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12-18-1986 Regular MeetingDecember 4, 1986 Page 154 Public Service Authority's Board. The motion passed unanimously. ~/ On motion of Supervisor Bradshaw, the Board voted unanimously to approve the General Fund Bill Register. Supervisor Bradby moved the Board approve the checks written during the month of November which did not appear on the General Fund Bill Registers. The motion passed unanimously. // On recommendation of County Attorney Crook and motion of Supervisor Bradshaw, the Board voted unanimously to approve the June 26 and November 20, 1986 minutes of the Board of Supervisors meetings. // County Attorney Crook and Planning Director Lewis requested and Executive Session for the purpose of discussing with legal counsel and staff members property acquisition .and personnel. On motion of Chairman Turner, the Board voted unanimously to go into Executive Session to discuss with staff and legal counsel property acquisition and personnel. The Board went into Executive Session at 5:10 P.M. and returned to open session at 5:45 P.M. // Upon returning to open session Supervisor Ross moved the assistant zoning administrator salary range be changed from $13,752-$18,510 to $14,467-$19,445, grade 12. The vote in favor was unanimous. // Supervisor Ross moved the meeting be adjourned, which passed unanimously. ~ ~ ~ ~~ ~ ~ ~ Richard L. Turner, Chairman W. B. Owen, Clerk --~k~~r~cx4c~Y~Y~Y~:c~::~:~Y:<SC~r~cx~cx~4-: k°c::9c~Y~c~9e4c~k9e~c4c~cxic*s:~~:~Yxk~c~csY::~c~Yxs'c::x~F;;::~ex~Y~Y~c~c~4~k~cx::4:::~Y REGULAR MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE EIGHTEENTH DAY OF DECEMBER IN THE YEAR NINETEEN HUNDRED EIGHTY SIX PRESENT: Richard L. Turner, Chairman C. Fred Bailey Henry H. Bradby Joel C. Bradshaw, Jr. Also attending: H. Woodrow Crook, Jr., County Attorney W. B. Owen, County Administrator Terry D. Lewis, Planning Director Juanita L. Byrum, Assistant County Administrator Betty Scott, Secretary December 18, 1986 Page 155 Chairman Turner called the meeting to order at 7:07 P.M. The invocation _was delivered by Supervisor Bradby. // Phillip Bradshaw, Vice Chairman of the Equalization Board, informed the Board members the Equalization Board had completed its work and gave the Equalization Board's recommendations to the Board of Supervisors. Mr. Bradshaw recognized the Equalization Board members, Robert L. Boyd and Joshua Wilson, who were present. The Equalization Board recommendations were as follows: RECOMMENDATIONS The following recommendations come from the Board of Equalizat- ion in hopes o£ improving the .procedures used in generating an assessment and also to help improve the appeal process a taxpayer has to go through. 1. It is not the responsibility of the Board of Equalization or any other governing body of the County to formally or in- formally instruct the assessing firm that the County desires a certain percent increase or decrease in the total County assessment. 2. It is recommended that when the Board of Supervisors have contracted an independent firm to do the assessment for the County, the professional assessor should be independent of the contracted firm. This recommendation should be con- sidered only if it is economically and financially feasible for the county. 3. It is recommended that the Board of Supervisors start the nomination process for selecting members of the Board of Equalization before the assessment is .completed by the con- tracting firm. The Board of Equalization should be ready to start their duties as soon. as the assessment is complete. 4. It is recommended that the Board of Supervisors should have notices sent to the taxpayer at the same time the new assess- ment is sent notifying them of the availability of detail information of the assessment and where to get this informat- ion from. Informing taxpayers of the availability of all vital information regarding assessments should be of extreme importance to the Board of Supervisors. 5. Procedures for selecting and operating a Board of Equalizat- ion. See below. RECOMMENDATIONS FOR ISLE OF WIGHT COUNTY BOARD. OF EQUALIZATION I. A. Under the present system each member of the Board of Supervisors nominates one .person for the Board of Equalization. B. The nominees are "trained" by about two-hour sessions mainly on the law setting up the Board of Equalization. C. Only those who have taken the training are eligible to be appointed. Their names are recommended to the Judge, who appoints them. There is no training to understand the Assessor's job, and really very little to under- standing the Board of Equalization members' job. II. A. It is recommended that each member of the Board of Super- visors nominates two (or three) persons to be trained for the position that one of them will be appointed to. i 1 December 18, 1986 Nominees should be told. compensation details. B. Representatives of the Virginia Department of Taxation and of .the Assessor's office modify the following sug- gested schedule for instruction to their mutualsatis- faction, for training the nominees: 10:00 A.M. Assessor explains how assessors work; their training and experience, their manual and its application. Questions should be welcomed and answered as determined by the Instructor 1.2:00 Noon .Lunch break (1 hour, all at same table, preferably in another room at the Isle of Wight complex, with take--out order placed during AM break.). 