01-07-1999 Regular Meetingt '
REGULAR MEETING OF THE ISLE OF WIGHT COUNTY BOARD. OF
SUPERVISORS HELD THE SEVENTH DAY OF JANUARY. IN THE
YEAR NINETEEN HUNDRED NINETY NINE
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PRESENT: Robert C. Claud, Sr., Chairman
Malcolm T. Cofer
Henry H. Bradby
Phillip A. Bradshaw
O. A. Spady
Also Attending: H. Woodrow Crook, Jr., County Attorney
W. Douglas Caskey, County Administrator
Donald T. Robertson, Assistant to the
County Administrator/Director of
Human Resources
Carey H. Mills, Recording Secretary
Chairman Claud called the meeting to order at 2:00 p.m. Supervisor
Cofer delivered the invocation.
The Pledge of Allegiance was delivered.
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Chairman Claud called for election of the Chairman and .Vice-
Chairman and turned the meeting over to the County Administrator.
County Administrator Caskey called for nominations for Chairman for
1999.
Supervisor Cofer moved the Board nominate 0. A. Spady as Chairman
of the Board for 1999. The motion was .adopted with all members voting in
favor except Supervisor Spady who abstained.
Chairman Spady called .for nominations for Vice-Chairman.
Supervisor. Bradshaw moved the Board nominate Malcolm T. Cofer as
Vice-Chairman of the Board for 1999. The motion was adopted with all
members voting in .favor except Supervisor Cofer who abstained.
Supervisor Bradshaw moved the Board appoint W. Douglas Caskey as
its Clerk for 1999. The motion was adopted unanimously (5-0).
Supervisor Cofer moved the Board appoint Carey H. Mills as its
Recording Secretary for 1999. The motion was adopted unanimously (5-0).
Supervisor Claud moved the .Board adopt the following meeting
schedule for 1999: First Thursday of the. month at 2:00 p.m. and the third
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..Thursday of the month at 6:00 p.m. with :public hearings commencing at
7:OO p,m. an the third Thursday. The motion was adopted unanimously (S-
0).
Regarding the appointment of Board members to various committees,
Chairman .Spady requested the Board table action until the Board's January
21, 1999 meeting to allow him an opportunity to speak with the individual
Board members.
Mr. Robertson .introduced Tracy Mathews, the County's new Office on
Youth Coordinator. Mr. Mathews thanked the Board for the opportunity to
bring. new and innovative ways of dealing with the County's youth to
prepare them for a better future.
Mr. Hartley introduced Lyle Hornbaker, the County's new
Planner/Geographic Information System Coordinator. Mr. Hornbaker
thanked -the .Board for the opportunity to work with the GIS. He stated it is
his hope that the GIS will. become a truly worthwhile system that will
perform the types of things the County needs it to perform.
County Attorney Crook asked the Board to consider the appointment
of a tiebreaker. This appointment comes up every four (4) years and must
be done at the organizational meeting, as required by statute,. stated County
Attorney Crook.
Supervisor. Bradshaw moved the Board reappoint G. W. White as the
tie-breaker for the Board. for an additional four (4) year term. Mr. White's
term will expire in January of 2003. The motion was adopted unanimously
(S-0).
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Chairman .Spady. indicated the .following Consent Agenda included
Items 2, A and B, and asked if there were any. items for removal:
Resolution of .Gift of a 1992 Ford Four Door Sedan to the
Rushmere Volunteer Fire Department for Use in Providing Fire
Services
December 3, 1998 Regular Meeting Minutes
Supervisor Bradby moved the Board adopt all items of the Consent
Agenda. The motion was adopted unanimously (S-0).
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Supervisor Bradshaw moved the Board amend the regular order of the
agenda in order to hear comments from the consultant .regarding. the
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Boykin's Tavern renovation project. The motion was adopted unanimously
(5-0).
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Paul Kapp, Architect, presented the preliminary architectural design
for the proposed renovation of Boykin's Tavern. He noted the largest part of
the scope of work is the structural repair of the tavern in the areas where the
rot is most extensive. Mr. Kapp noted the tavern contains three sections:
17t?2, 1800 and 1903, He is recommending the removal of the 1903 section
in order to corrPcw the rot problems in the 1800 section. He is further
recommending the County build a new wing in which the plumbing and
other services for the use of the building (men's room, ladies room, small
kitchenette and small custodian closet) can be locafed. He noted he does not
believe insect .damage is a big problem at this point.. A temporary
handicapped ramp would lead onto the porch area -in the front of the
structure. The fireplaces will be utilized for return ducts. for both the first
and second floor. Period lighting will be utilized in the Board Room and
back rooms, as well as the back room upstairs. Modern incandescent
lighting will be utilized throughout the remainder of the building. He noted
he is proposing that the roof be a red tin roof, that -the shutters be dark green
and the building white, .all colors typical of the period, stated Mr. Kapp.
