AT A WORK SESSION OF THE BOARD OF SUPERVISORS OF GLOUCESTER COUNTY,
VIRGINIA, HELD ON TUESDAY, JANUARY 20, 2004, AT 7:00 P.M., IN THE BOARD
ROOM OF THE COLONIAL COURTHOUSE, 6504 MAIN STREET, GLOUCESTER,
THERE WERE PRESENT:
Charles R. Allen, Jr., Chairman
Burton M. Bland
Christian D. Rilee
Louise D. Theberge
William H. Whitley, County Administrator
Daniel M. Stuck, County Attorney
THERE WERE ABSENT: John J. Adams, Sr., Vice Chairman
Teresa L. Altemus
The meeting was called to order by the Chairman, Mr. Allen.
An invocation was offered by Mr. Bland.
All in attendance pledged allegiance to the Flag of the United States of America.
IN RE: DISCUSSION OF HOUSING GRANT FOR STORM VICTIMS
Mr. Whitley updated the Board concerning the status of the Community
Development Block Grant that the County has received in the amount of $700,000 that
will be used to rebuild homes in Jenkins Neck.
Mr. Whitley advised the Board that he and Ms. Altemus had attended a
meeting on January 9th with officials from the Department of Housing and Community
Development who administer the grant. He further indicated that it is estimated that the
funding from the grant will pay to rebuild ten to fifteen homes; however, there are many
more families in need of this assistance.
Mr. Whitley advised that as part of the grant requirements, a committee is
being formed that will make decisions concerning many aspects of the administration of the
program. Later this month, this group, that will become the required oversight committee
for our local administration of the grant proceeds, will meet to approve its recommendation
to the Board on grant recipient selection criteria, Mr. Whitley reported.
Mr. Whitley noted that due to its importance, state housing officials have
recommended that the Board endorse the criteria recommended by the advisory committee.
He told the Board that this item will be on the February 3rd agenda for the Board’s
Tuesday, January 20, 2004 2
Mr. Whitley further informed the Board that his belief that the County did not
have the administrative capacity to do the required work had been reinforced. He further
indicated that the had realized the need to move ahead with this grant immediately and for
the County to hire an experienced consultant, utilizing grant administrative funding to help
staff move this project ahead immediately. He noted that the County would not hire the
employee at this time as that process would take a long time, and would delay
implementation of the grant. Mr. Whitley emphasized that his intent was to move along as
quickly as possible to get people back in homes.
Mr. Whitley told the Board that there is no action required, however he wanted
the Board to have an opportunity to ask any questions they may have about this matter.
Mr. Whitley reiterated that he thought this was the best approach in order to get the
houses built as soon as possible.
After a brief discussion, the Board expressed no opposition to Mr. Whitley’s
intention to hire a consultant.
It was noted that the Management Team would meet each second Tuesday, at
IN RE: FEMA HAZARD MITIGATION PROGRAM
Mr. Whitley reminded the Board of the opportunity the County has to
participate in the FEMA Hazard Mitigation Program, and that he had, on behalf of the
County, applied to the state for funding under this program. He further informed the
Board that the state had approved funding for the County to acquire and relocate homes
that are in danger of being damaged in a future storm; however, the federal government
now must approve the application; however, before that can be done, staff has to complete
a detailed application for federal funding.
Mr. Whitley advised that he had provided the Board with information
concerning the program and the County’s application for funding for Board review. He
noted that staff will have a great deal of work to do by the application deadline of March 1st
Further, Mr. Whitley advised the Board that staff will attend training sponsored by FEMA
on January 21st to clarify many questions about the program, and he would keep the Board
informed as to staff’s understanding of the issue. He told the Board that he had asked the
Assistant County Administrator and the Planning Director to lead this project.
Tuesday, January 20, 2004 3
Mr. Whitley explained that there are several issues for the Board to consider
when deciding whether the County should participate in the program. First, there is a need
to determine how many property owners are actually interested in it. Mr. Whitley noted
that approximately 20 property owners had asked about mitigation after September 18th,
when the storm struck; however, he did not know if these same individuals were still
Mr. Whitley informed the Board that Ms. Altemus would have a community
meeting on February 5th at Achilles School, and that state and federal officials will attend
and discuss the program. This meeting should inform the public about it and provide an
idea as to the level of interest.
