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1987-01-14 PacketCHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGE NDA MEETING DATE: January 14, 1987 SUBJECT: A. Election of Chairman B. Election of Vice Chairman ITEM NUMBER;.. 1.A. and B. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION PREPARED BY;. ATTACHMENTS: YES ri NOel SIGNATURE: COUNT~ADM'~~NtSTRATOR 0001 CHESTERFI ELD COUNTY BOARD OF' SUPERVISORS AG E NDA MEETING DATE: SUBJECT: January 14, 1987 Appointments ITEM NUMBER: 1.Co COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION' Attached is a list of the Board's committee assignments. The Board should reaffirm these assignments, make changes as necessary, etc. PREPARED BY; ATTACHMENTS: YES I~ NO [] SIGNATURE: - ~: d~NTY ADMI N! STRATOR 0002 SUMMATION OF BOARD COMMITTEES 1-14-87 Capital Area Training Consortium Mr. Applegate (unspecified term) Data Processing CIP Mr. Daniel, Mr. Mayes (unspecified term) ~P~ ~oa%s Co~mitte~ M~s~ ~r n~ ( u~c i~i~d te~%l~ Social Services CIP Mr. Mayes and Mrs. Girone (unspecified term) Maymont Mrs. Girone (unspecified term) ABIDCO Mr. Mayes (9/87) RRPDc Mr. Applegate, Mr. Daniel (12/31/87) and Mrs. Girone ~AC~x~cuti~e Transportation Safety Mrs. Girone (unspecified term) Courts Committee Mr. Applegate and Mr. Dodd (unspecified term) Landfill Committee Mr. Applegate and Mr. Mayes (March 13, 1986) Richmond Regional Solid Waste Mr. Mayes (unspecified term) Tri-City MPO Mr. Mayes (unspecified term) Social Services Mr. Mayes (6/30/88) Richmond MPO Mrs. Girone, Mr. Daniel (unspecified term) and Mr. Applegate -i- 0003 Museum Committee Mr. Mayes (unspecified term) Crater Planning Commission Mr. Mayes, Mr. Dodd, and Willie J. Bradley (12/30/88) MEDC Mr. Dodd (runs with Chairmanship) Budget and Audit Committee Mr. Applegate and Mrs. Girone (unspecified term) Economic Development Mr. Daniel and Mrs. Girone (unspecified term) Co~mi~W~ee gn~lan~ing/I~$ues~_~ Mr I/Da i~e~ and~Mr .~ir or~uns~ Study for Lake Genito Mr. Daniel and Mrs. Girone (unspecified term) M~O~ir Q~Fa~ity~hniQa~co~ttee M~ G~ne ~a~pec~ed t~a~fm) ~ R~c~o~ P~egi~W~ R~ou~c~ T/fg~ F/~_c~. M/~. ~/~ir~e ~/~nsp~c~fi~d/te~) ~-' --~ PORT Committee Mr. Dodd and Mr. Applegate Capital Region Airport Commission Mr. Daniel and Mr. Applegate (4/30/88) Planning Task Force Mr. Daniel, Mr. Applegate, Mr. Micas, Mr. Sale, Mr. O'Conner, Mr. Belcher -ii- OO04 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETINGDATE: January 14~ 1987 ITEM NUMBER: SUBJECT: Appointment of a Chesterfield County Representative to the Board of Directors of the Metropolitan Economic Development Council (MEDC) COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION At MEDC's November 6, 1986 Board of Directors' meeting, the Board approved a change in Article IV, Section 1, of MEDC's by-laws: "The governing bodies of Chesterfield, Hanover, Henrico, and Richmond shall each appoint one of their members to serve as a member of the Board of Directors and shall serve a one year term commencing at the annual meeting and shall be eligible for reappointment." Reappointment or a new appointment should be made effective by January 15, 1987 so that the appointee will become a member of the Board at MEDC's annual meeting at 11:00 a.m. on Thursday, February 5, 1987. ATTACHMENTS: YES ~ NO I-I PREPARED BY; R.~ch~'% ard F. Sale Assistant County Admini strator/Development SIGN AT URE: COUNT~' ADMINISTRATOR Metropolitan Economic Development Council 404 West Franklin Street · Richmond, VA 23220 · (804) 643-3227 December 22, 1986 Mr. Garland Dodd 13050 Jefferson Davis Highway Chesterfield, Virginia 23831 Dear Garland: At MEDC's November 6, 1986 Board of Director's meeting, the Board approved a change in Article IV, Section 1, of MEDC's by-laws: ~ "The governing bodies of Chesterfield, Hanover, Henrico and Richmond shall each appoint one of their members to serve as a member of the Board of Directors and shall.serve a one year term commencing at the annual meeting and shall be eligible for re-appointment." The Membership Committee would like to receive Chester- field's nomination for appointment to MEDe's Board by January 15, 1987. Your appointee will become a member of the Board at MEDC's annual meeting at 11:00 a. m. on Thursday, February 5, 1987. Should you have any questions, please do not hesitate to call me. Sincer~Y,~/?~ William Berry Chairman, Membership Committee cc: ~ichard Hedrick 0006 Serving Chesterfield County, Hanover County, Henrico County, and the City of Richmond 1986 OFFICERS AND DIRECTORS METROPOLITAN ECONOMIC DEVELOPMENT COUNCIL CHAIRMAN OF THE BOARD: R. Garland Dodd 13050 Jefferson Davis Highway Chester, Virginia 23831 748-2231 VICE CHAIRMAN OF THE BOARD: Anthony P. Mehfoud 2 West Williamsburg Road Sandston, Virginia 23150 737-2270 SECRETARY/TREASURER: *Joseph H. Norman, Jr. H. C. Yu and Associates 2727 Enterprise Parkway Richmond, Virginia 23229 270-0740 GENERAL COUNSEL: *Drew Carneal City of Richmond 900 East Broad Street Richmond, Virgina 23219 780-8318 Dr. Roy A. West City of Richmond 900 East Broad Street Richmond, Virginia 23219 780-7977 Frederick E. Doggett, Sr. 1414 Atlee Road Mechanicsville, Virginia 23111 231-4471 (Est. 298) J. G. (Jack) Owens Vice President - Operations Allied Corporation P. O. Box 31 Petersburg, Virginia 23803 1-520-3685 *Officers (non-Board members) Chairman, Board of Supervisors Chesterfield County Chairman, Board of Supervisors Henrico County Chairman, Operating Committee city Attorney, City of Richmond Mayor, City of Richmond Chairman, Board of Supervisors Hanover County Representing Chester- field County oO0? page 2 MEDC OFFICERS AND DIRECTORS Phillip W. Dean Executive Vice President Ashland Properties, Inc. 405A Air Park Road Ashland, Virginia 23005 798-8303 John T. Ferguson James River Lumber Company P. O. Box 26801 Richmond, Virginia 23261 644-1901 William Berry Chairman of the Board Virginia Power P. O. Box 26666 Richmond, Virginia 23261 771-3193 Representing Hanover County Representing Henrico County Representing the City of Richmond STAFF A. J. Christopher Wood, Executive Director L. Gene Winter, Assistant Director B. Anthony Hall, Research Economist Lillie B. Stratton, Administrative Assistant Donna L. Stevens, Administrative Assistant Stephanie Stovall, Administrative Assistant 201 East Franklin Street Richmond, Virginia 23219 643-3227 1986 MEETING SCHEDULE February 6, 1986 (Annual Meeting) May 1, 1986 August 7, 1986 November 6, 1986 February 5, 1987 (Annual Meeting) Marriott Hotel Metro Chamber Building Metro Chamber Building Metro Chamber Building To be anounced CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA January 14, 1987 MEETING DATE: ITEM NUMBER; SUBJECT: Board's Meeting Schedule for 1987 lomo COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION The Board should set the second Wednesday at 7:00 p.m. and the fourth Wednesday at 9:00 a.m. of each month for Board meetings. The exceptions will be November 11, 1987 which is a holiday and should be set for the next workday which would be Thursday, November 12, 1987 and December during which month only one meeting is held and would be set for 2:00 p.m.' January 14, 1987 at 7:00 p.m. January 28, 1987 at 9:00 a.m. February 11, 1987 at 7:00 p.m. February 25, 1987 at 9:00 a.m. March 11, .1987 at'7:00 p.m. March 25, 1987 at 9:00 a.m. April 8, 1987 at 7:00 p.m. April 22, 1987 at 9:00 a.m. May 13, 1987 at 7:00 p.m. May 27, 1987 at 9:00 a.m. June 10, 1987 at 7:00 p.m. July 8, 1987 at 7:00 p.m. July 22, 1987 at 9:00 a.m. August 12, 1987 at 7:00 p.m. August 26, 1987 at 9:00 a.m. September 9, 1987 at 7:00 p.m. September 23, 1987 at 9:00 a.m. October 14, 1987 at 7:00 p.m. October 28, 1987 at 9:00 a.m. November 12, 1987 at 7:00 p.m. November 25, 1987 at 9:00 a.m. December 9, 1987 at ~.00a4m.4~- June 24, 1987 at 9:00 a.m. Work ~ ' Sessio~ns~be scheduled for the 2nd Wednesday of each month ~ ~ (~ j~ - . ~ PREPARED BY' TTACHMENTS: YES [] NO SIGNATURE ~: OUNTY ADM I N! STRATOR CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE' SUBJECT: January 14, 1987 ITEM NUMBER: loEo Adoption of Procedures of the Board of Supervisors and Readoption of Prior Board Policies COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION The Board has consistently adopted procedures governing its meetings for the past several years. The attached procedures were adopted by the Board for 1986 and should be readopted to be effective for 1987. Because the Board of Supervisors technically must reorgnize itself annually, it is desirable for the Board to readopt policy statements that reflect understandings and commitments involving the operation of the Board that have been approved in the past. Attached are copies of the policies regarding the relationship between the Board of Supervisors and the County Administrator (adopted January 1, 1984), Policy Statement Regarding the Chief Administrative Officer, the Williamsburg Accord (adopted March 3, 1984), the Williamsburg School Board Understanding (adopted Augsut 3, 1984), the Zoning Policy (adopted in September, 1984), the Brandermill Statement (adopted February 21, 1985), and the Travel and District Expenditure Policy (adopted January 8, 1986). ATTACHMENTS: YES ~) NO [] BY;. ~J~-fAey~L. Mincks Senior Assistant County Attorney · cd11026:85C16 SIGNATURE: C O U N T'~'A~NI I NT~'I~N AT OR m PROCEDURES OF THE BOARD OF SUPERVISORS BE IT RESOLVED by the Board of Supervisors of ~he County of Chester~]d that the following rules of procedures shall govern the conduct of meetings an__d .work sessions of the Board of Supervisors during the 1987 'calendar year. Presiding Officer Section 1. Except as mo~d herein or as provided by /aw, Robert's Rules, a Manual of General Parliamentar~ Law shall be the parliamentary au- thority of the Board of Supervisors. Any questions involving the interpreta- tion or application of Robert's Rules shall be addressed to the County Attor- ney. 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 i~s business. Section 3. The presiding o~er shall preserve order and decorum. He may speak, make mc~ions, and vote on all questions and he shall decide questions of order and procedure. / .Section 4. The Chairman shall assign a temporary chairman on a ~//otating bases to preside over the zoning port[on of meetings in order to //provide experience to other Board members in conducting meetings. Sect[on 5. A quorum shall con~t of at least three members of the Board. A majority of a quorum 'shall be suf~c~ent to carry any quest[on except tax issues and appropriations in excess of $500.00 which shall require a majority of the full Board for adopt[on. No Board member is required to vot~ on any question, but an abstention, although not a vote in favor of carrying a question, shall be counted as a vote for the purpose of determin- ing a quorum. A tie vote shall defeat the motion, resolution or issue voted on. 0011 Order of Business Sect[on 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 Board, followed by the P/edge of Allegiance. (b) Approval of minutes of the previous meeting. (c) County Administrator's comments. (d) C om mitre reports. (e) Requests to postpone act[on, emergency additions or changes in the order of presentation with respect to any matter on the agenda. (~) Special resolutions of recognition. Hearing of ci~zens on unscheduled matters involving the services, policies and affairs of the county government or claims against the Board as provided in Section 7. (h) Items tab/ed or deferred ~rom previous meetings. (±) Public heazings. (j) New business in a format developed by the County Ad~ator. (k) Adjournment. The Board shall 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 against the Board -2- 0012 shall not exceed thirty minutes. Each citizen desiring to present any matter within this category shall be allotted appropriate time to present bi~ case by the presiding of~cer, 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 not~7 the Clerk of his intent to speak and the topic. The not[ce 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 ciiizen 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 or'ce; (b) Promote private business ventures; (c) Address matters within the administrative province of the County A d ministration; (d) Engage in personal attacks; or (e) Use profanity or vulgar language. Section 8. Except in extraordinary 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 matter shall be limited to such period of time as shall be allotted by the presiding of~cer. Section 9. The order of business at a special meeting shall follow that of a regular meeting to the greatest extent possible. -3- 0013 Minutes of Meet[nq Section 10. The Clerk of the Board shall prepare and maintain adequate minutes of the proceedings of the Board in accordance with the requirements of the Code of Virqin~. Minutes shall be included as part of the agenda package for the subsequent meeting of the Board. Sect[on 11. The Board may correct its minutes at any time after ap- proval of the minutes only upon a clear showing that a cleric~ or admin/stra- rive mistake was made. Agenda Section 12. The County Administrator shall prepare an agenda for each regular or special meeting of the Board on which shall appear the ~ of each matter on which action ~s to be taken at that meeting. The agenda for each regular meeting shall (a) be prepared at least J~ve days prior to the meeting, (b) be promptly mailed or delivered to each member of the Board or p/aced in the repository as~igned to such Board member, and (c) be clis- tributed to appropriate off-ers and employees of the county government and members of the public and med/a requesting copies. Section 13. The Chairman may, in his discretion, call any item on the agenda out of sequence. Sect[on 14. Any matter not on the scheduled agenda, may be heard on the day of its introduction only if author/zed by the Chairman. Any such mat~er must be of an emergency nature, vital to the continued proper and /awful operation of the County. Section 15. A motion to remove any matter from the agenda may be made at any thne 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 of~cer prior to voting on the questhDn. Section 17. When a ques~on is under debate no motion may be made except a moron %o adjourn, to tab/e, 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. ReconsideratLon of Ordinances, Resolutions and Motions SectLon 19. No ordinance, resoluthDn or mothDn previously voted upon the Board shall be brought forward for recon~dera~ion during the same meeting of the Board. Debate Section 20. The patron of an ordinance, resolution, motion or other matter may speak to the ordinance, resolution, moron or other mather. Each member of the Board may p~'pate 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 conclu~n 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 crit~ms or concerns regarding the administration of the County, except when related to agenda %ems, shall not be presented or raised at a regular or special meeting of the Board unless f/rst submitted in writing to the Coun- ty Administrator and unless his response does not resolve the issue. -5- 0015 ~egular Meeting Section 21. Each year at its organizational meeting the board shall set the regular meeting times and dates for the following year provided, however, that the Board shall meet at least once each month. Whenever the regularly scheduled meeting date shall fall on a legal holiday, the regular meeting of the Board shall be he/d on the following day in accordance with ~15.1-536 of the Code of Virqirda. .Special Meetings Section 22. Spe '~c~l meeting of the Board may be called by two members of the Board in accordance with ~§15.1-537 and 15.1-538 of the Code of Virgirda, 1950, as amended. Upon making such request the Clerk shall no,fy all members of the Board and obtain approvals of' such request in accordance with the requirements of the Code. Appointments Section 23. Appointments to committals of the Board and to authorities, boards and commissions shall be made only by resolution adopted by a majori- ty of the full Board at a meeting subsequent to the meeting when the name has been offered to the Board for con~derat~n. Prior to consideration of the nomination, the Clerk to the Board shall notify the nominee to determine his w~]]~ngness to serve and to determine if he meets the minimum qum]~ca- ~ions for such appcintment. Committees Section 24. The Board or Chairman may recommend the creation of comm/ttees and the Chairman shall appoint members to such commies only with the approval of the Board. Committees may hold hearings and perform such other duties as may be prescribed. A committee may be instructed concerning the form of ~any report it shall be requested to make and a tLme may be fixed for submission of any report. 0016 Amendment of Rules Sect~n 25. The rules of procedure of the governing body may be amended at any thne during the year by a resolu~on of 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 vot~ of the Board members present taken in advance of an agenda item considered under the suspended rules. Section 27. A Deputy Sheriff may serve as Sergenat at Arms. -7- 0017 RELATIONSHIP STATEMENT BETWEEN BOARD AND COUNTY ADM£N]STRATO Mr. Daniel inquired if there were any discussion regarding the policy statement defining the relationship between the Board and the County Administrator. Mrs. Girone stated a minor technical change that should be made is tl~;~t, the resolution speaks to the "County Administrator,, form of government which is actually the "Traditional" form of government· Mr. Daniel stated this resolution is not proposing to chanqe the form of qovernment and .all references to the County Administrator form of-government should be changed to the Traditional form in the resolutj.on. Mrs. Girone stated that item #5 states that problems shou.ld be hand].ed through the County Administrator rather than requesting assistance from County employees. She inquired if this covered such as actions as notifyinq the Police Department of a road situation where speeding occurs and should she, in the future, address this to the County Administrator. Mr. Mayes stated that was not the intent of the item, but to establish guidelines and not place the County Administrator in an embarrassing situation. Mrs. Girone stated that small_, mundane items that ,tre brought to her at%ention need not be brought to the attention of the County Administrator. Mr. Daniel stetted something of that nature would be considered an inquiry rather than a problem· There being no further discussion, it was on mo'tion of Mr. Mayes, seconded by Mr. Applegate, resolved thaf the f~].lowing resolution be adopted Whc,',~as, Ch~sterl'i ~ld ¢-~,,.I,,Ly, as a rapidly urbanizing, full-service: County Js entt.~ri, ng a.~ era which demands imaginative responses by the Board of :~upt'~'visors to problems never before faced in this County; and Whereas, The most imp~'.rtant ~:hallenqe will be to continue t~ provide a multitude of. services in an efficient and tranquil manner without repeating ,.any of the mistakes made by existing counties and older c. itie..~; a~]d Whereas, The mann~:r of op(:ratinq a~y county that may }]ave worked well years ~,g,~ when counLies were rural in character, and 8 ,t - R offered few services, may not be the model this Board should adopt to address the challenges this County faces today; and Whereas, It is incu~)ent upon this Board to apply sound business management techniques to the Chesterfield County Government. The experience of private industry has shown that any large organization must establish an administration with well-defined operational relationships and areas of responsibility in order to operate effectively. Chesterfield County retains the Traditional form of government, which, by statute, is perhaps the least defined of all forms of county government; nevertheless, this form of government provides great flexibility to the Board to structure the responsibilities of tht County Administrator to execute the desires of the Board; and Whereas, This Board, under the Traditional form of government, should act as a legislative body, and should focus attention and enerqies on the legislative and policy-making functions while leaving the execution of Board policies, and the administration of the County, based on Board policies to the County Administrator. Once Board policies are in place, no individual, member of the Board should attempt to subvert the uniform application of these policies by interfering in the proper administration of Board policies as defined by the Board; and further, no individual member of the Board shall, in any fort or fashion, direct the County Administrator, or any member of hi~ subordinate staff, to perfo~um a function or take an action, in the name of the Board, unless that member acts in concert with the Board and in compliance with general laws of State and Count, regulations; and Whereas, With respect to problems of administrative service to the County, Board members should first make inquiry through the Office of the County Administrator; no individual member of the Board should give ordevc, either publicly or privately, to any individual or County employee concerning such problems, until, and after, the County Administrator haS'been informed; an( Whereas, The members of the Board, collectively, recognize that they are the Chief Administrative officers for all of the affairs 0~f the County; and that, it is the function of the Board 0019 Se e Chesterfield County will be governed by the Traditional form of government. This Board, under the Traditional form of government, will act as a legislative body, and will focus its attention and energies on the legislative and policy-making functions while leaving the execution and the administration of Board policies to the County Administrator. Once Board policies are in place, no individual member of the Board will subvert the uniform application and administration of these policies. No individual member of the Board will, in any form or fashion, direct the County Administrator, or any member of his subordinate staff, to perform a function or take an action, in the name of the Board, unless that member is acting in concert with the Board and in compliance with the general laws of the State and County regulations. With respect to problems of County administrative serv~.ces, Board members will first make inquiry through the Office of the County Adminisl~ator, and no i~d~vidual member of the Board will give orders, e~|ther publicly or privately, to County employees concerning such prublems, until and after the County Administrator has been informed. This Board respects the responsibilities of the County Administrator and is co;[m]itted to allowing him to execute Board policies on a day to day basis without interference from individual members of the Board. The County Adm~n~s~-rator serves at the pleasure of the Board of Supervisors, and Richard L. Hedrick has the full confidence and support of this Board. Vote: Unanimous POLICY STATEMENT OF THE BOARD OF SUPERVISORS Chesterfield County as a rapidly urbanizing, full-service County is entering an era which ·will demand imaginative responses by the Board of Super- visors to problems never before faced in this County. The most important challenge will be to continue to provide a multitude of services in an efficient manner without repeating many of the mistakes made by older cities. The manner of governing the County that may have worked well years' ago when the County was rural in character and offered few services may not be the model we should adopt to address the challenges we face today. It is incumbent on the Board to apply sound business management tech- niques to public government. The experience of private industry has shown that any large organization must establish an administration with well-defined operational relationships and areas of re.sponsibi]ity in order to operate effectively. The first step in reaching that goal is to define the relationship between the chief executive officer and the governing body. Chesterfield County retains the traditional C'o~r form of government which, although by statute perhaps the least defined of ail forms of County govern- ment; nevertheless, provides great flexibility to · the governing body to structure the responsibilities of. the County Administrator to meet particular local desires. The extent to which we choose to delegate a~ministrative respon- sibilities can be as broad and as flexible as is necessary to meet the changing needs of our County. Although the Board under this form of government may act as a legislative and administrative body, it is critical that we focus our energies on the legis- lative and policy-making functions while leaving the administration of the County to the County Administrator. Once those policies are in place, we should not attempt to subvert the Uniform application of those policies by interfering in the proper administration of Board-defined policies. Nor should any individual member of the Board direct the County Administrator to perform a function or take an action ~unless that member acts in concert with the full Board and in compliance with general law and County regulations. For the purpose of inquiry, we should resolve problems with the administrative services of the County solely through the County Administrator. No member of the Board should give orders either publicly or privately to any individual County employee. ~ Any County Administrator must recognize that he is' the Chief Adminis- trative officer for all the affairs of the County. It is the Chief Administrator's function to provide the Board with objective recommendations reflecting modern management concepts so that the Board will have available all the information it needs to make policy decisions. The Board is committed to allowing the County · Administrator to properly act as administrator by respecting his responsibility to make administrative decisions and to run the day to day affairs of the County without interference. Importantly., the Board of Supervisors and the County Administrator must never become competitors or adversaries so it is also the continuing duty' of the County Administrator to understand and p~y ~--~'~t~t~t POlicy decisions of the Board. -2- 002 A County Administrator is chosen by the Board because we feel that that person has the necessary executive and administrative abilities to provide· the Board with positive proposals for action~ based on sound principals of public management. Richard L. Hedrick over the last three years has demonstrated a broad range of behavioral skills that are necessary to make decisions in the give-and-take of democracy. The Board of Supervisors recommits itself to conducting the affairs of the County in the manner summarized in this statement and expresses our continued confidence in Richard L. Hedrick as County Administrator. -3- WILLIAMSBURG ACCORD PERSONAl, COMMITMENT TO IMPROVING THE EFFECTIVENESS OF Tll, E BOARD OF SUPERVISORF As individual members of the Board of Supervisors, we each recognize an individual obliffatton to act responsibly to improve the effectiveness of the Board. Although each of us is elected from a district, we were electei to govern the County as a whole and to brink special inaiKhta and experi- ences to the group decision-making process of the Boa~'d of Supervisors. The Board of Supervisors can only be effective and responsive if eaek individual member commits himself or herself to the followinff principles: EACil MEMBER OF THE BOARD SHOULD STRIVE TO ELIMINATE THI IMPACT OF SPECIAL INTERESTS THAT SEEK TO UNDERMINE TH! BOARD'S PERCEPTION OF STAFF The Board represents the County and its citizens and represents the policies and goals of the Board of Supervisors. the stal~ The staf~ is an extension of th,, Board and criticisms and complaints about the sta~' are, in effect, criticisms and complaints of the Board of Supervisorm~ When someone complains about any County employee to a Supervisor, he o~- she should either (1) have the County Administratm, investigate the matter' and report the finding~ to the Supervisor or (2) have the staff, through the County Administrator, call directly the person complaining and handle the math:r. At all times the staff win keep the Board member informed o~ the resolution of thc matter. No longer will any Board member create an adversarial environment pitt/nE II~e Board member and a citizen against th~ staff, bu~ rath,:c will in a positive way use staff to resolve problems. TI~ 00?4 County cannot fu[~ctlon effectively, if we create a situation pitting "we"- the Boa~'d member and a citizen or special interest [~oup against "they"- County employees. !1. EACH BOARD MEMBER WILL STRIVE TO MINIMIZE AND ELIMINATE THE PERCEPTION OF A NORTH/SOUTH SPLIT Board members will always be mindful of the importance of working in the interest of the WHOLE COUNTY rising above parochial interests. We must each exercise leadership in candidly cltselosing our positions on issues without attempti~g to accomplisil "hidden agendas." I11. EACit BOARD MEMtiEIt WILL STRIVE TO UPHOLD ALL FORMAL AND INFORMAl, COMMITMENTS MADE TO THE BOARD OF SUPERVIfORS OR INDIVIDUAL MEMBERS OF TIlE BOARD All the Board members pledge, as a matter of honor, to stand by any agreements or decisions reached by the Board regardless of olle's own original preference with the understanding that if any Supel*visor still has serious problems with a decision already made, he or she will come back to the Board and explai~ his or her problem and stand openly. No individual Board member is obligated to agree with decisions of the majority, however, informal commitments must be treated as moral commitments to be honored unless tile individual returns to the Board and explains his or her inability to follow that commitmel~t rather than undermining that under- standing with stl~ff or tile public. IV. EACIt BOARD MEMBER WILL AGREE TO DISAGREE WITHOUT NEGA- TiVE OR PERSONALIZED CONSEQUENCES Each of the Board members agrees to: (a) not be judgemental; (b) not air the Board's differences and disagreements in public; .eritietsms of the Board au a governing body reflect as wetl on each tndi- vidual member; (c) not personalize differences; (d) work out individual differences in private as much ae possible; and (e) mutual support and curing. relate to each other with' mutual respect with an attitude of HAR~Y O. DANIEL I JESS{~ J. MAYAS -a- 002 WILLIAMSBURG SCHOOL BOARD UNDERSTANDING JOINT MEETING OF THE BOARD OF SUPERVISORS AND SCIIOOL BOARD MINUTES August 2, 3, and 4, 1984 Supervisors in Attendance: Mr. Harry G. Daniel, Chairman Mr. G. H. Applegate, Vice Chairman Mr. R. Garland Dodd Mrs. Joan Girone Mr. Jesse J. Mayes Mr. Richard L. Hedrick County Administrator Staff in Attendance: Mr. Steve Micas, County Attorney Mrs. Pauline Mitchell, Public Info. Officer School Board Members in Attendance: Dr. George R. Partin, Chairman Mrs. Maria Keritsis, Vice Chairman Mr. Jeffrey S. Cribbs Mr. C. E. Curtis, Jr. Mrs. Dawana O. Sheppard Dr. Howard O. Sullins Superintendent Mr. Daniel called the meeting to order at the Holiday Inn 1776 in Williamsburg, Virginia at 7:30 p.m. (EDST). Dr. Partin stated the School Board was glad to participate and looked forward to a productive session. Administrative matters were discussud reg~rding the training session to be heir] Friday and Satu~day with Dr. Pak, the School Board and the Board of Supervisors. On motion of Mr. Applegg~te, seconded by Mr. Dodd, the Board recessed at 9:30 p.m. until 9:00 a.m. on August 3, 1984. Vote: Unanimous Reconvening: Mr. Daniel called the meeting to order at the Holiday Inn 1776 in Williamsburg at 9:00 a.m. (EDST). The Chairman welcomed the two Boards to the training session and expressed optimism about the value of meeting together. The Board and School Board participated in a training session to improve communications conducted by Dr. Pak from [he fuculty of Virginia Commonwealth University. On motion of Mr. D,'~I~I, .~oconded by Mr.~. Girone, tl~e Board recessed at 5:30 p.m. u~ti] 9:00 a.m. on August 4, 19B4. Vote: Unanimous Reconvening: Mr. Daniel called the meeting to ord{~r at ~;he Holiday Inn 1776 at 9:00 a.m. (EDST) . After much discussion bot~ Boards agreed on the following understandings and co,umitments: 002 , 84-,141 ROLE OF BOARD OF SUPERVISORS VIS-A-VIS THE SCHOOL BOAR~ To provide financial support to public education; To gather information related to public education and relay it to the School Board; To provide information related to finances, priorities, land-use planning, personnel, etc. to the School Board; To continue to offer support services from the General Government to the School Board, i.e. data processing; and To incorporate needs of School Board in County planning. ROLE OF SCHOOL BOARD VIS-A-VIS THE BOARD OF SUPERVISORS Manage the educational process and resources; Set school policies; Present yearly budget showing changes in direction and emphasis and change the format of presentation to the Board of Supervisors; and Present short, medium, and long range financial planning and capital improvement documents including rationale to the Board of Supervisors. TECHNIQUES TO IMPROVE COMMUNICATION BY THE BOARD OF SUPERVISORS Regularly scheduled joint meetings between Board of Supervisors and School Board will be scheduled at the beginning of each year; Board members will strive for more conununication with individual School Board members; Public statements of the Board of Supervisors will not be confrontational or adversarial, place institutional needs over short run individual needs; Encourage County administrators to co~ununicate with school administrators (e.q., attendance at County agenda meetings); Official Board of Supervisors positions will be expressed only by the chairman; No false expectations will be raised by individual Board of Supervisors members; Board of Supervisors will not impinge on SChool Board responsibility to set school policy; and In the event of an impa~:~3e, the Board of Supervisors will respect each Board's right to disagree. TECHNIQUES 'FO IMI~ROVE C{)MMUNICAT[ON lSY TIlE :;CIIOOL BOA[{D Make our:~e].ves more avai]~.l,]e so that t]~c, Board of Supervisors' issues and co~:erns can be ~iirectly expressed to the School Board before going to the public; Offer opportunities to tl~e Bo.