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01-03-2019 Reorganizational Meeting January 3, 2019 Reorganizational Meeting Pittsylvania County Board of Supervisors Reorganizational Meeting January 3, 2019 VIRGINIA: The Reorganizational Meeting of the Pittsylvania County Board of Supervisors was held on January 3, 2019, in the Main Conference Room, County Administration Building, Chatham, Virginia. County Administrator, David M. Smitherman, called the Meeting to Order at 7:00 PM. The following Members were present: CALL TO ORDER (7:00 PM) (SMITHERMAN) ROLL CALL (MCCLUSTER) Attendee Name Title Status Joe B. Davis Supervisor - Dan River District Present Charles H. Miller Supervisor - Banister District Present Tim R. Barber Supervisor - Tunstall District Present Elton W. Blackstock Supervisor - Staunton River District Present Ben L. Farmer Supervisor - Callands-Gretna District Present Ronald S. Scearce Supervisor - Westover District Present Robert W. "Bob" Warren Supervisor - Chatham-Blairs District Present MOMENT OF SILENCE (SMITHERMAN) PLEDGE OF ALLEGIANCE (SMITHERMAN) ITEMS TO BE ADDED TO AGENDA (SMITHERMAN) Motion to add the following items to the Agenda as items 13n and 14c: 1.) Pittsylvania County Community Action Board as item 13n 2.) Danville-Pittsylvania Community Services Board as item 14c RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ronald S. Scearce, Supervisor - Westover District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren APPROVAL OF AGENDA (SMITHERMAN) Motion to approve the Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Robert W. "Bob" Warren, Supervisor - Chatham-Blairs District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren CHAIRMAN ELECTION a. Chairman's Duties (Smitherman) b. Nomination and Chairman Election (Smitherman) A Motion was made by Dr. Miller to nominate Mr. Davis as Chairman. A Motion was made by Mr. Farmer to nominate Mr. Blackstock as Chairman. The vote to elect Mr. Davis as Chairman was as follows: Dr. Miller, yes; Mr. Davis, yes; Mr. Scearce, yes; and Mr. Warren, yes. The vote to elect Mr. Blackstock as Chairman was as follows: Mr. Farmer, yes; Mr. Barber, yes; and Mr. Blackstock, yes. Mr. Davis was appointed Chairman. c. Turn Meeting Over to New Chairman VICE-CHAIR ELECTION A Motion was made by Mr. Blackstock to nominate Mr. Barber as Vice-Chairman. A Motion was made by Mr. Warren to nominate Dr. Miller as Vice-Chairman. The vote to elect Mr. Barber as Vice Chairman was as follows: Mr. Blackstock, yes; Mr. Barber, yes; and Mr. Farmer, yes. The vote to elect Dr. Miller as Vice-Chairman was as follows: Dr. Miller, yes; Mr. Scearce, yes; Mr. Warren, yes; and Mr. Davis, yes. Dr. Miller was appointed as Vice-Chairman. BOARD BYLAWS AND RULES OF ORDER ADOPTION a. Adoption of Board Bylaws Motion to adopt the Board's Bylaws. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Supervisor - Westover District SECONDER: Robert W. "Bob" Warren, Supervisor - Chatham-Blairs District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren b. Adoption of Robert's Rules of Order Motion to adopt Robert's Rules of Order. RESULT: APPROVED [UNANIMOUS] MOVER: Charles H. Miller, Vice Chairman - Banister District SECONDER: Ronald S. Scearce, Supervisor - Westover District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren SET DATE AND TIME OF REGULAR BOARD MEETINGS a. Proposed 2019 Meeting Schedule Motion to approve the Proposed 2019 Meeting Schedule. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Supervisor - Westover District SECONDER: Robert W. "Bob" Warren, Supervisor - Chatham-Blairs District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren STANDING COMMITTEES a. Finance/Insurance Committee (4 Board Members) Mr. Davis appointed Mr. Scearce, Dr. Miller, Mr. Farmer, and Mr. Warren to the Finance/Insurance Committee. b. Personnel Committee (3 Board Members) Mr. Davis appointed Mr. Davis, Mr. Farmer, and Dr. Miller to the Personnel Committee. c. Property/Building Committee (3 Board Members) Mr. Davis appointed Mr. Barber, Mr. Blackstock, and Dr. Miller to the Property/Building Committee. d. Legislative Committee (3 Board Members) Mr. Davis appointed Mr. Farmer, Mr. Scearce, and Mr. Barber to the Legislative Committee. SPECIAL COMMITTEES a. Solid Waste Committee (3 Board Members) Mr. Davis appointed Mr. Warren, Mr. Scearce, and Mr. Farmer to the Solid Waste Committee. b. Computer/Radio/Telecommunications Committee (3 Board Members) Mr. Davis appointed Mr. Blackstock, Mr. Scearce, and Mr. Farmer to the Computer/Radio/Telecommunications Committee. c. Board of Supervisors/School Board Liaison Committee (3 Board Members) Mr. Davis appointed Dr. Miller, Mr. Barber, and