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2026-01-07 Packet CHESTERFIELD COUNTY CHESTERFIELD, VIRGINIA 23832 AGENDA January 7, 2026 BOARD OF SUPERVISORS MARK S. MILLER, Ph.D., CHAIR MIDLOTHIAN DISTRICT KEVIN P. CARROLL, VICE CHAIR MATOACA DISTRICT JIM A. INGLE BERMUDA DISTRICT JESSICA L. SCHNEIDER CLOVER HILL DISTRICT LeQUAN M. HYLTON, Ph.D. DALE DISTRICT JOSEPH P. CASEY, Ph.D. COUNTY ADMINISTRATOR 6 p.m. Evening Session - Public Meeting Room, 10001 Iron Bridge Road 1. Invocation by the Honorable Jessica L. Schneider, Clover Hill District Supervisor 2. Pledge of Allegiance Led by Matt Harris, Deputy County Administrator 3. Requests to Postpone Agenda Items and Additions, Deletions or Changes in the Order of Presentation 4. Organizational Meeting A. Election of Chair and Vice Chair B. Adoption of Rules of Procedure of the Board of Supervisors for 2026 C. Setting of Regular Meeting Dates for 2026 D. Adoption of Policy Allowing Remote Participation by Board Members at Board Meetings E. Appointments 1. Committee on the Future 2. Personnel Appeals Board 3. Planning Commission 4. Richmond Regional Transportation Planning Organization 5. Richmond Region Tourism Board 5. Annual Presentation of Cornerstone Assembly of God 6. Adjournment A. Adjournment and Notice of Next Scheduled Meeting of the Board of Supervisors Page 1 of 31 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Meeting Date: January 7, 2026 Item Number: 4.A. Subject: Election of Chair and Vice Chair Board Action Requested: Summary of Information: The Board's first order of business is the election of Chair and Vice Chair for 2026. Nominations do not require a second. Attachments: None Preparer: Susan Wilson, Clerk to the Board of Supervisors Approved By: Page 2 of 31 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Meeting Date: January 7, 2026 Item Number: 4.B. Subject: Adoption of Rules of Procedure of the Board of Supervisors for 2026 Board Action Requested: Adoption of Rules of Procedure of the Board of Supervisors for 2026. Summary of Information: Each year at the organizational meeting in January, the Board of Supervisors is required under state law to adopt Rules of Procedure governing the conduct of Board meetings for the year. Should Board members accumulate any additional changes to the Rules prior to the meeting, the attachment may be amended or replaced during the organizational meeting. Attachments: 1. 2026 Rules of Procedure - as submitted 2. 2026 Rules of Procedure - AS ADOPTED Preparer: Jeff Mincks, County Attorney Approved By: Page 3 of 31 2025 2026 RULES OF PROCEDURE OF THE BOARD OF SUPERVISORS Providing a FIRST CHOICE community through excellence in public service Chesterfield County, Virginia As Adopted 01/08/2025 01/07/2026 Page 4 of 31 1 As Adopted 01/08/202501/07/2026 202 20252026 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 1a. 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 1b. The chair or, in the absence of the chair, the vice chair, 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 1c. The presiding officer shall preserve order and decorum. The presiding officer may speak, make motions and vote on all questions, and shall decide questions of order and procedure. The chair 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 fall 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 chair or, in the absence of the chair, the vice chair, 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. Page 5 of 31 2 As Adopted 01/08/202501/07/2026 Special Meetings Section 3. Special meetings of the Board may be called by two members of the Board or the chair 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 chair. The chair 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. 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. Page 6 of 31 3 As Adopted 01/08/202501/07/2026 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, removed, or modified when the agenda is voted on, and the chair 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 11 p.m. without the unanimous 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. Order of Business Section 8. Unless changed by the chair, the order of business at a regular meeting of the Board shall be as follows beginning at 2 p.m. or an alternate specified meeting time: 1. 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. 2. Requests to postpone agenda items and additions, deletions or changes in the order of the presentation. 3. Everyday Excellence 4. Work sessions. 5. Reports. Page 7 of 31 4 As Adopted 01/08/202501/07/2026 6. Fifteen-minute citizen comment period on unscheduled matters involving the services, policies and affairs of the county government. Such comments may be received through the Board’s digital meeting portal. 7. Closed Session. 8. Recess for dinner. Closed session may be conducted during dinner recess. 9. Invocations in accordance with the Clerk’s scheduling policy followed by the pledge of allegiance at 6 p.m. 10. Pledge of Allegiance. 