-,rd oi~ Su[ ..: [-visors to explain the needs and issues concerning education; Work sessions on resource needs of the schools between the two boards; 4. Restructure presentation of budget/planning documents to address program and facilities needs; 5. Provide more complete documentation of required changes to the appropriated levels of funding and services; 6. Develop common agenda items and regularly hold dinner or other meetings to discuss issues; 7. Support Board of Supervisors in their responsibilities to balance educational needs within the total County budget; 8. Work to develop an open, honest,, trusting relationship; and 9. Assure Board of Supervisors concerning School Board's accountability to the public. On motion of the Board, the above listed commitments were agreed upon. Vote: Unanimous Dr. Su]lins requested that the Board of Supervisors authorize the use of $3,000,000 in frozen Literary Loan proceeds for new school projects rather than the originally anticipated purpose of repaying $3,000,000 in bond anticipation notes. The effect of changing the application of the Literary Loan proceeds will permit the School Board to issue the full $6,000,000 unissued debt remaining from the $27,000,000 School Bond issue rather than the reduced amount of $3,000,000. On motion of Mr. Dodd, seconded by Mr. Applegate, the Board agreed in concept to the use of the frozen Literary Loan proceeds for new projects rather than the repayment of bond anticipation notes subject to satisfactory completion of administrative and legal requirements. Vote: Unanimous On motion of Mr. Mayes, seconded bY Mr. Dodd, the Board adjourned at 12:15 p.m. until 7:00 p.m. on August 8, 1984. Vote: Unanimous Ric~ar'd L. H~-;¢lrick County Administrator "' tL' " ? iiarry G...'Dan'iel Chairman' 84-443 o ZONING POLICY Zoning Process, which the Board deferred from the morning session. 9.D. BOARD POLICY RELATING TO INVOLVEMENT IN ZONING PROCESS Mr. Daniel stated in January, 1984 the Board of Supervisors, realizing that there are certain responsibilities that they have in relationship to the County Administrator, adopted two written policies at their organizational meeting--one dealt with the way Board conducts business and meetings and the second with the r~lationshiR~of policy and legislation to the Board of Supervisors in carrying out policies and procedures by County Administration. He stated since then a few Board members have suggested that a draft of a written policy dealing with the zoning process be prepared. He stated he has attempted to prepare such a resolution for the Board and explained the zoning process. He stated this in no way impairs any Board member from carrying out their own elected or legislative responsibilities. He stated this resolution puts into writing the procedures that should be followed by the Board of Supervisors in dealing with zoning matters. Mr. Dodd stated he felt a Board of Supervisors' member could not serve on the Planning Commission and support this resolution. He stated he felt a Board representative no longer needs to serve on the Planning Commission. He also referred the Board to page 2, paragraph two (2) of the resolution and asked that the phrase "in any manner" be removed from the resolution, Mrs. Girone stated this policy would prevent the Board members from discussing zoning cases until after they have been heard by the Planning Commission. She stated she had very serious concerns for a policy that would put up a wall between her and the citizens she was elected to represent. She stated she felt the constitutional ~ights of the citizens to access their representatives are being abridged. She stated the proposal infringed upon the liberties of the citizens of Chesterfield and unduly hinders a government process and she would vote no on the issue. Mr. Mayes felt this would notify all, that Board members are not to make commitments prior to the zoning issue coming through the proper procedures. He stated he felt these guidelines are beneficial. Mr. Applegate stated he did not know if the process is or is not being adhered to but this paper clearly outlines the steps. He stated he did not feel this would be denying constituents their due process. Mrs. Girone stated she did not see anything about commitment in the paper as referred to by Mr. Mayes and perhaps the paper is not written all encompassing. Mr. Mayes outlined his concern and stated he felt it was covered. After further discussion, it was on motion of Mr. Mayes, seconded by Mr. Daniel, resolved that the Board adopt the following resolution: RESOLUTION OF THE BOARD OF SUPERVISORS EXPRESSING THE SENSE OF THE BOARD CONCERNING THE PROPER INVOLVEMENT OF BOARD MEMBERS IN THE ZONING PROCESS Chesterfield County, as a rapidly growing and urbanizing locality, will be experiencing increased property development to meet the expanding residential, commercial and industrial needs of its citizens. As development momentum accelerates, greater pressure will be placed on individual members of the Board of Supervisors to become involved in all aspects of the zoning process. At the same time, it is of paramount importance that the Board recognize and respect the administrative and advisory functions of' County staff and the Planning Commission in the zoning process. It is particularly critical that members of the Board of Supervisors, understanding the legislative and policy-making function of the Board, do not interfere or become 84-565 0030 involved in zoning issues until such issues are properly before the governing body. Both before and after the filing of a zoning application, ~staff members of the County Planning Department meet with developers to insure conformance with County ordinances and 3olicies. Through this process, the County staff endeavors to )romote overall zoning and planning policies adopted by the ~oard. After staff review, the Planning Commission, as an independent advisory body established pursuant to Section 15.1-437, Code of Virginia, 1950, as amended, considers the application in a public hearing, and makes a ~recommendation ~ the Board of Supervisors, based on the comments and concerns of the developer, County staff, and the public and on the overall zoning policies and practices of the County. Involvement of Board members in either of these initial phases of the zoning process tends to limit the ability of County staff to successfully negotiate and resolve developer concerns, and of the Planning Commission to make meaningful recommendations to the Board. Premature involvement can also unnecessarily create delay, uncertainty and instability in the orderly processing of applications which tends to affect public confidence in the zoning and application review process. Furthermore, involvement of Board members in a zoning case prior to a decision by the Planning Commission, is inconsistent with the clear policy statements, adopted in January, 1984, not to interfere in the administrative activities of the County administration and staff but instead to dedicate its efforts toward the formulation of general legislation and policy. Therefore, be it resolved by the Board that it shall be Board policy that no individual member of the Board shall become involved in a zoning case. until the Planning Commission has made its recommendation on the case. Prior to action by the Planning Commission, members of the Board shall not discuss the ~articulars of the zoning case with the developer nor attempt to direct the activities or decisions of County employees or Planning Commission members' concerning the outcome of the case. Members of the Board shall not direct the activities of any County staff member relating to a zoning case before the Board .except when acting as a Board consistent with general law and County regulations. Ayes: Nays-. Mr. Daniel, Mr. Applegate, Mr. Mayes and Mr. Dodd. Mrs. Girone because this policy separates the people from those elected to represent them and she would not support this resolution. Mr. Dodd stated he was not shirking his responsibility of serving on the Planning Commission and did not want it to appear he was. He stated he felt as well as others that the Board representation on the Planning Commission was no longer necessary. Mr. Daniel appointed Mr. Mayes and Mr. Dodd to serve as a committee along with the County Attorney to prepare a resolution regarding the Board's representation on the Planning Commission for action at the October 10, 1984 meeting. Mr. Daniel stated that Mr. Mayes would be the presiding officer during the zoning session per the procedures of the Board of Supervisors. 9,5. REQUESTS FOR MOBILE HOMES Mr. Dodd stated that he is in the mobile home business, although not directly related to sales. He requested anyone purchasing a mobile home from his company to make it known, in order that he could excuse himself from the meeting to prevent any conflict of interest. 84S165 In Bermuda Magisterial District, Clayton L. Ramey, requested a Mobile Home Permit to park a mobile home on property which he 84-566 0031 BRANDERMILL STATEMENT BOARD OF SUPERVISORS MINUTES February 21 and 22, 1985 Supervisors in Attendance: Mr. G. H. Applegate, Chairman Mr. 'Jesse J. Mayes, Vice Chairman Mr. Harry G. Daniel Mr. R. Garland Dodd Mrs. Joan Girone Mr. Richard L. Hedrick County Administrator Staff in Attendance: Mr. Steve Micas, County ...... ~t~orney ~Mrs. Pauline Mitchell, Dir., News/Info. Ser. Mr. Applegate called the meeting to order at 9:00 a.m. at the Brandermill Conference Center. Dr. Chung Pak conducted a two day retreat with the Board. He surveyed the Board with a questionnaire as to their feelings as to the individual effectiveness of the "Williamsburg Accord." Other issues discussed during the two day retreat were: To eliminate the impact of special interests that seek to undermine the Board's perception of staff: When an interest group calls a Board member regarding an issue, he/she informs them of the existing policy on the issue. If any more information or action is needed, refer them to the County Administrator before making any commitment. When an interest group calls the County Administrator expressing its interest in meeting with the Board he gathers as much information as possible regarding the requested meeting with the Board, informs the Board collectively of the interest's groups desire and attempts to take care of the matter within the existing policy. If it does not meet the need of the interest group the County Administrator notifies the Board. II. To minimize and eliminate the perception of a North-South split or any other perception of distrust: We need opportunities to discuss issues and resolve conflict before action is taken. Otherwise conflict will develop after the action is taken. The more we get together, share information and exchange views and opinions as a group the better we will understand each other and minimize and eliminate any perception of distrust. Each meeting should specify the objectives of the meeting and make sure necessary information is available in concise and useful manner for decision- making, if such is needed, in advance. III. To define in a clear and concise manner 1) our objeCtives and 2) how we are going to achieve them in a proactive manner: Continue to be a member of MEDC Hire Director of Economic Development Look at ABIDCO's future Complete Powhite, Route 288 and Chippenham and Laburnum Bridges 85-089 IV. Ve VI. Complete Chippenham and Parham Bridge Protect quality of life Protect disciplines with a highly educated work force Planned growth Develop goals and accomplishment for our present and future businesses and industries: Need to develop and maintain good relationships with the business and industrial sectors by meeting with them regularly~ to inform them o~ policies designed to promote the quality of life and the quality of growth in the County. Philosophy of government regarding growth and service: Each Supervisor assumes the responsibility to commu- nicate to and educate the public concerning the limit of government's capability to be "everything to everybody" and the implications of providing more services beyond the present level. Economic Development Goal - Balanced Growth By balanced growth we mean - 70% (residential) and 30% (commercial and industrial) For that - we need to resolve "road" issue. To emphasize economic development: Get the new Director of Economic Development (when he/she is hired) to develop overall program for economic development for consideration by the Board. To establish list of priorities managed by the same as opposed to crisis: Get the list of existing projects from the County Administrator, and then establish priorities and time frame for each in a work session. VII. Develop a model of equitable distribution of resources: The model takes into account economic aspects of areas which are densely populated as well as areas which are rural. Make sure each area is fairly treated. VIII. Road Priorities: A. Route 288 - $30 million Route 60 (the portion not included in the 6 year plan) - $4.3 million Route 10 (City limits to the Courthouse) - $15.5 million Chester Improvements - $5 million Ze Courthouse Road - from Route 60 to Route 360 - $17 million Fe Bridge over the railroad track and Appomattox River at Route 36 - $15 million IX. Comprehensive policy on public safety: Contribution requests to the Board from Rescue Squads should be made through the County Administrator. 85-090 County Administrator informs the Board 1) of the amount requested, 2) the reason for the request, and 3) his recommendations regarding each request. X. Medical transportation: Maintain the present policy and make it a continued part of the budget process. Board a rees to back County Administrator as functions as the Director of Civil Defense. he XI. General Plan 2000: This is a part of the list requested of the County Administrator. The projects and how they are going to be accomplished will be taken up at the March 13 work session. XII. Review of the policies: Board will review ordinances of all kinds, including zoning, apartments, signs, subdivisions, utilities, housing and others, update those which are needed and implement them in the interest of consistency and continuity. On motion of Mr. Dodd, seconded by Mr. Mayes, the Board adjourned at 3:45 p.m. on February 22, 1985 until 9:00 a.m. on February 27, 1985. Vote: Unanimous Richard L. Hedrick County Administrator Chairman 85-091 BOARD TRAVEL AND DISTRICT EXPENDITURE POLICY Each Board member may incur travel or conference expenses related to County business in the 1987 calendar year in an amount not greater than 1/5 of the amount budgeted for the Board of Supervisors; provided, however that travel or conference expenses for each Board member may exceed such amount if approved in advance by the Board of Supervisors. All other requirements of the County's "Travel Policy" shall apply to the members of the Board of Supervisors in accordance with the terms of that policy. No expenditure of public funds shall be incurred for events, meetings, tours, forums or other similar gatherings within individual districts unless all Board members are invited and such gatherings are open to the public and are for a public purpose or unless such gathering and expenditure is approved in advance by the Board of Supervisors and such expenditure is for a public rather than individual purpose. CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: January 14, 1987 ITEM NUMBER; SUBJECT: Request to Add Bishop Ireton Knights of Columbus' and Manchester High School Athletic Association's Requests for Bingo/Raffle Permits to Agenda COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION' The Bishop Ireton Knights of Columbus applied for a 1987 bingo/raffle permit on January 12, 1987 and requested that the Board consider their application at its January 14th meeting in order to avoid cancellation of their regular Wednesday night and Sunday afternoon bingo games. This Office has reviewed the request and .determined that the applicant meets all statutory requirements. However, the Board should be aware that the Knights, which have held a bingo permit for over 10 years in Chesterfield, operated several games this month even though they had not applied for or obtained a permit. The Knights have indicated that a change in officers occurred at the end of 1986 and the new officers were unaware of the need to renew the previous permit, even though the County's Internal Audit Depart- ment, by letter dated September 15, 1986 reminded each organiza- tion with a 1986 permit of the need to renew its permit for 1987 prior to December 31, 1986. ATTACHMENTS: YES [] NO ~ (Continued) PREPARED BY: . Steven L. ~-[iu~ County Attorney SIGNATURE COUNTY ADMINISTRATOR Agenda Item January 14, 1987 Page 2 The Manchester High School Athletic Association, which has held a bingo permit for many years, applied for their 1987 bingo/raffle permit on January 14, 1987 and requested the Board to consider their application at this meeting. The Athletic Association indicated that they mistakenly believed that the paperwork returned to Internal Audit with their financial report contained their application for a 1987 permit. Accordingly, they have conducted bingo operations this month although no permit has been approved. This Office has reviewed the request and de- termined that the applicant meets all statutory requirements. CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: SUBJECT: January 14, 1987 ITEM NUMBER: Requests for Bingo/Raffle Permits 13.D.2. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OFINFORMATION: The County Attorney's Office has reviewed the following applications for bingo/raffle permits and has determined that the applications meet all statutory requirements: Organization St. Augustine Church Matoaca High School Athletic Boosters Club A1 Bartraw Jr., Chapter 50, Disabled American Veterans Clover Hill Keynotes Briarwood of Richmond Aquatic Club Midlothian H.S. Band Boosters Type Year Bingo 1987 Bingo & Raffle 1987 Bingo 1987 Bingo & Raffle 1987 Manchester H.S. Music ATTACHMENTS: YES [] NO ~ Bingo 1987 Raffle 1987 Boosters Bingo & ~af~le 19_87 \~e~fr~ 'L. ~M~s Senior Assistant County Attorney SIGNATURE: C (~'OI~TV ADM'i NISTRATOR Olo4 APPLICATION FOR A PERMIT TO CONDUCT BINGO GAMES OR RAFFLES The undersigned applicant, pursuant to Section 18.2-340.1, et~ seqL of the Code of Virqinia, 1950, as amended, requests the Board of Supervisors of Chesterfield County to issue a permit to conduct bingo games_____~ raffles____, or both V/, duping the /~? calendar year. This appLication ie for a new or renewal ~' permit. In support of this application, the applicant offers the following information under oath: B. Address of organization's headquarters, C. Address where all records of receipts and disbursements are permanently filed: D. Name and address of owner of the property described in C above: ~0/ 5 Em Address or addresses where bingo games will be held or raffle drawings conducted: NOTE: THIS PERMIT IS VALID ONLY AT THE ABOVE LOCATION. F. Dates or days of week and times of day when b~ngo games or raffles will be held at above address or addresses: .,~U/q. DP,-U - I~-m llA/eO~c~/~q 7~-? · G. Time patrons are admitted and sales begin: ~O~D~ ' /~M~ --- ~~D~y -- ~ O~ A. Date when omanization was founded: ~Cr'. iq[~ ' B. Has your organization been in existence and met regularly in Chesterfield County for two years immediately prior to making this application? Yes p/' No . C. Is your organization currently and has your organization always been operated in the past as a non- profit organization? Yes ~/~ No ~. D. Internal Revenue Code section under which tax-exempt status was granted (if applicable): N,A. E. Organization's Taxpayer Identification Number: ~'~/-~)(~/~ ~/~) F. State the specific type and purpose of your organization: ~ ,~ ~ ~.~MP__..'II 3. If this application is for renewal cf a permit~ answer A and B below. A. Were financial reports filed on time and in compliance with applicable legal requirements? Yes (/ No . B. Gross receipts from all sources related to the operation of bingo games or inatant bingo by calender quarter for the 12 month period immediately prior to the date of this application: Sec reta ry: Treasurer: 1st quarter 10:~,]..~/~. 4th quarter ~ Officers of Organization: President: ~_)Og ~J Vice President: ~.~ End quarter~_~ 3rd Quarter Address Member authorized within the organization or raffles: Name:-~.~j~/ /~-~/~-~ · ~. Home Telephone Number ~. BuSiness Telephone, Number: 7f -? 75 · Do you, each officer, director and m~mbar of the o~anization fully understand each of the following: It is a violation of law to enter into a contract with any person, fi~, association~ organization (other than another qualified organization pursuant to Section 18.2-3~.13 of the Code of Virginie], partnership or corporation of any classification whatsoever, for the purpose of organiz- ing, managing or conducting bingo games or raffles? Th. o~niza~on mu~ mnintnin ~nd Fi ln ~i~h ~la~ Oounty Znt~rnnl Aud~ D~pnr~m.n~ compL~ reoord~ ln~ .nd ~hnt nuoh r~cord~ nr~ ~ubj.c~ ~o audi~ by th. ~oun~y In~nrnal Audit Y.s .,,~ No__. Th. orgnn~zn~on mu~ remi~ nn ~udi~ F.. oF 1~ oF gro~n r.cnip~s ~i~h the ~unl F~nancinl no~ la~.~ ~hnn November 1 unl~lgronn r~c~p~n nrn l~ than ~.000~ Y~ ~ No Th. o~nn~zn~ion mu~ ~urninh ~ compl.t~ 11~ o~ i~n m~b~r~h~p upon ~h. In~rnnl Audi~ D~pnr~m~n~ or o~h~r d~ignn~d repr~entn~ve oF thn Bonrd oF Y.n ~ No Any organization found in violat permit is subject to having such member or employee of such orgar 8 of Title 18.2 of the Code of V E8 Has your organization attached to thi= A. to be re.~ponsible for conducting and operation of bingo games ion of Section 18.2-340.10 of the Code of Virginia authorizing this permit revoked and any organization or person, shareholder, agent, ization who violated Section 18.2-340.10 or Article 1.1 of Chapter rginia may be guilty of a felony? Yes f No . application each of the following? A copy of the organization's charter, articles of incorporation, bylaws, and other legal documents which describe the specific put; ~ses for which the organization is chartered or organized? Yes A copy of a resolution of the organization's board of directors authorizing the undersigned to apply for this permit? Yes A check in the amount of $25.00 Yes / No . D. Additional pages where necessary Have you and each officer of your org~ on behalf of the organization to compl I hereby swear or affirm under the pe~ Vi~inia, that all the above question are true to the best of my knowledge, WITN~ thp~following signatures and Signa~u rd~f Ap p~ i c~"n t ~dress STATE OF VIRGINIA COUNTY OF CHESTERFIELD payable to Traasurer, Chesterfield County as an application fee? to fully complete this application? Yes__ No ~. nization read the attached permit and do you and each of you agree y with each of the conditions therein? Yes ~ No . mlties of perjury.as set forth in Section 18.2-434 of the Code of have been completely answered and that all the statements herein nformation and beliefs. eals: - .'o ery uLlic hand this /~. day of ~'i My Commission Expires: I, C~f~ ~OP.P~ , a N,,tary Public in and for the County and State aforesaid, do hereby ~ ~ertif¥ ~at ~. /~ ~/~/~/ ~ in his capacity as ~~ ~IC]~ F~ d~:~.J ~q organizagion and ,hos~ ,ams i~ sig,edl ~o th, foregoing appeared before me th~ d~ ~d ackn~Ledged~ subscribed and swore t~e same before me in the jurisdiction aforesaid. Given under my BISHOP PETER L. IRETON CENTER P.O. Box 13007 Richmond, Virginia 23225 January 12, 1987 The following resolution was passed at the Bishop Ireton Council #6189 monthly business meeting on January 11, 1987: Whereas Bishop Ireton Council #6189 has for years promoted and participated in many forms of charity, and Whereas bingo in the State of Virginia is permitted only for the benefit of charity. Therefore, be it resolved that Bishop Ireton Council #6189 is to apply for a renewal of its permit to conduct Bingo in the County of Chesterfield in the 1987 calendar year, and bingo chairman, Larry Floyd is authorized to sign all necessary documents to accomplish this permit. /rLi s'cee B.R.A.. C. I~ Aquatic Club Board of Supervisors Chesterfield County Chesterfield, Virginia 23832 November 30, 1986 Gentlemen; Please accept the attached as a formal request for BRAC, Inc. to operate a Bingo Game in Chesterfield County during 1987. We certainly hope that you view this request favorable. If you need any additional information or clarifica- tion concerning this application; please get in touch wiZh me at the phone and address below: Mac D. Campbell 1933 Early Settlers Road Richmond, Virginia 23235 Phones: Home 804/323-0660 Work 804/741-9002 BRAC, Inc. hopes to start Bingo the first of January 1987. Please inform us of your decision as soon as possible. Sincerely yours~ Mac D. Campbell,President BRAC, Inc. E O. Box 2996 ~chmond,~rginia 23235 (804) 79~6880 APPLICATION FOR A PERMIT TO CONDUCT BINGO GAMES OR RAFFLES The undersigned applicant, pursuant to Section 18.2-340.1, et. seQ. of the Code of Virq~n~a, 1950, as amended, requests the Board of Supervisors of Chesterfield County to issue a permit to conduct bingo games X.., raffles , or both during the 1987 calendar year. This application is for a new X or renewal permit. In support of this application, the applicant offers the following information under oath: 1. A. Proper name of organization: BRACt Incorporated . B. Address of organization's headquarters: P.O,Box 35196; Richraondt Virqinia 23235 . c. Address where all records of receipts and disbursements are permanently filed: 11621 Robious Road; P.O.Box 35196; Richmond, Virginia 23235 . D. Name and address"of owner of the property described in C above: Briarwood Wellness and Fitness Center; 11621 Robious Road; P.O.Box 35196; Richmondw Va.23235 E.- Address or addresses where bingo games will be held or raffle drawings conducted: Greenfield Community Association, Inc.; Woodmont Road;RichmondwVa2~235 NOTE: THIS PERMIT IS VALID ONLY AT THE ABOVE LOCATION. F. Dates or days of week and times of day when bingo games or raffles will be held at above address or addresses: Wednesday of each week - 7:30 P.M. . G. Time patrons are admitted and sales begin: Patrons admitted at 6:45P.M. ;Game beqir;s 7:30 P.M. 2. A. Dot. when organization was founded: March 1980 as RMAC,Tnc; asBRAC,Inc.June 1985 B. Has your organization been in existence and met regularly in Chesterfield County for two years immediately prior to making this application? Yes X No__. Is your organization currently and has your organization always been operated in the past as a non- profit organization? Yes ~ No D. Internal Revenue Code section under which tax-exempt status was granted (if applicable]'~O1 E. Organization's Taxpayer Identification Number: ~4-1326~.D4 · F. State the specific type and purpose of your organization: A ;tnnprnfi, ~.nr.nnr~flnn nr~n~.~.d ~xclusively for charitable, ecl,cations1 and scientific. ?,rpn.~..~: inn]~rtin~ th~. purpose of providing swimmers the oppnrhmity far Gnmp~.titlu~..~mm~.r.~ th~. opportunity for competitive sm~immin~ for amat~.~r ath~.l~.t~..~ by d~.u~.ln~ing thc. ir interests and their abilities. 3. If this application is for renewal of a permit, answer A and B below. A. Were financial reports filed on time and in compliance with applicable legal requirements? Yes No . B. Gross receipts, from all sources related to the operation of bingo games or instant bingo by calendar quarter for the 12 month period immediately prior to the date of this application: 2nd quarter 3rd Quarter 1st quarter 4th quarter Officers of Organization: Address President: //~ Z ~. J~Zt~// . //~.~ ~Z~,._~///~/~.f ~ Vice'PreSident: ~~J .~0~ '~ ,~~ 5. Member authorized within the organiz~ or raffles: Name: Gene C. Hutcherso~ Adc Home Telephone Number794--634~ Bu[ 6. Do you, each officer, director and m[ A. It is a violation of law to eot (other than another qualified Vi~.qinia), partnership or corps ing, managing or conducting bing Yes X No . S. The oi~sniza~ion must m~intai.~ ~ of receipts and disbursements p law, and that such records are Yes X No . C. The organization must remit an not late~ than November I unles D. The organization must furnish . Internal Audit Department or ot~ Yes X No . E. Any organization found in viola permit is subject to having suc~ member or employee of such orga 8 of Title 18.2 of the Code of 7. Has your organization attached to thi A. A copy of the organization's ch which describe the specific pur~ Yes ~ No . B. A copy of a resolution of th~ apply for this permit? Yes X C. A check in the amount of $25.0 Yes X No . D. Additional pages where necessar 8. Have you and each officer of your o on behalf of the organization to com 9. I hereby swear or affirm under the Virginia, that all the above questio are true to the best of my knowledge, ~tion to be resiponsible for conducting and operaticn of bingo games ress: 13721 Hailsham Road; Midlothian, Va. 23tj3 iness Telephone Number: 804 / 644--2631 . mber of the organization fully understand each of the following: er into a contract with any person, firm, association, organization organization pursuant to Section 18.2-340.13 of the Code of 'ation of any classification whatsoever, for the purpose of organiz- o games or raffles? i.a ........ ~'o "~+~ .h the ~ouoty Inter,al. Audit Department complete, records ~rtaining to bingo games and raffles as required by State and County ubject to audit by the County Internal Audit Department? ~udit fee of 1% cf gross receipts with the Annual Financial Report gross receipts are less than $2,0007 Yes ~ Nc__. complete List; of its membership upon the request of the County er designated representative of the Board of Supervisors? ;ion of Section 18.2-340.10 of the Code of Virginia authorizing this permit revoked and any organization or person, shareholder, agent, ~izatisn who violated Section 18.2-340.10 or Article 1.1 of Chapter irginia may be guilty of a felony? Yes ~ No__. s application each of the following? ~rter, articles of incorporation, bylaws, and other legal documents oses for which the organization is chartered or organized? organization's board of directors authorizing the undersigned to No · payable to Treasurer, Chesterfield County as an application fee? STATE OF VIRGINIA o COUNTY OF ~ to fully complete this application? Yes ~ No__. ~nization read the attached permit end do you and each of you agree ly with each of the conditions therein? Yes ~2 No . ~nalties of perjury.as set forth in Section 18.2-434 of the Code of ns have been completely answered and that all the statements herein information and beliefs. ~etary Public in and for the County and State aforesaid, do hereby certify that~&~_~o~,~) C~r~I:~LL~. · in his capacity organization and who~e name is signed to the foregoing appeared before me this day and acknowledged, subscribed and swore ~the same before me in the jurisdiction aforesaid. Given under my hand this ',~ day of~~ 19~. Notary Public BRAC, INC. ARTICLES OF INCORPORATION The undersigned do hereby associate to form a non,stock corporation under the provision of Chapter 2 of Title 13.1 of the Code of Virginia (1950), as amended, and to that end set forth the following: ARTICLE I The name of the Corporation is BkAC, Ibc. ARTICLE II The Corporation is organized exclusively {or ckaritable, educational and scientific purposes, including the purposes of providing swimmers the opportunity for competitxve swimming for amateur athletes by deSeloping tkeir interests and their abilities; to this end the Corporation shall have all power not required to be specifically stated herein,' tkat are granted non-stock corporations by Virginia law. ARTICLE III The Corporation shall have one class of members. A person shall qualify to become a member of the Corporation by applying to the Corporation on a form to be prescribed by the Corporation's Board of Directors and by receiving the approval of a majority of the Board of Directors. Each member of the Corporation shall have one vote. ARTICLE IV No part of the net earnings of the Corporation shall inur~ to thebenefit of any director, officer or empleyee of the Corporation, or any private imdividual, exce~.t that reasonable compensation may be paid for services rendered to or for the Corporation affecting one or more of its p~lrposes. Upon dissolution of the Corporation, the Board of Directors shall after paying or making provision for the payment of all of the liabilities of the Corporation, diRpose of all of the assets of the Corporation exclusively for the purposes of the Corporation in such manner, or to such organization or organizations organized and operated exclusively for charitable, educatiohal, or scientific purposes as at the time shall qualify as an exempt organization or organi- zations under section 501(c) (3) of the Internal Revenue Code of~ 1954 (or the corresponding provision of any future United, iStates Internal Revenue Law.), as the Board of Directors shall determine. Any such assets not so disposed of shall be disposed of by the Circuit Court of the County of Chesterfield, Virginia exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes. ARTICLE V The Corporation shall nQt be operated for a profit; no salary shall be paid to and no part of the net earnings of the C0'~Foration shall inure to the benefit of any individual or member of the Corporation. All monies of the Corporation shall be remitted to the TreaSurer, who shall deposit them in the Corporation's bank account along with any other funds of the Corporation. Funds may be expanded only for the pur- poses.of the Corporation as stated in Article II and only with the approval of two members of'the Board of Directors. All checks drawn on the Corporation's bank account must be signed by the Treasurer or the President of the Corporation. ARTICLE VI The initial registered office shall be located at 11621 Robious Road, M~dlothian, Virginia 23113, which has a post office address of P. O. Box 2996, Richmond, Virginia 23235. The initial registered agent shall be Doug Fonder, whose address is the same as the address of the initial registered office, who is a resident of Virginia and is a director of the Corporation. The initial registered office is located in Chesterfield County, Virginia. ARTICLE VII The number of directors constituting the initial Board of Directors shall be eight. They are: Name Grace Broaddus Residence Address 9401 Fernleigh Drive Richmond, Virginia 23235 McCoy Campbell 1933 Early Settlers Road Richmond, Virginia 23235 Doug Fonder 2342 