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03-06-1997 Regular Meeting.: J 1 :] ao~K 17:Rl:~171 REGULAR MEETING OF THE ISLE OF WIGHT .COUNTY BOARD OF SUPERVISORS HELD THE -SIXTH DAY OF MARCH IN THE "YEAR NINETEEN HUNDRED NINETY SEVEN PRESENT: Henry H. Bradby, Chairman Robert C. Claud, Sr., Vice Chairman Malcolm T. Cofer Phillip A. Bradshaw ' ABSENT: O. A. Spady Also Attending: H. Woodrow Crook,.. Jr., County Attorney W. Douglas Casket', County. Administrator Donald T. Robertson, Assistant to the County Administrator/Director of Human Resources Carey H. Mills, Recording Secretary Chairman Bradby called the meeting to order at 2:00 p.m. The invocation was delivered by Supervisor Claud. // Chairman Bradby called for Special Presentations. Nelda Copeland, Real Estate Office, was recognized by the-Board and presented a plaque of appreciation for ten years. of service to -the County.. County Administrator Casket' noted Mr. Dewan and. Dr. Birchette were scheduled to make presentafions to the Board, however, neither was present at this time. Arthur E. Berkley, Superintendent of Inspections, formally` introduced new Codes Compliance. Inspectors John Price and Rick Veditz to the Board. // Chairman Bradby indicated the following Consent Agenda included Item 2, A and B, and asked if there .were any items for removal: Resolution to Appropriate $425,465 From .the Unappropriated Fund Balance of the General Fund.. to the School Construction Fund February 20, 1997 Minutes There being no items requested by the Board members for -removal, Supervisor Bradshaw moved the Board approve all items of ...the Consent Agenda. The motion was adopted (4-0). /I 1 80QK` ~7 y~r,.-1 Chairman ~Bradby called for Transportation Matters. R. Bryan David, Director of Planning and Zoning, presented a revised Preallocation Resolution which- reflected a change in the date of the hearing. and included the four-laving of the Route 10 Bypass. Supervisor Claud moved the Board adopt the :following amended resolution and authorized staff topresent same at the public hearing: RESOLUTION ESTABLISHING THE RECOMMENDATIONS OF THE BOARD OF SUPERVISORS OF ISLE OF WIGHT COUNTY, VIRGINIA, FOR THE 1947 COMMONWEALTH. TRANSPORTATION BOARD AND VIRGII~IIA DEPARTMENT OF TRANSPORTATION PREALLOCATION HEARING WHEREAS, the Commonwealth Transportation Board and the Virginia Department of Transportation will conduct a preallocation hearing for interstate, primary, and urban system transportation improvements.. in the Suffolk District on March 24, 1997; and, WHEREAS, the Board of Supervisors of Isle of Wight County, Virginia, ..expresses .its appreciation to the Commonweal#h Transportation Board and the Virginia Department of Transportation for the opportunity to present; the transportation. improvement priorities of the County; and, WHEREAS, Isle of Wight County, Virginia, wishes to make specific recommendations for transportation improvement projects to be contained in the Commonwealth of Virginia's Six-Year .Transportation Improvement Program. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Isle of Wight County, Virginia, that the following project is considered the highest transportation improvement priority for the County because of its: potential to address serious vehicle safety problems as well. as to provide significant economic. benefits for the .movement of goods and services` within the .County and the Hampton Roads Region: Realignment and the widening of Route 258 to four-lanes between Route 10-Smithfield Bypass to Route 58-Business including. the .construction of the Route 258-Windsor~Bypass and its grade-separated crossing. at the Norfolk Southern rail line and. the construction of the Cypress: Creek Connector which provides for the relocation of Route 258 south of the Route 10- Smithfield Bypass BE IT FURTHER RESOLVED by the Board of Supervisors of Isle of Wight County, Virginia, that the. following projects are considered to be other important and vitally necessary transportation improvement priorities in the. County: 1. Route 260 (Route 5$-Business-Franklin Bypass connector). 2. Construction of capacity .and. safety improvements to 2 1 1 1 ,~. 1 eoeK ~7~~~173 Route 10 along with similar improvements within the Counties of Surry and Prince George :including the widening of Route 10-Bypass to four (4) lanes. 