Supervisor Claud asked Mr. Kapp if $758,000 is a realistic figure for
renovation. Mr. Kapp noted the driving force on the. budget is as follows:
1) the full extent of other areas of insect infiltration not detected thus far
and, 2) finalization from the. State Review Architects in Richmond that he
will be allowed to remove the 1903 section of the building. Mr. Kapp noted
he feels the cost to renovate .the Tavern will be between $750,000 and
$1,000,000.
Supervisor Claud asked Mr. Kapp if any dialogue has taken place as to
what could be changed to reduce the cost of the renovation.
Mr. Kapp noted the ways to reduce the cost of renovation are: 1) keep
the Scope of Work in terms of size to what he has just described above; and,
2) keeping the mechanical and electrical budgets as minimal as .possible.
Lynn P. Harris, Director of Economic Development, noted the
renovation, as proposed, is a structural renovation only. She further noted
nothing, to her knowledge, can be eliminated to reduce the costa
Following an .inquiry. from Supervisor Bradby regarding utilization of
the chimneys, Mr. Kapp noted a steel pin would be placed in the chimneys,
similar to those at the Clerk of Courts office. The fireplaces themselves will
not be operable and will be utilized as return. ducts for the air handlers.
Supervisor Claud asked if the $200,000 in grant funds must be spent
by the end of the year.. Ms. Harris. replied "yes".
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Supervisor Claud asked if there is sufficient time to complete the
architect's work and put the matter out to bid so that the Board will be aware
of what the renovation is anticipated to costa. Supervisor Claud stated before
he commits to the $200,000 he wanted to know the total cost of the project.
Mr. Kapp noted his schedule is to have an eighty (80%) percent
completion set by February 6a` or T~ and he would like to present a copy of
the set, both drawings and specifications, to the .County and State for
approval. In February, He would look- over a select set of contractors for
bidding, with the project to begin in early April. The. first money to be spent
would be State funds for the .structural elements which is anticipated to be
approximately $206,000.
Ms. Harris requested the Board's permission to apply for another
ISTEA grant in the amount of $100,000. to supplement any shortfalls with
the grant application being due on January 30, 1999 with a public hearing
scheduled for January 21, 1999. Ms. Harris noted she would not have an
answer on whether or not the County is awarded the grant until the end of
June,-1999.
Supervisor Bradshaw moved the Board direct the Economic
Development Director to advertise a public hearing for ISTEA grant funds in
the amount of $.100,000 at the Board's January 21, 1999 meeting. The
motion was adopted as follows: Cofer, Bradby, Claud, Bradshaw and Spady
voting in favor of the motion {5-0); none voting against.
Jonathan W. Hartley, Director of Planning and Zoning, addressed the
Board on the recommendation of the Historic Architectural Review
Advisory Committee. (HARAC) on the Boykin's Tavern proposed project.
Mr. Hartley noted the HARAC recommended approval of the modifications,
exterior improvements and proposed colors as presented. The HARAC also
requested if other modifications were proposed or changes were made in the
proposal as submitted, that the HARAC has an opportunity for further
consideration.
Supervisor Cofer moved the Board approve the recommendation of the
Historic Architectural Review Committee for the modifications, exterior
.improvements and proposed colors, as presented and that if other
modifications were proposed or changes were made in the proposal as
submitted, that-the HARAC have an opportunity for further .consideration.
The motion was adopted as follows: Cofer, Bradby, Claud, Bradshaw and
Spady voting in favor of the motion (5-0); none voting against.
Evelyn Chandler addressed the Board on the funding aspects of the
renovation .for. Boykin's Tavern. Ms. Chandler noted the Isle of Wight
Historical Society has raised funds to date in the amount of $97,514.64; the
County has allocated $44,000; there is a Virginia. General Assembly Grant
in the amount of $225,000; and, an ISTEA Grant in the amount of $275,000
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for a total of $641,514.64. She noted there are outstanding pledges in the
amount of $17,600. She stated $126,385.36 is still needed.
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Supervisor Claud moved the Board return to the regular- order of the
agenda. The motion was adopted unanimously (S-0).
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Chairman Spady called for Transportation Matters.