Wrens Nest Road Richmond, Virginia 23235 Nancy Giesler Louise D. Hartz Robert Schreck John Van de Walle David Zima - 3 - 913 Castle Hollow Road Midlothian, Virginia 23113 8911 River Road Richmond, Virginia 23229 2400 Chancellor Road Richmond, Virginia 23235 3016 Williamswood Road Richmond, Virginia 23235 9350 Southpor~ Drive Richmond, Virginia 23235 The number of directors of the Corporation may be changed by the By-Laws of the Corporation. Dated_ , 1985. BRAC v INC. B Y - LAWS ARTICLE I Members Any person having an interest in amateur swimming may establish ~embership in the Corporation by applying for membership on a form to be supplied by the Corporation and by meeting any other requirements then established by the Board of Directors of the Corporation. A husband and wife may each become a member of the Corporation. ARTICLE II Meetings Section I Annual Meeting The annual meeting of the members of the Corporation shall be held on the last Wednesday in May in each year. Section II Meetings Ail meetings of the members shall be held at the time and place stated in the notice of the meeting. Meetings of the members shall be held whenever'~a~led by the President, by a majority of the Directors or by at least 10 members of the Corporation. Written notice stating the place, day and time of the meeting and the purpose or purposes for which it is called~shall be given not less than 7 days before the day of the meeting, either personally, by mail or by placing the notice in a box provided for each member. Section III Quorum Twenty percent of the members shall constitute a quorum. Less than a quorum may adjourn the meeting to a fixed time and place, no further notice of any adjourned meeting being required. Each member shall be entitled to one vote in person. ARTICLE III Board of Directors Section I The affairs of the Corporation shall be managed by a Board Of eight Directors each of whom shall be a member of the Corporation. The immediate Past President of the Corporation shall serve as an ex-officio member of the Board. The owner of the Briarwood Wellness and Fitness Center shall have the right .................. - ,, I~ IIIIII II II IIIIIII · -- 2 -- TO appoint 1 member of the Board of Directors who shall serve at the pleasure of the owner. The other 7 Directors shall be elected by the members of the Corporation at the annual meeting. Each Director elected by the members of the Corporation shall serve a 2 year term in staggered year terms. Section II Vacancy Any vacancy arising among the Directors elected by the members of the Corporation may be filled by the re- maining Directors unless sooner filled by the members in meet- ing. A majority of the Directors shall constitute a quorum. Less than a quorum may adjourn the meeting to a fixed time and place, no further notice of any adjourned meeting being re- quired. Section III Meetings Meetings of the Board of Directors shall be held at times fixed by resolution of the Board or upon the call of the President or at least three members of the Board. Notice of any meeting shall be given at least three days before the meeting, personally or by telephoning notice to the Directors. Meetings may be held without notice if all of the Directors are present or those not present waive notice before or after the meeting. ARTICLE IV Officers Section I The officers of the Corporation shall be the President, Vice-President, Secretary, Treasurer. The President and Vice-President must be chosen from the member- ship of the .Board of Directors. The Secretary and Treasurer must be members of the Corporation. Section II The term of office shall be 1 year. Section III U~cancies - Any vacancy in any office may be filled by the Board of Directors for the unexpired term. Section IV Duties of the Officers - The officers of the Corporation sh~ll h~ve duties as generally pertains to their respective offices as well as such powers and duties as from time to time may be delegated to them by the Board of Directors. - 3 - ARTICLE V Committees Section I Executive omm~ttee - The Executive Committee shall C ' consist of the 'President, Vibe-President, Secretary, Treasurer and one or two of the members of the Board of Directors so that there will be 5 Board voting members in this committee. Section II Nominating Committee - A nominating committee of five (5) sh~ll be elected from the membership at the fall meeting. ARTICLE VI The seal of the Corporation shall bear the words "BRAC~ Inc." ARTICLE VIII Amendment of By-Laws By-Laws may be made, altered or repealed at any meeting of the members or of the Board of Directors, except as the members may prescribe that any By-Law made by them shall not be altered, amended or repealed by the Directors. STATE CORPORATION'COMMiSSION October 25, 1985 BRAC, Inc. The special meeting of ~he BRSC~ Inc. board of dipec~or~ was called ~co order by Presiden~ ~c:Coy Campbell 8 mo~ion carried au~hopizi~ ~Coy Campbell Chesterfield Coun~ for a bin~o~paffl~ There being nofup~her business~ ~he meeting stood adjourned. Respectful ly submitted, Geace Beoaddus Secretary Departn,sq~ of the Treasury intern~l ReYe~ue Service BRAC, ~ i:!C, r~ ! CHMO~'~ ~ If you Inquire about your account, p=ease refer to this ,r~umber or attach a copy of th[~ notice. VA 23235: Date of 'fhis Notice Employer ~dentif!catlon Number NOTicE OF NEW F. MPLOYER IDENTIFICATION NUMBER ASSIGNED Thank you for your Form SS-4, Application for Employer Identification Numbe,.. The number as- signeH to ~'ou is shown above. This number will be used to identify your bus;ness account and related tax returns ~nd document~, even if you do not have employees. Plecse keep a copy of this number in your permanent records. Use this number and your name, ex- actly as shown above, on all .Federal tax forms that require this information, and refer to the number on all tax pa~,'mn.?;: ~nd tax-related correspondence or documents. ~ y:)ur business is a partnership which must obtain prior approval fo~ its tax y~,', the tax year you en~.e;'r,,~ in BIo.:~ 3 ct ;,our Form SS-4 does not establish a t.~x year. For guidance in determining if you m,.'s~, request prio" approval and the method of doing so, s~e IRS Publication 538, Accounting ~eriods and Mc. thods, awu!;: blt. at most IRS offices. Please note tha~ the assignment of this number does not grant tax-exemr~t status to nonprofit organi- z;;tio:~s. For datait$ on how tn apply for this exemption, s¢~ '!RS P~Jhliention 557 Tax-Exemp Stahm for ', o,.jr Organiz'.a.'tu-m, available at most IRS offices~ Fo'r Exempt Organizations, please see the message on the reverse side. Thank You for your cooperation. Form ,~372 (Bsv. 1-85) APPLICATION FOR A PERMIT TO CONDUCT BINGO GAMES OR RAFFLES The undersigned applicant, pursuant to Section 18.2-340.1, .et. sen. of the Code of Virainia, 1950, as amended, requests the Board of Supervisors of Chesterfield County to issue a permit to conduct bingo games , raffles , or both_~ during the ~7. calendar year. This application is for a new. or renewal.~ permit. In support of this application, the applicant offers the following information under oath: Address where all records of receipts and disbursements are permanently fi led: 0. Name and address of owner of the property described in C above: 211 E. -Address or ~ddresses where bingo games will be held or raffle drawings conducted: NOTE: THIS PERMIT IS VALID ONLY AT THE ABOVE LOCATION. F. Dates or days of week and times of day when bingo games or raffles will be held at above address or addresses: E~x 'i'~6~ . G. Time patrons are admitted and sales begin: g'. I~ pM . · A, Date when organization was founded: l elg~ . Has your organization been in existence and met regularly/ in Chesterfield County for two years immediately prior to making this application? Yes ~No . C. Is your organization currentl~and has your organization always been operated in the past as a non- profit organization? Yes ~No ' . D. Internal Revenue Code section under which tax-exempt status was granted {if applicable): 44 E. Organization's Taxpayer Identification Number: ~ ~L .~ ~ ~~ F. State the specific type and purpose of your organization: ~ ~-~(~.rw ~.. ~.~L ~.~¥~f- 4m 3. If this application is for renewal of a permit, answer A and B below. A. Were fin~bial reports filed on time and in compliance with applicable legal requirements? Yes .~..~ No . Gross receipts, from all sources related to the operation of bingo games or instant bingo by calendar quarter for the lP month period immediately prior to the date of this application:~llO~O~",~.~l~-- 1st quarter~'~, ~)~ 2nd quarter '2~ ~"]9 3rd Quarter .~?/~/~ 4th quarter ,~?i,..~ ~' ,/~~ · ~.~_.~/~..,..~-~ Officers of Organization: President: ~-~t~1~ ~~-~¥ Vice 'President: ~..~1~-~ Secretary: ~,'~0' [ Treasurer: 5e 7w Member authorized within the organiza~icn or raffles: Name: ~ . Addr ~ss-' Home Telephone Number 7~-t~4g~. Busi ~ess Do you, each officer, director and mem A. to be responsible for conducting and operation of bingo games Telephone Number: ~/-- · Bm De her of the organization fully understand each of the following: It is a violation of law to enter into a contract with any person, firm, association, organization (other than another qualified organization pursuant to Section 18.2-340.13 of the Code of VirRinia), partnership or corporl~tion of any classification whatsoever, for the purpose of organiz- ing, managing or conducting binge games or raffles? Yes V/ No ..... The organization must maintain a'ld file with the County Internal Audit Department complete records of receipts and disbursements pertaining to bingO games and raffles as required by State and County law, and pat'such records are s[bject to audit by the County Internal Audit Department? Yes v/No · I The organization must remit an audit fee of 1% of gross receipts with the Ann~l~l Financial Report not late~ than November I unlesslgross receipts are less than $2,0007 Yes i~Ns . The organization must furnish a. complete list of its membership upon the request of the County Internal/A~dit Department or oth~r~ designated representative of the Board of Supervisors? Yes \v/No · / Any organization found in violation of Section 18.2-340.10 of the Code of VirRinia authorizing this permit is subject to having such permit revoked and any organization or person, shareholder, agent, member or employee of such orgar 8 of Title 18.2 of the Code of V Has your organization attached to thi A. A copy of the organization's ch$ which des/ibm the specific purp Yes ~/No . B. A copy of a resolution of the apply for this permit? Yes ~/ C. A check/i/n the amount of $25.0( Yes ~/ No zaticn who vic~lated Section 18.2-340.10 o~/Article 1.1 of Chapter rRinia may be guilty of a felony? Yes V~ No . application each of the following? rter, articles of incorporation, bylaws, and other legal documents ~ses for which 1;he organization is chartered or organized? N~o anization's board of directors authorizing the undersigned to payable to Treasurer, Chesterfield County as an application fee? Additional pages where necessar~ to fully complete this application? Yes Have you and each officer of your erg on behalf of the organization to com anization read the attached permit and do you. a~d/each of you agree ly with each of the conditions therein? Yes t~-Ne . 9. I hereby swear or affirm under the Vir.qinia, that all the above questio are true to the best of my knowledge, WITNESS tb~ following s~gn4res sndiseals: Sign u? af plic ~dress ~nalt'ies of perjury.as set forth in Section 18.2-434 of the Code of ~s have been completely answered and that all the statements herein information and beliefs. STATE OF VIRGINIA COUNTY OF CHESTERFIELD I, ~ ~ , a Notary Public in and for the County and State aforesaid, do hereby certify that ~'~ -~OJ~J~(~ in his capacity as~OY~~of ,~TLr~v~- organization and whm~e name is signed to the foregoing appeared before me this day and acknowledged, subscribed and swore Ithe same before me in the jurisdiction aforesaid. Given under my hand this t~'~day of _.~;71J~,V~. , 19 My Commission Expires: ~~-~'~Nota ry Public Manchester Athletic Association January 14, 1987 Chesterfield County Administrator Chesterfield County Attorney Chesterfield County-Virginia Dear Sirs: The Manchester High School Athletic Association at its regular monthly meeting on October 16, 1986, approved by majority vote the continuing of a Tuesday night Bingo/Raffle game at Manchester High School as the sole "fund- raiser" operation for the MHS Athletic Association. At the same meeting, Mr. Cliff Johnson, Assistant Principal at Manchester High School and Faculty Adviser/Board Member for the MHS Athletic Association, was authorized to apply for a renewal permit to operate the above stated Bingo/Raffle operation. Respectfully submitted, Cathy Monday Treasurer MHS Athletic Association Revised June 17, 1982 CONSTITUTION AND BY-LAWS OF THE MANCHESTER ATHLETIC ASSOCIATION Incorporated - April 29, 1952 Section 1: Section 2: Section 1: Section 2: Section 3: Section 4: Section 5: Section 6: Section 7: Section 8: Article I - TITLE AND OBJECT (Title) This Association shall be called the Manchester Athletic Association of Chesterfield County, Virginia. (Object) (a) To improve athletic facilities of Manchester High School. (b) To promote interest and support of the inter-scholastic sports of Manchester High School. (c) To promote and foster a spirit of good sportsmanship and friendly relationship in all inter-scholastic sports. Article II - ORGANIZATION The organization of the Association shall consist of Executive Committee Members, Active Members and Honorary Members. The Executive Members shall consist of President, Immediate Past President, 1st Vice-President, 2nd Vice-President, Secretary, Corresponding Secretary, and Treasurer. The membership shall consist of any adult, or student of Manchester High School of good reputation who contributes service, attends meetings, and pays dues. Honorary Members shall consist of persons deemed worthy of special recognition. Honorary Members shall have free lifetime membership with all Association privileges. There shall be an Executive Committee composed of the President, Immediate Past President, 1st Vice-President, 2nd Vice-President, Secretary, Corresponding Secretary, Treasurer, and two members elected at large from the membership of the Association. The Executive Committee shall have the power to authorize the expenditure of a sum not to exceed $500.00 of the fiscal assets of the Association as certified at the time of authorization by the Treasurer. The President of the Association shall the power to authorize the expenditure of a sum not to exceed $100o00 of the fiscal assets of the Association as certified at the time of the authorization by the Treasurer. The name of any elected officer of the Association who shall fail to pay dues for any fiscal year of his term shall be reported by the Treasurer to the Association at a regular meeting. The membership shall elect a member to fill the unexpired term of the officer or officers in default of dues. At a regular meeting, the membership shall elect a member to fill the unexpired term of an officer who fails to attend three (3) consecutive meetings. Section 1: Section 2: Section 3: Section 4: Section 1: Section 2: Article III - OFFICERS The Executive members of the Association shall be President, Immediate Past President, let Vice-President, 2nd Vice-President, Secretary, Corresponding Secretary, and Treasurer. Each year at the regular August meeting, officers shall be elected by a majority of the members present and shall hold office for one year from October let that year until September 30th of the following year. These officers may succeed themselves twice in the same office for a total not to exceed three (3) terms. There may be appointed by the presiding officer such committees as may be deemed necessary for the transaction of business. The nominating committee shall be elected from the floor at the regular July meeting. In the event that no nominations are made, the presiding officer will appoint a nominating committee. In case of death, resignation, or removal of an officer, an election shall be held at the first regular meeting thereafter to fill the unexpired term. Should a member withdraw from the Association for any reason he shall immediately turn in to the President all property of the Association in his possession. Removal of Officers (a) Charges of malfeasance, misfeasance, or other misconduct by an elected officer of the Association while in the performance of his duties as an officer or as a member of the Association may be filed in writing with the President of the Association, or if the President be so charged, with the First Vice-President. These charges must detail the alleged misconduct of the officer. (b) These charges will be read to the membership at the next regular meeting of the Association. A copy of the charges as read will be transmitted to the officer so charged by certified mail within ten (10) days following the meeting at which they are read. (c) At the next regular meeting of the Association following the reading of the charges, the charges will be read anew to the member- ship with any member of the Association or any citizen designated by the charged officer having an opportunity to respond to the charges. (d) Following the re-reading of the charges and response as detailed in item (c) of Section 4, of Article III of these By-Laws a motion may be made by a member to remove the officer from office. Upon a proper seconding motion, the question, without further discussion, will be put to the membership. An affirmative vote of seventy-five percent of those voting is required for approval of the motion to remove. (e) The officer, if removed, will retain his membership in the Association. (a) (b) ARTICLE IV - MEETINGS A quorum for transacting business shall be nine (9) members. There shall be twelve (12) regular monthly meetings of the Association in each year on such dates as may be decided by a majority vote of the members present. A special meeting may be called at any time by the President or by any five members on application to the President. Section 3: Section 1: Section 2: Section 3: Section 4: Section 1: Section 1: The time of the regular meetings shall be 8:00 P.M. Notice of all meetings shall be given each member of the Association either verball~ or written, well in advance of a meeting. ~ ARTICLE V - DUES Dues shall be t%9 dollars ($2.00) per year for each adult member and one dollar ($1.00) for each Manchester High School student member payable by October 1. Dues shall accompany verbal or written application for membership. Members shall be notified in writing that dues are payable within thirty (30) days of the beginning of the fiscal year. Any member who refuses or neglects to pay dues within thirty (30) days after formal notification shall thereby automatically forfeit their membership. An application for membership shall not be processed until the prospective member pays dues for the current year. The yearly membership dues shall be used to defray the expenses of the Association and to carry out the program and object of the Association. ARTICLE VI - ROLL CALL At the request of any individual member, a call of the membership roll shall be conducted by the Recording Secretary. ARTICLE VII - CHANGES TO CONSTITUTION AND BY-LAWS All proposed alterations, amendments and/or additions to the Constitution and By-Laws shall be submitted in writing at a regular meeting. The proposed alteration, amendment and/or addition shall be referred to a special committee for a report at the next regular meeting. The affirmative vote of 3/4 of the members present shall be required to adopt the proposed alteration, amendments or additions. APPLICATION' FOR A PERMIT TO CONDUCT BINGO GAMES OR R~FLES The undersigned applicant, pursuant to Section 18.2-340,1, et, seq, of the Code Qf VirRinia~ 1950, as amended, requests the~/B°ard of Supervisors~.~of Chesterfield County to issue a permit to conduct bingo games~ raffles , or bath.~ during the /'~'/ calendar year, This application is for a new or renewal~?~ permit, In support of this application, the applicant offers the following information under oath: g. Addresa of organization's headquarters: /~d~¢~_~ ~.~..(.., ~-'T_f~.-~_7_ Address where all records of receipts and disbursements are permanently fi led: Nam~.~nd ~dd~ess'~f own_~_er'o.~ the property described~n C abe, e: E, -Address or ~ddresses where bingo games will be held or raffle drawings conducted: NOTE: THIS PERMIT IS VALID ONLY AT THE ABOVE LOCATION, 2. A. Date when organization was founded: Dates or days of week and times of day when bingo games or raffles will be held at above address or - ,Ap,-.; \ I 'I _. ' . .-, ' End' s .... b ...... 9 ~ ~-~r , 3~ . ~ I~ ~ , .... ~ / ,'~ Time patrons are admitted ~u~ eg]n. ~ ~ ~ ~ ~ v~ ~ , ~ ~,-~,-~ · . B. Has your organization been in existence and met regula?ly in Chesterfield County for two years immediately prior to making this application? Yes X No , Is your organization curren~ and has your organization always been operated in the past as a non- profit organization? Yes ~ No . Internal Revenue Code section under which tax-exempt status was granted (if applicable]: Organization's Taxpayer Identification Number: , .. . _ .=, .-~ .~ ~ ,~ ,~/, ~/~ State the specific type and purpose of your organization: 3, If this application is for renewal of a permit, answer A and B below, A, Were financial reports filed on time and in compliance with applicable legal requirements? Yes ~ Ne__. Gross receipts, from all sources related to the operation of bingo games or instant bingo by calendar quarter for the 12 month period immediately prior to the date of this application: 1st quarter ~/~C~..?/2nd quarter Z'~'~vvvv~.?f 3rd Quarter q'~ '_~, ~p 4th quarter Officers of Organization: Address President: Secretary: ~a~ ~_~T~~-- ~0~ ~-7~ ~ ~; ~',~ ~lr~ · 5. Member authorized wit~hin the organization to be responsible for conducting and operation of bingo games or raffl~ Home Telephone Number~__¢¢-~)_'_~.~BBusilness Telephone Number: 6. Do you, each officer, director and me~ber of the organization fully understand eaoh of the following: It is a violation of law to ente [other than another qualified Virginia), partnership or corpor~ ing,.managing or conducting bing~ Yes~r_No · The organization must maintain a~ of receipts and disbursements pe law, .add that 'such r~cords are sL Yes 7~ No . The organization must remit an a not late~ than November I unless Dm The organization must furnish a Internal Audit Department or othE Yes K No~. Any organization found in violet permit is subject to having such member or employee of such organ 8 of Title 18.2 of the Code of Vi 7. Has your organization attached to thi[ 8m Ae Bm A copy of the organization's cha which describe the specific purp~ Yes ~_ No__. A copy of a resolution of the apply for this permit? YeseS_%_ A check in the amount of $25.00 Yes ~ No~. D. Additional pages where necessary Have you and each officer of your or g; on behalf of the organization to comp I hereby swear or affirm under the pe Virginia, that all the above questic[ are true to the best of my knowledge, r into a contract with any person, firm, association, organization organization pursuant to Section 18.2-340.13 of the Code of :tion of any classification whatsoever, for the purpose of organiz- games or raffles? file with the County Internal Audit Department complete records 'taining to bin]o games and raffles as required by State and County bject to audit by the County Internal Audit Department? ~dit fee of 1% of gross receipts with the Annual Financial Report ross receipts are less than $2,0007 Yes ~ No . complete list of its membership upon the request of the County r designated representative of the Board of Supervisors? ion of Section 18.2-340.10 of the Code of VirRinia authorizing this 3ermit revoked and any organization or person, shareholder, agent, zation who violated Section 18.2-340.10 or Article 1.1 of Chapter rRin~a may be guilty of a felony? Yes appliCation each of the following? ·ter, articles of incorporation, bylaws, and other legal documents se~ for which the organization is chartered or organized? organization's board of directors authorizing the undersigned to No payable to Treasurer, Chesterfield County as an application fee? to fully complete this application? Yes //% No . mization read the attached permit and do you.and each of you agree ,y with each of the conditions therein? Yes _~_ No . naltiee of perjury .as set forth in Section 18.2-434 of the Code of s have been cor~pletely answered ~nd that all the statements herein information and beliefs. CESS the following/~gna~_ and~ Ieals: Signature of Appli~an~ ~ Title STATE OF VIRGINIA COUNTY OF CHESTERFIELD// ~ fi'~;(¢ ~_~ organiza-l~ion end Whos acknowledged, s~bscribed and swo?e hand this ~ day of ~J/~/ My Commission Expires: My Commission Expires May ~, l'~J~J ASSISTAtlT COU~l'¥ ATTORI~IE¥ Iotary Public if~ and for the Count a~d State aforesaid, do hereby ... in his capacity as ~ name is signed ta the foregoing appeared before me this day and ~he ~ before me in the jurisdiction aforesaid. Given under my ~ 19~. BY-LAWS OF THE CLOVER HILL HIGH SCHOOL KEYNOTES ARTICLE I - PURPOSE Section lo The Clover Hill High School Keynotes is a non-profit organization whose purpose is to promote an enthusiastic interest in the Instrumental Music Department. Section 2o The organization shall provide moral support to the Instrumental Music Program and all possible financial support to cover items and expenses that the School or County is not normally expected to provide. Section 3. It shall cooperate with those in charge of the Music Department at Clover Hill High School, the School Administration, and the School Board. ARTICLE II - MEMBERSHIP The membership of this organization shall not be limited. Anyone who has a child in the Instrumental Music Department is automatically a member and/or anyone interested in furthering the aims of the organization° ARTICLE III - OFFICERS The officers of the organization shall be a President, First Vice-President, Second Vice-President, Third Vice-President, Secretary, Treasurer, and the Directors of Instrumental Music of Clover Hill High School. ARTICLE IV - MEMBERSHIP MEETINGS Section 1. Regular membership meetings of this organization shall be held in September and May of each school year. Other membership meetings shall be called as deemed necessary by the Executive Board. Section 2o Twelve (12) members shall constitute a quorum for the purpose of conducting meetings. ARTICLE V - AMENDMENTS These By-Laws may be amended by a majority vote of the members present and voting at any membership meeting° The membership must be notified of proposed amend- ments seven (7) days prior to such meeting. ARTICLE VI - EXECUTIVE BOARD Section 1o The Executive Board shall consist of: A. Officers of the organization as listed in Article III. B. The Instrumental Music Directors of Clover Hill High School C. A Student Representative as appointed by the Instrumental Music Di rectors. D. Chairmen of all committees appointed by the President. Section 2. The Executive Board shall meet each month from September through May. Section 3o Six (6) members shall constitute a quorum for the purpose of conducting meetings. Section 4o The Executive Board shall have general supervision of the affairs of the organization. Section 5. Elected officers and chairmen shall not hold the same office for more than two (2)" consecutive years° ARTICLE VII - DUTIES OF OFFICERS Section lo The President shall preside at all meetings of the organization, appoint all committees and shall be an ex-officio member of all committees° Section 2o The First Vice-President shall assume all the duties of the President in his absence° Section 3o The Second Vice-President shall be responsible for Bingo. He shall keep all Bingo accounts and be responsible for conducting Bingo according to all (Chester- field County) regulations° He shall deposit receipts in a federally insured bank within thirty (30) days of receipt. The books shall be maintained in a manner subject to audit at all times° He shall present a written report each month to be filed with the Secretary's minutes of Executive Board Meetings. Section 4. The Third Vice-President shall be membership chairman and shall be responsi§le for promoting active membership in the organization and notifying members of.meetings. Section 5. The Secretary shall keep all records of all meetings and shall attend to all correspondence for the organization. Section 6. The Treasurer shall receive all funds due the organization, excluding Bingo related funds, and shall deposit same with a federally insured bank within thirty (30) days of receipt. He shall make disbursements as directed by the Executive Board° The books shall be maintained in a manner subject to audit at all times° He shall present a written report each month to be filed with the Secretary's minutes of Executive Board Meetings. ARTICLE VIII - ELECTIONS Section 1. A Nominating Committee of two (2) members of the Executive Board and 't'h'~e (3) members from the general membership shall be appointed by the President at the February Executive Board meeting° The con~nittee shall elect its own chairman. Section 2. Election of officers shall be held at the May general membership meeting° Nominations may be made from the floor after the report of the Nominating Comnitteeo Section 3o Elected officers shall assume their positions on July i and serve until ~une 30 of the following year. Section 4. Any officerb post which becomes vacant shall be filled by appointment by the Executive Board to fill the unexpired term, except the President's office, which shall be filled by the First Vice-President. ARTICLE IV - AUDIT The financial records of the General Account and the Bingo Account shall be audited annually or more frequently as directed by the Executive Board° The audit shall be conducted by three (3) people, two of whom shall not be members of the Executive Board° ARTICLE X - DISSOLUTION If the Clover Hill High School Keynotes shall at any time disband, any monies in the treasury and/or items purchased by the organization shall be turned over to and become the property of the Clover Hill High School Music Department. Approved by The Membership November 9, 1982 APPLICATION FOR A PERMIT TO CONDUCT BINGO GAMES OR ~AFFLES The undersigned applicant, pursuant to Section 18.2-340.1, et. seq. of the Code of Vireinia, 1950, as amended, requests the Board of Supervisors of Chesterfield County to issue e permit to conduct bingo games ~ , raffles , or both during the 1987 calendar year. This application is for a new or renewal.__ permit. In support of this application, the applicant offers the following information under oath: 1. A. Proper name of organization: A1 Bartraw Jr., Chapter 50, Disabled American Vet~r~n~ · P.O. Box 9, 6221 Newbys Bridge Road B. Address of organization's headquarters: ~,---~-.-~--' ~-, ~,,c~c, ,,eIU, va. 23832 C. Address where all records of receipts and disbursements are permanently filed: 4050 Bellbrook Drive, Richmond~ Va 23237 D. Name and address of owner of the property described in C above: Benzie W. King 4050 Bellbrook Drive, Richmond ~ Va. 23237 E. Address or addresses where bingo games will be held or raffle drawings conducted: Chesterfield County Fairgrounds, Chesterfield, Va. 23832 NOTE: THIS PERMIT IS VALID ONLY AT THE ABOVE LOCATION. Dates.or days of week and times of day when bingo games or raffles will be held at above address or addresses: Mnn 1 ~ Sept -~ 1R Sopt ~ ~+ ~ onn hfs ¢ ~+ . n r__~ ..... ..................... ~ at I~ t~ll ~ou~rs Time patrons are admitted and sales begin: 1800 Mon-Fri and Sat 1200 .. Date when o~anization was founded: 6-18-1971 · Has your organization been in existence and met regularly in Chesterfield County for two years immediately prior to making this application? Yes X Ne ..... C. Is your organization currently and has your organization always been operated in the past as a non- profit organization? Yes X No .... D. Internal Revenue Code section under which tax-exempt status was granted (if applicable): ~'~) E. Organization's Taxpayer Identification Number: 540-697-376 . F. State the specific type and purpose cf your organization.' The_DA~ was congressionally chartered in 1932 to work for the physical,Mental,social and economic rehabilitation of wounded and di_~abled vet~rnn~ nndtn nhfnin ~nir ~nH :,,cf rnmp~n¢~O?., :met =r~ .... ~-n and sympathetic medical care,and suitable gainful employmentfor those war veterans who had been di~ahlmd in ~hm ?trice of their CeL, ntry. 3. If this application is for renewal of a permit, answer A and B below. A. Were financial reports filed on time and in compliance with applicable legal requirements? Yes ~ No . Gross receipts from all sources related to the operation of bingo games or instant bingo by calendar quarter for the 12 month period immediately prior ta the da~e of this application: Regular Bingo $12,667.50 1st quarter -0- 2nd quarter -0- 3rd Quarter Instant Bingo __~=~__ -0- Total $16,492.00 4th quarter Officers of Organization: rOmm n er es~oen~: Robert F £n~min~ · ~rc~ ~Vi ce, Csdr. Fres~oen~: laurence T Ryam . s Ad.i ut ant ecr~tary: Oscar W Moulson · Treasurer: Benzie W King . Address 2n6 Chessington Road. Richmond, Va. 23236 13001 Silver Crest, Chester, Va 23831 54!9 Limestone _nrive.R~.chmond, Va. 2322q 405O Bellbrook Road, Ri chmo~d, .~a.2,3237 Member authorized within the organiz~ or raffles: Neme~LMER VAN CLEAVE A~d Home Telephone Numbe?r33 1134 . Bus 6. Do you, each officer, director and me Am an It is e violation of law to ent [other than another qualified Virginia), partnership or corpo, ing, managing or conducting bing Yes X No . The organization must maintain ~ of receipts and disbursements pE C. The organization must remit an E not late~ than November I unless D. The organization must furnish Internal Audit Department or oth~ Yes X No . Any organization found in violet permit is subject to having such member or employee of such orgar 8 of Title 18.2 of the Code of 7. Has your organization attached to thi Ag A copy of the organization's ch which describe the ~pecific purp~ Yes ~ No~. B. A copy of a resolution of the apply for this permit? Yes X Cn A check in the amount of $25.00 Yes X No . D. Additional pages where necessary Have you and each officer of your org$ on behalf of the organization to compl I hereby swear or affirm under the Virginia, that all the above question are true to the best of my knowledge, WITJ~8~the f~ollow'~sy~i~atures and, EDWIN R CONNER .