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01-02-85 MinutesBOARD OF SUPERVISORS MINUTES Sanuary 2, 1985 ;upervisors in Attendance: Mr. G. H. Applegate, Chairman Mr. Jesse J. Mayas, Vice Chairman Mr. Harry G. Daniel Mr. R. Garland Dodd Mrs. Joan Girone Mr. Richard L. Hedrick County Administrator Staff in Attendance: MJc. Steve Micas, County Attorney Mr. Medriek called the meeting to order at the Courthouse at 12:10 p.m. (EST}. INVOCATION Yir. Dcdd gave the invocation. 2. ELECTION OF CHAIRMAN AND VICE CHAIRMAN Mr. Bedrick stated the first order of business was the election of Chairman for 1985. Mr. Daniel ~ominated Mr. G. H. Applegate, who had served as Vice Chairman in 1984, as Chairman for 1985. There were no other nominations. On ~otion Of Mr. Dodd, seconded by Mrs. Girone, the Board declared Mr. G. H. Applegate as Chairman of the Board for 1985 by acclamation. Vote: Unanimous Other members of the Board congratulated Mr. Applegate on his appointment as Chairman. Mr. Applegate indicated it was an honor to be elected Chairman and expressed appreciation to his colleagues for their support and confidence. He stated in order to proceed in the riqht direction in 1985 the Board, the administration and the employee~ need to work together and he is certain it will be a tremendous success. Mr. Apptegate stated the floor wam now open ~or nominations for Vice Chairman. Mr. Daniel nominated Mr. Mayas as Vice Chairman for 1985. There were no other nominations. On motion of Mr. Daniel, seconded by Mrs. Girone, the Board declared Mr. Jesse J. Maye~ as Vice Chairman of the Board for 1985 by acclamation. Vote: Unanimous Members cf the Board congratulated Mr. Mayas on his election. Mr. Mayas stated ho appreciated the support of the Board and it was an over~helminq honor. 3. A~POINTMENTS ~4r. Appleqate stated he had reviewed the list of comr~ittees and 85-001 for the past year and he felt it would be best not to establish subcommittees as it puts an extra burden on staff trying to meet with subcommittees, then meeting with individual Board members and then coming before the Board, He dissolved the Budget and Audit Committee, the Economic Development Commit%es, the Executive Committee and the Roads Committee. Ee stated as far as other committees he recommended the ~ollowing: CETA Mr. Applegate Data Processin~ CIP Mr. Daniel, Mr. Mayas and M~. Medrick SPO Goals Committee Mrs. Girone Social Services CIP Mr. Mayas and Mrs. Giroae Maymont ~e. Girone ARIDC0 Mr. Mayas RRPDC Mr. Applegate, Mr. Daniel and Mrs. Girone VACO Executive Board 5~s. Girone Transportation Safety Mrs. Girone Courtm Co~unittee Mr. Applegate and Mr. Dodd Landfill Committee Mr. Applegate and Mr. Mayes Richmond Raqional Solid Waste Mr. Mayas Tri-Cities MPO Mr. Mayas Social Servicss Mr. Maye~ Richmond MPO Mrs. Girene, Mr. Daniel and Mr. Applegate Mr. Mayas Crater Plannin9 Commission Mr. Mayes MEDC Mr. Appleqate Mr. Dodd stated when and if the County is approved to have membership in the Crater Planning Commission that he be considered as an additional appointee should mere than on~ be allowed. Mr. Applegate agreed that since Bermuda District is located in such close proximity, it would be appropriate that if there ars two appointments, that he would be considered for the On motion of Mr. Mayas, seconded by Mr. Daniel, the Board approved the above recommendations for committee assignments and discontinuing subcommittees. Vote: Unanimous Mr. Mayes indicated he would miss some of the activities such as Budget and Audit Committee. Mr. Applegate clarified the reason for eliminating the subcommittees was because there are so many vital issue~ facinq the County, that he felt the entire Board should be consulted and pull together. ADOPTION OF 19~5 SCKEDULE FOR REGULAR MEETINGS On motion of Mr. Daniel, seconded by Mr. Dodd, the Board set their regularly scheduled meetings as the second Wednesday of the month at 7:00 p.m. and the fourth Wednesday of the month at 9:00 a.m. except for December during which time there would only be One meeting, the second Wednesday at 2:00 p.m. Vote: Unanimoum There was som~ discussion regarding work sessions on the second Wednesday of the month and it was generally agreed the Board 85-002 would plan for 2:00 p.m. work sessions at the first meeting of the month but that this would not be a formal set time but be set as the needs arise. Mr. Applegate stated in doing away with the subcommittees, he felt the work sessions would provide ample time and Opportunity to discuss issues of importance. 