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09-21-1999 Regular Meeting,~ 5o~n 1~ ,.:-601 REGULAR-MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE TWENTY-FIRST DAY OF SEPTEMBER. IN THE YEAR NINETEEN HUNDRED NINETY NINE 1 PRESENT.: O. A. Spady, Chairman Malcolm T. Cofer, Vice-Chairman Phillip A. Bradshaw Robert. C. Claud, Sr. ABSENT: .Henry H. Bradby 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 Spady called the meeting to order at 6:00 p.m. The invocation was delivered by Supervisor Cofer. The Pledge of Allegiance was conducted. // 1 County Administrator Caskey advised the Board that Supervisor Bradby had not received the message left at his home by staff that the Board meeting had. been postponed until this evening; otherwise, he would be in attendance tonight. .County Administrator Caskey distributed to the Board information from various sources regarding the impacts associated with Hurricane Floyd. He noted that included in this. packet of information is a Resolution to Declare A Local Emergency for the Board's consideration. Supervisor Cofer pointed out that the resolution referred to Hurricane Felix, not Hurricane Floyd. 1 County Attorney Crook suggested that the resolution be made effective September 15, 1999 at 10:00 a.m., rather than "effective this date." Supervisor Bradshaw moved the Board adopt the following amended resolution effective September 15, 1999 at_10:00 a.m.: RESOLUTION TO DECLARE A LOCAL EMERGENCY 9o~f 1~ ~h:~602 WHEREAS, due to the projected landfall and impact of Hurricane Floyd, the County. is facing the potential for heavy rain, wind storms, and a condition of extreme peril of life and property which necessitates the. proclamation of the existence of an emergency; and, WHEREAS, the Code of Virginia provides for the declaration of local emergencies; and, WHEREAS, the Isle of Wight County Board of Supervisors has approved an Emergency Operations Plan. NOW, THEREFORE, BE IT AND IT 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 1T 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 officers and employees having emergency responsibilities shall. be those prescribed by the Plan and all applicable State and Federal law; and, BE IT FURTHER RESOLVED that this resolution is effective this date, and. shall remain in effect until rescinded by the Board of Supervisors as provided by law. The motion was adopted with Supervisors Cofer, Spady, Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisors voting against the motion. County Administrator Caskey distributed a copy of the situation report from the Department of Emergency Services and a preliminary post storm report from the National Weather Service in Wakefield which noted this storm exceeded a 500 year flood of record. A memorandum from the Superintendent of Inspections was also distributed- representing a compilation of structural damage throughout the County. Information provided from Robert Goerger, Virginia Cooperative Extension Service, referencing agricultural crop damage in .the County is in the estimated amount of $6,015,000. The Department of Public Utilities provided a situation report outlining the events incurred by that Department from Wednesday, September 15, 1999 through Monday, September 20, .1999. It was noted that public informational meetings are scheduled for tomorrow at the Zuni Ruritan Clubhouse at 7:00 p.m. and on Thursday at 7:00 p.m. at the Carrsville Elementary School to assist those impacted by the hurricane. Representations of the road closings in the County as of 8:15 a.m. this morning was also distributed. Information exerted from the County's E-911 Map Book was distributed referencing a summary of properties severely impacted and grid sheets referencing those areas affected along the Blackwater River. 2 eon 18 ,::-603 Supervisor Bradshaw recommended the Superintendent of Inspections meet with the Chiefs of the Windsor and Carrsville Fire Departments to identify the remaining number of homes lost during Hurricane Floyd. County Administrator Caskey stated staff is contacting various agencies in an effort to generate flood relief funds for those impacted by Hurricane Floyd. He stated staff has contacted the County's Chamber of Commerce to establish a flood relief fund through Farmers Bank to accept and distribute tax deductible donations for County flood victims. He stated there are numerous church and civic organizations that have collected donations and staff will facilitate distribution methods over the coming weeks. He stated the National Guard today has delivered 7,800 gallons of bottled water which is being stored at the Public Works compound... Contact was also made today with the Virginia Employment Commission to inquire what individuals must do to apply for State unemployment benefits. 