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06-29-2000 Continued MeetingBQ~M 1V ~riu:~•lx CONTINUED MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF .SUPERVISORS HELD THE TWENTY-NINTH DAY OF JUNE IN THE YEAR TWO THOUSAND PRESENT: Phillip A. Bradshaw, Chairman Henry H. Bradby, Vice-Chairman Robert C. Claud, Sr. Stan D. Clark (Arrived at 7:20 p.m.) Richard K. MacManus 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 Anne F. Seward, Director of Budget and Finance Richard O. Childress, Director of Emergency Management Jonathan W. Hartley, Director of Planning and Zoning. Carey H. Mills, Recording Secretary George Rawls, Carrollton Volunteer Fire Department- James. Acree, Carrollton Volunteer Fire Department Bill B. Sizemore,. Windsor Volunteer Rescue Squad William Copeland, Windsor Volunteer Fire Department Brian Carroll, Isle of Wight Rescue Squad Scott Brower, Carrollton Volunteer Fire. Department Phil Goodwin, Isle of Wight Rescue Squad Jimmy Norville, Carrollton Volunteer Fire Department Rudolph Jefferson, Rushmere Volunteer Fire Department Steve Gwaltney, Carrsville Volunteer Fire Department Lyn Duke, Carrsville Volunteer Fire Department Daryl Butler, Carrsville Volunteer Fire Department Chris Carr, Carrsville Volunteer Fire Department Kevin Duck, Carrsvitle Volunteer Fire Department Randolph Barlow, Jr., Smithfield Volunteer Fire Department // Chairman Bradshaw called. the continued meeting of the Board to order at 7:00 p.m. in the Demonstration Room of the Social Services Building for the purpose of conducting a work session with the members of the Fire and Rescue organizations to discuss the role of the Fire and Rescue 1 1 ., ao~~ 19 rti,;: ?~5 Association, the .Capital Improvements Program (CIP) process, the Capital budget and other related items. 1/ As a separate business matter, Anne F. Seward, Director of Budget and Finance, briefed the Board on recent bids received for Property and Casualty insurance. Ms. Seward recommended the Board award the property and casualty insurance coverage to VACo Insurance Programs, effective July 1, 2000. Supervisor Claud moved the Board award the County's Property and Casualty insurance coverage to VACo Insurance Programs, effective July 1, 2000 at the noted premiums. The motion was adopted with Supervisors MacManus, Bradby, Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisors .voting against the motion. Supervisor Clark was not present for the vote. // Chairman Bradshaw noted the absence of representatives from the Smithfield Volunteer. Fire Department and requested staff attempt to contact them. 1 // Chairman Bradshaw requested each person in attendance to define the role of the Board and/or the Fire and Rescue organizations.. Supervisor Bradby noted he wanted to hear-all concerns and requests and supply each organization with its individual needs. Supervisor MacManus noted he wanted to have a positive relationship with the Association and he wanted to find out how the Board can. help it be what it needs to be. Supervisor Claud noted the Board needs to lay out the Association's role and the role. the Director of Emergency Management brings in this. County Administrator Caskey stated good communication is key and asked how the Board can enhance the. relationship between itself and the Association. 1 Bill Sizemore, Windsor Volunteer Rescue. Squad, addressed. concerns with the CIP and noted that he wants the Association and-the Board to work in conjunction on CTP issues. 2 Willie B. Copeland, Windsor Volunteer Fire Department, wanted to know how the Board will address paid personnel in certain departments. particularly how the three (3) other departments that are all volunteers will be addressed. Regarding the Capital .Improvements Program (CIP), he expressed. a desire for organizations to get away from a "want" list and only request what is "needed" to provide appropriate services. He noted that the level the County wants to take fire and rescue service to needs addressing. Brian Carroll, Smithfield Volunteer Rescue Squad, ,noted the importance of keeping the line of communication open between the Association and -the Board and the importance of an annual work session between the. two (2) bodies. He requested the Board and the Director of Emergency Management refocus its attention towards. better recruitment and volunteers. Kevin Duck, Carrsville Volunteer Fire Department, stated he would like. to come away from the meeting with. a better means of communicating with each other, as there has been a breakdown of communication. He-also stated that his organization has not always been notified of the Association's meetings. Randolph Barlow, .Smithfield Volunteer Fire Department, noted the Association is becoming an Association with experienced manpower, consisting of individuals with years of experience in fire fighting and rescue. He stated the various departments should have the knowledge to make recommendations to the Board. He stated if the Board doesn't agree with those recommendations, then advise the various departments on what the Board doesn't agree with and give them the opportunity to tweak it. He stated regarding .paid personnel, his department was having a difficult time finding volunteers and was not happy with response times. He noted his department has taken in 22-24 people in the past several months and the volunteer spirit is still there. He stated he is hopeful that the Association can. become stronger so that all objectives can be met. Supervisor Clark arrived at 7:20 p.m. Scott Brower noted unity. He noted the President of each organization with the Director of Emergency Management should be present when the Association meets. Bryan Carroll noted the Director of Emergency Management. is the Association's communicator. . Bill. Sizemore stated-the Board needs to understand where we are with staffing. He noted staffing is an important issue. Scott Brower noted training is an issue but it is not a concern because it is handled. 