3. Construction of dedicated left-turn lanes at the intersection of Route 460-and Routes T-610/T-603. and a continuous. center turn lane between this .intersection. and the eastern corporate limits of the .Town of Windsor. BE IT FURTHER RESOLVED. by the Board of Supervisors of Isle of Wight County, Virginia that the County. Administrator is to forward a copy of this resolution to the County's legislative delegation and to .the Virginia Department of Transportation for inclusion in the official record of the 1997 preallocation hearing and fore adoption in the Six-Year .Improvement Program for the Commonwealth of Virginia. The motion was adopted (4-0). ' .Regarding Franklin Equipment Company's previous, request to .reduce the speed limit on Route 618, Mr. David noted a reduction from 55 mnh to 45 mph has been approved by VDOT. This approval will also allow an entrance to be built. on Route :618, stated Mr. David. Supervisor Bradby inquired if there was anything further the Board could do to expedite its requests to VDOT. Supervisor Bradby explained VDOT has not yet .addressed .his requests from last year to clean various. ditches and reopen certain drains and he is continuing to receive requests 1 from citizens concerning road matters. Supervisor Claud suggested that the Board directstaff to get in touch with the VDOT Resident Engineer if the Board does not receive a response from VDOT by Marchl0, 1997 on its concerns discussed at a meeting on February 10, 1997. Supervisor Bradshaw suggested staff begin carbon copying the State. Transportation Board on all County. road concerns. Supervisor. Bradshaw urged the citizens to call their General .Assembly members and contact the Governor's Office to express. their concerns.. Regarding the turn lanes at the industrial park, Mr. David noted staff. will revise the draft impact analysis completed in 1993 to be more specific as to the lot lay outs and the potential for trip generations. In addition, the County will enter into an agreement with VDOT which stipulates. that at the point. that development occurs in the Park where it exceeds the. traffic threshold then a turn lane and signalization may be required. Finally, development of the two lots on either side of the entrance. will be allowed without any immediate turn lane improvements, stated 1VIr. David. // Chairman Bradby called for Citizens Comments. There were no citizens' comments offered. 3 ao~K 1? ~A~~174 ii Chairman Bradby called for the Community Development report. In regard to the Nansemond River Watershed Study by the U.S. Army Corps of Engineers, Mr. David noted .there is no Federal interest in .any large traditional Corps projects in these watersheds, .however, there is potential for other projects. The Corps is proposing fora .total of $2.26 million fare a three-year study to be initiated of the watershed to review watershed management and planning to minimize any adverse impacts on -these .watersheds which encompass the drinking water supplies of South Hampton Roads. Local governments would. be responsible for 50% of the $2.26 million and half of the County's match would be in-kind or 25% .cash. The County's obligation, if joined together with the other five localities in South Hampton Roads, would be approximately $200,000 over athree-year period. Staff's opinion is that there is no benefit for -the cost contributed by the County, .stated Mr. David.. Supervisor Claud moved the Board authorize the .County Administrator to correspond -with the COE as may be appropriate indicating the County's unwillingness to participate- in the. proposed study. The motion was adopted. (40), Mr. David noted the County is a recipient of an information kiosk from the Chesapeake Bay Program and staff will coordinate installation of the kiosk at the Jones Creek Boat. Rarnp, as previously discussed by the Board. Ivlr. David stated the County, in conjunction with the City of Franklin and Southampton County and the greater Hampton Roads region, has been discussing a regional loan program. lvlr. David stated he is requesting the Board authorize the County Administrator to indicate the County's. willingness to participate in this low-income program at no .cost to the County... Mr. David stated the. County's. willingness to .participate in the program. would allow one. low to moderate household in the County to be eligible for afirst-time homeowner loan in the amount of $53,000. Supervisor Bradshaw moved. the. Board authorize the County Administrator to indicate the County's willingness to participate in this low- income program at no cost to the County. The motion was adopted (40). // Chairman Bradby called- for the Public Utilities Report. Regarding the Northern Development Service District water .project/system design, E. Wayne Rountree, Director of Public Utilities, noted the' pump. testing of the Carsbrooke well has been completed .The ! well will produce 720,000 gallons of water .daily and because the draw down. is