2019-01-09 PacketCHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of 1
AGENDA
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Meeting Date: January 9, 2019 Item Number: 3.A.
Subject:
Election of Chairman and Vice Chairman
County Administrator's Comments:
County Administrator:
Board Action Requested:
Summary of Information:
The Board's first order of business is the election of Chairman and Vice
Chairman for 2019. Nominations do not require a second.
Preparer: Sara Hall
Attachments: F-1 Yes
Title: Deputy Clerk to the Board of Supervisors
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1749
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CHESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA
Page 1 of 1
Meeting Date: January 9, 2019 Item Number: 3.113.
Subiect:
Adoption of Procedures of the Board of Supervisors for 2019
County Administrator's Comments:
County Administrator. -1--�--,/-5-"��—�_
Board Action Requested:
Adoption of the Procedures of the Board of Supervisors for 2019.
Summary of Information:
Each year at the organizational meeting in January the Board of Supervisors
adopts rules of procedure governing the conduct of meetings. The attachment
reflects (1) clerical changes on the cover page and the title page on page
1 changing the year from 2018 to 2019; (2) changes to the general start time
of the afternoon meeting from 3:00 p.m. to 2:00 p.m. and the start time of
the evening meeting from 6:30 p.m. to 6:00 p.m. (Sections 8. and 8m.); and
(3) amendments proposed by a Board member (i) to change from 11:00 p.m. to
12:00 midnight the time after which the Board will not consider new items
unless the Board votes to suspend the rules of procedure (Section 7d.) and
(ii) to change the vote necessary to suspend the rules of procedure from
unanimous to majority in all cases (Sections 7d. and 15b.).
Preparer: Jeffrey L. Mincks Title: County Attorhey
0423:113802.1(113838.1)
Attachments: Yes F1 No
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Providing a FIRST CHOICE community through excellence in public service
Chesterfield County, Virginia
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2S 2019 RULES OF PROCEDURE OF THE BOARD OF SUPERVISORS
BE IT RESOLVED by the Board of Supervisors of the County of Chesterfield in
accordance with Section 3.4 of the County Charter that the following rules of procedure
shall govern the conduct of meetings and work sessions of the Board of Supervisors.
Presiding Officer
Section 1 a. The board's parliamentary procedures shall conform with law and the
historical practices of the Board of Supervisors. The county attorney shall act as
parliamentarian to the board. To the extent necessary to address any ambiguities in
procedure, the County Attorney may consider the most recent edition of Robert's Rules of
Order, a Manual of General Parliamentary Law for guidance. Any questions involving the
application of rules of procedure or the interpretation of Robert's Rules shall be decided by
the county attorney.
Section 1 b. The chairman or, in the absence of the chairman, the vice chairman, or
in their absence the most senior member of the board alphabetically, shall preside at all
meetings of the board, and on the appearance of a quorum, shall call the meeting to order.
Once the meeting is called to order, the board shall then proceed with its business.
Section lc. 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. The chairman may set reasonable time limits for speakers and public hearings;
provided that by majority vote the board may reject such time limits.
Regular Meetings
Section 2. Each year at its organizational meeting the board shall set the regular
meeting times and dates for that year provided, however, that the board shall meet at least
once each month. Whenever the regularly scheduled meeting date shall fail on a legal
holiday, the regular meeting of the board shall be held on the following day in accordance
with §15.2-1416 of the Code of Virginia, 1950, as amended. The chairman or, in the
absence of the chairman, the vice chairman, may cancel any meeting because of inclement
weather and should reschedule any canceled meeting at the earliest possible date by
sending written notice to each member of the board.
0425:113838.1
Special Meetings
Section 3. Special meetings of the board may be called by two members of the
board or the chairman in accordance with §§ 15.2-1417 and 15.2-1418 of the Code of
Virginia, 1950, as amended. Upon making such request, the clerk shall specify the matters
to be considered and shall notify in writing all members of the board and the county
attorney immediately. The meeting may be held only if waivers are signed by every
member of the board and the county attorney, or if every member and the county attorney
attend the special meeting. The order of business at a special meeting shall follow that of a
regular meeting to the greatest extent possible.
Voting
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, incurring
of debt and appropriations in excess of $500, all of 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 determining a quorum. A tie vote shall defeat the motion, resolution or
issue voted on, provided that all zoning cases must be disposed of by a motion approved by
a majority of those voting. An abstention is considered a vote for all purposes and defeats a
motion requiring a unanimous vote. The board shall not designate a tiebreaker pursuant to §
15.2-1421 of the Code of Virginia.
