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01-02-2003 Regular Meetingeooa 21 ~~..~3~0 REGULAR MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE SECOND DAY OF JANUARY IN THE YEAR TWO THOUSAND AND THREE P1r'E.ESENT: Robert C. Claud, Sr. Richard K. MacManus, Chairman Stan D. Clark, Vice-Chairman Phillip A. Bradshaw Henry H. Bradby Also Attending; Jacob P. Stroman, IV, County Attorney W. Douglas Caskey, County Administrator Donald T. Robertson, Assistant County Administrator/Director of Human Resources Carey H. Mills, Recording Secretary The meeting was called to order at 4:30 p.m. // Supervisor MacManus delivered the invocation. // The Pledge of Allegiance was conducted. // Supervisor Claud called for approval of the agenda. Supervisor Bradshaw moved the Board approve the .Agenda. The motion was adopted by a vote of (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion, and no Supervisors. voting against the motion, Supervisor Claud, noting that citizens sometimes make requests to the Board during the Citizens Comments period that requires action by the Board, inquired how-these requests should be handled now that the Board is formally :approving the agenda. County Attorney Stroman advised the Board-that it should address such requests under New Business. // Supervisor Claud turned the meeting over to County Administrator Caskey to conduct the election of off cers. 11 11 1 Boon 21 {x:::391 County Administrator Caskey opened the floor for nominations for Chairman and Vice-Chairman for the. year 2003. Supervisor .Claud nominated Supervisor MacManus as Chairman of the Board -for the year 2003. Supervisor Bradby moved the election of Supervisor MacManus as Chairman. The motion was adopted by a vote of (4-0) with Supervisors Bradby, Bradshaw, Clark and Claud voting in favor of -the motion, and Supervisor MacManus abstaining from voting on the matter. Chairman MacManus opened. the floor for nominations for Vice- Chairman for the year 2003. Supervisor Bradshaw nominated Supervisor Clark as Vice-Chairman of the Board for the year 2003. Supervisor Bradshaw moved the election of Supervisor Clark as Vice-Chairman. The motion was adopted by a vote of (4-0) with Supervisors Bradby, Bradshaw, MacManus and Claud voting in favor of the motion, and Supervisor Clark abstaining from voting on thee. matter. 1 Chairman MacManus opened the floor for appointment of Clerk to the Board for the year 2003. Supervisor Claud moved the Board appoint W. Douglas. Casket' as Clerk to the Board for the year 2003. The motion was adopted by a vote of (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion, and no .Supervisors voting against the motion. .Chairman MacManus opened the floor for appointment of the Recording Secretary for the year 2003. Supervisor Bradshaw moved the Board appoint Carey H. Mills as -its Recording Secretary. for the year 2003. The motion was adopted by a vote of (5-0) with .Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion, and no Supervisors voting against the motion. Chairman MacManus requested the Board set its meeting schedule for the year 2003. 1 Supervisor Claud .moved .the Board adopt the. regular meeting. dates and times for calendar year 2003, as follows: .Thursday, January 2°d at 4:30 p.m. Thursday, January 16~' at 6:00 p.rn. Monday, February 10`" at 2:00 p.m. Thursday, February 20`'' at 6:00 p.m. Monday, March 10`" at 2:00 p.m. 2 BOOK 21rdGf..~~.72 Thursday, March 20~' at 6:00 p.m. Thursday, Apri13`d at 2.:00 p.m. Thursday, April 17~' at 6:00 p.m. Thursday, May l~` at 2:00 p.m. Thursday, May 15`t' at 6:00 p.m. Thursday, June Sa' at 2:00 p.m. Thursday, June 19`h at 6:00 p.m. Thursday, July 3`d at 2:00 p.m. Thursday, July 17`h at 6:00. p.m. Thursday, August 7`" at 2:00 p.m. ' Thursday, August 21 S` at 6:00 p.m. Thursday, September 4`h at 2:00 p.m. Thursday, September 18`h at 6:00 p,m. Thursday, October 2°d at 2:00 p.m. Thursday, October 16`h at 6:00 p.m. Thursday, November 6`h at 2:00 p.m. Thursday, November 20'" at 6:00 p.rn. Thursday, December 4`".at 2:00 p.m. Thursday, December 18`h at 6:00 p.m. * Advertised public hearings will be scheduled at 7:00 pm. on these regular meeting dates. The motion was adopted by a vote of (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion, and no Supervisors voting against the motion.' Chairman MacManus called for consideration of appointments to the Committees of the Board. 0 Following discussion, Chairman MacManus noted it is the Board's desire for its members to .remain on their existing committees and that Supervisor Clark continue to represent the .Board on the Fire and. Rescue Association for calendar-year 2003. /I Chairman MacManus called for Special Presentations. John Hadfield, Executive Director, Southeastern Public Service Authority (SPSA), formally introduced Debra Devine,. Director of Curbside .Recycling, to the Board. He stated the Intergovernmental Coordinating Committee, consisting of a group. of individuals from each of the member jurisdictions that are primarily involved with .solid waste management in their respective communities,. was tasked with. reviewing cost information on SPSA's recycling program. He stated the Committee considered various options, as follows: 1) continue the current system with the blue bins, plus the drop-off program; 2) a fully automated system, to include adrop-off 1 1 1 3 ,. program; 3) no curbside, Dirty MRF; 4) RDF recovery enhanced; 5) drop-off service only; and 6) fully automated curbside, subscriberlpartial participation. He stated the SPSA Board of Directors anticipates receiving input from SPSA staff by the. end of January, 2003 on the options .preferred by the individual jurisdictions. He stated the Committee has considered the following: A separate. charge for the drop-off recycling container; aphase-in over three (3) to four (4) years;. participation options .for individual cities; and, the length of commitment due to capital costs. He stated the Committee has reviewed and found, particularly :the curbside fully automated program and aphase-in, to be a viable program .because of the reasonable costs associated with this option. 