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10-08-1997 MinutesBOARD OF SUPERVISORS MINUTES October 8, 1997 Supervisors in Attendance: Mr. Arthur S. Warren, Chairman Mrs. Renny B. Humphrey, Vice Chrm. Mr. Edward B. Barber Mr. Harry G. Daniel. Mr. J. L. McHale, III Mr. Lane B. Ramsey County Administrator School Board Members Dr. James R. Schroeder, Chrm. Mr. Thomas L. Wootton, Jr. Mrs. Elizabeth B. Davi~ Mr. Marshall W. Trammell, Jr. Dr. William C. Bosher, Jr. School Superintendent School Board Members Absent Ms. Dianne E. Pettitt School Staff in Attendance Dr. Carl Chafin, Asst. Superintendent for Administration Ms. Catherine Clark, Exe. Asst. to the Superintendent Ms. Lin Corbin-Howerton, Director of Accountability Mr. Larry Eltiot~, Asst. Superintendent for Instruction Ms. Judy Ellis, Director of Classification & Compensation Ms. Kathryn Kitchen, Asst. Superintendent for Business & Finance Ms. Debra Marlow, Director, Community Relations Ms. Susan Newton, Director, Management and Budget Staff in Attendance: Mr Craig Bryant, Dir., Utilities Ms Jana Carter, Dir., Youth Services Ms Marilyn Cole, Asst. County Administrator Ms Faith L. Davis, Clerk to the Board Ms Becky Dickson, Acting Dir., Budget & Management Mr William D. Dup!er, Building Official Deputy Chief Stephen A. Elswick, Fire Department Mr. Michael Golden, Dir., Parks and Recreation Mr. Bradford S. Hammer, Deputy Co. Admin., Human Services Mr. Russell Harris, County Ombudsman Mr. Thomas E. Jacobson, Dir., Planning Mr. Donald Kappel, Dir., Public Affairs Mr. R. John McCracken, Dir., Transportation Mr. Richard M. McElfish, Dir., Env. Engineering Mr. Steven L. Micas, County Attorney Mr. Francis M. Pitaro, Dir., General Services Mr~ 'James W~ ~Stan!ey, Police Department Mr. James J. L. Stegmaier, Deputy County Admin., Management Services Mr. M. D. Stith, Jr., Deputy Co. Admin., Community Development Mr. Thomas.Taylor, Dir., Block Grant Office Sheriff Clarence Williams, Sheriff's Department Mr. Scott Zaremba, Asst. Dir., Human Resource Mgmt. Mr. Warren called the joint Board of Supervisors/School Board meeting to order at. 3:15 p.m. at Camp Thunderbird. Mr. Warren then welcomed everyo~ to the meeting and recognized Mr. Don Jones, representing ~he Camp Thunderbird YMCA, and expressed appreciation to hi, for the use of the facility. Mr. Jones presented a brie{~h~.',story of CamP Thunderbird and welcomed everyone to ~h ..... ~.f!mty.. He expressed appreciation te Chesterfield Ceunty government fer their support. 97-665 Mr. Warren stated that Chesterfield County and the School System are intertwined and cooperative to ensure a strong future for the community. He then reviewed County/School System cooperative successes for 1996-97 including providing a site of the Centralia Fire Station; automating inventory of fixed assets using new bar coding; cooperation between County and School audit functions; Parks and Recreation assuming full responsibility for School grounds maintenance; agreements for the use/scheduling of athletic fields and facilities; the Fire Department performing fire inspections for the School System; fire safety training being provided to school staff; a consultant being retained to prepare a unified pay plan for County government and the School System; having a joint contract for the Employee Assistance Program; a jointly negotiated contract for Health, Dental and Prescription Drugs; career development initiatives involving the School Board, local businesses, and the Economic Development Department; Communities In Schools (CIS) providing support to the School System; and passing of last year's $228 million bond referendum. He stated that cooperation between the County and Schools is critical to future growth. He expressed appreciation to the School Board, School staff, and County staff for all their cooperative efforts. He stated that it has been a pleasure to work with Dr. Schroeder this year and that the Board of Supervisors and School Board share the same goals. Dr. Schroeder stated that cooperative efforts is a way to reduce cost. He further stated that the Board of Supervisors and School Board have placed high quality and high priority on the use of taxpayers' dollars. He stated that funding is not unlimited and that the two Boards are trying to make the best use of those dollars in accomplishing its mission statement. He further stated that the role of the School Board is to put young people and their educational needs first and that this role could not be possible without the support of the Board of Supervisors. He stated that Chesterfield is fortunate to have two cooperative Boards. He referenced the overwhelming support of the citizens of last year's bond referendum. He stated that sixty percent of the homes in Chesterfield County do not have school age children, however, the desires of the community is a strong school system. He further stated that a Virginia Commonwealth University (VCU) poll indicates 85 percent of Chesterfield residents rate County schools as good or excellent and 98 percent wanted to maintain or increase fiscal support of the schools. He stated that the School System's budget for 1997-98 represents an increase of slightly more than one percent over last year's Budget and its operating budget for this year includes only two percent for Administration. He further stated that last year the School Board implemented a reorganization of central office, which result in just under $1 million in annual savings. He stated that the School System has put its resources towards the most critical components of the educational process. He further stated that significant efforts have been made to reach out to the community such as eliminating the instructional fee for families; implementing the Super Senior Passport; increasing adult education offerings; and working with the Parks and Recreation Department in constructing new facilities that are available at certain times to the public. He further stated that the joint mission statement is the education of children in an environment that is safe and has the greatest programs that allow children to learn. He stated that Chesterfield students continue to perform at high levels -- above State and national levels. He further stated that the two Boards have an exciting accountability system that will revolutionize the way decisions are made. He expressed aPpreciation to the Board of Supervisors and staff for their efforts and cooperation. Dr. Bosher expressed appreciation to the County for their cooperative efforts with the School System. He stated that International Baccalaureate Programs will be introduced at Meadowbrook and Midlothian High Schools. He referenced the 10/8/97 97-666 magazine, "Info World" recently recognized the Chesterfield County Public Schools Office of Budget and Management as i~s twelfth most innovative home page. He presented information to the Board members regarding the International Baccalaureate, International EdUcational Programs, and c~pies of "Info World". Mr. Barber arrived at the meeting. Mr. Ramsey recognized Chesterfield County for receiving the 1997 Virginia Municipal League (VML) Communications Award and three City and County Communications and Marketing Association (CMA) Awards. He noted that County staff will soon be traveling to Hampton to accept the VML Award. He stated that he has enjoyed working with Dr. Bos~er this past year. He stated that approximately one and half years ago, the County and School System decided to have the County's Parks and Recreation Department to begin maintainJ, ng the School grounds. He further stated that Mr. Golden and his staff developed an excellent total quality process to identify issues and concerns regarding implementation of grounds maintenance throughout the school system. He s~ated that Sheriff Williams then developed an innovative idea to supplement the efforts of the Parks and Recreation Department. He then introduced Sheriff Williams. Sheriff Williams stated that he fe~,. there was ~'-~'.: ~.= opportunity to utilize some of the County inmates in assisting in the grounds maintenance and that the inmates were in jail for small crimes and are non-violent offenders. He stated that approximately 60-70 inmates pull weekend duty at the County jail. He further stated that 30-40 of the inmates were able to be put into the grounds maintenance program. He stated that with a cooperative effort between the School Board, County, and Sheriff's Office, the in, nates began assisting with the grounds maintenance of County schools on weekends. He recognized Lieutenant Michael Rubio who w~s present at the meeting. He stated that the efforts of these inmates has improved the appearance of School grounds. He further stated that the inmates take pride in their work, which is an added incentive of this program. He furn'her stated that seventy-five work days have been utilized towards this program; that 2,405 inmates have participated in the program; and that the County has saved $118,318 to-date from this. program. Dr. Bosher commended Sheriff Williams on his innovative idea and recognized the exceIleht work that is accomplished by the inmates. Sheriff Wi!liams briefly reviewed the rules and regulations followed by the inmates while working at the schools. He reemphas~zed that the inmates who work on the work crews are non-.violent offenders who are serving a small amount, of jail time. Mr. McHale stated that the cooperative efforts of the Sheriff's Department and 'the School staff has improved the appearance of School grounds. He further shated that this effort also shows the County cares about its public facilities and commended everyone involved for their efforts in this program. Mr. Golden recognized Bruce Dove, Chief of Parks, who was present at the meeting and who assisted in the grounds maintenance effort. He stated that 56 schools and over 60 sites are maintained. He briefly reviewed the process which lead to this cooperative effort. He then presented~an overview of the crew members working; PTA assisted projects; newly installed playgrounds and major school renovations; and new site improvements~ He noted Ehat over 76~ acres are currently being maintained every 8-10 days. He stated ~hat outstanding issues include