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07-27-1995 Regular MeetingeoaN ~.~ ~, . ?~~ REGULAR MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE TWENTY SEVENTH DAY OF JULY IN -THE YEAR NINETEEN HUNDRED NINETY FIVE PRESENT: Malcolm T. Cofer, Chairman O. A. Spady Henry H. Bradby Lud Lorenzo Spivey . Phillip A. Bradshaw Also Attending: H. Woodrow Crook, jr., County Attorney W. Douglas Caskey, County Administrator M. Christine Ledford, Director of Budget and Finance Donald T. Robertson, Assistant to the County Administrator Melinda j. Goodwyn, Temporary Secretary // Chairman Cofer called the meeting to order at 6:00 p.m. The invo:ation was delivered by Supervisor Spady. /1 Chairman Cofer presented the following County employees with five- year continuous service awards: Mary C. Coggsdale, R. Bryan David, William G. Kimrey, Ashley A. Parker, Donald T. Robertson and William Wagner, III; the following County employees with ten-year rnntinuous service awards: Melinda J. Goodwyn and Beverly H. Walkup; and the following employees with twenty-year continuous service awards: Bessie T. Rowlett and Sandra W. Whitley. // 1 ., . 1 Chairman Cofer called for Transportation Matters. R. Bryan David, Director of Planning and Zoning, presented the following resolution for the Board's consideration: RESOLUTION • WHEREAS, the street(s) described on the attached Additions Form SR-5(A), fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Isle of Wight County, and ~ WHEREAS, the Resident Engineer for the Virginia Department of . Transportation has advised this Board the street(s) road polices and the • . ~+bdivision Street Requirements . of the Virginia Department of Transportation and the Isle of Wight County Subdivision Ordinance relating th S t ' Seconds Road S stem ,. to acceptance of sheets into a toes ry y • . ' 1 'N 1 ,,. . 16~ 38? 1 1 1 NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the sheet(s) described on the attached Additions Form SR•5(A) to the secondary system of state highways, pursuant to 33.1-220, Code of Virginia, and the Department's Subdivision Street Requirements, and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that a certified rnpy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. ' Supervisor Spady moved the Board adopt the resolution requesting VDOT to accept Omera Drive and Tara Court into the State Secondary Road System. The motion was adopted unanimously (5-0). Mr. David stated that the .County has been advised by the Virginia Department of Transportation that it was not awarded funding for the , Bikeway Plan nor the Boykins Tavern .project under the State's Transportation Enhancement Program. The Commonwealth Transportation Board. did, however, award funding for the consortium of localities that endorsed the Civil 'War Trail project and the Board endorsed a $2,000 contribution to that project for signage at its December, 1994 meeting. County Administrator Casket' stated that the County has basically given up attempting to procure money for a Bikeway Plan from the Transportation Enhancement Program, and that the County is going. to the Regional Planning District to have a Bikeway study for the County prepared. Mr. David requested the Board direct County staff to proceed with the installation of overhead street name signs by the Virginia Department of Transportation at the following six (6) road intersections: - Carrollton Boulevard. (Route 1~ and Brewer's Neck Boulevard (Route 258/32) - Brewer's Neck Boulevard (Route 258/32) and Berms Church Boulevard (Route 10/32) - Route 10-Bypass and South Church Street (Route 1QBusiness), Town of Smithfield ' - Route 10-Bypass and South Main Street (Route 258), Town of Smithfield - Windsor Boulevard (Route 460) and Courthouse Highway/Waiters Highway (Route 258), Town of Windsor - Walters Highway (Route 258) and Carrsville Highway (Route 58-Business) Supervisor Spady asked if the northernmost intersection of Route 10 Bypass and Route 10 Business, could be included. 2 At ;' .. • ao~a 16 , .:~38 ., Mr. David stated that the same type of signau edabned for the Ca rsville would be appropriate for that intersection as Highway and Walters Highway intersection. Supervisor Spady .moved the Board direct County staff to proceed with the installation of overhead street name signs by VDOT at the six (6) Identified road intersections and to include the Intersection of Route 10 Bypass and Route 10 Business north, if feasible. The motion was adopted unanimously (5-0). Henry Bel1,11534 Raynor Road, appeared before the Board requesting the status of Raynor Road (Route 681). County Attorney Crook stated he had contacted Ms. Phyllis Joyner, a landowner, and sent her all the paperwork she requested, but he had not received a signed deed as est•of the aHall Est tealand had ire awed lthe Bradby and representati information that he needed concerning the last heir whose whereabouts are unknown. He further stated he had prepared a petition concerning .the missing Hall person which will be filed next week and will be running in the newspapers for four (4) weeks. // Chairman