Loading...
01-03-1984 PacketCHESTERFIELD COUNTY BOARD OF SUPERVISORS AG E NDA MEETING DATE: January 3; 1984 ITEM NUMBER: Election of Chairman and Vice-Chairman 1 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION The County Administrator calls the meeting to order and opens the floor for nominations for Chairman. Nominations do not require a second. Upon election of the Chairman, the new Chairman begins presiding over the meeting and accepts nominations for Vice-Chairman. The Chairman may be elected for a one year term or a four year term and the nomination should designate the applicable term. After the election, the Chairman's normal seating is the center of the dais with the Vice Chairman to his immediate right. It is the Chairman's prerogative to determine the remaining seating arrange- ment. PREPARED BY~ ,,. ATTACHMENTS: YES ri NO SIGNATURE: ~(j~. COUNTY ADI~ I NI STRATOR CHESTERFI ELD COUNTY BOARD OF SUPERVISORS AGE NDA MEETING DATE: January 3: 1984 SUB4ECT: Appointments to Commission ITEM NUMBER: 2 the Chesterfield County Planning COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMAT ION: The Board must make appointments to' the Chesterfield County Planning Commission prior to the Planning Commission' s first meeting on January 17th. One citizen from each magisterial district must be appointed to the Planning Commission and the Board may appoint one member from the. Board of Supervisors. Each member of the Planning Commission is appointed for a four year term unless the appointee resigns or is removed for malfeasance. PREPARED BY; ATTACHMENTS: YES [] NO '1~ CHESTERF'I ELD COUNTY BOARD OF ~UPERVISORS AGE NDA MEETING DATE: .January 3, 1984 SUBJECT; Appointments ITEM NUMBER: 3 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Some Board members have expressed an interest in making appointments to the various Boards and Commissions' at this meeting. Attached for your information is a list to be considered. PREPARED BY; ATTACHMENTS: YES .~' NO [] SIGNATURE: ~~ /~ ~F~. COUNTY ADMINISTRATOR UPCOMING APPOINTMENTS COMMUNITY CORRECTIONS RESOURCES BOARD Both Mr. Duane C. Watson's and Mr. Jack Synder's terms will j×" expire on December 31, 1983. Both have expressed willingness to continue to serve. Terms would be effective January 1, 1984 - December 31, 1985. RICHMOND REGIONAL PLANNING DISTRICT COMMISSION Ail terms will expire December 31, 1983. Presently, Mrs. Girone, Mr. Daniel and Mr. Bookman are serving on the Commisson as Board · representatives. Planning Commission representative is Mr. William Lindsey and Citizen representative is Mr. Raymond Hevener. PERSONNEL APPEALS BOARD Mr. Robert W. Allen's term will expire December 31, 1983. He has expressed willingness to continue serving which term would be effective January 1, 1984 until December 31, 1986. TOLL ROAD AUTHORITY Mr. William Gill resigned from the Toll Road Authority effective December 31, 1983. His replacement's term would be effective January 1, 1984 and would expire on June 23, 1986. APPOMATTOX BASIN INDUSTRIAL DEVELOPMENT CORPORATION Mr. William Gill resigned from the Appomattox Basin Industrial Development Corporation on effective December 31, 1983. His replacement's term would be effective January 1, 1984 and would expire in September, 1984. Mr. Robertson's term will also expire with the expiration of his term on the Board. His replacement's term will be until September, 1984. MUSEUM COMMITTEE Mr. J. Royall Robertson was appointed to the Museum Committee as the Board's representative last year. He should be replaced by another Board member whose term is at the pleasure of the Board. Also, Mr. Robertson has served on this committee for many years and would like to be reappointed as a member at-large to serve at the pleasure of the Board. BOARD OF EQUALIZATION OF REAL ESTATE ASSESSMENTS There currently exists a three member Board--Lorraine Weitzel, James Walters and Richard Allen. All terms expire on December 31, 1983. The Circuit Court Judges are legally responsible for appointing these members. METROPOLITAN RICHMOND CONVENTION AND VISITORS BUREAU Mr. Robert Brittle's term expires on December 31, 1983. represents the County at-large. He COMMUNITY SERVICES BOARD On December 31, 1983 the terms of Robert W. Carlson, Rev. Malcolm Hutton and Yvette B. Ridley expire. Rev. Hutton~Dale, and Mrs.~~ Ridley, Matoaca, are eligible for reappointment while Mr. Carlson, Dale, is not. These terms .would.be effective January 1, . 