Jonathan W. Hartley, Director of Planning and Zoning, presented the
following resolution for the Board's consideration:
A Resolution Amending the Secondary Road System As A Result of
Relocation and Construction on Route 681
Supervisor Claud moved the Board adopt the following resolution:
A RESOLUTION AMENDING THE SECONDARY ROAD SYSTEM AS
A RESULT OF RELOCATION AND CONSTRUCTION ON ROUTE 681
WHEREAS, Route 681 from. 0.20 Mi. N. Rte. 625 (Modest Neck
Road) to 0.80 Mi. S. Rte.. 683 (Dews Plantation Road) has been altered as
shown on the plans for project: 068.1-046-P98, M-502, B-626; and,
WHEREAS, the Virginia Department. of Transportation has provided
this Board with a sketch dated May 6, 1998, depicting required. changes in
the Secondary System of State Highways, which sketch entitled, "Changes...
in Secondary System Due to Relocation and Construction on Route 681,
Project: 0681-046-P98, M-502, B-626", is hereby incorporated herein by
reference; and,
WHEREAS, a new road now serves the same citizens as those
portions of old road identified to be abandoned and those portions to be
abandoned no longer serve a public need;
NOW, THEREFORE, BE IT RESOLVED, that this Board requests the
Virginia Department of Transportation abandon from the Secondary System
of State Highways those portions of Route 681 identified as Section. l shown
in red on the aforementioned sketch, pursuant to 33.1-155 of the Code of
Virginia of 1950, as amended; and,
BE IT FURTHER RESOLVED that this Board requests the Virginia
Department of Transportation add to the Secondary .System of State
Highways those. portions- identified as Section 2 shown. in green on -the
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aforementioned sketch, pursuant to 33.1-229 of the Code of Virginia of
1950, as amended, and,
BE IT FURTHER RESOLVED that a certified copy of this resolution
be forwarded to the Resident Engineer for the Virginia Department of
Transportation.
The .motion was adopted as follows: Cofer, Bradby, Claud, Bradshaw
and Spady voting in favor of the motion (5-0); none voting against.
Mr. Hartley noted the next quarterly VDOT meeting: is scheduled for
January 25, 1999 at 2:00 p.m. Mr. Hartley invited interested Board
members to attend.
Mr. Hartley noted a meeting concerning Muddy Cross Road is
scheduled for January 20, 1999 at the Benns Church Community Center and
the VDOT Resident Engineer is expected to be in attendance. Mr. Hartley
noted he would notify the property owners who have not signed for
dedication ofright-of--way.:
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Chairman. Spady called for Citizens Comments.
Constance Rhodes, Director, Isle of WightlSmithfield/Windsor
Chamber of Commerce, presented a request from the Chamber of Commerce
for property tax exemption.
County Attorney Crook advised the Board must first hold a public
hearing on the matter. and approve the tax exemption. The matter is then
considered by the General Assembly and a Bill is added to the statute of
exempt .properties. Mr. Crook stated he believes it will probably take a year
before the property is exempted.
Supervisor Claud moved the Board authorize the County Attorney to
advertise for public hearing the tax exemption status .for the .Chamber of
Commerce property. The motion was adopted as follows: Cofer, Bradby,
Spady, Bradshaw and Claud voting in favor of the motion (5-0); none voting
against.
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Chairman Spady called-for the Community Development report.
Mr. Hartley presented the Board with a listing of all Puraflo systems in
the County approved to date by the Health Department. Mr. Hartley noted
he would continue to advise the Board of additional approvals, as received.
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Chairman Spady requested that location maps be prepared and located
in the Department of Planning and Zoning for perusal by the Board.
Chairman Spady .further requested Mr. Hartley notify the Board members as
future permits are approved.
Mr. Hartley requested the Board approve an additional $1,000 for the
Windsor Community Development Block Grant Planning Grant (CDBG).
Supervisor Cofer moved the Board allocate an additional $1,000 to the
Windsor CDBG planning grant. from the General Fund Contingency. The
motion was adopted as follows: Cofer, Bradby, Claud, Bradshaw and Spady
voting in favor of the motion (5-0); none voting against.
Mr. Hartley presented the recommendation of the Historic
Architectural Review Advisory Committee (HARAC) on the .old jail
building.
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Chairman Spady moved the Board accept the recommendation of the
HARAC that the Board defer any action on renovating, that the jail building.
be preserved in its present state and that no modifications be made to detract
from its representation as .the old jail and the matter be tabled to allow staff
an opportunity to .further evaluate the alternatives along .with the.
Commissioner of the Revenue. The motion was adopted as follows: Cofer,
Bradby, Claud, Bradshaw and Spady voting in favor of the motion (5-0);
none voting against.
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Chairman Spady called for the Public Utilities report.
E. Wayne Rountree, P.E., Director of Public Utilities, presented for the
Board's consideration change orders with Qualicon Corporation, the
contractor building the Southern Development Service District sewer
improvements. Mr. Rountree noted Qualicon Corporation's completion date
for the entire project was to be October 27, 1998 and it is anticipated they
will not be finished until February of 1999, at the earliest.. Mr. Rountree
noted there is a $i00 per day liquidated damage provision in Qualicon's
contract with the bounty.
