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05-11-1983 MinutesBOARD OF SUPERVISORS May 11, 1983 Supervisors in Attendance: Mr. J. Royall Robertson, Chairman Mr. R. Garland Dodd, Vice Chairman Mr. Harry G. Daniel Mrs. Joan Girone Mr. Richard L. Hedrick County Administrator Supervisors Absent: Mr. C. L. Bookman Staff in Attendance: Mr. Stanley Balderson, Dir. of Planning Mr. James Gillentine, Admin., Nursing Home Mr. Phil Hester, Dir. o3 Parks and Recreation Mr. Elmer Hodge, Asst. County Administrator Mr. Robert Masden, Dir. of Human Services Mr. Richard McElfish, Env. Engineer Mr. Steve Micas, County Attorney Mr. Jeffrey Muzzy, Dir. of Community Develop. Mr. Richard Nunnally, VPI/SU Extension Agen~ Col. Joseph Pittman, Chief of Police Mr. David Welchons, Act. Dir. of Utilitie~ Mr. Dexter Williams, Chief of Trans. Plann Mr. Robertson called the meeting to order at the Courthouse at 10:05 a.m. (EDST). Mr. Dodd gave the invocation. 1. APPROVAL OF MINUTES On motion of Mrs. Girone, seconded bv Mr. Dodd, the Board approved the minutes of April 27, 1983, as amended. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. 2. COUNTY ADMINISTRATOR'S COMMENTS Mr. Hedrick stated that the Board should set a work session for discussion of the Capital Facilities Plan after holding the public hearing as the f].na], decision will be made by the Boaz'd o~ May 25, 1983. It was generally agreed that there would be a wor~ session on May 18, 1983 at 2:00 p.m. to discuss this matter if it were agreeable with Mr. Bookman. Mr. Dodd stated he did not agree with the statement to be delivered at the public hearing which had been distributed to th: Board regarding Powhite Parkwav~ particularly with the end of Powhite being extended past Route 288. It was generally agreed this would be discussed later in the day. 3.A. RESOLUTION DESIGNATING POLICE WEEK On motion of Mr. Robertson, seconded by Mr. Dodd, the Board adopted the following resolution: 83-240 Whereas, The dedicated, loyal and brave members of Police Departments throughout the Country provide an invaluable service to all citizens; and Whereas, The week of May 15-21, 1983 is recognized as National Police Week; and Whereas, The County is proud and honored to have such outstanding and professional individuals as police officers in Chesterfield County who serve to protect the health, safety and welfare of its citizenry. Now, Therefore, Be It Resolved that the Chesterfield County Board of Supervisors declares May 15-21, 1983 as Police Week in Chesterfield County and calls this recognition to the attention of all its citizens. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. Mr. Robertson presented Chief Pittman with the resolution. Chief Pittman indicated his appreciation for this recognition on behalf of all the Police Officers in the County. 3.B. RESOLUTION DESIGNATING GOLDEN OLYMPICS DAYS On motion of Mr. Daniel, seconded by Mr. Dodd, the Board adopted the following resolution: Whereas, The senior citizens of the Commonwealth are a great strength and a great asset to Virginia and Chesterfield County; and Whereas, The Virginia Golden Olympics is the only statewide festival of its kind which promotes the positive development of the physical, social, psychological, and recreational well-being of persons 55 years of age and over; and Whereas, The Virginia Golden Olympics makes a statement to the rest of the nation on the outstanding caliber of Virginia's senior citizens; and Whereas, The Virginia Golden Olympics, sponsored by the Virginia Recreation and Parks Society, Blue Cross and Blue Shield of Virginia, the Bank of Virginia, and the Commission of Outdoor Recreation, proclaims the life, the vigor and the joy of the years after 55; and Whereas, The senior citizens of Chesterfield County, through the Chesterfield County Parks and Recreation Department, will participate in the Virginia Golden Olympics; and Whereas, The Governor of the Commonwealth of Virginia has proclaimed May 19-22, 1983 as "Virginia Golden Olympic Days". Now, Therefore, Be It Resolved that the Board of Supervisors of Chesterfield County hereby proclaims May 19-22, 1983 as "Chesterfield County Golden Olympic Days" in tribute to our golden citizens and urges all senior citizens to become involved in this event. