King and Queen County Board of Supervisors Regular Meeting. September 12, :00 P.M.

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1 King and Queen County Board of Supervisors Regular Meeting September 12, :00 P.M. King and Queen County Courts and Administration Building General District Courtroom Minutes of the Meeting INVOCATION AND PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES Chairman Alsop called the meeting to order with all members present except Mr. Bailey. Mr. Simpkins provided the invocation followed by the Pledge of Allegiance to the Flag. APPROVAL AND SIGNING OF THE JULY 25, 2016 AND AUGUST 8, 2016 MINUTES A motion was made by Mrs. Morris and seconded by Mr. Simpkins to approve the July 25, 2016 and August 8, 2016 minutes. AYES: S. C. ALSOP, D. H. MORRIS, J. L. SIMPKINS, NOT PRESENT: R. F. BAILEY, JR. ABSTAINED: J. M. BURNS FROM APPROVAL OF JULY 25, 2016 MINUTES APPROVAL AND SIGNING OF THE SEPTEMBER 2016 WARRANTS AND APPROPRIATIONS A motion was made by Mr. Burns and seconded by Mr. Simpkins to approve the warrants and appropriations for the month of September. AYES: S. C. ALSOP, D. H. MORRIS, J. L. SIMPKINS, J. M. BURNS NOT PRESENT: R. F. BAILEY, JR. PUBLIC COMMENT PERIOD 1

2 Chairman Alsop opened the public comment period asking those that wished to speak to please come forward, stating their name and district and to limit their comments to three (3) minutes. Lisa Chandler, EMS Chief, Lower Fire and Rescue was present thanking the Board for their continued support of the volunteer agencies. The hiring of the additional staff members to help handle EMS calls during the early morning hours in the daytime during the week is going to be a big help. Their main goal is that citizens will be assured that they will receive help when they call for help. Mrs. Chandler further expressed that she felt Mr. Hunter, Emergency Services Coordinator was trying to work with the agencies. Hopefully he will continue to support the volunteers and not try to weed out the volunteers like a few of our surrounding counties. Mrs. Chandler also advised and invited the Board to attend Lower King and Queen s 25 th Anniversary Open House on November 12 from 11:00 P.M. 3:00 P.M., at the Shacklefords location. After hearing no further comments, the public comment period was closed. VACO ACHIEVEMENT AWARD PRESENTATION MR. JOE LERCH Mr. Joe Lerch, VACo representative was present recognizing King and Queen County for being selected to receive the Best Achievement award relating to Broadband Internet Services. Chairman Alsop further commented that Mr. Swartzwelder did a great presentation at the County Officials Summit that was held last month of which has generated a lot of interest and his phone has been ringing off the hook. Ms. Alsop further commented that she was glad that her colleagues on the Board recognized the need for it and brought internet to the County. DIRECTOR OF SOCIAL SERVICES AND SCHOOL SUPERINTENDENTS REPORTS School Superintendent Carol Carter was present providing the following update: Advised that they have had a great start to the new school year Advised that she requires the Principles at each school to send out a weekly newsletter advising of what was happening and if the Board would like to get on this chain to let her know. Advised that repairs have been made to the courtyard at Central and out front of the schools Advised that on the 5 th day of school, they had an enrollment of 799 and that they had budgeted for 795. Advised that this year the senior class consist of 26 students vs., last year being 46. Advised that the schools are fully accredited 2

