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01-24-2004 Continued Meeting 9ooK ~ 2? ~s~-x.`79 CONTINUED MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE TWENTY FOURTH DAY OF JANUARY IN THE YEAR TWO THOUSAND AND FOUR PRESENT: Stan D. Clark, Chairman Phillip A. Bradshaw, Vice-Chairman Henry H. Bradby Richard K. MacManus Thomas J. Wright, III Also Attending: Jacob P. Stroman, IV, County Attorney W. Douglas Caskey, County Administrator Arthur E. Berkley, Superintendent of Inspections Sherri A. Bush, Director of Emergency Communications Richard O. Childress, Director of Emergency Management Jonathan W. Hartley, Director of Planning and Zoning Lyle D. Hornbaker, Information Services Coordinator Donald M. Long, Director of Public Works Alan S. Nogiec, Director of Parks and Recreation Maston S. Parham, Director of Human Resources Donald T. Robertson, Assistant County Administrator E. Wayne Rountree, P.E., Director of Public Utilities Anne F. Seward, Director of Budget and Finance Debbie J. Sivertson, Administrative Analyst Patrick J. Small, Director of Economic Development Chairman Clark convened the continued meeting at 8:35 a.m. // County Administrator Caskey provided a brief overview of the format of the day and the continued objectives for the Board Retreat, which will include a discussion of appropriate adjustments and revisions to -the County's Strategic Plan of Action and oral briefing by Department Heads on relevant issues facing their respective departments. // Under Goal Area 1, Growth Management, .Supervisor MacManus directed that Action Step 1.A.3. be changed to the Benn's Church Area Planning Strategy (which is currently underway) and to include adoption of the Benn's Church Master Plan/Plan Book into the Comprehensive Plan by August 2004. BOOK 22 FacF180 i~ .Supervisor Bradshaw directed that l .A.4. should be to develop Area. Planning Strategies for Route 17-Bartlett and Brewer's Neck .areas to begin July 1, 2004 and end December 2005. Funding would need to be appropriated within the first .fiscal. year, with the work to be completed by the second. A timeline would need to be developed. The County should try to partner with major landowners first, and secondly look to .the use of consultants, HRPDC,'Virginia Tech., etc. to develop the area plans. // Supervisor Bradshaw directed that Action Step 1.A.5. be added for a Route 460 Area Planning Strategy with funding to be requested in the FY `OS-'06 budget and work to be completed by December 2007, // The Board. recommended that Action Step 1:A.6. be included to develop a Route 58 Business Area Planning Strategy: // Also under Goal Area 1, Growth Management, the Board directed that a new item be added to Action Step 1.A.1. to discuss a School Projection/Forecasting Model with the Schools. This may be a topic for discussion with the School Board at a Joint Board meeting. J/ Under item 1:A.2., the Board directed the date to complete the update of the .Comprehensive Plan be changed from "to be determined based on Board direction" to December, 2005. // As mentioned by Supervisor Bradshaw at Friday evening's Board Retreat, add a new Action Step 2. B.2. for the .County to advocate to the Virginia Department of Transportation (VDOT) that it identify those roadways and ditches within the County which are prone to flooding, .develop a tracking system listing, and a corresponding strategic plan to .perform routine maintenance on such roadway ditches annually at a minimum. // .. 1 2 90QK ~ ~~ rhGE~O~ Incorporate a new Action Step 2.B.3. for the County to request that VDOT develop a listing of roads within the County with corresponding information .regarding VDOT's timeline goals for paving, as also previously mentioned by Supervisor Bradshaw at the Friday evening Retreat. ~i Add a new Action .Step 2.B.4. for the County to request that VDOT provide financial reporting to the County relative to the Six (6) Year. Plan's proposed maintenance/construction costs versus actual expenses. . // Add a new Action Step (2.B.5.) to request that VDOT provide a monthly report to the Board on the status of road issues in the County. // Regarding Goal Area 3 Fiscal Management, the Board requested that Action Step 3.B.2. be modified to reestablish the County's Reserve Funds Policy, to include application to County operations (i.e., Public:Works), as well as to incorporate specific reserve criteria such as type,, level, and use. // Under Goal Area 4 Economic Development, a new Action Step 4.D. was added to evaluate and develop a strategy to promote better cellular phone coverage throughout the County (i.e., encourage companies to co- locate on existing towers). // The Board also directed that Action Step 4.E. be incorporated to develop an action plan by June 1, 2004 to increase the number of .tourists visiting the County fourfold by 2007. // A new Action Step (S.B.3.) should be added to investigate and evaluate the opportunity for the County and Schools to combine health insurance plans. // Per Board direction, County Administrator Casket' into request a joint meeting with the School Board and Board of Supervisors in the upcoming weeks to address various. issues, such as General Assembly budgetary issues, school salary, and joint health insurance with the County. 3 soak 2~ Fac~182 // . Anew item to investigate the consistency of implementation of the existing agreement between the County and Schools at the facility level should be incorporated into Action Step 8.B.1. // . Anew .Action Step relative to expanding joint use. of recreational facilities with the County and Schools in order to include community efforts that are non-Parks and Recreation, such as community recreational leagues, should be included. This may include an evaluation of the current agreement existing between the County and Schools as completed by Action Step 8.B.1. // Regarding the County Environmental. Management System identified in Action Step 6.A., Supervisor MacManus directed staff to request if the Towns would like to participate and to notify the School .Board for their information. // Stormwater management and the related BMP tracking system, as identified m Action Step 1.B.3., should be cross referenced m Goal Area 6 as a new Action Step 6.C. // Relative to Action Step 7.C. to "Maximize effectiveness of County Emergency Services. Systems" the Board directed the following Action Steps be added: - ?.C.4. Implementation of Hurricane Isabel Top 10 Action Plan - 7.C.5. Evaluation of a billing fee system for emergency services - 7.C.6. Develop a .Homeland Security action plan for an emergency condition Orange or Red Level - ?.C.7. Develop a ' "Public Safety" Master Plan (Sheriff's 'Office, Fire; and Rescue) to evaluate long term growth needs, to include- facilities. // Under Goal Area 7.D., the Information .Services. Coordinator stated that Action Step 7.D.3. would be completed by March, 2004. 