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11/14/2018 Minutes14 BOARD OF SUPERVISORS MINUTES November 14, 2018 Supervisors in Attendance: Ms. Dorothy A. Jaeckle, Chair Ms. Leslie A. T. Haley, Vice Chair Mr. Christopher M. Winslow Mr. James M. Holland Mr. Stephen A. Elswick Dr. Joseph P. Casey County Administrator Ms. Jaeckle called the meeting to order at 2:00 p.m. 1. APPROVAL OF MINUTES FOR OCTOBER 24, 2018 Ms. Jaeckle noted a correction to page 18-745, line 26-27, to include the word "not" to the following sentence: He further stated HOVA has one 141 aircraft that they are utilizing for Liberty University and have "not" put appropriate resources into the program to be able to offset the number of students. On motion of Mr. Holland, seconded by Ms. Haley, the Board approved the minutes for October 24, 2018, as amended. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 2. REQUESTS TO POSTPONE AGENDA ITEMS AND ADDITIONS, DELETIONS OR CHANGES IN THE ORDER OF PRESENTATION On motion of Mr. Winslow, seconded by Ms. Haley, the Board replaced Item 6., Closed Session Pursuant to Section 2.2- 3711(A)(5), Code of Virginia, 1950, as Amended, to Discuss or Consider Prospective Businesses or Industries or the Expansion of Existing Businesses or Industries Where No Previous Announcement Has Been Made of the Businesses' or Industries Where No Previous Announcement Has Been Made of the Businesses' or Industries' Interest in Locating or Expanding Their Facilities in the Community. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 3. WORK SESSIONS 3.A. EVERY DAY EXCELLENCE - MENTAL HEALTH SUPPORT SERVICES/GENERAL SERVICES/IST Ms. Debbie Burcham, Director of Mental Health, shared a success story with the Board of Supervisors that involves not only a significant major maintenance milestone, but highlights how well county departments collaborate with one another on a consistent basis. 18-749 11/14/18 Board members applauded the efforts of various county staff regarding the HVAC replacement project designed for the Rogers building. 3.B. VIRGINIA STATE UNIVERSITY ANNUAL UPDATE Dr. Makola Abdullah, President of Virginia State University, provided an update to the Board of Supervisors regarding the university's activities and accomplishments. He provided VSU areas of focus which include providing a quality, transformative experience for students; strategically investing•in academic programs; embracing the role as a land grant institution; embracing the role as Virginia's opportunity university; and maintaining fiscal health. He then highlighted awards and areas of academic excellence. In closing, he reviewed future major maintenance projects, VSU Trojan athletics and thanked the Board of Supervisors for their continued support and partnership with Virginia State University. Mr. Elswick expressed his appreciation to Dr. Abdullah for his collaboration with the county and efforts in getting Ettrick Elementary School fully accredited. In response to Mr. Holland's question, Dr. Abdullah stated he was unsure of how many students from Chesterfield County are currently attending VSU. Dr. Casey stated 264 Chesterfield County 2017 high school graduates chose to enroll at Virginia State University. Discussion ensued relative to providing and spreading awareness about quality workforce development and opportunities for future high school graduates. In response to Mr. Winslow's question, Dr. Abdullah stated there have been national studies across institutions to study the salaries of individuals once they graduate from college. He further stated within Virginia the highest ratio of graduate salaries to parents' salaries is at Virginia State University. He stressed the importance of collecting better data relative to staying and contributing to the local economy after graduation. 3.C. JOHN TYLER COMMUNITY COLLEGE ANNUAL UPDATE Dr. Ted Raspiller, president of John Tyler Community College, accompanied by Ms. Elizabeth Creamer, Vice President of Workforce Development and Credential Attainment, Community College Workforce Alliance; Mr. Fred Taylor, Director of Governmental and Administrative Services; and Ms. Holly Walker, Public Relations Manager, provided an annual update to the Board of Supervisors regarding the college's activities and accomplishments. He noted 8,652 Chesterfield residents attended John Tyler in 2017-18. Regarding dual enrollment, he stated 2,539 Chesterfield high school students enrolled with 19,730 credit hours taken. He further stated some course subjects include: biology, college composition, HVAC, applied calculus, web page design, anatomy, electricity, Cisco, literature, history, Spanish, database management and chemistry. Regarding concurrent high school 18-750 11/14/18 D P] A, programs, Dr. Raspiller stated 21 Chesterfield high school students are enrolled in Tyler's Advanced Manufacturing High School Program in precision machining. He further stated the program gives students the opportunity to learn in Tyler's state-of-the-art machining jobs. He stated students who complete the program earn a Career Studies Certificate in Basic Precision Machining Technology before they graduate high school. He noted students can also earn industry - recognized credentials through the National Institute for Metalworking Skills. Ms. Jaeckle noted the potential opportunity to accommodate high school students at John Tyler. Regarding the Community College Workforce Alliance (CCWA), Ms. Creamer stated CCWA offers training for individuals through open enrollment courses. She further stated these short-term courses and certifications allow individuals to learn it today and use it tomorrow to enhance job skills or prepare for the next employment opportunity. She stated CCWA provides individualized training, custom-designed training, consulting, skills assessments, and other workforce development services. Ms. Jaeckle stated one of the missions of the Social Services Board has been to give individuals the opportunity to gain financial independence from government assistance, gain skills and provide for themselves. Ms. Creamer noted nearly 700 Chesterfield residents participated in various courses and certification programs and worked with 21 Chesterfield organizations. Regarding supporting student success, Ms. Walker highlighted recent program additions and ways to refine those programs. She stated Tyler offers more than 60 majors that provide pathways to careers in high -demand fields; transfer opportunities to four-year colleges and universities; and industry credentials and licensures. She further stated new offerings at Tyler include Advanced Manufacturing Technology, Nurse Aide/Medication Aide, Massage Therapy, Theatre, and Technical Theatre Specialization. Regarding John Tyler Chester campus renovations and expansion, Mr. Taylor highlighted the $34 million construction project to renovate Bird Hall and add a 24,500 - square -foot addition to the Nicholas Center to create a Workforce Development Center. He stated Bird Hall will include new science, nursing and EMS labs and the Nicholas Center will have conference and meeting space and a technical skills lab. He noted the project is scheduled to be completed in summer 2019. Mr. Elswick noted the Nicholas Center was named in honor of Dr. Freddie Nicholas, former member of the Chesterfield County Board of Supervisors. In response to Mr. Elswick's question, Dr. Raspiller stated the Emergency Medical Services program includes paramedic curriculum. He noted non-credit continuing education will also be included for the program. 18-751 11/14/18 In response to Ms. Jaeckle's question, Dr. Raspiller stated John Tyler collaborates with Southside Regional Hospital. Mr. Holland stressed the importance of partnerships with county high schools relative to technical centers' curriculum and perfecting important skill sets for young persons to find a career beyond high school. He also noted the importance of establishing a future transportation network for the region. Discussion ensued relative to future partnerships with high school leadership regarding advanced courses specific to high -demand skilled careers for young individuals and workforce development. In response to Mr. Winslow's question relative to workforce trends, Dr. Raspiller stated to attain curriculum for certification there are many hoops to jump through to gain approval from regional accreditors. He further stated there are a lot of moving parts to commence new courses and non- credit courses remain an incubator. Mr. Elswick commended the efforts of Dr. Raspiller relative to providing opportunities and pathways to careers in high - demand fields for young individuals. Dr. Raspiller reiterated Mr. Elswick's remarks regarding workforce development and expressed his appreciation to the Board of Supervisors for their continued support. 3.D. HUMAN RESOURCES ANNUAL REPORT FOR FY2018 Ms. Mary Martin Selby, Director of Human Resources, and Ms. Nancy Brooking and Ms. Candace Lackey, Assistant Directors, presented the Human Resource's FY18 Annual Report to the Board of Supervisors. Ms. Martin stated the presentation is focused on what the county is doing to recruit, reward and retain a high performing workforce which is critical in today's labor market where the national unemployment rate is the lowest it has been in 50 years at 3.7 percent, in Virginia 2.9 percent and in Chesterfield 2.7 percent. She further stated Human Resources works hard to stay abreast of industry standards through professional development opportunities. She noted many of the HR staff hold certifications, professional designations, and advanced degrees. She stated staff also stays abreast of industry standards due to benchmarking relevant HR metrics with the other localities in the region including Hanover, Henrico, and Richmond. She further stated the county has made several investments in its workforce, thanks to the Board of Supervisors and county leadership. She stated HR's goal is to continue recruiting highly qualified applicants, which is challenging for all employers in today's labor marker. She further stated as the county strives to be the employer of choice, there are things that can be done or continued to help strengthen the county's applicant pool such as competitive pay and benefits, succession planning, innovative recruitment, and work life balance. Regarding outreach efforts, Ms. Lackey stated HR continues to support partnerships with schools, colleges/universities, and local organizations within the community. She further stated over the last year, the employment team continued to maintain 18-752 11/14/18 P] P] It A heavy workloads filling approximately 800 positions and processing over 45,000 applications. She stated Chesterfield County is a certified Virginia Values Veterans employer through Virginia, which means veteran applicants are welcome. She further stated there are several initiatives to facilitate employees' professional development which include increased focus for career development plans; cross -training efforts; and providing resources supporting professional development. Regarding the applicant clearing process, she stated drug testing and background checks are essential to the county's hiring process, to maintain the integrity of county government and the safety and well-being of citizens and employees. She further stated drug testing and background investigations are conducted on all county new hires and school bus drivers, and random drug testing is performed on all safety sensitive positions. In response to Mr. Elswick's question, Dr. Gary McGowan stated for the past five years less than 1 percent have tested positive for drug testing. He noted pre-employment figures are much higher and do not get hired as a result. In response to Mr. Holland's question, Ms. Lackey stated drug testing in conducted for pre-employment for school bus driver positions and noted all county and school employees are subject to reasonable suspicion testing. Regarding compensation highlights, Ms. Brooking stated the county's average salary went up slightly from last year and is now at $54,699; Chesterfield is 2nd in the local region behind Hanover County. She further stated employees are significantly compressed with 86 percent of employees in the first or second quartile of salary ranges. She stated the compression impacts the ability to retain, but it also impacts the ability to recruit because the county is limited in what can be offered to a new employee. She further stated there are approximately 34 Career Development Plans for cross county classifications that are in various stages of development. She stated five in the administrative series will be deployed in the next two weeks and the department is currently working on finalizing the Career Development Plan for the maintenance job series. In response to Mr. Winslow's question regarding career development, Ms. Brooking stated there is an opportunity to grow with the county, obtain compensation, and have an opportunity to learn new skills. Regarding health and dental benefits, Ms. Brooking stated costs for the healthcare program for both county and schools is over $110 million. She further stated there are 3,106 employees enrolled in one of the healthcare plans. She noted approximately 85 percent of them are enrolled in the POS25 and about 15 percent are in the Lumenos HDHP. She stated there was a 31 percent increase in enrollment in the Lumenos plan from FY17 to FY18. She noted this is because of aggressive marketing by HR as well as word of mouth of participants and new employees joining the county who have had a plan like this. Mr. Elswick noted the $110 million total in healthcare is the total county employee pays and the county paid share as the supplement. 18-753 11/14/18 In response to Mr. Elswick's question regarding the breakdown of contributing data, Dr. Casey stated the cost differential is about 1/3 employer and 2/3 employees. He also noted the $110 million does not include the co -pays paid out of pocket. Ms. Brooking continued her presentation by stating retiree healthcare enrollment continues to grow but will at some point start to stabilize and stop as fewer and fewer employees will be eligible for retiree healthcare. She noted over age 65 retirees are on a Medicare Supplement plan, which costs significantly less than the county's employee healthcare plan. She noted there are 4,000 employees enrolled in the dental plan at a cost of a little over $2.5 million. Regarding healthcare rates, she stated benchmarking information is gathered each year that provides rates for other employers in the local region. She further stated Chesterfield employees pay approximately $10 more a month than Hanover and Henrico for employee only coverage. She noted currently the state of Virginia healthcare rates are significantly lower than the county's. In response to Mr. Winslow's question, Ms. Brooking stated the state makes a larger contribution towards the cost of healthcare for their employees. She further stated county and school's rates and contributions have been the same for the last few years and continue to be for 2018 and will be for 2019. Discussion ensued relative to the implementation of the county's self-insurance program. Ms. Brooking continued her presentation by stating the county saw a 3 percent increase in the 2019 calendar year renewal. She noted other localities in the region saw a 7 to 9 percent increase. She stated she believes the lower increase was due to a few things including participation in the C -Fit wellness incentive program which helped employees learn about health conditions that they may have had but not known about. She further stated another factor is Employee Medical Center visits which provide a valuable benefit to employees while lowering costs for them and for the county. She stated the C - Fit program, our joint employee wellness venture with schools, was our first step in creating a culture of wellness. She further stated as part of that program, county and schools worked with Anthem to tailor programs based on our high dollar claim areas. She then reviewed the correlations between increases in employee preventative care and a reduction in health conditions. She stated in addition to occupational physicals and screenings provided, the Employee Medical Center treated employees for 2,852 minor illnesses/ injuries. She noted in FY2018, the EMC generated $546,280 in revenue and the expenses were $583,812. Discussion ensued relative to revenue and expenses generated by the Employee Medical Center. Ms. Brooking stated the EMC coordinated clinics to provide over 3,000 flu shots to county and school employees and 1,769 TB skin tests. Regarding the VRS retirement outlook, she stated the county had. 124 service retirements and 3 disability retirements in FY2018. She noted more than 10 percent of the workforce is eligible to retire this current 18-754 11/14/18 It It F A fiscal year. She stated Chesterfield County offers two deferred compensation plans, one is with Empower and is available to all employees and the other is through the VRS Hybrid plan and is only available to employees enrolled in the Hybrid Plan. She further stated 56 percent of county employees are enrolled. She noted staff reached out to Empower and they advised that the national average is 34 percent. She stated in the Hybrid plan, the county continues to have the highest level of employees deferring in the local region. Discussion ensued relative to deferred compensation, percentage of employees currently enrolled and employee paid time off. Regarding the Employee Assistance Program, Ms. Brooking stated the county's program is a valuable resource to its workforce. She further stated the focus of the program is to improve productivity by assisting employees in balancing their work and personal lives. For FY2018, she stated the county's employee assistance program utilization rate is 7 percent, a slight decrease from the FY2017 rate. She noted 7 percent is a very healthy rate, as compared to the industry norm at 4 percent. She stated the top 3 reasons for program utilization were relationships, psychological and stress. Regarding ways to retain employees, Ms. Lackey stated HR conducts an Employee Engagement Survey every three years. She further stated the survey assesses the county's work environment and employee engagement. She noted the county scored an overall favorable result of 71 percent and scored higher than the national and public -sector norms. She stated the county has several Employee Resource Groups that support employees to enhance their professional and personal development in the work environment. She further stated the county supports professional training and development for county employees through career development programs, LCP training and development, and the tuition assistance program. Discussion ensued relative to the county's tuition assistance program, including number of employees on wait list and opportunities to accommodate more requests. Regarding employee turnover, Ms. Lackey stated the county's traditional turnover rate is 12.4 percent. She further stated the initial 12 months of hire is the probationary period, which is the trial period for both the employee and employer to assess fit. She stated for this year, 6.5 percent of the total county turnover rate was attributed to probationary separations and retirements, resulting in an actual turnover rate of 5.9 percent. Discussion ensued relative to trends in turnover data from previous years, as well as state and national public -sector trend increases. Regarding workforce demographics, Ms. Selby stated the county has over 3,400 full-time with roughly 950 part-time employees in the workforce and the average years of service for county employees is right at 10 years. She further stated county demographics remain relatively constant as compared to last year's numbers. 18-755 11/14/18 Discussion ensued relative to information regarding opportunities for employment of high school graduates immediately following graduation. Regarding grievances and investigations, Ms. Lackey stated the county had a total of 18 formal complaints which includes grievances and EEO investigations. She further stated staff attributes this to the efforts of HR, the County Attorney's Office, department leaders and managers, who support proactive measures to maintain work environments free from discrimination and harassment. In response to Mr. Elswick's question, Ms. Julie Seyfarth stated zero incidents were founded. She further stated founded means there was not a violation of policy; however, areas were identified that needed improvement or training to avoid an actual complaint. In response to Mr. Holland's question, Ms. Selby stated formal performance evaluations are given annually. She further stated frequent communication between an employer and an employee is encouraged. Regarding HR regional collaboration, Ms. Selby stated Chesterfield, Henrico, Hanover, and City of Richmond participated in a regional initiative to offer a workplace investigations training. She further stated the county has an excellent working relationship with neighboring localities and look forward to collaborating on more future initiatives and regional collaboration. Regarding future initiatives, she stated HR is continuing to work with departments on expanding career development plans across departments. She further stated staff is currently in the recruitment and selection process for a new HR recruiter position. She stated this position will collaborate with departments on developing recruitment initiatives for hard -to -fill positions. In response to Mr. Elswick's question, Mr. Scott Zaremba stated Police, Fire/EMS and Libraries have their own recruiter. Regarding future initiatives, Ms. Lackey stated staff is looking at implementing new recruitment strategies and is listening to departments who want the department to advertise more frequently, also looking to leverage social media for recruitment, and staff wants to employ creative strategies to help departments fill their positions in a timely manner. In response to Mr. Kelly stated five recruitment staff. begins in January Elswick's question, temporary officers He further stated 2019. Lieutenant Colonel Dan have been added to the the next Police Academy Ms. Lackey stated to enhance the compensation program, HR will conduct a market salary study of targeted classifications countywide and will focus efforts on conducting a pay equity study. Lastly, she stated HR will collaborate with IST and the ONESolution project leaders, on a real-time dashboard of key workforce metrics for county departments. 18-756 11/14/18 lk W It In closing, Ms. Selby stated the county is making several concerted efforts to recruit and retain talented individuals. She further stated employees will only experience a slight increase in healthcare costs for FY2018 and received a higher merit increase. She stated the county remains focused on work/life balance initiatives, which are very important to employees. Mr. Allan Carmody clarified the differential percentages of county versus employee healthcare costs. Regarding reclassification, Ms. Jaeckle stressed the importance of depicting a clear and defined description of certain departmental positions. In response to Mr. Holland's questions, Ms. Selby stated the Employee Engagement Survey is conducted every three years. She further stated the county has a young professionals organization who meet regularly with Dr. Casey. She noted the organization has also surveyed other Millennials within the county workforce. She stated the HR department works very closely with the Learning and Performance Center to help draft course content and develop employee classes for the organization. She further stated departments can utilize the Employee Recognition Program for cash awards. Ms. Brooking stated as departments are drafting career development plans there is always a component that includes Chesterfield University courses which help enhance skill sets for employees. In response to Mr. Winslow's question, Ms. Selby stated workforce development is a vital component for employee retention. Mr. Elswick requested information relative to the breakdown of Millennial employees and number of years of service when they leave the county. 