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01-11-1984 MinutesBOARD OF SUPERVISORS MINUTES January 11, 1984 Supervisors in Attendance: Mr. Harry G. Daniel, Chairman Mr. G. H. Applegate, Vice Chairman Mr. R. Garland Dodd Mrs. Joan Girone Mr. Jesse J. Mayes Mr. Richard L. Hedrick County Administrator Staff in Attendance: Mr. Stanley Balderson, Dir. of Planning Mr. N. E. Carmichael, Commissioner of Revenu, Chief Robert L. Eanes, Fire Department Mr. Phil Hester, Dir. of Parks and Recreation Mr. Elmer Hedge, Asst. County Administrator Mrs. Mary Leu Lyle, Internal Auditor Mr. Robert Masden, Dir. of Human Services Mr. Richard McElfish, Environmental Engineer Mr. Steve Micas, County Attorney Mrs. Pauline Mitchell, Public Info. Officer Mr. Jeffrey Muzzy, Dir. of Community Develop. Mr. Lane Ramsey, Dir. of Budget and Accounting Mr. David Welchons, Dir. of Utilities Mr. George Woodall, Dir. of Economic Develop. The Board met at the Airport Restaurant at 5:00 p.m. (EST) for dinner. The Board recesse=_~ to travel to the Couz'thouse for the regularly scheduled meetinq. Reconvening: Mr. Daniel called the meeting to order at 7:00 p.m. 1. INVOCATION Mr. Daniel stated Reverend William ~i. Weaver, Pastor of the Firs~ Church of God had been scheduled to give the invocation but had called as he could not attend. Mr. Dodd gave the invocation. 2. APPROVAL OF MINUTES Mr. Daniel. stated .it had b,.~en ?;'_:t practice for Board mem,.ers who were not in after, dance or port,'~.cir~;.~tinq ~.r~ tb.e meeting, to abstain from voting. Mr. ~]cas st~ted that Robert's Rules o[~ Order does not prc~w~n't amy ~'~oard member from vo~in~ on approval of minutes even ~f the member was not '~'~ attendance at the prev[.ous meeting. On mohion of Mr. Dodd, sec~.~.,.:(~' bv. l.~rs. Glrone, the Board approved the minutes of Decemloer 7, 1983. Ayes: Mr. Daniel, Mr. Dodd and Mrs. Girone. Abstentions: Mr. Applegate and Mr. Mayes. On motion of Mr. Dodd, seconded by Mrs. Girone, the Board approved the m~nutes of December 14, 1983, as amended. Ayes: Mr. Daniel, Mr. Dodd and Mrs. Girone. Abstentions: Mr. Appleqate and Mr. Mayes. On motion of Mr. Dodd, seconded by Mr. Applegate, the Board approved the minutes of January 3, 1984, as amended. Vote: Unanimous 3. COUNTY ADMINISTRATOR'S CO~ENTS Mr. Hedrick introduced Ms. J. B. Haas, representing WSSV Radio ir Petersburg, and Mr. Scott Hoqenson, who will be replacing Dixie Alexander with WRNL. Mr. Hedrick introduced Chief Eanes who was present. Chief Eanes introduced Assistant Chief F. %~esleV Dolezal who was recently appointed to the International Association of Fire Chiefs' and National Fire Protection Association's Joint Committee on Fire Apparatus and Equipment. He stated there are only ten members selected to serve orl this Committee for the Chiefs and NFPA throughout the United States and Canada. Assistant Chief Doleza stated that had it not been for the experiences and opportunities afforded him while being employed in Chesterfield, he would never have been in a position to be appointed to the Committee. He expressed appreciation for the Board's, the County Administration's and the Fire Chief's support throughout the years and for allowing him to participate at a national level. Chief Eanes stated A~istant Chief Do]ezal was also involved in a physical rescue this afternoon attempt~.ng to rescue a child from an ice filled pond. Mr. Dodd s~ated Assistant Chief Dolezal deserves to be recognized for his efforts in the rescue situation this afternoon. }~e stated he was only sorry the child had not survived after bein~ recovered. Mr. Daniel stated he understood this was a spontaneous situation--being at the right place at the right time--and it is this type of response that the professionals of our County are well known for. The Board commended Assistant Chief Dolezal for his efforts in this emergency situation. 4. REQUESTS FOR ITEMS TO BE DELETED OR HEARD OUT OF SEQUENCE Mrs. Girone stated that she had discussed item #6, claim of Marshall Murdaugh, with him and he indicated he would withdraw the claim. Mr. Murdaugh was not present. Mrs. Girone stated she felt it should remain on the agenda and heard at the scheduled time, in the event he should appear. On motion of Mr. Applegate, seconde~ by Mr. Dodd, the Board deleted item 9.K.l.a. regarding the set~ing of a public hearing date to consider an Ordinance to amend the County Code by amending Sections 20-7, 20-!0~ 20-24.1 and 20-27 relating to connections and connection fees to the sewer and water system until January 25, ]994~ deleted ite~n 9.G. satting dates for dinner meetinqs with the understanding that the Deputy Clerk would poll the ]]oar~ members for confirmation of dates; and that item 9.M. be added for an Executi,~ Session to discuss personnel matters as permitted by Section 2.~-344 (a) (1) of the Code of Virginia, 1950, as amended, which is of an emergency nature and is in accordance %~ith the est~]ished Rules and Procedures of th~ Board of Supervisors. 84-] 7 Vote: Unanimous 5. RESOLUTION OF SPECIAL RECOGNITION - LEWIS H. VADEN On motion of the Board, the following resolution was adopted: Whereas, Mr. Lewis H. Vaden served the citizens of Chesterfield County for nineteen years as Clerk of Circuit Court; and Whereas, Mr. Vaden's service in County government has been a tremendous asset in establishing and maintaining the records of the County; and Whereas, Mr. Vaden volunteered many additional hours of service to the citizens of Chesterfield County as a representative on various service and planning organizations; and Whereas, two terms. Mr. Vaden also served as Treasurer of Virginia for Now, Therefore, Be It Resolved that the Board of Supervisors of Chesterfield County hereby recognizes the outstanding leadership and wisdom provided by Mr. Vaden; and Further, Be It Resolved, that the Board hereby expresses its appreciation for his loval and dedicated service to the citizens of Chesterfield County and its respect and admiration for an outstanding demonstration of ability and influence during his tenure as Clerk of Circuit Court through the presentation of a plaque inscribed as follows: PRESENTED TO LEWIS H. VADEN IN RECOGNITION OF NINETEEN YEARS OF SERVICE AS CLERK OF CIRCUIT COURT BY ORDER OF THE BOARD OF SUPERVISORS JANUARY 11, 1984 Vote: Unanimous Mr. Daniel presented Mr. Vaden with the resolution and plaque. He stated it had been the Board's pleasure to have worked with Mr. Vaden during the past years. He recognized Mrs. Vaden and his daughter who were also present. Mr. Vaden stated he was grateful for the recognition and it had been a pleasure to serve the County. 