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01-07-2013 Re-organizational MeetingJanuary 7, 2013 Re-organizational Meeting Pittsylvania County Board of Supervisors Re-Organizational Meeting January 7, 2013 VIRGINIA: The re-organizational meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, January 7, 2013 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. Sleeper led the Pledge of Allegiance. Approval of Items to be Added/Deleted/Moved Addition: 4(a) Danville-Pittsylvania County Health Department Refund; Deletions: Item 26 (b) Virginia Department of Transportation Resolutions for Rural Rustic Roads (these have already been passed by the Board) Move: Item 32 (presentation by Ken Bowman-Economic Development Director) to be heard after Item 29-Presentaton by Southern Virginia Regional Alliance Move: Item 26(c) – Whistleblower Policy, to be removed from the Consent Agenda and heard under New Business for further discussion Re-Organization of the Board: Election of Chairman Mr. Sleeper explained that under the By-laws adopted at the January 2012 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 2013. Nomination was made by Mr. Hagerman, seconded by Mr. Barksdale, for Mr. Marshall Ecker as Chairman. Nomination was made by Mr. Barber, seconded by Mr. Harville, for James Snead as Chairman. Mr. Ecker was elected Chairman of the Board of Supervisors by a majority vote of 4 to 3 of the Board, with Mr. Harville, Mr. Snead, and Mr. Barber voting for Mr. Snead. Mr. Sleeper then turned the meeting over to Mr. Ecker. Election of Vice-Chairman Nomination was made by Mr. Harville, seconded by Mr. Barber, for James Snead as Vice-Chairman. Nomination was made by Mr. Barksdale, seconded by Mr. Hagerman, for Re-Organization Meeting January 7, 2013 Brenda Bowman as Vice-Chairman. Ms. Bowman was elected Vice-Chairman by a 4 to 3 vote of the Board, with Mr. Harville, Mr. Snead, and Mr. Barber voting for Mr. Snead. By Laws and Rules of Order Motion was made by Ms. Bowman, seconded by Mr. Barksdale, to accept the By Laws, Rules of Procedure, and Standards of Conduct as recommended by the Legislative Committee and recommended to the full Board on November 20, 2012. Ms. Bowman’s motion was approved by the 4 to 3 majority vote of the Board, with Mr. Harville, Mr. Snead, and Mr. Barber opposing. Motion was made by Mr. Hagerman, seconded by Mr. Barksdale, to approve Robert’s Rules of Order, Newly Revised 11th Edition, as modified, by the Board of Supervisors to meet the necessary requirements of the Sate Code of the Commonwealth of Virginia as the official Rules of Order for Pittsylvania County, Virginia, which was unanimously approved by the Board. Set Day and Time of Regular Meeting Motion was made by Mr. Barksdale, seconded by Mr. Snead, to adopt the Day/Time of the Board meetings as presented, which was unanimously approved by the Board. Appointments of Committees by Chairman: Mr. Ecker appointed the following Board members to: Standing Committees (a) Finance/Insurance Committee: Mr. James H. Snead – Chairman, Mr. Jerry A. Hagerman; Mr. Jessie L. Barksdale; and Ms. Brenda H. Bowman (b) Personnel Committee: Ms. Brenda H. Bowman-Chairman, Mr. Jerry A. Hagerman, Mr. Tim R. Barber (c) Property/Building Committee: Mr. Jessie L. Barksdale-Chairman, Mr. Jerry A. Hagerman, Ms. Brenda H. Bowman (d) Legislative Committee: Ms. Brenda H. Bowman – Chairman, Mr. Jessie L. Barksdale, Ms. Brenda H. Bowman Special Committees (e) Solid Waste Committee: Mr. Tim R. Barber-Chairman, Mr. James H. Snead, Mr. Coy E. Harville (f) Computer/Radio/Telecommunications Committee: Mr. James H. Snead- Chairman, Mr. Coy E. Harville, Mr. Tim R. Barber (g) Board of Supervisors/School Board Liaison Committee: Mr. Jessie L. Barksdale-Chairman, Ms. Brenda H. Bowman, Mr. James H. Snead (h) Fire & Rescue Policies and Procedures Committee: Mr. Jerry A. Hagerman-Chairman, Mr. Jessie L. Barksdale, Mr. Coy E. Harville (i) Economic Development Committee: Mr. Jerry A. Hagerman- Chairman, Mr. Jessie L. Barksdale, Mr. Marshall A. Ecker (j) Agricultural Development Board: Mr. Jessie L. Barksdale (k) Animal Welfare Facility Committee: Mr. Coy E. Harville- Chairman, Mr. Tim R. Barber, Mr. James H. Snead (l) Beautification Committee : Ms. Brenda H. Bowman Re-Organization Meeting January 7, 2013 Other Appointments by Mr. Ecker were: (a) Dan River Business Development Center: Ms. Brenda H. Bowman (b) Fire/Rescue Emergency Medical Services Advisory Committee (EMAC): Mr. Coy E. Harville (c) Local Elected Officials (LEO): Mr. Marshall A. Ecker (d) Metropolitan Planning Organization: Mr. Coy E. Harville, Mr. James H. Snead, Mr. Tim R. Barber; Alternate: Mr. William D. Sleeper (e) Pittsylvania County Community Action Agency: Mr. Jessie L. Barksdale (f) Pittsylvania County Planning Commission: Mr. Jerry A. Hagerman (g) Sara Title III (LEPC): Mr. Tim R. Barber, Ms. Brenda H. Bowman (h) Social Services Board: Mr. Jessie L. Barksdale (i) Tri-County AEP Relicensing Committee: Mr. Jerry A. Hagerman, Mr. Marshall A. Ecker (j) Tri-County Lake Administrative Commission: Mr. Jerry A. Hagerman (k) Virginia Association of Counties Committee: Ms. Brenda H. Bowman (l) West Piedmont Planning Commission: Mr. Jessie L. Barksdale, Mr. James H. Snead (m) Roanoke River Basin Association: Mr. Jessie L. Barksdale Board Appointments Motion was made by Mr. Snead, seconded by Mr. Barber, to approve the following appointments to the Community Policy Management Team: Sherry Flanagan, Director, Pittsylvania County DSS Fran Elgin, Director, 22nd District Court Services Unit Josie Loomis, Supervisor of Special Education, Pittsylvania County Schools James Bebeau, Executive Director, Danville-Pittsylvania Community Services Kim Van Der Hyde, Parent Representative Everlena Ross, Acting Director, Pittsylvania County Community Action Tonya Fowler, Executive Director, Arc of Southside Michael Taylor, Sheriff, Pittsylvania County Mr. Snead’s motion was unanimously approved by the Board. Motion was made by Mr. Harville, seconded by Mr. Snead, to postpone appointing the nominations to the 2013/14 Agricultural Development Board until the January 22, 2013 meeting or until Mr. Harville receives a legal opinion on the list, which was unanimously approved by the Board. Motion was made by Mr. Snead, seconded by Ms. Bowman, to appoint Ms. Sonja Ingram as the Dan River Representative on the Beautification Committee, which was unanimously approved by the Board. Motion was made by Mr. Snead, seconded by Mr. Harville, to appoint Mr. Bobby Gene Atkinson as the Dan River Representative to the Pittsylvania County Service Authority, which was unanimously approved by the Board. Re-Organization Meeting January 7, 2013 Approval of Agenda Motion was made by Mr. Barber, seconded by Ms. Bowman, to approve the agenda with the referenced additions, deletions, and item moves, which was unanimously approved by the Board. Hearing of Citizens Mr. Jason Andrews of the Callands-Gretna District thanked the Board for all they do for Pittsylvania County, and then offered a word of prayer. Mr. Richard Shumate of the Westover District offered a word of prayer, and then made comments hoping the Board would be cost-conscience in the upcoming year and not spend as much money as they had in the past. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Barber, seconded by Mr. Barksdale, to approve the Consent Agenda, with the deletion of item 26(c) and pulling Item 26(d) to be discussed separately, which was unanimously approved by the Board. (a) Minutes: December 3, 2012 Regular Meeting December 18, 2012 Adjourned Meeting Unfinished Business At their December 18, 2012 meeting, the Board of Supervisors held a public hearing for citizen input on a proposed amendment to Chapter 14 that would prohibit the posting of any fliers, signs, posters, or advertisements on any buildings, fences, poles, or other property owned by the County and that any person found guilty of violating this section shall be deemed guilty o f a Class 3 misdemeanor. Because this is a billboard on property at Blairs at the compactor