header-graphic

Text Size

For the Original PDF version of the document, click here

Date of Meeting: September 16, 2008

 

#12i.

 
 

 


BOAD OF SUPERVISORS

ACTION ITEM

SUBJECT: Finance / Government Services and Operations Committee Report: Transparency in Government Phase II Proposal (6)

ELECTION DISTRICT: Countywide

CRITICAL ACTION DATE: None

RECOMMENDATIONS:

Committee: The Finance / Government Services and Operations Committee voted 4-0-1 (Supervisor Waters absent) to recommend that the Board of Supervisors adopt amendments to its Rules of Order regarding Public Hearing and Public Input procedures.


BACKGROUND:

At the January 3, 2008 Board of Supervisors Business meeting Supervisor Jim Burton initiated a series of proposals under the heading Transparency in Government, Phases II and III. The Board voted 8-1 (Supervisor Delgaudio voting No) to forward this item to the Finance / Government Services & Operations Committee for further review and recommendation.

The Committee began discussion on the proposed Phase II recommendations at its January 16, 2008 meeting and carried over the discussion to following meetings. In June the Committee voted two of the proposals out of Committee and the Board approved implementation of those proposals at its July 1, 2008 meeting.

The Committee has continued its discussion of the remaining proposals during the summer. At the September 3, 2008 meeting the Committee made recommendations on a third proposal and will continue work on the remainder at its October 8, 2008 meeting.

(6) Revise Public Hearing Procedures.

The original proposal presented in the January 3, 2008 item contained the following propositions:

  • Replace “day of-”comment sign-ups with either telephone and/or an electronic web-based sign-up capability.
  • Employ random selection of speakers for an item or alternate speaker slots between those supporting and those opposing an item.
  • Publically announce a speaker’s address of origin and any organizational affiliation or interest in an item along with the speaker’s name.

 

County Staff offered the following recommendations and proposals in the Action Item at the Committee’s September 3, 2008 meeting.

Procedures for Advanced Sign-Ups for Public Hearing

The implementation of an online sign-up process is still being discussed with the Department of Information Technology. Staff will report back on how such an option would work, should the Board decide to pursue advanced sign-ups.

These procedures are provided for the Board’s Public Hearings, but could also be applied to the Board’s Public Input Sessions, if the Board so requests.

  1. Public hearing legal advertisements will include the date when the public can contact the Office of the Clerk to the Board of Supervisors at (703) 777-0200 or (703) 771-5072 to sign up to speak. The advanced call-in sign-up date will coincide with delivery of Public Hearing packets, which is approximately 10 days prior to the meeting.
  2. The Office of the Clerk to the Board of Supervisors will prepare a binder to record the names of the speakers who called for advanced sign-up. Each agenda item will have its own separate list of public comment speakers. The following information to be obtained will include: agenda item title, speaker’s name, address, telephone number, e-mail address, election district, any organizations represented, if applicable, and any written statements/comments will be provided to the Clerk.
  3. Staff will accept advance registration from the individual desiring to speak and/or the caller’s immediate family members.
  4. The cut-off time for call-in sign-up will be at noon of the public hearing date. Board members will receive a copy of the list of advanced call-in sign-ups for the public hearing by 3:00 p.m. via email and hard copy at the dais.
  5. Call-in speakers will be asked to arrive at the scheduled public hearing time. However, the speaker should check with the Clerk to confirm their name on the list. The Chair has the authority to set the time allotted for each speaker based on the number of citizens who signed up to speak. The time allotted to each speaker will be announced at the beginning of the public hearing. Each member of the public recognized to address the Board will have a minimum of two minutes, but no more then five minutes.
  6. Citizens will also have an option to sign-up at the public hearing. A registration form will be provided which will include: agenda item (subject), speaker’s name, address, telephone number, email address, election district, and any organization represented, if applicable. Sign-up at the meeting will begin 30 minutes in advance of the start of the meeting.
  7. The order of speakers will be first call in/register, first speak basis on agenda items.

 

The Committee agreed with the approach suggested by County staff. Committee members were inclined to apply this approach to Public Input meetings as well and for County Staff to continue to pursue the possibility of electronic sign-ups as utilized in Fairfax County. Committee members also inquired as to the possibility of giving citizens who sign up by telephone a timeframe on when they should arrive as occurs for the budget Public Hearings. It was staff’s belief that such an approach could be implemented for Public Input sessions by assuming two minutes per speaker. However, as Public Hearings are structured around specific items, such an approach would not work. The Committee agreed, accepting the above approach for Public Hearings and asking staff to develop a similar approach for Public Input sessions which include providing speakers who sign up by phone with probable speaking timeframe.

The proposed procedures for Public Input sessions are as follows:

  1. Public input session advanced sign-up is open until noon of the public input session date. The public can contact the Office of the Clerk to the Board of Supervisors at (703) 777-0200 or (703) 771-5072 to sign-up to speak. Each speaker will be asked the date of the Public Input Session they wish to speak.
  2. The Office of the Clerk to the Board of Supervisors will prepare a binder to record the names of the speakers who called for advanced sign-up. The following information to be obtained will include: subject, speaker’s name, address, telephone number, e-mail address, election district, any organizations represented, if applicable, and any written statements/comments will be provided to the Clerk.
  3. Staff will accept advance registration from the individual desiring to speak and/or the caller’s immediate family members.
  4. The cut-off time for call-in sign-up will be at noon of the public session date. Board members will receive a copy of the list of advanced call-in sign-ups for the public input session by 3:00 p.m. via email and hard copy at the dais.
  5. Call-in speakers will be given an approximate range of time on when they would speak. To calculate speakers’ tentative time to speak, staff will allot two minutes per speaker. They will be asked to arrive at least 30 minutes prior to their tentatively schedule time to speak. The speaker is encouraged to check with the Clerk to confirm that their name is on the list. The Chair has the authority to set the time allotted for each speaker based on the number of citizens who signed up to speak. The time allotted to each speaker will be announced at the beginning of the public input session. Each member of the public recognized to address the Board will have a minimum of two minutes, but no more then five minutes.
  6. Citizens will also have an option to sign-up at the public input session. A registration form will be provided which will include: subject, speaker’s name, address, telephone number, email address, election district, and any organization represented, if applicable. Sign-up at the meeting will begin 30 minutes in advance of the start of the meeting.

