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09-17-2013 BOS PKTBOARD PACKET BOARD OF SUPERVISORS ADJOURNED MEETING SEPTEMBER 17, 2013 a 1767 lial PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ADJOURNED MEETING TUESDAY, SEPTEMBER 17, 2013 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA 1. Call to Order — 7:00 p.m. 2. Roll Call BarberO Barksdale0 Bowman17 EckerO HagermanO Harville0 SneadO 3. Pledge of Allegiance 4. Emergency Items to be added to the Agenda Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harvi&17 SneadO Seconded by Barber0 Barksdale0 Bowman L7 EckerD Hagerman0 Harville0 SneadO (a) APPROVAL OF AGENDA Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadD Seconded by Barber0 Barksdale0 BowmanO EckerO Hagerman0 Harville0 SneadO HEARING OF CITIZENS P3 CONSENT AGENDA Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman L7 Harville0 SneadO 5. (a) Road Name — Silas Cole Farm Road — Pages 14 -18 (b) Proclamation - Fire Prevention Week; October 6 -12, 2013 — Pages 19 -21 (c) Proclamation — National Teach Ag Day; September 26, 2013 — Pages 22 -27 PUBLIC HEARINGS Rezoning Cases Motion by Barber0 Barksdale0 BowmanO EckerO Hagerman0 Harville0 Snead17 Seconded by Barber0 Barksdale17 BowmanO EckerO Hagerman0 HarvilleO SneadO Open: Close: Case 1: Horace B. Dykes — Callands /Gretna Election District; R -13 -048 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Dote (Roll Call Vote Yor N) M Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Hamille ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Yor N) M Motion by Barber0 Barksdale0 Bowman0 Ecker17 Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Open: Close: Case 2: Spencer W. Walker & Angela W. Walker - Westover Election District; R -13 -049 B -2, Business District, General to R -1, Residential Suburban Subdivision District Roll Call Vote (Roll Call Vote Y or N) Motion by Barber0 BarksdaleO Bowman0 Ecker17 Hagerman0 HarvilleD SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Open: Close: Case 3: Herman Eugene Crane, Life Tenant, & Others — Chatham/Blairs Election District; R-13-050 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 Y or N) Motion by Barber0 BarksdaleO Bowman0 Ecker17 Hagerman0 HarvilleD SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Open: Close: Case 3: Herman Eugene Crane, Life Tenant, & Others — Chatham/Blairs Election District; R-13-050 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote (Roll Call Vote Yor N) P5 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville. ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Yor N) P5 Motion by Barber0 Barksdale0 Bowman0 Ecker17 HagermanO Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Open: Close: Case 4: Robert T. Marshall, Sr. & Others — Tunstall Election District; R -13 -051 R -1, Residential Suburban Subdivision District to RMP, Residential Multi- Family District Roll Call Vote (Roll Cal/ Vote YorN) PRESENTATIONS 6. Virginia Uranium, Inc. (VUI) — Presentation from Kevin Scissons —Pages 30 -31 7. Introduction of Amy Childress, new Comprehensive Services Act Coordinator for Pittsylvania County — Page 32 zi Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Hamille Cl ❑ ❑ .Snead ❑ ❑ ❑ (Roll Cal/ Vote YorN) PRESENTATIONS 6. Virginia Uranium, Inc. (VUI) — Presentation from Kevin Scissons —Pages 30 -31 7. Introduction of Amy Childress, new Comprehensive Services Act Coordinator for Pittsylvania County — Page 32 zi Motion by Barbera BarksdaleO Bowmana EckerO HagermanO Harvillea SneadO Seconded by Barbera BarksdaleO Bowman0 Eckera Hagermana Harville0 SneadO 8. Expenditure Refunds — At the Board of Supervisors' regular meeting on Tuesday, September 3, 2013, a motion was made by Mr. Barber, seconded by Mr. Barksdale, which required a 10 -Day Layover that has now been met. Roll Call Vote required — Pages 34 -37 Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ ilarville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Catl Vole YorN) NEW BUSINESS Motion by Barbera Barksdale0 Bowmana EckerO HagermanO Harville0 Sneada Seconded by Barbera BarksdaleO Bowmana EckerO HagermanO Harville0 Sneada 9. Recommendations from Personnel Committee — The Piusylvania County Board of Supervisors' Personnel Committee will meet at 4:30pm on Tuesday, September 17, 