Board of Supervisors Regular Meeting
1. Opening of Meeting 2. Public Comment 3. Consideration of Minutes Number of Attachments & Description: 1 - November 14, 2018 Meeting Minutes File Attachments 2018.11.14 BOS Minutes.pdf (420 KB) 4. Recognitions 5. Consent Agenda Subject 1.1 Adoption of Agenda Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 1. Opening of Meeting Type Action Recommended Action Motion to adopt agenda Subject 2.1 Public Comment Rules Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 2. Public Comment Type Information Subject 3.1 November 14, 2018 Meeting Minutes Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 3. Consideration of Minutes Type Minutes Subject 5.1 Approval of Consent Agenda Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 5. Consent Agenda Type Action (Consent) Recommended Action Motion to approve Consent Agenda Items Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items has been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. Subject 5.2 Consider scheduling a public hearing for review and renewal of the Joynes Neck Agricultural Forestal District (AFD) Ordinance Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 5. Consent Agenda 12/20/2018 BoardDocs® LT https://www.boarddocs.com/va/coa/Board.nsf/Public 2/8 Key Points: The Planning Commission held a public hearing on November 7, 2018 and are recommending the review & renewal of the Joynes Neck Agricultural Forestal District (AFD). Staff is requesting the Board to schedule a public hearing on January 16, 2019 to consider the review and renewal of the Joynes Neck Agricultural Forestal District Staff Contact: Katie Nunez, Deputy Director of Planning & Zoning Number of Attachments & Description: 2 - (1) Staff Memo dated November 30, 2018; (2) Joynes Neck AFD Packet from Planning Commission meeting Staff Recommendation: Request the Board of Supervisors to schedule a public hearing for January 16, 2019 to consider the review and renewal of the Joynes Neck Agricultural Forestal District. File Attachments Board of Supervisors Memo Request to Schedule Public Hearing 2018.11.30.docx (64 KB) Attachments for BOS Memo Request to Schedule Public Hearing - Joynes Neck AFD Packet.pdf (506 KB) Key Points: A structural analysis performed in August 2018 determined that the Accomac tower does not have sufficient capacity to carry the existing loading. Modifications to the base foundation and the guy anchor foundations are required to bring the tower into compliance with the ANSI/TIA 222-G standard. A tower inspection performed in June 2018 identified many issues that need to be addressed as well. On November 13, 2018 an Invitation for Bids was issued for repair and modifications to be performed on the Accomack Tower at Wise Court. Sixteen vendors were directly solicited. The IFB was also placed on the County website. Two (2) bids were received. Staff recommends award to the low bidder, Allstate Tower, in the negotiated amount of $316,000. These repairs and modifications will return the tower and foundations to an acceptable condition and provide additional capacity should it be needed in the future. The expected service life of the tower once this work is complete could be greater than 50 years as long as regular maintenance is performed. For comparison purposes, staff investigated the costs of a replacement tower and estimate the total cost would be in excess of $500,000. This estimate does not account for the large amount of staff time that would be required to manage the project. Staff Recommendation: Staff recommends award to the low bidder, Allstate Tower, in the negotiated amount of $316,000. Staff Contact: Ben Fox, CIO Key Points: On November 23, 2018 an Invitation for Bid was issued for the lease of five (5) County-owned properties. The IFB was advertised in the Eastern Shore Post and was also placed on the County website. Three (3) bids were received and opened on December 10, 2018. Staff Contact: Lucy Huffman, Procurement Assistant Number of Attachments & Description: 1 - Bid Summary Type Subject 5.3 Consider award of IFB 717 - Repair and Modifications to Accomac Tower Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 5. Consent Agenda Type Action (Consent), Procedural Dollar Amount $316,000.00 Recommended Action Staff recommends award to the low bidder, Allstate Tower, in the negotiated amount of $316,000. Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items has been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. Subject 5.4 Consider award of Farm Lease (IFB 715) Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 5. Consent Agenda Type Action (Consent), Procedural 12/20/2018 BoardDocs® LT https://www.boarddocs.com/va/coa/Board.nsf/Public 3/8 Staff Recommendation: Staff recommends award to the high bidder, Long Farms. File Attachments IFB715 10 Bid Summary.pdf (16 KB) Key Points: The provisions of County Fiscal Policy FP1005 govern how unexpended local funds of the School Division available at the end of the fiscal year shall be apportioned in the ensuing fiscal year. At the close of fiscal year 2018, there remained $1,141,160 in unexpended school division local funds. Pursuant to policy, these funds are to be appropriated in FY19 as follows: 1. To fund school division encumbrances remaining open at 6/30/2018 ($931,156) 2. To establish a School Budget Contingency ($210,004). Note that the County's policy allows for a contingency in an amount not to exceed 1.25% of the adopted FY19 School Budget. This equates to $631,666 however only $210,004 was available at 6/30/2018. The remaining funding necessary to bring the School Contingency to the full 1.25% will be appropriated in future fiscal years providing funding is available. Because the FY19 budget amendment associated with this action exceeds 1% of the County's currently adopted budget, the Code of Virginia § 15.2-2507 requires a public hearing to be advertised and held prior to adoption. Contact: Mike Mason, CPA, County Administrator Number of Attachments & Description: 1-County Policy FP1005 File Attachments FP1005-School Budget Contingency and Unexpended School Local Appropriation Policy.pdf (138 KB) Key Points: The Commonwealth currently provides funding for cost of competing adjustments to 18 school divisions in the northern part of the state. The purpose of these funds is to recognize the higher cost that school divisions incur because they compete for staff in the more competitive Northern Virginia labor market. Receiving these funds allows for school divisions to offer more competitive wages to teachers thereby increasing retention rates. Accomack County Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items has been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. Subject 5.5 Consider scheduling a public hearing regarding appropriating school division encumbrances still open at the end of FY18 into the current fiscal year and appropriating funding to create a FY19 School Division Budget Contingency both in accordance with approved County fiscal policy FP1005 Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 5. Consent Agenda Type Action (Consent) Fiscal Impact Yes Dollar Amount $1,141,160.00 Budgeted No Budget Source Unspent FY18 school division local funding of which $931,156 is classified as assigned fund balance in the general fund and $210,004 classified as unassigned fund balance in the School Fund Recommended Action Authorize staff to schedule a public hearing on January 16th regarding this budget amendment. Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items has been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. Subject 5.6 Consider sending a letter to Governor Northam advocating that the Cost of Competing Adjustment (COCA) currently provided to 18 other School Divisions in Virginia be provided to Accomack County as well. Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 5. Consent Agenda Type Action (Consent) 12/20/2018 BoardDocs® LT https://www.boarddocs.com/va/coa/Board.nsf/Public 4/8 faces many of the same obstacles the 18 localities receiving COCA funds do. The difference is Accomack competes against lower Maryland localities particularly Worcester County whose property values and per capita income are vastly superior to that of Accomack. By approving this letter, you are requesting the Commonwealth provide COCA funds to Accomack County for the reasons above. Staff Recommendation: Staff recommends that the Board vote to have staff send a letter to Governor Northam to advocate for the allocation of State Funding for the Cost of Competing Adjustment be provided to Accomack County for the following reasons: 1. Accomack County faces many of the same obstacles as other localities that are receipients of COCA funds. 2. Accomack County, due to location, also competes with Worcester County, Maryland, whose property values and per capita income are vastly superior to that of Accomack. 6. Items Removed from Consent Agenda 7. Report of Public Officials Key Points: Add Text Staff Contact: Jeff Flournoy, ESVA 9-1-1 Director Number of Attachments & Description: 1 - Presentation Staff Recommendation: Receive presentation. File Attachments NG911 Migration Presentation - ESVA 9-1-1.pptx (354 KB) 7.1.pdf (230 KB) Key Points: Zane Hadzick will present information and a plaque to the County reflecting Accomack County's updated Community Rating System (CRS) status. Accomack County participates in the Community Rating System (CRS). The CRS is a voluntary program of the National Flood Insurance Program that Accomack County has participated in for over 25 years. As a result of Accomack County going above the FEMA minimum standards in locally administering