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. Mr. Hester stated the Virginia Golden Olympics is an annual event held at the University of Richmond for Virginia senior adults; there are 634 participants this year; and that the Parks and Recreation Departments for Richmond, Henrico and Chesterfield are host agencies for the event. He introduced Ms. De Couvelha, Supervisor for Special Populations and Statewide Coordinator for this event. Ms. Couvelha introduced Mr. Winfree Lee, who was very instrumental in the program by inspiring participation. She stated last year there were 8 participants from the County and there are 56 this year. She presented Mr. Lee with a Golden Olympics T-shirt on behalf of the Golden Olympics Steering Committee recognizing his contribution. Mr. Robertson presented Mr. Lee with the resolution adopted by the Board. Mr. Lee expressed his appreciation for the resolution on behalf of all the senior citizens. 4oao PUBLIC HEARING - CONVEYANCE OF LAND IN SNEAD CURTIS Mr. Hedrick stated this date and time had been advertised for a public hearing to consider the conveyance of land in the Snead Curtis Addition Subdivision. Mr. Micas explained that in 1946 the Board acquired a small piece of land to obtain access to a private system which was abandoned years ago and for which the County now has no need. There was no one present in opposition. Mr. Steven Bryant was present representing Virginia Nationwide General Rental Center, Inc. On motion of Mr. Dodd, seconded by Mr. Daniel, the Board: Rescinded the resolution of February 27, 1964 conveying the County's interest in Parcels A and B to James Congdon, Jr.; and Authorized the Chairman to execute a deed conveying Parcel B to Virginia Nationwide for the purchase price of $400 and released all property interests in Parcel A. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. 4.B. PUBLIC HEARING - ETTRICK BLOCK GRANT FUND APPLICATION Mr. Hedrick stated this date and time had been advertised for a public hearing to receive public comments regarding the County's third year Community Development Block Grant Application for the Ettrick Program. Mr. Balderson stated that the third year application was in the amount of $600,000 which budget would be for the following projects: Ettrick Fire Station Neighborhood Drainage Improvements Housing Rehabilitation Loans Administration $375,000 120,000 60,000 45_,000 $600,000 He stated during the entire grant period which will end in SePtember, 1984, $3,783,000 will have been directed to the community for improvements through the State and Federal funds. Mr. Daniel stated this was an excellent example of taking advantage of the opportunities in this grant program to improve the Ettrick area which would have taken many vears through other funding mechanisms. The Board recognized Mr. Jesse Mayes, candidate for supervisor from the Matoaca District, who was present in the audience. Mrs. Girone stated that the southern end of the County sometimes felt they did not receive the same services as the other portions of County, but stated this is the only project of this type any where in the County. Mr. J. F. Banks, citizen of the Ettrick area, was present and stated his support of this project even though there will be some inconvenience during the construction and completion of the improvements. On motion of Mr. Robertson, seconded by Mr. Daniel, the Board 83-242 approved and authorized the County Administrator to apply for and accept $600,000 in 1983 CDBG funding for the Ettrick Community. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. 5. REQUEST STUDY REGARDING CAPITAL REGION AIRPORT COMMISSION Mr. Hedrick stated the Board had been involved in some discussion and negotiations with the Capital Region Airport Commission regarding the County's possible participation in the Commission. He stated that negotiations have now reached an impasse. Mrs. Girone introduced Mr. Tim McGarry of the Richmond Regional Planning District Commission who was present. She stated that while we are interested in the Commission, its future and regional cooperation, it is a major investment. She stated that other member jurisdictions of the Planning Commission might also be requested to consider joining also. She stated this resolution would involve all jurisdictions, then perhaps a plan could be drawn which would improve the entire facility and recognize all alternatives. Mr. Dodd stated he felt this was a regional problem and something that could be studied by the Richmond Regional Planning District Commission. He stated the amount of funds being