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05-21-2013 BOS PKTBOARD PACKET BOARD OF SUPERVISORS ADJOURNED MEETING MAY 21, 2013 a 1 767 P1 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ADJOURNED MEETING TUESDAY, MAY 21, 2013 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA Call to Order — 7:00 p.m. 2. Roll Call Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Pledge of Allegiance 4. Emergency Items to be added to the Agenda Motion by BarberO Barksdale0 BowmanO EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO HagermanO Harville0 SneadO (a) APPROVAL OF AGENDA Motion by Barber0 Barksdale0 BowmanO EckerO HagermanO HarvilleO SneadO Seconded by BarberO BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO HEARING OF CITIZENS CONSENT AGENDA Motion by Barber[] Barksdale[] BowmanD EckerD Hagerman[] Harville[] SneadD Seconded by BarberD Barksdale[] BowmanD EckerD Hagerman[] Harville[) SneadD 5. (a) Regional One — June 2013 — Page 12 (b) Out of State Travel — Training; Office of Emergency Service— Page 13 (c) Foster Care Awareness Month - Proclamation — Pages 14 -15 (d) Letter of Thanks — Town of Hurt — Pages 16 -1 PUBLIC HEARINGS Rezoning Cases Open: Motion by Barber[] Barksdale[] Bowman[) EckerD Hagerman[] HarvilleD SneadD Seconded by BarberD Barksdale[] Bowman[) EckerD Hagerman[] Harville0 SneadD Close: Case l: Larry K. Warrick & Sandra B. Warrick — Tunstall District; R -1, Residential Suburban Subdivision District to A -1 Agricultural District Roll Call Vote (Roll Call Vote Y or N) R -13 -023 Y N A Barber ❑ ❑ ❑ Barksdale ❑ U ❑ Bowman i. I. I ❑ Ecker ❑ ❑ Hagerman ❑ ❑ Hawdle ❑ ❑ ❑ Snead ❑ ❑ 11 (Roll Call Vote Y or N) R -13 -023 Motion by Barber/7 BarksdaleO BowmanO EckerO Hagerman0 Harvflle0 SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Open: Close: Case 2: J. Matthew Doss & Lori Martin Doss — Callands- Gretna District; R -13 -024 R -1, Residential Suburban Subdivision District portion to A -1, Agricultural District Roll Call Vote (Roll Call Vote YorN) Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO Open: Close: Case 3: Mavis Neal Brooks — Staunton River District; R -13 -025 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote YorN) Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO Open: Close: Case 3: Mavis Neal Brooks — Staunton River District; R -13 -025 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote (Rolf Call Vote Yor N) Case 4: Withdrawn R- 13-026 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Rolf Call Vote Yor N) Case 4: Withdrawn R- 13-026 Motion by Barber[] Barksdale[] Bowman[] Ecker[] Hagerman[] HarviUeO Snead[] Seconded by Barber[] Barksdale[] Bowman[] Ecker[] Hagerman[] HarvilleO Snead[] Open: Close: Case 5: Mecklenburg Electric Cooperative — Staunton River District; R -13 -027 A -], Agricultural District portion to R -1, Residential Suburban Subdivision District; A -1, Agricultural District to R -1, Residential Suburban Subdivision District Roll Call Vote (Roll Call Vote Y or N) Motion by Barber[] Barksdale[] BowmanO Ecker[] Hagerman[] Harville[] Snead[] Seconded by Barber[] Barksdale[] Bowman[] Ecker[] Hagerman[] Harville0 Snead[] Open: Close: Case 6: Michael Ray Puckett & Sunshine Dawn Puckett — Westover District; R -13 -028 R -1, Residential Suburban Subdivision District to RC -1, Residential Combined Subdivision District Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Y or N) Motion by Barber[] Barksdale[] BowmanO Ecker[] Hagerman[] Harville[] Snead[] Seconded by Barber[] Barksdale[] Bowman[] Ecker[] Hagerman[] Harville0 Snead[] Open: Close: Case 6: Michael Ray Puckett & Sunshine Dawn Puckett — Westover District; R -13 -028 R -1, Residential Suburban Subdivision District to RC -1, Residential Combined Subdivision District Roll Call Vote (Roll Call Vote Y or N) Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville J ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Y or N) UNFINISHED BUSINESS Motion by Barbera Barksdalea BowmanO EekerO HagermanO HarvilleO Sneada Seconded by Barbera Barksdale0 BowmanO Eckera HagermanO Harville0 Sneada 6. Expenditure Refunds —At their regular meeting on May 6, 2013, a motion was made by Mr. Barber, seconded by Mr. Hagerman, which required a 10 -Day Layover that has now been met. Roll Call Vote Required — Pages 20 -22 Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Hmille G ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Y or N) NEW BUSINESS Motion by Barbera BarksdaleO Bowmana EckerO Hagermana HarvlUeO SneadO Seconded by Barbera Barksdalea Bownuma EckerO Hagermana Harvillea SneadO 7. Request for Public Hearing — Amendment to Chapter 16 — Pages 24 -26 Motion by Barbera BarksdaleU Bowmana EckerO Hagermana Harville0 SneadO Seconded by Barbera BarksdaleU Bowman0 EckerO Hagerman0 Harville0 SneadO 8. 2013 Cops Grant Application Approval (School Resource Officers) — Pages 27 -30 Motion by Barbera BarksdaleO BowmanO Eckera Hagerman0 Harvillea SneadO Seconded by Barbera Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO 9. 911 Signs — Mr. Harville — Pages 31 -32 Motion by Barbera Barksdalea Bowman0 Eckera HagermanO Harvillea Sneada Seconded by Barbera BarksdaleO Bowman0 Eckera Hagerman0 Harvillea Sneada 10. Credit Card Policy — Mr. Hagerman — Pages 33 -39 11. Request €er Su 'ehiele Baeh,.iers Hall V,,lunteef Fire T,e.., A ffien _ To be Stricken from the Agenda APPOINTMENTS Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 Ecker17 Hagerman0 HarvilleO SneadO 12. Appointment to the Pittsylvania County Social Services Board — Callands- Gretna District Page 41 BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL REPORTS FROM COUNTY ADMINISTRATOR 13. Virginia Department of Transportation (VDOT) Notice of Public Hearing — Fiscal Year 2014 -2019 Six -Year Improvement Program (FY2014- 2019SYIP) — Pages45 -47 14. Stormwater Management Plan — Pages 48 -50 Adiournment Motion by Barber0 BarksdaleO BowmanO EckerO HagermanO Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Time Adjourned: TO BE ADDED P9 HEARING OF CITIZENS P10 CONSENT AGENDA Nl, PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Consent Agenda: Regional One -June SUBJECT/PROPOSAL/REQUEST: Approval of Contract Payment to Regional One for June 2013 STAFF CONTACT(S): Sleeper, VanDerHyde AGENDA DATE: 5 -21 -13 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: No ITEM NUMBER: 5(a) INFORMATION: INFORMATION: REVIEWED BY: 1% Jas 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 June. 