1 Supervisor Claudnoted there is a trailer at the Community House in Windsor to house donations of furniture for flood victims. Supervisor Bradshaw stated the Carrsville Volunteer Fire Department is the command center for the southern area and is collecting and feeding individuals in the community. He stated members from Beaverdam Church have been assisting in the community by cleaning up homes and cooking for individuals. Tucker Swamp Baptist Church is providing assistance to residents in the Zuni area. He stated donations can also be made. to any of these organizations. Supervisor Bradshaw complimented the County employees for their service to the citizens during the hurricane. 1 Charles W. Phelps, Sheriff, stated GTE is attempting to set up a phone bank in the area of the Carrsville Volunteer Fire Department. Sheriff Phelps advised that 911 capabilities were lost at 3:00 a.m. on Thursday, September 16, 1999 and were not restored until Friday, September 17, 1999 at noon which proved a great hindrance to obtain complete information from citizens. He stated that collapsed roads and bridges also prevented some deputies from being able to reach the Sheriff's office, but they remained in their communities and continued to monitor the conditions in the area and relay the information to the Sheriff's office. He stated where physical access by Sheriff's office personnel was impossible due to road conditions, every. effort was made to contact other emergency service agencies to assist in the effort to ensure citizen safety. He stated he had received. a report of severe circumstances from the Zuni area which the County Administrator and he immediately responded to the flooded conditions. He stated efforts were immediately initiated to assist the community and they are still ongoing. He stated a deputy is now performing security duties until the water has. receded 3 900K 10 ~;,:; V O4 and the residents affected by the flood have an opportunity to remove personal items from their homes. Chairman Spady commended staff and volunteer agencies for their service to the residents of the County. County Administrator Caskey commended the volunteer organizations that risked their lives to help those in need during the. storm event.. // Chairman Spady called for Special. Presentations. Arthur Almond, Chairman, Youth Services Advisory Board, presented the Office on Youth's annual status report relative to the programs and activities within that office. // At 7:00 p.m., Supervisor Cofer moved the Board amend the order of the agenda in order to conduct the public hearings.. The motion was adopted unanimously (4-0). // Chairman Spady called fora public hearing on the following: The application of W. M. Camp, Jr. fora change in ..zoning classification from RAC, Rural Agricultural Conservation to C-SE, Conditional Suburban Estate, approximately twelve (12) acres of land located on the north side of Carrsville Highway (Route 58) between Beaverdam Road .(Route .630) and Holly Run Drive (Route 615) in Windsor Magisterial District. The purpose of the application is to create three (3) single family residential lots as conditioned.. Chairman Spady called for .persons to speak in favor of or in opposition to the application. Upon no one appearing, Chairman Spady closed the public hearing.. and called for comments from the Board. Supervisor Bradshaw moved the Board approve the application of W. M. Camp, Jr. The motion was adopted with. Supervisors Cofer, Spady, Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisors voting against the. motion.. Chairman Spady called for a public hearing on the following: 1 r 4 9~~It 1'J ~h:: V 1..