requested, is unrealistic for any one local government. On motion of Mrs. Girone, seconded by Mr. Dodd, the Board adopted the following resolution: Whereas, Chesterfield County recognizes the need for cooperation in the delivery of regional services and has demonstrated a commitment to regional cooperation in the areas of libraries, public safety, economic development and other programs; and Whereas, the General Assembly of Virginia created the Capital Region Airport Commission for the purpose of operating The Richard Evelyn Byrd International Airport and other operating airports and all navigational facilities in the region and in so doing authorized the Counties of Charles City, Chesterfield, Goochland, Hanover, Henrico, New Kent and Powhatan, and the City of Richmond, and the town of Ashland to be members of the Commission; and Whereas, Chesterfield County has entered into negotiations with the Capital Regional Airport Commission for membership, but because of the excessively high equity purchase requirement and badly needed capital improvements at Byrd Airport which will require supplements from member localities and possibly area businesses, the County feels that the terms of the Capital Region Airport Commission are unacceptable; and Whereas, the Richmond Regional Planning District Commission is a regional body that has the resources and independence to study this issue. Now, Therefore, Be It Resolved by the Chesterfield County Board of Supervisors that the Richmond Regional Planning District Commission respectfully be requested to plan and implement a study in the upcoming fiscal year that will present recommendations to all interested parties concerning the future of air transportation facilities within the region. The Board further recommends that the following specific issues be included in the study: Membership requirements of eligible jurisdictions named in the authorizing legislation which created the Capital Region Airport Commission. 83.-243 Needed capital improvements and funding sources for Byrd Airport. Integration of all airport iacilities in the region under the Capital Region Airport Commission. 4. Service level needs to the region. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. The Board expressed appreciation to Mr. McGarry for attending the meeting. 6. UPDATE OF NURSING HOME COMPUTER EQUIPMENT On motion Mr. Dodd, seconded by Mr. Daniel, the Board authorized the County Administrator to execute a contract with David M. Griffith and Associates for computer equipment and business applications in an amount not to exceed $50,000 for the County Nursing Home subject to approval as to form by the County Attorney; and further the Board appropriated $23,000 from the Nursing Home's current budget which was for purchase of this equipment and appropriated an additional $27,000 from Nursing Home Reserves for this project. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. 7. MEMORANDUM OF UNDERSTANDING - COOPERATIVE EXTENSION SERVICE Mr. Nunnally stated that in ].978 JLARC was directed by the General Assembly to perform an in-depth study on the Virginia Cooperative Extension Service to determine its activities, areas of responsibility and its relationship with localities served. He stated the agreement has been drawn which basically outlines in a formal manner, the services and practices which have been accomplished in the past. He stated there are no changes in the agreement from past services but flexibility is provided for the future. On motion of Mr. Dodd, seconded by Mr. Daniel, the Board approved and authorized the County Administrator to execute the Memorandum of Understanding between the Virginia Cooperative Extension Service and the County of Chesterfield. Ayes: Mr. Robertson, Mr. Dodd~ Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. The Board commended Mr. Nunnally for his outstanding service to the County which has made Chesterfield's Extension Office, the finest in the State. 