capital equipment replacement and capital site improvements. He further stated that more joint coordination between the County and School System include locating 10/8/97 97-667 facilities, as an the futulre Greenspring Elementary School, and more "seamless" programming/use of facilities/new construction. He expressed appreciation~to County and School staff for their efforts. Dr. Bosher recognized Mr.i Steve Dimmett and Ms. Becky Gates, colleagues observing the process tlhis evening. He stated that he has only received positive comments from School Administrators about this program. He then introduced Ms. Lin Corbin-Howerton. He recognized Ms. Cathy Clark and briefly reviewed the educational background of Ms. Corbin-Howerton and Ms. Clark. He also recognized Mr. Doug Pick, Chairman of the Chesterfield County Public Schools Foundation, who was present at the meeting. Ms. Lin Corbin-Howerton expressed appreciation to County staff for assisting the School System in developing a foundation for the School's accountability program. She stated that the purpose of the School accountability program is to demonstrate the performance of the school division, the local schools, and students against high-quality standards and is closely related to a total quality model. She then reviewed the five areas of focus of the School accountability model including examples of the standards in each area, (1) safe schools -- establish, enforce, and model standards of conduct which minimize disruption and support public and individual rights and participation and (2) academic achievement -- students demonstrate an understanding of the nature and structure of matter, the characteristics of energy and their interrelationships in physical systems. Discussion, comments, and questions ensued relative to how this accountability information is presented to students and their families; the process of handling remediation for students; the development of alternative programs for certain (average) students; the increasing number of students enrolling in Chesterfield schools without basic skills; and the issue of students receiving diplomas who are not actually prepared to graduate and move on to college. Ms. Corbin-Howerton continued to review the areas of focus of the School accountability model including (3) parent and community involvement -- families play an integral role in assisting student learning both at home and at school; (4) technology -- teachers and administrators use technology effectively and ethically to improve teaching and learning of the Essential Learnings across the curriculum; and (5) accountability -- the design, process, and products of the Chesterfield County Public School (CCPS) accountability system meet the purposes and expectations established by the School Board. She then reviewed measures of performance against standards; targets/benchmarks; and audits. She stated that continuous improvement efforts~ of the School System include response to audit findings, improvement planning, and establishment of technical assistance teams. There was brief discussion relative to last year's targets including reducing absenteeism rates at County schools. Mr. McHale stated that it is an exciting time to be involved with local government in Chesterfield because both the Schools and County Administration are on the leading edge of accomplishing some very innovative things in preparing students for the workforce. He ~ommended the School System on their efforts and stated that he feels the accountability model will be well received. z0/8/97 97-668 Mr. Daniel stated that he is pleased about the report that has been presented today. He further stated that great things are happening within, the County's School ,J~v~'~em.~_ ,L and that educational performance is a continuous imnrovement ~r{Dcess in Chesterfield schoels. It was generally agreed to recess for dinner. Reconvening: Mr. Zaremba and Ms. Ellis provided an update on the County's Unified Pay Plan Study including members of the Task Force; the School's focus groups; and County focus groups. They then reviewed project objectives including reviewing of existing classification and compensation programs; identifying similarities and dissimilarities in the classification, compensation, survey methodology and related salary administration policies of both the County and Schools; conducting in--depth analysis of pay comparability of selected job classifications; assessing long-term financial impact of creating a unified pay plan; recommending a methodology for continued use by both organizations. There was brief discussion relative to the long-term financial impact of the Unified Pay Plan; how the County's salaries compare to the market; competition between the two organizations for employees; and July 1, 1998 being the recommended timeframe for putting a plan in place regarding the Unified Pay Plan. Mr. Ramsey reviewed the School target process and stated that his proposed methodology for establishing the School's FY99 target relates growth in student enrollment to growth in total population. He presented an overview of student enrollment to growth in overall population from FY94 to FY98. He further stated that the current methodology does not consider the trend in school enrollment to the total population. He noted that enrollment, as a percentage of the population, has declined from 20.63 percent in FY93 to 19.75 in FY98. He stated that staff has devised an approach that will consider student enrollment as a percentage of the total population each year, and at the same time, eliminate the possibility of any drastic change in these tends by using a five year rolling average for both enrollment and population. He further stated that with the refining of the allocation formula, he felt it was appropriate to outline his recommendations regarding year-end results of operations. He stated that he recommends that any expenditure savings be reappropriated to the School's current budget and his recommendation for any excess property tax revenue will be to reallocate these funds to School's in the fOllowing year's budget based on the allocation methodology. He further stated that significant demands are being seen on the County side, at a higher ratio than the population~ specifically in the area of pub!~c safety. There was brief discussion relative to the increase in demands on the side of the School System. Mr. Ramsey stated that this formula change keeps the allocation equal or more balanced between the two organizations. Mr. Wootton snared that a major concern of the School System is federal and State mandates that are not being fully funded by the federal and State governments that must be funded with local dollars. He expressed concerns relative to impact on revenue to the County if personal property taxes or automobile taxes are eliminated. 97-669 10/8297 There was brief discussion relative to the impact the BPOL tax had on the County. Mr. Daniel stated that Mr. Ramsey is only reviewing ideas and his recommendation and that this methodology will be further addressed before any decisions are made~ Mr. McHale clarified that the proposed refined methodology would be implemented for the FY99 Budget. Dr. Bosher stated that there is not a circumstance in which he hopes to have less revenue for the School Division, unless there are less costs attached. He further stated that he is aware that as this community changes, the County's needs will come in competition with the School System. He stated that he clearly has empathy with Mr. Ramsey's need for responding to other services and expressed appreciation to Mr. Ramsey for his efforts and commitment in developing the proposed methodology. When asked, Mr. Ramsey stated that this methodology would not decrease the School System's Budget for FY99, but rather result in a smaller increase. Mr. Barber concurred with the comments regarding changes that have been made at the State level, which have been professed to the public as being revenue neutral, not being revenue neutral. He stated that the possibility of eliminating personal property or automobile taxes is a real issue. He further stated that he feels the two Boards need 'to address the issue of the BPOL tax with the business community and stress the importance of their tax contributions. He stated that County citizens are happy with the efforts of the Board of Supervisors and School Board as it relates to the budget process. He expressed concerns relative to the General Assembly's definition of educational standards of quality. He stated that he feels a concerted effort needs to be made with the County's General Assembly Delegation in order to address issues which ultimately result in unfunded mandates from the State and proposals which ultimately result in revenue reductions. Mr. Trammell stated that all factors and concerns need to be considered when recommending the new methodology. Mr. Barber stated that he feels the two Boards need to be a united voice concerning this issue; that the two Board's legislative agendas need to be in-sync; and that the two Boards need to demand its citizens to voice the need for increased State revenue from the General Assembly. Mrs. Humphrey concurred with Mr. Barber's comments regarding the issue being addressed of the General Assembly. It was generally agreed t° adjourn to the Public Meeting Room for the Board of Supervisors regularly scheduled meeting. Reconvening: 97-670 x0/8/97 Mr. Warren called the regularly scheduled meeting to order at 7:00 p.m. in the Public Meeting Room. 1. INVOCATION Mr. Ivan W. Perkinson, Pastor of Matoaca Christian Fellowship, gave the invocation. 2. PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA ~mbers of Boy Scout Troop 860 led the Pledge of Allegiance to the Flag of the United States of America. 