* This transcript was created by voice-to-text technology. The transcript has not been edited for errors or omissions, it is for reference only and is not the official minutes of the meeting. [00:00:14] UM, GOOD EVENING. I CALL TO ORDER THE MAY 29TH, 2025 MEETING OF THE DESIGN REVIEW COMMITTEE. UH, MRS. PARKER, DO WE HAVE A QUORUM? YES, SIR. MR. CHAIRMAN, WE HAVE A QUORUM. GREAT. UM, OUR NEXT [A. CALL TO ORDER & DETERMINATION OF QUORUM] ITEM ON THE AGENDA IS ELECTION OF OFFICERS. MS. PARKER, WILL YOU PLEASE OPEN THE FLOOR FOR NOMINATIONS OF THE DESIGN REVIEW COMMITTEE CHAIR? YES, SIR. ARE THERE ANY NOMINATIONS FOR CHAIR ? UM, I NOMINATE PAUL COSTELLO FOR CHAIR. IS THERE A SECOND? I SECOND. ALL RIGHT. ALL IN FAVOR? AYE. AYE. THANK YOU. OKAY. UM, SO ELECTION OF VICE CHAIR MRS. PARKER, WILL YOU PLEASE OPEN THE FLOOR FOR NOMINATIONS OF THE DESIGN REVIEW COMMITTEE FOR VICE CHAIR? YES, SIR. ARE THERE ANY NOMINATIONS FOR VICE CHAIR? YES. UM, WHAT'S YOUR LAST NAME? ARMSTRONG . I, I REC, I, UH, RECOMMEND MRS. ARMSTRONG. ALL RIGHT. AND DO WE HAVE A SECOND? I SECOND. ALL RIGHT. ALL IN FAVOR? AYE. [B. ELECTION OF OFFICERS] THANK YOU. OUR NEXT ITEM ON THE AGENDA IS REVIEW OF DESIGN REVIEW COMMITTEE BYLAWS. MS. ALEXANDER SPALDING, DEPUTY COUNTY ATTORNEY, WILL GO OVER THE PROPOSED CHANGES TO THE BYLAWS AND APPROVAL [C. OTHER BUSINESS] OF THE BYLAWS WILL REQUIRE A MOTION AND A VOTE. [1) Review of Design Review Committee Bylaws] GOOD EVENING. I'M ALEXANDRA SPALDING, AND I'VE MET TWO OF THE THREE OF YOU. I AM THE DEPUTY COUNTY ATTORNEY, AND I SERVE WITH YOUR COMMITTEE. AND, UH, I UNDERSTAND YOU DON'T MEET ALL THAT OFTEN, BUT TONIGHT ONE OF THE THINGS WE MUST DO, BECAUSE IT'S YOUR ANNUAL MEETING, IS WE MUST LOOK AT THE BYLAWS. AND I HAVE MADE SOME CHANGES BASED ON CHANGES MADE TO THE BOARD OF SUPERVISORS BYLAWS, THE PLANNING COMMISSION'S, BYLAWS, AND SOME OF THOSE WERE PUT INTO EFFECT BY THE VIRGINIA CODE. SO I'M HOPEFUL THAT YOU HAD A CHANCE TO LOOK OVER THE PACKET AHEAD OF TIME. I DRAFTED A BRIEF MEMO FOR YOU. UM, DO YOU WANT ME TO GO OVER ALL OF THESE? DO YOU HAVE QUESTIONS? HOW WOULD YOU LIKE ME TO PRESENT THESE TO YOU? I, I'M HAPPY JUST TO ASK QUESTIONS. I MEAN, IF WE'VE ALL READ IT, UM, OKAY. VERY GOOD. I DO HAVE A QUESTION. YES, MA'AM. UM, WHEN I READ THROUGH THE REMOTE PARTICIPATION POLICY, WHICH ARTICLE FOUR? YES, MA'AM. UM, IT'S PRETTY CLEAR UNTIL I GET DOWN TO 4.2 0.1, WHERE IT APPEARS TO SAY THAT THERE'S ONLY A QUORUM IF ONE OF THE MEMBERS IS PARTICIPATING REMOTELY BECAUSE THEY EITHER HAVE A DISABILITY OR ARE A CAREGIVER FOR A PERSON WITH A DISABILITY. YES, MA'AM. BUT WE SHOULD BE ABLE TO HAVE A QUORUM IF THE PERSON'S OUT BECAUSE OF A PERSONAL MATTER AS WELL. SO I DON'T KNOW IF I'M MISREADING IT OR DRAWING IT TOO TIGHTLY. UH, ACTUALLY, YOUR, I, I DO NOT BELIEVE A PERSON WHO IS OUT FOR A PERSONAL MATTER COUNTS FOR TOWARD THE QUORUM. IT TWO PEOPLE HAVE TO BE PHYSICALLY PRESENT. YOU HAVE