ACCOMACK-NORTHAMPTON PLANNING DISTRICT COMMISSION MINUTES OF THE April 18, 2016 MEETING HELD AT THE ENTERPRISE BUILDING ACCOMAC, VIRGINIA

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1 ACCOMACK-NORTHAMPTON PLANNING DISTRICT COMMISSION MINUTES OF THE April 18, 2016 MEETING HELD AT THE ENTERPRISE BUILDING ACCOMAC, VIRGINIA COMMISSIONERS PRESENT: Robert Crockett Donald L. Hart, Jr. Reneta Major Harris Phillips Bryan Smith Gwendolyn F. Turner Roland Bailey Robert Duer Granville Hogg Rev. Charles J. Kellam Larry Lemond Northampton County Northampton County Northampton County Northampton County Northampton County COMMISSIONERS ABSENT: Laura Belle Gordy John H. Tarr Town of Chincoteague OTHERS PRESENT: Elaine Meil David Annis Kat Edwards Hank Bowen Curt Smith Brenette Hinmon John Aigner 1. Call to Order Chairman Hart called the meeting to order at 7:00 p.m. 2. Invocation Chairman Hart offered the Invocation.

2 3. Minutes of March 21, 2016 Meeting The minutes of March 21, 2016 Meeting were presented. Commissioner Lemond moved to approve the Minutes of the March 21, Seconded by Commissioner Smith, the motion carried by unanimous vote. 4. Public Participation No public participation took place at this time. 5. Bills Payable/Financial Statement The current Bills Payable was presented. The current Financial Statement was also presented. Commission approval of the Bills Payable and current Financial Statement was requested. Commissioner Duer moved to approve the Bills Payable and current Financial Statement as presented. Seconded by Commissioner Crockett, the motion carried by unanimous vote. 6. March Financial Status Report The report indicated that percent of the FY 2016 Budget had been expended while 75 percent of the fiscal year had passed. Commission acceptance of this report was requested. Commissioner Crockett moved to accept the Financial Status Report as presented. Seconded by Commissioner Major, the motion carried by unanimous vote. 7. FY 2017 Budget Requests adopted its FY 2017 Budget with level funding recommended to the A-NPDC programs as follows: A-NPDC Level $65,036 GreenWorks Level $ 5,667 Total $70,703 Groundwater Level $19,721 ESVHA Level $ 9,215

3 Northampton County is still in deliberations concerning its FY 2017 Budget. However, level funding is recommended to the A-NPDC programs as follows: A-NPDC Level $32,518 GreenWorks Level $ 0 Total $35,352 Groundwater Level $17,885 ESVHA Level $ 4,747 The request on behalf of the GreenWorks Committee in the amount of $2,834 is not included in the recommendations. However, a work session is scheduled for April 13 and the BOS will meet with outside agencies on April 19. The Town of Chincoteague has included level funding of $7,000 to the A-NPDC in its proposed FY 2017 Budget. 8. Contracts VDHCD Building Collaborative Communities Regional Planning Grant for Former Northampton Middle School Northampton County has requested A-NPDC s assistance with applying for a $40,000 planning grant for conducting needed inspections to the building. The project would complete necessary steps before rehabilitation work could begin towards turning the building into a community kitchen and flexible office space. The application is due May 20 and $10,000 (25%) cash match is required. It was requested that the Commission consider granting approval to submit an application for VDHCD Building Collaborative Communities funding for planning and inspections necessary for rehabilitation to the former Northampton Middle School building. Commissioner Lemond moved to grant permission for staff to submit an application for funding to rehab the former Northampton Middle School building. Seconded by Commissioner Kellam, the motion carried by unanimous vote. 9. Projects 9970 Capital Expenditures Elaine Meil, ext. 116 No activity.

