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05-06-2002 Regular Meeting n r • 90~F ~1 .,~.. `~~ REGULAR MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD. THE SIXTH DAY OF MAY 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: H. Woodrow Crook, Jr., County Attorney W. Douglas Caskey, County Administrator Donald T. Robertson, Assistant County Administrator/Director of Human Resources Carey H. Mills, Recording Secretary i Chairman Claud called the meeting to order at 2:00 p.m. The invocation was delivered by Supervisor. The Pledge of. Allegiance was conducted. // Chairman Claud called for S ecial Presentations ~ p . Sheriff Charles W. Phelps .addressed the Board on the status of the emergency medical dispatch training which is proceeding as planned. He stated he has extended an invitation to Sung County to attend, as well. He further addressed the Board on the issue of court security noting that the metal detector is manned and operational -for the Juvenile and General . District Courtrooms. l Sheriff Phelps. requested authorization to apply for a Federal grant in the amount of $6,000 to cover equipment for volunteer stations.. He stated there are no matching funds required by the County. Supervisor.Clark moved the Board authorize -the Sheriff to apply for the grant. 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.. { Matt Favre, Director of Operations, Charter Communications addressed the Board on the status of the cable rebuild in the County.. He a requested the Board• provide him direction on the type of public access. channel desired. 1 Supervisor Bradshaw. .moved the Board direct the County Administrator to meet with the Information Services Coordinator to review the information and come back to the Board with a recommendation regarding a public access channel. 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. Favre statedregardingthe Franchise Agreement; he is willing to further the Agreement with the Board, but to date he has been unable to meet with the County Attorney. .Supervisor MacManus inquired as to the status of a Charter Anywhere Program being in place by the end of April, 2002. Mr. Favre responded that the service is currently being tested and Charter hopes to have it activated within the next two (2) weeks. Chairman Claud asked Mr. Favre take appropriate. action to .have the picture quality improved at 19182 Oliver Drive, as well as address concerns .with the CATV cable being transferred and buried underground Jack Boyd, Vice-President of Opportunities, Inc. requested the Board ' allocate a sum of $10,000 for workforce development efforts during FY02- 03. Chairman Claud advised Mr. Boyd that his request for $10,000 for workforce development during FY02-03 will be considered as the Board continues its discussions on the budget. ~~ Chairman Claud indicated the following Consent Agenda included Items 1, A through C, and asked if there were any items for .removal: A. Resolution to Accept and Appropriate Donated Funds for the Office on Youth B. Resolution to Make Application and to Accept and Appropriate Summer Lunch Program Grant Funds From the United States Department of Agriculture C. Resolution to Accept and Appropriate Grant Funds From Opportunities, Inc. D. Final Flood Insurance Study and Flood Insurance Rate Maps (FIRM) E. Rushmere Water Leak 2 Bo~~ 21:,~~. 5 N. F. Monitoring of Courthouse Security. Cameras G. `Action List Status Update H. April 4, 2002 Continued Meeting Minutes I. Apri14, 2002 Regular Meeting Minutes J. April 11, 2002 Continued Meeting Minutes Supervisor. Bradshaw requested that the report listed as Item. (D) on F~ the Consent Agenda entitled Final Flood Insurance Study and Flood Insurance Rate Maps (FIRM) be removed from the Consent Agenda for further discussion. 4 Supervisor MacManus moved the Board remove Item (D) .Final. Flood Insurance Study and Flood Insurance Rate Maps (FIRM); approve. all remaining items and adopt the Consent Agenda. .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 Bradshaw inquired how the residences were identified and how would property owners be impacted in the area denoted in .the Final. Flood Insurance Study and Flood Insurance Rate Maps. .Jonathan W. Hartley, Director of Planning. and Zoning, advised that higher flood evaluations would be required for any new construction or reconstruction of any substantially damaged structures in those areas. He stated that all citizens being affected could be notified upon adoption of F these maps if this is the Board's desire. Supervisor Bradshaw moved that the Board. accept the report listed as .Item (D) on the Consent Agenda entitled Final Flood. Insurance Study and Flood Insurance Rate Maps (FIRM) and authorize staff to move forward with amending the County's Zoning Ordinance prior to .September. 4, 2002; provide a list of all citizens impacted by this change; and, notify them of the changes taking place. 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 . // i Chairman Claud called for Regional Reports. ~ Regarding the Hampton Roads Economic. Development Alliance, " Chairman Claud reported that $6,000,000 in private funds has been. raised.. He noted an Annual Report could be made available, upon request. 