Board of Supervisors Organizational Meeting

Board Room
600 North Main Street
Woodstock, VA 22664

MINUTES OF ORGANIZATIONAL MEETING OF
BOARD OF SUPERVISORS
January 2, 2018 

The Organizational meeting of the Board of Supervisors was held at 9:00 a.m. in the County Board Room, 600 North Main Street, Woodstock, Virginia, on January 2, 2018. The following were present: Chairman Conrad Helsley, Vice Chairman Richard Walker, Steve Baker, Dennis Morris, Dick Neese, County Administrator Mary Price, Assistant County Administrator Evan Vass, County Attorney Jason Ham and Deputy Clerk Chris Sherman.

Supervisor Karl Roulston was absent.

Chairman Helsley extended sympathy to the family of Williams Stover and his recent passing and asked for a moment of silence.  Mr. Stover was a former Board of Supervisor representing District 6 from 1988 to 1992.

  1. Election of Officers -2018

Supervisor Neese made a Motion, seconded by Supervisor Baker to nominate Conrad Helsley as Chairman of the Board.    

            The nominations were closed.

            The Motion to name Conrad Helsley as Chairman of Board for 2018 passed by a 5-0 roll call vote as follows:

Baker               aye                   Neese              aye
Walker             aye                   Morris              aye
Roulston          absent              Helsley            aye

Supervisor Morris made a Motion, seconded by Supervisor Baker to nominate Dick Neese as Vice Chairman of the Board.

            The nominations were closed.

            The Motion to name Dick Neese as Vice Chairman of the Board for 2018 passed by a 5-0 roll call vote as follows:

Baker               aye                   Neese              aye
Walker             aye                   Morris              aye
Roulston          absent              Helsley            aye

  1. Adoption of 2018Meeting Schedule.

Mary Price, County Administrator shared a PowerPoint presentation suggesting an alternate format for the schedule of board meetings. She explained that the current board is scheduled to meet three times a month, two regular meetings of the board and a board work session.  She proposed eliminating the day board meeting and combining it along with work session discussion items to the first Thursday of each month.  She said the fourth Tuesday board meeting would still function as it has in the past.  Ms. Price indicated the advantage of the proposed changes would be the consolidation of two meetings into one and would make more efficient use of the staff and board members’ time.  She said this scenario would also accelerate the decision process and the 4:00 p.m. Thursday meeting would coincide with the scheduled Planning Commission meeting at 7:00 p.m during which many times the Board of Supervisors are attending planning commission meetings for the purpose of conducting joint public hearings.

Chairman Helsley said that his only concern was sometimes the 4th Tuesday and 1st Thursday are in the same week.

Supervisor Walker asked if it would be better to move the work session to the second Tuesday “day” meeting and expressed concern that Planning Commission items would not get handled in an appropriate time frame.

Mr. Vass explained the reason staff suggested the Thursday meeting was to coincide with the Planning Commission meeting and said there is nothing that would prevent the Board from calling a Special Meeting should a planning commission item need to be acted on outside of the normal meeting schedule to accommodate a decision.

Ms. Price explained that the amount of time to consider Planning Commission items does not change, as items will still be forwarded to the night meeting on the 4th Tuesday for action by the Board of Supervisors as has been the past practice of the board.

Supervisor Walker made a Motion to table action of the meeting schedule until the next regular scheduled meeting.  No second was received.

Supervisor Neese made a Motion, seconded by Supervisor Baker to hold regularly scheduled meetings on January 4, January 9 and January 23 and start the new proposed schedule effective February 1, 2018.  The Motion passed by a roll call vote of 4-1-0 as follows:

Baker               aye                   Morris              aye
Neese              aye                   Roulston          absent
Walker             nay                  Helsley            aye

Shenandoah County Board of Supervisors

 2018 Meeting Schedule

Effective February 1, 2018

Board of Supervisors

1st Thursday, 4:00pm   Board Meeting                                                                                  Planning Commission

4th Tuesday,   7:00pm   Board Meeting                                                                                 1st Thursday, 7:00pm

Date

 

 

Time Location Planning Commission

 

 

 

January

January

January

 

04

09

23

 4:00 pm

9:00 am

7:00 pm

Work Session  / Board  Conf  Room

Board Meeting / Board Room

Board Meeting / Board Room

No Meeting
February

 

February

01

 

27

4:00 pm

 

7:00 pm

Board Meeting / Board  Room

 

Board Meeting / Board Room

 

February 1

March

 

March

01

 

27

4:00 pm

 

7:00 pm

Board Meeting / Board  Room

 

Board Meeting / Board Room

March 1

 

April

 

April

05

 

24

4:00/7:00 pm

 

7:00 pm

Board Meeting / PH at PMMS

 

Board Meeting / Board Room

April 5 TBD
May

 

May

03

 

22

4:00 pm

 

7:00 pm

Board Meeting / Board Room

 

Board Meeting / Board Room

 May 3
June

 

June

07

 

26

4:00 pm

 

7:00 pm

Board Meeting / Board Room

 

Board Meeting / Board Room

 June 7
JULY NO MEETINGS

 

August

 

August

02

 

28

4:00 pm

 

7:00 pm

Board Meeting /Board  Room

 

Board Meeting / Board Room

 August 2
September

 

September

06

 

25

4:00 pm

 

7:00 pm

Board Meeting /Board  Room

 

Board Meeting /Board Room

September 6
October

 

October

04

 

23

4:00 pm

 

7:00 pm

Board Meeting / Board  Room

 

Board Meeting / Board Room

 October 4
November

 

November

01

 

27

4:00 pm

 

7:00 pm

Board Meeting / Board Room

 

Board Meeting / Board Room

 November 1
December

 

December

06

 

25

4:00 pm

 

 

Board Meeting / Board  Room

 

No meeting/ Merry Christmas

 December 6

 

  1. Adoption of 2018 Holiday Schedule

            Supervisor Neese made a Motion, seconded by Supervisor Morris to approve the 2018 Holiday schedule including the additional state holidays of December 24 and December 31 as shown in the packet.  The Motion passed by a 5-0 roll call vote as follows:

Baker               aye                   Neese              aye
Walker             aye                   Morris              aye
Roulston          absent              Helsley            aye 

2018

   8.3    Holidays 

                   Except as stated otherwise herein, and in accordance with

  • 2.2-3300 of the Code of Virginia, Shenandoah County will

observe the following holiday schedule:

  • New Year’s Day January 1
  • Lee-Jackson Day January 12
  • Martin Luther King, Jr. Day January 15
  • Presidents’ Day                        February 19
  • Memorial Day May 28
  • Independence Day July 4
  • Labor Day September 3
  • Columbus Day October 8
    • Veterans’ Day November 11
  • Day Before Thanksgiving 4 Hours early closure
    • Thanksgiving Day November 22
    • Day following Thanksgiving            November 23
    Christmas Eve                                  December 24 *
  • Christmas Day December 25
  • New Year’s Eve December 31 *

*denotes additional time offered by Commonwealth of Virginia and adopted by the Board of Supervisors

  • Holiday hours shall combine to equal not more or less than 100 hours earned per year for each County employee.
  • Additional holidays may be approved by the Board of Supervisors.
  • When a holiday falls on a Saturday, the preceding Friday will be observed;

and when a holiday falls on a Sunday, the following Monday will be observed.                                   

  1. ADOPTION OF RULES AND PROCEDURES 2018

Jason Ham, County Attorney noted that the proposed changes shown in red are designed to deal with state law and FOIA regulations.  He reviewed the changes and commented that the changes to the order of business were made to accommodate the new proposed meeting format previously discussed.  He also noted that there was a proposed consolidation of the two public comment sections into one comment section to eliminate confusion and to be less disruptive.

Chairman Helsley explained except when there is a public hearing, there will be separate comments for that topic only.

Supervisor Morris suggested striking “amongst themselves” in section 6-8: #5 as it pertains to communication with electronic devices.

Mr. Ham stated that Section 2-Meetings would reflect the proposed changes to the meeting schedule as follows:  January 9 regular meeting and January 23 regular meeting and commencing on February 1, 2018 on the first Thursday of the month and the fourth Tuesday of the month.

Supervisor Walker made a Motion, seconded by Supervisor Morris that this item be tabled for further discussion at the next work session January 4 to allow Supervisor Roulston an opportunity to review and that the Board continue to follow the current rules until formally adopted.  The Motion passed by a roll call vote of 4-1-0 as follows:

Baker               aye                   Morris              aye
Neese              nay                  Roulston          absent
Walker             aye                   Helsley            aye

  1. DISTRIBUTION OF INFORMATION CONCERNING COMMITTEE            ASSIGNMENTS

Chairman Helsley said that he planned to meet with Vice Chairman Neese between now and Thursday to discuss committee appointments.  He also suggested the Call to Order and Invocation part of the meetings begin 2018 with District 6 for two months and work backwards to District 1 until the end of the year.  He also reminded the board about the new emails that have been created for the Board effective January 1, 2018.

With no further business to come before the meeting, the meeting was adjourned at 9:45 a.m.

 

*********

_____________________________

Dr. Conrad A. Helsley, Chairman

ATTEST:

______________________________

Mary T. Price, Clerk to the Board