I would like to know if your locality has adopted a Coat of Arms, and if yes, what purpose it serves.  Is it used on official documents, is it used in conjunction with the official seal, do you allow it to be used by outside agencies or the public? The Waynesboro City Council adopted the city’s Coat of Arms in 2007, but I’m not sure of its purpose.  Any input you have is greatly appreciated.

Thank you.

Julia Bortle, CMC

Clerk of Council

City of Waynesboro

My County Attorney has advised that when advertising public hearings for planning and utilities fee increases, the entire text of the ordinance, including underline and strike-outs, must be advertised to meet the legal requirements.  This has resulted in extremely costly ads.  Have any other clerks recently advertised public hearings for planning and/or utilities fee increases?  If so, were you required to include the entire text of the ordinance in the advertisement?

Janice Blakley, CMC
Clerk to the Board of Supervisors
Chesterfield County

Not sure if this question is appropriate for the board as I am sure most Clerks do not handle W2 forms, but I thought I would ask anyway. 

I would like to know how long is it necessary to keep W2 forms, and if an employee (current or former) requests a copy of a W2, do you require them submit their request in writing, in person, verbally, etc.?

Jessica M. Ellis
Clerk of Council
Town of Louisa 

Is it a state code requirement or a locality custom to have the mayor sign the official minutes? 

Julia Bortle, CMC

Clerk of Council

City of Waynesboro

I would like to know if there are any  localities that have a policy in place relating to donations being received for the Sheriffs Department to go towards an Auxiliary Program.  If so,  any information would be appreciated.

K. Diane Gaber, CMC

Deputy Clerk of the Board
King and Queen County 

I am looking for guidance from localities that have a public pool –

Does your pool meet the new March 2012 ADA requirements regarding lifts or ramps?

If not, are you installing one prior to the pool opening? Which brand and style?

If you feel you are not required to comply with the new requirement – what is the reason?

Any information is greatly appreciated. Thanks, Lisa

Lisa M. Hricko, MMC

Clerk of Council

Town of Farmville

I have over 4,000 hours of Board meeting on VHS.  These are meetings prior to 2003 when we converted to digital.  I need to get the tapes converted to digital and backed.  Has anyone done this before?  If so, what vendor did you use?

Hope L. Halleck
Clerk to the Arlington County Board 

I am looking for contact information from localities that charge a college or university located within their jurisdiction a fee in lieu of tax (PILOT).

Lisa Hricko

Town of Farmville

Can you please send me an electronic file of your agenda format for your regular Board of Supervisors Meetings?  My email is mlowe@powhatanva.gov.  Thanks!

Melissa Lowe
 Powhatan County

I would like to know if any communities have policies for the Press attending their meetings.  We are specifically looking at the press or people that video tape at meetings.  Thanks



Jennifer Helbert
Purcellville