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01-03-2012 Re-Organization MeetingJanuary 3, 2012 Re-organizational Meeting Pittsylvania County Board of Supervisors Re-Organizational Meeting January 3, 2012 VIRGINIA: The re-organizational meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, January 3, 2012 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 7:02 p.m. The following members were present: Tim R. Barber Tunstall District James H. Snead Dan River District Coy E. Harville Westover District Jessie L. Barksdale Banister District Jerry A. Hagerman Callands-Gretna District Brenda H. Bowman Chatham-Blairs District Marshall A. Ecker Staunton River District Mr. William D. Sleeper, County Administrator and Clerk of the Board; Mr. J. Vaden Hunt, County Attorney; and Rebecca Flippen, Deputy Clerk were also present. Mr. Snead led the pledge of allegiance. Approval of Items to be Added/Deleted Upon a motion of Mr. Snead, seconded by Mr. Harville, the board voted unanimously to approve added the following to the agenda: (1) Addition of Out of State Travel -Fred Wydner, Director of Agriculture (2) Deletion of Item 23- Pittsylvania County Service Authority Appointment Re-Organization of the Board: Election of Chairman Mr. Sleeper explained that under the By-laws adopted at the January 2011 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 2012. Motion was made by Mr. Snead, seconded by Mr. Barksdale, to nominate Tim Barber as Chairman for the Board of Supervisors. No other nominations were made. Mr. Harville made a motion, seconded by Mr. Snead, for nominations to be closed, which was unanimously approved by the Board. Mr. Barber was then elected 2012 Chairman of the Pittsylvania County Board of Supervisors by a 6- 1majority vote of the Board, with Mr. Ecker opposing. Mr. Barber then took over chairing the meeting from Mr. Sleeper. Election of Vice-Chairman Mr. Barber then opened the nomination process for Vice-Chairman of the Board for 2012. Mr. Barksdale nominated Mr. James Snead for Vice-Chairman, which was seconded by Mr. Harville. No other nominees were named and Mr. Barber closed nominations. Mr. Snead was then elected Vice-Chairman by a 6-1 majority vote of the Board, with Mr. Ecker opposing. Re-Organization Meeting January 3, 2012 By Laws and Rules of Order Motion was made by Mr. Harville, seconded by Mr. Snead, to re-adopt the existing By- laws with the typographical corrections that had been made. A substitute motion was made by Mr. Ecker, seconded by Mr. Hagerman, to adopt the existing By-Laws, but to amend Section 1.2 to state, "The Chairman shall rotate on an annual basis, based nn seniority. In the event of more than one member the percentage of the vote received by that member in their district election sets their seniority,for the Chair. The members shall rotate through the vice Chairman's seat to the Chair"; and to amend Section 1.3 to state "The Board shall also elect a Vice Chairman, according to seniority, to serve a concurrent term with the Chairman, ending December 31 ". Since a substitute motion was made that would amend the By-Laws, a l0-Day Layover was required. Set Day and Time of Regular Meeting Motion was made by Mr. Snead, seconded by Ms. Bowman, 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. Barber appointed the following Board members to: Standing Committees (a) Finance/Insurance Committee: Mr. James H. Snead -Chairman, Mr. Coy E. Harville, Mr. Marshall A. Ecker and Mr. Jessie L. Barksdale (b) Personnel Committee: Mr. Coy E. Harville -Chairman, Mr. James H. Snead and Mr. Jerry A. Hagerman (c) Property/Building Committee: Mr. Jessie L. Barksdale -Chairman, Ms. Brenda H. Bowman and Mr. Jerry A. Hagerman ~ecial Committees (d) Solid Waste Committee: Mr. Marshall A. Ecker -Chairman, Mr. James H. Snead and Ms. Brenda H. Bowman (e) Legislative Committee: Ms. Brenda H. Bowman -Chairman, Mr. Jessie L. Barksdale and Mr. Marshall A. Ecker (~ Computer/Radio/Telecommunications Committee: Mr. James H. Snead -Chairman, Mr. Jessie L. Barksdale and Mr. Marshall A. Ecker (g) Board of Supervisors/School Board Liaison Committee: Mr. Jerry A. Hagerman -Chairman, Ms. Brenda H. Bowman and Mr. Jessie L. Barksdale (h) Joint Sites and Facilities Committee: Mr. Marshall A. Ecker - Chairman, Mr. Coy E. Harville and Mr. Jessie L. Barksdale (i) Fire & Rescue Policies and Procedures Committee: Mr. Jerry A. Hagerman -Chairman, Mr. Coy E. Harville and Mr. Marshall A. Ecker (j) Economic Development Committee: Mr. Coy E. Harville - Chairman, Mr. James H. Snead and Mr. Tim R. Barber (k) Agricultural Development Board: Mr. James H. Snead ReArgani~ation Meeting January 3, 2012 (!) Animal Pound Committee: Ms. Brenda H. Bowman -Chairman, Mr. Coy E. Harville and Mr. Jerry A. Hagerman Other Appointments by Mr. Barber were: (l) Tri-Lake AEP Relicensing Committee (TCRC): Marshall A. Ecker and Jerry A. Hagerman (2) Tri-County Lack Advisory Committee (TLAC): Jerry