3 Advised that they were able to tile 3 classrooms, the library and the band room. The doors by the band room have been repaired. A new concrete sidewalk has bee installed. Advised that they continue to struggle with the HVAC at the high school and would like to begin the conversation with Mr. Swartzwelder on what to do on whether to replace, repair or start some type of process in repairing some of them. Both elementary schools seem to be fine and are working well with the ABM project. September is attendance awareness month. Invited the Board to attend the School Board Meeting which is scheduled for September 21 st at 7:00 P.M. Advised that in the boards packet is a fall sports schedule Advised that they have a new Chair Ms. Celestine Gaines and Vice-Chair Mr. Howard Hill Ms. Alsop questioned the HVAC and whether just the high school was looked at and not the elementary. Ms. Carter advised that she thought the high school was going to be another $1.4 million dollars to do all of the HVAC so that was not included in the initial project with ABM. Mr. Burns questioned of the 26 units that were listed in her report, how many of these have been repaired. A couple have been fixed with parts from others that were broken. Mr. Burns expressed concern of the refrigerator units and that they were full and questioned whether there was another one needed as staff had advised that they did not have as much storage. Mr. Burns further expressed how great the courtyard at the high school now looks. It is a usable space once again. Social Services Director Betty Dougherty had the following report and provided an update on the following: Advised that she attended 2 regional informational sessions during the week of August 22. One was concerning the Children s Services Act and the possibility of developing a Regional School for Special Education in our MPNN region. The second meeting was the Regional Resource Council meeting where they had an opportunity to see and hear about some viable database options for managing and tracking referrals and resource assistance for our citizens. Middlesex County will do a presentation on the HUB for our Resource Council on October 5, 2016 at 2:30 P.M., The Board is welcome to attend. Advised that the King and Queen Wish-a-Fish Planning Committee has been working on planning our event in King and Queen. In previous years our children have gone over to Middlesex County to participate. This year the event will be held on September 25, 2016 from 9:00 a.m. 1:00 P.M., at Tucker s Beach. Advised that the Social Services Department has received a generous donation for their agency food pantry from Poroporone Baptist Church. Donations were also received of school supplies from Broaddus Memorial Baptist Church, Mizpah United Methodist 3

4 Church and St. Paul s Episcopal Church. Mrs. Dougherty thanked these churches for helping to make a difference in lives of King and Queen County families. Mr. Swartzwelder commented that the committee has worked hard in getting rods and reels donated, but they still need drivers that are comfortable in driving boats. Mr. Swartzwelder further commented that Lower Fire and Rescue has taken a big involvement, providing all the patrol and safety boats, doing blood pressure checks and helping out with the event. MIDDLE PENINSULA NORTHER NECK COMMUNITY SERVICES BOARD APPORVAL OF FY17 AND 18 PERFORMANCE CONTRACT/RESOLUTION MR. CHUCK WALSH, EXECUTIVE DIRECTOR Mr. Walsh thanked the Board for their financial support and expressed that they could not do what they do without the County s support. Mr. Walsh further asked for approval of the FY17 and 18 Performance Contract/Resolution. Mr. Ben Owen, Representative to the Board on behalf of the County was present as well. After a brief overview, a motion was made by Mr. Simpkins and seconded by Mrs. Morris to approve the performance contact/resolution as follows: RESOLUTION APPROVAL OF PERFORMANCE CONTRACT WHEREAS, OF THE Code of Virginia [1950] as amended, requires each Community Services Board to submit, to the governing body of each political subdivision that established it, a biennium Performance Contract for community mental health, intellectual disabilities, and substance use services for its approval prior to submission of the contract to the Virginia Department of Behavioral Health and Developmental Services, and WHEREAS, the Middle Peninsula Northern Neck Community Services Board has put forward its proposed FY 17/18 Biennium Performance Contract for approval by the Boards of Supervisors of its governing counties of Essex, Gloucester, King and Queen, King William, Lancaster, Mathews, Middlesex, Northumberland, Richmond, and Westmoreland; NOW, THEREFORE, BE IT RESOLVED BY THE Board of Supervisors of King and Queen County, Virginia, that the FY 17/18 Biennium Performance Contract prepared by the Middle Peninsula Northern Neck Community Services Board presented to the Board is hereby approved and may be forwarded to the Virginia Department of Behavioral Health and Developmental Services as further required. AYES: S. C. ALSOP, J. L. SIMPKINS, D. H. MORRIS, J. M. BURNS NOT PRESENT: R. F. BAILEY 4