8. PRESENTATION OF THREE YEAR PROJECTIONS Mr. Ramsey stated the three year projection has become a part of the annual budget process. He presented to and reviewed with the Board the Three Year Projections for FY85 - FY87, the Three Year Projections with Recommendations for FY85 - FY87; the Three Year Projection of Revenues and Expenditures Per Capita Cost and detailed written explanation. He stated the report does not address the possibility of issuance of funds for the Powhite Toll Facility. He added that after reviewing these projections, Dr. Sullins was uncomfortable as he felt the factors used for the School System because he felt the General Assembly might push for higher teachers salaries without providing funding and that he felt there may be a need for more school buses than outlined. (A copy of the material presented is filed with the papers of this Board.) The Board expressed their apprecia%ion for the professional presentation which provided the Board with problems and the ~3-244 framework necessary for the future from which to work. 9. SET PUBLIC HEARING DATES 9.A. ORDINANCE RELATING TO PAYMENT PENALTIES OF TAXES On motion of Mr. Daniel, seconded by Mrs. Girone, the Board set the date of June 22, 1983 at 10:00 a.m. for a public hearing to consider an ordinance amending Sections 8-12(a), 8-13(a) and 8-13(b) to increase the late-filing and late-payment penalties for real estate, tangible personal property and machinery and tools taxes. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. 9.B. CONVEYANCE OF PROPERTY ACQUIRED FOR ENON CHURCH ROAD ACCESS On motion of Mr. Dodd, seconded by Mr. Daniel, the Board set the idate of June 8, 1983 at 10:00 a.m. for a public hearing to iconsider the conveyance of property acquired for the Enon Church Road Recreational Access Road to the Commonwealth of Virginia. Ayes: Mr. Robertson, Mr. Doddr Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. ORDINANCE RELATING TO TRADESMEN A~HD UNSAFE STRUCTURES On motion of Mr. Daniel, seconded by Mr. Dodd, the Board set the date of June 8, 1983 at 10:00 a.m. for a public hearing relating to proposed amendments to Chapter 6 of the County Code, relating to certification of tradesmen and unsafe structures. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. 10. APPOINTMENTS - INDUSTRIAL DEVELOPMENT AUTHORITY On motion of Mrs. Girone, seconded by Mr. Daniel, the Board reappointed Mr. William F. Seymour, III, Midlothian District, and Mr. Curtis C. Duke, Matoaca District, to the Chesterfield County Industrial Development Authority whose reappointments will be effective July 1, 1983 and will expire on June 30, 1987. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. 11. CONSENT ITEMS ll.A. BINGO PERMITS On motion of Mr. Daniel, seconded by Mrs. Girone, the Board approved the request from the Dale Ruritan Club for a bingo and/or raffle permit for calendar year 1983. Ayes: Mr. Robertson~ Mr. Dodd, Mr. Daniel and Mrs. Girone. : Mr. Bookman. ll.B. VEPCO CONTRACT NEGOTIATIONS motion of Mr. Daniel, seconded by Mrs. Girone, the Board approved payment of $10,095 to the Virginia Association of Counties for Chesterfield's portion of the Vepco contract negotiation cost with this charge allocated to those departments and funds with a current budget for electric power. (It is noted the cost of negotiations was allocated to localities based on kilowatt hours of electricity used in 1981 on a charge of .0127¢ )er kilowatt hour). res: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. : Mr. Bookman. 83-245 12. HIGHWAY ENGINEER Mr. Hedrick stated that Mr. Gee, Resident Engineer with the Virginia Department of Highways and Transportation, would not be present as he had a conflict. Mr. Daniel read a letter from a constituent involving Belmont and Turner Road and the dangerous situation that exists at this intersection who felt a traffic light should be installed. Mr. Daniel stated that he and Mr. Bookman have continuously requested a safety light and/or other improvements for many years. He stated that he felt a letter should be written to the Governor with a copy to the Highway Commissioner requesting that this intersection be improved. He stated that there are basic needs at this intersection and that criteria should be looked at further. Mrs. Girone stated that she had a similar intersection with the same problems and accidents occurring, that of Winterfield and Route 60. On motion of Mr. Daniel, seconded by Mrs. Girone, the Board requested that a letter be written to the Governor with a copy forwarded to the Highway Commissioner indicating the serious nature of the intersections of Belmont and Turner Roads and Route 60 and Winterfield Road and the immediate need for safety improvements. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. Mr. Dodd stated his concern for Route 1 and Kingsdale Road since the trucks have been routed off of Osborne Road, they are using Kingsdale and there have been 2 accidents in the last ten days; a blind spot behind Chester Road past Kingsdale; a lower speed limit on Harrowgate Road; dangerous intersection of Route 10 and Old Stage; and would like the painting of the lines at Route 1 and Route 10 which would provide a turn lane. Mrs. Girone stated that she would like the Highway Department to survey traffic in Midlothian during September after school begins as the counts are not accurate during the suK~er months. She stated that there is also water seeping out Old Bon Air Road on the curve, causing a problem and damage to the road. 13. COMMUNITY DEVELOPMENT ITEMS 13.A. VDH&T RESIDENCY OFFICE OPERATIONS It was generally agreed that this matter be deferred until Mr. Gee could be present. 13.B. STREET LIGHT REQUESTS On motion of Mr. Dodd, seconded by Mr. Daniel, the Board approved the installation of a street light on West Road at the railroad track with any necessary funds to be appropriated from the Bermuda District Street Light Funds; approved the installation of a street light at Shoremeade Road and Shoremeade Court, Dale District, with funds to be determined at a later date; and approved the installation of a street light at the intersection of Route 60 and Farnham on the e×isting pole with funds to be expended from the Midlothian District Street Light Funds. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. Mrs. Girone inquired about the installation of a street light at Pinetta. Mr. McElfish stated they should be installed about May 26th or 27th at no cost to the County. 83-246 13.C. STATE ACCEPTANCE OF ROBIOUS SCHOOLS ACCESS ROAD On motion of Mrs. Girone, seconded by Mr. Daniel, the Board appropriated $1,727 from the Midiothian District 3¢ Road Funds to be applied toward the total cost of $13,000 to take the Robious School Access Road into the State System and that the balance of the funds necessary for this construction be expended from the July 1, 1983 appropriation to the Midlothian District 3¢ Road Funds. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. 13.D. OSBORNE/WILTON ROAD, LE GORDON DRIVE AND BEACH ROADS Mr. Balderson stated the purpose of this action is two fold in that it would be saving staff time for other projects and saving of money that would otherwise have to be spent by the current practice which would be picked up by 'the VDH&?. Mr. Dodd stated that East Avenue, Wilton/Osborne and Willis/Coach Road have been before this Board for many years. He stated he felt that a lot of this is because of lack of state funding and questioned staff time sDent. Mr. Balderson exDlained that they both involved staff time, procedures and ~ney available. Mr. Daniel stated he felt the Board should be informed of projects which are not accomplished after approval as he did not feel there were any reasons which would justify the length of time involved to complete these projects. Mr. Balderson stated that perhaps a work session outlining the process and procedures would be helpful. Mrs. Girone inquired about Le Gordon. Mr. Balderson stated this would expedite the project for Le Gordon by acquiring the right of way. Mr. Williams stated the plans are not drawn at this time, but it has been indicated that if the road is aligned, that a light is likely and that the construction and plans for this project will be paid for with revenue sharing funds contributed by the County and matched by the State, and the light to be paid for by primary funds. On motion of Mr. Dodd, seconded by Mrs. Girone, the Board transferred the right of way acquisition and utility relocation responsibilities on Beach Road, Le Gordon Drive and Osborne/Wilton Roads to the VDH&T with the hope that they would proceed as quickly as possible; and further the Board adopted the following resolution: Whereas, the Chesterfield County Board of Supervisors requested recreational access funds in April, 1977, for improving Beach Road, Route 655, from Route 10 to the entrance to Pocahontas State Park; and Whereas, The scope of the Beach Road project was reduced in 1982 to the section of Beach Road between Route 10 and the Swift Creek Bridge as a result of limited funds; and Whereas, the Chesterfield County Board of Supervisors has been responsible for the cost of right of way acquisition and utility relocation on Beach Road and other recreational and industrial access projects; and Whereas, other activities prohibit the County