1:.30 P.M. Drill. on use of manual. (15 min. allowed for break here. Instructor can reduce or eliminiate the break, depending on how things are going). 1:45 P.M. Discussion of "Blue Book" and other re- ferences to Board of Equalization duties, responsibilities and procedures. Depart- ment of Taxation conducts this session. Fifteen minutes are allowed here for break; it may be reduced or eliminated as determined by presentor. Page 156 3:15 P.M. Question aid Answer session between nominees and all available speakers, Commissioner of Revenue, person or persons from County administratoion to whom questions should be referred for appropriate action during Board of Equalization tenure. 5:00 P.M. Meeting offical.ly.; adjourns. Individuals leave when each has decided to do so. C. Within 3 days after training, based on criteria each Super- visor decides, after person conversation (in person or tele- phone) with each nominee. He recommends one nominee for appointment. D. As soon as .practical after Judge makes appointments, nominees report to be sworn in. Following that, in meeting room where hearings and other Board of Equalization activities will normally be held, the new members meet, elect at least a Chairman, Vice Chairman and Secretary, If Secretary is not to assume the chair if Chairman and Vice Chairman are both incapacitated, a second Vice Chairman should be elected at this meeting. Chairman may explain his proposed method of operation, and will request preferences for and against specific working dates, days and time of day, and for specific reserved. dates (unsuitable to member because of regularly schedules or special business or personal occasions). The date for the next meeting of the Board of Equalization will be announced before the meeting adjourns. E. Staff. Assistant calls each Board of Equalization member and leaves word on date and time of next meeting of .the Board of Equalization two (2) days before the meeting. III. A. At first regular meeting of the Board of Equalization, Chair- man indicates schedule of meetings for next three weeks. The first block to be determined by appointment response. In the first five meetings scheduled, there should be at least one with morning meetings, one with afternoon meetings and one with evening meetings.. At the last meeting of each week, Chairman will announce scheduled meetings for the next three weeks, calling special attention to any changes and to new i 1 December 18, 1986 Page 157 additions. IV. A. Before beginning hearings, Chairman shall arrange for a full county map to be marked with a colored. X for the location of each scheduled taxpayer property, with two numbers beside it. One number will identify the taxpayer whose property it is; the other will identify one particular map number of property which that X rests upon. Two lists will be made up. The first will show for each X the name of the person .who pays the taxes on the property. The second will. show the map number for each X. It will probably be practical: to have both on one sheet, with the map number first, .then the X's (listed in order of the first number followed in succession by the same first digit, and in order of the second digit by the X. For example: 58-01-065 X 38 McClenny, Helen Storey 5 The prepared map will expedite geographic location for each property (and property involved for each. geographic area), for locating and for locating and planning schedules re- spectively. B. The Staff Assistant shall schedule appointments in order re- ceived (so far as practical), always adapting to Taxpayer request for specific time wherever it can be done without conflict. The Staff Assistant should explain to appointee that they must present evidence why their assessment is incorrect and not why taxes are too high. The Staff Assistant wi7.1 review the number and location of .properties for -each taxpayer before calling them for an appointment. .For up to three .tracts, schedule 15 minutes; for 3 to 6 tracts, 20 minutes; for over 6 tracts inquire of