Phillip Hecht and Tom Trask, representatives of Gannett Fleming,
briefed the Board on the thirteen (13) change orders totaling $22,348.43
which represents a 2.8% increase in the contract amount. Mr. Trask noted
the contractor may be entitled to twenty-seven (27) .calendar days .which
would move the completion date from October 27, 1998. to November 23,
1998.
Chairman Spady asked Mr. Hecht to investigate and report back to the
Board on who is responsible for the error on the bid foams which showed
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$2,500 on the first and $1,400 on the other.. Supervisor Spady noted the
change orders for landscaping and chain length fence are just estimates at
this point.
Supervisor Bradshaw suggested the County contract separately for the
landscaping and chain length fence which would alleviate any impact on the
number of days the contractor has. been late.
Supervisor Spady agreed that the County should delete the
landscaping and chain length fence items from the change orders.
County Attorney Crook stated he has requested he be provided the
contract and necessary documents for his review. Attorney Crook noted he
did not see a problem legally with the paving because although it was of
lesser quantity in the bid, it needed to be done and it is the same unit price.
However, when the Board allows items to be added (landscaping and chain
length fence), the County is providing the contractor with an excuse for
additional days the Board does not need to approve.
Supervisor Bradshaw noted he would feel more comfortable if the
County Attorney would review the changes with the contractor as twenty-
seven (27) additional days seems excessive to him.
Supervisor Bradshaw moved the Board approve the change orders
1.01 through 1.11 as presented to the Board .but not approval of the
recommended time extensions. The motion was adopted as follows: Cofer,
Bradby, Claud, Bradshaw and Spady voting in favor of the motion (5-0);
none voting against.
Mr. Rountree noted the .master water meter has been installed by the
City of Franklin which will supply bulk water to the County and the County
has been issued an invoice in the amount of $21,277.38. Mr. Rountree
requested the. Board approve the invoice and authorize payment to the City
of Franklin. from the Franklin sewer improvement appropriation in the
Capital Budget.
County Attorney Crook noted the statement makes reference to an
easement for Isle of Wight County water meter on property of Union Camp
in Windsor Magisterial District, Isle of Wight County. He noted he would
check with the surveyor on this matter.
Supervisor Claud moved the Board approve the invoice and authorize
payment to the City of Franklin from the Franklin sewer improvement
appropriation in the Capital Budget. The County Attorney was directed to
pursue correcting the recording of the noted .easement. The motion was
adopted as follows: Cofer, Bradby, Claud, Bradshaw and Spady voting in
favor of the motion (5-0); none voting against.
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Chairman Spady called for the Economic Development report.
Ms. Harris noted she previously requested the Historical Society to
suggest uses for the second floor of Boykin's Tavern. Included in the
agenda is a letter dated .December 4, .1998 from Thomas Fenderson
concerning possible uses not yet considered.. Ms. Harris. pointed out these
suggested uses are not appropriate for the Scope of Work she provided to the
architect.
Supervisor Bradshaw moved the Board direct the :Director of
Economic Development to respond to the Historical Society regarding the
fact that the building will not be suitable for uses as proposed by the
Society. The motion was adopted as follows: Cofer, Bradby, Claud,
Bradshaw and Spady voting in favor of the motion (5-0); none voting
against.
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Chairman Spady called for the Parks and Recreation report.
Mr. Nogiec requested the Board formally .identify the Memorial
Garden which has been used in the past as an area in which trees are planted
thus creating memorials to individuals or groups.
Supervisor Bradshaw moved the Board direct the County Attorney to
review the proposal and bring back to the Board a policy for consideration.
The motion was adopted as follows: .Cofer, Bradby, Claud, .Bradshaw and
Spady voting in favor of the motion (5-0); none voting against,
Mr. I~agiec requested the Board's direction regarding the rental of the
residence at the Fort ftoykin Historic Park.
County Attorney Crook advised the Board that any proposal to lease
the residential property would have to be published for a public hearing.
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Supervisor Bradshaw moved the Board direct the Director of Parks
and Recreation, in conjunction with the County ,Attorney, to review the rent
of .the residence at Fort Boykin and provide the Board with a
recommendation as to whether the County should charge a straight. rent or
consider other services provided. The motion was adopted as follows:
Cofer, Bradby, Claud, Bradshaw and Spady voting in favor of the motion (5-
0); none voting against.
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Chairman Spady called for the County Administrator's report.
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County Administrator Caskey presented a resolution for the Board's
consideration regarding the declaration of a local emergency pertaining to
the recent ice storm.
