MINUTES OF THEJANUARY 8, 2025 CITY COUNCIL: SPECIAL MEETING A SPECIAL meeting of the Hopewell City Council was held on Wednesday, January 8, 2025, at 6:30 p.m. PRESENT: John B. Partin, Mayor Rita Joyner, Vice Mayor Ronnie Ellis, Councilor Michael Harris, Councilor Susan Daye, Councilor Yolanda Stokes, Councilor Dominic Holloway, Councilor (Virtual) Councilor Joyner makes a motion to allow Councilor Holloway to participate remotely. Councilor Partin seconds the motion. ROLLCALL Rita Joyner, Councilor- Michael Harris, Councilor- John B. Partin, Jr, Councilor Yes Ronnie Ellis, Councilor Susan Daye, Councilor Yolanda Stokes, Councilor Dominic Holloway, Councilor Abstain Yes Yes Yes Yes Yes Motion Passes 6-0 SPECIAL BUSINESS SB-1-F Reorganization selection of Mayor and Vice Mayor- Brittani Williams, City Clerk Brittani Williams opened the floor for nominations for the selection of the mayor. Councilor Joyner nominated Johnny Parton, and John B. Partin seconded the nomination. Councilor Holloway nominated Councilor Rita Joyner to be mayor. Councilor Yolanda Stokes seconds the nomination ofCouncilor Joyner. There were no further nominations, so Brittani Williams closed the floor with a roll call for the mayor's appointment. ROLL CALL Rita Joyner, Councilor- Michael Harris, Councilor- Ronnie Ellis, Councilor Susan Daye, Councilor Yolanda Stokes, Councilor Dominic Holloway, Councilor No John B. Partin, Jr, Councilor Yes Yes Yes Yes Yes Yes Motion Passes 6-1 Newly elected Mayor Partin opens the floor for nomination for the selection ofVice Mayor. Councilor Susan Daye nominates Councilor Rita Joyner, and Mayor Partin seconds the motion. Councilor Dominic Holloway Jr. nominates Councilor Michael Harris. Councilor Harris verbally declined the nomination. There were: no further nominations, sO Mayor Partin closed the floor with a roll call for the Vice mayor's appointment of Rita Joyner. ROLLCALL Rita Joyner, Councilor- Michael Harris, Councilor- John B. Partin, Jr, Councilor Yes Ronnie Ellis, Councilor Susan Daye, Councilor Yolanda Stokes, Councilor Dominic Holloway, Councilor Yes Yes Yes Yes Yes Yes Motion Passes 7-0 SB-2 Adoption of Inclement Weather Policy- DR. Manker, City Manager Dr. Manker presented the adoption oft the Inclement Weather Policy to the City Council. The policy outlines how the city will operate during emergencies or adverse weather conditions. It specifies that ifthe Mayor or, in the Mayor's absence, the Vice Mayor determines that weather or other emergency conditions make it hazardous to hold a scheduled City Council meeting, the meeting will be rescheduled to the following Tuesday, ifpossible. Ifrescheduling is not feasible, the Mayor will select another date with the majority agreement oft the Council. The policy also reserves the right for the city to amend or alter it as necessary. Dr. Manker concluded her presentation and yielded the floor to the Mayor for further discussion or adoption ofthe policy. Vice Mayor Joyner makes a motion to adopt the inclement weather policy as presented. Councilor Harris seconds the motion. ROLL CALL Vice Mayor Joyner- Councilor Harris- Mayor Partin- Councilor Ellis- Councilor Daye- Councilor Stokes- Councilor Holloway- Yes Yes Yes Yes Yes Yes Yes Motion Passes 7-0 SB-3- Adoption of City Council Meeting Schedule - Brittani Williams, City Brittani Williams explained that the meeting dates were selected based on the policy ofholding meetings on the second and fourth Tuesday ofe every month. She noted that the March meeting date is impacted by the National League of Cities (NLC) conference, which runs from March 10th to 12th. Depending on how many council members plan to attend the conference, it may be necessary to select a Clerk different date for the regular meeting that falls within that time frame. She confirmed that no other conferences would affect the remaining selected dates. Vice Mayor Gore asked questions about the VML that is held in November. Mrs. Williams explained that those dates would not affect the meeting dates. Councilor Holloway requested a change in the meeting date for May due to conflicts with Hopewell High School's graduation and events, which fall during the week ofthe meeting. He noted two meetings are scheduled in May: one on May 2nd and the other on the last Tuesday, May 27th. He suggested moving the May 27th meeting to either May 20th, the third week ofMay, or possibly Thursday, May 29th. After some discussion, Councilor Holloway indicated he was fine with rescheduling the meeting for May 20th, which was agreed upon by the majority. Dr. Manker suggests changing the meeting to May 29th, which is an anticipated budget meeting date. After discussion council decides to keep the May date the same until it gets closer and a graduation date has been determined. Vice Mayor Joyner expressed concerns about the current structure of City Council meetings, particularly the limited time available