5. ADOPTION OF RULES AND PROCEDURES FOR BOARD There was considerable discussion and changes to the proposed rules and procedures of the Board of Supervisors. On motion of Mr. Daniel~ seconded by Mrs. Girone, the Board adopted the following rules and procedures for the Board of Supervisors for 1985: PROCEDURES OF T~rE BOARD OF SUPERVISORS BE IT K~SOLVED by the Board of Supervisors cf the County of Chesterfield that the following rules of precedures shall govern the conduct of meetings of the Board of Supervisors during the 1985 calendar year. Presiding Officer Seution 1. Except as modified herein or as provided by law, Robert's Rules, a Manual of General Parliamentary Law shall be the parliamentary authority of the Board of Supervisors. Any questions involving the interpretation or application of Robert's Rules shall be addressed to the County Attorney. Section 2. The Chairman, or the Vice-Chairman, or in their absence, the most senior member of the Board, shall preside at all meetings of the Board, and on the appearance of a quorum shall call the meeting to order and the Board shall then proceed with it~ business. Section 3. The presiding officer shall preserve order and decorum. He may speak, make motions, and vote on all questions and he shall decide gue~tions of order and procedure. Section 4. The Chairman shall assign a temporary chairman on a rotating basis to preside over the zoning portion of meetings in Order to provide experience to other Board members in conducting meetings. Section 5. A quorum shall consist of at least three members cf the Board. A majority of a quorum shall be sufficient to carry any question except tax i~ues and appropriations in excess of $500.00 which shall require a majority of the full Board for adoption. Mo ~oard member ia required to vote on any qusstion, but an abstention, although not a vote in favor of carrying n question, shall b~ counted as a vote for the purpose of determin- ing a quorum. A tie vote shall defeat the motion, resolution or issue voted on. Order of Business Section 6. The order of business at a regular meeting of the Board shall be as follows: (a) Non-sectarian invocation conducted by members of local clergy; otherwise by a member of the ~oard. (b) Approval of minutes of the previous meeting. (c) County Administrator's con,merits. (d) Committee reports. 85-003 · ·tI (e) Requests to postpone action, emergency additions or changes in the order of presentation with re,peet to any matter on the agenda. (f) Special resolutions of recognition. (g) Bearing of uitizens On unscheduled matters involving the services~ policies and affairs of the county government or claims against the Beard as provided in Section 7. (h) Items tabled or deferred from previous meetinqs. (i) Public hearings. New business in a format developed by the County Administrator. (k) Adjournment. The Board ~hall confine their decisions to the matters presented on the agenda. Section 7. The hearing of citizens on unscheduled matters concerning the services, policies and affairs of the County or claims aqainst the Board shall not exceed thirty minutes. Each citizen desiring to pre~ent any matter within this category shall be allotted appropriate time to present his case by the presidinq officer, not to exceed five minutes. Every citizen desiring to present a matter to the Board shall by noon on the 6th calendar day prior to that meeting notify the Clerk of his intent to speak and the topic. The notice shall describe in detail the nature of the issue to be presented to the Board and the remedy, if any, that the citizen will ask of the Board. NO citizen shall speak on any matter of business which is the subject of an ordinance or resolution included on the Board's agenda for that day. Persons appearing before the Board will not be allowed to: (a) Campaign for public office; (b) ~romote private business ventures; (c) Address matters within the administrative province of the CountyAdministration; (d) Engage in personal attacks; or (e) Use profanity or vulgar language. Section ~, Except in e~trao~dinary circumstances, the maximum time allotted to persons speaking as proponents of or in Opposition to any matter under consideration by the Board shall not exceed thirty minutes for the proponents and thirty minutes for the opposition. Any person speaking to a matte~ shall be limited to such period of time as shall be allotted by the presiding officer. Section 9. The order of business at a zpecial meeting shall follow that of a regular meeting to the greatest extent possible. Minutes of Meeting Section 10. The Clerk of the Board shall prepare and maintain adequat~ minutes of the proceedings of the Board in accordance with the requirements of the Code of Virginia. Minute~ zhalt be included as part of the agenda package ~or the subsequent meeting of the Board. Section 11. The Board may correct its minutes at any time after approval of the minutes only upon a clear showing that a clerical or administrative mistake was made. 85-004 Agenda Section 12. The County Administrator shall prepare an ~genda for each regular or special meeting o~ the Board on which ~hall appear the title of each matter en which action is to be ~aken at that