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03-04-1999 Regular Meeting eo~K 18 ~~-:~:336 REGULAR MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE FOURTH DAY OF MARCH IN THE YEAR NINETEEN HUNDRED NINETY NINE PRESENT: O. A. Spady, Chairman Malcolm T. Cofer, Vice-Chairman Henry H. Bradby Phillip A. Bradshaw Robert C. Claud, Sr. Also Attending: H. Woodrow Crook, Jr., County Attorney (Arrived at .2:30 p.m.) W. Douglas Caskey, County Administrator Donald T. Robertson, Assistant to the County Administrator/Director of Human Resources Carey H. Mills, Recording Secretary Chairman Spady called the meeting to order at 2:00 p.m. The invocation was delivered by Supervisor Claud. I/ Chairman Spady called for Special Presentations. Les Adams, Carroll Buracker & Associates, Inc., the County's .fire and rescue consultant, responded to the comments of the County's fire and rescue agencies,. the Towns of Smithfield and Windsor, the Sheriffls Department and'the members of the Board of Supervisors, as included in tl'ie agenda.. He responded to the various questions raised from the Board members related to the Fire and Rescue Study. Specifically, regarding .the Board's question should the County .pursue a recruitment and retention program before. hiring paid .staff, Mr. Adams replied "yes".for some of the fire departments .and the Windsor Rescue Squad and "no" for the northern fire departments (Smithfield, Carrollton and Isle of Wight Rescue Squad). Mr. Adams recommended the various agencies file Virginia. Fire Incident Reporting System reports. Regarding Supervisor Bradshaw's inquiry, Mr. Adams offered to provide additional information regarding "in-station stand-by" programs. Regarding Supervisor Claud's inquiry, Mr. Adams offered to provide the Board with further information regarding the success of the "pay-for- call" program. i/ R. 1 1 1 1 ft ~o~K 1~3:~::'337 Chairman Spady indicated the following Consent Agenda included Items 2, A through C, and asked if there were any items for removal: 1 Central County Park Appropriation for Land Acquisition Final Plat of Gatling Pointe, Phase III February 4, 1999 RegularMeeting Minutes Supervisor Claud moved the Board adopt all items of the Consent Agenda. The motion was adopted unanimously (5-0). // Chairman Spady called for Transportation Matters Jonathan W. Hartley, Director of Planning and Zoning, noted contained in the Board's. agenda package is a report summarizing the activities which have taken place on the Jones Creek Bridge project at Rescue over the last seven (7) months. Mr. Hartley referred to correspondence dated February 2, 1999 from the Resident Engineer describing the preferred alternative, including estimated costs.. Mr. Hartley .noted also contained in the agenda is a letter dated August. 3, 1998 from the Resident Engineer outlining the four (4) alternatives and their associated costs. Chairman Spady moved the Board approve the building. of the bridge in accordance with the February 2, 1999 VDOT letter at its present location at a height of 17 feet; the raising of the causeway should be included in the contract, as well as a clause for construction not to exceed 18 months and the contract is to include applicable incentive and penalty clauses. The motion was adopted as follows:. Cofer, Bradby, Spady, Bradshaw and Claud voting in favor (5-0): none voting against. Mr. Hartley. distributed to the Board a handout. provided by the Resident Engineer regarding a revised Six Year Financial Plan. Supervisor Claud. moved the .Board approve the revised Six Year Financial Plan. The motion was adopted as follows: Cofer, Bradby, .Spady, Bradshaw and Claud voting in favor (5-0): none voting against. Mr. Hartley presented the County's Primary and Secondary. Road Fund (Revenue Sharing Program) for Fiscal Year 1999-2000 for the Board's consideration. Supervisor Cofer moved the Board authorize $500,000 as the County's matching funds for the FY1999 .Revenue Sharing Program. The motion was adopted as follows: Cofer, Bradby, Spady, Bradshaw and Claud voting in favor (5-0): none voting against. 2 Mr. Hartley notified the Board of his receipt of a letter from James C. Cleveland, .District Administrator, dated February 4, 1999 addressing the effect the.. proposed Route 260 Franklin Connector project would have on property owned by Franklin Equipment Company. Mr. Hartley advised he would be forwarding a copy of the letter to Franklin Equipment Company (copy to Economic Development). Mr. Hartley distributed a proposal for further consideration of the Board regarding a 1999 Preallocation resolution which has been revised to include the addition of the Route 460 Transamerica Corridor Study. Supervisor Claud moved the Board approve the following revised Preallocation resolution and that the. Route 460ITransamerica Corridor be included with copies to be