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02-05-2000 Continued Meeting9!11. 1~ ~.~,,~ 4l/ CONTINUED MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE. FIFTH DAY OF FEBRUARY IN THE YEAR TWO THOUSAND PRESENT: Phillip A. Bradshaw, Chairman. Henry H. Bradby, Vice-Chairman .Robert C. Claud, Sr. Stan D. Clark Richard K. MacManus Also Attending: H. Woodrow Crook, Jr., County Attorney W. Douglas Caskey, County Administrator Arthur E. Berkley, Superintendent of Inspections Ludford T. Creef, III, Director of Public Works Patrick J. Small, Director of Economic Development Jonathan W. Hartley, Director of Planning and Zoning Alan S. Nogiec, Director of Parks and Recreation Donald T. Robertson, Assistant to the County Administrator/Director of Human Resources E, Wayne Rountree, P.E., Director of Public Utilities Anne F. Seward, Director of Budget and Finance Diane Howard, Director of Tourism Debbie Sivertson, Administrative Analyst. Chairman Bradshaw called the continued meeting to order at 8:30 a.m. in the Smithfield Foods Corporate Headquarters located in Smithfield, Virginia. He welcomed all in attendance and inquired from each Board member their expectations from the retreat. Supervisor Bradby noted his desire. for the County to take appropriate actions in areas best for the County in whole. Supervisor Claud requested interaction with the individual Department Heads with the ultimate establishment of goals. Supervisor Clark requested a perspective on where the County is presently and where it intends to go. Supervisor MacManus noted that for Department Heads to be successful, the Board needs. to know what is needed by staff He asked how the Board can help each department be successful. .Chairman Bradshaw requested staff provide vision and direction and development of long-range plans/opportunities to communicate. 1 County Administrator Caskey provided a brief overview. of the agenda and the general format for meeting the Board's objectives for the retreat.. He noted the County's goal is to serve the public, its customers. // Under Organization,. :Chairman Bradshaw called for regional committee appointments by the Board. Supervisor MacManus suggested that Malcolm T. Cofer serve out his current year as the Southeastern Public Service Authority (SPSA) Chairman through July,. 2000 and that a new Board representative be designated several months prior (i.e., April/Nlay) to observe the SPSA meetings and gain insight into SPSA operations and formal appointment of a representative to replace Mr. Cofer would be effective August 1, 2000., Supervisor MacManus indicated an interest in serving. The Board directed Mr. Cofer and the County Administrator to provide a monthly. report to the Board Supervisor Claud moved the Board appoint Supervisor Clark to the Western Tidewater Regional Jail Authority, replacing O. A. Spady. The motion was adopted with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion (S-0) and no Supervisors voting against the motion. Supervisor Claud moved the Board appoint Supervisor MacManus to fill the unexpired term of O. A. Spady on the Western Tidewater Water Authority: The motion was adopted with Supervisors MacManus, Bradby, Bradshaw, .Clark and Claud .voting in favor of the motion (S-0) and no Supervisors voting against the motion. Under Board Committee appointments, Chairman Bradshaw recommended the following appointments and other directives relative to committees of the Board of Supervisors: Investment Committee -Supervisor Claud Windsor Annexation Committee -Chairman Bradshaw and Supervisor Claud, County Attorney, County Administrator Buildings and Grounds Committee -Supervisors Clark and Claud Personnel Committee - Vice-Chairman Bradby and Chairman Bradshaw Parks and Recreation Committee -Vice-Chairman Bradby and Supervisor Claud 2 BONN. ~;7 -:: ".° ~O Franklin Water System Committee - no longer needed Windsor Sewer Committee - no longer needed CIP Committee - to be undertaken by Budget and Finance Committee Economic Development Committee - no longer needed Supervisor MacManus moved the Board adopt the Committee structure .for. the year 2000. The motion was adopted with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion (S-0) and no Supervisors voting against the motion. The Board further noted that the County Treasurer should be encouraged to provide the monthly financial reports to the Board members -and that Supervisor Claud and the Budget .and Finance Director should schedule a meeting with the Treasurer to further discuss. 1/ .Supervisor MacManus .moved the Board direct County staff to develop a plan. to incorporate a County web site to have all agenda information- available for public, that staff develop an electronic agenda to be used by the public and that staff meet with School Board personnel to convey similar needs and to have such plan completed and available for implementation by the end of the calendar year. The motion was adopted with Supervisors MacManus, Bradby, Bradshaw, Clark and. Claud voting in favor of the motion (S-0) and no Supervisors voting against the motion. // The Board members agreed not to change the current meeting dates and times for the Board meetings. " Chairman Bradshaw made a motion to direct the Planning and Zoning Director to simplify his department's public notices for land use applications due to difficulty in understanding the wording of such notices by the public. The motion was adopted with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting. in favor of the motion (S-0) and no Supervisors voting against the motion. // County Administrator Caskey addressed the issue of the future of the County. He noted that the County residency is increasing and the necessary 3 G changes require additional staffing to meet the expectations of residents. He noted a need for financial resources, as well as long-term planning -for new office space. He noted an emphasis on customer service, quality of life and funding to schools. 