3 f'. ! ~ 90~N 1J ,;;:'~~~7. Chairman Bradshaw noted that. retention of volunteers is a concern. Bill Sizemore stated volunteers are areal issue and they need to know that they are important. He noted a concern with night calls because now they are sending out two (2) paid people and how do you get the volunteers to come out. Kevin Duck noted that his department .does not have sufficient volunteers. Chairman Bradshaw stated there is no way the County can, fund what you do as volunteer organizations. Chairman Bradshaw asked. that the CIP process be defined by those present. Scott Brower stated it would be good to have an idea of what money is available for the upcoming year so that needs can be prioritized and submitted to the Planning Commission by the President and the Director of Emergency Management and then to the Board. He stated it is not good, when the Board sends it back to us. Willie B. Copeland stated during the CIP process, there is too much of a want list, instead of a need list. He stated each. department must represent their needs and include justification. Scott Brower stated criteria needs to be established- based on what has been done in the past by the departments, i.e., how many fires did your organization run, projected growth for your district, would it be used in the County, how old is a particular piece of equipment, what is the maintenance .upkeep for that equipment? Chairman Bradshaw .asked what if a department pays for their equipment with their own funds? Willie B. Copeland stated as long as the County is not affected, even if the Association does not agree with it, I think an organization should be able to purchase it. Randolph Barlow stated if his department has the funds, it should note be required to ask for the Association's approval. Willie B. Copeland stated the Association sets standards for what equipment can be bought, but if an organization wants other things, it must pay for them itself. He noted standards should be defined for equipment. and purchasing. He stated the Board has to direct the Association and the organizations are against the County telling them what kind of truck to buy. 4 ~a~~ 19.~:-?~8 He suggested leaving. it open that the .individual organizations can add to their equipment. Chairman Bradshaw stated we are in agreement that the organizations are going to equip the skeleton. Supervisor Clark noted the .Board needs to back the Association. He stated if we don't, we are undermining the process. Chairman Bradshaw called. for a consensus. Supervisor .Claud stated there should not be a wish. list. the first go around. Chairman Bradshaw stated there needs to be a policy for future Board of Supervisors' members. Supervisor MacManus stated we are all working for the common good. This equals retention. Brian .Carroll stated once the CIP is submitted to the Planning Commission and the Board of Supervisors, their recommendation should be sent back. to the Association. He stated if anyone has any questions, these should come back to the Association. Supervisor Claud stated if you come in with your needs and present them, I don't think you want. the Board to set the dollar amount. Chairman Bradshaw stated the Association wants and needs to be involved in the decision making process. from the beginning to end. Chairman Bradshaw stated you might want to .have Mr. Hartley involved and get his suggestions in the process. Mr. Childress will assist as well. County Administrator Caskey noted bonding agencies very closely monitor the CIP and this impacts the County's overall rating. Chairman Bradshaw summarized the results of the meeting, as follows: have workshop to discuss needs Association get together to define equipment standards with the Director of Emergency Management. Justification for needs Equipment ownership and maintenance for someone buying equipment on their own... Who is responsible for the maintenance? 5 .: 1 1 1 804a ~J ~;,~ ~;~J Policies to be followed towards the process The. Director of Emergency Management .explained that his role is to interact with the Board. and ensure that the citizens of the County are protected. Willie B. Copeland noted the Presidents are rotated on a yearly basis. He suggested Mr. Childress be the secretary for their record keeping and providing notices. Bill Sizemore requested .assistance from Mr. Childress in applying for State grants. Chairman Bradshaw offered the assistance of Mr. Childress with writing grants for.. the organizations. Mr. Childress noted he would advise of grants and, if an organization wants to apply, he would assist. with the writing of the grant. Chairman Bradshaw noted a .need for :the Board to again meet. with the Association to discuss the CIP. Supervisor Bradby moved the Board continue its meeting until 12:00 p.m. on July 6, 2000 in the Board of Supervisors' Room.' The motion was adopted unanimously (5-0). // h' p A. Bradshaw, Chairman W. Dou key, Cler I i 6