site, this issued was postponed until the Board’s January 7, 2013 meeting. The County has been in contact with the owner of that sign and has offered the owner the opportunity to purchase fifteen feet of property that the sign is setting on, thus removing it from County owned property. The County has not received a response from the owner as of this meeting. Motion came from Ms. Bowman, seconded by Mr. Barksdale, to adopt Section 14-4, Posting Generally, to the Pittsylvania County Code, to include the preface of “Notwithstanding any Federal or State Code…”. Mr. Barber pointed out that just over the weekend he had saw a flyer at the compactor site giving notice to a lost pet and how to contact the owner if found. Mr. Barber felt due to it being a high traffic area, this was an excellent place for people make others aware of such things. Mr. Harville agreed, stating that the Pepsi Company has made professional banners for charitable events and fundraisers for fire departments that are posted at the compactor sites. Ms. Bowman stated that in raising the awareness of beautification in the County, this proposal came about. Mr. Snead stated that he himself had posted a flyer letting people in his district know about the Countywide Cleanup Day. Mr. Ecker stated that he was in support of the ordinance because when he campaigned for office, he was told he could not put campaign signs up on County property, but he did witness campaign signs for others on County property. The following Roll Call Vote was recorded: Mr. Harville-No; Mr. Snead-No; Mr. Barksdale-Yes; Mr. Hagerman- No; Ms. Bowman-Yes; Mr. Barber-No; and Mr. Ecker-Yes. Ms. Bowman’s motion failed by a 3 to 4 majority vote of the Board, with Mr. Harville, Mr. Snead, Mr. Hagerman, and Mr. Barber opposing the proposed amendment. Mr. Sleeper stated that since the proposed ordinance failed, there did not seem to be a reason to pursue the sign owner’s consideration of purchasing the Re-Organization Meeting January 7, 2013 property the billboard sign was located on. Mr. Ecker directed Mr. Sleeper to bring a spreadsheet to the Board of how much rent the County had collected over the years for the billboard owner’s rent of the County property the sign is on, and the potential sale amount of the property. Ms. Sonja Ingram, representative of Preservation Virginia appeared before the Board to answer questions concerning an agreement from the Virginia Department of Historic Resources and Pittsylvania County. At their December 18, 2012 meeting, the Board had agreed to sponsor a grant application, at no cost to the County, on behalf of Preservation Virginia to conduct a survey of tobacco barns in Pittsylvania County. At that December meeting, an issue arose in the wording, “wherein any additional costs about the $7,000 from the Historic Resources Commission would have to be funded by the County.” Ms. Ingram assured the Board this language could be modified. Motion was made by Mr. Harville, seconded by Mr. Barksdale, to have the agreement modified to remove this particular wording from the agreement, which was unanimously approved by the Board. New Business Ms. Leigh Cockram, Director of the Southern Virginia Regional Alliance (SVRA), gave a presentation to the Board of the SVRA’s activities and achievements over the last two years, as well as proposals SVRA has for the future. Mr. Ken Bowman, Director of Economic Development, gave a presentation on his recent joint economic development trip with the City of Danville to China, sponsored in part by GOK International. Motion was made by Mr. Harville, seconded by Mr. Barber, for the reappropriation of funds as follows: $199.67 to Clerk of Court-Copier Lease (100-4-021600-60051), $6,821.09 to Sheriff-DARE Supplies (100-4-031200-6002), $841.09 to Sheriff-Parts (100-4-031200-6030), $1,079.40 to Sheriff-Svc Costs-Labor (100-4-031200-6031), $53.18 to Volunteer Fire Department (VFD)-Fuel (100-4-032200-6008), $32.64 to Jail-Extradition (100-4-033100-5550), $18,354.36 to WIA-Rent (251-4-353160-5420), $8,000.00 