1984 until December 31, 1986. Als~~~Clover Hill, has resigned. His replacement's term ~ ~ffective immediately and would expire on December 31, 1985. RICHMOND METROPOLITAN PLANNING ORGANIZATION (MPO) Currently Mrs. Girone, Mr. Bookman and Mr. Stanley Balderson are voting members. Mr. Bookman would automatically come off as he was a Board representative. Mr. Dexter Williams was also a voting member who has since left the County's employment. Mr. James Zook and Mr. Jeff Muzzy are alternates. Mr. John Marling was an alternative but has since left the County's employment. The County should have at least two elected officials of the four voting members. Two staff members have been the other voting members in the past. The Board should also designate alternates which are subject to approval by the MPO. Terms are at the pleasure of the Board currently but specified terms is an alternative which some of the other jurisdictions do. YOUTH SERVICES COMMISSION Is under review at this time. BOARD OF SUPERVISORS J. ROYALL ROBERTSON, CHAIRMAN MATOACA DISTRICT R. GARLAND DODD, VICE CHAIRMAN BERMUDA DISTRICT C.L, BOOKMAN CLOVER HILL DISTRICT HARRY G. DANIEL DALE DISTRICT JOAN GIRONE MIOLOTHIAN DISTRICT CHESTERFIELD COUNTY P.O. BOX 4O CHESTERFIELD, VIRGINIA 23832 COUNTY ADMINISTRATOR RICHARD L, HEDRICK December 20, 1983 Mr. John P. Kidd Executive Director Richmond Regional Planning District Commission 6 North Sixth Street Suite 500 Richmond, VA 23219 Dear Mr. Kidd: We are in receipt of your letter dated December 15, 1983 regarding the Chesterfield County appointments to the Richmond Regional Planning District Commission. Please be advised that this matter will be brought before the Board of Supervisors at their January meeting and we will be in touch with you soon after the appointments are made. If I can provide further assistance, do not hesitate to contact me. Sincerely, Richard L. Hedrick County Administrator RLH/Pav {~) RICHIVl, OND REGIONAL,. pLANNING DISTRICT COMMISSION I Mr. Richard L. Hedrick County Administrator County of Chesterfield Chesterfield County Courthouse Chesterfield, Virginia 23832 Dear Rick: On December 31, 1983, the terms of office for the following Chesterfield County appointees to the Richmond Regional Planning District Commission will expire: · Mr. C. L. Bookman · Mr. Harry G~ Daniel · Mrs. Joan Girone · Mr. William C. Lindsey, Jr. · Mr. Raymond E. Hevener, Sr. These individuals will need to be re-appointed, or new persons appointed to take their place on my Board. In the case of Mr. Bookman, a new Supervisor appointment will have to be made. To maintain continuity on the PDC, early action in 1984 on this matter by the new Chesterfield County Board of Supervisors will be appreciated. Thank you. Warmest Seasons Greetings. Sincerely, oh~~ ~. Kidd Executive Director JPK/vc 6 NORTH SIXTH STREET, SUITE SOO, RICHMOND. VIRGINIA 23219 · PHONE (804) 644-85~6 BOARD OF SUPERVISORS J. ROYALL ROBERTSON, CHAIRMAN MATOACA DISTRICT R. GARLAND DODD, VICE CHAIRMAN BERMUDA DISTRICT C.L. BOOKMAN CLOVER HILL DISTRICT HARRY G. DANIEL DALE DISTRICT JOAN GIRONE MIDLOTHIAN DISTRICT CHESTERFIELD COUNTY P.O. BOX 40 CHESTERFIELD, VIRGINIA 23832 COUNTY ADMINISTRATOR RICHARD L. HEDRICK December 20, 1983 Mr. Daniel N. Lysy, Secretary Richmond Area Metropolitan Transportation Planning Organization 6 North 6th Street Richmond, VA 23219 Dear Mr. Lysy: We are in receipt of your letter dated. December 16, 1983 regarding the Chesterfield County appointments to the Richmond Area Metropolitan Transportation Planning Organization. Please be advised that this matter will be brought before the Board of Supervisors at their January meeting and we will be in touch with you soon after the appointments are made. If I can provide further assistance, do not hesitate to contact me. Sincerely, County Administrator RLH lpav BOARD OF SUPERVISORS E. MERLIN O'NEILL, SR., CHAIRMAN MATOACA DISTRICT JOAN GIRONE, VICE CHAIRMAN MIDLOTHIAN DISTRICT C.L. BOOKMAN CLOVER HILL DISTRICT HARRY G. DANIEL OALE DISTRICT R. GARLAND DODD BERMUOA DISTRICT CHESTERFIELD COUNTY CHESTERFIELD, VIRGINIA 23832 (804) 748-1211 OFFICE OF THE COUNTY ADI~INISTRATO~ April 12, 1982 Mrs. Kathy Straub Richmond Regional Planning District Commission 6 North Sixth Street, Suite 500 Richmond, Virginia 23219 Dear Kathv: Per our telephone conversation, enclosed is a cody of the resolution adopted by the Board of Supervisors changing Chesterfield's representatives to the Richmond Metropolitan Planning Organization. If I can be of any further assistance, please let me know. Sincerely, Joan S Dolezal~ ~ '""-~ Deputy Clerk to the Board of Supervisors jsd ~/~c: Mr. Dan I.ysy Enclosure CHESTERFIELD COUNTY: At a regular meeting of the Board of Supervisors, held at the Courthouse on March 24, 1982, at 10:00 a.m. On motion of Mrs. Girone, seconded bv Mr. Bookman, the Board authorized the following changes to the County's membership on the Richmond Metropolitan Planning Organization: Stanley R. Balderson, Jr. - Votinq Member Dexter R. Williams - Voting Member James P. Zook - Alternate John R. Marling - Alternate Jeffrev B. Muzz¥ - Alternate Mr. C. L. Bookman and Mrs. Joan Girone to remain as the elected representatives. Vote: Unanimous Certified By: J~-~n~. Dolezal, Dep~. Clerk~ to the Board of Super~-~ors ~ BOARD OF SUPERVISORS J. ROYALL ROBERTSON, CHAIRMAN MATOACa' DISTRICT R.GARLAND DODC),VICE CHAIRMAN BERMUDA DISTRICT C.L. BOOKMAN CLOVER HILL DISTRICT HARRY G. DANIEL DALE DISTRICT dOAN GIRONE MIDLOTHIAN DISTRICT February 7, 1983 CHESTERFIELD COUNTY P.O. BOX 40 CHESTERFIELD,VIRGINIA ?.3832 COUNTY AO MINISTR&TOR RICHARD L. HEDRICK Mr. Edward J. Jefferson 14000 Westfield Drive Midlothian, Virginia 23113 Dear Mr. Jefferson: At a regular meeting on January 26, 1983, the Board