within DEQ's limits this should. assist in the County's ability to get DEQ to issue a permit to pump. the system to the County. The .Scope of Work is now being negotiated with the .engineer for the cost of the design 4 ,, 1 1 1 ea~~ 17~i~~~17 of the additional well, pipeline and elevated tank arid sanne will be presented for the Board's' consideration at its next meeting. Mr. Rountree stated a Windsor community .meeting was held last week to bring the residents of. Windsor up-to-date on the status of the vacuum sewer project proposed for their -community. A fact sheet was distributed at the meeting and, based on the input from the .meeting, a subsequent fact sheet was mailed in the Town of Windsor's water bills. Another community meeting is planned for the Summer once the project's design. is in a more. formal state, advised Mr. Rountree. Mr. Rountree stated the County has signed a contract with AES Consulting Engineers to design the Windsor vacuum sewer project. The- first stage of the work. is the evaluation of the project and the preparation of a preliminary. engineering report. The .engineer's original preliminary construction estimate has increased from $2,530,000 to $5,608,900. AES is .present today at his request. to .provide the Board with an explanation for the. significant increase, stated Mr. Rountree. Andy Snyder, AES Consulting Engineers, stated in March of 1993 a rough cost .estimate of $2.5 million was provided to the previous County Administrator for a vacuum sewer system to serve the .Town of Windsor. .Travis - Quesenberry, AES .Consulting Engineers, distributed a sheen illustrating a 124% increase in vacuum systems from 1993 to 1996, citing equipment. pricing increases. Responding to Supervisor Bradshaw's concern of why AES Consulting..... .Engineers did not inform the Board earlier about the significant price. increase, Mr. Snyder. explained that he did not want to inform. the County. until he was confident that this is the magnitude of increases that are occurring in the construction market now. Mr. Quesenberry noted .AES Consulting Engineers' contract was executed for this .project in October of 1996., Mr. Snyder stated there was a very large. increase in the construction ..cost of all sewer systems and AES Consulting Engineerswasattempting to determine. if thin was the beginning of a significant, change in .terms of whether a gravity sewer .system was becoming competitive with a vacuum sewer system. Mr. Snyder stated he believes that of the increase, roughly. 50% is attributable #o material and-labor cost of the equipment suppliers: County Administrator Casket' noted the appearance of Dr. Birchette. Dr. William Birchette stated approximately 86% of the Community Policy and Management Team's budget has been expended .due: to cases mandated by the courts. Dr. Birchette noted additional funding-.will be needed to provide required services to the County. // Chairman Bradby called for the .County Attorney's report. 5 f . 804K ~7: f~t:~~76 County Attorney Crook distributed a copy of his letter response to the .City of Virginia Beach regarding their previous. request to the County. for a commitment to utilize 1,000,000 gallons of water per day from the Lake Gaston project. Regarding the SPSA lease, County Attorney Crook stated he .has .written the County Administrator concerning the lease for the SPSA transfer station. SPSA has .the .option to renew. for ten additional years although SPSA did not "meet the time requirements for requesting such renewal, stated .County Attorney. Crook. Supervisor Cofer moved the Board authorize .the County Attorney, in .conjunction with the County Administrator, to negotiate a lease for. the SPSA transfer station. The motion was adopted (40). Regarding_Route 681/Raynor Road, County Attorney Crook stated the missing heir presumed earlier to be .deceased has been located and has signed the deed. Route 681, regarding acquisition of right-of-way,.. has been concludednoted County Attorney-Crook County Attorney Crook distributed to .the Board a letter he wrote to James R. Ford regarding an incident in the Town of Smithfield as requested by the Board of Supervisors.. County Attorney Croak stated he has. incorporated the architect's requested revisions in the contract for the Carrollton Library and returned same to the architect. County Attorney.Crook stated he expects to receive the contract from the architect in the near future. to bring back to_the Board. Regarding the extension of the lease for the new Carrollton Library facility, County Attorney Crook noted :the owner has agreed to extend the- lease .for the facility according to