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03-19-2013 BOS PacketBOARD PACKET BOARD OF SUPERVISORS ADJOURNED MEETING MARCH 19, 2013 a 1767 P1 C PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ADJOURNED MEETING TUESDAY, MARCH 19, 2013 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA Call to Order — 7:00 p.m. 2. Roll Call Barber0 Barksdale0 BowmanO EckerO HagermanO Harville0 SneadO 3. Pledge of Allegiance 4. Emergency Items to be added to the Agenda Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by BarberO Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO (a) APPROVAL OF AGENDA - Pages Motion by Barber0 BarksdaleO BowmanO EckerO HagermanO HarvilleO SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO HEARING OF CITIZENS P2 CONSENT AGENDA Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO 5. (a) "Read Across America" — Gretna Elementary School — Pages 15 -16 Motion by Barber0 Barksdale0 Bowman0 EckerO HagermanO HarPilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvifieO SneadO (b) Proclamation — American Red Cross Month — Pages 17 -18 Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 Barksdale0 BowmanO EEckerO Hagerman0 HarvilleO SneadO (c) Resolution — Dan River Varsity Boys' Basketball Team — Pages 19 -20 Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO Hagerman0 HarvilleO SneadO (d) Proclamation — National County Government Month — Pages 21 -22 Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO (e) Proclamation — National Animal Control Officer Appreciation Week — Pages 23 -24 Motion by Barber0 BarksdaleO BowmanO EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO (f) Proclamation — National Volunteer Week — Pages 25 -26 Motion by BarberO BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowm=17 EckerO Hagerman0 Harville0 SneadO (g) Proclamation — National Public Safety Telecommunications Week — Pages 27 -28 P3 Motion by BarberO BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by BarberO BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO (h) Regional One — April — Page 29 PUBLIC HEARINGS Rezoning Cases Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Open: Close: Case 1: Transcontinental Gas Pipeline — Banister District; R -13 -013 (A -1, Agricultural District to M -1, Industrial District, Light Industry) Roll Call Vote (Raft Cat/ Vote Y or N) Motion by Barber0 Barksdaletl BowmanO EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Open: Close: Case 2: Randy Ray Barber — Dan River District; R -13 -014 (R -1, Residential Suburban Subdivision District to A -1, Agricultural District) Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Raft Cat/ Vote Y or N) Motion by Barber0 Barksdaletl BowmanO EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Open: Close: Case 2: Randy Ray Barber — Dan River District; R -13 -014 (R -1, Residential Suburban Subdivision District to A -1, Agricultural District) Roll Call Vote (RoflCal(Vole YorN) P4 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Hmille ❑ ❑ ❑ Snead ❑ ❑ ❑ (RoflCal(Vole YorN) P4 Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO Seconded by Barber0 BarksdaleO BowmanO EckerO HagermanO HarvilleO SneadO Open: Close: Case 3: A &N Ventures, LLC — Chatham- Blairs District; R -13 -015 (R -1, Residential Suburban Subdivision District to B -2, Business District, General) Open: Roll Call Vote (Roa Caa Vote Y or N) Motion by BarberO Barksdale0 BowmanO EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Close: Case 4: Raymond Addison Blair — Callands- Gretna District; R -13 -016 (A -1, Agricultural District to B -2, Business District, General) Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Hamille ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roa Caa Vote Y or N) Motion by BarberO Barksdale0 BowmanO EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Close: Case 4: Raymond Addison Blair — Callands- Gretna District; R -13 -016 (A -1, Agricultural District to B -2, Business District, General) Roll Call Vote (Roll Call Vote For N) P5 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote For N) P5 Public Hearings Open: Motion by Barber0 BarksdaleO BowmanO EckerO HagermanO HarvilleO SneadO Seconded by Barber0 BarksdaleO BowmanO EckerO Hagerman0 HarvilleO SneadO Close: 6. Public Hearing to receive citizen input on proposed amendments to Pittsylvania County Code, Chapter 22, Compensation -Board of Supervisors, §22.1 (c)(1), Annual Salary. The proposed amendment would modify the Board of Supervisors' Travel Expense Policy to comply with new changes in the Internal Revenue Service (IRS) laws and County Policies & Procedures — Pages 31 -33 Roll Call Vote Y N A Barber f i Barksdale G Bowman = r Eeker Hagerman Z Harville Snead (Roll Call Vote YorN) Open: Motion by Barber0 Barksdale0 BowmanO EckerO HagermanO Harville0 SneadO Seconded by Barber0 BarksdaleO BowmanO EckerO HagermanO HarvilleO SneadO Close: 7. Public Hearing to receive citizen input on the proposed amendments to Pittsylvania County Code, Chapter 17, Article III, Solid Waste Disposal Fee. The proposed amendments would alter language in §17 -15, 17 -17, and 17 -19 of Chapter 17. — Pages 34 -40 Roll Call Vote Y N A Barber _, Barksdale l Bowman Ecker D Hagerman :7 Hmille -. Snead ❑ (Roll Call Vote YorN) P6 PRESENTATIONS 8. Resolution — Dan River Varsity Boys' Basketball Team 9. Proclamation — American Red Cross Month UNFINISHED BUSINESS Motion by Barber17 Barksdale0 BowmanO EckerO HagermanO HarvilleO SneadO Seconded by BarberO Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO 10. Expenditure Refunds — At the Board of Supervisors meeting on Monday, March 4, 2013, a motion was made by Mr. Harville, seconded by Mr. Snead that required a 10- Day Layover that has now been met. A Roll Call Vote is now required — Pages 43 -47 Roll Call Vote (Roll Call Vote Y or N) NEW BUSINESS Motion by BarberO Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by BarberO BarksdaleO BowmanO EckerO Hagerman0 HarvilleO SneadO 11. Recommendations from Finance Committee — The Finance Committee will meet at 3: 00 pm on Monday, March 11, 2013 and at 4:00 pm on Tuesday, March 19, 2013. Any recommendations from those meetings will be submitted to the full Board of Supervisors - Pages 48 -49 P7 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Y or N) NEW BUSINESS Motion by BarberO Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by BarberO BarksdaleO BowmanO EckerO Hagerman0 HarvilleO SneadO 11. Recommendations from Finance Committee — The Finance Committee will meet at 3: 00 pm on Monday, March 11, 2013 and at 4:00 pm on Tuesday, March 19, 2013. Any recommendations from those meetings will be submitted to the full Board of Supervisors - Pages 48 -49 P7 Motion by Barber0 Barksdale0 Bowman0 EckerO HagermanO Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO 12. Change Order 1— Orphanage Road /Jefferson Road Waterline Extension — Pages 50 -52 Motion by Barber0 Barksdale0 BowmanO EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO 13. Change Order — E911 Upgrade Project — Pages 53 -54 Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by BarberO BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO 14. Line of Duty Act (LODA) Trust — Pages 55 -60 Motion by Barber0 BarksdaleO BowmanO EckerO Hagerman0 Harville0 SneadO Seconded by BarberO BarksdaleO BowmanO EckerO Hagerman0 Harville0 SneadO 15. Animal Friendly Plates — Appropriation of Additional State Funds — Requires a Roll Call Vote — Page 61 Roll Call Vote (Roll Call Vote YorN) 16. Motion by BarberO Barksdale0 BowmanO EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO HagermanO HarvilleO SneadO Appropriation 973 Loader for Pittsylvania County Landfill — Pages 62 -64 Ps Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote YorN) 16. Motion by BarberO Barksdale0 BowmanO EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO HagermanO HarvilleO SneadO Appropriation 973 Loader for Pittsylvania County Landfill — Pages 62 -64 Ps Motion by Barbera BarksdaleO BowmanO Eckera HagermanO Harvillea SneadO Seconded by Barbera Barksdalea Bowman0 Eckera Hagermana Harvillea SneadO 17. Resolution — Tobacco Indemnification and Community Revitalization Commission — Pages 65 -66 Motion by Barber❑ BarksdaleO BowmanO Ecker❑ Hagerman❑ Harville❑ Snead❑ Seconded by Barbera Barksdale0 Bowman 17 EckerO Hagermana Harvillea Sneada 18. Amendment — American Electric Power (AEP) Local Government Service Agreement — Pages 67 -72 Motion by Barbera Barksdalea BowmanO EckerO Hagermana Harpillea SneadO Seconded by Barbera BarksdaleO BowmanO Eckera HagermanO HarvilleO Sneada 19. Revenue Sharing Project — Virginia Department of Transportation (VDOT) — Pages 73 -74 Motion by Barbera BarksdaleO Bowman0 Eckera HagermanO Harvillea SneadO Seconded by Barbera Barksdalea Bowmana EckerO HagermanO Harvilleo Sneada 20. Appropriation State Survey and Planning Funds Grant — (Tobacco Barn Project) Requires a Roll Call Vote — Pages 75 -81 Roll Call Vote (RoRCalt Vole Yor NJ P9 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (RoRCalt Vole Yor NJ P9 Motion by Barber0 BarksdaleD BowmanD EckerEl HagermanD HarvilleD SneadD Seconded by Barber0 BarksdaleO BowmanO EckerO Hagerman0 HarvilleO SneadO 21. Classification and Pay Plan — Pittsylvania County Personnel Plan — Mr. Barksdale — Page 82 BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL REPORTS FROM COUNTY ADMINISTRATOR — Pages Motion by Barber0 BarksdaleO BowmanO EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO Entered Closed Session: CLOSED SESSION 22. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community. Authority: 2.2- 3711(A)(5) of the Code of Virginia, 1950, as amended Subject Matter: Project Tire Purpose: Discussion of potential incentive package No 23. Discussion, consideration, or promotions, demotions, salaries of specific employees or employees of any public body where such evaluation will necessarily involve discussion of performance of specific individuals. Authority: 2.2 -3711 (A)(1) of the Code of Virginia, 1950, as amended Subject Matter: Economic Development Purpose: Severance Package Re -enter Open Session: Motion by Barber0 BarksdaleO BowmanO EckerO HagermanO HarvilleO SneadO Seconded by BarberO BarksdaleO Bowman0 EckerO Hagerman0 Harville0 Sneadn CERTIFICATION Adjournment Motion by Barber0 BarksdaleO BOWmanO EckerO Hagerman0 Harville0 SneadO Seconded by BarbeTO BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Time Adjourned: PH Y N Barber ❑ ❑ Barksdale ❑ ❑ Bowman ❑ ❑ Ecker ❑ ❑ Hagerman ❑ ❑ Harville ❑ ❑ Snead ❑ ❑ Adjournment Motion by Barber0 BarksdaleO BOWmanO EckerO Hagerman0 Harville0 SneadO Seconded by BarbeTO BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Time Adjourned: PH EMERGENCY ITEMS TO BE ADDED P12 HEARING OF THE CITIZENS P13 CONSENT AGENDA P14 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: "Read Across America" SUBJECT/PROPOSAL/REQUEST: Invitation from Gretna Elementary School STAFF CONTACT(S): William D. Sleeper AGENDA DATE: 03 -19 -2013 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes ITEM NUMBER: 5(a) INFORMATION: INFORMATION: BACKGROUND: Knowing that motivating children to read is an important factor in student achievement and creating lifelong successful readers, the National Education Association (NEA) began "Read Across America" on March 2,1998 as a national movement involving the participation of adults and children in various reading activities. Locally, everyone from schools to libraries to community centers hosts many events to celebrate and promote children's reading. Attached hereto is an invitation from the Special Activities Committee for the Gretna Elementary School inviting the Board of Supervisors to attend both their Science Fair and celebration of Read Across America on Thursday, March 21, 2013. RECOMMENDATION: Staff submits this invitation to the Board of Supervisors for their consideration. P15 The Syecial.Activities Committee of Gretna Elementary School Wouldlike to Invite you to Attendour Science ,Fair and Celebration of ReadAcross .America On ?1hursday, JVtarch 21, 2013 0.V�VF�4 This years Theme is "Reading 'Round the 'World' Science ,Fair. 5.30PM - Gym Read.Across America: 6.00P -Vl - Homerooms Parents wid assemble in the gym at 6 -ooPM for a report from the PT'O, SOE Information Session, andMusical Presentation while students go to their classrooms. ZYe to-to yourpresence. P16 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Proclamation — Red Cross Month SUBJECT/PROPOSAL/REQUEST: Proclamation STAFF CONTACT(S): William D. Sleeper BACKGROUND: March 2013 is American Red Cross Month. AGENDA DATE: 03 -19 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 5(b) INFORMATION: INFORMATION: DISCUSSION: Attached hereto is a proclamation declaring March 2013 as American Red Cross Month, encouraging all Americans and the citizens of Pittsylvania County to pledge their support to the American Red Cross, to continue to provide the helping hand necessary during disasters, wars and medical emergencies. Mr. Ralph Lawson, Community Chapter Executive for the Piedmont Virginia Chapter of the American Red Cross will be present to accept the proclamation. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the attached Proclamation and authorize the County Administrator to distribute this notification throughout Pittsylvania County and the required news media to encourage support for the American Red Cross in our region. P17 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PROCLAMATION AMERICANRED CROSS MONTH MARCH2O13 VIRGINIA: AT THE ADJOURNED MEETING OF THE PITTSYLVANIA COUNTY BOARD OF SUPERVISORS IN THE GENERAL DISTRICT COURTROOM IN CHATHAM, VIRGINIA ON TUESDAY, MARCH 19, 2013, THE FOLLOWING PROCLAMATION WAS PRESENTED AND ADOPTED: Whereas, the American Red Cross has touched many lived in our area as well as across the country and around the world; and Whereas, during American Red Cross Month, we thank those who contribute to the mission of the Red Cross, whether through time, money or blood, and we invite others to support the Red Cross in helping people in need down the street, across the country and around the world- and Whereas, the American Red Cross is synonymous with helping people, and has been doing so for more than 130 years. Throughout the past year, the American Red Cross launched hundreds of disaster relief operations in the United States to help people affected by fires, floods, hurricanes and tornadoes; and Whereas, the Piedmont Virginia Chapter was chartered 97 years ago August 22, 1917 and now includes: Pittsylvania County, City of Danville, Henry County, City of Martinsville, and Patrick County; and the Red Cross works tirelessly through its two employees and over 100 volunteers to support us when disaster strikes, when someone needs live- saving blood, or the comfort of a helping hand. It provides 24- hour support to members of the military, veterans and their families, and provides training in First Aid, CPR, Aquatics Safety, AED, Pet First Aid, and Babysitting; and WHEREAS, for nearly 100 years, United States presidents have on the American people to support the Red Cross and its humanitarian mission. Our community depends on the American Red Cross and because it is not a government agency, the Red Cross depends on support from the public to continue its humanitarian work This is especially important in these challenging economic times -which impact the Red Cross and many people in our community and across the nation; then Now, Therefore, Be It Hereby Resolved that the Pittsylvania County Board of Supervisors officially recognizes and proclaim March 2013 as American Red Cross Month and encourage all citizens to support this organization and its noble humanitarian mission. Given under my hand this 19r" day of March, 2013. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P18 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Resolution — 2013 Dan River Wildcats Boys Varsity 03 -19 -2013 Basketball Team ACTION: SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA: Resolution — 2013 Dan River Wildcats Boys Varsity ACTION: Basketball Team Yes STAFF CONTACT(S): I ATTACHMENTS: Yes Mr. William D. Sleeper ITEM NUMBER: 5(c) INFORMATION: INFORMATION: BACKGROUND: The Dan River Wildcats Varsity Boys Basketball Team had a successful 2013 season that earned them the Dogwood District Title for the regular season, the Dogwood District Title, and the Region B Title. Furthermore, this year was the last year that the Dogwood District Tournament and Region B will exist. DISCUSSION: Attached hereto, is a Resolution for the Board of Supervisors to the Dan River Wildcats Boys Varsity Basketball Team for 2013. Coach Kenny Murphy and members ofthe Dan River Wildcats Varsity Boys Basketball Team will be present to accept this resolution from the Board of Supervisors. RECOMMENDATION: Staff recommends the Board of Supervisors approve and present this Resolution to the Coach and Team Members of the 2013 Dan River Wildcats Boys Varsity Basketball Team. P19 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2013 -03 -02 VIRGINIA: At the adjourned meeting of the Pittsylvania County Board of Supervisors held on Tuesday, March 19, 2013, the following resolution was presented and adopted congratulating the Dan River Wildcats Boys Varsity Basketball Team on their successful 2013 Season, and their capture the Dogwood District Title and Region B Title: WHEREAS, the 2013 Dan River Wildcats Boys Varsity Basketball Team had a winning season; and WHEREAS, the Dan River Wildcats Boys Varsity Basketball Team, on completion of their regular season, earned the Dogwood District regular season title for the third consecutive year and fourth title of the last 5 years; and WHEREAS, the Dan River Wildcats Boys Varsity Basketball Team went on to capture their third Dogwood District tournament title in four years, retaining the title for two consecutive years and continued their winning season by acquiring their second Region B title, this being the last year that the Dogwood District Tournament and Region B will exist; and WHEREAS, the Dan River Wildcats Boys Varsity Basketball Team exhibited exemplary sportsmanship and talent as they defeated their opponents in the Dogwood District and in the Region B tournament games; and WHEREAS, Coach Kenny Murphy was named Dogwood District Coach of the Year; Senior Tyqonne "Cinco" Adams named I' Team All District and 2°" Team All Region; and Senior Bayshawn Jones named V Team All District and Honorable Mention All Region; and WHEREAS, the Dan River Wildcats Boys Varsity Basketball Team has performed admirably throughout their winning season of 2013, making State Tournament appearances consecutively for the last 5 years, bringing recognition not only to themselves but to their school, their County, and its citizens; then BE IT HEREBY RESOLVED, that the Pittsylvania County Board of Supervisors, on the behalf of all the citizens of Pittsylvania County, express their sincere appreciation, admiration and congratulations to the 2013 Dan River Wildcats Boys Varsity Basketball Team for their winning season and bringing both the Dogwood District and the Region B Titles to Pittsylvania County; and BE IT FURTHER RESOLVED that a copy of this Resolution be presented to the Coach and the Members of the 2013 Dan River Wildcats Boys Varsity Basketball Team. Given under my hand this 19's day of March, 2013 Marshall A. Ecker, Chairman Pittsylvam County Board of Supervisors William D. Sle pe , Clerk Pittsylvania County Boar of Supervisors P20 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Proclamation — National County Government Month 03 -19 -2013 SUBJECT/PROPOSAL/REQUEST: Proclamation on County Government Month STAFF CONTACT(S): William D. Sleeper ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 5(d) INFORMATION: INFORMATION: BACKGROUND: The National Association of Counties participates in the recognition of National County Government Month, of which Pittsylvania County also recognizes on an annual basis. Attached hereto is a proclamation declaring the month of April 2013 as National County Government Month in Pittsylvania County. RECOMMENDATION: Staff recommends the Board of Supervisors proclaim April as National County Government Month in Pittsylvania County and direct the County Administrator to notify all news media covering Pittsylvania County. P21 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PROCLAMATION NATIONAL COUNTY GOVERNMENT MONTH "Smart Justice: Creating Safer Communities" APRIL 2013 VIRGINIA: AT THE ADJOURNED MEETING OF THE PITTSYLVANIA COUNTY BOARD OF SUPERVISORS IN THE GENERAL DISTRICT COURTROOM IN CHATHAM, VIRGINIA ON TUESDAY, MARCH 19, 2013, THE FOLLOWING PROCLAMATION WAS PRESENTED AND ADOPTED: Whereas, the nation's 3,068 counties provide a variety of essential public services to communities serving more than 300 million Americans; and Whereas, Pittsylvania County and all counties take pride in their responsibility to protect and enhance the health, welfare and safety of its residents in sensible and cost - effective ways; and Whereas, county governments are often the entity providing both direct and indirect services to enhance the lives of residents are and responsible for maintaining public safety and the efficient use of local tax dollars; and Whereas, 2,914 counties own a jail or participate in a regional jail and admit nearly 12 million people each year; and WHEREAS, National Association of Counties President Chris Rodgers is encouraging counties to promote effective community correction programs across the country through his 2012 -13 "Smart Justice" presidential initiative; and WHEREAS, each year since 1991 the National Association of Counties has encouraged counties across the country to actively promote their own programs and services to the public they serve; then Now, Therefore, Be It Hereby Resolved that the Pittsylvania County Board of Supervisors do hereby proclaim April 2013 as National County Government Month and encourage all county officials, employees, schools and residents to participate in county government celebration activities. Given under my hand this 19`h day of March, 2013. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P22 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Proclamation - National Animal Control Week 03 -19 -2013 SUBJECT/PROPOSAL/REOUEST: Proclamation- National Animal Control Week STAFF CONTACT(S): William D. Sleeper ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes ITEM NUMBER: 5(e) INFORMATION: INFORMATION: BACKGROUND: Each year, the Board of Supervisors supports the Animal Control Officers in Pittsylvania County, as well as those in other jurisdictions that provide the public safety of animal control in their communities. DISCUSSION: Attached hereto, is a proclamation on Animal Control Appreciation Week for the week of April 7t- 13", 2013. The Board of Supervisors is encouraging citizens to join in expressing their sincere appreciation and gratitude for the many hours of service provided by Animal Control Officers and safety for our community. RECOMMENDATION: Staff recommends the Board of Supervisors approve the attached proclamation and direct the County Administrator to submit it to the required news media. P23 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PROCLAMATION NATIONAL ANIMAL CONTROL APPRECIATION WEEK April 7" —April 13'k'2013 VIRGINIA: AT THE ADJOURNED MEETING OF THE PITTSYLVANIA COUNTY BOARD OF SUPERVISORS IN THE GENERAL DISTRICT COURTROOM IN CHATHAM, VIRGINIA ON TUESDAY, MARCH 19, 2013, THE FOLLOWING PROCLAMATION WAS PRESENTED AND ADOPTED: Whereas, the National Animal Control Association has designated the second week in April each year as Animal Control Appreciation Week; and Whereas, the various Federal, State, and Local Government Officials throughout the Country takes this time to recognize, thank and commend all Animal Control Officers for the dedicated service they provide to the Citizens, various Public Safety, Public Service Agencies and Departments throughout the Country; and Whereas, the Pittsylvania County Board of Supervisors would like to express its sincere thanks and appreciation for the outstanding service the Pittsylvania County Animal Control Department who risk their lives and spend huge amounts of personnel resources including time away from family and friends while serving the public like all other public safety and law enforcement agencies involved and empowered with the same duties; and Whereas, the Pittsylvania County Board of Supervisors recognizes and commends the Animal Control Officers for the many dedicated and long hours of service they perform in serving this community, and for fulfilling their commitment to providing the highest and most efficient level ofservice; and WHEREAS, the Pittsylvania County Board of Supervisors wishes to commend each and every Animal Control Officer for their service, which is in keeping with the long and distinguished tradition of the Animal Control Profession; and Now, Therefore, Be It Hereby Resolved, by the Pittsylvania County Board of Supervisors officially recognize and proclaim the week of April 7rh through 13`h, 2013 as National Animal Control Appreciation Week and respectfully asks all Citizens, Public Safety, Health, and Public Service Personnel alike to join in expressing their sincere thanks, gratitude and appreciation for the many long hours of outstanding service and quality performance these outstanding individuals provide throughout the year to assure the safety and welfare of all. Given under my hand this 19`h day of March, 2013. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P2a PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Proclamation — National Volunteer Week 03 -19 -2013 5(f) SUBJECT/PROPOSAVREOUEST: ACTION: INFORMATION: Proclamation — National Volunteer Week CONSENT AGENDA: ACTION: INFORMATION: Yes ATTACHMENTS: STAFF CONTACT(S): Yes Mr. William D. Sleeper BACKGROUND: The Board of Supervisors reviews annually the support of the National Volunteer Week, for all of the volunteers who provide a wide variety of services in Pittsylvania County. In order to recognize all of those volunteers that are providing millions of dollars worth of services to the citizens of Pittsylvania County, the Board of Supervisors hereby proclaims the week of April 21 -27, 2013 as National Volunteer Week, as identified by the attached Proclamation. Staff recommends the Board of Supervisors approve the attached Proclamation and direct it to be presented to all the news media. P25 PITTSYLVANL4 COUNTYBOARD OFSUPERVISORS PROCLAMATION NATIONAL VOLUNTEER WEEK April 21 -27, 2013 "Celebrating People in Action" Whereas, the entire community can inspire, equip and mobilize people to take action that changes the world; and Whereas, volunteers can connect with local community service opportunities through hundreds of community service organizations and volunteer centers; and Whereas, individuals and communities are at the center of social change, discovering their power to make a difference; and Whereas, during this week all over the nation, service projects will be performed and volunteers recognized for the commitment to service; and Whereas, the giving of oneself in service to another empowers the giver and the recipient; and Whereas, experience teaches us that government by itself cannot solve all of our nation's social problems; and Whereas, our country's volunteer force of over 63 million is a great treasure; and Whereas, volunteers are vital to our future as a caring and productive nation; then Now, Therefore, Be It Resolved, that the Pittsylvania County Board of Supervisors proclaims the week of April 2151 — 27` ", 2013 to be National Volunteer Week in Pittsylvania County, Virginia, in honor of the citizens who dedicate themselves to taking action and solving problems in the communities within Pittsylvania County. Given under my hand this day 19'h day of March, 2013 Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P26 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Proclamation - National Public Safety 03 -19 -2013 Telecommunciations Week SUBJECT/PROPOSAL/REQUEST: Proclamation- National Public Safety Telecommunications Week STAFF CONTACT(S): William D. Sleeper ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 5(g) INFORMATION: INFORMATION: BACKGROUND: The Board of Supervisors annually passes resolutions to support the dispatchers in the County's Dispatch 911 Center for the work they do to provide safety for the community throughout the year. DISCUSSION: Attached hereto, is a proclamation establishing the National Public Safety Telecommunications Week for April 14th -20th, 2013 in Pittsylvania County. The Board of Supervisors expresses their sincere appreciation and honors the men and women who diligence and professionalism keeps the County and citizens of our community safe. RECOMMENDATION: Staff recommends the Board of Supervisors approve the attached proclamation and authorize the County Administrator to submit it to the required news media. P27 PITTSYLVANIA COUNTYBOARD OFSUPERVISORS PROCLAMATION NATIONAL PUBLIC SAFETY TELECOMMUNICATIONS WEEK April le — 2d ", 2013 WHEREAS, the Public Safety Dispatchers of the Pittsylvania County Emergency Communications Center, who processed 30, 315 emergency telephone calls in 2011, are the first and most critical contact that our citizens have with Pittsylvania County's emergency services; and WHEREAS, these dispatchers are the vital link to those calling for help and to police officers, firefighters, and paramedics; and WHEREAS, dispatchers monitor emergency personnel's activities by radio and telephone, and provide them with life saving information to ensure their safety; and WHEREAS, the safety of our police officers, firefighters, and paramedics is dependent upon the quality and accuracy of information obtained by all Emergency Communications Technicians from the citizens who telephone the Pittsylvania County Emergency Communications Center, and WHEREAS, the Public Safety Dispatchers of the Pittsylvania County Emergency Communications Center have contributed significantly to the apprehension of criminals, suppression of fire and the treatment of patients in life threatening situations; and WHEREAS, each dispatcher, the unseen individual providing a calm voice when emergencies arise, has exhibited compassion, empathy, and professionalism, keeping our county and citizens safe; WHEREAS, these individuals save countless lives by responding to emergency calls, dispatching emergency personnel and equipment and providing moral support to citizens in distress; and WHEREAS, each dispatcher has exhibited compassion, understanding and professionalism during the performance of their job in the past year; then THEREFORE, BE IT HEREBY PROCLAIMED that the Pittsylvania County Board of Supervisors proclaims the week of April 14' through 20i ", 2013 to be National Telecommunications Week in Pittsylvania County, Virginia, in honor of the men and women whose diligence andprofessionalism keep our County and citizens safe. Given under my hand this day 19`h day of March, 2013. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P28 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Consent Agenda: Regional One -April SUBJECT/PROPOSAL/REOUEST: Approval of Contract Payment to Regional One for April 2013 STAFF CONTACT(S): AGENDA DATE: 3 -19 -13 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: No REVIEWED BY: i� ITEM NUMBER: 5(h) INFORMATION: INFORMATION: BACKGROUND: At an adjourned meeting, December 22, 2008, the Board of Supervisors approved to begin paying Regional One for back -up ambulance service to the County. At that time, the Board requested that payment to Regional One be approved on a monthly basis. A total of $70,000 has been appropriated for Regional One in the 2013 Budget, which will cover Regional One's monthly cost for the entire budget year. DISCUSSION: It is time to approve payment for Regional One for the month of April. The amount due to Regional One is $5,833.33 per month. This amount has already been appropriated in the FY2013 budget. RECOMMENDATION: Staff recommends that the Board of Supervisors approve $5,833.33 for payment to Regional One for April 2013. P29 PUBLIC HEARINGS (BOOKLET and /or ENCLOSURE) P30 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Public Hearing — Chapter 22; Pittsylvania County 03 -19 -2013 Code SUBJECTIPROPOSAL/REOUEST• Amendments to Chapter 22 STAFF CONTACT(S): William D. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 6 INFORMATION: INFORMATION: BACKGROUND: Chapter 22 of the Pittsylvania County Code, entitled "Compensation — Board of Supervisors ", was developed in July 1986 and has not been modified or brought up to date to meet any of the new changes for Internal Revenue laws and the County's Policies and Procedures. DISCUSSION: The Board of Supervisors is required to have a public hearing to amend any ordinance of the Pittsylvania County Code. Therefore, the Board of Supervisors will hold a public hearing to receive citizen input on proposed changes to Chapter 22, to read "in accordance with the County's updated Policies and Procedures. " RECOMMENDATION: Staff recommends the Board of Supervisors approve the proposed amendments to Chapter 22 of the Pittsylvania County Code to comply with the Policies and Procedures. This requires a Roll Call Vote. P31 PITTSYLVANIA COUNTY Board of Supervisors AGENDA TITLE: Proposed Amendments — Chapter 22, Pittsylvania County Code SUBJECT/PROPOSAL/REOUEST: Proposed Amendments STAFF CONTACT(S): Mr. Sleeper EXECUTIVE SUMMARY AGENDA DATE: 03 -04 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 13 INFORMATION: INFORMATION: BACKGROUND: Chapter 22 of the Pittsylvania County Code, Compensation — Board of Supervisors was developed in July 1986. It has not been modified or brought up -to -date to meet new changes in Internal Revenue laws and County policies and procedures. DISCUSSION: Proposed recommendations on 22.1(C)(1) of Chapter 22 of the Pittsylvania County Code to bring reimbursement and travel substance into accordance with the County's current policies and procedures. RECOMMENDATION: Staff recommends the Board of Supervisors advertise and set the required public hearing for amendments to Chapter 22 for Tuesday, March 19, 2013 in the General District Courtroom of the Edwin R. Shield Courthouse Addition. P32 [MOPOSEll 1 CHAPTER 22 COMPENSATION - BOARD OF SUPERVISORS Be it ordained by the Pittsylvania County Board of Supervisors pursuant to Sections 15.2- 1414.1 and 15.2- 1414.2 of the Code of Virginia, 1950, as amended, that the Code of Pittsylvania County, Chapter 22 is hereby amended to include Article I, Section 22 -1 as follows: SEC. 22.1 ANNUAL SALARY. In accordance with Section 15.2- 1414.1 of the Code of Virginia, 1950, as amended, there shall be set an annual salary for member of the Board of Supervisors as defined by this section. a. The annual salary for the members of the Board of Supervisors shall be six thousand ($6,000) dollars payable in monthly installments of five ($500) dollars each. b. There shall be paid annually a fixed sum of twelve hundred ($1,200) dollars to the Chairman of the Board of Supervisors in addition to the annual salary set in subsection "a" of the ordinance. Such payment shall be in monthly installments of one ($100) dollar each. c. All reimbursements for travel and subsistence shall be paid in addition to the annual salaries established herein, subject to the following requirements: I. Members of the Board of Supervisors may be reimbursed for travel and subsistence expenses C: •°,�y '° Virginic� in accordance with the County's updated Policies and Procedures. 2. All such reimbursements shall be paid from funds identified in the annual budget approved for such expenditures, and such reimbursements are subject to the policies and procedures established by the board for all county employees or identified by resolution. d. In addition to and without regard for the salary limits herein set out, the Board of Supervisors by resolution may grant to its members any or all of the fringe benefits in the same manner and form as such benefits are provided for county employees or any of them. e. This ordinance shall be effective upon its passage; revisions or amendments must be established as provided for by law. (B.S.M.6/30/86) Effective date: July 1, 1986. P33 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Public Hearing — Chapter 17 -Solid Waste Disposal 03 -19 -2013 Fee, of the Pittsylvania County Code SUBJECT/PROPOSAL/REOUEST: Amendments to Chapter 17 STAFF CONTACT(S): William D. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 7 INFORMATION: INFORMATION: BACKGROUND: The Pittsylvania County Board of Supervisors amended Chapter 17 of the Pittsylvania County Code in 2012 to incorporate a new solid waste fee. Because of problems in the wording, it is recommended that some changes occur in this ordinance to assist the Commissioner of Revenue and correct questions that have arisen. DISCUSSION: The Board of Supervisors is required to have a public hearing to amend any ordinance of the Pittsylvania County Code. Therefore, the Board of Supervisors will hold a public hearing to receive citizen input on proposed changes to Section 17 -9 of the Pittsylvania County Code to clarify dates necessary for receipt of disposal fee invoices and corrections concerning the terms rental and non - rental property. Attached hereto is a modified ordinance showing the proposed wording changes. RECOMMENDATION: Staff recommends the Board of Supervisors approve the proposed changes as identified under Article III of Chapter 17, Solid Waste Fee. This requires a Roll Call Vote. P34 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Proposed Amendment -Solid Waste Fee AGENDA DATE: Chapter 17, Pittsylvania County Code 03 -04 -2013 SUBJECT/PROPOSAL/REOUEST Proposed Amendment STAFF CONTACT(S)• Mr. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 12 INFORMATION: INFORMATION: BACKGROUND: The Pittsylvania County Board of Supervisors amended Chapter 17 of the Pittsylvania Code in 2012 to incorporate a new Solid Waste Fee. There have been several wording changes that are necessary to ensure that we meet the ability to manage and administer the program correctly. DISCUSSION: Attached hereto, you will see copies of Article III, Solid Waste Disposal Fee with changes proposed for Section 17- 19 in order to clarify the dates necessary for receipt of disposal fee invoices and corrections concerning the term "rental" and "non - rental' properties. RECOMMENDATION: Staff recommends the Board of Supervisors advertise and set a public hearing for Tuesday, March 19, 2013 in the General District Courtroom of the Edwin R. Shield Courthouse Addition to review the proposed amendments to Chapter 17 of the Pittsylvania County Code. P35 Article M. Solid Waste Disposal Fee SEC. 17 -11. TITLE: INCORPORATION OF STATE CODE This ordinance shall be known as the "Solid Waste Disposal Fee Ordinance" of the County of Pittsylvania, Virginia. The terms and provisions of Section 15.2 -2159 of the Code of Virginia, 1950, as amended, are adopted and incorporated herein by express reference and deemed a part of this Article. SEC. 17 -12. SOLID WASTE DISPOSAL FEE: FEE SCHEDULE; USE OF FEE; EFFECTIVE DATE. Pursuant to the provisions of and authority contained in Section 15.2 -2159 of the Code of Virginia, 1950, as amended, the Pittsylvania County Board of Supervisors does hereby establish a Solid Waste Disposal Fee. A Solid Waste Disposal Fee Schedule shall be adopted annually by the Board of Supervisors, via Resolution, following a duly advertised and conducted public hearing. Said fee shall not exceed the actual cost incurred by Pittsylvania County (the "County ") in procuring, developing, maintaining, and improving its Landfill and for such reserves as may be necessary for capping and closing such Landfill in the future. Such fee shall be deposited in a special account to be expended only for the purposes for which it was levied. The County's Solid Waste Disposal Fee shall be effective on or after July 1, 2012. SEC. 17 -13. PAYMENT OF SOLID WASTE DISPOSAL FEE. Every person owning or operating any house, apartment, rental house, rental residential unit, multiple residential units, trailer camp, or trailer court ( "households ") in the County or the Towns contained in the County shall pay said Solid Waste Disposal Fee based on said Solid Waste Disposal Fee Schedule. SEC. 17 -14. COLLECTION OF SOLID WASTE DISPOSAL FEE: COMMISSION The County may either collect the fee itself, or enter into a contractual agreement to be negotiated by the County Administrator, or his/her designee, with a public service corporation as set forth and authorized in Section 15.2 -2159 of the Code of Virginia, 1950, as amended, for the collection of the fee. The commission for such collection service shall not exceed five percent (5 %) of the amount of the fees due and collected. P36 SEC. 17 -15. DUE DATE FOR SOLID WASTE DISPOSAL FEE. Unless collected by a public service corporation pursuant to Section 17 -14 supra, an invoice for said fee shall be included in the semi - annual real estate tax assessment mailings. Payment of said fee shall be made to the Pittsylvania County Treasurer's Office. Households assessed the Solid Waste Disposal Fee shall have the option of paying said fee annually or semi - annually. If collected by the County, the Solid Waste Disposal Fee shall be due and owing each year, no later than the fifth (5a) day of June and the fifth (5th) day of December of each year. Therefore, since the effective date of the County's Solid Waste Disposal Fee is July 1, 2012, the due date of the first payment of said fee shall be December 5, 2012, and payment thereafter shall be due on the aforementioned dates for each year thereafter. Said fee shall pro rated. if . _F i ' f.... . c- rr..ca�iv�r -or resideney is less than twelve e (12) months. SEC. 17 -16. APPLICATION OF SOLID WASTE DISPOSAL FEE TO TOWNS IN COUNTY. Households located in the Towns of Hurt, Gretna, and Chatham shall also be assessed the Solid Waste Disposal Fee in accordance with the provisions of this Article. SEC. 17 -17. LATE PAYMENT PROVISIONS: LIEN. A. If payment of the fee is not made, then a notice of delinquency will be mailed to each property owner(s) not having paid the fee, advising that collection proceedings will begin in thirty (30) days. Supplemental assessments may be issued after the due dates and such assessments will be due thirty (30) days after mailing. B. Any person, owner, or household who fails to make payment of such fee or fails to make payment of such fee by the dates detailed in Sections 17 -15 herein in a timely shall be required to pay penalty on said fee as set forth in § 58.1 -3916 of the Code of Virginia, 1950, as amended. C. Any person, owner, or household who fails to make payment of such fee or fails to make payment of such fee by the dates detailed in Section 17 -15 herein in a timely -manner shall be required to pay interest on said unpaid fee as set forth in § 58.1 -3916 of the Code of Virginia, 1950, as amended. D. Any payment of the Solid Waste Disposal Fee shall be credited first against the most delinquent Solid Waste Disposal Fee account due and owing. E. Payment of all due and owing Solid Waste fees, penalties, and accrued interest shall be required prior to approval of an application for rezoning, special exception, variance, or other land use permit. P37 F. Failure to pay the Solid Waste Disposal Fee can result, after due process, in the placement of a lien on the property in question in favor of the County. SEC. 17 -18. PARTIAL EXEMPTION FOR QUALIFIED ELDERLY OR DISABLED PERSONS. As authorized by Section 15.2- 2159(D)(6) of the Code of Virginia, 1950, as amended, there is a partial exemption of fifty percent (50 %) from this Solid Waste Disposal Fee for households of the elderly and/or disabled who qualify for such exemptions. Said exemption shall be governed by the conditions and income criteria as set forth in Section 6 -6 of the Pittsylvania County Code, as amended. Any and all information of or related to income or disability, and verification of same, shall be provided upon application for said exemption in accordance with the policy and procedures set forth by the Pittsylvania County Board of Supervisors and/or the Pittsylvania County Commission of the Revenue's Office. SEC. 17 -19. APPLICATION OF SOLID WASTE DISPOSAL FEE TO RENTAL AND NON - RENTAL PROPERTY, AFFIDAVIT OF VACANCY. The owner(s) of record of any house, apartment, rental residential unit, rental house, multiple residential units, trailer camp, or trailer court, shall be responsible for payment of the Solid Waste Disposal Fee. Initially, a Solid Waste Disposal Fee shall be assessed, individually, to /for each rental unit. However, a Solid Waste Disposal Fee shall not be due and owing for /on any vacant- rental unit. It shall be the responsibility of the owner(s) of record or operators of said rental property to notify the Pittsylvania County Commissioner of Revenue's Office of any vacancies in rental -units no later than the fifth (5`h) day of June and the fifth (5`h) day of December of each year. invaiee/assessmem.—Following said notification, the burden of proof shall be on the owner(s) or operators of the rental property to demonstrate and prove to the reasonable satisfaction of the Commissioner of Revenue's Office the vacancies of/in any rental unit(s). The Solid Waste Disposal Fee shall be prorated accordingly for any vacancies in- rental property proven to the reasonable satisfaction of the Commissioner of the Revenue's Office. Payment for said proration/reimbursement shall be made by the Pittsylvania County Treasurer's Office, after submission of an exoneration report and appropriate documentation by the Commissioner of Revenue's Office. Finally, said notice of vacancies shall be evidenced by a signed and sworn to Affidavit of Vacancy. The Affidavit of Vacancy form shall be provided by the Pittsylvania County Commissioner of Revenue's Office. Any misstatement, falsehood, or misrepresentation on the Affidavit of Vacancy shall be deemed fraud, prosecuted by the appropriate County entity to the fullest extent of the law, and may subject the Affiant(s) to criminal/civil penalties, fines, and incarceration. For all rental and non- rental property, said fee shall be Mr -rated if verification of residency, via a notarized affidavit of vacancy filed with the Commissioner of Revenue's Office, is less than twelve (12, ) months P38 SEC. 17 -20. SOLID WASTE DISPOSAL REGULATIONS• SCAVENGING- OWNERSHIP OF SOLID WASTE. It shall be unlawful to dump, destroy, or otherwise dispose of solid waste within the jurisdictional limits of the County of Pittsylvania, Virginia, except at approved and designated solid waste disposal facilities, subject to the following limitations and conditions: A. Only household trash, residential waste, and compactable refuse shall be deposited at solid waste convenience centers. B. No business, industrial, construction, demolition, medical, automotive, yard or landscaping, or commercial waste shall be deposited at solid waste convenience centers. C. No solid waste shall be deposited at solid waste convenience centers by non - County residents, except as provided or by local, state, or federal anti - littering programs. D. Unless subject to a special contract approved by the Pittsylvania County Board of Supervisors, no solid waste generated or originating from outside of the County shall be deposited in the Landfill. E. The following items shall also not be deposited at solid waste convenience centers: 1.) Explosives, gasoline, kerosene, and waste oil. 2.) Furniture or other bulky residential items that will not fit into a compactor chamber. 3.) Dead animals. 4.) Materials which constitute a hazard to personnel handling solid waste or to the public. F. It shall be unlawful to scavenge or attempt to salvage materials from waste delivered to or deposited at a convenience center site or the Landfill. G Upon delivery of solid waste to an approved disposal site, all rights of ownership and exclusive possession to lawfully deposited solid waste shall vest in Pittsylvania County. SEC. 17 -21. VIOLATIONS OF CHAPTER. A violation of the provisions of this Article shall constitute a Class 2 misdemeanor. Each day's continuance of a violation of this Ordinance is considered to be a separate offense. P39 SEC. 17 -22. SEVERABILITY. Should any section or provision of this Ordinance be declared by a court of competent jurisdiction to be invalid, that decision shall not affect the validity of the Ordinance as a whole or any part thereof, other than the part so declared to be invalid. Adopted by the Board of Supervisors May 7 2012 P40 PRESENTATIONS P41 UNFINISHED BUSINESS P42 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Expenditure Refunds- Motion made by Mr. Harville and seconded by Mr. Snead and has now met the 10- day layover requirement. SUBJECT/PROPOSAL/REOUEST Budget Amendment for expenditure refunds STAFF CONTACT(S1: Sleeoer. VanDerHvde BACKGROUND: AGENDA DATE: 3 -19 -13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 10 INFORMATION: INFORMATION: DISCUSSION: Attached is a list of expenditure refunds for the month of February 2013 for review. As discussed earlier with the Board, the simple routine of putting every refund back in the budget is extremely time consuming and leaves room for errors. To stay in balance with the Treasurer, we need to reappropriate refunds into the budget so the budget would increase with every expenditure refund. RECOMMENDATION: Staff recommends the reappropriation of funds as follows: $199.67 to Clerk of Court- Copier Lease (100 -4- 021600- 60051), $500.00 to Sheriff -DARE Supplies (100 -4- 031200- 6002), $655.54 to Sheriff -Petry Cash (100 -4- 031200 - 6028), $60.00 to Sheriff -Parts (100 -4- 031200 - 6030), $359.10 to Sheriff - Canine (100 -4- 031200- 6045), $4.00 to Volunteer Fire Department (VFD)- United Way Contributions (100 -4- 032200 - 5567), $778.17 to Jail- Extradition (100 -4- 033100 - 5550), $15,512.99 to WIA -Rent (251 -4- 353160 - 5420), $5,441.00 to Solid Waste Collections - Maintenance (520 -4- 042300 - 3310). MOTION MADE BY MR. HARVILLE AND SECONDED BY MR. SNEAD AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. THIS ITEM REQUIRES A ROLL CALL VOTE. P43 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: AGENDA TITLE: 1 3 -04 -13 Expenditure Refunds - Requires a motion and a 10 -day I ACTION: layover Yes SUBJECT/PROPOSAL/REQUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): BACKGROUND: CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 10 INFORMATION: INFORMATION: DISCUSSION: Attached is a list of expenditure refunds for the month of February 2013 for review. As discussed earlier with the Board, the simple routine of putting every refund back in the budget is extremely time consuming and leaves room for errors. To stay in balance with the Treasurer, we need to reappropriate refunds into the budget so the budget would increase with every expenditure refund. RECOMMENDATION: Staff recommends the reappropriation of funds as follows: $199.67 to Clerk of Court- Copier Lease (100 -4- 021600- 60051), $500.00 to Sheriff -DARE Supplies (100 -4- 031200- 6002), $655.54 to Sheriff -Petty Cash (100 -4- 031200 - 6028), $60.00 to Sheriff -Parts (100 -4- 031200 - 6030), $359.10 to Sheriff -Canine (100 -4- 031200- 6045), $4.00 to Volunteer Fire Department (VFD)- United Way Contributions (100 -4- 032200 - 5567), $778.17 to Jail- Extradition (100-4-033100-5550), $15,512.99 to WIA -Rent (251 -4- 353160 - 5420), $5,441.00 to Solid Waste Collections- Maintenance (520 -4- 042300 - 3310). THIS ITEM REQUIRES A MOTION AND A ]0 -DAY LAYOVER. P44 PITTSYLVANIA COUNTY VIRGINIA Plaa -" Department P.O. Sox 426 Chatham, Virginia 24631 MEMO TO: William D. Sleeps _ FROM: Kim Van Der Hyde Vo Finance Director Phone 1434)432 -7740 Pax 1434) 432 -7746 orotea /Sort (4341656.6211 Bachelors Sall /Whitmell 1434) 797.9660 SUBJECT: February Expenditure Refunds DATE: February 28, 2013 The list below shows all expenditure refunds that were sent to the Finance Department during the month of February. I am recommending that all of the following expenditure refunds be reappropriated by the Board of Supervisors: 100 - 4-021600 -60051 Clerk of Court- Copier Lease 199.67 Reimbursement 1004-031200.6002 Sheriff-DARE Supplies 500.00 Donations- (100 -3- 000000- 189915) 1004-031200 -6028 Sheriff -Petty Cash 655.54 Reimbursement 100 - 4-031200-6030 Sheriff -Parts 60.00 Restitution 1004-03120M045 Sheriff- Canine 359.10 Scrap Metal 1004- 032200 -5567 WD-United Way Contributions 4.00 Donations - 100 -3- 000000 - 189912 1004-033100 -5550 Extradition 778.17 251 4- 353160 -5420 WIA -Reot 15,512.99 Reimbursement (251 -3- 000000- 150201) P45 5204-042300 -3310 SW Collections - Maintenance 5,441.00 Insurance Reimbursement TOTAL EXPENDITURE REFUNDS — FEB S 23,510.47 P46 NEW BUSINESS P47 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Recommendations from Finance Committee 1 03 -19 -2013 SUBJECT/PROPOSAL/REQUEST: Recommendations on Budget STAFF CONTACT(S): William D. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: I1 INFORMATION: INFORMATION: The Finance Committee of the Board of Supervisors will meet at 4:00pm on March 19, 2013. It is anticipated that a proposal for a draft budget or advertisement for a proposed budget will be submitted to the Board. The Board of Supervisors is required to advertise for public hearing the School Budget and the County Budget. There may be additional recommendations from the Finance Committee for other advertisements that need to be identified by the Board of Supervisors to set the required public hearings. RECOMMENDATION: Recommendations will be received from the Finance Committee on Tuesday, March 19, 2013. P4S FINANCE COMMITTEE Pittsylvania County Board of Supervisors Tuesday, March 19, 2013 4:00 PM Main Conference Room Captain Martin Building 1 Center Street Chatham, Virginia AGENDA 1. Call to Order 4:00 pm 2. Roll Call 3. Approval of Agenda 4. New Business (a) Discussion of FY2013/14 Budget to recommend for advertisement 5. Adjournment P49 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Changer Order #I- Orphanage Road - Jefferson Road Waterline SUBJECT/PROPOSAL/REQUEST: Change Order STAFF CONTACT(S): William D. Sleeper AGENDA DATE: 03 -19 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 12 INFORMATION: INFORMATION: BACKGROUND: The Pittsylvania County Board of Supervisors approved an 8 -inch waterline to be installed on Orphanage Road and Jefferson Road in Pittsylvania County by Warrco, Inc. of Danville, Virginia for a total of $127,454.00. DISCUSSION: Attached hereto you will find a letter from the Pittsylvania County Service Authority identifying a need to make two short extensions to reach customers on the Orphanage Road - Jefferson Road Waterline. Also attached hereto you will find proposed Change Order #1 in an amount totaling $10,344.20 to extend two waterlines off the Orphanage Road project. Funds are available for this change. RECOMMENDATION• Staff recommends the Board of Supervisors approve Change Order #1 in the amount of $10,344.20 for the Orphanage Road- Jefferson Road Waterline project and authorize the County Administrator to sign all necessary documentation. P50 PITTSYLVANIA COUNT SERVICE A UTHORITY MAR - 5 2013 PC�A INTERIM DIRECTOR BENNIE R. SNEAD 405 R & L Smith Drive • Danville, Virginia 24540 -9805 • P.O. Box 209 • Blairs, Virginia 24527 Phone 434 - 836 -7135 • Fax 434 - 836 -7139 • email: pcsa405 @comcastnet March 4, 2013 ivir. Dan Sieeper Pittsylvania County Administrator P O Box 426 Chatham, VA 24531 Dear Dan, The Pittsylvania County Service Authority has a request from Mr. Calvin Holley to extend the water line down Orphanage Road to include the property at 965 Orphanage Road. Mr. Tim Quisenberry also requested a water connection at 193 Walnut Creek Road. Both connections would require a line extension at a cost of about $11,000.00 this extension would also serve two more residents. Both have written a letter to the Pittsylvania County Service Authority to have these water connections installed. The PCSA would request approval from the Pittsylvania County Board of Supervisors on this matter. Sincerely, R. 0 -1 Bennie R. Snead Interim Director COMMISSIONERS: William L. Estes • Willie T Fitzgerald • Bobby G. Atkinson Coy E. Harville • Calvin D. Doss • Hershel M. Stone • Marshall A. Ecker P51 00 Reynolds Clark Post Office Box 556 Gretna, VA 24557 434.656.8961 (phone) 434.656.8995 (fax) Orphanage and Jefferson Road Waterline Extension Change Order# 1 Date March 8, 2013 Project Orphanage & Jefferson Roads Waterline Extension _ _ Project# _N/A Owner _ Owner Pittsylvania County, Virginia Contractor: Warrco, Inc. , 135 Lansdale Street, Danville, VA 24540 Description of Changes DECREASE INCREASE in Contract Price in Contract Price 1 Extend 8" PVC past the tee at station 31 +13 on Orphanage Rd. to serve additional residence ( #965) 124' @ $ 11.76 /If = $1,458.24 1 ea long side service = $595.00 $0.00 $2,053.24 2 Install 2" tap and extend 2" PVC across Walnut Creek Rd through a 4" casing and then along the edge of pavement to serve three additional residential services. 243' @ 14.22 / If = $3,455.96 4" Bored casing = $1,500.00 1 Blowoff assembly = $1,955.00 3 ea short side services = $1,380.00 $0.001 $8,290.96 Totals >>I $O.Ool $10,344.20 Net Change in Contract Price » » » » » »> $10,344.20 Justification: Requested by Owner The changes result in the following adjustment of contract price and time: Contract price prior to this Change Order $127,454.00 Net INCREASE resulting from this Change Order $10,344.20 Current contract price including this Change Order $137,798.20 Contract time prior to this Change Order (substantial completion) 90 Calendar Days Net 0 Increase 0 Decrease resulting from this Change Order 15 Calendar Days Current contract time including this Change Order 105 Calendar Days Recommended by. Engineer: Reynolds -Clark Develo ent, nc.i BY L�K I S —4) GO Date: 71C1[2-0 /3 Approved by: Owner: Pittsylvania County, Virginia By: Date: Accepted by: Contractor: Warrco, Inc. 0 Date: Change Order #1, Page 1 of 1 P52 AGENDA TITLE: Change Order -Radio System SUBJECT/PROPOSAL/REQUEST: Change Order - Harris Radio Corp. STAFF CONTACT(S): Davis, Sleeper PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: 03 -19 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes BACKGROUND: Harris Radio Corp. is the County's E -911 700Mhz Radio System contractor. ITEM NUMBER: 13 INFORMATION: INFORMATION: A Change Order request has been generated due to a possible required relocation of Microwave Antenna equipment at a tower. In order to determine that the Microwave Antenna paths are in alignment without any signal loss, two microwave path walks will have to be performed. RECOMMENDATION: Staff recommends the Board of Supervisors to authorize the County Administrator to sign the change order in the amount of $20,448.00. This will be paid out of the loan proceeds. P53 Customer: Pittsylvania County Scope: Microwave Engineering Services - Two Additional Path Surveys Date: March 14, 2013 Part Number Description Quantity ALCATEL- LUCENT TRANSMISSION ENGINEERING SERVICES PATH SURVEY SVC - KWIE -ENGR Path Survey (1st hop for a multi —hop system) (per Path) SVC- KWIE -ENGR Path Survey (2nd hop+ for a multi —hop system) (per Path) SVC - KWIE -ENGR Path Survey Mob & Demob (estimate) (per Survey) PATH DESIGN SVC - KWIE -ENGR System Map (1 -25 paths) (per Map) SVC - KWIE -ENGR Path Design (per Path) SVC - KWIE -ENGR Path Performance Calculations (per Path) Note: This quote includes the services listed above. It does NOT include any equipmant changes that may result from the new design. Any changes to dish types, added waveguide or coax lengths, etc will be need to be quoted upon completion of the redesign. Harris Confidential P54 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Line of Duty Act (LODA) Trust SUBJECT/PROPOSAL/REOUEST: AGENDA DATE: 3 -19 -13 ACTION: Yes Approval by the Board of Supervisors of the I CONSENT AGENDA: VACORP LODA (Line of Duty Act) Trust Agreement I ACTION: STAFF CONTACT(S): Sleeper, Van Der Hyde ATTACHMENTS: Yes ITEM NUMBER: 14 INFORMATION: INFORMATION: BACKGROUND: As part of the 2012 Appropriations Act, the Virginia General Assembly adopted budget language authorizing the creation of trust funds to finance the cost of Line of Duty (LODA) claims. In light of this, VACORP Supervisory Board has taken action to create the VACORP LODA Trust. This Trust was created to address two issues related to funding these claims. These issues include 1.) Recording the liabilities for known, pre- existing LODA claims that occurred prior to July 1, 2012 and 2.) Recording the liabilities for unknown, pre- existing LODA claims that occurred but were not reported prior to July 1, 2012. DISCUSSION: As a member of the VACORP program, Pittsylvania County helps pay the annual cost of the LODA claims that existed and were reported before opting out of the state fund administered by VRS. The establishment of the VACORP LODA Trust allows the Pool to direct annual contributions for the above described claims to the LODA Trust. This enables the Trust to book the liabilities associated with these claims. Absent membership in the VACORP LODA Trust, the liability for these claims must be carried on the county's financial statement. With the LODA Trust, the liability exposure for the Pool and its members is diminished. Pittsylvania County had LODA claims before opting out of the state fund and therefore must join the VACORP LODA Trust. In order to join the LODA Trust, the Board of Supervisors must adopt the LODA Trust membership document, which is attached for your review and consideration. There is no membership cost to join this trust. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the attached resolution to join the VACORP LODA (Line of Duty Act) Trust. The Board also needs to authorize the County Administrator to sign the resolution on behalf of the Board. P55 VACORP LODA TRUST The undersigned Counties, Cities, Towns, and Regional Jails of the Commonwealth of Virginia ( "Grantors ") being authorized and directed to so, do make this trust agreement dated June 29, 2012 with VACORP, a local government risk sharing pool, which is an instrument of the government of the Commonwealth of Virginia, as Trustee ( "the Trustee "). The Trustee and any successor Trustees are all referred to herein as "the Trustee." The name of this trust agreement is the "VACORP LODA TRUST dated June 29. 