staff from securing right of way and utility relocation on the Beach 5oad project in a timely manner. Now, Therefore, Be It Resolved, that the Chesterfield County Board of Supervisors hereby requests the Virginia Department of Highways and Transportation to proceed with ~ight o~ way acquisition and utility relocation on the Beach Road Recreation Access project from Route 10 to the Swift Creek bridge with costs for right of way acquisition and utility relocation to be done by Chesterfield County. ~3-247 Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. On motion of Mr. Dodd, seconded by Mrs. Girone, the Board adopted the following resolution: Whereas, the Chesterfield County Board of Supervisors has allocated County revenue sharing funds pursuant to Section 33.1-75.1 of the Code of Virginia for the purpose of reconstructing the Osborne Road (Route 616) and Wilton Drive (Route 1528) intersection and widening and plant mix Le Gordon Drive (Route 707); and Whereas, the Chesterfield County Board of Supervisors previously reduced their revenue sharing contributions allocated to the Osborne Road and Wilton Drive intersection project by $10,500 for right of way acquisitions. Now, Therefore, Be It Resolved that the Chesterfield County Board of Supervisors transfers $10,500 back into their revenue sharing contribution allocated to the Osborne Road and Wilton Drive intersection project; and Further, that the Chesterfield County Board of Supervisors requests the Virginia Department of Highways and Transportation to proceed to acquire right of way, relocate utilities and construct for the Osborne/Wilton intersection project and the Le Gordon Drive project. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. Mrs. Girone stated that she would like the Highway Department to be made aware that the new high school on Le Gordon is scheduled to open in August, 1984. 14. UTILITIES DEPARTMENT 14.A. ENON CHURCH ROAD RECREATIONAL ACCESS PROJECT Mr. George Jinkins and Mr. Harold Jinkins were present and stated that the offer by the County of $1,095 was too low as the land in question is highly developable as a portion of Bermuda Gardens. He stated he was also concerned about the elevation of the road. Mr. Dodd stated after looking at the property, he did not feel the offer of $4,500 was excessive but indicated he was not sure of the road elevation. On motion of Mr. Dodd, seconded by Mr. Daniel, the Board accepted the counteroffer of $4,500 from Mr. George W. Jinkins, Jr. and Mr. Harold A. Jinkins for the purchase of right of way along Enon Church Road, Tax Map 135-8, which funds are to be expended from the undesignated capital projects fund. Ayes: Mr. Robertson, Mr. Doddw Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. 14.B. WATER ITEMS 14.B.1. BELMONT ROAD WATER LINE RELOCATION On motion of Mr. Daniel, seconded by Mr. Dodd, the Board approved and authorized the County Administrator to execute any necessary documents for contract W83-38C, Belmont Road water line relocation, to O. Do Duncanson, Jr. and Sons, in the amount of $21,431.40 and further the Board appropriated $23,574.54 from 563 Surplus to 380-1-63381-4393. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. 83-248 14.B.2. REIMBURSEMENT OF ENGINEERING SERVICES - SMOKETREE DRIVE On motion of Mrs. Girone, seconded by Mr. Dodd, the Board approved the request from Midlothian Development Corporation for reimbursement of engineering services for designing a 16 inch off-site water in from Smoketree Drive and appropriated $6,000 from 567 to 380-1-63467-2142 for en§ineering services and right of ~av accuis~'tions alcDq ~..~rthcuse ~cad tc Heatheridge  e~r ~'. Robe~tscn, Mr. Dodd, Mr. Daniel and Mrs. Girone. sent: Mr. Bookman. 14.C. CONSENT ITEMS 14.C.1. GRANHALL ENTERPRISES - EXTENSION OF REFUND PROVISIONS On motion of Mrs. Girone, seconded by Mr. Dodd, the Board approved a request from Granhall Enterprises for an extension of the refund provision for contract W76-45CD, Pennwood Subdivision until May 31, 1984. Ayes: Mr. Robertson, Mr. Dodd~ Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. 14.C.2. BUCKINGHAM FOREST - EXTENSION OF REFUND PROVISION On motion of Mrs. Girone, seconded by Mr. Dodd, the Board approved a request from Buckingham Forest Company for an extension of the refund provision for contract W78-35CD, Old suckingham Forest Subdivision until April 30, 1984. ~es: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. 