the flood program, flood insurance policy holders on property in the unincorporated portion of Accomack County are eligible for discounts on their flood insurance premiums. Periodically, the County's implementation of the Flood Program is reviewed and scored. Zane Hadzick, Mitigation Planning Specialist for FEMA Region III, will be in attendance to present the County with a plaque reflecting the County's most recent, improved score. Staff Contact: Tom Brockenbrough, GIS Coordinator and Flood Plain Administrator Number of Attachments & Description: NA Staff Recommendation: NA 8. Committee Reports 9. Old Business Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items has been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. Subject 7.1 Receive Presentation on Next Generation 9-1-1 from Jeff Flournoy, 9-1-1 Executive Director Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 7. Report of Public Officials Type Presentation Subject 7.2 Receive Presentation by Zane Hadzick, Mitigation Planning Specialist for FEMA Region III of the new Community Rating System (CRS) score & plaque Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 7. Report of Public Officials Type Subject 9.1 Receive Update on Northern Spur Water & Wastewater Project 12/20/2018 BoardDocs® LT https://www.boarddocs.com/va/coa/Board.nsf/Public 5/8 Key Points: An updated bidding and construction schedule will be provided at the meeting. Staff Contact: Stewart Hall, Deputy Administrator - Public Works & Facilities Number of Attachments & Description: N/A Staff Recommendation: N/A 10. Appointments File Attachments Appointments Expiring in December 2018.pdf (203 KB) File Attachments 2018.12 Attendance Reports.pdf (73 KB) 11. Public Hearing 5:30 p.m. Key Points: Bruce Matthews/Matthews Market is seeking to rezone Tax Map#55A-A-66, 55A-A-61C, 55A-A-65, 55AA- 61D, 55A-1-1, 55A-1-2, 55A-A-68, and 55A-1-1A from Residential to General Business; said property is located at 29187 Bloxom Circle, Mappsville and totals 2.49 acres. Matthews Market has been operating as a commercial business for over 25 years and this proposed rezoning better reflects the primary use of the property rather than the residential zoning. Staff Contact: Rich Morrison, Deputy County Administrator and Katie Nunez, Deputy Director of Planning & Zoning Number of Attachments & Description: 4 Items: 1) 2018.12.06 BOS Report on Matthews Market Rezoning; 2) 2018.11.05 Memorandum to Board of Supervisors; 3) Planning Commission Minutes 10-10-2018; and 4) Planning Report dated 10-3-2018 with attachments (Matthews Market Full Packet from Planning Commission Meeting) Staff Recommendation: Staff recommends that the Board hold the required hearing and approve the rezoning as recommended by the Planning Commission. Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 9. Old Business Type Information Subject 10.1 December Appointments Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 10. Appointments Type Action, Procedural Recommended Action Consider December Appointments Subject 10.2 December Attendance Report Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 10. Appointments Type Information Subject 11.1 Public Hearing Rules Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 11. Public Hearing 5:30 p.m. Type Information Subject 11.2 REZ-2018-004 Matthews Market Rezoning Application from Residential to General Business Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 11. Public Hearing 5:30 p.m. Type Hearing 12/20/2018 BoardDocs® LT https://www.boarddocs.com/va/coa/Board.nsf/Public 6/8 File Attachments 2018.12 PH Advertisement.PNG (117 KB) 2018.12.06 BOS Report on Matthews Market Rezoning.pdf (58 KB) 2018.11.05 Matthews Rezoning Packet.pdf (593 KB) 2018.10.10 PC Minutes.pdf (36 KB) Matthews Market Full Packet from Planning Commission 2018-10-8.pdf (551 KB) Key Points: Rob Bloxom/Bloxom Auto Supply is seeking to rezone Tax Map Parcels # 55A-A-6, 55A-A-3, 55A-A-3A, 55A-A-4A, 55A-A-2, 55A-A-1, and 55A-A-4 from Residential to General Business. The rezoning is being sought to reflect how the property has been used for over 60 years as a commercial business known as Bloxom Auto. Staff Contact: Rich Morrison, Deputy County Administrator and Katie Nunez, Deputy Director of Planning & Zoning Number of Attachments & Description: 4 Attachments: 1) 2018.12.06 Memorandum to Board of Supervisors; 2) 2018.11.05 Memorandum to Board of Supervisors; 3) Planning Commission meeting minutes of October 10, 2018; and Bloxom Auto Rezoning Packet from October 10, 2018 Planning Commission meeting Staff Recommendation: Staff recommends that the Board of Supervisors approve the request as recommended by the Planning Commission rezoning application #REZ-2018-005 filed by Bloxom Auto Supply/Rob Bloxom to rezone Tax Map Parcels # 55A-A-3, 55A-A-3A, 55A-A-4A, 55A-A-2, 55A-A-1, and 