3.E. ENVIRONMENTAL ENGINEERING UPDATE Mr. Scott Smedley, Environmental Engineering Director, provided an update to the Board of Supervisors regarding the Falling Creek Reservoir Restoration project, part of the county's Chesapeake Bay TMDL compliance plan, and initiatives in the Upper Swift Creek Watershed that are protective of local water quality and the Swift Creek Reservoir. He briefly reviewed two items for consent on the Board's evening agenda. Regarding the Falling Creek Reservoir Restoration, he stated the Virginia Marine Resources Commission permit was issued in October; the Army Corps Wetlands permit will be issued by the end of the year; the land acquisition is under contract; and the design is 90 percent complete. He further stated $28 million is the estimated project cost. Discussion ensued relative to expected costs over the anticipated timeline for the Falling Creek Reservoir restoration and plans to minimize the cost of making those reductions with the inclusion of stormwater utility rates and grant funding. 18-757 11/14/18 Mr. Smedley continued his presentation by reviewing the Upper Swift Creek Watershed water quality improvement initiatives which include the project at Armistead Lake at Charter Colony and RPA re -planting. He then highlighted the tree giveaway program which helps provide more forestation and tree canopies for urban areas to slow down precipitation events. In response to Mr. Elswick's question, Mr. Smedley stated the tree giveaway program is mostly advertised in local newspapers or flyers. Ms. Haley suggested a collaboration between Environmental Engineering and Community Enhancement to gain more awareness of the program. In response to Ms. Jaeckle's question, Mr. Smedley stated there is currently a backlog of over 500 workorders relative to drainage issues caused by heavy precipitation events. He noted there are many reoccurring calls due to the rain with limited workforce. Mr. Smedley continued his presentation by reviewing retrofits of older residential stormwater outfalls and aeration. Mr. Elswick requested data related to the amount of nitrogen and phosphorous reduction due to aeration. Mr. Smedley continued his presentation by reviewing public private partnership for oversized stormwater facilities which create an incentive for developers to build oversized BMPs, thus creating nutrient credits. Regarding stormwater regulatory changes, he stated commercial projects are now required to treat to more stringent standards and 14 projects have been completed since 2014. He then reviewed potential ordinance changes which include aeration requirement for all new stormwater ponds; green infrastructure and low impact development requirements; and incentive to reduce lot size, increase open space/tree canopy. In response to Mr. Elswick's question, Mr. Smedley stated water reuse is not fortified at this time and becomes problematic. He further stated some of the new regulations encourage more infiltration -type practices. He noted the cost associated with those types of systems is pretty extravagate. In response to Mr. Elswick's remarks, Mr. Andy Gilles, Planning Director, stated rain water collection can occur in parking lots with raised medians. He noted some of those techniques are used on commercial sites. Mr. Smedley continued his presentation by reviewing tree canopy requirements related to developments. He stated currently any RPA on the property counts towards those tree canopy requirements. He further stated staff is looking at evaluating options of crediting only a portion of the RPA under the state code. 18-758 11/14/18 Ic Mr. Gillies then reviewed residential green infrastructure by stating green infrastructure is a cost-effective, resilient approach to managing wet weather impacts that provides many community benefits. He further stated driveway green strips, tree canopies, and permeable pavements are examples of some of the practices used to soak up the rain. He stated green infrastructure uses vegetation, soils, and other elements and practices to restore some of the natural processes required to manage water and create healthier urban environments. Discussion ensued relative to the option of cluster housing and landscaping requirements. In response to Mr. Winslow's question, Mr. Smedley stated aeration for BMPs would be favorable for all future BMPs in the county and would also address aesthetic issues. He inquired about keeping the ordinance change to just the Upper Swift Creek Watershed or to the whole county. Mr. Winslow stressed the importance of enhancing the Upper Swift Creek Watershed during a time of moderate growth. Ms. Haley also stressed the importance of speaking with the Planning Commission to understand the gravity of proposed ordinance changes and potential implications on the development community and citizens. Mr. Bill Dupler, Deputy County Administrator, noted the importance of planning due to the possibility of a significant amount of feedback from the development community and suggested forming a committee of developers, present to the Planning Commission and then report back to the Board of Supervisors when complete. 4. REPORTS There were no Reports at this time. 5. FIFTEEN -MINUTE CITIZEN COMMENT PERIOD ON UNSCHEDULED MATTERS Mr. Jeff Parker expressed concerns relative to the cost and purpose to obtain a business license for his small business. Ms. Inga Goodwyn expressed concerns relative to the county's noise ordinance and urged the Board to reevaluate the cutoff times for excessive noise. Ms. Marcia Sugumele, polling place volunteer, expressed concerns relative to long wait times, lack of poll workers, and overcrowded parking and traffic associated with the recent mid-term election. Ms. Darcy Mathes also expressed concerns relative to long wait times, lack of poll workers and other election assets associated with the recent mid-term election. She recommended not having parent -teacher conferences on the same day as future elections. 18-759 11/14/18 6. CLOSED SESSION PURSUANT TO SECTION 2.2-3711(A)(5), CODE OF VIRGINIA, 1950, AS AMENDED, TO DISCUSS OR CONSIDER A PROSPECTIVE BUSINESS OR INDUSTRY OR THE EXPANSION OF AN EXISTING BUSINESS OR INDUSTRY WHERE NO PREVIOUS ANNOUNCEMENT HAS BEEN MADE OF THE BUSINESS OR INDUSTRY'S INTEREST IN LOCATING OR EXPANDING ITS FACILITIES IN THE rnMMT7WT TV On motion of Mr. Holland, seconded by Ms. Haley, the Board went into closed session pursuant to Section 2.2-3711(A)(5), Code of Virginia, 1950, as amended, to discuss or consider a prospective business or industry or the expansion of an existing business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business or industry's interest in locating or expanding its facilities in the community. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. On motion of Ms. Haley, seconded by Mr. Winslow, the Board adopted the following resolution: WHEREAS, the Board of Supervisors has this day adjourned into Closed 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 Closed Session was conducted in conformity with law. NOW, THEREFORE BE IT RESOLVED, the Board of Supervisors does hereby certify that to the 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 Closed Session to which this certification applies, and ii) only such business matters were identified in the motion by which the Closed Session was convened were heard, discussed or considered by the Board. No member dissents from this certification. Mr. Winslow: Aye. Mr. Elswick: Aye. Ms. Haley: Aye. Ms. Jaeckle: Aye. Mr. Holland: Aye. Reconvening: 8. INVOCATION The Honorable Chris Winslow, Clover Hill District Supervisor, gave the invocation. 9. PLEDGE OF ALLEGIANCE Eagle Scout Jaiden Six led the Pledge of Allegiance to the Flag of the United States of America. 18-760 11/14/18 P] A A A 10. COUNTY ADMINISTRATION UPDATE 10.A. INTRODUCTION OF NEW SUPERINTENDENT OF SCHOOLS, DR. MERVIN B. DAUGHERTY Dr. Casey introduced and welcomed Dr. Mervin Daugherty, new Superintendent of Chesterfield County Public Schools, who was present. Mr. John Erbach, Chair, Chesterfield County School Board, stated Dr. Daugherty, the 2015-16 Delaware Superintendent of the Year, comes to Chesterfield County from Red Clay Consolidated School District in Wilmington, Delaware. He further stated Dr. Daugherty led the largest and highest achieving school division in the state. He stated the Board is excited about the skills that Dr. Daugherty brings to the school division. Dr. Daugherty thanked the Board for the warm welcome and stated he looks forward to meeting residents, reviewing programs, and helping take Chesterfield County Public Schools to the next level of excellence in education. Board members welcomed Dr. Daugherty and expressed their enthusiasm to work with him in future county endeavors and initiatives. INTRODUCTION OF NEW COMMONWEALTH'S ATTORNEY, THE HONORABLE SCOTT MILES Dr. Casey introduced and welcomed Chesterfield's new Commonwealth Attorney, Mr. Scott Miles, who was present. Mr. Miles expressed his appreciation to the Board for the warm welcome and stated he looks forward to working with Board members and County Administration in the future. Board members welcomed and congratulated Mr. Miles on his recent success as the new Commonwealth Attorney. REGISTRAR UPDATE Dr. Casey shared a brief update with the Board of Supervisors regarding efforts that are currently underway to aid Ms. Constance Tyler, the County Registrar, and her team such that the voting process for Chesterfield citizens is as seamless as possible in future elections. He stated County Administration has met with Ms. Tyler post-election and has developed a scope of work to evaluate the current voting processes and, ultimately, bring forward a plan to remedy any area where improvements are needed. He further stated some of the items to be studied include: a precinct by precinct inventory of pollbooks, scanners, and other election assets; an evaluation of parking and traffic issues; a strategy to bolster the number of poll workers; ways to use technology to speed up the process and distribute information about wait times; ways to use the Communications and Media assets more effectively; ways to build up and distribute reserve assets (people and machines) where and when lines begin to build up; and explore establishing customer service standards to improve the overall voter experience. He stated a cross departmental team has been assembled that will work with Ms. Tyler and her team to accomplish that scope of work and it is our goal to bring a full report back to the Board in no more than 90 days, such that any requests for resources could be folded into the FY2020 budget process. 18-761 11/14/18 Ms. Constance Tyler, accompanied by Ms. Rosemarie Hart, Mr. Thomas Van Auken, and Randall Welch, members of the Electoral Board, updated the Board of Supervisors relative to the voting process. She concurred with Dr. Casey's remarks and stated she is confident about plans moving forward regarding future election processes. Ms. Rosemarie Hart, secretary of the Electoral Board, stated the Electoral Board is supportive of the job Ms. Tyler is doing and the way she is handling the election process and aftermath. She further stated the Board is eager to explore options regarding future elections, solving problems, and ways to improve the process. She noted the Board's goal is always a fair and impartial election. She also expressed appreciation to those who operated the voting precincts. Mr. Holland stated voting is very fundamental to democracy and he applauded Ms. Tyler and members of the Electoral Board for their involvement in improving the voting process. He recommended having conversations with the state delegation regarding the possibility of early voting to ease the progression and other election assets. Ms. Jaeckle stressed the importance of analyzing the voting process precinct by precinct and not having parent -student conferences at elementary schools on election day. Ms. Haley stressed the importance of collaboratively working together and anticipating the needs of county citizens for them to exercise their right to vote in the future. Mr. Winslow stated he received several calls from constituents in the Clover Hill Districts voicing their concerns relative to voting issues. He expressed concerns relative to the diversity of the issues he was made aware of and stated he looks forward to remedying those issues before the next election cycle. Mr. Elswick stated he encountered many disappointed, frustrated and angry constituents voting in Matoaca District precincts. He noted for those individuals' cars that become stuck at some voting locations, the county offered to pay the towing bill. He stated many citizens urged him to ask the state delegation to carry legislation that will allow early voting. Ms. Tyler concurred with Board member remarks and reiterated her confidence regarding .plans moving forward to remedy issues before the next election. 