1 // Under Departmental Presentations, Planning and Zoning, Supervisor MacManus made a motion for the Board to schedule a meeting for. purposes of considering growth control issues and strategic. direction. The motion was adopted with Supervisors MacManus, Bradby, Bradshaw, Clark and. Claud voting in favor of the motion (5-0) and no Supervisors. voting against the motion. The meeting would be conducted as a continued meeting of the Board's February 17, 2000 regular meeting and would be scheduled for February 22, 2000 at 8:30 a.m. to 12:00 p.m. in the Board Room to include the County's Planning Consultant. // Following a ten (10) minute break, the Board continued with a presentation from Patrick J. Small, Director of Economic Development. 1 Supervisor Claud moved the Board endorse. the concept of a reward based system for new business investment recommended by the Economic Development Director. The motion was adopted .with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting.. in favor of the motion (5-0) and no Supervisors voting against the motion. // Under Departmental Fresentations, Public Utilities, E. Wayne Rountree, P.E., Director of Public Utilities, recommended that public utilities remain on hold relative to any future. utility expansions until such time as comprehensive planning and economic development strategies have been endorsed by the Board. 1 Supervisor MacManus moved the Board .direct the Public Utilities Department. to incorporate a utility fee rate study in the upcoming operating budget to be completed in the early part of next fiscal year and that such rate study include an analysis of regional. utility rates. The motion was adopted with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion (5-0) and no Supervisors voting against the motion. Chairman Bradshaw further suggested that staff formulate a strategic plan. for removing debt for utility infrastructure so that Public Utilities may 4 90~~ 1~ :;:~ 50 become self sufficient. Supervisor MacManus noted that this should be a part of the proposed utility rate study. // Under Departmental Presentations, .Public Works, the -Board directed the County Administrator and Public Works Director to formulate a strategic plan forthe maintenance and washing of all County vehicles as a function of a central garage capability to include public school vehicles. The Board directed the County Administrator and Public Works Director to formulate a plan for the maintenance of all public buildings, including public schools.. The Board directed that staff look into the feasibility of adding fuel- dispensing locations for. County vehicles for efficiency. of use. The Budget and Finance Director noted the need to consider a credit card system for gasoline purchases as an alternative to adding new fuel dispensing sites. The. Board directed staff to formulate along-term strategy for a storage building. // Under Departmental Presentations, Parks and Recreation, the .Board requested the Parks and Recreation Director to prepare a proposal for creating a task force to study the recreational and park site needs in the Hardy District and to include review of a long-term objective of creating a public beach access area at Tyler's Beach. // Under Departmental Presentations, Tourism, Supervisor MacManus suggested the Board endorse the concept of a hotel in conjunction with the proposed Smithfield Conference Center, as described by the Tourism .Director. It was further noted that a feasibility study of such a proposal ..would be warranted. // Under Departmental Presentations, Inspections, there were no actions or directives taken. // Under Departmental Presentations, Emergency Services, the Board requested staff move forward with resolving the status of the consultant services for improvements to the radio telecommunications system. 5 9~~~~. 1~ -; ~- 51 The .Director of Emergency Management was requested to make contact with the Carrollton VFD so that a meeting can be arranged with the Department's officers and personnel, as necessary. The Board acknowledged the need to develop a "plan of action" far emergency services for presentation in several months at a daytime Board meeting. Such plan would include. issues of central dispatching, volunteer retention and incentives, equipment, etc. Supervisor MacManus moved the Board appoint Supervisor Clark as the Board's representative to the Fire and Rescue Association for 2000. The motion was adopted with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the .motion (5-0) and no Supervisors voting against the motion. // Under Overview by the School Superintendent, there were no actions or directives taken. // Under Overview by the Sheriff, Supervisor MacManus moved the Board endorse the concept of the Sheriff refurbishing his departmental vehicles and purchasing four (4) new vehicles, provided procurement and purchasing parameters meet the concurrence of the Budget and Finance Director and the County Attorney. The motion was adopted with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion (5-0) and no Supervisors voting against the motion. Vice-Chairman Bradby moved the Board appoint Chairman Bradshaw and Supervisor. MacManus to serve on a Law Enforcement Committee which would routinely meet with Sheriff Phelps. The motion was adopted with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion (5-0) and no Supervisors voting against the motion. // Under Old/New Business. Chairman Bradshaw requested that all County employees .who contributed to the efforts associated with Hurricane Floyd and Y2K be provided recognition in the form of a jacket being presented to them. // 6 9~~'r 19 ~„;;~ 52 It was noted that the staff. reports for Human Resources and Budget and Finance would be provided at upcoming regular meetings of the Board. // At .5:18 p.m., Supervisor Bradby moved .the Board adjourn. The motion was adopted unanimously (5-0). ,:: ~~ -----___ /Phil ' A. Bradshaw, Chairman W. Dou as skey, Cler 1 1 1 7