The order of speakers will be first call-in/register, first speak basis on agenda items.

If the Board of Supervisors agrees with the Committee’s recommendations, the Board of Supervisors will need to amend its Rules of Order as provided in the Attachment.

Random Selection of Speakers:

Staff believes that a random order selection may be too confusing both for speakers and staff. Generally, one staff person would be assigned to receive calls relating to early sign-ups. The assigned staff person may not be the same staff member receiving the calls throughout the process. Keeping track of information on whether a speaker supports or does not support an issue could generate further discussion with the call taker and become more time consuming.

In looking at Fairfax County’s public hearing process, they do not use a random selection process.

The Committee agreed with staff and recommended that the Board not pursue such an approach.

Publicly announce a speaker’s address of origin and any organizational affiliation or interest in an item along with the speaker’s name.

Currently, the Chairman announces each speaker’s name and requests that the individual state their name and organization affiliation (if applicable) for the record. However, should the Board determine that additional information be provided along with the name and organization, this could be added to the Chairman’s instructions (see Attachment 2)

FISCAL IMPACT

The primary fiscal impact would derive from a decision to pursue on-line sign-ups. County staff has not yet developed a cost estimate for such an effort, bur both options, call-in and on-line, will add to the workload of administrative staff.

SUGGESTED MOTIONS

1.      I move the recommendation of the Finance/Government Services and Operations Committee that the Board of Supervisors amend its Rules of Order as shown in Attachment 1 (to include the advanced sign-up for public input sessions).

         I further move that County staff continue to explore the potential for on-line sign-ups.

AND

2.     I further move that announcement of a speaker’s address of origin and organizational affiliation be added to the Chairman’s instructions as shown in Attachment 2.

OR

3.      I move an alternate motion.

ATTACHMENTS

Attachment 1: Proposed Amendments to the Board’s Rules of Order.

Attachment 2: Proposed Additions to the Chairman’s Instructions

STAFF CONTACTS

Mary Bathory Vidaver, Staff Aide to Supervisor Jim Burton, x0210

Leslie Hansbarger, Assistant to the County Administrator, x0208

Denise Reyes, Office Operations Manager, x0202

 

 

 

 

 

 

RULES OF ORDER

BOARD OF SUPERVISORS

LOUDOUN COUNTY, VIRGINIA

 (Proposed changes are underlined and italicized)

I.Business & Public Hearing Meetings

Business meetings will be held on the first and third Tuesday at 9:00 a.m.

Public Hearings will be held on the Monday following the first business meeting at 6:30 p.m.

Public Input meetings will be held on the Mondays previous to the Tuesday business meetings at 6:30 p.m. In cases where Public Input meetings fall on a holiday public input will be scheduled on the Business meeting agenda. Each member of the public recognized to address the Board will have a minimum of two minutes but no more then five minutes. Time allotted will be determined by the number of people who have signed up to speak. Order of speakers will be determined on first call in/register, first speak basis.

The Board may by resolution provide for special and additional meetings or public hearings; and all regular, special and additional meetings or public hearings shall be in accordance with applicable provisions of the Code of Virginia with regard to public notice. The Chair may schedule Committee of the Whole worksessions at which the Board does not take final action on any item or matter of business. In accordance with Va. Code Section 15.2-1418, the Chair or two or more members may call a special meeting.

Meetings will be held in the County Government Center, Board of Supervisors’ Meeting Room, 1 Harrison Street, S.E., Leesburg,Meeting days and times may change due to holidays and inclement winter weather. In cases of inclement winter weather, the Chair in consultation with the Vice-Chair and County Administrator may postpone scheduled Board business meetings and public hearings. The Chair in consultation with committee Chairs and County Administrator may postpone scheduled Board committee meetings.

No Board business meetings, public hearings, or committee meetings will be scheduled during the month of August except in case of emergencies or when timely action is needed.

All cell phones, pagers, and PDAs shall be set on silent mode while in the Board Room.

Smoking is not permitted in the County Government Center.

 II.       Order of Business at Regular Meetings

 

The order of business at regular business meetings of the Board shall be set out by the Chair in the printed agenda and shall include, but not be limited to, the following items:

1. Call to Order

2 .Invocation/Pledge of Allegiance

3. Administrator’s Comment

4 .Board Disclosure & Comment (5 minutes each)

5. Information Items - Chair

6. Adoption of Consent Agenda

7. Requests for Additions/Deletions to the agenda

8. Appointments

9. Action Items & Board Standing Committee Reports

10. Executive Session (As Required)

The order of business at public hearings of the Board shall be set out by the Chair in the printed agenda and shall be limited to the following:

1.     Call to Order

2.     Hearing of Items in Order as set by the agenda

The order of business at public input meetings:

1. Call to order

2. Presentations of Ceremonial Resolutions (first business meeting of the month only)

3. Public Comment

III.          Duties of the Chair and Vice-Chair

The Chair shall preside at business meetings, committees of the whole meetings and public hearings, call the same to order, enforce these rules of order, and enforce all time limits imposed by the rules of order.