°~ The application of Elsie S. Griffin for a change in zoning classification from RAC, Rural Agricultural Conservation to C-RR, Conditional Rural Residential, approximately five (5) acres of land located at 16200 Griffin Lane, Smithfield, in Hardy .Magisterial District. The purpose of the application is to create one (1) single family residential lot. Chairman Spady called for persons to speak in favor of or in opposition to the proposed application. Upon no one appearing, Chairman Spady closed the public hearing and called for comments from the Board. Supervisor Claud moved the Board approve the .application of Elsie S. Griffin. The motion was adopted with Supervisors Cofer, Spady, Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisors voting against the motion. // Supervisor Cofer moved. the Board return to the regular order of the agenda. The motion was adopted unanimously (4-0). II // Chairman Spady indicated .the following Consent Agenda included Items 2, A and B, and asked if there were any items for removal: A. Delinquent Real Estate Tax Collection Monthly Report B. August 19, 1999 Regular Meeting Minutes Supervisor Cofer moved. the Board .adopt all items of the Consent Agenda. The motion was adopted with Supervisors Cofer, Spady, Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisors voting against the motion. // Chairman Spady called for Transportation Matters. 1 A'iacFarland Neblett, Resident Engineer, Virginia Department of Transportation, briefed the Board on the meeting held between the County and the District and Residency staff at VDOT on August 26, 1999. Supervisor Claud inquired as to when the staking out of right-of--way on Muddy Crass Road w©uld be accomplished and could the :affected property owners he notified. 5 13 -~:-60F Mr. Neblett replied within 90 days. Supervisor Claud inquired if VDOT maintains a policy for cleaning Mr. Neblett stated roadside ditches are cleaned on an as-needed basis. VDOT will clean ditches that take the water away from the roadway when _ the road is adversely affected. Mr, Neblett recommended staff discuss this with VDOT representatives during the quarterly meetings. with District staff. Supervisor Bradshaw inquired what VDOT's plans are to address the condition of the roads in the County and who will be responsible for paying for it. Mr. Neblett stated VDOT participates with FEMA in an attempt to secure Federal funds to receive partial reimbursement for monies spent during this disaster. Mr. Neblett stated as of Saturday, there were 36 road closings in the County and 25 of these roads are currently still closed. VDOT is currently working on roads that are causing residents to be closed in and VDOT's first priority is to get Route 258 opened which should be accomplished by tomorrow afternoon and then .proceed with the necessary work to repair the damage on Route 10 at the Isle of Wght/Surry County line. VDOT is utilizing work crews from other areas of the State, as well as staff from the .Forestry Department in an effort to clear trees from the roadways. Chairman Spady stated Kings Cave Road and Rescue Road flood during every `Noreaster'. Could FEMA review these roads while they. are here? Mr. Neblett stated he would discuss these roads with FEMA personnel while they are in the area. Jonathan W. Hartley, Director of Planning and Zoning, noted receipt of a letter dated September 7, 1999 from James S. Givens approving the addition of Echo Lake .Drive in Echo Lake Subdivision. into the secondary road system. Mr. Hartley distributed comments from Mr. Neblett dated September. 6, 1999 regarding a speed study requested on Blackwater Road. Mr. Hartley stated VDOT has performed a study and determined that there is no need to reduce the speed limit, however, a curve has been evaluated that warrants an advance curve warning sign with advisory speed of 45 mph. . Supervisor Bradshaw requested information to the Sheriff for his attention. ao~~ ~ 1~ ~; :607 Mr. Hartley distributed a request for posting of speed limits in Ashby Subdivision in which VDOT confirmed that there would be a sign posting a 25 mph speed limit in the residential area. Mr. Hartley stated he would convey this information along to the residents of Ashby Subdivision. // Chairman Spady called for Citizens Comments. Pat Clark inquired .how the needs of the elderly were met during the recent hurricane evacuation. County Administrator Casket' stated the Windsor and Smithfield shelters opened at 8:00 p.m. on Wednesday. Smithfield received approximately 150 evacuees and Windsor received. approximately 100 evacuees. He noted that on late Saturday he received information that there was a questionable situation with the water supply system at Springdale Apartments, an elderly housing project. He noted those citizens were brought to the. Windsor shelter (approximately 40 individuals) and. appropriate bedding was provided. On Sunday, after determination was made via two (2) different sources, that the water supply from the City of Franklin that serves that project was potable, these individuals were returned to their apartments. He noted that on Sunday evening two (2) Camptown residents were in Windsor .seeking shelter, but rather thane reopening the shelter for