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05-21-2024 Work Session - FINAL PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ WORK SESSION May 21, 2024 VIRGINIA: The Pittsylvania County Board of Supervisors' ("Board") Work Session was held on May 21, 2024, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531. CALL TO ORDER (3:00 PM) Dalton called the Meeting to Order at 3:00 PM. ROLL CALL The following Board Members were present: Darrell W. Dalton - Callands-Gretna District Robert M. Tucker, Jr. - Banister District Kenneth L. Bowman - Chatham-Blairs District Timothy W. Dudley – Staunton River District Eddie L. Hite, Jr. - Dan River District William V. (“Vic”) Ingram - Tunstall District Murray W. Whittle - Westover District APPROVAL OF AGENDA Motion to approve Agenda. RESULT: 7-0 (Approved) MOVER: Tucker SECONDER: Ingram AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None PRESENTATIONS a. Potential Board Bylaws Revisions (Section IV; Board Committees) Bowman presented his proposed revisions to the Board’s Bylaws. He recommended the following: (1) reducing the number of committee members on each committee to only two (2); (2) removing the $350 monthly travel allowance and leaving that total open for travel throughout the month, and removing the word "County" and having it just listed as travel. Motion to remove the words "up to $350" and "in-County" in § 1.6. Board Benefits, of the Board’s Bylaws. RESULT: 4-3 (Failed) MOVER: Bowman SECONDER: Whittle AYES: Bowman, Hite, Whittle NAYS: Dalton, Tucker, Dudley, Ingram ABSTAIN: None Motion to reduce the number of committee members to only two (2) members per committee, relating to the standing committees listed in § 4.1. Board Committees, of the Board’s Bylaws. RESULT: 4-3 (Failed) MOVER: Bowman SECONDER: Whittle AYES: Bowman, Hite, Whittle NAYS: Dalton, Tucker, Dudley, Ingram ABSTAIN: None b. Salaries and Compensation for Various Boards and Commissions for FY 2021-2025 Draft Resolution Bowman provided a Resolution to the Board to institute additional compensation for Board members for attending meetings at other Chairman appointed board, authority, or committee meetings (detailed in Board Bylaws § 4.2) they have been appointed to. Motion to approve the proposed Resolution with a rate of $125 per meeting. RESULT: 5-2 (Failed) MOVER: Bowman SECONDER: Whittle AYES: Bowman, Whittle NAYS: Dalton, Tucker, Dudley, Hite, Ingram ABSTAIN: None STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. County Charitable Donations Policy Arnold discussed possible opportunities to improve how the County receives and prioritizes charitable donation requests from local organizations. County Staff desires to standardize the request process through a formal request form that the Board would review and prioritize accordingly. At a future meeting, a policy will be brought forward for the Board's review and consideration. b. Finance Updates (Literary Loan Applications; Financial Management Policy Revisions) Van Der Hyde introduced Garrett Van Allen, the new Finance and Budget Analyst. Her presentation of the financial management policy revisions can be found on the County's website at www.pittsylvaniacountyva.gov. c. EMS Drug Box Requirements Update Key and Seay updated the Board on EMS Drug Box issues. BUSINESS MEETING DISCUSSION Hunt stated the Virginia Supreme Court granted July 5, 2024, as an additional day off for the July 4th Holiday, and Dalton desires to grant the same to County employees. This item will be added to the Consent Agenda at tonight's Business Meeting. CLOSED SESSION Motion to enter Closed Session. The Board entered Closed Session at 4:40 PM. RESULT: 7-0 (Approved) MOVER: Hite SECONDER: Whittle AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None a. Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. Nothing in this subdivision shall be construed to permit the closure of a meeting merely because an attorney representing the public body is in attendance or is consulted on a matter. (1) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matter: Employment Matter Regarding Former Sheriff’s Employee Purpose: Consultation with Legal Counsel/Legal Advice and Discussion Regarding the Same b. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community. (1) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matters: Unannounced Prospective Businesses/Industries Purpose: General Economic Development Projects Update/Discussion on the Same c. Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body. (1) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: County Administrator/Interim County Administrator Hiring/Search Purpose: Review and Discussion of Related Next Steps RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION The Board returned to Open Session at 6:49 PM and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ CLOSED MEETING CERTIFICATION BE IT RESOLVED that at the Pittsylvania County Board of Supervisors’ (“Board”) Work Session on May 21, 2024, the Board hereby certifies by a recorded vote that to the best of each Board Member’s knowledge only public business matters lawfully exempted from the Open Meeting requirements of the Virginia Freedom of Information Act (“Act”) and identified in the Motion authorizing the Closed Meeting were heard, discussed, or considered in the Closed Meeting. If any Board Member believes that there was a departure from the requirements of the Act, he shall so state prior to the vote indicating the substance of the departure. The Statement shall be recorded in the Board's Minutes. Vote Kenneth L. Bowman Yes Timothy W. Dudley Yes Eddie L. Hite, Jr. Yes William V. (“Vic”) Ingram Yes Murray W. Whittle Yes Robert M. Tucker, Jr. Yes Darrell W. Dalton Yes ADJOURNMENT Dalton adjourned the Meeting at 6:50 PM.