Supervisor Cofer. moved the Board adopt the following resolution:
RESOLUTION TO DECLARE A LOCAL EMERGENCY
WHEREAS, due to the recent severe .weather which occurred on
December 24, 1998, damage from ice and fallen tree limbs, and widespread
power outages have created conditions of extreme peril of property which
necessitates the proclamation of the existence of an emergency; and,
WHEREAS, widespread power outages necessitated the activation of
emergency shelters .for several hours on December 24, 1998 and December
2S, 1998; and,
WHEREAS, Section 44-146.21 of the Code of Virginia provides for
the declaration of local emergencies; and,
WHEREAS, the Board of Supervisors of the County of Isle of Wight
has adopted an Emergency Operations Plan.
NOW, THEREFORE, BE IT AND 1T IS HEREBY RESOLVED that
the Board of Supervisors of the County of Isle of Wight, Virginia does
consent to the declaration of a local emergency.
BE IT FURTHER RESOLVED that during the existence of said
emergency the powers, functions, and .duties of the Director of Emergency
Services for the County of Isle of Wight and other local- officials and
employees having emergency responsibilities shall be those prescribed by
the. Plan and all applicable State and Federal law.
BE IT FURTHER RESOLVED .that .this resolution is effective
December 24, 1998, and shall remain in effect until rescinded by the Board
of Supervisors as provided by law.
The motion was adopted as follows: Cofer, Bradby, Claud, Bradshaw
and Spady voting in favor of the motion (5-0); none voting against.
County Administrator Caskey presented a resolution recognizing
David Hardy for his past services on the Industrial Development Authority
Board for the Board's consideration.
Supervisor Bradby moved the Board adopt the following resolution:
RESOLUTION TO RECOGNIZE DAVID HARDY
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UPON, RETIREMENT FROM THE ISLE OF WIGHT COUNTY
INDUSTRIAL DEVELOPMENT AUTHORITY
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WHEREAS, Mr. David Hardy is a resident. of Isle of Wight County,
Virginia; and,
WHEREAS, Mr. Hardy has served the County in many capacities as a
concerned citizen and volunteer; and,
WHEREAS, Ivir. Hardy has served as a member of the Isle of Wight County
Industrial Development Authority since December, 19$2; and,
WHEREAS,. the Board of Supervisors desires to recognize Mr. Hardy
upon his retirement from the Industrial Development Authority.
NOW, THEREFORE, BE IT AND. IT IS HEREBY RESOLVED that
the Board of Supervisors of the County of Isle of Wight recognizes and
thanks Mr. Hardy for sixteen. (16) years of dedicated service to Isle of Wight
County.
The motion was adopted as follows: Cofer, Bradby, Claud, Bradshaw
and Spady voting in favor of the motion (5-0); none voting against.
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County Administrator Caskey noted that at an appropriate time, Mr.
Hardy would be invited to a Board meeting for a formal presentation, to
include the presentation of a plaque.
Donald T. Robertson, Assistant to the County Administrator/Director
of Human Resources introduced Tad Hedgepeth, a representative of
Commercial Radio, who addressed the Board on the County's emergency
communications problems currently being experienced by the Carrsville and
Rushmere Volunteer Fire Departments.
Supervisor Spady inquired if a larger tower would solve the County's.
exiting problems.
Mr. Hedgepeth noted it could be done if the tower were located high
enough, however, he is not prepared to address the Board on how high the
tower would need to be without running an analysis. Mr. Hedgepeth pointed
out that the higher the frequency the more interference experienced.
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Supervisor Spady. asked if the County should proceed with acquiring
different frequencies or new radios.
Mr. Hedgepeth stated he believes it is in the County's best interest to
remain in the VHF range because of the coverage and distance the County
receives. Mr. Hedgepeth stated the County changing to UHF would
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necessitate that .all radios throughout the County be upgraded and would not
be advantageous to -the County.
Supervisor Bradby moved the Board direct the County Administrator
to form a committee, at his discretion, to make a recommendation regarding
the information the Board was provided by the telecommunications vendor.
Such team should include the Sheriff and appropriate fire and rescue
personnel. The motion was adopted as follows: Cofer, Bradby, Claud,
Bradshaw and Spady voting in favor of the motion (5-0); none voting
against.
County Administrator Caskey presented additional costs associated
with the Carrollton .Public Library regarding .water and. sewer connection
fees, a monthly. water bill and a charge. for Virginia Power underground
service in the amount of $7,276.76.
Supervisor Cofer moved the Board authorize payment of the various
charges related to the Carrollton Public Library project. from the Capital
Budget Contingency. The motion was adopted as follows: Cofer, Bradby,
Claud, Bradshaw and. Spady voting in favor of the motion (5-0); none voting
against.
Mr. Robertson noted in the Board's original resolution, adopted on
June 15, 1995, there was a three (3) year timeframe for the HOME
Investment Partnership Program. Mr. Robertson explained in order. for the
County to remain eligible to participate in the Program, the Board needs to
execute a new three (3) year agreement. Mr. Robertson noted it is
somewhat critical that the Program continue as the Board has previously
committed funds for the Program as part of the County's CDBG .project in
the Jamestown/Camptown community.