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 June 2013. P12 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Out of State Travel — Office of Emergency Services SUBJECT/PROPOSAL/REQUEST: Training for the Deputy Coordinator of Emergency Services STAFF CONTACT(S): Messrs. Davis, Sleeper, BACKGROUND: AGENDA DATE: May 21, 2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: 5(b) INFORMATION: INFORMATION: Mr. Terry Kelly is a Nationally Certified Instructor with the National Academy of Emergency Dispatch. In order to maintain this certification to teach he must attend semi - annual training with the Academy. DISCUSSION: During June 21 -23, 2013 the National Academy will hold a re- certification class for their Fire Instructors in Charlotte, NC. Because of the number of classes Mr. Kelly teaches each year, the Academy is paying for his lodging and $295.00 of the required $395.00 class fees. The County will be responsible for his travel by car to the class, $100.00 for the classroom registration and meals. His certification to teach the class for the County saves us the expense of having to send our personnel to other classes. These classes are out of state and therefore he saves us those expenses for our dispatch personnel. He will be out of the County from June 20 -23, 2013. RECOMMENDATION: Staff recommends the Board of Supervisors to authorize the travel request. P13 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Proclamation — Foster Care Month — May 2013 SUBJECT/PROPOSAL/REQUEST: Proclamation STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 05 -21 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 5(c) INFORMATION: INFORMATION: BACKGROUND: The Honorable Coy E. Harville, Westover District, has asked that the Board of Supervisors recognize May as Foster Care Month in Pittsylvania County. May is National Foster Care Month. Attached hereto, is a proclamation promoting the importance of foster cane and that everyone can play a part in enhancing the lives of children and youth in foster care. Staff submits this to the Board of Supervisors for their review, consideration, and approval. P14 PITTSYLVANIA COUNTY BOARD OF SUPER VISORS PROCLAMATION FOSTER CARE MONTH May 2013 WHEREAS, the family, serving as the primary source of love, identity, self - esteem and support, is the very foundation of our communities and our State, and WHEREAS, in Pittsylvania County there are 13children and youth in foster care being provided with a safe, secure and stable home along with the compassion and nurture of a foster family, and WHEREAS, all young people in foster care need a meaningful connection to a caring adult who becomes a supportive and lasting presence in their lives, and WHEREAS, foster, kinship and adoptive families, who open their homes and hearts and support children whose families are in crisis, play a vital role in helping children and families heal and reconnect thereby launching young people into successful adulthood, and WHEREAS, dedicated foster families frequently adopt foster children, resulting in a greater need for more foster families, and WHEREAS, there are numerous individuals, public and private organizations who work to increase public awareness of the needs of children in and leaving foster care as well as the enduring and valuable contribution of foster parents, and the foster care "system" is only as good as those who choose to be part of it, NOW, THEREFORE, the Board of Supervisors of Pittsylvania County does hereby proclaim May as FOSTER CARE MONTH in Pittsylvania County and urge all citizens to come forward and do something positive that will help change a lifetime jar children and youth in foster care; and BE IT FURTHER PROCLAIMED that a copy of this resolution be distributed to all media sources. Given under my hand this 21 °' day of May, 2013. Brenda H. Bowman, Vice -Chair Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P15 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Letter of Thanks — Town of Hurt 1 05 -21 -2013 ITEM NUMBER: 5(d) INFORMATION: INFORMATION: The Board of Supervisors approved for a Tobacco grant to improve the water and sewer service to the Klopman Mill properties in Hurt, Virginia. In doing so, the County assisted in the installation of water and sewer to the Klopman Mill sites to provide for a future industrial park and future industry. DISCUSSION: In making the necessary extensions and improvements for the water and sewer to the Klopman Mill property, the County improved problem areas of the Town's sewer system which allowed a significant upgrade to service in the Town of Hurt. Attached hereto is a letter from Mayor Gary Poindexter expressing the sincere appreciation of Town Council for the necessary improvements to the Town's sewage system which will provide the Town the ability to service industrial development in the area which was not available before. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P16 ACTION: SUBJECT/PROPOSAUREOUEST: Letter of Thanks CONSENT AGENDA: ACTION: Yes STAFF CONTACT(S): Mr. Sleeper ATTACHMENTS: Yes ITEM NUMBER: 5(d) INFORMATION: INFORMATION: The Board of Supervisors approved for a Tobacco grant to improve the water and sewer service to the Klopman Mill properties in Hurt, Virginia. In doing so, the County assisted in the installation of water and sewer to the Klopman Mill sites to provide for a future industrial park and future industry. DISCUSSION: In making the necessary extensions and improvements for the water and sewer to the Klopman Mill property, the County improved problem areas of the Town's sewer system which allowed a significant upgrade to service in the Town of Hurt. Attached hereto is a letter from Mayor Gary Poindexter expressing the sincere appreciation of Town Council for the necessary improvements to the Town's sewage system which will provide the Town the ability to service industrial development in the area which was not available before. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P16 The Tobin of hurt Incorporated In 1967 HURT, VIRGINIA 24563 -0760 P.O. Box 760 533 Pocket Road May 6, 2013 Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors 7856 Deer View Road Gretna, VA 24557 Re: town sewer system upgrade Dear Mr. Chairman and board members: Phone 434 - 324-441 1 FAX 434 - 324 -9247 On behalf of the Town of Hurt, I would like to officially extend much gratitude from Council, staff and citizens collectively for your assistance in the completion of recent upgrades to our town sewage system. Your support for this project (financial and otherwise), along with the efforts of county employees who were involved in the work, have not gone unnoticed. Indeed, they are greatly appreciated. I am pleased to report that our new sewer pump station and appurtenant structures are now in place, fully operational, and in good working order. We look forward to many years of valuable service from this infrastructure. We find ourselves fortunate to have your support in such endeavors, and we look forward to additional cooperative efforts with Pittsylvania County in the future. If I or anyone in our offices can be of assistance to you, please do not hesitate to call. Sincerely, Gary Poindexter Mayor, Town of Hurt "An Equal Opportunity Employer" P17 PUBLIC HEARING P18 UNFINISHED BUSINESS P19 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: AGENDA TITLE: 1 5 -21 -13 Expenditure Refunds- Motion made by Mr. Barber and ACTION: seconded by Mr. Hagerman and has now met the 10- Yes day layover requirement SUBJECT/PROPOSAL/REQUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): BACKGROUND: CONSENT AGENDA: ITEM NUMBER: 6 INFORMATION: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: DISCUSSION: Attached is a list of expenditure refunds for the month of April 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), $940.00 to Sheriff -Parts (100 -4- 031200 - 6030), $1,621.20 to Sheriff -Labor (100- 4- 031200- 6031), $1,658.04 to Jail- Extradition (100-4-033100-5550), $67.40 to Animal Control- Advertisitng (100 -4- 035100- 3600). $5,102.00 to E91 I- Telephone (100 -4- 035500 - 5230), $2,580.00 to CPMB -CSA Pool Program (100 -4- 053500- 7003), $260.00 to Library- Postage (100 -4- 073100 - 5210), $12,984.98 to WIA -Rent (251 -4- 353160- 5420). MOTION MADE BY MR. BARBER AND SECONDED BY MR. HAGERMAN AND HAS NOW MET THE l0 -DAY LAYOVER REQUIREMENT.. P20 AGENDA TITLE: PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: 5 -06 -13 Expenditure Refunds- Requires a motion and a 10 -day ACTION: layover I Yes SUBJECT/PROPOSAL/REQUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): BACKGROUND: CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 15 INFORMATION: INFORMATION: DISCUSSION: Attached is a list of expenditure refunds for the month of April, 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), $940.00 to Sheriff -Parts (100 -4- 031200 - 6030), $1,621.20 to Sheriff -Labor (100- 4- 031200- 6031), $1,658.04 to Jail- Extradition (100-4-033100-5550), $67.40 to Animal Control- Advertising (100 -4- 035100- 3600). $5,102.00 to E91 I- Telephone (100 -4- 035500 - 5230), $2,580.00 to CPMB -CSA Pool Program (100 -4- 053500- 7003), $260.00 to Library- Postage (100 -4- 073100 - 5210), $12,984.98 to WIA -Rent (251 -4- 353160- 5420). THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER. P21 Finance Department P.O. Box 426 Chatham, Virginia 24531 PITTSYLVANIA COUNTY VIRGINIA MEMO TO: William D. Sleeper, County Administrator FROM: Kim Van Der Hyde Finance Director SUBJECT: April Expenditure Refunds DATE: May 3, 2013 Phone (434) 432 -7740 Fax (434) 432 -7746 Gretna/Hurt (4341 656-6211 Bachelors Hall /Whitmell (434) 797 -9550 The list below shows all expenditure refunds that were sent to the Finance Department during the month of April. 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 100 -4- 031200 -6030 Sheriff -Parts 940.00 Insurance Reimbursement/Restitution 1004- 031200 -6031 Sheriff -Labor 1,621.20 Insurance Claims 100 -4- 033100 -5550 Extradition 1,658.04 100 -4 -035100 -3600 Animal Control - Advertising 67.40 Reimbursement 100 -4- 035500 -5230 E911- Telehpone Intrado Reimbursement 100 -4 -53500 -7003 CSA -Pool Funds Reimbursement 5,102.00 2,580.00 100 -4- 073100 -5210 Library- Postage 260.00 Friends of the Library Reimbursement 251 -4- 353160 -5420 WIA -Rent Rent Payments 251 -3- 000000- 150201 TOTAL APRIL EXPENDITURE REFUNDS P22 12,984.98 $25,413.29 NEW BUSINESS P23 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Request for Public Hearing — Chapter 16 1 05 -21 -2013 ITEM NUMBER: 7 INFORMATION: INFORMATION: BACKGROUND: The Commonwealth of Virginia, under Chapter 15.2 -1712, Code of Virginia, 1950, as amended, authorizes the governing body of a County to permit their law enforcement officers and deputy sheriffs to engage in off - duty employment which may upon occasion require their use of police power in the performance of such employment. Therefore, there must be an ordinance in place with the Board of Supervisors authorizing this action. DISCUSSION: Attached hereto, you will find a draft of a proposed amendment to Chapter 16 of the Pittsylvania County Code, based on the recommendations by the County Attorney that updates the chapter and will include "Employment of Off -duty Officers ". The Board of Supervisors had previously approved Off -Duty Officers to be paid through the County for said services and that the County would bill entities or agents that had requested this service at a fixed rate which would cover the required benefits of the County. This is a request to set a public hearing at the adjourned meeting on June 18, 2013 to receive citizen input on the amendments to Chapter 16 to authorize this use of police power. RECOMMENDATION: Staff recommends the Board of Supervisors authorize this public hearing to be set for the adjourned meeting on June 18, 2013 to amend Chapter 16 to authorize the use of police powers as identified and authorized by Section 15.2 -1712, Code of Virginia, 1950, as amended. P24 ACTION: SUBJECT/PROPOSALIREOUEST: Yes Public Hearing Request CONSENT AGENDA: ACTION: STAFF CONTACT(S): Mr. Sleeper ATTACHMENTS: Yes ITEM NUMBER: 7 INFORMATION: INFORMATION: BACKGROUND: The Commonwealth of Virginia, under Chapter 15.2 -1712, Code of Virginia, 1950, as amended, authorizes the governing body of a County to permit their law enforcement officers and deputy sheriffs to engage in off - duty employment which may upon occasion require their use of police power in the performance of such employment. Therefore, there must be an ordinance in place with the Board of Supervisors authorizing this action. DISCUSSION: Attached hereto, you will find a draft of a proposed amendment to Chapter 16 of the Pittsylvania County Code, based on the recommendations by the County Attorney that updates the chapter and will include "Employment of Off -duty Officers ". The Board of Supervisors had previously approved Off -Duty Officers to be paid through the County for said services and that the County would bill entities or agents that had requested this service at a fixed rate which would cover the required benefits of the County. This is a request to set a public hearing at the adjourned meeting on June 18, 2013 to receive citizen input on the amendments to Chapter 16 to authorize this use of police power. RECOMMENDATION: Staff recommends the Board of Supervisors authorize this public hearing to be set for the adjourned meeting on