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MINUTES
Commonwealth’s Attorneys’ Services Council
Henrico Sheriff’s Office
November 7, 2018 12:00 Noon

Council Members Present
Officers:
Roy F. Evans (Smyth County), Chairman
Jeffrey W. Haislip (Fluvanna County), First Vice Chairman
Theo K. Stamos (Arlington County/Falls Church), Secretary
Patricia T. Watson (Greensville Co./Emporia, Past Chairman

Council District Representatives:

1. LaBravia J. Jenkins (Fredericksburg)
3. Georgette C. Phillips (Isle of Wight)
10. Marc H. Abrams (Winchester)
11.  Raymond F. Morrogh (Fairfax County)

Other Commonwealth’s Attorney’s Present
Donald S. Caldwell (Roanoke City)
Paul B. Ebert (Prince William County)
Holly Smith (Gloucester County)
Colin D. Stolle (Virginia Beach)
C. Phillips Ferguson (Suffolk)
Susan O. Fierro (Prince George County)
Darrel W. Puckett (Appomattox County)
R. Bryan Haskins (Pittsylvania County)
Marsha L. Garst (Rockingham County/Harrisonburg)
Christian E. Rehak (Radford)

CASC Staff Present
Jane Sherman Chambers

VACA Staff Present
Michael R. Doucette, Executive Director

Call to Order
Mr. Evans called the meeting to order at 12:05 p.m.

Minutes
The draft minutes from the September 25, 2018, meeting were previously posted and circulated to Council.  The minutes were approved as submitted. 

Chairman’s Report
Mr. Evans reported that the Curriculum Retreat was held over the weekend and he felt very positive about the agendas that were developed.

Administrator’s Report
Ms. Chambers reviewed the agenda items: 

Old Business

CATF Update
Ms. Chambers reviewed the CATF balance sheet reflecting account activity through September 30, 2018. 

CASC Curriculum Retreat Update
Ms. Chambers reported that the re-scheduled Curriculum Retreat was held from November 4 – 5, 2018, at Berry Hill in Halifax County.  She reviewed in detail the Spring Institute and Summer Conference draft agendas that were developed during the course of the retreat.

2018 Executive Program Update
Ms. Chambers reported that approximately 120 people have registered so far for the Executive Program.  There are still a few hotel rooms left.  The draft Executive Program agenda was circulated via email.  She reviewed the schedule of events and encouraged people to register, even if they are not sure that they will be able to attend, especially if they wanted a printed binder of materials. 

Richmond Office and Meeting Space Update
Ms. Chambers reported that the first two office spaces that CASC was interested in had been leased to existing SunTrust tenants.  She circulated a test fit diagram of available space on the 12th floor of the SunTrust building.  The test fit reflects changes that she requested.  Currently SunTrust management is working on developing a cost estimate for the specific upgrades and improvements requested by Mr. Casey for the training room and recording studio. 

Future of Spring Institute Committee Report
Mr. Haislip reported that the committee met at the Henrico Commonwealth’s Attorneys Office on October 30, 2018.  The meeting was well attended and discussion was robust.  After reviewing available options for locating Spring Institute 2022 and beyond, it was determined that the best course of action to address everyone’s concerns was to find an option in the Richmond area and to rotate between Richmond and Norfolk.  CASC would have to pursue the utilization of convention space in Richmond and multiple local hotels.  The meeting space cost will be higher, but that is the only way to provide sufficient training space for what may be 1000 attendees by 2022.  The committee’s recommendation to the Board was for CASC to proceed with locating the 2022 and 2024 Spring Institutes in Richmond.   A motion to adopt the recommendation was made, seconded and duly passed.   Mr. Haislip also advised that the committee recommended that VACA pursue the use of drink tickets for their hospitality suite.

New Business

CASC Staff Attorney Retirements
Ms. Chambers reported that she recently received retirement notifications from both Transportation Safety Resource Prosecutors (TSRP.)  Their anticipated retirement dates are March 1, 2019.  She reminded members that one of those positions is full-time and is funded approximately 2/3 by the DMV.  The other position is hourly and is funded 100% by the DMV.  She has met with the DMV to discuss combining both positions into one full-time TSRP position.  They indicated that they liked the idea.  Ms. Chambers is working on amending the job description and the budget for DMV’s approval. 

2021 Executive Program Venue
Ms. Chambers reported that the 2019 Executive Program will be held in Staunton and the 2020 Executive Program will be held in Roanoke.   Two suggested options for the 2021 Executive Program are Halifax County and Bath County.  Concern was expressed that driving conditions in the mountains in December can be unpredictable.  A motion was made, seconded and duly passed to investigate holding the 2021 Executive Program in Halifax County.

Adjournment
There being no further business before Council, the meeting adjourned at 12:35 p.m.  The next regularly scheduled meeting is Wednesday, December 5, 2018, at 2:00 p.m. at the DoubleTree Hotel in Williamsburg. 


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