of Supervisors reappointed you to the Richmond MPO Citizens Transportation Advisory committee. On behalf of the Board, I would like to express our sincere appreciation for your willingness to continue to serve your County in this important capacity. ~Your reappointment is effective immediately and your term Will expire on December 31, 1984. You will continue to be contacted by Mr. Dan Lysy, Principal Transportation Planner, who will provide information concerning the duties and responsibilities of ~the Committee, the time and place Of meetings and other pertinent details. If I.can be of any assistance to you, please do not hesitate to contact me. Sincerely, Richard L. Hedrick County Administrator jsd CC: Mr. Stanley Balderson Director of Planning ~r. Dan Lysy, Principal Transportation Planner ~/Richmond Regional Planning District Commission BOARD OF SUPERVISORS J. ROYALL ROBERTSON, C HAl RMAN MATOACA DISTRICT R.GARLAND DODD, VICE CHAIRMAN IB£ RMUDA DISTRICT C.L. BOOKMAN CLOVER HILL DISTRICT HARRY G, DANIEL DALI DISTRICT dOAN GIRON£ MIDLOTHIAN DISTRICT CHESTERFIELD COUNTY P.O. BOX 40 CHESTERFIELD,VIRGINIA 23852 COUNTY a'DMINISTR&TOR RICHARD L. HI:'DRICK February 7, 1983 Mr. C. H. Clarke 7634 Yarmouth Drive Bon Air, Virginia 23235 Dear Mr. Clarke: At a regular meeting on January 26, 1983, the Board of Supervisors reappointed you to the Richmond MPO Citizens Transportation Advisory Committee. On behalf of the Board, I would like to express our sincere appreciation for your willingness to continue Go serve your County in this important capacity. Your reappointment is effective immediately and your term will expire on December 31, 1984. You will continUe to be contacted by Mr. Dan Lysy, Principal Transportation Planner, who will provide information concerning the duties and responsibilities of the Committee, the time and place of"meetings and other pertinent details. If I can be of any assistance to you, please do* not hesitate to contact me. Sincerely, County Administrator jsd CC: Mr. Stanley Balderson Director of Planning Mr. Dan Lysy, Principal Transportation Planner Richmond Regional Plannin~ District Commission BOAI~ D OF SUPERVISORS ~L ROYALL ROBERTSON,CHAIRMAN MATOACA DISTRICT R.GARLAND DODD, VICE CHAIRMAN BERMUDA DISTRICT C.L. BOOKMAN CLOVER HILl. DISTRICT HARRY G. DANIEL DALE DISTRICT dOAN GIRONE MIDLOTHIAN DISTRICT February 7, 1983 CHESTERFIELD COUNTY P.O. BOX 40 CHESTERFIELD,VIRGINIA 258:5?_. COUNTY ADMINISTRATOR RICHARD L. HEDRICK Dr. Neil J. Humphries 11900 Bollingbrook Drive Bon Air, Virginia 23235 Dear Dr. Humphries: At a regular meeting on January 26, 1983, the Board of Supervisors reappointed you to the Richmond MPO Citizens Transportation Advisory Committee. On behalf of the Board, I would like to express our sincere appreciation for your willingness to continue to serve your County in this important capacity. Your reappointment is effective immediately and your term will expire on December 31, 1984. You will Continue to be contacted by Mr. Dan Lysy, Principal Transportation Planner, who will provide information concerning the duties and responsibilities of the Committee, the time and place of meetings and other pertinent details. If I can be of any assistance to you, please do not hesitate to contact me. ' Sincerely, Richard L. Hedrick County Administrator jsd cc: Mr. Stanley Balderson Director of Planning Mr. Dan Lysy, Principal Transportation Planner b.'~Richmond Regional Planning District Commission · BoARb OF SUPERVISORS d. ROYALL ROBERTSON ,CHAIRMAN MATOAC& DISTRICT R.GARLAND DODD, VICE CHAIRMAN I)£ RMUOA OI*STRICT C.L. 800KMAN CLOVER HILL DISTRICT HARRY (;.DANIEL IDAL[ DISTRICT dOAN GIRONE MIDLOTHIAN OIST RICT CHESTERFIELD COUNTY P.O. BOX 40 CHESTERFIELD,VIRGINIA :::'58;52 COUNTY ADMINISTRATOR RICHARD L. HEDRICK February 7, 1983 Mr. Frederick T. Gray, Jr. 11721 S. Briarpatch Drive Midlothian, Virginia 23113 Dear Mr. Gray: At a regular meeting on January 26, 1983, the Board of Supervisors reappointed you to the Richmond MPO Citizens Transportation Advisory Committee. On behalf of the .Board, I would like to express our sincere appreciation for your willingness to continue to serve your County in this important capacity. Your reappointment is effective immediately and your term will expire on December 31, 1984. You will continue to be contacted by Mr. Dan Lysy, Principal Transportation Planner, who will provide information concerning the duties and responsibilities of the Committee, the time and place of meetings and other pertinent details. If I can be of any assistance to you, please do not hesitate to contact me. Sincerely, Richard L. Hedrick County Administrator jsd cc: Mr. Stanley Balderson Director of Planning Dan Lysy, Principal Transportation Planner ×'Richmond Regional Planning District Commission CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: Japuary 3, 1984 .... ITEM NUMBER: 4 $~JBJECT: Adoption of 1984 Schedule for Regular Meetings COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION State law requires that the Board meet at least once each month. For the last eight years the Board has' met on the second and fourth Wednesdays of each month. Some Board members have expressed a desire for a night meeting at the first meeting of the month with the second meeting held during the day. It is suggested that if the Board goes to a night meeting that 3:00 p.m. those days be scheduled for work sessions. The Board could then recess for dinner and reconvene for the formal meeting. If the Board continues with two day meetings, it is recommended that work sessions be scheduled in the afternoon of the first meeting. For your information, the School Board meets at night at 8:00 p.m. on the 2nd and 4th Wednesdays. PREPARED BY; ATTACHMENTS: YES E] NO I-! 