to address the city's business. She noted that meetings are held twice a month, often cramming work sessions, closed sessions, and other discussions into a short time frame. Additionally, meetings start at 6:00 PM, which is later than uroundingjursdiction; many ofwhich begin their meetings earlier in the day and hold work sessions separately. She suggested the possibility of adopting a structure similar to other jurisdictions, with one Council meeting per month and another work session, to allow for more focused discussions without rushing or keeping the public waiting for extended periods. Joyner acknowledged that this might not be something the Council could decide on immediately but recommended further discussion. She proposed that she and Dr. Manker work together to develop a few options for a revised schedule, which could be presented back to the Council for consideration. The idea was well- received by the Council, and they agreed to explore the proposal further. Councilor Daye makes a motion to adopt the meeting schedule as presented and to revisit the May 27th meeting date as it gets closer. Vice Mayor Gore seconds the motion. ROLL CALL Vice Mayor Joyner- Councilor Harris- Mayor Partin- Councilor Ellis- Councilor Daye- Councilor Stokes- Councilor Holloway- Yes Yes Yes Yes Yes Yes Yes Motion Passes 7-0 CLOSED MEETING Vice Mayor. Joyner moves to go into closed meeting pursuant to Va. Code Section $2.2-3711 (A)(1) to discuss and consider personnel matters, including board and commission appointments; the assignment and performance of specific appointee and employees of City Council, and to the extent such discussion will be aided thereby. Councilor Harris seconds the motion. ROLL CALL Vice Mayor Joyner- Councilor Harris- Mayor Partin- Councilor Ellis- Councilor Daye- Councilor Stokes- Councilor Holloway- Yes Yes Yes Yes Yes Yes Yes Motion Passes 7-0 RECONVENE OPEN MEETING Vice Mayor Joyner makes a motion to come out ofclosed meeting. Councilor Stokes seconds the motion. ROLL CALL Vice Mayor Joyner- Councilor Harris- Mayor Partin- Councilor Ellis- Councilor Daye- Councilor Stokes- Councilor Holloway- Yes Yes Yes Yes Yes Yes Absent Motion Passes 6-0 CERTIFICATION PURSUANT TO VIRGINIA CODE $ 2.2-3712 (D): Were only public business matters (I) lawfully exempted from open-meeting requirements and (2) identified in the closed-meeting motion discussed in closed meeting? ROLL CALL Vice Mayor Joyner- Councilor Harris- Mayor Partin- Councilor Ellis- Councilor Daye- Councilor Stokes- Councilor Holloway- Yes Yes Yes Yes Yes Yes Absent Motion Passes 6-0 Mayor Partin read out the list of appointments for various Council standing boards and commissions. For the Ethics Committee, Councilors Daye and Harris were appointed. Councilors Harris and Holloway were appointed to the Crater Planning District Commission. Councilor Daye was appointed to the CPMT, while Vice Mayor Joyner, Councilors Harris, Stokes, and Holloway were appointed to the CDBG Committee. The mayor also announced several other appointments, including Councilor Stokes as a non-voting member oft the HRHA and Vice Mayor Joyner as a non-voting member oft the EDA. Councilor Ellis was appointed to the Water Renewal Commission, and Councilors Harris and Holloway were appointed to the Healthy Families Advisory Board. Other appointments included Councilor Stokes to the MPO, Vice Mayor Joyner to the ChiefLocal Elected Officials Board, and Councilor Stokes as the interim Council appointment to the Planning Commission. Additionally, Vice Mayor Joyner and the Mayor were appointed to the combined City Council and School Board Facilities Committee and Work Group, with the mayor also serving on the Technology Fund Committee. Councilor Stokes was appointed to the Law Library Committee, Vice Mayor Joyner to the Virginia First Cities Coalition, and Councilors Ellis and Daye to the Hopewell Prince George Chamber of Commerce Liaison roles. Mayor Partin assured the Council that the full list would be sent via email. Councilor Daye makes a motion to approve the slate ofappointments. Vice Mayor Joyner seconds the motion. ROLL CALL Vice Mayor Joyner- Councilor Harris- Mayor Partin- Councilor Ellis- Councilor Daye- Councilor Stokes- Councilor Holloway- Yes Yes Yes Yes Yes Yes Absent Motion Passes 6-0 Mayor Partin asks council ifthere is a motion to dissolve the Historical Preservation Committee and transfer their duties and responsibilities to the Architecture Review Board. Vice Mayor Joyner makes a motion to dissolve the Historical Preservation Committee and transfer their duties and responsibilities to the Architecture Review Board. Councilor Stokes seconds the motion. ROLL CALL Vice Mayor Joyner- Councilor Harris- Mayor Partin- Councilor Ellis- Councilor Daye- Councilor Stokes- Councilor Holloway- Yes Yes Yes Yes Yes Yes Absent Motion Passes 6-0 ADJOURNMENT: Respectfully Submitted, hAian E Brittani Williams, City Clerk