14.C.3. DEED OF DEDICATION ALONG GENITO ROAD On motion of Mrs. Girone, seconded by Mr. Dodd, the Board approved and authorized the County Administration to execute a deed of dedication, accepting same on behalf of the County, of a 20 ft. strip of land along Genito Road from Midlothian Enterprises and Joy W. Montague, Jr., Incorporated, a Virginia Corporation. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. 14.D. DEVELOPER WATER AND SEWER CONTRACTS ~. Welchons presented the Board with a copy of the developer ~ater and sewer contracts executed by the County Administrator. 17. WOOLRIDGE ROAD IMPROVEMENTS Dn motion of Mrs. Girone, seconded by Mr. Dodd, the Board ~ppropriated $2,000 from the Clover Hill District 3¢ Road Funds for stone to improve Woolridge Road. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. Mrs. Girone requested that a letter be written to the Highway Department cautioning them on taking the roads into the State System in Grand Summit Subdivision as they are in unacceptable condition. 83-249 15. REPORTS Mr. Hedrick stated the Highway Department had formally notified the County that the roads in the following subdivisions had been officially accepted into the State Secondary System effective as indicated: Length Heatherid~e, Section 1 (5-3-83) Kewbridge Court - Beginning at its intersection with Courthouse Road, State Route 653, extending southeast 0.06 mile to a cul-de-sac. 0.06 mi. Royal Cresent Drive - Beginning at its inter- section with Clearlake Road, State Route 1421, extending northerly 0.15 mile to the intersection of Royal Cresent Court, then northerly 0.04 mile to a temporary turnaround. 0.19 mi. Royal Cresent Court - Beginning at its intersection with Royal Cresent Drive, extending westerly 0.04 mile to a cul-de-sac. 0.04 mi. Cheyney Circle - Beginning at its intersection with Clearlake Road, State Route 1421, extending northerly 0.08 mile to a cul-de-sac. 0.08 mi. Darylann Court - Beginning at its intersection with Cherylann Road, State Route 1456, extending northerly 0.10 mile to a cul-de-sac. 0.10 mi. Happy Hall Farms, Section I (5-3-83) Fielding Road - Beginning at the intersection with Happy Hill Road, State Route 619, and running southwesterly 0.09 mile to the intersection with Loganwood Drive. 0.09 mi. Loganwood Drive - Beginning at the intersection with Fielding Road and running southwesterly 0.58 mile to end in a cul-de-sac. 0.58 mi. Stevens Hollow, Section 2 (5-3-83) South Stevens Hollow Drive - Beginning at its intersection with existing South Stevens Hollow Drive, State Route 3051, and Sexton Drive, extending east 0.05 mile to the intersection of Stevens Wood Court, then east 0.07 mile to a temporary turn- around. 0.12 mi. Stevens Wood Court - Beginning at its intersection with South Stevens Hollow Drive extending north 0.03 mile to a cul-de-sac. 0.03 mi. Sexton Drive - Beginning at its intersection with South Stevens Hollow Drive, State Route 3051, extending northerly then turning east for a total distance of 0.24 mile to a dead end. 0.24 mi. Mr. Dale Gipe was present representing Southside Speedway and requested that the Board waive the requirement of a 60 day notification to the County for a festival permit. He stated he was not aware of the 60 day notification until recently and it would cause a major hardship on his client. Mr. Micas indicated that the ordinance provided for a 60 day notification period with no opportunity for a waiver. Mr. Gipe stated the festival would be held within the confines of the speedway itself. Mr. Hedrick stated that staff could not make a recommendation on the festival permit at this time without a formal application being submitted. 83-250 Mr. Gipe stated that he was asking only for a waiver of the requirement of the 60 day requirement as this affair is scheduled for Memorial Day. Mr. Micas suggested that the application be completed and the entire issue be addressed by the Board at the next meeting. After further discussion, it was on motion of Mrs. Girone, seconded by Mr. Daniel, resolved that the Board waived the 60 day notice requirement and approved issuance of an outdoor music festival permit subject to acceptance by staff that the applicant had complied with all the requirements of the ordinance. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. On motion of Mr. Daniel, seconded by Mr. Dodd, the Board went int¢ an Executive Session for consultation with counsel relating to actual litigation regarding settlement of Rahman/Rouse v. County of Chesterfield and R. Stuart Royer pursuant to Section 2.].