~qnature~ e-f.~-App_l ic~u~ 6604 Grizzard Court, Ch6sterfi, Bm Address STATE OF VIRGINIA COUNTY OF CHESTERFIELD certify thOat ~CJ[~)~A ~OE~- ~ organization and whose acknowledged, subscribed and swore t hand this . ~ day of ~y~_~£~, My Commission Expires: ~tion to be responsible for conducting and operation of bingo games ross: 3613 Green Bay Drive, Richmond~ Va. 23234 ness Telephone Number: 233 1134 ~ber of the organization fully understand each of the following: ~r into a contract with any person, firm, association, organization organization pursuant to Section 18.2-340.13 of the Code of atica of any classification whatsoever, for the p~pose of organiz- games or raffles? ~d file with the County Internal Audit Department complete records rtaining to bingo games and raffles as required by State and County law, and that such records are sJbject to audit by the County Internal Audit Department? Yes X No . udit fee of I% of gross receipts with the Annual Financial Report gross receipts are less than $2,0007 Yes X No __. complete list of its membership upon the request of the County ~r designated representative of the Board of Supervisors? ion of Section 18.2-340.10 of the Code of Vir.qinia authorizing this permit revoked and. any organization or person, shareholder, agent, ization who violated Section 18.2-340.10 or Article 1.1 of Chapter r.qinia may be ~uilty of a felony? Yes X No __. application each of the following? · ter, articles of incorporation, bylaws, and other legal documents ~ses for which the organization is chartered or organized? organization's board of directors authorizing the undersigned to No . payable to Treasurer, Chesterfield County as an application fee? to fully complete this application? Yes XNo __. nization read the attached permit and do you and each of you agree y with each of the conditions therein? Yes j(_ No ..... ~alties of perjury .as set forth in Section 18.2-434 of the Code of have been completely answered and that all the statements herein ,formation and beliefs. ~als: ASST. ADJUTANT Title ....................... ~ld, Va. 23832 APPROVED AS TO FO~4 ASSISTAN~f COUNTY ~':TORYEY N~tary Public in and for the Courtty and State aforesaid, do hereby i. his capacity as name is signed to the forego,rig appeared before me t~/~J~d ~e same before me in the jurisdiction aforesaid. Given under my 19 .J~>~. Notary Pub li c Al Bartraw Jr., Chapter 50 P. O. Box 9 Chesterfield, VA 23832 13 November 1986 To Whom It May Concern; At'our monthlt Executive meeting 12 November The A1 Bartraw Jr., Chapter 50 Disabled American Veterans elected Mr. Edwin R. Conner to represent the ChaPTER IN SECURING THE Bingo/Raffle permit for the year 1987 Sincerely Oscar W. I, loulson-^djutant/Recorder A1 Bartraw, ,Jr., Chapter 50 5/419 L±mestone I)r±ve R±chmond, Va. 23224 CONSTITUTION AND~BY-LAWS NAME: ARTICLE I CHAPTER %50 CHESTERFIELD, VIRGINIA SECTION 1. Under the authority of Article IV of the National Constitution of the DISABLED AMERICAN VETERANS, a F~deral Corporation, there has been, and is hereby established the "DISABLED AMERICAN VETERANS, AL BARTRAW JR. CHAPTER 50" located in the county of Chesterfield, State of Virginia. ARTICLE II ALLEGIANCE: SECTION 1. The "DISABLED AMERICAN VETERANS, AL BARTRAW JR. CHAPTER %50" organized and ex~sting under the provisions of Article XVII of the National Constitution of the National Veteran Service Organization, known as the "DISABLED AMERICAN VETERANS", incorporated and charted by an Act of Congress, hereby acknowledges its allegiance to and affiliation with, and submits itself to the control of the National Organization, according to decisions made in conformance with its National Con- stitution and By-laws, and regulations legally adopted by vote of a National Constitution, or by majority vote of the'National Executive Committee and agree to abide and be bound by the national constitution and By-laws, as now in force or hereafter amended. ARTICLE III MEMBERSHIP: SECTION 1. Eligibility for membership in this Chapter shall be as provided for in Article III of the National Constitution of the DISABLED AMERICAN VETERANS, as now existing or hereafter amended. SECTION 2. There shall be but two (2) classes of membership; to wit; Annual and Life..Honorary and "STAND-BY" memberships are prohibited. SECTION 3. The amount of the annual membership dues for this Chapter shall be $10.00 dues payable for Life memberships shall be governed by the National Con- stitution by-laws and mandates. Annual dues expire each June 30th. The first years dues and initiation fee shall be $10.00. SECTION 4. The membership year shall commence on July 1 and expire at midnight of the following June 30th. The Chapter fiscal year shall commence on June 1 and expire on the following May 31st. Dues shall not be apportioned, or pro- rated. SECTION 5. A membership transfer may be made from another Chapter to this Chapter by petitioning member preseneing his membership card to this Chapter, and upon the acceptance by this Chapter of his application. Such membership card should then be sent to National Headquarters, together with the notifica- tion that the transferee has been accepted by this Chapter. SECTION 6. No member shall, by virtue of his membership, acquire any property rights or any present or existing right in or to, the property which this chapter may now have, or hereafter acquire. Each member agrees that he shall not be entitled to any refund on dues or other payment upon resignation, transfer or expulsion, or other termination of his membership. Upon Voluntary dissolution of this Chapter, or upon revocation of its charter as provided in the National By- laws of the DAV, its assets remaining after payments of its indebtedness, if any, shall be reduced to cash and contributed to National Headquarters, DAV, where it will be held in trust for eighteen (18} months, after which it becomes the property of the National Department in ~the event the Chapter, with the prior approval of the National Executive Committee, fails to reorganize within such period. Each member agrees that he shall not receive any money or other thing of value because of any services rendered or to be rendered the Chapter, as a member or officer, or otherwise, unless the same is expressly authorized by this Chapter. -1- ARTICLE I V MEETINGS: SECTION !. The regular meetings of thi'~' Chapter shall be held on the third IVednesday evening of'each month at 7:30PMI at a location selected by the members of the Chapter in the count7 mentioned in Article I, Section 1, as designated by this Chapter. " SECTION 2. One regular meeting MUST be held each calender month. A second meeting ma7 be held at the call of the Commander, by majority vote of the Executive Conunittee, or by a m0jority vote of the Chapter, for the purpose of holding a social evening or othe~ special event, or for other good cause. SECTION 3. A speciai meeting may be called by the Commander whenever he may deem~ it necessary, or when requested in writifig to do so by five (S) or more members of the Chapter in good standing. ~e call of any special meeting shall state .specifically the purpose for which it is cai/ed, and no other business than that specified in the call shall be transacted at that special meeting. SECTION 4. Notices of any such meeting (SPECIAL) shall be mailed to each member in good standing residing ~ithin the Chap'ter membership at least t'en (10) days prior thereto, stating time, date, place and the purpose thereof. SECTION S. A quorum shall consist of 10% of-the total membership, or ten (10) members 'in good standing, whichever is smaller. SECTION 6. Any member in good standing of another Chapter of the DAV may attend any meeting of this Chapter, with-out the right to vote. Excepting Department or National Officers, no visiting member shall speak on an>, subject under debate ~ithout the permission of the Commander or approval of the Chapter by majority vote. SECTION 7. All notices of meetings will be by mail where practical. OFFICERS AND TItEIR D~TIES: ARTICLE V SECTION 1. The elective officers of this Chapter shall consist of a Commander, Senior-Vice Commander, Junior-Vice Commander, Treasurer and Chaplain, who shall be elected annually. SECTION 2. 'H~e appointive officers of this Chapter shall consist of an Adjutant, Historian, Chief Service Officer and as many assistants as he' may rectuire, Judge Advocate, Sergeant-at-arms, Officer of the day, and two (2) co~or guards, who shall be appointed by the Commander with approval of the Chapter. ~e Adjutant may also hold the Office of the Treasurer, if so elected. SECTION 3. ~e Commander, or in his absence, the next highest officer, shall pre= side at ali regular or special meetings of this Chapter. Ha shall maintain order and dispatch such business as may legally come before him. Ail checks issued by the Chapter Treasurer must. be countersigned by the Conunander, or such other Officer designated by the Executive Committee of this Chapter. ite shall perform all other duties that may reasonably be assumed to be incidental to his office, including those set fOrth in this constitution and in the official DAV Ritual, and such other duties as may be legally delegated to him by this Chapter. SECTION 4. The Senior-Vic~ Co~_nmander, Junior-Vice Command~, Chaplain and - Historian, in the order named, shall perform the duties of the Commander in the event of his absence, or, if he should die, resign or be removed, until his successor is elected. The Conunander or Adjutant, shall, upon being appointed as Department or National Adjutant or elected as National or Department Commander at the time of this election or appointment, be automatically relieved of his Chapter Office. To fulfill this vacancy of the Office of Commander, a Chapter election shall be held at the next regular meeting of the Chapter following his election to higher office. SECTION S. The Adjutant shall keep a true and accurate complete record of ali business conducted by the Chapter, including the minutes of each Chapter meeting. He shall Conduct all necessary correspondence; keep an up-to-date list of the -2- tt:e me,nbership in good standing; maintain li~fts of former members and other eligibles; promptly collect all dues and other income and remit all such strum, withput deduction or offset, to the Tre. a~urer immediately upon receipt. SECTION 6. The treasurer shall receive and immediately deposit all the money in a bank account in the name of the Chapter, without any deductions or offsets. lie shall make authorized disbursements only by checks or vouchers, signed by him- self and countersigned b7 the commander, or such°officer designated by the executive committee of this Chapter. lle shall keep a system of accounts approved b7 the Chapter and shall preserve ali receipt, s and checks or vouchers for pa)nnents made. He shall render a'monthly report of receipts and expenditures to the Chapter, not later tha~ the first regular Chapter meeting following the last .day of each calendar month, which report shall have been audited and approved by the auditing conunittee, and an annual report each June 30th, at the latest, to National lleadquarters and to the State Department. · SECTION 7. The Senior-Vice Conunandcr shall perform the duties of his station, as set forth in the official DAV Ritual. }lc shall encourage true friendship among the members of this organization, discourage discord, and promote harmony. Subject to the direction of the Chapter, l~e shall act as Chairman of membership solicitation activities to the end that every eligible person may become a member, and, with approval of the Chapter, may appoint one or more members to assist him in such membership activities. SECTION 8. The Junior-Vice Conunander shall perform the duties of hi's station, as set forth in the official DAV Ritual. He shall see that every member is given a reasonable opportunity to state his views on any subject under discussion in a meeting of this Chapter, not-inconsistant with this constitution, or Roberts' Rules of Order (revised). He shall at all times encourage loyalty to the United States of America, to the DAV, and to members of this Chapter. Subject to the direction of the Chapter, he shall act as Chairman of the Americanism activities of this Chapter, Chairman of the entertainment committee, and, with approval of the Chapter, may appoint one (1) or more members to assist him as Chairman. SECTION 9. The Chaplain shall perform the duties of his station,, as set forth in the official DAV Ritual. lie shall see that and visit the sick ahd comfort the families of those members who from time to time, are called to the Great Beyond. He shall be responsible for encouraging attendance at DAV-conducted funerals and the proper conduct thereof. Subject to the direction of the Chapter, he shall act as visitation hospital chairman, and, with approval of the Chapter, may appoint one' (1) or more members to assist him. SECTION 10.The Historian shall keep a brief his~:,ry of the activities of the Chapter during his term of office, to be kept as a 1)ermanent record of the Chapter. tte shall also act as Publicity Officer of the Chapter and regularly furnish proper publicity materials to local newspapers, radio and TV stations and the official DAV National and Department newspapers with the approval of the Chapter Commander. No other member shall cause any publicity to be given to any chapter activity or concerning this Chapter without the approval of this Chapter. SECTION il.The Chief Service Officer or his assistants shall assist and advise veterans DISABLED in the line of duty during time of war, or who was a prisoner of war during time of war, while serving in any of the Armed Forces of tile United States or its Allies, and their dependents, in the technical preparation and prose- cution of their equitable claims for benefits from any governmental agency and in securing suitable, gainful employment. SECTION 12.The Judge Advocate, upon the request of the Conmander or the Chapter, shall render an opinion upon all parlimentary questions, upon any questions aris- ing out of any dispute upon the floor of the assembly, or concerning the interpre- tation of this Constitution, or the Constitution and By-laws of the National and Department organizations. Upon the receipt of his opinion, the Conmander (or pre- siding officer, if the Commander is not in tile Chair) shall announce his ruling or decision, which need not be in accordance with opinion of the Judge Advocate, and such decision shall be final and binding upon the Chapter unless (1) Overruled by a two-thirds vote upon an appeal from such decision, taken at the meeting during which the decision is announced, or (2) reversed upon an appeal taken to the next higher governing body within thirty (30) days after such decision is made known. SEC[ION 13.The Office~ .,i lhe Day shall~per~,,m tile duties of his station as set. Tbi:~li-35i-The official DAV Ritual. lie shall~ ~,'elcome all visitors nnd see that each is properly, introduced. -. SF. CTION 14.The Sergeant-at-arms and the Color Guards sl~all perform the duties of their respective offices as set forth in tile official DAV Ritual. SEC'I'ION IS.In additi, on to the foregoing, the respective'Chapter Officers shall faithfully perform and carry out such other and further duties as may be properly assigned to them, from time to ti~.e by this thai>tot. SI!CT1ON 16.On"ly one meml{er can bold one (1) elective office at one (1) time. A Delegate to a Nationa.l~or l)epartment Convention is not holding an "ELECTIVF. OFF1Ci';" within the meani'ng of this section; except as otherwise provided herein; an elective officer may also hold an appointive' office, and vice-versa. · SECTION 17..~1~e Adj,utant and Treasurer may be tile same person and vice-versa. The Chief Service Officer may hold any other elective or appointive office. The Commnder or any Vice-Commander shall NOT hold the Office of Adjutant or Treasurer. SECFION 18.By accepting any elective or apl¢ointive office', each member agrees that his services shall be rendered gratuitously ;llltl that he shall not bc entitled to reiml)ursement for any sums adwmced, incurred or silent tmless expressly authorized . by the Chapter at a regular Chapter meetly!g; and no (:hairn,an, Committeeman, Chapter Officer or other Chal)ter member shall haw, the authority to incur any ex- pense or obligation or bind this Chal)ter, unless by prior express approval of this Chapter, evidenced by a majority vote at a regular meeting. SECTION lgil.:,acb member, by accepting any elective or al)pointive office, promises and agrees to perform the duties of such office or appointive office to the best of bis ability; to act and conduct h:imself in such a manner, at all times and places, 'as will only affect the good of the orgm~ization; to enforce and sustain this Constitution and By-la~s of the National and Department organizati, ons; and when his successor has been duly elected or appointed, to surrender to him, without notice or demand, all the records and other property of this Chapter or of his organization in bis possession or under his control. AI{TICLI! VI COb~IITTEES: SECI'ION 1. The standing Committees of this Chal}ter, in addition to those otherwise provided for in this Constitution, shall Ilo: IVl!I,I:ARI5 COt, IMITTIiI!, AtlI}I'I'IN(i CObl,XlITTEI~, I!NTI:.RTAINI, II!NT COMMITTlill, and MIiMP, IiRSIIIP 1NvI!STI(;ATIN(; CO~q ['l"l'lill, and such other committees.as may be authorized by the Chapter. sECrlON 2. The Commander, except a,q otherwise expressly provided in this Constitu- tion, shall al)l)oint the membershill of each Committee and designate the Chairman, by and with approwtl of the Chapter, and may serve as Ex-officio member of ail Committees appointed by him. SECTION 3. IqELFARF COMMI'rTEI.:.: It shall be tile duty of this committee to keel> informed as to public and private agencies or organizations which can offer tempO- rary or permanent assistance to disabled veterajas or their dependents and to assi'st such persons in securing proper and adequate aid and assistance. The Welfare Committee may make emergency grants in any individual case of not more than $25.00 if' within tlm amounts budgeted by tile Chapter for such purposes, without prior Chapter approval. SECTION 4. AUI)IT1NG CObhX.IITTEE: This Conunittee shall ~nake an audit of the monthly report of the Treasurer, and if found true and correct, approve the sa:qe; if tile Committee does not approve the report, it shall advise the Chapter as to the reasons therefore. Tile Commiitee shall also make an examination of the records and files of the Adjutant and make a report there to the Chapter the first regular meeting in July and the first meeting in January. Neither the Treasurer nor the Adjutant shall be a member of this Conunittee. SECTION S. ENTEI¥1'AINblENT CO,XlblITTEE: This Committee shall secure speakers, on other than partisan, political subjects, or concerning sectarian or labor distmtes, and entertainers for Chnpter meetings and other Chapter affairs, by and with tile prior ~pproval of tile Conunander. Subject to Article V, Section 18 of this Constitution. -4- SECTION 6. MEMBERSHIP COMMITTEE: Ail applicants for membership in this Chapter shall be investigated by this Committee, who shall report its recommendations to the Chapter and no application for membership shall be voted upon until this committee has had a reasonable opportunity to make such report. The Senior-Vice Commander shall also be an Ex-officio member of this committee, (See APPENDIX: ELIGIBILITY TO DAV MEMBERSHIP EXPLAINED, IN DAV CONSTITUTION, BY-LAWS AND RITUAL BOOKET - NATIONAL). ARTICLE VII NOMINATIONS AND ELECTIONS: SECTION 1. The regular annual election of Officers shall be held the last regular' meeting in April of each calender year. SECTION 2. All nominations must be submitted from the floor of the next regular meeting preceding th~ meeting for ~lections, or at the election meeting. Nomi- nations and election of Office shall be made in the order of the Officers mentioned in Section 1 of Article V. SECTION 3. Ail voting for Officers or delegates shall be by written ballot, except by unanimous consent. SECTION 4. It shall require a majority vote of votes cast to elect a candidate for any office. It shall require a majority of votes cast to elect a delegate or alternate to National or Department Conventions provided, HOWEVER, that if there are less candidates nominated for Office' as Delegate or Alternate than that number allowed the Chapter, then all such candidates nominated shall be declared elected. SECTION 5. In the event a vacancy of any 'elective office, nominations and election to fill such vacancy~may be made at the same meeting. SECTION 6. Ail nominations for either National or Department Convention Delegates shall be made at the meeting next preceding the next meeting at which they are to be elected; election for National Convention Delegates shall be held not more than 45 days, not less than 15 days, preceding the opening day of such convention. SECTION 7.' Installation of Officers elected at the regular annual meeting shall be performed at that same election meeting; installation dinner and awards presen- tation meeting will be conducted at a date acceptable and agreed to by a majority of the members in attendance at the election meeting. Installation of Officers elected to fill vacancies shall be made at the same time they are elected. SECTION 8. Ail officers, with the exception of the Treasurer, Historian, Chaplain and Adjutant, may serve in no more than two (2) successive terms of Office without a break of at least one (1) term. EXECUTIVECOMMITTEE: ARTICLE VIII SECTION 1. The Commander may, or at the request of two (2) or more Officers, call an Executive Committee Meeting. SECTION 2. The Executive'Committee shall be composed of the Commander, the Vice- Commanders, the Treasurer, the Chaplain, the Junior Past Commander and two (2) members representing the Chapter membership who are elected for this duty by the Chapter. The Adjutant shall act as Secretary of this committee, and keep its minutes, but without vote. The Commander will be the Chairman. SECTION 3. After an Executive Committee has been elected, and so long as it con- tinues to function, no expenditure shall be voted upon or authorized by the Chapter in excess of $25.00, unless first referred to the executive committee for its recommendations; and all fund raising projects and all agreements and contracts must be referred to the executive committee for its recommendations before being acted upon by the Chapter. SECTION 4. The Executive Committee shall make recommendations to the Chapter, from time to time, which it believes will be of benefit to the Chapter. -5- 51:Cf'ION 5. 1]~[s Committee slmll also act as .I resolutions committee, and no reso~.utions shall be adopted by the Chapter ~,~less first, submitted to the Executive Committee for its reconanendation ~,xcept by a three-fourths affirmative Chapter vote.. SECTION 6. In the event this Committee fails to make recommendations upon any matter referred to it, within a 'reasonable length of time, the Chapter, by majority vote, may act upon such matter without receiving the recommendations of the Executive Committee. SECTION 7. The ~ninutes of each of the Executive Colnmittee meeting shall be read at t-IFe next ~eeti~g of the C. hapter, by the Adjutant. The approval of the minutes, by the Chapter, shall constitute an approval of tlie reconunendations and actions taken b7 the Executive Committee as reported in such minutes. 'l~qmn the minutes are read, any Chapter member may request that any part t~ereof be discussed or voted upon separately. .. ':' · SECTION 8. Any one (1) ,or more of the Chapter Executive Committeemen may be removed from Office and the vacancy filled as provided in ARTICLE IX, SECTION 1 of this Constitution. SECTION 9. One of the purposes for the creation and continuance of the Executive Committee shall be to provide a means for the discussion of routine and other business affairs of the Chapter hnd to make reconunendations of desired action, to reduce the time which might otherwise be consumed during the Chapter meetings in such discussion, and thus assist in stremnlining Chapter meetings and to provide for earlier adjournment .and time for entertainment and social activities, but leav- ing in the hands of the Chapter the sole power to approve or disapprove such recommendations or to act, in whole or part, cm~trary thereto, the Chapter to retain the final right of action. ARTICLE IX RESTRICTIONS AND btlSCELLANEOUS: SECTION 1. ~e Chapter may direct that notice be sent to any elective or appoin- tive Officer who has failed to attend three (3) consecutive meetings at the Chapter without being excused by the Commander. or other elective Officer or Adjutant, or who, in the opinion of the Chapter, does not appear to be fulfilling the duties of his office, stating that at the next regular meeting (giving the time and place), the matter of his recall from Off:ice shall be considered. At the meeting set forth in such notice, the Chapter, by two-thirds vote may declare such office vacant and such officers recalled. If an elective officer, his office shall be filled by nomination and election at the same time and meeting. If an appointive officer, the Commander shall appoint another member to fiil 'such vacancy with the approval of the Chapter. SECTION 2. ~e Rules contained in Roberts' Rules of Order (revised) shall govern 'this Chapter in all cases to which they are applicable and in which they are in inconsistent with this Constitution, the National or Department Constitutions and By-laws. SECTION 3. The order of business of any regular meeting shall be prescribed in the official DAV RITUAL and as the needs of the Chapter may necessitate. SECTION 4. There shall be no voting by proxy. Only members in good standing shall be entitled to vote on any question. SECTION 5. The presiding officer shall be entitled to vote only in case of a tie, or where the voting is by written ballot. SECTION 6. Each member accepting or retaining membership in this Chapter agrees to be bound by this Constitution and the DAV National and Department Constitution and By-laws,.now in force or hereafter adopted or amended, and agrees not to bring any action in any court of law or equity relating to his rights or privileges as a member or officer until all remedies provided b7 this Chapters' Constitution and the National and Department Constitutions, By-laOs and lawful mandates have been exhausted. . ' SECTION 7. All disciplinary actions taken or cmmnenced against officers or members shall be in accordance with ARTICLES XlI or XVI of the National By-laws. -6- FECTION 8. Except as otherwise expressly provided in the National By-laws, this Chapter shall not sponsor or engage in, directly or indirectly, in any fund- raising or finance project without the prior'approval of its Department, or, if the Chapter is located ina state not having a State Department, then not without the prior approval of the National Adjutant. SECTION 9. This chapter shall not conduct a fund-raising drive or project in the territory of any other Chapter unless the prior written approval of the Chapter or Chapters concerned is first obtained, nor shall any other chapter be allowed to solicit in Chapter #50 area without first obtaining written permission from Chapter #50 and the County of~Chesterfield, Virginia. In addition, permission must be secured as in Section 8 above. The Chapter shall at all times strictly comply with all provisions of the National and Department Constitutions and By- laws concerning fund-raising drives or projects and shall neither sponsor nor conduct, directly or. indirectly, any lottery in the name of or using any part of the name DAV or its initials. SECTION 10. The full official DAV RITUAL shall be observed at not less than one (1) Chapter meeting each month. All members shall be encouraged to purchase and wear the official DAV cap. SECTION 11. The name of this Chapter or of the Disabled American Veterans must not be used in connection with nor shall the Chapter enter into or engage in any political, sectarian or labor dispute, nor in any matter not directly relating to wartime service disabled veterans; provided, however, ,that nothing in this section shall prohibit this Chapter from'participating in political issues which have a direct bearing upon the Welfare of Americas' disabled veterans, as dis- tinguished from the welfare of veterans or citizens, as a whole. SECTION 12. Whenever used in this Constitution and the context so requires, the masculine shall include the feminine, and the singular shall include the plural, and vice-versa. The initials "DAV" whenever used in this Consitution, refer to "DISABLED AMERICAN VETERANS". ARTICLE X EFFECTIVE DATES AND AMENDMENTS: SECTION 1. This Constitution shall not be or become effective until adopted by a two-thirds vote of this Chapter and approved by the Department of Virginia Judge Advocate and the National Judge Advocate. SECTION 2. This Constitution may be amended only by having the proposed amendment submitted and read at one (1) meeting and adopted by two-thirds vote of the Chapter at the next regular meeting, and no amendment shall become effective until approved as provided in Section 1 above. SECTION 3. To the extent to which the provisions of this Constitution may be at any time, or become inconsistent with the provisions of the Constitution and By-laws, and lawful mandates, decisions and regulations of either the Department or National Headquarters, as now in force or as hereafter amended, this con- stitution shall be deemed amended to conform thereto. CERTIFICATE OF ADOPTION The above Constitution was adopted by the County of Chesterfield, Virginia; A1 Bartraw, Jr. Chapter #50 of the DISABLED AMERICAN VETERANS at Chesterfield, Virginia this 17th day of December 1978, subject to the approval of the National Judge Advocate and Department of Virginia Judge Advocate. ~// / ~om~ander ATTEST f~.~ '~, C~ A1 Bartraw, Jr. Chapter #50 ~ Adjutant f-~ Dept. of Va. Judge Advocate L_Ea.rtraw, Jr. Chapter #50 C~_~7IFY thet th~ within c0n~ituti0n and/0~ h,..,-.~ws does no'..~:onflict with thcse of t~ ~1~;O ......... Organiza~ion. and to that eAent, is approved. , ,/ ¢ ..¢ ~ / ./'~ N~ional-~udge Advocate SUBJECT Amendment to the Constitution and By-Laws (Revised1986) of A1 Bartraw Jr., Chapter 50, Disabled American Veterans THRU TO Staff Judge Advocate, Disabled American Veterans. National Judge Advocate, Disabled American Veterans. We'request the following change to above Constitution and By-Laws be approved. Amendment # 1. Article V. Officers and there duties. :: Section 1. "Add" Second Junior Vice Commander after Junior Vice Commander and prior to Treasurer. "Add" 8 A. Second Junior Vice Commander shall.perform the duties of his station as set forth in the official DAV rituals. He will be responsible for coordinating all fund raising activities of the chapter I.E. See that permits required by Local authority, permission from Department of Virginia DAV, any other DAV chapter if necessary and coordinate with the chairman of the fund raising committee and merchants as to locations to conduct activities. He will see that all bills and monies are turned over go.the chapter treasurer at the end of the fund drive. ATTEST : Adj ut ant NATIONAL JUDGE ADVOCATE I CERTIFY th,.3t tip-'9 w::tl:in constitution and,/o~ bv.,'x.v.'~ r!oes r/f.~confiict ,wkh those of the N';:~:i..'..,m! Or~,6. i/.ation, end,to that extent, is CHAPTER COMMANDER JUDGE ADVOCATE STATE DEPARTMENT ' APPLICATION F~/R A PERMIT TO CONDUCT BINGO GAMES OR RAt-,-~ES_ - The undersigned applicant, pursuant to Section 18.2-340.1, et. se<i. of the Coda KTf Virqinia, 1950~ es amended, requests the Board of Supervisors of Chesterfield County to issue a permit to conduct bingo games X .~ raffles X, or both during .the I~ calendar year. 'This application is tar s new × or renewal ... permit. In support of this application, the applicant offers the following information under oath: , . 1. A. - Proper name of organization: Ma:Dace High Br. hnnl Zlthl.rir I~nn~tmr~ I~.l,,h. S. Address er organization's headquarters: 6001 Hidkory Road.'Ettrick. VA 23803 C. Address where ali records of receipts and disbursements are permanently filedl G(l(ll Rir~knrZ R~d Ei-.t-ri~k: ViTgin~ D. Name and address of owner of the property described tn C abovel Matoaca HI~ch~l Chesterfield Co~ty E. Address cc ~ddressea where bingo games will be held or raffle drawings oonductedl Matoncn Hin_h Rr. hnnl. nn61 I-linknry DnnH_ I:::trrink VA ?~_RR_3 NOTE: TMIS PERMIT IS VALIO ONLY AT THE ABOVE LOCATION, F. Dates or days of week and times of day when bingo games or raffles will be held at above address or addresses: " Thursday · G. Time patrons are admitted and sales begin: 7:00 p.m. ,. 2. A. Date when organization was founded; 1970' ,. B. Has your organization been in existence and met regularly in Chesterfield County for two years immediately prior to making this application? Yes ~ No ,. C. Is your organization currently and has your organization always been operated in the past as a non- profit organization? Yes X No . D. Inter. venue Code section under which tax-exempt status was granted [if applicable): E. 0rga~za~on's Taxpayer Identification Number= 54-120-4822 F. State the specific type and purpose of your organization, To raise money to 0ivP~ tn Matoaca Hiqh School 3. Zf this application is for renewal of a permit, answer A and B below. Were financial reports filed on time and in compliance with applicable legal requirements? Yes. No . Gross receipts from all sources related to the operation of bingo games or instant bingo by calendar quarter for the 12 month period immediately prior to the data of this application: 1st quarter 2nd quarter 3rd Quarter 4th quarter Officers of Organization: President: Burle¥ Landlord 8600 River Road Address Matoaca, Va. 23803 Vice Preeidentl Thomas Walker Secretary, Betty O'Shields Treasurer: Carolyn Ge. igor · 3312 Duouv Rr~r] ~elenJal Heights, . ' ~-_= · 8620 Graves Road Nombar authorized within the 'or§antzatJ~n to be responsibLe for C~nducttng and. operation or bingo .games or rarfLeet Home, Mr. Thomas Walker . Addreesl 331 2 F~].t~,t]y R~d ~tm~t.