Debate and Reconsideration of Vote
Section 5a. Each board member may participate in discussion of any issue only
after being recognized by the chairman. The chairman shall not recognize a motion to "call
the question" until every member desiring to speak has had a chance to speak. At the
conclusion of debate, the question shall be called, and no further debate shall be in order.
Section 5b. Any vote by a board member is final once cast. Planning Commission
decisions are final once made. No ordinance, resolution or motion previously voted upon
by the board shall be brought forward for reconsideration during the same meeting of the
board and shall be final unless changed by the board at a subsequent meeting in accordance
with law.
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Motions
Section 6. When a motion is under debate, no additional motions may be made
except a motion to withdraw, defer, substitute or to amend. If the maker of a motion and
the member seconding the motion agree, a motion may be amended or withdrawn. Such
motions shall take precedence in the order listed above. Only one substitute motion shall be
in order for a principal motion. All motions to defer shall be to a date certain. Prior to
voting on a motion to defer or remand, the board shall hear public comments on the issue
of deferral or remand if the scheduled item requires a public hearing.
Agenda
Section 7a. The county administrator shall prepare an agenda for each regular 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 mailed or delivered to each member of
the board or placed in the repository assigned to such board member, and (c) be distributed
to appropriate officers and employees of the county government and members of the public
and media requesting copies.
Section 7b. Upon a majority vote of the Board of Supervisors, any item may be
added when the agenda is voted on, and the chairman may allow any agenda item to be
called out of sequence.
Section 7c. Any matter not on the scheduled agenda may be heard after the agenda
has been approved by the board only upon the unanimous vote of the board members
present. Any such matter must be of an emergency nature, vital to the continued proper and
lawful operation of the county.
Section 7d. No matter on the scheduled agenda shall be considered after lir
12:00 midnight without the unanimous majority consent of the board. Any matter not heard
shall be automatically continued to the next appropriate scheduled meeting of the board.
Section 7e. Requests for tax exemptions by eligible non-profit organizations shall
only be considered in December of each year, and tax exemptions, if granted, shall be
limited to $5,000 per year.
0425:113838.1
3
Order of Business
Section 8. Unless changed by the chairman, the order of business at a regular
meeting of the board shall be as follows beginning at 2 p.m. 3-p7m. or an alternate specified
meeting time:
a. Call to order.
b. Approval of minutes of previous meetings if such minutes have not already
been approved. Such minutes shall be included in the agenda package.
Reading of the minutes shall be automatically dispensed with.
C. County administrator's comments.
d. Board committee reports.
e. Requests to postpone action, additions, deletions or changes in the order of
presentation with respect to any matter on the agenda.
f. Special resolutions of recognition.
g. Work sessions.
h. Deferred agenda items not requiring a public hearing.
i. New county business not requiring a public hearing, including deferred and
new appointments and claims against the board or county.
j. Reports.
k. Fifteen -minute citizen comment period on unscheduled matters involving the
services, policies and affairs of the county government.
1. Recess at 5 p.m.
m. Nonsectarian invocations in accordance with the clerk's scheduling policy
followed by the pledge of allegiance at 6 p.m. �m.
n. Special resolutions of recognition not heard at the afternoon session.
o. Fifteen -minute citizen comment period on unscheduled matters involving the
services, policies and affairs of the county government.
p. Deferred public hearings.
0425:113838.1
4
q. Zoning and mobile home public hearings placed on the consent agenda by the
Planning Department.
r. Remaining public hearings or zoning public hearings based on appropriate
meeting date.
S. Fifteen -minute citizen comment period on unscheduled matters involving the
services, policies and affairs of the county government.
t. Adjournment.
The board shall confine their decisions to the matters presented on the agenda.
Consent Agenda and Public Hearings
Section 9a. Any board member may remove an item from the consent agenda for
comment by the board. Any person may publicly speak to a consent item on that meeting's
"Consent Agenda" for up to three minutes, so long as the board votes to remove that
consent item from the Consent Agenda for public comment. The board may accept written
comments in lieu of oral statements.
Section 9b. Any person may speak at a public hearing for up to three minutes
except as provided in Section lc.. An applicant in a zoning case may give an opening
presentation of the zoning case for up to 15 minutes, regardless of the number of speakers
the applicant chooses to give the presentation, and may give a rebuttal for up to five
minutes after all citizens have spoken, regardless of the number of speakers the applicant
chooses to give the rebuttal.