3 Regarding the Mayors and Chairs Caucus, Chairman Claud reported a meeting was held on Apri126, 2002 and the agenda involved the legislation. that was. approved and signed by the Governor. He stated Jim -Eason (Hampton Roads Partnership) addressed ,the Transportation referendum and a packet of information regarding this will be distributed in the near future. He stated an Executive Committee would be established with representatives from each locality and committees formed in each county and city. He stated he has been asked to serve as Chairman for the County and he requested the individual Board members to provide him with a list of citizens they believe would be good in serving on a committee to plan how to .present the information to the citizens of the County. Regarding the Hampton ..Roads Planning District Commission, Chairman Claud. reported the .Commission has served as a good resource for the General Assembly in putting together facts for .the referendum,- which was part of the agenda for that meeting. .Regarding the Western Tidewater Regional Jail Authority, Chairman Claud reported routine business was discussed. He advised that the Superintendent proposes to retire effective September 1, 2002. Regarding the High Growth Coalition, Chairman Claud reported that he had received a letter from the Coalition of a tentative meeting for June 27, 2002 (no location announced) to redefine the mission of the High Growth Coalition, the need to look at more land use issues and how to approach• the next General Assembly session. Regarding the Southeastern Public Service Authority, Supervisor MacManus reported that the budget was discussed, though not approved, to carry over a $55 per ton fee. He also stated a retreat was held at .the Smithfield Center. // Chairman Claud called for Transportation Matters. Supervisor .Clark requested Mr. Hartley advise him when the work is . completed. by VDOT on Smith's Neck Road. Supervisor Clark requested Mr. Hartley request the VDOT Resident Engineer to attend the Board's May 16, 2002 meeting to address VDOT's potential funding of the Six-Year Plan and its impact to the County. Chairman Claud noted. that a meeting. was held. with the citizens concerning the right-of-way issue on Muddy Cross Road. He noted another meeting is anticipated. 1 1 4 1 1 Supervisor Bradshaw stated that State funds for the Pruden Road project will not be available until. November. Supervisor Bradshaw stated that the VDOT Resident Engineer would not commit to "Pave in Place" funds for the Whispering Pines project. // Chairman Claud called for Citizens Comments.. .Grace Keen, on behalf of the Beautification Committee, requested financial support from the County in the amount of ..$3,085 to erect a flag .pole at the James River Bridge and that a dedication ceremony be held-on .September 11, 2002 in memory of emergency. services personnel. who lost their lives on September 11, 2001 in New York. Supervisor Bradshaw moved the Board endorse the concept and that it be considered during the budget process. 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. Mrs. Keen referred to a letter dated April 23,..2002 from Belle S. Wheelan, Ph.D., Secretary of Education, Office of the Governor, regarding tree planting in the County. // Chairman Claud called for the County Attorney's Report. County Attorney Crook referred to a letter and draft of an ordinance to the Board from him in the agenda. concerning a proposed Amendment to the Water Ordinance to Add Master Meters that he prepared with the assistance of the Director of Public Utilities. Supervisor .Clark moved the Board authorize the County Attorney to advertise .the ordinance for public hearing for the June 20, 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. i Supervisor Bradshaw requested: staff provide him a -list of citizens who have requested master meters. County Attorney Crook presented a Resolution of Dissolution for the. Recreational Facilities Authority which he prepared to .concur with the Resolution of the Recreational .Facilities Authority. He stated there is " property in the name of the Recreational Authority which vests in the name i, 5 .~ 90~~ ~.:. phi ~ 8 of the Board of Supervisors upon the adoption and recordation of the Resolution which resolves the issue of ownership of the property.. Supervisor Clarkmoved the Board adopt the following resolution: RESOLUTION OF DISSOLUTION OF PUBLIC RECREATIONAL FACILITIES AUTHORITY WHEREAS, the Board of Supervisors of Isle of Wight County, 'Virginia, created a Public Recreational Facilities Authority under the provisions of the Public Recreational Facilities Authorities Act, Chapter 29, Title 15..1, of the Code of Virginia, as amended, to be known as the "Public Recreational Facilities Authority of Isle of Wight County, Virginia" by Resolution adopted in 1974; and WHEREAS, the Commission of the Public Recreational Facilities Authority has determined that the purposes for which the Authority was .formed have been substantially complied with and no bonds have been issued and all obligations incurred by the Authority have been fully paid; and WHEREAS, the Board of Supervisors. of Isle of Wight County, Virginia, has