11. County Administration Update. 12. Board Member reports. 13. Special resolutions of recognition not heard at the afternoon session. 14. New business. 15. Fifteen-minute citizen comment period on unscheduled matters involving the services, policies and affairs of the county government. Such comments may be received through the Board’s digital meeting portal. 16. Deferred items. 17. Request for manufactured home permits and rezoning placed on the Consent Agenda. 18. Zoning and mobile home public hearings. 19. Remaining public hearings. 20. Fifteen-minute citizen comment period on unscheduled matters involving the services, policies and affairs of the county government. Such comments may be received through the Board’s digital meeting portal. 21. Adjournment. The Board shall confine their decisions to the matters presented on the agenda. Page 8 of 31 5 As Adopted 01/08/202501/07/2026 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 1c.. A person who represents an organization may speak once at a public hearing for up to five minutes but only if i) three or more members of the organization are present at the public hearing, and ii) no member of the organization speaks at the public hearing other than the representative. 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. Any person may address the Board on a public hearing item by leaving a comment through the Board’s digital meeting portal. Citizen Comment Period Section 10. Each citizen comment period shall be limited to a total of 15 minutes for in- person speakers and each in-person 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. The Clerk shall only accept speaking requests for a Board meeting beginning at 8:30 a.m. on the first business day following the prior Board meeting and ending at 12:00 p.m. on the day of the meeting. The Clerk shall first fill available speaking slots with county residents. The Clerk shall make a list of the non- residents requesting to speak in the order the requests are received. 24 hours before the Board meeting, the Clerk shall fill any available speaking slots with non-residents from the list and shall notify such non-residents that they will be able to speak. At the beginning of the citizen comment period, the Clerk will read the names and comments will be given in the order read by the Clerk. 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 or leaving comments on the Board’s digital meeting portal will not be allowed to: a. Campaign for public office; b. Promote private business ventures; c. Use profanity or vulgar language; or Page 9 of 31 6 As Adopted 01/08/202501/07/2026 d. Address pending litigation or matters to be addressed at that meeting. Minutes of Meeting Section 11a. 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 11b. 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. 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 2, 2027, until the organizational meeting in January 2028; unless such delay for the zoning case would exceed 12 months. Section 12b. 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. Section 12c. 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. 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 their willingness to serve and to determine if they meet the minimum qualifications for such appointment. Committees Section 14. The chair 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 Page 10 of 31 7 As Adopted 01/08/202501/07/2026 concerning the form of any report it shall be requested to make, and a time may be fixed for submission of any report. The chair may create, and appoint members to, an Audit and Finance Committee, a County-Schools Liaison Committee and other committees as necessary. Amendment/Suspension 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 affirmative vote of all Board members present at any time during the agenda. Sergeant at Arms A deputy sheriff shall serve as sergeant at arms. Page 11 of 31 2026 RULES OF PROCEDURE OF THE BOARD OF SUPERVISORS Providing a FIRST CHOICE community through excellence in public service Chesterfield County, Virginia As Adopted 01/07/2026 Page 12 of 31 1 As Adopted 01/07/2026 2026 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 1a. 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 1b. The chair or, in the absence of the chair, the vice chair, 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 1c. The presiding officer shall preserve order and decorum. The presiding officer may speak, make motions and vote on all questions, and shall decide questions of order and procedure. The chair 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 2a. 