~ [~ts.~A 238~4 .. Home Te[epho.e Number5.26-6690 . Bus,.sss Te[epho. e Numberl . 6. Do you, each orrtcer, director and member of the organization fuLLy understand each or the foLLowing] It ta e vioLation or Law to enter Into a contract with any person, firm, eaeoctattan, organization (other then another qualified organization pursuant to Section 18.2-343.13 of the Code Vt rntnta), partnership or corporation of any cLassification whatsoever, for the purpose of organiz- Ing, managing or conducting bingo games or raffLes? Yes, X No , ~ S. The organization must matntatn and rtLe wtth the. County InternaL Audlt.Depertment compLete records of recetpte and disbursements pertaining to btngo games end raffLes as requtred by State and County Law, and that such records are subject to audit by the County Internal Audtt Department? Yes X No . C, The organization must remtt.an audit rea or 1~ ar gross receipts with the AnnuaL Financial Report not Late~ than November 1 unLess gross recetpte are Lees than $2,000? Yea D. The organization must furnteh· c~pLete Ltet or tie membership upon the request of the County InternaL Audit Department or other ~estgnated repreeentettve of the Board of Supervisors? Yea X No , .. ~' ' .' _. ~r E. Any organization round tn vioLation of Section 18.2-340.10 or the Code or Vfrgtnte authorizing thts permit ts subject to havtng such permtt revoked and any organization or person, sherehoLder~ agent, member ar empLoyee of such organization wha vioLated Sectton 18.2-343.10 o~ ArttcLe 1.1 or Chapte~ 8 ar TitLe 18.2 or the ~ade of Vlr~lnta may be guiLty or · feLony? Yes X No . 7. Has your organization attached to this appLication each or the FoLLowing? A. A copy or the organization's charter, arttcLee of tncorporatJon~ byLaws, and other LegaL documents which deecrtbe the ,,specific purposes For which tho organization Is chartered or organized? Yes X' No. . B. A copy of · resoLution of the orgentzatton'e board or directors authorizing the undersigned to apply for this permit? Yes ~ No · C. A check tn the amount or $25.00 payable to Treaeurer~ ChesterfieLd County es an application fee? Ye e_~._ No . - ~ D. Additional pages where neoeeeary to fuLLy compLete thte appLication? Yea X-No . 8. Have you end each officer of your organization read the attached permit and,da you and each ar you agree on behaLf or the organization to compLy with each or the conditions therein? Yee.~ No. . g. Z hereby swear or affirm under the ~enaLtJea of perjury es set forth in Section 18.2-434 or the Code of Virginia, that eLL the above questions have been campLqteLy answered and that aLL the statements heretn ere true to the beet of my knowLedge, Information end beLtefa. WITNESS the foLLowing signatures end eeaLsl Signature or AppLicant TitLe Address ' / ApPP, OYED AS TO, FORM - STATE OF V:]:RSINTA ASSISTANT COUt4~¥:ATTOP~YEY Z, ,.,~Z..~_,~.~ F**L ' ~ tery PubLic tn and for the Coun.ty and Stq~e. QforeeaJd, do hereby '/~/)//~/~--~. organization' a~d whose name 16 signed'to the foregoing appeared before me Cht', day end acknowLedged, subscribed and swore the same before me in hand this /~:;'~:~ day ar My Commission Expires] 9-/- the Jurisdiction aforesaid. Gtven under my Notary ~'ub~.tc ' MATOACA HIGH SCHOOL ATHLETIC BOOSTERS ASSOCIATION ARTICLE I - Name The name of this association is the MatoacaHgh School ~thletic Boosters Association. ARTICLE II - Purpose The purpose of this association is to assist the athletic program of the school financially as needed. ARTICLE III The following are basic policies of this association. a. The association shall be non commercial, nonsectarian and nonpertisan. b. The name of the association or the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisian interest or for any purpose not appropriately related to promotion of the objects of the association. c. The association may cooperate with other organizations and agencies concerned with child welfare, but persons representing the association in such matters shall make no commitments that bind the association. ARTICLE IV- Membership and Dues Section I. Membership in theis athletic association shall be made available to any individual who subscribes to the Objects. Section II. Only members of the association shall be eligible to participate in the business meeting. Section III. The association shall conduct an annual enrollment of members, but persons may be admitted to membership at anytime. SectionV. Each member of the association shall pay annual dues of $,~.~ to the association. ARTICLE V - Officers and Their Election Section I. Each officer of this association shall be a member of the Matoaca Athletic Boosters Association. Section II. Officers and their election a. The officers of the association shall be a president, vice president, a secretary, and a treasurer. b. Officers shall be elected in the month of May. c. Officers shall assume their official duties following the close of the meeting in June. Section Ill. A vacancy occuring in any office shall be filled for the unexpired term by a person elected by a majority vote of the executive committee. ARTICLE VI - Duties and officers Section I. The president shall preside at all meetings of the association and of the executive committee at which he may be present; shall perform such other du. ties as may be prescribed in these bylaws or assigned to him by the association or by the executive committee; and shall coordinate the work of the officers and committees of the assocition in order that the Objects may be promoted. Section 2. The vice-president shall act as aide to the president and shall (in their designated order] perform the duties of the president in the absence or disability of that officer to act. Section 3. The secretary shall record the minutes of all meetings of the association and of the executive committee and shall perform such other duties as may be delegated to him. Section 3. The treasurer shall have custody of all of the funds of the association, shall keep a full and accurate account of receipts and expenditures, and in accordance with the budget adopted by the association, shall make disbursements as authorized by the president, executive committee, or the association. The treasurer shall present a financial statement at every meeting of the association and at other times when re- quested by the executive committee and shall;make a full report at the meeting at which new officers officially assume their duties. The treasurer shall be responsible for the maintenance of such books of account and record as conform to the requirements of Article Xll, Section 3, of these bylaws. ARTICLE VII - Standing and Special Committees Section I. Only members of the association shall be eligible to serve in any elective or appointive position. Section 2. The executive Committee may create such standing committees as it may deem necessary to promote the Objects and carry on the work of the association. Section 3. The chairman of each standing committee shall present a plan of work to the executive committee for approval. No committee work shall be under- taken without the consent of the executive committee. Section 4. The power to form special committees and appoint their members rests with the.association and the executive committee. Section 5. The president shall be amember ex-officio of allcommittees except the nominating committee. CHESTERFIELD COUNTY PUBLIC SCHOOLS CHESTERF] ELD, VIRGINIA 23832 MATOACA HIGH SCHOOL 6001 Hickory Road Ettrick, Virginia 23803 TO WHOM IT MY CONCERN: WE THE MEMBERS OF THE ATHLETICS BOOSTER'S CLUB GIVE PERMISSION FOR THOMAS WALKER TO APPLY FOR A ]~INGO/RAFFLE PERNIT, THANK YOU, MRS, BETTY¥0'SHIELI)Sj SECRETARY '-~ ~ TREASURER MRS, CAROLYNGE~~G~R~ APPLICATION FOR A PERMIT TO CONDUCT 6INGO GAMES OR RAFFLES The undersigned applicant, pursuant to Section 18.2-340.1, et. se~ of the Code of Viroinia, 1950, as · amended, requests the Board of Supervisors of Chesterfield County to issue a permit to conduct bingo games ~ raffles___~, or both during the /t~a~u~ calendar year. This application is for a new or renewal j permit. In support of this application, the applicant offers the following information under oath: Address of organization's headquarters: C. Address where all records of receipts and disbursements are permanently filed: O. Name and address'of owner of the property described in C above: '"'~I'~O,P 0 ~ E. - Address or ~ddresses where bingo games will be held or raffle drawings conducted: NOTE: THIS PERMIT IS VALID ONLY AT THE ABOVE LOCATION. Oates or days of week and times of day when bingo games or raffles will be held at above address or addresses: Flfl;d~ ~V~ ~.l~J' ~ -- /1 Pn'~ Time patrons are admitted and sales begin: Date when organization was founded: B. Has your organization been in existence and met regularly in Chesterfield County for two years immediately prior to making this application? Yes ~. No , C. Is your organization curren~l/y and has your organization always been operated in the past as a non- profit organization? Yes ~No . D. Internal Revenue Code section under which tax-exempt status was granted (if applicable): E. Organization's Taxpayer Identification Number: ~"~fl ~ F. State the specific type and purpose of your organization: If this application is for renewal of a permit, answer A and B below. Were financial r~eports filed on time and in compliance with applicable legal Yes . . No · ~ee ~dC~ Gross receipt~ from all sources related to :he operation of bingo games or instant bingo b~ calendar quarter for the 12 month period immediately prior to the date of this application: 1st quarter ~5/~,~0 2nd quarter ~l~,~3rd'Quarter ~-4 4th quarter ~-// ~° ~ Officers of Organization: Address President: ~'~AJ~ ~c~ ~--~ · ~_~';~5- /~-P~OJ/~e ~ / ~~1 ~' ~3~/ . Member authorized within the organization to be responsible for conducting and operation of bingo games, or raffles: Sm Home TeLephone Number ~'~°3~. Business Telephone Number: ~!--7~ 77' Do you, each officer, director and member of the organization fully understand each of the following: It is a violation of law to enter into a contract with any person, firm, association, organization (other than another qualified organization pursuant to Section 18.2-340.13 of the Code of Virginia), partnership or corporation of any classification whatsoever, for the purpose of organiz- ing, managing or conducting bingo games or raffles? Yes iNa . The organization must maintain and file with the County Internal Audit Deportment complete records of receipts and.. disbursements pertaining to bingo games and raffles as required by State and County law, ~n.~hat such'records are subject to audit by the County Internal Audit Department? Yes v No . - ' C. The organization must remit an audit fee of 1% of gross receipts with the Annual Financial Report not late~ than November I unless gross receipts are less than $2,0007 Yes / No . Dm The organization must furnish a complete list of its membership upon the request of the County Internal Audit Department or other designated representative of the Board of Supervisors? Yes /No . Any organization found in violation of Section 18.2-340.10 of the Code of Virginia authorizing this permit is subject to having such permit revoked and any organization or person, shareholder, agent, member or employee of such organization who violated Section 18.2-340.10 or Article 1.1 of Chapter 8 of Title 18.2 of the Code of Virginia may be guilty of a felony? Yes /~ No ~. 7. Has your organization attached to this application each of the following? At A copy of the organization's charter, articles of incorporation, bylaws, and other legal documents which d~j~ribe the specific purposes for which the organization is chartered or organized? Yes v No . B. A copy of a resolution of the organization's board of directors authorizing the undersigned to apply for this permit? Yes ~No . C. A check in the amount of $25.00 payable to Treasurer, Chesterfield County as an application fee? Yes ~No__. ' D, Additional pages where necessary to fully complete this application?~ Yes ~No . Have you and each officer of your organization read the attached permit and do you an~ each of you agree on behalf of the organization to comply with each of the conditions therein? Yes~" No . I hereby swear or affirm under the penalties of perjury.as set forth in Section 18.2-434 of the Code of Virginia, that all the above questions have been completely answered and that all the statements herein are true to the best of my knowledge, information and beliefs. WITNESS the following signatures end seals: Signature o f~pp I' i ;ant ~ Title STATE OF VIRGINIA COUNTY OF CHESTERFIELDv~ I Notary Public in and for the County and State aforesaid, do hereby o°~t~e".. ... ~[s~t .~/~',~ .... ~--/~-~'~- in his capacity aa ~ff~ of ~ ~~ ~d o~anization and whose name is signed to the foregoing appeared before me this day and acknowledged, ~scribed ~d swo~ the s~me before me in the jurisdiction aforesaid. Given under my My Commission Expires: # ~__~ No~&/ry P~bl ~c/ December 21,1986 The Board of Supervisors Chesterfield County, Virginia Greetings: During the third quarter of fiscal year 1986, we at St. Augustine Church exceeded gross receipts of $50,000 for the first time since we reinstituted Bingo in October of 1985. Due to an over- sight on our part a 3rd quarter report for exceeding $50,000 was not filed with the county. This oversight did not become apparent until recently. During the 4th quarter we have taken the necessary steps to avoid any reoccurrence of this situation. In AUgust we instituted the following: * The utilization of a two part order form for door sales. * Count of all Instant Bingo cards, * Revised weekly settleman sheet. * Utilization of a C.P.A. to keep records updated on a weekly basis. We apologize for any inconvenience this may have caused and can only assure you that the steps we have taken will guarantee no future missed filing dates. Sincerely, Thomas J. Hoof, Treasurer December 21,1986 The Board of Supervisors Chesterfield County, Virginia Greetings: I hereby authorize Thomas J. Hoof to submit an application for a permit to conduct Bingo games at St. Augustine Parish. Sincerely .yours, (Rev.) William H. Carr Pastor December 21, 1986 The Board of Supervisors Chesterfield County, Virginia Greetings: St. Augustine Parish herewith submits an application for a permit to conduct Bingo games. St. Augustine Parish is a Roman Catholic parish church, validly and licitly erected under the authority of the Bishop of the Catholic Diocese of Richmond, according to the norms of universal church law (Codex Iuris Canonici). It is owned and directed by the Bishop of Richmond according to these same norms. The bishop has appointed the Reverened William H. Carr, pastor and administrator with power to govern the parish. Proceeds from our Bingo games are used solely for ecclesiastical and charitable purposes. As a parish church, St. Augustine parish is a non-profit organization. Sincerely yours, · (Rev.) William H. Carr APPLICATION FOR A PERMIT TO CONDUCT BINGO GAMES OR RAFFLES The undersigned applicent, pursuant to Section 18.2-340.1, et. seq. of the Code of VirGinia, 1950, as amended, ~equests the ~ of Supervisors of Chesterfield County to issue a permit to conduct bingo games_____, raffles__~_, or both during the &~ calendar year~ This application is for a new or renewal ~. permit. In support of this application, the applicant offers the following information under oath: 1. A. Proper name of organization: B. Address of organization's headquarters: Address where all records of receipts, and disbursements are permanently filed: D. Name and address of owner of the property described in C above: EB ' A~ress or ~ddresses.~here bizlgo games will be held or raffle drawings conducted: NOTE: THIS PERMIT IS VALID ONLY AT THE ABOVE LOCATION. F. Dates or days of week and times of day when bingo games or raffles will be held at above address or G. Time patrons are admitted and sales begin: '~ ~ ~ · 2. A. Date when organization was founded: B. Has your organization been in existence and met regularly in Chesterfield County for two years immediately prior to making this application? Yes ~ No . C. Is your organization currently and has your organization always been operated in the past as a non- profit organization? Yes ~ No . D. Internal Revenue Code section under which tax-exempt status was granted [if applicable): E. Organization's Taxpayer Identification Number: ~'~1~' ~'~ ~'V~"~ F. State the specific type and purpose of your organization: 3. If this application is for renewal of a permit, answer A and B below. A. Were financial reports filed on time and in compliance with applicable legal requirements? Yes ~ No . B. Gross rec~ipt~ from all sources related to the operation of bingo games or instant bingo by calendar for the 12 month period immediatelyprior to the date of this application: ~._~/ ~ quarter 1st quarter 2nd quarter 3rd Quarter 4th quarter Officers of Organization: Address Vice'President: Sm Member authorized within the organization to be responsible for conducting and operation of bingo games or raffles: Home Telephone Number~''~T~.Susiness T~lephone Number: . Do you, each officer, director and member of the organization fully understand each of the following: A. 'It is a violation of la'to enter into a contract with any person, firm, association, organization (other than another qualified organization pursuant to Section 18.2-340.13 of the Cede of Virginia), partnership or corporation of any classification whatsoever, for the purpose o~ organiz- ii-,g, ,~a~r~egir~y or cu,,d~c~i~g~ingu g~m~ or ~a~fLes? Yes ~ No . The organization must maintain and file with the County Internal Audit Department complete records of receipts and disbursements pertaining to bingo games and raffles as required by State and County law, and that'such records are subject to audit by the County Internal Audit Department? Yes ~ No . C. The organization must remit an audit fee of 15 of gross receipts with the Annual Financial Report not late~ than November I unless gross receipts are less than $2,0007 Yes --~ No ~. D. The organization must furnish a complete list of its membership upon the request of the County Internal Audit Department or other designated representative of the Board of Supervisors? Yes .~- No . Any organization found in violation of Section 18.2-340.10 of the Code of Virginia authorizing this permit is subject to having such permit revoked and any organization or person, shareholder, agent, member or employee of such organization who violated Section 18.2-340.10 or Article 1.1 of Chapter 8 of Title 18.2 of the Code of Virginia may be guilty of a felony? Yes '" No . 7. Has your organization attached to this application each of the following? A copy of the organization's charter, articles of incorporation, bylaws, and other legal documents which describe.the Specifi~ purposes for which the organization, is chartered or organized? Yes '~'~No . B. A copy of a resolution of the organization's board of directors authorizing the undersigned to apply for this permit? Yes ~ No ~. Cw A check in the amount of $25.00 payable to Treasurer, Chesterfield County as an application fee? Yes / No . Additional pages where necessary to fully complete this application? Yes '~No . Have you and each officer Of yourorganlzation read the attached permit and do you and each of you agree on behalf of the organization to comply with each of the conditions therein? Yes I hereby swear or affirm under the penalties of perjury.as set forth in Section 18.2-434 of the Code of Virginia~ that all the above questions have been completely answered and that all the statements herein are true to the best of my knowledge, information and beliefs. WITNESS the following si~ures and seels: ~re of Applicant U Title Address STATE OF VIRGINIA ff_.,fl U hrl~ O~ ~STEPJ:IELD ~ I, ~ ~~, a Notary Public in and for .the Count~ and S~te a~or~_ai~d~/d,o..~reby ~rt~t ~~ ~~ in ~is capacity a~~ of~~~~ ~~ ~aniza~ion an~whose name is signed to the foregoing appeared before me this day and ackn~ledg~ ~scribed ~d ~or~ the sam~ before me in the jurisdiction aforesaid. Given under my My Commission Expires: ¢5~~ ~~~. / ~o~a ~yX Pub 1 ~ c Ill CONSTITUTION AND BY-LAWS ARTICLE I - NAME The name of this organization shall be Manchester Music Boosters Club. ARTICLE II - OBJECTIVES The objectives of Manchester Music Boosters Club are: 1. To arouse and maintain an enthusiastic interest in the various phases of the Manchester High School Music Program. 2. To lend all possible support, both moral and financial, to the Music Program in the school. o To cooperate with those in charge of the Music Department and the school officials to the end that this department be brought to, and kept at the highest possible standards. 4. To build andmaintain an organization which will help promote the general activities of the Music Program. ARTICLE III - MEMBERSHIP The parents of pupils enrolled in the Music Program, the school principal and music faculty of Manchester High School shall be members. Any other person interested in the progress and development of the Music Program of Manchester High School may become a member. ARTICLE IV - OFFICERS The officers of the organization shall be a president, vice- president, secretary, corresponding secretary and treasurer. The members of the Music Department faculty and the school principal shall serve as ad.visors to the club. BY-LAWS ARTICLE I - DUTIES OF OFFICERS Section l: The president shall preside at all meetings of the club, appoint all committees and shall be an ex-officio member of all committees~ Section 2. The vice-president shall assume all the duties of the president in his absence and serve as chairman of the membership committee. Section 3. The secretary shall keep the records and minutes of all meetings. -2- Section 4. The corresponding secretary shall be in charge of all correspondence. Section 5. The treasurer shall receive all moneys and pay all bills authorized by the club. Section 6. The music faculty shall have full charge of the Music Program and shall be ex-officio members of any committee of the club. ARTICLE II - MEETINGS Section 1. The regular meeting of this club shall be held during each calendar month of the year at a time designated by the membership. Section 2. A special meeting may be called by the president after having given three days' (72 hours) notice. ARTICLE III - FUNDING Section 1. The membership dues shall be $~00 per year. Section 2. There shall be no fund raising activities in the name of the club without prior approval of the membership at a regular or special meeting.~' ARTICLE IV - ELECTIONS Section 1. A nominating committee shall be appointed by the president at the regular April meeting of each year. Nominations may be made from the floor after the report of the nominating committee. Section 2. Officers are to be elected at the annual meeting in May for a one-year term and shall be installed in May. Any officer may serve more than one consecutive term. ARTICLE V - AUTHORITY Section 1. Parlimentary procedure in accordance with Roberts' Rules of Order shall be followed at all meetings. Section 2. Five members shall constitute a quorum for conduct of any business of the club. -3- Article VI - Ccr~nittees Section 1. An auditing committee, consisting of two members, shall be appointed in April to audit the books during the month of May. Section 2, The following standing committees shall be appointed annually: (1) Ways and Means with responsibility for all fund raising including the concession stand. (2) Membership including responsibility for attendance and telephone notice to membership. (3) Uniforms with responsibility to assist music faculty in care and inspection of uniforms and robes. Section 3. as needed. Other committees may be appointed by the president Article VII - Compensation No member shall receive any compensation for services rendered. Article VIII - Amendments The constitution and by-laws may be amended by a majority vote of the members present at any regular meeting. The amendments must have been presented at the preceding regular meeting of the club. Article IX - Dissolution Should the membership vote to dissolve the club, any remaining' funds after payment of outstanding liabilities will be donated to the Manchester High School for the express purpose of furthering the Music Program. MANCHESTER MUSIC BOOSTERS MANCHESTER HIGH SCHOOL 7401 HULL STREET ROAD RICHMOND~ VIRGINIA 23235 December 29, 1986 Ms. Karen Waldron Assistant County Attorney Chesterfield~County Chesterfield, Virginia 23832 Dear Ms. Waldron: The Manchester Music Boosters Club has authorized James Tharpe, our Vice~President, to make application for a raffle permit. The application and supporting documents are attached. PRESIDENT: TREASURER: R~y Leach Gwen S. Osborn MEETING DATE: CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA January 14, 1987 ~.~. Board discretion as to ITEM NUMBER:when to be presented SUBJECT: Resolution Recognizing Outstanding Achievements of R. Garland Dodd, Chairman, 1986 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION' In previous years, the Board has adopted a resolution recognizing achievements of its past Chairman. The attached resolution is submitted for Board consideration. A plaque has been engraved for presentation as well. PREPARED BY: ATTACHMENTS: YES,~ NO [] SIGNATURE: COUNTY ADMINISTRATOR OO36 RESOLUTION RECOGNIZING THE OUTSTANDING ACHI~S OF MR. R. GARLAND DODD W~RREAS, The Honorable R. Garland Dodd, Supervisor representing Bermuda District, served as Chairman of the Board of Supervisors in 1986, demonstrating leadership of the highest caliber; and WT~RREAS, Mr. Dodd's dependability, reliability and integrity have been recognized not only by the Board, the Administration, and the County residents, but the Richmond Metropolitan community and the Tri-Cities communities as well through his active involvement and commitment to the Metropolitan Economic Development Council, the Regional Port Facility Task Force, the 1986 Legislative Tour and the Crater Planning District Commission; and WHEREAS, Mr. Dodd was instrumental in the establishment of Henricus Park in Chesterfield County which is located on the James River near Dutch Gap and was the second English settlement in the new world and was actively involved in the initial stages of construction of Route 288; and WHEREAS, under Mr. Dodd's Chairmanship, the County, one of the fastest growing localities in the state and nation, faced challenges and demands placed upon it and the Chesterfield residents responded and approved the County Charter referendum on November 4, 1986 which will streamline and make County Government more efficient, effective and responsive to the people. NOW, THEREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors does hereby recognize and applaud the untiring efforts and commitment to excellence displayed by its 1986 Chairman, Mr. R. Garland Dodd. CHESTFRFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: SUBJECT: January 14, 1987 ITEM NUMBER: Recognizing Outstanding Achievements of Gary T. Bailey COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION At the request of Mrs. Girone, the Board is being requested to recognize Gary T. Bailey upon his receiving the rank of Eagle Scout. PREPARED BY; ATTACHMENTS: YES ~ NO [] SIGNATURE: "CbU~TY ADMINISTRATOR 0038 RECOGNIZING OUTSTANDING ACHIEVEMENTS OF GARY T. BAILEY WHEREAS, Gary T. Bailey, son of Mr. and Mrs. William H. Bailey, Jr. of 2113 Jarman Lane, has attained the rank of Eagle Scout, which is the highest rank awarded to a young man in the Boy Scouts of America; and WHEREAS, Gary has been a member of Troop 829 sponsored by St. Mathias Episcopal Church in Chesterfield County, Virginia since June 1983; and W~RREAS, Gary was a Patrol Leader, a Scribe, a Crew Chief for the Florida High Adventure and a member of The Order of the Arrow; and WHEREAS, Gary is a member of the Midlothian High School Band and is a photographer for the basketball team; and W~RREAS, Growing through his experiences in Scouting, learning the lessons of responsible citizenship and priding himself on the great accomplishments of his County, Gary is indeed a member of a new generation of prepared young citizens of whom we can all be very proud. NOW, T~RREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors hereby extends its congratulations to Gary T. Bailey and acknowledges the good fortune of the County to have such an outstanding young man as one of its citizens. CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: SUBJECT: January 14, 1987 ITEM NUMBER; Recognizing Outstanding Achievements of Scott D. Bailey COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION At the request of Mrs. Girone, the Board is being requested to recognize Scott T. Bailey upon his receiving the rank of Eagle Scout. PREPARED BY; ATTACHMENTS: YES ~ NO I"'1 SIGNATURE: ' ' ~ OUNTY ADMI N I STRATOR RECOGNIZING OUTSTANDING ACHIEVEMENTS OF SCOTT D. BAILEY WHEREAS, Scott D. Bailey, son of Mr. and Mrs. William H. Bailey, Jr. of 2113 Jarman Lane, has attained the rank of Eagle Scout, which is the highest rank awarded to a young man in the Boy Scouts of America; and WHEREAS, Scott has been a member of Troop 829 sponsored by St. Mathias Episcopal Church in Chesterfield County, Virginia since April 1982; and WHEREAS, Scott was a Patrol Leader and a Senior Patrol Leader as well as a member of The Order of the Arrow; and WHEREAS, Scott is a member of the Midlothian High School Band and is a photographer for the basketball team; and WHEREAS, Growing through his experiences in Scouting, learning the lessons of responsible citizenship and priding himself on the great accomplishments of his County, Scott is indeed a member of a new generation of prepared young citizens of whom we can all be very proud. NOW, T~RREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors hereby extends its congr.atulations to Scott D. Bailey and acknowledges the good fortune of the County to have such an outstanding young man as one of its citizens. CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: SUBJECT: January 14, 1987 ITEM NUMBER; Recognizing Outstanding Achievements of Philip C. Wendt COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION' At the request of Mr. Daniel, the Board is being requested to recognize Philip C. Wendt upon his receiving the rank of Eagle Scout. PREPARED BY; ATTACHMENTS: YES ~ NO [] SIGNATURE: v dOUNTY ADMI N! STRATOR J RECOGNIZING OUTSTANDING ACHIEVEMENTS OF P~ILIP C. WENDT WHEREAS, Philip C. Wendt, son or Mr. and Mrs. Donald R. Wendt of 7504 Lantern Ridge Court, has attained the rank of Eagle Scout, which is the highest rank awarded to a young man in the Boy Scouts of America; and W~EREAS, Philip has been a member of Troop 874 sponsored by St. Luke's United Methodist Church in Chesterfield County, Virginia since March 1983; and W~EREAS, Philip has held the offices of Scribe, Assistant Patrol Leader, Patrol Leader, Assistant Senior Patrol Leader and Senior Patrol Leader, is a member of The Order of the Arrow and also received the Arrow of Light while in the Cub Scouts; and W~R. REAS, Philip is also a member of the Manchester High School's Science Club, is a photographer on the Year Book staff and is a trainee in Sports Medicine; and W~RREAS, Growing through his experiences in Scouting, learning the lessons of responsible citizenship and priding himself on the great accomplishments of his County, Philip is indeed a member of a new generation of prepared young citizens of whom we can all be very proud. NOW, T~RREFORE BE IT RESOLVED, that the Chesterfield County Board of Supervisors hereby extends its congratulations to Philip C. Wendt and acknowledges the good fortune of the County to have such an outstanding young man as one of its citizens. CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: SUBJECT: January 14, 1986 Claim of James M. Clapp ITEM NUMBER; 10.A. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION' Counsel for James M. Clapp has submitted the attached claim to the Board of Supervisors for $20,000.00 arising out of dis- ciplinary action taken by the Police Department against Clapp, a County police officer, for dereliction of duty. There is no legal or factual basis for the Board to pay this claim and we recommend that the claim be denied. Clapp, previously a member of the Police Department's Crash Investigation Team, was directed to investigate a fatal auto accident. After many months when a relative of the accident victim called.the Department inquiring about the status of the investigation, the Department discovered that Clapp not only had not completed the investigation but had not even begun the process. Accordingly, Clapp was formally charged by his superior with dereliction of duty, a violation of the Department's stan- dard operating manual, and was suspended for two days without pay. ATTACHMENTS: YES ~ NO [] (Continued) PREPARED BY; Steven L. Micas County Attorney SIGNATURE: / "C~3UNTY ADMI NI STRATOR 004, Agenda Item January 14, 1986 Page 2 Clapp contested this disciplinary action through the Police- men's Bill of Rights procedures. After a hearing, the Bill of Rights panel, finding that Clapp had violated police policies, recommended a one-day suspension without pay. Chief Pittman adopted the panel's recommendation and Clapp was credited for one day's pay. Clapp's current claim against the County alleges that the Police Department did not comply with certain requirements of the Policemen's Bill of Rights. After reviewing the situation we are satisfied that Clapp was appropriately disciplined by the Police Department for failure to perform his duties and that the Bill of Rights procedure was properly followed in all respects under Virginia law. Furthermore, the County is immune under the doctrine of sovereign immunity from paying Clapp's claim. Therefore, we recommend that this claim be denied. cd1912:85C16 0045 OLIVER D. RUDY HERBERT C. GILL, JR. WII.LIAM R. KEOWN J_AMES E. EVANS I'~ 'NED M.. MIKULA LAW OFFICES RUDY, GILL, KEOWN, EVANS & MIKULA October 14, 1986 P. O. BOX 21 OR 58 COGBILL LAW BUILDING CHESTERFIELD COURTHOUSE CHESTERFIELD, VIRGIN~ 23832 Steven L. Micas, Esquire Office of County Attorney Chesterfield, Virginia 23832 HAND DELIVERED Re: Officer James M. Clapp v. Chesterfield County, Virginia Dear Mr. Micas: Since your office has been insistent on statutory adherence to §15.1-550, et seq., Code of Virginia, as amended, please accept this as a notice of claim pursuant thereto. The basis of the claim is as follows: 1. That James M. Clapp, while employed as a police officer for Chesterfield County, was charged, on June 17, 1986, with violating section 437 of the Police Department Manual. 