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10-17-1991 Regular MeetingREGULAR MEETING OF THEAYSOF OCTOBERTINOTHEYYEAR NINETEENEHUNDRED HELD THE SEVENTEENTH D NINETY ONE PRESENTS Henry H. Bradby, Chairman Joel C. Bradshaw, Jr., Vice Chairman Steven W. Edwards Thomas L. Ross Richard L. Turner Also Attending: H. Woodrow Crook, Jr., County Attorney Myles E. Standish, County Administrator W. Douglas Caskey, Assistant County Administrator/Community Development Donald T. Robertson, Assistant to the County Administrator Carey H. Mills, Assistant Clerk Chairman Bradby called the meeting to order at 7:00 P.M. The invocation was delivered by Supervisor Bradshaw. // Chairman Bradby"asked Mary W. Wells to come to the podium and he then read into the record a resolution honoring her professional accomplishment and outstanding service to the County. Whereupon, Supervisor Edwards moved the Board approve the fallowing resolutions RESOLUTION OF APPRECIATION TO MRS. MARY W. WELLS, UPON HER RETIREMENT, FOR HER PROFESSIONAL ACCOMPLISHMENT AND OUTSTANDING SERVICE TO ISLE OF WIGHT COUNTY WHEREAS, Mary W. Wells has rendered untiring service to the County of Isle of Wight and the State of Virginia Cooperative Extension Service since 1957; and, WHEREAS, Mrs. Wells has been instrumental in .the development and growth of home economics in the County; and, WHEREAS, Mrs. Wells has served the County. as the Unit Director of the Extens-ion Service since 1990; and, WHEREAS, Mary w. Wells has represented the Commonwealth of Virginia and Isle of Wight County as President of the National Association of Home Economists, a most prestigious national position; and, WHEREAS, effective September 30, 1991, Mary W. Wells has retired from the Extension Service. NOW, THEREFORE, BE IT RESOLVED that the Isle of Wight County Board of Supervisors recognizes and commends Mary W. Wells for her outstanding service and accomplishments to this community, to the Commonwealth and to our nation for over thirty-four years. The motion passed unanimously (5-0). Mary Wells stated it has been her pleasure to serve the- County. Chairman Bradby called for a special presentation from Joseph F. Roth, representative for Insight Cablevision. Mr. Roth provided a general status report on the provision of '.1 BOQK 14 ~a~:' Y~~~ CATV services in the County. Mr. Roth stated that because cablevision extensions must be supported by a minimum income, there must be a minimum service density to make such extensions economically feasible. Chairman Bradby asked if any studies had been conducted on Route 626. Mr. Roth stated he would review the matter. Supervisor Bradshaw requested the current amount of service rates and the reason for the increase in costs. Mr. Roth stated a rate increase will be incurred beginning in November with the basic rate at $18.10 per month and the complete basic service at $21.95 per month, which is an increase of .85 cents. Mr. Roth explained the rate increase was due to an increase of 9.5$ in programming costs, increase in operation and personnel. County Attorney Crook stated he had reviewed the ordinance concerning the proposed rate increase for the County and it could not be more than-the rate charged in the City of Franklin. Supervisor Ross questioned if Insight had any plans to increase the quality of service in the area. Mr. Roth stated yes, that in 1990, Insight has been able to purchase equipment which will improve the overall quality and maintenance of the system. Mr. Roth continued that Insight is also in the process of upgrading the amplifiers to ensure better picture quality and reliability. Supervisor Edwards inquired about the possibility of broadcasting meetings held by various boards of the County. Mr. Roth stated a meeting could be taped and broadcast at a pre-determined date and time and presented on the cable system. Mr. Roth further stated the decision lies with the Board whether this is a service the Board wishes to provide to the public and to invest in the equipment. Mr. Roth continued if the Board was willing to commit to this, he would be willing to discuss the possibility of airing this on the cable system. // Chairman Bradby called for a public hearing on the followings An Ordinance to Establish an Auxiliary Police, Force for the County of Isle of Wight Chairman Bradby called for persons to speak in favor. No one appeared. Chairman Bradby called for persons to speak in opposition. B. F. Dixon of Carrsville, former Sheriff of Isle of Wight, asked if the cost of liability to the County had been determined if the Auxiliary Police Force was implemented. Sg*-. Wingfield stated there would no change in liability insurance and the only cost to the County would be the cost of uniforms and-the weapons. Boon 14...:~ 4~~ Mr. Brown requested that the matter be tabled until after the November 5, 1991 election., because if he were elected Sheriff, he may not wish to implement such a program. Chairman Bradby called for comments by the Board. Supervisor Bradshaw asked County Attorney Crook if he had reviewed the matter of insurance. County Attorney Crook stated he had not reviewed the matter of insurance, but normally the Sheriff's Department carries its insurance through the State. County Attorney Crook stated he would review the matter and report back to the Board if the board. wished him to do so before acting on the ordinance. . Sgt. Wingfield stated an opinion had-been requested from the State Compensation Board regarding any additional insurance costs who advised that no additional insurance costs would be incurred. Sgt.. Wingfield stated normally waivers were signed hOWevere volunteers eliminating the Department of any liability; the Department would be responsible for liability of .the officer or the County towards a third person. Supervisor Turner asked if there was a limitation on the amount of time a volunteer could work in a month or week. Sgt. Wingfield replied most departments o$ i wagrforxsixteen twenty hours a month and the Department's prop hours per month. Supervisor Turner stated he would support the implementation of an Auxiliary Police Force in the County. Sgt. Wingfield stated if the Auxiliary ossibilitForof the implemented, he felt it would delay the p Y Sheriff's Department coming before the Board in six months requesting additional manpower. Supervisor Turner stated ier tthe owanted to implement d t•it would be up to the Sheriff wheth Y David Hardy stated the implementation of an Auxiliary Police Force was not new and requested whether the County .had State liability insurance to cover persons wh r v ded ofory volunt ers who Hardy continued insurance should be p give volunteer service of this nature to the County. Supervisor Turner moved the Board adopt the ordinances AN ORDINANCE TO ESTABLISH AN AUXILIARY POLICE FORCE FOR THE COUNTY OF ISLE OF WIGHT following WHEREAS, by Acts of the General Assembly of Virginia as embodied in Title 15.1, Chapter 3, Article 4, Secovernin•lbodies through 15.1-159.7 of the Code of Virginia, the g g of cities, counties and towns in the Commonwealth shaolicevforce power to establish, equip and maintain an auxiliary p for the further preservation of the pub olieee force ise to havegall order of the community, said auxiliary p the powers and authority and all the immunities of full-time law- enforcement officers; and, B~~K ~4 :a';.r 4U WHEREAS, the Sheriff of Isle of Wight County, Virginia, has requested the Board of Supervisors of Isle of Wight County, Virginia, to establish an auxiliary police force for the County of Isle of Wight; and, WHEREAS, the Board of Supervisors of Isle of Wight County, Virginia, deems it in the best interests of the citizens of the County of Isle of Wight for the further preservation of the public peace, safety and good order of the community to establish an auxiliary police force as requested by .the Sheriff of Isle of Wight County, Virginia. NOW, THEREFORE, BE IT AND IT IS HEREBY ORDAINED by the Board of Supervisors of Isle of Wight County, Virginia, that the Isle of Wight County Code be amended by adding thereto as Section 13.1, the followings Sec. 13.1. Police, Auxiliary 1. Pursuant to the provisions of Chapter 3, Police and Public Order, Article 4, Code of Virginia, 1950, as amended, and pursuant to written rules and regulations to be promulgated by the Sheriff with the approval of the Board of Supervisors expressed by ordinance or resolution, the Sheriff may appoint and provide for the training and for the use within the county's Sheriff's Department of the voluntary services of designated individual persons of good character as an auxiliary police force of the County, the members of which, when in service, shall have all the powers and authority and all the immunities of constables at common law. The number of such persons shall not, at any time, exceed seventeen (17), nor shall more than ten percent of such persons be regular County employees, nor shall any such persons be members of the County's Sheriff's department or fire department. 2. The members of the auxiliary police force shall be in service of the County (a) in time of public emergency, (b) at such times as there are insufficient numbers of regular deputies to preserve the peace, safety and good order of the community, or (c) at any time for the purpose of training such auxiliary policemen. At all such times they shall wear the uniform prescribed by Subsection 4 of this Section. 3. The members of the auxiliary police force, while on duty, shall have the authority to carry and bear firearms and shall have the authority to exercise general police powers and make lawful arrests in searches, 4. The training of such auxiliary policemen, including instruction in the use of firearms, shall be such as is authorized or prescribed by the Sheriff. Members of the auxiliary police force shall undergo the same or equivalent instruction in use of firearms as is required for regular deputies and police officers. No auxiliary policeman shall be allowed to carry a firearm in service until he shall have completed such course of instruction in firearms. Duty assignments, training, firearms and type of uniform to be worn shall be such as are specifically prescribed by the Sheriff, in compliance with the rules and regulations approved by the Board of Supervisors. 