ALL RIGHT, LADIES AND GENTLEMEN, WE'LL RETURN TO ORDER.
[00:00:04]
THIS IS FROM OUR SEPTEMBER 28TH MEETING GOOD TO SEE EVERYBODY TONIGHT, WE WILL ALL STAND AND SAY THE PLEDGE OF ALLEGIANCE.AND TO THE REPUBLIC FOR WHICH IT STANDS, ONE NATION, INDIVISIBLE, WITH LIBERTY AND JUSTICE FOR ALL. ALL RIGHT.
DO WE HAVE ANYBODY IN THE AUDIENCE VOLUNTEER FOR THE INVOCATION? THANK YOU, SIR. IF WE ALL COULD BOW HEADS.
HEAVENLY FATHER, IN THE NAME OF JESUS, AT THIS TIME THERE A FEW OF YOUR SERVICES COME FORWARD TO JUST TO SAY THANK YOU.
THANK YOU LORD FOR WAKING [INAUDIBLE].
THANK YOU FOR HOLDING BACK THE HANDS OF DEATH LORD.
LORD AT THIS MOMENT I'M ASKING YOU TO TAKE US TO THIS MEETING.
YOU GIVE US THE WISDOM TO CARRY THIS MEETING AND CONDUCT THIS MEETING AS YOU SEE FIT, IN YOUR HEAVENLY NAME LORD, AMEN. AMEN. VERY GOOD.
OKAY. THE FIRST ONE AND THE BIG ITEM ON TONIGHT IS CONSIDERATION THE CONTRACT AWARD FOR
[1. Consideration of award of the contract for Repair and Renovation to Courthouse Facilities to Heartland Construction, Inc.]
THE RENOVATION OF SOUTHAMPTON COURTHOUSE.AND THAT'S THIRTY CHANGES WERE MADE SAVED ABOUT FIVE HUNDRED AND SIXTY EIGHT THOUSAND DOLLARS. OVER HALF A MILLION CUT OFF OF THAT, AND THE BID IS NOW SET AT TWENTY ONE MILLION FIVE HUNDRED AND THIRTY THREE THOUSAND AND FIFTY THREE DOLLARS.
WE'LL OPEN IT UP FOR DISCUSSION.
WE TWEAKED EVERY PENNY OUT OF IT WE CAN.
THERE ARE TWO ITEMS LEFT REMAINING, I DON'T THINK THEY'RE VERY SUBSTANTIVE THAT WILL RESULT IN CREDITS.
WE'LL END UP DEALING WITH THAT AND CHANGE ORDERS LATER ON.
BUT THEY'RE NOT TENS OF THOUSANDS OF DOLLARS THEY'RE A FEW THOUSAND, BUT WE'RE STILL WAITING ON SOME PRICING ON THOSE TWO ITEMS. THE OTHER THING IS YOU'LL SEE THERE IN YOUR PACKET.
THE ADDITIONAL COST OF MR. FRANCIS, CHANGING THE REACTANTS SPRINKLER SYSTEM, JUST ADDITIONAL COST US FIFTY ONE THOUSAND AND UH, MR. FRANCIS DOES HAVE A SOURCE TO FUND THAT.
[INAUDIBLE]. EVIDENTLY, THE SYSTEM HE WANTS WON'T DESTROY THE RECORDS UNLESS THERE'S A FIRE.
MR. FRANCIS IS OBVIOUSLY CONCERNED WITH THE POSSIBILITY OF THE SPRINKLER SYSTEM BEING ACTIVATED WHEN THERE IS NO FIRE.
AND OF COURSE, THAT PRE-ACTION SYSTEM IS A TWO STEP SYSTEM, SO IT'S A VERY LOW PROBABILITY THAT THAT COULD HAPPEN.
BUT YOU KNOW, I'M NOT SAYING IT CAN NEVER HAPPEN.
SO MR. FRANCIS HAD SUGGESTED THAT WHEN WE PUT THE PROJECT OUT TO BID THAT, WE AT LEAST GET AN ALTERNATE BID ON A CLEAN AGENT FIRE SYSTEM, WHICH IS A CHEMICAL SYSTEM, AND THE CONTRACTOR INDICATED THAT THAT WOULD CAUSE FIFTY ONE THOUSAND DOLLARS IN ADDITION TO WHAT HIS BASE BID WAS.