2. That a hearing was set for June 26, 1986 between Officer Clapp and the Deputy Chief of Police (see'memo attached and marked "A"). 3. That on June 26, 1986 the Deputy Chief of Police notified Officer Clapp of the Hearing results (see memo attached and marked "B"). 4. That on June 27, 1986 the department was notified by my letter of that date of Officer Clapp's request for a policeman's Bill of Rights (~2.1-1165, Code of Virginia) panel hearing, which was set for August 4, 1986. 5. That on July 18, 1986 Officer Clapp's pay check had deducted.from it, two (2) days pay pursuant to the initial hearing recommendations, but prior to his exhaustion of statutory remedies. OOd Steven L. Micas, Esquire October 14, 1986 Page Two 6. That shortly after July 18, 1986 Officer Clapp was informed his two days pay was to be refunded to him, but several pay checks passed prior to this "restitution". 7. That on August 4, 1986 a panel hearing was held over Officer Clapp's objection to this compiliation of said panel. This panel was not held in compliance with Virginia statute in that the department's panel member, Lt. A. V. Maddra was more than two ranks above the grieviant. 8. That pursuant to the panel's recommendation, the Chief of Police, suspended this officer for another (yet third) day without pay. 9. That a third day's pay was withheld from Officer Clapp's pay check and he was suspended for this third day. 10. That Officer Clapp then received his initial two days pay. 11. That this action of withholding a financial (monetary) benefit and a property (expectation of continued employment unless statutory mandates are followed) right were wrongfully, wilfully, wantonly, and negligently done by the County through its Police Department employees. 12. That demand is made by Officer Clapp for the following items: a) compensation for interest lOst on funds wrongfully withheld for a period in excess of o~e month; b) compensation for wrongfully withholding pay without proper panel compiliation in accordance with statute; c) compensation in the form of punitive damages for the aforesaid actions of the County through its employees-agents; d) compensation for attorney fees and costs expended herein; ~ e) for a re-hearing by a panel correctly compiled in accordance' with statute to hear his appeal. We. feel, in addition to #(e), above, that appropriate compensation of these above-noted wrongdoings would be $20,000.00. Steven L. Micas, Esquire October 14, 1986 Page Three Due to the language of ~15.1-550, a copy of this letter in Affidavit form is by copy hereof being mailed to each member of the Board of Supervisors of Chesterfield County, Virginia for proper action on this claim. Very truly yours, William ~. Keown WRK/j d enclosures cc: Chesterfield County Board of Supervisors I hereby certify, under oath, that the above statements are true and correct. flAMES M. CLAPP'; Affiant -STATE OF VIRGINIA COUNTY OF CHESTERFIELD, to-wit: I, the undersigned, a Notary Public in and for the jurisdiction aforesaid, in the State of Virginia, do certify that James M. Clapp, whose name is signed to the foregoing, has acknowledged the same before me in my jurisdiction aforesaid. Given under my hand this ~/) day of October, 1986. No~-ar~ Public My Commission expires:5'~/d?O TO: FROM: DATE: RE: COUN~ O~ VIRGINIA MEMO Ma3or L. M. Parris~./ June 26, 1986 HEARING RESULTS As a result of the hearing in my office today, the charge of Neglect of Duty was sustained. The evidence and your statements substantiated that you failed to file a supplemental accident report in a timely manner, you failed to properly gather photo evidence of the accident scene and you delayed in serving the 3udicial papers. Because you were reprimanded on a prior occasion for failing to get reports in on time, I feel that a two day ..~usP~nsion without pay is justified at :his time. You also .will be removed from the Accident Crash Team. I hope that this has been a learning experience for you and trust you will perform your duties in a competent manner in the future. If I may answer questions about the penalty, please contact t~,IP/cpd CC: Captain L. S. ~aCchews Lieutenant W. V, Driskill Lieutenant R. L. ~ea'd~~, Jr. EXHIBIT "B" TO: FROM: DATE: RE: COUNTY O~ CHESTERFIELD VIRGINIA MEMO Officer J. M. Clapp, Patrol Division Major L. M. Parrish, Deputy Chief of Police June 17, 1986 'Hearing You are charged with violating Section 437 of the Department Policy Manual; to wit, Neglect of Duty. On February 9, 1986 you failed to give due and proper attention to performace of duty on assign~ent responsibilities while investigating an accident that occurred on Providence Road. Specifically you did not file a supplemental accident report, you failed to obtain photographs of the scene and you delayed serving the judicial papers. 'A hearing is scheduled on June 26, 1986 at 9:00 a.m. in my office. You are hereby advised to appear. If the charge is sustained any of the following actions or combination thereof may be taken. 1. Counselling 2. Reprimand 3. Warning 4. Suspension 5. Deomo~ion 6. Transfer for punitive reasons 7. Termination to be recommended to the Circuit Court Judges /vf cc Captain L. S. Matthews Lieqtenant W. V. Driskill EXHIBIT "A" 0050 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA k. MEETING DATE: SUBJECT: January 14, 1986 ITEM NUMBER; 10. B. Claim of Chester F. Smith COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Counsel for Chester F. Smith has submitted the attached claim to the Board of Supervisors for $45,000.00 relating to a decision of the Police Department which prevents Smith, a County police officer, from engaging in off-duty employment utilizing his police power. There is no legal or factual justification for the Board to honor this claim and we recommend denial. In mid-1985 the Police Department reassigned Smith from a patrol assignment to desk duty based on a review of his personnel file which showed a number of prior incidents involving question- able use of force. At the same time, the Department became concerned that, due to Smith's record, the County might also be unnecessarily exposed to liability claims arising out of Smith's off-duty employment in the field of security. Traditionally, the Police Department has allowed police officers to work off-duty as security guards in order to increase a police presence throughout the County. Even though off-duty, these officers retain all of their police powers and have the same authority to enforce criminal laws as when they are on duty. However, under the County's personnel policies all departments have the discretion (C°nt~SUepARdE~ By;__~~.,v~, (~'~(¢..4.~ Steven L. Micas County Attorney ATTACHMENTS: YES I~ NO [] SIGNATURE: 0 0d~.l (~'OU~TY ADMI NI STRATOR Agenda Item January 14, 1986 Page 2 to restrict an employee's off-duty employment if such employment might adversely affect the County. Accordingly, in light of Smith's personnel records, the Police Department concluded that Smith's off-duty employment should be restricted to non-police type work. Smith alleges in his claim that the decision to restrict his off-duty employment was made without affording him his rights under the Policemen's Bill of Rights. However, the Bill of Rights does not even apply to the decision made in this case and Smith cannot, therefore, claim damages for the Department's "failure" to follow the Bill of Rights procedures. Furthermore, after reviewing Smith's personnel record we believe that the Department's decision was not only appropriate, but necessary to protect the County. Therefore, we recommend denial of this claim. cd1913:85C16 005 OLIVER D. RUDY HERBERT C. GILL, JR. WI[ LIAM R. KEOWN _fAMES E, EVANS NED M. MIKULA LAW OFFICES RUDY, GILL, KEOWN, EVANS & MIKULA October 8, 1986 ?. O, BOX 21 OR 58 COGBILL LAW BUILDING CHESTERFIELD COURTHOUSE CHESTERFIELD, VIRGINIA 23831 }ULND DELIVERED Steven L. Micas, Esquire Office of County Attorney Chesterfield, Virginia 23832 Officer Chester F. Smith Dear Mr. Micas: 804-748-3600 Pursuant to §15.1-550, Code of Virginia, advised that on behalf of our client Officer C. F. a clazm for payment on the following reasons: et. se~. please be Smith we hereby present 1. Mr. Smith has been employed as a County policeman since 1982. In that capacity and on off duty hours he has worked over-ni~e hours and off duty work (commonly referred to as "extra work") an various business establisbn~_nts, i.e. Cloverleaf Mall, Circuit City, etc. 2. On August 15, 1985 by virtue of a memo received from the office of the Chief of Police, Mr. Smith was forbidden to~Drk over-time in his capacity as a police officer. 3. On July 17, 1986, Mr. Smith through actions of Lt. R. L. Nease and ratified by the Chief of Police was forbidden to engage in any off-duty ~plos~nent ("extra work") that would utilize his police powers. M~. Smith was informed he could sell Amway Droducts or Something of like nature but could not engage in the long-standing practice, engaged in by Chesterf'~eld Police officers, of working security at various businesses and charity events during off-duty [ (personal) time] hours. 4. Tb~t the aforesaid actions by county (police) employees constitute punitive actions tcx.~rds a police officer and were implemented ~ithout the county affordinq a hearing . pursuant to ~2.1-11 Code of Virginia, as amended. 5. That since Mr. Smith averaged approximately $1,800.00 annually in over-time, he is entitled to this amount for a period of fourteen (14) months. 6. That since Mr. Smith averaged approximately 30-40 hours per month at $12.00 per hour he is entitled to this amount for a period for three months. 7. Becuase these actions were punitive in D~ture and without benefit of any type of agtherence to the statutory "Policeman's Bill of Rights", Mr. Smith is entitled to some stipend in the form of punitive damages plus attorney fees for our representation in this matter. Steven L. Micas October 8, 1986 Page 2 Esquire Because 'of the above noted actions of County employees done in the course of their emplolarent we hereby make formal demand for restitution totaling $45,000.00, curative. Because of your past claims of 'Statutory comDliance relative 315.1- 550, we wish to place you and the Chesterfield County Board of Supervisors on notice of this claim. We hereby call for the Board to either allow or deny this claim in accordance with statute, advising of us, in writing, of said decision. We will, of course, make any appearance before the Board that they may request, upon proper notice. By copy of this letter I am advising all memeber of the Board of Supervisors notice of this claim. I trust the matter will be pro~xptly placed on the Board's Docket and I will be advised of the date. Very truly yours, William R. Keo%m ~RK/cc cc: Chesterfield County Board of Supervisors I hereby certify under oath that the above statements are true and correct. ter F. Smith, Jrl ,' Affiant. STATE OF VIRGINIA the undersigned, a Notary Public in and for the jurisdiction aforesaid, in the State .o,f Vi. rgini.a, do. certify that Chester F. Smith, Jr., whose name is signed to my jurisdiction aforesai~ne zoregoznq, bas acknowledged the same before me in Given-under my hand this day of~ " ' ~_, 1986. " .. ~lotary .Pablzc O mn s, on expires: CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: SUBJECT: January 14, 1987 APPOINTMENTS COMMUNITY SERVICES BOARD ITEM NUMBER; ll.A. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION The following people were nominated for reappointment to the Community Services Board effective immediately with terms to expire as indicated. Formal appointment should be made at this time. Matoaca: Ms. Yvette B. Ridley Term expires: 12/31/89 Dale: Rev. Malcolm M. Hutton Term expires: 12/31/89 Dale: Dr. Ronald J. Jessup Term expires: 12/31/89 Bermuda: Mr. Richard A. Nunnally Term expires: 12/31/87 PREPARED BY;, ATTACHMENTS; YES [] .o q SIGNATURE: COUNTY ADMINISTRATOR CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEET lNG DATE SUBJECT: January 14, 1987 ITEM NUMBER: ll.B. APPOINTMENTS CITIZENS TRANSPORTATION ADVISORY COMMITTEE COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION The Board nominated Mr. Cecil R. Maxson, Jr., Dr. Neil J. Humphries, Mr. J. Ruffin Apperson and Ms. Elaine Rubin at the last meeting for reappointment to the Citizens Transportation Advisory Committee. These people have been con~tacted and have expressed willingness to continue to serve. Terms would be effective immediately and expire December 31, 1988. PREPARED BY; ATTACHMENTS: YES [] NO SIGNATURE: {~~TY k ~0,~ DM I N I STRATOR CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGE NDA January 14, 1987 MEETING DATE' SUB4ECT: DRUG ABUSE TASK FORCE ITEM NUMBER' ll.C. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The following individuals were nominated to serve on the Chesterfield County Drug Abuse Task Force and should be appointed at this time: Representing Bermuda District: Ralph Jones 5500 Buxton Court Chester, Virginia 23831 Representing Chesterfield School (Recommended by Dr. Sullins): BrendaBiggs Coordinator of Attendance and Discipline Chesterfield County Schools 13206 Harrowgate Road Chester, Virginia 23831 Administration Two representatives from Dale should be nominated as well. PREPARED BY;, ATTACHMENTS: YES [] NO I~ SIGNATURE: ~/~OUNTY ADM I N! STRATOR 006- CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGE NDA MEETING DATE: SUBJECT: January 14, 1987 ITEM NUMBER: 11 .D. Nomination of a Chesterfield County Representative to the Board of Directors of the 'Metropolitan Richmond Convention and Visitors Bureau COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION' Mr. Robert E. Brittle currently serves as a member of the Board of Directors of the Metropolitan Richmond Convention and Visitors Bureau representing Chesterfield County and has expressed an interest in continuing to serve. Mr, Daniel will be recommending reappointment. Mrs. Girone would like to nominate Mr. Nick Esposito, who lives in Crestwood Farms and is the owner of the Holiday Inn - Koger Center because he is representative of the new hotel effort in the County and is a long term resident of the County. Reappointment or new appointment should be made effective July 1, 1986 for a one year term expiring June 30, 1987. PREPARED BY; ATTACHMENTS: YES r'l SIGNATURE ~NTY ADM I N! STRATOR O058 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AG E NDA MEETING DATE: SUBJECT: January 14, 1987 ITEM NUMBER; 12 .E. Public Hearing to Consider an Ordinance Permitting the Designation of Historic Districts COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION This public hearing has been set to consider the attached ordinance which would enable the County to establish historic districts and designate landmarks having important historical, architectural or cultural interest. If adopted, the ordinance would: a) authorize the creation of a Preservation Committee which, upon the request of the Board of Supervisors, the Planning Commission or a property owner, make a recommendation regarding the designation of an historic district and or landmark; actual designation would be made by the Board, b) establish standards for designation, and c) establish procedures to review plans for work on landmarks to ensure that such work will preserve the historical integrity of the landmark. Recommendation: Staff recommends that the Board adopt the attached historic districts and landmarks ordinance. ATTACHMENTS; YES~ NO [] PREPARED BY;, %lJ%ef~reY L Mlncks ' Senior Assistant County Attorney cd11025:85C16 SIGNATURE: COUNTY ADMI N ISTRATOR 0066 AN ORDINANCE TO AMEND THE CODE OF THE COUNTY OF CHESTERFIELD, 1978, BY ADDING ARTICLE XXII RELATING TO HISTORIC DISTRICTS AND LANDMARKS BE IT ORDAINED by the Board of Supervisors of Chesterfield County: (1) That Chapter 21 of the Code of the County of Chester- field, Virginia is amended and reenacted by adding the following sections: Section 21-201. Designation of historic districts. Pursuant to Sections 15.1-489 and 15.1-503.2, Code of Virginia, 1950, as amended, the Board of Supervisors shall have the author- ity to designate landmarks and landmark sites having an important historical architectural or cultural interest and to establish historic districts within the county containing buildings or places in which historic events occurred or having special public value because of notable architectural or other features relating to the cultural or artistic heritage of the county. Section 21-202. Creation of preservation committee. For the purposes of assisting in the administration of the provisions of this article, there is hereby created a preserva- tion committee. Such committee shall be composed of seven members appointed by the Board of Supervisors. At least one -i- 00 ;? member shall be an architect or landscape architect, one member shall be a contractor, one member shall be a representative of a local historical society and one member shall be a representative of the State Division of Historic Landmarks. Members of the preservation committee shall be appointed for three-year terms, and no member shall serve for more than two consecutive terms. Section 21-203. Procedure for designating an historic district, landmarks and landmark sites. Applications for the creation of an historic district, or the designation of landmarks and landmark sites shall be filed with the director of planning by the planning commission, board of supervisors, or the owner, contract purchaser with the owner's written consent, or the owner's agent of a structure or site to be designated a landmark site or the owner of any building within an historic district. The application shall be in such form and contain such information as shall be prescribed by the director of planning. Section 21-204. Responsibilities of the planning commission. a. Upon receipt of an application the director of planning shall, except in cases of a proposal initiated by the planning commission, refer such application to the planning commission for its review and report. -2- 0068 b. Within sixty (60) days following the first meeting of the planning commission after the receipt of such proposal or application, the planning commission and the preservation commit- tee shall hold a joint public hearing to review such application and shall prepare independent reports thereon addressed to the board of supervisors. c. Notice of such public hearing shall be given in the same fashion as provided for in Section 15.1-431, Code of Virqinia, 1950, as amended. The reports prepared by the planning commission and the preservation committee shall address the effect of the designation of the proposed district on the future development of the county and such other matters as it shall deem appropriate and shall recommend to the board of supervisors that the proposed district or landmark either be designated, be designated with altered boundaries or not be designated. Section 21-205. Action by the board of supervisors. a. Following the receipt of the recommendations and reports of the preservation committee and the planning commission, the board of supervisors shall conduct a public hearing and shall consider the request for designation of an historic district, landmark or site. Such public hearing shall be conducted in the same fashion as hearings conducted to consider amendments to the county zoning ordinance. -3- 0069 Section 21-206. Standards for designation of historic districts. No area of the county shall be designated an historic district pursuant to the provisions of this section unless such area shall constitute a distinct section of the county and shall have the potential to provide cultural and civic benefits by ~eason of the existence of at least one of the following factors: (1) The presence of special historical interest relating to local, state or national history. (2) The presence of special character or aesthetic interest or value caused by the development pattern of the area or by natural, landscaping or topographical features of the area. (3) The presence of one or more periods or styles of architecture typical of one or more eras in the history of the county which gives the area a distinct character. (4) The concentration of indigenous examples of local architecture which have not been significantly altered from their original design and which have a uniform scale and derive special value from the repetition of scale and form. (5) The presence of one or more distinguished buildings of high architectural quality and historic interest. -4- 0070 Section 21-207. Certificates of appropriateness. a. Authority. The preservation committee, acting as a body, shall have authority to issue certificates of appropriate- ness, in accordance with the provisions of this section. b. Certificate required. It shall be unlawful for any person to perform, cause or permit any construction, alteration, remodeling, removal, movement or demolition of any building, structure, other improvement or premises which has been designat- ed a landmark or landmark site or which is located within an area which has been designated as an historic district, and no person shall secure or issue a permit authorizing any such work unless a certificate of appropriateness with respect to such work, and in the case of demolition of a principal structure, with respect to the new construction proposed to replace such structure, shall have first been issued pursuant to this section. No person shall maintain any landmark, landmark site, or property located within an historic district on which any such work has been performed in the absence of, or in violation of the terms of such a certifi- cate. Provided, however, that routine maintenance that does not alter the existing exterior appearance of any such structure shall not require obtaining a certificate of appropriateness. The owner of an historic landmark or structure within an historic district shall, as a matter of right, be entitled to raze or demolish such landmark without a certificate of appropriateness provided that: (1) he has applied for such right; (2) the owner -5- 0071 has for the period of time set forth in the schedule hereinafter set forth and at a price reasonably related to its fair market value, made a bona fide offer to sell such landmark, building or structure, and the land pertaining thereto, to the county or to any person, firm, corporation, government or agency thereof, or political subdivision or agency thereof, which gives reasonable assurance that it is willing to preserve and restore the landmark, building or structure and the land pertaining thereto, and (3) that no bona fide contract, binding upon all parties thereto, shall have been executed for the sale of any such landmark, building or structure, and the land pertaining thereto, prior to the expiration of the applicable time period set forth in the time schedule hereinafter stated. No offer to sell shall be made more than one year after a final decision by the preservation committee, but thereafter the owner may renew his request to the board of supervisors to approve the razing or demolition of the historic landmark, building or structure. The time schedule for offers to sell shall be as follows: three months when the offering price is less than twenty-five thousand dollars; four months when the offering price is twenty-five thousand dollars or more but less than fifty-five thousand dollars; six months when the offering price is fifty-five thou- sand dollars; seven months when the offering price is seventy- five thousand dollars or more but less than ninety thousand dollars; and twelve months when the offering price is ninety thousand dollars or more. 0072 Section 21-208. ness. Applications for certificates of appropriate- a. Applications for certificates of appropriateness shall be submitted to the director of planning in such form as shall be prescribed by the director of planning. b. In any case where the work to be performed in confor- mance with a certificate of appropriateness requires the issuance of a variance or approval of a zoning change or other permit or approval, no application for a certificate of appropriateness shall be accepted until such other approval has been issued. The issuance of any such other approval shall not be deemed to establish any right to the issuance of a certificate of appropri- ateness and such certificates shall only be issued or denied solely on the basis of the standards established by this chapter. Section 21-209. Action by the preservation committee. a. Within forty-five (45) days following the receipt of a completed application for a certificate of appropriateness, the preservation committee shall review the application and shall either grant the certificate of appropriateness without modifica- tion, grant the certificate of appropriateness with modifications or subject to conditions, or deny the certificate of appropriate- ness. ~7~ b. The committee may, or at the applicant's request shall, meet with the applicant to review the application prior to rendering any decision. c. In considering such application the committee shall be guided by the purposes for which landmarks, landmark sites and historic districts are designated and by the particular standards and considerations set forth herein and by the standards and considerations contained in a preservation manual adopted by the board of supervisors. Section 21-210. Appeal procedure from preservation committee. In any case in which the applicant is dissatisfied with the decision of the preservation committee on his application for a certificate of appropriateness, the applicant may appeal the decision to the board of supervisors within thirty (30) days of the decision by filing a notice of appeal with the clerk of the board of supervisors. Section 21-211. Limitation on certificates. A certificate of appropriateness shall become null and void six (6) months after the date on which it was issued unless within such period the work authorized by such certificate is commenced. A certificate of appropriateness shall relate solely to the work shown on plans approved within such certificate and -8- 0074 it shall be unlawful to deviate-from any certificate of appropri- ateness without obtaining an amended certificate in the same manner as herein provided for obtaining original certificates. Section 21-212. officials. Emergency alterations or demolitions by public No county official shall seek to remove, alter or demolish any structure which is a landmark or is on a landmark site or in an historic district, for the purpose of remedying conditions determined to be dangerous to life, health or safety, unless a certificate of appropriateness has been issued to permit such removal, alteration or demolition provided, however, that the certificate may require that the work not materially change or detract from the exterior appearance of the structure where the danger to life, health or safety may be abated without so chang- ing or detracting from the exterior appearance. Section 21-213. sors. Appeal from decision of the board of supervi- An applicant for any designation or certificate of appro- priateness shall have the right to appeal any final decision of the Board of Supervisors pursuant to this article by following the procedure set out in ~15.1-503.2(c) of the Code of Virginia, 1950, as amended. cd1993:85C8 -9- 0075 Founded in 1981 Court House Square P.O. Box 40 Chesterfield, Vir~='nln 23832 The following buildings are on the Virginia Landmarks Register.:_ Eppington 9/9/69 Bellona Arsenal 1/5/71 Bellwood 6/19/73 Swift Creek Mill 9/18/73 Olive Hill 12/17/74 Trabue's Tavern 2/18/75 Richmond View 5/20/75 Ca s t lewood 6 / 15/76 Chester Presbyterian Church 6/15/76 Magnolia Grange 11/20/79 .Hallsborough Tavern 12/18/79 Vawter Hall and Old President's House (Virginia State University) The following are on the 2/19180 National, Register of Historic Places: Eppington 11/17/69 Bellona Arsenal 5/6/71 Swift Creek Mill 1/11/74 Olive Hill 4/3/75 Trabue's Tavern (Pleasant View) 6/10/75 Richmond View (Kingsland) 9/18/75 Chester Presbyterian Church 11/21/76 Castlewood 11/21/76 Bellwood 12/12/78 Ha llsborough Tavern 3/17/80 Magnolia Grange 3/17/80 Old President's House State University). 5/7180 Vawter Hall and (Virginia EVENINGS AND SUNDAY 15 FRANKLIN ST., PETERSBURG, VIRGINIA 23804 AD COPY DATE: (804) 732~3456 Dates pUblished: ~" Inches @ per inch CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: January 14, 1987 ITEM NUMBER: 12 .B. SUBJECT: Public Hearing to Consider Readoption of an Ordinance to Amend §§20-1.30 and 20-1.35 Relating to Requirements, for Mandatory Connection to the County Water and Sewer Systems Previously Adopted on an Emergency Basis COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION On November 26, 1986, the Board adopted on an emergency basis an amendment to §§20-1.30 and 20-1.35 of the water and sewer ordinance which required any structure on property adjacent to a public water or sewer line or any structure within 500 feet of a public water or sewer line to connect to the public system. The amendment reduced the 500 feet requirement to 200 feet. Since the adoption of the 500 feet requirement in the water and sewer ordinance on February 26, 1986, and a June amendment which exempted from this requirement any property for which a septic tank permit was obtained prior to April 1, 1986, staff has encountered numerous situations where the requirements cause economic hardships outweighing any benefit to the overall utilities system. Under the prior utilities ordinance, pur- suant to authority .and directives of the Uniform Statewide Building Code, all structures within 200 feet of a public water or sewer system were required to connect. Based on the experience of the past ten months, Staff believes the prior 200 feet standard is more workable and equitable than the current ordinance and recommends that the Board readopt the attached ordinance. Recommendation: on the attached ordinance which basis. ATTACHMENTS: YES ~ Readopt the amendments to §§20-1.30 and 20-1.35 shown we r~E ~iliB~~S ~ d~n3 r g e n c Y Jeffrey L. Mincks NO [] Senior Assistant County Attorney cd1931:85C16 AN ORDINANCE TO ~4END ON AN EMERGENCY BASIS THE CODE OF THE COUNTY OF CHESTERFIELD, 1978, AS AMENDED, BY AMENDING SECTION 20-1.30 AND 20-1.35 RELATING TO COUNTY WATER AND SEWER SYSTEM BE IT ORDAINED by the Board of Supervisors of Chesterfield County: (1) That Chapter 20 of the Code of the County of Chester- field, Virginia is amended and reenacted by amending the fol- lowing sections: Sec. 20-1.30 Required use of county water system. Any individual structure for which a building permit has been obtained after the effective date of this ordinance and which is within ~8~ two hundred (200) feet of a water line shall connect to the county water system. ~_~-~-w&~e~-~e--i-s w~h~_~_~¢e~--~-~~~--t~-49e--~e~e~-~-~he-~-~ ~eYe~pe~?-~3~-~e~e-~-~--~e~-~q~aJlq--ee~ee~-~c~-~he ee~-wa~e~-~M~em-~e~a~ess-e~-~he-~s~a~ee-~m-~he-~e~e Sec. 20-1.35 Required use of county sewer system. Any individual structure for which a building permit has been obtained after the effective date of this ordinance and which is within 58~ two hundred (200) feet of a gravity sewer line shall connect to the county sewer system.