6. HEARING OF CITIZENS ON UNSCHEDULED MATTERS AND CLAIMS MR. P~RSHALL MURDAUGH Mr. Marshall Murdaugh was not present. Mrs. Girone stated that she and Mr. Murdaugh had discussed the matter and it was her understanding that he would be calling the County Administrator to discuss it further and withdraw the claim. She stated in an effort to dispense with the matter, she moved, seconded by Mr. Dodd, that the Board deny the claim of Mr. Marshall Murdaugh in the amount of $1,279.45 for damage to his residence resulting from a sewage backup. Vote: Unanimous 7. DEFERRED ITEMS FR©H PREVIOUS MEL'TINGS 7.A. LAND USE/TRANSPORTATION PI,ANNING FOR POWHITE-288 STUDY AREA Mr. Balderson stated this item was deferred from the December 14, 1983 meetin~ to allow staff to further negotiate with the 84-1.~ consultant selected for the study. He stated this has been accomplished and presented several alternatives and a recommendation. He stated the recommendation is primarily based on financial considerations with reqard to what can be accomplished at the Board's direction. He stated alternative "B provides for the alternatives noted in "A" but at a scale of one inch = 200 ft. He stated this is a much more suitable alternative with regard to the sophistication of planning that i necessary in this area, as expressed and magnified by the Board' actions since this process began. He stated staff endorses alternative "B" as the best alternative for the County. Mr. Applegate inquired about the costs. Mr. Balderson stated alternative "B" would cost $72,000 and the Board has already appropriated $20,000 so an additional transfer of $52,000 is necessary. He further stated alternative "D" would cost $51,000 (an additional appropriation of $31,000). Mr. Applegate stated in light of the scope and importance of what has to be done, it would be wise to go with the five access plans rather than the two. He stated he felt the importance of what has to be studied overrides the costs. On motion of Mr. Applegate, seconded by Mrs. Girone, the Board approved and authorized the County Adm~.nistrator to enter into contract with Kellerco, in association with Kamstra, Dickerson and Associates and Howard, Needles, Tammen and Bergendoff, Inc., for the Powhite/288 Access Plan study as outlined in alternative "B", a copy of which detail is fi]~] %~ith the papers of this Board, and further the Board transferred $52,000 from the Genera Fund Contingency account to supplement the previously appropriated amount of $20,000 for the Powhite/288 Area Land Use and Transportation Studv. Mr. Dodd inquired how far west the scope of this study went. Mr Balderson presented a map showing the study area and stated the study is divided into two parts. He outlined the first portion dealing with specific access and the second portion dealinq with the land use and transportation aspects of Powhite-288 and its arterial system in the northwestern and north central section of the County. Mrs. Girone inquired how much land mass is involved Mr. Balderson stated the total area is 80 square miles. Mr Daniel inquired what the balance of the contingency would be. Mr. Hedrick stated approximately $142,000. Ayes: Mr. Daniel, Mr. App!ega%e, Mr. Dodd and Mrs. ~irone. Abstention: Mr. Mayes. Mr. Balderson stated this study is a benchmark in the County's planning activities and the County's entire look at - transportation planning. Mrs. Girone sta~ed alternative "B" was also the recommendation of the Roads Committee. 7 . B . APPOINTMENTS 7.B.1. PLANNING COMMISSION On motion of Mr. Appleqate, seconded by Mr. Dodd, the Board appointed Mr. John R. O'Connor, Clover Hill District, to the Chesterfield County Planning Commission whose term is effective immediately and will expire oD December 31, 1987. Vote: Unanimous On motion of Mrs. Girone, seconded by Mr. Dodd, the Board appointed Mr. Frank N. Cowan, Mid!othian D~.strict, to the 84-19 Chesterfield County Planning Commission whose term is effective immediately and will expire on December 31, 1987. Vote: Unanimous 7.B.2. COMMUNITY SERVICES BOARD Mr. Daniel stated he would like to defer the appointment of a Dale representative to the Community Services Board at this time. 7.B.3. MUSEUM COmmITTEE Mr. Jesse J. Mayes was accepted for consideration at the January 25, 1984 meeting as the Board's representative to the County Museum Committee. 7.B.4. BOARD OF EQUALIZATION OF REAL ESTATE ASSESSMENTS Mr. Micas stated that the Board has expressed a desire for the Board of Equalization of Real Estate Assessments to consist of five members by the resolution ~dopted at the January 3, 1984 meeting. He stated that if the Board chooses to send to the Circuit Court recommendations for appointments the Board is free to do so, but it is the decision of the Circuit Court. He state~ further that the Circuit Court retains the discretion to appoint a three member Board if it so chooses. On motion of Mr. Applegate, seconded by Mr. Dodd, it was generally agreed that this matter be deferred until an official response is received from the Circuit Court regarding the number of members for the Board of Equalization of Real Estate Assessments. Vote: Unanimous 8. PUBLIC HEARINGS 8.A. BUSINESS LICENSE TAXES FOR COMMISSION/ITINERANT MERCHANTS Mr. Hedrick stated this date and time had been advertised for a publ.[c hearing to consider an ordinance relating to business license taxes for commission and itiDerant merchants. Mr. Carmichael stated this was basically a housekeeping item because when the business license tax ordinances were amended in 1982, failed to include the minimum fee for commission merchants. There was no one present to discuss this ma~ter. Mrs. Girone inquired if this was worth staff's time and inquired if the $3,000 figure should be the base and eliminate reference to $5,000 altogether. Mr. Carmichael ststed if this were not done, he could be issuing licenses for $.50, etc. Mr. Applegate stahe it is costing Mr. Carmichael meney now but if he does put these types of merchants under a fee system, he would generate $2,000 in increased revenues. There being no further discussion, it wa on motion of Mr. Dodd, seconded by Mr. Mayes, resolved that the Board adopt the followiDg ordinance: AN ORDINANCE TO AMEND AND REENACT SECTIONS ].2-116 OF THE CODE OF THE COUNTY OF CHESTERFIELD, 1978, AS AMENDED, RELATING TO BUSINESS LICENSE TAXES FOR COMMISSION MERCHANTS AND ITINERANT MERCHANTS BE IT ORDAINED by the Board of Supervisors of Ches~terfield County: (1) That Section 12-]16 and of the Code of the Country of Chesterfield, '1978, as amended, is amended and reenacted as follows: Sec. ]2-116. Commis~ion Merchants. 