forwarded to the County's Legislative Delegation: RESOLUTION ESTABLISHING THE RECOMMENDATIONS OF THE BOARD OF SUPERVISORS OF ISLE OF WIGHT COUNTY, VIRGINIA, FOR THE 1999 COMMONWEALTH TRANSPORTATION BOARD AND VIRGINIA 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 25, 1999; 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, and WHEREAS, the most critical corridor in need of improvement is the Route 258 corridor from the Town of Smithfield to Route 58 Business .and including the proposed Route 260 Connector between Route 58 and Route 258, and WHEREAS, this corridor serves as the primary north-south access to the two major industries in the County, Smithfield Foods, .Inc. and Union Camp Corporation accounting for considerable truck traffic along with the .regular traveling public, schocl buses and farm equipment, and WHEREAS, the proposed Route 260 Connector, as a .part of this corridor, is particularly needed due to the recent ban on through truck traffic in the City of Franklin. NOW, THEREFORE BE IT RESOLVED by the Board of Supervisors of Isle of Wight County, Virginia, that the following corridor is considered 3 x ~ ,. 1 the highest priority transportation improvement 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, including: a. the construction of the Route 258-Windsor Bypass and its grade-separated crossing at the Norfolk Southern rail line, and b. the construction of the Cypress. Creek. Connector .which provides for the relocation of Route 258 south of the Route 10-Smithfield Bypass, and c. the construction of the Route 260 Connector between Route 58 and Route 58-Business BE IT FURTHER RESOLVED that with the completion of the TRANSAMERICA corridor study between Beckley, West Virginia and Virginia Beach, U.S. Route 460 between the Petersburg and Suffolk Bypass should be improved through either the Limited Access or Local Improvement alternative outlined in the study. This segment of Route 460 is one of the most heavily traveled segments of the TRANSAMERICA corridor. It is projected to be heavily congested in the future at Levels of Service "E/F". It, also supports one-quarter of the freight needs of the Hampton Roads region, and as a consequence has a death rate of twice the Statewide average. Finally, the TRANSAMERICA analysis indicated that either a Limited Access or Local Improvement alternative would yield a benefit/cost ratio greater than 4.0. 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. Construction of capacity and safety improvements to 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. 2. 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 off cial record of the 1999 4 1 ao~~ 18:~,:~~40 preallocation hearing and for adoption in the Six-Year Improvement Program for the Commonwealth of Virginia. The motion was adopted as follows: Cofer, Bradby, Spady, .Bradshaw and Claud voting in favor (S-0): none voting against. Mr. Hartley notified the Board that he would be meting with Charles Resnick, VDOT, at 10:00 a.m. on March 15, 1999 to discuss eligible roadways for the Pave-in-Place program. Mr. Hartley invited interested Board members to attend. Mr. Hartley notified the Board -that the Preallocation meeting is scheduled at 10:00 a.m. on March 25, 1999 at the Suffolk District Office. He invited interested Board members to attend. Supervisor Bradshaw inquired about the status of the culvert on Colosse Road. MacFarland Neblett, VDOT Resident Engineer, advised the culvert would be corrected in the near future. Chairman Spady noted he was recently informed that there are no stop signs at the corner of Cedar Grove Road (Route 661) towards. the Obrey Subdivision. Chairman Spady inquired at what point is a developer required to install such signs. Mr. Hartley noted stop signs. should be installed prior to any home being occupied and that he would investigate the matter. /! Chairman Spady called for Citizens Comments. Grace Keen notified the Board of an Isle of Wight Citizens Association meeting scheduled for ?:00 p.m. on March 15, 1999 in the Circuit Court Room. She noted the topic is sludge applications on agricultural land and she invited interested Board members and County. staff to attend. Grace Keen noted she would like to honor cancer patients in the Riverside Memorial Garden. Chairman Spady directed her to contact the County Administrator and the Director of Parks and Recreation. Grace.Keen requested an additional 100 chairs and 15 tables for the Nike Park Senior Center so .that senior citizens could attend meetings and ~. 