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08-20-2013 BOS PKTBOARD PACKET BOARD OF SUPERVISORS ADJOURNED MEETING AUGUST 20, 2013 1767 W P7 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ADJOURNED MEETING TUESDAY, AUGUST 20, 2013 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION FOX" of 1 DY41 Call to Order — 7:00 p.m. 2. Roll Call Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO Pledge of Allegiance 4. Emergency Items to be added to the Agenda Motion by BarberO Barksdale0 BowmanO EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 BarksdaleO BowmanO EckerO HagermanO Harville0 SneadO (a) MED300 Agreement Addendum - Pages 12 -19 APPROVAL OF AGENDA Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO HEARING OF CITIZENS CONSENT AGENDA Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO Seconded by BarberO BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO 5. (a) Presentation of Resolution to Dr. Carlyle Ramsey (b) Authorize Sale of Surplus Property — Pages 22 -23 PUBLIC HEARINGS Rezoning Cases Open: Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarviReO SneadO Seconded by Barber0 BarksdaleO BowmanO EckerO Hagerman0 HarvilleO SneadO Close: Case 1: Marion Baptist Church & Parsonage — Callands /Gretna Election District; R -13 -044 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote (Roll Call Vote YorM Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Hamille ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote YorM Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Open: Close., Case 2: Teresa J. Burnett — Westover Election District; R -13 -045 B -2, Business District, General to R -1, Residential Suburban Subdivision District Open: Roll Call Vote (Rolf Call Vote Y or N) Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Close: Case 3: Calvin E. William & Leonie Williams - Tunstall Election District; RC -1, Residential Combined Subdivision District to A -1, Agricultural District Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Har ille ❑ ❑ ❑ .Snead ❑ ❑ ❑ (Rolf Call Vote Y or N) Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Close: Case 3: Calvin E. William & Leonie Williams - Tunstall Election District; RC -1, Residential Combined Subdivision District to A -1, Agricultural District Roll Call Vote (Roa Call Vote Y or N) R -13 -046 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Hamille ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roa Call Vote Y or N) R -13 -046 Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by Barber17 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Open: Close: Case 4: Leonard A. Murray & Janet E. Murphy — Callands /Gretna Election District; R -13 -047 MHP, Residential Manufactured Housing Park District to A -1, Agricultural District Roll Call Vote (Roll Call Vote Y or N) PRESENTATIONS 6. Danville - Pittsylvania Chamber of Commerce — 2012/2013 Annual Report on Workforce Page 26 7. Presentation from American Judicial Alliance of Retired Judges of America —Page 27 8. Resolution to the American Judicial Alliance for Retired Judges of America —Pages 28 -29 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Hawille ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Y or N) PRESENTATIONS 6. Danville - Pittsylvania Chamber of Commerce — 2012/2013 Annual Report on Workforce Page 26 7. Presentation from American Judicial Alliance of Retired Judges of America —Page 27 8. Resolution to the American Judicial Alliance for Retired Judges of America —Pages 28 -29 UNFINISHED BUSINESS Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO Hagerman0 HarvilleO SneadO 9. Expenditure Refunds — At the Board of Supervisors' regular meeting on Monday, August 5, 2013, a motion was made by Mr. Barksdale, seconded by Ms. Bowman, which required a 10 -Day Layover that has now been met. Roll Call Vote required — Pages 31 -33 Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Hamille ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vole Yor N) Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO 10. Fire and Rescue - Carryover of Funds —At the Board of Supervisors' meeting on Monday, August 5, 2013, a motion was made by Mr. Snead, seconded by Ms. Bowman, which required a 10 -Day Layover that has now been met. Roll Call Vote required — Pages 34 -35 Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Ha ille ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vole Yor N) Motion by Barbera BarksdaleO Bowman0 EckerO Hagerman 17 Harvillea SneadO Seconded by Barbera BarksdaleO Bowman0 EckerO Hagerman0 Harville17 SneadO 11. Commissioner of Revenue — Additional Salary Appropriation — At the Board of Supervisors' regular meeting on Monday, August 5, 2013, a motion was made by Mr. Barksdale, seconded by Ms. Bowman, which required a 10 -Day Layover that has now been met. Roll Call Vote required — Pages 36 -37 Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Hawdle ❑ ❑ ❑ Snead ❑ ❑ ❑ (Ron Call Vote Y or A9 NEW BUSINESS Motion by Barbera Barksdale0 Bowman0 Eckera HagermanO Harville0 SneadO Seconded by Barbera BarksdaleO BowmanU EckerO Hagermana HarvilleO Snead/7 12. Recommendations from Fire & Rescue Committee — The Pittsylvania County Board of Supervisors Fire & Rescue Committee will meet at 4: 30pm on Tuesday, August 20, 2013 and any recommendations from the Committee will be submitted to the full Board — Pages 39 -40 (a) Review of annual contract for Regional One EMS. Motion by Barbera BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barbera BarksdaleO Bowmana Ecker17 Hagerman0 HarvilleO Snead/7 13. Recommendations from Solid Waste Committee — The Pittsylvania County Board of Supervisors Solid Waste Committee will meet at 5:06pm on Tuesday, August 20, 2013 and any recommendations from the Committee will be submitted to the full Board— Pages 41 -42 (a) Requests For Proposals (RFPs) for Engineering Services — Pittsylvania County Landfill (b) Existing Groundwater Monitoring Contracts and Review of Compliance Reports (c) Review of Pittsylvania County Solid Waste Ordinances; Chapters 17, 29 & 32 Motion by Barber17 BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO Seconded by Barber0 BarksdaleO BowmanO EckerO HagermanO Harville0 SneadO 14. Library Transfer — Welcome Center Part-time Salaries — Page 43 Motion by Barber17 BarksdaleO BowmanO EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO 15. Circuit Court Clerk — Carryover of Funds - Roll Call Vote required — Page — 44 Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Ilagennan ❑ ❑ ❑ Hamille ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Yor N) Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO 16. Bid Award — Sheriff's Department Uniforms — Pages 45 -46 Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by BarberO BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO 17. Change Order #I — Moses Building Standby Generator Installation — Pages 42 -49 APPOINTMENTS 18. Community Policy and Management Team (CPMT) — School Designees — Pages 51 -52 19. Pittsylvania County Public Library Board of Trustees — Town of Hurt — Page 53 20. Road Viewers — Staunton River District and Banister District — Page 54 BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL REPORTS FROM COUNTY ADMINISTRATOR Adjournment Motion by Barber0 BarksdaleO BowmanO EckerO HagermanO HarvilleO SneadO Seconded by BarberO BarksdaleO BowmanO EckerO HagermanO HarviUeO SneadO Time Adjourned: TO BE ADDED PH PITTSYLVANIA COUNTY Board of Supervisors AGENDA TITLE: Contract Amendment — Med3000 SUBJECT/PROPOSAL/REQUEST: Contract Amendment STAFF CONTACT(S): William D. Sleeper EXECUTIVE SUMMARY AGENDA DATE: 08 -20 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes 4(a) INFORMATION: INFORMATION: BACKGROUND: Pittsylvania County has a Business Associate Agreement with Med3000 in Virginia Beach, Virginia, for administering the billing requirements for the County's Ambulance Billing requirements under the Virginia Code. DISCUSSION: Under the HIPAA compliance rules, Med3000 must have a signed Business Associate Agreement that ensures the compliance with the Health Insurance Portability and Accountability Act ( HIPAA) of the Omnibus Final Rule effective March 26, 2013. That requirement must hold the business associates and their subcontractors responsible for being in compliance with HIPAA and subject to criminal and civil liabilities for violating certain provisions of HIPAA. The Business Associate Amendment with the Pittsylvania County Board of Supervisors is to ensure that the County understands their legal responsibility to protect the individual medical records background as required by HIPAA and to implement reasonable and appropriate measures to ensure the security and privacy of that information. It is the ultimate responsibility of Med3000 of ensuring that