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10-01-2001 Continued Meeting1 CONTINUED MEETING OF THE .ISLE OF WIGHT COUNTY. BOARD OF SUPERVISORS HELD THE FIRST DAY OF OCTOBER IN THE YEAR TWO THOUSAND AND ONE PRESENT:. Henry H. Bradby, Chairman Robert C. Claud, Sr., Vice-Chairman Stan D. Clark Richard K. MacManus Phillip A. Bradshaw ALSO PRESENT: Scott Brower, Carrollton Volunteer Fire Department ' Steve Collins, Carrollton Volunteer Fire Department ..George Rawls,. Carrollton Volunteer Fire Department Vin Pulley, Isle of Wight Volunteer Rescue. Squad Keith Jones, Rushmere Volunteer Fire Department Rudolph Jefferson, Rushmere Volunteer Fire Department Buddy Jones, Smithfield Volunteer Fire Department Randolph Barlow, Smithfield Volunteer Fire Department Bill Sizemore, Windsor Volunteer Rescue Squad Also Attending: H. Woodrow Crook, Jr., County Attorney W. Douglas Casket', County Administrator .Richard O. Childress, Director of Emergency Management Donald T. Robertson, Assistant County AdministratorlDirector of Human Resources Carey H. Mills, Recording Secretary Chairman .Bradby called the continued meeting to order at 7:00 p.m. in the Social Services Demonstration Room for the purpose of holding a joint meeting with the members of the Fire and Rescue Association. Chairman ..Bradby called for discussion on Item I, Capital Improvements Plan (CIP) Process. Richard O. Childress, Director of Emergency .Management, stated members of the Fire and .Rescue Association have expressed a desire for more involvement in the CIP process. He stated members feel they were left out of the process because they could not make changes. Scott Brower, Carrollton, Volunteer Fire Department,. stated that since 1995,. the Association has worked in a joint effort to produce a Plan. He stated he was advised that a cap was placed on the. CIP and the organizations were asked by the CIP subcommittee to prioritize "their needs. which was- accomplished, however, there were major changes made to the Plan that the 1 8D^k 20 ~; ~~~~6~ organizations were not subsequently made aware of. He stated it is this type of situation that causes mistrust of the Board by the Association: He stated the organizations: fulfilled. the needs that the. Association thought would work and they should have been made aware of these- changes. He inquired why these changes were made. Supervisor Bradshaw advised that he was not aware of any changes made to the CIP. He requested an explanation of the CIP process. Anne F. Seward, Directorof Budget and Finance, stated a new process has been implemented which involves information being- sent out with . requests going through 1VIr. Childress. She stated once the information came back, meetings were held with different individuals. She stated all organizations were requested to scale back their requests and .that once- the requests were reviewed, minor revisions were made. She stated that she recollected only two (2) changes being made to the Plan. Supervisor Bradshaw stated the entire ,Board was not involved in the process, but it was their. intention .after meeting. with the Association last year that it would be advised of any changes. Mr. Brower stated it took the Association some time before reaching a consensus and he now feels that meeting was in vain. Supervisor MacManus stated the CIP Committee made significant changes in the process. this year and efforts are continuing to make the process better. He stated he sees this past year as an improvement in the process and great strides were made as the two (2) groups worked together. He stated the goal is to establish a realistic CIP. Randolph Barlow, Smithfield Volunteer Fire Department, stated he feels like time was wasted because the Plan did not return to them for their final comments. He stated the relationship between the Board and the Association has come a long way, but communication is still in .need of improvement. Bill Sizemore, Windsor Volunteer Rescue Squad, stated his complaint centers around the procedure the Association got from the Board. Supervisor Claud stated there were only three (3) items changed. Mr. Brower stated that while the Committee may have only made three (3) changes, the Committee made cuts to make things work and those cuts were not brought .back to the Association for its comments. He stated it upsets him when Mr. Childress is asked for his recommendations when the Association members are the ones that know the needs. He stated the Association does not want Mr. Childress to make any changes as this was 2 L~ D 1 1 1 the plan the Association came up with and the Association members have hundreds of years of experience. Keith Jones, Rushmere Volunteer Fire Department, stated he feels Mr. Childress has good .experience and is an asset. Mr. Brower stated it is not his intention to take away from Mr., Childress, but he (Mr. Brower) represents the rest of the. Association ''and when the Association comes up with a plan, that offense- is taken to him (Mr. Childress) making changes. Supervisor Claud affirmed that he wants Mr. Childress' recommendations.. He stated that while he may not agree with them, he still wants them. He noted it is the Board that will make the final decision.. . Supervisor MacManus stated he .sees Mr. Childress as a tool and the Board looks to him -for feedback on many issues. He stated he would encourage the Fire- and Rescue Association to see the advantage by ; including Mr. Childress in the day-to-day activities. He stated Mr. Childress is present at all Board meetings and the Board is going to continue to ask for his input because of his insight with being involved with the Association more than the Board members. Chairman Bradby stated property and life are. above all concerns and the Board encourages open. communication. He stated communication is important and he hopes it will continue to improve. Mr. Barlow requested that any changes be sent back to the various: organizations so that they will be aware of any changes.: He stated all the organizations are asking is to be a vital part of this process. Chairman .Bradby stated the service that is being. provided is more important than anything and he is nothearing anything tonight that. can't be addressed. .Supervisor Claud requested that Mr. Childress take minutes at all Association meetings and provide copies to the Board for its information. The Board members agreed. that the organizations will be provided a second opportunity to comment on the Plan after any changes were made before the Board takes action. // Chairman Bradby called for consideration`ofthe County's Purchasing Process. 