5 r ~o~K 18 ~~.:~341 programs. She also extended an invitation to the Board members. and the County Administrator to have lunch at the Senior Citizens Center. Alan S. Nogiec, Director of Parks and Recreation, informed Mrs. Keen that funding for these items is identified in the upcoming budget. Terry Robertson of Appaloosa Way commended Herb DeGroft for his efforts on the School Board // Chairman Spady called for the Community Development report. Mr. Hartley presented for the Board's consideration alternative ways to tax certain erosion control structures, wetlands, and riparian buffers. Mr. Hartley explained these measures would provide "new flexibility and options in protecting public and private resources through local tax incentives." Mr. Hartley noted the Commissioner of Revenue is suggesting that the County not get involved with any of the noted programs. Supervisor Bradby requested that a copy of the letter be presented to any citizen -who may have an interest in the matter. Supervisor Bradshaw moved the Board take no action on .the programs as presented by staff at this time. The motion was adopted unanimously (5- 0). Mr. Hartley presented a resolution of appreciation to Rawlston Rhodes, representing the Carrsville District on the Wetlands Board, who recently submitted his resignation due to a health condition. Supervisor Bradshaw moved the Board adopt the following resolution: RESOLUTION OF APPRECIATION TO RAWLSTON RHODES FOR HIS SERVICE ON THE ISLE OF WIGHT COUNTY WETLANDS BOARD WHEREAS, Rawlston Rhodes of Carrsville Election District, Isle of Wight County, Virginia, has tendered his resignation as a member. of the Wetlands Board of Isle of Wight County;, and J WHEREAS, Rawlston Rhodes has served continuously as a member of the Isle of Wight County Wetland Board representing the Carrsville Election District from January 1977 to November 1998; and WHIJRF,AS, the members of the Isle of Wight County Board of Supervisors wish to commend him for the services- performed for the citizens of the County in his capacity as a member of the Wetlands Board for the past twenty-one years. 6 ~DTMt 1~ ~~w~~»~' NOW, THEREFORE, BE IT RESOLVED by the Board of,Supervisors of Isle of Wight County, Virginia: That the Board of Supervisors sincerely regrets that Rawlston Rhodes will no longer continue as a member of the Wetlands Board and it is their desire to formally express their sincere gratitude and appreciation to him for his years of past service. The Clerk of the Board of Supervisors is hereby directed to spread this resolution upon the minutes of the Board as a matter of public record and to forward. a copy of this resolution to Rawlston Rhodes. The motion was adopted as follows: Cofer, Bradby, Spady, Bradshaw and Claud voting in favor (5-0); none voting against. Supervisor Bradshaw requested that Mr. Hartley provide him with a presentation resolution so that he could make a formal presentation. to Mr. Rhodes. Mr. Hartley stated due to continued demands for. the County map, he intends to produce an updated map which illustrates the Smithfield boundary. and the new roads. He noted funds are included in his budget for the printing of 2,500 copies of the existing map which will provide him with sufficient time to resolve the issues related to a new map. Supervisor Cofer directed Mr. Hartley to proceed with the printing of 2,500 copies of the existing map, as included in his budget. // Chairman Spady called for the Public Utilities report. E, Wayne Rountree, P.E,, Director of Public Utilities, requested the Board authorize him to enforce the policy that the lower sewer connection fee applies to those existing structures and not new structures relative to the Windsor sewer system. Supervisor Claud moved the Board direct staff to enforce the policy that the lower fee applies to those existing structures and not new structures under construction. The motion was adopted as follows: Cofer, Bradby, Spady, Bradshaw and Claud voting in favor (5-0); none voting against. /l Chairman Spady called for the Economic Development report. 1 1 1 7 ,: ~~~,K 18.a„~'~3~3 Lynn ~ P. Harris, Director of Economic Development, presented an Approving Resolution of Industrial .Development Revenue Bonds -for Catholic High School .(Virginia Beach) for the Board's consideration. Supervisor Cofer moved the Board adopt the following resolution: RESOLUTION APPROVING ISSUANCE OF INDUSTRIAL DEVELOPMENT REVENUE BONDS FOR CATHOLIC HIGH SCHOOL WHEREAS, there have been described to the. Industrial Development Authority of the County of Isle of Wight (the "Authority") the plans Hof Catholic High School. (the "School"), to finance and refinance certain athletic, library and .classroom facilities (the "Project°) located at 4552 Princess Anne Road, Virginia Beach, Virginia 23462. WHEREAS, the Project will be operated by the School and the Authority has held a public hearing on February 26, 1999, with respect to the Project and the issuance of bonds with respect thereto (the "Bonds") as required by Virginia law and the Internal Revenue Code of 1986, as amended (the "Code"); WHEREAS, the Code provides that the highest elected governmental officials of the governmental. units