84-20 Every person who receives or distributes food products, cotton, flour, hay, grain, provisions, dry goods, merchandise, or other commodities shipped to him for distribution on account of the shipper, who participates in the profits ensuing from or accruing out of the sale of such commodities or who invoices such sales or collects money therefor, every person buying or sell~ng for another any kind of merchandise or commodities, on commission, except associations or organizations of farmers for mutual help in the marketing of their produce and not for profit land every person who sells any personal property which may be left with or cons~.gned to him for sale on commission shall pay a license tax equal to twenty dollars for all gross commission below five thousand, five hundred and fifty-six dollars and thirty-six hundredths of one per centum of the gross commissions of the business above five thousand five hundred and fi. fry-six dollars. The provisions of this section shall not apply to any person who on commission sells merchandise by sample, circular or catalogue, where the merchandise subsequently delivered is not samples, who has no office, display room, store or other definite place of business in the state, who has no stock of merchandise in his custody of possession or under his control at any time during the year and who employs no person. (2) This ordinance shall be effective January 1, !!)1~5. Vote: Unanimo~:~ 8.B. ESTABLISHI~G PERMANENT CENTRAL ABSENTEE VOTER DISTRICT Mr. Hedrick stated this date and time had been advertised for a public hearing to consider an Ordinance amending Section 7.1-1 of the County Code relating to the establishment of a permanent central absentee voter district. He stated the Board has had to do this on an annual basis since 1976 ~nd the law has been changed such that th~.s action would e~!~ablish this district on a permanent basis unless otherwise changed by the Board. There was no one present to discuss the matter. Mr. Mayes inquired what this ordinance would replace. Mr. Micas explained in the past each precinct would have to count absentee votes that were derived from that precinct. He stated this proposed ordinance change would allow the registrar to count all the absentee ballots from all the precincts in one location--the Courthouse. He stated all the absentee ballots would be mailed to one place and on election day would be opened at one location. He stated it was much quicker, easier, and reduced the opportunities for miscounting in the individual districts. He stated in the absence of this, the absentee ballots would have to be counted at every precinct in the precinct. Mr. Mayes stated he felt there were safeguards at the precinct and inquired what they would be at a central location. Mr. Hedrick stated the opportunities for error are reduced by having a central absentee voter district as the ballots are all received and counted in one location. He stated this is accomplished under more controlled conditions rather than being spread throughout the various precincts and helps prevalent mistakes in either the counting at the precinct or in the reporting from the precinct to the registrar. Mr. Micas stated it is alamo easier for the registrar to check the absentee ballots with the voter lists all at one location. On mot~,'m of Mrs. Girone, seconded by Mr. Applegate, the Board adopted the following ordinance: AN ORDINANCE TO AMEND ~ 7.1-1 OF THE CODE OF THE COI~NTY OF C}~ESTERFIELD, 1978, AS AMENDED, RELATINC TO ESTAB- LISHING A CENTRAL ABSENTEE VOTER DISTRICT BE IT ORDAINED by the Board of Supervisors of the County of Chesterfield: 84-21 (1) That §7.1-1 of the Code of the County of Chesterfield is amended and reenacted as follows: Sec. 7.1-1. Central absentee voter district. There is hereby established a central absentee voter election district in the conference room of the Circuit Court Clerk's Office on the first floor of the Chesterfield County Courthouse Building for the purpose of receiving, counting and recording all absentee ballots in all elections cast within the countv. Such central absentee voter election district shall receive, count and record ail :,}~sentee ballots in accordance with the requirements of Section 24.1-233.1 of the Code of Virginia and all other applicable provisions of law. Vote: Unanimous 9. NEW BUSINESS 9.A. PRESENTATION OF 1982-83 AUDIT REPORT Mr. Hedrick stated the staff would be making a brief presentation on the 1982-83 Audit Report. He stated that the new members of the Budget and Audit Committee had met this afternoon for a more detailed presentation. Mr. Ramse¥ stated this report was for the year ending June 30, 1983. He stated there are two items of specific interest. He stated the County's independent auditors, Peat, Marwick and Mitchell have given the County an ungualified opinion and secondly, the County continues in good financial condition. He stated there have been several things highlighted which are of significant importance. He stated on page 7 is the Certificate of Conformance by the Municipal Finance Officers Association which the County has earned for the past two years and is included in the report. He stated this basically states that this report and all of the County financial statements meet all the criteria set forth in the accounting industry. He stated page 9 is the Auditors' Opinion on the financial statements. He stated the staff has prepared this entire report with the exception of the Auditors' Opinion on the financial s~atements. Mrs. Girone inquired when the report was completed. Mr. Ramsey stated the field work by the auditor was finished in October and the report was completed in late November. Mrs. Girone stated she felt this was very helpful to have the report completed in November as several years ago it was sometimes as late as the following June or July. Mr. Ramsey stated the Auditor of Public Accounts had received, reviewed and of~ficially accepted the report. Mr. Daniel inquired if the audit found the County was within the budget. Mr. Ramsey stated the revenues were within 1% of the adopted budget and the expenditures were about 3% under the budget which was by design as the departments were requested to review their budgets and make certain savings. He stated the report shows that the actual e×Denditures were very much in line with the budget. Mr. Mayes requested that c.