taxpayer if he can estimate how long he will need to present his requests for relief, then schedule in accordance. with her best judgement. (Minimum 15 minutes; maximum one hour, or .have Chairman and taxpayer discuss and decide). Staff Assistant should recognize that taxpayer can select a time from all uncommitted appointment times. If his pre- ferences cannot be met from available times, Staff Assistant will suggest taxpayer give one or two alternate choices. If taxpayer has no alternate, schedule him for his requested time and inform Chairman of the situation. He can decide whether to compress appointment times each side of that appointment (ask one before to come 10 or 20 minutes ahead, and the one after to come 10 to 20 minutes later, rippling out to where vacant appointment time is available). In any event, when problem is troublesome, the Chairman will in- struct Staff Assistant what to do. Useful discussions regarding the equalization should fill any period over l5 minutes with no scheduled :taxpayer-nor waiting "'walk-in" taxpayer waiting, For example, specific data on land values in specific areas for specific categories of land; or notations affecting assessor evaluations. C. Each Board of Equalization member not elected to office should be asked if he might not like to undertake responsibility for reserving the County car as required (or arranging with Board of Equalization member to volunteer personal car for trans- portation when County car is not. available). In either case, that Board of Equalization member shall keep track of the. mileage each date. The other Board of Equalization member not elected to office (if any) should. also. be asked if he would like to accept re- sponsibility for another activity such as: S [: December 18, 1986 Coordinating with Staff Assistant. maps and cards (copy) for each. property prior to field trip, holding them ready for"Chairman and others as required; and returning them. to Staff Assistant upon completion of field trip. (By arrangement, map and card may b e at specified location in the assessment office, and returned there after use in the absence of Staff Assistant.) That Board of Equalization member should check to see that map furnished actually pravides clear indication of where the property is (for example, a map insert may locate the property within a subdivision, but without the map of which. it is an insert, may provide little .clue to permit locating the property). D. Periodically, the Board of Equalization should re- view specific property and discuss applicable factors affecting the land values and improvements values respectively, for that property; and what differences might exist in each if the improve- ments were for dwelling, .town houses, apartments, commercial, industrial, or farm, etc. In re- sidential, class, grade, condition, depreciation, and other factors affecting the assessment should be discussed and reviewed. E. Among the Board of Equalization members it will soon be apparent that one is particularly well versed in residential and small commercial build- ings, another in farm property and operation, an- other may have other skills,. etc. In any event, it would be desirable for schedules to be worked out in advance so that "assignements" could be made the meeting before each field trip, one or more Board of Equalization member responsibile for becoming acquainted with all or some of the details of several properties to be viewed and discussed next time. For example, land values with one Board of Equalization member; improvement values with another; and effect of surrounding community from another. These may be "assigned" on-the basis of member's particular familiarity or knowledge., or because the property is located in the district from which the member comes. The idea is to share the work load. among members, and take the best advantage of the knowledge, or be- cause the property is located in the district from which the member comes. The idea is to share the work load among members, and take the best advantage. of the knowledge from education, experience or simply willingness to dig out the desirable back- ground knowledge of brief the other members to full understanding of background facts to aid reaching fair decisions. Page 158 Following Mr. Bradshaw's report, County Attorney Crook stated he felt the recommendations are for future use and feels they should be taken into con- sideration when it comes time for the next Equalization Board. /~ Planning Director Lewis presented the following Conditional Use Permit applications for the Board's consideration: 1. The Application of the Johnnie Bowser Estate for a Conditional Use Permit to allow the location of a second mobile home to be occupied by Angela Jones. and four children, on property located on Route 624, 1.5 acres of land located in Hardy Magisterial District. L e December 18, 1.986 Page 159 No one appeared in favor or opposition. The Board of Zoning Appeals granted a variance and the Planning Commission"s recommendation to approve the application of the Johnnie Bowser Estate for a Conditional Use Permit to allow .the location of a second mobile home to be .occupied by Angela Jones and four children, on property located on Route 624, 1.5 acres of land loc- ated in Hardy Magisterial District with the condition the mobile home be occupied only by Angela Jones and her immediate family. The motion passed unanimously. 