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04-04-2002 Regular Meeting fl r REGULAR MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISC)RS HELD THE. FOURTH DAY OF APRIL IN THE YEAR TWO THOUSAND AND TWO PRESENT: Robert C. Claud, Sr., Chairman Richard K. MacManus, Vice Chairman Stan D. Clark Phillip A. Bradshaw. Henry H. Bradby Also Attending: Dale Phelps, Assistant County: Attorney W. Douglas Caskey, County Administrator Donald T. Robertson, Assistant County AdministratorlDirector of Human Resources Carey H. Mills, Recording Secretary Chairman Claud called the meeting to order. at 2:00 p.m. invocation was delivered by Supervisor.MacManus. The Pledge of Allegiance was conducted. ,i // Chairman Claud called for Special .Presentations. Janice A. Hardison, .Commissioner of Revenue, formally introduced. Graham Shearin, the County's new in-house Appraiser, to the Board. Sheriff Phelps .addressed .the Board on two (2) School Resource Off cer grants, one of which will be located at the Smithfield High School and the other at the Windsor. High School. He advised the total grant # amount is $36,950 with a County match of $13,853 for each grant.... He requested the Board approve submittal of the grant application and adopt a resolution to appropriate the amount of the grant requested or as much as shall be received. Chairman Claud advised. Sheriff Phelps that his request would be considered later in the meeting during regular business. Sheriff Phelps reported that the Sheriff's office is further making application for a Selective Enforcement grant in the amount of $9,000. He stated there is no County cash requirement. He requested. the Board's ~: permission to 'submit the grant application .and adopt a resolution to appropriate the amount of he grant requested or as much as shall be received. I o eooK 2f) :,;; 734 .Chairman Claud advised Sheriff Phelps that his request would be considered- later in the meeting during regular business. Sheriff Phelps briefed the Board on the wireless operations currently being undertaken in the County. He advised that three (3) of the vendors are on-line and E-911 calls are now being received on wireless from these vendors. He stated the Nextel trunks are due this week and Verizon trunks are .due by April 10, 2002. He stated VoiceStream has n'ot yet installed all the towers. in the County, thus creating a temporary delay. He stated wireless funding continued to be received from the Wireless E-911 Service Board and staff is in the process of discussing Emergency Medical Dispatch (EMD) training for the Sheriff's Office dispatchers with a particular company. He informed the Board that an invitation will be extended to the Smithfield Police .Department for any of the Town's dispatchers that are not EMD certified to be trained. Sheriff Phelps briefed the Board on Auxiliary Division efforts within his Department. He stated that all required classroom training for this Division has been completed. and all members of the Auxiliary are now certified law enforcement officers. He stated the Auxiliary members are .currently being utilized for courtroom security and to serve outstanding warrants. Supervisor MacManus moved the Board grant permission to apply for the. grant for the two (2) School Resource Officers and adopt the following Resolution: RESOLUTION TO AUTHORIZE THE SUBMISSION OF A GRANT APPLICATION AND TO ACCEPT AND APPROPRIATE FUNDS RECEIVED FROM THE COMMONWEALTH OF VIRGINIA DEPARTMENT OF CRIMINAL JUSTICE SERVICES WHEREAS,.the Board of Supervisors of the County of Isle of Wight, Virginia has approved the development and submission of an application for the Victim and Witness Assistance Program to the Commonwealth of Virginia Department of Criminal Justice Services; and, WHEREAS, funds in the amount of forty-eight. thousand seven hundred seventy-four dollars ($48,774) or so much as shall be received needs to be accepted and appropriated to the appropriate line items in the FY 2002-03 Operating Budget of the County of Isle of Wight, Virginia. . NOW, THEREFORE BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that forty-eight thousand seven hundred .seventy-four. dollars ($48,774) or so much as shall be received be accepted and appropriated to the appropriated line item in the FY 2002-03 Operating Budget of the County of Isle of Wight, Virginia. 2 1 1 1 1 i~ eeoK 2tl .r;~735 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 MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion (5-0) and no Supervisors voting against the motion. Supervisor Clark moved the Board authorize staff to make application for. the Selective Enforcement .grant. The motion was adopted with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of he motion (5-0) and no Supervisors voting against the motion.. Supervisor Clark requested an update on the status. of Courtroom security. Sheriff Phelps advised that he is in the- process of finalizing plans he intends to implement next week. Matt Favre, Director of Operations, Charter Communications, updated the Board on the cable upgrade in the County. He reported that Charter has... completed the design for the entire system and .approximately 60% of the County has been