having jurisdiction over the issuer of private activity bonds shall approve the issuance of such bonds; WHEREAS, the Authority issues its bonds on behalf of the County of Isle. of Wight, Virginia (the "County'°), and the members of the Board. of Supervisors of the County of Isle of Wight (the "Board") constitute the highest elected governmental officials of the County; WHEREAS, Section 15.2-4906 of the Code of Virginia of 1950, as amended, provides that the Board shall within sixty (60) calendar days from the public hearing with respect to industrial development revenue bonds either .approve or disapprove the issuance of such bends; WHEREAS, a copy of the Authority's resolution approving. the issuance of the Bonds, a reasonably detailed summary of the comments expressed at the public hearing with respect to the Bonds and a statement in the form prescribed by Section 15.2-4907 of the- Code of Virginia of 1950, as amended have been filed with the Board, .together with the Authority's recommendation that the Board approve the issuance of the Bonds; 1 NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of the County. of Isle of Wight, Virginia: 1. The recitals made in the first preamble to this Resolution are hereby adopted as a part ofthis Resolution. 8 2. ~ The Board of Supervisors of the County of Isle of Wight, Virginia, approves the issuance of the Bonds by the Authority to assist in the plan of finance describe herein for. the benefit of the School to the extent required by the Code and Section 15.2-4906 of the Code of Virginia of 1950,. as amended (the "Virginia Code°). 3. The approval of the issuance of the Bonds, as required by the Code and .Section 15.2-4906 of the Virginia Code, does not constitute an endorsement to a prospective purchaser of the Bonds of the ~ creditworthiness of the Project or the School, and, as required by Section 15.2- 4909 of the Virginia of the Virginia Code, the Bonds shall provide that neither the County nor. the Authority shall be obligated to pay the Bonds. or the interest thereon or other costs incident thereto except from the revenues and monies pledged therefor and neither the faith or credit nor the taxing power of the Commonwealth of Virginia, the County nor the Authority shall be pledged thereto. 4. This Resolution shall take effect immediately upon. its adoption. .The motion was adopted as follows: Cofer, Bradby, Spady, Bradshaw and Claud voting in favor (5-0); none voting against. Ms. Hams briefed the Board on the State's strategic plan for economic development in the Commonwealth which emphasizes workforce training and development of public/private partnerships. Ms. Harris briefed the .Board on an industrial targeting model, developed by the Hampton Roads Planning District Commission and accessed via a-mail, fax or direct meetings with PDC staff. The model is for the County's use in marketing efforts, stated Ms. Harris. Ms. Harris briefed the Board on the status of the CSX rail crossing closings for the Board's information. Supervisor Bradshaw requested the County Attorney .look into the issue and to review Southampton County's ordinance on rail crossings. Ms. Harris. stated regarding the Economic Development Committee's approved plan to construct a shell building at the Isle of Wight County Industrial Park,. the most favorable option is for the County to "grant" the Industrial Development Authority $1,500,000 for site development and shell building construction from its undesignated General Fund reserves. 1 9 ... ~~ Supervisor Cofer moved the Board authorize the engineering on the shell building. The motion was adopted as follows: Cofer, Bradby, Spady, Bradshaw and Claud voting in favor of the motion (5-0); none voting against. Related to this item, Supervisor Cofer recommended that during the budget process that the Finance Committee study option # 1 as the preferred option. Ms. Harris.. noted regarding the. Deed of Easement for Boykin's Tavern, she was directed by the County Attorney to proceed with forwarding the new survey on to the Virginia Historic Resources Board for consideration at their March 17, 1999 meeting. Ms. Harris noted this should eliminate the parking area from any consideration. County Attorney Crook. stated it is called a Deed of Easement, but it includes restrictions on the property. Supervisor Cofer moved the Board direct staff to submit the amended Deed of Easement to the Virginia Historic Resources Board for its March 17, 1999 meeting with the approval of the County Attorney. The motion was adopted as follows: Cofer, Bradby,. Spady, Bradshaw and Claud voting in favor of the motion (5-0); none voting against. Ms. Harris advised the Board of approved and pending funding for Boykin's Tavern through grants and State budgetary allocations. Ms. Harris stated last year the County applied fora $700,000 grant