0.~', COUNTY ADI~INISTRATOR CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGE NDA L. MEETING DATE : ,,January 3, 1984 SUB4ECT: Consideration of Relationship Between the Board Administrator COUNTY ADMINISTRATOR'S COMMENTS: ITEM NUMBER: 5 a Policy Statement Defining the of Supervisors and the County SUMMARY OF INFORMATION' Several members of the Board have expressed an interest in adopting a policy statement that clearly defines the relationship between the Board of Supervisors and County Administration. Attached is a draft policy statement for the Board's consideration. PREPARED BY; ATTACHMENTS: YES E~ NO 12] Whereas, Chesterfield County, as a rapidly urbanizing, full-service County is entering an era which demands imaginative responses by the Board of Supervisors to problems never before faced in this County; and Whereas, The most important challenge will be to continue to provide a multitude of services in an efficient and tranquil manner without repeating many of the mistakes made by existing counties and older cities; and Whereas, The manner of operating any county that may have worked well years ago when counties were rural in character, and offered few services, may not be the model this Board should adopt to address the challenges this County faces today; and Whereas, It is incumbent 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 County Administrator 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 the County Administrator to execute the desires of the Board; and Whereas, This Board, under the County Administrator form of government, should act as a legislative body, and should focus attention and energies 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 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 acts in concert with the Board and in compliance with general laws of State and County regulations; and Whereas, With respect to problems of administrative services to the County, Board members should first make inquiry through the Office of the County Administrator; no individual member of the Board should give orders, either publicly or privately, to any individual or County employee concerning such problems, until, and after, the County Administrator has been informed; and Whereas, The members of the Board, collectively, recognize that they are the Chief Administrative officers for all of the affairs of the County; and that, it is the function of the Board to provide objective policies for the County which reflect modern management concepts. This Board should respect the responsibilities of the County Administrator, and should be committed to allowing him to execute Board policies on a day to day basis without interference from individual members of the Board; and Whereas, This Board of Supervisors and the County Administrator must never become competitors or adversaries, and therefore, should make sure that there is an understanding of what each Board policy means before it is executed by the County Administrator; and Whereas, This Board has chosen the County Administrator as the Executive Arm of the Board because it is felt that the County Administrator has the necessary executive and administrative expertise to provide the Board with positive proposals for Board actions based on sound principals of public management; and Whereas, Richard L. Hedrick, over approximately the last three years, has demonstrated a broad range of behavioral skills that are necessary to make decisions in the give-and-take of a democratic government, this Board of Supervisors should recognize the contributions of Mr. Hedrick to Chesterfield County in this resolution. Now, Therefore, Be It Resolved by this Board of Supervisors that: Chesterfield County will be governed by the~raditional ~ .... ~ ~minirtra~r form of government· This Board, under the County Administrator 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. e 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. o With respect to problems of County administrative services, Board members will first make inquiry through the Office of the County Administrator, and no individual member of the Board will give orders, either publicly or privately, to County employees concerning such problems, until and after the County Administrator has been informed. This Board respects the responsibilities of the County Administrator and is committed to allowing him to execute Board policies on a day to day basis without interference