activated with .the new level of service... He stated Charter will provide a different type of service for certain low density areas under a Charter Anywhere Program by the end of April, 2002. Chairman Claud questioned the status of local. access for the County. Mr. Favre stated strand has been placed in front of the Courthouse for. hook-up to the facility. Supervisor MacManus requested Mr. Favre be prepared to provide the Board with an update on the franchise agreement during his next presentation to the Board. // Chairman Claud reported- to the public that the Windsor High School Cheering Squad, which was scheduled to be present at the meeting today, has been rescheduled for the .May 16, 2002 meeting. He noted that at such . time the Cheering Squad will be presented with a resolution. // Chairman Claud indicated the .following Consent Agenda included • Items 2, A through J, and asked if there were any items for removal 3 eoer, 2J .~~736 A. Resolution to Accept and Appropriate $11,378 ~ From the Virginia State Compensation Board B. Resolution to Accept and Appropriate $13,820 From the State Department of Health for the Two-For-Life Program C. Resolution to Accept and Appropriate $2,705 From the State Department of Emergency Management for the. EMA Program D. Resolution to Appropriate Revenue Sharing Funds From the General Fund Reserve Fund Balance E. Resolution to Authorize the Submission of A Grant Application and to Accept and Appropriate Funds Received From the Commonwealth of Virginia Department of Criminal Justice Services F. Resolution to Authorize the Submission of A Grant Application and to Accept and Appropriate Funds Received From the Commonwealth of Virginia Department of Criminal Justice Services G. 2002 Virginia Transportation Development Plan Resolution H. Monthly Delinquent Tax Collection Report I. February 21, 2002 Regular Meeting Minutes J. March 11, 2002 Regular Meeting Minutes Chairman Claud moved. the Board pull the Monthly Delinquent Tax Collection Report from the Consent Agenda for further discussion, as requested by Supervisor MacManus. The motion was adopted with Supervisors MacManus, Bradshaw, Bradby, Clark and. Claud voting in favor of the motion (5-0)iand no Supervisors voting against the motion. ~' Supervisor l~vlacManus stated the County's cost for collection of delinquent taxes is increasing .annually. with the majority of the action coming from the delinquent tax collection attorney having to send out - letters. He stated the Board is considering in this year's budget the possibility of hiring a full-time County Attorney and since thereis no longer a need for some of this person's time being shared with the School Board perhaps some of his/her time could be used to serve letters while still allowing Jim Windsor to handle some of the more difficult aspects. Supervisor .Clark noted that he has not yet given up on the idea of sharing the County, Attorney's position with the School Board. 4 Q r R .. t a~~, ?~J -h;i 73? Chairman Claud moved that the Board direct staff to show the current year amounts of delinquent taxes. by month and only the. bottom line for all prior years. Staff is to further request that the. Treasurer provide to the Board the amounts of uncollected taxes and, if this is not possible, the Treasurer is to respond why it can't be done (the cost and collection of taxes). The motion was adopted with Supervisors MacManus, Bradshaw, Bradby, Clark and .Claud voting in favor of the motion (5-0) and no Supervisors voting against the motion. Supervisor MacManus moved that the Board authorize the County Attorney to investigate the County's current delinquent tax agreement with Jim Windsor to determine- what aspects can be moved. into an in-house County Attorney's scope ofwork and determine how the agreement is set up so that the Board -can differentiate the scope of work that would be more appropriate for Mr. Windsor and what would be appropriate for an in-house. service of letters. The motion was adopted with Supervisors MacManus, Bradshaw, Bradby, Clark and Claud. voting in favor of the motion (5-0) and no Supervisors voting against the motion. Supervisor Bradshaw moved the. Board approve the remaining items listed in the Consent Agenda. The motion. was adopted with Supervisors MacManus, Bradshaw, Bradby, Clark and .Claud voting in favor of the motion (5-0) and no Supervisors voting against the motion. // Chairman Claud called for Regional Reports. Regarding the Southeastern Public Service Authority, .Supervisor MacManus reported that SPSA is discussing the possibility of implementing a $55 tip fee. He noted for the Board's information is a SPSA Strategic Plan which resulted from the January retreat. He reported there was a vote to have SPSA evaluate the possibility of SPSA beginning to provide trash collection in the Cities of Norfolk and Portsmouth. Regarding the Mayors and Chairs Caucus, County Administrator Caskey distributed information pertaining to the feasibility of creating a Hampton Roads Sports Commission which would be voluntary on the part of local governments. Regarding the Western Tidewater .Water Authority, Chairman Claud noted there is an item in the Board's agenda pertaining to the Western ' Tidewater Water Authority .which the Director of Public .Utilities will present later. in the meeting. ~~ . Chairman Claud called for Transportation Matters. 