10.B. PRESENTATION OF COMPREHENSIVE ANNUAL FINANCIAL REPORT CAFR BY EXTERNAL AUDITOR Dr. Casey then introduced Mr. Rob Churchman, Engagement Partner with Cherry Bekaert, LLP, who presented the county's CY2018 Comprehensive Annual Financial Report to the Board of Supervisors and thanked the county and schools for their participation in the audit process. In response to Mr. Holland's question regarding leases, Mr. Churchman stated financing leases could be a potential large issue for an entity because of the necessity possibly for new systems to make sure all leases are tracked. He noted this method may require a more comprehensive inventory to ensure the population is complete. Mr. Winslow and Ms. Jaeckle recognized members of the Accounting and Internal Audit departments for the timely audit report and well-run organization. 18-762 11/14/18 P] P7 A 10.C. OTHER COUNTY UPDATES • Dr. Casey was pleased to recognize a unique community partner, Bridging RVA, who has begun to work very closely with numerous county departments to aid residents in need. He stated three years ago, Bridging RVA began including Chesterfield County children in their annual initiative, which provides a twin mattress and box spring, pillow, sheets and a blanket to children in need. He further stated bridging RVA's campaign expanded last year from 100 Beds For 100 Kids in the region to 150 Beds For 150 Kids. He stated this year, the demand from Chesterfield alone was 101. Referrals primarily come from Mental Health Support Services, Social Services and the school system. He then introduced Bridging RVA Executive Director Ms. Lee Ann Sawyer, Bridging RVA Founder and Board Chair Mr. John Sawyer and Bridging RVA Board Member Ms. Ginger O'Neil as well as representatives from the primary referral agencies including Ms. Melissa Ackley, Prevention Manager, MHSS; Ms. Marie Ozmore from Chesterfield Social Services and Ms. Wendy Lively from Chesterfield Communities In Schools. Ms. Jaeckle expressed her appreciation to all the Bridging RVA members in attendance for their service and generosity. • Mr. Butch Lambert, Deputy Director for Department of Mines, Minerals and Energy, stated in 2014, the Virginia Department of Mines, Minerals and Energy, in cooperation with Chesterfield County, began work on a project at the 42 -acre Mid -Lothian Mines Park aimed at improving the environment and the safety of park visitors while preserving an importanct part of Virginia's history. He then announced the Mid -Lothian Mines Park Project was the recipient of the 2018 Abandoned Mine Land Reclamation Small Project Award and presented the award to Ms. Haley. Ms. Haley expressed appreciation for the collaboration and the special award and asked her Planning Commissioner, Mr. Peppy Jones, to speak on her behalf. Mr. Jones provided a brief historical overview of the park and thanked Parks and Recreation staff for their tremendous efforts relative to the project. Mr. Stuart Connock, Chief of Parks/Design and Construction, commended the partnership with the Virginia Department of Mines, Minerals and Energy for their efforts to reclaim and preserve the mine. The following item was moved from the afternoon session due to time constraints: (W 1� 3.F. COUNTY/SCHOOLS SUPPLEMENTAL RETIREMENT PLAN UPDATE Mr. Allan Carmody, Finance Director, presented information to the Board of Supervisors on the County Supplemental Retirement Plan and the Supplemental Retirement Program for Employees of Chesterfield County Schools. He stated the School Plan requires, at least annually, reporting by the Plan Administrator to the Employer, the Chesterfield County Board of Supervisors, the Chesterfield County Administrator, 18-763 11/14/18 and the Audit and Finance Committee. He further stated the School report was presented to the School Supplemental Retirement Plan Administrative Committee on October 19, 2018 and the County Audit and Finance Committee on November 9th. Regarding the operating overview, he stated oversight structures exist in both plans. He further stated recent activities include the execution of new actuary and investment manager contracts - same vendor for both plans; execution of new asset custodian/trustee contract (Chesterfield County Public Schools only); and the CCPS investment policy approved in conjunction with a new investment manager. He noted the April 2017 school plan design is now reflected in the FY2018 financial reporting. He stated the CCPS plan position improved in FY2018; contributions exceeded requirements; net pension liability reduced; funded ratio improved; an additional $2 million deposited prior to January 2019; and full extent of Plan revisions first reflected in FY2018. He then reviewed CCPS key financials as of June 2018. He stated the county plan position improved in FY2018 and contributions exceeded requirements; new pension liability was reduced; and the funded ratio improved. He then highlighted county plan financials as of June 2018. In closing, he stated forward focus on multiple fronts include adherence to strong financial principles and oversight; tracking financial performance against expectations; and updating the school plan financial projections. Mr. Winslow expressed his appreciation to Mr. Carmody and commended his financial team for their efforts relative to the SRP. He stated all teachers will receive their promised share of supplemental retirement because of amendments to the plan. He noted the plan is a testament to fiscal discipline. Mr. Holland concurred with Mr. Winslow's remarks and applauded Mr. Carmody -for his efforts relative to the plan. In response to Mr. Holland's questions, Mr. Carmody stated the combined efforts of county and schools staff has presented positive results. He further stated the additional $2 million contribution is extremely important to watch, particularly as market disruptions occur. He stated the $2 million investment will be contributed prior to January 1St. 11. BOARD MEMBER REPORTS Ms. Jaeckle asked Sheriff Leonard to come forward to present information regarding an event on Sunday, November 18th. Sheriff Leonard announced R.J. Smith will erect an American flag, the largest American flag in Virginia on the tallest flagpole in the state. He stated Mr. Smith, president of R.J. Smith Construction, decided to erect a flagpole and raise the flag to give back to the community and honor military troops, veterans, law enforcement and first responders. He further stated the event will be held at 2:00 p.m., Sunday, November 18th at USA Iron and Metal, 1800 Coxendale Road. He stated some 2,000 people are expected to attend the event, which will include a mini -concert featuring Lee Greenwood. Mr. Elswick announced he attended the ribbon cutting for the new Publix at Cosby Village this morning. 18-764 11/14/18 P] P] Mr. Holland announced Chesterfield County won the Best Large County Achievement award for its submission "Operationalizing a System of Care and Breaking Down Silos: The Sharing of a Mental Health Clinician Across Juvenile Agencies in Chesterfield County." He also announced he participated in the county's first Trunk or Treat event on October 29th at the Chesterfield County Fairgrounds. He noted over 10,000 people attended the event. In closing, he announced he attended a community meeting regarding Cogbill Park on November 7th. Ms. Jaeckle announced she attended the 29th Annual Valor Awards this morning, dedicated to honoring those who have put their lives at risk to preserve the safety of the community. She also announced she attended a neighborhood cleanup day in Enon organized by the Community Enhancement Department. Ms. Haley announced she attended a neighborhood cleanup day in the Greenfield Neighborhood, also organized by the Community Enhancement Department. Ms. Jaeckle expressed appreciation to Corporal Officer Timothy Morton and Ms. Carrie Coyner for their efforts relative to neighborhood cleanups. 12. RESOLUTIONS 12.A. RECOGNIZING BOY SCOUTS UPON ATTAINING THE RANK OF EAGLE SCOUT Ms. Susan Pollard introduced Mr. Jaiden Alexander Six and Mr. Ian Atticus Brown, who were present to receive the resolution. On motion of Mr. Holland, seconded by Ms. Haley, the Board adopted the following resolution: WHEREAS, the Boy Scouts of America was incorporated by Mr. William D. Boyce on February 8, 1910, and was chartered by Congress in 1916; and WHEREAS, the Boy Scouts of America was founded to build character, provide citizenship training and promote physical fitness; and WHEREAS, after earning at least 21 merit badges in a wide variety of skills including leadership, service and outdoor life, serving in a leadership position in a troop, carrying out a service project beneficial to their community, being active in the troop, demonstrating Scout spirit, and living up to the Scout Oath and Law, Mr. Jaiden Alexander Six, Troop 819, sponsored by St. John's Episcopal Church, and Mr. Ian Atticus Brown, Troop 876, sponsored by Mt. Pisgah United Methodist Church, have accomplished those high standards of commitment and have reached the long -sought goal of Eagle Scout, which is received by only four percent of those individuals entering the Scouting movement; and WHEREAS, growing through their experiences in Scouting, learning the lessons of responsible citizenship, and endeavoring to prepare themselves for a role as leaders in society, Jaiden and Ian have distinguished themselves as members of a new generation of prepared young citizens of whom we can all be very proud. 18-765 11/14/18 NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of Supervisors, this 14th day of November 2018, publicly recognizes Mr. Jaiden Alexander Six and Mr. Ian Atticus Brown, extends congratulations on their attainment of Eagle Scout, and acknowledges the good fortune of the county to have such outstanding young men as its citizens. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. Ms. Haley and Mr. Holland presented the executed resolutions and patches to both Eagle Scouts, accompanied by members of their families, congratulated them on their outstanding achievements, and wished them well in future endeavors. Both Eagle Scouts provided details of their Eagle Scout project and expressed appreciation to their parents and others for their support. 13. NEW BUSINESS 13.A. APPOINTMENTS 13.A.1. PARKS AND RECREATION ADVISORY COMMISSION On motion of Mr. Holland, seconded by Mr. Winslow, the Board nominated/appointed Mr. William Pipp, representing the Matoaca District, to serve on the Parks and Recreation Advisory Commission, whose term is effective December 1, 2018 and will expire December 31, 2019. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 13.A.2. YOUTH SERVICES CITIZEN BOARD On motion of Mr. Holland, seconded by Ms. Haley, the Board nominated/appointed/reappointed Ms. Angie Trueblood, Midlothian adult representative, and Ms. Samra Kanwal, At - Large representative, to serve on the Youth Services Citizen Board, whose terms are effective immediately with Ms. Trueblood's term expiring June 30, 2021 and Ms. Kanwal's term expiring June 30, 2019. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 13.B. CONSENT ITEMS 13.B.1. AWARD OF A CONTRACT TO MULTIPLE FIRMS FOR PROFESSIONAL ENGINEERING SERVICES RELATIVE TO WATERSHED MANAGEMENT On motion of Mr. Holland, seconded by Ms. Haley, the Board authorized the County Administrator to execute the contract for professional engineering services relative to watershed management with Arcadis U.S. Inc, GKY and Associates, Inc., Hazen and Sawyer, Johnson Mirmiran and Thompson, Inc. (JMT) and Timmons Group, Inc. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 18-766 11/14/18 9 F. 13.B.2. ADOPTION OF THE 2019 LEGISLATIVE PROGRAM On motion of Mr. Holland, seconded by Ms. Haley, the Board adopted the 2019 Legislative Program. (It is noted a copy of the program is filed with the papers of this Board.) Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 13.B.4. SET DATES FOR PUBLIC HEARINGS 13.B.4.a. TO CONSIDER AN AMENDMENT TO SECTION 9-14 OF THE COUNTY CODE RELATING TO PROCEDURES FOR REAL ESTATE ASSESSMENTS AND REASSESSMENTS On motion of Mr. Holland, seconded by Ms. Haley, the Board set a public hearing for December 12, 2018, to consider amendments to Section 9-14 the County Code relating to procedures for real estate assessments and reassessments. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 13.B.4.b. TO CONSIDER AN AMENDMENT TO SECTION 17-56 OF THE COUNTY CODE RELATING TO RESOURCE PROTECTION AREA DESIGNATION FOR LINE MODIFICATION PLATS On motion of Mr. Holland, seconded by Ms. Haley, the Board set a public hearing for December 12, 2018 to consider a proposed code amendment relative to resource protection area designation for line modification plats. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 13.B.4.c. TO CONSIDER AN AMENDMENT TO SECTIONS 19.1-1, 19.1- 14 AND 19.1-15 OF THE COUNTY CODE RELATING TO VARIANCE AND ZONING FOR PERSONS WITH DISABILITIES On motion of Mr. Holland, seconded by Ms. Haley, the Board set a public hearing for December 12, 2018 to consider a proposed code amendment relating to variance and zoning for persons with disabilities. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 13.B.5. APPROPRIATION OF FUNDS AND AUTHORIZATION TO PROCEED WITH THE ROUTE 1 (MERRIEWOOD ROAD - ELLIHAM AVENUE) SIDEWALK PROJECT On motion of Mr. Holland, seconded by Ms. Haley, the Board took the following actions for the Route 1 (Merriewood Road - Elliham Avenue) Sidewalk Project: 1. Transferred $25,000 in General Road Improvement Account funds; 2. Appropriated $1,250,000 in anticipated VDOT reimbursements; 3. Authorized the County Administrator to enter into the customary VDOT/County agreements/contracts, permits/ mitigation agreements and surety agreements, acceptable to the County Attorney; 4. Authorized the County Administrator to proceed with the 18-767 11/14/18 design and right- of -way acquisition, including advertisement of eminent domain public hearings if necessary and to accept the conveyance of right-of-way and easements that are acquired; 5. Authorized the Chairman of the Board of Supervisors and County Administrator to execute easement agreements for relocation of utilities; and 6. Authorized the Procurement Director to proceed with the advertisement and award of a construction contract for the project. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 13.B.6. AWARD OF CONSTRUCTION CONTRACT FOR THE RIVER ROAD PRESSURE REDUCING VALVE, VAULT, AND HULL STREET ROAD WATER LINE IMPROVEMENTS On motion of Mr. Holland, seconded by Ms. Haley, the Board authorized the Director of Procurement to award the construction contract to Walter C. Via Enterprises, Inc., in the amount of $985,000 and execute all necessary change orders up to the full amount budgeted for the River Road Pressure Reducing Valve, Vault, and Hull Street Road Water Line Improvements project. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 13.B.7. REQUEST TO QUITCLAIM PORTIONS OF A SIXTEEN -FOOT WATER EASEMENT ACROSS THE PROPERTY OF BSF RICHMOND, LP On motion of Mr. Holland, seconded by Ms. Haley, the Board authorized the Chairman of the Board of Supervisors and the County Administrator to execute a quitclaim deed to vacate portions of a 16 -foot water easement across the property of BSF Richmond, LP. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 13.B.8. ACCEPTANCE OF A PARCEL OF LAND FOR RIGHT OF WAY FOR SUNCREST DRIVE FROM CITIZEN AND FARMERS BANK On motion of Mr. Holland, seconded by Ms. Haley, the Board accepted the conveyance of a parcel of land containing 1.45 acres, more or less, for right of way for Suncrest Drive from Citizen and Farmers Bank and authorized the County Administrator to execute the deed. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 13.B.9. DESIGNATION OF RIGHT OF WAY AND A TEMPORARY CONSTRUCTION EASEMENT FOR THE WINTERPOCK ROAD IMPROVEMENT PROJECT On motion of Mr. Holland, seconded by Ms. Haley, the Board designated right of way and a temporary construction easement for the Winterpock Road Improvement Project and authorized the County Administrator to execute the designation. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 18-768 11/14/18 It It F 13.B.10. ADOPTION OF RESOLUTION RECOGNIZING NOVEMBER AS DIABETES AWARENESS MONTH IN CHESTERFIELD COUNTY On motion of Mr. Holland, seconded by Ms. Haley, the Board adopted the following resolution: WHEREAS, diabetes is a serious disease with potentially life-threatening complications including heart disease, stroke, blindness, kidney disease and amputation; and WHEREAS, more than 30 million people in the United States have diabetes, including 835,000 in Virginia; and WHEREAS, an additional 84 million people in the United States are at risk of developing type 2 diabetes; and WHEREAS, approximately every 21 seconds, someone in the United States is diagnosed with diabetes; and WHEREAS, an increase in community awareness is necessary to put a stop to the diabetes epidemic. NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of Supervisors recognizes November as Diabetes Awareness Month in Chesterfield County and urges county residents to be a part of the American Diabetes Association's movement to confront, fight and, most importantly, change the future of this deadly disease. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 13.B.11. TRANSFER OF DISTRICT IMPROVEMENT FUNDS FROM THE MATOACA DISTRICT IMPROVEMENT FUND TO THE PARKS AND RECREATION DEPARTMENT TO PURCHASE AND INSTALL A SCOREBOARD ON THE ATHLETIC FIELD AT GRANGE HALL ELEMENTARY SCHOOL On motion of Mr. Holland, seconded by Ms. Haley, the Board authorized the transfer of up to $3,000 from the Matoaca District Improvement Fund to the Parks and Recreation Department to purchase and install a scoreboard on the athletic field at Grange Hall Elementary School. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 13.B.12. TRANSFER OF FUNDS FROM THE HARROWGATE ELEMENTARY SCHOOL PROJECT TO THE MANCHESTER MIDDLE SCHOOL PROJECT On motion of Mr. Holland, seconded by Ms. Haley, the Board authorized the transfer of $1,200,000 savings from the Harrowgate Elementary School project to the Manchester Middle project. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 18-769 11/14/18 13.B.13. APPROPRIATION AND TRANSFER OF FUNDS FROM FY18 RESULTS OF OPERATION TO THE SCHOOL DIVISION FOR SCHOOLS' SUPPLEMENTAL RETIREMENT PROGRAM On motion of Mr. Holland, seconded by Ms. Haley, the Board authorized the appropriation and transfer of $154,000 from FY18 results of operation to the school division for Schools' Supplemental Retirement Program (SRP). Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. On motion of Mr. Elswick, seconded by Mr. Holland, Item 13.B.3. Initiate Application for Rezoning to Permit a New Fire Station (Ettrick Fire Station) and Elementary School (Ettrick Elementary) Plus Conditional Use Planned Development for Exceptions to Ordinance Requirements, was removed from the Consent Agenda for public comment. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 13.B.3. INITIATE APPLICATION FOR REZONING TO PERMIT A NEW FIRE STATION (ETTRICK FIRE STATION) AND ELEMENTARY SCHOOL (ETTRICK ELEMENTARY) PLUS CONDITIONAL USE PLANNED DEVELOPMENT FOR EXCEPTIONS TO ORDINANCE REQUIREMENTS Ms. Brenda Stewart stated she pulled the item because the request needs to be rewritten for clarity. She further stated it appears the acreage used by Schools is being misrepresented and expressed concerns relative to the lack of community input regarding the optimal location of the replacement school. She urged the Board to remand the item to the Planning Commission for revision. Mr. Elswick stated if Ms. Stewart report, he doubts the public clarification regarding the regarding specific acreage for zoning is needed. He noted the planned development. cannot understand the staff can. He further stated recommended Board action zoning and the purpose of deferral would not impact In response to Ms. Haley's question, Mr. Bill Dupler stated the construction schedule can tolerate resubmitting the item on the Board's December agenda. Ms. Jaeckle reiterated Mr. Elswick's request and noted the complexity of rezoning older parcels. Mr. Elswick then made a motion, seconded by Mr. Holland, for the Board to defer consideration relative to the initiation of the application for rezoning to permit a new fire station (Ettrick Fire Station) and elementary school (Ettrick Elementary) plus conditional use planned development for exceptions to ordinance requirements until the December 12, 2018 regularly scheduled meeting. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 18-770 11/14/18 19 A 14. FIFTEEN -MINUTE CITIZEN COMMENT PERIOD ON UNSCHEDULED MATTERS Ms. Leanne Mahadeo expressed concerns relative to long wait times, lack of poll workers, and overcrowded parking associated with the recent mid-term election. She urged the Board to ensure excessive wait times are not a deterrent in future elections. Mr. Jerry Turner, Falling Creek Farms neighborhood resident, expressed concerns relative to the placement of a manufactured home in his neighborhood and the its effect on property values. He recognized numerous Falling Creek Farms residents in the audience who also had the same concerns. Ms. Kathy Mortensen, representing the Chesterfield County Republican Committee, expressed concerns relative to excessive wait times, lack of appropriate staffing and scanners, and overcrowded parking associated with the recent mid-term election. Ms. Elizabeth Florek, polling place volunteer, expressed concerns relative to incorrect sample ballot information distributed to voters at precinct locations. 15. DEFERRED ITEMS 15.A. CONSIDERATION OF A LAND LEASE AND FBO SERVICES AGREEMENT WITH RICHMOND EXECUTIVE AVIATION, LLC Mr. Clay Bowles, Director of General Services, stated on October 24th, the Board conducted a public hearing and deferred action to have additional time to review the land lease, FBO agreement and the estimated financial impacts of these agreements. He further stated Richmond Executive Aviation, LLC (REA) submitted an application to the county to become a fixed based operator (FBO) at the Chesterfield County Airport. He stated staff vetted this proposal versus requirements specified in the Airport's Minimum Standards for FBOs to provide aeronautical activities to the public and found that REA's proposal met those criteria. He further stated if approved as an FBO, REA will construct through an affiliated entity, 5G Air, LLC, and occupy two 10,000 -square - foot hangars on pad sites 1 and 2 on the North Ramp. He stated staff has reached an agreement in principle with REA with the following major terms: 40 -year land lease with 5G Air, LLC at fair market value of $.3438/square foot for construction of two 10,000 -square -foot hangars; 30 -year FBO agreement; rental of approximately 138 square feet in the terminal building for a reception desk; and $.065 per gallon fuel flowage fee upon execution of lease (if flowage fee paid by other FBOs increases, REA flowage fee would increase to an equivalent amount, up to $.22/gallon). In response to Ms. Haley's questions, Mr. Bowles stated the Board posed several questions during the closed session and REA provided additional information which answered most of the Board's questions. He stated the only piece of information staff could not validate was an airplane by airplane breakdown with estimated financial impacts from personal property tax and fuel flowage fees. He further stated staff was not able to gather any additional 18-771 11/14/18 information regarding the proposed arrangements with Rick Aviation for the 141 school. He stated REA intends to partner with Rick Aviation to carry out the functions of the 141 school so that they can gain experience and additional qualifications to be able to form their own 141 school later on. He further stated the only document staff received was an unsigned letter of agreement between REA and Rick Aviation. Ms. Haley stated she has absolutely no problem with the expectation of a second FBO for the county airport and noted it is a fabulous opportunity. She further stated she took an oath to protect the interest of the county and has a fiduciary duty to make certain she is looking at all aspects of the issue before she can agree upon the appropriate terms of the lease agreement. She stated the Board was provided financial data based upon the potential expansion of the current FBO, the expansion of adding an additional FBO, and what the essential point is to the county. In response to Ms. Haley's questions, Mr. Zaremba stated at the closed session conducted at the