for water improvements at the southern end of the County to assist Franklin Equipment Company in its efforts to expand. The County has ninety (90) days from the date of March 3, 1999 to proceed with certain requirements of the grant and in order to proceed with the grant,. it is requested that the County Administrator sign apre-authorization letter to Mr. Christensen (Virginia Department of Housing and Community Development) requesting that the County be able to expend some of the funds from the. grant prior to the contract agreement being signed. Ms. Harris presented a second .letter addressed to K. W. Poore requesting his assistance and a letter of authorization for him to act until contract approval. Ms. Harris noted the County Attorney .has not yet been provided an opportunity to review the letters. Supervisor Bradshaw moved the Board authorize the County Administrator to sign the two (2) letters upon approval of the County Attorney. The motion was adopted as follows: Cofer, Bradby, Spady, Bradshaw and Claud voting in favor of the motion (5-0); none voting against. // 10 Chairman Spady called for the Parks and Recreation report. Alan S. Nogiec, Director of Parks and Recreation presented a request for the use of the .County Fairgrounds for the annual Parks and Recreation Easter egg hunt on Apri13, 1999. Chairman Spady moved the Board approve the annual Parks and Recreation Easter Egg Hunt on April 3, 1999 from 9:00 a.m. until 12:00 p.m. and authorize that a portion of the Fairgrounds be utilized for this event. The motion was adopted unanimously (5-0). County. Attorney Crook presented a Resolution in Support for the West Bank Group Shore Presentation Plan for the Board's consideration dealing with the shoreline erosion protection plan of West Bank .Group. County Attorney Crook noted he believed the plans and .information were provided to the Board at a prior meeting at which. the Board directed him to prepare a resolution.. ' Supervisor Cofer moved. the Board adopt the following resolution: RESOLUTION OF SUPPORT FOR THE WEST BANK GROUP SHORE PROTECTION PLAN WHEREAS, the Board of Supervisors of Isle of Wight County, Virginia, has approved the conveyance of the Fort Boykin property located in Isle of Wight county, Virginia, be deed from the .Department of Conservation and Recreation for the Commonwealth of Virginia by Resolution adopted January 21, 1999, consisting of 14.43 acres of property known as Fort Boykins.State Park in Isle of Wight County, Virginia; and, WHEREAS, West Bank Group has prepared a shore protection plan which includes Fort Boykin and encompasses about 6,300 feet of shoreline to provide long-term erosion control by using a series of headland breakwaters, beach nourishment, bank grading and vegetation. plantings; and, WHEREAS, the Board of Supervisors of Isle of Wight County, Virginia deems. it to be in the best interests of the citizens of Isle of Wight County, Virginia to preserve the historic Fort Boykin property shoreline by this means of erosion control. NOW, THEREFORE, be it and it is hereby resolved by the Board of Supervisors of the County of Isle of Wight, Virginia, that the Board of Supervisors approves the West Bank Group Shore Protection Plan prepared by Coastal Design and Construction, Inc. of Gloucester, Virginia and agrees to the. inclusion of the .Fort Boykin property in said plan for a proposed shoreline. erosion control as described and specified therein: 1 1 11 .: 6a~K 18 ~.~3.~7 Be it further resolved that the County Administrator of the County of Isle of .Wight, Virginia is authorized to provide a certified copy of this Resolution to the West Bank Group and to the Virginia Institute of marine Science (VIMS) and to all other governmental agencies, local, state and federal, involved in the approval process for said shoreline erosion control. plan. The motion was adopted as follows:. Cofer, .Bradby, Spady, Bradshaw and Claud voting in favor of the motion (5-0); none voting against. County Attorney Crook stated the acquisition of the land for the Central County Park was concluded this week and the Director of Parks and Recreation has. inquired. about farm leasing. Under the terms of the acquisition, it was provided that the farm tenant for this year would have the option- to lease it from the County next year and if the land is leased,: this person would have the. first option. If that person chooses not to exercise the option, then the Board_ would advertise it and look for someone else to farm lease the land. Supervisor Bradshaw moved the Board direct the County Attorney to prepare an appropriate farm lease for the newly acquired land for the Central County Park .for the Board's. review at its March 18, 1999 meeting. The motion was adopted as follows: Cofer, Bradby, Spady, Bradshaw and Claud voting in favor of the motion (5-0); none voting