4 t 1 ,. BOOK 2~ ''a^~10c~ // The Information .Services Coordinator stated that Action Step 7.D.5. (to produce a work process audit and IT needs analysis) would be completed by July, 2004. The Board directed that a joint meeting of the County and School Board be held to discuss the outcome of such IT needs analysis. // Supervisor MacManus recommended the addition of Action Step 7.D.6, to furnish two (2) television monitors in the Board Room, provide laptops for Board members and move forward with a paperless agenda by January, 2006. The Information Services .Coordinator is to develop an action plan for the above and bring back to the Board for its consideration. // Regarding the PEG Channel, Supervisor .MacManus directed that a new Action Step be developed (7.D.7.) to promote a higher level of broadcasting (videotapes, etc.) and to explore production opportunities in. partnership with the City of Suffolk. The Information Services Coordinator is to evaluate costs and develop a plan for the Board's consideration. // Supervisor MacManus requested that a new Action Step 7.E.2. be added to format the Strategic Plan of Action into a Power Point presentation for display on the County's PEG Channel and Web Site. Additionally, staff is to produce a video relative to the Strategic, Plan for viewing on Cable Channel 13 (currently under the direction of Prime Media). // For Action Step 7.G.1., the Human Resources Directur stated that the updated pay and classification plan by Palmer and Cay will be submitted to the Board by March, 2004. // Relative to Action Step 7.I.1., the Information Services Coordinator stated a proposed PEG Channel policy and IT Equipment Life Cycle policy would both be presented to the Board in March, 2004. // In regard to Action Step ?.J. to make the County's water system a self sustaining entity, staff should add two (2) new items: compliance with the 5 eoeK ~2 PACE184 County's Water Plan, and further evaluation of the issue in FY 'O5. // For :Action Step ?.K., the Board directed the three (3) projects. currently underway to bring .the County-owned water systems into compliance with fluoride requirements be broken out in order to track progress for each time frame. . // While the Board raised the possibility of inclusion of a new Action Step to address provisions for generator backup for existing privately owned water systems in the County, the Director of Emergency Management noted that such item was already included in the "Hurricane Isabel Top 10 List." // The Director of Human Resources was requested to incorporate more goals with timelines and funding information in Action Step 7.M. (develop a comprehensive human resources needs plan). // Regarding staff's proposed Action Step 7.N. to develop a Citizen Participation- Strategy to include the position of a Volunteer Coordinator/Deputy .Emergency Services Coordinator, the Board recommended that such item be incorporated into Action Step 7.M.'s comprehensive human resources needs plan. Furthermore, the Board directed that such Volunteer Coordinator/Deputy Emergency Services Coordinator position be evaluated in comparison to .other neighboring jurisdictions. // In response to stafi's proposed Action Step 7.0. to develop a Central Purchasing Division..and .Central Fleet Maintenance Facilities, the' Board directed that such Action Step be delayed and such items be placed on the agenda for a Joint Board meeting with the County and Schools. // Regarding staff's proposed Action Step 7.P. (to strive to obtain certifications, awards or other recognitions for the County, to include a new staff position for the Budget and Finance Department to obtain GFOA Annual Achievement Program), the Board directed that evaluation of the suggested position beincorporated into Action Step 7.M.'s comprehensive human resources needs plan. 1 .. u 6 ri eooK 22 ~a~~85 // Chairman Clark recommended a new Action Step 8:C.2. be added to identify a priority listing of historic sites within the County and develop a corresponding short term plan to work on the sites identified as highest priority. // Chairman Clark requested that a new Action Step be incorporated to develop a plan to provide County information (phone numbers, trash collection, volunteer fire and rescue squads, etc.) to ali new citizens as they enter the County. Such plan should be brought back to the Board for its consideration. // Supervisor Bradshaw directed that a new Action .Step be added to determine the differentiation of duties between payroll and Human Resources. // Chairman Clark stated he would like to see the County's population increase tracked per Election District since the 2000 Census. // Supervisor MacManus moved the agenda be amended.. The motion was adopted by a vote of (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Wright .voting in favor of the .motion, and no Supervisors voting against the motion. // Supervisor MacManus moved the County Attorney draft a Resolution to authorize the development of an RFP for billing and collection of fees for emergency transport services. The motion was adopted by a vote of (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Wright voting in favor of the motion, and no Supervisors voting against the motion. Supervisor MacManus directed that such Resolution permit the contracting of three (3) other involved groups. 1/ 7