5 BAY CONSORTIUM WORKFORCE DEVELOPMENT BOARD, INC. CONTINUATION LOCAL ELECTED OFFICIALS AGREEMENT County Administrator Thomas Swartzwelder advised the Board that a letter has been received from the Bay Consortium Workforce Development Board, Inc., asking if it is the Boards desire to continue being a part of the Bay Consortium Workforce Development Area. After discussion, a motion was made by Mr. Burns and seconded by Mr. Simpkins to continue participation: CHARTER CHIEF LOCAL ELECTED OFFICIALS AGREEMENT of the Bay Consortium Local Workforce Development Area Under the WORKFORCE INNOVATION & OPPORTUNITY ACT (P. L ) THIS AGREEMENT, made and entered into this 12 th day of September, 2016 by and between the JURISDICTIONS OF Accomack County, Caroline County, Essex County, City of Fredericksburg, King & Queen County, King George County, King William County, Lancaster County, Mathews County, Middlesex County, Northampton County, Northumberland County, Richmond County, Spotsylvania County, Stafford County, and Westmoreland County In the Commonwealth of Virginia (hereinafter, the Jurisdictions): WITNESSETH: WHEREAS, the County Board of Supervisors/City Council of the aforementioned jurisdictions did previously adopt resolutions authorizing the County Board Chairperson/City Mayor to sign a charter creating the Bay Consortium in order to administer the provisions of Public Law , the federal Workforce Innovation & Opportunity Act, and WHEREAS, the County Board of Supervisors/City Council of each of the aforementioned jurisdiction has adopted a resolution authorizing the County Board Chairperson or City Mayor to sign this Charter of the Bay Consortium under the Workforce Innovation & Opportunity Act (Public Law 113-5

6 128) (hereinafter, the Charter ): NOW, THEREFORE, in consideration of the above premises and the mutual covenants of the parties hereinafter set forth, the receipt and each party acknowledges sufficiency of which for itself, the Jurisdictions do hereby agree to the following Charter: AGREEMENT SECTION 1: That the Jurisdictions of Accomack County, Caroline County, Essex County, City of Fredericksburg, King & Queen County, King George County, King William County, Lancaster County, Mathews County, Middlesex County, Northampton County, Northumberland County, Richmond County, Spotsylvania County, Stafford County, and Westmoreland County, do hereby constitute themselves to be a consortium for the purposes of Section 107 (c)(1)(b) of Public Law , the Workforce Innovation & Opportunity Act. SECTION 2: The chief local elected officials (the chairpersons of the County Board of Supervisors and City Mayor) or the designees of said officials of the jurisdictions shall constitute the Workforce Development Area Consortium (hereinafter, the Consortium ) which shall appoint the Local Workforce Development Board under Section 107(c)(1)(A) of the Act. SECTION 3: The Consortium shall elect from its membership a Chairperson, a Vice-Chairperson and such other officers as may be provided in the by-laws to serve for a term of one year or until a successor is elected and qualified. Vacancies shall be filled by election for the residue of the unexpired term. The Chairperson at their discretion may appoint an individual to serve as board clerk. SECTION 4: Roberts Rules of Order, Newly Revised, shall govern the procedures of the Consortium insofar as they do not conflict with applicable law or administrative rules or by-laws duly adopted by the Consortium. SECTION 5: The Consortium may adopt operational and procedural by-laws consistent with this Charter, applicable federal and state laws, and rules or regulations pursuant thereto. Bylaws or amendments thereto may be adopted by the affirmative vote of 2/3 of the entire membership of the Consortium at any regular meeting called for that purpose, provided that written copies thereof are delivered to each member 15 days prior to consideration. 6