health care practices are carried out properly with the business associates, therefore they are requesting the Pittsylvania County Board of Supervisors to sign the Third Party Data Breach Agreement called the "Business Associate Addendum" to the Pittsylvania County Business Associate Agreement. This has the required recitals and definitions necessary to meet the requirements of HIPAA. This contract has been reviewed and signed As To Form by the County's legal counsel. Staff recommends the Board of Supervisors approve this Business Associate Addendum to the Business Associate Agreement and authorize the County Administrator to sign all necessary documentation. P12 ATTORNEY- CLIENT PRIVILEGED. NOT SUBJECT TO THE VIRGINIA FREEDOM OF INFORMATION ACT PURSUANT TO VIRGINIA CODE §2,2-3705.1(2). DO NOT DISTRIBUTE WITHOUT EXPRESS PRIOR APPROVAL. MEMORANDUM Legal Request 2013 -08 -02 To: William D. Sleeper, (County Administrator) From: J. Vaden Hunt, Esq. (County Attorney) Date: Friday, April 5, 2013 Subject: Review of MED3000 Contract Amendment Encl: I (Electronic) This is a Legal Request Response Memorandum to Legal Request #2013- 08 -02. In said Legal Request, you directed me to review the above - referenced contract for legal compliance purposes. Please be advised that I have done so, and find no legal issues therewith. Accordingly, I have endorsed the same for execution and will place two (2) originals in your office's door box for execution by the Board of Supervisors, following a majority affirmative vote. Please contact me if you have any questions about anything contained herein. JVH br P13 BUSINESS ASSOCIATE ADDENDUM This Business Associate Addendum ( "Addendum") is entered into by and between MED3000, Inc., a Delaware Corporation ( "Business Associate ") and Pittsvlvania County Board of Supervisors ( "Customer ") and is effective as of 08/09/2013 (the "Effective Date "). Business Associate and Customer may be individually referred to as a "Party" and, collectively, the "Parties" in this Addendum. RECITALS A. Business Associate is providing services to Customer under an existing written agreement (the "Underlying Agreement "), and Customer wishes to disclose certain information to Business Associate pursuant to the terms of such Underlying Agreement, some of which may constitute Protected Health Information ( "PHI ") (defined below). B. Customer and Business Associate intend to protect the privacy and provide for the security of PHI disclosed to Business Associate pursuant to the Underlying Agreement in compliance with (i) the Health Insurance Portability and Accountability Act of 1996, Public Law No. 104 -191 ( "HIPAA "); (ii) Subtitle D of the Health Information Technology for Economic and Clinical Health Act (the "HITECH Act "), also ]mown as Title XIII of Division A and Title IV of Division B of the American Recovery and Reinvestment Act of 2009, Public Law No. 111 -005 ; and (iii) regulations promulgated thereunder by the U.S. Department of Health and Human Services, including the HIPAA Omnibus Final Rule, which amended the HIPAA Privacy and Security Rules (as those terms are defined below) and implemented a number of provisions of the HITECH Act (the "HIPAA Final Rule "), extending certain HIPAA obligations to Business Associate and their subcontractors. C. The purpose of this Addendum is to satisfy certain standards and requirements of HIPAA, the Privacy Rule and the Security Rule (as those terms are defined below), and the HITECH Act, including, but not limited to, Title 45, §§ 164.314(a)(2)(i), 164.502(e) and 164.504(e) of the Code of Federal Regulations ( "C.F.R. "). SECTION 1: DEFINITIONS "Breach" will have the same meaning given to such term in 45 C.F.R. § 164.402. "Designated Record Set" will have the same meaning as the term "designated record set" in 45 C.F.R. § 164.501. "Electronic Protected Health Information" or "Electronic PHI" will have the meaning given to such term under the Privacy Rule and the Security Rule, including, but not limited to, 45 C.F.R. § 160.103, as applied to the information that Business Associate creates, receives, maintains or transmits from or on behalf of Customer. "Individual" will have the same meaning as the term "individual" in 45 C.F.R. § 160.103 and will include a person who qualifies as a personal representative in accordance with 45 C.F.R. § 164.502(g). "Privacy Rule" will mean the Standards for Privacy of Individually Identifiable Health Information at 45 C.F.R. Part 160 and Part 164, Subparts A and E. "Protected Health Information" or "PHI" will have the same meaning as the term "protected health information" in 45 C.F.R. § 160.103, as applied to the information created, received, maintained or transmitted by Business Associate from or on behalf of Customer. "Required by Law" will have the same meaning as the term "required by law" in 45 C.F.R. § 164.103. "Secretary" will mean the Secretary of the Department of Health and Human Services or his or her designee. May 29, 2013 Version P14 "Security Incident" will have the meaning given to such term in 45 C.F.R. § 164.304. "Security Rule" will mean the Security Standards at 45 C.F.R. Part 160 and Part 164, Subparts A and C. "Unsecured PHI" will have the same meaning given to such term under 45 C.F.R. § 164.402, and guidance promulgated thereunder. Capitalized Terms. Capitalized terms used in this Addendum and not otherwise defined herein will have the meanings set forth in the Privacy Rule, the Security Rule, and the HIPAA Final Rule, which definitions are incorporated in this Addendum by reference. SECTION 2: PERMITTED USES AND DISCLOSURES OF PHI 2.1 Uses and Disclosures of PHI Pursuant to the Underlying Agreement. Except as otherwise limited in this Addendum, MED3OOO may use or disclose PHI to perform functions, activities or services for, or on behalf of, Customer as specified in the Underlying Agreement, provided that such use or disclosure would not violate the Privacy Rule if done by Customer. 2.2 Permitted Uses of PHI by Business Associate. Except as otherwise limited in this Addendum, Business Associate may use PHI for the proper management and administration of Business Associate or to carry out the legal responsibilities of Business Associate. 2.3 Permitted Disclosures of PHI by Business Associate. Except as otherwise limited in this Addendum, Business Associate may disclose PHI for the proper management and administration of Business Associate, provided that the disclosures are Required by Law, or Business Associate obtains reasonable assurances from the person to whom the information is disclosed that it will remain confidential and will be used or further disclosed only as Required by Law or for the purpose for which it was disclosed to the person (which purpose must be consistent with the limitations imposed upon Business Associate pursuant to this Addendum), and that the person agrees to notify Business Associate of any instances of which it is aware in which the confidentiality of the information has been breached. Business Associate may disclose PHI to report violations of law to appropriate federal and state authorities, consistent with 45 C.F.R. § 164.5020)(1). 2.4 Data Aggregation. Except as otherwise limited in this Addendum, Business Associate may use PHI to provide Data Aggregation services for the Health Care Operations of the Customer as permitted by 45 C.F.R. § 164.504(e)(2)(i)(B). 2.5 De- identified Data. Business Associate may de- identify PHI in accordance with the standards set forth in 45 C.F.R. § 164.514(b) and may use or disclose such de- identified data unless prohibited by applicable law. SECTION 3: OBLIGATIONS OF BUSINESS ASSOCIATE 3.1 Appropriate Safeguards. Business Associate will use appropriate safeguards and will, after the compliance date of the HIPAA Final Rule, comply with the Security Rule with respect to Electronic PHI, to prevent use or disclosure of such information other than as provided for by the Underlying Agreement and this Addendum. Except as expressly provided in the Underlying Agreement or this Addendum, Business Associate shall not assume any obligations of Customer under the Privacy Rule. To the extent that Business Associate is to carry out any of Customer's obligations under the Privacy Rule as expressly provided in the Underlying Agreement or this Addendum, Business Associate will comply with the requirements of the Privacy Rule that apply to Customer in the performance of such obligations. 