Supervisor. Cofer. // IVir. David distributed a study prepared by the Hampton, Roads Planning District Commission on the Battery Park Road/Carrollton Boulevard Corridor Study. Ivir. David. noted the Board will receive a formal presentation from HRPDC staff at its April 3, 1997 meeting. // Chairman Bradby called for the. County Administrator's report. Regarding the 1996 refunding bond. issue, County. Administrator Casket' .recommended the -Board adopt the resolution .included in the agenda. to cover expenses associated with the issuance of these bonds. Supervisor Cofer moved the Board adopt the following resolution: RESOLUTION TO ACCEPT AND APPROPRIATE FIFTY SEVEN THOUSAND ONE HUNDRED THIRTY SEVEN DOLLARS FROM THE _6 .. r•, 80~K ~7 ~~t:~17~ - 1996 REFUNDING .BOND ISSUE PROCEEDS ~. ~i WHEREAS, the County has received funds from the proceeds of the 1996 Refunding Bond Issue to cover expenses associated with the issuance of these bond funds; and, WHEREAS, the funds in the amount of fifty seven thousand one hundred thirty seven dollars ($57,137) need to be appropriated to the 1996- 97 Operating 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. fifty seven thousand one hundred thirty seven dollars ($57,137) received from the proceeds of the. 1996 Refunding Bond. Issue be appropriated to the appropriate line item in -the 1996-97 Operating 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 (4-0). 1 1 Regarding the Cooperative Agreement for Public Boahrtg and Fishing Access, County Administrator Casket' stated the County :Attorney has approved same as to form and recommends the Board approve the agreement and authorize the County Administrator to sign it on behalf of the County.. Supervisor Bradby moved the. Board approve the Cooperative Agreement for Public Boating. and Fishing Access and authorize the .County Administrator to sign same. on behalf. of the County.: The. motion. was ..adopted (4-0). County Administrator Casket' recommended the. Board. approve the Western Tidewater Health District Agreement which addresses the County's commitment for funding during the fiscal year and stipulates services to be provided by the local Health Department. Supervisor Bradshaw moved the .Board approve the Western Tidewater Health District. Agreement.. and authorize he County Administrator to sign same on behalf of .the County. The motion was adopted- (4-0). Dr. Sujata C. Buck,. M.D., NIl'H, requested: the Board appropriate local funds not matched by the State in the amount of $23,016 to offset-.costs of the dental program and medical. and computer equipment for: the. Health Department. Supervisor Bradshaw moved the Board approve the request of the Health. Department. The motion was adopted (4-0). 7 i i _.. _.... __ ,,... ,..,.~~..__e_ . ~.._.~....~._...~.~.~,..w~.,.~;,~.........~_ a eo~~ 17 r~~.178 Bill .Brown;. Walter. Cecil Rawls Library.Director, requested the Board authorize :him to use the surplus of .funds in the amount of $7,385 in the Rawls Library's Operating Budget for. computer furniture and personal computer. and that. the remaining funds of. approximately $1,000 be .put : aside as a cushion should there be a need. Mr. Brown stated .the. $1,000 would be returned to the County at-the .end of the fiscal year if not used. Mr. Brown explained that automating of the Windsor Library was originally estimated to be in the amount of $19,000; however, due to the fact that the prices: for a number of computer components have decreased and that a member. of his staff has qualified- to install the equipment, a savings in the .amount of $7,385 has been realized. ..Supervisor Claud moved the Board approve the request of the Rawls Library Director and that the remaining $1,000 be used at the Windsor Library (not for supplement. to salaries). Themotion was adopted (4-0). County :Administrator Caskey stated in April, 1992, the County entered into an agreement with .the Town of Windsor to provide additional police patrol and law enforcement. activities within the Town. County Administrator Caskey stated the .agreement expired on June 30, 1993. although the Sheriff has continued to .provide this service.. County Administrator Caskey requested the Board provide direction to staff and the County Attorney on how it wishes to proceed in this. matter. 