Mr. Whitely advised that the Board needs to remember that there is a
requirement that 25% of the total funding of this work come from the community. This
could be partially from state funds, but the state has not made a decision concerning the
level of state funding that may be committed to this effort. There is a possibility of funding
from other grants or the homeowners themselves.
Mr. Whitley asked that the Board think about whether they felt a need to fund
a portion of this program with local funds.
Mr. Whitley advised that because of the March 1st application deadline, he felt
it necessary for the Board to discuss the matter in late February at a special meeting, once
the level of interest in the program has been clarified.
The Board took no action on the matter.
IN RE: FIRST REVIEW – CAPITAL IMPROVEMENTS PLAN
Mr. Whitley told the Board that an important part of the budget preparation
process is the approval of the capital improvements plan. He further told the Board that
the items included in the Board’s packages have been reviewed by the Gloucester County
Panning Commission as it is their responsibility in this matter, and had been found to be
consistent with the County Comprehensive Plan. The first year of the plan will be included
in the budget recommendation to you as funding allows, Mr. Whitley advised.
Mr. Daniel M. Stuck, County Attorney, briefed the Board regarding the statutes
that apply in the Capital Improvements Plan as it relates to proffers the County may
receive, and how the commitment may be considered as a revenue item in the operating
Tuesday, January 20, 2004 4
It was noted that the Board needs to review and approve the Capital
Capital Improvements Plan Review – Sheriff’s Department
Sheriff Robin P. Stanaway, addressed the Board and discussed the need for a
solution to the inmate housing problems and jail overcrowding at the current jail facility.
Sheriff Stanaway noted that the current facility had been constructed and
designed in an old fashioned linear manner which is now outdated, and that the current
approach, which is called a P.O.D., which is a circular design with the guard sitting in the
center in an enclosed area. He indicated that this design is much more desirable, as it is
effective and efficient and requires fewer personnel; and, the guard can provide direct
supervision from a central position.
Sheriff Stanaway indicated that although his facility was originally designed to
hold 43 inmates, he may have as many as 120 on a weekend.
In further discussion, Sheriff Stanaway advised that he wished to continue
participation in the federal inmate program, and that they had contracted with an
individual who was conducting a study to determine alternative funding solutions such as
a regional approach, and to determine future needs. Sheriff Stanaway further advised that
they were looking at other options such as adding on to the current facility. He noted that
they would be meeting with representative of the regional facilities in Saluda and James
City County to review potential solutions. Sheriff Stanaway also noted that Mr. Whitley had
contacted members of the General Assembly to request their assistance in seeking
legislation which would provide additional funding for jails. He noted that currently there
is a funding moratorium at the state level which affects jail funding to localities.
During discussion on funding, Sheriff Stanaway noted that localities may be
responsible for a percentage of the funds.
Sheriff Stanaway next discussed the need to upgrade and maintain the
Sheriff’s Information Technology Infrastructure to support a 24 hour, 7-days a week service
to the public, and to keep the software up-to-date with the changes in technology.
Sheriff Stanaway next discussed the need for vehicle replacement and noted
that he maintained a fleet of 67 vehicles which include marked vehicles, unmarked
vehicles, administrative vehicles, multi purpose SUVs, cargo vans for prisoner transports
and inmate road crews.
Tuesday, January 20, 2004 5
He further noted that current industry standards recommend that law
enforcement vehicles utilized for emergency use, on average, have an effective lifetime of
100,000 miles, or four years of continuous use. He told the Board that he currently gets
five years of use from emergency vehicles, and six to seven on non-emergency vehicles. He
indicated that for maximum efficiency and safety, 25% of the total number in the fleet need
to be replaced on a yearly basis.
Sheriff Stanaway noted that the use of SUVs in his Department was necessary
and significant considering that they are the only vehicles that can be used during
emergencies such as the recent disaster created by Hurricane Isabel.
Sheriff Stanaway next discussed the need for new laptops in deputies vehicles
and expressed the necessity for the upgrades.
Sheriff Stanaway further discussed the need for improvements to the County’s
communications system of radios and communications devices. Problems of skip and
convergence were noted, and Sheriff Stanaway advised that they were currently talking with
a consultant regarding options to replace the system.