3.2 Reporting of Improper Use or Disclosure Security Incident or Breach. Business Associate will report to Customer any use or disclosure of PHI not permitted under this Addendum, Breach of Unsecured PHI or any Security Incident, without unreasonable delay, and in any event no more than thirty (30) days following discovery; provided, however, that the Parties acknowledge and agree that this Section constitutes notice by Business Associate to Customer of the ongoing existence and occurrence of attempted but Unsuccessful Security Incidents (as defined May 29, 2013 Version O P15 below). "Unsuccessful Security Incidents" will include, but not be limited to, pings and other broadcast attacks on Business Associate's firewall, port scans, unsuccessful log -on attempts, denials of service and any combination of the above, so long as no such incident results in unauthorized access, use or disclosure of PHI. Business Associate's notification to Customer of a Breach will include: (i) the identification of each individual whose Unsecured PHI has been, or is reasonably believed by Business Associate to have been, accessed, acquired or disclosed during the Breach; and (ii) any particulars regarding the Breach that Customer would need to include in its notification, as such particulars are identified in 45 C.F.R. § 164.404. 3.3 Business Associate's Agents. In accordance with 45 C.F.R. § 164.502(e)(1)(ii) and 45 C.F.R. § 164.308(b)(2), as applicable, Business Associate will enter into a written agreement with any agent or subcontractor that creates, receives, maintains or transmits PHI on behalf of Business Associate for services provided to Customer, providing that the agent agrees to restrictions and conditions that are substantially similar to those that apply through this Addendum to Business Associate with respect to such PHI. 3.4 Access to PHI. The Parties do not intend for Business Associate to maintain any PHI in a Designated Record Set for Customer. To the extent Business Associate possesses PHI in a Designated Record Set, Business Associate agrees to make such information available to Customer pursuant to 45 C.F.R. § 164.524, within ten (10) business days of Business Associate's receipt of a written request from Customer; provided, however, that Business Associate is not required to provide such access where the PHI contained in a Designated Record Set is duplicative of the PHI contained in a Designated Record Set possessed by Customer. If an Individual makes a request for access pursuant to 45 C.F.R. § 164.524 directly to Business Associate, or inquires about his or her right to access, Business Associate will either forward such request to Customer or direct the Individual to Customer. 3.5 Amendment of PHI. The Parties do not intend for Business Associate to maintain any PHI in a Designated Record Set for Customer. To the extent Business Associate possesses PHI in a Designated Record Set, Business Associate agrees to make such information available to Customer for amendment pursuant to 45 C.F.R. § 164.526 within twenty (20) business days of Business Associate's receipt of a written request from Customer. If an Individual submits a written request for amendment pursuant to 45 C.F.R. § 164.526 directly to Business Associate, or inquires about his or her right to amendment, Business Associate will either forward such request to Customer or direct the Individual to Customer. 3.6 Documentation of Disclosures. Business Associate agrees to document such disclosures of PHI and information related to such disclosures as would be required for Customer to respond to a request by an Individual for an accounting of disclosures of PHI in accordance with 45 C.F.R. § 164.528. Business Associate will document, at a minimum, the following information ( "Disclosure Information "): (a) the date of the disclosure; (b) the name and, if known, the address of the recipient of the PHI; (c) a brief description of the PHI disclosed; (d) the purpose of the disclosure that includes an explanation of the basis for such disclosure; and (e) any additional information required under the HITECH Act and any implementing regulations. 3.7 Accounting of Disclosures. MED3OOO agrees to provide to Customer, within twenty (20) business days of Business Associate's receipt of a written request from Customer, information collected in accordance with Section 3.6 of this Addendum, to permit Customer to respond to a request by an Individual for an accounting of disclosures of PHI in accordance with 45 C.F.R. § 164.528. If an Individual submits a written request for an accounting of disclosures of PHI pursuant to 45 C.F.R. § 164.528 directly to Business Associate, or inquires about his or her right to an accounting, Business Associate will direct the Individual to Customer. 3.8 Governmental Access to Records. Business Associate will make its internal practices, books and records relating to the use and disclosure of PHI received from, or created or received by Business Associate on behalf of, Customer available to the Secretary for purposes of the Secretary determining Customer's compliance with the Privacy Rule and the Security Rule. 3.9 Mitigation. To the extent practicable, Business Associate will cooperate with Customer's efforts to mitigate a harmful effect that is known to Business Associate of a use or disclosure of PHI by Business Associate that is not permitted by this Addendum. May 29, 2013 Version 3 P16 3.10 Minimum Necessary. Business Associate will request, use and disclose the minimum amount of PHI necessary to accomplish the purpose of the request, use or disclosure, in accordance with 45 C.F.R. § 164.514(d), and any amendments thereto. 3.11 HIPAA Final Rule Applicability. Business Associate acknowledges that enactment of the HITECH Act, as implemented by the HIPAA Final Rule, amended certain provisions of HIPAA in ways that now directly regulate, or will on future dates directly regulate, Business Associate under the Privacy Rule and Security Rule. Business Associate agrees, as of the compliance date of the HIPAA Final Rule, to comply with applicable requirements imposed under the HIPAA Final Rule, including any amendments thereto. SECTION 4: OBLIGATIONS OF CUSTOMER 4.1 Notice of Privacy Practices. Customer will notify Business Associate of any limitation(s) in its notice of privacy practices in accordance with 45 C.F.R. § 164.5205 to the extent that such limitation may affect Business Associate's use or disclosure of PHI. Customer will provide such notice no later than fifteen (15) days prior to the effective date of the limitation. 4.2 Notification of Chan es Regarding Individual Permission. Customer will obtain any consent or authorization that may be required by the Privacy Rule, or applicable state law, prior to furnishing Business Associate with PHI. Customer will notify Business Associate of any changes in, or revocation of, permission by an Individual to use or disclose PHI, to the extent that such changes may affect Business Associate's use or disclosure of PHI. Customer will provide such notice no later than fifteen (15) days prior to the effective date of the change. 4.3 Notification of Restrictions to Use or Disclosure of PHI. Customer will notify Business Associate of any restriction to the use or disclosure of PHI that Customer has agreed to in accordance with 45 C.F.R. § 164.522, to the extent that such restriction may affect Business Associate's use or disclosure of PHI. Customer will provide such notice no later than fifteen (15) days prior to the effective date of the restriction. If Business Associate reasonably believes that any restriction agreed to by Customer pursuant to this Section may materially impair Business Associate's ability to perform its obligations under the Underlying Agreement or this Addendum, the Parties will mutually agree upon any necessary modification of Business Associate's obligations under such agreements. 4.4 Permissible Requests by Customer. Customer will not request Business Associate to use or disclose PHI in any manner that would not be permissible under the Privacy Rule, the Security Rule or the HITECH Act if done by Customer, except as permitted pursuant to the provisions of Sections 2.2, 2.3, 2.4 and 2.5 of this Addendum. SECTION 5: TERM AND TERMINATION 5.1 Term. The term of this Addendum will commence as of the Effective Date, and will terminate when all of the PHI provided by Customer to Business Associate, or created or received by Business Associate on behalf of Customer, is destroyed or returned to Customer. If it is infeasible to return or destroy PHI, Business Associate will extend the protections to such information, in accordance with Section 5.3. 5.2 Termination for Cause. Upon either Parry's knowledge of a material breach by the other Party of this Addendum, such Party may terminate this Addendum immediately if cure is not possible. Otherwise, the non - breaching party will provide written notice to the breaching Party detailing the nature of the breach and providing an opportunity to cure the breach within thirty (30) business days. Upon the expiration of such thirty (30) day cure period, the non - breaching Party may terminate this Addendum if the breaching party does not cure the breach or if cure is not possible. If termination is not feasible, the non - breaching party may report the breach or violation to the Secretary. 