8 Supervisor Claud moved. the Board request the Sheriff,. County Administrator, County Attorney and Windsor Town Manager to meetand bring back an agreement for the Board's. consideration.. The motion was adopted (4-0). Regarding Boykin's Tavern renovations, County Administrator Caskey stated. the County has applied for an ISTEA grant at the State. level and should receive notification from the Commonwealth Transportation Board by June, 1997 on whether or .not the County is a recipient of funds in the ..approximate amount of $450,000. County Administrator Caskey stated Evelyn Chandler, a private citizen, is currently soliciting .help from the .private sector and it may be some .months before some of the funding .mechanisms are identified. Responding. to Supervisor Cofer's inquiry of whether or not. Boykin's Tavern is required. to comply with the Americans With Disabilities Act (ADA), Lynn P. Harris, Director of Economic Development, replied that she believed~if .public access was not an issue, the Tavern would not be required to comply with ADA requirements, however, the Board should. verify this with Arthur E. Berkley, Superintendent of :Inspections. Supervisor Claud moved the .Board. direct staff to wait until the results of the ISTEA grant are received before.. taking further action regarding renovations to Boykin's Tavern. The motion was adopted (4-0). Supervisor Bradshaw directed the. Director of Economic Development . to check. with engineers of the .County's largest manufacturing firms to request ~ their technical assistance in .evaluating the Tavern.. as to 'needed 1 1 1 1 1 80C1c 1? rRt;ci7~,~ renovations. Regarding the request .for tower space. by the School Board Administration, County Administrator Casket' stated his office. has received a verbal estimate of $4,700 to perform a .load analysis of the tower. Donald T. Robertson, Assistant to the County Administrator/Director of Human. Resources, stated he has solicited quotes from three (3) firms: Mr. Robertson stated the low quote was received from a firm located in .Suffolk in an estimated amount of $4,700. Mr. Robertson stated it is his understanding the School Board Administration is ready to proceed upon completion. of the analysis. Supervisor Bradshaw moved the Board authorize the. County Administrator to .proceed ..with a structural analysis of the. tower. The motion was adopted (4-0). County Administrator.Casket' noted that should the amount exceed $4,700, he would. come back to the Board for further direction. Regarding the Isle of Wight Substance Abuse Advisory Council, County. Attorney Crook stated he previously revised .the Council's bylaws which stipulatethat County..appointed members who are notrepresenting agencies would be compensated,: however, the. matter of past compensation. .has not been resolved, stated County Attorney Crook: Supervisor Claud moved .the Board compensate the individuals as indicated on the .sheet included in the agenda for serving on the Council, as follows: Gene Hunnicutt ($950), Karen Christian-Barlow ($950), Herbert DeGroft ($1,050), Gloria Wilson ($450), Patricia Sarver ($$400), Curt More ($1,100) and Gary'Falls ($300}. The: motion was adopted (4-0). Supervisor Claud further moved the Board appoint Delwin Brown as the .Windsor District representative to the Substance Abuse Advisory Council. The motion was adopted (4-0). Supervisor Bradshaw requested Donald T. Robertson, Assistant to the County Administrator/Director of Human Resources, to provide .the Board with a recommendation on an appointment for the Newport District, as well as the. agencies that need. representation on the, Isle of Wight Substance. Abuse Advisory Council. Supervisor Cofer moved the .Board .adopt the following resolution RESOLUTION REQUESTING A REVIEW AND EVALUATION OF EMERGENCY SERVICES BY THE VIRGIIVIA FIRE SER~CES BOARD WHEREAS, the County of Isle of Wight, Virginia fully supports local volunteer agencies which provide fire and emergency services to its .citizens; and, 9 aeoK 1.7 Y~r.~1$ WHEREAS, the member agencies of the Isle of Wight County Volunteer Fire and Rescue Association have served the citizens faithfully; and, WHEREAS, as the County's population continues to grow, there is a need to ensure that the level,of services provided are adequate to meet the needs of the citizens; and, .WHEREAS, there are many areas of unknown future. capital .costs; and, WHEREAS, the County of Isle of Wight. and its volunteer fire departments and. rescue squads require assistance in thin endeavor. NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board: of Supervisors o£ the County of Isle of Wight, Virginia that the .County and the Isle of Wight County Volunteer Fire and Rescue Association jointly request the .assistance of the- Virginia Fire Services Board in conducting a review and :evaluation of emergency services provided to the citizens- of Isle of Wight County. The motion was adopted (40). Regarding consolidation of redundant County services, County Administrator Caskey noted an