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01-05-2009 BOS Re-Organizational MeetingRe-organizational Meeting January 5, 2009 VIRGINIA: The re-organizational meeting of the Pittsylvania County Board of Supervisors was held on Monday, January 5, 2009 in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia. William D. Sleeper, County Administrator, called the meeting to order at 7:00 p. m. The following members were present: Fred M. Ingram Tim R. Barber James H. Snead William H. Pritchett Henry A. Davis, Jr., Jr Marshall A. Esker Coy E. Harville Callands-Gretna District Tunstall District Dan River District Banister District Chatham-Blairs District Staunton River District Westover District Mr. William D. Sleeper, County Administrator, Mr. John P. Light, Legal Counsel for the County and Ms. Rebecca Flippen, Deputy Clerk, were also present. Mr. Henry Davis, Jr., gave the invocation and led the pledge of allegiance. Approval of Agenda Motion was made by Mr. Snead, seconded by Mr. Harville, to approve the agenda with the following item additions/deletions: (a) Industrial Development Authority (IDA) Appointment -Westover District (b) To Removed the IDA Dan River appoint as it was already addressed at a previous meeting. Mr. Snead's motion to approve the agenda with additions/deletions was unanimously approved by the Board. Re-Organization of the Board: Election of Chairman Mr. Sleeper opened the floor for nominations for Chairman of the Board of Supervisors for 2008. Mr. Ingram nominated Mr. Henry Davis, Jr., seconded by Mr. Ecker. Mr. Barber nominated Mr. Coy Harville, seconded by Mr. Pritchett. Motion was made by Mr. Esker, seconded by Mr. Snead, to close nominations. Motion to close nominations passed unanimously. Mr. Sleeper took votes for Chairman; Mr. Harville received four votes: Mr. Davis, Jr. received three votes. Mr. Sleeper then turned the meeting over to Mr. Harville as the new Chairman of the Board of Supervisors for 2009. Election of Vice-Chairman Mr. Harville opened the floor to nominations for Vice-Chairman of the Board of Supervisors. Mr. Esker nominated Mr. Henry Davis, Jr., which was seconded by Mr. Ingram. Mr. Pritchett nominated Mr. Tim Barber, which was seconded by Mr. Snead. Motion was made by Mr. Snead, seconded by Mr. Pritchett, to close the nominations. Motion to close nominations carried unanimously. Re-organizational Meeting January 5, 2009 Mr. Harville took votes for Vice-Chairman: Mr. Barber received four votes; Mr. Davis, Jr. received three votes. Mr. Barber was named Vice-Chairman of the Board of Supervisors for 2009. By Laws and Rules of Order Motion was made by Mr. Pritchett, seconded by Mr. Barber to re-adopt the existing by-laws and Robert Rules of Order. A substitute motion was made by Mr. Ecker, seconded by Mr. Davis, to amend the by-laws and limit the chairmanship term to 1 year per the fours years that a Board member serve. This motion requires a 10-day layover and no action was taken by the Board at this meeting. Motion was made by Mr. Snead, seconded by Mr. Ingram, that the Board of Supervisors meetings continue to be held on the first Monday and third Tuesday each month, at 7:OOpm, in the General District Courtroom and that Mr. Snead's motion was unanimously approved by the Board. Set Day and Time of Regular Meeting The Board unanimously approved Mr. Snead's motion, seconded by Mr. Ingram, to continue to hold meetings at 7:00 pm on the first Monday and third Tuesday of each month. Mr. Harville stated that the Board of Supervisors meetings would continue to be held on the first Monday and third Tuesday each month, at 7:00 pm, in the General District Courtroom. Appointments of Committees by Chairman Mr. Harville appointed the following Board members to: Standing Committees (a) Finance/Insurance Committee : Mr. Henry Davis, Jr. - Chairman, Mr. William Pritchett, Mr. Fred Ingram and Mr. Marshall Ecker (b) Personnel Committee: Mr. James Snead -Chairman, Mr. Marshall Ecker and Mr. Tim Barber (c) Property/Building Committee: Mr. Tim Barber -Chairman, Mr. Henry Davis, Jr. and Mr. Fred Ingram Special Committees (d) Solid Waste Committee: Mr. Henry Davis, Jr. -Chairman, Mr. Fred Ingram and Mr. Tim Barber (e) Legislative Committee: Mr. Marshall Ecker -Chairman, Mr. William Pritchett and Mr. Henry Davis, Jr. (~ Computer/Radio/Telecommunications Committee: Mr. James Snead -Chairman, Mr. Henry Davis, Jr. and Mr. Marshall Ecker (g) Board of Supervisors/School Board Liaison Committee: Mr. William Pritchett -Chairman, Mr. James Snead and Mr. Marshall Ecker (h) Joint Sites and Facilities Committee: Mr. William Pritchett - Chairman, Mr. Henry Davis, Jr. and Mr. Fred Ingram (i) Fire & Rescue Policies and Procedures Committee: Mr. Fred Ingram -Chairman, Mr. James Snead and Mr. Marshall Ecker Re-organizational Meeting January 5, 2009 (j) Economic Development Committee: Mr. Tim Barber - Chairman, Mr. James Snead and Coy Harville (k) Agricultural Development Board: Mr. Tim Barber Other Appointments by Mr. Harville were: Mr. Fred Ingram to the Tri-County Lake Advisory Committee Mr. William Pritchett and Mr. Henry Davis, Jr. to the West Piedmont Planning District Commission Mr. James Snead to the Pittsylvania County Planning Commission Mr. Coy Harville to the Virginia Association of Counties Mr. William Pritchett to the Pittsylvania County Community