spoke in favor of Warren County's Strategic plan. She recommended moving forward with updating the County's Strategic Plan noting that the last update was in 2017. Supervisor Mccarty recommended copies of a proposed Strategic Plan be provided to the Board in Word format for individualized corrections/suggestions followed by a work session or retreat to discuss proposed changes. County Administrator Keaton advised that staff could provide a summary of items that have been accomplished since the 2013 Strategic Plan. County Attorney Jones advised that the elevator providing access to the Robert C. Claud, Sr. Board Room is out of order and is anticipated to remain out of order for several additional months due to the need for manufactured replacement parts. He recommended that the Board's meetings be moved temporarily to the Isle of Wight County General District Court to accommodate public access. Vice -Chairman Rosie moved to adopt the following Resolution: RESOLUTION OF THE BOARD OF SUPERVISORS OF ISLE OF WIGHT COUNTY, VIRGINIA TO CHANGE ITS MEETING LOCATION as ADOPTED BY THE BOARD AT ITS ORGANIZATIONAL MEETING OF JANUARY 4, 2024 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 2024 meeting schedule; and, WHEREAS, the Board of Supervisors, at its meeting held on March 7, 2024, made it known that beginning March 21, 2024, they desired to change the meeting place of their meeting from the Robert C. Claud, Sr. Board Room to the Isle of Wight 0 County General District Court, located at 17000 Josiah Parker Circle, Isle of Wight, Virginia in order to provide access accommodations due to a broken elevator. NOW, THEREFORE, BE IT RESOLVED that beginning March 21, 2024 and continuing until such time as amended by the Board of Supervisors, the meeting location of the meetings of the Board of Supervisors shall be the Isle of Wight County General District Court, located at 17000 Josiah Parker Circle, Isle of Wight, Virginia, and, as is required by the Board's By-laws and §15.2-1416 of the Code of Virginia, that this resolution moving the meeting location be posted on the door of the initial public meeting place and inserted in a newspaper having general circulation in the County at least seven days prior to the first such meeting. Supervisor Jefferson noted that the Commission on Aging appointees currently meet in this room and will need another place to meet. Staff is to investigate another meeting site and report back. County Attorney Jones stated that the Planning Commission will need to change its meeting location as well; however, most of the other appointed boards/committees/Commissions will not have to move their location from this room as most of them consist of only several people in which case the Board could accommodate them by moving itself. CLOSED MEETING Pursuant to Section 2.2-3711(A) of the Code of Virginia, Vice -Chairman Rosie moved to enter a closed meeting for the limited purpose of consultation with legal counsel and briefing by staff regarding actual or probable litigation regarding the use of county owned real property, where such consultation would adversely affect the negotiating or litigation posture of this public body pursuant to subsection 7. Upon motion of Supervisor McCarty the Board entered a closed meeting. On motion of Supervisor McCarty, which passed unanimously (5-0), the Board reconvened into open meeting. 5 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 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, Jefferson, McCarty, Rountree NAYS: 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: 0 A ADJOURNMENT At 9:00 p.m., the work session was declared adjourned. - W () az54='— Joel C. Acr e, Cha"r Carey Mills Storm, Clerk