Personnel & Ordinance Committee

Personnel & Ordinance Committee Agenda Tuesday, September 23, 2025 at 9:30 AM Economic Development Center, Council Meeting Room 803 South Main Street, Culpeper Page 1. CALL TO ORDER By Chairwoman Dyke 2. PREVIOUS MEETING MINUTES 3-4 For Reference Only - Minutes from August 2025 08-26-2025 P&O Committee Special.pdf 3. AGENDA APPROVAL Motion to approve or amend the agenda. 4. PUBLIC COMMENTS Members of the public may address the committee on any item at this time.  Your committee wishes to conduct its business as expeditiously as possible; therefore, those who wish to speak are requested to sign the Public Forum Sign-In sheet at the door.  When called, come forward, state your name and address, and speak only on the subject directly concerning town government.  Each speaker is allowed to speak for an amount of time designated by the presiding officer.  For groups present, you are requested to have a spokesperson.  Questions should be directed to the presiding officer. 5. ITEMS REFERRED BY COUNCIL OR INDIVIDUAL MEMBERS 5.1 Discussion Item: Town Council Citizen Participation Policy 5-6 The draft Citizen Participation Policy is brought back for the committee's continued review. Page 1 of 12  Citizen Participation Policy.pdf 6. SPECIAL ITEMS & RECOGNITIONS 7. PERSONNEL ITEMS 7.1 Departmental Activities 7-9 HR September 2025 Committee Report.docx September 2025 Promotions.pptx 7.2 R/R Re: Environmental Services Reclassification 10 - 12 Job Description.pdf Motion to approve. 7.3 Designation of Consent Agenda Item 8. TOWN & COUNTY INTERACTION COMMITTEE 8.1 Potential Items for Discussion at Next Interaction Committee Meeting 9. ADJOURNMENT Adjournment of Meeting Committee Members: Jamie Dyke (Chairwoman), B. Travis Brown, Michael T. Olinger & Joe Short Note: Members of the Town Council who are not members of the committee may be in attendance at the committee meeting. If so, and if a quorum of council is present, then the meeting will be a special meeting of council in addition to being a committee meeting, pursuant to the Virginia Freedom of Information Advisory Council Attorney Opinion, AO-03-14. Only business matters to be considered are the committee's recommendations to the council unless specifically noted in this public notice. Page 2 of 12 08-26-2025 Personnel & Ordinance Committee & Special Council Meeting 9:30 a.m. Economic Development Center, 803 S. Main Street The purpose of this meeting was to consider Personnel & Ordinance Committee matters; however, members of the Town Council who were not members of the committee were in attendance and participated in the discussion, resulting in a special meeting of council. Committee Members Present: Chairwoman Jamie Dyke, B. Travis Brown, Michael T. Olinger, Joe Short Committee Members Absent: None Also Present: Frank Reaves Jr., Pranas Rimeikis, Janie Schmidt, William Yowell, Council Members; Christopher D. Hively, Town Manager; Ashley R. Clatterbuck, Town Clerk; Courtney O. Strawser, Records Management Specialist; Mary Jones, Human Resources Director CALL TO ORDER Chairwoman Dyke called the meeting to order at 9:30 a.m. PREVIOUS MEETING MINUTES For Reference Only – Minutes from July 2025 There were no changes to the minutes. APPROVAL OF AGENDA Mr. Short moved, Mr. Olinger seconded, approval of the agenda as presented. The motion carried by voice vote. PUBLIC COMMENTS – None ITEMS REFERRED BY COUNCIL OR INDIVIDUAL MEMBERS Discussion Item: Town Council Citizen Participation Policy Mrs. Clatterbuck presented the item stating at the request of several council members, a Citizen Participation Policy had been drafted for the committee's review. Mr. Short expressed his concern regarding limitations on the subjects citizens may address during public comment time. Ms. Dyke believed that council must be mindful that a disagreement with a citizen’s remarks does not provide grounds to restrict their ability to speak, unless the comments are abusive or out of order. Discussion ensued regarding the Relevance paragraph of the draft policy. It was the consensus of the committee for staff to rework the Relevance paragraph. In addition, under the Speaker Decorum section, it was the consensus of the committee to add language addressing personal attacks. Mrs. Clatterbuck advised that staff would work with the Town Attorney to incorporate the revisions and bring the item back for consideration next month. SPECIAL ITEMS & RECOGNITIONS – None PERSONNEL ITEMS Human Resources & Risk Management Activities – The committee received the report. Page 3 of 12 