~mments be made regarding the Management Letter. Mr. Ra]m~ey state~ that the Management Letters were issued to the Board and management bv the independent auditors. He stated the comments are designed to be constructive in nature and are suggestions that they feel may improve the County's financial management and control. Mrs. Girone stated there is more information reflected in the report regarding~the Schools than in the past. Mr. Ramsey stated that this year for the first time, the School Board has established a separate a~.~dit committee ~o review the financial affairs of the School System. He stated that County staff requested that the independent auditors q~e a separate management letter for the School System and it did go into more detail. Mr. Dodd stated that he and Mr. Mayes are new on the Budget and Audit Committee and received a pre-briefing of this report. He stated that staff should be commended for such a good report. He stated this is a good management tool to use when preparing a new budget and encouraged all Board members to use it in this manner. He stated it gives a real picture of the increasing expenditures in various departments, particularly, schools and public safety. On motion of Mr. Dodd, seconded by Mr. Mayes, the Board accepted the 1982-83 Audit Report. Vote: Unanimous 9.B. PURCHASE OF .67 ACRES ADJACENT TO ETTRICK PARK Mr. Hester stated that in 1981 the Board approved the concept of acquiring and developing a parcel of ]and south of the Ettrick Park as an addition to the Park and as a part of the Community Development Block Grant program. He stated 14.5 acres were purchased in 1983. He stated there was a .67 acre parcel runnin¢ a].ong Laurel Road which was not felt to be of any value to the County. He stated after completing the master plan on the new part of the land, it was found that this .67 acre was strategically located from the standpoint of public access and for additional facilities within the park. On motion of Mr. Mayes, seconded by Mr. Dodd, the Board: Authorized the County Administrator to execute a real estate contract with the Churn family for the purchase of .67 acres of land located along Laurel Road in the amount of $1,065; Increased estimated revenues from CDBG funds by $1,065 and increased estimated expenditures for Ettrick Park by $1,065. Authorized the County Administrator to accept title, on behalf of the County, to the property subject to a successful title search by the County Attorney's Office. Vote: Unanimous 9.C. FIRE TECHNICAL SERVICES VAN DONATED TO RESCUE SQUAD ASSOC. Chief Eanes was present and introduced Mr. Stan Orchel, representing the Chest~r'field County Association of Volunteer Rescue Squads, who expressed appreciation for favorable consideration regarding %his donation. On motion of the Board, the Board donated the 1977 Ford Econoline 250 Fire Technical Services Van to the Chest. erfie]d County Association of Volunteer Rescue Squads, as is and with the understanding that the rescue squad personnel will be responsible for removing all present Fire Department lettering and identification prior to taking possession, which donation is permitted by the Code of Virginia as this is the best possible use for the equipment. Vote: Unanimous Mr. Daniel stated that he was c~lad that surplus equipment could be used in cases such as this. }!e stated that when equipment car. be place:([ in the hands of needed organizations such as the rescus squads, it is the proper thine~ to do. 84-?3 9.D. DISPOSITION OF "ONE FOR LIFE" FUNDS Mr. Hedrick stated that the Commonwealth of Virginia added $1.00 to the cost of registering vehicles and returned 25% of those funds collected to the localities for the "One for Life" funds t( be used for emergency medical services. Chief Eanes stated this will give to the Association, if approved by the Board, $25,900 to be used equally by the four volunteer rescue squads and to be disbursed by the Association. On motion of the Board, the Board Increased appropriations for estimated revenue from State funds for emergency medical services by $25,900. 2. Increased estimated expenditure appropriations by $25,900. Vote: Unanimous 9.E. INDUSTRIAL DEVELOPMENT BONDS - LONE STAR, INDUSTRIES, INC. On motion of Mr. Dodd, seconded by Mrs. Girone, the Board adopte~ the following resolution: Whereas, the Industrial Development Authority of the County of Chesterfield (the Authority), has considered the application of Lone Star Industries, Inc. (the Company) for the issuance of the Authority's industrial development revenue bonds in an amoun~ not to exceed $2,600,000 (the Bonds) to assist in the financing of the Company's acquisition, construction and equipping of certain marine facilities for the Company, including 12 steel barges (the Project) to be based at the Company's facility at th~ foot of Willis Road at the James River in Chesterfield County, Virginia, and has held a public hearing thereon on December 20, 1983; and Whereas, the Authority has requested the Board of Supervisors (the Board) of Chesterfield, Virginia (the County), to approve the issuance of the Bonds to comply with Section 103 (k) of the Internal Revenue Code of 1954, as amended; and Whereas, a copy of the Authority's resolution approving the issuance of the Bonds, subject to terms to be agreed upon, a record of the public hearing and a "fiscal impact statement" wit] respect to the Project have been filed with the Board. Be It Resolved By The Board Of Supervisors Of Chesterfield County, Virginia: 1. The Board of Chesterfield County, Virginia, approves th~ issuance of the Bonds by the Industrial Development Authority of the County of Chesterfield, Virqin~a, for the benefit of Lone Star Industries, Inc., to the extent required by Section 103 (k) to permit the Authority to assist in the financing of the Project. 