4 3002 Special Administrative Cost Elaine Meil, ext. 116 Invoices are being paid as they are received for items that cannot be directly charged to the programs through the indirect rate. These include items like Commissioner travel, certain Attorney fees and certain staff development items. The VAPDC summer conference is scheduled for July at the Williamsburg Lodge. The Commission budgets for 2-3 Commissioners to attend. Commissioners who are interested in attending should let the Executive Director or Director of Administration know Intergovernmental Coordination and Brenette Information Hinmon,ext.100 Two A-95 applications were received. Accomack-Northampton Planning District Commission for project FY2016 Accomack-Northampton Economic Development Planning Assistance. Chesapeake Media Service was asking for funds to support production and distribution of the Chesapeake Bay Journal for six years beginning in There was no conflict on either project Planning Assistance Activities Elaine Meil, ext. 116 Staff has submitted the planning grant for the Library. Staff is scheduled to meet with the new Library Director in early May to develop the application for equipment Management Assistance Activities Elaine Meil, ext. 116 Inspections and warranty call backs for former CDBG projects continue. COMMUNITY DEVELOPMENT PROJECTS 3061 Asset Management Melissa Matthews, ext 110 All Asset Management files are kept current. Deeds of Trust are recorded as received, and expired Deeds of Trust are released twice a year. Staff works diligently to assure all properties have and maintain homeowner s insurance Capacity Building Grant Elaine Meil, ext 116 An inspection services agreement was developed to complete the pit privy survey for the seaside of Northampton County. Staff was able to obtain the Northampton CAMA data showing the year of construction and eliminated from the survey those homes built after Eastern Shore Area on Aging, who also contributing $10,000 of staff time, and some A-NPDC staff will be conducting the inspections.

5 3320 EDA-Economic Development Planning Curtis Smith, ext. 114 All SET sessions have been completed as of the conclusion of the most recent session on April 12. All SET program information can be found at The four SET Focus Groups: Aerospace & Defense; Agribusiness & Food Processing; Arts, Entertainment, Recreation, & Visitor Industries; and Foundational & Entrepreneurship Development are finalizing their respective workplans for inclusion in the final plan. Staff will be soliciting public comment on the plan during the week of May 2 and plan to present the plan to A-NPDC for approval during its regular meeting on May VDOT Rural Transportation Planning-SPR Connie Morrison, ext. 127 VDOT U.S. Route 13 and Route 178 Safety Study No new developments since the consultant met with the public on March The full study is still expected to be released in April. HB2 The original recommendation to the Commonwealth Transportation Commission, which included funding Cemetery Road (Lee Street) in (Belle Haven) (but not Cemetery Road in Northampton County) was superseded by a new set of recommendations at its March 15 meeting, in which neither project is funded. So at this point, none of the $1.6 billion of HB2 funding is recommended to be spent on the Eastern Shore of Virginia in the first year of HB2 projects. Transportation Technical Advisory Committee (TTAC) At its March meeting, the TTAC agreed to follow up with State Senator Lynwood Lewis and Delegate Rob Bloxom about HB2. TTAC agreed on an approach to creating an inventory of rural roads that would include characteristics such as width, utilities location, ownership, estimated cost to upgrade, and whether each road meets criteria of VDOT s rural addition program. This approach was folded into draft 2017 Rural Transportation Program. TTAC agreed on a new method for the sidewalk gap study, which would be a town-by-town analysis of pedestrian needs, prioritized based on the criteria provided by towns based on their own layouts and characteristics. FY 2017 Program Staff completed a draft of the Rural Transportation Program for 2017 funding. Funding will be the same as 2016, at $58,000 in federal State Planning and Research funds provided by VDOT, with $14,500 of local match required. Programmatic items are largely the same, consisting of coordination of TTAC meetings, providing local assistance to VDOT, and assisting local governments and stakeholders with transportation matters on an ongoing basis and as new matters arise. Chincoteague NWR/Town of Chincoteague TIGER Grant Application The U.S. Fish & Wildlife Service has requested that submit an application for USDOT TIGER Discretionary Grant funds to facilitate construction of the access road to the proposed relocated beach parking access at the Chincoteague NWR and to facilitate construction of bike facilities within the Town of Chincoteague. Accomack County has scheduled a meeting with A-NPDC staff to discuss potential options for assistance with this request from USFWS.