against. // Chairman Spady called for the County Administrator's report County Administrator Caskey presented information received from the State Department of Historic Resources advising that the Commonwealth of Virginia is planning a variety of events honoring George. Washington. County Administrator Caskey noted he would be conferring with the Director of Parks and Recreation to .identify. ideas for such a program in the County. County Administrator Caskey presented a request by the Olden Days Steering Committee to .utilize the parking area across from the Smithfield Library in conjunction with the Olden Days event. Supervisor Cofer moved the Board approve the request to utilize the parking area .across from the Smithfield Library in conjunction with the Olden Days event. The motion was adopted as follows: Cofer, Bradby, Spady, Bradshaw and Claud voting in favor of the motion (5-0); none voting against. i 12 County Administrator Caskey stated the Smithfield Volunteer Fire Department is requesting-the Board's consideration of a motion addressing the formulation of an implemented strategy for paid emergency staffing in fire/rescue operations. Supervisor .Cofer. moved the Board adopt the proposal from the Smithfield Volunteer Fire. Department to have Colonel Elsey Harris serve as a moderator for the discussion of paid fire. and rescue personnel. The motion was defeated as follows: Cofer voting in favor of the motion; Bradshaw, Claud, Bradby and Spady voting against the motion (4-1). Supervisor Claud stated that while he has the utmost respect .for Colonel Harris, he would be more comfortable. if the Fire and Rescue Association would .provide the Board with a recommendation, rather than receiving a recommendation from any one (1) department.. Supervisor Bradshaw concurred with Supervisor Claud in that he believes it should be presented to the Fire and Rescue Association for its recommendation. He stated the Board needs to get the volunteer associations in that organization to review the proposal and make a recommendation to the Board. Chairman Spady stated the Board is simply attempting to get some answers, not. implement a policy. Supervisor Cofer stated it is his opinion that if the Board hires whatever the position is, that will have as much affect on volunteers as anything the Board does. The members will perceive that the County is telling them what they can and can not do, This is what he is trying to avoid, stated Supervisor Cofer. Supervisor Bradby stated he stronglly supports the education of the general public in the ten-mile radius of the nuclear power stations and he would support the Coordinator position as it would be involved in conducting such education. .Supervisor Bradshaw moved that the Board direct the Fire and Rescue Association to make a recommendation on the volunteer retention program; review the recommendation as presented with regards to paid staffing; and develop a plan with along-range perspective for the Board's consideration at its April 1, 1999 meeting. The. motion was adopted as follows: Cofer,. Bradby, Spady, .Bradshaw and Claud voting in favor of the motion (5-0); none voting against. Mr. Robertson briefed the Board on the transition into the proposed plan to consolidate the building and grounds maintenance functions between the Public Works and the Parks and Recreation Departments. 1 11 13 ,: Debbie J. Sivertson, Administrative Analyst, briefed the Board on the status of the Year 2000 (Y2K) transition. Ms. Sivertson stated staff is recommending a budget of approximately :$90,000 for projected Y2K expenditures. Anne F. Seward, Director of Budget and Finance, briefed the Board of the various costs involved in implementing the Y2K compliance:. Supervisor Claud moved the Board appropriate $90,000 for the .Y2K effort from the unappropriated .fund balance. The motion was adopted as follows: Cofer, Bradby, Spady, Bradshaw and Claud voting in favor of the motion (5-0); none voting against. Chairman. Spady moved the Board adopt the following resolution: RESOLUTION TO APPROPRIATE SIX HUNDRED THOUSAND DOLLARS FROM THE UTILITY CONSTRUCTION FUND BALAIJCE 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, 1 WHEREAS, the funds in the amount of six hundred thousand dollars ($600,000) need to be appropriated from the Utility Bond Construction Fund to the 1998-94 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 six hundred thousand dollars ($600,000) 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, Spady, Bradshaw and Claud voting in favor (5-0); none voting against. 