from individual members of the Board. The County Administrator serves at the pleasure of the Board of Supervisors, and Richard L. Hedrick has the full confidence and support of this Board. CAI/CE I ,Consulting Services for ~,A ccountability in ~,~ nformation Management and Computer Technology in ~,Educational Institutions MEMORANDUM I2Jesse J. Mayes 0608 Southlawn Avenue Ettrick, Virginia 23803 (804) 526-5051 Mr. Richard L. Hedrick, County Administrator FROM: Jesse J. Mayes, Supervisor-Elect DATE: December 25, 1983 SUBJECT: Recommended Changes to the Procedures for Board of Supervisors Meetints 1. Assumptions: a. The chairperson of the Board of Supervisors does not have a budget to support his or her individual actions. b. The vote of each individual member of the Board is equal to any other member of the Boardh,_in_q_l~uding the individual vote of the chairperson. c. The duties of each Board member are the same, whether the responsibilities are delegted by the Board or not. 2. The present image of the Board is not very high with some of the Matoaca citizens; the status of the present chairmanship status does not have the power and resources expected by the public. 3. Changes to Section 1 are recommended as follows: a. Each member of the Board shall serve as presid- ing officer on a scheduled basis beginning with the senior Board member, and following alphabetically in that order. There shall be atleast one shedculed meeting each month, not to exceed fifteen (15) scheduled meetings during each calendar year. The officer residing over the last special scheduled meetings shall preside over the succeeding special meetings. b. The Vice-Chairperson shall be the succeeding person on the presiding officers's schedule. Sincerely, Jesse J. Mayes Supervi sor-Elect BOARD OF SUPERVISORS CHESTERFIELD COUNTY CHESTERFIELD, VIRGINIA 23832 January 3, 1984 RESOLUTION WHEREAS, Chesterfield County, as a rapidly urbanizing, full-service County is entering an era which demands imaginative responses by the Board of Supervisors to problems never before face~ in this County, and WHEREAS, The most important challenge will be to continue to provide a multitude of services in an efficient and tranquil manner without repeating many of the mistakes made by existing counties and older cities, and WHEREAS, The manner of operating any county that may have worked well years ago when counties were rural in character, and offered few services, may not be the model this Board should adopt to address the challenges this County faces today, and WHEREAS, It is incumbent upon this Board to apply sound business manage- ment 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 County Administrator form of government which, by statue, is perhaps the least defined of all forms of county government; nevertheless, this form of gorvernment provides great flexibility to the Board to structure the responsibilities of the County Administrator to execute the desires of the Board, and WHAREAS, This Board, under the County Administrator form of government, should act as a legislative body, and should focus attention and energies 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 interfearing in the proper administration of Board policies as defined by the Board; and further, no individual member of the Board shall, 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 acts in concert with the Board and in compliance with general laws of State and County regulations, and WHEREAS, With respect to problems of administrative services to the County, Board members should first make inquiry through the Office of the County Administrator; no individual member of the Board should give orders, either publicly or privately, to any individual or County employee concerning such problems, until, and after, the County Administrator has been informed, and WHEREAS, The members of the Board, collectively, recognize that they are the Chief Administrative officers for all of the affairs of the County; and that, it is the function of the Board to provide objective policies for the County which reflect modern management concepts. This Board should respect the responsibilities of the County Administrator, and should be committed to allowing him to execute Board policies on a day to day basis without interference from individual members of the Board, and WHEREAS, This Board of Supervisors and the County Administrator must never become competitors or adversaries, and therefore, should make sure that there is an understanding of what each Board policy means before it is executed by the County Administrator, and WHEREAS, This Board has chosen the County Administrator as the Executive Arm of the Board because it is felt that the County Administrator has the necessary executive and administrative expertise to provide the Board with positive proposals for Board actions based on sound principals of public management, and WHEREAS, Richard L. Hedrick, over approximately the last three years, has demonstrated a broad range of behavioral skills that are necessary to make decisions in the give-and-take of a democratic government, this Board of Supervisors should recognize the contributions of Mr. Hedrick to Chesterfiend County in this resolution. THEREFORE BE IT RESOLVED: That - 1. Chesterfield County will be governed by the tradtional County Administrator form of government. 