June 18, 2013 to amend Chapter 16 to authorize the use of police powers as identified and authorized by Section 15.2 -1712, Code of Virginia, 1950, as amended. P24 PROPOSED PITTSVLVANIA COUNTY CODE CHAPTER 16 SHERIFF'S DEPARTMENT (ENFORCEMENT OFFICERS) 16 -1. Line of Duty 16 -2. Employment of Off -duty Officers P25 Chapter 16 ENFORCEMENT OF OFFICERS Article 1. SEC. 16 -1. LINE OF DUTY. Pursuant to Section 15.2 -136.1 et seq. of the Code of Virginia, 1950, as amended, all Law Enforcement Officers of the County of Pittsylvania, the Sheriff and all Deputy Sheriffs, and all members of the following rescue squads to wit: Danville Life Saving and First Aid Crew Incorporated, Chatham Rescue Squad, Incorporated Gretna Rescue Squad Incorporated, and the A1taVista Life Saving Crew, Incorporated and all Volunteer Fire Departments so identified in Section 31.2 and 31.2(A) of the Pittsylvania County as amended by the Board of Supervisors. (B.S.M. 11 -1 -82) SEC. 16 -2. EMPLOYMENT OF OFF -DUTY OFFICERS As authorized by Section 15.2 -1712 of the Code of Virginia 1950, as amended, the Board of Supervisors of Pittsylvania County, Virginia, shall permit law- enforcement officers and deputy sheriffs to be engaged in off -duty employment which may occasionally require the use of their police powers in the performance of such employment. The promulgation of reasonable rules applying to such off -duty employment shall be delegated by the Board of Supervisors of Pittsylvania County, Virginia, to the Pittsylvania County Sheriff. P26 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: 2013 COPS Grant Application Approval (School Resource Officers) SUBJECT/PROPOSAL/REOUEST: Approval of 2013 COPS Hiring Program (CHP) grant application STAFF CONTACT(S): Sleeper. VanDerHvde. Mills AGENDA DATE: 5 -21 -13 ACTION: Yes INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: During the budget process, the School Safety Initiative was discussed at length. This program was removed from the 2014 adopted budget with the understanding that other sources of income would be investigated to help fund this program including grants. DISCUSSION: The Sheriffs Office would like to apply for the 2013 COPS Hiring Program (CHP) grant to obtain funding to hire 6 new school resource officers. This is a three year grant, which requires a 25% local match. Documents regarding this grant are attached for your perusal. RECOMMENDATION: Staff recommends that the Board of Supervisors allow the Sheriff s Office to apply for the 2013 COPS Hiring Program (CHP) grant and authorize the County Administrator to sign any documents related to this grant application process. P27 U.S. DEPARTMENT OF JUSTICE COPS OFFICE OF CONIMITN1TY ORIENTED 1'OUCING SEItV10E5 J -ri .N Street NE, Vashington, D.C- 20510 April 22, 2013 RE: 2013 COPS Hiring Program (CHP) Application Period — NOW OPEN! Dear Colleague: I am pleased to announce that the application period for the 2013 COPS Hiring Program (CHP) is now open. Applications for this year's CHP solicitation must be complete and submitted by 7:59 PM EDT on Wednesday, May 22, 2013, in order to receive consideration. CHP is a competitive grant program that provides funding directly to law enforcement agencies having primary law enforcement authority to impact their community policing capacity and problem solving efforts. Under Fiscal Year (FY) 2013 CHP, awardees may receive up to 75 percent of the approved entry-level officer salary and fringe benefit costs, with a minimum 25 percent local cash match requirement and a maximum federal share of $125,000 per officer position over a three -year grant period. Grant funds may be used to hire new, full -time sworn officer positions, to rehire officers who have been laid off, or to rehire officers who are scheduled to be laid off on a specific future date as a result of local budget cuts. As in the past, CHP requires that each position awarded be retained with local funds for a minimum of 12 months at the conclusion of 36 months of federal funding for each position. Applicants must also use awarded CHP funding to supplement (increase) state, local and or Bureau of Indian Affairs funds that otherwise would have been dedicated to sworn officer positions in the absence of the grant. FY 2013 CHP funding is limited, and all awards are subject to the availability of appropriated funds and any modifications or additional requirements that may be imposed by law. For detailed information on CHP program requirements, application instructions, FAQs and more, please visit the CHP page on the COPS website at www.coi)s.usdoi.mov/Default.asi)?Item=2367. Please note that applications for this program must be submitted in two parts. First, applicants must apply online via www.grants.sov to complete the SF424, the government -wide standard form required for competitive grant application packages. Once the SF -424 has been submitted, you will receive an e-mail with instructions on completing the second part of the CHP application through the COPS Office Online Application System (CAPS), found on the COPS Office website at www.cons.tisdoigov through the "Account Access" link in the upper right hand corner. We thank you for your time and cooperation during the CHP application review process. If you have questions about completing a 2013 CHP application, please contact the COPS Response Center at 1.800.421.6770. Sincerely, Joshua A. Ederheimer Acting Director ADVANCING PUISI IC S A I IIY TiIikouGII COMMUNIIY POI ICING P28 15 MH1nngProOmm(01P) FY201 J Ap plitatim fxddt COPS Hiring Program (CHP) Overview The COPS Hiring Program (CHP) provides funding directly to law enforcement agencies to hire and /or rehire career law enforcement officers in an effort to increase their community policing capacity and crime prevention efforts. 