5.3 Effect of Termination. 5.3.1 Except as provided in Section 5.3.2, upon termination of the Underlying Agreement or this Addendum for any reason, Business Associate will return or destroy all PHI received from Customer, or created or May 29, 2013 Version P17 received by MED3000 on behalf of Customer, at Customer's expense, and will retain no copies of the PHI. This provision will apply to PHI that is in the possession of subcontractors or agents of Business Associate. 5.3.2 If it is infeasible for Business Associate to return or destroy the PHI upon termination of the Underlying Agreement or this Addendum, Business Associate will: (a) extend the protections of this Addendum to such PHI and (b) limit further uses and disclosures of such PHI to those purposes that make the return or destruction infeasible, for so long as Business Associate maintains such PHI. SECTION 6: COOPERATION IN INVESTIGATIONS The Parties acknowledge that certain breaches or violations of this Addendum may result in litigation or investigations pursued by federal or state governmental authorities of the United States resulting in civil liability or criminal penalties. Each Party will cooperate in good faith in all respects with the other Party in connection with any request by a federal or state governmental authority for additional information and documents or any governmental investigation, complaint, action or other inquiry. SECTION 7: SURVIVAL The respective rights and obligations of Business Associate under Section 5.3 of this Addendum will survive the termination of this Addendum and the Underlying Agreement. SECTION 8: AMENDMENT This Addendum may be modified, or any rights under it waived, only by a written document executed by the authorized representatives of both Parties. In addition, if any relevant provision of the Privacy Rule, the Security Rule or the HIPAA Final Rule is amended in a manner that changes the obligations of Business Associate or Customer that are embodied in terms of this Addendum, then the Parties agree to negotiate in good faith appropriate non - financial terms or amendments to this Addendum to give effect to such revised obligations. SECTION 9: EFFECT OF ADDENDUM In the event of any inconsistency between the provisions of this Addendum and the Underlying Agreement, the provisions of this Addendum will control. In the event that a court or regulatory agency with authority over Business Associate or Customer interprets the mandatory provisions of the Privacy Rule, the Security Rule or the HIPAA Final Rule, in a way that is inconsistent with the provisions of this Addendum, such interpretation will control. Where provisions of this Addendum are different from those mandated in the Privacy Rule, the Security Rule, or the HIPAA Final Rule, but are nonetheless permitted by such rules as interpreted by courts or agencies, the provisions of this Addendum will control. SECTION 10: GENERAL This Addendum is governed by, and will be construed in accordance with, the laws of the State that govern the Underlying Agreement. Any action relating to this BAA must be commenced within one year after the date upon which the cause of action accrued. Customer will not assign this Addendum without the prior written consent of Business Associate, which will not be unreasonably withheld. If any part of a provision of this Addendum is found illegal or unenforceable, it will be enforced to the maximum extent permissible, and the legality and enforceability of the remainder of that provision and all other provisions of this Addendum will not be affected. All notices relating to the Parties' legal rights and remedies under this Addendum will be provided in writing to a Party, will be sent to its address set forth in the Underlying Agreement, or to such other address as may be designated by that Party by notice to the sending Party, and will reference this Addendum. Nothing in this Addendum will confer any right, remedy, or obligation upon anyone other than Customer and Business Associate. This Addendum is the complete and exclusive agreement between the Parties with respect to the subject matter hereof, superseding and replacing all prior agreements, communications, and understandings (written and oral) regarding its subject matter. May 29, 2013 Version jSignature page, follows] Lau IN WITNESS WHEREOF, the Parties have caused this Business Associate Addendum to be executed in their names by their duly authorized representatives as of the date first above written. F 3000Inc., a Delaware Corporation Pittsylvania County Board of Supervisors ess: Address: indward Parkway 21 N. Main Street retta, GA 30005 -4184 Chatham, VA 24531 -3113 Signed Signed Name Name Title Title Date Date May 29, 2013 Version P19 APr .r Il UU h J. VADEN HUNT, ESQ. ATTORNEY, PITTS YIVANIA COUNTY HEARING OF CITIZENS P20 CONSENT AGENDA Y21 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Authorize Sale of Surplus Property SUBJECT/PROPOSAL/REQUEST: Authority to Conduct Sale & Approve Auctioneer STAFF CONTACT(S): Mr. Sleeper, Ms. Meeks AGENDA DATE: 8/20/13 ACTION: Yes CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes ITEM NUMBER: 5b INFORMATION: INFORMATION: BACKGROUND: The County needs to have a surplus property auction as we have numerous miscellaneous surplus items, currently stored in the old Theatre Building. DISCUSSION: The sale date has been tentatively scheduled Board approval. The sale will be conducted at the Chatham Theatre. Advertisements will be The Altavista Journal, the two (2) weeks prior everyone on our current mailing list. The sale N for Saturday, September 14, 2013, pending 10:00 a.m., in the parking lot directly behind placed in The Register, The Star Tribune & to the sale. We will print a flyer and mail to vill also be posted to the County's website. Sealed quotes were received for an auctioneer to conduct the sale. The county received two quotes. Both were lump sum quotes. The apparent low bidder is Anna's Auctions, Chatham, Virginia, with a lump sum price of $400.00. RECOMMENDATION: Staff recommends the Board authorize the public auction and award the auctioneering services to Anna Blair of Anna's Auctions with the lump sum price of $400.00. P22 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS QUOTES RECEIVED FOR AUCTIONEERING SERVICES Anna Blair Anna's Auctions 640 Fairview North Chatham, VA 24531 Lump Sum Price: $400.00 H. Daniel Lanier Auctioneering Services 3880 Wards Road Hurt, VA 24563 Lump Sum Price: $500.00 P23 PUBLIC HEARING P24 PRESENTATIONS P25 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: 2012/13 Annual Report on Workforce from Danville- 08 -20 -2013 Pittsylvania Chamber of Commerce SUBJECT/PROPOSAL/REQUEST: Presentation STAFF CONTACT(S): Mr. Sleeper ACTION: No CONSENT AGENDA: ACTION: ATTACHMENTS: No REVIEWED BY: ITEM NUMBER: 6 INFORMATION: INFORMATION: BACKGROUND: Pittsylvania County, along with the other 5 counties in the West Piedmont Planning District, has participated in the WorkForce Investment Board Program that is under the West Piedmont WorkForce Investment Board. Ms. Laurie Moran, President of the Danville - Pittsylvania Chamber of Commerce, will appear before the Board of Supervisors to present the 2012 /13 annual report on Workforce. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. W PITTSYLVANIA COUNTY Board of Supervisors I W4*61111IILII W111 Iu r:V" AGENDA TITLE: Presentation from American Judicial Alliance of Retired Judges of America SUBJECT/PROPOSAL/REOUEST: Presentation STAFF CONTACT(S): William D. Sleeper AGENDA DATE: 08 -20 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No REVIEWED BY: ITEM NUMBER: 7 INFORMATION: INFORMATION: BACKGROUND: The Honorable Marshall Ecker, Chairman of the Pittsylvania County Board of Supervisors, received emails and notifications from the Honorable Darrell White, President of Retired Judges of America from Baton Rouge, Louisiana, offering Pittsylvania County a commemorative gift. DISCUSSION: The commemorative gift being presented to the Pittsylvania County Board of Supervisors from the American Judicial Alliance of Retired Judges of America is a copy of the Harlan Bible. This is the bible used to swear in the Supreme Court Justices of the United States and each Justice since 1906 has signed the Harlan Bible commemorating their intent to fairly review and administer justice. The Pittsylvania County Board of Supervisors is the first government entity that has been presented commemorative copy of the Harlan Bible from the American Judicial Alliance of Retired Judges of America. RECOMMENDATION: Staff commends the Board of Supervisors on receiving this honor from the American Judicial Alliance of Retired Judges of America. P27 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Resolution — American Judicial Alliance Resolution STAFF CONTACT(S): William D. Sleeper AGENDA DATE: 08 -20 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 8 INFORMATION: INFORMATION: BACKGROUND: As the Pittsylvania County Board of Supervisors has received the honor of being the first local government to receive a commemorative copy of the Harlan Bible, it is only fitting that the Board pass a resolution thanking the Alliance for this presentation. DISCUSSION: Attached hereto is a resolution by the Pittsylvania County Board of Supervisors to the American Judicial Alliance of Retired Judges of America concerning the presentation of the commemorative Harlan Bible to the Board of Supervisors. RECOMMENDATION: Staff recommends the Board of Supervisors approve the attached resolution and authorize the County Administrator to forward it to the Honorable Judge Darrell White, President of Retired Judges of America. BE., Pittspibauia Countp 38oarb of 6uperbi or,5 RESOLUTION 2013 -08 -08 VIRGINIA: In the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia, the following resolution was presented and adopted by the Pittsylvania County Board of Supervisors at their adjourned meeting held on Tuesday, August 20, 2013: WHEREAS, the Honorable John Marshall Harlan, I, felt the need to have the Justices of the Supreme Court understand their ceremonial judicial oath, presenting to the Supreme Court of the United States a bible representing the inspiration of the Justices to administer justice without respect to persons; and WHEREAS, this bible has become known as the Harlan Bible maintained by the Supreme Court Curator; the Harlan Bible has been signed by over 60 Justices since 1906; none have declined the invitation to sign this bible; and WHEREAS, the representation of the Harlan Bible to the Courts of America represent the integrity of John Marshall Harlan's legacy requiring that those who are charged with the responsibility of interpreting and carrying out the law, do so in line with the inspirational directives of their judicial oath of office, administering justice without respect to persons and ending the mandatory oath with "so help me God "; and WHEREAS, the Retired Judges of America, working through the American Judicial Alliance, has presented bibles to Courts throughout America since 2007 as commemorative references to the Harlan Bible maintained by the Supreme Court; and WHEREAS, the presentation of these bibles being ceremonial in nature should inspire the recipients; that this bible is virtually identical to the bible presented to the United States Supreme Court by Justice John Marshall Harlan, I, in 1906; and WHEREAS, the Retired Judges of American, through the American Judicial Alliance, has chosen to make a presentation to the Pittsylvania County Board of Supervisors of a commemorative copy of the Harlan Bible; and WHEREAS, this presentation is the first presentation of the Retired Judges of America, through the American Judicial Alliance, of a commemorative Harlan Bible to a local government; then BE IT HEREBY RESOLVED, that the Pittsylvania County Board of Supervisors express their sincere appreciation for the honor given to them by the Retired Judges of America, through the American Judicial Alliance, of this presentation representing the influence that the bible has had on the American way of life and the principles of its government since the Founding Fathers; and BE IT FURTHER RESOLVED that a copy of this resolution be forwarded to the Retired Judges of America for their consideration of the Pittsylvania County Board of Supervisors. Given under my hand this 201n day of August, 2013. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P29 UNFINISHED BUSINESS MU PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY BACKGROUND: Attached is a list of expenditure refunds for the month of July 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), $215.30 to Sheriff - Subsistence & Lodging (100 -4- 031200 - 5530), $60.00 to Sheriff -Parts (100 4- 031200 - 6030), $300.56 VFD- United Way Contributions (100 -4- 032200 - 5567), $1399.29 to Jail - Extradition (100-4-033100-5550), $2,551.00 to E911- Telephone (100 -4- 035500 - 5230), $7,523.76 to WIA- Rent (251 -4- 353160 - 5420), $4,125.14 to Landfill- Engine Accessories (520 -4- 042300 - 6032). MOTION MADE BY MR. BARKSDALE AND SECONDED BY MS. BOWMAN AND HAS NOW MET THE 10- DAY LAYOVER REQUIREMENT. P31 AGENDA DATE: ITEM NUMBER: AGENDA TITLE: 8 -20 -13 9 Expenditure Refunds- Motion made by Mr. Barksdale ACTION: INFORMATION: and seconded by Ms. Bowman and has now met the Yes 10 -day layover requirement CONSENT AGENDA: SUBJECT/PROPOSAL/REOUEST: ACTION: INFORMATION: Budget Amendment for expenditure refunds ATTACHMENTS: Yes REVIEWED BY: STAFF CONTACT(S): Sleeper, VanDerH de BACKGROUND: Attached is a list of expenditure refunds for the month of July 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), $215.30 to Sheriff - Subsistence & Lodging (100 -4- 031200 - 5530), $60.00 to Sheriff -Parts (100 4- 031200 - 6030), $300.56 VFD- United Way Contributions (100 -4- 032200 - 5567), $1399.29 to Jail - Extradition (100-4-033100-5550), $2,551.00 to E911- Telephone (100 -4- 035500 - 5230), $7,523.76 to WIA- Rent (251 -4- 353160 - 5420), $4,125.14 to Landfill- Engine Accessories (520 -4- 042300 - 6032). MOTION MADE BY MR. BARKSDALE AND SECONDED BY MS. BOWMAN AND HAS NOW MET THE 10- DAY LAYOVER REQUIREMENT. P31 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY BACKGROUND: DISCUSSION: Attached is a list of expenditure refunds for the month of July 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), $215.30 to Sheriff - Subsistence & Lodging (100 -4- 031200 - 5530), $60.00 to Sheriff -Parts (1004- 031200 - 6030), $300.56 VFD- United Way Contributions (100 -4- 032200 - 5567), $1399.29 to Jail - Extradition (100 4- 033100 - 5550), $2,551.00 to E911- Telephone (1004- 035500 - 5230), $7,523.76 to WIA- Rent (251-4-353160-5420), $4,125.14 to Landfill- Engine Accessories (520 -4- 042300 - 6032). THIS ITEM REQUIRES A MOTION AND A ]0 -DAY LAYOVER. P32 AGENDA DATE: ITEM NUMBER: AGENDA TITLE: 8 -05 -13 15 Expenditure Refunds - Requires a motion and a 10 -day ACTION: INFORMATION: layover Yes SUBJECT/PROPOSAL/REQUEST: CONSENT AGENDA: ACTION: INFORMATION: Budget Amendment for expenditure refunds ATTACHMENTS: Yes STAFF CONTACT(S): REVIEWED BY: Sleeper, VanDerH de BACKGROUND: DISCUSSION: Attached is a list of expenditure refunds for the month of July 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), $215.30 to Sheriff - Subsistence & Lodging (100 -4- 031200 - 5530), $60.00 to Sheriff -Parts (1004- 031200 - 6030), $300.56 VFD- United Way Contributions (100 -4- 032200 - 5567), $1399.29 to Jail - Extradition (100 4- 033100 - 5550), $2,551.00 to E911- Telephone (1004- 035500 - 5230), $7,523.76 to WIA- Rent (251-4-353160-5420), $4,125.14 to Landfill- Engine Accessories (520 -4- 042300 - 6032). THIS ITEM REQUIRES A MOTION AND A ]0 -DAY LAYOVER. P32 1'W+' Finance Department P.O. Box 426 Chatham, Virginia 24531 MEMO TO: William D. Sleep VIRGINIA FROM: Kim Van Der Hyde Finance Director SUBJECT: July Expenditure Refunds DATE: August 2, 2013 Phone (434) 432 -7740 Fax (434) 432 -7746 Gretna /Hurt(434)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 July. I am recommending that all of the following expenditure refunds be reappropriated by the Board of Supervisors: 100 -4- 021600 -60051 Clerk of Courts- Copier Lease Reimbursement 100 -4- 031200 -5530 Sheriff - Subsistence & Lodging Reimbursement 100 -4- 031200 -6030 Sheriff -Parts Insurance Reimbursement/Restitution 100 -4- 032200 -5567 VFD- United Way Contributions Donations - 100 -3- 000000 - 189912 100 -4- 033100 -5550 Jail- Extradition 1004- 035500 -5230 251 -4- 353160 -5420 E911- Telehpone Intrado Reimbursement WIA -Rent Rent Payments 251 -3- 000000 - 150201 520 -4- 042300 -6032 Landfill- Engine Accessories Insurance Reimbursement TOTAL JULY EXPENDITURE REFUNDS $163374.72 P33 199.67 215.30 60.00 300.56 1,399.29 2,551.00 7,523.76 4,125.14 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Fire and Rescue - Carryover of Funds- Motion made by Mr. Snead and seconded by Ms. Bowman and has now met the 10 -day layover requirement Appropriation of FY 2013 carryover funds to offset the cost of radios needed for the E911 upgrade STAFF CONTACT(S): AGENDA DATE: 8 -20 -13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: S� ITEM NUMBER: 10 INFORMATION: INFORMATION: BACKGROUND: The E911 department is currently upgrading the E911 system. With this upgrade, there