In the absence of the Chair, the Vice-Chair shall perform the duties of the

In the absence of both the Chair and Vice-Chair from a business meeting and public hearing, the following “Chain of Command” shall apply:

Chair, Transportation & Land Use Committee

Chair, Finance/Government Services and Operations Committee

Chair, Public Safety & Human Services Committee

The Chair shall decide all questions of order, subject to an appeal from any Member, on which appeal no Member shall speak more than once, unless by unanimous consent of the Board.

The Chair shall be responsible for preparation of the Board agenda for each meeting or hearing of the Board, in consultation with the members of the Board and the County Administrator, and shall lay the order of business before the Board in a parliamentary order. Inclusion on the agenda brings items to the table for discussion.

The Chair shall nominate the standing committees and the committee Chair, subject to the approval by the full Board. The Chair shall nominate regional appointments subject to approval by the full Board.

In urgent, but non-emergency situations, where the Chair and Vice-Chair are not available, the following is the “Chain of Command” which shall apply until a temporary Chair can be elected to perform official and ceremonial functions:

Chair, Finance/Government Services and Operations Committee

Chair, Public Safety & Human Services Committee

In the event of a Countywide emergency or when the Emergency Operations Center (EOC) is activated, the following “Chain of Command” should be followed:

Chair

Vice-Chair

Chair, Public Safety & Human Services Committee

If none of the above are available or are unable to physically man the EOC, the County Administrator will obtain a replacement beginning with the closest available Supervisor (Leesburg District) and continuing until at least one County Supervisor is present at the EOC or the scene of the emergency, as appropriate.

 

IV. General Rules Governing Placing Items on the Board Agenda and Establishing the Consent Agenda

A.    Board members shall receive enough advance notice of agenda items to enable them to study the item, request and receive additional information, and consult constituents.

B.    The tentative agenda for Board Meetings and the Consent Agenda shall be set by the Board Chair ten days prior to a regularly scheduled Board Meeting.

C.    A copy of the tentative agenda shall be placed in each Board member’s mailbox in the County Office the day after the Chair sets the said agenda or by noon Friday [ten days prior to the meeting], whichever is earliest.

D.    Staff shall be responsible for notifying individual Board members of new agenda items, both Action and Information that pertain to that Board Member’s District.

E.    Agenda items may be placed on the agenda by staff or individual Board members, only with approval of the Chair or two other Board members and in one of the following ways:

1.    Staff may refer matters to Board standing committees in consultation with the Board Chair and Committee Chair.  

All Board members, whether a member of a particular committee or not, shall receive prior notification of the agenda for all Committee meetings in the weekly packet de-livered to Board members.

2.    Action Items may be brought to the Board in the normal course of conducting Board business through the Public Hearing or Committee process.

3.    Staff or Board members may request the Board Chair to place an item on the agenda.  Such requests shall be made before noon on Monday of the week preceding a Board meeting.  No item shall be placed on the Board’s agenda without prior notification of the Board Chair, and in accordance with notification requirements in IV-D above.

4.    Resolutions of Appreciation, Resolutions of Respect and Resolutions of Commenda-tion can be placed on the Board agenda only by a member of the Board of Supervisors.  If a County agency or non-profit organization would like to have such an action considered by the Board, they must contact a Board member for sponsor-ship.  Board members shall notify County staff of such Resolutions for the agenda two weeks prior to the Board meeting. Presentation of resolutions adopted by the Board will be presented at the first monthly public input meeting  

5.    After the Tentative Agenda has been set by the Board Chair, no new items may be added to the printed agenda, except:

a)    Old items, of which Board members are already aware, on which staff work has been completed.

b)    Routine housekeeping items such as implementing a change in state law or a pre-authorized budget item.

c)    Emergencies items. Emergency items will be deemed those items that need Board action prior to the next regularly scheduled business meeting.

d)    Committee items, provided such items with a complete staff report can be included in the Board packets.

e)    After receipt of the tentative agenda, any Board member may recommend adding items to the agenda by informing the Chair by close of business [a week before the meeting], provided such items can be placed in the Board’s packet.

f)    Any items requested through rules (a), (b), (c), (d) and (e) above are sub-ject to approval by the Board Chair.

6.    Staff and Board Members may request amendments to the agenda during a regular meeting during the portion designated “Additions/Deletions” to the agenda. Only the following actions may be taken on any new items offered as an amendment to the agenda at the Board meeting:

a)    Referral to a committee.

b)    Referral to a future Board meeting for action.

c)    Direction to staff to provide further information.

In the event such an amendment requires immediate action, the Board of Supervisors may take action at the same meeting during which it is introduced, only after suspen-sion of the rules.  For purposes of this subsection, the following are not considered new items; however, suspension of the rules will be required for action:

a)    An item brought up for reconsideration.

b)    An item reported out of committee after the agenda was published.

F.    Consent Agenda

1.    The Consent Agenda is a group of actions on which there is unanimous agreement of the Members so that they may be voted on as a block.  The Consent Agenda is pro-posed by the Board Chair.

2.    Board members are to be notified of the Proposed Consent Agenda in their packet prior to a Board Meeting.

3.    Board members may ask that any item on the Consent Agenda be separated from the “block.”  Such items are then considered during the meeting as scheduled on the pub-lished agenda.

4.    Agreement or disagreement with the proposed consent agenda shall be called in prior to the meeting.  If a Board member has not called prior to the meeting, it shall be pre-sumed that he/she concurs with the proposed consent agenda.

G.    Notification of the Public of the Board’s Agenda

When Board packets are furnished to the Members, a copy of the agenda and the packet shall be made available for review by the public at the Public Information Office and at the County Administrator’s Office. Agenda packets are to be available by close of busi-ness Wednesday of the week prior to the Board Meeting.

 V.          Board Comment

At each regular meeting an item will be included on the agenda for “Board Comment”. At that time, each Board member shall have up to five minutes to make comments of general interest on matters such as public issues, community events or milestones, or constituent concerns. With the consent of the Board, the Chair may delete or reduce the time for Board Comment in the event the time for the Board to conduct its business is constrained or the agenda is unusually lengthy.  