2013 CHP grants will cover up to 75 percent of the approved entry -level salary and fringe benefits of each newly -hired and /or rehired, full -time sworn career law enforcement officer over the three -year (36 months) grant period, with a minimum 25 percent local cash match requirement and maximum federal share of 5125,000 per officer position. CHP grant funding will be based on your agency's current entry- level salary and fringe benefits for full-time sworn officers. Any additional costs for higher than entry- level salaries and fringe benefits will be the responsibility of the grantee agency. All agencles'requests will be capped at no more than 5 percent of their actual sworn force strength as reported on the date of application. Agencies with a service population of 1 million or more may apply for up to 25 officer positions; agencies with a service population less than 1 million may apply for up to 15 officer positions. [The request of any agency with a sworn force strength less than or equal to 20 will be capped at one officer.] Funding under this program may be used to: • Hire new officers, which includes filling existing officer vacancies that are no longer funded in your agency's budget. These positions must be in addition to your current budgeted (funded) level of sworn officer positions, and the officers must be hired on or after the official grant award start date as it is listed on your agency's award document. Under 2013 CHP, new hires are not required to be military veterans. • Rehire officers laid off by any jurisdiction as a result of state, local, or Bureau of Indian Affairs (BIA) budget cuts. The rehired officers must be rehired on or after the official grant award start date as it appears on your agency's award document Documentation must be maintained showing the date(s) that the positions were laid off and rehired. • Rehire officers who are (at the time of application) currently scheduled to be laid off on a specific future date as a result of state, local, or BIA budget cuts. Grantees will be required to continue funding the positions with local funding until the date(s) of the scheduled lay -offs. The dates of the scheduled lay -offs and the number of positions affected must be identified in the CHP application. In addition, documentation must be maintained detailing the dates and reason(s) for the lay -offs. Furthermore, agencies awarded will be required to maintain documentation that demonstrates that the scheduled lay -offs are occurring for local economic reasons unrelated to the availability of CHP grant funds; such documentation may include local council meeting minutes, memoranda, notices, or orders discussing the lay-offs, budget documents ordering jurisdiction -wide budget cuts, and /or notices provided to the individual officers regarding the lay -offs. An applicant may request funding in one or more of the above- referenced hiring categories under CHP. CHP grant awards will be made for officer positions requested in each of these three categories and recipients of CHP awards are required to use awarded funds for the specific categories awarded. If your agency receives a CHP grant — andafter receiving thegrant —your agency needs to change one or more of the funded hiring categories it received funding under, your agency must request a post -award grant modification and must receive prior approval before spending CHP funding. To obtain information on modifying a CHP grant award, please contact the COPS Office Response Center at 800A21.6770. An applicant may not reduce its existing current fiscal year budget for sworn officers just to take advantage of the CHP grant. Any budget cut must be unrelated to the receipt of CHP grant funds to avoid a violation of the COPS statutory nonsupplanting requirement. 2 P29 FY2013 CHIP Grant Program School Resource Officer Budget Narrative Personal Employees Salary/Wages Fringe Benefits FICA (Social Security) MEDICARE Total Virginia Retirement System VRS Employer's Share Virginia Retirement System VRS Employee's Share Virginia Retirement System VRS Life Insurance Anthem Blue Cross /Blue Shield $479.44 per covered employee per month Delta Dental Plan of Virginia $12.00 per covered employee State Unemployment Insurance (.0148 x first $8,000.00 Workman's Comp - $1.55 per hundred (Salary divided by 100 x $1.55) Total Fringe Benefits Total Salary plus Fringe Benefits Per Employee Total Cost for (6) Six School Resource Officers P30 0.00% - - - 1.19% 394.45 295.84 98.61 5,753.28 4,314.96 1,438.32 144.00 108.00 36.00 118.40 88.80 29.60 513.78 385.33 128.44 $ 12,485.97 $ 9,364.48 $ 3,121.49 $ 45,632.97 $ 34,224.73 $ 11,408.24 $273,797.82 $205,348.38 $68,449.44 Total Cost Grant Local Match 0.25 $ 33,147.00 24,860.25 8,286.75 6.20% 2,055.11 1,541.34 513.78 1.45% 480.63 360.47 120.16 7.65% 2,535.75 1,901.81 633.94 9.13% 3,026.32 2,269.74 756.58 0.00% - - - 1.19% 394.45 295.84 98.61 5,753.28 4,314.96 1,438.32 144.00 108.00 36.00 118.40 88.80 29.60 513.78 385.33 128.44 $ 12,485.97 $ 9,364.48 $ 3,121.49 $ 45,632.97 $ 34,224.73 $ 11,408.24 $273,797.82 $205,348.38 $68,449.44 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 911 Signs 1 05 -21 -2013 ITEM NUMBER: 9 INFORMATION: INFORMATION: In 1993, the Pittsylvania County Board of Supervisors established their street name and numbering ordinance for the 911 System of Pittsylvania County. In relation to signs, Section 42 -8 of the Pittsylvania County Code, specifically identifies the installation of signage; however, it only refers to developers of developments or subdivisions. Therefore, Mr. Harville has requested a proposal for private individuals to allow street signage that would reach private properties that are not in developments or subdivisions; therefore, there is a proposal identified as 42- 8(B)(4). RECOMMENDATION: As a recommendation for the Board of Supervisors, authorize that a public hearing be set to amend Section 42- 8(B)(4) to receive citizen input to be set for June 18, 2013. P31 ACTION: SUBJECT/PROPOSAUREOUEST: Yes Amendments for the Ordinance CONSENT AGENDA: ACTION: STAFF CONTACT(S): Mr. Sleeper ATTACHMENTS: Yes ITEM NUMBER: 9 INFORMATION: INFORMATION: In 1993, the Pittsylvania County Board of Supervisors established their street name and numbering ordinance for the 911 System of Pittsylvania County. In relation to signs, Section 42 -8 of the Pittsylvania County Code, specifically identifies the installation of signage; however, it only refers to developers of developments or subdivisions. Therefore, Mr. Harville has requested a proposal for private individuals to allow street signage that would reach private properties that are not in developments or subdivisions; therefore, there is a proposal identified as 42- 8(B)(4). RECOMMENDATION: As a recommendation for the Board of Supervisors, authorize that a public hearing be set to amend Section 42- 8(B)(4) to receive citizen input to be set for June 18, 2013. P31 SEC. 42 -8. STREET AND ROAD NAMES; SIGNAGE. A. After the effective date of this article, it shall be the responsibility of the developer(s) of any development and/or subdivision involving any new streets and roads, whether such streets and roads are to be dedicated to the public or are to remain private in nature and in title, to consult the Agent and the Pittsylvania County, Virginia Master Street and Road Name Guide prior to proposing names for such streets and roads. Proposed named for such streets and roads must be reviewed and approved by the Agent prior to final approval of any development plan and/or subdivision plat. In all cases, approved names for such streets and roads must be shown on each development plan and/or subdivision plat. B. After the effective date of this article, it shall be the responsibility of the developers of any development and/or subdivision involving any new streets and roads, whether public or private, to have street and road name signs fabricated at the expense of the developer in accordance with specifications to be provided by the Agent. Such street and road name signs shall be installed at the expense of the developer of such development and/or subdivision. 