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 fall 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 chair or, in the absence of the chair, the vice chair, 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. Section 2b. Board meeting seating arrangement for regular and special meetings shall commence after the organizational meeting as follows: 1) chair center, 2) vice-chair to the right of the chair, 3) remaining members select seat based upon seniority and if equal seniority, then chair makes seating decision after consultation with Board members. Page 13 of 31 2 As Adopted 01/07/2026 Special Meetings Section 3. Special meetings of the Board may be called by two members of the Board or the chair 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 chair. The chair 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. 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. Page 14 of 31 3 As Adopted 01/07/2026 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, removed, or modified when the agenda is voted on, and the chair 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 11 p.m. without the unanimous 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. Order of Business Section 8. Unless changed by the chair, the order of business at a regular meeting of the Board shall be as follows beginning at 2 p.m. or an alternate specified meeting time: 1. 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. 2. Requests to postpone agenda items and additions, deletions or changes in the order of the presentation. 3. Everyday Excellence 4. Work sessions. 5. Reports. Page 15 of 31 4 As Adopted 01/07/2026 6. Fifteen-minute citizen comment period on unscheduled matters involving the services, policies and affairs of the county government. Such comments may be received through the Board’s digital meeting portal. 7. Closed Session. 8. Recess for dinner. Closed session may be conducted during dinner recess. 9. Invocations in accordance with the Clerk’s scheduling policy followed by the pledge of allegiance at 6 p.m. 10. Pledge of Allegiance. 11. County Administration Update. 12. Board Member reports. 13. Special resolutions of recognition not heard at the afternoon session. 14. New business. 15. Fifteen-minute citizen comment period on unscheduled matters involving the services, policies and affairs of the county government. Such comments may be received through the Board’s digital meeting portal. 16. Deferred items. 17. Request for manufactured home permits and rezoning placed on the Consent Agenda. 18. Zoning and mobile home public hearings. 19. Remaining public hearings. 20. Fifteen-minute citizen comment period on unscheduled matters involving the services, policies and affairs of the county government. Such comments may be received through the Board’s digital meeting portal. 21. Adjournment. The Board shall confine their decisions to the matters presented on the agenda. Page 16 of 31 5 As Adopted 01/07/2026 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 1c.. A person who represents an organization may speak once at a public hearing for up to five minutes but only if i) three or more members of the organization are present at the public hearing, and ii) no member of the organization speaks at the public hearing other than the representative. 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. Any person may address the Board on a public hearing item by leaving a comment through the Board’s digital meeting portal. Citizen Comment Period Section 10. Each citizen comment period shall be limited to a total of 15 minutes for in- person speakers and each in-person 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. The Clerk shall only accept speaking requests for a Board meeting beginning at 8:30 a.m. on the first business day following the prior Board meeting and ending at 12:00 p.m. on the day of the meeting. The Clerk shall first fill available speaking slots with county residents. The Clerk shall make a list of the non- residents requesting to speak in the order the requests are received. 24 hours before the Board meeting, the Clerk shall fill any available speaking slots with non-residents from the list and shall notify such non-residents that they will be able to speak. At the beginning of the citizen comment period, the Clerk will read the names and comments will be given in the order read by the Clerk. 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 or leaving comments on the Board’s digital meeting portal will not be allowed to: a. Campaign for public office; b. Promote private business ventures; c. Use profanity or vulgar language; or d. Address pending litigation or matters to be addressed at that meeting. Page 17 of 31 6 As Adopted 01/07/2026 Minutes of Meeting Section 11a. 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 11b. 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. 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 2, 2027, until the organizational meeting in January 2028; unless such delay for the zoning case would exceed 12 months. Section 12b. 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. Section 12c. 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. 