55A-A-4 from Residential to General Business and to recommend to not rezone Tax Map #55A-A-6 from Residential to General Business; said parcels are located at 14110, 14116 & 14126 Lankford Highway, Mappsville, VA. File Attachments 2018.12 PH Advertisement.PNG (117 KB) 2018.12.06 BOS Report on Bloxom Auto Rezoning.pdf (126 KB) 2018.11.05 Bloxom Rezoning Packet.pdf (634 KB) 2018.10.10 PC Minutes.pdf (36 KB) Bloxom Full Packet from Planning Commission Mtg 2018-10-08.pdf (592 KB) 12. New Business Key Points: On November 1, 2018, the County requested a partial refund of wastewater treatment charges paid to the Town of Onancock during the period March 2017 to September 2018. This refund request totaled $88,945 and was made because the meter responsible for measuring the amount of wastewater being transmitted from the County's Central Accomack Sewer System to the Town's Sewer System was determined to be defective during this timeframe. The County has been meeting with Town staff since May of 2018 on this issue. From these meetings, it has been determined that a recovery of half this amount, roughly $44,000, is fair to both parties. Both staff, and the Chairperson of the Board, who has been involved in these discussions, requests that you approve the 50% recovery. Staff Contact: Mike Mason, CPA County Administrator 13. County Administrator's Report Subject 11.3 REZ-2018-005 Bloxom Auto Rezoning Application from Residential to General Business Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 11. Public Hearing 5:30 p.m. Type Hearing Subject 12.1 Town of Onancock Wastewater Charges Refund Request Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 12. New Business Type Action Recommended Action The County accepts a 50% recovery on the amount of refund previously requested from the Town of Onancock for wastewater treatment charges paid to the Town during the period March 2017 to September 2018. Subject 13.1 Set January 2, 2019 as the date for the Board’s Organizational Meeting and Approve the 2019 Meeting Schedule Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 13. County Administrator's Report 12/20/2018 BoardDocs® LT https://www.boarddocs.com/va/coa/Board.nsf/Public 7/8 Key Points: Consider scheduling the Organization Meeting for the first Wednesday of the year, January 2, 2019 and approving the 2019 meeting schedule. Staff Contact: Michael T. Mason, County Administrator Number of Attachments & Description: 1 - Proposed 2019 Meeting Schedule Staff Recommendation: Schedule the 2019 Organizational Meeting and approve 2019 meeting schedule. File Attachments 2019 BOS Schedule.pdf (37 KB) Key Points: The County has been notified that property damage incurred as a result of Hurricane Florence did not meet the financial threshold for recovery from FEMA. 14. County Attorney's Report 15. Board of Supervisors Comment Period 16. Budget and Appropriation Items 17. Payables Number of Attachments & Description: 1 - December 2018 Payables File Attachments Accounts Payable Payments for Publications Dec 2018.pdf (228 KB) 18. Closed Meeting Type Action, Discussion Recommended Action Schedule the 2019 Organizational Meeting For 1/2/19 and approve the 2019 meeting schedule. Subject 13.2 The Expanded EMS staffing model became operational 12/3/18. Full-time staff are now stationed at Melfa, Saxis & Greenbackville. Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 13. County Administrator's Report Type Information Subject 13.3 The County airport runway and lighting rehab project has been completed. The runway reopened on 12/7/18 Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 13. County Administrator's Report Type Information Subject 13.4 Preliminary Damage Assessment for Hurricane Florence Received Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 13. County Administrator's Report Type Information Subject 17.1 Consider December Payables Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 17. Payables Type Action, Procedural Recommended Action Approve December 2017 payables Subject 18.1 Closed Session Pursuant to Va. Code 2.2-3711.A.7. - Consultation with legal counsel regarding specific legal matters 12/20/2018 BoardDocs® LT https://www.boarddocs.com/va/coa/Board.nsf/Public 8/8 Closed Meeting - Pursuant to Virginia Code Section 2.2-3711.A.7 - For consultation with legal counsel regarding actual or probable litigation, where such consultation in open meeting would adversely affect the negotiating or litigating posture of the public body, specifically relating to opioid litigation. 19. Adjournment 20. Informational Items Number of Attachments & Description: 1 - Memo to Dana Bundick, Treasurer File Attachments 2018.11.29 Req Tax Delinquency List Letter to D. Bundick.pdf (378 KB) Key Point: The County’s latest quarterly financial report will be distributed at the meeting.