---I~-~--eeeh~t'Y ~a~_~ewe~-~e-~-w~h~-e~-a~aee~-~e-p~pe~-~-be-se~e~ ee~mee~--~m-~-~ewe~--~l~aw~-~f--ehe-~~-~-~he s~e~e-~-~e4~-sewe~-~e~--~-~h~-e~e~-~49a~-~-~i~-sep~e Util:85C8 006'0 15 FRANKLIN ST ViRGINiA 23804 (804) 732~3456 Publisher r)£ THE RICHMOND NEWS LEADER Th~s ~s to eer~gy *ha~ ~ne ......................... was published ~n The ~{[ehmmad News Leader, a r~ews l~shed ~r~ the C~*y of R~chmor~d, State of V;~g~r6a. Dec 31 , ~an 7 Dec 31 ~ ~9~/~ EVENINGS AND SUNDAY 15 FRANKLIN ST,, PETERSBURG, VIRGINIA 23804 AD COPT D~tes ~ ~D~ ~ Inches @ per inch CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGE NDA 12 .C. MEETING DATE: January 14, 1987 ITEM NUMBER: Public Hearing to Consider Readoption of an Ordinance to SUBJECT: Amend ~8-19.1 of the Code of the County of Chesterfield, 1978, as amended, Relating to Late Filing of Annual Revalidation Forms Under the Special Tax Assessment Program, Previously Adopted on an Emergency Basis. COUNTY ADMINISTRATOR'S COMMENTS: ,~ ,, , , /,~ - - ,' _ ,, ,~ t ,~ -", SUMMARY OF INFORMATION: _,~_.,. // - .,~ _,~ / ~ / ~ ~_~,, ~ In 1984 the Board adopted an ordinance requlr ~ng all landowners who enjoyed reduced real estate tax assessments under the County's special land use assessment program to revalidate their land use applications on an annual basis. The ordinance mandated that revalidation forms must be filed with the assessor no later than November 1 of each tax year. If an owner failed to file the validation form in a timely manner, his property would be assessed at fair market value for the following year; the owner could, however, file a new application during the following year which, if approved, would place the land in the land use program the year after. On November 26, 1986, the Board adopted, on an emergency basis, an amendment to the revalidation ordinance which permitted an owner who missed the November 1 filing deadline to file a revalidation form by December 5 upon the payment of a late filing fee. At that time there were 70 landowners under the land use (Cont' d. ) PREPARED Sr. Asst. County Attorney ATTACHMENTS: YES f NO [] SIGNATURE: 0061 ~(~L)~TY ADMINISTRATOR i Public Hearing to Consider an Ordinance to Amend §8-19.1 of the Code of the County of Chesterfield, 1978, as Amended January 14, 1987 Page Two program who had not filed revalidation forms on or before November 1, 1986. Of these landowners, 30 took advantage of the grace period provided in the amendment. Since the amendment to the revalidation ordinance was adopted on an emergency basis, State law requires the Board to hold this public hearing to consider readoption of the amendment. If the amendment is not readopted, it will become void as of January 25, 1987. gmw830:85G20 0062 AN ORDINANCE TO AMEND SECTION 8-19.1 OF THE CODE OF THE COUNTY OF CHESTERFIELD, VIRGINIA, 1978, AS AMENDED, PERMITTING THE LATE FILING OF ANNUAL REVALIDATION FORMS AS PART OF THE SPECIAL LAND USE PROGRAM AND PROVIDING FOR A LATE FILING FEE. BE IT ORDAINED by the Board of Supervisors of the County of Chesterfield, Virginia: (1) That the Code of the County of Chesterfield, 1978, as amended, is amended by amending the following section: Sec. 8-19.1. Same - Annual Revalidation. In addition to any other obligations imposed by law, every owner of property, for which an application has been approved under this article, shall revalidate such application annually, on forms provided by the county assessor. Completed revalidation forms shall be filed with the office of the county assessor no later than November 1 of each year~ ; provided, however, that a revalidation form may be filed after November 1 but no later than December 5 of each tax year upon the payment of a late-filing fee oi twenty-five dollars. Failure to revalidate an application as provided in this section will invalidate the application and will cause the real property described in such application to be assessed at its fair market value for the following tax year and for subsequent tax years unless all owners of such real property shall submit and have approved a new application in accordance with the provisions of this article. (2) This ordinance is adopted on an emergency basis and shall take effect immediately, subject to the holding of a public hearing in accordance with state law. gmw829:85G19 0063 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA 12.D. MEETINGDATE: January 14, 1987 ITEM NUMBER; SUBJECT: Public hearing to consider the conveyance of a lease for real property at Bird Athletic Complex in order to operate food concessions COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OFINFORMATION: As has been advertised according to County policy, this item pertains to the conducting of a public hearing to consider the conveyance of a lease for real property at Bird Athletic Complex in order to operate a food concession. The Parks and Recreation Department is completing construction of a concessions building at this site. Occupancy is scheduled for January of 1987, and the Chesterfield Girls Softball League has requested permission to lease this building and to operate it as a concession facility. The purposed leasing agreement, which is similar to the ones for other parks, would apply from January 1, 1987 to December 31, 1989 and includes the standard 10% of gross receipts to be returned to the County for the facility's operation and maintenance. The revenues, which will be generated from operating this facility shall be utilized by the association to cover part of its operational costs. ATTACHMENTS: YES E] Millard D. StiZh, Jr. SIGNATURE: C O0 N'T'Y ADMI NI STRATOR 0064 Board Recommendation: The Parks and Recreation Department recommends that the Board of Supervisors 1) approve this lease with the Chesterfield Girls Softball League for the period of January 1, 1987 to December 31, 1989, which includes the standard provision for 10% of the gross receipts to be returned to the county, and 2) authorize the County Administrator to execute the necessary documents to carry out this agreement. 0065 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: SUBJECT: January 14, 1987 ITEM NUMBER: %2.F. Western Planning Area Land use and Transportation Plan Public Hearing COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: BACKGROUND The Board of Supervisors authorized Harland, Bartholomew and Associates to prepare a land use and transportation plan for the Western Planning Area. After extensive public and Staff review and following a series of public meetings, the Planning Commis- sion held a public hearing on November 25, 1986, and recommended a Plan for Board adoption. The recommended Plan provides for the anticipated demand for residential use along Lake Chesdin and in an area south of U.S. Route 360 (Hull Street Road) and proposed Route 288. The Plan also assures compatibility with the adopted Plan for the Southern Area and provides for the demand for a continued rural lifestyle in the southern and western areas of the County. The Plan also recommends the reservation of sufficient road rights-of-way to provide for future road widening as necessary. ATTACHMENTS: YES ~t NO I"1 PREPARED BY:~ Jacob~n~~ Thomas E. Diregtor of Planning SIGNATURE: -C(~UNTY ADMI NI STRATOR 0 0 7 7 January 14, 1987 Western Planning Area Land Use and Transportation Plan Public Hearing Page 2 RECOMMENDATION Board of Supervisors adopt the land use and transportation Plan as recommended by the Planning Commission. AG2DC228/lb 007 WHEREAS, the Chesterfield County Board of Supervisors adopted General Plan 2000 on June 22, 1977; and WHEREAS, Title 15.1, Chapter 11, Article 4 of the Code of Virginia provides for the preparation and review of a cc~nprehensive plan for all Virginia localities, and allow preparation of this Plan in parts; and WHEREAS, the Chesterfield County Board of Supervisors requested that the Chesterfield County Planning Cc~nission review the existing Plan for the Western Planning Area and to determine if revisions to the General Plan 2000 were needed; and WHEREAS, the Chesterfield County Planning Cc~mission has considered proposed Plan alternatives and has held public hearings on the proposed Plan revisions; and WHEREAS, the Chesterfield County Planning Ccmmzission has recc~raended that the Chesterfield County Board of Supervisors adopt Staff's Reccm~nended Plan subject to certain changes. NOW, THEREFORE, BE IT RESOLVED, that the Chesterfield County Board of Supervisors adopt the recc~anended Western Planning Area Land Use and Transportation Plan as an amendment to the Chesterfield General Plan 2000 to gUide future develotx~ent and provision of streets and public facilities and the area except: AG2DC234/lb 0079 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGE NDA MEETING DATE: January 14, 1987 ITEM NUMBER: 12.G. SUBJECT: Public Hearing Date to Consider Conveyance of a Parcel in the Airport Industrial Park to Mr. L. R. Lucord, Jr. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Mr. L. R. Lucord, Jr. is a principal with the Berkness Corporation currently located in the City of Richmond. The Company desires to purchase a 2.8 acre tract on the east side of Reycan Road at $25,000 per acre (see attached map). A purchase agreement has been prepared and the County Administrator has been authorized to execute the contract. The Berkness Corporation plans to build a 15,000 square foot facility and employ approximately 25 persons. Investment is estimated at approximately $700,000. RECOMMENDATION Approve the sale to Mr. L. R. Lucord, Jr. Attachmen~ AGI6D24/dem ATTACHMENTS: YES [] NO r'l PREPARED BY-f,/--/' "/ ."/-. ,~x--',~c---~ ~ S~z?nley ~. Balderson, jr. //Director of Economic Development SIGNATURE:. ' C~UNTY ADMINISTRATOR B'~ARD OF SUPERVISORS R. GARLAND DODD ,CHAIRMAN BERMUDA DISTRICT HARRY G. DANIEL.. VICE CHAIRMAN DALE DI8TRICT (3. H, APPLEGATE CLOVER HILL DISTRICT JOAN GIRONE MIDLOTHIAN DISTRICT JESSE J. MAYES MAT OACA DISTRICT MEMORANDUM TO: FROM: DATE: SUBJECT: CHESTERFIELD COUNTY P.O. BOX 4O CHESTERFIELD, VIRGINIA 23832 COUNTY ADMINISTRATOR RICHARD L. HEDRtCK R. L. Hedrick, County Administrator R. F. Sale, Assistant C~unty Administrator for Development --~3~_~ January 9, 1987 Airport Industrial Park Land Sales In August 1986 an increase in sale price for Airport Industrial Park property was recommended. Several Board members had concern regarding the recommended price increase. Consequently, it was decided to obtain outside appraisal services to assist in establishing a market price for individual parcels as well as for the Industrial Park as an entity. The appraisal is expected to be completed in April. Prior to the time that consideration was being given to an increase in sale price, the Department of Economic Development was negotiating land sales with several industrial prospects. As part of these negotiations, staff indicated the then established land price of $25,000/acre for property west of Whitepine Road. The three firms include: L. R. Lucord George K. Kcraget R & A Partnership Two of the firms are represented on the Board agenda for January 14, 1987 for sale of Airport Industrial Park property at the $25,000/acre price. It is recommended that the Board of Supervisors sell the requested property at the current sale price. For sales other than to the three firms identified aboVe, we are recommending a sale price of $35,000/acre be used until the appraisal has been completed. pb 00 .! N 50~30'57~E ,]O.O0~ -- L:~9, Z7' T'- ZS.00' N ~9~Z9'03" · :/ /. :90~ B= Z5,00' -- T:ZS,O0' '" ' ,, '~",. t' "~'-'' "^~' ,"/',' '.,' "; '" .[ ~ ,':.'"'>- "..~ ;: ".~ ~ . ENGINEEI~ .... ' CE6TIFICRTE ~ _ ,:, , . . u .~F~'~..r'~'~ r,' '~ ~ " ' ' ' " '---,". ' . ~' .-d :. ' /L~.. /',':; :.'-..~_ . , '-.,, .::~ 4~ ' . ~'% ,HE BE(~UI.flEIIIENT5 .~5 SET FOftTH i,1 THc EVENINGS AND SUNDAY 15 FRANKLIN ST., PETERsBuRG, VIRGIN~A 23804 AD COPY (804) 732-3456 ~ 4~ 04~ PAPEIe~ ' ~ CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATEJ:.anuar¥ 14, 1987 SUBJECT: Jail Addition Architectural Services ITEM NUMBER: 13.A. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION; Staff requests an appropriation of $31,850 for architechtural costs of a 2,200 square foot addition to the jail. On September 10, 1986, the Board approved the concept of moving the magis- trates office, hiring additional deputies, and adding a 2,200 square foot addition to the jail. Staff was instructed to prepare a report for the Board addressing the various issues related to the request. That report was given to the Board on 12/10/86 and the Board granted approval to apply for State funds for the project. Staff recommends that an architect be used for this project because the modifications involve major structural and heating, ventilation, and air conditioning changes. The architect must design new supporting walls, realign the lobby areas, and change lighting and electrical systems. Because this project involves major modifications to an existing building, proceeding with a design/build contract would not save the County money or time. Staff has completed an R.F.P. process and recommends DePasquale & Associates for the design of the requested addition and has negotiated a fee of $31,849. (more) PREPARED BY; ATTACHMENTS: YES [] NO ~ ~"~ ~COUNTY ADMINISTRATOR Jail Addition Architectural Services Agenda January 14, 1987 The proposed architectural fee provides for a base fee of $20,549 and expenses not to exceed $11,300 for soil borings and topographic surveys, interior designs, and as-built drawings relating the improved and existing space. The estimated cost of construction ranges between $195 - $220,000. The State Board of Corrections staff indicate that approximately $75,000 in state funding can be made available to offset the County costs of this project. The State Board of Corrections is scheduled to review the County request on January 14, 1987. The Board will be asked to appropriate construction funds once design is complete and the project is bid. Board Action Required: Appropriate the funds and authorize the County Administrator to enter into a contract with DePasquale & Associates for the design of the addition to the Chesterfield County Jail at a fixed fee including expenses not to exceed $31,849. CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA ~EETING DATE: January 14, 1987 SUBJECT: Appropriation for Airport Preapplication for State Funding COUNTY ADMINISTRATOR'S COMMENTS: ITEM NUMBER; 13.B. Terminal Renovation and SUMMARY OF INFORMATION: The purpose of this item is to request Board appropriation of funds for the Airport Terminal renovation and obtain Board endorsement of a preapplication for $385,000 of Commonwealth Airport funds to undertake various improvements at the Airport. On December 14, the Board of Supervisors approved the staff request to renovate the Chesterfield Airport Terminal Building using Airport Industrial Park funds. The renovation will entail moving the existing demountable partitions to better utilize the available space, expansion and remodeling of the lobby and public use areas and replacement of damaged, outdated and otherwise inappropriate furniture. The proposed cost of this renovation is $150,000. If State funding of the projects addressed below is approved, the total amount of funds may be reduced. (Cont. next page) ATTACHMENTS: YES B NO I'~ William H. Howell Dept. of Gen. Services SIGNATURE: ~ C OU NTY ADM I N! STRATOR OO$5 Page 2 January 14, 1987 The Virginia General Assembly in September 1986 approved a transportation funding package which resulted in the creation of the Commonwealth Airport fund. This legislation has substantially increased the revenues that the Commonwealth Airport fund may use to fund capital improvement projects at public use airports. Proposed Chesterfield Projects are: A. Refueling pumps at underground fuel tanks. B. Terminal Building Renovation C. Overlay existing parking lot D. Expand parking lot $ 18,000 $150,000 $ 17,000 $200,000' TOTAL $385,000 The State funding formula varies with the type of project and if all of the projects are approved, $100,400 in County matching funds will be required. It is proposed that the matching funds be provided from the Industrial Park Reserve Account requested for appropriation. If state funding is not obtained, staff will proceed to undertake the Terminal Renovation addressed above with the Airport Industrial Park funds. Board Action Required: ne Appropriate $150,000 from the Industrial Park Reserve Account for the Airport Terminal Renovation Project. Be Authorize the County Administrator to submit preapplication for assistance for above projects, and upon approval to submit application .Budget and Management Comments: Funds are available in the Industrial Park Reserve Account to provide the County match for these projects. The balance in the Industrial Park Reserve is currently $846,600. The appropriation of State funds is automatic once the grant is awarded. %~L~ne B Ramsey, Dire~or Budget and Accounting 0086 >- i-. Z 0 z 0057 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: January 14, 1987 ITEM NUMBER; SUBJECT: Resolution of Support for Route 895 13.C.!. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION' Mr. Daniel requested staff to prepare the attached resolution requesting VDOT to proceed with the construction of Route 895. The Richmond Regional MPO and Planning Commission have also approved a similar resolution of support. RECOmmeNDATION: Staff recommends approval of the attached resolution. ATTACHMENTS: YES [] NO [] P~EPARED BY; i ~~r j/~~- ~ire;tor of CTk~nsportation SIGNATURE: {~ O~NTY ADM I N I STRATOR Oo&& CHESTERFIELD COUNTY: At the regular meeting of the Board of Supervisors held at the Courthouse on January 14, 1987 at 7:00 p.m. WHEREAS, the 1-895 Connector has been on regional highway plans in various forms since 1968; and WHEREAS, the 1-895 Connector project has been an approved project by the Federal Highway Administration (FHWA) since June 13, 1984; and WHEREAS, the 1-895 Connector is a project of vital importance to the economic development of the Richmond region; and WHEREAS, the 1-895 Connector will provide for greatly improved access to the Richmond International Airport, as well as significant travel and access benefits for the Richmond region; and WHEREAS, the current Virginia Department of Transportation (VDOT) FY 1986-87 Allocation of Funds document has allocated only $1,000,000 toward the total estimated project cost of $175,000,000; and WHEREAS, the Tentative Revised VDOT FY 1986-87 Allocation of Funds document provides no additional funding for this project; and WHEREAS, the lack of Congressional action to enact legislation to reauthorize federal-aid highway programs for FY 1987 may delay vital engineering design work for the 1-895 Connector in Chesterfield and Henrico Counties. NOW, THEREFORE, BE IT RESOLVED, that the Chesterfield County Board of Supervisors hereby requests that the Virginia Department of Transportation allocate funds as necessary to keep the 1-895 project on schedule; and BE IT FURTHER RESOLVED, that the Chesterfield County Board of Supervisors does hereby request that the Virginia Department of Transportation allocate additional funds to the 1-895 project in order to proceed with the earliest possible construction of this vital regional highway project. Vote: Certified By: Joan S. Dolezal, Clerk to the Board of Supervisors CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGE NDA MEETING DATE: January 14, 1987 ITEM NUMBER: 13.C.2. .SUBJECT: Set Public Hearing Date to Consider Conveyance of a Parcel in the Airport Industrial Park to R & A Partner- ship dba/Colonial Beauty and Barbers Supply Company, and Authorize the County Administrator to Execute a COUNTY ADMIN~'IDRtAJI'~'esn ~o~a~e~sC:Ontract SUMMARY OF INFORMATION: R & A Partnership is the principal of Colonial Beauty and Barbers Supply Company currently located at 7741 Whitepine Road in the Airport Industrial Park. The company wishes to purchase an addi- tional 1/2 acre parcel adjacent to their property in the Airpark at $25,000 per acre (see attached map). A purchase agreement has been prepared. RECOMMENDATION Board authorize the County Administrator to execute the sales contract and set February 11, 1987, as the public hearing date to consider this conveyance. Attachments AGI7JA3/dem ATTACHMENTS: YES ~ NO [] //~.tanley f_Balders_on, Jr. / Dire_cto~ of Economic / Development SIGNATURE: COUNTY ADMINISTRATOR OO9o BOARD OF EUPERVI~)RS R. GARLAND DODD , CHAIRMAN BERMUDA DISTRICT HARRY G. DANIEL, VICE CHAIRMAN DALE DISTRICT G. H. APPLEGATE CLOVER H I L L DISTRICT JOAN GIRONE MIDLOTHIAN DISTRICT JESSE J. MAYES MATOACA DISTRICT MEMORANDUM TO: FROM: DATE: SUBJECT: CHESTERFIELD COUNTY P.O. BOX 40 CHESTERFIELD, VIRGINIA 23832 COUNTY ADMINISTRATOR RICHARD L HEDRICK R. L. Hedrick, County Administrator R. F. Sale, Assistant CRunty Administrator for Development January 9, 1987 Airport Industrial Park Land Sales In August 1986 an increase in sale price for Airport Industrial Park property was recommended. Several Board members had concern regarding the recommended price increase. Consequently, it was decided to obtain outside appraisal services to assist in establishing a market price for individual parcels as well as for the Industrial Park as an entity. The appraisal is expected to be completed in April. Prior to the time that consideration was being given to an increase in sale price, the Department of Economic Development was negotiating land sales with several industrial prospects. As part of these negotiations, staff indicated the then established land price of $25,000/acre for property west of Whitepine Road. The three firms include: L. R. Lucord George K. Kcraget R & A Partnership Two of the firms are represented on the Board agenda for January 14, 1987 for sale of Airport Industrial Park property at the $25,000/acre price. It is recommended that the Board of Supervisors sell the requested property at the current sale price. For sales other than to the three firms identified above, we are recommending a sale price of $35,000/acre be used until the appraisal has been completed. pb 009.1 ~T ! "T- 0092 ?.5,00' -- T:Z! N ~F'Z9 'O3"W ?70. t · . / / / / 009~ CHESTERFI ELD COUNTY BOARD OF' SUPERVISORS AGENDA MEETING DATE : January 14, 1987 ITEM NUMBER: 13.¢.3. SUBJECT: Awarding of Construction Contract for Construction of Whitepine Road Extension Phase I COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Board of Supervisors is being asked to award a contract for the construction of Whitepine Road Extension Phase I. On October 23, 1985 the Board of Supervisors authorized Austin Brockenbrough & Associates to design for the extension of Whitepine Road and sewer line from its current terminus at Reynolds Metals approximately 2200' directly north. This line parallels the'existing runways and terminates approximately at the end of the runways. The location does adhere to the overall master plan proposed for the Airport Industrial Park. The extension of this road will make available approximately 35 acres to Economic Development for marketinq and sale. Bids were received on Monday, December 8, 1986. The low bid was submitted by Shoosmith Bros., Inc. in the amount of $398,968.83. (continued) ATTACHMENTS: YES I~ NO E] PREPARED By; Richard M/McE~fish, P.E. Director Environmental Engineering SIGNATURE: ' ~'COU-NTY ADMINISTRATOR 0094 Board Agenda Item January 14, 1987 Environmental Engineering The following is a breakdown of the funding for the proposed construction of Whitepine Road Extension Phase I: CATEGORY REVENUES EXPENDITURES Funds Available (from sale of land) $ 633,750.00 Construction (Shoosmith Bros.) $ 398,968.83 Contingency (12%) 48,000.00 Total $ 633,750.00 $ 446,968.83 RECOMMENDATION: Appropriate $446,968.83 for construction of Whitepine RoadExtension Phase I. Authorize the County Administrator to award a construction contract to Shoosmith Bros., Inc. for the construction of Whitepine Road ExtensiOn Phase I in an amount of $398,968.83. Budget & Management Comments: The balance in the Industrial Park Reserve account is $846,665; therefore, use of $446,969 for this project would leave a balance of $399,696 in that account. James J. L. Stegmaier, Director Budget & Management Department 0095 .-/ · i , ) 009~ CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: January 14, 1987 ITEM NUMBER: 13.C.4. SUBJECT: Resolution Requesting U.S. Postal Service to Consider Combining both the Chester Post Office and the Courthouse Post Office into One Facility COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION Mr. Dodd has requested that a resolution be prepared for consideration at the January 14, 1987 Board meeting requesting the U.S. Postal Service to consider combining the Chester and Chesterfield postal facilities and locating the newly-combined facility between Chester and Chesterfield Courthouse. RECOMMENDATION: That the Board of Supervisors request the U. S. Postal Service to consider the attached resolution. ATTACHMENTS: YES [3 NO [] PREPARED BY; ,. Richard F. Sale Assistant County Admini strator/Deve lopment SIGNATURE COUNTY ADM I N! STRATOR 0097 Resolution Requesting U.S. Postal Service To Consider Combining the Chester and Chesterfield Postal Facilities WHEREAS, the U.S. Postal Service is currently studying alternative solutions for expanding postal facilities servicing Chester, Virginia; and WHEREAS, the postal facility located in nearby Chesterfield, Virginia is also inadequate for the growing demands being placed on it; and WHEREAS, it may be possible to achieve more economical service and better facilities through a combination of the two facilities; NOW, THEREFORE, BE IT RESOLVED that the Chesterfield County Board of Supervisors requests the U.S. Postal Service to consider the possibility of combining both post offices into one facility to be located conveniently to both Chester and Chesterfield, Virginia. Oecember 1 ~, 1 g86 Shawn McNamara Depart:~ent of busing and Communi ty Development 205 North 4th Street Richmond, VA 23219 Gent1 e~en: The United States Postal Servtce wishes to advise.you of the following proposed postal factllty project: 1. flame of Factltt~ - Chester, Vtrgtnta 23831 Location -wtthtn the limits of Brander's Bridge Road on the West. defferson Davis Hwy on the East. Centralta road on the North. West Hundred Road on the South. Purpose - To provtde better servtce and adequate space for postal operations. · 4. Approximate size: Building: 16,$00 S.F. Site: 65,000 S.F' 5. Huneer of e~ployees - 30 (peak ttme) ~hile a specJflc location for the proposed project has not been selected at this time, we would appreciate any comments or data you may have ~hlch would assist us in the tteely planntng and development of t~ls project for the ctttzens tt wt 11 serve. Upon selection of astte or building, further notification will be fonearded to you for such additional comments as may be appropriate. Sincerely, CC: / R. Garland Dodd Bermuda Otstrtct Supervisor Chesterfield Coun~ P.O. Box 40 Chest. erfleld, ¥~rglnta 23832 P. Oulnn Real Estate Officer CHESTERFi ELD COUNTY BOARD Of SUPERVISORS AGENDA MEETING DATE: January 14, 1987 SUBJECT: Federal Grant for Police Department ITEM NUMBER: 13.D.1. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION The Chesterfield County Police Department proposes the following Federal Grant poposal for your approval' 1) Drag Sled Measurement Systems - Police , Trmffic Services $1200.00 This grant is limited To traffic safety services, apd will assist the Department in enhancing safety on the County's highways by allowing police officers to determine vehicle speeds from skid- mark evidence. Such speed det. ermination is currently possible only through vehicle test skids, which are rarely used due to the safety hazards and possible equipment damage involved. No County funds will be necessary as in-kind match of Officers' salary will be applied toward grant. ATTACHMENTS: YES ~I~ NO [] SIGNATURE: COUNTY ADM I NI STRATOR 0099 BOARD O'F SUPERVISORS R. GARLAND DODD , CHAIRMAN IIERMU DA DISTRICT HARRY G. DANIEL. VICE CHAIRMAN DALE DISTRICT G. H. APPLEGATE CLOVER HILL DISTRICT JOAN GIRONE MIDLOTH lAN DISTRICT JESSE J. MAYES MATOACA DISTRICT CHESTERFIELD COUNTY P.O. BOX 40 CHESTERFIELD, VIRGINIA 23832 November 26, 1986 COUNTY ADMINISTRATOR RICHARD L. HEDRICK Mr. Bob Morris Division of Motor Vehicles 9137 Quioccasin Rd. Richmond, Va. 23229 Dear Bob, Enclosed is a copy of the D~ag Sled Mini-Grant proposal which I prepared. As the proposal must be approved by the County Board of Supervisors prior to submission to D.M.V., I am not submitting it for approval at this time, but sending it to you for preliminary examination. As I am relatively new to the grant process, I would appreciate your advising if further information will be needed at the time we are ready to submit this proposal. Thank you for your assistance in this matter. Sgt. J.E. Kling Safety & Community Support Chesterfield Police Dept. JEK/jj Enclosure PROPOSED MINI-GRANT AGREEMENT CHESTERFIELD COUNTY POLICE DEPARTMENT FOR SKIDMARK SPEED INTERPRETATION EQUIPMENT PROBLEM DEFINITION The rapid rate of growth in the areas of commercial and residential development which Chesterfield County has experienced in recent years has caused a direct increase in roadway usage within the County. This increased roadway usage has, in turn, led to a proportional increase in the number of traffic accidents. The following statistics show the relationship between the number of vehicles registered in the County and the number of accidents: Number of Number of Period Registered Vehicles Accidents No. of Accidents Per Registered Vehicles 1983 140,539 3865 .03 1984 148,312 4492 .03 1985 157,995 5187 .03 1986 165,779 4870 .03 (through 10/31) It has long been recognized that excessive speed is one of the major causative factors in traffic accidents. While the Chesterfield County Police Department employs intensive enforcement action to prevent speed related accidents, it also recognizes that valuable information to be used in the prevention of future accidents can be obtained from those accidents which do occur. It is out of this recognition~that the Department's Accident Investigation Crash Team was formed in February, 1982. While skidmark evidence (black marks left by automobile tires) potentially demonstrates the role of excessive speed in many accidents, the ability of the accident investigator to make use of this evidence is crippled by a lack of the necessary equipment to translate the evidence into a speed determination. The following illustrates this current inability: No. of Known No. of Accidents Speed Related Skidmark ~ of Speeding Period Summons Issued Accidents Evidence ~ of Speeding Summons Issued From Accident Investigation 1983 5333 93 1728 1 1984 5328 106 3655 3 1985 6763 122 2225 2 1986 4764 348 2092 0 (thru 10/31) Proposed Mini-Grant Agreement December 2, 1986 Page 2 This information graphically depicts the need for skidmark speed determination devices to more fully be able to investigate accidents and thereby initiate enforcement action and formulate recommendations to enhance highway safety. This need is expected to become even more acute as the fifteen miles of interstate-type highway currently under construction within the County are opened to the public. PROJECT OBJECTIVE To obtain two Drag Sled Measurement Systems which will enable accident investigators to utilize skidmark evidence for speed determination during their investigation. PROBLEM SOLUTION By purchasing two Drag Sled Measurement Systems and the necessary related equipment, traffic accident investigators would have the means of translating skidmark evidence into speed information suitable for court presentation. The proposed budget for obtaining this equipment is as follows: (2) Model F 20 HF Hydraulic Drag Sleds (2) Heavy Duty Carrying Cases (8) Extra Tire Pads $ 840.00 230.00 34.00 $1104.00 The carrying cases will extend the usable life of the equipment greatly. The additional tire pads are necessary to duplicate the tread pattern of the skidding tire. MILESTONES Equipment will be ordered immediately upon approval of this project. All data gathering for program evaluation will commence at the time the equipment is received and will continue for a period of twelve months. Proposed Mini-Grant Agreement December 2, 1986 Page 3 PROGRAM EVALUATION 1) Records will be kept to reflect the number of serious (fatal and near fatal) accidents investigated by the Accident Investigation Crash Team. The Drag Sled Measurement System will be employed in 100% of all accidents investigated by the Team in which skidmark evidence is present. Such use will lead to a determination of speed in 25% of these cases. 2) Records will be kept to reflect the total number of less serious accidents which occur in which skid mark evidence is present. The Drag Sled Measurement System will be utilized in 10% of these investigations, with a speed determination in 25% of this 10%. 3) Records will be kept to reflect the number of investigations in which the use of the Drag Sled Measurement System provided evidence which led to placement of a criminal charge. Use of the device will lead to placement of 25 or more speed related charges. Virc~nia Deoarm'~ of Motu Vehicles P..O~ Eox 27412 Rictmon¢~ V~ 23269-0001 APPLICATION FOR HIGHWAY SAFETY PROJECT GRANT TSA IQ (Rt'v PNOJ lC~ TITL,I~ Drag Sled Measurement Systems-Police Traffic Services YgAN OF PROJ"'GI' TO lC ~UNDKD I OUNATION OF PNQJK~ (MONTH i I ~ I~ ~ ZNO ~ 3No .oM, January ~, 1987 To, December 31, 1987 Chesterfield County Pol$ce Department A~OP~IATE 6OVKRNMKNT UNiT ~ UAT[ ~ COUNTY ~ GITY ~ OTHER NAM[ OF GO~KRNMKNT ~NiT IF DIFWKNKNT FROM AGKN~Y n/~ ADORKSS Gr~ A~ for ~g M ~e ~ ye~ ~d ~ ~ P~OJ~ DI~ON I TITS[ Bradford HammerIAssistant County Administrator 9, O, Soz 40, Chesterfield, Vt~$~$a 23832 2 I COONOINATON COMMENTS QAT[ NI:~[IV Kn JDAT' ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: Police Officers '- Salary ~a,ae 2 o~ A APPLICATION FOR HIGHWAY SAFETY PROJECT GRANT BUDGET PROJECTIONS rsA, · ~.~v ,,/,,~ FEDERAL $ $ 1200.00 (2) Drag Sled Measurement Systems Hydraulic Drag Sleds, Model F20HF, @ $420.00 (2) Heavy Duty Carrying Cases @ $115.00 C8) Interchangeable 'tire pads (4 for each drag sled device) @ $4,25 840.00 115.00 34.00 .1104.00 TOTAL: TO NEAREST DOLLAR I i ,S i S1200.O0 ' 1104.0~ ..,~OING DATA Page 3 of 4 APPLICATION FOR HIGHWAY SAFETY PROJECT GRANT DESCRIBE THE SOURCE OF INCOME THAT WILL, PROVIDE THE REVENUE NOT FUNDED BY A GRANT (EG: YEARLY BUDGET APPROVED BY COUNTY, CITY BUDGET ETC.) .In Kind Match (yearly budget approved by the County) DMV USE ONLY CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: SUBJECT: January 14, 1986 State Road Acceptance ITEM NUMBER: 13.D.3. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: BERMUDA DISTRICT Craddock Point, Section 4 Sun,mit Point and a Portion of Trueheart Heights CLOVER HILL DISTRICT CreW, Section F-3 Newby' s Wood, Section A DAT ,'R DISTRICT Salem Woods MATOACA DISTRICT Woodland Pond, Section 1 ATTACHMENTS: YES [~ NO [] PREPARED BY; ./'~'~/'~. ~ Richard M~Elfish, P.E. SIGNATURE: COUNTY ADM I N I STRATOR MEMORANDUM SUBJECT: MEETING DATE: Board of Supervisors Environmental Engineering State Road Acceptance - Craddock Point, Section 4 January 14, 1987 SAND HITIg DRi~JE: Beginning at the western end of iexistiing Sand Hills Drive, State Route number not assigned, and running westerly to the intersection with Pine Meadows Circle, then continuing ~esterly to the intersection with Evelyn Drive, then continuing westerly to end in a cul-de-sac. PINE MEADOWS CIRCLE: Beginning at the intersection with Sand Hills Drive and running northeasterly to tie into existing Pine Meadows Circle, State Route number not assigned. EVELYN DRIVE: Beginning at the intersection with Sand Hills Drive and running southerly to tie into existing Evelyn Drive, State Route 1567. CRADDOCK POINT SECTIONS 3 81 4 C ,"-,C ¢' ,. MEMORANDUM FRQM: SUBJECT: MEETING DATE: Board of Supervisors , Environn~ntal Engineering State Road Acceptance - Su~nit Point and a Portion of Trueheart Heights January 14, 1987 LUDGATE ROAD: Beginning at the eastern end of Ludgate Road, State Route 1660 and running easterly to the intersection with Ludgate Place, then continuing easterly to the intersection with Biltmore Road, then continuing northeasterly to end in a cul-de-sac. ILIXLATEPLACE: Beginning at the intersection with Ludgate Road and running northerly to the intersection with Eagle Point Road, then continuing northerly to the intersection with Ludgate Court then continuing northerly to end in a cul-de-sac. (Continued on next page) SUMMIT POINT ~ a Portion of TRUEHEART HEIGHTS State Road Acceptance Summit Point and a Portion of Trueheart Heights January 14, 1987 Page 2 EAGLE POINT ROAD: Beginning at the intersection with Ludgate Place and running westerly to tie into existing Eagle Point Road, State Route 3280. LUDGATE COURT: Beginning at the intersection with Ludgate Place and running southeasterly to end in a cul-de-sac. BILSMORE ROAD: Beginning at the intersection with Ludgate Road and running southerly to the intersectionwithWood Dale Road, State Route 1587. MEMORANDUM TO: FROM: SUBJECT: MEETING DATE: Board of Supervisors Environmental Engineering State Road Acceptance - Creekwood, Section F-3 January 14, 1987 TOWCHESTER DRIVE: Beginning at existing Towchester Drive, State Route 2238 and going northwesterly to the intersection with Allworthy Lane, then continuing Northwesterly to intersection with $oundview Lane, then continuing northwest- erly to a dead end. ALLWORTHY LANE: Beginning at the intersection with Towchester Drive and going northerly to end in a cul-de-sac. SOUNDVIEW LANE: Beginning at the intersection with Towchester Drive and going northerly to end in a cul-de-sac. CREEKWOOD SECTION F-3 O;0.9 M E M 0 R A N D U M TO: FROM: SUBJECT: MEETING DATE: Board of Supervisors Environmental Engineering State Road Acceptance - Newby's Wood, Section A January 14, 1987 NEWBY'S WOOD TRAIL: Beginning at the intersection with Burnett Drive, State Route 743, and going northerly to the intersection with Quail Ridge Road and then continuing northerly to tie into Newby's Wood Trail for Section B, Newby's Wood. QUAIL RIDGE ROAD: Beginning at the intersection with Newby's Wood Trail and going easterly to end in a cul-de- sac. Beginning again at the intersection with Newby's Wood Trail and going northwesterly to the intersection with Quail Ridge Terrace and then continuing northwesterly to end in a temporary turnaround. QUAIL RIDGE TERRACE: Beginning at the intersection with Quail Ridge Road and going westerly to end in a cul-de-sac. NEWBYS WOOD SECTION A °1Io MEMORANDUM MEETING DATE: Board of Supervisors Environmental Engineering State Road Acceptance - Salem Woods, Sections F and G and A Portion of Section A Januay 14, 1987 IADUEROAD: Beginning at the intersection withOldWarson Drive State Route 1905, and running northeasterly to the intersection with Chanson Road, then continuing northeasterly to the intersection with Chipping Drive, then continuing northeasterly to the intersection with Aberdare Drive, state route number unassigned. CHANSON ROAD: Beginning at the intersection with Ladue Road and running northeasterly to tie into existing Chanson Road, State Route 1903. CHIPPING DRIVE: Beginning at the intersection with Ladue Road and running easterly to the intersection with Aberdare Drive. SALE M WOODS SECT IONS F 1~ 6 MEMORANDUM FRC~: SUBJECT: MEETING DATE: Board of Supervisors Environmental Engineering State Road ~ceptance - Woodland Pond, Section 1 January 14, 1987 WOODLAND POND P~Y: Beginning at the intersection with Beach Road, State Route 752 and running southerly to the intersection with Waterfowl Flyway. ~ATERFGWL FLYWAY Beginning at the intersection with Woodland Pond Parkway running westerly to the intersection withMerganser Terrace, then continuing easterly to end in a dead end. MERGANSER TERRACE: Beginning at the intersection with Waterfowl Flyway and running southerly to the intersectionwithWidgeon Way, then continuing southerly to the intersection with Sawdust Trail, then continuing southerly to the intersection with Eider Landing, then continuing southerly to the intersection with Canvasback Circle, then continuing southerly to end in a cul-de-sac. WIDGEON WAY: Beginning at the intersection withMerqanser Terrace and running westerly to end in a cul-de-sac. SAWDUST TRAIL: Beginning at the intersection with Merganser Terrace and running easterly to end in a cul-de-sac. (Continued on next page) WOODLAND POND State Road Acceptance Woodland Pond, Section 1 January 14, 1987 Page 2 EIDER lANDING: Beginning at the intersection with Merganser Terrace and running westerly to end a cul-de-sac. CANVASBACK CIRCLE: Beginning at the intersection with Merganswer Terrace and running westerly to end a cul-de-sac. CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE SUBJECT: January 14, 1987 ITEM NUMBER;, 13.E.1. Request from resident at 5200 Ironbridge Road for Sewer Service COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION Staff requests that the Board authorize the Utilities Department to design and construct a sewer line to serve the existing home at 5200 Ironbridge Road. Staff has reviewed the request from Mr. J. E. Payne, who resides at 5200 Ironbridge Road, for sewer service and found the following: In 1975 and 1976 the County extended public sewer to the residents in this area. The sewer extension to serve Mr. Payne's house was deleted from that project due to a proposed development at the southwest quadrant of Route 150 and Route 10 interchange, which called for removing Mr. Payne's house to obtain better road access to Route 10. Therefore, Mr. Payne's house was not served at that time, and according to the Health Department's report he is'now experiencing septic tank problems. (Continued on next page) PREPARED BY; . ~~, ~-~ ATTACHMENTS; YES I~ NO [] SIGNATURE: COUNTY ADMI NISTRATOR Agenda Item January 14, 1987 Page 2 Staff recommends that the Utilities Department be authorized to proceed with the project and that $15,000 be transferred from the 1986-1987 extension fund 5P-5835-900R to 5P-5835-705R. The balance in the extension fund with approval of this project is $37,150.00. District: Dale Recommend Approval Date: 12-31-86 '86 - '87 C.I.P. SUMMARY OF APPROPRIATED SEWER FUNDS FOR EXISTING SUBDIVISIONS PROJECT NUMBER **S86-40C/7(8)640R ***S86-87C/7(8)687R **S86-88C/7(8)688R S86-89C/7(8)689R S86-29C/7(8)629R *S86-2C/7(8)602E S86-152CD/7(8)6F2M S87-5C/7(8)705R PROJECT NAME AMOUNT TO BE APPROPRIATED Hylton Park & Kin-Rey Subdivision Alfaree Road Hylton Park (Remainder) River Road $243,000.00 $ 76,900.00 $207,900.00 $ 16,700.00 Pocoshock Boulevard $ 53,350.00 Sewer Line Extension Chestnut Hills $ 50,000.00 Sec. A & B (Portion of) Turner Road (VDH&T Project) Sewer Extension $100,000.00 Payne Property 5200 Ironbridge Rd. Sewer Extension $ 15,000.00 BALANCE $800,000.00 $557,00O.00 $480,100.00 $272,200.00 $255,500.00 $202,150.00 $152,150.00 $ 52,150.00 $ 37,150.00 *Additional Appropriation - $250,000 previously appropriated from the 1985-1986 Sewer Extensions Fund. **Additional Appropriation required by Board of Supervisors Action, dated October 22, 1986, in the amount of $54,000 for S86-40C and $73,400 for S86-88C. ***Additional Appropriation required by Board of Supervisors Action, dated January 14, 1987, in the amount of $27,900.00 for S86-87C. © -~ ® q, cj I &, 14 q~ $0 o, CHESTERFIELD HEALTH DISTRICT CHESTERFIELD COUNTY-CITY OF COLONIAL HEIGHTS -POWHATAN COUNTY P. O. Box 100 Chesterfield, Virginia 23832 December 1 · 1986 Mr. Eric C. Rowland Utilities Department county of Chesterfield Chesterfield, VA 23832 re: 5200 Ironbridge Rd. Dear Mr. Rowland: On December 1, 1986 I inspected the septic tank/drainfield at the above named property. At that time the drainfield was operating properly. The property o~,~er ~r~ormed me that the drainfield had malfunctioned two (2) t~,~s ~ld n~[nor repairs were made to correct the problems. The septic tank/drainfield is ~venty seven (27) years old and may need major repairs in the next few years. S~ere ly, j~ Chesterfield Health District DDC/kjb 0118 MEET lNG DATE: SUBJECT: CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AG E NDA January 14, 1987 ITEM NUMBER: 13.E.2.a. Authorization to Proceed with Condemnation of a Sewer Easement for Hylton Park Subdivision Sewer Project COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION Staff requests the Board to authorize the County Attorney to proceed with condemnation of a sewer easement across the property of Albert M. Bartlett. On December 23, 1986, the following offer was made by The Right of Way Office to the owner listed below for the purchase of a sewer easement for Hylton Park Subdivision Sewer Project, Albert M. Bartlett $350.00 Since this offer has not been accepted and no counteroffer has been made and since the contract for the installation of the sewer line has been awarded, it is necessary to proceed with condemnation on an emergency basis. Staff will continue to negotiate with the owner to try and reach an agreement. (Continued on next page) PREPARED BY;, '~~~ ATTACHMENTS: YES I~ NO [] SIGNATURE: COUNTY ADMINISTRATOR 011.9 Agenda Item January 14, 1987 Meeting Page -2- Staff recommends that the Board authorize the County Attorney to proceed with condemnation on an emergency basis and exercise immediate right of entry pursuant to Section 15.1-238.1 of the Code of Virginia, and that the County Administrator be instructed to notify the owner by certified mail on January 15, 1987, of the County's intention to take possession of the easement. District: Clover Hill Recommend Approval 0120 EXI~TIN6~i I~:~' EAGD. lVII~NT' N/P l~ar~l ~__,AIb~-rb M. z HAVEI~FOI~D ~o' I~'/W \ \ / I * BERRAND o,35 ~ !ntrol ChuJr ch~ 16 CHESTERFI ELD COUNTY BOARD OF' SUPERVISORS AGE NDA MEETING DATE: SUBJECT: January 14, 1987 ITEM NUMBER: Consideration of a Request from L. E. R. Associates for Aid in Acquiring a Sewer Easement 13.E.2.b. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION' Staff requests the Board to authorize the Right of Way Manager to aid L. E. R. Associates in acquiring a sewer easement across the estate of Hattie K. Hancock. Staff has received a request from Reuben J. Waller, Jr., General Partner of L. E. R. Associates for help in acquiring a sewer easement across a parcel of land south of Route 360 and east of Walmsley Boulevard, in the estate of Hattie K. Hancock. Mr. Waller has hired a reputable real estate appraiser to prepare an estimate of the easement value and has offered the full amount of the appraisal ($18,200) to the heirs. This has not been accepted. Since there are eight (8) heirs involved and it is difficult to reach an agreement, staff recommends that the Board authorize the Right of Way Manager to help in acquiring the easement to serve their property, provided the partnership enter into an agreement with the County agreeing to pay for the costs. District: Clover Hill Recommend Approval ATTACHMENTS: YES ~,1 NO r'l SIGNATURE: c~MINISTRATOR MAFTY R t-i~IqCOCK -% PLAT' 5HOIAI ikl~ i~' 5A ',~ITA.RY.' .'.'SE~I~R EASEMEklT', AeRo55 ~ARY HANCOCK ~5~, ~LOVE~ HILL DIST~ICT) CHESTERFIELD ~OUMT~ ~ (TAX ~A~CEL ~3~-I~ O) II) DP- HOTP_.~ PEIRMAMEMT DP--MOTE5 ~DMST~U¢-/'IOk/ EA'SE. KBIETH M. C0X FOR 5TA'TE ADO: Z,~50, 000 EAST J.K. TIMMONS & ASSOCIATES, P.C. ENGINEERS · SURVEYORS · PLANNERS 711 N. COURTHOUSE RD. 8803 STAPLES MILL RD. 2430 PAGEHURST DRIVE 411 E. BROADWAY DATE: C~'T. ~D~I~Dg~ SCALE: DRAWN IY: t/V. CHECKED BY: RICHMOND, VA. HENRICO CO., VA. MIDLOTHIAN, VA. HOPEWELL VA. GOt. F COURSe. ,c~~ ~g MUSTANG D~ I? ~ I NINGTO# R0 ·. ADS INS / / / SCKOOL "~q Page 18 CHESTERFi ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: SUBJECT: January. 14~ 1987 ITEM NUMBER; 13.E.3.a. Award of Contract for Buford Road/Dwayne Lane Water Line COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Staff request the Board to Award Contract Number W86-172CD for 16" water along Buford Road and 6" water line in Dwayne Lane to Hamner Gay and Company, Inc., in the amount of $339,882.00. We received six (6) bids on this project ranging from $339,882.00 to $595,677.50. Funding for the project was scheduled in the 1986-87 budget under replace and upgrade water lines. Additional work was added to the project with the proposed turn lanes at North Pinetta and Buford Road. Therefore, funding in the amount of $80,000 is being requested for transfer from 5H Bond funds to 5H-5835-500E for the additional work and contingences. Staff recommends that the Board award the contract, authorize the County Administrator to execute the necessary documents and transfer the additional funds. District: Midlothian Recommend Approval ATTACHMENTS: YES I~ NO [] SIGNATURE: COUNTY ADMINISTRATOR VICINITY MAP SCALE' 1"= 2,000' W86-,172CD BUFORD ROAD/DWAYNE LANE WATER LINE 0129 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: SUBJECT: January 14, 1987 ITEM NUMBER: 13.E.3.b. Award of Sewer Contract Number S86-87C/7(8)687R for Alfaree Road Sewer Extension. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION Staff requests the Board award the project for the construction of sewer lines to serve residents along Alfaree Road. On December 18, 1986, we received six (6) bids for this ~project ranging from $69,927.00 to $88,016.00. Staff has reviewed the bids and recommend that this project be awarded to the low bidder, G. L. Howard, Inc., in the amount of $69,927.00. The amount previously appropriated was $49,000.00; therefore, an 'additional appropriation is needed in the amount of $27,900.00, which provides for approximately 10% contingency. Staff requests transfer of funds from 5P-5835-900R to 5P-5835-687R in the amount of $27,900.00. Staff recommends that the Board award Contract Number S86-87C/7(8)687R for the construction of sewer lines along Alfaree Road in the amount of $69,927.00, and authorize the County Administrator to execute the necessary documents. District: Dale PREPARED BY;_ Recommend Approval ATTACHMENTS: YES !-I NO [] SIGN AT URE: C 0dN'f'~ A OMI N! STRATOR Of 30 Date: 12-31-86 '86 - '87 C.I.P. SUMMARY OF APPROPRIATED SEWER FUNDS FOR EXISTING SUBDIVISIONS PROJECT NUMBER **S86-40C/7(8)640R ***S86-87C/7(8)687R **S86-88C/7(8)688R S86-89C/7(8)689R S86-29C/7(8)629R *S86-2C/7(8)602E S86-152CD/7(8)6F2M S87-5C/7(8)705R PROJECT NAME AMOUNT TO BE APPROPRIATED Hylton Park & Kin-Rey Subdivision Alfaree Road Hylton Park (Remainder) River Road $243,000.00 $ 76,900.00 $207,900.00 $ 16,700.00 Pocoshock Boulevard $ 53,350.00 Sewer Line Extension Chestnut Hills $ 50,000.00 Sec. A & B (Portion of) Turner Road (VDH&T Project) Sewer Extension $100,000.00 Payne Property 5200 Ironbridge Rd. Sewer Extension $ 15,000.00 BALANCE $800,000.00 $557,000.00 $480,100.00 $272,200.00 $255,500.00 $202,150.00 $152,150.00 $ 52,150.00 $ 37,150.00 *Additional Appropriation - $250,000 previously appropriated from the 1985-1986 Sewer Extensions Fund. **Additional Appropriation required by Board of Supervisors Action, dated October 22, 1986, in the amount of $54,000 for S86-40C and $73,400 for S86-88C. ***Additional Appropriation required by Board of Supervisors Action, dated January 14, 1987, in the amount of $27,900.00 for S86-87C. 0132 [en~ 6 St 2064 ' Joyrnoflt Rd. Rt.; 37 39 41 45 ,® 54 ~ *1 49 I -66 65 G7 .I t. 4616 ~to 4~)0 Old ~ 14 3O IZ 4540 4117 25 6O 4700 I0 2 I Inn6 5O &lO0 4610 4eoo 7 4540 Court LOST ~C.A CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AG E NDA MEET lNG DATE SUBJECT: January 14, 1987 ITEM NUMBER: 13.E.3.c. Request for Extension of Time on Refunds for Lucks Lane - Smoketree South COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION Staff has received a request from Midlothian Development Corporation for an extension of time of the refunds through connections provision for Water Contract W81-71CD. This contract expired August 31, 1986. The developer was originally due $39,141.30. As of this date, $15,741.30 is due on the contract. Staff recommends that Midlothian Development Corporation be granted a one (1) year extension on this contract with the condition that no additional extensions be granted. District: Midlothian/Clover Hill Recommend Approval PREPARED BY;... _ '/~~'~ ATTACHMENTS: YES I~ NO I"1 SIGNATURE: ~ .... COUNTY ADM I NISTRATOR October 20, 1986 Mr. Dave Welchons Director of Utilities County of Chesterfield Post Office Box 40 Chesterfield, Virginia 23832 RE: Contract No. W81-71CD Dear Dave, We hereby request an extension of time on the above-referenced contract. This contract has a balance due Midlothian Development Corporation of $26~.20,2.80. -°~' ~..~ :~ We greatly appreciate your considerating the extension on this contract. j md Sincerely yours, Christina P. Metten Office Manager MID YH DEVELOP/ N'I' ? ! ? N. COI. IRYI-IOLISE ROAD · NLMLING ADDRESS: BOX 126, NIIDI.O'I'HIAN, VIRGINIA :~3 ! ! 3 · PHONE {804 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGENDA L. MEET lNG DATE' SUBJECT: January 14, 1987 ITEM NUMBER: 13.E.3.d. Request for extension of time on refunds for Southridge Subdivision COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION' Staff has received a request from Southridge Limited Partnership for an extension of time of the referrals through connections provision for Water Contract W81-7CD. This contract expired December 11, 1986. The developer was originally due $30,308.28. As of this date, $2,483.28 is due on the contract. Staff recommends that Southridge Limited Partnership be granted a one (1) year extension on this contract and this be the final extension granted. District: Clover Hill Recommend Approval PREPARED BY; ATTACHMENTS' YES I~ NO [] SIGNATURE: COUNTY ADMI N1STRATOR ,K CLILI, IEP. T ' 5TOf~'A4 $£ V:,"E,,'? ~ ,_9~P, O,r: //VLrZ T ~E.'~-' T~.' U,,~ .'-'-.. :, 'Z:~? Z.. 7-C.~' CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA MEET lNG DATE SUBJECT: January 14, 1987 ITEM NUMBER; 13.E.3.e. Acceptance of Deed of Dedication along Turner Road (Route 650) from Peter Ritter, Jr., and Evelyn B. Ritter COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION Staff requests the Board accept the conveyance of a 30' strip of land along Turner Road (Route 650) from Peter Ritter, Jr., and Evelyn B. Ritter, and authorize the County Administrator to execute the necessary deed. It is the policy of the County to acquire right of way whenever posSible through development to meet the ultimate road width as shown on the Plan 2000. The dedication of this right of way conforms to that plan. Staff recOmmends that the Board accept the conveyance of this right of way and authorize the County Administrator to execute the necessary deed. District: Clover Hill Recommend Approval ATTACHMENTS: YES I~ NO i"1 SIGNATURE' coUNTY ADMI NiSTRATOR GOt. F COURSE / / ,(', 3.09 Ao. PLAT SHOWING THIRTY (30) FOOT STRIP OF LAND ACROSS THE PROPERTY OF EVELYN B. AND PETER RITTER, JR., TO BE DEDICATED TO CHESTERFIELD COUNTY, VIRGINIA, LOCATED IN CLOVER HILL DISTRICT. NOTE: D~m~ u~D THie PLAT ....... Tm ...... -~ W.W. LAPRADE, DATED OCTOBER 6, 1941. 0140 UTILITIES DE PARTUrieNT CHESTERFIELD COUNTY. VtR-IP A CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: SUBJECT: January 14, 1987 13.E.3.f. ITEM NUMBER; Acceptance of a quitclaim deed for a 30' right of way COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION Staff r~quests the Board to authorize the County Administrator to execute a quitclaim deed from Tri-Cities Investment Company accepting it on behalf of the County for a thirty foot (30') width right of way designated as Parkers Avenue. This right of way was never formerly dedicated to the County at the time of plat recordation. Staff recommends that the Board authorize the County Administrator to execute this deed accepting it on behalf of the County. District: Bermuda Recommend Approval ATTACHMENTS: YES ~ NO [] SIGNATURE: 0141 COUNTY ADMI NISTRATOR SOUAD RESCUE ~ 0% 0.20 0.99 42 I ,/ / / Iond DR GAP DUTCH GAP FO JNDRED TYLER COLLEGE MAT. Loke I I HUNg (£NON ANNEX' CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AG E NDA MEETING DATE SUBJECT: January 14, 1987 ITEM NUMBER: 13.E.4. Report of Water and Sewer Contracts by Developers COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION The following water and sewer contracts were executed by the County Administrator: S86-169/7(8) 6G9D Boyce Cove Clover Hill Developer: Mid Atlantic Financial Group, Inc. Contractor: R.M.C. Contractors, Inc. Number of Connections: 20 $19,028.00 S86-163D/7(8) 6G3D Queenspark-Section C Developer: Queensmill Corporation Contractor: R.M.C. Contractors, Inc. Number of'Connections: 32 Midlothian $71,877.00 W87-4D Huguenot Commons Phase III Developer: R&V Associates Contractor: Rhyne Contractors Number of Connections: 0 Midlothian $9,886.95 (Continued on next page) ATTACHMENTS: YES [] NO [] SIGNATURE: COUNTY Agenda Item January 14, 1987 Page 2 W87-7D Pioneer Federal Bermuda Developer: Pioneer Federal Savings & Loan Contractor: Best Backhoe and Excavating Inc. Number of Connections: 0 $3,506.00 S86-168D/7(8) 6GSD Huguenot Commons Developer: R&V Associates, a Partnership Contractor: Rhyne Contractors, Inc. Number of Connections: 1 Midlothian $10,560.80 S86-164D/7(8) 6G4D Stonehenge Commons Midlothian Developer: Jamie L. Chafin & Harriette F. Chafin Contractor: Coastline Contractors, Inc. Number of Connections: 13 $38,675.50 S86-154D/7(8) 6F4D Arboretum Developer: Southgate Associates Contractor: Richard L. Crowder Const. Co. Number of Connections: 1 Clover Hill $88,283.00 W87-11D Multi Theaters Bermuda Developer: Litchfield Corp., South Carolina Contractor: Worsham Sprinkler Co., Inc. Number of Connections: 1 $7,757.73 W87-5D Stonehenge Commons Developer: Jamie Lee Chafin Contractor: Coastline Contractors Inc. Number of Connections: 13 Midlothian $14,822.00 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA R E PORTS MEETING DATE: January 14, 1987 13.F.1. REPORT ON: Schedule of Capitalized Lease Purchases, Schedule of School Literary Loans, Road Reserve Funds, General Fund Balance, General Fund Contingency Account and District Road and Street Light Funds ATTACHMENTS: YES ~ NO O SIG NATURE: ~CO-~NTY ADMINISTRATOR Ol~c Prepared by Accounting Department January 7, 1987 SCHEDULE OF CAPITALIZED LEASE PURCHASES Description Original Date Date Lease Lease Lease Outstanding Purchase Purchase Purchase Balance Amount Began Ends 12/31/86 Major Capital Facilities Lease Purchase: Data Processing, Human Services, Courts Building Vehicle and Communi- cations Mainten- ance Building Subtotal Major Equipment Lease Purchase: Communications Equipment: Microwave System 800 MHz System Mobile Radios - Police Automatic Call Distributors Subtotal Leaf pickup equipment Data Processing equipment Accounting System $ 2,106,355 12/85 6/01 5,168,170 12/85 6/01 14,440,475 12/85 6/01 21,715,000 1,000,000 22,715,000 9/82 6/90 1,338,333 5/81 4/88 2,888,682 10/84 7/91 762,170 12/86 6/91 189,897 5,179,082 12/86 6/91 214,819 12/86 6/91 300,705 8/85 8/89 250,000 10/84 9/91 $ 1,990,925 4,884,950 * 13t649f125 20,525,000 551,205 21,076~,205 308,204 2,052,634 762,170 189f897 3,312,905 211,595 199,298 178,490 0147 Description Original Date Date Lease Lease Lease Outstanding Purchase Purchase Purchase Balance Amount Began Ends 12/31/86 Fire Trucks Voting Machines Subtotal 404,912 1/83 12/87 91,745 132,800 7/85 6/90 99,445 1,303,236 780,573 Routine Equipment Lease Purchase: Microfilm Equipment Vehicles: County Schools Printshop Equipment Copiers Nursing Home Copier Utilities Copier Airport: Fuel Truck Subtotal 75,640 4/85 3/90 52,312 29,853 12/84 11/87 10,056 39,804 12/84 11/87 13,512 52,613 4/84 9/88 14,709 23,530 12/83 12/90 12,769 6,836 9/83 8/88 1,242 14,960 7/84 6/89 8,223 22,907 12/86 6/91 22,907 266f143 135f730 TOTAL $29,463,461 $25r305,413 * n~September 24, 1986, the Board of Supervisors approved a supplemental lease purchase for $5,500,000 to increase the financing of the construction of the Courts Building. .... EDu,L OF SCHOOL ...... P..,A' LOANS Approved by BE~ard of SuRervisors Bate Amount 5Feegfie!d~ ~ Watkins Grange Hail Harrowgate S~ift Creek Robious Salem Jr. ~aDchester M~nacan High Total 3186/80 I~000:000 3~86~80 250~000 3/86/80 750~000 3/86/80 750~000 3/86/80 7sA,ooo 3i86/80 750~000 3/86/80 750~000 31£6/80 750~000 6,850~000 Matoaca Elementary 7i8i81 1,000:000 r~n,,. Hill High Manchester High Total 7/88/81 1:000~000 7/88/8i 1~000~000 8~000~000 Beilwood Beulah BDo Air Chai~iey CFes~wood Curtis Davis F~ C, E!e~. L. b~ ~IFO Matoaca High Thomas Dare Tota! 1/i3/88 600~000 1/t3/88 250~000 1/i3/88 I:000~000 i/i3i88 600~000 t/13/88 600~000 1113188 600~000 i!i3/88 600~000 i/i3/88 600~000 1/13/88 1~000,000 i/13/82 I~000~000 1/13/88 500~000 1/13/88 1~000,000 8~850~000 Lq. B. Gates .... ~ ' Total 8/24/88 8:000~000 8/84/88 8~000~000 8/84/8E 8~000~000 6~000~000 Et:FiC~ HaFFO~at~ ChmsteF NiOdie F~ C. Jr. T~tai 7/82183 8~00%000 7/87/83 750:000 7/87/83 750.00~ 7/87/83 75~000 7i87/83 500,000 7,~, .q .... 5.P5~.~0o Hopkins ~onacao High Tokai 3/88/84 1~500~000 3/88/84 8~000~000 3/88/8~ i~500:000 5~000~000 Prepared bY Budget & Management January ?, 782 C ON VE R S I O N BALANCE FY LOAN TO Date Amount i/i/87 BE PAIB OUT ......... ~..~.,~ 8~,650 8000 6/i/88 i~000,000 80%000 8008 ~OU 8~p 8/i/81 537,184 ~03~500 ~008 5/1/88 D~:.:'~ ~ 508,4~::. -. 80(:8 3/i/83 566,008 48i:100 8003 3/t/83 5~7~760 465~800 8003 8/i/88 750,000 600~000 8008 5/i/88 580~539 ~16~000 8008 5,108~874 ~08%300 411/83 i~000~000 850,000 8003 3/1/84 %6~854 870~300 8004 6/t/84 I:000~000 900~000 8004 i,966~854 1,770~300 3/1/85 600,~.... 570~000 d~v~on= i8ii5/85 7~o~O~v 718,~o0 8/1/85 i~000~000 950~000 8005 3/1/85 600~000 570~000 8005 3~i~ 600~OOO 57O,000 oO~ 3/i/85 60%000 570~000 8005 3/I/85 600,000 570~000 8005 3/i/85 600~000 570,000 8005 !i/1/84 980~315 888~000 8004 ii/i/84 !~000~000 900,000 800~ !11/84 500~000 485~000 8004 6/i/85 1~000~000 950~000 8005 8~830~315 8~839~500 9/i/8~ 8~000,000 i~800,000 8004 9/i/85 8~000~000 i,900~000 8006 8~to~ 8~o0,o00 i~900~000 ooo~ 6,000~000 5~600,000 8/i/86' 8~000~000 8~000~000 8006* 8/!/86, 750~000 750,000 2006* 8/i/86' 75%000 750,000 8006' 8/i/86' 750~000 750,000 8006* 8/i/86' 500~000 500~000 800~* 8/I!86' 500~000 500~000 8006* 5~85%000 5~850,000 8/1/86' i~500,000 i:500~000 8007* 8/1/86' 8:000~000 8:000:000 8007* 8/i/86. ~ ~r,O ,~ ~ ~n,~ nO~ 8007* 5~000~000 5~00%000 01 .9 CHESTERFIELD COUNTY ROAD RESERVE FUNDS January 7, 1987 Board Meeting Date Description 05/09/84 Route 36 Ettrick - Appropriated for design contract with VDH&T 10/10/84 Route 10 - Design work for widening ~hrough Chester 10/10/84 Route 36 Ettrick - Additional funds for design contract with VDH&T 08/28/85 Route 36 Ettrick - Transferred General Funds to Ruffin Mill Road project 08/28/85 Route 36 Ettrick - Use of Revenue Sharing funds 03/12/86 Route 36 Ettrick - Reduce Revenue Sharing and add back General Funds 03/12/86 Route 10 - Reduce General Funds and add Revenue Sharing Funds $133,000 05/28/86** Route 36 Ettrick - Appropriate Reserve funds 05/28/86** Route 10 - Appropriate Reserve funds Total Project Appropriation Rt. 36 Ettrick Rt. 10 Chester 150,000 $ 350,000 165,000 (133,000) 133,000 0 2,500,000 2t815t000 1,485,000 1,835,000 * $4,500,000 was reserved 7/1/84 for these projects. **Chester project loaned the Ettrick project $165,000 5/28/86. Board Meeting Date 07/01/86 07/01/86 07/01/86 07/09/86 07/09/86 07/23/86 08/13/86 09/24/86 10/22/86 CHESTERFEILD COUNTY GENERAL FUND BALANCE January 7, 1987 Description FY87 Budgeted Beginning Fund Balance Add to Fund Balance in FY87 Budget Reserve for Future Debt Debt Service - Reduction of FY87 interest expense due to refunding a portion of the 1981 bonds MH/MR - Fund critical needs Board Miscellaneous - Paint Water Tank Old Stage Road - Waterline extension Leaf Collection Chester Landfill Groundwater Program Amount +790,300 3,765,500 + 78,400 85,900 25,000 37,500 116,500 60,000 Balance $10,317,700 11,108,000 7,342,500 7,420,900 7,335,000 7,310,000 7,272,500 7,156,000 7,096,000 CHESTERFIELD COUNTY STATUS OF GENERAL FUND CONTINGENCY ACCOUNT January 7, 1987 Date 07/01/86 07/09/86 08/13/86 09/10/86 09/26/86 10/08/86 11/26/86 Department/Description Original FY87 Budqet Appropriation Chamber of Commerce proposal for Richmond SBA 503 Certified Development Co. YMCA in Chester/Route 10 - Donation Fire Department - Increase per call paid to volunteers from $1 to $3 Airport - Renovate terminal building Donations - Petersburg Symphony - additional Fire Dept. - Paving of parking lot at Enon Volunteer Fire Station. Amount 16,860.00 23,501.00 29,000.00 7,500.00 5,000.00 5,500.00 Balance $100,000.00 83,140.00 59,639.00 30,639.00 23,139.00 18,139.00 12,639.00 ./ I,,-4 I--4 o 0 0 4' 0 0 0 61 .~ 0 0 .0 0 0 0 ~ 0 0 68 0 0 0 f..8 o I,- b_-~ 0 ~ 0 r~ LL 0 .COL U 0 0 0 0 0 rd :2 E 0 0 0 0 > o U 0 0 0 0 0 0 0 0 0 u o 4,~ 0 0 0 0 0 0 U 0 o u u 4~ 4~ .Pi O~ 4~ 0 E 0 0154 CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGE NDA MEETING DATE: January 14, 1987 ITEM NUMBER; SUBJECT: Camp Baker Management Board Annual Report 13.F.2. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OFINFORMATION' The Board is requested to accept the 1986 Annual Report of the Camp Baker Management Board. Mr. Elwood V. Elliott, Chairman of Camp Baker Management Board has expressed a willingness to formally present the report to th~ Board if desired. Recommendation: Accept and approve report. ATTACHMENTS: YES ~ NO [] · Millard D. Stith, Jr. SIGN AT URE: COUNTY ADMINISTRATOR rnp I l er A residential summer camp and weekend respite care facility for mentally retarded children & adults December 16, 1986 Mr. Pete Stith County Administration Building Chesterfield, Virginia 23832 RE: Camp Baker Management Board ~ Annual Report Dear Pete: Enclosed, please find the anaual Report to the Chesterfield County Beard of SuperviSors by the Camp Baker Management Beard, I have enclosed copies for each Supervisor and the County Administrator. Please take care of this in the appropriate manner, Your continued cooperation aad assistance with the work of Camp Baker has been greatly appreciated. Sincerely yours,. Elwood V. Elliott, Chairman Camp Baker Management Board EVE/bgd cc: Camp Baker Management Board members Board of Supervisors County Attorney County Administrator Operated by Richmond Area Association for Retarded Citizens 1901 Westwood Avenue/Richmond, Virginia 23227/Phone 804-358-1874 Comp I her A residential summer camp and weekend respite care facility for mentally retarded children & adults A REPORT TO THE CHESTERFIELD COUNTY BOARD OF SUPERVISORS BY THE CAMP BAKER MANAGEMENT BOARD DECEMBER 1986 Operated by Richmond Area Association for Retarded Citi~zens 1901 Westwood Avenue/Richmond, Virginia 23227/Phone 804-358-1874 In our past annual reports to you, the Management Board has described the twenty-three acres of beautiful woodland, complete with nature trails, a swimming pool, cabins, a picnic pavillion and administration building, conveniently located along Beach Road just one mile from the Chesterfield County Courthouse. This facility, known as Camp Baker, which has been dedicated by the Board of Supervisors to serve our mentally retarded and elderly citizens, has just completed its twenty-ninth year of continuous operation. This year, more than two hundred mentally retarded and physically handicapped children and adults attended up to two weeks of residential camping sessions during the period fr~m June 15 to August 8, 1986, and weekend respite sessions operated from October to May. (See attached chart for usage data). Many of these campers were Chesterfield County residents. In addition to the routine program of swimming, arts and crafts, dancing, music and general recreation, the summer campers were also treated to special events and activities through the generous donation of time by other groups, individuals, and agencies. A local horseback riding club brought horses to each of the summer camp sessions and thrilled the campers with a well supervised horseback riding experience. The Chesterfield County Fire Department regularly gave demonstrations of fire equipment and safety lessons. The Chesterfield Police Department taught the campers tips on safety awareness. In addition, the campers were entertained,by cloggers, clowns, the Fort Lee Military Band, animal shows from Kings Dominion, and other talented friends. Through the help of the Chester Civitan Club and the Chester Woman's Club, the campers experienced two very special visits from the Chesterfield County Nursing Home. These "Adopt a Grandparent" days have proven to be exciting events that promote understanding and fun. The Chesterfield County Nursing Home residents also enjoyed the camp by themselves for two very memorable days at the end of August. As usual, there was plenty of activity and fun in this well planned camping ~ experience. The Virginia Head Injury Foundation campers returned again this year at the close of the ARC camping sessions. This group made use of the camp for two weeks, giving them an opportunity to have both a children's camp and an adult camp. The Management Board hopes to accomodate the Virginia Head Injury Foundation campers for three weeks next year. The Management Board was also involved with property management and fund raising projects during 1986: On the recommendation of the County Forester, the Management Board sold a stand of pine trees at the lower end of the property. These trees had reached peak maturity and were in danger of beetle infestation. Proceeds from this sale have been used for on-going projects at the camp. The Management Board entered into a cooperative fund-raising event with the Chesterfield Basketball League and the Chester Civitan Club. This event, a raffle, raised some much needed funds for the camp maintenance and respite operations. A share of the proceeds was distributed to the Basketball League. This event not only produced much needed funds but also attracted interest and support for the goals of Camp Baker. A major construction project completed this year was a new laundry facility built by the Chester Civitan Club. The construction materials and a new dryer were purchased with the funds received from the sale of the timber. Another major expense was incurred this year because of the need to have the Camp buildings treated for termites and other pests. Funds obtained from the sale of the timber were also used for this purpose. An annual contract for pest control will be maintained by the Richmond ARC on the facilities. ' A very useful piece of equipment was received by the camp this year. Chesterfield County resident and former Chester Civitan Club member, Mr. Richard DeVore, donated a new Honeywell word processor and printer to the camp. This equipment will be used in maintaining the mailing lists, writing reports, and will aid the Camp in its fund raising operations. The Management Board is pleased with the accomplishments of the past year. The venture into private fund-raising events combined with better utilization of current resources have, permitted facility improvement and increased the use of the programs and facilities at Camp Baker. The interest, of the Chesterfield County Board of Supervisors and indeed, the interest of the community continues to reinforce the purpose of Camp Baker to provide the metropolitan area's handicapped citizens with summer camping and respite care services. On behalf of these special citizens, the Camp Baker Management Board extends its appreciation to the Board of Supervisors for its continued support and financial backing, without which these vital services would not be as readily available to the residents of Chesterfield County. Elwood V. Elliott, Chairman Camp Baker Management Board 0 ~ OO ~ 0