-344 (a) (6) of the Code of Virginia, 195~, ~ alq~nded. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. Reconvening: On motion of Mr. Dodd, seconded by Mr. Daniel, the Board adopted the following resolution: Whereas, the Board of Supervisors of Chesterfield County is involved in litigation with Rahman Construction Corporation/Rouse Construction International, Inc. and with R. Stuart Royer and Associates, Inc., and others concerning the design and construction of Proctor's Creek ~gastewater Treatment Plant; and Whereas, the Board of Supervisors has determined that the Mutual General Release and Settlement Agreement attached hereto contains reasonable terms for settlement of the above mentioned litigation. Now, Therefore, Be It Resolved that: 1. The County Administrator is hereby authorized to execute Change Order No. 10 relating to the Proctor's Creek Wastewater Treatment Plan Project. 2. Up,on complete exe¢'ution cf the Mutual General Release and Settlement Agreement, Chesterfield County shall undertake the terms of that agreement and be bound by those terms subject to approval by E.P.A. and other applicable federal and state agencies of Change Order No. 10, mentioned in that agreement, and subject to funding by E.P.A. of Change Order No. 10 in conformance with the funding percentage established for the Proctor's Creek Wastewater Treatment Plant Project; 3. The Chairman of the Board of Supervisors and the County Administrator of the Board of Supervisors of Chesterfield County are hereby authorized and directed to execute the Mutual General Release and Settlement Agreement on behalf of Chesterfield County, contingent upon E.P.A. approval ~nd fu.~ding of Cha~qe Order No. ]O. Ayes: ?i;r. !Ic~rt~,.;,~, l;r. LoC. C, ~'~'. [~gr~je] smd Pts. Girone. Absent: Mr. Bookman. Mr. Dodd complimented the County Attorney's office for the handling of this matter. 83-25]. It was generally agreed that the Board would recess for lunch to meet with representatives of the Virginia Commonwealth University (VCU) and Virginia State University (VSU) at the Groaning Board Restaurant. Mr. Hedrick stated that the Board would be reconvening the meeting after lunch at the Airport Restaurant for an Executive Session to discuss personnel matters as permitted by Section 2.1-344 (a) (1) of the Code of Virginia, 1950, as amended. Reconvening: The Board met with representatives of VCU and VSU at lunch. After some discussion, it was on motion of Mrs. Girone, seconded by Mr. Dodd, resolved that the following resolution be adopted: Whereas, Virginia Commonwealth University, Virginia State University and the County of Chesterfield desire a close working relationship for their mutual benefit; and Whereas, The County desires to facilitate the accessibility of the manifold educational and professional resources of these comprehensive universities to assist in the analysis of various problems of management and program development and the delivery of services to citizens; and Whereas, the two Universities' purpose is to enhance use of the County as a preferred site for its faculty and students to observe and analyze the governmental processes and problems of a populous, rapidly growing suburban County; for the recruiting of students and placement of graduates; and for discharge of the responsibilities of these universities to apply their resources in appropriate forms of public service. Now, Therefore, Be It Resolved by the Board of Supervisors of Chesterfield County, that the County Administrator is authorized to enter into an agreement with the Presidents of Virginia Commonwealth University and Virginia State University to stimulate cooperative endeavors to the mutual benefit of the County and each University. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. 17. EXECUTIVE SESSION - PERSONNEL MATTERS On motion of Mr. Dodd, seconded by Mr. Daniel, the Board went into Executive Session to discuss personnel matters as permitted by Section 2.1-344 (a) (1) of the Code of Virginia, 1950, as amended. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman° Reconvening: On motion of Mr. Daniel, seconded by Mr. Dodd, the Board adjourned at 4:30 p.m. until 2:00 p.m. on May 18, 1983. Ayes: Mr. Robertson, Mr. Dodd, Mr. Daniel and Mrs. Girone. Absent: Mr. Bookman. County Administrator 83-252