Board of Supervisors Regular Meeting
1. Opening of Meeting 2. Public Comment 3. Consideration of Minutes Number of Attachments & Description: 1 - November 14, 2018 Meeting Minutes File Attachments 2018.11.14 BOS Minutes.pdf (420 KB) 4. Recognitions 5. Consent Agenda Subject 1.1 Adoption of Agenda Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 1. Opening of Meeting Type Action Recommended Action Motion to adopt agenda Subject 2.1 Public Comment Rules Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 2. Public Comment Type Information Subject 3.1 November 14, 2018 Meeting Minutes Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 3. Consideration of Minutes Type Minutes Subject 5.1 Approval of Consent Agenda Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 5. Consent Agenda Type Action (Consent) Recommended Action Motion to approve Consent Agenda Items Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items has been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. Subject 5.2 Consider scheduling a public hearing for review and renewal of the Joynes Neck Agricultural Forestal District (AFD) Ordinance Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 5. Consent Agenda 12/20/2018 BoardDocs® LT https://www.boarddocs.com/va/coa/Board.nsf/Public 2/8 Key Points: The Planning Commission held a public hearing on November 7, 2018 and are recommending the review & renewal of the Joynes Neck Agricultural Forestal District (AFD). Staff is requesting the Board to schedule a public hearing on January 16, 2019 to consider the review and renewal of the Joynes Neck Agricultural Forestal District Staff Contact: Katie Nunez, Deputy Director of Planning & Zoning Number of Attachments & Description: 2 - (1) Staff Memo dated November 30, 2018; (2) Joynes Neck AFD Packet from Planning Commission meeting Staff Recommendation: Request the Board of Supervisors to schedule a public hearing for January 16, 2019 to consider the review and renewal of the Joynes Neck Agricultural Forestal District. File Attachments Board of Supervisors Memo Request to Schedule Public Hearing 2018.11.30.docx (64 KB) Attachments for BOS Memo Request to Schedule Public Hearing - Joynes Neck AFD Packet.pdf (506 KB) Key Points: A structural analysis performed in August 2018 determined that the Accomac tower does not have sufficient capacity to carry the existing loading. Modifications to the base foundation and the guy anchor foundations are required to bring the tower into compliance with the ANSI/TIA 222-G standard. A tower inspection performed in June 2018 identified many issues that need to be addressed as well. On November 13, 2018 an Invitation for Bids was issued for repair and modifications to be performed on the Accomack Tower at Wise Court. Sixteen vendors were directly solicited. The IFB was also placed on the County website. Two (2) bids were received. Staff recommends award to the low bidder, Allstate Tower, in the negotiated amount of $316,000. These repairs and modifications will return the tower and foundations to an acceptable condition and provide additional capacity should it be needed in the future. The expected service life of the tower once this work is complete could be greater than 50 years as long as regular maintenance is performed. For comparison purposes, staff investigated the costs of a replacement tower and estimate the total cost would be in excess of $500,000. This estimate does not account for the large amount of staff time that would be required to manage the project. Staff Recommendation: Staff recommends award to the low bidder, Allstate Tower, in the negotiated amount of $316,000. Staff Contact: Ben Fox, CIO Key Points: On November 23, 2018 an Invitation for Bid was issued for the lease of five (5) County-owned properties. The IFB was advertised in the Eastern Shore Post and was also placed on the County website. Three (3) bids were received and opened on December 10, 2018. Staff Contact: Lucy Huffman, Procurement Assistant Number of Attachments & Description: 1 - Bid Summary Type Subject 5.3 Consider award of IFB 717 - Repair and Modifications to Accomac Tower Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 5. Consent Agenda Type Action (Consent), Procedural Dollar Amount $316,000.00 Recommended Action Staff recommends award to the low bidder, Allstate Tower, in the negotiated amount of $316,000. Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items has been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. Subject 5.4 Consider award of Farm Lease (IFB 715) Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 5. Consent Agenda Type Action (Consent), Procedural 12/20/2018 BoardDocs® LT https://www.boarddocs.com/va/coa/Board.nsf/Public 3/8 Staff Recommendation: Staff recommends award to the high bidder, Long Farms. File Attachments IFB715 10 Bid Summary.pdf (16 KB) Key Points: The provisions of County Fiscal Policy FP1005 govern how unexpended local funds of the School Division available at the end of the fiscal year shall be apportioned in the ensuing fiscal year. At the close of fiscal year 2018, there remained $1,141,160 in unexpended school division local funds. Pursuant to policy, these funds are to be appropriated in FY19 as follows: 1. To fund school division encumbrances remaining open at 6/30/2018 ($931,156) 2. To establish a School Budget Contingency ($210,004). Note that the County's policy allows for a contingency in an amount not to exceed 1.25% of the adopted FY19 School Budget. This equates to $631,666 however only $210,004 was available at 6/30/2018. The remaining funding necessary to bring the School Contingency to the full 1.25% will be appropriated in future fiscal years providing funding is available. Because the FY19 budget amendment associated with this action exceeds 1% of the County's currently adopted budget, the Code of Virginia § 15.2-2507 requires a public hearing to be advertised and held prior to adoption. Contact: Mike Mason, CPA, County Administrator Number of Attachments & Description: 1-County Policy FP1005 File Attachments FP1005-School Budget Contingency and Unexpended School Local Appropriation Policy.pdf (138 KB) Key Points: The Commonwealth currently provides funding for cost of competing adjustments to 18 school divisions in the northern part of the state. The purpose of these funds is to recognize the higher cost that school divisions incur because they compete for staff in the more competitive Northern Virginia labor market. Receiving these funds allows for school divisions to offer more competitive wages to teachers thereby increasing retention rates. Accomack County Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items has been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. Subject 5.5 Consider scheduling a public hearing regarding appropriating school division encumbrances still open at the end of FY18 into the current fiscal year and appropriating funding to create a FY19 School Division Budget Contingency both in accordance with approved County fiscal policy FP1005 Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 5. Consent Agenda Type Action (Consent) Fiscal Impact Yes Dollar Amount $1,141,160.00 Budgeted No Budget Source Unspent FY18 school division local funding of which $931,156 is classified as assigned fund balance in the general fund and $210,004 classified as unassigned fund balance in the School Fund Recommended Action Authorize staff to schedule a public hearing on January 16th regarding this budget amendment. Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items has been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. Subject 5.6 Consider sending a letter to Governor Northam advocating that the Cost of Competing Adjustment (COCA) currently provided to 18 other School Divisions in Virginia be provided to Accomack County as well. Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 5. Consent Agenda Type Action (Consent) 12/20/2018 BoardDocs® LT https://www.boarddocs.com/va/coa/Board.nsf/Public 4/8 faces many of the same obstacles the 18 localities receiving COCA funds do. The difference is Accomack competes against lower Maryland localities particularly Worcester County whose property values and per capita income are vastly superior to that of Accomack. By approving this letter, you are requesting the Commonwealth provide COCA funds to Accomack County for the reasons above. Staff Recommendation: Staff recommends that the Board vote to have staff send a letter to Governor Northam to advocate for the allocation of State Funding for the Cost of Competing Adjustment be provided to Accomack County for the following reasons: 1. Accomack County faces many of the same obstacles as other localities that are receipients of COCA funds. 2. Accomack County, due to location, also competes with Worcester County, Maryland, whose property values and per capita income are vastly superior to that of Accomack. 6. Items Removed from Consent Agenda 7. Report of Public Officials Key Points: Add Text Staff Contact: Jeff Flournoy, ESVA 9-1-1 Director Number of Attachments & Description: 1 - Presentation Staff Recommendation: Receive presentation. File Attachments NG911 Migration Presentation - ESVA 9-1-1.pptx (354 KB) 7.1.pdf (230 KB) Key Points: Zane Hadzick will present information and a plaque to the County reflecting Accomack County's updated Community Rating System (CRS) status. Accomack County participates in the Community Rating System (CRS). The CRS is a voluntary program of the National Flood Insurance Program that Accomack County has participated in for over 25 years. As a result of Accomack County going above the FEMA minimum standards in locally administering the flood