1 Mr. Robertson distributed a change order regarding flooring and parking/entrance changes for the new Carrollton Library for the Board's approval.. Chairman Spady moved the Board appropriate $23,000 for carpet installation and parking/entrance changes from the unappropriated fund 14 6UQN 1V ~i~r'~t1o balance. The motion was adopted as follows: Cofer, Bradby, Spady, Bradshaw and Claud voting in favor (5-0); none voting against. Mr. Robertson also distributed to .the Board a list of miscellaneous items requested from the Rawls Library System for the Carrollton Library.. Chairman Spady suggested that the Friends of the Carrollton Library pick up these expenses out of the cash funds they are supposed to give to the County. Supervisor Cofer moved the Board adopt the following resolution: RESOLUTION TO APPROPRIATE SEVENTY FIVE THOUSAND DOLLARS FROM THE UNAPPROPRIATED FUND BALANCE OF THE GENERAL FUND FOR VARIOUS PROFESSIONAL SERVICES RENDERED WHEREAS, the Board of Supervisors of the County. of Isle of Wight, Virginia has- approved funds. for certain professional services rendered for various approved projects; and, WHEREAS, the funds in the amount of seventy five thousand dollars ($75,000) need to be appropriated from the Unappropriated Fund Balance of the General Fund to the 1998-99 Operating 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 seventy five thousand dollars ($75,000) from the Unappropriated Fund Balance of the General Fund be appropriated to the 1998-99 Operating 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, Spady, Bradshaw and Claud voting in favor of the motion (S-0); none voting against. County Administrator Caskey noted the Director of Budget and Finance is requesting the Board set a work session to discuss the proposed 1999-2000 budget. Supervisor Cofer moved the Board set its budget work session for 9:00 a.m. on March 26, 1999 in the Board Room. The motion was .adopted as follows: Cofer, Bradby, Spady, Bradshaw and Claud voting in favor of the motion (5-0); none voting against. 1 1 1 15 ~I aonK 18.~:,-:3~~ 1 Ms. Seward stated the Rushmere Volunteer Fire Department is requesting the Board approve $305,071 for the purchase of a new fire truck. She stated the Department would like to place the order now and the truck will be delivered in July or August and paid out of the 1999-2000 Capital Budget at that price. Rudolph Jefferson, officer of the Rushmere Volunteer. Fire Department, addressed the Board .requesting approval of the request and noted the Department will be spending its own money to equip the truck. Supervisor Bradshaw commented that the Board may be opening the door for other organizations to request top of the line vehicles. Supervisor Bradshaw noted the Board was hopeful that the Fire and Rescue: Study would establish guidelines for such vehicles. Chairman Spady moved the Board approve $305,071 for the purchase of a fire truck.. He noted it is the intent of the Board that it will not purchase any other vehicles for any department until guidelines are established regarding vehicle types and costs. The motion was adopted as follows: Cofer, Bradby, Spady and Claud voting in favor (4-0); Bradshaw abstaining from voting on the matter stating he did not have sufficient knowledge to vote on the issue. County Administrator Casket' presented a request from. the .Isle of Wight Academy for use of the Board Room and Circuit Court Room on Saturday, March 27, 1999 for an academic competition. Supervisor Claud moved the Board grant the request of the Isle of Wight Academy to use the Board Room and Circuit Court Room on Saturday, March 27, 1999 for academic competition.... The motion was adopted unanimously (5-0). County Administrator Casket' notified the Board of correspondence. received from. VDOT advising of an upcoming bike tour by the .Hampton Roads Chapter of the National Multiple Sclerosis Society on May 22-23, 1999. 1 // Chairman Spady called for Old Business. Supervisor Claud noted the ad hoc committee dealing with telephone issues has scheduled a meeting with. GTE to review the local calling areas and to work through various issues. Supervisor Bradshaw noted the Board's Water Committee had .met recently with the City of Franklin officials. He ofl^ered no report at this time. 16 eo~K 18.h:r:3~2 County Administrator Caskey noted. the Board's Town Meeting Summation is presently being typed and will be forwarded to the Board. He noted he would be contacting the individual Board members to request their comments. Chairman Spady noted Supervisor Bradby will replace Supervisor Bradshaw on the Parks and Recreation Committee, but all other Board. committees will remain the same for this calendar year. Noting there is a .convenience area in the County that is currently experiencing the. nuisance of dogs running at large, Supervisor Claud moved the Board direct the County Attorney to review this issue to determine if there are any existing ordinances relative to dogs being a nuisance around public places or if the Board needs to direct. him to prepare an appropriate ordinance. The motion was adopted as follows: Cofer, Bradby, .Spady and Claud and