2. The application of Johnnie B. Rhodes for a Conditional Use Permit to locate a mobile home for his sister, Christine Cumbey, on property located on Route 612, ire Windsor Magisterial District. No one appeared in favor or in opposition. The Board of Zoning Appeals granted a variance and the Planning Commission voted unanimously to recommend approval, stated Mr. Lewis. Supervisor Bradshaw moved the Board approve the application of Johnnie B. Rhodes for a Conditional Use Permit to locate a mobile home for his sister, Christine Cumbey, on property located on Route 612, in Windsor Magisterial District, with the condition the mobile home be occupied only by Christine Cumbey and her immediate family. The vote in favor was unanious. 3. The application of Michael S. Huffman for a Conditional Use Permit to occupy an existing mobile home for five years while building a residence, on Route 679, in. Hardy Mag- isterial District. No one appeared in favor or opposition. Mr. Lewis stated the Planning Commission voted unanimously to recommend approval. Supervisor Bailey moved the Board approve the application of Michael S. Huffman for a Conditional Use Permit to occupy an existing mobile home while building a residence on Route 679 in Hardy Magisterial District for a period of three years. The motion passed by unanimous vote of the Board. 4. The application of Julius H. Ricks for a Conditional Use Permit to extend existing mobile home approval for two years while residence is being renovated, on property located on Route 648, in Windsor Magisterial District. No one appeared in favor or in opposition. The Planning Commission voted unanimously to recommend approval, Said Mr. Lewis. Supervisor Bailey moved the Board approve the application of Julius H. Ricks for a Conditional Use Permit to extend the existing mobile home approval for two years while the residence is being renovated on property located on Route 648 in Windsor Magisterial District. The motion carried. unanimously. Planning'Director Lewis presented the following subdivision plats for t s .December 18, 1986 Page 160 the Board's consideration: 1. Plat .showing Parcel B of Jesse O'Berry property being conveyed to Elsie Kay Stanley, located on Route 626, in Hardy Magisterial District, Jesse O'Berry was present to represent the application.. No one appeared in opposition. Planning Director Lewis stated the plat had been approved by the Department of Highways and Transportation and the Health Department had reviewed it. Mr. Lewis continued saying the Planning Commission voted un- animously to recommend approval.. Supervisor Bradby moved the Board concur with the Planning Commission's recommendation and approve the plat showing Parcel. B of Jesse O''Berry pro- perty being conveyed to E.1sie Kay Stanley, located on Route 626, in Hardy Magisterial District. The vote in favor was unanimous, 2, Plat showing the subdivision of the property of the heirs of Etta Parsons Edwards Estate, Parcels A and B, located on Route 620, in Hardy Magisterial District. No one appeared in favor or opposition, Planning Director Lewis stated the plat has been. approved by the Department of Highways and Transportation and the Health Department has reviewed it, The Planning Commission voted un- animously to recommend .approval, stated Mr, Lewis. On motion of Supervisor Bradshaw, the Board voted unanimously to approve the plat showing the subdivision of the property of the heirs of Etta Parsons Edwards Estate, parcels A and B, located on Route'62O,in Hardy Magisterial District. Mr. Lewis presented the following Conditional Use Permit application for the Board's consideration: The application of Mt. Olive Holiness Church for a Con- ditional Use Permit to locate a mobile home to be used as a dining hall for the church, on property located on Route 1303, in Hardy Magisterial District. (Tabled 11/20/86.) No one appeared in favor or opposition. Supervisor Bradby stated he had tried to obtain statements relative to the application. However, he had been