2012" ( "Trust') and is effective July 1, 2012, ARTICLE 1 TRUST PROVISIONS A. Transfer of Assets and Liabilities. Contemporaneously with the execution of this trust, Grantors (hereinafter "Members ") do transfer to the Trustee of the Trust all liabilities appertaining to any claim which they may have prior to June 30, 2012 under the Line of Duty Act pursuant to §9.1 -400 et seq. of the 1950 Code of Virginia, as amended ( "Act') and do promise to timely pay for said liabilities. B. Line of Duty Act Trust Fund By entering into this Trust, each Member Acknowledges that they have opted out of the Commonwealth of Virginia Line of Duty Act Trust Fund. C. Eligibility of Members. Each member shall purchase liability insurance from Trustee covering claims under the Act. Likewise each member shall timely pay to P56 the Trustee all premiums for said insurance and monies for claims prior to June 30, 2012. In the event a Member purchases insurance from other than the Trustee, the Trustee and this Trust shall have no liability or obligation to such Member. D. Administration of Claims. During the existence of this Trust, the Trustee shall administer all pre -June 30, 2012 claims of its members under this Trust, shall provide the administration of all claims and shall provide insurance to insure against claims under the Act to all Members after July 1, 2012. E. Insurance & Payments by Members Each Member is obligated to purchase liability insurance for claims under the Act from the Trustee and pay the Trustee those payments for insurance and claims as provided for under the Act, which payments must be timely made. If a payment is overdue by thirty (30) days, or if an insurance premium payment is not made within thirty (30) days of the invoice date, then the Trustee shall not provide claims administration, insurance or payment to claimants, until payments are brought current and all insurance coverage is purchased from the Trustee. ARTICLE II TRUSTEE PROVISIONS A. Trustee's Management Powers The Trustee shall have the powers granted by law and the powers in Sections 64.2 -105, 64.2 -777 and 64.2 -778 of the 1950 P57 Code of Virginia, as amended, as in effect on the date of the signing of this agreement. These sections are incorporated in this agreement by this reference. B. Trustee's Compensation. The Trustee, or any successor Trustee, shall receive compensation for services rendered. The corporate Trustee, or any successor corporate Trustee, shall receive compensation for services rendered according to their list of fees published from time to time. C. Resignation of Trustee. The Trustee may resign as Trustee by notice to the Members. The resignation shall take effect upon the effective appointment of a successor Trustee. D. Successor Trustee. The Trustee shall have the right to designate a successor Trustee who shall be any natural person or corporation having trust powers, which shall be effective upon the resignation or termination of corporate existence of the Trustee. Such designation shall be made while such Trustee is serving as Trustee by an instrument executed by the Trustee during and by the successor Trustee. In the event that the Trustee does not appoint a successor Trustee or a successor Trustee does not appoint its successor Trustee, which it shall have the privilege to do hereunder, the Members shall have the right to appoint a Trustee. E. Actions of Prior Trustee No Trustee serving under this agreement shall be responsible for or required to inquire into any acts or omissions of a prior Trustee. P58 ARTICLE III RIGHTS RESERVED BY MEMBERS A. Revocation and Amendment. Members reserve the right to opt out of this Trust by a writing signed by the Member and delivered to the Trustee. All obligations of Member to the Trust shall be paid by Member prior to opting out. Any amendment that changes the duties or compensation of the Trustee shall require the consent of the Trustee. B. New Members. Members agree that new members as defined by the Act may become Members if the Trustee accepts them. ARTICLE IV MISCELLANEOUS PROVISIONS A. Protection from Claims. To the extent permitted by law, the principal and income of any trust shall not be liable for the debts of any beneficiary or subject to alienation or anticipation by a beneficiary, except as otherwise provided. B. Governing Law. This agreement shall be governed by the laws of Virginia. C. Signatures. This trust may be executed in counterparts and electronically. P59 WITNESS the following signatures and seals: The Trustee accepts the terms of the VACORP LODA TRUST dated June 29, 2012. COMMONWEALTH OF VIRGINIA CITY /COUNTY OF To -wit: Administrator, Officer The foregoing instrument was acknowledged before me this _ day of 2012, by , Trustee, of VACORP, on behalf of VACORP, who is identified and known to me. Notary Public Pittsylvania County Name of County /Jail/City /Town COMMONWEALTH OF VIRGINIA CITY /COUNTY OF , To -wit: Authorized Person The foregoing instrument was acknowledged before me this _ day of , 2012 by on behalf of Grantor, who is identified and known to me. Notary Public P60 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Animal Friendly Plates- Appropriation of Additional State Funds- Requires a Roll Call Vote SUBJECT/PROPOSAL/REOUEST: Appropriation of additional funds received for the Animal Friendly Plate Revenue Fund STAFF CONTACT(S): AGENDA DATE: 3 -19 -13 ACTION: Yes ITEM NUMBER: 15 INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: No REVIEWED BY: BACKGROUND: The Board of Supervisors approved to use proceeds from the sale of animal friendly plates to reimburse Pittsylvania County citizens $25 per animal for having their animals spayed or neutered. DISCUSSION: Pittsylvania County received a check from the Commonwealth of Virginia for the county's share of the animal friendly plate revenue in the amount of $856.18. The Board of Supervisors approved an appropriation of $840.00 at their I1 -20 -12 adjourned meeting. Since the County received more revenue than anticipated, an additional $16.18 needs to be appropriated to the Veterinary Expense Fund. RECOMMENDATION: Staff recommends that the Board of Supervisors approve and appropriate an additional $16.18 to the Veterinary Expense Fund (Fund 245 -4- 035200 -5849) from the Animal Friendly Revenue received from the Commonwealth of Virginia. THIS ITEM REQUIRES A ROLL CALL VOTE. P61 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Appropriation and Bid Award— Repairs to 973 Loader 03 -19 -2013 — Pittsylvania County Landfill ACTION: Yes SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA: Appropriation and Bid Award ACTION• ATTACHMENTS: STAFF CONTACT(S): Yes William D. Sleeper BACKGROUND: ITEM NUMBER: 16 INFORMATION: INFORMATION: DISCUSSION: The County has received 2 bids to rebuild the motor in the 973 loader at the Pittsylvania County Landfill. This loader has already been out of services for two weeks and the Pittsylvania County Landfill has had to rent a machine at the cost of $1,800.00 per week in order to meet the daily cover requirements at the landfill. J.B. Heavy Equipment Repair, Inc. submitted the lowest quote at $18,600.00. Staff is requesting the Board of Supervisors to award the contract to repair the 973 loader motor to J.B. Heavy Equipment Repair, Inc. in the amount of $18,600.00, and to appropriate $18,600.00 from unappropriated surplus to pay for the repair of this required machinery at the landfill. RECOMMENDATION: Staff recommends the Board of Supervisors; (1) Award the contract to repair the 973 loader motor to J.B. Heavy Equipment Repair, Inc. in the amount of $18,600.00, and (2) appropriate $18,600.00 from unappropriated surplus to pay for the repair of this required machinery at the landfill. The motion concerning the appropriation will require a 10 -Day Layover. P62 03/64/2613 10:11 14344321154 J, S. HEAVY EQUIPMENT REPAIR, INC. 7789 PIMY ROAD GRETNA, VA. 24557 BUS' 1- 194432-8029 ATT: DOC. MOBILE: 1. 434 - 203.1109 Fax: 1-&94. 432 -19910 JS HEAVY EQUXPMT.XNC PAGE 0-1 SERVICE INVOICE CR�CRK D VA. 154 _ INVOICE K NUMBER QUOTE FILL TRUCK NUMBER TAX NUMBER 01- 0811058 9 JOB DESCRIPTION SERVICE WORK DATE March 4, 2013 PHONE: 1^434-432 -7980 FAK 1-434-4323057 81LL TO: COUNTY LANDFILL 382 RAINBOW LANE DRY FORK, VA. 24549 973 886003078 ENGINE 9806017 S# 13Z34614 OVE ENGINE, TEAR DOWN AND REBUILD TO 'SPECS, REPLACE AND TEST. PANTY 1 YEAR. THANKS FOR YOUR BUSINESS INVOICESARE 0UE UPON RECEIPT UNLE39, OTHFAWIEE STATED, ANY BILL NOT pAyEO ROEO N NE C }ERIOIC OF Ro P6 MONTH WHICH N ANNUAL PERGEN GE RATE 0F ...__... MAKE CHECKS PAYABLE TO. J. B. HEAVY EQUIPMENT REPAIR, INC. 1189 PINEY ROAD GRETNA, VA, 24557 P63 1 18800.00 18600A0 � 878,800.9011 711 Dll� 03/04y2013 MON 10:26 FAX 434 821 nchbuxg Office RNT 1Q.louiiuuj. C Ortsr— M - Carter Machinery Company, Inc. Bryan Watkins - Product Support Representve Cep Phone; I -Q,1- 841.8651 Eril bryan_watkins@cartermacbinary.com spring Ha Industrial Park 45 Industrial Circle Lynchburg, VA 24601 phone; 434 - 821.7701 TO]Wms: $00.788-0010 Fax: 434.8213758 UNIT REPAIR ESTIMATE Maenine Manufacturer: Caterpillar Model: 873 Serial: 13z34614 SMR: Hquip. WRh: Comments: Inspector: Bryan Watkins Date: 03103!2013 T c, it un FStiMA1P. Liniv- Re air Desgri t1on: Travel lima and mileage. Discounted !!t Parts Labor Other Costs 8400,00 Remove and install engine. "•" parts are for oll,antifrea2a, air alter, act... Does not Include any hard parts If found broken -( Example: Exhaust parts alter turbo, etc...) Ratan after failure recondition sheamllna on engine. " ^" Comes With a 1 year 3500 hr. Warranty. Streamline excludes alternator, starter and fen drive. ^'" Note: Care charges could apply for a bad block. "" ALL Cat parts. Remove radiator from hordrtose and strip. Rod out radletor. "* if core found bad will he additional. 3550.00 $2328.00 3388.00 818500.00 $860,00 special fstanchug available through Cat Access 24 months 24 equal payments no interest. Ask PSR for details. I HIS CSIIMN I t uuCb nui tN�Lwuc rncnan,, ,nnc.+, v...••• �•�•• -••• - -• •• This Estimate is good for 30 Days pans; $550.00 "This Estimate does not obligate Customer or Carter In any way. Should Labor. $2,716.00 customer later request Carter in perform the wort, and It Carter agrees Other Costs: $19,450.00 to do so, the work wig be done In accordance with Carter's Customary Terms and Conditions as comatied in Its standard forms, and the cost Total Repair Estimate: $22,716,00 wig be based on the work actually performed and on prices In effect at the lime THE AaOVE ESTIMATE COVERS ONLY THE WORK DESCRIBED HEREIN, ANY ADDITIONAL WORK WILL BE PERFORMED ONLY AFTER CUSTOMER AUTHORIZATION. www, cartermach inery.co m P64 Pagel PITTSYLVANIA COUNTY EXECUTIVE SUMMARY AGENDA TITLE: Tobacco Commission Resolution SUBJECT/PROPOSAL/REQUEST: Resolution of support for Tobacco Commission application for Pittsylvania County Career and Technical Center — Precision Machining Technology Program STAFF CONTACT(S): Mr. Sides AGENDA DATE: 03 -19 -2013 ACTION: YES CONSENT AGENDA: ACTION: Yes INFORMATION: ATTACHMENTS: REVIEWED BY: ITEM NUMBER: 17 INFORMATION: BACKGROUND: Applications to the Virginia Tobacco Commission Southside Economic Development Grant Program require a resolution from the governing body authorizing submittal of an application. DISCUSSION: The Pittsylvania County Career and Technical Education (CTE) Center is a key component in any strategy to develop a skilled and educated workforce for Pittsylvania County and Southern Virginia. The CTE Center is beginning a new program in partnership with Danville Community College to train students to advance in the field of Precision Machining Technology. There is a critical nationwide need for workers trained in this field and not only will graduates of the program be in demand for employment, but having this skilled workforce will enhance the region's economic development efforts. The CTE Center will receive some equipment from DCC in this partnership. This Tobacco Commission grant request will allow the Center to purchase additional state -of -art equipment that will create a nationally recognized technical center and a great career opportunity to our students. The total cost estimate for this project is $1,126,090. The contributions offered by the Pittsylvania County School System and Danville Community College are estimated at $260,900. The matching contribution by the Board of Supervisors, primarily for computers, software and other support equipment, is $77,500. RECOMMENDATION: Staff recommends that the resolution authorizing submittal of this grant request application be approved. P65 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION AUTHORIZING SUBMISSION OF AN APPLICATION FOR THE FY 2014 TOBACCO COMMISSION SOUTHSIDE ECONOMIC DEVELOPMENT GRANT PROGRAM 2013 -03 -03 WHEREAS, Pittsylvania County has been impacted by the decline of the tobacco industry causing a negative impact on economic development and growth throughout the County, and WHEREAS, the Tobacco Indemnification and Community Revitalization Commission has developed a Southside Economic Development Grant Program to help tobacco related localities to change and revitalize their economy, and WHEREAS, grants from the Tobacco Indemnification and Community Revitalization Commission will assist Pittsylvania County in transforming its economy to replace the decline in the tobacco agro- business community, then BE IT HEREBY RESOLVED, that the Board of Supervisors of Pittsylvania County authorizes the submission of a grant application to the FY2014 Southside Economic Development Grant Program for the Pittsylvania County Career & Technical Center Precision Machining Technology Program and authorizes the County Administrator to file this application and all necessary correspondence relating to the Tobacco Indemnification and Community Revitalization Commission required by this grant and to be responsible for the accuracy of the application and for the appropriate use of funds, should they be granted. Given under my hand this 19th day of March 2013. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P66 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Appalachian Electric Power (AEP) Local Government 03 -19 -2013 Contract SUBJECT/PROPOSAL/REQUEST: Service Contract STAFF CONTACT(S): William D. Sleeper ACTION: Yes CONSENT AGENDA: ACTION• ATTACHMENTS: Yes ITEM NUMBER: 18 INFORMATION: INFORMATION: BACKGROUND: Local govenunents in Virginia working through the Virginia Association of Counties and VML, work with utilities throughout Virginia to establish special rates for local governments. DISCUSSION: Attached hereto, you will find a proposed extension and amendment of the existing contract between Pittsylvania County and Appalachian Power Company to approve this extension and amendment for special rates for electric power purchased by the County. RECOMMENDATION: Staff recommends the Board of Supervisors approve this extension and amendment to the July 1, 2009 contract, authorize the County Administrator to sign all necessary documentation. P67 VIRGINIA PUBLIC AUTHORITIES EXTENSION AND AMENDMENT TO THE AGREEMENT EFFECTIVE JULY 1, 2009 FOR THE PURCHASE OF ELECTRICITY FROM APPALACHIAN POWER COMPANY THIS EXTENSION and AMENDMENT ("Amendment') is entered into this day of 2013, by and between APPALACHIAN POWER COMPANY, hereinafter called the "Company," and PITTSYLVANIA COUNTY, VIRGINIA, called the "Customer." Collectively, Company and Customer may be referred to herein as the "Parties" and each, individually, as a "Party." WITNESSETH: WHEREAS, the Company and Customer are Parties to an Agreement for the Purchase of Electricity, which became effective July 1, 2009 (the "2009 Agreement'); and WHEREAS, the Term of the 2009 Agreement extended through June 30, 2012, with the provisos that the Customers would continue to pay the rates in effect thereunder while negotiations were in process, and that the applicable Public Authority surcredit factor under the 2009 Agreement would continue to be in effect for up to six (6) months beyond June 30, 2012, while negotiations were in progress; and WHEREAS, in the 2009 Agreement, the Company agreed to provide through June 30, 2012, a total of $450,000, for energy efficiency programs to the Public Authority customer group, and there still remains a balance of $214,000 not utilized by that group; and WHEREAS, the 2009 Agreement contained the Street Lighting ( "SL ") rates at which the Company would provide SL service to Customer, if Customer takes SL service, through June 30, 2012. NOW THEREFORE, in consideration of the mutual covenants and agreements hereinafter contained, the Parties hereto agree with each other to extend and amend the 2009 Agreement as follows: Subsection (b) of the Second Article of the 2009 Agreement, Rates, shall be renumbered as subsection (b)(1), and that Article shall be amended by adding a new subsection (b)(2), which shall be read as follows: (b)(2) The surcredit factor in effect for the period July 1, 2011, through June 30, 2012, shall continue in effect through March 31, 2013, and then terminate. Effective April 1, 2013, Schedule P.A.S. (Public Authority Surcredit) shall cease to be part of, and shall be removed from, the Public Authority Tariff then in effect. The Parties agree that the surcredit in effect from January 1, 2013, through March 31, 2013, will distribute to the Public Authority customer group $250,000, P68 plus the $214,000 amount not utilized by June 30, 2012, as part of the Energy Efficiency Program that is the subject of Article Twelve of this Agreement. The Customer acknowledges that Company has provided support for the calculation of the surcredits under this Agreement. 2. The current Third Article of the 2009 Agreement, Term, shall be redesignated as subsection (a), and that Article shall be amended by adding a new subsection (b), which shall read as follows: (b) As a result of the negotiations described in (a) above, the Parties have agreed to an extension of this Agreement, as amended, from July 1, 2012, through December 31, 2013. In the event that a new contract, or further extension of this Agreement, has not been consummated by December 31, 2013, then the Parties agree that Customer shall continue to be subject to the applicable rates in "Exhibit A -1" and "Exhibit 13-1," as may be adjusted from time to time per the provisions of this Agreement, until negotiations are concluded. Any agreement reached between Company and the Public Authority customer group, after December 31, 2013, as to the rates for electric service to Customer after that date, whether above or below the rates then in effect pursuant to the provisions of this Agreement, shall be retroactive to January 1, 2014, unless otherwise agreed by the Parties. 3. The Eleventh Article of the 2009 Agreement, Generation, shall be amended to read as follows: The Customer represents and agrees that (1) it has chosen the Company to provide generation service through the duration of this Agreement; and 2) it will not choose a different generation supplier to begin providing service prior to December 31, 2013. After December 31, 2013, the parties' rights and responsibilities regarding generation service shall be as provided by applicable law and regulation, except to the extent otherwise agreed by the parties. 4. The Twelfth Article of the 2009 Agreement, Energy Efficiency Program, shall be amended by adding a new subsection (d), which shall read as follows: (d) Customer acknowledges that Company has complied with the provisions of subsections (a) and (b) of this Article. The Parties agree that the Company's commitment to provide any money for Energy Efficiency Programs terminated on June 30, 2012, given the Parties' agreement regarding a surcredit factor for the period January 1, 2013 through March 31, 2013, as set out in subsection (b)(2) of the Second Article of this Agreement. The Thirteenth Article of the 2009 Agreement, Street Lighting, shall be amended by adding a new subsection (d), which shall read as follows: P69 (d) If Customer was taking SL service from Company, under a separate SL Agreement, as of the July 1, 2012, then the following provisions shall apply: 1.) The SL rates charged by the Company on June 30, 2012, adjusted at the same time as rates contained in "Exhibit A -1" are changed to reflect any changes to existing fuel factor rates, surcharges, and rate adjustment clauses approved by the SCC, or any new or revised riders, surcharge factors, or rate adjustment clauses approved by the SCC, shall continue in effect through March 31, 2013. 2.) The SL rates set out in "Exhibit C -1," attached hereto and made a part hereof, shall become effective April 1, 2013, and shall remain in place through at least March 31, 2014. Per agreement of the Parties, "Exhibit C -1" includes a new LED - Experimental street light offering, and the rates contained therein have been designed to produce a $200,000 increase in Company's annual revenues from Public Authority customers who take SL service. 3.) In the event that new SL rates and/or a new SL agreement, have not been agreed upon by the Parties by March 31, 2014, then Customer, if it is taking SL service from the Company, shall continue to pay the rates contained in "Exhibit C -1," as may be adjusted from time to time, per the provisions of this Agreement, until negotiations are concluded and new SL rates and/or a new SL agreement become effective. 6. Subsection (d) of the Fourteenth Article of the 2009 Agreement, Additional Terms and Conditions, shall be amended to read as follows: (d) The following exhibits were part of the initial Agreement: Exhibit A -- Public Authority Tariff No. 12 Exhibit B -- The Company's current Virginia Schedule O.L. Exhibit C -- Public Authority Street Lighting Tariff No. 12(a) In accordance with the provisions of other Sections of this Agreement, Exhibits A through C shall be updated or revised, from time to time, during the Term of this Agreement. To reflect updates and revisions made to Exhibits A and B, in accordance with the provisions of other Sections of this Agreement, through June 30, 2012, the following exhibits are attached hereto and made a part hereof: P70 Exhibit A -1 -- Public Authority Tariff No. 16 Exhibit B -1 -- The Company's Virginia Schedule O.L., as of July 1, 2012 The following exhibit, which shall become effective on April 1, 2013, per the provisions of Article Thirteen (d) 1.) of this Agreement, is also attached hereto and made a part hereof: Exhibit C -1 -- Public Authority Street Lighting Tariff No. 16(a) In accordance with the provisions of other Sections of this Agreement, Exhibits A -1 through C -1 shall be updated or revised, from time to time, during the Term of this Agreement. 7. The Fourteenth Article of the 2009 Agreement, Additional Terms and Conditions, shall be further amended by adding a new subsection (k), which shall read as follows: (k) The Public Authority customer group and the Company agree to use their best efforts, in good faith, to renegotiate, on a cost -of- service basis, fair and reasonable rates and terms, for the extension of this Agreement beyond December 31, 2013. In connection with such renegotiation, 1.) the Company and Customer agree to utilize the Company's most recent return on equity, and Off - System Sales ( "OSS ") margin sharing, as approved by the SCC in the Company's most recent base and fuel factor proceedings; and 2.) on or before October 1, 2013, the Company agrees to provide one representative of the Public Authority customer group, as designated by the Executive Directors of the Virginia Municipal League and the Virginia Association of Counties, with aggregate Public Authority load data, as well as a public Authority, and a Public Authority Street Lighting, cost -of- service analysis. To the extent practicable, the Company will endeavor to provide available cost -of- service information prior to October 1, 2013. 8. Each Party to this Amendment represents and warrants that it has all authorizations necessary for it to legally enter into and perform its obligations under this Amendment. This Amendment shall be binding upon the Company and Customer only when accepted by and approved by a proper official, and shall not be modified by any promise, agreement, or representation of any agent or employee of the Company or Customer unless reduced to writing before such acceptance. In no event shall any officer or agent of the Customer executing or authorizing the execution of this Amendment be held personally liable on account of such authorization or execution. 9. Except as modified and extended by this Amendment, the provisions of the 2009 Agreement shall remain in full force and effect. P71 CUSTOMER: PITTSYLVANIA COUNTY, APPALACHIAN POWER COMPANY VIRGINIA BY: BY: APPROVED A,$ TOF RM J• J. VADEN HUNT, ESQ. ATTORNEY, PITTSYLVANIA COUNTY P72 TITLE: Director, Regulatory Services, VA/TN DATE: AGENDA TITLE: Revenue Sharing Project — Transportation (VDOT) PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY Virginia Department of SUBJECT/PROPOSAL/REQUEST: Change of Management STAFF CONTACT(S): William D. Sleeper AGENDA DATE: 03 -19 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 19 INFORMATION: INFORMATION: BACKGROUND: Pittsylvania County Board of Supervisors approved an application to the Virginia Department of Transportation to do a Revenue Sharing Project for the design and location of a connector road off of U.S. Route 58 to the Berry Hill Road. Following a number of changes to the Constitution of Virginia and State law concerning condemnation issues involved in projects such as the Berry Hill Road Connector, causes additional problems to a local government. Therefore, we have negotiated with the Virginia Department of Transportation to transfer the management from a local managed project back to the Virginia Department of Transportation. Funding for this design work is provided by the Tobacco Commission to help design and set up the required location of this new connector road. Attached hereto is a letter that must be approved by the Board of Supervisors to ask the Virginia Department of Transportation to assume the management of the Mega Park Revenue Sharing Project currently set for management by Pittsylvania County. RECOMMENDATION: Staff recommends the Board of Supervisors approve the attached letter and authorize the County Administrator to sign on the behalf of the Board to transfer the management from Pittsylvania County back to the Virginia Department of Transportation for the Mega Park Revenue Sharing Project Connector Road. P73 PITTSYLVANIA COUNTY VIRGINIA William D. Sleeper '�' - - •�4% County Administrator P.O. Box 426 .y Chatham, Virginia 24531 < o dan.sleeper @pittgov.org March 19, 2013 Mr. Robert F. Guercia Acting District Administrator VDOT Lynchburg District 4219 Campbell Avenue Lynchburg, VA 24501 RE: UPC 101207 U000- 071 -R95 Mega Park Revenue Sharing Project Dear Mr. Guercia, 1 Center Street, Chatham, Virginia Phone (434) 432 -7710 Fax (434) 432 -7714 Website: www pillgov org This letter is to confirm that on (date) that the County Board of Supervisors voted to ask VDOT to assume the management of the above referenced project. This request is conditioned on VDOT finding adequate funding to engineer and construct the project. We are excited about the opportunity to move this project forward but we also want to make sure that it is approached in a context sensitive manner. This is a very important project to the county and to our business community. While we are very desirous of improving traffic flow through this intersection, we also must protect our businesses. Thank you for your efforts to move this project forward. I look forward to your response. Sincerely, William D. Sleeper County Administrator WDS /rf P74 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appropriation -State Survey and Planning Funds Grant- (Tobacco Barn Project)- Requires a Roll Call Vote SUBJECT/PROPOSAL/REOUEST: Appropriation of Grant Funds STAFF CONTACT(S): Sleeper, VanDerHyde, Mills BACKGROUND: AGENDA DATE: 3 -19 -13 ACTION: Yes ITEM NUMBER: 20 INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: Yes .1t I.