analysis of potential consolidation of staff functions is not anticipated to be completed prior to the adoption of the FY1997-98 Operating Budget. Supervisor Bradshaw recommended the County Administrator and staff continue to proceed with their analysis. Anne F. Seward, Director of Budget and Finance, recommended the Board authorize her to negotiate a charge card program for use by Board members and designated. County employees for authorized County expenses. Ivis. Seward stated currently expenses associated- with. County. travel` are routinely incurred by .employees and. Board members from their personal funds or their personal credit :cards. By initiating a "Corporate program",available from American Express, expenses would_be charged to a County sponsored charge card at a negotiable annual expense .per card, stated 1V1s. Seward... County Attorney. Crook warned that in the past the County lost a high ranking. official who passed. on to the County charges .which were incurred. by that person and which were not related to County business, but were .paid by the County. He commented that such corporate cards are .easily abused. Supervisor Bradshaw moved the Board authorize the Budget and Finance Director to negotiate a charge card program for Board and County employees' use for authorized County expenses. The motion was. adopted (40). .. ., 1 1 1 10 .•. 1 1 8001 1? rAG~~~~ Supervisor. Bradshaw requested the Director of Budget and Finance also review the feasibility of obtaining a procurement card for use by .County officials. - County Administrator Caskey. referred to a letter from Kathy Robinson, dated February 24, 1997, concerning a request .of the room mothers of Isle of Wight Academy to use,the Courthouse grounds for the students' Easter Egg Hunt on March. 28, 1997 from 9:00 a.m. until 12:00 noon. Supervisor. Claud moved the Board authorize the County Administrator to notify. the room mothers that their request to use the .County Courthouse grounds for an Easter Egg Hunt on Friday, March 28, 1997 from 9:00 a.m. until 12:00 .noon is approved: The .motion was adopted (40). County Administrator Caskey distributed a late item pertaining to the health insurance renewal for the March 1997-98 .plan. year. Ms. Seward stated a review of proposed premiums for the upcoming plan year indicate an advantage to the County to change the reinsurance carrier for the 97-98 plan period. Shenandoah Life has provided the most . advantageous premium .for stop-loss .coverage :which includes a contract basis of " 24/ 12" which allows claims incurred over the previous twenty-four (24) months to be paid in the upcoming .twelve (12} months.. Ms. Seward stated this is advantageous to the County given the problems experienced with the .County's previous third-party administrator, Duke Benefits Services, Inc. Supervisor -Claud moved the Board accept the low bid provided a satisfactory contract can be negotiated by the County Attorney. and the Director of Budget and Finance. The motion passed (3-0) with Supervisor Cofer abstaining from voting on the matter. County Administrator Caskey distributed a late .item pertaining to Volunteer Day in the County. Grace Keen stated a group of citizens formed a committee with-the intent of improving the manner in which the County recognizes the services of its volunteers. Mrs. Keen stated the group was not satisfied with the way volunteers were recognized by the County the previous year and recommended that the County not recognize a volunteer of the year this year. Supervisor Bradby stated he met with the group which .had concerns about volunteers being recognized at the County Fair and still .having to pay to enter the. Fair. Supervisor .Bradby further stated the citizens' group is recommending that there be no volunteer recognition event-this year and that the County appropriate sufficient funds for aceremony/event to be held in April, 199$. Alan Nogiec, Director of Parks and Recreational Facilities Authority, 11 stated originally the -event was handled by the County's Department of Economic Development; however, several years ago the previous County Administrator, Myles E. Standish, requested that it be handled by Parks and Recreation. Parks. and Recreation also initiated the Volunteer of the Year program. Mr..Nogiec stated Parks and Recreation's concern is .that there -.was only approximately one hundred (100). people attending these events. In evaluating this, Parks and Recreation decided the Fair would provide an opportunity for the County to recognize its volunteers on Sunday afternoon, . the. Fair's largest crowd.. Mr. Nogiec. stated he feels volunteers should be