1 Louie Jordan, Deputy Executive Director, SPSA, addressed the Board concerning projected municipal tonnage; the projected MSW tipping. fees; the FY03/04 estimated impacts on member communities of drop-ofd' recycling only; the FY03/04 estimated impacts on member communities of the current curbside programs; and, the. FY03/04 estimated impacts on member communities of fully automated recycling programs. He distributed to the Board- supplemental .information concerning the FY03/04 estimated drop-off program budget; -the FY03/04 estimated operating budget .for .continuing current/manual curbside program; a FY03/04 fully automated curbside worksheet; the FY03/04 fully automated estimated .budgets; .the. FY03/04 revenue impact on SPSA of reduced tipping fees from additional tons recycled under the fully automated program; a FY03/04 fully automated cost worksheet; responses to Board questions from the October meeting regarding recycling; a summary of estimated impacts for recycling options; a possible first-year scenario for phase in of fully automated curbside recycling program; a map illustrating the .Isle of Wight County SPSA curbside pickup; and,. a recycling proposal 1 Chairman MacManus .advised that the SPSA Board of Directors desires to reach a decision at its January 22, 2003 meeting, and he would like to provide this Board the data .necessary to make. a decision at its. January 16, 2003 meeting. He noted, in the interim, he wanted to appear before the Smithfield and Windsor Town Councils to discuss this information which he would like to provide beforehand by mail so that the two (2) Councils could have an opportunity to study it in advance of his appearance. Supervisor Claud commented that the Board -must evaluate the opportunity for savings .through the reduced tipping fees. He noted that while he is a strong advocate of recycling, it does. bother him. that more than 50% of the individuals for whom the County is .paying the recycling fee are not taking advantage of it. He noted there are only approximately 13% of the residents in the County who are utilizing this service. 1 Supervisor Bradshaw stated the Board has never taken a strong initiative to educate the County's. citizens as to what is available with 4 Bo~N 2i r~,^.f~~4 respect to recycling. He stated it is note convenient to recycle in the Carrsville District as there is only one (1) drop-off center. He stated that staff, in the past, has utilized tax bill- mailings to educate the public on what opportunities are available and he would also suggest .a .public awareness. .program be placed on the cable channel to ensure that more citizens are involved in recycling. Donald M. Long, Director of Public Works, advised .that his Department removed the recycling center at the .Walters -site, as it was not being utilized. He stated he intends to move the recycling center at the Carrsville site to outside the gate, making it more accessible to the public. Supervisor Clark stated that while there is no question about the environmental effect, the Board needs to consider whether recycling, in general, is economically feasible at all. Mr. Hadfield noted that in the past, SPSA, in .order to save money, reduced recycling. pick-up to every. other week. He stated SPSA saved money; however, it also lost customers.. He noted that several years later, in order to save money again, SPSA, reduced the amount of .advertising and promotional material.. He stated SPSA saved money again: however,-it also lost customers again. He .noted that SPSA has now added $75,000 in the proposed. budget for advertising. and promotional materials. Chairman MacManus .noted that he is going to be offering the. Towns of Smithfield .and .Windsor the opportunity to help fund this process, as they receive the primary benefit. Supervisor Claud noted that the .County currently .requires new subdivisions utilize door-to-door pick-up, however, it does not have a policy concerning recycling. He noted the Board should begin considerations concerning any recycling requirements for new areas of development. Supervisor Bradshaw noted the Board needs to develop a strategic plan as to how the County is going to.move forward, to include the .Board's. expectations.. He stated encouraging. recycling of yard waste would. reduce the tonnage coming- out of the County and expand the life of the landfill. Mr. Jordan noted -that SPSA is currently initiating preliminary discussions with the City of Franklin. concerning more convenient and accessible yard waste disposal containers. Chairman MacManus moved the .Board .table consideration of the matter and directed that staff list this matter under Old Business at the Board's January 16, 2003.. meeting. In the meantime, staff is directed to make the necessary arrangements for Chairman MacManus to speak before the Smithfield and Windsor Town Councils and forward, in advance of these meetings-with the Towns, the information received by the Board tonight by 5 ~i ~I ,.i n 1 800 ~~ rp"'•.3~.iJ SPSA representatives. 