2. This Board, under the County Administrator 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. 3. Once Board policies aren in place, no individual member of the Board will subvert the uniform application and administration of these policies. 4. 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. 5. With respect to problems of County administrative services, Board members will first make inquiry through the Office of the County Administra- tor, and no individual member of the Board will give orders, either publicly or privately, to County employees concerning such problems, until and after the County Adminstrator has been informed. 6. This Board respects the responsibilities of the County Administrator and is committed to allowing him to execute Board policies on a day to day basis without interference from individual mambers of the Board. 7. The County Admninistrator serves at the pleasure of the Board of Supervisors, and Richard L. Hedrick has the full confidence and support of this Board. APPROVED: January 3, 1984 5IGN~D: CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA MEETING DATE: January 3: 19~4 ITEM NUMBER: 6 SUB4ECT: Adoption of Rules of Procedure for Board Meetings COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION Historically, the Board has adopted Roberts Rules of Order as the only set of rules controlling the 'conduct of Board meetings. Because of the large number of agenda items and their increasing complexity, it is recommended that the Board adopt a more sophisticated and understandable set of procedures (See attached memorandum and "Procedures of the Board of Supervisors"). PREPARED BY: ATTACHMENTS: YES ~ NO [] SIGNATURE: ~ COUNfY ADNIIhiSTRATOR BOARD OF SUPERVISORS J. ROYALL ROBERTSON, CHAIRMAN MATOACA DISTRIC? R. GARLAND DODD, VICE CHAIRMAN BERMUDA DJS~rRICT C.L. BOOKMAN CLO~ER HiLL DISTRICT HARRY G. DANIEL DALE DISTRICT JOAN GIRONE MIDLOTHtAN DISTRICT CHESTERFIELD COUNTY P.O. BOX 40 CHESTERFIELD, VIRGINIA 23832 COUNTY ADMINISTRATOR RICHARD L. HEDRICK MEMORANDUM ' TO: FROM: DATE: RE' The Honorable Members, Board of Supervisors L. Hedrick, County Administrato~ Richard December 22, 1983 Recommended Procedures for Board of Supervisors Meetings With the increase in the number of items to be addressed during each Board meeting and the complexity of many of these items, it has become necessary to review the procedures to make the meeting as professional as possible. Considerable progress has been made in providing more complete information in the agenda package. Requests have been received from the press and the public for a standardized format so they can plan when to attend or which items to cover. Attached is a draft of procedures for Board meetings that is, intended to address this problem. Mrs. Dolezal and Mr. Hodge have visited or obtained procedures from several localities in the state. The procedures used by Fairfax County and the City of Richmond were used as a basis for the development of the one being proposed. Modifications were made to make the procedures more responsive to the needs and schedules of the public. Although considerable effort and planning has been put into the preparation of this procedure, each of you may have questions or suggestions. If so, please call me or Steve Micas so ~hey may be incorporated in the final draft to be .presented to the Board at the organizational meeting on January 3. I do propose adopting the procedures in some form at that meeting. RLH/pav AttaChment DRAFT - December 21, 1983 PROCEDURES OF THE BOARD OF SUPERVISORS BE IT RESOLVED by the Board of Supervisors of the County of Chesterfield that the following rules of procedures shall govern the conduct of meetings of the Board of Supervisors during the 1984 calendar year. Presiding Officer S. ection 1. Except as modified herein or as provided by law, Robert's Rules, a Manual of General Parliamentary Law shall be the parliamentary authority of the Board of Supervisors. Any questions involving the inter- pretation or application of Robert's Rules shall be addressed to the County Attorney. Section 2. The Chairman, or the Vice-Chairman, or in their absence, the most senior member of the Board, shall preside at all meetings of the Board, and on the appearance of a quorum shall call the meeting to order and the Board shall then proceed with its business. Section 3. The presiding officer shall preserve order and decorum. He may speak, make motions, and vote on all questions and he shall decide questions of order and procedure. ' Quorum Section 4. A quorum shall consist of at least three members of the Board. A majority of a quorum shall be sufficient to carry any question except tax issues and appropriations in excess of $500.00 which shall require a majority of the full Board for adoption. No Board member is required to vote 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 determing a quorum. A tie vote shall defeat the motion, resolution or issue voted on. Order of Business Section 5. 