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09-03-2004 MinutesBOARD OF SUPERVISORS MINUTES September 3, 2004 Supervisors in Attendance= Mr. Kelly E. Miller, Chairman Mr. Edward B. Barber, Vice Chrm. Mrs. Renny B. Humphrey Mr. R. M. "Dickie" King, Jr. Mr. Arthur S. Warren Staff in Attendance= Colonel Carl R. Baker, Police Department Mr. Craig Bryant, Dir., Utilities Ms. Janice Blakley, CMC, Dep. Clerk to the Board Ms. Marilyn Cole, Asst. County Administrator Mr. William Dupler, Building Official Chief Stephen A. Elswick, Fire Department Mr. Mike Golden, Dir., Parks and Recreation Mr. Bradford S. Hammer, Deputy Co. Admin., Human Services Mr Donald Kappel, Dir., Public Affairs Mr R. John McCracken, Dir., Transportation Mr Richard M. McElfish, Dir., Env. Engineering Mr Jeffrey L. Mincks, Deputy County Attorney Mr Jay Payne, Budget Manager Mr James J. L. Stegmaier, Deputy Co. Admin., Management Services Mr. M. D. Stith, Jr., Deputy Co. Admin., Community Development Mr. Kirkland A. Turner, Director of Planning Mr. Miller called the special meeting to order at 11:00 a.m. Ail five Board members signed a ~Notice of the Meeting" waiving any further notice. Mr. Stith expressed appreciation to Board members for their attendance. He stated Governor Warner has asked President Bush to declare a federal disaster declaration for the Richmond/Chesterfield area. He introduced Chief Elswick to begin briefing the Board regarding response and recovery efforts to Tropical Storm Gaston. 04-742 09/03/04 1. BRIEFING ON T~ COUNTY'S RESPONSE AND RECOVERY EFFORTS TO TROPICAL STORM GASTON AND ADOPTION OF AN EMERGENCY RESOLUTION DECLARING THE EXISTENCE OF AN EMERGENCY CHESTERFIELD COUNTY AS A RESULT OF TROPICAL STORM GA~TON Chief Elswick stated 8,541 phone calls were handled by the Emergency Communications Center and 347 calls were responded to by Fire/EMS personnel. He reviewed response details, including one civilian death; two firefigher injuries; eight significant water rescues; and 49 citizens rescued. He provided details of two significant rescues - one on Turner Road and the other at Falling Creek Apartments. He stated the department will have all of its units repaired and most of the equipment lost replaced by the end of today. Colonel Baker stated the Police Department responded to 542 calls for service on the day of the storm and over 1,000 calls between Monday evening, August 30 and the morning of Tuesday, August 31. He further stated mandatory evacuation of areas below Falling Creek Dam began around 9:15 p.m. and by 12:30 a.m., Police and Fire personnel had completed the evacuation. He provided details of an amazing rescue of a citizen on West Pinetta Drive by Sergeant David Stone. Mr. McCracken introduced Mr. Dale Totten, Resident Engineer, Virginia Department of Transportation (VDOT) to provide details of transportation issues as a result of the storm. Mr. Totten stated about 20 roads were out of service including Powhite and Chippenham Parkways. He further stated six roads currently remain impacted, including Hopkins Road, Cogbill Road and South Belmont Road. He stated it could take as long as 12 to 18 months before the Hopkins Road bridge is completely replaced. He further stated VDOT has been communicating with FEMA to address repair issues. Mr. McCracken stated the Richmond Metropolitan Authority anticipates having the SmartTag system operational in a few days. Mr. Bryant provided details of utilities damage as a result of the storm, including $2,250,000 in sewer lines and $150,000 in damages to the Falling Creek Dam. Mr. Stith stated the utilities repairs can be funded through the department's operating budget. Mr. Dupler provided details of Building Inspection activities as a result of the storm. He stated 140 inspections have been conducted; 44 structures have been condemned; and structural damage estimates are approaching $1 million. He further stated 18 units at Falling Creek Apartments have been condemned, and demolition of two buildings is currently underway. He stated 17 mobile homes and nine motel units have been condemned at the Chimney Corners Motel/Mobile Home Park. Discussion ensued relative to rebuilding structures in the floodplain. Mr. Dupler stated if a structure in a floodplain has been damaged more than 51 percent of its assessed value, then all 04-743 09/03/04 of the flood regulations in the building code must be met in order to rebuild. In response to Mr. Barber's question, Mr. Turner stated, in response to a complaint in 1993, the Planning Director determined, and the Board of Zoning Appeals upheld the determination, that no new mobile homes could be placed in the Chimney Corners Motel/Park; therefore, the condemned units cannot be replaced. Mr. Dupler continued to provide details of structural damage, including five homes on Beach Road; 24 units at Cloverleaf Lake Apartments; and numerous homes in the vicinity of Falling Creek. He stated the building code does not require a permit for interior damage repairs so it is not necessary for the Board to waive permit fees as a result of this event. Mr. McElfish provided details regarding various incidents of engineering damage as a result of