last Board meeting staff was asked to attain a list of airplanes that would be housed at the airport to validate what personal property would be paid on each aircraft and attempt to estimate how much fuel those planes would use in a year in order to see how much fuel flowage fees would be collected. He further stated staff asked the applicant for a matrix to be completed, which was not received. He stated he was under the impression that information would be provided directly to the Board of Supervisors. He further stated the minimum standards have a catchall provision to obtain information pertinent to the decision, by direction of the Board of Supervisors. He stated staff is very much in favor of competition and a second FBO and believes that is crucial to the growth and development of the airport, particularly with the runway extension with great expense, adding a fuel farm, and the north ramp is the valuable real estate for the county. He further stated staff would have liked to receive additional information in terms of revenue that would have improved shortened long-term condition of the facility, particularly in fuel flowage revenue. More specifically, he stated the deal does not allow the county to cover the additional debt service of the fuel farm, nor does it allow coverage of major maintenance expenses expected. In terms of sustainability of the airport, he stated the county can cover the operating costs not the other expenses he described. He further stated the north ramp was anticipated to collect additional revenue. He noted the second FBO would not be bringing in as much revenue as staff had hoped for initially. He stated after the closed session, staff had a list of questions from the Board, which was compiled into a questionnaire and submitted to the applicant. He further stated some, not all of the requested information was received. Ms. Jaeckle read the following statement from Mr. Phil Solomon, CFO, Part Owner, CFI, Heart of Virginia Aviation Inc.: "We have listened into sections of the recording from last night's meeting of the Chesterfield County Board regarding the proposals to add another FBO to Chesterfield County Airport. Heart of Virginia Aviation's operations with respect to our relationship with Liberty University and our Part 141 operations were severely mischaracterized by Mr. Hackett in a number of respects which presented our business in an unfavorable and significantly inaccurate light. We cannot let the discrimination of such highly prejudicial 18-772 11/14/18 It E P] A A statements go unchallenged. Mr. Hackett indicated the Hova "only had one plane" on its Part 141 and that we were at capacity with students struggling to find flight slots. He also left the impression that a deal with Liberty University was simply a matter of signing a lease with the county. For the record, Hova has 16 aircraft that are currently available for our Part 141 with another five planes in reserve and Hova has currently nine full time instructors with another seven available part time plus two more instructors who want to be full time on a waiting list." Ms. Jaeckle noted there were several other items describing the opposite information Mr. Hackett presented to the Board. She stated when she and Ms. Haley met with Mr. Hackett, she was excited about the opportunity of a second FBO; however, his promises have been highly inaccurate. She then read the following statement from Mr. Solomon: "I should also mention that Hova has also been the exclusive provider of flight training to three other college programs ... and has provided over 100,000 hours of flight instruction over our 26 years of business. Part 141 schools have a -very high failure rate because of the huge effort in time, expense and people, not to mention having to deal with non-stop scrutiny from the FAA and others. The learning curve is steep. The busiest flight schools in the country are those that can take international students and that adds another 30 months to the process because you cannot even apply for approval until you have been a Part 141 for at least two years and have met the requirements to go from "Provisional" to "full" and then the approval process will typically take another six months. Running these types of flight schools is a seven day per week fulltime commitment." Ms. Jaeckle noted Mr. Hackett has had two failed businesses and filed for bankruptcy. She expressed concerns relative to lack of indication Mr. Hackett can follow through with the undertaking of running a flight school. She noted during the public hearing Mr. Hackett stated, "I put earnest money down, I got the county to go into an LOI", which is false. She stated there are red flags all over the place and feels no due diligence has been made to ensure the operation of an additional FBO under Mr. Hackett. She further stated she is 100 percent in favor of an additional FBO; however, she wants it to be the right FBO for the county. She stated she received an email from Senator Amanda Chase from Mr. Hackett claiming two Board members are against the proposal because they want to stifle competition and show favoritism, which is completely false. She further stated once false information has been provided, it is very hard to regain trust. She expressed concerns relative to the unprofessional manner the issue has been handled. In response to Mr. Holland's question, Mr. Bowles stated REA has met the standards to bring the item before the Board of Supervisors. Mr. Elswick stated he does not want staff to take Ms. Jaeckle's comments regarding unprofessionalism personally because if anyone has dealt with the issue with professionalism, it is county staff. He further stated staff has been dragged through the jungle as the result of a philosophical difference between the Board of Supervisors. He stated staff has provided every answer and examined all data inside and out. 18-773 11/14/18 Mr. Holland made a motion, seconded by Mr. Elswick, for the Board to approve the land lease and FBO Services Agreement with Richmond Executive Aviation, LLC. Ms. Jaeckle recommended the addition of 28 -foot hangar doors in the terms of agreement, to fit current and future airplanes. She noted Mr. Hackett agreed to a 20 -year land lease at the public hearing. Mr. Holland expressed concerns relative to Ms. Jaeckle's request to impose an additional mandate and how to quantify the cost incurred. Discussion ensued relative to Ms. Jaeckle's request to impose 28 -foot hangar doors within the agreement. Dr. Casey clarified the action before the Board and stated if approved as an FBO, REA will construct through an affiliated entity, 5G Air, LLC. He further stated if there is a failure of a FBO agreement, the lease agreement with 5G Air, LLC needs to find and bring forth another FBO. Mr. Bowles stated if the FBO fails, the county has the option to purchase the hangar at fair market value or to allow for any ongoing aeronautical activities that would need to be reviewed and approved. In response to Ms. Haley's question, Mr. Mincks stated the Board can insist upon an imposition to the terms of the agreement; however, the applicant does not have to agree to the lease pursuant to the terms. He further stated the Board can vote to adopt the lease with an amendment to add a 28 - foot door condition. Dr. Casey noted there are two pad sites as part of this proposal. He stated there are four pad sites that are under some future consideration with a public hearing for pad site 4. Mr. Bowles stated each additional 2 feet of hangar door height adds 5-10 percent premium per door. He further stated the estimated cost would be $100,000 for a 10,000 square foot hangar with a 20 -foot door. Discussion ensued relative to the standard height of airplane hangar doors and the terms relative to Innovation Hangar, Inc. Ms. Haley stated the Board has not hesitated in any way to challenge the development community and business community in other ways to bring the quality of a product in a project that the Board believes is necessary on private land because it has impact on the economics of the county, let alone on county landwhere there will be direct economic impact in the county. She further stated it is absolutely appropriate for the Board to ask for the proposed project to be built with standards that would be required as part of a partnership coming in under a FBO agreement to build on county property. She stated she was the one to ask Mr. Hackett specifically when standing before the Board if he would in that moment in time agree to a 20 -year land lease, which he agreed to. She further stated she would ask that there be an amendment to include a 28 -foot door because the other FBO which is considering expansion would be building hangars with 28 -foot doors. 18-774 11/14/18 W F 9 Mr. Holland stated the Board has discussed consistency amongst the hangars at the airport; however, he expressed concerns imposing a condition on one entity as opposed to other. He further stated his motion stands as presented. Mr. Winslow stated he would agree to the mandate of a 28 -foot door; however, he stated he is not in favor of the 20 -year lease amendment. In response to Ms. Jaeckle's question regarding the fuel farm, Mr. Bowles stated the additions and changes are estimated at $225,000. In response to Ms. Haley's question, Mr. Bowles stated the anticipated revenue generated from the second FBO would be $66,000. In response to Mr. Elswick's question, Mr. Bowles stated the total cost of the fuel farm to the county is $1.85 million. In response to Ms. Haley's question, Mr. Bowles stated the fuel farm is planned to be replaced. In response to Dr. Casey's question, Mr. Bowles stated the $66,000 amount is an annual revenue source estimated by the data provided by REA. Mr. Holland made a substitute motion to include a condition to include 28 -foot hangar doors in the terms of the agreement. In response to Mr. Holland's questions, Mr. Mark Hackett stated the reasoning for under 28 -feet for the door hangar is because of the installation of a foam fire suppression method, which dramatically increases the cost of the hangar. He further stated a 28 -foot hangar door was originally proposed; however, the market does not bear it in Chesterfield. He stated the only aircraft that requires such a hangar would be a Gulfstream G500 size or greater. He stated if there is a market for that size of an aircraft, a hangar will be built to suit. He further stated REA is committed to the county and will build a hangar with a 28 - foot door if there is proof the market can bear that size hangar. He stated if there is an aircraft of that size coming into the county the owner would petition the Board to build their own hangar. Mr. Holland stressed the importance of imposing less provisions by government. In response to Ms. Haley's question, Mr. Hackett stated he is prepared to build a 28 -foot door hangar. Regarding first-year tax revenue, he stated REA is projecting numbers based on the fact there is no business, no Board vote, and no contracts, only on commitments and obligations with current aviation aircraft owners that they are bringing into the county right now. He further stated there will be net positive cash flow day one of operation. He stated the $66,000 is a gross underestimate of what will be produced for the county. Mr. Mincks clarified the substitute motion. Mr. Holland stated he is prepared to withdraw his substitute motion due to cost and the burden on the business coming to Chesterfield County. Mr. Hackett stated the original plans called for a 26 -foot door. 18-775 11/14/18 Mr. Winslow then made a motion, seconded by Mr. Holland, for the Board to approve the land lease and FBO Services Agreement with Richmond Executive Aviation, LLC, with the 26 - foot hangar door condition. Ayes: Winslow, Holland and Elswick. Nays: Jaeckle and Haley. 