5. Except under emergency circumstances, no vehicle or motor equipment assigned to the Sheriff's Department shall be driven or operated by an auxiliary policemen; except that the Sheriff may authorize non-emergency use for training purposes or for the effective operations of the auxiliary force generally, whenever e~r~ 14 ~.~N:~- 47 ~ such specific use would be, in his opinion, consistent with both the training and experience of the auxiliary officers so authorized under public safety. 6. Auxiliary policemen shall not be required to act beyond the limits of the jurisdiction of the ubli y property belo 9gn9 except when called upon to protect any p to the County of ~ sas rov ded tin Virginia Codete Section 15118 boundary; and excep P 159.7. 7. The Board of Supervisors may at any time, by resolution or ordinance, revoke, and the Coue~s of tihesauxiliaryypoliceyforce suspend the authority of the memb to carry firearms or exercise police powers or the authority of any one or more of such members. Suspensions, if made, shall The reported to ervisors may atu any t me disband the membersg of the Board of Sup auxiliary police force appointed hereunder. 8. The members of the auxiliary police force shall be appointed by the Sheriff. He shall also have the authority to remove any member, according to rules and regulations promu on the by the Board of Supervisors. Each member, before entering up duties of his office, shall take and subscribe to any OBVirbiniae 9 the Clerk of the Circuit Court eTf rat 1 w t 1 admi.nister~ such oaths or other person authorized by g that he will faithfully and without fear or favor perform the. duties of a police officer and uphold ,the Constitution of the: United States and the State of Virginia and such oath or evidence thereof shall be f filed withf tth t of f cef the Circuit Court and preserved with the records o The motion passed unanimously (5-0). Chairman Bradby called for a public hearing on the following ordinance: An Ordinance to Provide Exemptions from Taxation for Certain Rehabilitated Commercial or Industrial Real Estate Chairman Bradby called for persons to speak in favor. No one appeared. Chairman Bradby called for persons to speak in opposition.' No one appeared. Chairman Bradby called for comments by the Board. Supervisor Edwards explained ro ertrl value find the cCounty designed to increase the overall p P y taxed for such without the tax payer immediately being improvements. Supervisor Edwards further stated the Board had. previously. set a limit on the exemption so low no one had taken advantage of it which was the reason for amending the ordinance. County Administrator Standish stated the incremental increase would not be taxed for five years and it was the staff's recommendation that it be reduced from 401 to 25$. Supervisor Turner. moved the Board adopt the following ~~~K . ~4 ;~U~ 48~ ordinance: ' AN ORDINANCE TO PROVIDE EXEMPTIONS FROM TAXATION FOR CERTAIN REHABILITATED COMMERCIAL OR INDUSTRIAL REAL ESTATE WHEREAS,. the General Assembly of Virginia by Acts embodied in Section 58.1-3221 of the Code of Virginia has provided that the governing body of any county, city or town. may, provide for the exemption from taxation of real estate whichnhas been substantially rehabilitated for commercial or industrial use subject to such conditions and limitations as provided in said statute; and, WHEREAS, the Board of Supervisors of Isle of Wight County, Virginia, deems it to be in the best interest of the taxpayers of Isle of Wight County as an incentive to rehabilitation of real estate to provide for a partial exemption from taxation of real estate rehabilitated commercial or industrial real estate as hereinafter. provided. NOW, THEREFORE, BE IT AND IT IS HEREBY ORDAINED by the Board of Supervisors of Isle of Wight County, Virginia, that Chapter 15, Taxation, Article II, Real Estate Taxes, be and the same is hereb amended by adding the following section: y Section 15-7.2. Exemptions for rehabilitato or industrial real estate. d commercial Real estate which has been substantially rehabilitated for commercial or industrial use is exempted from taxation of real estate upon the terms subject to the conditions as hereinafter prescribed: a. A partial exemption from real estate taxes is provided for qualifying real estate which has been substantially rehabilitated for commercial or industrial use in accordance with this section. For-the purposes of this section, real estate shall be deemed to have been substantially rehabilitated when a industrial structure on said real estate ~~whichais no less than thirty years of age, has been so improved as to increase the assessed value of the structure by no less than twenty-five percent, but without increasing the total square footage of such structure by more than fifteen percent. b. As a requisite for qualifying for partial tax exemption for rehabilitation of a commercial or industrial structure, the owners of such structure shall, at the time he applies for a building permit to rehabilitate such structure, file with the Commissioner of Revenue an application to qualify such structure as a rehabilitated commercial or industrial structure. The application to qualify for the rehabilitated commercial or industrial structure tax exemption shall be on a form approved by the Commissioner of Revenue and. must be accompanied by a payment of a fee of twenty dollars ($20.00), to be applied to the cost of processing such application. Such application shall be filed prior to the commencement of the rehabilitation. c- After the rehabilitation has been completed 1 ' the owner shall submit a written request to .the Commissioner of Revenue to ies pfor the rehab litated determine if it then qualif property exemption. Such inspection and determination shall be made by thT ttmmlrequest is Rsubmitted.hl If lthe days' after .such w property qualifies far such exemption then the tax exemption shall bas me earf and sha llrunnwithntheyreal of the next Galen Y ears. estate for a period no longer than five y d, The exemption provided in this section shall be an amount equal to the increase in assessed value resulting from the rehabi neraof Revenuehand this amount determined by the Commissio only shall be applicable to any subsequent assessmentfor ualif ing reassessment. The owner of property q Y partial exemption 'from real estate taxes because of rehabilitation of a structure shall be issue ear ofethe memorandum by the County Treasurer for each y five years period of exemption from real estate taxes. An increase in asses on nexemctionnshall not qualifyyfor of such rehabilitate P an increase in such exemption. e, Nothing in this section shall be construed as to .permit the Co reduced evalueRedueu toot e t aforesaid land book any exemption. f. No property shall be eligible for. such exemption unless the appropriate building permits have been acquired and the ~O ~t tion a indicatedenon the.. verified that the rehabi application has been completed. q, No improvements made upon vacant land nor total replacement of commercial or indu i ri a fromrureal sestate be eligible for partial exempt taxation. The motion passed unanimously (5-0). Chairman Bradby called for a public hearing on the followings An Ordinance. to Amend an Rehab li ated ResidentialtReal from Taxation for Certain Estate Chairman Bradby called for persons to speak in favor. No one appeared. Chairman Bradby called for persons to speak in opposition. No one appeared. Chairman Bradby called for comments by the Board. Supervisor Edwards moved the Board adopt the following ordinance: AN ORDINANCE TO AMEND AN ORDINANCE PROVIDING EXEMPTIONS FROM TAXATION FOR eo~~ 14 ;h~; ~p ~~ CERTAIN REHABILITATED RESIDENTIAL REAL ESTATE WHEREAS, the General Assembly of Virginia by Acts embodied in Section 58.1-3220 of the Code of Virginia has provided that the governing body of any county, city or town may, b provide for the exemption from taxation of real estate whichnhas been substantially rehabilitated for residential use subject to such conditions and limitations as provided in said statute: .and, WHEREAS, the Board of Supervisors of Isle of Wight County, Virginia, did adopt such an ordinance on August 17, 1989, which provided that residential structures substantially rehabilitated which were no less than thirty years of age that had been improved and had been so improved as to increase assessed value of the structure by no less than forty percent. WHEREAS, the Board of Supervisors. of Isle of Wight County, Virginia, deems it to be in the best interest of the taxpayers of Isle of Wight County as further incentive to rehabilitation of real estate to provide where said real estate has been so improved as to increase the assessed value by no less than twenty-five percent, said real estate should qualify for a partial exemption from taxation. NOW, THEREFORE, BE IT AND IT IS HEREBY ORDAINED by the Board of Supervisors of Isle of Wight County, Virginia, that Section 15- 7.1(a) of Chapter 15, Taxation, Article II, Real Estate Taxes, of the Isle of Wight County Code be and the same is hereby amended by amending said Section as follows: Section 15-7.1. Exemption for rehabilitated residential real estate. Real estate which. has been substantially rehabilitated for residential use is exempted from taxation of real estate upon the terms subject to the conditions as hereinafter prescribed: a• A partial exemption from real estate taxes is provided for qualifying real estate which has been substantially rehabilitated for residential use in accordance with. this section. For the purposes of this section, real estate shall be deemed to have been substantially rehabilitated when a residential structure on said real estate, which is no less than thirty years of age, has been so improved as to increase the assessed value of the structure by no less than twenty-five percent, but without increasing