Cofer. called for Citizens Comments. // Michelle Jones, 15397 Holly Drive, of David Jones Contractor, appeared before the Board stating concerns about the loss of County Building Inspectors. She requested the Board to look into the salary/grades for the County Building Inspectors. County Administrator Caskey sited the County prioritized additional funding for the inspectors positions in addition to the cost of living increase in the budget for FY 1995-96. He sited the Board increased the salaries of the Inspectors by an additional step and County. staff has distributed. a Request for Proposals to hire consultnts to prepare a pay and classification study for all County positions. // Chairman Cofer .called for the Community Development Report. // A. Request of Cecil B. Peade for an exemption to Section 3-4-1 of the Isle of Wight County Subdivision Ordinance to create a dwelling lot not fronting on a public road. Mr. David sited Mr. Peade was present and available to answer any questions the Board might have. 3 1 1 1 soon. Zv -.. `~R~ D Mr. Peade appeared before the Board requesting the Board allow him to sell the property behind. his shop (Smithfield Glass. & Mirror). He stated he would like to sell all the property except the 1.15 acres which is his business. Chairman Cofer called for comments from the Board. County Attorney Crook stated this matter was approved. by the Board in February, 1993, but the sale of the property did not go through and now Mr. Peade wants to increase the size of the tract from three (3) to four (4) acres and market it for sale. Supervisor Bradby moved the Board approve the request for an exemption to Section 3-4-1 of the Isle of Wight County Subdivision Ordinance as requested. The motion was adopted. unanimously. (5-0). B. Geographic Information System (GIS) Mr. David stated the .Department of Planning and Zoning has prepared a Request for Proposals to secure professional services to develop a Geographic Information System. (GIS). He stated the main goal of this computerized mapping project initially is to develop a GIS which allows the Department of Planning and Zoning to update and maintain the E-911 address data base and maps. Chairman Cofer called. for comments from the Board. 1 Supervisor Bradshaw asked if there was anyone on staff trained for the GIS program. Mr. David stated part of the .proposal process will be that the consultant conduct or secure training. for the Department's existing personnel Supervisor Bradshaw moved the Board authorize the Department of Planning and Zoning. to distribute the Request for Proposals to secure professional services to develop a GIS. The motion was adopted unanimously (5-0). C. Subdivision of Sidney Lawrence, jr. and Earl Felton Lawrence, Shiloh Drive (Route 603), in Windsor Magisterial District Mr. David requested the Board authorize the Department of Planning and Zoning to secure a refund of $445.00 to Mr. Lawrence in light of the Board's recent action to amend the Subdivision Ordinance making the installation of street lights voluntary. Chairman Cofer called -for comments from the Board. 1 Supervisor Spady moved the Board authorize the Department of Planning and Zoning to secure a refund of $445.00 to Sidney Lawrence. 4 eoo~ ~E ~, : ~~~~ D. Extension of final plat approval for Windsor Woods Subdivision, Courthouse Highway (Route 258) In Windsor Magisterial District Mr. David stated the developer was present and available to answer any questions the Board might have. Chairman Cofer called for comments from the Board. Supervisor Spady moved the Board approve the request for a sixty (60) day extension for final approval of the Windsor Woods Subdivision plat. The motion was adopted unanimously (5-0). // Chairman Cofer called for the County Attorney's Report. // . County Attorney Crook advised the Board that the Smithfield Jaycees are requesting an amendment to their lease to reduce the amount of area being leased from the County and referred to T'im Stephenson to explain the request to the Board. Tim Stephenson, Vice President, Real Smithfield Jaycees, explained to the Board that the Jaycees are requesting an amendment to .the lease that the Real Smithfield Jaycees have with the County for use of the Old Agricultural Building at the corner of James and Washington Streets in Smithfield, stating they would like to amend the tease to read anywhere mentioned "attendant parking lot" to add behind it "200 feet from the northern corner going east and 200 feet from the northern corner going south". He stated this would make the lot a 200' by 200' square which will have the building sitting in the square. Mr. Stephenson stated that by allowing. them to amend the lease they will be able to settle the current issue with the Town of Smithfield in securing a conditional use permit. Supervisor Spady moved the Board direct the County Attorney to prepare the appropriate amendment to the lease, as requested by the Real Smithfield Jaycees, for the Board's approval at its August meeting. The motion was adopted unanimously (5-0). County Attorney Crook recommended the Board approve the lease agreement between the County and Franklin E. Hall for the location of the Health Department in his building. He stated this matter was discussed with the Board previously as to the requested increase in rent. County Attorney Crook stated he was able to negotiate. the rent to continue at $1,200, with a graduated increase of $50 per month per each contracted year . and Mr. Hall had agreed and signed the lease. Supervisor Bradshaw moved the Board approve the lease agreement and authorize the Chairman to sign it. The motion .was adopted unanimously (5-0). S 4 ... ~ .._. ., 1 1 • BOOT. ~~ .. ~?