Mr. Allen thanked Sheriff Stanaway for his presentation of his capital
Animal Control Office – Capital Improvements Requests
Ms. Georgette N. Hurley, Assistant County Administrator, addressed the capital
needs of the Animal Control Office. Ms. Hurley told the Board that it had been brought to
their attention recently that to be in compliance with recent changes in state law, the
County needs to have a vehicle for transporting animals that is equipped with an enclosed
area with circulating cooling and heating in order to maintain a temperature of between 45
and 85 degrees.
Ms. Hurley advised that they had received a bid in accordance with their
specifications for the truck for one GMC Sierra, 2500 HD, P/U Regular Cab, 4 x 4 Work
Truck, and an AC96A Animal Control Truck Body manufactured by Frank Doeer Truck
Equipment at a total cost of $77,218.00.
Ms. Hurley advised that the truck would allow the officer to stay out in the field
longer and create a more effective and efficient use of his time.
It was noted that the County was at the mercy of state law regarding animals
and their care, and in meeting those specific needs and criteria as required by the state.
Tuesday, January 20, 2004 6
Central Purchasing – Capital Improvements
Mr. Whitley advised that the Central Purchasing request is for the purchase
and rental of reproduction and printing office machines for county offices. He noted that
the county currently purchases, leases, or maintains, copiers and/or printers annually
through the Central Purchasing Office. It was noted that this year, the County needs to
replace the Mita copiers, place an additional copier in the new library and purchase one
special use color copier.
Department of Information Technology – Capital Improvements Plan
Mr. George Bains, Director of Information Technology, addressed the Board
and explained that Gloucester County’s Information Technology Infrastructure needs to be
maintained and upgraded to support the county employees and citizens, and also keep the
equipment and software up-to-date with the changes in technology.
Mr. Bains advised that he was requesting $85,000 in FY 05 of the estimated
total cost of $425,000.00 to support the County’s information technology infrastructure
which is a highly developed network, and includes a Fiber Local Area Network (LAN),
remote access server, business application servers, internet servers and 3rd party
application servers. Mr. Bains further indicated that the hardware that supports this
infrastructure needs to be replaced every few years. Also, the software that runs the
County’s applications needs to be enhanced or replaced to continue to meet the needs of
citizens and employees, Mr. Bains noted.
Mr. Bains advised that each year technology changes and services are
increased. He indicated that links go to all the fire stations and the libraries. He noted that
probably the wireless will be the most effective way to get to the new library.
Mr. Bains advised that the biggest problem now is security with spam and
people trying to get into the system with viruses.
Mr. Bains advised that although increased technology has made it easier to
provide information, it has made it more difficult for those who manage the technology.
Mr. Bains indicated that they were looking to replace about 1/5 of the
infrastructure each year.
Gloucester Library – Capital Improvements
Mr. Whitley advised that the Library foresees a need to plan, design, and build
a new library facility at Gloucester Point, or renovate an existing building Funding in the
amount of $125,000 is requested in the fiscal year 2009.
Tuesday, January 20, 2004 7
Parks Recreation & Tourism Capital Improvements
Ms. Carol Steele, Director of Parks, Recreation, and Tourism, addressed the
Board and expressed a dire need for improvements to the Beaverdam Parking lot as well as
continued development of the fishing pier, two boat landings, two picnic shelters, two
playgrounds two restrooms, 13 miles of trails, Whitcomb Lodge and three parking lots.
Ms. Steele noted that enlarging the Ranger Station would provide needed
storage areas, a store, office space and meeting space. She indicated that a storage/repair
shop is needed to store and repair equipment. Currently all equipment is left outdoors, and
repair work must be done outdoors. She noted that the addition of an education center and
an overnight camping area would provide new sources of revenue. She further noted that
the pier needs to be expanded to accommodate storage of rental boats, meet user demand
for use. She further indicated the need for a new tractor.
Ms. Steele next discussed Woodville Plantation Park. She noted that the land
was donated, and they were doing fund raising for the project. She indicated that the park
would offer a performance theater, meeting rooms, trails, gardens and a pond to provide
information and education regarding the environment.
Ms. Steele noted that the cost for Woodville was approximately 4 million
dollars, and it was expected that most of these funds would have to be donated.
Ms. Steele next discussed Brown Park, and noted that this park would also
most likely have to be funded by donations.