the total square footage of such structure by more than fifteen percent. (Subsections b - g remain unchanged). b• As a requisite for qualifying for partial tax exemption for rehabilitation of a residential structure.:, the owners of such structure shall, at the time he applies for a building permit to rehabilitate such structure, file with the Commissioner of Revenue an application to qualify such structure as a rehabilitated residential structure. The application to qualify for the rehabilitated residential structure tax exemption shall be on a form approved by the Commissioner of Revenue and must be accompanied by a payment of a fee of twenty dollars ($20.00), to be applied to the cost of processing such application. Such application shall be filed prior to the commencement of the rehabilitation. c. After the rehabilitation has been completed the owner shall submit a written request to the Commissioner of Revenue to inspect the structure to determine if it then qualifies for the rehabilitated property exemption. Such inspection and determination shall be made by the Commissioner of Revenue within sixty days after such written request is submitted. If the property qualifies for such exemption then the tax exemption shall become effective beginning January 1st of the next calendar. year and shall run with the real estate for a period no longer than five years. d. The exemption PrO inc ease tin sassessed value be an amount equal to the resulting from the rehabilitation of the structure as determined by the Commissioner of Revenue and this amount only shall be applicable to any subsequent .assessment or reassessment. The owner of property qualifying for partial exemption from real estate taxes because of rehabilitation of a structure shall be issue ear-ofethe memorandum b eriod of nexempt on from orealcestate taxes. five years. p An increase in .assessment occurring after the ualif yfor of such rehabilitation. exemption shall not q Y an increase in such exemption. e. Nothing in this section shall be construed as_ to permit the Commissioner of Revenue to list upon the land book any reduced value due to the aforesaid exemption. f. No property shall be eligible. for such exemption unless the appropriate building permits have been acquired and the Commissioner of Revenue has verified that the rehabilitation indicated on the application has been completed. g. No improvements made upon vacant land nor total replacement of residential structures shall be eligible for partial exemption from real estate taxation. The motion passed unanimously (5-0). Chairman Bradby called for a public hearing on the followings An Ordinance to Amend the Subdivision Ordinance of Isle of Wight County to Reword Section 7-28-1 for Family Member Subdivisions Chairman Bradby called for persons to speak in favor. No one appeared. Chairman Bradby called for persons to speak in opposition. William Riddick, attorney from Smithfield, stated he would like to speak against the ordinance as written because it would require a landowner to rezone after the fourth division from the property. Mr. Riddick requested the Board to amend the ordinance to reflect family member exemptions need not rezone to residential. Chairman Bradby called for comments by the Board. e'o~K . 14 ~...: ~~~ Supervisor Bradshaw stated he supported the family member exemption and requested that the ordinance be reworded to reflect such. County Attorney Crook stated the family member exemption as provided in the State code is for streets so that you can cut a lot off a larger parcel of land and deed it to a family member and not have to put in a subdivision road. County Attorney Crook further stated the lot would still have to be platted and comply with setbacks and sideyards and other requirements of the ordinance. County Attorney Crook stated the way the exception was written it did not clarify this which resulted in confusion for the staff as to what the landowner was exempted from. He stated further that this amendment was to make it perfectly clear that the exemption was only from the street requirements of the subdivision ordinance. Supervisor Turner moved the Board adopt the following ordinance with the deletion under Section 7-28.1 of "until the subdivision of the fourth lot from any one tract or parcel. for residential purposes": AN ORDINANCE TO AMEND.. THE SUBDIVISION ORDINANCE OF ISLE OF WIGHT COUNTY TO REWORD SECTION 7-28_1 FOR FAMILY MEMBER SUBDIVISION BE IT AND IT IS HEREBY ORDAINED by the Board of Supervisors of the County of Isle of Wight, Virginia, that Section 7-28-1 of the Subdivision Ordinance of Isle of Wight County, Virginia, be amended to read as follows: 7-28-1. Family member subdivision A single division of a lot or parcel for the purpose of sale or gift to a member of the immediate family of the property owner is permitted without complying with Section 4-4-1 of the Subdivision Ordinance as to street requirements provided said lot or parcel has reasonable right of way of not less than ten (10 ) feet providing ingress and egress to a dedicated recorded public street or thoroughfare. Provided further, .that Section 3-8 of the Subdivision Ordinance, Required Zoning, shall not be applicable. Only one such division shall be allowed per family member and shall not be for the purpose of circumventing the Subdivision Ordinance. For the purpose of the subdivision, a member of the immediate family is defined as any person who is a natural or legally defined offspring, spouse, grandchild, grandparent, or parent of the owner. The motion passed unanimously (5-0). Chairman Bradby called for a public hearing on the following request: The application of the Smithfield High School Student Cooperative Association to hold a Homecoming Carnival on Thursday, October 24th from 5:00 p.m. until 10:00 p.m., Friday, October 25th from 2:00 p.m. until 7:30 p.m. and Saturday, October 26th from 10:00 a.m. until 10:00 p.m. at the Smithfield High School, on Route-644, in Newport Magisterial District. eor~n _ ~.~ ~.~ W. Douglas Caskey, Assistant County Administrator/Community Development, stated the applicants for the request, representatives of the Smithfield High School Student Cooperative Association, have requested that the application be withdrawn. Supervisor Turner moved the Board accept the request for withdrawal of the application. The motion passed unanimously (5- Oj. Chairman Bradby called for a public hearing on the following:. The application of Dois I. Rosser, Jr. to amend Conditional Residential General Zoning on approximately 631 acres of land located on the east side of Route,655, between Route 620 and Route 656 in Newport Magisterial District. The request is specifically to amend proffered condition #8 to allow a central septic system to serve the development until such time as public sewer service becomes available. Chairman Bradby called for persons to speak. in favor. Ed Courtright stated the .project has been on hold for approximately two years with the primary reason being a lack of a resolution on -where the sewage system will come from. Mr. Courtright stated this has now been resolved and the project can look forward to a sewer line by HRSD by 1996. Mr. Courtright stated based on this schedule, work could begin in 1994 and the reason for the request for an interim septic system is to.give them a two-year leadway if economic conditions permit them to proceed. Mr. Courtright continued the Planning Commission had approved the application two years ago and the Board had previously requested him to return to the Planning Commission who again approved the application. Norman Mason, Vice President of Langley & McDonald, stated the proposal is for a temporary septic field to accommodate development of Cypress Creek until the HRSD line is made available. Mr. Mason stated at the last public hearing there was. concern expressed on'how the temporary septic field would be converted to a permanent system once the available sanitary sewer comes into the County. Mr. Mason further stated the system which would be used to serve the residences-would be the same gravity collector system and pumping station that would ultimately be turned by closure of a valve into. the HRSD system when it is available. Supervisor Turner stated this would have to have approval by the Health Department. Mr. Mason confirmed it would have to have' the Health Department's approval. Chairman Bradby stated the Health Department's report indicated there would some risk involved and questioned whether there would be any discharge into the creek from the system. Mr. Mason stated there would be no discharge into the creek. and septic systems installed anywhere would have the same concerns. attached. Mr. Mason stated the risk would be minimized by the excellent soils that are available for it and the area that is .available in which the septic fields can be spread. Supervisor Bradshaw asked how far the septic field would be a~~K 1_4 r~.