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01-04-2010 BOS Reorganization MeetingJanuary 4, 2010 Re-organizational Meeting VIRGINIA: The re-organizational meeting of the Pittsylvania County Board of Supervisors was held on Monday, January 4, 2010 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 7:03 p.m. The following members were present: Fred M. Ingram Tim R. Barber James H. Snead William H. Pritchett Henry A. Davis, Jr. Marshall A. Ecker 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 and Clerk of the Board; Mr. John P. Light, Legal Counsel; and Rebecca Flippen, Deputy Clerk were also present. Mr. Sleeper gave the invocation and led the pledge of allegiance. Upon a motion of Mr. Davis, seconded by Mr. Ecker, the board voted unanimously to approve added the following to the agenda: (1) Request for a public hearing to be set for proposed amendments to Chapter 12.1 of the Pittsylvania County Ordinance. Mr. Davis's motion was unanimously approved by the Board. Re-Orsanization of the Board: Election of Chairman Mr. Sleeper explained that under the By-laws adopted at the January 2009 Re- organizational Meeting, nominations for chairman and vice-chairman required both a nomination and a second, and that votes will be taken in the order that the nominations were made and it takes four votes, the majority of the board, in order to select a chairman. He further read the responsibilities of the Chairman, as per named in the Board's By- laws. Mr. Sleeper opened the floor for nominations for Chairman of the Board of Supervisors for 2010. Mr. Ingram nominated Mr. Henry Davis, Jr., seconded by Mr. Ecker. Mr. Snead nominated Mr. Coy Harville, seconded by Mr. Barber. There were no other nominations and closed the nomination process. The following votes were recorded by raise of Board members' hands in favor for electing Mr. Davis as Chairman: Mr. Ingram: Yes; Mr. Ecker: Yes; Mr. Davis: Yes; Mr. Pritchett: Yes. Mr. Sleeper stated that at this time, there was a majority vote in favor of Mr. Davis. Mr. Sleeper then took a vote by raise of board member hands in favor of voting Mr. Harville in as Chairman. The following votes were recorded by raise of hands of Board members: Mr. Barber: Yes; Mr. Snead: Yes; Mr. Harville: Yes. Mr. Sleeper stated Mr. Henry A. Davis, Jr. was Chairman of the Board of Supervisors for 2010. Mr. Davis thanked those who elected him, was very appreciative and would do everything he can to move the Board forward and keep it as unified as possible. Election of Vice-Chairman Mr. Davis then opened the nomination process for Vice-Chairman of the Board for 2010. Mr. Pritchett nominated Mr. Tim Barber for Vice-Chairman, which was seconded by Mr. Snead. Mr. Ecker then nominated Mr. Fred Ingram for Vice-Chairman, which was seconded by Mr. Davis. No one else was nominated. Then, by raise of Board members hands, the following vote was recorded in favor as Mr. Barber be elected as Vice-Chairman: Mr. Barber: Yes, Mr. Snead: Yes; Mr. Pritchett: Yes, and Mr. Harville: Yes. Mr. Davis stated that was a majority vote and there was no need to go forward and named Mr. Barber as Vice-Chairman for the Board of Supervisors for 2010. Laws and Rules of Order Mr. Davis asked if there was a motion to re-adopt the Board's current By-Laws and Procedures and the Robert Rules of Order. A substitute motion was made by Mr. Ecker, seconded by Mr. Barber to adopt the draft by-laws all members received in December and to approve changes made in red in that draft. Mr. Sleeper stated that even if the Board approves the draft by-laws, that the Board would have to wait until their next meeting to actually take a vote. Mr. Ecker then amended his substitute motion to include the Board continue under their current by-laws and procedures, and under Robert's Rules of Order, until being able to take a vote on the proposed draft by-laws at their next Re-Organization Meeting January 4, 2010 meeting on January 19, 2010 and discuss the changes. Mr. Ecker's motion was seconded by Mr. Harville and unanimously approved by the Board. Set Dav and Time of Regular Meeting Motion was made by