~~1 1 County Attorney Crook stated, in turn, the County has negotiated the leases with the Virginia Department of Health for the County building located at 402 Grace Street and the portion of the Hallwood Business Center at 403 Grace Street with the same terms and the rent increases each year by the same amount. He stated he recommended approval of the leases to the Board. Supervisor Bradshaw moved the Board approve the lease agreements and authorize signing of same. The motion was adopted unanimously (5- 0). County Attorney Crook stated he had received a request from Supervisor Bradshaw for the Board to consider adopting a smoking policy. He stated there is a statue under the Virginia Indoor Clean Air Act which provides that local ordinances may be adopted to regulate smoking and further provides for smoking areas as well as non smoking areas and where. such restrictions can apply. Chairman Cofer called for County Administrator's Report. Supervisor Bradshaw requested County staff. to look into drafting a smoking policy for the County. // ~~ .~ 1 1 // County Administrator Caskey stated County staff was recently notified that two (2) of the County's three (3) Extension Agents (Home Economics and 4-H) have resigned their respective positions and will be leaving the County during the month of August, 1995. He stated the positions will potentially be left vacant indefinitely because of a Statewide hiring freeze on all Extension positions. The County Administrator stated the Board of Supervisors has appropriated funding to the Extension Office for the provision of a 4-H Technician and the 4-H Technician position is currently vacant. He stated Dorothy Freeman, Regional Director, Virginia Cooperative Extension, was present to address the Board on this matter. Ms. Freeman appeared before the Board advising that the State has a freeze on all State positions and even if Virginia Tech had the money, at this point, they would not be able to fill the positions because of the State's freeze on hiring, and they have not been notified when the money will be released. Ms. Freeman stated that at the current time, the Board has two (2) extension agents, one (1) working full-time for .the County of Isle of Wight, and one (1) working part-time for the County of Isle of Wight and a technician position which is now vacant. She stated the Extension Office is recommending that the funds which are here in the County be used to have a County funded 4-H position. Supervisor Spady moved. the Board accept the recommendation from the Isle of Wight County Extension Office to use local funds to hire afull- time Extension Agent to provide 4H and Home Economics services. The 6 __t .. ,,, . ~~++ ~n . BOOM. ~U ~~'•'~~.1~ •~ motion was adopted unanimously (5-0). County Administrator Caskey stated per the Board of Supervisors' direction, County staff has been negotiating with GTE Virginia regarding. the provision of Centranet telephone services to County offices as a replacement of the current PBX system, which is failing. He stated that after several meetings with GTE personnel, an acceptable agreement has been worked out .wherein most of the requested telecommunications features will be available. immediately and other desired features will be • available within a reasonable time after implementation of Centranet services. County Administrator Caskey stated the County Attorney has reviewed the contract and made a comment relative to the language in a particular section dealing with the limitation of liability. He stated he had been advised by GTE that they are in agreement with the recommendation of the County Attorney to have such language removed from the agreement. He also stated that Don Robertson and County Attorney Crook have resolved .how this will be amended in the contract. He recommended the Board authorize the County Administrator to execute a twelve (12) month agreement with GTE Virginia for the provision of Centranet services, subject to approval by the County Attorney. Supervisor Bradshaw moved the Board authorize .the County Administrator to execute a twelve (12) month agreement with GTE Virginia for the provision of Centranet services subject to the corrections and changes recommended by the County .Attorney. The motion was. adopted unanimously (5-0). County Administrator Caskey stated recently the County was approached by the Commonwealth of Virginia Department of Information Technology (DIT) regarding the provision of long distance