= ~4~ from the creek: Mr. Mason. replied approximately 200 to 300 feet. Supervisor Ross asked the anticipated time for the 130 homes to be hooked onto the system. Mr. Mason stated it was hoped all the. homes would be hooked onto the system within a two-year period. Chairman Bradby called for persons to speak in .opposition. Bobby Stallings appeared in opposition and stated he was concerned with the possibility of contamination of the creek and surrounding wells. Chairman Bradby called for comments by the Board. County Administrator Standish pointed out there were two letters of opposition which arrived too late to be included in the agenda. Supervisor Turner asked the County's position to mandate that the project hook on when the HRSD line is made available. County Attorney. Crook stated this was made part of their proffer which states they shall install a gravity sewer line, necessary pumping station and sewer collector system required by the developer. Chairman Bradby stated after reading the Health Department report on the risks involved he would have a problem in supporting the application and moved the Board deny the application with Supervisor Edwards voting in favor of the motion and Supervisors Ross, Turner and Bradshaw voting in opposition to the motion. The motion was defeated (2-3). Mr. Mason stated that there are risks involved in any type of sanitary sewer system, although major contamination is far greater with a force main system than it is with a septic tank system. Supervisor Turner stated because of the reality of the HRSD line coming into the County and the adoption of the Chesapeake .Bay Ordinance he would support the application.. Supervisor Bradshaw then moved the Board approve the application. .The motion passed (3-2) with Supervisors Turner, Bradshaw and Ross voting in favor of the motion and Chairman Bradby and Supervisor Edwards voting in opposition to the motion. // Chairman Bradby called for Citizens Comments. Bill Barrett of the Carrsville precinct requested the status of the change from the Carrsville Fire Department to the Carrsville Community Center. County Attorney Crook advised that he had written and telephoned the Justice Department as previously requested by the Board although the Justice Department had not yet responded to his request. County Attorney Crook further stated he had telephoned the Justice Department again today and requested a response by tomorrow because the County was required to have fifteen days to .~. notify the voters of any change in the polling place. County Attorney Crook stated if the County did not have approval from the Justice Department at least fifteen days prior to election day, then the polls would have to be held at the Carrsville Fire Department. Mr. Barrett stated he thought the Board was wrong in letting an appointed board decide for the Board of Supervisors where the citizens of the Carrsville precinct would be voting. Supervisor Bradshaw stated the motion was made by Supervisor Turner on what he said, but what he said was not in the minutes of the meeting. Supervisor Ross stated the decision has-been made and if the County can get the Justice Department to respond in time, then the polling place will be at the Carrsville Community Center. If not, continued Supervisor Ross, the polling place will be :held at the Carrsville Fire Department this year and possibly change it next year. Grace Keen, resident of the Newport Election District., stated she was concerned about the location of the new high school in Windsor. Supervisor Turner stated he has expressed a desire to the School Board that the location of the new. high school be located in the Windsor area to .incorporate as much balance in the County as possible. Supervisor Bradshaw stated that 40$ of the taxpayers were located in his area of the County and that the high school should be built on the other side of Route 460. R. L. Walker, resident of the Hardy District, stated the land selected for the high school was not suitable, and urged the Board to consider selecting a new site which would have. a better racial balance. David Hardy expressed concern with the location of the new high school in Windsor and urged the Board to request a comprehensive study. // Chairman Bradby called for the Community Development report. W. Douglas Caskey, Assistant County Administrator/Community Development, presented the following applications for the Board's consideration: A. The application of Emma G. Duck to locate a mobile home. to be occupied by her husband and herself on two (2) acres of land located on Route 623 in Hardy Magisterial District. Mr. Caskey stated the purpose of the application is to allow the applicant to occupy a mobile home on the .property. Mr. Caskey further stated there is an existing structure on the property which will be occupied by the applicant's,-daughter and son-in-law. Mr. Caskey continued no one appeared in opposition to the application when it was presented to the Planning Commission and the Planning Commission voted to recommend approval of the application with the conditions as follows: (1) stipulating that no more than five ae~~ ~ 4 ~~ .. ~~ ~~ persons total would be occupying the mobile home and the single family dwelling combined and (2) with the condition that the mobile home be .removed once it no longer served as occupancy as a residence for John B. and Emma G. Duck. Chairman Bradby called for citizens to speak in favor. Emma Duck appeared in favor. Chairman Bradby called for comments by Board members. County Attorney Crook stated that the Planning Commission's recommendation is that the mobile home be removed once it is no longer occupied by John B. and Emma G. Duck. .County Attorney Crook stated he would like to suggest that it be worded John B. and/or Emma G.-Duck. Supervisor Ross moved that the Board approve the application. of Emma G. Duck with the revised condition as stated by the County Attorney. The motion passed unanimously (5-O). B. The application of Eunice V. Holmes to locate a mobile home to be occupied by Mary Atkins on one (1) acre of land located on Route 676 in Hardy Magisterial District. Mr. Caskey stated at the Planning Commission meeting when the application was considered, Viola Atkins spoke on behalf of the applicant and it was determined that Ms, Atkins is the cousin of Eunice Holmes.. It was then further determined that Viola Atkins and her daughter, Mary Atkins, would occupy the mobile home.. Mr. Caskey stated no opposition was expressed at the Planning Commission meeting and the Planning Commission voted unanimously to recommend approval of the application with the understanding that both Viola Atkins and Mary Atkins would be occupying the mobile home. Chairman Bradby called for persons to speak in favor. Viola Atkins appeared in favor. Chairman Bradby called for comments by the Board. There being no comments from the Board, Chairman Bradby moved the Board concur with the recommendation of the Planning Commission to approve the application of Eunice V. Holmes. The motion passed unanimously (5-O). C. The application of Bennie and Blanche Holliman to locate a mobile home for a period of three (3) years, to be occupied by Lamont Holliman on .86 acres of land located on Route 606 in Newport Magisterial District. Mr. Caskey stated no opposition appeared at the Planning Commission's meeting and the Planning Commission voted unanimously. to .recommend approval of the application subject. to specific comments recommended by the Health Department that the maximum number of occupants in the house and mobile home not exceed a total of six persons and that the mobile home be removed after three years of occupancy or if the drainfield should at any time fail and that no part of the mobile home would be placed over the septic tank and drainfield. ~~ ~ 1.4 ~~.. ~,7 Chairman Bradby called for citizens to speak in favor. Lamont Holliman appeared in favor. Chairman Bradby called for comments by the Board. Supervisor Edwards moved the Board approve the application of Bennie and Blanche Holliman. The motion passed unanimously (5- 0). D. The application of Ronald S. Jones to continue the location and occupancy of a mobile home for thirty-six (36) months while building his residence on 5.3 acres of land located off Route 624 in Hardy Magisterial District. ' Mr. Casket' stated the existing mobile home was originally approved under a Conditional Use Permit by the Board of Supervisors on October 6, 1988 for a period of thirty-six months during which the applicant was to have constructed a residence. Mr. Casket' further stated the most recent check of departmental records indicates that a building permit for the residence has not yet been issued. Mr. Casket' continued at the time this request was considered for an extension by the Planning Commission there was no opposition presented and the Planning Commission recommended approval of the extension.. Supervisor Ross asked Mr. Casket' if the applicant was at the Planning Commission meeting, and if so, did he offer an explanation as to why no building permit had been requested. Mr. Casket' stated the applicant indicated that he had operated a business in the Smithfield area and the economic status of such business had not enabled him to proceed with construction of the home. Supervisor Turner moved the Board approve the application of Ronald S. Jones. The motion passed unanimously (5-0). At the request of Supervisor Turner, Mr. Casket' stated he had received a call from a resident who is located in the northern part of the .County which is zoned R-1 residential who was concerned about her inability to receive a zoning permit and business license for a home occupation. Mr. Casket' further stated the zoning ordinance as currently written is clear in terms of home occupations not being permissible in the R-1 residential district, although home occupations are permissible in A-1, A-2, R-2 and R- 3 districts. Mr. Casket' stated an option that could be entertained by the Board would be to amend the ordinance to allow home occupations in the R-1 district or possibly a special permit could be issued.. Supervisor Turner stated A-1, A-2, R-2 and R-3 districts allow home occupations and he would suggest that the Board hold a public hearing to propose that the R-1 districts be amended as well. County Attorney Crook stated he had not heard about this problem prior to the meeting and thus had not had time to review the ordinance, but he believed R-1 residential contained higher density and smaller lot subdivisions and home occupations generally require parking and other things that are not desirable in high density and smaller lot subdivisions. County Attorney Crook further stated if the Board wished to consider an amendment to the zoning ordinance, the proper procedure would be to refer the. matter 89~~ ~_4 ~~; . 