VI.          Debate

  1. When any Member desires to speak or deliver any matter to the Board, the member shall respectfully address the Chair, and on being recognized by the Chair, may address the Board, and shall confine himself or herself to the questions under debate.

  2. All comments, criticisms, etc., will be addressed to the Chair. Cross debate between members will be conducted through the Chair.

  3. When two or more Members seek recognition at the same time, the Chair shall name the Member who is to speak first.

  4. The Member reporting a measure under consideration from a committee may open and close debate.

  5. During regular Board meetings, Board deliberations will be held among Board members unless the Board consents to invite other participants.

  6. Participation during Board discussion by members of the public, interested parties or applicants may be permitted only upon unanimous approval of Board members present and voting.

VII.          Motions and Their Precedence

  1. Every motion made to the Board and entertained by the Chair shall be reduced to writing on the demand of any Member, and shall be entered in the Minutes with the name of the Member making it.

  2. When a motion has been made, the Chair shall state it, or (if it be in writing) cause it to be read aloud before being debated, and it shall then be in possession of the Board, but may be withdrawn at any time before a decision or amendment.

  3. A motion to object to consideration of a question must be made prior to the Board’s entering into discussion on the question.

  4. When a question is under debate, no motion shall be received by the Chair but:

    1.To adjourn.

    2.To adjourn to a day certain or when the Board adjourns, it shall be to a day certain.

    3.To take a recess.

    4.To proceed to the consideration of other business.

    5.To lay on the table.

    6.To postpone indefinitely.

    7.To postpone to a day certain.

    8.To commit to a committee of the Board.

    9.To amend.

    These motions shall have precedence as they stand arranged, and motions relating to adjournment, to take a recess, to proceed to other business, and to lay on the table, shall be decided without debate.

  5. If in the judgment of the Chair a motion to amend or to substitute is essentially the opposite of the motion on the floor, then it shall be out of order.

  6. Rulings of the Chair may be overturned by a majority of the members present and voting.

VIII.          Previous Question

There shall be a motion for the previous question which shall have the effect to cut off debate and bring the Board to a direct vote upon the immediate question on which it has been asked and ordered. The previous question may be asked and ordered upon a single motion, a series of motions allowable under the rules, or an amendment or amendments, or may be made to embrace all motions and include the pending measure to its passage or rejection. It shall be in order, pending the motion for the previous question or after the previous question shall have been ordered on passage of a measure, for the Chair to entertain and to submit to the Board a motion to commit, with or without instructions, to a standing committee.

IX.          Reconsideration

When a question has been decided by the Board, it shall be in order for any Member voting with the prevailing side or who has not voted on the question, to offer a motion for reconsideration thereof during the same or succeeding meeting, and such motion shall take precedence of all other questions except a motion to adjourn.

X.          Amendments and Motions

  1. Any motions or amendments shall be reduced to writing at the request of any Member, and shall be read aloud before it shall be debated.

  2. The maker of the motion will be allowed three minutes for justification. Member comments will have a limit of a total of three minutes per member. No member other than the maker of the motion will be allowed to speak more than once.

  3. In the event a member, including the maker, believes that an item warrants further discussion than allowed under paragraph B, that member may move the Board to dissolve into a committee of the whole for further discussion.

  4. Any motion, amendment, or resolution may be withdrawn or modified by the mover at any time before a decision, amendment or ordering of the yeas and nays, except a motion to reconsider, which shall not be withdrawn without leave.

  5. When a motion or proposition is under consideration, a motion to amend and a motion to amend that amendment shall be in order, and it shall be in order to offer a further amendment in the nature of a substitute, to which one amendment may be offered, but which shall not be voted on until the original matter is perfected.

  6. On amendments, the maker is allowed three minutes to speak to justification. Members may have three minutes each to respond to amendment.

  7. Maker of original motion may reserve his/her time to close debate.

  8. Votes will be taken on amendments as they are brought up.

  9. When an amendment proposed to any pending measure is laid on the table, it shall not carry with it, or prejudice, such measure.

  10. It shall not be in order to consider any proposed committee amendment which contains any significant matter not within the jurisdiction of the committee proposing such amendment, unless determined proper by the Chair.

  11. On the demand of any Member, before the question is put by the Chair, a question shall be divided, if it includes propositions so distinct in substance that, one being taken away, a substantive proposition shall remain.

  12. A motion to strike out and insert is indivisible, but a motion to strike out and insert being lost shall not preclude amendment nor further motion to strike out and insert.

  13. No motion or proposition on a subject different from that under consideration shall be entertained by the Chair under color of amendment.

  14. All matters not otherwise provided for the Code of Virginia shall be determined by a majority of the Supervisors voting on the question except that a two-thirds vote of the members voting should be obtained for the following:

        1. A motion to suspend rules.

        2. A motion to cut off debate or to call the previous question.

        3. A motion to object to consideration of the matter.

  15. The votes to carry a motion shall be as follows:

Members Present and Voting             Majority                      Two-Thirds

                        9                                     5                                          6

                        8                                     5                                          6

                        7                                     4                                          5

                        6                                     4                                          4

                        5                                     3                                          4

Note 1 -Five members in attendance are needed for a quorum. The Board of Supervisors operates without the use of a tiebreaker.

Note 2 -  Tie vote on a motion will not carry the motion.

Note 3 - A member who abstains is counted for quorum meeting purposes but is not counted as a member present and voting.

Note 4 - Failure of a motion couched in the negative does not authorize positive action.

        P.  Voting at a Public Hearing

It shall normally be the policy that the Board not vote during public hearings on matters that are on the agenda, the item being postponed to the next regularly scheduled meeting or to some other specific time. However, a motion to suspend the rules shall be in order to bring the matter to a vote at a public hearing.