3. APPROVAL OF MINUTES On motion of Mr. McHale, seconded by Mr. Barber, the approved the minutes of September 24, 1997, as amended. Vote: Unanimous Board 4. COUNTY ADMINISTRATOR'S COMMENTS Mr. Ramsey stated that the County's career firefighters and the Chester Volunteer Fire Department participated in the National MDA Boot Drive for Jerry's Kids on August 30 - September 1, 1997. He further stated that the firefighters across the County raised $12,435 for this event and raised more funds than all Fire Departments across the region. He introduced Lieutenant Mark Vaeth, coordinator of this project and Ms. Maddie Stewart, from the Muscular Dystrophy Association. Ms. Stewart presented Lieutenant Vaeth with a plaque, on behalf of MDA, expressing appreciation for the County's efforts and support toward this event. Lieutenant Vaeth expressed appreciation for the opportunity to allow the firefighters to collect the funds while on-duty. Mr. Ramsey introduced Deputy Chief Elswick. Chief Elswick stated that the Fire Department received a resolution from the Sussex County Board of Supervisors expressing appreciation for the Dive Team's involvement in the Pathways to Freedom bus accident that occurred on 1-95 at Stony Creek, Virginia on July 29, 1997. He further stated that the Dive Team was able to dive and retrieve the briefcase which held all the parental slips that allowed the hospital to treat the injured children. He recognized Senior Battalion Chief Richard L. Bucher and Lieutenant Jerald E. Pruden, coordinators of the Dive Team, who were present at the meeting. 5. BOARD COMMITTEE REPORTS Mr. Warren introduced Ms. Carol Marshal, representing the Chesterfield Little League. He displayed a copy of a picture given to each Board member, on behalf of the League, showing all players who participate in the League. Ms. Marshal expressed appreciation to the Board and County staff for their continued support of the League and for the use of County facilities. 97-671 10/8/97 REQUESTS TO POSTPONE ACTION, ADDITIONS, OR CHANGES IN THE ORDER OF PRESENTATION On motion of Mr. McHale, seconded by Mr. Barber, the Board added Item 9.B.15., Transfer for Clover Hill District Three Cent Road Funds for the Purchase and Installation of Playground Equipment at Providence Elementary School and added Item 9.A.3., Nomination/Appointment to the Drug and Alcohol Abuse Task Force and, adopted the agenda, as amended. Vote: Unanimous 7. WORK SESSIONS There were no Work Sessions at this time. 8. DEFERRED ITEMS There were no Deferred Items at this time. 9. NEW BUSINESS 9.A. APPOINTMENTS On motion of Mr. Daniel, seconded by Mr. McHale, the Board suspended its rules at this time to allow simultaneous nomination/appointment/reappointment of members to serve on the Central Virginia Waste Management Authority Board of Directors and the Solid Waste Advisory Committee. Vote: Unanimous 9.A.1. CENTRAL VIRGINIA WASTE MANAGEMENT AUTHORITY BOARD OF DIRECTORS On motion of Mr~ McHale, seconded by Mrs. Humphrey, the Board simultaneously nominated/appointed/reappointed Mr. William Howell, representing the County at-large, and Mr. James J. L. Stegmaier, alternate member, to serve on the Central Virginia Waste Management ~lthority Board of Directors, whose terms are effective immediately and will expire December 31, 1998. Vote: UnanimoUs 9.A.2. SOLID WASTE ADVISORY COMMITTEE On motion of Mr. McHale, seconded by Mrs. Humphrey, the Board simultaneously nominated/appointed Ms. Mary Zippler, representing Bermuda District, to serve on the Solid Waste Advisory Committee, whose term is effective immediately and will expire December 31, 1998. Vote: Unanimous 9.A.3. DRUG AND .ALCOHOL ABUSE TASK FORCE On motion of Mr. McHale, seconded by Mrs. Humphrey, the Board simultaneously nominated/appointed Mrs. Lu Henderson, adult member, and Miss Georgz Fisher, student member, both representing Bermuda District, to serve on the Drug and Alcohol Abuse Task Force, whose terms are effective immediately and will be at the pleasure of the Board. Vote: Unanimous 97-672 10/8/97 9.B. CONSENT ITEMS 9.B.1. AUTHORIZATION FOR COUNTY ADMINISTRATOR TO AWARD A CONTRACT'TO HUGHES GROUP ARCHITECTS'INCORPORATED FOR DESIGN OF FIRE STATIONS On motion of Mr. McHale, seconded by Mr. Barber, the Board authorized the County Administrator to award a requirements contract to Hughes Group Architects, Incorporated for the design, construction, and administration services for four fire stations over the next five to eight years, as well as the potential for additional tasks relating to additions/ alternations to other County fire stations. (It is noted that individual scopes of work and fees will be negotiated on a per project basis.) Vote: Unanimous 9.B.2. REQUEST FOR FIREWORKS DISPLAY FOR THE NEW TARGET STORE ON MIDLOTHIAN TURNPIKE AND HUGUENOT ROAD On motion of Mr. McHale, seconded by Mr. Barber, the Board approved a request from Ms. Mary Sorrel, retained by Target Stores of Richmond West, to stage a fireworks display at an adjacent parcel to the new Target Store located at Midlothian Turnpike and Huguenot Road on October 11, 1997. Vote: Unanimous 9.B.3. AMENDMENT TO BOARD MINUTES OF AUGUST 27, 1997 On motion of Mr. McHale, seconded by Mr. Earber, the Board amended the Board minutes of August 27, 1997 as follows: FROM: "This day the County Environmental Engineer, in accordance with directions from this Board, made report in writing upon his examination of the roads in Elko Farms, Matoaca District, and Whereas, the Resident Engineer for the Virginia Department of Transportation has advised the Director of Environmental Engineering, the streets in Elko Farms, Matoaca District, meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation, and Whereas, the County and the Virginia Department of Transportation have entered into an agreement, recorded in Deed Book 2453, Page 405, January 21, 1994, for all stormwater detention/retention facilities in the County. Therefore, upon consideration whereof, and on motion of Mr. McHale, seconded by Mr. Barber, it is resolved that the roads in Elko Farms, Matoaca District, be and they herebY are established as public roads. And be it further resolved, that the Virginia Department of Transportation, be and is hereby requested to take into the Secondary System, pursuant., to Section 33.1-229, Code of Virginia, and the Department's Subdivision Street Requirements, the following: Name of Street: Redwood Drive From: Boxwood Lane, 0.16 mile west of Elko Road, State Route 760 To: Elko .Road, State Route 760, 0.62 mile north of Woodpecker Road, State Route 627 Guaranteed Right-of-Way Width: 50 feet. Length: 0.16 mile 10/8/97 97-673 Name of Street: Boxwood Lane Length: 0.34 mile From: Cul-de-sac, 0.09 mille south of Redwood Drive To: Cul-de-sac, 0.25 mile north of Redwood Drive Guaranteed Right-of-Way Width: 50 feet. Name of Street: Boxwood Court Length: 0.07 mile From: Cul-de-sac, 0.07 miile west of Boxwood Lane To: Boxwood Lane, 0.13 imile north of Redwood Drive Guaranteed Right-of-Way Width: 50 feet. This request is inclusive of the adjacent slope, sight distance, clear zone, and designatedVirginia Department of Transportation drainage easements indicated on the development plat. These roads serve 29 lots!. Elko Farms is recorded as! follows: Plat Book 86, Pages 74, 7~, and 76, January 9, 1995. Vote: Unanimous" TO: "This day the County Environmental Engineer, in accordance with directions from this Board, made report in writing upon his examination of the roads in Elko Farms, Matoaca District, and Whereas, the Resident Engineer for the Virginia Department of Transportation has advi!sed the Director of Environmental Engineering, the streets in Elko Farms, Matoaca District, meet the requirements established by the Subdivision Street Requirements of the Virginia Depar%ment of Transportation, and Whereas, the County and the Virginia Department of Transportation have entered into an agreement, recorded in Deed Book 2453, Page 405, January 21, 1994, for all stormwater detention/retention faciliities in the County. Therefore, upon consideration whereof, and on motion of Mr. McHale, seconded by Mr. Barber, it is resolved that the roads in Elko Farms, Matoaca District, be and they hereby are established as public roads. And be it further resolved, that the Virginia Department of Transportation, be and ils hereby requested to take into the Secondary System, pursuant to Section 33.1-229, Code of Virginia, and the Department's Subdivision Street Requirements, the following: Name of Street: Vinewood Drive Length: 0.16 mile From: Thornwood Lane, 0.16 mile west of Elko Road, State Route 760 To: Elko Road, State Route 760, 0.62 mile north of Woodpecker Road, State Route 627 Guaranteed Right-of,Way Width: 50 feet. Name of Street: Thornwood Lane Length: 0.34 mile From: Cul-de-sac; 0.09 mile south of'Vinewood Drive To: Cul-de-sac, 0.25 mile north of Vinewood Drive Guaranteed Right-of-Way.Width': 50 feet. Name of Street: Thornwood Court Length: 0.07 mile From: Cul-de-sac, 0.07 m$1e west of Thornwood Lane To: Thornwood Lane, 0.73 mile north of Vinewood Drive Guaranteed Right-of-Way Width: 50 feet. This request is inclusivelof the adjacent slope, sight distance, clear zone, and designated Virginia Department of Transportation drainage easements indic~ted on the development plat. 10/8/97 97-674 , / These roads serve 29 lots. Elko Farms is recorded as follows: Plat Book 86, Pages 74, 75, and 76, January 9, 1995. Vote: Unanimous" ~ Vote: Unanimous 9.B.4. STATE ROAD ACCEPTANCE This day the County Environmental Engineer, in accordance with directions from this Board, made report in writing upon his examination of the roads in Pheasant Run, Section B, Bermuda District, and Whereas, the Resident Engineer for the Virginia Department of Transportation has advised the Director of Environmental Engineering, the streets in Pheasant Run, Section B, Bermuda District, meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation, and Whereas, the County and the Virginia Department of Transportation have entered into an agreement, recorded in Deed Book 2453, Page 405, January 21, 1994, for all stormwater detention/retention facilities in the County. Therefore, upon consideration whereof, and on motion of Mr. McHale, seconded by Mr. Barber, it is resolved that the roads in Pheasant Run, Section B, Bermuda District, be and they hereby are established as public roads. And be it further resolved, that the Virginia Department of Transportation, be and is hereby requested to take into the Secondary System, pursuant to Section 33.1-229, Code of Virginia, and the Department's Subdivision Street Requirements, the following: Name of Street: Bird's Eye Terrace Length: 