2013 and any recommendations from the Committee will be submitted to the full Board — Pages 39 -40 (a) Employment Ad — County Administrator (b) Closed Session: Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body; and evaluation of performance of departments or schools of public institutions of higher education where such evaluation will necessarily involve discussion of the performance of specific individuals. Authority: §2.2- 3711(A)(1) of the Code of Virginia, 1950, as amended Subject: Interim County Administrator Purpose: Discussion of Compensation P7 Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman 17 EckerO HagermanO Harville0 SneadO 10. Recommendations from Legislative Committee — The Pittsylvania County Board of Supervisors' Legislative Committee will meet at 5: 06pm on Tuesday, September 17, 2013 and any recommendations from the Committee will be submitted to the full Board — Pages 41 -42 (a) Mass Communication - Update (b) Mining Definitions (c) Farm Use Tags - Possible 2014 General Assembly Legislation (d) Policies & Procedures Manual — Next Update; Travel & Training Policy and Cell Phone Policy (e) Virginia Association of Counties (VACo) Annual Legislative Program -2014 Draft Motion by Barber17 BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO Hagerman0 Harville0 SneadO 11. Public Hearing Request; Proposed Changes to Chapter 17; Solid Waste Disposal — Page 43 Motion by Barber0 BarksdaleO BowmanO EckerO HagermanO Harville17 SneadO Seconded by BarberO Barksdale0 Bowman0 EckerO HagermanO Harville0 SneadO 12. Request for Public Hearing — Second Public Hearing for Proposed Community Development Block Grant (CDBG) — Pages 44 -45 Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by BarberO Barksdale0 Bowman0 E'cker0 Hagerman0 HarvilleO SneadO 13. Contract Amendment — Harris Radio — Pages 46 -48 Ps Motion by Barber0 BarksdaleU BowmanO EckerO Hagerman0 Harville17 SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO Hagerman0 Harville0 SneadO Motion by Barber0 Barksdale0 BowmanO EckerO HagermanO Harville0 SneadO Seconded by BarberO BarksdaleO Bowman0 Ecker17 HagermanO HarvilleO SneadO 15. Clerk of Circuit Court's Office — Chill Waterline Repairs — Pages 49 -52 Motion by Barber0 BarksdaleO BowmanO EckerO HagermanO Harville0 SneadO Seconded by Barber0 BarksdaleO BowmanO EckerO HagermanU Harville0 SneadO 16. Approval of Agricultural Development Board By -laws — Pages 53 -58 Motion by Barber0 Barksdale0 BowmanO EckerO HagermanO HarvilleO SneadO Seconded by BarberO Barksdale0 Bowman0 EckerO Hagerman0 Harvflle0 SneadO 17. Agreement between Staunton River Medical Center, Inc. and Pittsylvania County — Pages 59 -74 Motion by Barber0 Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by Barber17 Barksdale0 Bowman0 Ecker17 HagermanO HarvUleO SneadO 18. Appropriation — Voting Equipment and Supplies — Requires a 10 -Day Layover — Page 75 BOARD ANNOUNCEMENTS P9 REPORTS FROM LEGAL COUNSEL REPORTS FROM INTERIM COUNTY ADMINISTRATOR (a) G -290 PIO Class — Terry Kelly, Emergency Management & Communications- Pages 79 -80 (b) Board Report — Southern Virginia Regional Alliance- Pages 81 -82 (c) VDOT Traffic Engineering Work Order; Guardrail — 4175 & 4182 Golf Club Road -Pages 83 -84 (d) Request for nomination for a new Board of Zoning Appeals Member -Pages 85 -86 Adjournment Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO HagermanO Harville0 SneadO Time Adjourned: NO TO BE ADDED PH HEARING OF CITIZENS P12 CONSENT AGENDA P13 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Consent Agenda Road Name Change SUBJECT /PROPOSAL /REQUEST: Silas Cole Farm Rd STAFF CONTACT(S): Mr. Hawker; Mr. Davis BACKGROUND: AGENDA DATE: ITEM NUMBER 09/17/2013 5(a) ACTION: INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: YES ATTACHMENTS: Map REVIEWED BY: Road Names are considered for addition to the E -911 System with the Approval of the Board of Supervisors. DISCUSSION: This is located in the Chatham - Blairs District, located off R & L Smith Dr. The Adams family has submitted a request to add a private road name to the E -91i System. The family has agreed to pay $200.00 for the new road sign and map changes as directed by the Board of Supervisors. RECOMMENDATION: Staff recommends that the Board approve the road name Silas Cole