6 3402 VDOT-Southern Tip Bike Trail Phase III Feasibility Assessment Connie Morrison, ext. 127 Staff received notification in early April that the cost allocation plan is approved. The next step is to draft a request for proposals that meets VDOT requirements Town of Chincoteague T-21 Admin. Second phase Kat Edwards, ext. 119 Construction continues. Curbs, gutter pans and driveways have been poured on the west side of the street. Concrete slabs will be poured next. These support the brick pavers. The project is progressing according to schedule GreenWorks Shannon Alexander, ext.115 A draft contract, drafted with the assistance of GreenWorks and VDOT, was finalized for the Sponsor-a-Highway Pilot Program. This draft is being reviewed by Mr. Rowan. Once his suggestions are incorporated, the draft will be negotiated with the accepted vendor. Waste Watchers would serve as the inspector for the cleanup work done by the vendor, Adopt-A-Highway Litter Removal Service of America, Inc. The GreenWorks Committee will meet April 13 following the monthly Waste Watchers meeting in order to approve Direct Collection Costs items and amend the By-Laws. The next GreenWorks meeting is scheduled to follow the July Waste Watcher s meeting at the Eastern Shore Chamber of Commerce building conference room in Melfa. PLANNING PROJECTS Cape Charles Town Plan Revision Elaine Meil, ext. 116 The public input session in February had four in attendance and two public comments were received. Minor changes were made and resubmitted to the Planning Commission for recommendation to the Town Council. No activity VDEM Hazard Mitigation Plan Revision Connie Morrison, ext. 127 Staff canceled the April 6 meeting to focus on drafting the plan. The next meeting is scheduled for May 4 at 10 a.m. at Eastern Shore Community College. FEMA expects to have its flood risk maps ready this summer and has asked for a public meeting in July to be held jointly with the hazard mitigation public meeting & 3551 A-N VCZM Technical Assistance, FY 14 1st Qtr1 Shannon Alexander, ext.115 The Climate Adaptation Working Group newsletter was distributed March 10 th. The next is scheduled to be distributed in May or June. The next Climate Adaptation Work Group meeting will be in August. The May meeting is being substituted for the NFWF Coastal Resilience Tool Workshop.

7 Staff are currently coordinating with archaeologists on the preservation and recovery of shipwrecks on the Barrier Islands. Staff assisted in organizing and facilitating the Wetland Watch Sea Level Rise App training on March 23, is assisting in an upcoming Watermen s Tourism Training on April 25, and is assisting in organizing the Exmore Town Park Native Tree Planting Demonstration and Native Plant Giveaway being held on April 23 and in conjunction with the Shore Big Tree program. Staff submitted the FY15 CZM A-NPDC TA Program grant semi-annual progress report. Staff attended the March and April Regional Navigable Waterways Committee (RNWC) meetings and established a sub-committee to guide the Regional Dredging Needs Assessment process. Staff is working with the RNWC staff liaison, Stewart Hall, and USACE personnel to advance the Regional Dredging Needs Assessment process. Staff attended the RNWC meeting March 3 rd at the ESCC to begin this process. The next RNWC meeting will be in June, but staff plan to meet with the RNWC subcommittee twice prior to that time VIMS Northern Seaside SAMP Curtis Smith, ext. 114 Staff worked with VIMS personnel to finalize the project summary report, which are available upon request. The project has been closed out Virginia Working Waterfronts Plan Curtis Smith, ext. 114 Staff have compiled all feedback received during the February 2016 A-NPDC meeting into the draft Eastern Shore chapter of the plan. It was requested that the final plan be reviewed on the attached yellow pages of the packet and that the Eastern Shore Chapter of the plan be considered for approval. Commissioner Crockett moved to approve the final plan for Working Waterfronts on the Eastern Shore of Virginia as presented. Seconded by Commissioner Harris, the motion carried by unanimous vote A-N Ground Water Committee Projects Shannon Alexander, ext.115 The Ground Water Committee met on March 15, 2016 and will meet again on April 19. The Committee elected the Hon. Granville Hogg as Chairman and the Hon. Paul Muhly at Vice Chairman. The Committee will be nominating and electing the recipient of the 2015 Ground Water Award.

8 3573 Household Hazardous Waste Collection Shannon Alexander, ext.115 The Household Hazardous Waste Collection for 2016 has been set for May 7 from 10 AM to 2 PM. The three locations chosen are Birdsnest in Northampton County, and Grangeville and Horntown in. The event is currently being promoted and is being advertised in Spanish for the first time this year Septic Pump-out and Phase III Ordinance Curtis Smith, ext. 114 Town of Painter TA DEQ has approved a grant that will be implemented from March 1 to September 30, A-NPDC will facilitate 40 pump-outs in the Chesapeake Bay Watershed and the associated NPS Pollution Tracking data table. Staff will also update the Town s zoning ordinance and subdivision ordinance and assist the Town with carrying out a public process to adopt the revised plans. The pump-out assistance is currently being promoted. Staff has acquired the most up-todate documents from DEQ and the Town of Painter. Staff attended a Town Council meeting on April 11 to initiate the edit process NFWF Enhancing Coastal Resilience on Virginia s Eastern Shore Shannon Alexander, ext.115 Staff submitted the TNC VA Interim Progress Report to the program manager. Staff has continued to assist in the promotion of the Tool and distribution of the digital and printed Manual. The next phase of training for the tool will be held in the spring and will review Coastal Defense and Barrier Island modeling Collaborative Fisheries Planning Project for Virginia s Wind Energy Area Connie Morrison, ext.127 Staff followed up last month s mailing to commercial fishermen and harbor masters with reminders. Staff is striving to ensure the interests of Eastern Shore commercial fishermen are represented as the leased wind energy area is developed approximately 24 miles east of Cape Henry. A-NPDC HOUSING PROJECTS 3661 HUD-Housing Counseling Services Patricia Connolly Grove, ext124 Pre-Purchase Counseling Current Month: March # of orientations held 0 Orientation attendees 0 Client Intakes 9 Additional Counseling 3 Sessions Held # of final workshops held 0