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. (b) Approval of minutes of the previous meeting. (c) County Administrator's comments. (d) Requests to postpone action with respect to any matter on the agenda. (e) Special resolutions of recognition. (f) Hearing of citizens on unscheduled matters involving the services, policies and affairs of the county government or claims against the Board. (g) Item~ tabled or deferred from previous me~tings. (h) Public hearings. -2- (i) New business in a format developed by the County Administrator. (j) Adjournment. The Board shall confine their decisions to the matters presented on the agenda. Section 6. The hearing of citizens on unscheduled matters concerning the services, policies and affairs of the County. or claims against the Board shall not exceed thirty minutes. Each citizen desiring to present any matter within, this category shall be allotted appropriate time' to present his case bY the presiding officer, not to exceed five minutes. Every citizen desiring to present a matter to the Board shall ~r-'~o-~ d~_t~ ~ ...... notify the Clerk of his intent to speak and the topic. No citizen shall speak on any matter of business which is the subject of an ordinance or resolution included on the Board's agenda for that day. Persons appearing before the Board will not be allowed to: (a) Campaign for public office; (b) Promote private business ventures; (¢) Address matters within the a.dministrative province of the County Administration (d) Engage. in personal attacks; or (e) Use profanity or vulgar language. -3- Section 7. 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 officer. Section 8. The order of business at a special meeting shall follow that of a regular meetin[~ to the greatest extent possible. Minutes of Meeting Section 9. 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 Virginia. Minutes shall be included as part of the agenda package for the subsequent meeting of the Board. Agenda Section 1~). The County Administrator shall prepare an agenda for each ~-egular or special meeting of the Board on which shall appear .the title of 'each matter on which action is to be taken at that meeting. The agenda for each regular meeting shall (a) be prepared at least five days prior to the meeting, (b)be promptly maile~to e~ch member of' the Board or placed in the repository assigned to s. uch Board member, and (c) be distributed to appropriate officers and employees of the county government and members of the public requesting copies. --4-- Section 11. The Chairman may, in his discretion, call any item on the agenda out of ~ .... ' ~ Section 12. Any matter not on the scheduled agenda, may be heard on the day of its introduction only if authorized by the Chairman. Any sUch matter must be of an emergency nature, vital to the continued proper and lawful operation of the County. Section 13. A, motion to remove any matter from the agenda may be made. at any time and must be adopted by the~ vote of at least three~ members. Motions Section 14. When a motion is made, it shall be accurately stated by the presiding officer prior to voting on the question. Section 15. When a question is under debate no motion may be made except a motion to adjourn, to table, to substitute, or to amend. Such motions shall take precedence in the order listed above. Section 16. A motion to adjourn by a member shall always be in order and the motion shall be decided without debate. ' -5- Reconsideration of Ordinances, Resolutions and Motions Section 17. No ordinance, resolution or motion previously voted upon by the Board shall be brought forward for reconsideration during the same meeting of the Board. Debate Section 18. The patron of an ordinance, resolution, motion or other ~matter may speak to the ordinance, resolution, motion or other matter. Each member of the Board may participate in discussion of any issue only after being recognized by the Chairman. Each Board member will be allotted an appropriate period by the chairman to speak to the matter. Each member of the ~Board shall be afforded an opportunity to speak before any member of the Board may speak a second time. At the conclusion of debate, the question shall be called and no further debate shall be in order. Requests by members of the Board to the County Administrator for -in~_%--:::'~:!_'._ "~ -:"-' = .... " ~ ' __ ~ ........- ..... --~ ,;~;;.~azn~,~s the administration of th'e County, except when related to agenda items, shall not be presented or raised at a regular or special meeting of the Board unless first submitted in writing to the County Administrator and unless his response does not resolve the ·issue. -6- Regular Meetings Section 19. 