A. Hagerman (3) West Piedmont Planning District Commission: Jessie L. Barksdale, James H. Snead (4) Pittsylvania County Planning Commission: Coy E. Harville (5) Virginia Association of Counties: James H. Snead (6) Pittsylvania County Community Action Agency: Jessie L. Barksdale (7) Metropolitan Planning Organization : James H. Snead, Coy E. Harville, Brenda H. Bowman; Alternate: William D. Sleeper (8) Transportation Safety Commission: Coy E. Harville (9) Sara Title III (LEPC): Jessie L. Barksdale, Brenda H. Bowman (10) Social Services Board: Jessie L. Barksdale (11 } Roanoke River Basin Association: Marshall A. Ecker Motion was made by Mr. Snead, seconded by Ms. Bowman, to appoint Coy Harville to the 4-year term seat on the Danville-Pittsylvania Regional Industrial Facility Authority for a term that begins on January 3, 2012 and ends on January 2, 2016, which was unanimously approved by the Board. Motion was made by Mr. Barksdale, seconded by Mr. Harville, to appoint James Snead to fulfill the remaining 2-year term on the Danville-Pittsylvania Regional Industrial Facility Authority left vacant by Mr. Henry A. Davis, Jr., which begins January 3, 2012 and ends January 2, 2014. Mr. Barksdale's motion was unanimously approved by the Board. Motion was made by Mr. Snead, seconded by Mr. Harville, to appoint Jessie Barksdale to fulfill the remaining 2-year term as alternate with the Danville-Pittsylvania Regional Industrial Facility Authority left vacant by Fred M. Ingram, which begins January 3, 2012 and ends January 2, 2014. Mr. Snead's motion was unanimously approved by the Board. Approval of Agenda Motion was made by Mr. Ecker, seconded by Ms. Bowman, to approve the agenda with the following additions/deletions: Addition: Out of State Travel- Mr. Fred Wydner, Director of Agricultural Development. Mr. Wydner, and his wife, Amanda, were finalists in the Virginia Farm Bureau's "Excellence in Agriculture" program. The Wydners were invited to attend the annual convention being held in Hawaii from January 8-12, 2012 with all costs for the trip being paid for by the Virginia Farm Bureau. Deletion: Item 23 -Pittsylvania County Service Authority (1) Staunton River District- Thisterm was not up for appointment yet and needed to be removed from the agenda. Mr. Ecker's motion was unanimously approved by the Board. Re-Organization Meeting January 3, 2012 Hearing of Citizens Mr. Christopher West, Aide to the Honorable Robert Hurt, U.S. Congressman for the Stn Congressional District, brought messages to the Board from Congressman Hurt, congratulating Mr. Barber on being elected as Chairman and Mr. Snead on being elected as Vice-Chairman. He also congratulated all the new members, Mr. Barksdale, Ms. Bowman and Mr. Hagerman and welcomed the returning members back. He told them that Congressman Hurt wanted to extend his help and that his office was open to serve them. Ms. Elizabeth Jones, newly elected Chairman of the Pittsylvania County Democratic Committee gave best wishes from the Committee to the Board of Supervisors. Ms. Karen Maute of the Westover District congratulated the new and returning members of the Board. Mr. Willie Fitzgerald, of the Callands-Gretna District and President of the local chapter of the National Association for the Advancement of Colored People (NAACP) also congratulated the new and returning members, and asked the Board to please consider having alternate terms for the Board to avoid the problems that could occur in the potential future event of an entire or majority board seated with all new board members whom as never before served on the Board of Supervisors. This concluded the Hearing of the Citizens. Consent Agenda (u) Minutes: December 5, 2011 Regular Meeting December 14, 201 I Work Session December 20, 201 1 Adjourned Meeting (b) Library Budget Amendments -Request by the Board of Trustees for the Library to move $5,986.73 in funds from the Memorial Gift Fund to the Library local Budget (c) State Criminal Alien Assistance Program (SCAAP) Administrative Fee Appropriation - Requires a Roll Call Vote -Amendment and appropriation to line item 100-4-033100-5899 of the Jail budget totaling $744.48 for the Sheriff's Office work in securing funds from the Bureau of Justice Assistance through the SCAAP to receive a total of $3,384.00 from the Department of Justice for housing illegal aliens for during FY2012. Mr. Sleeper asked that since minutes from meetings held in 2011 were up for approval, that a board member serving in during those meetings makes the motion and second for the Consent Agenda. Motion was then made by Mr. Snead, seconded by Mr. Harville, to approve the Consent Agenda, with the following amendments to the December minutes: P24 Consent Agenda items 6(d) - 6(g) descriptions have been expanded A28, 3`d Paragraph Board approval of motion added P31; 8"' Paragraph Both words "water" changed to "sewage" P35-36 Consent Agenda Items 6(d) - 6(h) descriptions have been expanded P38 Line 7- the name "Ingram" changed to "Davis'' P42 Under New Business; Line 2- the word "water" changed to "sewage" P43 Under Added Items; Line 7- addition of "for travel" in the motion The following Roll Call Vote was recorded: Mr. Ecker-Yes; Mr. Harville-Yes; Mr. Snead-Yes; Mr. Barksdale-Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes and Mr. Barber-Yes. Mr. Snead's motion was unanimously approved by the Board. Re-Orgam-ration Meeting January 3. 