Mr. Blackstock to the Board of Supervisors/School Board Liaison Committee. d. Fire & Rescue Policies and Procedures Committee (3 Board Members) Mr. Davis appointed Mr. Scearce, Dr. Miller, and Mr. Warren to the Fire & Rescue Policies and Procedures Committee. e. Economic Development Committee (3 Board Members) Mr. Davis appointed Mr. Warren, Mr. Scearce, and Mr. Barber to the Economic Development Committee. f. Animal Welfare Facility Committee (3 Board Members) Mr. Davis appointed Mr. Blackstock, Mr. Barber, and Dr. Miller to the Animal Welfare Facility Committee. OTHER CHAIRMAN APPOINTMENTS a. Danville-Pittsylvania County Regional Industrial Facility Authority (1 Board Member, 4-Year Term); (1 Board Member, 4-Year Term); (1 Alternate Board Member, 4-Year Term) ***No New Appointments*** b. Staunton River Regional Industrial Facility Authority (SR RIFA); (1 Board Member, 4-Year Term); (1 Board Member, 4-Year Term); (1 Alternate Board Member, 4-Year Term); (NOTE: SR RIFA APPOINTMENTS CONTINGENT ON SR RIFA’s FORMAL CREATION) Mr. Davis appointed Mr. Blackstock, Mr. Farmer, and Dr. Miller (as an alternate) to the Staunton River Regional Industrial Facility Authority. c. Pittsylvania County Planning Commission (1 Board Member) Mr. Davis appointed Dr. Miller to the Planning Commission. d. Virginia Association of Counties (1 Board Member) Mr. Davis appointed himself as the representative for the Virginia Association of Counties. e. Metropolitan Planning Organization (MPO); (3 Board Members); (Assistant County Administrator for Planning & Development is Alternate) Mr. Davis appointed Mr. Scearce, Mr. Farmer, and Dr. Miller to the Metropolitan Planning Organization. f. SARA Title III (LEPC); (2 Board Members) Mr. Davis appointed Mr. Scearce and Mr. Smitherman to the LEPC. g. Pittsylvania County Social Services Board (1 Board Member) Mr. Davis appointed Mr. Warren to the Pittsylvania County Social Services Board. h. Roanoke River Basin Association (1 Board Member) Mr. Davis appointed Dr. Miller as the Roanoke River Basin Association representative. i. Dan River Business Development Center (DRBDC); (1 Board Member) Mr. Davis appointed himself as the representative to the Dan River Business Development Center. j. West Piedmont Planning District Commission (2 Board Members) ***No New Appointments needed*** k. Fire/Rescue Emergency Medical Advisory Committee (EMAC); (1 Board Member) Mr. Davis appointed Mr. Scearce to the Fire/Emergency Medical Advisory Committee. l. Local Elected Officials (LEO); (1 Board Member) Mr. Davis appointed himself as the Local Elected Officials representative. m. Tri-County Lake Administrative Commission (TLAC); (1 Board Member) Mr. Davis appointed Mr. Farmer to the Tri-County Lake Administrative Commission. n. Pittsylvania County Community Action Board Mr. Davis appointed Dr. Miller to the Pittsylvania County Community Action Board. FULL BOARD APPOINTMENTS a. Community Policy Management Team (CPMT); Government Representative (1 Board Member) Motion to appoint Mr. Scearce to the Community Policy Management Team. RESULT: APPROVED [UNANIMOUS] MOVER: Robert W. "Bob" Warren, Supervisor - Chatham-Blairs District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren b. Tri-County Lakes Administrative Commission (3); (County Administrator; 1 Pittsylvania County Citizen Representative; 1 Leesville Lake Association Representative) ***No New Appointments needed*** c. Danville-Pittsylvania Community Services Board Motion to re-appoint Mr. Warren to the Danville-Pittsylvania Community Services Board. RESULT: APPROVED [6 TO 1] MOVER: Ronald S. Scearce, Supervisor - Westover District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Davis, Miller, Barber, Farmer, Scearce, Warren NAYS: Blackstock MATTERS FROM THE BOARD Mr. Barber stated it had been brought to his attention an issue with a citizen passing away in December that already paid their property taxes, and three (3) days later they received a bill to back it up and pay the whole amount, where he had been given the reduction for the elderly. Mr. Hunt stated he was aware and had already met with Honorable Shirley Y. Hammock about this situation and the State Code and Local Code does allow for this, however, the State Code also allows for an Ordinance to be adopted to allow proration of the tax year based on when the person is deceased. Due to time constraints, this item will be presented at the January Work Session and then advertised for an action item at the February Meeting. COUNTY ADMINISTRATOR/COUNTY ATTORNEY REPORTS Mr. Smitherman stated the transition at the Pet Center is going very smoothly. ADJOURNMENT Mr. Davis adjourned the Meeting at 7:19 PM.