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 6cheduled meeting date shall fall on a legal holiday, the regular ~meeting of the Board. shall be held on the following day in accordance with §15.1-536 of the Code of Vir~rinia. Special Meetings .Section 20. Special meetings 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 Virginia, 1950, as amended. Upon making such request the Clerk shall notify all members of the Board and obtain approvals of such request .in accordance with the requirements of the Code. Appointments Section 21. Appointments to committees of the Board and to author- ities, boards and commissions shall be made only by resolution adopted by a majority of the full Board at a meeting, subsequent to the meeting when the 'name has been offered to the Board for consideration. Prior to consideration of the nomination, the Clerk to the Board shall notify the nominee to determine his willingness to serve and to determine if he meets the minimum qualifications for such appointment. -7- Committees Section 22. The Board may establish committees and provide for the appointment of members to such committees by the Chairman. Committees may h01d 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 time may be fixed for submission of any report. Amendment of Rules Section 23. T~e rules of procedure of the governing body may be amended at any time during the year by a resolution, of a majority of the full Board. REQUEST FOR A SPECIAL ORGANIZATIONAL MEETING OF THE BOARD OF SUPERVISORS OF CHESTERFIELD COUNTY TO: .RICHARD L. HEDRICK, CLERK OF THE BOARD OF SUPERVISOR~ JOAN S. DOLEZAL, DEPUTY CLERK TO THE BOARD OF SUPERVISORS We, Magisterial Di~ri-c~ and - [~-~ ~"~ of ~~H~D~ Magisterial District, pursuant to Section 15.1-538 of the Code of Virginia, 1950, as amended, hereby request that a special organizational meeting of the Board of Supervisors be held at 10:00 a.m. on Tuesday, January 3, 1984, at the Chesterfield County Courthouse in Room 502, to organize and to discuss general County business. TAKE NOTICE TAKE NOTICE that pursuant to Section 15.1-538 of the Code oi Virginia, 1950, as amended, two members of the Board of Supervisors have requested that the organizational meeting of th, Board of Supervisors be held and that such special meeting shall be held at 10:00 a.m. on Tuesday, January 3, 1984, at Chesterfield County Courthouse in Room 502, to organize and to discuss general County business. Teste: o~ ~.~ Dolezal, Dep~. Clerk to~he Board of Supe~sors I, , certify that I have received a copy of is no-t'c~this 28th day of December, 1983, and waive any and all further notice requirements of Section 15.1-538 of the Code of Virginia. District TAKE NOTICE TAKE NOTICE that pursuant to Section 15.1-538 of the Code o~ Virginia, 1950, as amended, two members of the Board of Supervisors have requested that the organizational meeting of thc Board of Supervisors be held and that such special meeting shall be held at 10:00 a.m. on Tuesday, January 3, 1984, at Chesterfield C0unty Courthouse in Room 502, to organize and to discuss general. County business. Teste: Joa~ Fi D61ezal,' bep6t~clerk to ~ Board of Superv~ors I, //~y / ~/~//~_ , certify that I have received a cop~ of this notice this 28th day of December, 1983, and waive any and all further notice requirements of Section 15.1-538 of the Code of Virginia. Supervisor, ~/~_~ District TAKE NOTICE TAKE NOTICE that pursuant to Section 15.1-538 of the Code o~ Virginia, 1950, as amended, two members of the Board of Supervisors have requested that the organizational meeting of the Board of Supervisors be held and that such special meeting shall be held at 10:00 a.m. on Tuesday, January 3, 1984, at Chesterfield County Courthouse in Room 502, to organize and to discuss general County business. Teste: Jo~ S.'Dolezal, Dep~-C~rk t~he Board of Supek~>isors copy of this notice this 28th day of December, 1983, and waive any and all further notice requirements of Section 15.1-538 of the Code of Virginia. Supervisor~7 ~9 c/J~ District TAKE NOTICE TAKE NOTICE that pursuant to Section 15.1-538 of the Code ol Virginia, 1950, as amended, two members of the Board of Supervisors have requested that the organizational meeting of Board of Supervisors be held and that such special meeting shall be held at 10:00 a.m. on Tuesday, January 3, 1984, at Chesterfield County Courthouse in Room 502, to organize and to discuss general~County business. Teste: Joab iS-. DOleZ~l~ -DeD~y Cl~rk of Sup~isors Board I, ~~J ~f~D/~'~ , certify that I have received a copy of this notice this 28th day of December, 1983, and waive any and all further notice requirements of Section 15.1-538 of the Code of Virginia. Sup.~.~isor, ~/~~/~/d. District TAKE NOTICE TAKE NOTICE that pursuant to Section 15.1-538 of the Code Virginia, 1950, as amended, two members of the Board of Supervisors have requested that the organizational meeting of Board of Supervisors be held and that such special meeting shall be held at 10:00 a.m. on Tuesday, January 3, 1984, at Chesterfield County Courthouse in Room 502, to organize and to discuss general'County business. Teste: Joan_~Dolezal · to t~Board of Supe~sors I, ~~¢~ ~. ~/~'l~ , certify that I have received a copy of this notice this 28th day of December, 1983, and waive any and all further notice requirements of Section 15.1-538 of the Code of Virginia. Supervisor, District