16. REQUESTS FOR MANUFACTURED HOME PERMITS AND REZONING PLACED ON THE CONSENT AGENDA TO BE HEARD IN THE YULLUWING ORDER: - WITHDRAWALS/DEFERRALS - CASES WHERE THE APPLICANT ACCEPTS THE RECOMMENDATION AND THERE IS NO OPPOSITION - CASES WHERE THE APPLICANT DOES NOT ACCEPT THE RECOMMENDATION AND/OR THERE IS PUBLIC OPPOSITION WILL BE HEARD AT SECTION 18 iacun9IDI In Matoaca Magisterial District, Christopher Brown requests rezoning from Residential (R-88) to Agricultural (A) on 69.4 acres fronting 395 feet on the north side of Hickory Road, 2,820 feet east of River Road and amendment of zoning district map. Density will be controlled by zoning conditions or ordinance standards. The Comprehensive Plan suggests the property is appropriate for Residential Agricultural (maximum of 0.5 dwellings per acre) uses. Tax ID 757-625- Part of 4630. Mr. Gillies presented a summary of Case 19SNO522 and stated both the Planning Commission and staff recommended approval. Mr. Chris Brown accepted the recommendation. Ms. Jaeckle called for public comment. There being no one to speak to the issue, the public hearing was closed. In response to Mr. Elswick's question, Mr. Brown stated he has invested $6,800 to downzone the property from residential to agricultural. Mr. Elswick expressed concerns relative to an applicant having to pay substantial fees to downzone a property and asked staff to analyze and simplify similar rezoning requests in the future. Mr. Elswick then made a motion, seconded by Mr. Winslow, for the Board to approve Case 19SN0522. Discussion ensued relative to analyzing and simplifying similar rezoning requests. Ms. Jaeckle called for a vote on the Mr. Elswick's motion, seconded by. Mr. Winslow, for the Board to approve Case 19SN0522. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. Mr. Gillies stated part of the 2007 case was a reduction of proffers that were already on the books for that case. He further stated there was a substantial reduction of proffers that would have had to be paid, even for the construction of one house with the 17 -lot configuration. 18-776 11/14/18 D 19SN0552 In Matoaca Magisterial District, C & R Realty L P requests rezoning from Residential (R-88) to Residential (R-25) and amendment of zoning district map on 101 . 5 acres fronting 3, 052 feet along the east line of Lake Chesdin Parkway 2, 100 feet south of Ivey Mill Road. Residential use of up to 1 . 74 units per acre is permitted in the Residential (R-25) District . The Comprehensive Plan suggests the property is L appropriate for Residential Agricultural use (Maximum of 0 .5 dwellings per acre) . Tax IDs 730-631 Part of 6820 ; 733-626 Part of 0252 and 735-627-1212 . Mr. Gillies presented a summary of Case 19SN0552 and stated both the Planning Commission and staff recommended approval and acceptance of the proffered conditions . Mr. Elswick read the following statement: "I own a home at 13601 Blue Heron Circle in Chesdin Landing Subdivision. My house is 1 . 5 mile away from the property involved in this zoning case, Case 19SN0552 , but my property might realize a direct or indirect benefit or detriment resulting from the decision of the Board of Supervisors . There are scores of homes that will be as or more affected, directly or indirectly, by this rezoning decision as my home and I am, therefore, a member of that group under Virginia Code Sections 2 .2-3112 and 2 . 2-3115 (H) . I am able to participate in this rezoning care fairly, objectively, and in the public interest and I therefore intend to participate as a member of the Board of Supervisors . " Ms . Ann Miller, representing the applicant, accepted the recommendation. Ms . Jaeckle called for public comment. In response to Mr. Mincks' question, Ms. Miller stated she believes the conditions proffered are reasonable under state law. There being no one to speak to the issue, the public hearing was closed. On motion of Mr. Elswick, seconded by Mr. Holland, the Board approved Case 19SN0552 and accepted the following proffered conditions : 1. Density. The maximum density of this development shall not exceed 0 . 7 dwelling units per acre. (P) 2 . Utilities. Public water systems shall be used. (U) 3 . Dwelling Size . The minimum gross floor area of each thor dwelling unit shall be 2, 300 square feet . (P&BI) 4 . Age Restriction. Except as otherwise prohibited by the Virginia Fair Housing Law, the Federal Housing Law, and such other applicable federal, state, or local legal requirements, all units shall be restricted to "housing for older persons" as defined by the Virginia Fair Housing Law and shall have no persons under 19 years of age domiciled therein ("Age-Restricted Dwelling Units" ) . 18-777 11/14/18 Dwelling units designed as age-restricted shall be noted on the subdivision plat and such limitation shall be recorded as a deed restriction on each lot . (P) S . Road Cash Proffers . For each dwelling unit, the applicant, sub-divider, or assignee (s) shall pay $4, 324 to the County of Chesterfield for road improvements within the service district for the property. Each payment shall be made prior to the issuance of a building permit for a dwelling unit unless state law modifies the timing of the payment. Should Chesterfield County impose impact fees at any time during the life of the development that are applicable to the property, the amount paid in cash proffers shall be in lieu of or credited toward, but not in addition to, any impact fees, in a manner determined by the County. (B&M) 6 . Architectural/Design Elements . a. Driveways/Front Walks . i. Driveways . All portions of driveways and parking areas shall be brushed concrete, stamped concrete, exposed aggregate concrete, asphalt or decorative pavers . ii . Front Walks . A minimum of a 42-inch-wide concrete front walk shall be provided to the front entrance of each dwelling unit, to connect to drives, sidewalks or street . b. Landscaping. i . Front Yard Tree. One (1) tree per lot shall be planted or retained. A tree shall be planted or retained on both street frontages on corner lots . The front yard tree shall be a large deciduous tree and have a minimum caliper of 2 . 5 inches . Native trees shall be permitted to have a minimum caliper of 2 inches . ii . Front Foundation Planting Beds . Foundation planting is required along the entire front facade of all units and shall extend along all sides facing a street . Foundation planting beds shall be a minimum of four (4) feet wide from the unit foundation. Planting beds shall be defined with a trenched edge or suitable landscape edging material. Planting beds shall include medium shrubs and may include spreading groundcovers. Unit corners shall be visually softened with vertical accent shrubs (4 ' -5' ) or small evergreen trees (6' -8' ) at the time of planting. c. Architecture and Materials . i . Style and Form. The architectural styles shall be interpretations of traditional Richmond architecture such as Georgian, Adam, Classical Revival Colonial, Greek Revival, Queen Anne, Craftsman and Farmhouse Styles . 18-778 11/14/18 ii. Repetition. Dwelling units with the same elevations may not be located adjacent to, directly across from, or diagonally across from each other on the same street. This requirement does not apply to units on different streets backing up to each other. iii. Exterior Facades. Acceptable siding materials include brick, stone, masonry, stucco, synthetic stucco (E.I.F.S.), and approved horizontal lap siding. Siding may be manufactured from cement fiber board, including, but not limited to, hardiplank. Vinyl and metal siding are not permitted. Synthetic stucco (E.I.F.S.) siding shall be finished in smooth, sand or level texture. Rough textures are not permitted. Where a dwelling borders more than one street, all street -facing facades shall be finished in the same materials. iv. Foundations. All exposed portions of the foundation of each dwelling unit shall be faced with brick or stone veneer. V. Step Down Siding. Stepping the siding down below the first floor shall only be permitted in circumstances of unique topographical conditions. Step downs shall be permitted on the side and rear elevations only, with a maximum of two (2) steps permitted on any elevation, and with a minimum separation of eight (8) feet between steps. A minimum of 24 inches of exposed brick or stone shall be required, unless a lesser amount is approved by the Planning Department at time of plans review due to unique design circumstances. vi. Roof Materials. Roofing material shall be dimensional architectural shingles or better with a minimum 30 -year warranty. d. Porches and Stoops. All front entry stoops and front porches shall be constructed with continuous masonry foundation wall or on 12" x 12" masonry piers. Extended front porches shall be a minimum of five (5) feet deep. Space between piers under porches shall be enclosed with framed lattice panels. Handrails and railings shall be finished painted wood, vinyl rails or metal rail systems with vertical pickets or swan balusters. Pickets shall be supported on top and bottom rails that span between columns. e. Garages. i. There shall be no front -loaded garages. ii. Corner side loaded garages shall use an upgraded garage door. An upgraded garage door is any door with a minimum of two (2) enhanced features. Enhanced features shall include: 18-779 11/14/18 windows, raised panels, decorative panels, arches, hinge straps or other architectural features on the exterior that enhance the entry (i.e. decorative lintels, shed roof overhangs, arches, columns, keystones, eyebrows, etc.). Flat panel garage doors are prohibited. f. Heating, Ventilation and Units and Whole House Air Conditioning (HVAC) Generators. Units shall initially be screened from view of public roads by landscaping or low maintenance material, as approved by the Planning Department. g. Fireplaces and Chimneys. i. Chimney chases shall be constructed of brick or. stone. The width and depthof chimneys shall be appropriately sized in portion to the size and height of the unit. ii. Direct vent gas fireplace boxes which protrude beyond the exterior plane of the unit are not permitted on front facades. All the exterior materials and finishes used to enclose the fireplace box must match the adjacent facade. (P&BI) 7. Homeowners' Association. a. This development shall be recorded as a section of the existing Chesdin Landing subdivision and shall be part of the Chesdin Landing Homeowner's Association. b. In addition to the requirements of the zoning ordinance and the existing Chesdin Landing Homeowner's Association, a sub -section of the homeowner's association shall be created for this development and have the following standard: i. In accordance with the requirements of Section 19.1-303 of the Zoning Ordinance, the sub- divider shall be responsible for the maintenance and financial obligations of the homeowners' association sub -section until such time as the operation of the association is controlled by the residents of this section of Chesdin Landing. Control of the operation of the association by the residents for the Property shall not occur prior to the issuance of certificates of occupancy for a minimum of 57 dwelling units. Such requirement shall be specified in restrictive covenants. (P) Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 18-780 11/14/18 P] D A 18SNO837 In Dale Magisterial District, Stephen Louderback and Cecelia LePage requests conditional use to permit a business (special events) incidental to a dwelling and amendment of zoning district map in a Residential (R-9) District on 0.3 acre known as 9903 Husting Court. Density will be controlled by zoning conditions or ordinance standards. The Comprehensive Plan suggests the property is appropriate for Suburban Residential II use (2.0 to 4.0 dwellings per acre). Tax ID 773-661-2495. Mr. Drew Noxon presented a summary of Case 18SNO837 and stated the Planning Commission recommended approval because the proposal is supported by neighbors and the revised conditions would mitigate impacts on surrounding properties. He further stated staff recommended denial because the proposed land use is incompatible with the residential use suggested by the Comprehensive Plan and there are likely no conditions that would fully mitigate the impact of this development on area single family residential use. In response to Mr. Winslow's question, Mr. Noxon stated the nature of the complaints refer to noise and parking. In response to Ms. Jaeckle's question, Mr. Noxon stated no one spoke in opposition at the Planning Commission meeting and two people spoke in support of the request. Ms. Cecelia LePage accepted the conditions and stated a special events business for wedding ceremonies has operated on the property since January 2017. She further stated she likes to perform ceremonies for the brides and implored the Board to approve her request. Ms. Jaeckle called for public comment. There