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09-25-1989 MinutesJOINT CHESTERFIELD COUNTY BOARD OF SUPER~ISOP~ AND SCHOOL BOARD ~ERTING MINUTES SEPTEMBER 25t 19S9 Supervisors in Attendance= Mr. G. H. Appleqate, Chairman Mr. C. F. Currin, Jr., Vice Chairman Mr. Harry G. Daniel Mr. Jesse J. Mayes Mr. M. B. Sullivan Mr. Lane B. Ramsey County Administrator Staff in Attendance= Mr. Steve Micas, Co. Attorney School BOard in Attendance: Mr. Jeffrey S. Cribbs, Chairman Mr. Griffin R. Burton, Vice Chairman Dr. John A. Cardea Mrs. Jean Copeland Mr. William H. Goodwyn, Jr. Dr. E. E. (Gene) Davis, Superintendent Mr. Patrick Lacy, Counsel to the School Board A. C~J~LTOORDER Mr. Applegate, Chairman of the Board of Supervisors and Jeffrey Cribbs, Chairman ef the School Board, called the joint meeting to order at 5:04 p.m. (EDT) in the Administration Building Conference Room (Room 502). Mr. Appleqate noted Dr. Cardea would be arriving at the meeting shortly. Mr. Daniel requested the agenda be amended to include discussion of an item relating to an amendment of the Budget and an appropriation of funds from bond proceeds of $40.1 million and $2.1 million in interest earnings, the total being $42.2 million, te be used on School projects. Be stated he felt it very important that time be allotted for discussion of this matter as it would be very difficult to conscientiously vote on such an issue on Wednesday without having had a review, explanation and/or commitment as there seems to be $35 million requested more than is available. Mr. Applegate stated several members of the Soards had other commitments this evening; however, the agenda could be amended to include such discussion, if time permitted. On motion of Mr. Daniel, seconded by Mr. Sullivan, the Board amended the agenda to change Item D., Adjournment, to Item ~.; and added Item D., Discussion of $42.2 Million Appropriation in Bond Funds and Interest Earnings to be Used for School Projects. Vote: Unanimous On motion of Mr. Burton, seconded by Mrs. Copeland, the School Beard amended the agenda te change Item D., Adjeurnment, to Item E,; and added Item D,, Discussion of $42.1 Million Appro- priation in Bond Funds and Interest Earnings to be Used for School Projects. Ayes: Mr. Cribbs, Mr. Burton, Mrs. Copeland and Mr. Geodwyn. Absent: Dr. Cardea. 89-852 On motion of Mr. ~urton, seconded by Mrs. Copelan~, the Board of Supervisors and School Board went into Executive Session, pursuant ~o Sections 2.1-344 (a) (3) and (a) (7), ~o discuss the ecquisition and use of School facilities. Ayes: Mr. Cribbs, Mr. Burton, ~rs. Copeland and Mr. Cood~yn. Absent: Dr. Cardea. On motion of Mr. sullivan, seconded by Mr. Mayes, the Board of Supervisors and School Board went into Executive ~essien, pursuant to to Sections 2,1-344 (a) (3) (7}, of the Code of V~inia, 1950, as amended, to diseu~ ~he condition, acquisi- tlon and use el rea! property for public purpo~e~ regardin~ the s~l~ction of Chemk~rfield County public school siteS. Vote: Unanimous Dr. Ca~dea joined the Executive Session already in progress. Board af ~npecvisOrs Reconvening: On motion of Mr. Daniel, ~eoonded by Mr. Sullivan, the Board approved the following resolution: WB=REAS, =he Beard of Supervisors has this day adjourned Meard, and im accordance with the provisions cf th~ Virginie Freedom of Information Act; and WHEREAM~ the Virginia Freedom o~ Information Act effective July 1, I~Se, provides for certification that such Executive Session was conducted in conformity with law. NOW, THEReFORe, BE IT Pu~SOLVED tkat the Board of County Supervisors does hereby certify that to the best of each member's knowlsdge~ i) only public business mat%ers lawfully exempted from open meeting requirements under the Freedom of which this certification applies, and ii) only such public business matters am were identified in the ~etion by which ~he Executive Session was convened were hear~, discussed or considered by the Board. No m~mber dissents from ~his cox=Ali- The Board being polled, the vote wa~ a~ follow~: Vote: Mr. Sullivan - Aye. Mr. Daniel · - Aye. Mr. Meyes - Aye. Mr. Applegate - Aye. On motion of Mr. Daniel, seconded by Mr. Mayes, the Board Supervisors and School Board went into Executive S~ion, pursuant to Sections 2.1-344 (a} (3) nf th~ Code of Virginia, 1950, as amended, to discuss the acquisition a~ use of real property for publi0 purposes ~elating to the educational and non-~ducational uses of school facilitieS. 