1C~ to the Planning Commission. Supervisor Turner stated he would like to meet with the County Attorney to review the alternatives. // Chairman Bradby called for the County Attorney's report. County Attorney Crook stated at the previous meeting the Board approved the terms of the lease for Moody Trucking Company on the portion of the reclaimed landfill site and he had prepared a lease agreement and sent a copy to County Administrator Standish for his review. County Attorney Crook stated he was now ready to present the lease to the Board for approval and signature by the Chairman. Supervisor Ross moved the Board approve the following lease agreement: LEASE AGREEMENT This lease agreement entered into on the 17th day of October, 1991, by and between THE COUNTY OF ISLE OF WIGHT, State of Virginia, referred to as lessor, and MOODY TRUCKING CO., INC., a Virginia corporation, having its principal place of business in the County of Isle of Wight, Virginia, referred to as lessee. In consideration of the mutual covenants contained in this lease agreement, the parties agree as follows: SECTION ONE DESCRIPTION OF PREMISES Lessor leases to lessee and lessee does hereby lease and take as lessee the following property, including the improvements thereon, described as follows: All that certain piece, parcel, or lot of land consisting of 0.55 acres, more or less, located in Newport Magisterial District, Isle of Wight County, Virginia, and more particularly described as follows: Beginning at the western terminus of State Route 699 and running N 74°13' 35 W 126.0 feet to the point of beginning: ohence N 74 °13' 35" W. 155.5 feet to a point: thence N 15 46' 25" E 153.5 feet to a point: thence S 74 °13' 35" E 155.0 feet to a point: thence S 15°46' 25" W 155.5 feet to the point of beginning. The real estate hereby described being a part of the 35 +/- acres conveyed by the Town of Smithfield to the County of Isle of Wight by deed dated January 3, 1973 and recorded in the Clerk's Office of the County aforesaid in Deed Book 217 at pages 133-138. .SECTION TWO PURPOSE Lessee represents that the above-described property is being leased for the storage and assembly of pre-fabricated septic tanks and septic tank drain field material and for no other purpose whatsoever without the written consent of the lessor endorsed on this lease agreement, for the term of thirty-six (36) months beginning on the 17th day of October, 1991 and terminating on the n~.K 1.4~=~: ~~~ ~' P •16th day of October, 1994 at 5:00 p.m. SECTION THREE RENT Lessee shall pay to lessor, at the office. of the County .Administrator of Isle of Wight County located at the Isle of Wight Courthouse, Isle of Wight, Virginia, the sum of Two Hundred Fifty Dollars ($250.00) per month. Payable on the first day of the month. Lessee shall pay to lessor, on demand, any sum that may be due to lessor for additional services, accommodations, or materials furnished to lessee. SECTION FOUR SURRENDER OF PREMISES Lessee shall quit and surrender the demised premises and al,l improvements thereon to lessor at the end of the term of this lease agreement in the same condition as at the date of the commencement of this lease agreement, ordinary use and wear excepted. SECTION FIVE RULES AND REGULATIONS Lessee shall abide by and. conform to all rules and regulations from time to time adopted or prescribed by lessor for the government and management of the property. SECTION SIX INDEMNIFICATION Lessee covenants and agrees to .save lessor harmless and to indemnify lessor against any claim and .any other public liability or property damage liability that may arise or accrue by reason of the use by lessee of the demised premises. SECTION SEVEN COMPLIANCE WITH LAW Lessee shall comply with all laws of the United States and of the State of Virginia and .all ordinances of the County of Isle of Wight. Lessee will obtain and pay for bodily injury, liability and property damage insurance as required by the Board of Supervisors of Isle of Wight County, Virginia. Lessee will obtain and pay for all necessary .permits and licenses and will not do or suffer to be done anything on the demised premises during the term of this lease agreement in violation of any such. laws, ordinances, rules or requirements. If the attention of lessor is called to any such violation on the part of lessee or of any person employed by or admitted to the demised premised by lessee, lessee will immediately desist from and correct or cause to be corrected such violation. SECTION EIGHT ASSIGNMENT AND SUBLETTING Lessee further covenants that the demised premises will be used and occupied for the purposes mentioned in a careful, safe and proper manner; neither the whole nor any part of the demised premises will be used for any purpose except as previously described; and the demised premises will not be sublet in whole or in part, nor this lease agreement be assigned, without the prior, express, and written consent of lessor, under pain of forfeiting the residue of the term granted at the election of lessor in like manner as for failure or refusal to pay rent. a0~d 1~ ~~~ 60~ ~~,,:. SECTION NINE CARE OF DEMISED PREMISES Lessee further covenants that the demised premises, with all the appurtenances, were in good order and condition when received, and that during the terms of this lease agreement lessee will keep the demised premises and appurtenances in like good order and repair and in a clean and wholesome condition, without charge or expense to lessor, and will not allow any waste or misuse of the water or electricity and will pay for all damages to any structure caused by any waste, misuse, or neglect of the demised premises, its apparatus or appurtenances by lessee, lessee's officers,. agents, or employees. SECTION TEN ALTERATIONS A. It is further covenanted that any alterations in or to the demised premised that may be made during the- terms of this lease agreement will be at the expense of lessee. B. No alterations of any character will be made unless a plan of the alterations is first submitted to lessor, and until lessor shall have given written permission for such alterations. SECTION ELEVEN LESSOR'S RIGHT OF ENTRY Lessor reserves the right at any time during the terms of this lease agreement to enter on the demised premises, either in person or through lessor's designated agents or employees, for the purpose of inspecting the demised premises and ascertaining their condition, or for any other purpose whatsoever. SECTION TWELVE UTILITIES AND SERVICES Lessee agrees to be responsible for all utilities including electricity furnished to said property. SECTION THIRTEEN TERMINATION Lessor hereby expressly reserves the right to terminate this lease agreement at any time during the term hereof by giving lessee ninety (90) days written notice of termination and lessee hereby agrees to terminate and vacate the premises by removing all of lessee's personal property, equipment and materials therefrom within said ninety (90) days termination period. SECTION FOURTEEN DEFAULT IN RENT PAYMENT Lessee covenants that if any default is made in payment of rent at the time specified above, or if any default is made in any covenant or condition of this lease agreement, then this lease agreement and the relation of lessor and lessee, at the option of lessor, shall cease and terminate and the relation of the parties shall be the same in all respects as if the term had fully expired. Under such circumstances, lessor may reenter the demised premises and hold them as of its former estate, remove all persons from the demised premises, and resort to any legal proceedings to obtain possession. Lessee shall, in spite of such reentry, pay the full a.o f~~ 1.4 ,.. - f~ ~. amount of rental as agreed to be paid in this lease agreement. SECTION FIFTEEN ENTIRE AGREEMENT This lease agreement shall constitute the entire agreement between the parties. Any prior understanding or representation of any kind preceding the date of this lease agreement shall not be binding upon either party except to the extent incorporated in this lease agreement. SECTION SIXTEEN MODIFICATION OF AGREEMENT Any modification of this .lease agreement or additional obligation assumed by either party in connection with this agreement shall be binding only if evidenced in a writing signed by each .party or an authorized representative of each party. SECTION SEVENTEEN NOTICES A. All notices, demands or other writings in this lease agreement provided ~to be given or made or sent, or which may be given, made or sent, by either party to the other, shall be deemed to have been fully given or made or sent when made in writing and deposited in the United States mail, registered and postage prepaid, and addressed as follows: TO LESSORS County Administrator Isle of Wight County P.O. Box 80 Isle of Wight, Virginia 23397 TO LESSEE: Moody Trucking Co., Inc. P.O. Box 222 Smithfield, Virginia 23430 B. The address to which any notice, demand or other writing may be given or made or sent to any party as above provided may be changed by written notice given by such party as above provided. The motion passed unanimously (5-0). County Attorney Crook stated that included in the agenda were the bylaws for the Auxiliary Police Force which requires approval by the Board. Upon recommendation from County Attorney Crook, Supervisor Turner moved the Board approve the Auxiliary Policy Force bylaws as follows: ISLE OF WIGHT COUNTY SHERIFF'S DEPARTMENT AUXILIARY POLICE DIVISION BY-LAWS ARTICLE 1 Section 1 - The members of the Isle of Wight County Auxiliary Police shall be. citizens of the County of Isle of Wight-and must be, at the time of appointment, a resident for six months prior to appointment. Section 2 - The active membership of the Isle of Wight County Auxiliary Police shall be a lieutenant, two sergeants and fourteen B~~K ~4 .N. { ~? patrolmen. Section 3 - The lieutenant of the Isle of Wight County Auxiliary Police shall be appointed by the Sheriff and serve at his pleasure. The sergeants of the Isle of Wight County Auxiliary Police shall be appointed- by the Sheriff with recommendations from the Lieutenant of the Auxiliary and shall serve at the pleasure of the Sheriff. Section. 