requested that the Commission of the said Authority adopt a .Resolution of Dissolution whereby the. title to all funds and properties owned by the Authority at the time of such dissolution shall vest in the Board of Supervisors of Isle of Wight County, Virginia, pursuant to Section 15.1-1286.1 of the Code of Virginia (now Section 15.2-5616 of said Code); and WHEREAS, the Board of Supervisors of Isle of Wight .County, Virginia. has agreed to pay or assume all of the obligations of the said Authority. IN CONSIDERATION WHEREOF, it is resolved pursuant to Section 15.2-5616. of the Code of Virginia that the Public Recreational Facilities Authority of Isle of Wight County, Virginia, be dissolved; that all of the obligations of said Authority be paid or assumed by the Board of .Supervisors of Isle of Wight County, Virginia; and that title to all funds and properties owned by the Authority at the time of such dissolution vest in the Board of Supervisors of Isle of Wight County, Virginia. BE IT FURTHER RESOLVED that this Resolution of the Board of Supervisors of Isle of Wight County, Virginia and the Resolution of the Public Recreational Facilities Authority of December 15, 1997, be recorded in the Clerk's Office for the .Circuit Court of Isle of Wight County, Virginia. and in the records of this Board. 1 ¢. .. i 6 .. ~~ 90~,~ 21;,.. g U i The motion .was adapted with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the. motion (S-0) and no Supervisors voting against the motion. Donald M. Long, Director of Public Works, presented a contract between the County .and Quality Enterprise for the purchase and relocation of the Gasboy .apparatus located at the Public Works compound which he recommends the Board approve.. He stated that .the County's insurance company recommends the apparatus be relocated due to lightning strikes and its close proximity to the tower. He stated the contract had been reviewed by the County Attorney and the changes made as recommended by -the County Attorney. Supervisor Bradshaw moved the Board approve the contract and authorize the Chairman to sign it on behalf of the County. 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. Lyle D. Hornbaker, Information Services Coordinator, presented an Assignment Agreement and Addendum to the GIS Consultant Contract which he recommends .the Board approve contingent upon the County Attorney's review. 3 r Supervisor Bradshaw .moved the Board approve the contract and authorize the Chairman to sign it subject to the review 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. // Chairman Claud called for the Community Development Report. ~ Mr. Hartley presented the Board with an update on the progress of the ~ z Zoning Ordinance revision. He stated the project is on schedule with regard to staff function. He stated staff is now researching the areas. identified by .the Board and Planning Commission. Research, International is under contract and beginning to work on the community design project, as well as working-with "Village" of Rescue. He stated the Committee met. last week ~ and a meeting notice will be send out in the next week. He asked if the Board would compensate the members of the Planning. Commission for each full meeting for the Zoning' Ordinance revision process. Supervisor Clark moved the Board compensate the Planning Commission members at the same rate of .pay they receive now for any additional meeting(s) for the revision process for the Zoning Ordinance.. The motion was adopted with Supervisors MacManus, Bradby; Bradshaw, Clark 7 e~c~K ?~ , . ~0 and Claud voting in favor of .the motion (5-0) and no Supervisors voting against the motion. Supervisor MacManus inquired what the duties of Resource International entail. Mr. Hartley. stated Resource International is assisting with the design.. and sponsoring the community design workshops. He stated they are. also to provide the .technical input down to ordinance language on provisions for parking, curbing and options dealing with stormwater. .Supervisor MacManus inquired if staff is researching what other communities are doing that have already processed changes to their Zoning .Ordinance. Mr. Hartley stated .there is a great deal of information that can be :.emulated from other communities; however, staff is utilizing consultants for areas where staff does not have the expertise or needs the additional manpower. // Chairman Claud called for the Public Utilities Report. E. Wayne Rountree, P.E,, Director of Public Utilities, addressed the Board regarding the fluoride engineering report from R. Stuart Royer contained in the agenda. Supervisor MacManus inquired if any communities with fluoride issues have been pressed by the State. Mr. Rountree stated at a community .meeting. held. in Suffolk in January, 2002, a representative from the State. Attorney General's Office indicated that the State would be dealing with each community this fiscal regarding the establishment of timeframes and schedules. He suggested that the Board adopt a plan and staff would submit it to the Health Department as the County's plan without timeframes. Chairman Claud :asked Mr. Rountree. if he could foresee any problem - if the County. has a change in its options on a system over the next two (2) yearn. Mr. Rountree stated he did not see a problem at this time, but he does anticipate the State requesting the County to enter into some type of consent agreement which will tie the County to a course of action and to a timeframe. He stated if the County finds down the road that a particular approach works better than the first approach, he does not see why the County can not go back and renegotiate with good cause. 