telecommunications services through the Commonwealth Telecommunications Network (CTN), He stated CTN is a combination of various telecommunications solutions provided through apublic-private partnership between the Commonwealth of Virginia and MCI. .County Administrator Caskey stated CTN provides a variety of services including: long distance telephone service (domestic and international), access to the Internet,: "7Q0" and "800" services, calling cards and directory assistance. He stated CTN. is available to local governments via a State contract through DIT and there are no teem or volume commitments, no monthly or annual service fees, and the County can discontinue CTN services at any time. County Administrator Caskey stated a comparison conducted by DIT using CTN long distance service rates versus the rates charged by the County's current long distance carriers shows an estimated net savings to the County of just over 40% on loncommended the Board directls aff to pro eedowi h Administrator Caskey re service conversion to CTN. Supervisor Bradshaw moved the Board direct County staff to proceed • with service conversion to CTN. The motion was adopted unanimously (5- 0). // 7 1 1 M ' soon 1_~ .. ~`3f!3 1 1 At 7:00 p.m., Supervisor Bradby moved the Board amend the order of the agenda to hear the scheduled public hearings. The motion was adopted unanimously (5-0). Chairman Cofer called for a public hearing on the following: A. The application of Jeannette C. Johnson for a change in zoning classification from A-1, Agricultural Limited to Conditional A-?„ Conditional Agricultural General, approximately four (4) acres of land located on the south side of Burwells Bay Road (Rt. 621) between Moonlight Road (Rt. 627) and Mill Swamp Road (Rt. 626) in Hardy Magisterial District. The purpose of the application is to utilize the property located at 11150 Burwells Bay Road for residential use and for an antiqueJgift shop, including the making and selling of dolls and doll accessories. Chairman Cofer called for citizens who wished to speak in favor of the proposed application. Jeannette C. Johnson, applicant, appeared before the Board stating that this would be a small operation for making, selling and shipping dolts. She stated. this will never be a large operation and will mostly be operated by mail Chairman'Cofer called for citizens who wished to speak in opposition of the proposed application. Upon no one appearing, Chairman Cofer closed the public hearing and called for comments from the Board. Supervisor Bradby moved the Board approve the proposed application. The motion was adopted unanimously (5-0). 2. .The application of Yeoman Farm Trust, owner, and -Hearn Properties, prospective owner, for a change in zoning classification from Agricultural Limited (A-1) to Business General (B-1) .61 acre of land located on the west side of Benns Church Boulevard (Rt. 10) between Cypress Run Drive and Bunkley Lane in Newpork Magisterial District. The purpose of the application is for a warehouse addition onto Hearn Furniture located at 13490 Benns Church Boulevard. 1 Chairman Cofer called for citizens who wished to speak in favor of the proposed application. Mitch Wilcox, engineer, of Courtney &hWill ~ and exhibbtsffor h'~s Board stating he helped Mr. Hearn prepare p addition. He stated Mr. Hearn is asking for the rezoning of this property to expand the existing furniture outlet. Mr. Wilcox stated a portion of the Yeoman Farm Trust property is being rezoned because the applicant needed the additional acreage and the adjoining landowner was not willing to sell a portion of his land until a master plan had been developed for the entire ~. ~. 80~~ ~iJ r~•~.`~~~ n parcel. Chairman Cofer called. for citizens who wished to speak in opposition to the proposed application. .Upon no on appearing, Chairman Cofer closed the public. hearing and called for comments from the Board. .County Attorney Crook stated he would like to comment on this .application for the education of the Board because he didn't want the Board. of Supervisors or the Board of Zoning Appeals to get the idea that this was being done to avoid the Board of Zoning Appeals' prior decision. He stated this application was discussed with the Board of Zoning Appeals at its last meeting. County Attorney Crook stated the applicants requested a variance to the setback requirement for the building and it was turned down by the Board of Zoning Appeals because that Board .thought that the additional land rnuld be acquired or something else could be done rather than give a setback variance. County Attorney Crook stated the applicants could not acquire the additionalland, but the adjoining landowners did agree to rezone adjoining land to industrial. County Attorney Crook stated that with the industrial zone, the applicants will not need the setback requirement and the Board of Zoning Appeals is aware of this and they don't have a problem with it. Supervisor Spady moved. the Board approve the. application. The motion was adopted unanimously (5-0). I/ Supervisor Bradshaw moved the Board proceed with