such a small number, other accommodat-ions were found for these individuals. Chuck and Fred Mitchell addressed the Board on their concerns with the County Fair event being held during the recent hurricane. Thomas Fenderson spoke against any request for $1.5 million to renovate the old Windsor Elementary School. He noted there are presently 500 empty seats in the school system and student enrollments appear to be declining. He stated there is plenty of room in the new Windsor Elementary School for the sixth grade and Hardy/Carrollton .students or the School. Board could rezone the Windsor. students to the Smithfield zone and Smithfield students to the Windsor zone. Herb DeGroft recommended the Office on Youth and the Substance Abuse Advisory Council be combined into one group. He also spoke against any request for $1.5 million to renovate the. old Windsor Elementary School. He spoke in favor of spending $.1,000,000 to install the technology at the new Windsor Elementary School. Charles Phelps, Sheriff, expressed relief at not having lost a single life during Hurricane Floyd. // 7 9 0 Q K 10 ~;:.; E.i l.' C7 Chairman Spady called for the Community Development report. Mr. Hartley noted the Board at its previous meeting requested the Director of Public Works to submit items for the Capital Improvements Plan for future years. In this regard, he has compiled the information into table form and it is provided to the Board for its information: Mr. Hartley stated staff recommends that the Board authorize the expenditure of up to $1,500 of the funds derived from the Thomas Park CDBG project for use to obtain the first year's homeowners insurance for homes improved under the substantial rehabilitation program in the Camptown/Jamestown Improvement Project. County Attorney Crook stated he had a problem with staffls request recommending taking CDBG .funds from the Thomas Park renovation project and using them -for the Camptown/Jamestown project.. He stated he would rather see $1,500 be taken from County general revenues than take the funds -from the Thomas Park. project until. he can research the .matter further as to what the conditions are on the use of the State. and/or Federal funds granted for the Thomas Park community development. Supervisor Bradshaw ,moved the Board allocate funds from the Contingency Fund until the County Attorney reviews the proposal submitted by the Director of Planning and Zoning. The motion was adopted with Supervisors Cofer, Spady, Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisor voting against the motion. // Chairman Spady called for the Public Utilities report. E. Wayne Rountree, P.E., Director of Public Utilities, stated on September 14, 1999 five (5) bids were received for the construction of the Queen Anne's Court sewage pump station. He noted staff is recommending that the project be awarded to Peters and White Construction low bidder in the amount of $99,732.75. Chairman Spady moved the Board approve the low bid of Peters and White Construction in the .amount of $99,732.75 and adopt the following resolution: RESOLUTION TO APPROPRIATE ONE HUNDRED FIFTEEN THOUSAND DOLLARS FROM THE UTILITY CONSTRUCTION FUND FOR THE QUEEN ANNE'S COURT SEWAGE PUMPING STATION 8 ao~~n 1~ ~~ : , c~ WHEREAS, the Board of Supervisors of the County of Isle of Wight, Virginia has approved the funding. for the construction of the Queen Anne's Court Sewage Pumping Station; and, n WHEREAS, the funds in the amount of one hundred fifteen thousand dollars ($115,000) need to be appropriated from the Utility Construction Fund to the 1999-00 Capital Projects Budget of Isle of Wight County for the construction of the .Queen Anne's Court Sewage Pumping Station located in Isle of Wight County. NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED`by the Board of Supervisors of the County of Isle. of Wight, Virginia that one hundred fifteen thousand dollars ($115,000) be appropriated from the Utility. Construction Fund to the 1999-00 Capital Budget of Isle of Wight County. 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 with Supervisors Cofer, Spady, .Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisor voting against the motion. 