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03-13-2012 BOS RetreatRetreat March 13, 2012 Pittsylvania County Board of Supervisors Tuesday, March 13, 2012 Retreat VIRGINIA: A Retreat of the Pittsylvania County Board of Supervisors was held on Tuesday, March 13, 2012 in Conference Room 2 of the Captain Martin Building in Chatham, Virginia. James I-I. Snead, Vice-Chairman, called the Board of Supervisor Retreat meeting to order at 8:40am. The following members were present: James H. Snead Dan River District Jessie L. Barksdale Banister District Marshall A. Ecker Staunton River District Brenda H. Bowman Chatham-Blairs District Jerry A. Hagerman Callands-Gretna District Mr. Tim R. Barber, Chairman, Tunstall District, and Mr. Coy E. Harville, Westover District, were absent. Mr. William D. Sleeper, County Administrator and Ms. Rebecca Flippen, Deputy Clerk to the Board, were also present. Agenda• Motion was made by Mr. Ecker, seconded by Mr. Barksdale, to approve the agenda. (a) Meeting with Teresa Easley, Treasurer (b) Meeting with Samuel W. Swanson, Jr.; Commissioner of Revenue (c) Meeting with Mike Taylor, Sheriff (Adjourn for Lunch) (d) Meeting with David Grimes, Commonwealth Attorney (e) Meeting with J. Vaden Hunt, County Attorney (f) Meeting with Kim Van Der Hyde, Director of Finance (g) Meeting with Otis S. Hawker, Assistant County Administrator for Operations and Facilities Mr. Ecker's motion was unanimously approved by the Board with the exception of Mr. Barber and Mr. Harville, who were absent. Hearing of the Citizens The only sign up was Ms. Barbara Hudson, of the Callands-Gretna District, who gave a brief synopsis of how she initially became involved with dealing with the Board of Supervisors through inquires to the Department of Code Compliance. Ms. Hudson believed there had been instances when property has been erroneously rezoned when Special Use Permits should have been issued and asked the Board if the County Attorney could go back and correct any instances where this has occurred. This concluded the Hearing of the Citizens. New Business The Board met with The Honorable Teresa Easley, Treasurer for Pittsylvania County at which time Ms. Easley and the Board discussed various aspects of the Treasurer's office, her staff and her budget concerns. The Board thanks Ms. Easley for attending the meeting. Retreat March 13, 2012 The Honorable Samuel W. Swanson, Jr., the Commissioner of Revenue for Pittsylvania County, was unable to attend the meeting. Ms. Shirley Hammock, Master Chief Deputy Commissioner of Revenue, came in his place and the Board discussed various aspects of the Commissioner's office, their staff and budget concerns, as well as the Land Use Program and Reassessment. The Board thanked Ms. Hammock for attending the meeting. Sheriff Mike Taylor met with the Board and gave a PowerPaint presentation on statistical data of his department, which included the 2012 current year call for service trend data, 201 1 calls for service data by Public Safety service, for Emergency Custody Orders, Funeral Escorts, FlimFlam and Cyber Crime, Death Investigations and Security Alarm Calls. Sheriff Taylor and the Board also discussed his budget concerns for the upcoming fiscal year. The Board thanked Sheriff Taylor for attending the meeting. Motion was made by Mr. Barksdale, seconded by Ms. Bowman, to nominate Mr. Ecker to be the Moderator for the afternoon session as Mr. Snead could not return after lunch due to a schedule conflict. Mr. Barksdale's motion was unanimously approved by the Board, with the exception of Mr. Barber and Mr. Harville, who were absent. Motion was made by Mr. Barksdale, seconded by Ms. Bowman, to adjourn for lunch, which was unanimously approved by the Board. Adjournment for lunch was at 12:1 bpm. Call Back to Order was made by Mr. Ecker at l :OSpm. The Honorable David Grimes, Commonwealth Attorney for Pittsylvania County, met with the Board and discussed various services his office provides for the County, as well as his budget concerns. Mr. Grimes asked the Board to consider a 10% salary supplement to his employees (not for himself). The Board thanked Mr. Grimes for coming and for all his office does for the County. Mr. Vaden Hunt, County Attorney, met with the Board and discussed various aspects of his job. Mr. Hunt did inform the Board that since he was hired, several aspects of his job had changed in that he was now handling case work for the Pittsylvania County Department of Social Services, has represented the Sheriff's Office, court cases for Animal Control, Planning/Zoning violations, the Treasurer, Commissioner and Registrar's Offices. He further suggested the Board consider the expenditure of a total re-codification of their codes; the hiring of a Human Resource Director; to consider taking rescue squads off the rotation list for equipment and funding if they did not participate in the ambulance billing program; and that the procurement policy be looked at by the Legislative Committee for updating. The Board thanked Mr. Hunt for meeting with them. Ms. Kim Van Der Hyde, Director of Finance, met with the Board and described the various aspects of her department, her staff and responsibilities and functions. Ms. Van Der Hyde also explained how to read the income statements. The Board thanked Ms. Van Der Hyde for coming to meet with them. Mr. Otis Hawker, Assistant County Administrator for Operations and Facilities, described the various elements and departments he oversees. He gave a description of the various heavy equipment they owned at the landfill, the age and to-date use of each piece of essential equipments/trucks, and their replacement costs. He also discussed the impact of the State cutting Retreat March 13, 2012 out the tire program and the illegal dumping of used tires was beginning to show back up in the County. Mr. Hawker discussed the Recreation Department and that he felt it was essential that an assistant to the Director of Recreation be hired, as one man could not handle all the calls, games, field conditions, etc, simultaneously. Mr. Hawker also covered the responsibilities of the Buildings/Ground Department. I-le informed the Board of a previous decision made a few years back that disallowed the Animal Control Officers from being able to drive their County trucks home at night and/or over the weekends, which contain all the necessary equipment to go out on a call. He emphasized the lost time involved when an Animal Control Officer gets an emergency call after hours or over the weekend, and had to drive their personal car over to their office to pick up their County truck that contains necessary equipment for responding to calls; meanwhile the emergency situation often time was escalating during this loss of time . The Board thanked Mr. Hawker for bringing so many issues to their attention. Motion was made by Ms. Bowman, seconded by Mr. Barksdale to adjourn, which was unanimously approved by the Board with the exception of Mr. Barber, Mr. Harville and Mr. Snead, who were absent. The Retreat adjourned at S: lOpm.