8 t~ gOnM 21 ,~ .~ ~~ Chairman Claud asked Mr. Rountree what he feels is the justification for sending the report-out at this point versus holding it until the State comes back to the County. Mr. Rountree stated it puts the County on the offense more although he does not know if it is that important either way. . C Chairman Claud stated he did not see any reason to send it out without more information. He stated by sending in a plan, it would seem to him that it would be the first locality to be contacted by the State. He stated if the . Board accepts the plan and then begin to implement it internally, when .the State contacts the County, the County will provide a copy. Supervisor Bradshaw stated he concurred with Chairman Claud because the County is negotiating with the City of Franklin for additional- water, to include long-term water options. He stated. it would be more advantageous if the County could hook to the City of Franklin's system. Mr. Rountree advised the Board .that before the State allows the County to use the Franklin system; the City of Franklin must first address its high fluoride levels.. He stated the Board recently authorized -staff to perform a study that compares the .cost of the County installing its own system and treating its own water as opposed to buying the City of Franklin's water. Supervisor MacManus stated staff having the report. in case the State contacts the County is sufficient evidence that the County has been reviewing and addressing the issue. He stated funding has been set aside in the proposed CIP, however, none of the .three (3) systems can be addressed with the proposed funding in. the CIP.. He recommended leaving. the issue open until the County obtains additional information-from the State. Supervisor Bradshaw moved the Board accept the report as presented by staff 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. C Mr. Rountree distributed a pamphlet intended to be included.. in customer's bills concerning changes in the water in the Newport Development Service.District. 1 Mr. Rountree stated .the .permit from DEQ for the Carrisbrooke -and Berms Church subdivision wells has been revoked by DEQ, He recommended the Board. approve the Letter of Agreement dated April 9, 2002 which allows the County until. July, 2002 to make. the:. changeover to .the Western Tidewater Water Authority water. 9 .~ DOQ~ 2~ ,N:~ 12 Chairman Claud moved the Board approve the Letter of Agreement dated Apri19, 2002. 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 the Emergency Management report. Richard O. Childress, Director of Emergency Management, presented a resolution. recognizing National Hurricane Preparedness Week. for the Board's adoption. Supervisor Clark moved the Board adopt the following Resolution: NATIONAL HURRICANE PREPAREDNESS WEEK .May 19 - 25, 2002 WHEREAS, the region of Hampton. Roads' location along the shores of the Chesapeake. Bay and the Atlantic Ocean puts our citizens at risk of experiencing the dangerous effects of both offshore and inland hurricanes; and WHEREAS, .the most recent Hurricanes Floyd and Dennis caused disastrous flooding, high winds, and destructive. tornadoes throughout the region in 1999, and WHEREAS, Hampton Roads citizens can greatly reduce hurricane- related property loss, injuries, and deaths by taking appropriate preparedness measures before; .during, and after a hurricane; and WHEREAS, the jurisdictions of the Hampton Roads Emergency Management Committee (HREMC), Accomack County, Chesapeake, Chincoteague, Franklin, Hampton, Isle of Wight, James City County, Newport News, Norfolk, Portsmouth, Poquoson, Suffolk, Virginia Beach, Williamsburg,. and York County, in cooperation with the National Weather. Service, Virginia Department of Emergency Management, Virginia Department of Transportation, and local chapters of .the American Red .Cross, provide hurricane safety information and preparedness techniques to citizens throughout the region and want citizens to be aware that Hurricane season starts June 1; NOW, THEREFORE, BE IT PROCLAIMED by the Isle of Wight County Board of Supervisors,. that the Board wishes to join other HREMC jurisdictions along with Federal and State agencies and other organizations, such as the American Red Cross to encourage residents to set some time aside to complete their family disaster preparedness plan, and that the week .~ . .. 11 11 1 10 r eo~K. 21 ~,. ~ 13 of May 19 - 25, 2002, is .hereby designated as F[URRICANE PREPAREDNESS WEEK in Isle df Wight County, Virginia. 