1 Mr. Rountree stated on September 9, 1999 bids were received for the installation of approximately 20,000 feet of sixteen (16) inch main in the Northern Development Service District. He noted ten (10) bids wire received for this project with the low bid being submitted by J. Sanders Construction Company in the amount of $ l ,307,1 O5. Supervisor Claud. moved the Board approve the IoLV bid of J. Sanders Construction in the amount of $1,307,105 and .adopt the following resolution: RESOLUTION TO APPROPRIATE ONE MILLION FOUR HUNDRED THOUSAND DOLLARS FROM THE UTILITY CONSTRUCTION FUND FOR THE NORTHERN DEVELOPMENT SERVICE DISTRICT WATER LINE EXTENSION WHEREAS, the Board of Supervisors of the County of Isle of Wight, Virginia has approved the funding for the extension of waterlines in the Northern Development Service District; and, 1 WHEREAS, the funds in the amount of one million four hundred thousand dollars ($1,400,000) need to be appropriated from the .Utility Construction Fund to the 1999-00 Capital Projects Budget of Isle of Wight County. for. the extension. of water lines to serve the. Northern Development Service District located in Isle of Wight County. 9 900K 1~ ~~'[.~~.~ NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that one million four. hundred thousand dollars ($ l ,400,000) be appropriated from the Utility Construction Fund. to the- 1999-00 Capital Budget. of Isle of Wight County. 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 with Supervisors Cofer,. Spady, Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisor voting against the motion. // Chairman Spady called for, the County Administrator's report. County Administrator Casket' presented a resolution recognizing the Smithfield Volunteer Fire Department's sixtieth anniversary for the Board's consideration. Supervisor Cofer moved the Board adopt the following resolution: RESOLUTION OF APPRECIATION TO THE. SMITHFIELD VOLUNTEER FIRE DEPARTMENT WHEREAS, the volunteer fire department was created in Smithfield on January 31, 1939 initially consisting of 31 volunteers and one fire truck; and, WHEREAS, since the establishment of the department, it has grown to include a number of active and inactive volunteers, as well as the most up- to-date equipment; and, WHEREAS, the volunteer fire department continues to serve the County on a volunteer basis, protecting thousands of citizens and millions of dollars in property; and, t~~I-IEREAS, the Smithfield. Volunteer Fire Department serves as an outstanding c~~ample to County residents committed to voluntary. public services, en}lallCrng the very high quality of life in Isle of Wight; and, ~~j111:REAS, it is mast fitting and appropriate to recognize this volunte~~r urganizatic~n on the occasion of its 60`x' Anniversary. 1 1 10 90~~ 18 ~:.~ 6~1 NOW, THEREFORE, BE IT RESOLVED that the Board of .Supervisors of Isle of Wight County hereby recognizes the .numerous contributions of the Smithfield Volunteer Fire Department and, upon. the occasion of its 60th Anniversary, extends congratulations for their continued outstanding performance and commitment to the public. 1 BE IT FURTHER RESOLVED .that the County Administrator is directed to forward a copy of this resolution to the Chief of the Smithfield Volunteer Fire Department. The motion. was adopted with Supervisors Cofer, Spady, Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisors voting against the motion. County Administrator Caskey presented a Resolution Proclaiming Saturday, September 25, 1999 as "SPSA Community Day" in Isle of Wight County for the Board's consideration. Supervisor Cofer moved the Board adopt the following. resolution: RESOLUTION PROCLAIMING SATURDAY, SEPTEMBER 25, .1999 AS "SPSA COMMUNITY DAB"' IN ISLE OF WIGHT COUNTY it WHEREAS, the Southeastern Public Service Authority (SPSA) has been operating an integrated solid waste management system to .serve Chesapeake, Franklin, Isle of Wight County, Norfolk, Portsmouth, Southampton County, Suffolk and Virginia Beach since 19$5; and, WHEREAS, altogether, the eight communities in southeastern Virginia are home to over one million residents who generate approximately one million tons of solid waste annually; and, WHEREAS, SPSA's integrated solid waste management system includes waste-to-energy programs, landtilling operations, transfer stations, household .hazardous waste collection, .recycling programs and community education; and, WHERAS, the daily management of the region's solid waste is the responsibility of over 450 employees, while system. development is overseen by SPSA's Board of Directors composed of a member and alternate representative from each member. municipality; and, 1 WHEREAS, SPSA's mission is to manage and operate safe, cost efficient and environmentally responsible solid waste collection, processing and disposal programs and facilities for the benefit of the communities in the region; and, 11 9o~K 1~ .