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03-14-2012 BOS RetreatBoard of Supervisors Retreat March 14, 2012 Pittsylvania County Board of Supervisors Wednesday March 14, 2012 Retreat VIRGINIA: A Retreat of the Pittsylvania County Board of Supervisors was held on Wednesday, March 14, 2012 in Conference Room 2 of the Captain Martin Building in Chatham, Virginia. James H. Snead, Vice-Chairman, called the Board of Supervisor Retreat meeting to order at 8:49am. 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 Tim Davis, Editor of the Chatham Star Tribune - To discuss future Supervisor reports/column (b) Meeting with H.F. Haymore, Clerk of Court (c) Meeting with Greg L. Sides, Assistant County Administrator of Planning & Development (d) Meeting with Odie Shelton, Jr., Director of Code Compliance (Adjourn for Lunch) (e) Meeting with Ken Bowman, Director of Economic Development (f) Meeting with Donna Meeks, Purchasing Manager (h) Meeting with Scott Budd, Director of Information Technology (i) Meeting with Jim Davis, Director of Emergency Services (j) Meeting with William D. Sleeper, County Administrator Mr. Ecker's motion was unanimously approved by the Board with the exception of Mr. Barber and Mr. Harville, who were absent. New Business The Board met with Mr. Tim Davis, Editor for the Star Tribune. They discussed the Board members having monthly or bi-monthly columns in the paper. Mr. Davis made suggestions on how they should write their columns and length limitations. The Board thanked Mr. Davis for meeting with them. The Honorable H.F. Haymore, Clerk to the Circuit Court for Pittsylvania County, met with the Board and gave a brief synopsis of how his office operates, their responsibilities and duties, and budget concerns for the upcoming fiscal year. Mr. Haymore discussed the changes that had occurred in over during the 27 years he'd been the Clerk, and that for the first time in those 27 years, he has had a few employees looking towards employment in the private sector Board of Supervisors Retreat March 14, 2012 since they had not been able to have a pay raise, like the other employees of the County, for over 5 years. The Board thanked Mr. Haymore for meeting with them. Mr. Greg L. Sides, Assistant County Administrator for Planning and Development met with the Board and give them a briefing on what he is responsible for, and who works for him. He then discussed the updated Comprehensive Plan for the County and the importance of long- range planning. Mr. Sides discussed how Tobacco Commission grants are applied for and who competes for them, as well as other types of grants offered thru the Commonwealth. Lastly, Mr. Sides briefly covered the purposes of the West Piedmont Planning District, Enterprise Zones, the Metropolitan Planning Organization, and the Long Range Transportation Plan. The Board thanked Mr. Sides for meeting with them. Mr. Odie H. Shelton, Jr., Director of Code Compliance, met with the Board and gave a briefing on who his staff were and their responsibilities and duties. Ms. Bowman asked how Board members can know what businesses are being developed within their districts prior to the business actually opening. Mr. Shelton stated that he could have his staff email the Board when building permits were issued for industrial or commercial development. There was discussion on junk yards and how the County ordinance works concerning that topic. Mr. Shelton ended the meeting with encouraging each Board member to keep in contact with their appointed Planning Commission representative. The Board thanked Mr. Shelton for meeting with them. Motion was made by Mr. Barksdale, seconded by Ms. Hagerman, 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:OOpm. Call Back to Order was made by Mr. Ecker at I :08pm. Mr. Ken Bowman, Director of Economic Development, presented a PowerPoint presentation to the Board that briefed them on the number of contacts he had made since assuming the office, and the number of results from those contacts. He also gave the Board a comparison of what surrounding jurisdictions fund their respective Economic Development offices and that of Pittsylvania County. Mr. Bowman discussed the basic functions of the Industrial Development Authority and the Southern Virginia Regional Alliance. Marketing trips, obstacles the County faces in the developing economically, and that true blue collar skills for workers located here are a key factor in enticing business to the area. Mr. Bowman also stated that he either needed his assistant, who is now shared between himself and the County Attorney, back on a fulltime basis, or that he be allowed to hire a fulltime assistant for his office. The Board thanked Mr. Bowman for meeting with them. Mr. Donna Meeks, the Purchasing Department Manager, gave the Board a brief description of what her responsibilities and duties were, as well as her one assistant. Ms. Meeks emphasized to the Board the need to update their Procurement Plan in order for it to mirror the State Procurement Plan, and that she has a proposed update she and the County Attorney had been working on that was available to them when they are ready to review. The Board thanked Ms. Meeks for coming to meet with them. Board of Supervisors Retreat March 14, 2012 Mr. Scott Budd, Director of Information Technology, gave a PowerPoint presentation on information technology and all that entails, who his staff was and what their respective jobs and responsibilities are. There was discussion between Mr. Budd and the Board on what equipment would be purchased in order to make the Captain Martin Building a good fit for County Administration in respect to his department and the functions necessary for offices to operate efficiently as well as with along-range plan in mind to offset unnecessary updates. The last thing discussed was possible solutions to improving the Internet reception in certain communities of the County. The Board thanked Mr. Budd for his time. Mr. Jim Davis, Director of Emergency Management, met with the Board and presented a PowerPoint presentation on his department, giving statistical data on the types and number of calls that come through and from his department over the past year. Mr. Davis stated his concern for the dispatchers needing new consoles (the furniture section). The new upgrades to the E911 Towers and Communication system were discussed. The Board thanked Mr. Davis for meeting with them. Mr. William Sleeper, County Administrator, gave a brief PowerPoint presentation to the Board that covered the various departments that reported to his office, the County Organizational Chart; State funding reductions and State mandated funding by localities that have adversely impacted the County, increased bond debt of the County, and the responsibilities of himself and of his office staff. Mr. Sleeper covered the various economic projects that have developed in the County. Mr. Sleeper asked the Board to consider eliminating some committees that have fulfilled their obligations to the intent for which they were formed, such as the Recreation Advisory Board. He also suggested to the Board that they consider looking to revamp fees charged by various departments. And, then Mr. Sleeper briefly went over the current status of the FY2012/13 proposed budget. The Board thanked Mr. Sleeper for meeting with the Board. Motion was made by Ms. Barksdale, seconded by Mr. Bowman 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:OSpm.