2. The approval of the ~ssuance of the Bonds, as required by Section 103 (k), does not constitute an endorsement of the Bonds or the creditworthiness of the Company, but, as required b, Section 15.1-1380 of the Code of V]rq~.nia of 1950, as amended, the Bonds shall provide that neither the County nor the Authorit shall be obligated to pay the ]l~,nds or the interest thereon or other costs incident thereto e:~cept from the revenues and moneys pledged therefor, and neither the faith or credit nor the taxing power of the Commonwealth, the County nor the Authority shall be pledged thereto. 3. This resolution shall take effect imm~ediately upon its adoption. Vote: Unanimous 9.F. SET DATE FOR PUB. LIC ~-{EARING REGARDING R-TH DISTRICT On motion of Mr. Dodd, se~onde,~ by Mr. A7uo]egate, the Board set the date of February 8, 1984 at 7:00 p.m. to consider an ordinance to amend the Code of the County of Chesterfield, ].978, as amended, by repealing Article X of Chapter 21 and amending Section 21-80 by adding Subsection (0) relating to R-TH Townhouse Developments. Vote: Unanimous 9.G. SET DATE FOR DINNER MEETII]GS Mr. Dodd stated that although this matter has been deferred, he would hope that the meeting with the Volunteer District Fire Chiefs could be held prior to the budget process, hopefully, in February. 9.H. CONSENT ITEMS 9.H.1. REQUESTS FOR BINGO/RAFFI.E PERMITS On motion of Mrs. Girone, seconded by Mr. Applegate, the Board approved the requests for bingo and/or raffle permits for the Manchester Athletic Association, Inc., the Forest View Volunteer Rescue Squad and the South Richmond Rotary Club for calendar year 1984. Vote: Unanimous 9.H.2. STATE ROAD ACCEPTANCE This day the County Environmental Engineer, in accordance with directions from this Board, made report in writing upon his examination of Yarrow Lane and May-Apple Terrace in Smoketree, Section I, Midlothian District. Upon consideration whereof, and on motion of Mrs. Girone, seconded by Mr. Applegate, it is resolved that Yarrow Lane and May-Apple Terrace in Smoketree, Section I, Midlothian District, be and they hereby are established as public roads. And be it further resolved, that the Virginia Department of Highways and Transportation, be and it hereby is requested to take into the Secondary System, Yarrow Lane, beginning at its intersection with Smoketree Drive, State Route 2770, extending southeast .10 mile to the intersection of May-Apple Terrace; May-Apple Terrace, beginning at its intersection with Yarrow Lane, extending northeast .05 mile to a cul-de-sac and extending southwest .06 mile to a cul-de-sac. These roads serve 28 lots. And be it further resolved, that the Board of Supervisors guarantees to the Virginia Department of Highways a 50 ft. right of way for Yarrow Lane and a 40 ft. right of way for May-Apple Terrace. This section of Smoketree is recorded as follows: Section I, Plat Book 42, Page 55, February 23, 1983. Vote: Unanimous This day the County Environmental Engineer, in accordance with directions from this Board, made report in writing upon his examination of Dawnwood Road and Dawnwood Court in Queensmill North, Section A and Walton Park, a portion of Section G, Midlothian District. Upon consideration whereof, and on motion of Mrs. Girone, seconded by Mr. Applegate, Jt is resolved that Dawnwood Road and Dawnwood Court in Queensmill North, Section A and Walton Park, a portion of Secticn G, Midlo~-hian District, be and they hereby are established as public roads. 84-25 And be it further resolved, that the Virginia Department of Highways and Transportat~.on, be and it hereby is requested to take into the Secondary System, Dawnwood Road, beginning at intersection with Queensgate Road, State Route 1385, and going .09 mile southeasterly to intersection with Dawnwood Court, then continues .02 mile southeasterly to tie into proposed Dawnwood Road, Queensmil! North, Section B; Dawnwood Court, beginning at intersection with Dawnwood Road and going .12 mile northeasterly to a cul-de-sac. These roads serve 19 lots. And be it further resolved, that the Board of Supervisors guarantees to the Virginia Department of Highways a 50 ft. right of way for all of these roads. These sections of Queensmill North and Walton Park are recorded as follows: Queensmill North, Section A, Plat Book 42, Page 60, February 25, 1983. · Walton Park, Section G, Plat Book 35, Page 55, February 12, 1980 Vote: Unanimous 9.H.3. EASEMENT FOR VEPCO AT FIRE TRAINING FACILITY On motion of Mrs. Girone, seconded by Mr. Applegate, the Board authorized the County Administrator ~¢. execute any necessary documents for an easement agreement for Vepco to install a pole and extend a service line across County property at the Fire Training Facility. Vote: Unanimous 9.H.4. ORGANIZATIONAL ADJUSTMENT On motion of Mrs. Girone, seconded by Mr. Applegate, the Board concurred with the following organizational adjustments: Establishment of a Department of Transportation under the Division of Community Development. This will be staffed with the existing transportation position in the Planning Department. Reassignment of the Department of Utilities to Division of Community Development for reporting purposes. Reassignment of the Office of Economic Development to Division of Community Development for reporting purposes. Reassignment of D~partment of General Services to Division of Management Services for reporting purposes. Reassignment of the Office of the Registrar to the Division of Management Services for report.~ng purposes. Downward reclassification ~of the Director of Public Works position to Executive Assistant for Staff Coordination and Intergovernmental Affairs to be located in the County Administrator's Office. This position will also provide assistance to Board members as required. Reclassification of the vacant Transportation Engineer position to Director, Department of Transportation. Vote: Unanimous 9.I. HIGHWAY ENGINEER Mr. Charles Perry, Resident Engineer with the Virginia Departmen~ of Highways and Transportation, was present. 