~ X12 WHEREAS, this mission is accomplished through the shared values of Integrity, Commitment, Quality, Caring and Competitiveness; and, WHEREAS, to further encourage environmental stewardship and as a salute to our member municipalities and regional customers on Saturday, September 25, 1999, SPSA will host Community Day 1999 from 12:00 noon until 4:00 p.m, at Portsmouth City Park. NOW, BE IT RESOLVED, that the Isle of Wight County Board of Supervisors hereby proclaims Saturday, .September 25, 1999 as "SPSA Community Day" and urges all our. citizens and our regional neighbors to join in the festivities. The .motion was adopted. with Supervisors Cofer, Spady, Bradshaw and Claud .voting in favor of the motion (4-0) and no Supervisors voting against the motion. County Administrator Caskey presented a request received from the Federated Junior Womens Club of Franklin concerning a resolution proclaiming 1999 Federated Junior Womens Club of Franklin Junior Recognition Month for the Board's consideration. Supervisor Bradshaw moved .the. Board adopt the following resolution: RESOLUTION PROCLAIMING OCTOBER 1999 AS FEDERATED JUNIOR WOMAN'S CLUB OF FRANKLIN JUNIOR RECOGNITION MONTH WHEREAS, the General Federation of Women's Clubs (GFWC) unites over a million women in over 20 countries with 6,500 clubs in-the United States for the promotion of their common interests in education, public welfare, moral values, civic and fine arts; and, WHEREAS, since 1890, GFWC has been instrumental in achieving, countless reforms, including the eight hour work. day, the first federal child labor law, and the Pure Food-and Drug Act; started over 75% of the public libraries in the U.S.; instituted a youth suicide prevention program; and, WHEREAS, the GFWC is .one of the world's largest and oldest volunteer service organizations far women donating more than 20 million hours and $55 million on over 400,000 volunteer projects between June 1996 and May 1998; and, WHEREAS, since September 1966 there has been an active membership of the Federated Junior .Woman's Club of Franklin, Virginia with volunteers from the Isle of Wight, Southampton and Franklin areas supporting all the purposes, donating .their valuable time and insuring that 12 9o~K 16 ~~;.~613 their communities are better because of them, proving that volunteers do have a real value; 1 THEREFORE; the Board of Supervisors of Isle of Wight County does hereby proclaim October 1999 as Federated Junior Woman's Club of Franklin (FJWC) junior Recognition Month in the County of Isle of Wight in appreciation of the services rendered to our citizens by its members. (FJWC is a member of GFWC, Virginia Federation of Women's Clubs and Southside District.) The motion was adopted with Supervisors Cofer, Spady, Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisors voting against the motion. County Administrator Casket' presented a Resolution to Approve the Isle of Wight County 1999-2005 Delinquency Prevention and Youth Development Needs Assessment and Plan for the Board's consideration. Supervisor Bradshaw moved the Board adopt the following resolution: RESOLUTION TO APPROVE THE ISLE OF WIGHT COUNTY 1999- 2005 DELINQUENCY PREVENTION AND YOUTH DEVELOPMENT NEEDS ASSESSMENT AND PLAN WHEREAS, in 1991, the Board of Supervisors of the County of Isle of Wight created. the Isle of Wight County Office on Youth; and, WHEREAS, the. Office on Youth received a Delinquency Prevention and Youth Development Act grant from the Commonwealth of Virginia Department of Juvenile Justice; and, WHEREAS, a requirement of said grant program is the development. of a Six-Year Delinquency Prevention and Youth Development Needs Assessment and Plan to address the needs of youth in the County; and, WHEREAS, the Isle of Wight County- Office on Youth has compiled information and developed aSix-Year Plan relative to the needs of youth in Isle- of Wight County in accordance with .the .requirements of the Delinquency Prevention and Youth Development Act grant program. ~i NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED that the Board of Supervisors of the County of Isle of Wight, Virginia does approve the Isle of Wight 1999-2005 Delinquency Prevention and Youth Development Needs Assessment.. The motion was adopted with Supervisors Cofer, Spady, Bradshaw and Claud voting in .favor of the motion (4-0) and no .Supervisors voting against the motion. 