4 - The members of the Isle of Wight County Auxiliary Police shall be appointed by the Sheriff pursuant to rules and regulations established by him. The Sheriff shall have the authority to remove any member, according to rules and regulations promulgated and ordinance adopted by the Board of Supervisors of Isle of Wight County, Virginia. Section 5 - The membership of the Isle of Wight. County Auxiliary Police shall come under the Sheriff's Department's rules and regulations and other rules and regulations established by or at the direction of the Sheriff. ARTICLE 2 Duties of Business Officers Section 1 - President: It shall be the duty of the President to call the meetings and preside over the business meetings of the Isle of Wight County Auxiliary Police. The President shall have authority to preserve order, appoint committees as deemed necessary and to call special business meetings at the request of any member, the Sheriff, or his appointed representative to the Isle of Wight County Auxiliary Police. Section 2 - Vice President: It shall be the duties. of the Vice President to act as President in the absence of the President at meetings and to assist the President in his duties. Section 3 - Secretary/Treasurer: It shall be the duty of the Secretary/Treasurer to record and .keep all records correctly at the proceedings of the business meetings of the Isle of Wight County Auxiliary Police. The Secretary/Treasurer shall be required to keep account of monies received from donations to the Isle of Wight County Auxiliary Police and to pay out monies as directed by the President and voted on and approved by the membership. All monies received (donations). may be used by the Isle of Wight County Auxiliary Police for social events, equipment, or as deemed appropriate and approved by vote of majority of those present at a business meeting. The Secretary/Treasurer will have immediate authority, (up to $25.00) to send flowers to any member of the Isle of Wight County Auxiliary Police (or the immediate family of any member) in the event of sickness or death. The Secretary/Treasurer shall be required to report to the President and membership, in writing, at one meeting per month, a financial report. and accounting of monies received, disbursed and the balance on hand.. A written quarterly report shall be prepared and forwarded to the Sheriff. Section 4 - Term of Office: The term of office for the elected officers shall be from the first meeting in January, of each year, to December 31, of each year. Elections shall be held at the last meeting in December, of each year. ARTICLE 3 Poc~~ 1.4 ~N~,.: f~3 ~ Working Officers Section 1 - Lieutenants The Lieutenant in charge (or a sergeant in his absence) will be called upon at the conclusion of business meetings to take charge of the Isle of Wight County Auxiliary Police. Section 2 - The lieutenant of the Isle of Wight County Auxiliary Police shall have all the duties and responsibilities as assigned by the Sheriff or his representatives. The lieutenant shall have authority to direct/command all members of the. Auxiliary officers as promulgated by the rules and regulations and guidelines set forth by the Sheriff. The sergeants of the Isle of Wight County Auxiliary Police may have duties and responsibilities assigned by the lieutenant of the Auxiliary and the Sheriff or his representatives, as deemed necessary. ARTICLE 4 Meetings - The meetings of the entire membership shall be held on the second and fourth Tuesday of each month unless a special meeting or exercise is called. The meetings shall promptly start at 7s30 p.m.; conduct of meetings and membership .shall be pursuant to By-Laws of the organization, rules, reyulations and laws of the Department, County and State of Virginia. Business meetings shall be conducted in accordance with Robert's Rules of Order. The motion passed unanimously (5-0). County Attorney Crook stated that he had assisted Donald Robertson in revising the County grievance procedure under the personnel policy plan as requested by the State .which does not require a public hearing. Supervisor Ross stated he had reviewed it and was concerned with the amount of time involved in each .step of the grievance procedure. County Attorney Crook stated these. steps were in compliance with the provisions of the State and presumed to be reasonable amounts of time. Supervisor Turner moved the Board approve the following grievance procedures ARTICLE VIII Grievance Procedure Section 8.0 Polic Isle of Wight County desires to resolve employee grievances fairly and promptly. Employees are encouraged to freely discuss their concerns with immediate supervisors and upper management levels when disagreements or dissatisfactions arise. Section 8.1 eooK 14 ~~:~ 64 PurDOSe The purpose of a grievance procedure is to establish an objective and fair method of resolving an employees complaint or dispute concerning his/her employment with the County. All problems, complaints or disputes, even of a minor nature, should be resolved with the least amount of delay. Section 8.2 Applicability Unless otherwise provided by law, all nonprobationary local government permanent full-time and part-time employees are eligible to file grievances with the following exceptionss a• Appointees of elected groups or officials; b. Officials and employees who by statute, ordinance or other law serve at the will or pleasure of the Board of Supervisors; c. Deputies and executive assistants of the County Administrator; d. Agency or department heads or chief executive officers of County operations; e. Employees whose terms of employment are limited by law; f. Temporary, limited term and seasonal employees; g. Law enforcement officers as defined in Chapter 10.1 {Section 2.1-116.1 et seq.) of Title 2.1 of the Code of Virginia whose grievance. is subject to the provisions of Chapter 10.1 and .who have elected to proceed pursuant to those provisions in the resolution of their grievance, or any other employee electing to proceed pursuant to any other existing procedure in the resolution of his grievance. Notwithstanding the exceptions set forth above, the County, at its sole discretion, may voluntarily include employees in any of the excepted categories within the coverage of their grievance procedures. Section 8.3 A. Definition of Grievance A grievance shall be defined as a complaint or dispute by an employee.. relating to his/her employment, including but not necessarily limited tos a, Disciplinary actions, including dismissals (whether resulting from formal discipline or unsatisfactory job performance or a voluntary resignation), demotions and suspensions; b. The. proper application or interpretation of personnel policies, procedures, rules, ~o~~ 14 :~~ E~~ regulations and ordinances; c. Acts of retaliation as the result of utilization of the grievance procedure or of participation in the .grievance of another County employee; d, Complaints of discrimination on the basis of race, color, creed, political affiliation, age, disability, national origin or sex. e. Acts of retaliation because the employee has complied with any law of the United States,. State of Virginia or County of Isle of Wight, has reported any violation of such law to a governmental authority, or has sought any change- in law before the Congress of the United States, the General Assembly or the Board of Supervisors. B. Management Responsibilities Management reserves the exclusive right to manage the affairs and operations of County government. Accordingly, the following complaints are not grievable under this procedure: a. Establishment and revision of wages or salaries, position classifications or general benefits; b. Work activity accepted by the employee as a condition of employment or work activity which. may reasonably be expected to be a part of job content; c. Contents of ordinances, statutes or established personnel policies, procedures,. rules and regulations; d. .Failure to promote except where the employee can show that established promotional policies or procedures were not followed or applied.. fairly; e. The methods, means and personnel by which work activities are to be carried on; f. Except where such action affects an employee who has been reinstated within the previous six months as the result of the final determination of a grievance, termination, layoff, demotion, or suspension from duties because of lack of work, reduction in work force, or .job abolition; q. The hiring, promotion, transfer, assignment .and retention of employees within the County; h. The relief of employees from duties of the County in emergencies; In any grievance brought under the exception to provision (f) of this subsection, the action shall be upheld upon a showing by the County thats aao~ . :~.4.. ~~~:~ ~~ a3 (1) There was a valid business reason for the action; (2) The employee was notified of the reason in writing prior to the effective date of the action. Section 8.4 Grievance Procedure Most employee concerns or complaints can be resolved informally through communications between the employee and his/her supervisor. Accordingly, employees are encouraged to take their complaints to their immediate supervisor and then to upper- management levels to seek a solution. Employees are also encouraged to pursue grievable issues through the grievance procedure. Step 1. The employee shall identify the grievance verbally to his/her immediate supervisor in an informal meeting within twenty (20) calendar. days after the event or action which is the basis far the grievance. The supervisor shall give a verbal response to the employee within seven (7) calendar days following the meeting. If a resolution is not reached at this point, the employee shall submit to the supervisor the nature of the grievance and the specific relief requested within seven. (7) calendar days following the date of receipt of the verbal response. The supervisor, in turn, shall give the employee a written response within seven (7) calendar days following receipt of the grievance. Step 2. If the grievance is not resolved at the first step, the employee shall state in writing his/her desire to have the grievance advanced to the next step within seven ( 7 ) calendar days after receipt of the grievance following the supervisor's written response. A meeting to review the grievance shall be held between the employee and the department director within seven (7) calendar days after receipt of the grievance. The time limit between the second step submission and the second step meeting may be extended by mutual agreement. At the second step meeting, the employee may have a witness(es) of his/her choice present. At the second step meeting the supervisor may likewise have a witness(es) present if he/she so desires. The department director shall make a separate inquiry into the complaint and a written reply to the grievance shall be provided to the employee within seven (7) calendar days after the second step meeting. Step 3: If a satisfactory resolution is not reached at the second step, the employee may file a written request for a hearing with the County Administrator within fourteen (14) calendar days after receipt of the department director's aoc;K ~..4.. ~N; ~7.