89-~53 Mr. sullivan advised the Board that he has a financial interest in a corporation involved in day care proqrams, declared a conflict of interest pursuant to the virginia Comprehensive Conflict of Interest Act and excused himself from the meeting. Mrs. Copeland advised the School Board that she has a financial interest in a day care center, has a conflict of interest if the issue to be discussed is what she assumes it is since the subject is not alluded to in the motion pursuant to the Virginia Comprehensive Conflict of Interest Act. Eeconvening: Mr. Sullivan returned to the meeting. On motion of Mr. Burton, seconded by Mr. Goodwyn, the School Board approved the following resolution: NOW, THEREFORE, BE IT P~ESOLVED that the School Board hereby certifies that, to the best of each member's knowledge, (i) only public business matters lawfully exempted from open meeting requirements by Virqinia law were discussed in the executive session to which this certification r~solution applies, and (ii) only such public business matters as were identified in the motion convening the executive session ware heard, discussed, or considered by the School Board. The School Board being polled, the vote was as follows: Vote: Mr. Good~yn: Aye. Dr. Cardea: Aye. Mr. Burton: Aye. Mr. Cribbs: Aye. Mrs. Copeland: Abstention. On motion of Mr. Daniel, seconded by Mr. Mayes, the Board of Supervisors approved the following resolution: WIREP~EAS, the Board Of Supervisors has this day adjourned into Executive Session in accordance with a formal vote of the Board, and in accordance with the provisions of the Virginia Freedom of Information Act; and WEEREAS, the Virginia Freedom of Information Act effective July 1, 1989~ provides for certification that such Executive Session was conducted in conformity with law. NOW, THEREFORE, BE IT RESOLVED that ~he Hoard of County Supervisors does hereby certify that to the best of each member's knowledge, i) only public business matters lawfully exempted from open meeting requirements under the Freedom of Information Act were discussed in the Executive Session to which this certification applies, and ii) only such public business matters as were identified in the Motion by which the Executive Session was convened were heard, discussed or considered by the Board. No member dissents from this certifi- cation. The Board being polled, the vote wa~ as follows: Vote: Mr. Daniel: Aye. Mr. Mayer: Aye. Mr. Currin: Aye. Mr. Applegate: Aye. Mr. gullivan: Abstention. C. CONSTRUCTION ~%NAGEMENT SERVICES Mr. Cribbs presented the Board with a detailed report regarding construction management services and indicated that, although time constraints would not permit discussion of the matter at 89-854 this time, he would like for the School Administration and County staff to m~et to discnss the findings/observations cf the report and then, at some later date, have the two Beard again meet to discuss those findinq¢. Dr. Davis briefly explained that the $=hool and County staff would most to discuss the text of the report regarding an analysis of the County's proposal for. the combining of con- struction management services and to review the documentation and public discussion regarding the Capital Improvement Program and the bond issue relative to supervision, project management, ti~e lines, the Strategic Futures~per~ topic and recor~enda- tions relative to o0nstruction management services. Mr. Daniel expressed concern as to whether or not ther~ would be an opportunity to r~uce contract costs by utilizing con. in- ed services; asked if, given a choice, whethe~ the School Ad.infestation would prefer expenditure of allotted funds for the purchase of a school site versus management contracts; stated the amount of f~nding available was not sufficient for all th~ proj~cts~ and cautioned that difficult choices must he made. Mr. ~ayes questioned why is it necessary to have duplicate contract management services to p~rform the sa~e tasks and stated it is very difficult to explain such dupli~a~ tions of services/expenses to his constituency, ~r. Applegate inquired whether or not any contracts had been ~igned in aCCOrdance %'itt RFP's and suggested a joint m~ting of staff to discuss findings of tho consultant's report on contract manage- ment services and that a r~poft be provided to the Board as soon as possible. Dr. Davis indicated that no contract had been signed but thmt the firm was performing work as needed, Mr. Daniel asked if the bent bid~ possible had b~en let in order to ob=sin the best bidders possible. Mr. Lacy advised the School Board not ~o addr~ this matter due to ongoing litigation. Mr. Daniel asked that a~aff provide the Board with any relevant information that would be confidential under th~ Preedom of Information ACt. RC~OOL ~OJ~CTS Due to time constraints, the matter of an appropriation of funds from bund proceeds of $40.1 million and $2.1 million in interest earnings, the total being $42.~ million, to b~ USed o~ ~ohool projects, was not discussed at this time. adjourned at 6:35 p.m. (EDT) until 9:00 a.m. (EDT) on September 27, 1989. Boar~ adjourned at 6~35 p.m. {BDT) until September 2S, 1989 at 7:~0 p.m. (RDT). Vote: Unanimous Dr2 g. ~. DaVis Supervisors ~ai~man, School Board 89-855