0.12 mile From: End of cul-de-sac, 0.12 mile northwest of Pheasant Run Drive, State Route 5120 To: Pheasant Run Drive, State Route 5120, 0.03 mile south of Happy Hill Road, State Route 619 Guaranteed Right-of-Way Width: 50 feet. Name of Street: Thrushwood Way Length: 0.11 mile From: Thrushwood Turn, 0.11 mile southwest of Bird's Eye Terrace To: Bird's Eye Terrace, 0.07 mile northwest of Pheasant Run Drive, State Route 5120 Guaranteed Right-of-Way Width: 50 feet. Name of Street: Thrushwood Court Length: 0.03 mile From: End of cul-de-sac, 0.03 mile southeast of Thrushwood Way To: Thrushwood Way, 0.05 mile soUthwest of Bird's Eye Terrace Guaranteed Right-of-Way Width: 40 feet. Name of Street: Thrushwood Turn Length: 0.12 mile From: Cul-de-sac, 0~03 mile south of Thrushwood Way To: Cul-de-sac, 0.09 mile northeast of Thrushwood Way Guaranteed Right--of-Way Width: 50 feet. Name of Street: Fantail Court Length: 0.03 mile From: Pheasant Run Drive, State Route 5120, 0.27 mile west of Happy Hill Road, State Route 619 To: Cul-de-sac, 0.03 mile northwest of Pheasant Run Drive, State Route 5120 Guaranteed Right-of-Way Width: 50 feet. 0/8/97 97-675 This request is inclusive of the adjacent slope, sight distance, clear zone, and designated Virginia Department of Transportation drainage easements indicated on the development plat. These roads serve 43 lots. This section of Pheasant Run is recorded as follows: Section B, Plat Book 81, Page 82, August 13, 1993. Vote: Unanimous 9.B.5. STATE ROAD ACCEPTANCE AND ABANDONMENT On motion of Mr. McHale, seconded by Mr. Barber, the Board adopted the following resolution: Whereas, G. W. Carver Middle School, a new public school situated off State Route 144, is served by a roadway, Cougar Trail, and access for school bus traffic, as depicted on the sketch attached, and Whereas, construction of the road and bus access is complete, was financed from sources other than those administered by the Virginia Department of Transportation, and meets standards deemed appropriate by the Department of Transportation for the class of roadway and traffic anticipated. Whereas, the Chesterfield County School Board and this Board hereby guarantee a right-of-way of variable widths from 24 to 110 feet and additional drainage and slope easements as necessary for maintenance of the road and the bus access, Now, therefore be it resolved, this Board, pursuant to §33.1.68, Code of Virginia, 1950, as amended, requests the following roads be added to the secondary system of state highways, Name of Street: Cougar Trail Length: 0.44 mile From: The dead end, 0.44 mile west to Harrowgate Road To: Harrowgate Road, State Rou~e 144, 0.09 mile south of Harrow Drive, State Route 11.76 Guaranteed Variable Right-of-Way Width: 65 feet to 110 feet. Name of Street: G.W. Carver Middle School Bus Access Length: 0.15 mile From: A point on Cougar Trail, 0.14 mile east of the dead end, running northerly and easterly To: A point rejoining Cougar Trail, 0.21 mile west of Harrowgate Road, State Route 144 Guaranteed Variable Right-of-Way Width: 24 feet to 30 feet. Be it further resolved, this Board hereby agrees to reimburse Virginia Department of Transportation any costs incurred by the Department to correct defects that occur in the roads and their supporting fills and drainage within the first year following the acceptance of the road as part of the secondary system of state highways. Be it further resolved, the old alignment of State Route 1177 is hereby abandoned pursuant to §33.1-155, Code of Virginia, 1950, as amended, in favor of the road addition requested above and depicted on the sketch attached. Be it further resoilved, that a certified copy of this resolution be forwarded to the Resident Engineer of the Virginia Department of Transportat%on. Vote: Unanimous 97-676 10/s/97 9.B.6. SET DATES FOR PUBLIC HEARINGS 9.B.6.a. TO CONSIDER ORDINANCE AMENDMENTS FOR THE JEFFERSON DAVIS AND WALTHALL ENTERPRISE ZONES ANDAMENDMENTS TO THE COUNTY'S ENTERPRISE ZONE APPLICATION On motion of Mr. McHale, seconded by Mr. Barber, the Board set the date of November 12, 1.997 at 7:00 p.m. for a public hearing to consider an ordinance to amend the Code of the County of Chesterfield, 1997, as amended, by amending and reenacting Sections 6-5, 9-31 and 9-64 relating to enterprise zones. Vote: Unanimous 9.B.6.b. TO CONSIDER AN ORDINANCE RELATING TO AUTOMOBILE SELF- SERVICE STATIONS, AUTOMOBILE SERVICE STATIONS, AND TRACTOR-TRAILER SERVICE STATIONS On motion of Mr. McHale, seconded by Mr. Barber, the Board set the date of November 12, 1997 at 7:00 p.m. for a public hearing to consider an ordinance to amend the Code of the County of Chesterfield, 1997, as amended, by amending and reenacting Sections 19-172, 19-187, and 19-301 relating to automobile self- service stations, automobile service stations, and tractor- trailer service stations. Vote: Unanimous 9.B.6.c. TO CONSIDER THE CONVEYANCE OF A LAND LEASE TO DOMINION AVIATION SERVICES On motion of Mr. McHale, seconded by Mr. Barber, the Board set the date of October 22, 1997 at 7:00 p.m. for a public hearing to consider the conveyance of a land lease to Dominion Aviation Services, Incorporated. Vote: Unanimous 9.B.6.d. TO CONSIDER AMENDMENTS TO THE FIXED BASE OPERATOR SERVICES AND LEASE AGREEMENT WITH DOMINION AVIATION SERVICES, INCORPORATED On motion of Mr. McHale, seconded by Mr. Barber, the Board set the date of November 12, 1997 at 7:00 p.m. for a public hearing to consider amendments to the Fixed Base Operator (FBO) Services and Lease Agreement with Dominion Aviation Services, Incorporated. Vote: Unanimous 9.B.8. APPROPRIATION OF FUNDS FOR TMR CITIZEN SATISFACTION SURVEY On motion of Mr. McHale, seconded by Mr. Barber, the Board authorized the County Administrator to execute contract documents and appropriate $82,200 for Phase 1 of the Citizens Satisfaction Survey. Vote: Unanimous 97-677 10/8/97 9.B.9. APPROVAL OF LEASE FOR PROPF. RTY AT 1301 MW. ADOWVILLE ROAD On motion of Mr. McHale, seconded by Mr. Barber, the Board approved the lease of County owned property at 1301 Meadowville Road for residential use on,a montk to month term, in the amount of $700 per month, and authorized the Chairman of the Board of Supervisors and the County Administrator to execute the necessary lease~ Vote: Unanimous 9.B.10. APPROPRIATION OF FUNDS FOR THE SWIFT CREEK WATER TREATMENT PLANT - NEW LABORATORY PROJECT On motion of Mr. McHale, seconded by Mr. Barber, the Board appropriated $130,000 from the Water Fund Balance to the Swift Creek Water Treatment Plant - New Laboratory Project. Vote: Unanimous 9.B.11. ACCEPTANCE OF PARCELS OF LAND 9 .B.11.a. ALONG WINTERPOCK ROAD FROM CHRISTIAN FELLOWSHIP CHURCH On motion of Mr. McHate, seconded by Mr. Barber, the Board accepted the conveyance of a parcel of land containing 0.276 acres along Winterpock Road (State Route 621) from Christian Fellowship Church and authorized the County Administrator to execute the necessary deed. (It is noted that a copy of the plat is filed with the papers of this Board.) Vote: Unanimous 9 .B.11.b. FOR MURIFIELD GREEN DRIVE FROM AUSTIN-DAVIDSON, INCORPORATED On motion of Mr. McHale, seconded by Mr. Barber, the Board accepted the conveyance of a parcel of land containing 0.100 acres from Austin-Davidson, Incorporated, a Virginia Corporation and authorized the County Administrator to execute the necessary deed. (It is noted that a copy of the plat is filed with the papers of this Board.) Vote: Unanimous 9.B.12. REQUEST FOR PERMISSION FROM WAYNE M. GROSS AND PATTIE N. GROSS FOR CURB AND GUTTER TO ENCROACH WITHIN EXISTING SIXTEEN FOOT SEWER AND SIXTEEN FOOT WATER EASEMENTS On motion of Mr. McHale, seconded by Mr. Barber, the Board approved a request from Wayne M. Gross and Pattie N. Gross for curb and gutter to encroach within existing sixteen foot sewer and sixteen foot water easements, subject to the execution of a license agreement. (It is noted that a copy of the vicinity sketch is filed with the papers of this Board.) Vote: Unanimous 97-678 10/8/97 , / 9 .B.13. APPROVAL OF REQUEST FROM WALTER W. MARSH FOR AN EXCEPTION TO THE USE OF PUBLIC WATER FOR FOUR RESIDENTIAL STRUCTURES LOCATED OFF BELMONT ROAD On motion of Mr. McHale, seconded by Mr. Barber, the Board approved a request from Walter W. Marsh for an exception to the use of public water for four proposed residential structures (Lots A, B, H, & E) located off Belmont Road, in the vicinity of the Five Forks development. (It is noted that a copy of the plat is filed with the papers of this Board.) Vote: Unanimous 9.B.14. AUTHORIZATION FOR COUNTY ADMINISTRATOR TO EXECUTE A LEASE AGREEMENT WITH UKROPS SUPERMARKETS, INCORPORATED FOR OFFICE SPACE AT THE CENTRECOURT BUILDING FOR THE ECONOMIC DEVELOPMENT DEPARTMENT On motion of Mr. McHale, seconded by Mr. Barber, the Board authorized the County Administrator to execute a new five year lease agreement with Ukrops Super Markets, Incorporated, in the amount of $3,952.83 per month, for office space at the CentreCourt Building for the Economic Development Department, in a form approved by the County Attorney. (It is noted that the lease agreement also includes a $15,000 refurbishment allowance for the purposes of making improvements to the office space.) Vote: Unanimous 9.B.15. TRANSFER OF CLOVER HILL DISTRICT THREE CENT ROAD F~DS FOR THE PURCHASE AND INSTALLATION OF PLAYGROUND EQUIPMENT AT PROVIDENCE ELEMENTARY SCHOOL On motion of Mr. McHale, seconded by Mr. Barber, the Board transfered $2,000 from the Clover Hill Three Cent Road Fund to the School Board to purchase and install playground equipment at Providence Elementary School. Vote: Unanimous 9.B.7. RESET A PUBLIC HEARING TO CONSIDER AN ORDINANCE RELATING TO HOTELS AND RESTRICTED USES IN A CORPORATE OFFICE 0-2 DISTRICT Mr. Barber requested that the Board set the date of December 10, 1997 for this public hearing, rather than November 12, 1997, as recommended at this time. Mr. Barber then made a motion, seconded by Mr. Warren, for the Board to reset the date for December 10, 1997 at 7:00 p.m. for a public hearing to consider an ordinance to amend the Code of the County of Chesterfield~ 1997, as amended, by amending and reenacting Sections 19-137 and 19-138 relating to hOtels and restricted uses in a corporated office 0-2 district. Vote: Unanimous 10. HEARINGS OF CITIZENS ON UNSCHEDULED MATTERS OR CLAIMS There were no Hearings of Citizens on Unscheduled Matters or Claims. 