CHESAPEAKE BAY BRIDGE AND TUNNEL COMMISSION MEETING OF SEPTEMBER 20, 2016

MINUTES

Commission Members Present: Frederick T. Stant, III; Thomas W. Meehan, Sr.; Deborah Christie; Paul E. Bibbins, Jr., PhD; Robert S. Bloxom, Sr.; Jeffrey K. Walker; Chris Snead; Jeffrey A. Rowland; Karen S. James; Reeves W. Mahoney. Commission Member Absent: John F. Malbon. District Staff Present: Jeffrey B. Holland; Thomas R. Anderson, III; Amanda L. Hurley; Betty H. Burgess. District Advisors Present: Hugh L. Patterson; Wiley F. Mitchell, Jr., Commission Counsel. Guests: Kandy Bruno, Eastern Shore Rural Health System, Inc.; Robert E. Johnson, retired District Director of Maintenance.

Call to Order & Pledge of Allegiance: The Chairman, Frederick T. Stant, III,

called the meeting to order at 9:30 a.m. and welcomed everyone. He then invited all to

stand and recite the Pledge of Allegiance.

Approval of Minutes: On motion by Mr. Bloxom, seconded by Mr. Rowland, and

unanimously carried, the Commission approved the Minutes of the July 27, 2016 Called

meeting, as distributed. (Absent: Meehan, Malbon and Snead)

Public Comment: None.

Presentations: Ms. Kandy Bruno of Eastern Shore Rural Health Systems, Inc.

(ESRH) gave a presentation regarding the medical toll program. Ms. Bruno was happy to

report that ESRH’s collaboration with the Chesapeake Bay Bridge-Tunnel medical toll

program was now a Nationally Recognized Best Practice.

A new clinic was proposed to be built in Eastville, combining the Bayview clinic

and the Franktown clinic.

Minutes – 9/20/16 Page 2

Mr. Meehan and Ms. Snead arrived at this time.

ESRH had $92,144 of funding available for fiscal year 2016, of which $86,788 had

been expended with a record ticket distribution year of 6,676 tickets.

Traffic & Revenue Report: Mr. Holland reported that traffic and revenue for July

2016 totaled 493,027 vehicles, which was an increase of 23,410 vehicles or 5.0% over July

2015. E-ZPass utilization totaled 60.7%. Revenue for July 2016 totaled $7,349,268, which

was an increase of $315,844 or 4.5% over last July. Gas prices were $2.12 July 2016,

versus $2.59 in July 2015. There were 5.5 hours of wind restrictions in July 2016, versus

2.5 hours in July 2015. There were 74 hours of tunnel lane closures in July 2016, versus

38 hours in July 2015.

Traffic and revenue for August 2016 totaled 473,630 vehicles, which was a decrease

of 14,432 vehicles or -3.0% from August 2015. E-ZPass utilization totaled 64.3%.

Revenue for August 2016 totaled $7,024,562, which was a decrease of $216,789 or -3.0%

from last August. There was one hour of wind restrictions in both August 2016 and August

2015. There were 100 hours of tunnel lane closures in August 2016, versus 140 hours in

August 2015.

For the calendar year-to-date through August 2016, vehicles were up 4.6% and

revenue was up 3.8%. For the fiscal year-to-date through August 2016, vehicles were up

0.9% and revenue was up 0.7%.

Mr. Holland showed two videos of the South Toll Plaza northbound traffic back-up

that occurred around 11:00am on August 27, 2016. There were approximately 1,300

vehicles per hour heading northbound.

Minutes – 9/20/16 Page 3 Actual to Budget Comparison FY 2016: Mr. Anderson reported that the District

was $957,378 or 6.5% under budget. However, pension cost entries had not yet been made

as VRS had not yet made the data available. Mr. Anderson reported on the variance for

each account and also stated that it was a positive year for the District’s health insurance.

Parallel Thimble Shoal Tunnel Project Expenditures to Date: Mr. Anderson

updated the Commission on Project expenditures stating that as of September 20, total

Project expenditures had increased by $14,249,000 for a total of $29,218,500.

Mr. Holland reviewed the goals of CBBT and CTJV, as well as the mutual goals for

the Project. Goals of CBBT included: i) Project safety (worksite); ii) Customer/employee

safety; iii) 100 year service life; iv) Finish on time and on budget; and v) Establish and

maintain project team partnership.

Goals of CTJV included: i) Safety; ii) Quality; iii) Financial success; iv) Good

working relationship; and v) Timely completion.

Mutual goals included: i) Establish safe work environment for Project team and

public; ii) Deliver high quality Project design and construction that is identified as an

industry best practice for sustainability; iii) Enhance the safe, vital crossing for the

traveling public; iv) Be collective stewards of schedule, budget and environment; v)

Prioritize teamwork and collaboration; and vi) Have fun.