Mr. Pritchett, seconded by Mr. Barber, for the Board of Supervisors meetings to continue to be held on the first Monday and third Tuesday each month, at 7:00 pm, in the General District Courtroom, which was unanimously approved by the Board. Appointments of Committees by Chairman• Mr. Davis appointed the following Board members to: Standing Committees (a) Finance/Insurance Committee: Mr. Coy Harville-Chairman, Mr. Tim R. Barber, Mr. James H. Snead and Mr. William H. Pritchett (b) Personnel Committee: Mr. Fred M. Ingram -Chairman, Mr. Marshall A. Ecker and Mr. William H. Pritchett (c) Property/Building Committee: Mr. Marshall A. Ecker - Chairman, Mr. James H. Snead and Mr. Fred M. Ingram Special Committees (d) Solid Waste Committee: Mr. Marshall A. Ecker.-Chairman, Mr. Fred Ingram and Mr. Tim R. Barber (e) Legislative Committee: Mr. Marshall A. Ecker -Chairman, Mr. William Pritchett and Mr. Tim R. Barber (~ Computer/Radio/Telecommunications Committee: Mr. James Snead -Chairman, Mr. Coy E. Harville. and Mr. Marshall Ecker (g) Board of Supervisors/School Board Liaison Committee: Mr. William Pritchett- Chairman, Mr. James Snead and Mr. Tim. R. Barber (h) Joint Sites and Facilities Committee: Mr. William Pritchett - Chairman, Mr. Coy E. Harville and Mr. Tim R. Barber (i) Fire & Rescue Policies and Procedures Committee: Mr. Fred Ingram -Chairman, Mr. William H. Pritchett and Mr. Marshall Ecker (j) Economic Development Committee: Mr. Fred M. Ingram - Chairman, Mr. Coy E. Harville and Mr. Henry A. Davis, Jr. (k) Agricultural Development Board: Mr. Marshall A. Ecker Other Appointments by Mr. Harville were: (1) Tri-Lake AEP Relicensing Committee (TCRC): Henry A. Davis, Jr., Fred M. Ingram (2) Tri-County Lack Advisory Committee (TLAC): Fred M. Ingram (3) West Piedmont Planning District Commission: William H. Pritchett, Henry A. Davis, Jr. (4) Pittsylvania County Planning Commission: Fred M. Ingram (5) Virginia Association of Counties: Coy E. Harville (6) Pittsylvania County Community Action Agency: William H. Pritchett (7) Metropolitan Planning Organization : James H. Snead, Henry A. Davis, Jr., Coy E. Harville (8) Transportation Safety Commission: Fred M. Ingram (9) Sara Title III (LEPC): William H. Pritchett, Henry A. Davis, Jr. (10) Social Services Board: William H. Pritchett (11) Roanoke River Basin Association: Coy E. Harville (12) Danville -Pittsylvania Regional Facilities Authority: Coy E. Harville, Henry A. Davis, Jr., Fred M. Ingram as Alternate Approval of Agenda Motion was made by Mr. Harville, seconded by Mr. Ecker, to approve the agenda with the added item. Mr. Harville's motion was unanimously approved by the Board. Consent Agenda Motion was made by Mr. Harville, seconded by Mr. Barber, to approve the Consent Agenda with the addition of an amendment to the December 15, 2009 minutes (on page 9 of the Board packet-1St paragraph-the motion should include "and the required Re-Organization Meeting January 4, 2010 personnel changes in Code Compliance".) Mr. Harville's motion was unanimously approved by the Board. Hearing of Citizens Mr. Davis opened the floor to any citizen or citizens who wished to address the board on any subject that was not on the agenda. Mr. Allen Gross of the Banister District made comments concerning votes by the Board covering the previous year and asked the Board to support people of the County. Mr. Willie Fitzgerald, of the Gretna-Callands District and was speaking on behalf of the local chapter of the NAACP concerning the Commonwealth of Virginia accepting 1000 inmates from the Commonwealth of Pennsylvania into the Green Rock Facility. His concern was that 1000 inmates currently at the facility would be re-located and if they were inmates with addresses local to Pittsylvania County, it would create a burden on the families of those inmates having to travel to visit those re-located inmates. Further, there was concern that the facility would go from a Level 3 facility to a Leve14 or 5 facility. He hoped that the Board would support the NAACP's concerns. The last person to speak was Ms. Nancy Smith of the Tunstall District. She stated