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 noted he was prepared to answer any questions from the. Board on issues which .were discussed at the . Board's April 25, 2002 budgetary hearing. The Board members stated they had no immediate questions. Mr. Childress advised Chairman Claud that the Emergency Communications Center's Board of Directors- held interviews last week for the position of Director for the Central Dispatch Center, .made a selection and authorized the Director. of Human Resources to proceed ::with negotiations with that individual. 7/ Chairman Claud called for the County Administrator's report. f County Administrator Casket' stated the Board previously directed staff to seek a change order with the County's consultant, Mosely Architects, to proceed with Courthouse security improvements. He stated included in the agenda is information provided, to include their fee, for these services. He noted that the County's Construction Coordinator can not undertake any additional work at this time. Supervisor Clark moved the Board approve the agreement in the amount of $31,000 for construction documents and bidding with Moseley Architects dated April 16, 2002.. The motion was adopted with. Supervisors MacManus, Bradby, Bradshaw,. Clark and Claud voting in favor of the j motion (5-0) and no Supervisors voting against the motion. County Administrator Casket' presented the Fourth Amendment to the YMCA lease agreement-for the Board's consideration. Supervisor Bradshaw noted that he thought the Board directed staff to review all leases and that. rent would be charged.. He stated the .Board. discussed that as leases .are. renewed the Board would begin charging all the tenants the fair market. value. Supervisor MacManus stated: the Board discussed reviewing each. lease on a case-by-case basis, but for a two (2) month usage during the. Summer for children's programs he does not see why the .Board would not continue the current lease agreement in this particular case. 11 BDC~~ ~~ ~4 Supervisor Bradshaw stated he was elected by the citizens to maintain the assets. of this .County and it is his responsibility if the Board leases any property to recoup .the fair market value. He stated the Board is .giving favors to special interest groups in the County. Chairman Claud stated the .Board must look at the public- good and make decisions as to recoup the funds or not recoup the funds. Chairman Claud moved the Board approve the Fourth Amendment to the Agreement of Lease with the Peninsula Metropolitan YMCA. The motion was. adopted with Supervisors MacManus, Bradby, Clark and Claud voting in favor of the motion (4-1) and Supervisor Bradshaw voting against the motion. Supervisor Bradshaw moved staff prepare for the Board's August 1, 2002 agenda a complete list of all properties leased by the County to include the revenue that can be generated from these properties. -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 requested the Board's permission to proceed with. the formal planning .and design of the Public Iltilities/Public Works. Operations. Building. He stated funds for the construction were included and approved in the FY01-02 Capital Budget. Donald M. Long, Director of Public Works, presented a partial conceptual plan of the proposed 7,500 square feet building which will cost approximately $400,000 to build. Supervisor MacManus moved the Board authorize staff to proceed with the formal planning and design of the Public UtilitieslPublic Works Building. 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 include in the agenda for the Board's information is a proposal from the Health Director for the Western .....Tidewater Health District. advising of a program, to include the estimated cost, to facilitate the beginning of a mosquito surveillance and control .program in this area. Donald T. Robertson, Assistant County Administrator/Director of Human Resources, .noted that most costs will be related to monitoring and testing. 12 R 1 f 90~w. ~1 >zcr ~5 Supervisor MacManus noted.. that because of budget constraints for this fiscal year, he could not recommend the County expend $15,000 at this point. Mr. Robertson stated staff has placed information on the County's website advising citizens what they can do regarding mosquitocontrol. County Administrator Casket' stated this is for the Board's information. and is staffs first attempt to draft the action steps and provide.. detail as to how the action steps. will facilitate the accomplishment of the goals. Supervisor MacManus requested that the Strategic Plan be placed under the Board's Consent.Agenda and revisited as part of the next Board Retreat. 1 1 County Administrator Casket' stated he, Supervisor Bradshaw and Mr. Robertson met with Fred Custis, Regional Coordinator, Virginia Cooperative Extension Office, relative to the existing vacancy. of the Extension Agent's position due to Mr. Goerger's retirement, effective April 1, 2002. Mr. Robertson stated Mr. Custis has advised that at this point the position of Extension Agent will be held vacant until July 1, 2004. He stated Mr. Custis stated that if-this Board had a desire to move forward utilizing local funds to fill the position, .the State would them make- a commitment to fund its portion of that position, effective July 1, 2003. Supervisor Bradshaw moved the County.. proceed with the. State's recommendation of the County fully funding .the Isle of Wight County Extension Agent (Agriculture) position this year. beginning October 1, 2002 and that a letter of agreement be requested from the .Extension Service that July 1, 2003 the State will pick up that funding beginning next year for the next two (2) to three (3) years. 