the regular order of the agenda. The motion was adopted unanimously (5-0). Supervisor Bradshaw moved the Board adopt the following resolution: RESOLUTION TO APPROPRIATE NINETEEN THOUSAND THREE. HUNDRID FORTY NINE DOLLARS FROM THE UNAPPROPRIATED FUND BALANCE OF THE GENERAL FUND TO THE SCHOOL CONSTRUCTION FUND WHEREAS, the Board of Supervisors of the County of Isle of Wight, Virginia has approved expenditures for trash compactors at the Carrsville Elementary School; and WHEREAS, the funds in the amount of nineteen thousand three hundred forty nine dollars ($19,349) need to be appropriated from the unappropriated fund balance of the General Fund to the School Construction Fund for trash compactors at Carrsville Elementary School in ' . the 1995-96 budget of the County of Isle of Wight. NOW, THEREFORE, BE IT AND TT IS HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that nineteen thousand. three .hundred forty nine dollars ($19,349) from the 9 r 1 1 1 ao~~N ~.~i ~~J unappropriated fund balance of the General Fund be appropriated to the School Construction Fund in the 1995-96 budget of the County of Isle Wight. 1 1 1 BE IT FURTHER RESOLVED that the County Administrator of the County of Isle of Wight, Virginia is authorized to make the appropriate accounting adjustments in the budget to do all the things necessary to give this resolution effect. The motion was adopted unanimously (5-0). Supervisor Bradshaw moved the Board adopt the following resolution: RESOLUTION TO ACCEPT AND APPROPRIATE ONE THOUSAND NINE HUNDRED NINETY EIGHT DOLLARS FROM THE FEDERAL GOVERNMENT AND THE COMMONWEALTH OF VIRGINIA FOR SOCIAL SERVICES DEPARTMENT PROGRAMS WHEREAS, the Social Services Department has received additional funding from the Federal Government and the Commonwealth of Virginia; and, WHEREAS, the funds in the amount of one thousand nine hundred ninety eight dollars ($1,998) to be received from the Federal Government and the Commonwealth of Virginia need to be appropriated to the Sodal .Services Department 1994-95 budget of the County of Isle of Wight. NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that one thousand nine hundred ninety eight dollars ($1,998) to be received from the Federal Government and the Commonwealth of Virginia be appropriated to the Social Services Department 1994-95 budget of the County of Isle of Wight, Virginia. BE IT FURTHER RESOLVED that the County Administrator of the County of Isle of Wight, Virginia is authorized to make the appropriate accounting adjustments in the budget for these allocations.and to do all the things necessary to give this resolution .effect. The motion was adopted unanimously (5-0). . Supervisor Spivey moved the Board adopt the following resolution: RESOLUTION TO APPROPRIATE TWO THOUSAND FOUR HUNDRED DOLLARS FROM THE UNAPPROPRIAT® FUND BALANCE OF THE GENERAL FUND FOR IMPROVEMENTS TO THE WINDSOR BRANCH LIBRARY PARKING AREA WHEREAS, the Board of Supervisors of the County of Isle of Wight, Virginia has approved expenditures for improvements to the .Windsor Branch Library parking area; and, 10 .~ ,. .R BOOK ., WHEREAS, the funds in the amount of two thousand four hundred dollars ($2,400) need to be appropriated from the unappropriated fund balance of the General Fund for improvements to the Windsor Branch Library parking area in the 1995-96 budget of the County of Isle of Wight, Virginia. NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors. of the County of Isle of Wight, Virginia that two thousand four hundred dollars ($2,400) from the unappropriated Fund • balance of the General Fund be appropriated to the Building and Grounds maintenance line item in the 1995-96 budget of the County of Isle of Wight, Virginia. BE IT FURTHER RESOLVED that the County Administrator of the County of Isle of Wight, Virginia is authorized. to make the appropriate accounting adjustments in the budget and to do all things necessary to give this resolution effect. The motion was adopted unanimously (5-0). Supervisor Bradshaw moved the Board adopt the following resolution: RESOLUTION TO ACCEPT AND APPROPRIATE LITTER PREVENTION AND RECYCLING GRANT FUNDS WHEREAS, the Board of Supervisors of .the County of Isle of Wight, Virginia has received a supplemental grant .from the Commonwealth of Virginia, Department of Environmental Quality; and, WHEREAS, the funds in the amount. of two thousand-eight hundred - twenty eight dollars ($2,828) from the Commonwealth of Virginia, Department of Environmental Quality, need to be appropriated to the Litter Control Program line item in the 1995-96 budget of the County of Isle of Wight. NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that two thousand eight hundred twenty eight dollars ($2,828) or as much as shall be received from the Commonwealth of Virginia, Department of Environmental Quality, be appropriated to the Litter Control Program line item in the 1995.96 budget of the County of Isle of Wight. BE IT FURTHER RESOLVED that the County Administrator of the County of Isle. of Wight, Virginia is authorized to make the appropriate accounting adjustments in the