97-679 10/8/97 11. REPORTS On motion of Mr. McHale, Seconded by Mr. Warren, the Board accepted the following reports: A report on Developer Water and Sewer Contracts and a status report on the General Fund Balance; Reserve for Future Capital Projects; District Road and Street Light Funds; and Lease Purchases. Vote: Unanimous 12. RESOLUTIONS AND SPECIAL RECOGNITIONS 12.A. RECOGNIZING OCTOBER 9, 1997 AS "C~RISTMAS MOTHER DAY" Ms. Suzanne Fleming introduced Ms. Martha Miles, 1997 Chesterfield/Colonial Heights Christmas Mother, who was present to receive the Z~esolution. On motion of the Board, the following resolution was adopted: WHEREAS, most families in Chesterfield County enjoy peace and happiness during the Christmas holidays; and WHEREAS, there are many children, elderly and less fortunate, who do not have the means to enjoy this special time of year; and WHEREAS, the Chesterfield/Colonial Heights Christmas Committee has successfully provided food, gifts, and clothing to many of our citizens in the past; and WHEREAS, Ms. Martha Miles has been elected 'Christmas Mother for 1997 and requests support of all the citizens of the County to ensure that those less fortunate may enjoy this special season of the year. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors public]_y recognizes October 9, 1997 as "Christmas Mother Day" and urges all citizens of Chesterfield County to support this worthy endeavor. AND, BE IT FURTHER RESOLVED, that the Board of Supervisors publicly commends the Christmas Committee for their very successful efforts in past years and extends best wishes for a successful 1997 season. AND, BE IT FURTHER RESOLVED, that a copy of this resolution be presented to Ms. Miles and that this resolution be permanently recorded among the papers of this Board of Supervisors of Chesterfield County, Virginia. Vote: Unanimous Mr. Warren presented the executed resolution and a check, in the amount of $7,000, to Ms. Miles and expressed appreciation for their efforts in providing food, gifts, and clothing to many citizens in the County. Ms. Miles expressed appreciation for the recognition and check; stated that she is honored to be the 1997 Christmas Mother; and expressed appreciation t~ the Board of Supervisors and County and School staff for their support of the Christmas Mother Program. 97-680 10/8/97 12.B. RECOGNIZING OCTOBER, 1997 AS "NATIONAL QUALITY MONTH" Ms. Sharon Randol stated that the County recently had a contest in which employees submitted a theme for Quality Month this year. She further stated that the winning theme was "Chesterfield -- Excellence is our destination, quality is our path". She recognized the quality efforts of County staff. On motion of the Board, the following resolution was adopted: WHEREAS, a commitment to excellence in manufacturing, service, and government is essential to our nation's well-being; and WHEREAS, over the years, Virginians have shown great personal pride and interest in developing quality goods and services and in promoting a high standard of excellence in both the public and private sectors; and WHEREAS, from the smallest to largest manufacturing and service organizations in the Commonwealth of Virginia, quality is a major concern; and WHEREAS, the individual workers, business leaders, educators, and government officials must work together to promote excellence in the public and private sectors; and WHEREAS, in February, 1992, the Chesterfield County Board of Supervisors directed the County Administrator to develop and initiate an ongoing total quality improvement effort aimed at reinventing the way Chesterfield County government services its customers; and WHEREAS, many County employees have already joined the ranks of those in the private sector who are applying quality improvement tools and training in the workplace; and WHEREAS, Chesterfield County has developed ongoing partnerships with quality leaders in the private sector. NOW, THEREFORE BE IT RESOLVED, that the Chesnerfield County Board of Supervisors publicly recognizes October, 1997 as "Quality Month" in Chesterfield County and calls its significance to the attention of all its citizens. Vote: Unanimous Mr. Warren preSented the executed resolution to Ms. Randol, expressed appreciation for her Total Quality Improvement efforts in the County, and recognized the County's commitment to excellence. Ms. Randol expressed appreciation for the recognition. 12.C. RECOGNIZING DR. GUY CABRAL AND MS. BERTIE STEIL FOR THEIR SERVICE ON THE DRUG AND ALCOHOL ABUSE TASK FORCE Ms. Carter introduced Dr. Guy Cabral and Ms. Bertie Steil who were present to accept the resolutions. She recognized Mr. Robert Birdsong, a member of the Drug and Alcohol Abuse Task Force, who was also present at the meeting. On motion of the Board, the following resolution was adopted: WHEREAS, the Chesterfie/d County Board of Supervisors and the Chesterfield County Drug and Alcohol Abuse Task Force are committed to addressing concerns about alcohol and drug use and abuse in our community; and 97-681 10/8/97 WHEREAS, the Drug and Alcohol Abuse Task Force is made up of dedicated Chesterfield County residents who volunteer their time and service to their community; and WHEREAS, Dr. Guy Cabral faitlhfully served on the Drug and Alcohol Abuse Task Force, representing the Clover Hill District for eight years -- from 1989 to 1997; and WHEREAS, Dr. Cabral served as Chair of the Drug and Alcohol Abuse Task Force for three years -- from 1993 to 1996; and WHEREAS, Dr. Cabral provided leadership to the Drug and Alcohol Abuse Task Force in the establishment of the Chesterfield Mobilization Against Substance Abuse. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors publicly recognizes and expresses their appreciation to Dr. Cabral for his leadership, service, and commitment to the Drug and Alcohol Abuse Task Force. AND, BE IT FURTHER RESOLVED, that a copy of this resolution be presented to Dr. Guy Cabral and that this resolution be permanently recorded among the papers of this Board of Supervisors of Chesterfield County, Virginia. And, further, the Board adopted the following resolution: WHEREAS, the Chesterfield County Board of Supervisors and the Chesterfield County Drug and Alcohol Abuse Task Force are committed to addressing concerns about alcohol and drug use and abuse in our community; and WHEREAS, the Drug and Alcohol Abuse Task Force is made up of dedicated Chesterfield County residents who volunteer their time and service to others; and WHEREAS, Ms. Bertie Steil was a faithful member of the Drug and Alcohol Abuse Task Force, representing the Clover Hill District for seven years -- from 1990 to 1997; and WHEREAS, Ms. Steil served as Chair of the Drug and Alcohol Abuse Task Force during fiscal year 1996-97; and WHEREAS, Ms. Steil has taken an active role in the Chesterfield Mobilization Against Substance Abuse, including serving on the Mobilization's Speakers Bureau. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors publicly recognizes and expresses their appreciation to Ms. Berrie Steil for her genuine concern for the well-being of her community and for her leadership, commitment, and service to the Drug and Alcohol Abuse Task Force. AND, BE IT FURTHER RESOLVED, that a copy of this resolution be presented to Ms. Steil and that this resolution be permanently recorded among the papers of this Board of Supervisors of Chesterfield County, Virginia. Vote: Unanimous Mr. Warren presented the executed resolutions to Dr. Cabral and Ms. Steil, accompanied by Mr. Fred Carreras, Chair of the Task Force, and express'ed appreciation for their dedicated service to the Drug and Alcohol Abuse Task Force. Mr. Carreras presented Mr. Cabral and Ms. Steil with a plaque, on behalf of the Task Force and the citizens of Chesterfield County, expressing their appreciation for their dedicated service and efforts to the Task Force. 10/8/97 97-682 12.D. RECOGNIZING CHESTER WAL-MART EMPLOYEES ANDMANAGEMENTFOR THEIR CONTRIBUTION TO THE CHESTERFIELD FIRE DEPARTMENT FIRE AND LIFE SAFETY HOUSE Fire Marshal DaVid Creasy introduced Mr. Len Mazzei, Manager of Chester Wal-Mart, who was present to receive the resolution. On motion of the Board, the following resolution was adopted: WHEREAS, the loss of life and property due to fire occurs primarily in our homes and the majority of home fires are preventable; and WHEREAS, the goal of Fire and Life Safety Education is to reduce loss of life, serious injuries, and loss of property; and WHEREAS, the most important goal of Fire and Life Safety Education is to teach children fire behavioral practices and to change unsafe fire prevention behavioral practices in adults; and WHEREAS, teaching children and adults how to identify and eliminate potential fire and life safety hazards and teaching families how to implement life saving tools and techniques such as properly operating smoke detectors, home escape planning, proper use of 9-1-1, and proper house numbering will be the foundation of these changes; and WHEREAS, the responsibility of protecting and educating Chesterfield County citizens lies within the heart of the community; and WHEREAS, out of this spirit of community, the public/private partnership between the Chesterfield Fire Department, Chester Wal-Mart employees, and Wal-Mart Corporation, has recognized the need for a Fire and Life Safety House; and WHEREAS, Chester Wal'Mart employees and management contributed $10,000 to the Chesterfield County Fire Department to be used towards the establishment of the Fire and Life Safety House; and WHEREAS, Chester Wal-Mart employees should especially be recognized for their proactive efforts in raising $8,000 of the contribution. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors publicly recognizes Chester Wal-Mart employees and management for their generous contribution to the Chesterfield County Fire Department and acknowledges their community support as the foundation of the Fire and Life Safety House. AND, BE IT FURTHER RESOLVED, that a copy of this resolution be presented to Chester Wal-Mart and that this resolution be permanently recorded among the papers of this Board of Supervisors of Chesterfield County, Virginia. Vote: Unanimous Fire Marshal Creasy stated that Wal-Mart's contribution is an example of businesses partnering with the County in an effort to make Chesterfield a safer community. Mrs. Humphrey presented the executed resolution to Mr. Mazzei, expressed appreciation to Wal-Mart for their generous contribution to the County's Fire Department. 97-683 ~0/8/97 Mr. Mazzei expressed appreciation for the recognition and stated that Wal-Mart will continue to raise additional funds towards this endeavor. He further stated that he is proud to be a part of Chesterfield County. 12.E. RECOGNIZING ALLSTATE FOO-NDATION FOR THEIR CONTRIBUTION TO THE CHESTERFIELD FIRE DEPARTMENT Deputy Fire Marshal Mark Nugent introduced Ms. Doris Brown, representing the Allstate Foundation, and Mr. Jeff Martin, representing the Allstate Insurance Company, who were present to receive the resolution. On motion of the Board, the following resolution was adopted: WHEREAS, at least one properly operating smoke detector in every home is our best defense against injuries and death due to fire; and WHEREAS, properly displayed house numbers on every home in Chesterfield County will ensure that emergency help can locate citizens in a prompt manner; and WHEREAS, the mission of the Chesterfield County Fire Department is to reduce deaths, injuries, and property loss from fire; and WHEREAS, the Fire Department has an initiative to ensure there is a properly operating smoke detector in every home and properly displaYed house numbers on every home in the County; and WHEREAS, the Fire Department has established a policy to ensure that every home responded to is left with a properly operating detector and properly displayed house numbers; and WHEREAS, the Allstate Foundation has recognized the need to provide resources toward making the community a safer place to live; and WHEREAS, the Chesterfield County Fire Department and the Allstate Foundation have formed a partnership to assist in providing smoke detectors, batteries, and house numbers for the citizens of Chesterfield County, and WHEREAS, the Allstate Foundation has awarded a $7,400 grant to the Fire Department to assist in meeting its life safety initiatives. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors publicly recognizes the Allstate Foundation for their generous contribution to the Chesterfield County Fire Department and acknowledges their community support by making Chesterfield County a safer place to live, work, and raise a family. AND, BE IT FURTHER RESOLVED, that a copy of this resolution be presented to the Allstate Foundation and that this resolution be permanently recorded among the papers of this Board of Supervisors of Chesterfield County, Virginia. Vote: Unanimous Mrs. Humphrey presented the executed resolution to Ms. Brown and Mr. Martin, expressed appreciation for their generous donation to the County's Fire Department and for their efforts in promoting fire and life safety in the County. 97-684 0/8/ 7 Mr. Martin expressed appreciation for the recognition and recognized the outstanding services provided by the Chesterfield Fire Department. 12.F. RECOGNIZING OCTOBER 5-11, 1997 AS "FIRE PREVENTION WEEK" Fire Marshal Creasy introduced Deputy Fire Marshal Nugent who was present to receive the resolution. On motion of the Board, the following resolution was adopted: WHEREAS, smoke and poisonous gases are the leading causes of death in fires and can kill us long before the flames reach us; and WHEREAS, advance escape planning in all occupancies is essential to escaping a fire safely; and WHEREAS, an adequate escape plan includes knowing two ways out of every room -- an outdoor location where everyone will meet upon exiting and memorizing the fire department's telephone number; and WHEREAS, fire drills should be practiced regularly, at least twice a year and early warning signs of fire must be taken seriously -- a quick, decisive response is often what makes the difference between life and death in a fire; and WHEREAS, this year's Fire Prevention Week theme, "Know When to Go: React Fast to Fire!" emphasizes the importance of escape planning at home and in public settings; and WHEREAS, the fire service of Chesterfield County is dedicated to the safety of life and property from the devastating effects of fire and the members of the fire service are joined by other concerned citizens of this County, as well as businesses, schools, service clubs, and organizations in their fire safety efforts; and WHEREAS, the local efforts of the fire service are supported by the activities of organizations such as the American Burn Association; the American Red Cross; the Congressional Fire Services Institute; the Fire Marshals Association of North America; the International Association of Arson Investigators, the International Association of Fire Chiefs; the Professional Firefighters; the National Association of State Fire Marshal; the National Fire Protection Association; the National Volunteer Fire Council; and the United States Fire Administration. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors publicly recognizes October 5-11, 1997 as "Fire Prevention Week" and that this week commemorates the great Chicago Fire of 1871 which killed more than 250 persons, left 100,000 homeless, and destroyed more than 17,400 buildings. AND, BE IT FURTHER RESOLVED, that the Board of Supervisors calls upon County residents to participate in fire prevention activities at home, work, and school, and to heed the message: "Know When to Go: React Fast to Fire!" Vote: Unanimous Mrs. Humphrey presented the executed resolution to Deputy Fire Marshal Nugent, expressed appreciation to the Fire Department for all their efforts towards fire prevention, and encouraged all citizens to participate in the recognition of Fire Prevention Week. 97-685 10/8/97 Deputy Fire Marshal Nugent expressed appreciation for the recognition. Mr. Ramsey stated that the Fire Department held its annual Awards Ceremony on October 7, 1997 and that the Fire Department saved more lives last year than can be remembered in past years. He further stated that his highlight of the evening was an eleven year old cambodian child who was recognized for her efforts in being an interpreter during a delivery of twins. Mr. Barber stated that a,tragic accident occurred at his last constituents meeting and recognized Fire Station #9, Forest View Rescue Squad, Captain John Austin, with the Police Department, and the Dispatcher for their quick response and efforts during this accident. 12.G. RECOGNIZING OCTOBER, 1997 AS "DOMESTIC VIOLENCE AWARENESS MONTH" Mr. Kappel introduced Ms. Janett Forte, Chesterfield County Domestic Violence Resource Center Coordinator and Chair of the Domestic Violence Task Force, who was present to receive the resolution. On motion of the Board, the following resolution was adopted: WHEREAS, 'violence in the home continues to become more prevalent as a social problem; and WHEREAS, Chesterfield County is committed to supporting the well-being of families through services that will prevent violence; and WHEREAS, we understiand the problems of domestic violence crosses all economic, racial, and societal barriers and are supported by societal indifference; and WHEREAS, the crime of domestic violence violates an individual's privacy, dignity, security, and humanity due to systematic use of physical, emotional, sexual, psychological, and economic control and/or abuse; and WHEREAS, the impact of domestic violence is wide ranging - - directly affecting families and our community as a whole; and WHEREAS, only a coordinated and integrated effort, which obtains a commitment from fall elements of the community to share responsibility in the fight against domestic violence, will put a stop to this atrocious crime. NOW, THEREFORE BE ~ IT RESOLVED, that the Chesterfield County Board of Supervisors publicly recognizes October, 1997 as "Domestic Violence Awareness Month" and urge all citizens to actively support the efforts of the Chesterfield County Domestic Violence Task Force and the Chesterfield County Domestic Violence Resource Center in working towards the elimination of domestic violence in our community. Vote: Unanimous Mr. Daniel presented the executed, resolution to Ms. Forte, accompanied by Karen Althoff, Police Liaison Coordinator; Ms. Nancy Oglesby, ProsecutOr with the Commonwealth Attorney's Office; Ms. Neil Pace, wiLh the Domestic Violence Intervention Project; and Ms. Leslie iNuffman, with the Domestic Violence Intervention Prcject, expressed appreciation for the efforts of the Domestic Violence Resource Center and Task Force, and encouraged everyone to stand in unity against domestic violence. 10/8/97 97-686 Mrs. Humphrey stated that the Board of Supervisors and County government has a history of supporting both public and private efforts regarding domestic violence. Ms. Oglesby expressed appreciation for the recognition and for the Board's continued support for allowing the creation of a coordinated response to domestic violence.~ Ms. Pace expressed appreciation for the recognition and for the support of the Board and County staff in making a coordinated effort to reduce domestic violence in the community. 12.H. RECOGNIZING THE MEADOW-BROOK AREA COMMUNITY COUNCIL FOR ITS CONTRIBUTIONS TO THE 1997 MEADOWBROOK FALL FESTIVAL Mr. Stith introduced Ms. Nancy Hudson, President, Charles Hudson, member of the Meadowbrook Area Council, who were present to receive the resolution. and Mr. Community Ms. Hudson stated that the third annual Meadowbrook Fall Festival will be held October 25, 1997. She further stated that residents, merchants, businesses, and organizations within the community will come together this day to celebrate community. She stated that the goal of the Festival is to create a greater awareness of the great things this community has to offer. On motion of the Board, the following resolution was adopted: WHEREAS, the Meadowbrook Area Community Council is sponsoring the third annual Meadowbrook Fall Festival; and WHEREAS, the Meadowbrook Area Community Council initiates the Festival to bring together area businesses and residents in a celebration of community spirit; and WHEREAS, the Festival provides a variety of activities including arts and crafts, bands, games, and carnival rides; and WHEREAS, the Meadowbrook Area Community Council makes invaluable contributions to the Meadowbrook area by organizing and planning this successful event. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors publicly recognizes the Meadowbrook Area Community Council for its continued contributions and support to the Meadowbrook Fall Festival and for enhancing the quality of life within the Meadowbrook area and Chesterfield County. AND, BE IT FURTHER RESOLVED, that a copy of this resolution be presented to the Meadowbrook Area Community council and that this resolution be permanently recorded among the papers of this Board of Supervisors of Chesterfield County, Virginia. Vote: Unanimous Mr. Daniel presented the executed resolution to Ms. Hudson and Mr. Hudson and expressed appreciation to the Council for sponsoring the third annual Meadowbrook Fall Festival and for their continuous contributions to the Meadowbrook area. 97-687 10/8/97 13. PUBLIC HEARINGS 13.A. TO CONSIDER AN ORDINANCE TO AMEND SECTION 5-8 OF THE CODE OF THE COUNTY OF CHESTERFIELD, 1997, AS AMRNDED, RELATING TO THE BOARD OF BUILDING CODE APPEALS Mr. Dupler stated that this date and time has been advertised for a public hearing to consider an ordinance relating to increasing the size of the Board of Building Code Appeals from eleven to thirteen members. He further stated that if the Board chooses to addl additional members to this Board, the first individual would have to be a registered fire protection engineer or a registered fire protection contractor, in order to meet State requirements. No one came forWard to speak in favor of or against this ordinance. Mr. Barber stated that he initiated[ this paper because the Board of Building Code Appeals is not in compliance with State regulations. Mr. Barber then made a motion, seconded by Mr. McHale, for the Board to adopt the following ordinance: AN iORDINANCE TO AMEND THE CODE OF THE COUNTY OF CHESTERFIELD, 1997, AS AMENDED, BY AMENDING AND RE-ENACTING SECTION 5-8 RELATING TO THE BOARD OF BUILDING CODE APPEALS BE IT ORDAINED by the Board of Supervisors of Chesterfield County: (1) That Section 5-8 of the Code of the County of Chesterfield, 1997, as amended, is amended and re-enacted to read as follows: Sec. 5-8. Board of buildinq code appeals. (a) The county shall at all times maintain a board of building code appeals, which shall consists of 13 members, at least four of whom shall be tradesmen, as that term is defined in Code of Virginia, § 54.1-1128. The board of building code appeals shall hear appeals of decisions of the building official in accordance with Code of Virginia, § 36-105, and the Virginia Uniform Statewide Building Code, Volume I and Volume II. o o o (2) adoption. That this ordinance shall become effective upon Vote: Unanimous 13.B. TO CONSIDER THE FY99 THROUGH FY04 SECONDARY ROAD SIX YEAR IMPROVEMENT PLAN, FY99 SECONDARY ROAD IMPROVEMENT BUDGET, AND CHESTERFIELD ROAD FUND AND STP FUND PROJECT DEVELOPMENT SCHEDULE Mr. Stith stated that this date and time has been advertised for a public hearing to consider the FY99 through FY04 Secondary Road Improvement Plan, FY99 Secondary Road Improvement Budget, Chesterfield Road Fund, and STP Fund Project Development Schedule. Mr. McCracken recognized Mr. Jim Smith, Resident Engineer with the Virginia Department of Transportation, and Mr. Stan Newcomb, with the County's Transportation Department, who were present at the meeting. He expressed appreciation to them for their efforts in the Six Year Improvement Plan. He stated that two 0/8/97 97-688 revisions to the Plan include moving up the Coalboro Road Project in place of the Spring Run Road Project, which was requested by Mrs. Humphrey, and that staff request that the Board consider adding a project for the Lori Road and Jury Drive intersection. He further stated that this project would be part of the Juvenile Court Building project. Mr. Warren expressed appreciation to Mr. Smith for his efforts and support on many County issues. Mr. Roger Medlock, a resident of the Millside Subdivision, expressed concerns relative to no funding being proposed in this Plan to eliminate the access situation at Millside. He also expressed concerns relative to the increase in the number of trains that pass through the Pine Forest Drive crossing. He stated that in 1988 he expressed his concerns regarding this situation. He referenced the zoning approval of Section 1 of Millside, containing 44 lots, and Section 2, containing 82 lots, and expressed concerns relative to the approval because the County and State code requires a second exit when over sixty lots are developed. He stated that the Miltside community strongly objected to Section 3 of Millside being developed until an additional road was built into Millside. He further stated that in 1990, an onsite investigation took place at Millside by former Board of Supervisor member Jesse Mayes and Mr. McCracken, in which an emergency access road being an immediate goal and another access road being built into Mitlside was promised. He stated that through the efforts of former Board member, Whaley Colbert, an emergency access road was constructed into Millside. He referenced an incident that occurred on July 21, 1997 in which a train blocked the Pine Forest Drive crossing into Millside for over an hour. He expressed concerns relative to there being three locks on the gate of the emergency access road; to public safety services being able to reach citizens in a timely manner; and to the location of the access road. He requested that each Board member investigate the situation at Millside. He expressed appreciation to the Board for their time and consideration in this matter. Ms. Diana Parker stated that she resides on Chalkley Road, and expressed concerns relative to no improvements being scheduled for Chalkley Road in the Six Year Plan. She expressed concerns relative to the large increase in traffic on Chalkley Road. She requested that the speed limit on Chalkley Road be reduced and for some type of sign to be placed at the hill of Centralia Road and Chalkey Road to warn vehicles of approaching vehicles. She stated that she does not support the widening of Chalkley Road and would like the Board to support the original plans for this area in which Hopkins Road would be connected with Branders Bridge or Chester Roads. Ms. Karen Grant stated that she resides on Marobrith Road and expressed concerns relative to the poor road condition of Marobrith Road. She stated that the paving of Marobrith Road is in the Six Year Road Improvement Plan and requested that the project be completed sooner than recommended. She entered into the record a copy of a letter from Mrs. Carolyn Robinson supporting Marobrith Road being paved before the proposed date of 2003. Mr. Roger Hale stated that he resides on North Rhoades Lane and expressed concerns relative to the bad road condition of Rhoades Lane and to the safety of drivers. He stated that road improvements for Rhoads Lane is in the proposed Secondary Road Improvement Plan, but is not scheduled until after 2003. He requested that the Board move this project up in the Plan. There being no one else to address this issue, the public hearing was closed. Mr. Barber excused himself from the meeting. 10/8/97 97-689 When asked, Mr. McCracken stated that staff has recommended that funding from the Chesterfield Road Fund has been recommended in this Plan to begin the allocation to complete the Rhoades Lane Project. He further stated that in order to complete the Rhoades Lane Project, staff would have to reprioritize the projects in thelPlan. Mr. Barber returned to the meeting. Mrs. Humphrey requested that staff move up the Coalboro Road Paving Project because conditions on Coalboro Road are a public safety hazard at this time. She indicated that the development community will take responsibility for some of the projects. She stated that she will look at alternatives to moving up the Rhoades Lane Prolject in the Plan. She expressed appreciation to Mr. Medlock forihis comments. There was brief discussion relative to a second access not being constructed into the Millside Subdivision. Mrs. Humphrey stated that she conducted a history on what the County has done on behalf of the residents of Millside to address the criticalness of public safety needs. She clarified that the Millside community is the only Chesterfield community which is servedlby an emergency helicopter pad. Mr. McCracken stated that the situation with the emergency access road and the gates is that the Virginia Department of Transportation property is being crossed. He further stated that the Virginia Department of Transportation did not necessarily see ,the advantage in allowing the County to have an access across their property, however, they agreed in an effort to assist with the concerns expressed by Mr. Medlock. He stated that the locking of the gates is a decision of the Virginia Department of Transportation and was a requirement for the County if the access road was constructed. There was brief discussion relative to the cost of constructing a new access road into the Millside Subdivision. Mrs. Humphrey stated that she feels the emergency needs in the Millside Subdivision have been addressed. Mr. Daniel stated that he feels this is an example of too many road improvements in the County for the amount of funding available. Mr. Barber stated that he feels the County needs to address the issue of the locked gates with emergency services personnel. When asked, Mr. McCracken stated that the idea behind the access into the Millside Subdivision was that the access was to be used solely in emergency situations. Hie further stated that staff will meet with the Fire and Police iDepartments and the Virginia Department of Transportation to address the issue of keys being made available to citizens in the neighborhood in emergency situations. He stated that the tentative plan for Section 3 of Millside has over 200 homes, but has not been approved. He further stated that staff has indicated to the development community that they do not recommend any further development in this area until a second access is constructed. Mr. McHale stated that he and Mr. Whaley Colbert did visit Millside several times; that he is familiar with the situation; and that there are safety concerns in this area. He requested staff to address the speed limit issue again on Chalkley Road and the possibility of it being reduced. He requested staff to also address some type of signage on Chalkley Road to caution people about traffic. 