Ms. Steele next discussed the Gloucester Point Beach Improvements. She told
the Board that the beach is continually accumulating seaweed, and that numerous
complaints have been registered with the department. A wide tired vehicle with a pull-
behind beach cleaner is needed to take care of the seaweed, and it can also be used for
special construction and clean-up projects at other parks. A small shed is also needed in
which to house the vehicle. Additional playground equipment is needed, and an additional
water station will provide a place for showering and cleaning fish, Ms. Steele advised.
Ms. Steele also noted that a new stage is needed for special activities at the
beach, and she expected that it would be used almost continuously. She indicated that
this is an opportunity to design and build a more suitable stage then they previously had;
however, the type of stage needed would cost in the thousands of dollars.
Tuesday, January 20, 2004 8
Ms. Steele next addressed Abingdon Park improvements. She noted that a
new picnic shelter is needed to accommodate soccer teams and school and community
groups. Ms. Steele told the Board that lighting would allow for additional use of the park.
Ms. Steele also cited a need for the development of additional soccer fields
which would allow more games and tournaments to be played, and a better maintenance
plan can be initiated to reduce wear and tear on turf.
Ms. Steele noted that lighting upgrades, and additional lighting is needed at
Page Middle School. She also noted that the tennis courts need to be resurfaced. Ms.
Steele advised that improvements in the form of a new swing, and park benches are needed
at Hunters Run Park.
Ms. Steele noted that the final request is for the conversion of the old county
landfill located behind the old Wal-Mart to a park. She noted that the use of the park would
be limited due to environmental concerns, however, they would like to hire a professional
designer to design the park, and come up with a plan for skateboarding, roller-blading and
There being no questions, Mr. Allen thanked Ms. Steele for her presentation.
Utilities Department – Capital Improvements
Mr. Larry Dame, Director of Utilities, addressed the Board and noted that his
first need would be to refurbish the turbine pumps and motors at the water treatment
plant. He noted that the pump manufacturers recommend pulling pumps, checking them
for worn parts, and replacing all worn parts every five or six years. The water treatment
plant pumps have been in operation for eight years, Mr. Dame advised. He indicated that
when the refurbishing is done, it results in increased pump production and reduced
Mr. Dame next described the need to purchase a large slope mower for the dam
area, track excavator and hand operated roller.
Mr. Dame advised that the truck excavator would lessen the time needed to
excavate water or sewer lines and get the repair work done more quickly. The roller will
provide for proper road asphalt repairs. Mr. Dame noted that currently, they had to depend
upon VDOT for the use of their roller which was not always convenient for them, or VDOT.
Mr. Dame noted that the Gloucester Point Water Tower has been incorporated
into the County’s maintenance program and has already been painted, however, he would
like to include all of the water towers in the maintenance program for painting.
Tuesday, January 20, 2004 9
Mr. Dame next described the need for the purchase of a truck mounted sewer
cleaner complete with manhole vacuum unit. He indicated that the one they have now is
22 years old and is need of repairs. Mr. Dame advised that the new cleaner will prevent the
cleared blockage from flowing back down the pipe and getting lodged in the pumps.
Mr. Dame advised that a centralized maintenance shop is needed. He
indicated that currently there are no indoor shower or bathroom facilities available to the
men, who from time to time may come in contact with sewer water or other hazardous
materials, and need proper facilities to clean themselves.
Mr. Dame then indicated a need to construct a one-million gallon, ground level
pre-stressed concrete storage tank with baffling at the water treatment plant. Mr. Dame
explained that this tank would double the storage capacity for the county’s water supply,
and during periods of peak demand, would allow the plant to pump at a higher rate than
its normal production rate.
Mr. Dame advised that they had received requests for sewer installation in York
Woods and from United Shellfish building. He indicated however that not all citizens in the
York Woods Subdivision agreed with the need for sewer service.
Mr. Dame further described a need for the construction of a one-million gallon,
steel water tower along with the associated piping, valve vaults and foundation necessary
for the project. Mr. Dame indicated that the water tower was needed to accommodate the
increased growth and development in the lower parts of the County.
Mr. Dame further advised that a slip line or replacement for 50+ year old
deteriorating sewer lines in the Courthouse area is needed. He indicated that there are
roots in the pipes, cracks in the pipes, leaky joints, bellies, mis-aligned joints, and concrete
pipe that has been eaten away.