 XI.          Appointments

  1. Whenever a vacancy exists on a board, committee, commission or other such body for which the Board of Supervisors makes appointments, the staff, in consultation with the Chair, shall notify the Board. For each regular meeting, an item shall be prepared listing all appointments which are ripe for action, including the term of each appointment, and, if applicable, the district from which the appointment shall be made and the interest of incumbents to be reappointed.

  2. It is the Board’s intent to search for broad-based representation on itsUnless directed otherwise by the Chair, staff will generally advertise vacancies for a 30-day period through a press release.

  3. The Chair shall entertain nominations for appointments at any regular meeting at which a vacancy is so listed. A second is not required. Board members should provide a resume or letter of interest of nominees prior to the nomination. Upon the receipt of all nominations, the Chair shall declare the nominations closed, provided that any member may make a motion to leave the nominations open. Such motion shall require a second and a majority vote.

  4. Once the nominations have been closed, no action shall be taken on the appointment until the next regular meeting, unless the Board suspends its rules.

  5. At the next regular meeting, the Board shall vote on the outstanding nominations for appointment. The nominations previously made shall be included in the item listing appointments. When more than one person have been nominated, the Chair shall present each nomination for a vote in the order in which it was made. When more than one appointment is to be made, and only one nomination has been made for each appointment, the Chair may propose a slate of candidates for the appointments to be voted upon as a group.

  6. When the Chair determines that a ballot vote would assist in the process of appointment, he may so direct. Each ballot shall clearly indicate the member voting and be made a part of the public record of the Board.

  7. All appointments require a majority vote of the Board.

  8. When the Board creates an advisory committee, board, commission or task force, the Board may establish a sunset provision for the body, except as otherwise required by State law.

  9. Except as otherwise established by State law, the Board shall establish the terms of office for members of any advisory committee, board, commission or task force it appoints.

  10. Unless otherwise provided by law, any appointee whose term of office has expired shall continue to serve until such time as the Board confirms a reappointment or a replacement appointee.

  11. The Public Information Officer shall develop a monthly press release outlining all board and commission vacancies.

  12. Flow of information from the advisory boards and commissions shall be through the appropriate Board standing committee.

XII.          Record Keeping

Official minutes shall be kept by the Clerk to the Board as a summation of the public meetings, public hearings, and actions of the Board and its Committees. In addition, the staff shall record and the Clerk maintains compact disks (CDs) of all public meetings and hearings of the Board and its Committees.

XIII.  Establishment and Jurisdiction of Standing Committees

A.    The committee structure provides the Board of Supervisors the opportunity to study in depth with the highest degree of public participation the major causes that the Board must take action on.  Any member of the Board may participate in the discussion of issues before a Committee.

B.    The Board shall have the following standing committees:  
   
Finance/Government Services and Operations Committee
Transportation & Land Use Committee
Public Safety & Human Services Committee
      Joint Board & School Board Committee
Economic Development Committee

The Chair, subject to Board approval, shall appoint such other committees as the Board may deem necessary.

C.    In order to assist the Board in its analysis, appraisal and evaluation of Loudoun County government and conditions and circumstances which may indicate the necessity or desir-ability of enacting new or additional ordinances and policies, the standing committees of the Board shall have oversight responsibilities for specific areas of concern. Upon ap-proval by the Board each committee shall review and study, on a continuing basis, the application, administration, execution and effectiveness of those ordinances, policies, and programs, the subject matter of which is within the jurisdiction of that committee and the organization and operation of the County agencies and entities having responsibilities in or for the administration and execution thereof, in order to determine whether such ordi-nances, policies, and programs are being carried out in accordance with the intent of the Board.

D.    All Standing and Ad Hoc Committees shall review and/or work on only those items or topics that are under its jurisdiction or referred to the Committee by the Board. Any item not sanctioned by the Board that will require substantial staff time and/or cause a change in the schedule the Board has approved, the work program shall first receive Board ap-proval.
 

D.    Each resolution, or other matter related to a subject under consideration by a standing committee shall be referred by the Chair of the Board to that committee except when the Board, by a majority vote, shall determine otherwise.

E.    The standing committees specified in this rule shall be composed of a minimum of three to a maximum of five members of the Board, one of whom shall be named as Chair thereof by the Chair of the Board subject to approval by the full Board.

F.    Each standing committee specified in this rule is authorized at any time to conduct such meetings, hearings, investigations, and studies as it may determine necessary or appropri-ate in the exercise of its responsibilities under this rule as approved by a majority of the Committee members or by the Board.

G.    All committees shall establish regular meeting dates.  If this schedule would cause a regular meeting to fall on an official County holiday, then the meeting shall be held the next day at the same time and place.  All committee meetings and hearings shall be open to the public as required by the Code of Virginia, and all such meetings and hearings shall be announced by the Chair of the committee either during the regular meetings of the Board or at such other times as the committee deems appropriate, so long as every effort is made to provide each member of the Board and concerned citizens advance notice of the meeting or hearing.

H.    A portion of the committee meeting, conducted in a manner as determined by the Com-mittee Chair, may provide an opportunity for committee members to receive information from the public and staff and to ask questions of those testifying.

I.    It shall be the duty of the Chair of each standing committee or member acting in the Chair’s behalf specified in this rule to report or cause to be reported promptly to the Board any measure approved, disapproved, passed over or recommending no action be taken.  Both majority and minority views should be reported.  At the time reported to the Board, any item for which a committee vote was taken, but which does not require Board action, may be reviewed by the full Board, and the Board may confirm, amend or over-rule the committee action upon proper motion. Notwithstanding the above, the Finance/Government Services Committee shall review and recommend to the Board of Supervisors all contracts in excess of $500,000. The Land Use & Transportation Commit-tee shall be granted authority to waive land use application fees up to $16,000, unless any Board member notifies the Land Use Committee Chair prior to or at the Committee meet-ing that the recommendation for waiver should be forwarded to the full Board.