13 ao~K 18:~;~614 County Admini trator Caskey advised that the liability insurance for the .Isle of Wight/Franklin skating rink terminates on October 1, 1.999.. He noted bids have been: obtained to continue the current coverage and the recommendation of staff is to accept the bid from Agricultural Excess & Surplus Insurance Company for coverage beginning October 1,.1999. Supervisor Claud moved the Board accept .the bid received from Agricultural Excess & Surplus Insurance Company at $2,716.38 for coverage beginning October 1, .1999. The motion was adopted with Supervisors .Cofer, Spady, Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisors voting against the motion. Anne F. Seward, Director of Budget -and Finance,. presented a request from the Comprehensive Services Act CPMT for administrative funds in the amount of $4,500 to purchase software. Supervisor Cofer moved the Board authorize the transfer of $4,500 from the Contingency Fund to the CSA fund for the purchase of administrative software. The motion was adopted with Supervisors .Cofer, Spady, Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisors voting against the motion. County Administrator Caskey presented a Resolution to Amend Section 3.4, Overtime, of the Isle of Wight County Personnel Policies and Proeedures Manual for the Board's consideration. County Attorney Crook stated he would like to have the opportunity to re-write the resolution so as to make it legally sufficient. Supervisor .Bradshaw moved the Board approve amending Section 3.4 as requested and that the County Attorney revise the resolution for the Board's consideration. The motion was adopted with. Supervisors Cofer, Spady, Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisors voting against the motion. County Administrator Caskey stated the Board previously directed staff to bring .back suggestions relative to dates, .location and time for the Board's Retreat and contained in the agenda are the recommendations of staff: Supervisor Claud moved the Board set the annual retreat for 8:30 a.m. until .5:00. p.m. on .December 4, 1999 with staff to bring back other suggested locations for the retreat. The .motion was .adopted with Supervisors Cofer, Spady, Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisors voting against the motion. 14 90~~ 18 -~:~615 Mrs. -Seward presented the contract renewal for data processing support services. with Monette Information Systems, Inc. for .the Board's consideration. Supervisor Claud moved the Board .approve the Agreement and authorize the Chairman to sign the renewal agreement with Monette Information Systems, Inc. for data processing support services. The motion was adopted with Supervisors Cofer, Spady, Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisors voting against the motion. // Chairman Spady called for Old Business, Mr. Hartley presented the Proposed Public School Capital Improvement Program for FY2000-2004 and FYI999-2000 Capital Budget for the Board's consideration. Supervisor Cofer noted public hearings on the School Capital Improvement Program for FY2000-2004 and FY1999-2000 Capital Budget would be scheduled for the .Board's second .meeting in October, 1999. Chairman Spady noted the absence of Supervisor Bradby this evening and stated the Board would authorize advertisement of these budget items at its next meeting. 1 Kevin Duck, President, Carrsville Volunteer Fire Department, addressed the Board on a proposal for a two (2) bay addition at the Carrsville Volunteer Fire Department. Chairman Spady thanked Mr. Duck for the report submitted to the Board and noted the Board would take the request under consideration for an opportunity to review it. // 1 Chairman Spady called for New Business. Supervisor Claud stated that due to the fact that the. Board would vote to advertise .the Capital Budget and Capital Improvements Program for public hearing at the Board's second meeting in October and. due to the timeframe involved to repair the roof and other. renovations that would be necessary at the old Windsor Elementary School, he would move that the School Board be authorized to begin preliminary planning that could hasten the schedule of having any necessary renovations and roof work done at the old Windsor Elementary School to accommodate the children who will be attending. in the next school year,. if and when the funds are available. The motion was adopted with Supervisors Cofer, Spady, Bradshaw and Claud 15 eo~K 18 ~~.