Action Agency Mr. James Snead, Mr. Henry Davis, Jr., and Mr. Coy Harville to the Metropolitan Planning Organization (MPO); Mr. Sleeper, County Administrator, is the alternate Mr. Fred Ingram to the Transportation Safety Commission Mr. William Pritchett and Mr. Henry Davis, Jr. to the SARA Title III (LEPC) Mr. William Pritchett to the Social Services Board Mr. Henry Davis, Jr. to the Roanoke River Basin Association Mr. Coy Harville-(3-years); Mr. James Snead-(1-year); and Mr. Tim Barber as Alternate - (1-year) to the Danville-Pittsylvania County Regional Facility Authority Hearing of Citizens Mr. Herbert Strange, of the Tunstall District, addressed the Board as representative of the citizens in Cascade who live on SR 622 with concerns about the remainder of the road that needs to be finished (3.6 miles) and repairs to the bridge. Mr. Harville said the Board would forward this to Randy Hamilton, Resident Engineer, with the Virginia Department of Transportation. The last person to speak was Anna Anderson, of the Tunstall District, with concerns about stray animals. This concluded the hearing of the citizens. Consent Agenda (a) Minutes: December 1, 2008 Regular Meeting December 16, 2008 Adjourned Meeting December 22, 2008 Adjourned Meeting (b) Bill List: December 2008 Re-organizational Meeting January 5, 2009 (a) December 1, 2008 Minutes-Page 3 of the Board Packet, paragraph 4, sentence should state "Diversion Center" instead of Conversion Center. (b) December 16, 2008 Minutes-Page 9 of the Board Packet, paragraph 6, should include that Mr. Sleeper explained questioned items on the November Bill list and the minutes should have also included that Mr. Sleeper explained the term "business card" is the County's credit card. (c) December 16, 2008 Minutes-Page 10 of the Board Packet, paragraph 2, should include in the motion that the contract amendment amount with Hurt & Proffitt (Sanitary Sewer) and Reynolds-Clark (water) for the Berry Hill Water & Sewer project was at total of $92,400. (d) December 16, 2008 Minutes-Page 11, paragraph 3, Mr. Snead's motion should include the following contract amounts: 1) Amendment to the Hurt & Proffitt contract for Witcher Road Sanitary Sewer project in the amount of $34,275, 2) amendment to the engineering contract with Hurt & Proffitt for professional services on the Ringgold & Tom Fork Road Water Project in the amount of $47,275 and 3) Amendment to proposal for services by Reynolds-Clark in the amount of $$7,600 for an additional waterline extension to Woodbriar Lane, which was beyond the original Ringgold Waterline Extension Project. Mr. Snead's motion did not include any amends to contracts concerning Berry Hill and should be removed from the draft minutes found on page 11, paragraph 3, of the January 2009 Board Packet. (e) December 22, 2008 Minutes-Page 13, paragraph 1 under Old Business, should include a contract in the amount of $38,100 with Reynolds-Clark for engineering on the Whispering Pines project. (f) December 22, 2008 -Ratify the action taken on Page 14, paragraph one concerning the appropriation of $50,000 to pay $23,552 for Region One for ambulance services that the County owes from September to December and the monthly appropriation of $5,888 to Region One. Because this is an appropriation of unappropriated funds, this action requires a roll call vote. (g) December 16, 2008 Minutes-Page 10, Paragraph 3, in Mr. Ecker's motion it states "the County has already given the old Chatham Elementary School back to the Town of Chatham. " This should be corrected to state that the County has proposed to give the old Chatham Elementary School to the Town of Chatham. Motion was made by Mr. Ingram, seconded by Mr. Snead to approve the Consent Agenda items with the corrections to the minutes listed and the ratification required to include a roll call vote of the Board. The following roll call vote was recorded: Mr. Ingram -Yes, Mr. Barber -Yes, Mr. Snead -Yes, Mr. Pritchett -Yes, Mr. Davis -Yes, Mr. Ecker -Yes and Mr. Harville -Yes. Motion carried by unanimous vote. Appointments Motion was made by Mr. Pritchett, seconded Mr. Snead, to appoint Mr. Ronald "Ron" McMahon as the Westover District Representative to the Industrial Development Authority (IDA). The Board unanimously approved Mr. Pritchett's motion. Board Announcements Mr. Ecker reminded everyone of the meeting concerning Uranium Mining Tuesday, January 6, 2009 at 6pm at the Chatham High. Re-organizational Meeting January 5, 2009 Mr. Sleeper made the following announcements: (a) Donnachaidh Associates, Ltd, has announced they will be opening up in the Cyber Park, creating 25 new, high paying jobs and investing up to $7 million with these 25 jobs. (b) The Tobacco Commission meets in Richmond this month on Monday, January 12 - 13th. Mr. Sleeper, Mr. Harville and Mr. Snead will be in Richmond for the Prayer Breakfast on January 14, 2009, prior to the General Assembly opening. (c) The Employee Service Recognitions will be held on Thursday, January 22, 2009 at 3pm in the General District Courtroom. Mr. Harville asked that remember Lori Moran, Executive Director for the Chamber of Commerce, for the loss of her stepson in a car accident. Adjournment Motion was made by Mr. Ingram, seconded by Mr. Barber, to adjourn, which was unanimously approved by the Board. The meeting adjourned at7:30pm.