Update on VTIB: Mr. Anderson reported that the term sheet had been finalized

and executed on September 14.

Update on TIFIA: Mr. Anderson reported that a draft loan agreement had been

provided and a compromise had been reached. The loan closing of TIFIA and VTIB would

be held simultaneously at the end of October.

Minutes – 9/20/16 Page 4

Parallel Thimble Shoal Tunnel Bonds: A special called Commission meeting

would need to be held in October to approve all bond documents. The closing of toll

revenue bonds would take place the first week of November.

Grant Authorization to Finance Committee for Publication of Financial

Statements: Mr. Holland stated that once the audit committee meeting with KPMG was

held, the Finance Committee could formally authorize issuance of financial statements.

Motion made by Mr. Walker, seconded by Ms. Christie, and unanimously carried,

the Commission granted authorization to the Finance Committee for Publication of

Financial Statements. (Absent: Malbon)

Authorization to Advertise RFQ General Consulting Engineering Services:

Mr. Holland stated that approval was needed for authorization to advertise the RFQ for

General Consulting Engineering Services.

Motion made by Mr. Rowland, seconded by Mr. Walker, and unanimously carried,

the Commission authorized staff to advertise the RFQ for General Consulting

Engineering Services. (Absent: Malbon)

Authorization to Advertise Administration Building and North Toll Plaza

Building Window Replacement: Mr. Holland stated that the allocation for this project

was approved in the Capital Plan.

Motion made by Mr. Bloxom, seconded by Dr. Bibbins, and unanimously carried,

the Commission authorized staff to advertise the Administration Building and North Toll

Plaza Building Window Replacement project. (Absent: Malbon)

Minutes – 9/20/16 Page 5 Authorization for Award of Welcome Center Septic Field Replacement: An

estimated $200,000 was approved in the Capital Plan for the Welcome Center septic field

replacement. Both drain fields needed to be replaced and there were several Virginia

Department of Health Requirements. Bundick Well and Pump provided the lowest bid of

$165,912.

Motion made by Ms. Christie, seconded by Mrs. James, and unanimously carried,

the Commission awarded the Welcome Center Septic Field Replacement to Bundick

Well and Pump at a cost of $165,912. (Absent: Malbon)

Little Creek Committee Report: Mr. Holland stated that TransAtlantic had

prepaid their lease through December 31. CTJV wanted to rent the space at Little Creek

beginning May 1, 2017. The Little Creek Committee had recommended approval to

extend the lease term for TransAtlantic on a month to month basis with quarterly

prepayment until March 31, 2017. The premises would then be leased on May 1, 2017 to

CTJV at a cost of $25,000 per month, to continue at that rate until PTST Project

completion.

Motion made by Mr. Meehan, seconded by Ms. Christie, and unanimously carried

to approve the Little Creek Committee recommendation. (Absent: Malbon)

Approval of Records Retention Policy: Mr. Holland stated that the District

Records Retention and Destruction Policy had been updated and reviewed by

Commission Counsel.

Motion made by Mr. Meehan, seconded by Mrs. James, and unanimously carried,

the Commission approved the updated District Records Retention Policy as attached.

(Absent: Malbon)

Minutes – 9/20/16 Page 6 Approval of Employee Manual Updates: Mr. Holland stated that the transition

from eight hour shifts to twelve hour shifts in the Operations Division prompted

Employee Manual updates. Mr. Anderson explained the changes, which included

verbiage regarding the leave policy and the shift changes.

Motion made by Mr. Meehan, seconded by Mr. Rowland, and unanimously

carried, the Commission approved the Employee Manual Updates. (Absent: Malbon)

Approval of Debt Management and Debt Continuing Disclosure: This item

was deferred to the October Special Commission meeting.

District Division Structure Approval: Mr. Holland explained that the

Superintendent of Electronics/Communications, Ray Wood, was promoted to Director.

The Electronics/Communications Department was also reclassified as Management

Information Systems Division.

Motion made by Mr. Bloxom, seconded by Mr. Meehan, and unanimously carried,

the Commission approved the District Division Structure as attached. (Absent: Malbon)

Other Business:

A. Mr. Holland gave an overview of the International Bridge, Tunnel and

Turnpike Association Annual Meeting that he, Mr. Stant and Mr. Meehan attended

September 11-14.

B. Mr. Holland stated that the District had received the certificates and pins

from the Governor’s office for Ms. Snead’s reappointment to the Commission and Mr.

Mahoney’s appointment to the Commission.

Minutes – 9/20/16 Page 7

C. Mr. Stant read the Resolution of Appreciation for Mrs. Burgess for thirty-

five years of dedicated service to the CBBT.