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 their willingness to serve and to determine if they meet the minimum qualifications for such appointment. Committees Section 14. The chair 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 Page 18 of 31 7 As Adopted 01/07/2026 submission of any report. The chair may create, and appoint members to, an Audit and Finance Committee, a County-Schools Liaison Committee and other committees as necessary. Amendment/Suspension 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 affirmative vote of all Board members present at any time during the agenda. Sergeant at Arms A deputy sheriff shall serve as sergeant at arms. Page 19 of 31 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Meeting Date: January 7, 2026 Item Number: 4.C. Subject: Setting of Regular Meeting Dates for 2026 Board Action Requested: Summary of Information: The Board should establish its schedule for regular meeting dates and times for 2026. Staff recommends approval of the attached schedule. Attachments: 1. Draft 2026 BOS Meeting Schedule Preparer: Susan Wilson, Clerk to the Board of Supervisors Approved By: Page 20 of 31 Adopted #/#/2026 BOARD OF SUPERVISORS REGULAR MEETING DATES FOR 2026 Wednesday, January 7 at 6 p.m. (Organizational Meeting – Evening Session Only) Wednesday, January 28 at 2 p.m. Wednesday, February 25 at 2 p.m. Wednesday, March 11 at 2 p.m. (Budget Work Session in Afternoon; Regular Evening Session (no Zoning Requests unless properly advertised) in Public Meeting Room) Wednesday, March 25 at 6 p.m. (Budget Public Hearings followed by Zoning Requests at Evening Session) Wednesday, April 8 at 6 p.m. (Budget Adoption – Evening Session Only) Wednesday, April 22 at 2 p.m. Wednesday, May 27 at 2 p.m. Wednesday, June 24 at 2 p.m. Wednesday, July 22 at 2 p.m. Wednesday, August 26 at 2 p.m. Wednesday, September 23 at 2 p.m. Wednesday, October 28 at 2 p.m. Wednesday, November 18 at 2 p.m. (3rd Wednesday due to Thanksgiving) Wednesday, December 16 at 2 p.m. (3rd Wednesday due to Christmas) __________________________________________________________________ Unless otherwise specified: • Afternoon work sessions are held in Room 502, 9901 Lori Road, and evening meetings are held in the Chesterfield County Public Meeting Room, 10001 Iron Bridge Road. • Afternoon work sessions typically begin at 2 p.m., break at 5 p.m. for dinner, and then resume at 6 p.m. • Business meetings are generally the 4th Wednesday each month, except for November and December. Page 21 of 31 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Meeting Date: January 7, 2026 Item Number: 4.D. Subject: Adoption of Policy Allowing Remote Participation by Board Members at Board Meetings Board Action Requested: The Board is requested to adopt a policy allowing Board members to participate remotely at Board meetings subject to requirements of Code of Virginia §2.2-3708.3 Summary of Information: Virginia Code §3708.3 now requires all public bodies who have previously adopted remote attendance policies to annually readopt them. Staff recommends adoption of the Board’s previously adopted Remote Attendance Policy for the Chesterfield County Board of Supervisors which is attached. Attachments: 1. 2026 - Board of Supervisors Remote Attendance Policy Preparer: Jeff Mincks, County Attorney Approved By: Page 22 of 31 135048.1 1 As Adopted 01/07/2026 Remote Attendance Policy for the Chesterfield County Board of Supervisors In accordance with the requirements of the Code of Virginia §2.2-3708.3, A. A member of the Chesterfield County Board of Supervisors (“Board”) may participate in a Board meeting through electronic communication means from a remote location as follows: 1. If the request is due to a member’s personal matter, a. on or before the day of the meeting the member notifies the Chair of the Board (or Vice-Chair if the Chair is the member) that such member is unable to attend the meeting due to a personal matter and identifies with specificity the nature of the personal matter and the remote location from which the member is to participate; b. the Board records in its minutes the specific nature of the personal matter and the remote location from which the member participated; c. the member has not previously within the calendar year participated remotely due to a personal matter in two meetings or 25% of the annual meetings of the Board, whichever is greater; d. a quorum of the Board is physically assembled at the primary or central meeting location; and e. the Board makes arrangements for the voice of the remote participant to be heard by all persons at the primary or central meeting location. 2. If the request is due to a member’s temporary or permanent disability, or other medical condition of the member or the member’s family, that prevents the member’s physical attendance, a. on or before the day of the meeting the member notifies the Chair of the Board (or Vice-Chair if the Chair is the member) that such member is unable to attend the meeting due to the disability or medical condition and identifies with specificity the nature of the matter and the remote location from which the member is to participate; b. the Board holding the meeting records in its minutes the fact that a temporary or permanent disability or other medical condition prevents the member’s physical attendance and the remote location from which the member participated; c. a quorum of the Board is physically assembled at the primary or central meeting location; and d. the Board makes arrangements for the voice of the remote participant to be heard by all persons at the primary or central meeting location. 3. Conduct of meeting with member participating remotely. a. the member participating remotely will be joined telephonically to the Page 23 of 31 135048.1 2 As Adopted 01/07/2026 meeting in such a manner that all voice communications can be heard clearly throughout the entirety of the meeting. The Chair of the Board (or Vice-Chair if the Chair is the member) will confirm that the remotely connected member can be heard clearly, and that the remotely connected member can hear clearly the proceedings of the meeting, prior to the commencement of the remainder of the meeting. b. the member participating remotely will ensure that he or she is physically located in a reasonably quiet location to avoid disruption to the meeting proceedings. c. the remote attendance of any member at the meeting shall be announced at the beginning of the meeting or, in the event the member participates remotely after the beginning of the meeting, as soon as the member’s remote participation begins. B. As soon as possible after receiving a request for remote participation the Chair (or Vice-Chair if the Chair is the requesting member) shall advise the requesting member as to whether the request is approved or denied. Any rejection of the remote participation, along with the justification for the rejection, which rejection shall be only due to the failure to satisfy one or more of the required conditions listed above or due to technical difficulties rendering such remote participation unreasonably disruptive, shall be recorded in the meeting minutes with specificity. Page 24 of 31 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Meeting Date: January 7, 2026 Item Number: 4.E.1. Subject: Committee on the Future Board Action Requested: Nominate and appoint Brian Eromenok, Jr., to serve on the Committee on the Future representing the Bermuda District. Summary of Information: The Committee on the Future is a citizen committee appointed by the Board of Supervisors for the purpose of identifying, studying, and making recommendations on long-range issues impacting the County. It advises the Board on possible changes in governmental structure, revisions to fiscal and land use planning, and other matters relating to the future provision of services to the County citizens. There are 10 citizen members on the Committee, two from each of the five magisterial districts. Membership terms are open-ended, and appointees serve at the pleasure of the Board. Supervisor Ingle recommends the nomination and appointment of Brian Eromenok, Jr., to serve as a Bermuda District representative, replacing Tyler Craddock. Board members concur with the appointment of Mr. Eromenok. Under the existing Rules of Procedure, appointments to boards and committees may be nominated and appointed at the same meeting. Nominees are voted on in the order in which they are nominated. Attachments: None Preparer: Susan Wilson, Clerk to the Board of Supervisors Approved By: Page 25 of 31 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Meeting Date: January 7, 2026 Item Number: 4.E.2. Subject: Personnel Appeals Board Board Action Requested: The Board of Supervisors is requested to appoint a new member to serve on the Personnel Appeals Board. Summary of Information: The purpose of the Personnel Appeals Board is to hear employee grievances relating to disciplinary actions or discriminatory application of county personnel policies. The Personnel Appeals Board has the ability to modify or reverse disciplinary decisions of department directors. The at-large appointments are for a three-year term. The current members are: Dr. James Shultz, Midlothian district, whose term expires December 31, 2025. Dr. Shultz is ineligible for reappointment due to having reached his term limit. Ms. Regina Derricott, Dale district, whose term expires December 31, 2026. Ms. Antoinette Tull, Dale district, whose term expires December 31, 2027. Supervisor Carroll recommends the nomination and appointment of Harvey Powers, Matoaca district, to replace Dr. Shultz. Board members concur with Mr. Powers' appointment for a three-year term, which would be effective immediately and expire on December 31, 2028. Under the existing Rules of Procedure, appointments to boards and committees may be nominated and appointed at the same meeting. Nominees are voted on in the order in which they are nominated. Attachments: None Preparer: Mary Martin Selby, Director Approved By: Page 26 of 31 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Meeting Date: January 7, 2026 Item Number: 4.E.3. Subject: Planning Commission Board Action Requested: The Board is requested to appoint a new Planning Commissioner for the Dale District. Summary of Information: The Planning Commission advises the Board of Supervisors on zoning cases, amendments to the zoning and subdivision ordinance, and comprehensive planning. Due to the appointment of LeQuan M. Hylton to serve as the interim Dale District Supervisor, a vacancy exists on the Planning Commission. Supervisor Hylton recommends the nomination and appointment of Charleita Richardson to fill the Dale District vacancy on the Planning Commission for a term effective immediately and expiring December 31, 2027. Board members concur with the appointment of Ms. Richardson. Under the existing Rules of Procedure, appointments to boards and committees may be nominated and appointed at the same meeting. Nominees are voted on in the order in which they are nominated. Attachments: None Preparer: Susan Wilson, Clerk to the Board of Supervisors Approved By: Page 27 of 31 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Meeting Date: January 7, 2026 Item Number: 4.E.4. Subject: Richmond Regional Transportation Planning Organization Board Action Requested: The Board is requested to appoint Supervisor LeQuan M. Hylton to the Richmond Regional Transportation Planning Organization (RRTPO) and adopt the attached resolution. Summary of Information: The purpose of the RRTPO is to perform transportation policy and technical functions for its members. Major functions include establishing policy for a comprehensive and cooperative transportation planning process; evaluating annually the Transportation Plan and recommending appropriate action; determining the influence of current data upon the Transportation Plan; and working cooperatively with organizational members on new proposal changes to the Transportation Plan. Due to the passing of Supervisor James Holland, a vacancy exists on RRTPO. Board members concur with the appointment of Dale District Supervisor LeQuan M. Hylton to fill the vacancy for a term effective immediately and expiring December 31, 2027. Attachments: 1. RRTPO Resolution Preparer: Susan Wilson, Clerk to the Board of Supervisors Approved By: Page 28 of 31 RESOLUTION OF THE BOARD OF SUPERVISORS OF THE COUNTY OF CHESTERFIELD WHEREAS, the County of Chesterfield is a member organization of the Richmond Regional Transportation Planning Organization (RRTPO); and WHEREAS, the RRTPO policy board is composed of local elected officials and officials of public agencies; and WHEREAS, pursuant to Article III, Section 2 of the RRTPO Bylaws, the County of Chesterfield is required to appoint local officials to serve as authorized representatives; and WHEREAS, Supervisor James Holland passed away on October 14, 2025, thereby creating a vacancy on the RRTPO; and WHEREAS, the Board of Supervisors of the County of Chesterfield desires to appoint Supervisor LeQuan M. Hylton to the RRTPO. NOW, THEREFORE, BE IT RESOLVED that Supervisor LeQuan M. Hylton is hereby appointed to serve as a representative on the RRTPO for a term effective immediately and expiring December 31, 2027. Page 29 of 31 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Meeting Date: January 7, 2026 Item Number: 4.E.5. Subject: Richmond Region Tourism Board Board Action Requested: Nominate/appoint a member on the Richmond Region Tourism Board. Summary of Information: The purpose of the Richmond Region Tourism Board (RRTB) is to serve as the lead regional agency and advocacy group for tourism and convention business in the Richmond area. The board has 22 members. Chesterfield has two seats on the board, one of which is an elected official, currently Supervisor Miller. The term of at-large member Neil Amin, Bermuda district, expired on December 31, 2025. Supervisor Ingle has expressed an interest in replacing Mr. Amin as the at-large member of the RRTB, with a term effective immediately and expiring December 31, 2028. Board members concur with this appointment. Under the existing Rules of Procedure, appointments to boards and commissions may be nominated and appointed at the same meeting. Nominees are voted on in the order in which they are nominated. Attachments: None Preparer: Susan Wilson, Clerk to the Board of Supervisors Approved By: Page 30 of 31 CHESTERFIELD COUNTY BOARD OF SUPERVISORS AGENDA Meeting Date: January 7, 2026 Item Number: 6.A. Subject: Adjournment and Notice of Next Scheduled Meeting of the Board of Supervisors Board Action Requested: Summary of Information: Motion of adjournment and notice of a Board of Supervisors meeting to be held on January 28, 2026, at 2 p.m. in Room 502 of the County Administration Building. Attachments: None Preparer: Susan Wilson, Clerk to the Board of Supervisors Approved By: Page 31 of 31