Tropical Storm Gaston. Ms. Lynda Price, Emergency Operations Coordinator, stated over 1,043 calls were received at the Emergency Operations Center (EOC) which was activated at 6:30 p.m. on August 30th. She further stated a shelter was opened at 8:00 p.m. at Meadowbrook High School where 475 residents were sheltered and fed. She provided details of Public Affairs' actions, including press releases; mandatory evacuation instructions; telephone interviews; and providing shelter information. She stated FEMA and state representatives were in the county yesterday to verify damages as a precursor to declaring a federal emergency. She further stated Social Services is coordinating donations to address the unmet needs of citizens. Discussion ensued relative to getting displaced children ready to begin school next week and providing for other unmet needs of citizens. Mr. Warren requested that the Board recognize various groups who provided assistance during and after the event. Ms. Price reviewed estimated damages totaling $9,168,915, which includes $4 million for county building and expenses; $195,000 for private dams and driveways; $973,915 for businesses, apartments and private homes; and $4 million for roads and highways. Mr. Stith stated the Board is being requested to adopt a resolution declaring the existence of an emergency as a result of Tropical Storm Gaston. On motion of Mr. Barber, seconded by Mrs. Humphrey, the Board adopted the following resolution: WHEREAS, the Board of Supervisors of the County of Chesterfield, Virginia finds: 1. That on August 30, 2004, Tropical Storm Gaston traveled across Chesterfield County and significantly affected every citizen of the county; and 2. That due to conditions resulting from Tropical Storm Gaston, the County of Chesterfield and its citizens 04-744 09/03/04 have experienced severe flood and other water-related damage; and 3. That Tropical Storm Gaston caused major infrastructure disruptions, loss of life, severe structural damage to real property, damage to and loss of personal property, damage to the county's sewer and water distribution system, electrical outages, and the sheltering of citizens; and 4. That due to Tropical Storm Gaston, a condition of extreme damage and peril to life and property necessitates the proclamation of the existence of an emergency. NOW, THEREFORE, IT IS HEREBY PROCLAIMED AND ORDERED that an emergency has existed and continues to exist in Chesterfield County and that during the existence of said emergency the powers, functions, and duties of the Director of Emergency Management and the emergency management organization of the County of Chesterfield shall be those prescribed by State law and the ordinances, resolutions, and approved plans of the County of Chesterfield in order to mitigate the effects of said emergency. Ayes: Miller, King, Barber, Humphrey and Warren. Nays: None. 2. BRIEFING ON PREPARATION FOR HURRICANE FRANCES Mr. Kurt Nellis, Deputy Coordinator for Emergency Management, provided details of preparations for Hurricane Frances. He stated Frances, currently a strong category three hurricane, is projected to make landfall early Sunday morning in the Daytona Beach, Florida area. He further stated, at this point, we do not anticipate any significant impact from the hurricane other than cloudiness and drizzle. He stated Tropical Storm Ivan is brewing and will be monitored as well. He further stated staff does not anticipate activating the EOC, but will continue to monitor the storm and will provide weather updates to Board members twice daily during the weekend via e-mail. Mr. Hammer thanked Mr. Kappel for constant media notification during the event, indicating that his diligence impacted the quality of the county's response. 3. ADOPTION OF RESOLUTION REQUESTING THAT CHESTERFIELD COUNTY RESIDENTS PREPARE FOR HURRICANE FRANCES AND OTHER THREATS Mr. Barber suggested that the non-emergency number be added to the resolution. Mrs. Humphrey stated the resolution is a reminder to the public to always be aware of and prepare for impending threats. She further stated scientists have indicated that we have the potential for a tremendous winter; therefore, this resolution is very timely. Discussion ensued relative to the determination of which addresses were included in the emergency evacuation. 04-745 09/03/04 Mr. King stated it has been a privilege to meet with residents and see firsthand the devastation that occurred. He read an excerpt from a letter he was asked to write for the Chester Village News relating to the event, indicating that he believes Chesterfield County has the best public safety personnel in the nation. Mr. Miller stated it was a privilege to be a part of the EOC and watch the training and commitment of Chesterfield County employees in action. He thanked the public safety employees who worked overnight and stated he believes they are the best in the Commonwealth of Virginia and the nation. Mr. King made a motion for the Board to adopt a resolution requesting that Chesterfield County residents prepare for storms and other threats, as amended with the additional language suggested by Mr. Barber. Mr. Barber seconded the