7 SECTION 6: The Consortium designates from its membership the local government jurisdiction of Richmond County to serve as the grant recipient for Title I funds of the WIOA, and further designates The Bay Consortium, Inc. to serve as local fiscal agent and administrative entity for Title I funds of the WIOA. It is the intent of the Consortium that all risks of liability for disallowed costs be reduced to the minimum extent possible. Involvement of local elected officials will be designed to fulfill legislated requirements of the WIOA. Operational authority and responsibility will remain with the local fiscal agent/administrative entity. The local fiscal agent/administrative entity will be required to maintain insurance policies sufficient to protect the Consortium from potential errors and omissions in administering the use of these funds. SECTION 7: The Consortium shall appoint the Local Workforce Development Board of the area, under Section 107(c)(1)(A) of P. L and applicable rules thereunder. SECTION 8: The Consortium shall execute an agreement with the Local Workforce Development Board for the operation and functions of the Board under Section 107 of the Act, and shall approve all Local Plans under Section 108 of the Act. The Consortium shall review and approve any and all planning documents for WIOA activities prior to its submission to the Virginia Board of Workforce Development and U. S. Department of Labor. SECTION 9: The Consortium shall perform all functions for local elected officials as contained in P. L , the federal Workforce Innovation & Opportunity Act. SECTION 10: This Charter agreement shall be effective when approved by Resolutions adopted by the County Board of Supervisors/City Council of each jurisdiction party hereto and executed by the chief elected official thereof pursuant to said resolution and shall thereupon act to repeal and supersede any and all prior written or oral consortium agreements under P. L , the Workforce Investment Act. SECTION 11: Amendments to the Charter agreement may be adopted with the concurrence of the Board of Supervisors/City Council of each jurisdiction party hereto. The Consortium may be dissolved and this agreement may be rescinded only with the consent of all the Boards of Supervisors/City Council of each jurisdiction party hereto and the Governor. IN WITNESS WHEREOF, the parties hereto have caused this Charter Agreement to be executed by the Chairperson of the County Board of Supervisors or the City Mayor of the aforementioned Jurisdictions. AYES: S. C. ALSOP, D. H. MORRIS, J. L. SIMPKINS, J. M. BURNS 7

8 NOT PRESENT: R. F. BAILEY, JR. APPOINTMENTS TO VARIOUS BOARDS AND COMMISSIONS Planning Commission (1) Stevensville District (to replace Freddy Byrd) (2) Newtown District (to replace James L. Dabney) STEVENSVILLE DISTRICT - TABLED NEWTOWN DISTRICT A motion was made by Ms. Alsop and seconded by Mrs. Morris to appoint Mr. ROBERT D. HARVEY to serve the unexpired term of Mr. James L. Dabney on the Planning Commission. Term to expire: February 8, AYES: S. C. ALSOP, D. H. MORRIS, J. L. SIMPKINS, J. M. BURNS NOT PRESENT: R. F. BAILEY, JR. PAMUNKEY REGIONAL LIBRARY - (to replace James Taylor) A motion was made by Ms. Alsop and seconded by Mrs. Morris to appoint RON HACHEY to serve in Mr. James Taylors place. Term is set by the Library Board. AYES: S. C. ALSOP, D. H. MORRIS, J. L. SIMPKINS, J. M. BURNS NOT PRESENT: R. F. BAILEY, JR. BOARD OF ZONING APPEALS Newtown District to replace Mr. James L. Dabney TABLED MIDDLE PENINSULA JUVENILE DETENTION COMMISSION AMENDMENT TO THEIR 1994 SERVICES AGREEMENT, ADDING SECTION 4.1:1, SECTIONS 3.7 AND 4.1 RESOLUTIONS County Administrator Thomas Swartzwelder provided background information advising that about a year ago, some of the heavier users wanted to change the agreement because of the maintenance cost that had not been addressed in years. Out of this two (2) amendments came out of this of which a majority of members have adopted. King William, Mathews and another locality have not met yet on this, however, he cannot in good faith recommend that the Board accept these amendments. Some are legal and some are administrative reasons. 8