MR. FRANCIS HAD INDICATED THAT HE HAS A SOURCE OF FUNDING TO PAY FOR THAT, SO THAT WILL BE PAID FOR THROUGH MR. FRANCIS'S BUDGET, NOT THROUGH THE CAPITAL PROJECT BUDGET.
FANTASTIC. ANY QUESTIONS? IS THERE ANY DISCUSSION? WELL, THIS NEW NUMBER TWENTY ONE FIVE, THIRTY TWO ZERO FIFTY THREE.
HOW DOES THAT POSITION ITSELF WITH REGARD TO DAVENPORT AND THE REPORT THAT WE LAST HEARD? IT'S STILL IN THE RANGE.
YOU KNOW, THE THE NUMBER THAT WE HAD GIVEN TO DAVENPORT TO USE.
WHILE THE INITIAL BID WAS A LITTLE BIT LOWER THAN THAT, WE HAD A HIGHER CONTINGENCY THAT I FEEL LIKE WE CAN PROBABLY REDUCE DOWN TO TO KEEP THE TOTAL PROJECT COST IN LINE WITH WHAT DAVENPORT USED IN THEIR MODELING.
OK. ANY OTHER QUESTIONS, COMMENTS? I MAKE A MOTION, WE APPROVE IT [INAUDIBLE] LANDS REVISED BID TO MOVE FORWARD WITH THE CONTRACT. OKAY.
[00:05:02]
IS THERE A SECOND TO THAT MOTION? I'LL SECOND, SECOND.FLOOR DISCUSSION? IF NOT, ALL THOSE IN FAVOR SAY AYE, AYE . OPPOSED NO, UNANIMOUS THAT THE AWARDING OF THAT CONTRACT.
OKAY. THE OTHER ONE IS DISCUSSION OF PROCESS AND TIMELINES FOR RECRUITMENT FOR COUNTY
[2. Discussion of Process and Timeline for Recruitment of County Administrator]
ADMINISTRATOR. SO, MR. CHAIRMAN, AT YOUR PLACES TONIGHT ARE FOUR HANDOUTS, I HAD DISTRIBUTED COPIES OF TWO OF THESE HANDOUTS ELECTRONICALLY TO YOU ALL, BUT YOU'VE GOT A PAPER COPY OF THE RECRUITMENT GUIDELINES FOR SELECTING A LOCAL GOVERNMENT ADMINISTRATOR, WHICH IS PUBLISHED BY THE INTERNATIONAL CITY COUNTY MANAGERS ASSOCIATION, WHICH IS REALLY THE GOLD STANDARD AS FAR AS THE PROCESS MOVING FORWARD.THE SECOND HANDOUT COMES RIGHT OUT OF OUR COUNTY CODE.
IT'S JUST A TWO PAGER, BUT IT'S PRETTY MUCH THE JOB DESCRIPTION OF THE COUNTY ADMINISTRATOR POSITION LAYS OUT THE POWERS AND THE DUTIES AND RESPONSIBILITIES, AND SO ON AND SO FORTH. THE THIRD HANDOUT THAT YOU HAVE IS AN ANNUAL SALARY SURVEY THAT'S DONE BY THE VIRGINIA ASSOCIATION OF COUNTIES.
IT WILL GIVE YOU A SENSE OF WHAT A COMPETITIVE SALARY WOULD LOOK LIKE IN THE MARKET IN VIRGINIA. IS THE PURPOSE OF THAT HANDOUT? THAT'S NOT SOMETHING THAT YOU NEED RIGHT AWAY, BUT SOMETHING THAT AS YOU GET A LITTLE DEEPER IN THE RECRUITMENT PROCESS, YOU'RE GOING TO WANT TO PAY ATTENTION TO.
AND THEN THE LAST HANDOUT IS THE FULL PROPOSED TIMELINE.
AND THAT'S WHAT I WANTED TO SPEND JUST A FEW SECONDS ON TONIGHT.
IF WE START AND I TOOK THE FEEDBACK THAT I RECEIVED FROM YOU ALL IN THE CLOSED SESSION LAST MONTH, IF YOU DECIDE YOU WANT TO SEEK OUTSIDE EXECUTIVE SEARCH ASSISTANCE, WE NEED TO BUILD IN SUFFICIENT TIME IN THE SCHEDULE TO GO THROUGH AND ACTUALLY PROCURE THOSE SERVICES. SO WE WOULD ISSUE A REQUEST FOR PROPOSAL BY OCTOBER THE 22ND, GIVE THEM ROUGHLY THREE WEEKS TO PROVIDE THEIR PROPOSALS BACK TO US.