recognized. as opposed to groups. Mr. Nogiec stated should the Board wish, he would not have any qualm with this event coming under the direction of .the. County Administrator's office in the future. Supervisor Bradshaw .recommended Alan Nogiec, Grace Keen,, Doug Caskey and Don Robertson meet to discuss a compromise and return to .the Board wthanappropriate recommendation. Supervisor Bradby noted .that the County. will host the regional Mayors-/.Chairs Caucus on March 28, 1997. at 12:00 at Smithfield .Station. Supervisor Bradby .invited his fellow Board members to attend.... . Regarding the animal shelter expansion and improvements, Mr. Rountree noted he is in the process of having contractors identify the needs of the facility. Mr. Rountree stated he is also looking at expansion alternatives and costs for same. Mr. Rountree stated he would have cost estimates for the Board's consideration at its March 20, 1997 meeting. County Administrator Caskey. reminded: the Board of he Legislative Breakfast Forumscheduled for Friday, March 7, 1997 at 8:00 a.m. at the Windsor Community Building. County Administrator Casket' reminded the Board of a budget work session scheduled .for March. 27, 1997 a 9:30 a.m. until. 3:00 p.m. ` at the Smithfield Lighthouse. County Administrator Caskey requested an executive session later in the meeting concerning two matters. // Chairman Bradby called. for Old Business. There :being none offered, Chairman Bradby called for New Business.'- There being. none offered, Chairman Bradby called for APpointments. Supervisor Bradshaw moved the Board reappoint Beverly Tubbs representing the Carrsville District on the Commission on Aging for an additional three-year-term which will expire in March of 2000. The motion was adopted (40). Supervisor Cofer .moved the .Board reappoint Ronald H. Pack 12 1 1 1 1 1 ,.. . , Bfl~~ ~ + ~3rt~~~ representing .the Smithfield District on the Industrial Development Authority.: for an additional four-year .term which will. expire in 'March of 2001. The. motion was adopted (4-0). Supervisor Claud requested the Director of Economic Development provide the Board with a recommendation of appointments to the Overall Economic Development Plan Committee. Supervisor Bradby moved the Board reappoint the following'. individuals for four-year terms on the Tyler's Beach Boat Harbor Committee whose terms will expire in March of 2001: Allen Bradby Hubert Bradby, Jr.: Payton Jones, Jr• Henry H. Bradby The motion was adopted (4-0). Supervisor Bradshaw moved the Board reappoint Donald. T. Robertson as the Local Government representative on the Western Tidewater Disability Services Board for an additional three-year term which will expire in March of 2000. The motion was adopted (4-0). // 13 County Attorney. Crook requested an executive session pursuant to Section 2.1-344 Al of the Freedom of Information Act regarding consultation with staff and counsel concerning a personnel matter and under Section 2.1- 344 A7 of the Freedom. of Information Action concerning a specific legal matter requiring advice of counsel. At 4:37 p.m., Supervisor Claud moved the Board .enter executive session fora the reasons stated by the County Attorney. The motion was adopted (4-0). Upon returning to open session at 5:00 p.m., 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 eoo~ 17..~f1$4 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: 0 ABSENT DURING MEETING: 1 The motion was adopted (40). // Supervisor.Bradby referred to a thank you note from Brenda Holland, a County employee who was. recently hospitalized and who was expressing her appreciation for the flowers sent on her. behalf. Supervisor Bradshaw inquired if the Board should invite. the Smithfield Mayor and Town Manager to attend the Mayors and Chairs meeting on March 28, 1997. Supervisor Claud noted the Caucus would likely be discussing.. the issue of a regional sales tax in its meeting. and should probably. not invite the Mayor and Town Manager.. to attend the meeting. Supervisor Bradshaw stated he met recently. with the representatives of Franklin regarding water and staff from the two localities are to prepare an agreement for the attorneys from both localities to review.. Regarding the marketing program between the City of Franklin, Southampton County and Isle of Wight, Supervisor Bradshaw noted he recently spoke with. the .Franklin ..Mayor regarding. the .economic development- request of ..$20,000 and .advised that the County will .not be committing any funds until the regional committee meets. !/ At 5:05 p.m., Supervisor Cofer moved the.Board adjourn. The motion was adopted (40). enry H. radby, Chairman 1 1 1 12