budget for this grant and to do all things necessary to give this resolution effect. The motion was adopted unanimously (5-0). County Administrator Casket' stated annually, the County and the School Board cooperatively jointly solicit bids for gas, diesel, and fuel oiL He stated included in the agenda is a spreadsheet which illustrates bids 11 ', 1 r ;~ t 1 rs received on June 26, 1995 and the low bid in each category is Southern States. County Administrator Caskey recommended the Board accept the low bid. 1 1 Supervisor Spady moved the Board accept the low bid of Southern States for gas, diesel and fuel oil. The motion. was adopted unanimously (5-O). County Administrator Caskey stated the Board of Supervisors had previously authorized staff to have a study of the County's Pay and Classification Plan conducted by a professional consultant. He stated a Request for Proposal has been prepared and forwarded to several vendors and responses should be received prior to the Board's regular meeting in August. County Administrator Caskey stated that formation of a personnel committee consisting of various members of County staff is underway and the personnel committee will meet and inordinate with the consultants while the study is being innducted. County Administrator Caskey recommended the Board anticipate interviewing final vendors at the Board's August meeting and advise staff as to whether a member(s) of the Board wishes to participate with the personnel committee during this project. The Board members indicated that they will discuss .this matter at. their August meeting.. County Administrator Caskey stated included in the agenda is a brief update on the development of the County's new solid waste management system. He stated the report highlights some of the major activities and points that County staff currently has underway. He stated the only thing he would like to add to this report is that on Tuesday, August 1, 1995, staff will be presenting to the Camptown Community Coalition the slide and video presentation that was previously presented to the Board in order to brief them on the proposed solid waste system. County Administrator Caskey stated included in the agenda is the actual Invitation For Bid for some of the infrastructure improvements that will be added to the Jones Creek and Carrsville innvenience sites. He stated those bids are due back to the County on August 7, 1995 and he will continue to keep the Board , Informed of the progress being made. County Administrator Caskey stated the Board of Supervisors has previously discussed the length of matters routinely considered as part of the Board's regular agenda and the potential need for scheduling an , additional monthly meeting. He stated that one consideration which may be feasible is the utilization of a consent agenda for certain items having , } prior Board authorization or not requiring significant deliberation. Supervisor Bradshaw moved the Board authorize the County Administrator to prepare a consent agenda subject to the approval of the County Attorney for the Board of Supervisors' August meeting. The motion was adopted unanimously (5-0). ' . LJ County Administrator Caskey noted the delinquent tax attorney collected $3?~585.67 for the twelfth month of the fiscal year at a cost to the 12 ~- --. .. _. •-- -S ,~ eo~~ 16 , `?~?8 ~ .. County of $5,226.88 which represents 169'0 of the amount collected. Supervisor Bradshaw moved the Board accept the report. The motion was adopted unanimously (5-0). County Administrator Caskey stated at its regular meeting in June, 1995, .the Board accepted the low bid of $38,773 offered by Christian and Pugh for a .30,000 gallon water storage tank .complete to provide fire suppression capability at the County's Courthouse complex and .directed staff. to look into an alternative location on the Courthouse complex for placement of the tank. He stated a suitable location has been found and Christian and Pugh has provided additional cost information regarding the new proposed site. County Administrator Caskey stated the proposed site significantly increases the amount of 6" and Z" pipe needed and requires the installation of a 6" gate valve at the tank resulting in a revised total bid of $43,714. County Administrator Caskey recommended the Board accept the revised bid and authorize staff to proceed with placement of the storage tank at the proposed site. Supervisor Spady moved the Board approve additional funds in the amount of $4,941 by a line item transfer from the contingency line item of the FY 95-96 budget and, accept the revised bid and authorize County staff to proceed with placement of the storage tank at the proposed site. The motion was adopted unanimously (5-0). Supervisor Spady also requested of County Administrator Caskey further information concerning the linear measurements for the additional piping for the system. County Administrator Caskey stated the County has received notification from the Economic Development Administration that the County has been awarded a grant in the amount of $445,000 by the United States