Bradshaw voting in favor of the motion (5-0); none -voting against. County Attorney Crook advised that he recently had a meeting with the Chief .Animal Control Officer to discuss the issue of dogs creating a nuisance. County Attorney Crook noted some localities have such provisions in their ordinances, but if there is no State authority for it, then it is not enforceable. County Attorney Crook stated he is reviewing the matter further .and will report back to the Board on his findings. // Chairman Spady called for New Business. There was. no new business offered for discussion by the Board. // Chairman Spady called for Appointments. Supervisor Bradshaw moved the Board accept .the Parks and Recreation Director's recommendation for appointees to the Fair Committee, as contained in the agenda. The motion was adopted unanimously (5-0). // Chairman Spady called for the County Attorney's report. County Attorney Crook stated the Board currently has a lease with. the Department of Social .Services for the entire front part of the Human Resources Building and an additional lease amendment dated May 12, 1997 1 11 17 . ~. BOCK 1~ •~:' •~;~3 1 for Social Services to pay $82,406.99 as a one (1) time rent.. However, Social Services did not receive from the .State the money that was anticipated and instead paid to the County the sum of $48,256.76 and still owes the balance of the rent to the County. Social Services agrees to pay the. Board of Supervisors the balance of said rent ($38,256) by paying to the Board of Supervisors a sum of $12,245 annually, in monthly amounts of $2,510 on the first day of each month. Supervisor Cofer moved the Board approve .the amendment to the Social Services lease as provided by the County Attorney.. The motion was adopted as follows: Cofer, Bradby, Spady, Claud and Bradshaw voting in favor of the motion (5-0); none voting against. County Attorney Crook stated the lease for .Fort Boykin has been prepared and he is ready to proceed `with advertising. He requested the Director of Parks and Recreation to contact him concerning potential lessees for Fort Boykin. 1 County Attorney Crook stated he has been discussing with the attorney for. Sprint the proposed tower to be located near the Courthouse. County Attorney Crook advised there is now an agreement between Sprint for a similar tower at P.D. Pruden and he has forwarded this to the attorney for Sprint to notify them that the County is interested in a similar lease arrangement. County Attorney Crook stated he would provide .the Board members with copies of the lease for their review and input. // County Attorney Crook requested an executive session under Section. 2.1-344 Al of the Freedom of Information Act concerning. three (3) personnel matters; under Section 2.1-344.7 concerning three (3) matters for advice of counsel involving .potential litigation; under Section 2.1-344 A7 concerning three (3) matters involving contract matters .for advice of counsel; and, under Section 2.1-344 AS concerning four (4) industrial prospects requested by the Director of Economic Development. Supervisor Cofer. moved the Board enter executive session for the reasons stated after taking a ten minute recess. The motion was adopted unanimously (5-0). 1 Upon returning to open session, 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, 18 eoeK 18 ~~::~~`.354 'WHEREAS, 2.1-344. l A 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 TT 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: Cofer, Bradby, Spady, Bradshaw and Claud NAYS; 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: 0 The motion was adopted as follows:. Cofer, Bradby, Bradshaw, Spady and Claud voting in favor of the motion (5-0); none voting against Supervisor Cofer moved the Board authorize the Chairman to sign a letter to the Town of Smithfield. The motion was adopted as follows: Cofer, Bradby, Spady, Bradshaw and Claud voting in favor of .the motion (5-0); none voting against. Supervisor Bradshaw moved the Board authorize the Director of Public Utilities to submit a groundwater .withdrawal permit to the Department of Environmental Quality with the appropriate fee. The funds are to be taken from the Construction Utility Fund. 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 authorize .the Director of Public Utilities to develop an RFB for the Northern Development Service District for the proposed water storage tank at Bartlett. 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 reject all. bids received on surfacing of the Southern Community Center's tennis courts. The motion was adopted as follows: Cofer, Bradby, Spady, Bradshaw and Claud voting in favor of the motion (5-0); none voting against. 1 1 19 ,•. ao~K ~ 18 .~~.~3 a5 it At 7: 15 p.m., Supervisor Cofer moved the Board adjourn its meeting. The motion adopted unanimously (5-0). 3. A. Spad , airman 20