Farm Rd. P14 3118 Douglas Ct.w w� Danville, VA 24540 L June 17, 2013 _ pars. ray; °ln= fMERGct�CY Mr. Jim Davis SEk P. Bo. Box 426 ! u Chatham, VA 24531 ll�y!41, Dear Mr. Davis: My husband and I recently began construction of a new home, on R and L Smith Dr. Last week I received notification from you that our address, at that location, will be 3545 R and L Smith Drive. I am writing to request permission to have our private driveway /roadway named something else. It is my understanding, that regulations indicate, there must be three or more homes on a road before the county will approve a new road sign however; I believe 1 am correct that Mrs. Brenda Bowman, member of the Pittsylvania County Board of Supervisors has a privately named driveway /roadway at her home in Dry Fork. There are no present plans for more homes to be constructed on our property, but since the property consists of 190 acres there is potential to have more homes built there in the future, thus we, like Mrs. Bowman, should qualify for the requested action. If possible, we would like the driveway /roadway name and address as follows: 4608 Silas Cole Farm Road Construction should wrap up in late November, if all goes as planned, and we would like to be able to have our new address in place by that time. I have enclosed a 9 -1 -1 Road Name Addition Request form and would appreciate your help in getting our request approved. I can be reached at 434 - 836 -9729 (home) or 434 - 728 -0237 (cell) if you have questions or instructions concerning the matter. Sincerely, 1 Sandra S. Adams Cc: Coy Harville Brenda Bowman i P15 Additional Signature Pages: 4). 61[ VLC9 -J A. Name 3S4 5 fl cl r.i-A L 5 �.u,til-,i of Current Address t" Certificate of Acknowledgment: City/County of Commonwealth of Virginia The foregoing instrument was acknowledged before me this l 7 day of j0'r�20 (Name of person seeking acknowledgment) Notatyl Public My commission expires: am 31, r po It] Name i_ 115 by �aixir-, S. A ci"vvS a oriweaNh of Virginia Scsarce - Notary Pubi' ission No: 75412 7B ssion l-xpirea Current Address Certificate of Acknowledgment: City /County of Dl�,„v � I I e" Commonwealth of Virginia 1= The foregoing instrument was acknowledged before me this c` day of�u�k 20_ by i tt\�rn caSi? t' t7: el-L, (Name of eeking acknowledgme EDDIE L. HITE JR. Notary Public EC Notary Public lG Commonwealth of Virginia My commission expires: a� 1 �F Reg. #15 3§5 ;3 y Commission Expires 7i. 6) Name t `vzt�ctt� C�-- Current Address Dt fv.-? Uc YA Z kt )--tom Certificate of Acknowledgment: City/C-enquy Of---L) 6 „,....1(., Commonwealth of Virginia The foregoing instrument was acknowledged before me this LL day ofd = ✓X 20 t ') by Sc -:K (Name of person seeking acknowledgment) Notary Public A, EDWARD O�NN SHEALY j My commission expires: i2:3r �.r 4�7fi1 Notary public Commonwealth of Virginia MY eammisRe #261724 Expires Dec. 31, Zor y ! P16 PITTSYLVANIA COUNTY VIRGINIA tyvtvq James E. Davis, ENP, Coordinator Emergency c v Phone (434) 432 -7920 Management & Communications o dt Fax (434) 432 -7950 P.O. Box Virginia a 1 ``'7 z Gretna /Hurt 434 656 -6211 Chatham, Virginia 24531 r u,. O .,.r ti / ( ) jdavisCpittgov.org s )767 Bachelors Hall /Whitmell (434) 797 -9550 9 -1 -1 Road Name Addition Request We the undersigned request that our private road be named and included into the E -911 System of Pittsylvania County. We understand that by agreeing to this our current address will change to reflect the-new address assigned by the County. We request that the following name be adopted by the Board of Supervisors: 4-(ck S# I us Cole Far" -". R I Choice R 1 -'Cl t� A Choice 3` Choice P17 PITTSYLVANIA COUNTY VIRGINIA a scale :1 Inch = 347 Feet. Dept of Emergency Management Date : 08/2912013 � ME PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Proclamation — National Fire Prevention Week 09 -17 -2013 5(b) SUBJECT/PROPOSAL/REQUEST: Annual Proclamation STAFF CONTACT(S): Mr. Hawker ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes REVIEWED BY: INFORMATION: INFORMATION: BACKGROUND: Each year Pittsylvania County following the United States non - profit Fire Protection Association declares a Fire Prevention Week in Pittsylvania County. Attached hereto, is a Proclamation from the Pittsylvania County Board of