unable to get .the necessary :information and moved the Board table action on the application until the January 15, 1987 Board meeting. The vote in favor was unanimous.. On motion of Supervisor Bailey, the Board voted unanimously to approve the Thomas Park Bill Register in the amount of $15,786.85. // County Administrator Owen advised the Board members he had obtained information from Dinwiddie and Stafford Counties relative to street naming and t t 1 December 18, 1986 Page 161 property numbering. He gave the following report: Dinwiddie County has a con- tract with consultants R. Stewart Royer for the naming and numbering of streets there. This contract is for $95,000 which includes base maps being brought up-to-date. Signs are not included, It is being funded by an E-911 tax. They will send me a copy of that ordinance. Stafford County has a large Plan- ning Department and this project was done in house there. They have offered to provide us with information as to how they proceeded with their project. A Planning Commission Committee was involved in the naming of the streets and they selected those .from historic names or the names that their roads are known as, much as we have in a number of roads here. They have offered to be of any help they could in sending material to us that they worked with or worked from and in meeting. with us if we would like. Mr. Lewis, Planning Director, has also discussed these same things with York County and James City County. Therefore, the cost being estimated in the proposal he made may well be on the conservative side since. the Dinwiddie County proposal did not include the street signs and installation of them, Planning Director Lewis stated the Planning Commission is anxious to be- gin work and as soon as the Board allocates the money they will proceed. Supervisor Bradby expressed concern about a way to obtain numbers to be used. Mr. Lewis replied saying there should be a committee of the Planning Commission and they will hold meetings throughout the County to do research and come up with names and hold a public hearing prior to establishing the names. Supervisor Bailey stated the primary roads are named by the Department of Highways and Transportation according to R. W, Coates, Resident Engineer. Supervisor Bailey also stated he has a problem going into the Treasurer and Commissioner of Revenue Offices and naming the streets and numbering the pro- perty, designating street numbers instead of tax map numbers, Supervisor Bailey continued saying the City of Suffolk still uses map numbers and not street numbers. Planning Director Lewis replied saying actual changing of records will occur down. the road in the program and the proposal presented has not included any funds for changing records in the Treasurer and Commissioner of Revenue Offices. That can be done at a later time, he said. Following discussion, Supervisor Bailey moved the Board table action on street naming and property numbering until the January 5, 1987 Board meeting, The vote in favor was unanimous, 1 December 18, 1986 Page 1.62 William E. Laine, Jr., Clerk of the Circuit Court, addressed the Board on the issue of an additional holiday for County employees on January 2, 1987. Mr. Laine stated, "You will recall I wrote a memo that the Governor had declared January 2, 1.987 as`a holiday for State employees and I feel the Board could grant the holiday as a morale booster". He asked the Board to reconsider their decision to require the Count}r employees to work January 2, 1987. Following discussion Supervisor Bradby stated he would like to change his previous vote to require County employees to work on January 2, 1987. He would like to vote to give them the day off. Juanita L. Byrum, Assistant County Administrator, expressed concern that notices had been mailed to the newspapers and landowners regarding a public hearing on rezoning applications. County Attorney Crook stated the rezonings could be re-advertised, as well as notifying the landowners. Supervisor Bradby moved to bring the issue back up for further discussion. The motion passed unanimously. County Attorney Crook stated January 2, 1987 could be considered as a holiday as designated by the Governor and County employees would be granted the holiday and the regular meeting of the Board of Supervisors be: held January 5, 1987 at 2:00 P.M. Following discussion, Supervisor Bradby moved to grant the County employees January 2, 1987 as a holiday and the Board of Supervisors meeting be held January 5, 1987 at 2:00 P.M. The motion passed with Supervisors Brad- shave, Turner and Bradby voting in favor and. Supervisor Bailey against. William E. Laine, Jr., Chairman of the 350th Anniversary Committee, com- plimented