RESOLUTION OF APPRECIATION FOR

BETTY H. BURGESS WHEREAS, Betty H. Burgess began her career with the Chesapeake Bay Bridge and Tunnel District as Clerk/Stenographer on September 1, 1981 and was promoted to Administrative Secretary on January 1, 1986, and promoted yet again to Executive Secretary on August 16, 1994; and, WHEREAS, she served as Assistant Secretary for the Chesapeake Bay Bridge and Tunnel Commission for more than twenty-two years and she has performed her duties throughout her years of service in a conscientious and responsible manner; and,

WHEREAS, she has instilled a level of impeccable quality and professionalism which she applied to each and every task, consistently fulfilling the responsibilities given her with outstanding accuracy and competency as she worked tirelessly for the good of the District; and,

WHEREAS, she has been an integral part of the District team and her thirty-five

years of service have brought a wealth of knowledge as it pertains to the history and day-to-day operations of the District; and,

WHEREAS, Betty H. Burgess has served as a great leader, role model, mentor and ambassador. NOW, THEREFORE, BE IT RESOLVED that the Chesapeake Bay Bridge and Tunnel Commission formally expresses its deep appreciation to Betty H. Burgess for her thirty-five years of loyal, reliable and dedicated service to the District and extends congratulations and best wishes to her upon her retirement. Unanimously passed by the Chesapeake Bay Bridge and Tunnel Commission on this 20th day of September, 2016.

*****

Minutes – 9/20/16 Page 8

Motion made by Mr. Rowland, seconded by Ms. Snead and unanimously carried,

the Commission adopted the Resolution of Appreciation for Mrs. Betty H. Burgess.

(Absent: Malbon)

Mrs. Burgess stated that she was honored and thanked everyone for the opportunity

to work with them and the former Commissions since 1981, and went on to state that she

had had an awesome career.

Mr. Holland commended the transition of duties from Mrs. Burgess to Ms. Hurley

and presented Mrs. Burgess with a plaque and an aerial photograph of the CBBT.

Closed Meeting: Mr. Meehan moved that in accordance with Section 2.2-3711 of

the Code of Virginia that the Commission go into Closed Meeting as provided for in

Section 2.2-3711.A.29. of the Code for the purpose of discussing the award of a contract

relating to the Parallel Thimble Shoal Tunnel Project. The motion was seconded by Dr.

Bibbins, and unanimously carried. (Absent: Malbon)

Return to Open Meeting: A roll call vote was taken pursuant to Section 2.2-

3712.D. of the Code of Virginia immediately after reconvening in Open Meeting, at which

time each member certified by his vote that to the best of his knowledge (i) only public

business matters lawfully exempted from Open Meeting requirements under this chapter

and (ii) only public business matters as were identified in the motion by which the Closed

Meeting was convened were heard, discussed, or considered in the meeting by the

Commission. No member prior to the vote stated that he believed there was a departure

from requirements (i) and (ii). Meehan, yes; Christie, yes; Snead, yes; Walker, yes;

Mahoney, yes; James, yes; Rowland, yes; Bloxom, yes; Bibbins, yes; Stant, yes. (Absent:

Malbon)

Minutes – 9/20/16 Page 9 Announcements: Mr. Holland reported on the MAREA project, which was an

underwater fiber project between Virginia Beach and Spain. The District was currently in

discussion with the development team regarding the 432-strand fiber optic cable crossing

the facility. There would be no access to rural markets as this was purely a commercial

venture.

The next Commission meeting will be held on Tuesday, November 8, 2016, at 9:30

a.m. in the Administration Building, Northampton County, Virginia.

A Special Called meeting will be held in October to authorize the issuance of the

PTST Revenue Bonds.

Adjourn: With no further business coming before the Commission, the meeting

was adjourned.

Frederick T. Stant, III, Chairman John F. Malbon, Secretary-Treasurer Amanda L. Hurley, Assistant Secretary Date:

Minutes – 9/20/16 Page 10 Attachment 1 – District Records Retention Policy

Chesapeake Bay Bridge and Tunnel District 

Public Records Retention and Destruction Policy 

Adopted by the Chesapeake Bay Bridge and Tunnel Commission  

on September 20, 2016 

 

Statement of Intent 

This Policy establishes the general responsibilities for management, retention, and disposition 

of public records of the Chesapeake Bay Bridge and Tunnel District (the “District”). The 

Chesapeake Bay Bridge and Tunnel Commission (the “Commission”) is responsible for 

approving all records management policies and procedures. 

The District is committed to effectively managing its records, regardless of media type, by 

adhering to best practices and following a systematic and logical plan developed by the 

organizational divisions that maintain the records; Executive, Finance, Maintenance, Operations 

and Management Information Systems (MIS). The successful implementation and ongoing 

effectiveness of this Policy is dependent on the cooperation of each organizational division to 

ensure that permanent records are preserved and nonpermanent records are destroyed in a 

timely and orderly manner. The retention schedules in this Policy govern retention of electronic 

records in the same manner as paper records.  