Personnel-Ordinance Committee August 26, 2025 – Page 2 of 2 Discussion Item: Town Offices Closing on Christmas Eve 2025 Mr. Hively presented the item stating the Town of Culpeper routinely follows the Virginia Holiday Calendar for closures. In addition to including December 25 as a holiday, the Virginia Holiday Calendar typically includes December 24 as a holiday if it falls on a weekday. An exception to this rule is when Christmas Day falls on a Thursday, every 11 years. This year Christmas Day falls on a Thursday and the Virginia Holiday Calendar included four (4) hours of holiday time on December 24 and eight (8) hours each on December 25 and 26. Staff anticipates minimal demand for in-office services on the morning of Christmas Eve. Staff is bringing forward the option for Council to grant an additional four hours of holiday time on Christmas Eve, allowing all Town Offices to be closed. Mr. Brown moved, Mr. Olinger seconded, to convert the discussion item into a report and recommendation for consideration at the September council meeting. The motion carried by voice vote. ORDINANCE ITEMS For Information Only: Unified Development Ordinance (UDO) Mr. Hopewell presented the item stating the draft Unified Development Ordinance (UDO) is proposed to replace the existing Town Code Chapters 22 (Subdivisions) and 27 (Zoning). The draft UDO was considered by the Planning Commission at a public hearing on August 19, 2025, and is scheduled to come before Town Council for a public hearing on September 9, 2025. The UDO had previously been the subject of public hearings before the Planning Commission on March 18 and April 15, 2025, and before Town Council on May 13 and June 10, 2025. A brief discussion ensued. No formal action was taken on this item. TOWN & COUNTY INTERACTION COMMITTEE Potential Items for Discussion at Next Interaction Committee Meeting – None ADJOURNMENT The meeting adjourned at 10:11 a.m. Page 4 of 12  TOWN OF CULPEPER TOWN COUNCIL CITIZEN PARTICIPATION POLICY Adopted: October 14, 2025 _________________________________________________________________________________________ This Citizen Participation Policy is adopted to assist the Town Council in the orderly conduct of Town business consistent with applicable law. DECORUM AND ORDER DURING MEETINGS Audience Decorum. No person shall address the Town Council while seated or standing in the audience area. No person shall engage in disorderly, disruptive, disturbing, delaying or boisterous conduct, such as, but not limited to, stomping of feet, whistling, yelling, heckling, clapping, use of profane language or obscene gestures, and other similar behavior from the audience which substantially interrupts, delays, or disturbs the peace and good order of the meeting. Speaker Decorum. Once designated by the mayor to speak during Public Forum or a Public Hearing, individuals shall have three (3) minutes to speak (unless the Council sets a different time period per speaker) and shall comply with this Policy. Speakers shall direct their comments to the Council as a whole. The mayor may direct a speaker to cease speech that is irrelevant (as defined below), exceeds the permitted duration, or which disrupts the meeting due to its manner, or if the speaker fails to direct their remarks to the Council as a whole. Speakers may not grant all or part of their time to another person. Relevance. Speakers should address matters relevant to the Culpeper town government. Speech during a public hearing must be directed toward the subject matter of that public hearing. Section 4.5 of the Town Charter limits the Council’s control over Town staff, therefore, comments about staff should normally be directed to the Town Manager. The Council has no authority over elections and only the voters select candidates; therefore, supporting or opposing a candidate for elected office is not permitted. ENFORCEMENT OF THIS POLICY This policy is to be applied evenhandedly without regard to the viewpoint or content of the speech. If a speaker’s remarks are irrelevant or do not meet the decorum requirements as provided above, the mayor may direct the speaker to confine his or her remarks to relevant topics and observe the decorum requirements. If the mayor directs a speaker to cease speaking on irrelevant topics or to observe the decorum rules and the speaker does not do so, or if a speaker violates the Virginia statute on disorderly conduct, the mayor may direct any individuals present to remove the speaker. A uniformed law enforcement officer shall Page 5 of 12 Citizen Participation Policy Page 2 