1. For streets and roads that are to be dedicated to the public, the Agent will review the proposed locations of street and road name signs in conjunction with the Virginia Department of Transportation prior to final plat approval of development plans and/or subdivisions. 2. For streets and road that are to remain private in nature and in title, the Agent will review the proposed locations of street and road names signs to ensure that such street and road name signs are proposed for placement upon private property and as such will not restrict sight clearance along the public way. 3. In all cases, the proposed locations of street and road name signs must be shown on each development plan and/or subdivision plat prior to final plat approval of same. 4. In cases to name a street or road that is to remain private in nature and in title and no such name has already been assigned, and whereas it is a single structure, the owner at their expense and upon consultation of the County Agent and the Pittsylvania County, Virginia Master Street and Road Name Guide as approved will be required to reimburse the Board of Supervisors the materials used for street signage and the placement of information on the County's Geographical Information System. C. Street and road name signs for any new streets and roads, whether public or private, in any development and/or subdivision created after the effective date of this article shall be installed at approved locations prior to the issuance of a certificate of occupancy for the first structure constructed within such development and /or subdivision. P32 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Credit Card Policy 1 05 -21 -2013 10 Pittsylvania County had a credit card policy that was identified under Travel and Training which was limited in its scope of use and disciplinary action. Mr. Hagerman has requested that the Board of Supervisors review the Pittsylvania County Credit Card Policy and has submitted a draft model policy for the Board of Supervisors to consider and implement in relation to credit card use in the Pittsylvania County. RECOMMENDATION: This policy is submitted to the Board of Supervisors for their review and consideration. P33 ACTION: INFORMATION: SUBJECT/PROPOSAU REQUEST: Yes Proposed Amendments CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): Mr. Sleeper ATTACHMENTS: Yes Pittsylvania County had a credit card policy that was identified under Travel and Training which was limited in its scope of use and disciplinary action. Mr. Hagerman has requested that the Board of Supervisors review the Pittsylvania County Credit Card Policy and has submitted a draft model policy for the Board of Supervisors to consider and implement in relation to credit card use in the Pittsylvania County. RECOMMENDATION: This policy is submitted to the Board of Supervisors for their review and consideration. P33 PITTSYLVANIA COUNTY CREDIT CARD POLICY GENERAL FINANCE PROVISIONS THE PURPOSE OF THIS POLICY IS TO ESTABLISH GUIDELINES FOR PITTYYLVANIA COUNTY TO PROVIDE FOR THE ISSUANCE OF CHARGE CARDS TO OFFICERS AND EMPLOYEES FOR THE PURPOSE OF COVERING EXPENSES INCIDENT TO AUTHORIZED TRAVEL AND ENABLING A COST - EFFECTIVE, CONVENIENT AND STREAMLINED METHOD OF PURCHASING ITEMS. REPORTS ON CARDHOLDER ACTIVITY ENABLE THE COUNTY OF PITTSYLVANIA TO CAPTURE INFORMATION NECESSARY TO BETTER MANAGE PITTSYLVANIA PURCHASING ACTIVITIES. AUTHORITY PITTSYLVANIA COUNTY IS AUTHORIZED TO USE CREDIT CARDS AS SET FORTH IN PITTSYLVANIA COUNTY BOARD OF SUPERVISORS POLICIES & PROCEDURES, PAGE 87 AND THE TRAVEL, TRAINING AND EDUCATION POLICY, PAGE 81 THRU AND 86. DEFINITIONS UNDER THIS NEW POLICY A CREDIT CARD MAY ISSUED TO AN INDIVIDUAL WHO IS: a) A FULL TIME EMPLOYEE FOR THE COUNTY OF PITTSYLVANIA AND P34 b) MEMBERS OF THE BOARD OF SUPERVISORS ON A "AS NEED" BASIS ONLY FOR TRAVEL OUTSIDE OF THE COUNTY OF PITTSYLVANIA (CARD WILL BE PICKED UP AS NEEDED FROM THE FINANCE DEPARTMENT OR FROM THE COUNTY ADMINISTRATOR AND RETURNED IMMEDIATELY AFTER TRIP) c) SAID EMPLOYEE AGREES TO BE HELD LIABLE TO THE CREDIT CARD COMPANY FOR ALL CHARGES WHILE CONDUCTING OFFICIAL PITTSYLVANIA COUNTY BUSINESS. PROCEDURES FOR OBTAINING CREDIT CARDS THE COUNTY OF PITTSYLVANIA MAY NOT PUT A CREDIT CARD IN THE NAME OF ANYONE BUT " PITTSYLVANIA COUNTY ". a) THE COUNTY OF PITTSYLVANIA WILL PROVIDE THE BOARD OF SUPERVISORS A MONTHLY STATEMENT SHOWING THE AMOUNT SPENT, THE ITEM PURCHASED, AND THE SIGNATURE OF THE PERSON USING THE CARD. THE FINANCE DEPARTMENT SHALL ESTABLISH PROCEDURES AND FORMS FOR IMPLEMTING AND MONITORING A CREDIT CARD PURCHASING PROGRAM THROUGH A FINANCIAL PROVIDER THAT INCLUDES, BUT IS NOT LIMITED TO THE FOLLOWING: A. A DOLLAR LIMITATION ON THE CREDIT CARD: B. A DOLLAR LIMITATION OF PURCHASING AUTHORITY TO THE CARDHOLDER PER TRANSACTION MADE WITH THE CREDIT CARD. C. A. A DOLLAR LIMITATION OF PURCHASING AUTHORITY ASSIGNED TO THE CARDHOLDER FOR THE TOTAL OF ALL CHARGES MADE DURING EACH MONTLY CYCLE. D. MERCHANT CATEGORY BLOCKING. P35 AUTHORIZED CARD USE A. CARDHOLDERS ARE AUTHORIZED TO USE THE CARD TO PURCHASE MERCHANDISE OR SERVIECES REQUIRED AS A FUNCTION OF THEIR DUTIES FOR PITTSYLVANIA COUNTY. UNARTHORIZED AND /OR INAPPROPRIATE CARD USE IS ADDRESSED IN THE NEXT SECTION OF THIS PROCEDURE. B. A PURCHASE MADE WITH A CREDIT CARD MAY BE MADE IN- STORE, BY TELEPHONE, FAX, INTERNET OR U.S. MAIL. A PURCHASE ORDER IS REQUIRED PER ESTABLISHED FINANCE DEPARTMENT PROCEDURE. C. IF A CREDIT CARD IS ISSUED FOR THE PURPOSE OF COVERING RELATING TO AUTHORIZED TRAVEL, UPON BILLING OR NO LATER THAN THIRTY DAYS OF THE BILLING DATE, THE OFFICER OR EMPLOYEE USING A CREDIT CARD ISSUED UNDER THIS SECTION SHALL SUBMIT A FULLY ITEMIZED TRAVEL EXPENSE VOUCHER. ANY CHARGES AGAINST THE CREDIT CARD NOT PROPERLY IDENTIFIED ON THE TRAVEL EXPENSE VOUCHER SHALL BE PAID BY THE OFFICIAL OR EMPLOYEE BY CHECK OR SALARD DEDUCTION. UNAUTHORIZED AND /OR INAPPROPRIATE CARD USE CREDIT CARDS MUST NEVER BE USED TO PURCHASE ITEMS FOR PERSONAL