the Board of Supervisors for the reception held December 14, 1986 honoring the interviewees for-the book entitled "Many Voices". Mr. Laine said it was well received anal there was a tremendous amount of publicity.. The cost of the reception m~_ght be $175 to $180, said Mr. Laine, ~~ There was insufficient time to re-advertise the public hearings from January 2, 1987 anal January 5, .1987 and County Attorney Crook advised the Board members a motion was needed to re-advertise the rezoning applications for the January 15, 1987 Board meeting. Supervisor Bradby moved the Board approve the re-advertisement of the rezoning applications previously set for January 2, 1987 for the January 15, 1987 meeting at 7:00 P.M. The vote in favor was unanimous. 1 1 December 1$,-1986 Page 163. // Per recommendation of Public Works Director, Donald Bernd, Supervisor Bradshaw moved the Board approve payment of $5,000 to C. A. Emping Contractor as the initial payment on the footing and foundation agreement for moving the old administration building. The motioh carried unanimously. County Administrator Owen requested authorization to proceed with the data processing needs study. Mr. Owen continued stating each. year the County Administrators of Southampton and Isle of Wight Counties meet with a Paul. D. Camp Community College group to review t'he data processing system and try to determine the best use for_the coming year. Supervisor Bailey asked if any consideration had been given to the Sperry/Burroughs emersion; does Paul D. Camp Community College expect any pro- blems with the emersion. Phillip Bradshaw, County resident, suggested the Board identify the needs first by having a group. in the County to review and study the County's needs since there are two years before the contract expires. Mr. Bradshaw suggested a feasibility committee be appointed to identify needs since it is hard to keep up with the continuing changes in the data processing system. Supervisor Bradby raised the question as to the charges for the services of Paul D. Camp Community College to which County Administrator Owen replied there will be no charge.. Following discussion, Supervisor Bradby moved the Board grant County Administrator Owen's request for authorization to proceed with the data pro- cessing needs study.- The motion carried unanimously. County Administrator Owen advised the Board members the Personnel. Committee had recommended reclassifying one of the. personnel, Sandy Whitley, to assist- ant zoning administrator, 12B, effective December 1, 1986. Supervisor Bailey moved the Board concur with the Personnel. Committee's recommendation. The vote in favor was unanimous. // County Attorney Crook advised the Board that the Building Official, Donald E. Goodwin, had recommended he (Mr. Crook) prepare and publish notice for an ordinance to consider adopting the Building Maintenance Code of the Virginia Uniform Statewide Building Code. Mr. Crook asked the Board's authorization to do same. On motion of Supervisor Bradby, the .Board voted unanimously to authorize.. County Attorney Crook to prepare and publish notice for an ordinance to consider adopting the Building Maintenance Code of Virgina t December 18, 1986 Page 1.64 Uniform Statewide Building Code-for the January l5, 1987 B©ard of Supervisors meeting. // Chairman Turner recognized Juanita L. Byrum for her 25 plus one year tenure of work with Isle of Wight County and presented her a plaque. // On motion of Supervisor Bradby, the Board voted unanimously to approve the General Fund Bill Register. C/ County Attorney Crook advised the Board members the December 4, 1986 minutes had been reviewed, but had not been retyped for distribution to them. /~ On motion of Supervisor Bailey, the Board voted unanimously to approve the transfer of $1720.00 from 1102-5899, Contingency Fund, to 8111-3009, U. S. Groundwater study. Chairman Turner moved the Board approve the transfer of $4200 from 1102-5899, Contingency Fund, to 14-9401-9999 fire hydrant services. The motion passed unanimously. ~/ Supervisor :Bailey moved the Board go into Executive Session for the pur- pose of discussing with legal counsel and staff members potential litigation. The vote in favor was unanimous, The Boax'd went into Exeuctve Session at 8:35 P.M, and returned to oven session at 8:57 P.M. // At 8:.58 Supervisor Bradby moved the meeting be adjourned. The motion carried unanimously. _..__..~ 1 ~ ~ ~~~ t ~` '"R.ichard L. Turner, Chairman W. B. Owen, Clerk REGULAR MEETING OF THE -ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE FIFTH DAY OF JANUARY IN THE YEAR NINETEEN HUNDRED EIGHTY SEVEN PRESENT: Richard L. Turner, Chairman C. Fred. Bailey Henry H. Bradby Joel. C. Bradshaw, Jr.