Supervisor Bradshaw moved the Board adopt the following resolution
and authorize the Chairman and the County Administrator to sign the
Cooperative Agreement on behalf of the County:
RESOLUTION TO SUPPORT THE FORMATION OF A REGIONAL
CONSORTIUM FOR THE PURPOSE OF OBTAINING HOME
INVESTMENT PARTNERSHIP PROGRAM FUNDS FROM THE
UNITED STATES DEPARTMENT OF HOUSING AND URBAN
DEVELOPMENT
WHEREAS, the. Board of Supervisors of the County of Isle of Wight
recognizes the need for greater housing opportunities for its citizens in a
time when resources for housing programs are becoming increasingly
scarce; and,
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WHEREAS, HOME Investment Partnership funds will provide
additional financial resources to the region for rental assistance, new
construction, home ownership, and home rehabilitation opportunities; and,
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WHEREAS, the formation of a regional consortium is necessary in
order to receive mutually beneficial HOME Investment Partnership funds;
and,
WHEREAS, the County supports efforts to affirmatively further fair
housing opportunities wherein citizens will be afforded a safe and- sanitary
environment in which to live.
NOW, THEREFORE, BE IT AND IT IS HEREBY .RESOLVED by
the Board of Supervisors of the County of Isle of Wight that the County
endorses the .continuation of a regional HOME Investment Partnership
Consortium.
BE IT FURTHER RESOLVED that the County Administrator is
authorized to do all things necessary to submit a proposal for funding for
implementation of the program.
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The motion was adopted as follows: Cofer, Bradby, Claud, Bradshaw
and Spady voting in favor of the motion (5-0); none voting against.
County Administrator. Caskey noted the Board, at .its December 17,
1998 meeting, deferred action on the County's .audit report in .order to allow
the Board members additional time for review. Mr. Caskey recommended
the Board accept the audit report for FY1997-98.
Supervisor Cofer moved the Board accept the audit report for- FY97-98
received from Robinson, Farmer, Cox, Associates. The motion .was adopted
as follows: Cofer, Bradby, Claud, Bradshaw and Spady voting in favor of
the motion (5-0); none voting against.
Supervisor Bradshaw moved the Board adopt the following resolution:
RESOLUTION TO ACCEPT AND APPROPRIATE THIRTEEN
THOUSAND DOLLARS FROM THE CAMP YOUNTS, RUTH CAMP
CAMPBELL AND CAMP FOUNDATIONS FOR FIRE AND RESCUE
SERVICES
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WHEREAS, the Board of Supervisors of the County of Isle of Wight,
Virginia has received donations for fire and rescue services; and,
WHEREAS,.the funds in the total amount of thirteen thousand dollars
($13,000) need to be appropriated to the appropriate fire and rescue line
items in the 1998-99 budget of the County of Isle of Wight.
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NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by
the Board of Supervisors of the County of Isle of Wight, Virginia that
thirteen thousand dollars ($13,000) be accepted and appropriated to the
Carrsville Fire Department ($5,000), the Windsor Rescue Squad ($5,000),
and the Windsor Fire Department ($3,000) in the 1998-99 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 and to do all things necessary to give
this resolution effect.
The motion was adopted as follows: Cofer, Bradby, Claud, Bradshaw
and Spady voting in favor of the motion (5-0); none voting against.
Supervisor Claud moved the Board adopt the following resolution:
RESOLUTION TO ACCEPT AND APPROPRIATE NINE HUNDRED
NINETY SEVEN THOUSAND TWO HUNDRED SEVENTY TWO
DOLLARS IN FEDERAL AND STATE GRANT FUNDS FOR
SCHOOL PROGRAMS
WHEREAS, the School Board of the County of Isle of Wight has
received grant funds from the United States Department of Education and
the Virginia Commission for the Arts; and
WHEREAS, the funds in the amount of nine hundred ninety seven
thousand two hundred seventy two dollars ($997,272) need to be
appropriated to the appropriate line items in the 1998-99 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 nine
hundred ninety seven thousand two hundred seventy two dollars ($997,272)
be appropriated to the following line items in the 1998-99,budget of the
County of Isle of Wight:
Federal:
Title I $493,961
Title II (ESEA) 20,484
Title IV 22,973
Title VI 19,783
Title II (Perkins) 64,166
Technology Literacy Challenge 55,000
Title VI-B 316,905
$993,272.
State:
Virginia Commission for the Arts $ 4,000
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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 as follows: Cofer,. Bradby, Claud, Bradshaw
and Spady voting in favor of the motion (S-0); none voting against.