USE OR FOR NON - PITTSYLVANIA COUNTY PURPOSES, EVEN IF THE CARDHOLDER INTENDS TO REIMBURSE THE COUNTY OF PITTSYLVANIA. UNAUTHORIZED AND /OR INAPPROPRIATE CARD USE INCLUDES, BUT IS NOT LIMITED TO: A. ITEMS FOR PERSONAL USE: B. ITEMS FOR NON- PITTSYLVANIA COUNTY PURPOSES: P36 C. CASH OR CASH ADVANCES: D. FOOD AND BEVERAGES FOR AN INDIVIDUAL EMPLOYEE WHILE IN THE COUNTY OF PITTSYLVANIA. (HOWEVER, AUTHORIZED CARDS MAY ALLOW FOR FOOD AND NON- ALCOHOLIC BEVERAGES FOR BUSINESS - RELATED MEETINGS AND TRAVEL IN COMPLIANCE WITH SYSTEM PROCEDURES AND AFTER OBTAINING APPROVAL FOR SPECIAL EXPENSES.) E. ALCOHOLIC BEAVERAGES F. WEAPONS OF ANY KIND OR EXPLOSIVES G. RELOCATION EXPENSES H. ENTERTAINMENT: AND I. RECREATION DISCIPLINARY ACTION A. A CARDHOLDER WHO MAKES AN UNAUTHORIZED PURCHASE WITH THE CARD OR USES THE CARD IN AN INAPPROPRIATE MANNER WILL BE SUBJECT TO REVOCATION OF THE CREDIT CARD AND DISCIPLINARY ACTION INCLUDING RESTITUTION TO THE COUNTY OF PITTSYLVANIA FOR UNAUTHORIZED PURCHASES, POSSIBLE CARD CANCELLATION, POSSIBLE TERMINATION OF EMPLOYMENT AT PITTSYLVANIA COUNTY AND CRIMINAL PROSECUTION. THIS ALSO ANY CONTRACTORS, ANY MEMBER OF COMMITTEE'S, ANY MEMBERS OF THE BOARD OF SUPERVISORS OR OTHERS WHO MAY HAVE BEEN ISSUED A CARD FOR WHATEVER USE WITHOUT PROPER PERMISSION OF THE FINANCE DEPARTMENT OR THE COUNTY ADMINISTRATOR. B. IF ANY ITEM PURCHASED WITH A CREDIT CARD IS NOT ACCEPTABLE, THE USER OF THE CARD MUST REPORT THE USE IMMEDIATELY TO THE COUNTY P37 ADMINISTRATOR AND THE BOARD OF SUPERVISORS, NOTIFIED BY THE COUNTY ADMINISTRATOR BEFORE THE NEXT SCHUDLED MEETING, EVEN IF ARRANGEMENTS HAS BEEN MADE TO RETURN CREDIT TO THE COUNTY. C. IF, FOR ANY REASON, DISALLOWED CHARGES ARE NOT REPAID BEFORE THE CHARGE CARD BILLING IS DUE AND PAYABLE, PITTSYLVANIA COUNTY SHALL HAVE THE RIGHT TO WITHHOLD ANY AND ALL FUNDS PAYABLE OR TO BECOME PAYABLE TO THE OFFICIAL OR EMPLOYEE UP TO AN AMOUNT OF THE DISALLOWED CHARGES AND INTEREST AT THE SAME RATE AS CHARGE BY THE COMPANY WHICH ISSUED THE CHARGE CARD. AT THE VERY LEAST, IF THIS SHOULD HAPPEN AND THE EMPLOYEE OR OTHER PERSON USING THE CARD, THE COUNTY ADMINISTRATOR OR THE BOARD OF SUPERVISORS SHALL HAVE THE UNLIMITED RIGHT TO REVOKE THE USE OF THE CREDIT CARD ISSUED UNDER THIS SECTION, AND UPON SUCH REVOCATION ORDER BEING DELIVERED TO THE CHARGE CARD COMPANY, SHALL NOT BER LIABLE FOR ANY COSTS. RESPONSIBILITY AND ACCOUNTABILITY IT IS THE RESPONSIBILITY OF EACH INDIVIDUAL CARDHOLDER TO: 1. SAFEGUARD THE CREDIT CARD AND CREDIT CARD ACCOUNT NUMBER AT ALL TIMES; LOST OR STOLEN CREDIT CARDS MUST BE REPORTED IMMEDIATLE TO THE CREDIT CARD AGENCY AND THE COUNTY OF PITTSYLVANIA, THE FINANCE DEPARTMENT AND THE COUNTY ADMINISTRATOR. 2. KEEP CREDIT CARD IN A SECURE LOCATION AT ALL TIMES. 3. NOT ALLOW ANYONE TO USE THE CREDIT CARD AND /OR CREDIT CARD ACCOUNT NUMBER WHO IS NOT AUTHORIZED TO DO SO. P38 4. OBTAIN AND RETAIN ORIGINAL ITEMIZED RECEIPTS FOR GOODS AND SERVICES PURCHASED. ALL FORMS OF CANCELED CHECKS AND COPIES OF CREDIT OF CREDIT CARD BILLS DO NOT SUBSTIUTE FOR ORIGINAL RECEIPTS. AN EMPLOYEE MAY BE ALLOWED TO FILE AN AFFIDAVIT IN LIEU OF A RECEIPT IF THE ORIGINAL RECEIPT IS LOST OR A RECEIPT IS NOT OBTAINED: 5. REVIEW IN A TIMELY MANNER MONTHLY STATEMENTS FROM THE FINANCIAL INSTITUTION PROVIDER FOR ACCURACY AND ENSURING ALL TRANSACTIONS POSTED IS LEGITIMATE TRANSACTION MADE BY THE CARDHOLDER. RECEIPTS AND /OR PACKING SLIPS AND THE CUSTOMER'S COPY OF THE CHARGES MUST BE ATTACHED TO THE MONTHLY STATEMENT. THE AUTHORIZED USER OF THE CREDIT CARD MUST SIGN THE STATEMENT THAT THE GOODS HAVE BEEN RECEIVED: 6. SUBMIT THE STATEMENT AND DOCUMENTATION IN A TIMELY MANNER TO THE FINANCE DEPARTMENT PAYMENT PROCESSING: 7. SURRENDER THE CREDIT CARD AND CORRESPONDING SUPPORT DOCUMENTATION TO THE FINANCE DEPARTMENT UPON SEPARATION FROM THE COUNTY OF PITTSYLVANIA. 8. TAKE ANY OTHER STEPS NECESSARY TO ENSURE THAT THE CREDIT CARD IS USED ONLY FOR AUTHORIZED PURPOSES. PERIODIC REVIEWS THE COUNTY OF PITTSYLVANIA COUNTY FINANCE DEPARTMENT SHALL CONDUCT PERIOIC REVIEWS FOR PROPER CARD US. CREDIT CARD RECORDS WILL BE AUDITED FROM TIME TO TIME. P39 APPOINTMENTS P40 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appointment — Pittsylvania County Social Services Board Appointment — Callands- Gretna District STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 05 -21 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No REVIEWED BY: ITEM NUMBER: 12 INFORMATION: INFORMATION: BACKGROUND: Agencies, Boards, Commissions and Committees that operate under Pittsylvania County make nominations to the Board of Supervisors for appointments representing each election district within the County. The Beautification Committee is a committee in which a representative from each district is appointed by the Board. DISCUSSION: The Chairman of the Board of Supervisors has requested before any nominations for appointments are made to any committees, boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the board meeting of the proposed candidate to be nominated for an appointment to that board, agency, committee, or commission. Currently, Ms. Arlene Creasy holds the Callands- Gretna District seat on the Pittsylvania County Social Services Board for a term that will end June 30, 2013. Ms. Creasy has served for eight (8) consecutive years on this board and thus is not eligible for re- appointment. The Honorable Jerry Hagerman has nominated Ms. Andrea L. Johnson to serve as his district's representative on this board. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P41 REPORTS FROM MEMBERS P42 REPORTS FROM LEGAL COUNSEL P43 REPORTS FROM COUNTY ADMINISTRATOR P44 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Virginia Department of Transportation (VDOT 05 -21 -2013 Public Hearing ACTION: No Public Hearing STAFF CONTACT(S): Mr. Sleeper CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 13 INFORMATION: INFORMATION: BACKGROUND: The Virginia Department of Transportation each year holds public hearings concerning improvement plans for the Virginia Department of Transportation System. DISCUSSION: Attached hereto, you will find a letter from the Virginia Department of Transportation identifying the public hearing sites by the various highway department service areas and requesting public input concerning updates to the Six -Year Improvement Plan. This normally involves all primary roads in the locality. We are therefore requesting input from the Board of Supervisors to send to VDOT concerning the Six -Year Plan for the Public Hearing on June 4, 2013. RECOMMENDATION: Staff recommends that the Board of Supervisors submit recommendations to the County