5 aooa 2~J .;.-73.8. James .Randolph, Planner, offered na items for discussion under Transportation Matters. .Supervisor. MacManus stated regarding the Intergovernmental Committee working. with VDOT in an attempt to have' a traffic light installed at Nike Park and Battery Park Roads, VDOT has advised that such funds must come from either the County's or the Town of Smithfield's road funds. He stated he would like to propose slow-cost option to VDOT that it install "Dangerous Intersections" signs with flashing lights~to increase. the safety of that intersection. Supervisor MacManus moved that the Board direct staff to send a request to VDOT requesting, it investigate placing .warning signs with flashing lights on Battery Park Road, as well as a stop .sign with flashing lights on Nike Park. Road as an intermittent step to provide protection to citizens. 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. Supervisor Bradby requested Mr, Randolph address the status of his previous request for a flashing light at the Rushmere Volunteer Fire Department. Mr. Randolph reported that staff is in the process of preparing the necessary reports for the installation of these lights. He advised a letter has .been forwarded to the Director of Emergency Management requesting a recommendation on .the prioritization of these lights from the Fire and Rescue Association. He noted he anticipates providing a report to the Board on the Association's feedback at the Board's first meeting in May. // Chairman Claud called for Citizens Comments. Ernest Godwin addressed the Board regarding safety concerns for school buses and the safety of children along Route 258 from Benns Church to Route 17. He specifically requested a reduction in the speed limit along Brewer s Neck Boulevard to be a continuous 45 mph. Supervisor MacManus moved that the Board direct staff. forward a letter to VDOT recommending that a traffic study be performed on the speed limit and requesting VDOT's .advice on how this concern should be addressed. 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. i~ 6 n 11 1 eo~~ ~0 : ; :~7~9 Milton Eiey of Ivor requested the Board's assistance in having sewage Lines run to his home located at 26445 Curve Drive. Chairman Claud advised Mr. Eley that his request would be passed on to the Director of Public Utilities .for his review- and report .back to the Board. /I Chairman Claud called for the County Attorney's report.. Supervisor MacManus requested the status of a potential lawsuit against the State. Assistant County Attorney Phelps noted she would :advise. County Attorney Crook that the Board is awaiting a response from him on the status of this lawsuit. // Chairman Claud called for the .Parks and Recreation report. Alan S. Nogiec, .Director of Parks and Recreation, presented a request by Sterling & Reid Brothers Circus to utilize the Isle of Wight County Fairgrounds on August 28 and 29, 2002 for a three (3) ring circus. Chairman Claud noted that the event is scheduled two (2) weeks before the County Fair and he would feel better if the event were scheduled two (2) weeks after the Fair. Supervisor Bradshaw moved the Board authorize Parks and Recreation to notify Sterling & Reid Brothers Circus that the County will reserve the dates of August 28 and 29, 2002 as noted in the request for the use of the Isle of Wight County Fairgrounds.. Sterling. & Reid Brothers Circus is to pursue getting approval from the Board. 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 Claud called for the Public Utilities report. . E. Wayne Rountree, P.E., director of Public .Utilities, presented. A Resolution .Authorizing the Western. Tidewater Water .Authority to Submit an .Application to the ..Department of Environmental Quality for A Groundwater Withdrawal Permit for three (3) County-owned wells for the Board's consideration. ~~ yn''f ~~~ ~ ~~0 Chairman Claud moved the Board adopt the following Resolution: A RESOLUTION AUTHORIZING THE WESTERN TIDEWATER WATER AUTHORITY TO SUBMIT AN APPLICATION TO THE DEPARTMENT OF ENVIRONMENTAL QUALITY FOR A GROUNDWATER WITHDRAWAL PERMIT WHEREAS, Isle of -Wight County currently holds permits for production and emergency wells at: the Carisbrooke subdivision and the communities of Orbit and Windsor; and WHEREAS,. in April 1998, the City of Suffolk and the County of Isle of Wight formed the. Western Tidewater Water Authority for the purpose of working regionally to meet the member jurisdictions' future water demands;. and WHEREAS, on March 15, 2002, the Western Tidewater Water Authority Board approved the Authority's submittal of a groundwater withdrawal permit application on behalf of its member jurisdictions, contingent on each jurisdiction's respective Council and Board approvals; and WHEREAS, Isle of Wight County agrees to fund its share of any well mitigation claims resulting from the Authority's groundwater withdrawals and justified through the Hampton Roads Planning District Commission's groundwater mitigation program. NOW THEREFORE, BE IT RESOLVED, by the Board of Supervisors of Isle of Wight County, Virginia, that the County Administrator is hereby directed and authorized as follows: 1. The County Administrator is hereby. directed and authorized to assist the Western Tidewater Water Authority in the development and submittal of a groundwater withdrawal application to the Department of Environmental Quality, which future groundwater withdrawals shall serve the Authority's member jurisdictions. 