TO HAVE A MAJORITY, TWO PEOPLE PHYSICALLY PRESENT IN THE LOCATION. THE VIRGINIA CODE CHANGED THIS TO ALLOW FOR A PERSON TO BE OUT FOR THIS REASON AND STILL COUNT FOR QUORUM. AND YOU ARE AN AWFULLY SMALL BODY. BUT LET ME LOOK AT THIS. WE, WE DID HAVE, IN ONE MEETING, WE DID HAVE A SPECIAL MOTION TO ALLOW ONE OF OUR MEMBERS PARTICIPATE REMOTELY. I THINK HE WAS SICK. YEAH. UM, NOW WE, I THINK WE HAD A QUORUM WITHOUT HIM. WELL, WE VOTED IN THE BEGINNING TO ALLOW THAT TO TAKE PLACE, BUT I THINK IT WAS A ONE, THERE WERE TWO TIME THING, IT WASN'T A BLANKET. RIGHT. SO THERE WAS, IF I'M REMEMBERING CORRECTLY, AND I'M GOING BACK A LITTLE WAYS WHERE MI, MR. DANDRIDGE AND MS. ARMSTRONG ARE BOTH PRESENT YES. AT THAT MEETING. YES. SO WE DID HAVE A QUORUM. YOU DID HAVE A QUORUM, BUT IT ALLOWED ELECTRONIC PARTICIPATION OF OUR THIRD MEMBER AT THE TIME WHO WAS SICK AND HAD BEEN, IT WAS A MEETING THAT HAD BEEN SEEN BY THE DESIGN REVIEW COMMITTEE TWO TIMES. AND IT WAS A THIRD MEETING THAT IT WAS IMPORTANT THAT HE BE PART OF DISCUSSION. SO THEY ALLOWED, UM, OR UM, HAD A SPECIAL MEETING TO ALLOW THAT. YEAH. UM, AND I BELIEVE MS. PAULINE, WE HAD A SIMILAR DISCUSSION, I BELIEVE WITH THE PLANNING COMMISSION OF THE BOARD. IT IS CONFUSING THAT YOU HAVE SORT OF DIFFERENT REASONINGS FOR, UM, OF ABSENCE, RIGHT? I THINK SO. IT IS, IT IS THAT IT IS THE LAW AND IT IS, IT IS CONFUSING. IT SEEMS CONTRADICTORY HOW IT OCCURS, BUT IT MORE PREVALENT FOR PEOPLE, MORE AN IMPACT FOR YOU BECAUSE YOU'RE ONLY A THREE PERSON BODY VERSUS THE FIVE OF OUR OTHER, UM, COMMITTEES, YOU KNOW, B-C-A-P-C AND, AND BOARD. BUT IF WE DID HAVE A SITUATION WHERE ONE OF OUR MEMBERS WAS NOT PRESENT DUE TO A PERSONAL MATTER OR THEY COULD BE PRESENT VIRTUALLY, WOULD WE HAVE TO DO A SPECIAL MEETING AGAIN TO ALLOW THEM TO PARTICIPATE IN THAT MEETING? [00:05:01] THE, UNDER YOUR BYLAWS WITH REGARD TO, UH, MISSING FOR A PERSONAL MATTER, I BELIEVE THEY HAVE TO LET THE CHAIR KNOW WITHIN A TIMEFRAME, AND THEN YOU ALL HAVE TO VOTE TO ALLOW THAT PARTICIPATION. AND THEY HAVE TO GIVE YOU INFORMATION, I BELIEVE, UPON WHERE THEY ARE. AND, UM, OH, I'M SORRY. IT'S ACTUALLY THE CHAIR WHO CAN MAKE THIS, THIS IS DIFFERENT THAN THE PLANNING COMMISSION. THE CHAIR CAN ACTUALLY MAKE THE DECISION AND THEN THE OTHER TWO MEMBERS CAN, CAN APPEAL THE CHAIR'S DECISION IF THEY, IF THEY WISH TO. UM, BUT IF WE WERE DOWN TO ONE MEMBER IN PERSON RIGHT. THAT PERSON WOULD NOT CONSTITUTE A QUORUM. THAT IS MY, NO, THAT IS MY UNDERSTANDING THAT TWO, FOR PER, FOR SOMEBODY, ONE OF THE THREE OF YOU MISSING FOR A PERSONAL REASON, YOU CAN STILL PARTICIPATE, BUT YOU DON'T COUNT FOR QUORUM IF ONE OF YOU IS MISSING BECAUSE YOU MEET THE DEFINITION OF BEING A CAREGIVER OR YOU ARE A PERSON WITH A DISABILITY, AND THAT'S DEFINED IN THE VIRGINIA CODE. UM, YOU CAN ACTUALLY BE PRESENT ELECTRONICALLY AND COUNT TOWARDS QUORUM. SO IT'S JUST ONE PERSON AND THEN ONE VIRTUAL. WE DON'T MAKE A QUORUM