Administrator's office to be forwarded to VDOT concerning the Six -Year Improvement Plan for primary roads and rail in Pittsylvania County. P45 ,a %MMMONWEALTH of VIRGINIA DEPARTMENT OF TRANSPORTATION 4219 CAMPBELL AVENUE LYNCHBURG, VIRGINIA 24501 GREGORY A. WHIRLEY VDOT.Virginia.gov COMMISSIONER May 6, 2013 Mr. William D. Sleeper County Administrator County of Pittsylvania Post Office Box 426 Chatham, VA 24531 Dear Mr. Sleeper: The Commonwealth Transportation Board will conduct a public hearing in your area to give citizens the opportunity to review and provide comments on projects and programs to be included in the Fiscal Year 2014 -2019 Six -Year Improvement Program (FY2014 -2019 SYIP), including highway, rail and public transportation initiatives. These projects and programs represent important improvements to address safety, congestion and preservation of Virginids transportation network. It is important that we hear from you and your constituents about those projects you feel are the highest priority for the states limited transportation funds. The public hearing for citizens in our region will start at 6 p.m. on June 4, 2013 at Northside High School, 6758 Northside High School Road, Roanoke, VA 24019. Written comments may also be submitted during the hearing, or they may be mailed or e- mailed afterwards. I encourage you to attend the public hearing in our region, or one of the other hearings listed on the attachment if it is more convenient for you. If you cannot attend the briefing or hearing, you may send your comments to Programming Director at 1401 E. Broad Street, Richmond, VA 23219 or e-mail them to Six- yearPrograngvdot.virginia.gov. I truly appreciate your attendance at this session. If you have any questions prior to the meeting, please contact me at 434 - 856 -8174. Attachment Sincerely, Robert F. Guercia, P.E. Acting District Administrator JA :2 :I4ZIirl L•101NF-ALi[OPlhICI P46 FY2014 -2019 SYIP Public Hearings Districts Locations Date Host districts are bolded Richmond, Culpeper, VDOT Central Office Auditorium May 28, 2013, 6 PM Fredericksburg 1401 East Broad St. Richmond, VA 23219 Northern Virginia VDOT District Office May 29, 2013, 6 PM Potomac Conference Center 4975 Alliance Drive, Fairfax, VA 22030 Salem, Bristol, Lynchburg, Staunton Northside High School June 4, 2013, 6 PM 6758 Northside High School Road Roanoke, VA 24019 Hampton Roads Chesapeake Conference Center June 5, 2013, 6 PM 900 Greenbrier Circle Chesapeake, VA 23320 P47 AGENDA TITLE: Stormwater Management Plan SUBJECU/PROPOSAUREOUEST: Stormwater Plan STAFF CONTACT(S): Mr. Sleeper PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: 05 -21 -2013 ACTION: No CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 14 INFORMATION: INFORMATION: Pittsylvania County, in accordance with Section 10.1- 603.3.A, of the Code of Virginia, 1950, as amended, is required to establish a Stormwater Management Program in Pittsylvania County. DISCUSSION: Attached hereto, you will find a letter from the Department of Conservation and Recreation stating that Pittsylvania County's draft Stormwater Management Ordinance shows the necessary improvements and efforts being made to meet the criteria of the State provisions of 10.1- 603.3.A, of the Code of Virginia, 1950, as amended. Therefore, Pittsylvania County has requested a twelve (12) month extension in order to meet the extensive guidelines identified in this code section and the Department of Conservation and Recreation is stating that their Water Control Board will meet on June 6, 2013, and it is expected that the Board will vote to approve the extension requirements for twelve (12) months for Pittsylvania County to be able to comply with the requirements of Section 10.1- 603.3.A, Code of Virginia, 1950, as amended. P48 N yn I l Douglas W. Dontenech � �'� David A. Johnson Secretary of Natural Resources e`1""° Director COMMONWEALTH of VIRGINIA DEPARTMENT OF CONSERVATION AND RECREATION REPLY TO: Staunton Regional Office 203 Governor Street, Suite 206 Shenandoah /[upper James Watershed Richmond, Virginia 23219 -2010 P.O. Sox 1 g Verona, Virginia 24482 (804) 786 -2064 UUU Telephone (540). 332 -9991 PAX (540) 248 -3069 May 9, 2013 1� �1 NAY 1 3 2013 William D. Sleeper County Administrator Pittsylvania County P.O. Box 426 Chatham, VA 24531 Dear Mr. Sleeper: On May 6, 2013, the Christiansburg Regional Office completed its review of the progress of Pittsylvania County in developing a stormwater management program, pursuant to § 10.1- 603.3.A of the Stormwater Management Act. In accordance with this provision, the Virginia Soil & Water Conservation Board (Board) is authorized to grant a 12 month extension to the local adoption deadline of June 13, 2013, provided the locality has made substantive progress in the development of its local stormwater management program. Based on its' review of the Pittsylvania County's draft stormwater management ordinance, draft funding and staffing plan, and identification of authorities, the Christiansburg Regional office will be recommending to the Board at its June 6, meeting that Pittsylvania County's request for the 12 -month extension be granted, and it is expected that the Board will vote on the extension request at that meeting. The meeting will begin at 9:30 a.m. and will be held in the following location: Patrick Henry Building, West Reading Room 1111 East Broad Street, Richmond, Virginia 23219 Visitors must present a driver's license or picture identification and enter the south facade of the building through the security entrance facing the Governor's Mansion. Please note that over the coming year, staff will be communicating and working with your locality on additional benchmark deliverables that are part of the Board's approved adoption schedule. Please also note that, as the program submitted and reviewed by the State Parks • Soil and Water Conservation • Natural Heritage • Outdoor Recreation Planning Chesapeake Bay Local Assistance • Danr Safety and Floodplain Management • Land Conservation P49 Department was in draft form, staff will be identifying and communicating any revisions that may be needed to Pittsylvania County's program to ensure that it is fully consistent with the stormwater regulations before it is finalized. We appreciate the Pittsylvania County's efforts to comply with the requirements of §10.1- 603.3.A and look forward to continuing to work with you on Pittsylvania County's final stormwater management program. If you have any questions or if we can be of any assistance, please contact Timothy Ott at (434) 265 -0577. Sincerely Jim Echols Regional Manager P50 ADJOURNMENT P51