~ reply. A copy of the request for a .hearing shall be sent to the employee's department director. Upon receipt of the written request for a hearing and verification that Steps 1 and 2 have been taken, the County .Administrator shall schedule the requested hearing within (7) calendar days. The time between the third step submission and the third step hearing may be extended by mutual .agreement. The County Administrator may decline to hear the grievance and forward the request to a panel hearing in accordance with Section 8.5. If the County Administrator chooses to hear the grievance, the employee and the County Administrator may have a representative(s) of their choice present at the hearing. The County Administrator shall provide the employee with a written reply within seven (7) calendar days after the conclusion of the hearing. A copy of the reply shall be sent to the department director. At Steps 1 and 2 only the grievant, appropriate managerial person (supervisor at Step 1, department director at Step 2) and appropriate witness(es) may be present. At Step 3, the grievant. may have a representative present and, if the grievant is represented by legal counsel at Step 3, then the County may also be represented by legal counsel at Step 3. Section 8.5 Panel Hearing If the grievance is not settled.in Step 3, the grievant may proceed to a hearing before an impartial panel. A written request for a panel hearing must be submitted to the County Administrator within ten (10) calendar days of the receipt of the third-step reply. The panel shall be selected within ten (10) calendar days after receipt of the written request for a panel hearing. The panel shall consist of three members, one member appointed by the grievant, one member appointed by the County Administrator, or his designee, and.the third member selected by the first two. The third person shall be the chairperson of the panel. In the event that agreement cannot be reached as to the final panel member, the chief judge of the circuit court of the jurisdiction wherein the dispute arose shall select the third member. To insure an impartial panel, such panel shall not be composed of any person having direct involvement with the grievance being heard by the panel, or with the complaint or dispute giving rise to the grievance. Management personnel who are in a direct line of supervision of the grievant, persons residing in the same household as the grievant and the following relatives of a participant in the grievance process or a participant's spouse are prohibited from serving as .panel members: spouse, parent, child, descendants of a child, sibling, niece, nephew and first cousin. No attorney having direct involvement with the subject matter of the grievance nor a partner, associate, employee or co-employee of such attorney shall serve as a panel member. Panel members chosen in compliance with these requirements shall be deemed to be impartial. 9~1~~d 1.4 :h;;- f~~ The panel has the responsibility to interpret the application of appropriate County policies and procedures. It does not have the prerogative to formulate or to change policies or procedures. The panel shall set the time for the hearing which shall be held as soon as practicable, but no more than ten (10) work days after the panel has been selected and the employee notified. Panel members, either individually or collectively, should not have contact with or hear any discussion of the grievance from any person(s) previously involved in an earlier phase of the grievance until such time the panel meets. Both the respondent and the grievant may have legal counsel, or representatives of their choice present at this meeting. The conduct of the panel hearing shall be as follows: 1. The panel shall determine the propriety of attendance at the hearing of persons not having a direct interest in the hearing, and, at the request of either party, the hearing .shall be private; 2. The County provides the panel with copies of the grievance record prior to the hearing, and provides the grievant with a list of the documents furnished to the panel and the grievant and his attorney, at least ten (10) calendar days prior to the scheduled panel hearing, shall be allowed access to and copies of all relevant files intended to be used in the grievance proceeding; 3. The panel has the authority to determine the admissibility of evidence without regard to the burden of proof, or the order of presentation of evidence, so long as a full and equal opportunity is afforded to all parties for the presentation of their evidence; 4. All evidence shall be presented in the presence of the panel and the parties, except by mutual consent of the parties; 5. Documents, exhibits, and list of witnesses shall be exchanged between the parties in advance of the hearing; - 6. The majority decision of the panel, acting within the scope of its authority shall be final, subject to existing policies, procedures and law; 7. The panel's decision shall be filed in writing by the panel chairperson .with the County Administrator not later than ten (10) work days after the completion of the hearing. Copies of the panel's decision shall be transmitted to the. employee, the employee's supervisor, the employee's department director and the County Administrator. Section 8,6 Determination of Grievability 1. Determining Issues Qualifying for the Management Steps If the first or second step written management response indicates that a given issue is-not grievable, an employee may appeal to the County Administrator, or his designee, who is empowered to render a decision on the grievability and. on the access of the procedure of issues in the management steps. Neither the County Attorney nor the Commonwealth's Attorney shall be authorized to decide the question of grievability.. If the County Administrator finds that the issue is grievable, the grievance may be pursued through the three management steps. However, if the County Administrator, or his designee, finds that the issue is not grievable, the employee may appeal to the Circuit Court for a hearing on the issues as to whether or not the grievance qualifies for a panel hearing. The appeal procedure shall be in accordance with subsection 2 below. If the issue is qualified by the Court, the management step process should be completed before proceeding to panel (unless the grievance is otherwise resolved.).. 2. Determining Issues Qualifying for a Panel Hearing Decisions regarding whether or not a matter qualifies for a panel hearing shall be made by the County Administrator at the request of the department director or grievant and such decisions shall be made within ten (10) calendar days of such request. Such requests shall be made in writing. Such decisions of-the County Administrator may be appealed to the Circuit Court for a hearing on the issues as to whether or not the grievance qualifies for a panel hearing. Proceedings for review of the decision of the County Administrator shall be instituted by filing a written notice of appeal with the County Administrator within ten (10) calendar days thereafter, the. County Administrator shall transmit to the Clerk of the Circuit Court to which-the appeal is taken a copy of the decision of the County Administrator, a copy of the notice of appeal, and the exhibits. A list of the evidence furnished to the Court shall also be furnished to the grievant. The failure of the County Administrator to transmit the record within the time allowed shall not prejudice the rights of the grievant. The Court on motions of the grievant, may issue a writ of certiorari requiring the County Administrator to transmit the record on or before a certain date. Within thirty (30) days of receipt by the Clerk of such records,the Court, sitting without a jury, shall hear the appeal on the record transmitted by the County Administrator and such additional evidence as may be necessary to resolve any controversy as to the correctness of the record. The Court, in its discretion, may receive such other evidence as the ends of justice require. The Court may affirm the decision of the County Administrator or may reverse or modify the decision. The decision of the Court shall be rendered no later than the fifteenth (15th) day from the date of the conclusion of the .hearing. The decision of the Court is final and is not appealable. Section 8.7 Following the Procedure After the initial filing of a written grievance, failure of either party to comply with all substantial procedural requirements of the grievance procedure without just cause will result in a decision in favor of the other party on any grievable issue, provided ..the party not in compliance fails to correct the noncompliance within five (5) work days of the receipt of written notification by the other party of the compliance violation. Such written notification by the grievant shall be made to the County Administrator. Failure of either -party without just cause to comply with all substantial procedural requirements at the panel hearing shall result in a decision in favor of the other party. This procedure is provided as a means for employees to resolve problems and complaints without the cost often associated with legal counsel. However, if