-- _ DISCUSSION: Pittsylvania County recently received grant funds in the amount of $7,000.00 from the Department of Historic Resources. This is a state grant that was awarded to aid with the Tobacco Barns Protection Project. This grant does not require a cash local match. This grant was previously approved by the Board of Supervisors but funds were not appropriated at that time. RECOMMENDATION: Staff recommends that the Board of Supervisors approve an appropriation of $7,000.00 to the Historic Resources — Tobacco Barn Grant (250 -4- 094215- 3163). THIS ITEM REQUIRES A ROLL CALL VOTE. P75 nrvn 1889 PRESERVATION VIRGINIA INTRODUCTION Preservation Virginia is requesting consideration for cost -share funds of $7,000 to assist with the survey component of our Tobacco Barns Protection Project. This project will help build on the work we have accomplished in the Southside region and to raise awareness of the Commonwealth's rich agricultural heritage. Pittsylvania County Government has agreed to enter into a Cost Share Agreement and act as the fiscal agent for the project (See attached letter). The applicants do not have the ability to provide a cash contribution equal to 50% of the projected total project costs; however, 50% in -kind contributions are being offered in the form of an all volunteer team to complete the survey work. Professional architectural historians have agreed to assist and train volunteers so that all of the work is carried out in a professional manner and meets the Department of Historic Resources survey guidelines. SCOPE OF WORK! PROJECT OBJECTIVE The purpose of this survey is to identify tobacco barns, a threatened historic resource, in Pittsylvania County, Virginia (See Figure 1). The survey will specifically focus on the theme of rural, agricultural resources associated with tobacco production in Pittsylvania County from the mid 18'" to mid - twentieth century. Tobacco barns are some of the last remaining tangible resources that reflect the magnitude of the region's agricultural and tobacco farming heritage. With the advent of new curing technologies and the decline in tobacco production, tobacco barns have become obsolete and are quickly disappearing from the rural landscape. A number of historic buildings in Pittsylvania County including one historic tobacco barn (Hankins Barn surveyed by Mike Pulice in 2010) have been surveyed; however no countywide historic resources survey, barns or otherwise, has been conducted in the county and no thematic survey of tobacco barns has been conducted in Virginia. This survey is crucial to the development of future heritage tourism initiatives in this area of the state. Recently, a heritage tourism committee was formed for the Danville - Pittsylvania County region and the committee agreed that tobacco heritage museums and trails would be at the heart of any future tourism initiatives for the area. It is anticipated that this survey and the overall Tobacco Barns Protection Project can be structured as a model that can be applied to other counties or regions to survey and protect additional historic rural resources in Virginia. Goals The tobacco barn survey is being conducted as part of the larger Tobacco Barns Protection Project being conducted by Preservation Virginia. Other components of the overall project include a middle- school poster contest; an oral history project; educational workshops for VDHR Cost -Share Application, August 2012 PRESERVATION VIRGINIA Pittsylvania County Tobacco Barns Architectural Survey P76 the survey 2. Seek more volunteers and 3. Inform the public about the web -based survey component (see explanation below). Volunteer Surveyors Approximately 10 local volunteers have agreed to perform the survey with the assistance of two professional architectural historians. A training session will be held prior to the beginning of the survey in which all volunteers will be trained in using the Virginia Department of Historic Resources survey guidelines and survey forms. Volunteers will also be trained in architectural photography. During the survey all volunteers will be provided appropriate materials including digital cameras, survey forms, safety gear, vehicle signs, maps and consent forms. Dividing and Allocating the Coverage Area The county will be divided into USGS quadrangles and teams of volunteers and professionals will be given various quads to cover. Topographic and county GIS maps will be provided to each team. Every pubiically maintained primary and secondary road will be investigated and all tobacco barns within the public right of way will be surveyed. Care will be taken to respect private property rights at all times. Every attempt will be made to acquire permission from the landowners before the surveyors enter private property. Occasionally other important rural or agricultural resources that are not tobacco barns will be surveyed at the owner's request or consent. Site Numbers The barn's geographic position (recorded with GPS devices) will be used as site numbers. if possible, all images will be geotagged with cameras outfitted with GPS devices to easily track, record and map each barn. VDHR Cost-Share Application, August 2012 PRESERVATION VIRGINIA Pittsylvania County Tobacco Barns Architectural Survey P77 Survey Form Data Department of Historic Resources reconnaissance and intensive survey forms will be used. Surveyors must include the following while surveying each barn: General Data Overall Site Data Site Specific Data Curing Systems Data Specific number Overall site description Date or period of construction Description of drying or curing system (flues present, gas fired, etc Property owner name Description of any nearby Exterior descriptions including Condition assessment of curing and contact information or associated resources form and design, construction systems (to include date or period techniques, openings, roof and of construction, physical siding and other building materials, condition, and possible daubing and any character threats ) defining features. Address/ Location Historic context Interior descriptions including Description, measurements and discussion of visible curing dimensions of exterior wall technologies openings related to curing (brick arches, concrete arches stone sided with mud, etc) A discussion of the Accurate building dimensions Description and measurements landscape of the property of interior flue systems (mud, or area fire -brick stone, etc Descriptions of Lean -to sheds, Handprints or finger prints visible ack rooms, orderin houses Description of other alterations Physical condition assessment Possible threats to the resource Handprints or finger prints visible Events and individuals associated with the property Potential for meeting the criteria for listing in the VLR and NRHP Maos Two maps will be required: 1. A general site plan of the barn and surroundings including other structures, roads and landscape features; 2. Interior floor sketch plans of barns Photographs A series of medium -high quality (5 megabytes or higher) digital photographs will be required of each barn including the following: 1. Each barn elevation; 2. Barn interiors; 3. Character - defining features of the barns; 4. Overall setting including any historic buildings nearby VDHR Cost -Share Application, August 2012 PRESERVATION VIRGINIA Pittsylvania County Tobacco Barns Architectural Survey P78 For submittal to DHR archives, the photos will be labeled as such: site-number—name-of- site—Year—direction-or-other-description; for example, 071- 5301_Fitzgerald -Barn_ 2010 lookina S -SW or 071 -5301 Fitzaerald -Barn 2010 east elevation. Web -Based Survey Component Due to the large number of barns that exist that are not within the public right -of -way or are far from public roads, a web -based component will be created for barn owners to be able to record their own barns. This web -based component will be simple and easy to navigate and will have an explanation of the survey, an interactive map where individuals can map their barns, the survey form which can be filled out online and submitted, a section for comments and a place to upload barn images. Phase 3: Final Report (Targeted Completion Date: April 2013) Phase 3 of the project will be the compilation and creation of the final report. The report will be made available to all participating state and local entities, local community development and planning agencies, libraries and schools. The survey data will be entered into the Virginia Department of Historic Resources' Data Sharing System. BUDGET Include a line item budget to support the proposed project. Only costs directly related to the scope of work for the project will be allowed. Because DHR will assume responsibility for project management, including the procurement of qualified consultants to perform the scope of work, costs for administration and overhead on the part of the local government or PDC are not to be considered as part of the budget. Item Expenses Personnel Project Management $7,000 Fuel costs $2,000 Misc Equipment $500 Printing costs $3,000 Copies (survey forms, etc.) $1,000 Misc $500 Approximate TOTAL $ 14,000 In -kind contributions consist of volunteer crews to perform the survey, project manager's office, volunteer and project manager's vehicles, equipment including digital cameras, computers, copy machines, etc. VDHR Cost -Share Application, August 2012 PRESERVATION VIRGINIA Pittsylvania County Tobacco Barns Architectural Survey P79 Other Funding Sources Acquired National Trust for Historic Preservation Henry A. Jordan, M.D. Preservation Excellence Fund $4,000 TIME SCHEDULE Provide a proposed schedule for completion of project work assuming that funds are available beginning September 15, 2012, and ending June 30, 2013, and noting that projects are to be completed by May 1, 2013 to ensure proper processing of deliverables and close- out of payments. Event Date In -kind Contributions $7,000 Training meeting for volunteers October 3, 2012 Phase 2 Fieldwork Begins October 8, 2012 Phase 2 Fieldwork Ends FabF• a.y 22, 2Q4 3 Spring 2013 Phase 3 Report Begins � L , ' Spring 2013 a& ^ Phase 3 Report Finalized April 22, 2013 AMOUNT REQUESTED Amount of Financial Assistance Requested: Identify the total project cost, amount requested by this application, and cash contribution. Amount requested $7,000 In -kind Contributions $7,000 Total Project Cost $14,000 VDHR Cost -Share Application, August 2012 PRESERVATION VIRGINIA Pittsylvania County Tobacco Barns Architectural Survey P80 In compliance with this Request for Applications and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to enter into a Cost Share Agreement in accordance with the attached signed application, or as mutually agreed upon by contract. CERTIFICATION: I certify that the information in this application is accurate to the best of my knowledge, and that I am authorized to make this request. I agree to abide by all the terms and conditions set forth in this application and accompanying instructions, if selected for a Cost - Sharing Agreement. Name and Address of Applicant(s): Preservation Franklin - 1. W. muo,a FEI/FIN No.: 54- 0568800 Title:— � U Tit Date:3fgsativ��ireste= Phone No.* Fax No.- E -mail: 804-648-1889 uxt 306 ekostelny na,preservationvirginia. or Add sheets as necessary for multiple applicants, providing all requested information for each. VDHR Cost -Share Application, August 2012 PRESERVATION VIRGINIA Pittsylvenia County Tobacco Barns Architectural Survey P81 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Classification and Pay Plan SUBJECT/PROPOSAL/REQUEST: Discussion of Classification and Pay Plan STAFF CONTACT(S): William D. Sleeper AGENDA DATE: 03 -19 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: 21 INFORMATION: INFORMATION: BACKGROUND: At the March 4, 2013 meeting of the Pittsylvania County Board of Supervisors, there were two (2) motions passed; one, authorizing a request for proposal to be sent out concerning the Classification and Pay Plan and a second motion requiring a local committee to be set up headed by the Honorable Jessie Barksdale to do the Classification and Pay Plan in house. DISCUSSION: Both motions were passed by the Board of Supervisors. The Honorable Jessie Barksdale has requested the Board of Supervisors to revisit this issue at this meeting. RECOMMENDATION• This is submitted to the Board of Supervisors for their review and consideration. P82 ANNOUNCEMENTS P83 REPORTS FROM LEGAL COUNSEL P84 REPORTS FROM COUNTY ADMINISTRATOR P85 CLOSED SESSION P86