•61b voting in favor of the motion (4-0) and no Supervisors voting against the motion. Supervisor Bradshaw moved the Board direct staff to evaluate and bring. back a recommendation to the Board concerning reimbursement of funds expended by the various volunteer organizations during the recent hurricane. The motion was adopted with Supervisors Cofer, Spady, Bradshaw and Claud voting in -favor of the motion (4-0) and no Supervisors voting against the motion. County Administrator Caskey thanked staff for their dedicated service during the recent hurricane. // Chairman Spady called for Appointments. Supervisor Cofer moved the Board appoint Anne F. Seward, Director of Budget and Finance, to serve as the Board's designee on the Community Policy Management Team. The motion was adopted unanimously (4-0). Supervisor Bradshaw.. moved the Board appoint. Sandra Hawkins, replacing Jon L. Woltmann on the Economic Development Committee. The motion was adopted unanimously (4-0). Supervisor Claud moved the Board appoint Jonathan W. Hartley, Director of Planning and Zoning, as the Board's Alternate on the Virginia Coalition of High Growth Communities. The motion was adopted unanimously (4-0). // Chairman Spady called for the County Attorney's report. County Attorney Crook advised .the Board that acquisition of property from the Fairfield Corporation was concluded on September 14, 1999, which is the property adjacent to the Courthouse Complex. County Attorney Crook advised that International Paper has informed him that it is willing to donate certain: law books to the County:. County Attorney Crook stated the County could use most of the books if a place to locate them can be found. County Attorney Crook stated if the Board will accept the donation, he would get with Director of Public Works to discuss possibly adding some shelves in the Circuit Court Room. Chairman Spady moved the Board accept the law books donated by International Paper. The motion was adopted with. Supervisors Cofer, Spady, [] 16 eo~~ 18 -r~617 Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisors. voting against the motion. // 1 County. Attorney Crook requested a closed session under Section 2.1- 344 Al of the Freedom of Information Act concerning consultation with staff and legal counsel concerning two (2) personnel matters; under Section. 2.1-344 AS concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the County; under Section 2.1-344 A7 concerning two (2} matters for advice of legal counsel concerning contract negotiations; under Section 2.1-344 A3 concerning advice of counsel and staff concerning iwo (2) matters involving acquisition of property where public disclosure could. jeopardize the negotiations for the contracts for these properties. County Administrator Caskey requested a closed session under Section 2.1-344. A3 of the Freedom of Information Act concerning negotiations for acquisition of property for public use requiring advice of counsel. 1 Supervisor Bradshaw requested a closed session under Section 2.1- 344 A3 of the Freedom of Information Act concerning contract negotiations involving property acquisition. Supervisor Cofer moved the Board enter closed session for the reasons stated. The motion was adopted with Supervisors Cofer, Spady, Bradshaw and Claud (4-0) voting in favor of the motion and no Supervisors voting against the motion. Upon returning to open session, Supervisor moved the Board adopt the following resolution: CERTIFICATION OF CLOSED MEETING WHEREAS, the Board of Supervisors has convened a closed meeting on this date pursuant to an aff nnative recorded vote and in accordance with fhe provisions of the Virginia Freedom of Information Act; and, WHEREAS, 2.1-344.IA of the Code of Virginia requires a certification by this Board of Supervisors that such closed meeting was conducted in conformity with Virginia law; 1 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 closed meeting to which this- certification . 17 ,resolution applies, and (ii) only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors. VOTE AYES: Cofer, Spady, Bradshaw and Claud NAYS: 0 ABSENT DURING VOTE: 0 ' ABSENT DURING MEETING: Bradby The motion was. adopted. with Supervisors Cofer, Spady, Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisors voting against the motion. Supervisor Cofer moved- the Board authorize the Director of Budget and Finance to adjust the records to show an increase in the County Administrator's salary to $86,500, retroactive to July 1, 1999 with the funds to be taken from the Contingency Fund. The motion was adopted .with Supervisors Cofer, Spady, Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisors voting against the motion. // At 9:50 p.m., Chairman. Spady moved the Board adjourn. The motion was adopted unanimously (4-0). .. O. A. S , Chai W. Dougl s key, Cle 18