Citizen Comment Period
Section 10. Each citizen comment period shall be limited to a total of 15 minutes
and each speaker may not exceed three minutes. Citizens may only speak once per meeting
during the citizen comment periods. Comments must be germane to the services or policies
of the county. No citizen shall speak on any matter of business that is a subject on the
board's agenda for that day. Citizens may not yield time to other speakers. Any person
desiring to speak shall sign up at the meeting prior to the afternoon or evening session. At
the beginning of the citizen comment period, the clerk will read the names and comments
will be given in the order of the sign-up sheet. Each citizen comment period will end after
15 minutes, regardless of the number of people who have signed up to speak.
Persons speaking before the board will not be allowed to:
a. Campaign for public office;
0425:113838.1
5
b. Promote private business ventures;
C. Use profanity or vulgar language; or
d. Address pending litigation or matters to be addressed at that meeting.
Minutes of Meeting
Section I la. 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,
1950, as amended. Each recorded vote shall indicate how each member of the board voted.
Preparation of minutes will not include every aspect of the board's meetings relating
specifically to discussion and debate, but will include all significant events relating to
official action.
Section l lb. The board may correct its minutes after approval of the minutes only
upon a clear showing that a clerical or administrative mistake was made.
Zoning
Section 12a. No zoning case shall be considered by the Board of Supervisors if
amendments, changes, withdrawals or proffers have been submitted by the applicant after
the case has appeared in the newspaper pursuant to the required publication. All such cases
shall be deferred to the next appropriate board meeting for consideration or remanded to
the Planning Commission after proper readvertising.
Section 12b. If a majority of the board is not re-elected, no appropriation for any
capital project or operational program for a magisterial district or zoning case shall be
considered by the Board of Supervisors after November 3, 2019, until the organizational
meeting in January 2020; unless such delay for the zoning case would exceed 12 months.
Section 12c. Without further action by the board, rezoning applications (including
conditional uses, conditional use planned developments and conditional zoning) are
automatically referred to the Planning Commission for its recommendation upon
completion of a zoning application with the Planning Department.
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0425:113838.1
6
Appointments
Section 13. Appointments to committees of the board and to authorities, boards and
commissions shall be made only by resolution adopted by a majority of the full board. Prior
to consideration of the nomination, the nominee shall be notified to determine his
willingness to serve and to determine if he meets the minimum qualifications for such
appointment.
Committees
Section 14. The chairman or the board may create committees and shall appoint
members to such committees in the same fashion in which the committee was created.
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 time may be fixed for submission of any report. The chairman may create, and
appoint members to, an Audit and Finance Committee, a County -Schools Liaison
Committee and other committees as necessary.
Amendment of Rules
Section 15a. The rules of procedure of the governing body may be amended at any
time during the year by a unanimous vote of the full board.
Section 15b. The Board of Supervisors may suspend the application of any section
of these rules by a unanimous majority affirmative vote of all board members present at
any time during the agenda.
Section 15c. A deputy sheriff shall serve as sergeant at arms.
0425:113838.1
7
CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of I
AGENDA
IJdY
Meeting Date: January 9, 2019 Item Number: 3.C.
Subiect:
Setting of Regular Meeting Dates for 2019
County Administrator's Comments:
County Administrator:
Board Action Requested:
Summary of Information:
The Board should establish its schedule for regular meeting dates and
times for 2019. Staff recommends approval of the attached schedule.
Preparer: Sara Hall Title: Deputy Clerk to the Board of Supervisors
Attachments: Yes F-1 No
BOARD OF SUPERVISORS REGULAR MEETING DATES FOR 2019
Wednesday, January 9, 2019 at 6 p.m. (Organizational Meeting — Evening Session Only)
Wednesday, January 23, 2019 at 2 p.m.
Wednesday, February 27, 2019 at 1 p.m.
Wednesday, March 13, 2019 at Noon (Budget Work Session in Afternoon; Regular Evening
Session with Zoning Requests in Public Meeting Room)
Wednesday, March 27, 2019 at 2 p.m. (Budget Public Hearings at Evening Session)
Wednesday, April 10, 2019 at 6 p.m. (Budget Adoption — Evening Session Only)
Wednesday, April 24, 2019 at 2 p.m.
Wednesday, May 22, 2019 at 2 p.m.
Wednesday, June 26, 2019 at 2 p.m.
Wednesday, July 24, 2019 at 2 p.m.
Wednesday, August 28, 2019 at 2 p.m.
Wednesday, September 25, 2019 at 2 p.m.
Wednesday, October 23, 2019 at 2 p.m.
Wednesday, November 13, 2019 at 2 p.m.
Wednesday, December 11, 2019 at 2 p.m.
NOTE: Unless otherwise specified, afternoon work sessions are held at the Administration Building, 9901
Lori Road, Room 502 (5th floor). Evening meetings are held in the Chesterfield County Public Meeting
Room, 10001 Iron Bridge Road. Sessions typically begin at 2 p.m., break at 5 p.m. for dinner, and then
resume at 6 p.m. unless otherwise specified.
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ESTERFIELD COUNTY
BOARD OF SUPERVISORS
AGENDA
Page 1 of 1
Meeting Date: January 9, 2019 Item Number: 3.D.
Subject:
Nomination/Appointments to Various Boards and Commissions
County Administrator's Comments:
County Administrator:
Board Action Requested:
Summary of Information:
Each year at the organizational meeting, the Board makes appointments to
various Boards and Commissions. See attached list.
Preparer: Sara Hall
Attachments: Yes
Title: Deputy Clerk to the Board
❑ No
BOARD APPOINTMENTS
C U R R E N T M E M B E R S
TRI -CITIES AREA METROPOLITAN PLANNING ORGANIZATION (CRATER MPO)
Appointments are for terms that expired 12/31/18
Terms would be one year beginning January 1, 2019 and expiring
December 31, 2019.
Mr. Steve Elswick
Ms. Barbara Smith (Alternate)
RICHMOND REGION TOURISM BOARD
Appointments are for terms that expired 12/31/18
Terms would be for three years beginning January 1, 2019 and
expiring December 31, 2021.
Mr. James Holland
Mr. Scott Zaremba (Alternate)
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CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page I of 2
AGENDA
Meeting Date: January 9, 2019 Item Number: 4.
Subiect:
Set Public Hearing to Consider an ordinance to Split Five Voting Precincts
County Administrator's Comments:
County Administrator:
Board Action Requested:
Set a public hearing for January 23, 2019 to consider an ordinance to split
five voting precincts, as shown on the attached maps
Summary of Information:
In order to alleviate overcrowding and parking problems which were
experienced during the November 6, 2018 general election, the Registrar is
proposing to divide five voting precincts. The General Assembly has enacted
a moratorium on precinct splits which will become effective on February 1,
2019 and run until May 15, 2021, so that precinct boundaries will be frozen
in place during the decennial redistricting process which will begin with
the upcoming census. Accordingly, these precinct changes must be enacted at
the Board's January 23, 2019 meeting, or else they cannot go into effect
until May 15, 2021, after the 2020 presidential election.
The five affected voting precincts are:
(Continued on next page)
Preparer: Jeffrey Mincks
Attachments: Yes
Title: County Attorney
0505:113809.1
No
CHESTERFIELD COUNTY
BOARD OF •' '.•- 2 of
AGENDA
Summary of Information: (Continued)
Bermuda Magisterial District:
Iron Bridge Voting Precinct, which will split off the northern portion to
form a new Iron Bridge North Voting Precinct (See the First Map)
Clover Hill Magisterial District:
Genito Voting Precinct, which will split off the eastern portion to form a
new Clover Hill Voting Precinct (See the Second Map)
Dale Magisterial District:
Southside Voting Precinct, which will split off the eastern portion to form
a new Ridgedale Voting Precinct (See the Third Map)
Matoaca Magisterial District:
Winfrees Store Voting Precinct, which will split off the western portion to
form a new Longhouse Voting Precinct (See the Fourth Map)
Skinquarter Voting Precinct, which will split off the southern portion to
form a new Magnolia Voting Precinct (See the Fifth Map)
An overview showing each precinct's location within the County is also
contained in the Sixth Map.
In addition to these five voting precinct splits, the Registrar is also
proposing, as part of the ordinance amendment, to move the polling place for
Ettrick Voting Precinct in the Matoaca Magisterial District from Ettrick
Elementary School to the Multi -Purpose Center at Virginia State University.
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CHESTERFIELD COUNTY
BOARD OF SUPERVISORS Page 1 of I
AGENDA
Meeting Date: January 9, 2019 Item Number: 6.
Subject:
Adjournment and Notice of Next Scheduled Meeting
Supervisors
County Administrator's Comments:
County Administrator:
Board Action Requested:
Summary of Information:
of the Board of
Motion of adjournment and notice of the Board of Supervisors meeting to be
held on January 23, 2019, at 2:00 p.m. in Room 502 at the County
Administration Building.
Preparer: Sara Hall Title: Deputy Clerk to the Board of Supervisors
Attachments: ❑ Yes No