3 90~K 2ll .~ :.~~'~ Mr. Childress:.stated past purchases have resulted in questions being raised regarding the policy. Ms. Seward explained the process noting that the organizations submit their requests to Mr. Childress who, in turn, submits the requests to the Department of Budget: and Finance. She stated if changes are made, they are returned to Mr. Childress and then back to-the organization, then back to the .Board and Budget and Finance. Mr. Brower noted that low bids are not always the best. He inquired if the organizations have the option. to work around this. Ms. Seward stated if minimum. requirements are requested, then a good product will be received. // Chairman Bradby called for Volunteer Incentives. Mr. Childress stated he has looked at the retirement policy and a real estate tax exemption, up to a certain level. County Attorney Crook stated we can deal with personal property, but we don't have real estate exemptions. Mr. Brower stated at the last Association meeting, what makes a true active volunteer was discussed. Buddy Jones, Smithfield Volunteer Fire Department, stated -the Town of Smithfield helps pay for uniforms. Supervisor Clark suggested individual YMCA memberships Mr. Sizemore. stated the Windsor Volunteer Rescue Squad offers a certificate for every 60 hours of volunteer service. Vin Pulley, Isle of Wight Rescue Squad, stated the Squad was offering Walmart cards until members began to abuse their use. Supervisor Claud inquired if separate incentives for fire department and rescue squads should be established.. Mr. Pulley stated the Smithfield Convalescent Center uses .the Squad as an easy out, causing its members to get frustrated quickly. Mr. Brower stated the Association is still working on recommendations. C~ 1 1 4 a~rr ~(1 . -45,3 Supervisor MacManus stated 'there is a major impact to the County for establishing fee for services. Mr. Sizemore stated the County will riot get sufficient funds back for fee for services. He stated he does not think billing is the answer. Supervisor Clark stated he is willing to try anything once because he County's volunteers are beginning to .burn out. 1 1 Mr. Sizemore suggested taking the money on the personal property tax and applying it to car insurance. Chairman Bradby stated the consensus is to work on an incentive. Mr. Brower stated the Board needs to take a more active role with the County's fire departments. He stated the Carrollton Volunteer Fire Department has asked for an EMS budget from the County for the- past several years. He stated there is no incentive for fire departments to come on line because they don't receive support from the Board. He stated the Department runs additional calls, but receives the same budget as everybody .else. Supervisor Claud stated it all comes down to what level of service the County can provide .and the Board has to look at what level of service it can afford to fund. He stated before any organization moves .into doing what the Carrollton Volunteer Fire Department does, it should be discussed. with the Board to determine if the Board can support it financially. Mr. Brower stated people were dying because .ambulances were -not' getting there and the Department put the need before the money. He stated the Department holds successful fundraising. campaigns and it had the resources to do this previously, however, the need has grown. He stated when the Department purchases an ambulance, it can't operate it on a fire department's budget. Supervisor Bradshaw suggested having. a separate tax by district. Mr. Sizemore inquired when the dispatching :could be .,expected. to improve in the County. Mr. Pulley stated there are areas in his district that have big gapping holes. Mr. Childress stated the County is currently working with Commercial Radio and he is putting together another package to see if that will take. care of the problem. 5 so~~ 2~ >~-~-464 Supervisor Claud .requested .that Mr. Childress contact the Town of Smithfield to inquire regarding the status of the new equipment expected to improve dispatching efforts. and bring back a report to the Board. Supervisor MacManus stated he would bring Mr. Sizemore's complaint up at the Smithfield Town Council meeting. Mr. Pulley addressed the Board on weekend coverage which was `deleted when the Captain resigned. He stated that at that same meeting, the Squad voted to relax the weekend hours. He stated that while there were two (2) separate issues, they happened to be discussed on the same night. He invited .any. interested Board member to attend meetings. Mr. Pulley inquired if the County could develop a hazardous condition policy when it becomes too dangerous for fire and rescue to respond. He stated other localities have adopted such a policy. Mr. Childress stated most departments approved gale force winds sustained as a benchmark and each department needs its own internal department policy. He stated the organizations can agree Association-wide, but each organization needs its own department policy. Supervisor Bradshaw suggested.. the Board hold quarterly dinner meetings with the Association: County Attorney Crook requested a closed session under Sections 2.1- 344 A3 and A7 of the Freedom of Information Act concerning a request from the Carrollton Volunteer Fire Department to discuss with the Board and. County Attorney negotiations for acquisition of property and contract negotiations. Supervisor Bradshaw moved the Board enter closed session for the reasons stated. 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. - .Upon :..returning to open session, Supervisor Claud 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 affirmative recorded vote and in accordance with the provisions of the Virginia Freedom. of Information Act; and, WHEREAS, 2.1-344.1 D of the Code of Virginia requires a certification by this Board of Supervisors that such closed meeting was conducted in conformity with Virginia law; 6 1 1 1 eoo~ 20 :.~-: 4~ 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 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: MacManus, Bradby, Bradshaw, Clark and Claud NAYS: 0 ABSENT DURING VOTE:. 0 ABSENT DURING MEETING: 0 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. // At 10:40 p.m., Supervisor Claud moved the Board continue its meeting until October 4, 2001 at 1:00 p.m. The motion was adopted unanimously (5-0). Henry H; B adby, Chairman. 7