8~-26 Mr. Perry stated that he wrote a letter to Mrs. Girone and it should have been written to Mr. Dodd regarding the intersection of Dundas and Strathmore which was studied and the request was denied because of the low volume of traffic on Strathmore. Mr. Dodd inquired if the peak hours were considered with regard to the school in the vicinity. Mr. Perry stated the study did include these peak hours~ Mr. Perry stated that the request for a traffic signal at the intersection of Route 10 and Krause is being studied at this time and a report has not yet been received by his office. Mr. Perry stated there was request to study the speed limit on Route ]0, east bound from 95 to the top of the hill. He stated he has not received a report on this request at this time but will advise the Board when it has been received. Mr. Perry stated that at the last meeting, a comment was made regarding the project on Providence Road, between Route 60 and Davis School. He stated this will be funded with Revenue Sharing Funds and is scheduled for advertising in September, 1984. Mr. Perry stated that the guardrails at Route 150 and Jahnke Road and at ?owhite Creek were contracted for repair several days ago but the weather was unsuitable. He stated it is on the list to be repaired and should be done very shortly. Mr. Perry stated that the Department is investigating the intersection of Indian Springs Subdivision and Hopkins Road with regard to sight distance and a report should be made by the next Board meeting. Mr. Perry stated the request to replace the 25 mph speed limit on Westfield Road has been completed. ~ Mr. Perry stated the intersection of Old Stage Road and Route 10 has not been completed as stated previously. Mr. Dodd stated that he would also like a traffic light study accomplished for this intersection. He stated since the truck traffic has been eliminated from Coxendale, he felt this situation would become worse. Mr. Perry stated the project at the intersection of Kingsdale and Route 1 for a turn lane, has been advertised, awarded and should begin this spring and will take about 5 months to complete. Mr. Perry stated the results of the request for left t~lrn lanes at the intersections of Genito and Route 360 and Genito and Hicks has not been received but he will advise the Board upon completion of the report. Mr. Dodd expressed appreciation for Mr. Perry meeting with Mr. Dicks, Mr. Brett and him regarding the Route 10 situation in Chester which is being studied and thanked him for his assistance in this matter. Mrs. Girone expressed appreciation for the Buford Road bridge construction and stated everyone is pleased. She stated Old Bon Air Road, Route 718, needs a riqht turn lane and Mr. Newcomb stated by letter that this improvement could be set up as a budget item in the 1984-85 Construction Improvements Budget and she would like this project est~d~lished. Mrs. Girone stated that ah l;he next Board meeting there will be contingent .=rom Salisbury Subdiv].sion present with a petition for a traffic light at the interseci~ion at koute 60 and Winterfield with over 800 signatures. She stated that there have been a lot of accidents and'it is a very serious situation. Mr. Perry inquired if this had been studied by the Department before. Mrs. Girone stated many times and the Department says the numbers do not warran~ a traffic light. She stated it may also involve reducing the speed ]imi~-~ on Route 60 west as tile car's travel very fast over the overpass a~td into the intersection. 84-27 Mrs. Girone stated that she had received a call that on Route 711, Robious Road, at the County line with Powhatan, there is a low spot in the road and it was flooded and a man was trapped in a car recently. She requested this be investigated as a constituent had called her and stated this has been a continuous problem and because it is on line between Powhatan and Chesterfield, it was felt no one will improve the situation. Mr. Mayes inquired why persona] traffic counts are made rather than mechanical. Mr. Perry stated, as far as he knew, the Department has phased out all personal traffic counts and have gone totally to mechanical, but it ~s a recent change. Mr. Applegate requested a history of the Providence Road project. Mr. Perry stated the Department had been requested to construct a third lane using Revenue Sharing Funds from Route 60 to Davis School. He stated he was not certain how far back it was initiated but it is scheduled for advertisement in September, 1984. Mr. Newcomb stated this would provide for a sidewalk from the school to the apartments and widening the road for a turn lane and is similar to that at Turner Road. Mr. Perry stated the Providence Road project would align Hicks and Reams where they intersect Providence. He stated this is scheduled to be funded from Revenue Sharing and will cost a considerable amount of money. He stated they had not progressed as far along with this project as they have with the other and it is in the very preliminary stages. Mrs. (~irone stated she would like to meet with Mr. Perry and Mr. Brett or Mr. Mabry regarding widening of Route 147. She stated that ~his project is anticipated ~o take three years and there are 25,000 vehicles per day now and it is the busiest two lane road in the Richmond District. She stated that she has'worked with Mr. Brett in the past and he has moved the project up six months but the timing is still a problem and they cannot wait three years for that stretch of road. She added that Delegate John Watkins is also interested in this matter. Mr. Dodd stated that in encouraging this project to proceed, it will also speed up the timetable for the Chester area as the project has to wait until the Route 147 project is completed. He stated Chester is up to 21,000 vehicles per day. It was generally agreed by the Board that the Highway Department should move as quickly as possible on the Route 147 project in order that it not take the estimated three years. Mr. Daniel requested that the Department look at Hopkins Road starting wi~h the City line from Walmsley Boulevard to Chippenha~ Parkway and advise him about ~he feasibility of restricting through truck traffic in that area. Mr. Perry stated he would check into these matters. 