2, The County Administrator is hereby directed and authorized to budget within future budgets sufficient funds to cover .the County of Isle of Wight's share of potential well mitigation claims against the Western Tidewater Water Authority, resulting directly "from the Authority's groundwater withdrawals and as .justified through the Hampton Roads Planning District Commission's groundwater mitigation program. 1 1 C. 8 1 song. 2~l ,;:; 7~~ 3 The Western Tidewater Water Authority is hereby authorized to submit a groundwater withdrawal application for any wells owned by the County of Isle of Wight. 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. Mr. Rountree stated the County received an Economic Development Block Grant of approximately $433,000 to build a sewage pump station 'at the Shirley T. Holland Industrial Park from the. Virginia Department of Housing and Community. Development. He stated the bid received. was in the .amount of $267,000 and for the Board's consideration are three (3) change orders totaling $28,457.35 which has- been approved by the Virginia Department of Housing and Community Development and which .will be reimbursed to the County. Supervisor Bradshaw moved the Board approve the change orders in the amount of $2$,457.35. 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 tie motion. Mr. Rountree. presented a Well Dedication Document for the Rushmere water system. He stated there. was a need to install a new well and easements required from adjoining property owners. He stated as owners of the Rushmere water system, the Board needs to dedicate that land for water supply purposes only. Supervisor Bradby moved the' .Board approve the Well. Dedication Document.. 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. 1 . Mr. Rountree stated on the matter of the water leak that occurred on Track Lane, he Board previously directed. that he and the County Attorney meet to discuss the matter further_ He stated this has been accomplished and it is their joint recommendation that .the water be pumped from the premises after first seeking the permission of the property owner. Supervisor. Bradby moved the. Board .accept the joint. recommendation of the County Attorney and the Director of Public .Utilities that the water be pumped from the premises upon the permission of the property owner to proceed. 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. . Mr. Rountree distributed a handout of a:preliminary engineering report of the fluoride reduction. of the six (6) systems owned. by the County. He 9 gprr ~v ,~,.' 742. stated he anticipates discussing .this further with the. Board at its May 6, 2002 meeting. // Richard O. Childress, Director of Emergency Management, notified the Board. of communications received today from a vendor who is protesting the Intent to Award on the purchase of dispatch center furniture. He stated as a result, this item is being removed from the agenda until it can be further addressed. Mr. Childress requested the .Board approve the contract and lease .agreements for the E-911 call taking equipment after review by the County Attorney and Director of Budget and Finance. Supervisor Bradshaw requested that Mr. Childress be prepared to present to the Board at its next meeting a financial breakdown of the cost to the County for the initial purchase. Supervisor MacManus moved the Board authorize the Chairman of the Board to execute the contracts and lease agreements upon final review of these documents by the County. Attorney and the Director of Budget and Finance. 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. Mr. Childress .notified the Board that he would be conducting interviews tomorrow with vendors that. responded to the radio equipment. RFP as part of the central dispatch facility. Mr. Childress distributed a copy of an a-mail received from. the EMS State office informing him of a public comment period for the proposed changes in rules and regulations for the office of EMS. He stated the public comment period begins April 22, 2002 and ends June 2.1, 2002. He stated May 9, 2002 is the tentative .date set .for the public hearing. Supervisor Bradshaw moved the Board- direct staff contact VACo and request what position it will be taking and bring the matter back at another Board meeting. 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:- Supervisor MacManus advised that .the Town of .Smithfield has. approved the Memorandum of Understanding. He requested that Mr. Childress arrange a meeting with the Board of Directors by the end of the week. 10 1 .. 1 1 Mr. Childress advised that he is in the process of scheduling such meeting for the next or following week. Mr. Childress noted that tomorrow is the due date. for .all comments by the members of the Board. of Directors input on those who submitted applications for the Dispatch Center Director's position. Mr. Childress distributed a copy of an article dealing- with the Center for Medicare and Medicaid Services .and their associated ambulance fee schedules. Chairman Claud ..stated the Citizens Advisory. Committee for central dispatch has served its purpose and he would therefore recommend the Committee be dismissed. 1 Chairman Claud moved the Board dismiss the members appointed to t the Citizens Advisory Committee for central dispatching with a letter of thanks to be forwarded by staff to these individuals. 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. . Supervisor Bradby expressed a need for additional space for storage of fire .fighting equipment and vehicles at the Rushmere Volunteer Fire Department which are currently being stored outside the building.. // Chairman Claud called for the County Administrator's report. County Administrator Casket' presented a .resolution recognizing National. County Government Week that he recommends the Board adopt. Supervisor Clark moved the Board adopt the following Resolution: 1 p • and are primarily responsible for planning for disasters; and, WHEREAS, due to the planning, cooperation and dedication of RESOLUTION TO RECOGNIZE NATIONAL COUNTY GOVERNMENT WEEK ` WHEREAS, the terror attacks on September 11, 2001, spotlighted the work county officials do 24 hours a day, 7 days a week, 365 days a year; and , WHEREAS counties are the first to res and to emergency situations counties across- America emergency. response professionals from all across the nation are-able to mobilize and respond quickly and effectively; and, 11 BOCK 2~ >a;~'~~~ WHEREAS, counties continue to deal with the after effects of .September 11 and the ensuing public health threats; and, WHEREAS, there are 3066 counties in the United States, collectively responsible for the well being of more than 230 million residents; and, WHEREAS, counties have a long history of serving and providing for ...the American people and counties will continue to safeguard our way of life,. remaining vigilant .protectors of our citizens; .and, . WHEREAS, county governments are the citizen's local government voice,. providing solutions that bring communities together. NOW, THEREFORE, BE IT RESOLVED. by the Board of Supervisors of the County of Isle of Wight, Virginia that the week of April 7-13, 2002 be recognized as National County Government Week in recognition of the leadership, innovation and valuable service provided by our nation's counties. 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. County Administrator Caskey presented a resolution recognizing National Library Week that he recommends the Board adopt. Supervisor Bradshaw. moved the Board adopt the following Resolution: RESOLUTION TO RECOGNIZE NATIONAL LIBRARY WEEK WHEREAS, our nation's libraries and librarians play a vital role in .connecting millions of people with the resources they need to live, learn, work, govern and thrive in the 21st Century; and WHEREAS, Americans use libraries to find jobs, to learn to read, to be literate online, to find vital health facts, to research their environment and diets -and to find food for our souls; and, WHEREAS, free people need free libraries, and America's libraries. are .the cornerstones of our democracy; and, WHEREAS librarians are the guardians of free access to information and resources; and, 12 90~~ 2~J ~~:7~5 WHEREAS,. every library -whether public, school, academic or special -has something unique to offer that ties its community to the very concept of a free people in a free land; and, WHEREAS; a library is just as important a part of a community's infrastructure as any road, bridge, public building or utility; and, ~ I' WHEREAS, libraries are places of opportunity, education and self- help; and, WHEREAS, in times of economic instability, Americans turn. to and depend on their libraries and librarians; and, WHEREAS,. awareness and support must be increased. for libraries by increasing the visibility of libraries in a positive context and by communicating clearly. and strongly why libraries are both unique and valuable; and; WHEREAS, we must ensure our libraries have a future with sustained funding. and support; and, WHEREAS, libraries and library supporters across America and beyond are celebrating. National Library Week with The Campaign for America's Libraries, "@ your library". NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that April 14-20, 2002 by designated as National Library Week. BE IT FURTHER RESOLVED that all citizens be encouraged to support .and use their library. 