motion. Mr. Miller called for a vote on the motion of Mr. King, seconded by Mr. Barber, for the Board to adopt the following resolution: WHEREAS, Hurricane Isabel struck Chesterfield County and the region with great devastation on September 18, 2003, resulting in massive amounts of debris and extensive power outages; and WHEREAS, Tropical Storm Gaston hit the Metropolitan Richmond Region, including Chesterfield County, on August 30, 2004, causing widespread flooding and damage; and WHEREAS, both of these storms caused deaths in the region, along with millions of dollars in damages to homes, businesses and other properties and agricultural areas; and WHEREAS, Chesterfield County is as prepared as any locality in America can be to deal with natural disasters and other threats, and has provided exemplary public safety assistance and other services during past disasters; and WHEREAS, nonetheless, it is prudent for our residents to take all possible precautions on a personal and family level to be as prepared as possible for natural disasters, terrorist attacks or other potential threats; and WHEREAS, this Board of Supervisors wishes to remind Chesterfield County residents to always be prepared for the unexpected by maintaining adequate supplies of food, drinking water, prescription medicines, a battery-operated radio and spare batteries, flashlights, blankets and other items essential in an emergency; and WHEREAS, those with special needs, such as formula and diapers for infants, oxygen tanks for those with respiratory ailments and other special requirements, should similarly be prepared by having these items on hand in sufficient quantity to be self-sufficient for 72 hours if need be; and WHEREAS, in a disaster situation, residents should remain in their homes unless evacuating the area; avoid 04-746 09/03/04 unnecessary travel and the accompanying risks; remember that at traffic intersections where traffic lights are not operating, they should treat the intersection as if it had stop signs at all four corners; remember that barricades at road entrances mean that they should not enter the road; check on their neighbors when possible, especially those who are older or who have disabilities; be careful with the use of portable generators, which can asphyxiate if not placed outdoors in an area where exhaust fumes can safely dissipate; and WHEREAS, vehicle gas tanks should be filled preparation for an imminent threat such as a storm; and in WHEREAS, residents should be aware that 911 calls should be made only when a person is injured, trapped or there is a fire or other imminent danger to life and limb in order to reduce unnecessary calls during times when the county must prioritize its emergency response in order to deal with the most serious needs first and that for other situations, residents should call the non-emergency number, 748-1251. NOW, THEREFORE, BE IT RESOLVED, that the Chesterfield County Board of Supervisors, this 3rd day of September 2004, asks all Chesterfield County residents to be prepared to be independent for at least 72 hours in any situation; to be proactive in preparing to care for themselves and their families; to look out for one another in their neighborhoods and to stay tuned to local television and radio broadcasts for updated information provided to those stations by the county about shelters, emergency evacuation instructions, situations involving drinking water quality and other vital information when disaster strikes, so that we all may weather any storm, deal with any disaster, and continue to enjoy the extraordinary quality of life that makes Chesterfield County a FIRST CHOICE community. Ayes: Miller, King, Barber, Humphrey and Warren. Nays: None. Mr. Barber requested that Mr. Kappel work with the media to request that residents prepare for future threats. TRANSFER OF FUNDS FROM THE RESERVE FOR CAPITAL IMPROVEMENT PROJECTS TO PURCHASE PUBLIC SAFETY EQUIPMENT FOR SEARCH AND RESCUE, NATURAL DISASTERS AND OTHER EMERGENCY SITUATIONS Mr. Stith stated staff is requesting that the Board transfer funds from the Reserve for Capital Improvement Projects to purchase public safety equipment for search and rescue, natural disasters and other emergency situations. Discussion ensued relative equipment being requested. to the sufficiency of the Colonel Baker stated the additional detour/road closure signs will ensure that one sign be placed in the trunk of every marked police unit. On motion of Mrs. Humphrey, seconded by Mr. King, the Board transferred $59,600 from the Reserve for Capital Improvement 04-747 09/03/04 Projects to purchase public safety equipment to be used for search and rescue, natural disasters and other emergency situations. Ayes: Miller, King, Barber, Humphrey and Warren. Nays: None. Mr. Barber requested that a comprehensive list of drainage issues be developed as well as a strategy to address these issues on an ongoing basis. 5. ADJOURNMENT On motion of Mr. Warren, seconded by Mrs. Humphrey, the Board adjourned at 12:23 p.m. until September 22, 2004 at 3:30 p.m. Ayes: Miller, Barber, Humphrey, King and Warren. Nays: None. Lane B. R2msey ~ County Administrator 04-7~8 09/03/04