I WOULD EXPECT TO RECEIVE PROBABLY AT LEAST FOUR, MAYBE FIVE FIRMS THAT DO A LOT OF BUSINESS IN VIRGINIA OF THIS TYPE.
SO IF WE RECEIVE THEM BACK BY NOVEMBER THE 12TH, GIVE US BASICALLY A COUPLE OF WEEKS TO REVIEW THOSE PROPOSALS, CONDUCT AN INTERVIEW NO LATER THAN THE 29TH OF NOVEMBER, WHICH IS THE MONDAY FOLLOWING THANKSGIVING.
HOPEFULLY MAKE A DECISION THAT NIGHT AND YOU COULD BRING THE CONSULTANT ON BOARD EFFECTIVE DECEMBER THE 1ST ALLOW ABOUT SIX WEEKS FOR THE CONSULTANT TO WORK WITH YOU ALL TO DEVELOP THE POSITION PROFILE.
TALK ABOUT HOW THEY WOULD CONDUCT THE RECRUITMENT.
WHERE THEY WOULD ADVERTISE THOSE KINDS OF THINGS, IRON THOSE THINGS BY THE 15TH OF JANUARY, AND THAT'S WHEN THE RECRUITMENT WOULD ACTUALLY START.
SO ALLOWING 60 DAYS FOR THE RECRUITMENT PROCESS, JANUARY 15TH THROUGH MARCH THE 15TH, THE PROCESS WOULD YOU COULD LEAVE IT FLEXIBLE, YOU COULD SAY OPEN UNTIL FIELD IF YOU WANTED TO JUST GIVE YOURSELF A LITTLE EXTRA COMFORT IF YOU DIDN'T HAVE ENOUGH QUALIFIED CANDIDATES BY MARCH THE 15TH.
BUT RECOGNIZING THAT IN ORDER TO HAVE SOMEBODY READY TO GO TO WORK BY JULY 1, YOU'RE GOING TO NEED TO PRETTY MUCH HAVE HAVE THAT PERSON IDENTIFIED BY MID-APRIL.
SO I'VE GOT A MONTH BUILT IN MARCH 15TH TO APRIL 15TH FOR THE REVIEW OF RESUMES, CONDUCT THE BACKGROUND CHECKS, CONDUCT YOUR INTERVIEWS AND THEN FROM APRIL 15TH THROUGH THE 29TH, IF YOU'VE IDENTIFIED YOUR TOP RANKED CANDIDATE, YOU CAN NEGOTIATE THE TERMS OF THE CONTRACT AND HOPEFULLY BY VERY EARLY MAY, YOU WOULD ANNOUNCE YOUR SELECTION.
AND THEN ASSUMING THAT CANDIDATE IS EMPLOYED SOMEWHERE NOW, THEY WOULD NEED TO PROVIDE THEIR CURRENT EMPLOYER WITH NOTICE.
AND IF THEY LIVE ANYWHERE OTHER THAN SOUTHAMPTON COUNTY, THEY'D HAVE TO RELOCATE HERE.
AS YOU ALL WILL SEE IN THAT JOB DESCRIPTION, IT IS A REQUIREMENT TO BE A SOUTHAMPTON COUNTY RESIDENT. SO THAT'S SORT OF A TENTATIVE TIMELINE.
[00:10:07]
I'M INTERESTED IN YOUR THOUGHTS AND COMMENTS.I THINK IT'S TIGHT IF WE CAN MAKE IT, NOT A LOT OF TIME TO WASTE, RIGHT? THAT'S WHERE I'M AT. SEEMS WORKABLE, THOUGH.
YEAH. IS THE FIRM THAT DID THE WORK FOR THE ECONOMIC CEO? IT IS BALLPARK ALSO.
I'LL FIND OUT WHO THAT WAS AND MAKE SURE I SEND THEM A COPY IN THE RFP.
I WAS IMPRESSED. THEY WERE VERY, VERY GOOD.
VERY INFORMATIVE, VERY STRAIGHTFORWARD.
AND I KNOW YOU ALL HAD TALKED ABOUT THE POSSIBILITY OF CITIZEN INPUT IN THIS PROCESS, IF YOU TAKE THE TIME TO READ THROUGH THOSE GUIDELINES.