to Industrial Incentives (325-4- 081500-8222). This motion required a 10-Day Layover. Mr. Ecker directed the County Administrator to send the 2014 Budget Guidelines as presented in the County Administrator’s proposed memorandum to department heads, requesting them to submit a fiscally responsible budget to the Finance Office no later than Friday, January 25, 2013. Mr. Ecker directed the County Administrator and the Director of Economic Development to work with the Industrial Development Authority to work at a proposed stipend, to include where it would be funded from, and then come back to the Board with their recommendation. Motion was made by Mr. Snead, seconded by Mr. Barksdale, to approve Out of State Travel for Ken Bowman, Director of Economic Development, for January 27, 2013 through February 1, 2013 to Las Vegas, Nevada, and out of state travel for February 20, 2013 through February 22, 2013 to Fort Lauderdale, Florida for events for contacts and marketing of Economic Development in Pittsylvania County, which was unanimously approved by the Board. Re-Organization Meeting January 7, 2013 Motion was made by Mr. Barksdale, seconded by Mr. Harville, to approve the County Administrator to advertise a Request For Proposals for Financial Advisors for Pittsylvania County, which was unanimously approved by the Board. Items Added Motion was made by Mr. Barber, seconded by Mr. Snead, to approve the Pittsylvania County Health Department’s request to approve them to retain $10,271.62 from the funds that would have otherwise been refunded to the County to pay the 37.97% locality mandate of a 3% salary increase the Commonwealth of Virginia approved its employees, which was unanimously approved by the Board. Motion was made by Mr. Hagerman, seconded by Mr. Harville to send the proposed Policy XIII, Whistleblower Policy, back to the County Attorney to have it amended to state the Panel for preliminary inquiry/investigation of complaints from employees would be comprised of the County Administration, adding to include both the County Attorney and the Chairman of the Board of Supervisors to said Panel. Mr. Ecker stated this did not need a motion and directed the County Administrator and County Attorney to amend the policy to include Mr. Hagerman’s and Mr. Harville’s request. Closed Session Motion was made by Mr. Snead, seconded by Mr. Harville, to enter into Closed Session for the following: Discussion of plans to protect public safety as it relates to terrorist activity and briefings by staff members, legal counsel, or law-enforcement or emergency service officials concerning actions taken to respond to such activity or a related threat to public safety; or discussion of reports or plans related to the security of any government facility, building or structure, or the safety of persons using such facility, building or structure. Authority: §2.2-3711(A)(19) of the Code of Virginia, 1950, as amended Subject Matter: Public Safety Purpose: Briefing from the Honorable Michael W. Taylor, Sheriff, Pittsylvania County Mr. Snead’s motion was unanimously approved and the Board entered into Closed Session at 9:20pm. Motion was made by Mr. Harville, seconded by Mr. Barber, to re-enter into Open Session. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Regular Meeting of the Pittsylvania County Board of Supervisors on Monday, January 4, 2013 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 and identified in the motion authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any member believes that there was a departure from the requirements of the Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the Board. Vote Jerry A. Hagerman Yes Re-Organization Meeting January 7, 2013 Brenda Bowman Yes Marshall Ecker Yes Coy E. Harville Yes James H. Snead Yes Jessie L. Barksdale Yes Tim R. Barber Yes The Board returned to Open Session at 10:45pm. Adjournment Motion was made by Mr. Harville, seconded by Mr. Barber, to adjourn, which was unanimously approved by the Board. The meeting adjourned at 10:47pm.