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 Bradshaw moved the Board forward a letter to the County's members of the General. Assembly informing them of the action taken from the Cooperative Extension Service: with regards to funding and the agreement the County is working out with them in this County.. 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' provided for circulation among.. the Board a video provided by the Sheriff on the. duties of the Virginia Deputy Sheriff 13 90n~ ~~ -a'~' ~6 // Chairman Claud called for Old Business. Release of Archtectural/Engineering Funds for .the New Administration Building ,~ • Anne F. Seward, Director of Budget and Finance, stated the Assistant County Administrator has researched the legislative avenues and transportation and educational facilities are two (2) pieces of legislation that enable apublic/private partnership. She stated she has requested additional information from bond counsel and she -would :recommend the matter be tabled until May 16, 2002 to :allow the Board an opportunity to review the ,correspondence when received. Supervisor Bradshaw recommended that staff within the Department of Economic Development request an outside evaluation at no cost for Phase I and IA on the architectural engineering report because he believes the cost is exceedingly high on a per square foot basis. Supervisor. MacManus stated the study was to determine the amount • of square footage needed to address staffls needs. He stated there are no architectural plans so a ballpark figure has been provided for a typical cost per square foot which was also used for budgeting purposes. He stated if the concern is that the original study may be in error, that is one thing; however, if the. concern is that a particular dollar amount should have been used, he is not too concerned because this is used only for budgeting purposes and will not be reflective of what the County actually receives on bids. Supervisor Bradshaw stated he has not been satisfied with the entire project from'the beginning. He inquired who would manage the project. Supervisor MacManus .stated he would hope to contract with. an outside firm, such as used. for schools and The Smithfield Center, that can typically cover their cost by cost reductions. He stated a management group can relieve staff of the expertise, as well as be a cost savings to the County. Supervisor Bradshaw stated the County is going to solicit a firm to design. a building that the County has $2 million dollars budgeted for and if the firm does not submit a bid for $2 million dollars, then he -will be surprised because it is public information. He stated he could°not .agree to move forward on a project that he has no idea what the project will cost. Supervisor MacManus stated a true estimate. of cost can not. be obtained until the County knows what the design will be. He stated based on the study the only thing the County knows with certainty is-that it needs 1 14 R u u 9oc~~. 2~ ,.-- 17 14,000 square feet of space. He stated the next phase is to get the design so the County can determine a more accurate cost estimate. . Supervisor Bradshaw stated he believes a more accurate estimate can be obtained and he believes this estimate is very high. .Chairman Claud moved the Board: defer action until the Board's May 16, 2002 meeting until. additional information is received from .bond counsel. The :motion was adopted with Supervisors MacManus, Bradby, Bradshaw, Clarke and Claud voting in favor of .the motion (5-0) .and no Supervisors voting against the motion. Mr. Robertson stated regarding interest by staff relative to frequency of payment of employee compensation, he: has placed in front of the Board a sheet entitled "monthly compensation" in which he outlined for the Board some of the major issues surrounding the request to .change the compensation schedule from monthly to semi-monthly. compensation for employees. He stated semi-monthly compensation .will assist .the County with regard to staff retention and recruitment; provides individual flexibility for employees and creates. consistency; most localities in Hampton ,Roads already have semi-monthly pay schedules; it addresses a concern which occurs in December wherein employees received their paychecks for ' December early which creates a five (5) to six (6) weeks wait until the next paycheck which in January; and it also provides a benefit to both part-time and full-time staff He stated there will also be a significant increase in the staff workload as it relates to payroll; there are increased costs associated with regard to equipment and staff time; increased wear and tear on equipment (check machine); loss of interest income in the approximate amount of $45,000 annually; the potential for inconsistency between agencies; lack of space for any additional staff that may be required for this .process. He stated there. will be no increase in