being no one to speak to the issue, the public hearing was closed. Mr. Holland made a motion, seconded by Mr. Elswick, for the Board to approve Case 18SN0837, subject to the following conditions: 1. Use. This Conditional Use approval shall be granted to and for Stephen Louderback & Cecelia LePage, exclusively, and shall not be transferable or run with the land. (P) 2. Use Limitation. This Conditional Use approval shall be for the operation of a business (wedding ceremonies) with assembly, incidental to a dwelling. The use shall be limited to activities within the 552 square -foot enclosed porch and 4,500 square -foot rear yard, as depicted on the site layout on page 5. (P) 3. Time Limitation. This Conditional Use approval shall be granted for a period not to exceed three (3) years from the date of approval. (P) 18-781 11/14/18 4. Hours of Operation. Hours of operation shall be limited to Mondays through Saturdays, from 10:00 a.m. - 6:00 p.m. (P) 5. Expansion of Use. No new buildings/ structures shall be permitted to accommodate this use, unless as otherwise required by code to accommodate handicapped accessibility. (P) 6. Employees. No employees, other than the applicants, shall be permitted to work on the premises. (P) 7. Group Assembly. No more than ten (10) clients and their guests shall be on the premises at any one time. (P) 8. Signage. No signs shall be permitted to identify this use. (P) 9. Parking. No more than six (6) vehicles, other than the applicant's vehicles, shall be parked on the premises at any one time. Parking for these vehicles shall be restricted to the area designated on page 5. (P) Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 17. PUBLIC HEARINGS 17.A. TO CONSIDER AMENDMENTS TO SECTION 9-27 OF THE COUNTY CODE RELATING TO APPLICATIONS FOR REAL-ESTATE TAX RELIEF BY THE DISABLED AND ELDERLY Mr. Mincks stated this date and time has been advertised for the Board to consider amendments to Section 9-27 of the County Code relating to applications for real estate tax relief by the disabled and elderly. He further stated the County Code provides certain exemptions from real estate taxation for qualifying taxpayers who are either over the age of 65 or disabled. He stated taxpayers must apply for an exemption with the Commissioner of the Revenue each tax year by filing an affidavit or written statement setting forth information regarding the applicant's net worth and income. He noted there was a second proposed amendment, which the Commissioner of the Revenue asked to be eliminated. In response to Mr. Holland's question, Mr. Mincks stated once a taxpayer is determined to qualify for the exemption, the Commissioner may allow the taxpayer, in lieu of filing a complete affidavit or written statement annually, to file the affidavit or written statement on a three-year cycle, with an annual certification that no information contained on the last preceding affidavit or written statement filed has changed. Ms. Jaeckle called for public comment. Ms. Jenefer Hughes, Commissioner of the Revenue, urged the Board to adopt the ordinance change. There being no one else to address the issue, the public hearing was closed. 18-782 11/14/18 P] F 9 14 A Ms. Jaeckle and Mr. Holland voiced their support of the recommendation. On motion of Mr. Winslow, seconded by Mr. Elswick, the Board adopted the following ordinance: AN ORDINANCE TO AMEND THE CODE OF THE COUNTY OF CHESTERFIELD, 1997, AS AMENDED, BY AMENDING SECTION 9-27 RELATING TO APPLICATIONS FOR REAL ESTATE TAX RELIEF BE IT ORDAINED by the Board of Supervisors of Chesterfield County: (1) That Section 9-27 of the Code of the County of Chesterfield, 1997, as amended, is amended to read as follows: Sec. 9-27. Procedure for claiming exemption. (a) Anyone claiming an exemption shall file annually with the commissioner of the revenue, on forms to be supplied by the county, an affidavit or written statement setting forth all information required by Code of Virginia, § 58.1-3213, and all other information required by the commissioner of the revenue to determine qualification for the exemption. Once a taxpayer is determined to qualify for the exemption, the commissioner may allow the taxpayer, in lieu of filing a complete affidavit or written statement annually, to file the affidavit or written statement on a three-year cycle, with an annual certification that no information contained on the last preceding affidavit or written statement filed has changed such as to violate the limitations and conditions as provided for in Section 9-25 of the Code of the County of Chesterfield. The commissioner of the revenue may also make further inquiry of persons seeking the exemption, as may be reasonably necessary, including requiring answers under oath, and production of certified tax returns to determine qualification for the exemption. The affidavit or written statement, or an annual certification, shall be filed not later than April 1 of each year, but the application may be filed as late as December 31 of each year by first-time applicants or in cases of hardship as determined by the commissioner. If a person claiming an exemption is under 65 years of age, the application must include either: (1) A certification by the Social Security Administration, the Veterans' Administration or the Railroad Retirement Board; or (2) If such person is not eligible for certification by any of these agencies, a sworn affidavit by two medical doctors licensed to practice medicine in the commonwealth, stating that such person is permanently and totally disabled. The affidavit of at least one of the doctors must be based upon the doctor's physical examination of the person. The affidavit of one of the doctors may 18-783 11/14/18 be based upon medical information that is relevant to the standards for determining permanent and total disability that is contained in the records of the civil service commissioner. (b) The exemption may be granted for any year following the date that the applicant reached the age of 65 years. A change in income, financial worth, ownership of property or other factors occurring during the tax year for which an affidavit or written statement is filed which causes the applicant to exceed or violate the limitations or conditions shall void any exemption for the following tax year. The exemption for the tax year during which the change occurred shall be prorated, with the prorated portion determined by multiplying the exemption amount by the product of the number of complete months of the year such property was properly eligible for such exemption divided by 12. (c) If a person who has been granted an exemption for a tax year, sells his sole residence and purchases another sole residence, that person will have the exemption applied to the purchased residence for the prorated portion of the tax year during which he owns the purchased residence, calculated in the same manner as provided in (b) above, but only if the person otherwise continues to qualify in all respects under the provisions of this division. (2) That this ordinance shall become effective January 1, 2019. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 17.B. TO CONSIDER A LAND LEASE WITH SPECIALIZED AVIATION SERVICE OPERATOR TERMS WITH INNOVATION HANGAR, INC. Mr. Bowles stated this date and time has been advertised for the Board to consider a land lease with specialized aviation service operator terms with Innovation Hangar, Inc. He further stated Innovation approached County airport management regarding the possibility of constructing a corporate hangar to house airplanes owned by their parent corporation, Blueprint Automation. He stated through these discussions, the County learned that Innovation desired the flexibility to possibly sublease space in their hangar. In order to sublease space, he stated the Airport's Minimum Standards for FBOs to Provide Aeronautical Activities to the Public requires Innovation be designated as a SASO. He noted following consultation with the County Attorney, it was determined that the SASO provisions could be incorporated with the land lease. He stated primary agreement provisions meet all minimum standards requirements and include a 40 -year land lease for the construction of one 10,000 -square foot hangar on North Ramp pad site 4; gaining site plan approval and diligently pursuing construction of hangars within 12 months of date of agreement; and complying with all community development related processes and obtaining county approval for architectural elements of improvements. In closing, he stated airport financial estimates for the Innovation Hangar proposal impact total $21,529. 18-784 11/14/18 P] Ic P] 14 14 A In response to Mr. Elswick's question, Mr. Bowles stated architectural elements of improvements would be relatively minor and the lease gives the county the ability to ensure there ,is some level of oversight regarding what is constructed. Mr. Elswick expressed concerns relative to the imposition of design requirements for metal aircraft hangars. In response to Ms. Haley's question, Mr. Bowles stated the architectural elements of improvement requirement is in all leases. In response to Mr. Holland's question, Dr. Casey stated there is a provision in the agreement for access of all financial records of airport operations. Ms. Jaeckle called for public comment. Mr. Martin Prakken, CEO owner of Blueprint Automation, urged the Board to approve the proposal. There being no one else to speak to the issue, the public hearing was closed. On motion of Mr. Holland, seconded by Mr. Elswick, the Board approved a land lease with Specialized Aviation Service Operator (SASO) provisions for the construction of a corporate airplane hangar with Innovation Hangar, Inc. (Innovation). Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. 18. REMAINING MANUFACTURED HOME PERMITS AND ZONING REQUESTS There were no remaining manufactured home permits and zoning requests at this time. 19. FIFTEEN -MINUTE CITIZEN COMMENT PERIOD ON UNSCHEDULED MATTERS There were no requests to address the board at this time. 20. CLOSED SESSION (1) PURSUANT TO SECTION 2.2-3711(A)(7), CODE OF VIRGINIA, 1950, AS AMENDED, PERTAINING TO LITIGATION IN THE CASE OF SHOOSMITH BROTHERS, INC. V. COUNTY OF CHESTERFIELD, VIRGINIA AND BOARD OF SUPERVISORS OF CHESTERFIELD COUNTY, VIRGINIA WHERE DISCUSSION IN AN OPEN MEETING WOULD ADVERSELY AFFECT THE LITIGATING POSTURE OF THE COUNTY, AND (2) PURSUANT TO SECTION 2.2-3711(A)(1) PERTAINING TO THE PERFORMANCE OF SPECIFIC COUNTY EMPLOYEES On motion of Mr. Winslow, seconded by Mr. Holland, the Board went into closed session (1) pursuant to Section 2.2-3711 (A)(7), Code of Virginia, 1950, as amended, pertaining to litigation in the case of Shoosmith Brothers, Inc. v. County of Chesterfield, Virginia and Board of Supervisors of Chesterfield County, Virginia where discussion in an open meeting would adversely affect the litigating posture of the county, and (2) pursuant to Section 2.2-3711(A)(1) pertaining to the performance of specific county employees. 18-785 11/14/18 Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. On motion of Mr. Holland, seconded by Ms. Haley, the Board adopted the following resolution: WHEREAS, the Board of Supervisors has this day adjourned into Closed Session in accordance with a formal vote of the Board and in accordance with the provisions of the Virginia 1J Freedom of Information Act; and WHEREAS, the Virginia Freedom of Information Act effective July 1, 1989 provides for certification that such Closed Session was conducted in conformity with law. NOW, THEREFORE BE IT RESOLVED, the Board of Supervisors does hereby certify that to the 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 Closed Session to which this certification applies, and ii) only such business matters were identified in the motion by which the Closed Session was convened were heard, discussed or considered by the Board. No member dissents from this certification. Mr. Winslow: Aye. Mr. Elswick: Aye. Ms. Haley: Aye. Ms. Jaeckle: Aye. Mr. Holland: Aye. 21. ADJOURNMENT On motion of Ms. Haley, seconded by Mr. Winslow, the Board adjourned at 9:30 p.m. to December 12, 2018 at 2:00 p.m. for a work session in Room 502 at the County Administration Building. Ayes: Jaeckle, Haley, Winslow, Holland and Elswick. Nays: None. v" ca J s P. Casey Doroth A. Ja ckle County Administrato Chairman 18-786 11/14/18 It E