Supervisor Cofer moved the Board adopt the following resolution:
RESOLUTION TO APPROPRIATE ONE MILLION FIFTY ONE
THOUSAND FOUR HUNDRED SIXTY THREE DOLLARS FROM THE
UTILITY CONSTRUCTION FUND BALANCE FOR VARIOUS UTILITY
PROJECTS
WHEREAS, the Board of Supervisors of the County of Isle of Wight,
Virginia has approved funds .for certain capital expenditures for various
utility projects; and,
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WHEREAS, the funds in the amount of one million fifty one thousand
four hundred sixty three dollars ($1,051,463) need to be appropriated from
the Utility Bond Construction Fund, to the 1998-99 Capital Projects. Budget
for 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
million fifty one thousand four hundred sixty three dollars {$1,051,463)
from the Utility Bond Construction Fund be appropriated to the 1998-99
Capital 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 and to do all things necessary to give
this resolution effect..
The .motion was adopted as follows: Cofer, Bradby, Claud, Bradshaw
and Spady voting in favor of the motion (5-0); none voting against.
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Supervisor Claud moved the Board adopt the following resolution:
RESOLUTION TO ACCEPT AND APPROPRIATE FOURTEEN
THOUSAND FOUR HUNDRED TWENTY THREE DOLLARS FROM
THE STATE AND FEDERAL GOVERNMENTS FOR CARRYOVER
GRANT PROGRAMS
WHEREAS, the Board of Supervisors of the County of Isle of Wight,.
Virginia has received grant funding for variousgrant programs; and,
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WHEREAS, the following funds in the amount of fourteen thousand
four hundred twenty three dollars ($14,423) need to be accepted and
appropriated to the 1998-99 budget of the County of Isle of Wight, Virginia:
Pesticide Container Recycling $ 1,875.00
V-STOP 12 547.87
~14.~Z
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NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by
the Board of Supervisors of the County of Isle of Wight, Virginia that the
amount of fourteen thousand four hundred twenty three dollars ($14,423) to
be received from the above grant programs. be accepted and appropriated to
the appropriate line items in the 1998-99 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 as follows: Cofer, Bradby, Claud, Bradshaw
and Spady voting in favor of the motion (5-0); none voting against.
Supervisor Bradshaw moved the Board adopt the following resolution:
RESOLUTION TO APPROPRIATE TWELVE THOUSAND EIGHT
HUNDRED NINETY NINE DOLLARS FROM THE UNAPPROPRIATED
FUND BALANCE FOR VARIOUS CARRYOVER PROGRAMS
WHF,REAS, the Board of Supervisors of the County of Isle of Wight,
Virginia has carryover donated/grant funds available for various programs;
and,
WHEREAS, the following funds in the amount of twelve thousand
eight hundred ninety nine dollars ($12,899) need to be appropriated to the
1998-99 budget of the County of Isle of Wight, Virginia:
Litter Control $ 4,154.18
Va. State Library Grant 1,375.00
DARE Donations 1,375.26
Forfeited Assets 5.994.11
Total: 2 898 55
NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by
the Board of Supervisors of the County of Isle of Wight, Virginia that the
amount of twelve thousand eight hundred ninety nine dollars. ($12,899)
received from various grants and donations be appropriated to the
u
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appropriate, line item in the 1998-99 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 as follows: Cofer, Bradby, Claud, Bradshaw
and Spady voting in favor of the. motion (5-0); none voting against.
.County Administrator Casket' addressed the Board on the process
involved with the design of a proposed County flag. Mr. Caskey noted the
Flag Committee has completed its review of the various flag .design
proposals and the design selected was submitted by Johnny Bateman, a
student at Smithfield IJigh School. Such design utilized the County .seal.
Mr. Caskey noted the three student finalists would be recognized at the
Board's January 21, 1999 meeting and savings bonds would be presented to
them at that time. Certificates of Appreciation would .also be presented to
the remaining participants in the contest by mail, stated Mr. Caskey.
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Supervisor Cofer moved the Board accept the recommendation of the
Flag Committee in terms of flag design proposals. The motion was adopted
as follows: Cofer, Bradby, Claud, Bradshaw and Spady voting in favor of
the motion (5-0); none voting against.
Debbie J. Sivertson, Administrative Analyst, briefed the Board on the
status of the County's Year 2000 "Y2K .Preparedness" program. For the
Board's reference, she distributed a summary of the County's master plan
which includes five (5) phases. Ms. Sivertson noted during December staff
disseminated 1,200 letters to County businesses; staff distributed 300 Y2K
flyers to the Chamber of Commerce for distribution with its quarterly
newsletter; staff sent out 270 questionnaires to County supply and service
vendors regarding their Y2K. compliance. and their ability to continue to
serve the County after January 1, 2000; and, staff -has also sent out 36
questionnaires regarding the Y2K readiness of the County government
affiliates. Staff is beginning to evaluate and test County equipment, stated
Ms. Sivertson.