9.J. COMMUNITY DEVE~'~OPMENT ITEMS 9.J.1. STREET LIGHT I~4STALLATION COST APPROVALS Mr. McElfish briefly reviewed the Drocedure for street light requests. On motion of Mr. Mayes, seconded by Mr. Dodd, the Board deferred considc~tion of the request for street light installation cost approval in ~he amount of $1,414 in Shadowbrook Heights Subdivision for Rosewo~t Lane and Woodpecker Road and Andrews Drive and Rosewood Lane until ganuary 25, 1984, to allow the Supervisor of the area to review the locations. Vote: Unanimous 9.J.2. STREET LI(]~[T REQUESTS On motion of Mr. Dodd, seconded by M~. Applegate, the Board approved the following locations for the installation of street lights with funds to be expended from the District Street Light Funds as indicated: 1. Intersection of Coastline Circle and Chester Station Drive, Bermuda 2. Intersection of Old Creek Road and Silliman Drive, Clover Hill. Vote: Unanimous 9.K. UTILITIES DEPARTMENT 9.K.1. WATER AND SEWER ITEMS 9.K.l.b. ASSISTANCE TO FOREST VIEW RESCUE SQUAD IN PAYING FEES On motion of Mrs. Girone, seconded by Mr. Applegate, the Board approved the request of the Forest View Rescue Squad and donated $2,300 from the General Fund Contingency to pay for the water and sewer connection fees for their facility on Grove Road. Vote: Unanimous Mrs. Girone stated the Forest View Rescue Squad is #1 in the State and they aim to be again next year. She stated they appreciate the support of the Board but they do want to remain independent and not be a government agency. 9.K.l.c. WATER LINE EXTENSION TO SERVE SUNCREST DRIVE On motion of Mr. Applegate, seconded by Mr. Dodd, the Board authorized the Utilities Department to extend public water to those 12 residents on Suncrest Drive who have signed contracts agreeing to connect to the public water which cost is estimated at $20,000. Vote: Unanimous 9.~.2.a. SETTLEMENT FOR EASEMENT ALONG RIVER ROAD On motion of Mr. Mayes, seconded by Mr. Dodd, the Board accepted the counteroffer of Mar~e P. Venner for a 15 foot water easement along River Road~ Matoaca District, in the amount of $1,500. Vote: Unanimous 9.K.2.b. CONDEMNATION FOR EASEMENT ALONG WEST HUNDRED ROAD On motion of Mr. Dodd, seconded hv Mr. Applegate, the Board authorized the County Attorney to institute condemnation proceedings against the following property owner if the amount as set opposite her name is not accepted. And be it further resolved that the County Administrator notify said property owner by certified mail of the intention of the County to enter upon and take the property which is to be the subject of said condemnation proceedings. An emergency existing, this resolution shall be in full force and effect immediately upon passage. Jerrie Lynn Jones Easement Along West Hundred Road, W~3-~7C/i3 $25.00 Vote: Unanimous 9.K.2.c. CONDEMNAT]]ON FOR EASE'MENT ALC;'~]G WEST HUNDRED ROAD On motion of Mr. Dodd, seconded by Mr. ~[ayes, the Board authorized the County Attorney to institute condemnation proceedings against the following property owners if the amounts as set opposite their names are not accepted. And be it further resolved that the County Administrator notify said property owners by certified mail of the intention of the County to enter upon and take the property which is to be the subject of said condemnation proceedings. An emergency existing, this resolution shall be in full force and effect immediately upon passage. Rachel Tate Marian Tate Henderson Vote: Unanimous Easement Along West Hundred Road W83-37C/17 Easement Along West Hundred Road W83-37C/17 $25.00 $25.00 9.K.2.d. COUNTEROFFER FROM DR. KENNETH COPELAND, EAST AVENUE Mr. Welchons stated Dr. Kenneth Copeland had made a counteroffer of $2,500 for an easement necessary for the East Avenue Road project. Mr. Dodd stated he had discussed this with Dr. Copelan~ and was under the impression he would accept $2,200. On motion of Mr. Dodd, seconded by Mr. Applegate, the Board authorized the Right of Way Department to offer Dr. Kenneth Copeland $2,200 for the purchase of 15 ft. of right of way for the East Avenue Road project and authorized acceptance of the deed if the offer is accepted. Vote: Unanimous 9.K.2.e. DATE TO CONVEY LAND ALONG BEULAH ROAD TO VDH&T On motion of Mr. Daniel, seconded by Mr. Dodd, the Board set the date of February 8, 1984 at 7:00 p.m. to consider the conveyance of a 15 ft. strip of land along Beulah Road to the Virginia Department of Highways and Transportation for construction of a ft. sidewalk, curb and gutter and pavement widening. Vote: Unanimous 9.K.2.fo COUNTY TO AID ROPER DEVELOPMENT IN ACQUIRING EASEMENT Mr. Welchons stated the County had received a request from the attorney of Roper Development Company to aid them in acquiring a sewer easement across property owned by Mary Steele Booton. He stated the developer thought negotiations were settled with Ms. Booton but they have reached an impasse and have requested Count~ assistance. Mr. Dodd stated there is an historical grave on the site and inquired if the County Admi.n~strator could ascertain what plans are for this grave. He stated he felt the site shoul( be handled in a positive manner. Mr. Mayes inquired how the County aids the developers. Mr. Mica~ explained that under current laws it is felt that it is a proper public purpose to extend the water and sewer system and, therefore, it is proper for the Board to exercise the power of eminent domain in these cases. He stated it is not pro~er for the Board to do this for drainage or road projects if the need for those were generated b' development itself. He stated the County uses our right of way agents to negotiate with the property owner and hopes to arrive at a reasonable settlement. He stated if that were to fail, the County Attorney's office would ~n~titute condemnation action to acquire the easement but the Board would have to approve that. Mr. Mayes made a motion to authorize the Right of Way Department to nego~te with Ms. Bootop to acquire the sewer easement for Roper Development Company upon the Company executing a cont~act with the County, agreeing to pay for all costs involved. Mr. Dodd stated he felt another resolution should be made to the developer regarding the preservation of the grave site prior to unchangeable planning for this subdivision as it is one of the oldest in the County. Mr. Mayes withdrew his motion for approval. On motion of Mr. Mayes, seconded by Mr. Dodd, the Board deferred consideration of this entire matter until January 25, 1984 to allow Mr. Mayes an opportunity to become familiar with this matter. Vote: Unanimous 9.K.3. CONSENT ITEMS 9.K.3.a. IMPROVEMENTS TO BUFORD ROAD PUMPING STATION On motion of Mr. Dodd, seconded by Mrs. Girone, the Board approved and authorized the County Administrator to execute any necessary documents for Waco, Inc. for W81-65C/6(8)1651, Improvements