Public Works – Capital Improvements
Mr. Whitley then reviewed the capital improvements requests from Public
Works noting that a new roof is needed for building no. 3 which is located on Main Street
and DuVal Avenue. He further advised that the Colonial Courthouse needs to be accessible
to the handicapped and must be made ADA (Americans with Disabilities Act) compliant as
does the Botetourt Museum. Repairs and on going painting for county buildings is needed
as well. Also a certain amount of overlay paving for various County parking lots is also
needed, Mr. Whitley noted.
Tuesday, January 20, 2004 10
Regarding vehicles and equipment, Mr. Whitley advised that there is a need
for one regular automobile, a small dump truck, a street sweeper and a new county radio
system for the Sheriff/Fire and Rescue and county use.
Mr. Whitley expressed the view that VDOT should sweep the streets, and it
should not be a county function.
Mr. Whitley next discussed the buildings and construction projects and noted
that he would like to take the Board members on a tour of county facilities.
Mr. Whitley described the buildings and construction projects and noted that
renovations, and an addition, is needed to the Health Department, a vehicle maintenance
shop is needed; a school support services building is needed, as well as a “shops and
stores” building. Mr. Whitley presented more detail on the “shops and stores” building and
some of the other buildings and construction projects.
Regarding property acquisition and improvements, Mr. Whitley advised the
Board that there was a need for property acquisition in the Courthouse area, and for a
spoils area for the dredging of Aberdeen Creek. Additionally, Mr. Whitley noted that there
is also a request for a street lighting program to provide street lighting for citizens in the
County through a street light policy which allows for expansion and upgrading of lighting in
the entire County.
Regarding a spoils area for the dredging of Aberdeen Creek, Mr. Whitley
presented details of what is involved. The only problem concerns the County’s responsibility
for providing the spoils area which has become difficult due to a lack of available property
for a spoils area.
School System – Capital Improvement Projects
Dr. Ben Kiser, Superintendent of Schools, addressed the Board and introduced
Mr. David Callins, Director of Engineering and Maintenance, and Ms. Joanne Wright,
Director of Finance. He indicated they would be happy to answer additional questions the
Board may have that he couldn’t answer.
Dr. Kiser expressed appreciation to Larry Dame and the Utilities Department
for their quick response to a water line break on Short Lane near Gloucester High School,
and for getting them back on line within an hour.
Dr. Kiser described the need for reproofing of various schools including
Peasley, Page - Phase I, Gloucester High School-Phase I, Petsworth, Gloucester High School
-Phase II, Achilles, and Page - Phase II.
Tuesday, January 20, 2004 11
Dr. Kiser explained that total dollar figures are separated by long-term and
annual capital projects. He noted that 3.1 million dollars in total cost was projected, with
1.2 million dollars directly for replacement and refurbishing programs on the schools. He
then directed the Board’s attention to FY 2007 and 2009 and indicated that over those five
years, 4.2 million dollars would be needed for roofs that need to be replaced, as many roofs
have reached the life spans when they were installed. He indicated that patches and
repairs were done as they could, but a plan that would allow replacement of some of the
oldest and most severely worn roofs needed to be in place.
Dr. Kiser advised that although they knew the funds were not available, they
still needed to make the Board aware of their needs.
Replacement of school buses was next discussed, and Dr. Kiser noted they
needed to replace about 8 – 10 buses each year; ideally.
Dr. Kiser next discussed the needs for refurbishing the auditorium at
Gloucester High School.
Dr. Kiser noted that the $80,000 request was part of the 1.9 million dollars
they would like to use to begin the design work for renovation and expansion of Abingdon
and T.C. Walker elementary schools; and, by Spring of 05 he would expect the work on
schematic design on Achilles and Botetourt to be completed. Dr. Kiser indicated further
that in 2006 10.9 million dollars would be needed to expand and renovate the other two
schools. (T.C. Walker and Abingdon)
Dr. Kiser noted that they were moving forward with the facility study for a new
high school, and within 6 – 8 months, the School Board will have data to project capacity
and growth. He indicated that he had chosen to present the worst case scenario for a new
high school which would accommodate 1,400 students. He indicated that this should
accommodate student growth for some years to come. He indicated that with today’s
prices, plus a 3% inflationary factor, the cost would be $150 per square foot. He indicated
that the in 2007 the cost for the architect and engineer would be about 2 million dollars.