J.    The following rules shall be observed for the presentation of committee reports at Board Business meetings:

1.    Committee chair shall be recognized for five minutes to present report and will yield to members wishing to ask questions.  All questions from Board members shall be addressed to the committee chair who is presenting the report.

2.    The floor will then be open for amendments from the Board under the existing “three minute” rule.

3.    After amendments, general debate will occur under the “three minute” rule, and the question will be brought to a vote.

4.    Jurisdiction of Standing Committees

The Standing Committees of the Board shall have the jurisdiction and related func-tions assigned to it by these rules, and all resolutions, and other matters relating to the subjects within the jurisdictions of any standing committee listed in this rule shall, in accordance with and subject to this rule, be referred to such committees, as follows:

a)    Transportation & Land Use Committee
•    Planning, Zoning and Land Development Matters
•    VDOT Policy Issues
•    Transportation Issues

b)    Finance/Government Services and Operations Committee
•    Financial Management
•    Budget Policy and Issues
•    Procurement Issues
•    General Government Matters
•    Human Resources Policy

c)    Public Safety & Human Services Committee
•    Law Enforcement Policy Issues
•    Adult/Juvenile Detention Issues
•    Fire & Rescue Issues
•    Emergency Management
•    Healthcare and Human Service Delivery Issues
•    Community Parks, Recreation, and Library Services
•    Animal Care and Control

d)    Joint Board & School Board Committee
•    School Budget
•    Capital Facilities Planning and Implementation
•    Community Education

Mission Statement:   This Committee will provide collaborative review, anal-ysis, and recommendations supporting excellence in public education for all residents of Loudoun County in an emerging global economy.  The Committee will meet monthly to work on topics including, but not exclusively, the following: fiscal clarity, capital construction planning and implementation, and assurance of a 21st Century global education. Membership includes three members of the School Board, three members of the Board of Supervisors, and one member of the Economic Development Commission.

e)    Economic Development Committee
•    Economic Development Issues

 XIV.          Amendments to Rules

These rules may be altered, amended or repealed and new rules may be adopted by a majority of the Board, in such manner and at such times as the Board may determine.

XV.          Robert’s Rules of Order

The latest edition of Robert’s Rules of Order will apply to the extent consistent with the Rules.

XVI.          Rules of Order for Public Comments and Public Hearings

It is the purpose and objective of the Board of Supervisors to give each citizen an opportunity to express his/her views during the public input meeting and on the issue(s) at hand at a public hearing and to give all speakers equal treatment and courtesy.

While at a public hearing it is often necessary to have a presentation by the applicant and staff, it is the desire of the Board to hear from the public and, therefore, the applicant and staff presentations will be as brief as possible and the Board will refrain from comment and questions until after the public has been heard. In order to accomplish this objective, it is necessary that certain rules or order with respect to public comment prevail at all business meetings and public hearings of the Board of Supervisors, as follows:

A.    Public Input Meetings:

 

1. Speakers are encouraged to sign-up in advance by calling the Clerk to the Board of Supervisors’ Office at (703) 771-5072 or (703) 777-0200. Speakers will be asked the date of the public input session they wish to speak. The speakers will be asked to identify the topic to be presented to the Board of Supervisors, their name, address, telephone number, e-mail address, election district, and any organization they represent, if applicable. Cut-off time for advanced sign-up is at noon on the public input date.

2. Sign-up will also be taken by the Deputy Clerk at the public input session. A registration form will be provided which will include the subject, speaker’s name, address, telephone number, email address, election district, and any organization they represent, if applicable. Sign-up at the meeting will begin 30 minutes in advance of the start of the meeting.

3.   At the Public Input Meetings, speakers will have between two to five minutes to address the Board whether speaking as an individual or as a representative of any group or organization. The Chair has the authority to set the time allotted to each speaker based on the number of citizens who are signed up to speak. To appropriately determine the time allotment, members of the public who have not called in advance to register, but wish to speak at the public input session are encouraged to sign in prior to the start of the meeting. Order of speakers will be determined on first call-in/register, first speak basis. The Chair may call up out of order any public official wishing to speak to the Board.

Registration will be taken by the Deputy Clerk and will be submitted on the registration form provided, which will include the name, address and election district of the speaker. Registration will start 30 minutes in advance to the start of the meeting.

B.     Public Hearings:

1.The order of business for consideration of a matter on the Board’s public hearing agenda shall be as follows:

a) Staff presentation:

     Staff presentation will be heard in accordance with Board policy. Brief, concise summaries for the public’s information and understanding are permitted. When written information has been provided prior to the hearing only summary and/or new information should be presented;

b) Applicant’s presentation (if applicable):

     A reasonable and sufficient time will be afforded the applicant to properly and fairly present the subject matter. Ten minutes shall be allocated to the applicant’s presentation. If additional time is believed to be necessary, the applicant should contact the Chair prior to the Public Hearing. Board questions of the applicant will come following the public comments. Any Member of the Board may ask the applicant to respond to specific questions raised by the public after all public comments have been heard;

c) Comments, statements or presentations from members of the public:

     Each speaker may have up to five minutes to address the Board whether speaking as an individual or as a representative of any group or organization. However, the Chair has the authority to set the time allotted to each speaker based on the number of citizens who sign up to speak. Each member of the public recognized to address the Board will have a minimum of two minutes but no more than five minutes. The time allotted will be determined by the number of persons who have signed up to speak. The order of speakers will be determined on first call in/register, first speak basis;

d)Questions from Board members; and

e)Board discussion, at which time the Chair may entertain a motion to place the matter on a future agenda for action, to refer the matter to a committee, or to suspend the rules and bring the matter to a vote.