program, flood insurance policy holders on property in the unincorporated portion of Accomack County are eligible for discounts on their flood insurance premiums. Periodically, the County's implementation of the Flood Program is reviewed and scored. Zane Hadzick, Mitigation Planning Specialist for FEMA Region III, will be in attendance to present the County with a plaque reflecting the County's most recent, improved score. Staff Contact: Tom Brockenbrough, GIS Coordinator and Flood Plain Administrator Number of Attachments & Description: NA Staff Recommendation: NA 8. Committee Reports 9. Old Business Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items has been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. Subject 7.1 Receive Presentation on Next Generation 9-1-1 from Jeff Flournoy, 9-1-1 Executive Director Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 7. Report of Public Officials Type Presentation Subject 7.2 Receive Presentation by Zane Hadzick, Mitigation Planning Specialist for FEMA Region III of the new Community Rating System (CRS) score & plaque Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 7. Report of Public Officials Type Subject 9.1 Receive Update on Northern Spur Water & Wastewater Project 12/20/2018 BoardDocs® LT https://www.boarddocs.com/va/coa/Board.nsf/Public 5/8 Key Points: An updated bidding and construction schedule will be provided at the meeting. Staff Contact: Stewart Hall, Deputy Administrator - Public Works & Facilities Number of Attachments & Description: N/A Staff Recommendation: N/A 10. Appointments File Attachments Appointments Expiring in December 2018.pdf (203 KB) File Attachments 2018.12 Attendance Reports.pdf (73 KB) 11. Public Hearing 5:30 p.m. Key Points: Bruce Matthews/Matthews Market is seeking to rezone Tax Map#55A-A-66, 55A-A-61C, 55A-A-65, 55AA- 61D, 55A-1-1, 55A-1-2, 55A-A-68, and 55A-1-1A from Residential to General Business; said property is located at 29187 Bloxom Circle, Mappsville and totals 2.49 acres. Matthews Market has been operating as a commercial business for over 25 years and this proposed rezoning better reflects the primary use of the property rather than the residential zoning. Staff Contact: Rich Morrison, Deputy County Administrator and Katie Nunez, Deputy Director of Planning & Zoning Number of Attachments & Description: 4 Items: 1) 2018.12.06 BOS Report on Matthews Market Rezoning; 2) 2018.11.05 Memorandum to Board of Supervisors; 3) Planning Commission Minutes 10-10-2018; and 4) Planning Report dated 10-3-2018 with attachments (Matthews Market Full Packet from Planning Commission Meeting) Staff Recommendation: Staff recommends that the Board hold the required hearing and approve the rezoning as recommended by the Planning Commission. Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 9. Old Business Type Information Subject 10.1 December Appointments Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 10. Appointments Type Action, Procedural Recommended Action Consider December Appointments Subject 10.2 December Attendance Report Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 10. Appointments Type Information Subject 11.1 Public Hearing Rules Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 11. Public Hearing 5:30 p.m. Type Information Subject 11.2 REZ-2018-004 Matthews Market Rezoning Application from Residential to General Business Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 11. Public Hearing 5:30 p.m. Type Hearing 12/20/2018 BoardDocs® LT https://www.boarddocs.com/va/coa/Board.nsf/Public 6/8 File Attachments 2018.12 PH Advertisement.PNG (117 KB) 2018.12.06 BOS Report on Matthews Market Rezoning.pdf (58 KB) 2018.11.05 Matthews Rezoning Packet.pdf (593 KB) 2018.10.10 PC Minutes.pdf (36 KB) Matthews Market Full Packet from Planning Commission 2018-10-8.pdf (551 KB) Key Points: Rob Bloxom/Bloxom Auto Supply is seeking to rezone Tax Map Parcels # 55A-A-6, 55A-A-3, 55A-A-3A, 55A-A-4A, 55A-A-2, 55A-A-1, and 55A-A-4 from Residential to General Business. The rezoning is being sought to reflect how the property has been used for over 60 years as a commercial business known as Bloxom Auto. Staff Contact: Rich Morrison, Deputy County Administrator and Katie Nunez, Deputy Director of Planning & Zoning Number of Attachments & Description: 4 Attachments: 1) 2018.12.06 Memorandum to Board of Supervisors; 2) 2018.11.05 Memorandum to Board of Supervisors; 3) Planning Commission meeting minutes of October 10, 2018; and Bloxom Auto Rezoning Packet from October 10, 2018 Planning Commission meeting Staff Recommendation: Staff recommends that the Board of Supervisors approve the request as recommended by the Planning Commission rezoning application #REZ-2018-005 filed by Bloxom Auto Supply/Rob Bloxom to rezone Tax Map Parcels # 55A-A-3, 55A-A-3A, 55A-A-4A, 55A-A-2, 55A-A-1, and 55A-A-4 