income to employees and there are a number of employees advocating this system, as .well as employees who are comfortable with leaving the system as it is. He stated based on the information received, there are a majority of employees who advocate changing to asemi-monthly system.. He stated the total impact of 1 recurring and non-recurring cost is approximately $43,000 annually which does include the interest lost. Chairman Claud in wired if Mr R b rt h d d ~I 1 q o e son a receve a request from the Department of Social Services and .the schools to change to semi- monthly compensation. Mr. Robertson stated "no", but the .schools did consider changing to semi-monthly last fiscal year. Mrs. Seward stated Social Services does receive County benefits and she believes they would impacted.. She stated she is not clear if the County 15 so~K. 21-~~~ 18 can do a portion of its employees on a monthly basis and others on a semi- monthly basis. Chairman Claud noted that approximately 100 employees have expressed an interest in changing to semi-monthly payroll. He stated he realizes the $43,000 is a great deal of money and perhaps the County could begin January l , 2003 to reduce the impact the first year... He stated if you look at all the localities than have been polled, there are only three (3} localities, including the County, which do not pay semi-monthly. He stated there is an overwhelming .request of the .employees to do this and they provide a valuable service to .the County. He stated if this is a way to help employees and increase morale and production, then he believes the Board should find a way to do it. Supervisor Bradshaw stated it is hard for him to believe that if the .County sets up a cafeteria plan on benefits and every employee receives an additional $100 per month to use as they wish, they would rather have semi- monthly pay. .County Administrator Caskey stated the direction the Board gave staff at its April meeting was to .look at all other issues, but to look at semi- monthly compensation first. He stated Mr. Robertson has done some of this investigation and at some point will come back with his results. Mr. Robertson stated he has just begun to more fully investigate some of those other options that employees might .have an interest in by sending out an interest survey. He stated he is now compiling that information and developing information with regard to cost and benefits and will return with that information to the Board. .Supervisor Bradshaw inquired if staff had ever reviewed the feasibility of contracting its payroll. He stated this can be done at a reasonable cost. He stated some employees .can be paid weekly and others twice. a month with maybe a cost savings. Mrs. Seward replied "no." Mr. Robertson offered to investigate the option. of contracting the payroll out if the Board so .directs. Chairman Claud stated he is-open to looking at contracting the payroll out because if two-thirds of other localities are doing it, that should be a message to the employer and he is open to a reasonable process to accomplish it. He .stated he is not willing to let it go until all options are explored. Supervisor MacManus stated employees should havethis as an option. 16 11 K. 1 .. Mr. Robertson stated he would make every effort to gather as much information as' he can by the Board's meeting on May 16, 2002. C Supervisor Bradshaw stated the schools .have 700 employees, for a total of 1,000 employees to include the County, and there will probably be a cost reduction. Supervisor Bradshaw moved .the Board direct staff to continue. evaluating employee compensation and especially to review the process of contract payroll and report back to the Board. at its May 16, 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. Mrs. Seward stated in front of the Board is information relating to different scenarios for advertisement of the Operating Budget which the Board requested at its Apri125, 2002 budget work session. Supervisor MacManus stated he prefers the concept of utilizing the fund reserves fund balance and advertise the real estate tax rate at $.77. Supervisor Bradshaw recommended eliminating the farm machinery tax completely because of the change in the Farm Bill and the cost of administering the program. F Supervisor MacManus agreed with eliminating the farm machinery tax in light of what the Federal Government has done to the farmers this. year. Supervisor Bradshaw .moved the Board direct staff to .advertise the County's tax levies for the upcoming yearwith the current rates as follows, with the elimination of the Farm Machinery tax: . .Real Estate at $.77 Machinery & Tools at $.95 Boats and Watercraft at $1.00 per $100 Boats- Over Five (5) Ton at $.32 per $100 Farm Machinery from $.50 to $.00 Personal Properly at $4.40 per $100 ..Gross, Receipts of Public Service Corporations at of 1% of Gross Receipts 1 The motion was adopted with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the emotion (5-0) and no Supervisors voting against the motion. Supervisor Bradshaw moved. that the Board hold its public hearing on the. ordinance to impose tax rates for the County to be held on May 30, 2002 at 7:00 p.m. The motion was adopted with Supervisors MacManus, Bradby, BOON ~~ ;;~~ 2O Bradshaw, Clark and Claud voting in ~ favor of the motion (5-0) and no Supervisors voting against the motion. Supervisor Bradshaw moved the Board advertise the Operating Budget and Capital Budget as presented to the Board utilizing Option "B" with necessary changes to show elimination of the Farm Machinery tax. 