that she disagreed with a statement made by Mr. Snead after the last meeting that the Regional Industrial Facilities Authority (RIFA) Board should be the ones to ask about support for a uranium mining ban in the Berry Hill area Mega Park. She felt it was the Board of Supervisors' responsibility to protect the citizens. Sources she contacted stated there currently was no safe way of mining uranium. She made further comments opposing mining and stated that Virginia Uranium, Inc. needed to prove they could mine uranium safely. Mr. Davis closed the Hearing of the Citizens. New Business Mr. Randy Foster, principal of Chatham High School, made comments on why any balance of funds from the four high school renovations should be used to repair/upgrade outdoor facilities at the high schools. He further stated there were several citizens in the audience in support his request and ended by inviting each of the Board members to tour the high school to see the indoor renovations and let him show them the outdoor facilities in need of repair. Mr. Paul Grekkas also spoke, supporting Mr. Foster's comments. Mr. Harville asked if there would be changes in the committees for the Animal Shelter Committee and the old Chatham Elementary School Committee. Mr. Davis stated the board members on those committees would remain the same. AtirlPr~ itPmc Motion was made by Mr. Ingram, seconded by Mr. Ecker, to set a public hearing for Tuesday, January 19, 2010, for proposed amendments to Section 12.1 of the Pittsylvania County Code- Beer and Wine Sales on Sunday, which was unanimously approved by the Board. Appointments Mr. Barber made a motion, seconded by Mr. Pritchett, to approve as recommended by the Agriculture Board the Voting and Non-Voting Members for that Board. Mr. Barber's motion was unanimously approved by the Board. Board Announcement Mr. Ecker asked Mr. Sleeper for an update on the Fire Fighter I classes. Mr. Sleeper stated he would have to get a state instructor to teach the class, and was waiting for the State to inform him on which instructors would be available and what the cost would be. Mr. Ecker stated that the Renan Fire Department stated they would be willing to pay the cost of the instructor. Mr. Ecker also asked about the County's inclement weather policy in regards to scheduled meetings. He asked if the Planning Commission follows the County's inclement weather policy; that if the County offices were closed, then public hearings scheduled during that closure time would be re-scheduled for a later date. He asked had the Planning Commission not adopted that policy as well. Mr. Sleeper stated that Re-Organization Meeting January 4, 2010 technically the Board had not voted on that policy. Mr. Sleeper further stated that he would bring that back to the Board for them to vote on. Mr. Harville stated that he would like two added on the January 19, 2010 agenda: (1) to instruct the County Administrator to draft a resolution in support of Mr. Fitzgerald's and the NAACP's concerns on the possible relocation of 1000 inmates with local addresses from the Green Rock facility and concerns of the facility going from Level 3 security to high levels of security, and (2) a resolution supporting Mr. Todd Haymore to be sent to the Governor's office to reinstate the Coyote Damage Control funding. Mr. Barber thanked the Board on supporting him as Vice-Chairman and congratulated Mr. Davis on his election as Chairman, and offered to help Mr. Davis in any way he could. Reports from Officers and Committees Mr. Sleeper stated he needed the Personnel Committee to meet at 4:30pm on January 19, 2010, concerning a Sick Bank request. He also reminded the Board that the Finance Committee would be meeting at S:OOpm that same day. He also reminded the Board of the County Employee Service Awards Program to be held at 3:OOpm on Thursday, January 21, 2010, in the General District Courtroom. Adjournment Mr. Barber made a motion, seconded by Mr. Harville, to adjourn. Motion carried unanimously. The meeting adjourned at 7: S l pm. Henry A. Davis, Jr., Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors