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01-02-1985 Packet ~HESTERFIELD COUNLY .:HESTERFIELD, VIRGINIA 2383... BOARD OF SUPERVISORS AGENDA HARRY G. DANIEL, CHAIRMAN DALE DISTRICT G. H. APPLEGATE.! VICE CHAIRMAN CLOVER HILL DISTHICT R. GARLAND DODD BERMUDA DISTRICT JOAN GIRONE MIDLOTHIAN DISTRICT JESSE J. MAYES MATOACA DISTRICT RICHARD L. HEDRICK COUNTY ADMINISTRATOR DATE: JANUARY 2, 1985 COURTHOUSE TIME: 12: 00 NOON 1. INVOCATION AT 12:00 NOON IN ROOM 502 2. ELECTION OF CHAIRMAN AND VICE CHAIRMAN 3. APPOINTMENTS 4. ADOPTION OF 1984 SCHEDULE FOR REGULAR MEETINGS 5. ADOPTION OF RULES AND PROCEDURES FOR BOARD MEETINGS 6. ADJOURNMENT - .- 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 1985 calendar year. Presiding Officer Section 1. Except as modified herein or as provided by law, Robert's Rules, a Manual of General Parliamentary 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 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. Chair-,T Section 4. The Chairman ay t his discretion assi n temporary mans to pro~de over meetings or portions of meetings in order to provide experience to other Board members in conducting meetings. Section 5. A quorum shall consist of at least three members 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 determin- ing a quorum. A tie vote shall defeat the motion, resolution or issue voted on. - -- Order of Business Section 6. The order of business at a regular meeting of the Board shall be as follows: (a) Non-sectarian invocation conducted by members of local clergy; otherwise by a member of the Board. (b) Approval of minutes of the previous meeting. (c) ~~) (d) County Administrator's comments. lsA . d-,.vv>...~,it..J(/ !q~~t::. ...v-'lf.u-') )~'_. Requests to postpone action ,~/l'additions or chang~~the order of pre- sentation with respect to any matter on the agenda. <t (e) Special resolutions of recognition. /1 :5 (f) Hearing of citizens on unscheduled matters involving the services, policies and affairs of the county government or claims against the Board as provided in Section 7. ~ (g) Items tabled or deferred from previous meetings. ! (h) Public hearings. .' <_J (i) New business in k. (j) Adjournment. a format developed by the County Administrator. 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 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 -2- - the presiding officer, not to exceed five minutes. Every citizen desiring to present a matter to the Board shall 24 hours prior to the date of finalizing the agenda for that meeting notify the Clerk of his intent to speak and the topic. The notice shall describe in detail the nature of the issue to be presented to the Board and the if any, that the citizen will ask of the Board. No citizen shall speak on any matter of business which is the subject of an ordinance or resolution included on the Board's agenda for that day. L/ Persons appearing before the Board will not be allowed to: (a) Campaign for public office; (b) Promote private business ventures; (c) Address matters within the administrative province of the County Administration; (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 officer. Section 9. The order of business at a special meeting shall follow that of a regular meeting to the greatest extent possible. Minutes of Meeting Section 10. The Clerk of the Board shall prepare and maintain adequate minutes of the proceedings of the Board in accordance with the requirements -3- - of the Code of Virginia. Minutes shall be included as part of the agenda package for the subsequent meeting of the Board. Section 11. The Board may correct its minutes at any time after ap- proval of the minutes only upon a clear showing that a clerical or administra- tive 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 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 dis- tributed to appropriate officers and employees of the county government and members of the public and media requesting copies. Section 13. The Chairman may, in his discretion, call any item on the agenda out of sequence. Section 14. Any matter not on the scheduled agenda, may be heard on the day of its introduction only if authorized by the Chairman. Any such matter must be of an emergency nature, vital to the continued proper and lawful operation of the County. Section 15. A motion to remove any matter from the agenda may be made at any time and must be adopted by the vote of at least three members. Motions Section 16. When a motion is made, it shall be accurately stated by the presiding officer prior to voting on the question. -4- - Section 17. 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 18. A motion to adjourn by a member shall always be in order and the motion shall be decided without debate. Reconsideration of Ordinances, Resolutions and Motions Section 19. No ordinance, resolution or motion previously voted upon the Board shall be brought forward for reconsideration during the same meeting of the Board. Debate Section 20. The patron of an ordinance, resolution, motion or other matter may speak to the ordinance, resolution, motion or other matter. Each member of the 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 of the County Administrator relating to criticisms or concerns regarding the administration of the 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 Coun- ty Administrator and unless his response does not resolve the issue. Regular 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 -5- - .-. the Board shall be held on the following day in accordance with H5.1-536 of the Code of Virginia. Special Meetings Section 22. Special meeting of the Board may be called by two members of the Board in accordance with H15.1-537 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 23. Appointments to committees 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 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 qualifica- tions for such appointment. Committees 0' ") " l .." / 1'1" C1..~l ''> v~., ,.., ,c>( y~ ...!;}? JJ 0-4./'-0 f)) CV\CJ.v>.,.'-.C/- ~ t..f! 'v ' Section 24. The Bot:tN1 Chairman may establish ad hoc committees and provide for the appointment of members of such committees ey--t-he--Gh:M1'ffl1H'l. The Board must establish permanent committees and provide for the appoint- ment of members to such committees. Committees may hold hearings and perform such other duties as may be prescribed. A committee may be in- structed 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 25. The 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. -6- - """'"' Section 26. The Board of Supervisors may suspend the application of any section of these rules by a unanimous vote of the....... Board taken in advance of an agenda item considered under the suspended rules. rr-he--'f'ettui:f'efll'eftts--m--seetiofl--~~--It.l'tX>ift.:t~ -8hMl--ftt>t-"""'8:f}pl-y--t~-the a.ppoift.:tm-en+--6f-the--origiH:al--Plaftmft-g--€emmissi6ft---ffl-embeJ:'s--'8.ppoiftted--~-the ~984-Pl8:HftiHg-Bommi88ion . -7-