At a Meeting of the Southampton County Planning Commission Held in the Board Room of The s1

October 8, 2009

At a regular meeting of the Southampton County Planning Commission held in the Board Room of the Southampton County Office Center at 26022 Administration Center Drive, Courtland, Virginia on October 8, 2009 at 7:30 PM COMMISSIONERS PRESENT Dr. Alan W. Edwards, Chairman Ira H. “Pete” Barham, Vice-Chairman Douglas A. Chesson Michael G. Drake Freeman J. Harrell J. Michael Mann Oliver J. Parker COMMISSIONERS ABSENT Dallas O. Jones Keith Tennessee OTHERS PRESENT James A. “Jay” Randolph, Assistant County Administrator (Secretary) Beth Lewis, Principal Planner Robert Barnett, Director of Community Development Richard E. Railey, Jr., County Attorney Susan H. Wright, Administrative Secretary Chairman Edwards called the meeting to order. He then sought approval of the minutes of the September 10, 2009 meeting. Vice-Chairman Barham moved, seconded by Commissioner Harrell, to approve the minutes as presented. All were in favor. Chairman Edwards welcomed everyone and advised that there were no public hearings scheduled for tonight. He turned the meeting over to Mrs. Beth Lewis, Principal Planner, and Mr. Jay Randolph, Secretary, who would talk about our next endeavor of updating our Capital Improvement Plan. Mrs. Lewis advised that one of the roles of the Planning Commission was the preparation of a Capital Improvement Plan (CIP), as outlined in Section 15.2-2239 of the Code of Virginia. The purpose of a CIP was to identify major projects and acquisitions that would provide for the County’s current needs and future priorities to permit responsible financial planning. A CIP was a tool used to implement the County’s Comprehensive Plan. A CIP was also the basis upon which a locality may determine that proffers could be part of a rezoning request. Transportation improvements, public utility improvements, school and public safety improvements could all be part of a proffer package, if the specific projects were included in a CIP. Once our CIP was updated, our proffer model could be updated accordingly. She noted that the Planning Commission was the appointed body charged with advancing the goals of the Comprehensive Plan, so it followed that the Planning Commission was the body responsible for preparing and recommending the adoption of a CIP. Secretary Randolph advised that a CIP provided for expenditures other than routine maintenance that would likely cost more than $10,000 and had a life expectancy of five or more years. For example, routine maintenance and repair of County buildings were not included in a CIP, but roof replacement likely would be, based on the size of the building. He noted that salaries were never included in a CIP. Secretary Randolph explained that although the CIP would include a “wish list” of items for 5 years, the Board of Supervisors would only consider funding items listed in the Year 1 column. If the Board chose not to fund one or more items in the Year 1 column, those items would be moved to the Year 2 column. He advised that of $4.2 million that could be used for capital improvements, only about $200,000 was discretionary. This was due to the fact

1 October 8, 2009 that many capital projects were already underway and being funded, including the 9-1-1 radio system, Jail Farm improvements, debt service on the Turner Tract, and Reverse 9-1-1. These projects were not actually included in our current CIP because it had not been updated for 7 years, although it was supposed to be updated every year. He explained that it was still important to update the CIP even though there were little discretionary funds because it did provide a road map of the “big ticket” items that may be needed in the future. For example, we already knew that the School Board wanted to eventually build a new Capron Elementary School. Also some projects already being funding would eventually be paid for and new projects could be added. Mrs. Lewis advised that they were recommending that the Planning Commission form a subcommittee charged with working on the CIP update. Secretary Randolph noted that 3 members would be optimal. Mr. Richard Railey, County Attorney, advised that he wanted to make them aware that if 3 members of the Planning Commission met together, it would technically be classified as a meeting and it would have to be open to the public and minutes taken. Chairman Edwards thought that since the Planning Commission had not been involved in the CIP process in 7 years, that the update should involve the entire Planning Commission. He suggested that they set aside time at the end of each of their regular meetings to work on the CIP update. So was the consensus of the Planning Commission. Mrs. Lewis advised that October was National Community Planning Month. In recognition of that, she distributed information regarding the American Planning Association’s 2009 Great Places (Public Spaces) in America. Of the 30 places in the United States, 3 were in this area – 1) Duke of Gloucester Street in Williamsburg, 2) Virginia Beach Boardwalk, and 3) Historic Hilton Village in Newport News. Moving to the public comment period, Chairman Edwards recognized Mr. Glenn Updike. Mr. Updike commended Chairman Edwards for doing his homework regarding the Slate rezoning application last month. He stated that Reverse 9-1-1 may only cost the County $25,000, but he thought that if the citizens wanted it, the citizens should pay for it. He did not understand how the County could borrow money at 4 or 5% and say they were making money by putting it in a savings account earning 1%. Something with that just did not click. He stated that he thought agriculture was important to this County, but it seemed like it did not matter anymore. He was extremely disappointed with how the agriculture community was being overlooked. Word was that we needed 4,000 more homes to hook up to the sewer system to make it functional. Look at all the services these homes would require – police protection, schools, etc. Commissioner Harrell remarked that he agreed with Mr. Updike in that Reverse 9-1-1 was a waste of the County’s money. Secretary Randolph confirmed for Commissioner Mann that buying development rights could be a capital project. There being no further business, the meeting was adjourned at 8:50 PM.

______Dr. Alan W. Edwards, Chairman

______James A. Randolph, Secretary