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 Bradshaw requested the status of requesting the State build a Social Services building. Mrs. Seward noted she would have this information for the Board at a future date. Supervisor Bradshaw. moved the Board direct staff contact other communities to determine what they are doing in regards to placing the reassessments on the County's . website and report back to the Board at a later date.. 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 Bradshaw moved that the Board direct County staff review and evaluate the feasibility of the County having its -own grant writer position with a report to the Board in September or October, 2002. 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 request :the .County Attorney to get .with staff and amend the temporary off-premises sign ordinance to allow civic organizations to post signs off premises to advertise fund raising events and that staff evaluate and make recommendations and propose necessary changes to the Ordinance. 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 New Business. Supervisor Bradshaw moved the Board direct staff to look into the reassessment process dealing ,with flood zones to determine who is responsible for .having flood .zones incorporated into the reassessment process. The motion was adopted with Supervisors MacManus, Bradby, Bradshaw and Claud voting in favor of the motion (4-0) and no Supervisors 18 1 ,. ao~K 21.M~~ 21 voting against the motion: Supervisor Clark was not present for the vote,, having left the meeting. !/ Chairman Claud called :for Appointments. Supervisor- MacManus moved. the Board recommend. Marian Wilson to the Circuit Court Judges for appointment to the Board of Equalization from- the Smithfield Election .District. The motion was .adopted unanimously. (4-0) . Supervisor Macmanus moved the Board reappoint Robert C: Claud to the Hampton Roads Planning District Commission. The motion was adopted unanimously (4-0). Chairman Claud moved the -Board reappoint. Stella Bradshaw to the Paul D. Camp Community College Board. The motion. was adopted unanimously (4-0). Chairman Claud moved the Board recommend Martin Jones to the Circuit Court Judges for the Board of Equalization from the Windsor Election District.. The motion was adopted unanimously (4-0). Supervisor Bradshaw requested Mr. Robertson check. to see if W. B. Owen can be reappointed to the Social Services Board. Supervisor Claud moved the Board reappoint Allen E. Brown to the Parks and Recreation Advisory Committee. The motion was adopted unanimously (4-0). Chairman Claud requested County Administrator Caskey find ouf if .the Sports Authority of Hampton Roads, Virginia is .active and bring back a recommendation for an appointment by the Board. . Supervisor Bradshaw requested Mr. Robertson check. with the schools on a recommended. appointment to the Virginia Alcohol Safety Action Program. Supervisor Bradshaw requested Mr. Robertson to find out if Arlene Dragseth can be reappointed to the Senior .Services of Southeastern Virginia. // . Supervisor Bradshaw requested a closed session under Section 2.2- 3711 Al of the Freedom of Information Act concerning two (2) personnel ' matters. 19 80'r ~~ ~A" ~~ County Attorney Crook requested a closed session under Section 2.2- 37.1.1 A3 of the Freedom of Information Act concerning. discussion with . counsel a matter dealing with the acquisition and use of public property; under Section 2.2-3711 A7 concerning discussion with. counsel a matter involving .litigation; and under Section 2.2-3711 A7 concerning advice of counsel on a legal matter requiring advice of counsel. .County Administrator Caskey requested a closed session under Section 2.2-3711 Al of the Freedom of Information Act concerning a` personnel. matter. Chairman Claude 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 moved the Board adopt the following. resolution: CERTIFICATION OF CLOSED MEETING WHEREAS, the Boazd 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 in the motion convening the closed meeting were heard, .discussed or considered by the Boazd of Supervisors. VOTE AYES: MacManus, Bradby, Bradshaw and Claud NAYS: 0 ABSENT DURING VOTE: Clark ABSENT DURING MEETING: 0 20 t e~,;~ 21,,~~ ?3 The motion was adopted with Supervisors MacManus, Bradby, Bradshaw and Claud voting in favor of the motion (4-0), no Supervisors voting against the motion and .Supervisor Clark absent for the vote.. /f Supervisor Bradshaw .moved the .Board continue the meeting until May 16, 2002 at 4:00 p.m. for a joint meeting with the School Board and that staff prepare an agenda to include Introduction ofNew Superintendent, Shared Programs, Strategic Plan and the Funding Formula for the joint 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. r .~ C~~_____._ Rnhsrt C Claud, Sr., Chairman 4 111 1 21