     The Chair may declare the public hearing continued to a time certain on any or all matters, unless an objection is made by any member. In the event such an objection is made, the public hearing may be continued only by action of the Board. No action of the Chair or Board is required to close the public hearing.

2.   Speakers are encouraged to sign-up in advance by calling the Clerk to the Board of Supervisors’ Office at (703) 771-5072 or (703) 777-0200. Sign-up date will coincide with the delivery of Public Hearing packets, which is approximately 10 days prior to the hearing. The public will be asked to identify the agenda item, their name, address, telephone number, e-mail address, election district, and/or any organization represented. Cut-off time for advanced call- in sign- up is at noon of the public hearing. Sign-up will also be taken by the Deputy Clerk at the public hearing. A registration form will be provided which will include the speaker’s name, address, telephone number, email address, election district, and any organization they represent, if applicable. Sign-up at the meeting will begin 30 minutes in advance of the start of the meeting.

 

2.Registration will be taken by the Deputy Clerk and will be submitted on the registration form provided, which will include the name, address and election district of the speaker. Registration will begin 30 minutes in advance of the start of the meeting.

3. Speakers will be limited to a presentation of their points of view; however questions of clarification may be entertained by the Chair.

4. Debate is prohibited.

5. All comments will be directed to the Board of Supervisors as a body.

6. Decorum will be maintained. This includes a common courtesy from the audience, the staff and Board to the speaker and from the speaker to the audience, the staff and the Board. Statements which are demeaning or inappropriate shall be ruled out of order.

7. In the event of a large number of speakers resulting in the continuation of the hearing, any persons not heard at the initial Public Hearing will be the first to speak at the continued hearing.

8. A timer-controlled lighting system will be implemented in full view of the speaker, Board, and audience. With one minute remaining in the speakers allotted time, the light will turn from green toAt the end of the allotted time period, a red light will come on that will indicate that the speaker must relinquish the podium to the next speaker.

9. Board members will be limited to asking questions dealing with clarification of statements made by speakers, staff and/or the applicant and to correct any obvious areas of misinformation. However, such questions, responsive answers or the correction of misinformation shall be made after the public has been heard or by Board action. Each Supervisor will be permitted five minutes total for questions and answers. Supervisors requiring additional information or answers should seek them on his or her’s own time and not take the time of other supervisors.

10. It shall continue to be Board policy to not vote on matters appearing on a public hearing at the time of the public hearing, the item being placed on a future agenda for action. However, a motion to suspend the Rules shall be in order to bring the matter to a vote at a public hearing. It shall be the policy of the Board to leave the record open to receive written comments following a public hearing up until the time that a vote is taken.

11. Speakers who wish to leave a written statement/comments are encouraged to bring ten copies for distribution to the Board members.

11.Speakers are requested to leave written statements and/or comments with the Deputy Clerk.

12 .Individuals speaking for an organized group shall file with the Deputy Clerk a copy of the Resolution of such Board authorizing their presentation.

13. Rules of Order for Public Comments and Public Hearings will be available in the Board of Supervisors’ Meeting Room.

XVI. Legislative Contact

 During the General Assembly session the Chair, working in consultation with the Vice Chair, shall serve as the point of contact for all actions as may be required in order to reach the Board of Supervisors for any votes. No member shall speak on behalf of the full Board of Supervisors or presume to represent the full Board of Supervisors before the legislature on any question or issue that the full Board had not taken a position on by the majority vote.

XVII.          Rules of Order for Public Comments and Public Hearings

It is the purpose and objective of the Board of Supervisors to give each citizen an opportunity to express his/her views during the public input meeting and on the issue(s) at hand at a public hearing and to give all speakers equal treatment and courtesy.

While at a public hearing it is often necessary to have a presentation by the applicant and staff, it is the desire of the Board to hear from the public and, therefore, the applicant and staff presentations will be as brief as possible and the Board will refrain from comment and questions until after the public has been heard. In order to accomplish this objective, it is necessary that certain rules or order with respect to public comment prevail at all business meetings and public hearings of the Board of Supervisors, as follows:

C.     Public Input Meetings:

At the Public Input Meetings, speakers will have between two to five minutes to address the Board whether speaking as an individual or as a representative of any group or organization. The Chair has the authority to set the time allotted to each speaker based on the number of citizens who are signed up to speak. To appropriately determine the time allotment, members of the public wishing to speak must sign in prior to the start of the meeting. Order of speakers will be determined on first register, first speak basis. The Chair may call up out of order any public official wishing to speak to the Board.

Registration will be taken by the Deputy Clerk and will be submitted on the registration form provided, which will include the speaker’s name, address and election district of the speaker. Registration will start 30 minutes in advance to the start of the meeting.

 

D.    Public Hearings:

1.The order of business for consideration of a matter on the Board’s public hearing agenda shall be as follows:

b)Staff presentation:

     Staff presentation will be heard in accordance with Board policy. Brief, concise summaries for the public’s information and understanding are permitted. When written information has been provided prior to the hearing only summary and/or new information should be presented;

f)Applicant’s presentation (if applicable):

     A reasonable and sufficient time will be afforded the applicant to properly and fairly present the subject matter. Ten minutes shall be allocated to the applicant’s presentation. If additional time is believed to be necessary, the applicant should contact the Chair prior to the Public Hearing. Board questions of the applicant will come following the public comments. Any Member of the Board may ask the applicant to respond to specific questions raised by the public after all public comments have been heard;

g)Comments, statements or presentations from members of the public:

     Each speaker may have up to five minutes to address the Board whether speaking as an individual or as a representative of any group or organization. However, the Chair has the authority to set the time allotted to each speaker based on the number of citizens who sign up to speak. Each member of the public recognized to address the Board will have a minimum of two minutes, but no more than five minutes. The time allotted will be determined by the number of persons who have signed up to speak. The order of speakers will be determined on first call-in/register, first speak basis;

h)Questions from Board members; and

i)Board discussion, at which time the Chair may entertain a motion to place the matter on a future agenda for action, to refer the matter to a committee, or to suspend the rules and bring the matter to a vote.

