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03-29-2010 BOS Work SessionWork Session March 29, 2010 Pittsylvania County Board of Supervisors Monday, March 29, 2010 Work Session VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors was held at 6:52 PM on Monday, March 29, 2010 in the conference room of the Economic Development Office at 31 S. Main Street, in Chatham, Virginia. The following members were present: James Snead William H. Pritchett Marshall Ecker Fred Ingram Coy E. Harville Henry A. Davis, Jr. Mr. Tim Bazber, Tunstall District, was absent. Dan River District Banister District Staunton River District Callands-Gretna District Westover District Chatham-Blairs District Mr. William D. Sleeper, County Administrator, Mr. John P. Light, Legal Counsel, the Honorable Michael W. Taylor, Sheriff, Mr. Otis S. Hawker, Assistant County Administrator for Operations, Mr. Greg Sides, Assistant County Administrator for Planning and Development, The Honorable Michael W. Taylor, Sheriff, the Honorable Teresa Easley, Treasurer, the Honorable Sam Swanson, Commissioner of Revenue, and Ms. Rebecca Flippen, Deputy Clerk to the Board, were also present. The first item discussed was creation of a finance department that would include the functions of the Commissioner of Revenue's office and the Treasurer's office. Currently the County covers the cost of 73% of the Commissioner of Revenue's office and 72% of the Treasurer's office. Mr. Ecker's concern was that if the State decided to completely stop funding those 2 Constitutional offices and the County had to pick up the entire cost then he felt the County should be proactive and start looking now into taking over these office functions. Ms. Easley, Treasurer, addressed the Boazd, stating other counties in the Commonwealth had attempted to do this before. First, the County would have to change its form of government. Secondly, there was no evidence to be found that eliminating those constitutional officers had saved the localities that had tried it any money and most that had tried failed and reverted back. Mr. Snead stated that the County would also lose the 27% and 28% funding they were receiving now. The Land Use Open Space Agreement was tabled until the next board meeting and information on rates could be obtained from the Commissioner of Revenue. Mr. Snead stated that during Closed Sessions of the Boazd, Rebecca doesn't take notes, cuts off the recorder and leaves the room, and it was his understanding that nothing discussed during Closed Sessions was supposed to be talked about afterwazds. Mr. Pritchett agreed that he thought everything talked about in Closed Session was supposed to be confidential and has, like Mr. Snead, had citizens come to him asking questions about things that have been discussed in Closed Session. Mr. Light stated there was no question that any topic discussed in Closed Session was confidential information; that any staff within the Closed Session should not be repeating what was discussed during the Closed Session and everyone should keep what was discussed in Closed Session absolutely confidential. Mr. Snead said he was also told when elected that Mr. Sleeper was in change of personnel and Board members should not attempt to overstep their boundazies with personnel. Mr. Sleeper stated that in his contract with the County, he was designated by the Board to manage personnel. Mr. Snead stated that in other words, the Boazd could not come to him and state the Board member wanted someone hired or fired and have any authority to do such. Mr. Sleeper stated that was true. Mr. Ecker stated that after reviewing the County's Financial Management guidelines (from1994) it stated on page 5 it should be updated and reaffirm the County's policies a minimum of every two yeazs. Mr. Sleeper stated he has been going through it and marking azeas that the Board needed to review. There was discussion on doing away with the Pittsylvania County Service Authority and that come under the Boazd of Supervisors. Mr. Ecker stated he asked that be put on this Work Session March 29, 2010 agenda since the PCSA Board stated at their last meeting they had very little power. Mr. Sleeper stated that everyone needed to remember that the Service Authority is authorized to issue bonds outside of the Board and they can't be issued unless there is revenue coming in to the Service Authority. Mr. Ecker stated he would like to see the County Code updated by a profession code service. Mr. Light supported this idea and stated he has said so for several years. Mr. Light said annually the General Assembly goes into session and many highly technical changes are made that are not reported to localities or attorney that these code services could update into the County's codes. Mr. Davis directed the County Administrator to look into pricing for recodification. Mr. Ecker asked that the School Board provide the Board of Supervisors with a line item budget like the one the Board of Supervisors produce, with more than the 7 categorical areas listed. Mr. Ecker stated there were work areas in the Moses Building that needed to be more cleanly and organized and the condition in some areas bordered safety and fire hazard conditions and asked the Chair to direct the County Administrator to have those office areas cleaned up. The Chairman directed the County Administrator to put on the next agenda meeting RFP for Emergency Bill services. Motion was made by Mr. Ingram, seconded by Mr. Snead, to adjourned the meeting which was unanimously approved by the Board. The meeting adjourned at 7:56 pm. Henry A. Davis, Jr., Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors