5. ORGANIZATIONAL MATTERS A. ELECTION OF OFFICERS

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5. ORGANIZATIONAL MATTERS A. ELECTION OF OFFICERS

State statutes require each local governing body to resolve certain organizational matters at its first meeting each year. The first order of business is election of the chairman and vice-chairman. If the board fails to designate the term of office, it is presumed, by law, that each is elected for a one-year term or until a successor of each has been elected. Chairmen and vice-chairmen may succeed themselves in office. A copy of the statute is reprinted below for your information:

§ 15.2-1422. Electing a chairman and vice-chairman; mayor and vice-mayor. — Unless the chairman or mayor is elected by popular vote, every governing body, at its first meeting after taking office, shall elect one of its number as presiding officer. Such officer shall be called "chairman" if a member of a board of supervisors and "mayor" if a member of a city or town council. Such member, if present, shall preside at the first meeting and all other meetings during the term for which so elected. The governing body also shall elect a vice-chairman or vice-mayor, as the case may be, who shall preside at meetings in the absence of the chairman or mayor and may discharge any duty of the chairman or mayor during his absence or disability. Chairmen and vice-chairmen, mayors and vice-mayors, may be so elected to serve for terms corresponding with their terms as supervisors or councilmen or may be elected for such other period as determined by the governing body. Whenever any board or council at the time of such election, fails to designate the specific term of office for which a chairman or vice-chairman, a mayor or vice-mayor, is elected, it shall be presumed that such officers were elected for a term of one year and shall serve until their successors have been elected and qualify. Chairmen and vice-chairmen, mayors and vice-mayors, may succeed themselves in office. In the case of the absence from any meeting of the chairman and vice-chairman, mayor and vice-mayor, the members present shall choose one of their number as temporary presiding officer.

MOTION REQUIRED: Nominations for chairman and vice chairman will be accepted from the floor. Unless stated otherwise in the motion, it will be presumed that such chairman or vice-chairman was elected for a term of one year.

B. ADOPTION OF MEETING DATES AND TIMES FOR 2019

The second order of business is to establish the days and times for regular monthly board meetings. The resolution presented below is consistent with past policy of the board which is the fourth Monday of each month except for May (moved to the day following the fourth Monday in observance of Memorial Day) and December (moved to the third Monday in observance of Christmas). The resolution establishes 6:00 p.m. as the starting time for all regular meetings. As you may recall from last month, there is interest among some Board members to consider changing the regular meeting dates in order to avoid conflicts with meeting dates of the Franklin City Council. Their meeting dates cannot be changed without a Charter Amendment by the General Assembly. With the sharing of economic development and community development services, meeting on the same night as their city council has created occasional staff

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conflicts. That said, Supervisor Phillips has informed me that he has a standing conflict on the Tuesdays following the 4th Monday. If there is consensus to change the meeting dates, the resolution will need to be amended and revised accordingly.

§ 15.2-1416. Regular meetings. — The governing body shall assemble at a public place as the governing body may prescribe, in regular session in January for counties and in July for cities and towns. Future meetings shall be held on such days as may be prescribed by resolution of the governing body but in no event shall less than six meetings be held in each fiscal year.

The days, times and places of regular meetings to be held during the ensuing months shall be established at the first meeting which meeting may be referred to as the annual or organizational meeting; however, if the governing body subsequently prescribes any public place other than the initial public meeting place, or any day or time other than that initially established, as a meeting day, place or time, the governing body shall pass a resolution as to such future meeting day, place or time. The governing body shall cause a copy of such resolution to be posted on the door of the courthouse or the initial public meeting place and inserted in a newspaper having general circulation in the county or municipality at least seven days prior to the first such meeting at such other day, place or time. Should the day established by the governing body as the regular meeting day fall on any legal holiday, the meeting shall be held on the next following regular business day, without action of any kind by the governing body.

At its annual meeting the governing body may fix the day or days to which a regular meeting shall be continued if the chairman or mayor, or vice-chairman or vice-mayor if the chairman or mayor is unable to act, finds and declares that weather or other conditions are such that it is hazardous for members to attend the regular meeting. Such finding shall be communicated to the members and the press as promptly as possible. All hearings and other matters previously advertised shall be conducted at the continued meeting and no further advertisement is required.

Regular meetings may be adjourned from day to day or from time to time or from place to place, not beyond the time fixed for the next regular meeting, until the business before the governing body is completed. Notice of any regular meeting continued under this section shall be reasonable under the circumstances and be given as provided in subsection D of § 2.2-3707.

Notwithstanding the provisions of this section, any city or town that holds an organizational meeting in compliance with its charter or code shall be deemed to be in compliance with this section.

BE IT RESOLVED by the Southampton County Board of Supervisors that the following days and times are hereby prescribed for regular session meetings to be held at the Southampton County Office Center:

Monday, February 25, 2019 ... 6:00 p.m. Monday, March 25, 2019... 6:00 p.m. Monday, April 22, 2019 ... 6:00 p.m. Tuesday, May 28, 2019 ... 6:00 p.m. Monday, June 24, 2019 ... 6:00 p.m. Monday, July 22, 2019 ... 6:00 p.m. Monday, August 26, 2019 ... 6:00 p.m. Monday, September 23, 2019 ... 6:00 p.m. Monday, October 28, 2019 ... 6:00 p.m. Monday, November 25, 2019 ... 6:00 p.m. Monday, December 16, 2019 ... 6:00 p.m. AND BE IT FURTHER RESOLVED that a regular meeting shall be continued to the next following regular business day if the Chairman, or

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Vice Chairman in his absence, finds that inclement weather or other conditions are such that it is hazardous for members to attend.

MOTION REQUIRED: A motion is required to adopt the resolution herein above establishing the 2019 meeting schedule (as presented, or as amended).

C. ADOPTION OF 2019 HOLIDAY SCHEDULE

It is also necessary for the board to establish the holiday schedule for county employees. The following list is consistent with past policies of the board as well as with those for state employees.

WHEREAS, it is the policy of the Commonwealth of Virginia to fix and set aside certain days in the calendar year as legal holidays for the people of Virginia to honor and commemorate such holidays so established; and

WHEREAS, the following days have been established by the Commonwealth as legal holidays pursuant to § 2.2-3300, Code of Virginia.

NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Southampton County that the following holidays shall be recognized and observed by all county agencies.

Monday, February 18, 2019 ... George Washington Day Monday, May 27, 2019 ... Memorial Day Thursday, July 4, 2019...Independence Day Monday, September 2, 2019 ... Labor Day Monday, October 14, 2019 ... Columbus Day Monday, November 11, 2019 ... Veteran's Day Thursday, November 28, 2019 ... Thanksgiving Day Friday, November 29, 2019 ... Thanksgiving Holiday Wednesday, December 25, 2019 ... Christmas Day And any other days, or portions thereof, designated by the Governor of the Commonwealth as a holiday for state executive branch offices, including, but not limited to:

Wednesday, November 27, 2019 ... Offices Close at Noon

Tuesday, December 24, 2019 ... Offices Closed All Day MOTION REQUIRED: A motion is required to adopt the resolution

herein above establishing the 2019 holiday schedule (as presented, or as amended).

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D. BOARD COMMITTEE ASSIGNMENTS

(1) FRANKLIN BUSINESS CENTER ADVISORY BOARD

The Franklin Business Center is a four-story, 40,000 square foot, fully renovated and restored mixed use incubator located in Historic Downtown Franklin. The building houses office space, support staff and programs that nurture young firms and expanding businesses. This program is designed to assist these businesses during their first few years of operation when their needs usually outpace their ability to provide for themselves making them more vulnerable to failure. The Franklin Business Center also provides hands-on management assistance, access to equipment and exposure to critical business and technical support services under one roof.

The Franklin Business Center Advisory Board typically meets on the second Thursday of January, March, May, July, September and November at 7:30 a.m. for approximately 90 minutes. Among other things, this Board assists the staff of FSEDI, Inc. in reviewing applications and evaluating prospective businesses for suitability as tenants in the Franklin Business Center. Advisory Board members are also expected to make themselves available to mentor growing businesses based upon their specific area(s) of expertise. This Board includes one member of the Board of Supervisors; Supervisor Porter has served in this position for the past seven years.

MOTION REQUIRED: A motion is required to reappoint Supervisor Porter, or a successor, to represent the Board on the Franklin Business Center Advisory Board.

(2) HAMPTON ROADS PLANNING DISTRICT COMMISSION

The Hampton Roads Planning District Commission (HRPDC), one of 21 Planning Districts across the Commonwealth, is a consortium of 17 local governments in southeastern Virginia, established to encourage and facilitate local government cooperation and state-local cooperation in addressing on a regional basis problems of greater than local significance. Simply put, it is a forum for local and elected officials and chief administrators to deliberate and decide issues of regional importance. The HRPDC includes the Cities of Chesapeake, Franklin, Hampton, Newport News, Norfolk, Poquoson, Portsmouth, Suffolk, Virginia Beach, and Williamsburg, and the Counties of Gloucester, Isle of Wight, James City, Southampton, Surry, and York, and the Town of Smithfield. Mr. Robert Crum is the Executive Director and manages the daily operations of the planning district's professional staff of over 25 people.

Membership on the 47-member Commission is based on population, with each jurisdiction having a minimum of two members. The Commission meets at 12:30

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p.m. on the third Thursdays of January, February, April, May, July, September, October and November in Chesapeake. It is necessary for the Board to appoint one of its members to represent the BOS on the Hampton Roads Planning District Commission; Supervisor Porter has represented the Board since May 2013. Mr. Johnson fills the second seat for Southampton County.

MOTION REQUIRED: A motion is required to reappoint Supervisor Porter, or a successor, to represent the Board on the HRPDC.

(3) HAMPTON ROADS TRANSPORTATION PLANNING ORGANIZATION

The Hampton Roads Transportation Planning Organization (HRTPO) is the Metropolitan Planning Organization (MPO) for the Hampton Roads area. As such, it is the federally-mandated transportation policy board responsible for transportation planning and programming for the Hampton Roads Metropolitan Planning Area (MPA), which includes areas east of U.S. Route 258 in Southampton County.

Core programs include the region’s Long Range Transportation Plan, Transportation Improvement Program, Unified Planning Work Program, Congestion Management Process and Rural Transportation Planning, among others.

The HRTPO includes one voting member each from the Cities of Chesapeake, Franklin, Hampton, Newport News, Norfolk, Poquoson, Portsmouth, Suffolk, Virginia Beach, and Williamsburg, and the Counties of Gloucester, Isle of Wight, James City, Southampton and York. Voting membership also includes 2 state delegates, 2 state senators, and one representative each from HRT, WATA, VDOT, VDRPT, and the Virginia Port Authority.

The Commission meets at 10:30 a.m. on the third Thursdays of January, February, April, May, July, September, October and November in Chesapeake. Supervisor Porter currently represents Southampton County on the HRTPO with Supervisor Cook as his appointed alternate.

MOTION REQUIRED: A motion is required to reappoint Supervisors Porter and Cook, or successors, to represent the County on the HRTPO.

(4) HAMPTON ROADS TRANSPORTATION ACCOUNTABILITY COMMISSION The Hampton Roads Transportation Accountability Commission (HRTAC) is responsible for managing the Hampton Roads Transportation Fund (HRTF) revenues for the Hampton Roads region. Signed into law on April 3, 2014 by Governor Terry McAuliffe, the HRTAC became effective on July 1, 2014.

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Comprised of locally elected officials, the commission determines how new regional money, approximately $200 million annually, will be invested in transportation projects. The new funding is part of the transportation funding package passed by the General Assembly in 2013. The 23-member commission consists of one elected official each from the Cities of Chesapeake, Franklin, Hampton, Newport News, Norfolk, Poquoson, Portsmouth, Suffolk, Virginia Beach, and Williamsburg, and the Counties of Isle of Wight, James City, Southampton and York, and five members of the General Assembly. There are four non-voting ex-officio members representing the Commonwealth Transportation Board, VDOT, VDRPT and the Virginia Port Authority. Decisions are based on a two-thirds majority vote of elected officials on the commission, representing at least two-thirds of the region’s population. HRTAC meets quarterly on the third Thursdays of March, June, September and December at 12:30 p.m. in Chesapeake. Supervisor Porter currently represents Southampton County on the HRTAC.

MOTION REQUIRED: A motion is required to reappoint Supervisor Porter, or a successor, to represent the Board on the HRTAC.

(5) LIAISONS WITH SCHOOL BOARD BUDGET COMMITTEE

Over the past 6 years, in lieu of large group meetings between the full membership of the School Board and Board of Supervisors while preparing the school budget, we’ve utilized smaller committee meetings between representatives of the two bodies.

Supervisors Edwards and Faison have served on this committee since it was created. It normally meets once or twice each year in February and March. The initial committee meeting this year is scheduled for Tuesday, February 26, 2019 at 6:00 p.m.

MOTION REQUIRED: A motion is required to reappoint Supervisors Edwards and Faison, or successors, to represent the County as liaisons with the School Budget Committee.

(6) OPPORTUNITY, INC. - REGIONAL ADVISORY CONSORTIUM

The regional advisory consortium of local elected officials provides the Hampton Roads Workforce Development Board with strategic direction and fiscal oversight. The consortium consists of 1 elected official from Chesapeake, Franklin, Isle of Wight, Norfolk, Portsmouth, Southampton, Suffolk and Virginia Beach and meets quarterly in March, June, September and December. Meetings are typically early, 7:30 a.m., at Opportunity Inc.’s executive offices in downtown Norfolk. Chairman Jones represents the Board on this consortium.

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MOTION REQUIRED: A motion is required to reappoint Chairman Jones, or a successor, to represent the Board on Opportunity Inc.’s Regional Advisory Consortium.

(7) PLANNING COMMISSION

The Code of Virginia requires local governments to have a Planning Commission, the purpose of which is to advise the Board of Supervisors on land use and planning issues affecting the County. Among other things, it develops the Comprehensive Plan and provides recommendations to the Board on conditional use permit requests, zoning map amendments, proposed amendments to zoning and subdivision ordinances, and any other community development issue requested by the Board or initiated by the Commission.

The Commission’s bylaws provide that one member shall be a member of the governing body. Section 15.2-2212 of the Code of Virginia further provides that the term of the appointee representing the governing body shall be coextensive with his term of office, unless the governing body, at the first regular meeting each year, appoints another. The Planning Commission meets on the second Thursday of each month at 7:30 p.m.

Supervisor Phillips currently serves as the Board’s representative on the Planning Commission.

MOTION REQUIRED: A motion is required to reappoint Supervisor Phillips, or a successor, to represent the Board on the Planning Commission.

(8) SHARED SERVICES/CONTNUOUS IMPROVEMENT (“452”)

This committee was established in May 2012 to work with staff to ensure that the FY 2013 operating budget met its goal of $452,262 in “operating efficiencies.” It has remained in existence ever since with an overarching mission to inspire and nurture a continuous improvement culture by challenging staff to use their initiative and creativity to reduce costs and improve efficiency and service delivery.

It was the initial discussion of improved efficiency and service delivery that led to formation of a “shared services work group” with our counterparts in the City of Franklin.

This committee meets twice monthly with the County Administrator and the Deputy County Administrator/CFO (2nd and 4th Thursdays at 10:00 a.m.), and once monthly with our counterparts in the City of Franklin (4th Wednesdays at 6:30 p.m.) Meetings are typically 90 minutes to 2 hours each.

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Supervisors West and Porter were appointed to this committee in May 2012 and have since continued to serve in this capacity.

MOTION REQUIRED: A motion is required to reappoint Supervisors West and Porter, or successors, to the Shared Services & Continuous Improvement (“452”) Committee.

(9) SHARED UTILITY SERVICES STUDY COMMITTEE

This joint city-county group was established in 2014 to administer a state planning grant studying the feasibility of interconnecting and sharing utility services with the City of Franklin. The study, completed by the Timmons Group in association with Davenport & Company, McGuireWoods Consulting and McGuireWoods in September 2015, suggested a formal asset valuation and development of a financial framework for equitable consolidation as the next logical steps in evaluating the wisdom of creating a joint service authority with the City. That work was completed in early 2018.