     The Chair may declare the public hearing continued to a time certain on any or all matters, unless an objection is made by any member. In the event such an objection is made, the public hearing may be continued only by action of the Board. No action of the Chair or Board is required to close the public hearing.

2.   Speakers are encouraged to sign up in advance by calling the Clerk to the Board of Supervisors’ Office at (703) 771-5072 or (703) 777-0200. Sign up date will coincide with the delivery of Public Hearing packets, which is approximately 10 days prior to the hearing. The public will be asked to identify the agenda item, their name, address, telephone number, e-mail address, election district, and/or any organization represented. Cut-off time for advanced call- in sign- up is at noon of the public hearing. Sign-up will also be taken by the Deputy Clerk at the public hearing. A registration form will be provided which will include the name, address, telephone number, email address, election district, and any organization they represent, if applicable. Sign up at the meeting will begin 30 minutes in advance of the start of the meeting.

14.Registration will be taken by the Deputy Clerk and will be submitted on the registration form provided, which will include the name, address and election district of the speaker. Registration will begin 30 minutes in advance of the start of the meeting.

15.Speakers will be limited to a presentation of their points of view; however questions of clarification may be entertained by the Chair.

16.Debate is prohibited.

17.All comments will be directed to the Board of Supervisors as a body.

18.Decorum will be maintained. This includes a common courtesy from the audience, the staff and Board to the speaker and from the speaker to the audience, the staff and the Board. Statements which are demeaning or inappropriate shall be ruled out of order.

19.In the event of a large number of speakers resulting in the continuation of the hearing, any persons not heard at the initial Public Hearing will be the first to speak at the continued hearing.

20.A timer-controlled lighting system will be implemented in full view of the speaker, Board, and audience. With one minute remaining in the speakers allotted time, the light will turn from green toAt the end of the allotted time period, a red light will come on that will indicate that the speaker must relinquish the podium to the next speaker.

21.Board members will be limited to asking questions dealing with clarification of statements made by speakers, staff and/or the applicant and to correct any obvious areas of misinformation. However, such questions, responsive answers or the correction of misinformation shall be made after the public has been heard or by Board action. Each Supervisor will be permitted five minutes total for questions and answers. Supervisors requiring additional information or answers should seek them on his or her’s own time and not take the time of other supervisors.

22.It shall continue to be Board policy to not vote on matters appearing on a public hearing at the time of the public hearing, the item being placed on a future agenda for action. However, a motion to suspend the Rules shall be in order to bring the matter to a vote at a public hearing. It shall be the policy of the Board to leave the record open to receive written comments following a public hearing up until the time that a vote is taken.

11. Speakers who wish to leave a written statement/comments are encouraged to bring ten copies for distribution to the Board members.

23.Speakers are requested to leave written statements and/or comments with the Deputy Clerk.

24.Individuals speaking for an organized group shall file with the Deputy Clerk a copy of the Resolution of such Board authorizing their presentation.

Rules of Order for Public Comments and Public Hearings will be available in the Board of Supervisors’ Meeting Room.


PUBLIC HEARING

 

(Proposed changes are underlined and italicized)

 

I.    CALL TO ORDER

 

I would like to call to order the ______ (date) Loudoun County Board of Supervisors’ Public Hearing. If anyone in the room needs hearing assistance, please see the Clerk.

 

If you wish to speak, we ask that you sign up with the clerk. When addressing the board, we ask that you identify yourself for the taped record and spell your name for the purposes of closed captioning, state your address, and any organizations you represent, if applicable.

 

  1. II.PROCEDURE FOR PUBLIC HEARING

 

First, there will be a brief presentation by staff about the item before us.

 

Second, the applicant will be allowed up to ten minutes for his or her presentation.

 

Third, the members of the public who have signed up to speak will be called to make there comments.

In the interest of fairness, we ask that you observe the announced time limit. The light will turn from green to yellow when you have one minute remaining. At that time, we would appreciate your summing up and   yielding the floor by the time the light turns red.

 

 

The Board’s Rules of Order for public comment provide each speaker a minimum of two minutes, but no more than five minutes. The Chairman has the authority to set the time allotted to each speaker based on the number of citizens who sign up to speak.  

 

For this evening’s public hearing, each member of the public recognized to address the board will have _____________ minutes.

 

Our first item on the agenda is_________________.


 

PUBLIC INPUT SESSION

 

(Proposed changes are underlined and italicized)

 

I.          CALL TO ORDER

 

I would like to call to order the ______ (date) Public Input Session of the Loudoun County Board of Supervisors. If anyone in the room needs hearing assistance, please see the Clerk.

 

  1. II.PROCEDURE FOR PUBLIC INPUT SESSION

 

At this time, members of the public are invited to address the Board on any subject.   If you wish to speak, we ask that you sign up with the clerk. When addressing the board, we ask that you identify yourself for the taped record and spell your name for the purposes of closed captioning, state your address and any organizations you represent, if applicable.

 

The Board’s Rules of Order for public input provide each speaker a minimum of two minutes, but no more than five minutes. The Chairman has the authority to set the time allotted to each speaker based on the number of citizens who sign up to speak.  

 

For this evenings’ public input session, each member of the public recognized to address the board will have _____________ minutes.

 

In the interest of fairness, we ask that you observe the announced time limit. The light will turn from green to yellow when you have one minute remaining. At that time, we would appreciate your summing up and   yielding the floor by the time the light turns red.

 

Our first speaker this evening is ________________.