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 MacManus called for Citizens Comments. Mildred Staples of 7461 Fire Tower Road requested that the Board take appropriate action to control ATV noise in the County. Chairman MacManus noted the Board would address her- request under New Business later in the meeting. Dan Smith requested that the Board defer action on the disbursement of fire program funds until the .Fire and Rescue Association has hzd an opportunity to discuss-the matter and make a recommendation to the Board. Chairman MacManus noted that this. item. would be discussed under the County Administrator's section of the agenda. // 1 Chairman MacManus called for the County Attorney's, report. County Attorney Stroman deferred. his items until the Board's next meeting. // Chairman MacManus called for the County Administrator's report. f7 Richard O. Childress, Director of Emergency Management, stated distribution of fire funds was approved by the Board on .October 17, 2002 .with equal distribution amongst the five (5) fire departments in the County. He stated it was later brought to staff s attention that these funds were based on a population of 21,000 residents, rather than the current 30,000 residents. He stated it was also brought to staff's attention that within .the distribution,. the incorporated towns within counties would also receive a separate disbursement. He stated in keeping with the intent of the Board to equally .distribute these funds, a figure was formulated wherein equal distribution to all five (5) fire departments was then re-disbursed, taking into account how' much. the Towns of Smithfield and Windsor previously :received. He noted the Town of Smithfield previously received $.8,475.57, and should anticipate a disbursement of $63 from the County. He stated the Town of Windsor- previously received $6,000,. and should anticipate. a disbursement of $2539.33 from the County. .' 6 eoaK 21 rQ~~3~6 .Supervisor Clark noted that the Board has traditionally retied on the. Fire and Rescue Association to address these issues first and then forward a recommendation to the Board, Mr. Childress stated these funds .were disbursed to the County in October, 2002, and a number of the fire departments. have requested -these funds be disbursed to them as they have made capital purchases in anticipation of these funds. Chairman MacManus requested that Mr. Childress provide the Board with his recommendation. Mr. Childress .acknowledged that the fire departments within the Towns of Smithfield and Windsor do serve County residents outside of the town's boundaries. He recommended a minimum cap of $2,000 be established for the Towns should they not- qualify otherwise, and that the $28,211 disbursed to the County be re-disbursed to the fire departments so that they are equally distributed considering the total amount given to the County and the independent. Towns. Supervisor Bradshaw stated that since the State allocates funds based on population, he would recommend that staff develop a formula also based on population by which these .funds can be allocated to the individual departments. Supervisor Claud recommended that the Fire and Rescue Association- be provided an opportunity to first discuss the matter with the understanding that the final. decision would be made by the Board of Supervisorsas to how these funds would be allocated. Supervisor Claud -moved the Board table consideration of the Resolution until the Board's January 16, 2003 meeting so that the Fire and Rescue Association could discuss and provide the Board with their input, and that it be with the understanding that the final decision as to how the funds would be allocated would be made by the Board, The motion was. adopted by a vote of (5-0) with Supervisors MacManus Bradby, Bradshaw, Clark. and C1a~ud voting in favor of the motion, and no Supervisors voting against the motion. // /! 7 Chairman MacManus called for Old. Business. There was no old business offered for discussion by the Board. Chairman MacManus called for New Business. ~i 111 ~I .. BOOa ~~ r~C~'•,~:J7 Regarding the request of Mildred Staples under Citizens Comments for the Board to take appropriate action to control ATV noise, Supervisor Bradshaw- moved the Board. request the County Attorney consult with the Sheriff; research what other surrounding localities -are doing in regards to ATVs; and, bring back a report to the Board. The motion was adopted. by a vote of (5-d) with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion, and no Supervisors voting against the motion. County Administrator Casket' reminded the Board that. the Richard J. Holland Legislative Breakfast is tomorrow morning at 8:00 a.m. at The Smithfield Center. 1 N Chairman MacManus called for Appointments. Supervisor .Claud moved the Board reappoint Kevin Duck to the Planning Commission. The motion was adopted unanimously (5-0). Supervisor Claud moved -the :Board .accept the letter of resignation. from James M. Beale on the Board of Zoning Appeals. The motion was adopted unanimously (5-0). Supervisor .Claud moved the Board recommend Thomas J. Wright to the Circuit Court Judge to fill the unexpired term of James M. Beale on the Board of Zoning Appeals. The motion was adopted unanimously (5-0). Supervisor Bradshaw- requested staff include "Appointments" on the agenda for the Board's January 16, 2003 meeting. // At 5:40 p.m., Supervisor -Clark moved the Board adjourn its meeting. The motion was adopted unanimously (5-0). Richard ~°SMacManus, Chairman ~J W. Dou key, Clerk 8