IT TALKED. IT SPEAKS TO THAT AND HOW YOU MIGHT CONSIDER INCORPORATING CITIZENS ON A COMMITTEE TO HELP DO SOME OF THE SCREENING HELP DO SOME OF THE INTERVIEW.
THAT'S CERTAINLY UP TO YOU ALL.
AND IT'S DISCUSSED IN THAT MANUAL THAT I SEE AND MAKE POINTS OUT.
ALL RIGHT ANYBODY WANTS TO STUDY THAT AND PUT IT ON THE AGENDA FOR THE NEXT MEETING, UNTIL OCTOBER 22ND IS ALMOST ON.
IT'S ALL RIGHT. OKAY, WELL, THANK YOU.
YOU DEFINITELY WANT TO PURSUE THAT ASSISTANCE.
WE NEED TO GET THAT RFP OUT THERE ON THE STREET.
THAT'S IT. YOU KNOW, I WAS IMPRESSED WITH HOW COMPLEX THAT ISSUE WAS WITH THE ECONOMIC DEVELOPMENT. SO YOU HAVE A LOT OF A LOT OF STUFF, A LOT OF RULES AND REGULATIONS.
BUT I GUESS EVERYBODY SORT OF AGREES YOU OUGHT TO GO AHEAD AND GO WITH THAT.
I THINK SO. ALL RIGHT, WITH EVERYBODY.
OKAY, SO IF I CAN GET A MOTION TO APPROVE THE TIMELINE AND AUTHORIZE ME TO GO AHEAD AND PUT THAT RFP ON THE STREET.
WE'LL ENTERTAIN A MOTION TO THAT EFFECT.
SECOND. [INAUDIBLE] DISCUSSION, ALL THOSE IN FAVOR SAY AYE, AYE.
[INAUDIBLE] UNANIMOUS WE'LL GO WITH THE TIMELINE.
[INAUDIBLE] JUDICIAL PEOPLE UP TO SNUFF ON THIS AS FAR AS WHERE WE STAND.
YES, I ACTUALLY HAD A CONVERSATION YESTERDAY AFTERNOON WITH JUDGE EASON BECAUSE IT'S GOING TO TAKE A FAIR AMOUNT OF COORDINATION WITH REGARD TO SCHEDULING OF TRIALS.
THEY'VE GOT ONE JURY TRIAL COMING UP IN JANUARY.
THAT'S GOING TO BE A LONG ONE.
IT'S LIKE A FOUR WEEK TRIAL AND WE'RE TRYING TO FIGURE OUT.
IF THAT TRIAL IS GOING TO BE HEARD IN THE COURTHOUSE OR IN [INAUDIBLE] ELEMENTARY SCHOOL AND THE TIMING AND I COULDN'T ANSWER THE QUESTION YESTERDAY, WE'RE GOING TO HAVE TO WAIT UNTIL THE CONTRACTOR ACTUALLY GETS ON BOARD AND PUTS THE SCHEDULE TOGETHER.
BUT I TOLD JUDGE EASON WHERE WE WERE AND THAT WE WOULD CIRCLE BACK AND STAY IN CONSTANT COMMUNICATION WITH THEM SO THEY WOULD KNOW HOW TO SCHEDULE MOVING FORWARD.
ANYBODY ELSE HAVE ANY QUESTIONS? WE'LL GET TO WORK ON IT 22ND OF THIS MONTH MEETING.
GET THE BALL ROLLING, DON'T GET BEHIND TIME.
SO WE'RE GOING TO HAVE A MEETING ON THE 22ND, 26TH.
YEAH, WE'RE NOT HAVING A MEETING ON THE 22ND.
NOT THAT I'M AWARE. YEAH. OKAY.
ALL RIGHT. I JUST WANT TO MAKE SURE OUR REGULAR MEETING ON.
YEAH, THE OCTOBER 22ND IS JUST PUBLISHING THAT.
YEAH, THAT'S JUST, YEAH, GOTCHA.
ALL RIGHT. ANYTHING ELSE? ALL I HAVE [INAUDIBLE].
[00:15:03]
THANK YOU GUYS FOR ALL FOR SHOWING UP TONIGHT. APPRECIATE IT.I'LL ENTERTAIN A MOTION TO ADJOURN.
ALL IN FAVOR SAY AYE, AYE. WE ARE ADJOURNED [INAUDIBLE].
* This transcript was compiled from uncorrected Closed Captioning.