In October 2018, the Shared Utility Services Committee agreed to pause any further steps toward creation of a joint authority. Based upon their slip lining progress, flows at the Franklin WWTP have reduced dramatically over the past 24 months, and there is no longer a sense of urgency on their part to divert flow elsewhere. They are preparing to file for renewal of their VPDES permit, and assuming nothing unexpected arises, will be set for at least the next 5 years. While I do not anticipate any activity from this committee in 2019, I’m suggesting that we keep the appointments active, just in case. Supervisor(s) Phillips and Cook represented Southampton County on this committee.

MOTION REQUIRED: A motion is required to reappoint Supervisor(s) Phillips and Cook, or their successors, to represent the Board on the Shared Utility Services Study Committee.

(10) SOCIAL SERVICES ADMINISTRATIVE BOARD

Title 63.2 of the Code of Virginia mandates a local social service department in every political subdivision of the state, or combination thereof, and specifies the duties and responsibilities of the local social services board and local director as well as the methods of discharging these responsibilities.

In Southampton County, we have an Administrative Board to oversee the local department and, among other things, is responsible for appointment of a local director, making local policy decisions, exercising discretionary power over local funding, monitoring public assistance programs, reviewing programmatic and

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personnel performance, and overseeing provision of a variety of child welfare and adult protective services, including placement of children and adults in foster homes or other facilities when appropriate.

One member of the Administrative Board is a member of the Board of Supervisors. Supervisor Faison has represented the Board of Supervisors on the Social Services Administrative Board since January 2012.

MOTION REQUIRED: A motion is required to reappoint Supervisor Faison, or a successor, to represent the Board on local Social Services Administrative Board. (11) TIDEWATER YOUTH SERVICES COMMISSION

The Tidewater Youth Services Commission was formed in 1977 under a charter agreement signed by the city managers and county administrators of seven Hampton Roads localities (Chesapeake, Franklin, Portsmouth, Suffolk, and Virginia Beach and the counties of Isle of Wight and Southampton). It was created as a separate unit of local government to operate a system of group homes and programs providing services to juvenile clients for the participating jurisdictions. By working in close partnership with the Juvenile Courts and Departments of Social Services throughout Hampton Roads, the Commission offers a full continuum of community-based therapeutic services that provide advocacy and assistance to youth and their families as they struggle through the awkward and sometimes troubling transition to adulthood.

The Commission’s Board of Directors supervises the Executive Director, approves the operating budgets for programs and the administrative office, sets policy for the operations of the programs and generally oversees the operation of all programs and services. As part of the regional cooperative agreement, the Commission functions as the fiscal agent for Virginia Juvenile Community Crime Control Act (VJCCCA) programs for its member cities and counties. They prepare the regional plan, complete all required client data and fiscal reports and operate the programs.

Supervisor Faison succeeded Reggie Gilliam as Southampton County’s representative on this Board in February 2004 and has continued to serve in this capacity ever since.

MOTION REQUIRED: A motion is required to reappoint Supervisor Faison, or a successor, to represent the County on the Tidewater Youth Services Commission.

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(12) HAMPTON ROADS ECONOMIC DEVELOPMENT ALLIANCE

On December 14 2017, the Hampton Roads Economic Development Alliance (HREDA) Board of Directors adopted a new organizational governance model and Business Plan. The intent of the changes was to strengthen their governance, improve leadership engagement, and enhance private funding support.

The new governance model provided for 1 board position for each public funding partner. The position is filled by an elected official, with the County Administrator or Economic Development Director authorized to cast the locality’s vote in their absence.

This Board meets 4 times annually at HREDA headquarters in Norfolk. Supervisor Cook was appointed last January to represent the Southampton County Board of Supervisors.

MOTION REQUIRED: A motion is required to reappoint Supervisor Cook, or a successor, to represent the Board on the Hampton Roads Economic Development Alliance.

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SOUTHAMPTON COUNTY HOLIDAY AND MEETING SCHEDULE

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