from Residential to General Business and to recommend to not rezone Tax Map #55A-A-6 from Residential to General Business; said parcels are located at 14110, 14116 & 14126 Lankford Highway, Mappsville, VA. File Attachments 2018.12 PH Advertisement.PNG (117 KB) 2018.12.06 BOS Report on Bloxom Auto Rezoning.pdf (126 KB) 2018.11.05 Bloxom Rezoning Packet.pdf (634 KB) 2018.10.10 PC Minutes.pdf (36 KB) Bloxom Full Packet from Planning Commission Mtg 2018-10-08.pdf (592 KB) 12. New Business Key Points: On November 1, 2018, the County requested a partial refund of wastewater treatment charges paid to the Town of Onancock during the period March 2017 to September 2018. This refund request totaled $88,945 and was made because the meter responsible for measuring the amount of wastewater being transmitted from the County's Central Accomack Sewer System to the Town's Sewer System was determined to be defective during this timeframe. The County has been meeting with Town staff since May of 2018 on this issue. From these meetings, it has been determined that a recovery of half this amount, roughly $44,000, is fair to both parties. Both staff, and the Chairperson of the Board, who has been involved in these discussions, requests that you approve the 50% recovery. Staff Contact: Mike Mason, CPA County Administrator 13. County Administrator's Report Subject 11.3 REZ-2018-005 Bloxom Auto Rezoning Application from Residential to General Business Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 11. Public Hearing 5:30 p.m. Type Hearing Subject 12.1 Town of Onancock Wastewater Charges Refund Request Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 12. New Business Type Action Recommended Action The County accepts a 50% recovery on the amount of refund previously requested from the Town of Onancock for wastewater treatment charges paid to the Town during the period March 2017 to September 2018. Subject 13.1 Set January 2, 2019 as the date for the Board’s Organizational Meeting and Approve the 2019 Meeting Schedule Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 13. County Administrator's Report 12/20/2018 BoardDocs® LT https://www.boarddocs.com/va/coa/Board.nsf/Public 7/8 Key Points: Consider scheduling the Organization Meeting for the first Wednesday of the year, January 2, 2019 and approving the 2019 meeting schedule. Staff Contact: Michael T. Mason, County Administrator Number of Attachments & Description: 1 - Proposed 2019 Meeting Schedule Staff Recommendation: Schedule the 2019 Organizational Meeting and approve 2019 meeting schedule. File Attachments 2019 BOS Schedule.pdf (37 KB) Key Points: The County has been notified that property damage incurred as a result of Hurricane Florence did not meet the financial threshold for recovery from FEMA. 14. County Attorney's Report 15. Board of Supervisors Comment Period 16. Budget and Appropriation Items 17. Payables Number of Attachments & Description: 1 - December 2018 Payables File Attachments Accounts Payable Payments for Publications Dec 2018.pdf (228 KB) 18. Closed Meeting Type Action, Discussion Recommended Action Schedule the 2019 Organizational Meeting For 1/2/19 and approve the 2019 meeting schedule. Subject 13.2 The Expanded EMS staffing model became operational 12/3/18. Full-time staff are now stationed at Melfa, Saxis & Greenbackville. Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 13. County Administrator's Report Type Information Subject 13.3 The County airport runway and lighting rehab project has been completed. The runway reopened on 12/7/18 Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 13. County Administrator's Report Type Information Subject 13.4 Preliminary Damage Assessment for Hurricane Florence Received Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 13. County Administrator's Report Type Information Subject 17.1 Consider December Payables Meeting Dec 19, 2018 - Board of Supervisors Regular Meeting 5:00 P.M. Category 17. Payables Type Action, Procedural Recommended Action Approve December 2017 payables Subject 18.1 Closed Session Pursuant to Va. Code 2.2-3711.A.7. - Consultation with legal counsel regarding specific legal matters 12/20/2018 BoardDocs® LT https://www.boarddocs.com/va/coa/Board.nsf/Public 8/8 Closed Meeting - Pursuant to Virginia Code Section 2.2-3711.A.7 - For consultation with legal counsel regarding actual or probable litigation, where such consultation in open meeting would adversely affect the negotiating or litigating posture of the public body, specifically relating to opioid litigation. 19. Adjournment 20. Informational Items Number of Attachments & Description: 1 - Memo to Dana Bundick, Treasurer File Attachments 2018.11.29 Req Tax Delinquency List Letter to D. Bundick.pdf (378 KB) Key Point: The County’s latest quarterly financial report will be distributed at the meeting.