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. County Administrator Caskey presented a Resolution to Designate April 21-27, 2002 as Volunteer Recognition Week which he recommends the Board adopt. Supervisor MacManus moved the Board .adopt. the following . ~ Resolution: • , RESOLUTION TO DESIGNATE APRIL 21-27,.2002 AS VOLUNTEER. RECOGNITION WEEK . _, 13 aoan 20 -~:;~ 746 :WHEREAS, we are a nation that was founded by individuals who have dedicated their lives, energies, and resources to making this a better world for themselves, their families, and their neighbors; and, WHEREAS, volunteerism directly reflects the democratic principles upon which this .nation was founded in that everyone, regardless of their ..:circumstances, race, age, sex, color or creed can volunteer; and, - WHEREAS, the number of individuals engaging in volunteer. work and the important variety of services provided increase each year, providing ..challenges and fulfillment, rich rewards from helping. others, improving skills, and widening one's horizons; and, WHEREAS, it is appropriate to recognize and to-honor the numerous contributions of the many volunteers serving the County of Isle of Wight, as well as this Commonwealth of Virginia, and to join in with State and national leaders to set a special time for such recognition. - NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that the week of April 21-27, 2002 be designated as Volunteer Recognition Week. . ~ 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. .County Administrator Caskey stated contained in the Board's agenda is a report from the County's architectural consultant on Courthouse security. He stated also contained in the agenda is a recommended solution for improvements that would facilitate security .measures at the Courthouse. He stated funds in the amount of $200,000 have been included in the proposed CIP to accommodate these recommendations. Chairman Claud moved the Board authorize staff to work with Moseley Architects to determine if the existing contract can be amended to incorporate detail work for courthouse security and proceed as appropriate .and to check with the Board of Directors of Central Dispatching to ensure there are no problems with the monitoring of the video cameras. 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. Donald M. Long, Director of Public Works, presented a request for ..additional funding to relocate/upgrade the Gasboy Fuel Management System located at the Public Works facility.. He stated due to recent lightning strikes at the current location .and the number of insurance claims filed by the County, it has been strongly suggested by the County's insurance carrier that the system be relocated. He stated while the system is being moved, he 14 1 80~A 2~ r,;:;r7~7 would also like to upgrade it for better fuel usage and .vehicle. maintenance tracking. Supervisor Clark moved the Board authorize $16,888 to relocate and upgrade the Gasboy Fuel Management System. 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:. Supervisor MacManus requested Mr. Hornbaker include only motions in the Action List requiring follow-up by staff Lyle D. Hornbaker, GIS Coordinator, stated he anticipates the List to be included in the Board's package at its first .meeting in May under the Consent Agenda. County Administrator Caskey recommended the Board begin consideration of individuals to be recommended to the Judge to serve orr the Board of Equalization. Ms. Seward recommended the Board set a compensation rate of $75 per day for the Board of Equalization members. Y Supervisor Bradshaw moved the Board authorize compensation to the members of the Board of Equalization in the amount of $75 per day. (exclusive of travel costs). 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 Board concurred it :would have nominations for the Board of Equalization at its May 6, 2002 meeting. Ms. Seward informed the Board that she received a question from the assessment company concerning the posting of notices for the assessment which are scheduled to go out on April 17,.2002. She. ,advised that staff would be issuing a press release next week advising the public to be on the lookout for these assessment notices.. She stated-the County has the ability to place the assessment information on the website and she is .seeking direction from the Board on whether it desires to list such information on its website. Supervisor MacManus requested the Director of Budget and Finance investigate what assessment information other communities place on their . website. and bring the matter back to the Board for its consideration at its April 11, 2002 meeting. . County Administrator Caskey requested the Board begin consideration: of ~ date for its Annual Board Retreat: 15~ ' 8~9n 2iJ ,;;L 7A 0 Supervisor Bradshaw moved the Board direct staff to suggest recommended dates for an Annual Board Retreat in the .Fall (mid-November, .after the VACo Conference). 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. County Administrator Casket'. distributed a map delineating the MPO area for the Board's reference. County Administrator Casket' distributed the latest. edition of the Citizens Guide for the Board's reference and use. // Chairman Claud called for Old Business. Mr. Nogiec advised Supervisor MacManus that he and the County Administrator had met with YMCA representatives to view their latest design. He stated the lease agreement was not discussed at this .time. and he advised of a separate meeting for this purpose. Supervisor MacManus moved the Board direct staff to provide additional information such. as digital .photographs for those types. of requests coming to the Board from the Architectural Review Committee. 