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12-12-2013 LEPC MinutesLEPC Minutes December 12, 2013 C & E’s Restaurant—12:00 pm Members Present: First Name Last Name Organization Matthew Arroyo Pittsylvania/Danville Health Department Myles Bartos US EPA Pete Boswell Pittsylvania County Brenda Bowman Pittsylvania County Board of Supervisors Beverly Gaydas American Red Cross Betty Bryant Pittsylvania County Emergency Management Scott Budd Pittsylvania County Information Technology Michael Cholko Virginia Department of Environmental Quality Steve Dishman Danville Fire Department Barry Dunkley City of Danville - Utilities David Eagle Danville Fire Department Craig Fulcher Danville Regional Medical Center Mark Gauldin Williams Pipeline Bobbie Grogan Southern VA Mental Health Inst. Otis Hawker Pittsylvania County Leon Jones City of Danville - Utilities Terry Kelly Pittsylvania County Emergency Management Stephanie LaPrade Southern Area Agency on Aging Chris Loftis Virginia State Police Tim Love City of Danville – Utilities JoAnn Luck Pittsylvania Co. Emergency Communications Leslie Mace Virginia Department of Forestry Chris Mitchell Virginia Department of Health Craig Motley Sartomer USA, LLC Donald Motley Pittsylvania County Sheriff's Office John Sherrill VA State Corporation Commission, RR Safety Mary Yates Pittsylvania County Eric Clark Pittsylvania/Danville Health Department Greg Sides Pittsylvania County Lee Hall Danville Regional Medical Center Charles Clay VA State Corporation Commission, RR Safety Summary of Meeting:  Chairman David Eagle called the meeting to order at 12:05 p.m. Visitors Charles Clay with Railroad Safety of the Virginia State Corporation Commission and Lee Hall with Danville Regional Medical Center were recognized. Beverly Gaydas of the American Red Cross was present. Ms. Gaydas has taken the position formerly held by Chris Bruner.  Chief Eagle started the meeting by stating that the primary focus of the meeting was to vote on the bylaws. He stated that for the purpose of always having a quorum at the meetings, it is extremely important for the primary members to attend. When it is not possible for the primary members to attend, a designated alternate should attend. Others can attend but only the primary or alternate can vote. Chief Eagle stated that he hoped everyone understands they are welcome and he appreciated everyone attending. He stressed that the main point of the meeting was for interaction and networking. This interaction will prove very beneficial in the event of a local emergency as members will already know each other and their capabilities.  Chairperson Report. Chief Eagle discussed the main changes proposed in the bylaws. The meetings are held every other month. Currently attendance is required at two thirds (four) of the meetings. This is proposed to be changed to require attendance at one-half (three) of the meetings. Attendance by a member’s alternate counts towards the member’s required annual attendance. It is understood that some members cannot attend all meetings so it is felt that changing the attendance requirement will assist in maintaining membership and this will aid in having a working committee to approve by-laws, agendas, ideas and so forth. The number of members needed for a quorum is also proposed to be changed from 51% of members to ten active members. Primary members and their respective agencies are recorded as the official local emergency planning committee with the Virginia Department of Emergency Management (VDEM).  Everyone was invited to go through the lunch buffet line. The meeting reconvened at 12:44 pm.  Chief Eagle then asked for the approval of the last meeting’s minutes. They were approved following a motion by Barry Dunkley and seconded by Scott Budd.  Vice-Chairperson Report. Steve Bowman was not present.  Subcommittee reports: • CERT Teams Steve Dishman stated there was nothing to report. Eddie Walker, Pittsylvania County was not present. • Haz Mat Reports: Steve Dishman reported there had been no major calls in the region. There has been in-house training on-going and grant applications were being completed.  Presentation/discussion: Beverly Gaydas of the American Red Cross gave a presentation on her work with the Red Cross and how the Red Cross helps families in need, and asked all to contact her if additional information was needed.  Unfinished Business: • Revising by-laws: Chief Eagle advised that the current LEPC was formed with county and city members. The bylaws that were created for the new committee required more than fifty percent of members to be in attendance in order to have a quorum. Unfortunately due to the large number of committee members, it has been extremely difficult to have enough members in attendance to form a quorum. Even with naming only one primary member from each agency it has remained difficult to obtain a quorum. To obtain a solution to the problem a by- laws subcommittee was formed which consisted of; Jim Davis - Pittsylvania County Emergency Management, David Eagle - City of Danville Fire Department, Myles Bartos - US EPA, Steve Dishman - City of Danville Fire Department, and Steve Bowman – Pittsylvania County Fire Marshals Office. During the process of revising the proposed bylaws a number of members that had not attended in a year or more were called or emailed to confirm their intent to stay on the committee. The ones who wanted to resign did so, either verbally or gave written notice to end their tenure. The proposed bylaws require a minimum of ten members to be at meeting to have a quorum and to vote on an issue. The proposed bylaws indicate Ex Officio memberships that are held by appointed or elected officials. These officials can vote but their votes are not counted for or against the quorum. The proposed bylaws also include the addition of the CERT Team as a member of the group. There is also an addition to the by-laws that states a primary member’s term is being changed from one to two years. The terms may be renewed after two years if the member is willing to serve again. The number of meetings required to attend each year is proposed to be changed from two-thirds to one-half. A member that is unable to attend a meeting may send an alternate in his or her stead and this will count towards attendance for the primary member. Chief Eagle asked for the new by-laws to be approved with the proposed changes. The bylaws were approved following a motion by John Sherrill and seconded by Leon Jones.  New Business: • Elections: The officers are to be rotated between the city and county Emergency Management Coordinators. The current Chairman is David Eagle, City of Danville Fire Department and the Vice-Chairman is Steve Bowman, Fire Marshal of Pittsylvania County. The new by-laws remove the Fire Marshal as an eligible officer and this position is replaced with the Deputy Coordinator of Emergency Management. The Deputy Coordinator for Pittsylvania County is Terry Kelly. According to the new bylaws the offices are to rotate between David Eagle, Steve Dishman, Terry Kelly, and Jim Davis, requiring a Chairperson from the City and a Vice-Chairperson from the County or vice versa. An open vote was made for Chairman and Jim Davis was nominated by Terry Kelly and seconded by Myles Bartos. The nomination was unanimously approved. Then, according to the by-laws, Steve Dishman was nominated for Vice-Chairman. This nomination was made by John Sherrill and seconded by Myles Bartos. The motion was unanimously approved.  Next Meeting: To be held February 13th, 12:00 p.m., at Mary’s Diner in Danville, VA.  Meeting Adjournment: 1:03 PM.