is a need to program existing APX 7000 and APX 7500 P25 radios to function on the new P25 trunked system and also to purchase additional equipment to be used with the APX 7000 portables in order for the fire and rescue agencies to communicate with the new E911 system. DISCUSSION: The Fire and Rescue budget had a total of $201,343.85 that could be carried over from the FY 2013 budget to help offset the cost of programming existing equipment, purchase new equipment and for equipment maintenance due to the E911 upgrade. RECOMMENDATION: Staff recommends that $185,343.85 be appropriated to Volunteer Fire and Rescue Communication Equipment line item (100 -4- 032200 -8103) and $16,000 be appropriated to Volunteer Fire and Rescue -Data Management Software line item (100 -4- 032200 - 8104). MOTION MADE BY MR. SNEAD AND SECONDED BY MS. BOWMAN AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. P34 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY BACKGROUND: The E911 department is currently upgrading the E911 system. With this upgrade, there is a need to program existing APX 7000 and APX 7500 P25 radios to function on the new P25 trunked system and also to purchase additional equipment to be used with the APX 7000 portables in order for the fire and rescue agencies to communicate with the new E91 I system. DISCUSSION: The Fire and Rescue budget had a total of $201,343.85 that could be carried over from the FY 2013 budget to help offset the cost of programming existing equipment, purchase new equipment and for equipment maintenance due to the E911 upgrade. Staff recommends that $185,343.85 be appropriated to Volunteer Fire and Rescue Communication Equipment line item (100 -4- 032200 -8103) and $16,000 be appropriated to Volunteer Fire and Rescue -Data Management Software line item (100 -4- 032200 - 8104). THIS ITEM REQUIRES A MOTION AND A 10- DAY LAYOVER. P35 AGENDA TITLE: AGENDA DATE: ITEM NUMBER: 8 -05 -13 12 Fire and Rescue - Carryover of Funds - Requires a motion and 10 -day layover ACTION: INFORMATION: Yes SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA: ACTION: INFORMATION: Appropriation of FY 2013 carryover funds to offset the cost of radios needed for the E911 upgrade ATTACHMENTS: No STAFF CONTACT(S): REVIEWED BY: Sleeper, VanDerH de BACKGROUND: The E911 department is currently upgrading the E911 system. With this upgrade, there is a need to program existing APX 7000 and APX 7500 P25 radios to function on the new P25 trunked system and also to purchase additional equipment to be used with the APX 7000 portables in order for the fire and rescue agencies to communicate with the new E91 I system. DISCUSSION: The Fire and Rescue budget had a total of $201,343.85 that could be carried over from the FY 2013 budget to help offset the cost of programming existing equipment, purchase new equipment and for equipment maintenance due to the E911 upgrade. Staff recommends that $185,343.85 be appropriated to Volunteer Fire and Rescue Communication Equipment line item (100 -4- 032200 -8103) and $16,000 be appropriated to Volunteer Fire and Rescue -Data Management Software line item (100 -4- 032200 - 8104). THIS ITEM REQUIRES A MOTION AND A 10- DAY LAYOVER. P35 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: 8 -20 -13 11 Commissioner of Revenue - Additional Salary Appropriation- Motion made by Mr. Barksdale and ACTION: seconded by Ms. Bowman and has now met the 10 -day Yes layover requirement INFORMATION: SUBJECT /PROPOSAL/REQUEST: Request Budget Amendment and Appropriation for CONSENT AGENDA: the Commissioner of Revenue to include a 9.3% ACTION: INFORMATION: increase for the Commissioner's certification ATTACHMENTS: Yes STAFF CONTACT(S): REVIEWED BY: Sleeper, Van Der Hyde Ur I\ BACKGROUND: When the 2013 -2014 budget was adopted, the County had not received notification from the State Compensation Board of the Commissioner's 9.3% salary increase for his certification. DISCUSSION: The State Compensation Board approved a 9.3% salary increase for the Commissioner of Revenue for his certification. This increase was not budgeted originally and the County was notified of this increase until May 2013. This budget change requires an increase to state revenue for the Commissioner in the amount of $8,125.00. The local share of this increase is $1,244, which can be transferred from line items within the Commissioner's existing budget. RECOMMENDATION: Staff recommends that the Board of Supervisors appropriate an additional $8,125 to the Commissioner of Revenue's budget from the State Compensation Board. MOTION MADE BY MR. BARKSDALE AND SECONDED BY MS. BOWMAN AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. CAP PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: 8 -05 -13 13 Commissioner of Revenue - Additional Salary Appropriation- Requires a motion and a 10 -day ACTION: layover Yes SUBJECT/PROPOSAL/REQUEST: INFORMATION: Request Budget Amendment and Appropriation for the Commissioner of Revenue to include a 9.3% CONSENT AGENDA: increase for the Commissioner's certification ACTION: INFORMATION: ATTACHMENTS: No STAFF CONTACT(S): Sleeper, Van Der Hyde REVIEWED BY: BACKGROUND: When the 2013 -2014 budget was adopted, the County had not received notification from the State Compensation Board of the Commissioner's 9.3% salary increase for his certification. DISCUSSION: The State Compensation Board approved a 9.3% salary increase for the Commissioner of Revenue for his certification. This increase was not budgeted originally and the County was notified of this increase until May 2013. This budget change requires an increase to state revenue for the Commissioner in the amount of $8,125.00. The local share of this increase is $1,244, which can be transferred from line items within the Commissioner's existing budget. RECOMMENDATION: Staff recommends that the Board of Supervisors appropriate an additional $8,125 to the Commissioner of Revenue's budget from the State Compensation Board. THIS ITEM WILL REQUIRE A MOTION AND A 10 -DAY LAYOVER. P37 P38 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Recommendations from Fire & Rescue Committee 1 08 -20 -2013 12 ACTION: SUBJECT /PROPOSAL/REOUEST: Recommendations from Committee CONSENT AGENDA: ACTION: STAFF CONTACT(S): ATTACHMENTS: Mr. Sleeper Yes INFORMATION: INFORMATION: BACKGROUND: The Fire & Rescue Committee of the Pittsylvania County Board of Supervisors will meet at 4:30p.m. on Tuesday, August 20, 2013 to discuss the following issue: (a) Review of the annual contract for Regional One EMS DISCUSSION: The following committee meeting recommendations, if any, will be brought to the Board of Supervisors RECOMMENDATION: Recommendations, if any, will be submitted following committee action. P39 Pittsylvania County Board of Supervisors FIRE & RESCUE COMMITTEE Tuesday, August 20, 2013 4:30 pm Conference Room Captain Martin Building 1 Center Street Chatham, Virginia AGENDA 1. Call to Order 4:30 pm 2. Roll Call 3. Approval of Agenda 4. New Business: (a) Review of Regional One EMS annual contract 5. Adjournment e4o PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Recommendations from Solid Waste Committee 08 -20 -2013 13 ACTION: INFORMATION: SUBJECT/PROPOSAUREO VEST: Recommendations from Committee CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): ATTACHMENTS: Mr. Sleeper Yes REVIEWED BY: BACKGROUND: The Solid Waste Committee of the Pittsylvania County Board of Supervisors will meet at 5:00p.m. on Tuesday, August 20, 2013 to discuss the following issues: (a) Requests For Proposals (RFPs) for Engineering Services — Pittsylvania County Landfill (b) Existing Groundwater Monitoring Contracts and Review of Compliance Reports (c) Review of Pittsylvania County Solid Waste Ordinances; Chapters 17, 29 &32 The following committee meeting recommendations, if any, will be brought to the Board of Supervisors RECOMMENDATION: Recommendations, if any, will be submitted following committee action. P41 Pittsylvania County Board of Supervisors SOLID WASTE COMMITTEE Tuesday, August 20, 2013 5:00 pm Conference Room Captain Martin Building 1 Center Street Chatham, Virginia AGENDA 1. Call to Order 5:00 pm 2. Roll Call 3. Approval of Agenda 4. New Business: (a) Requests For Proposals (RFPs) for Engineering Services - Pittsylvania County Landfill (b) Existing Groundwater Monitoring Contracts and Review of Compliance Reports (c) Review of Pittsylvania County Solid Waste Ordinances; Chapters 17, 29 & 32 5. Adjournment P42 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: 8 -20 -13 14 Library Transfer - Welcome Center Part -time Salaries ACTION: Yes SUBJECT/PROPOSAL/REQUEST: INFORMATION: Request a transfer from non - departmental to the Library's regular operating budget for Welcome Center part-time salaries CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: STAFF CONTACTS -. No Sleeper, Van Der Hyde REVIEWED BY: BACKGROUND: When the 2013 -2014 budget was adopted, it was determined that it would be beneficial to the Library to combine the Welcome Center budget with the Library's regular operating budget. DISCUSSION: When the Welcome Center budget was collapsed into the Library's regular operating budget, funds were not included for the part-time workers at the Welcome Center. The total amount requested for part-time salaries was $13,500. A total of $6,400 can be used for these salaries from existing budget funds in the Library's budget, however; the remaining $7,100 needs to be transferred from the non - departmental budget. RECOMMENDATION: Staff recommends that the Board of Supervisors approve a transfer of $7,100 from the non - departmental budget to the Library budget to cover the part -time salaries at the Welcome Center. P43 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Circuit Court Clerk — Carryover of Funds — Requires a Roll Call Vote SUBJECT/PROPOSAL /REOUEST: Appropriation of carryover Compensation Board funds received for the redaction of Circuit Court files STAFF CONTACT(S): Sleeper, Van Der Hyde AGENDA DATE: 8 -20 -13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No REVIEWED BY: 6 ITEM NUMBER: 15 INFORMATION: NFORMATION: The Circuit Court Clerk's Office received a total of $3,877.29 in May, 2013 from the Compensation Board to cover the cost of redacting files in the Clerk's Office. DISCUSSION: The Circuit Court Clerk's Office needs to pay the invoice for the redaction of files in the amount of $3,877.29. Since these funds were received by Pittsylvania County in last fiscal year, these funds need to be carried over to the 2014 budget in order for the Clerk's office to have sufficient funds to cover this invoice. RECOMMENDATION: Staff recommends that the Board of Supervisors amend and appropriate $3,877.29 to the following line item in the Circuit Court Clerk's Office: 100 -4- 021600 -3161. REQUIRES A ROLL CALL VOTE. Zfi PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Bid Award — Sheriff's Department Uniforms SUBJECT/PROPOSAL/REQUEST: Award of Bid STAFF CONTACT(S): Mr. Sleeper, Ms. Meeks, Sheriff Taylor AGENDA DATE: 8/20/13 ACTION: Yes ITEM NUMBER: 16 INFORMATION: CONSENT AGENDA ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: An invitation to bid on winter and summer uniforms for the Pittsylvania County Sheriff's Office was mailed to six (6) uniform providers on the County's bid list, on August 2, 2013. The invitation to bid was also advertised and posted on our public notice board and County's website. DISCUSSION: Bids were received and publicly opened and read on Friday, August 16, 2013, at 10:00 a.m. The County received four (4) responses to the invitation to bid. The apparent low bidder, based on the estimated annual quantities, is Best Uniforms, Richmond, Virginia. The annual bid is $29,720. This is a three (3) year contract, annually renewable, pending appropriation of funds. Funds are budgeted under line item 6011 (Uniforms) in the Sheriff s Office and the Jail budgets. RECOMMENDATION: The staff recommends the Board award the bid to Best Uniforms with a lump sum bid of $29,720. tU PITTSYLVANIA COUNTY BOARD OF SUPERVISORS SHERIFF'S OFFICE UNIFORM BIDS —TALLY SHEET VENDOR Best Uniforms, Inc. Richmond, VA Quality Uniform Co. Richmond, VA BKT Uniforms Roanoke, VA Galls Lexington, KY ANNUAL COST (BASED ON ESTIMATED ANNUAL QUANTITIES) P46 $29,720.00 $32,343.75 $34,891.50 $37,207.50 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: Change Order #1 -Moses Building Standby Generation 08 -20 -2013 Installation SUBJECT/PROPOSAUREOUEST: Change Order STAFF CONTACT(S): William D. Sleeper; Otis S. Hawker ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 17 INFORMATION: INFORMATION: DISCUSSION: The County had Dominion Power to coordinate the shutdown to the Moses Building's primary power to allow for completion for the connections of the new generator for the Sheriffs Department. Dominion's engineers required several changes to the raceways and conduits for them to approve the connection. The basic change that differes from most power companies is that Dominion will not allow the primary and secondary power source to enter the circuit transmitter at the same location. This would be due to the safety concerns for future maintenance with the County of the power company misreading the difference between the primary and secondary power source that could cause damage to equipment and/or power grid, as well as to personnel. Staff has reviewed the change order and recommends the Board of Supervisors approve Change Order #1 on the installation of the Moses Building Generator in the amount of $4,350.00 and authorize the County Administrator to sign all necessary documentation. P47 #AIA Document G701 rN - 2001 Change Order PROJECT (]Varna and address): CHANGE ORDER NUMBER: 001 OWNER: Pittsylvania County Moses Building DATE: August 7, 2013 ARCHITECT: Stanby Generator Installation CONTRACTOR: TO CONTRACTOR (Name and address): ARCHITECT'S PROJECT NUMBER: N/A FIELD: ❑ Elliott Electric Services, Inc. CONTRACT DATE: April 5, 2013 604 Wilson Street CONTRACT FOR: General Construction OTHER: ❑ Danville. VA 24541 THE CONTRACT IS CHANGED AS FOLLOWS: (include, where applicable, any undisputed amount attributable to previously executed Construction Change Directives) Dominion Power Company is requiring changes to the contmct documents. See attached letter from Elliott Electric Services, Inc. dated August 7, 2013. The original Contract Sam was $ 119.080.00 The net change by previously authorized Change Orders $ 0.00 The Contract Sum prior to this Change Order was $ 119.080.00 The Contract Sam will be increased by this Change Order in the amount of $ 4,350.00 The new Contract Sum including this Change Order will be $ 123,430.00 The Contract Time will be increased by Zero (0) days. The date of Substantial Completion as of the date of this Change Order therefore is August 8, 2013, NOTE: This Change Order does not include changes in the Contract Sum, Contract Time or Guaranteed Maximum Price which have been authorized by Construction Change Directive until the cost and time have been agreed upon by both the Owner and Contractor, in which case a Change Order is executed to supersede the Construction Change Directive, NOT VALID UNTIL SIGNED BY THE ARCHITECT, CONTRACTOR AND OWNER. Dewberry Engineers Inc. Elliott Electric Services, Inc. Piusylvania Count), Board of Supervisors ARCHITECT (Firm name) CONTRACTOR (Firm name) OWNER (Firm name) 551 Piney Forest Road Danville, VA 24540 �4DD /q n BY (Signature) R. Alan Burchette (Typed name DATE 604 Wilson Street Darivilil,, VA 24541 REPS BY i a re) Jeff Shelton (Typed name) DATE One Center Street Chatham, VA 24531 ADDRESS BY (Signature) Dan Sleeper (Typed name) DATE AIA Document G701 TO - 2001. Copyright C 1979. 1987, 2000 and 2001 by The American Institute of Architects. All rights reserved. WARNING: This M e Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this M e Document, or any portion of h, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This doahmemwas produced by AIA software at 08:02:26 on 08/0 &2013 under Order No 1506561699_1 which expires on 07/01/2014, and is not for resale. User Notes: (9295350378) 1a Elliott Electric, Inc. V LLIOTT LECTRIC INC SINCE 1946 TO: Alan Burchette ATTN: Dewberry and Davis FROM: Jeff Shelton DATE: August 7, 2013 RE: Dominion Power changes. Change Order Elliott Electric is pleased to provide pricing for the above referenced project. Clarifications are listed below: Our quote includes: • Dominion Power will not accept the CT cabinet as per the drawings. They advise that the secondary and primary conduits cannot enter from the same side. Furnish and install a rain tight gutter, nipples and fittings. • 17 hrs x $34.84 = $592.21 • Materials - $443.72 + $23.52 taxes + $66.55 OH &P = $533.79 • $1026.00 • Also from this meeting, Dominion representative Diane Welling, stated the utility would NOT be providing the wire as shown on E1.01. She also stated we had to provide the lugs for the wire too. Furnish and install 350 mcm type -USE wire and (12) lugs. • 34 hrs. x $34.84 = $1,184.56 • Materials - $1,782.28 + $94.86 taxes + $162.30 OH &P = $2,039.44 • $39224.00 Thank you for the opportunity to quote your project. Please do not hesitate to call me with any questions you may have. Jeff Shelton 604 Wilson St., Danville, VA 24541 434/799.3591 Fax 434/792 -5145 P49 APPOINTMENTS P50 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: Appointments to the Community Policy Management 08 -20 -2013 Team SUBJECT/PROPOSAL/REQUEST: Appointments STAFF CONTACT(S): William D. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 18 INFORMATION: INFORMATION: BACKGROUND: - Ms. Josie Loomis had been a Pittsylvania County Public School designee on the Pittsylvania County Community Policy Management Team (CPMT) and Ms. L. Ann Cassada, Assistant Superintendent for Support Services, has been the alternate designee. Ms. Loomis resigned from her position as Supervisor of Special Education for the Pittsylvania County Schools to take a position with another locality. Attached hereto, you will find a letter from Mr. James E. McDaniel, Division Superintendent for the Pittsylvania County Public Schools requesting that Ms. L. Ann Cassada, and Ms. Robin Haymore, Supervisor of Special Education/School Psychologist become Mr. McDaniel's official designees on the Pittsylvania County Community Policy Management Team. RECOMMENDATION: Staff recommends that the Board of Supervisors restate by vote the appointees listed above to the CPMT. PSI pLncc o 6 P e PITTSYLVANIA COUNTY SCHOOLS P.O. Box 23� 2 a 39 Bank Street S.E. • Chatham, Virginia 24531 July 30, 2013 Mr. W. Dan Sleeper, County Administrator Pittsylvania County P. O. Box 426 Chatham, VA 24531 Dear Mr. Sleeper: Mr. James E. McDaniel L. 'ISIV� - -1(LL II JV Vt11VlC �ill���OM JUL 3 1 2013 Please consider the following two (2) individuals as candidates to serve as my official designees on the Community Policy and Management Team (CPMT): • Ms. L. Ann Cassada, Assistant Superintendent for Support Services • Ms. Robin Haymore, Supervisor of Special Education/School Psychologist (alternate). This recommendation becomes necessary because of the fact that Ms. Josie Loomis, Supervisor of Special Education, has resigned from Pittsylvania County Schools to take a position with Floyd County Public Schools as a Director of Special Education. Should you have any questions or need additional information, please contact my office at your earliest convenience. Respectfully, James E. McDaniel Division Superintendent JEM /jfh C: Ms. L. Ann Cassada, Assistant Superintendent for Support Services Ms. Robin Haymore, Supervisor of Special Education/School Psychologist Members, Pittsylvania County Board of Supervisors Members, Pittsylvania County School Board TELEPHONE NUMBERS: (434) 432 -2761 • (434) 793- I624P52 nville) • (434) 656 -6248 (Gretna) • FAX (434) 432 -9560 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: Appointment to the Pittsylvania County Public Library 08 -20 -2013 Board of Trustees — Town of Hurt SUBJECT/PROPOSAL/REOUEST: Appointment STAFF CONTACT(S): William D. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: 19 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 Pittsylvania County Public Library Board of Trustees is a board in which a representative from each district is appointed by the Board of Supervisors. DISCUSSION: 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. The Honorable Marshall Ecker has nominated Ms. Linda Simpson to serve as the Town of Hurt's representative on the Pittsylvania County Public Library Board of Trustees for a 4 -year term that will begin immediately and end on June 30, 2017. RECOMMENDATION: Staff submits this nomination to the Board of Supervisors for their review, consideration and approval. P53 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appointment to the Pittsylvania County Road Viewers— Staunton River District Representative Appointment STAFF CONTACT(S): William D. Sleeper AGENDA DATE: 08 -20 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: 20 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 Pittsylvania County Road Viewers is a board in which a representative from each district is appointed by the Board of Supervisors. DISCUSSION: 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. The Honorable Marshall Ecker has nominated Mr. Wayne T. Wheeler for re- appointment to the Pittsylvania County Road Viewers as the Staunton River District Representative for a 4 -year term that would run from August 6, 2013 through August 5, 2017. RECOMMENDATION: Staff submits this nomination to the Board of Supervisors for their review, consideration and approval. P54 REPORTS FROM MEMBERS P55 REPORTS FROM LEGAL COUNSEL P56 REPORTS FROM COUNTY ADMINISTRATOR P57 11 III 2 2013 F if l COMMONWEALTH of VIRGINIA DEPARTMENT OF ENVIRONMENTAL QUALITY Street address: 629 East Main Street, Richmond, Virginia 23219 Douglas w. Domenech Mailing address: P.O. Box 1105, Richmond, Virginia 23218 David K. Paylor Secretary of Natural Resources Fax (804) 698 -4500 TDD (804) 698 -4021 Director www.deq.virginia.gov (804) 6984000 1- 800 -592 -5482 Public Notice — Environmental Regulation Notice of intended action: The State Water Control Board intends to consider drafting a proposal for the amendment of a regulation on water quality. A regulation is a general rule governing people's rights or conduct that is upheld by a state agency. Regulation name: Water Quality Standards (9VAC25 -260 et seq.) Purpose of notice: The board is seeking comments through the Department of Environmen 1 Quality on the intended regulatory action, including but not limited to 1) ideas to assist the board in th development of a proposal 2) the costs and benefits of the alternatives stated in the agency backgroun document or other alternatives and 3) effects of the regulation on farm or forest land preservation. The board is also seeking information on impacts on small businesses. Public comment period: August 12, 2013 to October 11, 2013 Public meeting: Department of Environmental Quality, Piedmont Regional Office, 4949A Cox Road, Training Room, Glen Allen, Virginia on September 10, 2013 at 1:00 p.m. Unlike a public hearing, which is intended only to receive testimony, this meeting is being held to discuss and exchange ideas and information relative to the development of a proposal. Public comment stage: Notice of Intended Regulatory Action Subject matter and intent of proposal: Triennial Review rulemaking to adopt new, update, or cancel existing water quality standards as required by § 62.1 -44.15 of the Code of Virginia and the federal Clean Water Act. The intent of this rulemaking is to protect designated and beneficial uses of state waters by adopting regulations that are technically correct, necessary, and reasonable. Advisory panel: The Board is using a panel to develop a proposal. The primary function of a panel is to develop recommended regulation amendments for Department consideration through the collaborative approach of regulatory negotiation and consensus. Persons interested in assisting in the development of a proposal should notify the department contact person by September 11, 2013 and provide their name, address, P58 Uittsylvania Ccunty Community Action Auency, Inc. i Welccmes vcu to celebrate the 48"' ANNUAL DINNER MEETING September 13, 2013 7x00 P.M. Stratford Courtyard Conference Center 149 Piney Forest Road Danville, VA Speaker Keynote vacan Tickets $30.00 Corporate Tables $200.00 ;D&"e ,R. S.V P. 4 Se,U&mI5 c 6, 2013 Please join agency staff and community members by calling Kelly Powell at 432 -8250 or Email kyowell(apccainc.org to reserve your tickets. Thank you. .Mission.• 10 increase awareness a6outpoverty andtopromote compreliensive approaches to eliminate con�fitions wliicli cause_,voverty. P59 PITTSYLVANIA COUNTY VIRGINIA 'v Mark D. Moore 7 Director of Parks & Recreation 0 ° .a o P.O. Box 426 a `�Sl z Chatham, Virginia 24531 A0 , _ j� � '" � � � m ark. mooreagitteov.otg PittsylvaniQ County, 1767 Telephone (434) 432 -7736 R G 114 P Fax (434) 432 -7714 iluY 15 & Recteatlon Memorandum To: William D. Sleeper, County Administrator From: Mark Moore, Director of Parks & Recreation Date: August 5, 2013 Subject: Virginia Recreation & Park Society (VRPS) Conference I have applied for and received a scholarship to attend this year's Virginia Recreation and Park Society (VRPS) Conference to be held in James City County on September 7 -10, 2013. The scholarship covers half of the registration fee ($142.50 is half). I anticipate room rates for 3 nights at around $125.00 per night per the VRPS room block. With the remaining half of the registration fee, room, food and gas I estimate total cost for the trip at approximately $1,000.00, which I can cover in my budget. I have been very active in this society for my career prior to coming to Pittsylvania County. The educational services provided at this conference allowed me to achieve certification through the society and earn Continuing Education Units (CEUs) due to attending the educational sessions at the conference. Those CEUs are also required to maintain the certification. I will be happy to supply the Board of Supervisors, as required, with a brief summary of my trip upon my return. If you should have any other questions, please do not hesitate to let me know. MMfrf U NMI ADJOURNMENT P6,