IF IT'S PURELY FOR ILLNESS. SO, AND I THINK THE DISTINCTION IS THAT YOU DISTRESS, IT'S THE DISABILITY OR YOU HAVE A, YOUR CAREGIVER, YOU ALREADY HAVE SOMETHING THAT'S SORT OF A PRE UNDERSTOOD TYPE OF ACTIVITY. RIGHT. THEN THAT PERSON CAN COUNT TOWARDS QUORUM, ELECTRONICALLY. I THINK THAT'S WHAT, WHAT YOU JUST SAID. I'M JUST REPEATING AGAIN. IT WOULD IT BE, WOULD IT BE ILLEGAL TO HAVE ONE IN PERSON AND ONE VIRTUALLY DUE TO A PERSONAL MATTER? YOU, YOU, YOU DO NOT HAVE, UH, I ACTUALLY HAVE TO GO BACK AND CHECK THE VIRGINIA CODE ON THAT, BUT I BELIEVE THAT YOU HAVE TO HAVE AT LEAST TWO MEMBERS OF A BODY PRESENT. OKAY. IN THE PHYSICAL LOCATION IN ORDER FOR, UH, IN ORDER FOR SOMEBODY ELSE TO PARTICIPATE ELECTRONICALLY. MM-HMM. OF COURSE YOU ALSO HAVE AN ISSUE HERE. YOU CAN ONLY HAVE ONE PERSON PARTICIPATING ELECTRONICALLY, I BELIEVE, AND YOU ALSO HAVE A QUORUM ISSUE, WHEREAS LARGER BODIES, UH, THEY HAVE DIFFERENT ISSUES WITH QUORUM AND, AND PEOPLE SEPARATING. YEAH. OKAY. BUT IF YOU WISH ME TO GO BACK AND LOOK THAT UP, I'M HAPPY TO DO SO. WELL KIND OF FOR MY EDUCATION, BUT IT'S NOT CRITICAL. UM, BUT I'M, HOPEFULLY WE'RE NEVER GONNA RUN INTO THAT ISSUE, YOU KNOW? 'CAUSE WE CAN ALWAYS MOVE THE MEETING, BUT MM-HMM . JUST WOULD THAT, WOULD THAT BE THE WAY TO MITIGATE IT? THAT'S STILL AN ALTERNATE. YEAH. OR HAVE OUR ALTERNATE WE DO HAVE AN ALTERNATE SERVING, YES. OKAY. SO WE'RE NOT THAT'S ABSOLUTELY DEFENDABLE. IT'S, IT'S ONE OF THE REASONS I THINK THAT, THAT LETTING THE CHAIR KNOW AHEAD OF TIME THAT SOMEBODY IS GONNA BE UNAVAILABLE. EITHER I HAVE A PERSONAL REASON OR I QUALIFY, BUT YOU MAY WISH TO GET SOMEBODY ELSE. RIGHT. DEPENDING UPON WHAT'S GOING ON. SO THEN YOU ACTUALLY CAN HAVE QUORUM. OKAY. YEAH. AND, UH, THE, THE BUSINESS OF THE COMMITTEE CAN RUN WHETHER OR NOT THE THIRD PERSON YEAH. PARTICIPATES. GOTCHA. OKAY. THANK YOU. I DON'T HAVE ANY OTHER QUESTIONS. ANY OTHER QUESTIONS? NO, THANK YOU. ALL RIGHT. YOU'RE WELCOME. SO WE NEED TO APPROVE THOSE, RIGHT? YES. YOU WILL NEED A MOTION AND A VOTE FOR THE APPROVAL OF THE AMENDMENTS TO THE BYLAWS. I MAKE A MOTION THAT WE APPROVE THE AMENDMENTS TO THE BYLAWS. I SECOND. ALL IN FAVOR? AYE. SO MOVED. THANK YOU. UM, APPROVAL OF THE MINUTES, I GUESS IS THE NEXT ITEM. YES SIR. IS THERE ANY [D. APPROVAL OF MINUTES – November 13, 2024] QUESTIONS ON THE MINUTES CHANGES? NO, I THINK FINE. OKAY. I'LL MOVE THAT WE APPROVE THE MINUTES AS PRESENTED. A SECOND. ALL IN FAVOR SAY AYE. AYE. AYE, AYE. ALL RIGHT. OKAY. IS THERE ANY OTHER BUSINESS? NO OTHER BUSINESS. OKAY. MEETING IS ADJOURNED. THANK YOU. THANK YOU. THAT'S TOO SOON. NOW I GOTTA COOK DINNER. [E. ADJOURNMENT] I NEED TO RUN UNTIL AT LEAST EIGHT MINUTES. RECORD LIKE MR. CHERRY, DON'T DRAG IT OUT. , UM, MINUTES. * This transcript was created by voice-to-text technology. The transcript has not been edited for errors or omissions, it is for reference only and is not the official minutes of the meeting.