He noted that calculating 227,000 square feet at $150 a square foot would equal a cost of
approximately $39,800,000. He further noted that they would begin and continue through
carryover money, and address the campus needs of Page Middle School, as the whole
campus needs to be upgraded. He further told the Board that he felt they would have an
enrollment crunch at Page Middle School in the near future.
Tuesday, January 20, 2004 12
He indicated that they would need to look at serious renovations at Page Middle School,
and that it had been recommended that $743,000 be set aside for the 2009 fiscal year for
design work and $14,000,000 in 2010 for the actual work. He advised that the grand total
now amounted to $77,000,000 over the next six years, and they would come back and
refine the figures when they have more data.
Mr. David Callins, Director of Engineering and Maintenance, addressed the
Board and indicated that the roof at Peasley was only warranted for 12 years and is now
suffering some disrepair.
Mr. Whitley advised that the Board will have additional opportunities to
address School Board capital projects requests and it would be most helpful if the Board
could tour the schools facilities.
IN RE: DISCUSSION OF THE BOARD RETREAT
Mr. Whitley reminded the Board that the Planning Retreat will begin at 3 p.m.
on Friday, January 30th and run until about 8:30 that evening. It will continue on
Saturday for the entire day, Mr. Whitley noted.
He further asked the Board to call if they had questions about the retreat
During a brief discussion, Mr. Allen noted that the retreat will be a “big
picture” event rather than a detailed action session.
IN RE: DISCUSSION OF THE BOARD BUDGET ADOPTION SCHEDULE
Mr. Whitley apprised the Board regarding the budget adoption schedule. He
indicated that it was his plan that the Board would review major budget requests at the
February 17th Work Session, and he would present the recommended budget at the
Board’s March 16th meeting. He further indicated that during the last two weeks of March
and throughout April, the Board needs to review the recommendation.
Mr. Whitley advised that the Board will need to approve the Capital
Improvements plan at about the same time as they approve the budget.
Mr. Whitley requested that the Board members let him know if the process is
moving too slowly or too quickly.
Tuesday, January 20, 2004 13
After a brief discussion, it was the consensus of the Board to discuss the
personnel policy and related issues on February 17.
IN RE: DISCUSSION OF BOARD OPERATING PROCEDURES
After a brief discussion, it was the consensus of the Board that this matter be
deferred until the February 3rd meeting.
IN RE: BOARD CONCERNS
The Chairman, Mr. Allen, indicated that he had talked to Mr. Ross Hines and
that he had agreed to come and be the presenter for the Personnel Policy and Management
Plan and would do this at the work session on February 17th.
In reference to another matter, Mr. Allen advised that he had been invited to
have lunch with the Governor as part of the Mayors and Chairs of Hampton Roads, and
they had discussed the issue of tax reform. Mr. Allen noted that Gloucester County
residents had already had a tax increase when the last reassessment had been completed.
Mr. Allen indicated that the Governor was serious in his efforts relative to tax
reform and had no problem with Senator Chichester’s budget plan if it was not changed.
IN RE: COUNTY ATTORNEY ITEMS
Mr. Stuck advised that there are four bills which have been introduced to
eliminate the BPOL ( Business and Professional Licenses taxes) and that there is a bill
introduced that will require more overtime to be paid to police officers. It was noted that
the General Assembly is still doing the same thing; requiring that more services be paid for
by localities while the state continues to cut revenues to localities.
During more discussion, Mr. Whitley noted that he was encouraged by Senator
Chichester’s budget plan.
Mr. Rilee inquired regarding the “no smoking” requirement for restaurants.
It was the consensus of the Board that that it was not likely that the General
Assembly would pass legislation to outlaw smoking in restaurants.
Tuesday, January 20, 2004 14
IN RE: ADJOURNMENT
On a motion by Ms. Theberge, seconded by Mr. Bland, the Board continued its
meeting until 3:00 P.M. at the Comfort Inn on January 30th.
The motion was then carried by the following vote: Mrs. Ressler, yes; Ms.
Altemus, absent; Mr. Bland, yes; Ms. Theberge, yes; Mr. Rilee, yes; Mr. Adams, absent;
Mr. Allen, yes;
Charles R. Allen, Jr., Chairman William H. Whitley, County Administrator