an employee using the procedure would feel .more comfortable in having such support, the employee shall be responsible for related expenses. The motion passed unanimously (5-0). County Attorney Crook stated he had one other matter for Executive Session later in the meeting. // Chairman Bradby called for the County Administrator's report. Dr. Ed Harris, Health Department Director, stated additional space for the Health Department was critical because Health Department personnel were forced to work in hallways creating a lack of privacy and that three Sanitarians had recently been hired due to work demand, in addition to the implementation of the Personal Care Program. Dr. Harris further stated there was also inadequate storage space for storing supplies and using State. figures, 10,000 square feet of space was needed compared to the 6,000 square feet presently being utilized. County Administrator Standish stated the State will reimburse the County for a health facility over the next twenty-five years in lease payments. Dr. Harris stated the State would reimburse a portion of the cost of a new facility and the State allows the County to charge to them the site preparation and the cost of building the building, but not the interest borrowed. Supervisor Edwards moved the Board authorize the County Administrator to look into various alternatives and report back to the Board with options and costs. The motion passed unanimously (5-O). Supervisor Bradshaw commented he would like to see the Health Department located at the Courthouse complex. County Administrator Standish stated the Board had previously selected a committee consisting of Supervisors Ross and Turner to contact Suffolk relative to the preferred routing of HRSD through Suffolk into the County. County Administrator Standish stated the Suffolk City Council indicated the Route 17 location was their preference and requested the Board to approve the resolution and agreement. County Administrator Standish .noted the amended language in the project description which specified the extension of HRSD service on Route 666 to benefit the industrial user. Supervisor Turner moved the Board adopt the following resolution which authorizes the Chairman to sign the agreement on behalf of the Board: P9~'-r. ~..4 ~.,;~, 1 ~~ RESOLUTION AUTHORIZING EXECUTION OF AGREEMENT FOR CONSTRUCTION OF SMITHFIELD INTERCEPTOR FORCE MAIN FOR THE COUNTY OF ISLE OF WIGHT WHEREAS, the Board of Supervisors of Isle of Wight County has evaluated the need for and route of the extension of Hampton Roads Sanitation District service into Isle of Wight County; and, WHEREAS, the Board of Supervisors of Isle of Wight County concur with the Master Plan of Hampton Roads Sanitation District for. such service. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Isle of Wight County does hereby approve the agreement for construction of Smithfield interceptor force main for the County of Isle of Wight, and authorize its Chairman to execute the agreement on behalf of the County, and its clerk to attest to same. The motion passed (3-0~ with Supervisors Ross and Edwards abstaining. Supervisor Ross moved the- Board adopt the following resolution: Resolution Agreeing to the Request of the Virginia Department of Transportation to Close Route 614 Temporarily for the Purpose of Replacing a Bridge Over Ducks Swamp WHEREAS, -the Virginia Department of Transportation is desirous of closing Route 614 for the purpose of replacing a bridge over Ducks Swamp, Project 0614-046-242, M501, B624, and has requested the approval of the Board; NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Isle of Wight County, Virginia, that the Board concurs with the recommendation that Route 614 be closed to thru traffic between Route 258 and Route 648 during the time of construction replacing a bridge over Ducks Swamp, thereby, eliminating the construction of an expensive detour. The. motion passed unanimously (4-0) with Supervisor Turner absent for the vote. Supervisor Turner moved the Board adopt the following resolution: A Resolution Requesting the Commissioner of the Virginia Department of Transportation to Accept and Include Sandpiper Drive into the Virginia State Secondary Road System WHEREAS, the Resident Engineer of the Virginia Department of Transportation has this day advised this Board that -the street in Meyers Landing Subdivision, Hardy. Magisterial District, Isle of Wight County, Virginia, has been built in accordance with Secondary Road Policies, and the Isle of Wight County Subdivision Ordinance relating to acceptance of streets into the Staters Secondary Road System. NOW, THEREFORE, BE IT RESOLVED, that the Commissioner of the Virginia Department of Transportation is requested to include into the Virginia Secondary Road System for maintenance the following described street in Meyers Landing Subdivision. 1. Sandpiper Drive: Beginning: at a point on State Route 676, 0.11 miles northeast from its intersection with State Route 10; thence running in a westerly direction 0.08 miles to a cul-de-sac. Length: 0.08 miles Right of way: 50 feet Total length: 0.08 miles Unrestricted right of way fifty (50) feet in width and. additional right of way for the cul-de-sac, along with the necessary drainage easements have been provided and are on record in the Office of the Clerk of the Circuit Court at Isle of Wight County in Plat Book No. 13, Page 134, Slide 354, June 3, 1987 and is guaranteed. The Isle of Wight County Board of Supervisors guarantees the workmanship and said road from any deficiencies for a period of one (1) year from the date the Highway Board approves same. The motion passed unanimously (4-0) with Supervisor Bradshaw absent for the vote. County Administrator Standish stated the Board had previously authorized bidding a forty foot by sixty foot pre- fabricated metal building for the Public Works Maintenance facility which would undertake maintenance on the County's heavy equipment and vehicles. County Administrator Standish further stated when the bids were received, the Board requested that the matter be tabled, and the bids then expired. County Administrator suggested putting the project to bid again to include a fenced-in area adjacent to the building to enclose a large parking/storage area. Supervisor Ross moved the Board approve authorization of public bids for a modular building to serve as a Public Works maintenance facility to include fencing to enclose a large parking/storage area immediately adjacent. The motion passed (3-1) with Supervisor Edwards voting in opposition to the motion and Supervisor Bradshaw absent for the vote. _ // Chairman Bradby called for New Business. Chairman Bradby stated the Board has received comments from citizens concerned about the school construction program and urged the Board to look into areas where the citizens' concerns can be addressed. Supervisor Turner stated his concern was not only the question of the location of the schools, but that there is no direction as to what the total needs and cost will be to the County. Supervisor Turner continued the County needed a plan to work by and that he would recommend that a study be ,,, ~~~~.~ 14~F~.:: `73~ conducted to determine the needs and associated costs involved. Supervisor Turner suggested bringing the matter up when. Supervisor Bradshaw and County Attorney Crook were present.. // Chairman Bradby called for Old Business. There was no old business for discussion by the Board // Chairman Bradby called for Appointments. Supervisor Turner moved the Board appoint Grace Keen to the Isle of Wight Commission on Aging representing the Newport District. The motion passed unanimously (5-0). Chairman Bradby moved the Board appoint Natasha Diggs for a one-year term and Miles Blount for a three-year term to the Youth Services Advisory Board. The motion passed unanimously (5-0). // Supervisor Turner asked County Attorney Crook if the Board could initiate a study for the future development of the capital improvements for the new schools. County Attorney Crook replied it would not be a function of the Board to do that, but that the School Board is presently considering a site north of Windsor. County Attorney Crook stated the idea being. to consider locating the school north of Windsor and expanding the attendance zone north to enlarge the enrollment and get a better racial balance. County Attorney' Crook advised the School Board plans to meet .with the Board of Supervisors as soon as those reports are in. // Chairman _Bradby called for approval of the September 19, 1991 minutes of the Board. Supervisor Edwards moved the .Board approve the continued meeting minutes of September 19, 1991 and the regular meeting minutes of the September 19, 1991 meeting. The motion passed unanimously (5-O). /1 County Attorney Crook requested an executive session pursuant to Section 2.1-344 A7 of the .Freedom of Information Act for discussion with counsel-and staff concerning acquisition of land for public purposes. At 10:00 P.M., Supervisor Edwards moved the Board go into executive session for the reason stated by County Attorney Crook, The motion passed unanimously (5-0). At 10:10 P.M., upon returning to Open Session, Supervisor Edwards moved the Board adopt the fallowing resolution: 'so~K ~4 ~~~- ?~ ~ CERTIFICATION OF EXECUTIVE MEETING WHEREAS, the Board of Supervisors has convened an executive 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, 2.1-344.1 of the Code of Virginia requires a certification by this Board of Supervisors that such executive 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 executive meeting to which this certification resolution applies, and (ii) only such public business matters as were identified in the motion convening the executive meeting were heard, discussed or considered by the Board of Supervisors. VOTE AYES: 5 NAYS: 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: 0 The motion passed unanimously (5-0). // At 10:12 P.M., Supervisor Ross moved the Board adjourn, The motion passed unanimously (5-O). Henry H. B a by, Chairman Myles E ~ Standish, Clerk