to Buford Road Pumping Station in the amount of $51,900. Vote: Unan imou s 9.K.3.b. SEWER CONTRACT FOR STONEHENGE WEST, SECTION 4 On motion of Mr. Dodd, seconded by Mrs. Girone, the Board approved and authorized the County Administrator to execute any necessary documents for the following sewer contract: S84-2CD/7(8)4022, Stonehenge West, Section 4 Developer: Bonarco Corporation Contractor: Lewis H. Easter and Company Total Estimated Cost: $54,981.10 Estimated County Cost: $ 2,563 - Refund through connections Code: 574-1-00556-0000 Vote: Unanimous 9.K. 3.c. SEWER CONrfRACT FOR WEDGEWOOD, PORTION OF SECTION 3 On motion of Mr. Dodd, seconde~'~ by Mrs. Girone, the Board approved and authorized the County Administrator to execute any necessary documents for the following sewer contract: S83-111CD/7(8)3114, Wedgewood, Portion of Section 3 Developer: Broad Rock Land Corporation Contractor: Lewis H. Easter & Company Total Estimated Cost: $21,378.80 Estimated County Cost: $ 4,186 - Refund through connections Code: 574-1-00556-000 Vote: Unanimous 9.K.3.d. WATER CONTRACT FOR ECHO RIDGE On motion of Mr. Dodd, seconded by Mrs. Girone, the Board approved and authorized the County Administrator to execute any necessary documenhs for the followinq water contract: W84-9CD/6(8)4092, Echo Ridge Developer: William J. Rowe, Jr. Contractor: Coastli~e Contractors, Inc. Total Contract Cost: $23,108.00 Estimated County Cost: $ 7,184.00 - Refund though connections for offsite water line Estimated Developer Cost: $!5~2.~.00 Code: 566-1-00556-0000. ~4-31 Vote: Unanimous 9.K.3.e. ENGINEERING SERVICES FOR REYMET ROAD AND FRIEND AVENUE On motion of Mr. Dodd, seconded by Mrs. Girone, the Board approved and authorized the County Administrator to execute any necessary documents for a contract with Charles C. Townes and Associates in the amount of $11,419.60 for engineering services for the design of the sewers to serve Reymet Road and Friend Avenue. Vote: Unanimous 9.K.3.f. ADJUSTMENT OF APPROPRIATIONS FOR W83-110C On motion of Mr. Dodd, seconded by Mrs. Girone, the Board transferred $1,487 from 566-1-00640-000, advances by developers, to 380-1-63104-4393, for water project W83-110C, Petersburg and Snead Streets. Vote: Unanimous 9.K.3.g. CONVEYANCE OF EASEMENT ALONG EARLY SETTLERS ROAD On motion of Mr. Dodd, seconded by Mrs. Girone, the Board authorized the Chairman and County Administrator to execute the agreement conveying a variable width easement to the Commonwealth of Virginia for for sight distance improvements along Early Settlers Road, a copy of the plat is filed with the papers of this Board. Vote: Unanimous 9.K. 3.h. CONVEYANCE OF EASEME~T TO FALLING CREEK TREATMENT PLANT On motion of of Mr. Dodd, seconded by Mrs. Girone, the Board authorized the Chairman and County Administrator to execute an agreement conveying an easement to Vepco adjacent to the Falling Creek Water Treatment Plant, a copy of the plat is filed with the papers of this Board. Vote: Unanimous 9.K.4. REPORTS 9.K.4.a. REPORT ON REAMS ROAD WATER LINE PROJECT Mr. Welchons stated that since thi~ report was prepared, staff has met with the property owners who are opposed to granting easements for the Reams Road water line project. He stated they are opposed, do not want water, and they want the line constructed on the other side of the road. He stated he felt this could be work~d out and not cost too much more but there is a need for additional design. He requested that the Board reject the bids that were received and staff would readvertise the project with a new design. Mr. Micas stated this would be a proper way to proceed. On motion of Mr. Applegate, seconded by Mr. Dodd, the Board rejected ail bids previously received for W83-48B/6(8)2387. Vote: Unanimous 9.K.4.b. REPORTS OF DEVELOPER WATER AND SEWER CONTRACTS Mr. Welchons presented the Boa~'c~ with a list of developer water and sewer contracts e.'4ecuted by the County Administrator. 84-32 9.L. REPORTS Mr. Hedrick stated the County had been formally notified that the roads in the following subdivisions had been officially accepted into the State Secondary System effective as indicated: Length Walton Park, Sections H and J-1 (12-14-83) Glenpark Lane - Beginning at intersection with Queensgate Road, Route 1385, and going 0.06 mile southerly to intersection with Glenpark Circle, then continues 0.06 mile southerly to a cul-de-sac. 0.12 mi Glenpark Circle - Beginning at intersection with Glenpark Lane and going 0.03 mile easterly to a cul-de-sac. 0.03 mi Queensmill, Portion of Sections A & D (12-20-83) Kingscross Road - Beginning at intersection with Queensgate Road, Route 1385, and going 0.19 mile south to intersection with Lady Ashley Road, then continuing 0.08 mile south to a temporary turn- around. 0.27 mi Mr. Hedrick presented the Board with a report on the abstract votes from the November election. The Board received the report and it is filed with the papers of this Board. Mr. Hedrick also presented the Board with a report on the Community Corrections Resources Board. 9.M. EXECUTIVE SESSION On motion of Mr. Applegate, seconded by Mr. Mayes, the Board wen' into Executive Session to discuss personnel matters as permitted by Section 2.1-344 (a) (1) of the Code of Virginia, 1950, as amended. Vote: Unanimous Reconvening: Mr. Daniel stated the Board met in Executive Session and discussed the compensation for the County Administrator and through an analysis based on a series of factors from population of the government, the budget that the County Administrator woul~ administer, the salary range of other chief executive officers 1: local government, etc. have deemed that the current salary of $59,526 is slightly low. He stated the Board feels a one time adjustment is necessary. On mr~tion of the Board, the salary of Richard L. Hedrick, County Administrator, was ~.ncreased from $59,526, on a one time adjustment, to $64,050 effective January 1, 1984. Vote: Unanimous Mr. Hedrick expressed his app]i~c~ation for the Board's consideration in this matter. 10. ADJOURNMENT On motion of Mr. Dodd, sec.'on~ied by Mr. App'I~;i,':~te the Board adjourned at 8:45 p.m. ;.mtil ~:0O a.m. on Friday, January ]_3, 1984 at VCU's Engineer's Club ]'or an all day work, traJ. nir, g session in conjunction with VCU personnel. Vote: Unanimous Richard L. Hedrick County Administrator Ha'rry~. - lYanie 1 Chairman