meeting. The agenda for each regular meeting shall (a) be prepared at least five days prior to the meeting, (b) be ~romptly mailed or delivered to each member of the Board or )laced in the repository assigned to such Board member, and (c) ~e distributed to appropriate officers and emplcyee~ cf the ~ounty government and members of the public and media requesting ~opies. Section 13. The Chairman may, in his discretion, call any item on--agenda out cf sequence. Section 14. Any matter not on the scheduled agenda, may be heard on the day of its introduction only if authorized by the Chairman. Any such matter must be oi an emergency nature, vital to the continued proper and lawful operation of the County. Section 15. A motion to remove any matter from the agenda nay be made at any time and must be adopted by the vote of at least three members. Motions Section 16. When a motion is made, it shall be accurately stated by the presiding o~ficer prior to voting on the question. Section 17. When a question is under debate ne motion may be made except a motion to adjourn, to table, to substitute, Or to amend. Such motions shall take precedence in the order listed above. Section 18. A motion to adjourn by a member shall always be in order and the motion shall be decided without debate. Reconsideration of Ordinances, Resolutions and Motions Section 19. No ordinance, resolution or motion previously voted upon the Board shall be brought forward for reconsideration during the same meeting of the Board. Dsbate Section 20. The patron of an ordinance, resolution, motion or other matter may speak to the ordinance, resolution, motion or other matter. Each member of the Beard may participate in discussion of any issue only after being recognized by the Chairman. Each Board member will be allotted an appropriate period by the chairman to speak to the matter. Each member of the Board shall be afforded an opportunity to speak before any member of the Board may speak a second time. At the conclusion of debate, the question shall be called and no further debate shall be in order. Requests by members of the Board of the County Administrator relating to criticisms or concerns regarding the admini~trati0n of the County, except when related to agenda items, shall not be presented or raised at a regular or special meeting of the scald unless first submitted in writing to the County Administrator and unless his response doe~ not resolve the issue. Regular Meeting Section 21. Each year at its organizatienal meeting the board shall set the regular meeting times and dates for the following year provided, however, that the Board shall meet at 85-005 least once each month. Whenever the regularly scheduled meeting ~ate shall fall on a legal holiday, the r~gular meeting of the Board shall be held on the following day in accordance with ~15.1-536 of the Code of Virginia. Special Meeting~ Section 22. Special meeting of the Soard may be called by mo members of the Board in aeeordance with §S15.1-537 and 15.1-538 of the Cods of virginia, 1950, as amended. Upon making such request the Cl~rk shall notify all members of the Board and obtain approvals of such request in accordanoe with the requirements of the Code. Appointments Section 23. Appointments to committees of the Board and to authorities, boards and commissions shall be made only by resolution adopted by a majority of the full Board at a meeting subsequent to the meeting when the name has been oifered to the Board for consideration. Prior to consideration of the nomination, the Clerk to the Board shall notify the nominee to de~e~mine his willingness ko serve and to determine if he meets the minimum qualifications for such appointment. Committees Section 24. ~he Board OF Chairman may recommend the creation of committees and the Chairman shall appoint members to such coma~ittees only with the approval o£ the Board. Committees may hold hearings and perform such other duties as may be prescribed. A committee may be instructed concerning the fo~m of any report it shall be requested to make and a time may be fixed for submission of any report. Amendment of Rules Section 25. The rules of procedure of the governing body may. be amended at any time during the year by a resolution oi a majority of the full Board. Section 26. The Board of Supervisors may suspend the application of any section of these rules by a unanimous vote of the Board taken in advance of an agenda item considered under the suspended rules. Vote: Unanimous The Board expressed Special appreciation to Mr. Daniel for his outstanding leadership and efforts d~ring 1954 as Chairman during which time there were many accomplishments. 6. ADJOURNMBNT On motion of Firs. Girone, seconded by Mr. Daniel, the Board adjourned at 12:55 p,m. until 2:00 p.m. in Room 502 on January 9, 1985. Vote: Unanimous Rioh'ard L. Hedrick County Administrator 85-006