9 Mortgage submissions 0 Mortgage closings 1 Financing leveraged $0 Growing Your Money Financial Literacy Current Month: March New GYM participants 7 GYM graduates 0 Default and Foreclosure Counseling Current Month: March Intake sessions 2 Additional Foreclosure 9 Sessions Positive Foreclosure Prevention Outcomes 1 1 Permanent modification Homeowner Budget/Predatory lending Counseling New VHSP 0 Follow Up VHSP 3 The next Pre-Purchase Workshop has been scheduled for May at ESCC Continuum of Care (CoC) Bobbie Jo Wert, ext 125 Update was given at the meeting. VA HMGP John Aigner, ext Elevation Project We have no new information concerning the resolution of the issues surrounding the Coleman project on Crystal Beach Road DR-1905 HMGP Elevation Project John Aigner, ext. 118 Project has been officially closed out by FEMA. The closeout letter sent to Steve Miner was dated October 27, No Further reports on this Project will be made.

10 VA HMGP John Aigner, ext. 118 Elevation Project The three houses under construction have been completed. Final elevation certificates have been done. Two other houses have been started. One in Wachapreague and one in Hacks Neck. Completion of these two is expected to take place in about 90 days. Contracts are being written for one house in Quinby. Contracts are expected to be submitted for Board of Supervisors approval next month. 10. Executive Directors Report RC&D Council Notice for the vacancies has been published twice in the paper and received no applications. Staff is reaching out to Towns and requesting potential applicants. GO Virginia Coalition Executive Director Meil attended the GO Virginia Coalition meeting for Virginia Planning District Commission Directors and requested that the Eastern Shore be put into a region of Middle Peninsula and Eastern Shore. At the meeting, it was agreed that this region would be presented to the state officials responsible for setting up the region. Hampton Roads was not able to attend. At a follow-up phone call of the Board of Directors, Northern Neck requested that the recommendation from the Board be George Washington Regional Commission, Middle Peninsula PDC, Northern Neck PDC and A- NPDC. As part of the presentation, Northern Neck PDC Executive Director Davis, while requesting Eastern Shore be included in his region, noted that Northern Neck had little in common with the Eastern Shore and was not looking forward to working with the Eastern Shore. Several Board members spoke and the general tenor of the statements indicated that they were willing to change the recommendation to put Eastern Shore back into the northern Virginia region. Executive Director Meil requested that instead the Eastern Shore be placed into the Hampton Roads region and HRPDC Executive Director Crum immediately spoke up and indicated Hampton Roads was willing to work with Eastern Shore. Middle Peninsula PDC Executive Director Lawrence also indicated support for the idea, if that would serve Eastern Shore s needs. One of the Board Members from southside Virginia then spoke up, on behalf of the Eastern Shore, and made the motion that Eastern Shore and Hampton Roads be the official recommendation. Central Shenandoah PDC Executive Director Riedesel then asked whether the northern Virginia region needed Eastern Shore s population. Middle Peninsula PDC Executive Director Lawrence spoke up and stated that the Eastern Shore s population was 45,000. A vote was quickly called and the motion was adopted unanimously that changed VAPDC s recommendation to the state to include the Eastern Shore and Hampton Roads together in one region.

11 Separately, the Governor has indicated he will not sign the bill unless changes are made. His concerns are related to whether the bill is constitutional. Request for Assistance None. 11. Chairman s Report No report was given at this time. 12. Other Matters No other matters were discussed at this time. 13. Adjournment There being no further business brought before the Commission, the meeting was adjourned. Copy Teste: Donald L. Hart, Jr. Chairman Elaine K. N. Meil Executive Director