This Policy will provide guidance for achieving the following objectives: 

1. Substantially comply with the Virginia Public Records Act (Virginia Code §§ 42.1‐76–

42.1‐97) and other Federal and State requirements for the retention and disposition of 

public records. This Policy and any updates will be reviewed by a CPA or attorney and 

approved by the Commission. 

2. Develop and implement procedures, guidelines, systems, and business practices that 

facilitate the creation, backup, preservation, filing, storage, and disposal of records of all 

formats. 

3. Assign personnel within each division (Executive, Finance, Maintenance, Operations and 

MIS) of the District as File Managers, trained to manage public records of all types. 

4. Reduce risks associated with the unintended disclosure of sensitive information. Public 

records that are restricted from disclosure by statute, court order, or legally adopted 

rules and regulations are considered confidential. 

5. Protect essential and historical information about the District and the Commission. 

Minutes – 9/20/16 Page 11 Permanent Records 

A public record is considered permanent when it has been determined to contain unique, important or historical information that documents or provides an understanding of some aspect of the District’s business operations or to have a continuing and enduring value useful to the citizens of the Commonwealth of Virginia.  Permanent public records held by the District are identified on the official retention and disposition schedule. Public records of the District cannot be given away, sold, or loaned to any outside person, organization, or business entity.  

Temporary Records 

All District public records that have not been deemed permanent must eventually be destroyed. 

The records retention and disposition schedules identify when a set of records has reached the 

end of its usefulness. The retention schedule also states whether records must be destroyed in 

a certain manner and constitutes a legal timeline for the destruction of records. 

Destruction of Public Records 

All records destruction performed by the District must be done in accordance with written 

procedures and recorded on a District Document Destruction Form, which includes the Division, 

type of document, date or date range of document(s) and destruction date.  No records shall be 

maintained past the end of their stated retention unless involved in current litigation, 

investigation, audit or a current FOIA request.  

Acceptable methods of destruction for non‐confidential District records include trash, recycling, 

or deletion of electronic records. 

Acceptable methods of destruction for confidential District records include cross‐cut shredding, 

pulping, incinerating, physical destruction of electronic storage media, “wiping” of electronic 

records with appropriate software, and degaussing of magnetic material. A third party 

shredding company will provide services to the District on an annual basis. 

Storage 

All District records shall be maintained in such a way that they are identifiable and accessible 

for the entirety of their assigned retention period. File boxes stored in Cold Storage must 

include a box number, destroy date or labeled permanent and include a list of contents on the 

outside of the box or recorded on a Cold Storage Document Log. A copy of this list, its box 

number and destroy date (if applicable) should be retained in the corresponding division. 

If records are of a confidential nature, they should be stored in a secure area that is locked and 

has controlled access for select personnel only. Strict procedures must be in place for retrieval, 

use, and re‐filing of confidential records. Access to confidential records in electronic formats 

will be limited by assigning appropriate log‐in credentials. 

Minutes – 9/20/16 Page 12 Electronic Files Management 

Each assigned File Manager will maintain their Division’s electronic files through a file library 

including subject folders and their sub‐folders (if applicable). File naming should have a 

common classification to maintain ease of access and efficiency. Determining the owner of a 

file is necessary when there are shared topics.  

The MIS Division will establish safeguards to protect confidential and personnel records from 

unauthorized access. Only the Executive Director and MIS Superintendent will have access to all 

electronic files. 

E‐Mail Management 

E‐mail messages are subject to the same retention requirements as all other records. E‐mail 

messages are also subject to the same accessibility requirements as any other public record, 

unless they fall within one of the exemptions provided under FOIA. District personnel should 

work with the MIS Division to ensure that all copies of e‐mail messages are destroyed at the 

end of their retention period. 

The following tips will assist in cleaning up e‐mail messages: i) Delete any non‐public e‐mails 

such as out‐of‐office responses and meeting announcements; ii) E‐mails should be maintained 

by the primary recipient, so if you are the secondary recipient it may not be necessary to retain 

the e‐mail; iii) Purge personal correspondence; iv) Retain only the final e‐mail in a thread, but 

be sure that any attachments are saved; v) Permanently delete items in your Deleted Items 

folder on a regular basis.; and vi) File appropriate e‐mails in folders or delete using the 

retention policy. Remember to file or delete sent and received items. 

Please refer to the Record Decision Tree and the E‐mail Record Decision Tree for assistance in 

determining record versus non‐record for filing and destruction purposes. 

 

Minutes – 9/20/16 Page 13 Attachment 2 – District Division Structure