2012 Unfinished Business At the Board of Supervisor Adjourned Meeting held on Tuesday, December 20, 2011, a motion was made by Mr. Snead, seconded by Mr. Pritchett, to appropriate $17,1 13.00 to the Clerk of Court Budget, which required a 10-day layover that had now been met. The following Roll Call Vote was recorded: Mr. Harville-Yes; Mr. Snead-Yes; Mr. Barksdale-Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Ecker-Yes and Mr. Barber-Yes. Mr. Snead's motion was unanimously approved by the Board. New Business Motion was made by Mr. Ecker, seconded by Mr. Snead, to approve amendments and appropriate an additional $575,250.93 to the WlA budget (Fund 25 i ), with the following as a categorical breakdown: W [A Administrative (25 I -353160) $ 53,121.30 Lucy P. Sale (25 l -35366 I) 2,536.93 W[A Dislocated Worker (251-353851) 145,685.70 W[A Adult (251-353853) (43,346.90) WIA Youth In-School (251-353855) 93,019.34 WIA Youth Out of School (251-353856) 36,268.56 Rapid Response #2 (251-353865) 287,966.00 TOTAL 575,250.93 Mr. Ecker's motion required a 10-Day Layover. Motion was made by Mr. Harville, seconded by Mr. Snead, to approve the reappropriation of funds as follows: $75.00 to Sheriff-Wrecker Service (100-4-031200-3170), $60.00 to Sheriff-Parts (100-4-031200-6030), $44.00 to Sheriff-Training & Education (100-4- 031200-5540), $500.00 to Sheriff-Copier Lease (100-4-031200-6005}, $1,400.00 to Sheriff- National Night Out (100-4-031200-5880), $1,208.25 to Sheriff-Canine Program (I 00-4-031200- 6045), $697.77 to Extradition (100-4-033100-5550), $100.00 to Animal Control-Donations (100- 4-035100-5883), $13,695.25 to W1A-Rent (25 I -4-353 I b0-5420), $34,007.50 to Industrial Incentives (325-4-081500-8222). Mr. Harville's motion required a 10-Day Layover. Items Added Motion was made by Mr. Snead, seconded by Mr. Barksdale, to approve Out of State Travel for Fred Wydner, Director of Economic Development. Mr. Wydner, and his wife, Amanda, were finalists in the Virginia Farm Bureau's "Excellence in Agriculture" program. The Wydners were invited to attend the annual convention being held in Hawaii from January 8-12, 2012 with all costs for the trip being paid for by the Virginia Farm Bureau. This trip will be at no cost to the County. Mr. Snead's motion was unanimously approved by the Board. Board Announcement Mr. Ecker stated for the record he had nothing personal against Mr. Barber or Mr. Snead but voted against elected them to the Chair and Vice-Chair seats because he was in favor of rotation those seat for fairness. Ms. Bowman thanked everyone in the Chatham-Blairs District that voted for her and putting their faith in her; that her contact information would soon be on the County's website and Re-Organization Meeting January 3, 2012 she planned to setup a user group to send out information to the public and encouraged constituents to email her so that could participate in that user group. She also thanked Mr. Otis Hawker, Assistant County Administrator for Operations and Facilities, for his County tour. Ms. Bowman state she and Mr. Barksdale attended the swearing in ceremony for the School Board and looks forward to working with them. Mr. Hagerman echoed Ms. Bowman's statements and looks forward to input from his constituents and said he would always be responsive to their needs. Mr. Barksdale thanked the voters of the Banister District and looked forward to serving the citizens of Pittsylvania County and accepted the challenges in front of the Board. Mr. Snead thanked the Board for their support in electing him as Vice-Chairman and as always will try to help not only his district, but all the citizens of Pittsylvania County. Mr. Harville congratulated all the board members and looked forward to working with them in 2012. Mr. Barber thanked the Board for their confidence in selecting him as Chairman again. Reports from County Administrator Mr. Sleeper reminded the new members about their upcoming trip January 6-S, 2012 in Richmond for the New Supervisors Training Forum. Mr. Sleeper stated there would be a Properties/Building Committee meeting on Tuesday, January 17, 2012 at SPM in the Captain Martin Building. Mr. Sleeper confirmed with the Board on holding the Employee Service Awards ceremony in the General District Courtroom in Chatham on Thursday, January 26, 2012 at 3PM. Adjournment Mr. Snead made a motion, seconded by Mr. Ecker to adjourn. Motion carried unanimously. The meeting adjourned at 7:40pm.