act as sergeant-at-arms or bailiff for the Town Council and shall furnish whatever assistance is needed to enforce this Policy or other procedures of the Town Council at the direction of the mayor. Legal references: Charter - Culpeper §§ 3.5, 3.6, 3.11, 4.5 Virginia Code § 18.2-415. Disorderly conduct in public places Page 6 of 12  HUMAN RESOURCES & RISK MANAGEMENT Recruitment • Recruiting for the position of Customer Service Representative, Equipment Operator, Help Desk Technical Administrator, Human Resources Generalist (part-time), Police Officer. • The following employment activity occurred over the past month: o Robert Skinner promoted to Junior Systems Administrator effective 8/21/2025 o Kevin Tooley promoted to Police Captain effective 8/21/2025 o Julia Cole promoted to Police Sergeant effective 9/4/2025 o Richard McKnight promoted to Police Lieutenant effective 9/4/2025 o A. Antonio Moran promoted to Police Sergeant effective 9/4/2025 • Current Staffing Levels: Budgeted Positions Department (FTE) Current Vacancies Culpeper Media Network 2 0 Environmental Services 24 2 Human Resources 3 (2.625 FTE) 1 Information Technology 9 (8.525 FTE) 1 Light & Power 16 0 Planning & Community Development 9 0 Police 59 3 Public Works 52 1 Tourism & Economic Development 8 (5.5 FTE) 0 Town Clerk 3 0 Town Manager 2 0 Treasurer 14 1 TOTAL 201 9 Turnover • Turnover Rates (09/01/2024 – Present): Department Turnover # Turnover Rate Culpeper Media Network 0 0% Environmental Services 3 16.67% Human Resources 0 0% Information Technology 0 0% Light & Power 0 0% Planning & Community Development 1 22.22% Police 4 6.78% Public Works 2 3.85% Treasurer 5 28.57% Tourism & Economic Development 0 0% Page 7 of 12  Town Clerk 0 0% TOTAL 15 7.46% Benefits & Leave • There were 2 new requests for Family and Medical Leave (FMLA) • HR staff administered benefits for the following active leave cases during the month: o 10 employees are actively on FMLA/LOA, including 2 employees on intermittent FMLA o 1 employee is receiving VRS Hybrid Disability through payroll o 6 employees were on light duty status Risk Management • There were 2 auto claims submitted over the past month • There was 1 workers’ compensation claim submitted over the past month • There were no liability or property claims submitted over the past month Training • FLSA & Virginia Wage Act training was provided online for supervisors throughout the month • Fire Extinguisher Safety training was provided online for employees throughout the month Page 8 of 12  SEPTEMBER 2025 PROMOTIONS Robert Skinner Kevin Tooley Junior Systems Administrator Police Captain Page 9 of 12 Richard McKnight Julia Cole A. Antonio Moran Police Lieutenant Police Sergeant Police Sergeant Agenda Item Summary Committee: Personnel & Ordinance Committee Title: Environmental Services Reclassification Background: Over the course of the past several years, staff has been working to strengthen succession planning throughout all town departments. The Environmental Services Department currently has two vacant positions: one Laboratory/Quality Assurance Manager and one Plant Mechanic I. In an effort to ensure continuity of operations through succession planning, staff is recommending that these two positions, a Laboratory/Quality Assurance Manager, grade 19, and a Plant Mechanic I, grade 10, be reclassified into one Environmental Services Director position, grade 32, to better meet the long-term needs of the department. This will result in an initial net savings of $20,200 per year. This reclassification does require the reassignment of some duties to various positions within the Environmental Services Department. Though it is not expected to make a significant impact to the workload of any one position, the redistribution of these duties will be reviewed by the Environmental Services Director, once hired, and as part of the upcoming Classification and Compensation Study conducted by the Human Resources Department to determine if additional position reclassifications or staffing changes are required. Financial Impact: The financial impact for this change results in a shared savings to the Water and Wastewater Treatment funds (30093700 and 40094700) of approximately $20,200 per year. Page 10 of 12 Recommendation: That Council approve the reclassification of two positions, a Laboratory/Quality Assurance Manager, grade 19, and a Plant Mechanic I, grade 10, into one Environmental Services Director position, grade 32; and the new Environmental Services Director job description, effective immediately. Page 11 of 12 Page 12 of 12