9 Mr. Swartzwelder further advised of what the changes were. After discussion, a motion was made by Mrs. Morris and seconded by Ms. Alsop to accept the recommendation of the County Administrator to refuse both resolutions. Mr. Burns removed himself from further discussion of this matter as this is a customer of his. Mr. Burns is to execute a document of his disclosure. AYES: S. C. ALSOP, D. H. MORRIS, J. L. SIMPKINS NOT PRESENT: R. F. BAILEY, JR. ABSTAINED: J. M. BURNS COUNTY ADMINISTRATORS COMMENTS County Administrator Thomas Swartzwelder provided the following comments: Advised that the Museum Council will be holding their Annual Dinner at the October 11 th meeting of the Board rather than in the month of November. Dinner at the Tavern will be at 6:00 P.M. Mr. Swartzwelder further advised the Board to reconvene at the Courtroom before going over for dinner. Advised that Smart Scale (VDOT) will not work to get funds to do something with Rt. 33 and 14. Presented to the Board documents just received pertaining to doors and tiles broken in the Music Room at the high school. This should be done and is beyond budget to complete. After speaking to several of the Board Members, the project has been completed, as it needed to be done before school started. Mr. Swartzwelder further commented that it had been a pleasure working with Mr. Clapp. He has been great about getting and sending information. He has done a good job. Advised that Sheriff Charboneau advised that the Court reporter in Circuit Court advised him that she felt like she was going to fall through the floor. After going over and looking in the crawl space, there is a whole section that was dripping water and has rotted out that section. The contractor working at the school came and did an emergency patch. Advised that about a year ago he spoke with the Board regarding a grant to do improvements at the Courthouse with DEQ and DER and did not get those grants. A grant was applied for through NFWIF (National Fish and Wildlife Foundation) and they approve a grant of $200, The local match would be approximately $200, The scope of work is to completely redo the parking lot, which needs to be done, add the new overflow parking lot to the side of the Administration Offices, which would be done with gravel, replace the entire storm water drainage system for this building which has failed, putting in a retention pond and some storm drains and French drains around the building. Paper work should be available at the next meeting. Projections are from the Engineers. 9

10 Advised that the final pricing is in on the Regional Radio of which is extremely aggressive. The total regional price was $2,000,000.00, with the County share being about a half a million. It would be a Tate/Harris Combination System. Advised that on the EMS hiring, a lot of applications have been received but they are mostly for part-time positions. So they are doing the best they can. Advised that another expense hanging out there is that the ladies and Judge Bondurant are expressing concern for security. The Judge would like to see a security person on the grounds from 9 5. Doing this the County would spend $40, There is no real way of securing both sides of the street. This is going to be an item that will keep coming back. Advised that there are two (2) businesses that will be coming into the county being the new Dollar General on Rt. 33 and the Gravel Sand Pit going in next to the Trice one. There is a possibility that a joint public hearing could be held at either the October or November meeting. The Board was in consensus to do this. BOARD OF SUPERVISORS COMMENTS Mr. Burns had the following comments: Advised that he had spent last Friday morning at the high school, and walked through and it is obvious that they have done a lot of work, with more to be done. Maintenance is a big issue. Hats off to the staff doing the work. Advised that the Wish-a-fish event was a great event. It was great to have it in our County and thanked the Social Services Department for making it happen. Mr. Simpkins had the following comments: Thanked everyone for coming to the meeting Thanked Mr. Ben Owen for his service in representing the County on the Community Services Board. We need more volunteers as we struggle from month to month. Advised that it was good to hear from Mrs. Chandler about our recent changes and that it has been well received by the fire departments and volunteers. Advised that he attended the VACO Budget Committee meeting at the Summit in Chesterfield with everything seeming to be in order. Advised that he is representing the County on the new Regional Economic Development Board which was just recently put together. The first meeting, the organization meeting will be held next week. Asked that everyone watch out for the school buses and farm equipment and be careful going home Mrs. Morris had the following comments: Thanked those that attended and for their reports. 10

11 Expressed that it was good to hear that the school has gotten off on a good note and for the good work that the Director of Social Services is doing, as well as the volunteer fire and rescue with everyone doing what they can. Look to see everyone next month, and have a safe trip home Ms. Alsop had the following comments: Thanked everyone for coming out to the meeting, and expressed how excited she was to make King and Queen receiving the Best Achievement Award for its Broadband. Advised that there are a couple of meetings that she has the opportunity to attend, being a meeting that Delegate Hodges has called for the 29 th of the month and it is about OPEID abuse here in the Middle Peninsula. The meeting will be held in Gloucester. The other meeting is the Local Government Policy Council which will be held at the General Assembly where they will be looking at policies that affect local governments. Expressed it looks like there will be a lot of stuff to be discussed at the Boards next workshop. IT IS ORDERED THAT THE BOARD BE ADJOURNED A motion was made by Mrs. Morris and seconded by Mr. Simpkins to adjourn the meeting. AYES: S. C. ALSOP, D. H. MORRIS, J. L. SIMPKINS, J. M. BURNS NOT PRESENT: R. F. BAILEY, JR. Sherrin C. Alsop, Chairman K. Diane Gaber, CMC, Deputy Clerk 11

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