97-690 10/8/97 When asked, Mr. McCracken stated that the roads in the Thoroughfare Plan will be constructed with private funds as the land is developed and will not be paid for by State funds. Mr. McHale requested staff to address the possibility of moving up the Marobrith Project by borrowing funds from the Center Street Project develops. Mr. Daniel stated that the road improvement process moves along at a very deliberate, but slow pace, based on the availability of funds. Mrs. Humphrey stated that the County does not receive much secondary road funding and that the County depends on the development community for a lot of the road improvements in the County. She further stated that she would like to see a stoplight placed at the intersection of Winterpock and Route 360. Mr. Barber stated that the County is continuing to dialogue, with the Virginia Department of Transportation, a stoplight being placed on Robious Road at Old Gun Road and a stoplight being placed at Salisbury Road. He further stated that he supports the residents concerning these issues. Mr. Warren stated that he supports a stoplight being placed at the LaPrade Library on Hull Street Road. Mr. Warren then made a motion, seconded by Mr. Barber, for the Board to approve the FY99 through FY04 Chesterfield Road Fund project Development Schedule; transfer $35,000 from the General Road Improvement Account for Wild Turkey Run Rural Addition; authorized the County Administrator to enter into Virginia Department of Transportation/County/consultant/contractor, design, right-of-way acquisition, and/or construction agreements, acceptable to the County Attorney, for the projects; and adopt the following resolution: WHEREAS, the Virginia Department of Transportation (VDOT) has submitted its proposed FY98-99 Secondary Road Improvement Budget to the County; and WHEREAS, the Budget represents the implementation of the first year of VDOT's Six Year Improvement Plan adopted by the Board. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors approves the FY98-99 Secondary Road Improvement Budget as presented by VDOT. And, further, the Board adopted the following resolution: WHEREAS, the Chesterfield County Board of Supervisors and the Virginia Department of Transportation (VDOT) have conducted a public hearing on the FY98-99 through FY03-04 Secondary Road Six Year Improvement Plan; and WHEREAS, the Board concurs with the proposed projects identified in the Plan. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors approves the Six Year Secondary Road Improvement Plan as presented by VDOT. Mr. Barber offered an amendment to the motion to include the addition of the Lori Road/Jury Drive Project. Mr. McCracken stated that staff will also revise the priorities of the Coalboro Road and the Spring Run Projects, as recommended by Mrs. Humphrey. 0/8/97 97-691 Mr. Warren called for the vote on the motion made by him, seconded by Mr. Barber, for the Board to approve the FY99 through FY04 Chesterfield Road Fund Project Development Schedule; add the Lori Road/Jury Drive Project in the Six Year Plan; revise the priorities of the Coalboro Road and Spring Run Road projects; transfer $35,000 from the General Road Improvement Account fort Wild Turkey Run Rural Addition; authorize the County Administrator to enter into Virginia Department of Transportation/County/consultant/contractor, design, right-of-way acquisition, and/or construction agreements, acceptable to the County Attorney, for the projects; and adopt the following resolution: WHEREAS, the Virginia Department of Transportation (VDOT) has submitted its proposed FY98-99 Secondary Road Improvement Budget to the County; and WHEREAS, the Budget represents the implementation of the first year of VDOT's Six Year Improvement Plan adopted by the Board. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors approves the FY98-99 Secondary Road Improvement Budget as presented by VDOT. And, further, for the Board to adopt the following resolution: WHEREAS, the Chesterfield County Board of Supervisors and the Virginia Department of Transportation (VDOT) have conducted a public hearing on the FY98-99 through FY03-04 Secondary Road Six Year Improvement Plan; and WHEREAS, the Board concurs with the proposed projects identified in the Plan. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors approves the Six Year Secondary Road Improvement Plan as presented by VDOT. Vote: Unanimous 13.C. TO CONSIDER AN ORDINANCE TO VACATE A FIFTY FOOT UNIMPROVED RIGHT-OF-WAY WITHIN ELK~IARDT PARK SUBDIVISION Mr. Stith stated that this date and time has been advertised for a public hearing to consider an ordinance to vacate a fifty foot unimproved right-of-way within Elkhardt Park Subdivision. No one came forward to speak in favor of or against this ordinance. On motion of Mr. Warren, seconded by Mrs. Humphrey, the Board adopted the following ordinance: AN ORDINANCE whereby the COUNTY OF CHESTERFIELD, VIRGINIA, ("GRANTOR") vacates to BUILDER RESOURCE & DEVELOPMENT CO., L.C., a Virginia limited liability company, (,!GRANTEE"), a 50' unimproved right of way withi~ Elkhardt Park Subdivision, CLOVER HILL Magisterial District, Chesterfield County, Virginia, as shown on a plat thereof duly recorded in the Clerk's Office of the Circuit Court of Chesterfield County in Plat Book 8, at Page 67. WHEREAS, BUILDER RESOURCE & DEVELOPMENT CO., L.C., a Virginia limited liability company, petitioned the Board of Supervisors of Chesterfield County, Virginia to vacate a 50' unimproved right of way within Elkhardt Park Subdivision, CLOVER HILL Magisterial District, Chesterfield County, Virginia more particularly shown on a plat of record in the Clerk's Office of the Circuit Court of said County in Plat Book 8, Page 0/8/97 97-692 67, by W. W. LAPRADE & BROS., dated AUGUST 8, 1946. The easement petitioned to be vacated is more fully described as follows: A 50' unimproved right of way containing 0.315 acres within Elkhardt Park Subdivision, the location of which is more fully shown on a plat made by POTTS, MINTER & ASSOCIATES, P.C., dated AUGUST 5, 1997, a copy of which is attached hereto and made a part of this Ordinance. WHEREAS, notice has been given pursuant to Section 15.1- 431 of the Code of Virqinia, 1950, as amended, by advertising; and, WHEREAS, no public necessity exists for the continuance of the easement sought to be vacated. NOW THEREFORE, BE IT ORDAINED BY THE BOARD OF SUPERVISORS OF CHESTERFIELD COUNTY, VIRGINIA: That pursuant to Section 15.1-482(b) of the Code of Virqinia, 1950, as amended, the aforesaid easement be and is hereby vacated. This Ordinance shall be in full force and effect in accordance with Section 15.1-482(b) of the Code of Virqinia, 1950, as amended, and a certified copy of this Ordinance, together with the plat attached hereto, shall be recorded no sooner than thirty days hereafter in the Clerk's Office of the Circuit Court of Chesterfield County, Virginia pursuant to Section 15.1-485 of the Code of Virqinia, 1950, as amended. The effect of this Ordinance pursuant to Section 15.1-483 is to destroy the force and effect of the recording of the portion of the plat vacated. This Ordinance shall vest fee simple title of the easement hereby vacated in the property owners of Lot 27 and Lot 28 of Elkhardt Park Subdivision, free and clear of any rights of public use. Accordingly, this Ordinance shall be indexed in the names of the COUNTY OF CHESTERFIELD as GRANTOR, and BUILDER RESOURCE & DEVELOPMENT CO., L.C., a Virginia limited liability company, or their successors in title, as GRANTEE. Vote: Unanimous 14. EXECUTIVE SESSION PURSUANT TO SECTION 2.1-344A.7., CODE OF VIRGINIA, 1950, AS AMENDED, FOR CONSULTATION WITH LEGAL COUNSEL REGARDING LEGAL ISSUES RELATING TO (1) THE APPEAL OF JACOBSON V. BZA (EAST COAST OIL CORPORATION), (2) THE SETTLEMENT OF A DISPUTED CLAIM WITH A VENDOR OF SERVICES TO THE COUNTY, AND (3) SETTLEMENT OF VULCAN MATERIALS V. JACOBSON On motion of Mr. Warren, seconded by Mr. Barber, the Board went into Executive Session pursuant to Section 2.1-344A.7., Code of Virqinia, 1950, as amended, for consultation with legal counsel regarding legal issues relating to (1) the appeal of Jacobson v. BZA (East Coast Oil Corporation), (2) the settlement of a disputed claim with a vendor of services to the County, and (3) settle of Vulcan Materials v. Jacobson. Vote: Unanimous Reconvening: 97-693 10/8/97 On motion of Mr Daniel, seconded by Mr. McHale, the following resolution was adopted: WHEREAS, the Board of Supervisors has this day adjourned into Executive Session in accordance with a formal vote of the Board and in accordance with the provisions of the Virginia Freedom of Information Act; and WHEREAS, the Virginia Freedom of Information Act effective July 1, 1989 provides for certification that such Executive Session was conducted in conformity with law. NOW, THEREFORE BE IT RESOLVED, the Board of Supervisors does hereby certify that to tlhe best of each member's knowledge, i) only public business matters lawfully exempted from open meeting requirements under the Freedom of Information Act were discussed in the Executive Session to which this certification applies, and ii) only Such public business matters as were identified in the Motion bY which the Executive Session was convened were heard, discussed, or considered by the Board. No member dissents from this certification. The Board being polled, the vote was as follows: Mr. McHale : Aye. Mr. Daniel : Aye. Mr. Barber : Aye. Mrs. Humphrey: Aye. Mr. Warren : Aye. 15. ADJOURNMENT On motion of Mr. McHale, seconded by Mr. Daniel, the Board adjourned at 9:50 p.m. until October 22, 1997 at 12:00 p.m. for a lunch tour of the Biotechnology Park at Virginia Commonwealth University. Vote: Unanimous Arthur S. Warren Chairman 10/8/97 97-694