Department of Commerce Economic Development Administration for the provision of engineering infrastructure at the County's Industrial Park on Route 460. He stated the County is very fortunate to have received the grant and Lynn Harris, Economic Development Director, is certainly deserving of some credit for her efforts in that regard. County Administrator Caskey stated earlier this year the Planning Commission formally transmitted the Capital Improvements Plan (CIP) to the Board for its consideration and the Board has not taken action on the CIP for FY 95-2000. County. Administrator Caskey recommended the Board schedule a public hearing for the Board's August meeting to consider the CIP. Chairman Cofer moved the Board direct County staff to advertise the C1P for a public hearing for the Board of Supervisors' September meeting. The motion was adopted unanimously (5-0). County Administrator Caskey stated he sent the Board under separate cover a mailing dated July 10,1995 advising of the efforts by the Virginia Department of Transportation to incorporate revisions to the State's 13 N 1 1 eo~K ~ 1E~.;,.3~~~ 1 1 subdivision street requirements. He stated County staff had attended the public hearing that was held locally on this matter and that essentially staff comments to the committee were to reaffirm the County's previously adopted position on the State assuming more responsibility for maintenance of stormwater management facilities. He stated the County has until September 8, 1995 to submit rnmments in writing, and the last public hearing on this process will be on July 31, 1995 in Richmond. County Administrator Casket' stated the State Highway Department is to be commended for beginning to take a creative approach to subdivision street design. County Administrator Casket' presented the .Board the Flre and Rescue Quarterly Financial reports. M. Christine Ledford, Director of Budget and Finance, stated she would like the Board to give her some direction as to requiring the Fire and. Rescue Quarterly Reports. She stated that. there were some organizations not providing the reports. Supervisor Spady stated he finds the reports very informative and that it is good information because the Board knows more about what the fire and rescue agencies are doing. He stated that if the units don't submit their quarterly financial reports then they should not receive their quarterly ..checks until the reports are submitted. Supervisor Bradshaw stated he would like them to submit an annual audit and not necessarily have the quarterly reports. Supervisor Spady stated that uniformity is what he is looking for, therefore, what we require of one we should require of all. Ms. Ledford stated the original intentions of these reports were to aid the Fire & Rescue Association. She stated if we can get the information uniformed, it is beneficial to staff to know which agency is running what calls, and it is also beneficial in directing the .funding. Chairman Cofer stated the reason that he proceeded with the polity of the Board receiving the quarterly reports was to see if there could be .some potential cost .savings, such as consolidation of insurance. The Board directed that they continue to .require the quarterly financial reports from the fire and rescue organizations and, if not submitted, checks will not be issued to those units until their reports are received. The Board also. directed the County Administrator to send out a letter to each unit reiterating the Board's policy. ' County Administrator Casket' stated at the June 15,1995 meeting, the Board authorized the solicitation of proposals for the Third Party . Administrator ('ITA) for the County's. Self Insured Health Plan. He stated County staff and the County's insurance consultant, Rosenthal Insurance Consulting, have prepared a Request for Proposals (RFP) package, and the RFP's have been distributed, proposals have been received , and G -- 14 ao~K 16 ~~°400 meetings/interviews have been held with .each of the four (4) firms submitting a proposal. Sam Rosenthal, Rosenthal Insurance Consulting, appeared before the Board .stating the County received four (4) proposals for TPA of which Duke Benefit Services was the most competitive at $8.50 per employee per month. He stated what's nice about Duke Benefit Services is that the County's reinsured carrier has agreed to do business with Duke and: Ms. Ledford and other members of the staff know the people. He further stated that Henry Duke has an agreement with Southern Health wherein he can pick up all the claim files and bring them back to his office, so there will be a smooth transition. Mr. Rosenthal recommended the Board authorize County staff to negotiate a contract with Duke Benefit Services. Supervisor Spady moved the Board authorize .County staff to negotiate a contract with Duke Benefit Services for TPA services Eor the County's Self Insured Health Plan. The motion was adopted (4-0) with all members voting in favor except Chairman Cofer who abstained. Chairman Cofer called for Old Business. A. The application of the Isle of Wight