[]
County Administrator Casket' noted the Board would receive. a
briefing in March of 1999 with additional briefings every other month on the
subject of Y2K preparedness.
Regarding the previous joint .budget work session with the School.
Board, County Administrator Caskey inquired if any of the- Board members
desired additional budgetary information from staff or the School Board.
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Supervisor Cofer noted the Board might request , an additional joint
meeting with the School Board once the Board reviews the School Board
budget.
County Administrator Casket' reminded the Board of its scheduled
Town Meeting on January 9, .1999 at 10:00 a.m. at the Windsor High School
Auditorium. Mr. Casket' noted a public service announcement was aired on
Cable Channe122, as well as the two (2} local radio stations. Mr. Robertson
wilt be the Facilitator and Mr. Rountree will be prepared to offer comments
on the sewer utility projects in the Windsor area, noted Mr. Casket'.
//
Chairman Spady called for Old Business.
There was no old business offered for discussion.
//
Chairman Spady called for New Business
Supervisor Bradby acknowledged an invitation from the Browns AME
Church regarding a program on Martin Luther King on January 10, 1999 at
2:30 p.m. He noted he plans on .attending.
Supervisor Bradby requested Mr. Casket' pass his concern along to the
Director of Public Works regarding potholes at the Wrenns Mill
Convenience Center.
//
Chairman Spady called for Appointments.
There were no appointments offered.
//
Chairman Spady called for the County Attorney's report
County Attorney Crook notified the Board that the ordinance to accept
the deed for the Fort Boykin property transaction has been scheduled for
public hearing at the Board's January 21, 1999 meeting...
County Attorney Crook notified the Board that the County does have a
deed of easement for the property at the Camptown pump station. Mr.
Crook noted he originally prepared it in 1972 and the County also has deeds
of easements for the other pump stations.
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Supervisor Bradshaw requested Mr. Crook contact Ms. Rumble, the
property owner. He explained the deed, as given to them by the FHA in
1988, does not mention an easement.
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Supervisor Claud inquired if the County Attorney. had an opportunity
to investigate the issue of permits for bicycle events.
County Attorney Crook notified the Board that VDOT does issue a
permit for bicycle races, however, VDOT does not require a permit for a
marathon type event for bicyclists. Mr. Crook noted the cyclists must
comply with all traffic laws.
//
County Attorney Crook requested an executive session under Section.
2.1-344 A3 of the Freedom of Information Act for advice of counsel and
staff concerning acquisition and/or use of property for. public purposes;
under Section 2. l -344 A3 concerning contract negotiations. requiring advice
of counsel; and, under Section 2.1-344 A7 concerning a .litigation matter
requiring advice of counsel.
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Supervisor Claud requested an executive session under Section 2.1-
344 A7 of the Freedom of Information Act concerning advice of counsel on
a contractual matter.
Mr. Rountree requested an executive session under Section 2.1-344.
A7 of the Freedom of Information Act concerning advice of counsel on a
contractual matter.
Ms. Harris requested an executive session under Section 2.1-344 AS
of the Freedom of Information Act concerning an industrial prospect.
County Administrator Caskey requested.. an executive session under
Section 2.1-344 Al of the Freedom of Information Act concerning a
personnel matter.
Supervisor Spady requested an executive session under Section. 2.1-
344 A7 of the Freedom of Information Act concerning advice of counsel on
possible litigation.
Supervisor Cofer moved the Board enter executive session for the
reasons stated. The motion was adopted unanimously (5-0).
Upon returning to open session, Supervisor Cofer moved the Board
adopt the following resolution:
CF,ItTIFICATION OF EXECUTIVE MEETING
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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 Boazd 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 heazd, discussed or
considered by the Boazd of Supervisors.
VOTE
AYES: (Cofer, Bradby, Spady, Bradshaw and Claud)
NAYS: 0
ABSENT DURING VOTE: 0
ABSENT DURING MEETING: 0
The motion was adopted as follows: Cofer, Bradby, Spady, Bradshaw
and Claud voting in favor of the motion (5-0); none voting against.
Supervisor Cofer moved the Board allocate $21,500, not to exceed
$22,000, from the Capital Contingency Fund to complete the Carrollton
Library. The motion was adopted as follows: Cofer, Bradby, Claud,
Bradshaw and Spady voting in favor of the motion (5-0); none voting.
against.
//
At 6:00 p.m., Supervisor Cofer moved the Board continue its meeting
until 10:00 a.m. on January 9, 1999 at the Windsor High School Auditorium
for the purpose of conducting a Town Meeting. The motion was .adopted
unanimously (5-0).
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O. A. Y, Chai __
W. Dou as askey, r
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