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. Supervisor Clark moved the Board direct staff to contact the School Board and inquire if the Carrollton Elementary School ball field can be improved or incorporated into the County's plan over the next year or two (2). 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 Claud ..recommended that staff provide procedures and guidelines to be used in establishing village. centers. . Supervisor MacManus recommended staff contact the City of Suffolk and request a copy of its .study of village centers which would provide a standardized format to be utilized by the County. Beverly Walkup, Planner, stated that she proposed to request the Planning Commission for its recommendations of individuals to be appointed to a Committee, i.e., lifelong County residents, new residents to the area, that can provide aid to staff when they are. reviewing the maps. She stated it has always been her intent to use the citizens in the process. 1 ~. ... 1 .. 16 R y ~~ ~ !, tJ Supervisor Bradshaw moved the Board direct staff to come back at the next meeting with the process as to how the village centers will be defined _to include an established .format as to how that information will .flow, i.e., through the Planning Commission .and then to the Board. 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. County Administrator Caskey noted he would share with the Board information he has received from the. City of Suffolk on village. centers. // Chairman Claud called for New Business. Supervisor Clark stated he received a call from Mr. Weigle at the antique shop on Route 258 advising of his actions to cover the metal wall with bushes. Supervisor Bradshaw directed staff to investigate all facts before taking action when dealing with citizens. Chairman Claud suggested if the method by which Citizens y r Comments is handled by the Board presently .begins to become a problem, the Board may wish to consider allowing citizens who did not sign up for Citizens Comments at the beginning of the Board meeting to speak before the Board enters closed session. Supervisor Bradshaw moved. the Board advertise the School Board budget as presented to the Board for public hearing at the April 18, 2002 meeting. 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. 1 // Chairman Claud called for Appointments. Supervisor Clark moved the Board appoint Jerrianne Gardner to the Rescue Boundary Committee. The motion was adopted unanimously (5-0). Chairman Claud moved the Board reappoint Ken Johnson to the Economic Development Committee. The .motion was :adopted unanimously ~ (5-0). Supervisor .Clark .moved the Board reappoint. Charles F. Glanville to the Economic Development .Committee. The motion was adopted unanimously (5-0). 9 ~~ 17 _,. _. Chairman Claud moved the Board reappoint Ronald H. Pack to the Economic Development Committee. The motion was adopted unanimously (5-0). // Supervisor Clark requested a closed session under, Section 2.2-3711 Al of the Freedom of Information Act concerning a personnel matter. Chairman Claud requested a closed session .under Section 2.2-3711 Al of the Freedom. of Information Act concerning a personnel matter. Supervisor MacManus requested a closed session under Section 2.2- 3711 A 1 of the Freedom of Information Act concerning a personnel matter. County Administrator Casket' requested a closed session under Section 2.2-3711_ Al of the Freedom of Information Act concerning a personnel matter. Patrick J. Small, Director of Economic Development, requested a closed session under Section 2.2-3711 AS of the Freedom of Information .Act concerning siting of two (2) prospective business matters where no previous announcement has been made. 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 MacManus 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, 2.2-3712D of the Code of Virginia requires a certification by this Board of Supervisors that such closed meeting was conducted in conformity with Virginia law; 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 ~° _.. .. 18 1 1 1 n I ~~. 90~K ~~ r;,c: 1 ~~ in the motion .convening the closed meeting were heard, discussed or i, considered by the Board of Supervisors. VOTE AYES: MaclVianus, Bradby, Bradshaw, Clark and. Claud NAYS: 0 ABSENT DURING VOTE: 0 ABSENT DURING. MEETING: 0 I 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. f Supervisor MacManus moved the Board establish a committee consisting of .Supervisors Clark and Bradshaw, the County Administrator, and the County Attorney, to serve as a consultant, to review the legal matters for establishing. the office. of 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. Supervisor MacManus moved the Board direct the Assistant County Administrator to circulate for signature of the Treasurer the Memorandum of Agreement between the Treasurer and the Board of Supervisors and bring it back to the Board. 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 Claud moved that the Board continue the meeting until 4:30 p.m. on April 11, .2002 to further discuss the budget. 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. Robert C. Claud, Sr., Chairman . W. Dougl ey, Cler 6 - { 19 ~' .. ~_._