County .Board of Supervisors for a Special Use Permit to operate a solid waste collection/convenience center on approximately two (2) acres of land located on the south side of Poor House Road (Route 692) between Courthouse Highway (Route 258) and Bob White Road (Route 652) in Newport Magisterial District. (Tabled at the March 16, 1995 and May 18, 1995 Board of Supervisors meetings). Supervisor Spady stated he still thinks this is a good site if the sites the staff is talking about constructing are going to be as good as the pictures the Board has seen. Chairman Cofer stated you must make rnnvenience centers convenient. He stated the centers fiave to be where people will be going by or near in their normal movements traveling to and from town or work so that they can carry their trash with them. He also stated there is no perfect place and there is probably going to be some opposition wherever the center is located. Supervisor Bradby stated his concern is that the-County explore all possible sites for the location of the center. • Supervisor Spady moved the Board table the application to the August meeting and direct County staff, with the assistance of Supervisors Bradby and Spivey, to continue to negotiate with the one (1) potential lessee and any others who may be interested in providing sites. The motion was adopted unanimously (5-0). . Chairman Cofer called .for New Business. 15 • ~ .', f ao~N 1E .,~:~401 • 1 1 Supervisor Bradshaw stated he would .like to readdress the cat licensing ordinance. He asked County Attorney Crook what would be the proper procedure If the Board wanted to repeal the ordinance. County Attorney Crook replied to repeal the Ordinance it would have to be advertised for a public hearing. He stated, under State law, the County is required to have a pound and to dispose of dogs and cats in the pound. He also stated .the State amended the dog law to include dogs, cats. and animals, so the .County complied and made its Ordinance verbatim with the State law. County Attorney Crook stated the County does not have to have a dog ordinance, but it must have a dog pound and it has to dispose of dogs and cats and if the County doesn't charge license fees for them, then the taxpayers are going to pay for it. Supervisor Bradshaw moved the Board direct County staff to send a letter to the. State Corporation Commission asking them to include the 562 and 569 telephone exchange in the current GTE rate and area calling proposal for the southern end of Isle of Wight County. The motion. was adopted unanimously (5-0). Ricky Hardy, Captain, Windsor Volunteer Rescue Squad, appeared before the Board stating that they would like to withdraw the request for additional funding at this time. // Chairman Cofer called for Appointments. There were no nominations for appointments offered. // Chairman .Cofer called for approval of the June 15, 1995 Regular Meeting and the June 27, 1995 Continued Meeting minutes. Supervisor Bradshaw stated that two (2) corrections needed to be made on Page 22 of the June 15, 1995 minutes. He stated In the fourth paragraph, 2nd line, the option stated should be Option B instead of Option . A. In the 5th paragraph, last line, the "s" should be deleted -from Supervisors. Supervisor Bradshaw moved the Board adopt the minutes for :,~ the June 15,1995 Regular Meeting and the June 27,1995 Continued meeting with the corrections, as stated. The motion was adopted unanimously (5-0). // County Attorney Crook requested an executive session pursuant to Section 2.1-344 A7 of the Freedom of Information Act for discussion concerning four (4) personnel matters, potential. litigation and other legal matters requiring advice of legal counsel. At 8:07 p.m., .Supervisor Spady moved ahe Board enter executive session for the reasons stated by the County Attorney. The motion was 16 1 A • : U, 1~ • s. adopted unanimously (5-0). At 9:25 p.m., upon returning to open session, County Attorney Crook stated that Supervisor Spivey voted to enter into executive session, but because he was not feeling well, did not actually go into or participate in the executive session. County Attorney Crook advised that Supervisor Spivey will need to vote on the Certification of Executive Meeting at the next regular meeting of the Board. Supervisor Bradshaw moved the Board adopt the following resolution: 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, 2.1-344.1A 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: 4 NAYS: 0 ABSENT DURING VOTE: 1 ABSENT DURING MEETING: 1 The motion was adopted unanimously. ~.~.~ // Supervisor Bradby moved the Board authorize the County Attorney to advertise an ordinance for public hearing to set a separate tax classification and rate for ships weighing five (5) tons or more at a recommended rate of 0.15 per $100. The motion was adopted unanimously (~)• ~ . // M 1 ., ~1 .. ,~ - . T', . . ao~K ~s .. 40~ . There being ~o further business brought before the Board, Supervisor Spady moved the Board adjourn at 9:30 p.m. The motion was adopted unanimously (4-0) Malcolm T. Cofer, Chas . Dou askey, C . -1 i :i t ~'