Supervisors declaring October 6`h through October 12a', 2013 Fire Prevention Week in Pittsylvania County. RECOMMENDATION: Staff recommends the Board of Supervisors approves the attached Proclamation and authorize it to be forwarded to all necessary news media. P19 VittgpCbauia QCouutp 38oarb of *uperbi org Vrodamatlou October 6 -12, 2013 "Prevent Kitchen Fires!" Whereas, the County of Pittsylvania is committed to ensuring the safety and security of all those living and visiting our county; and Whereas, fire is a serious public safety concern both locally and nationally, and homes are the locations where people are at greatest risk from fire; and Whereas, home fires killed more than 2,500 people in the United States in 2011, according to the National Fire Protection Association (NFPA), and fire departments in the United States responded to 370,000 home fires; and Whereas, cooking is the leading cause of home fires in the United States where fire departments responded to more than 156, 00 annually between 2007 and 2011; and Whereas, two of every five home fires starts in the kitchen; and Whereas, unattended equipment was a factor in one -third of the reported cooking fires; and Whereas, 57% of reported non fatal home cooking fire injuries occurred when the victims tried to fight the fire themselves; and Whereas, children under five face a higher risk of non -fire burns associated with cooking than being burned in a cooking fare; and Whereas, residents should stay in the kitchen when frying food on the stovetop, keep a three-foot kid free zone around cooking areas, and keep anything that can catch on fire away from stove tops; and Whereas, residents who have planned and practiced a home fare escape plan are more prepared and will therefore be more likely to survive afire; and Whereas, working smoke alarms cut the risk of dying in reported home fares in half, and Whereas, Pittsylvania County's first responders are dedicated to reducing the occurrence of home fares and home fare injuries through prevention and protection education; and Whereas, Pittsylvania County's residents are responsive to public education measures and are able to take personal steps to increase their safety from fire, especially in their homes; and M Whereas, the 2013 Fire Prevention Week theme, "Prevent Kitchen Fires!" effectively serves to remind us to stay alert and use caution when cooking to reduce the risk of kitchen fire; then Therefore, Be It Proclaimed that the Pittsylvania County Board of Supervisors do hereby proclaim October 6 -12, 2013 as Fire Prevention Week throughout Pittsylvania County, and urges all of the citizens of Pittsylvania County to check their kitchens for fire hazards and to use safe cooking practices during Fire Prevention Week 2013 and throughout the year, and to support the many public safety activities and efforts of the County's fire and emergency services. Given under my hand this day 17i4 day of September, 2013. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors Otis S Hawker, Clerk Pittsylvania County Board of Supervisors P21 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Proclamation — National Teach Ag Day 1 09 -17 -2013 SUBJECT/PROPOSAL/REQUEST: Proclamation STAFF CONTACT(S): Mr. Hawker BACKGROUND: ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes ITEM NUMBER: 5(c) INFORMATION: INFORMATION: Attached hereto, is a Proclamation from the Pittsylvania County Board of Supervisors declaring September 26, 2013 as National Teach Ag Day in Pittsylvania County. Ms. Jessica Jones, Agricultural Science Educator and FFA Advisor with the Pittsylvania County Public Schools, will be present to accept the proclamation. RECOMMENDATION: Staff recommends the Board of Supervisors approves the attached Proclamation and authorize it to be forwarded to all necessary news media. P22 Vittolbania Countp 38oarb of Ouperbisoro Vrodamation National Teach Ag Day September 26, 2013 Whereas, over 12, 000 secondary and post- secondary agricultural educators teach in over 7,500 public middle schools and high schools in the United States; and Whereas, approximately one million students receive agricultural education in the United States; and Whereas, more than 500, 000 of these students are members of the National Future Farmers of America (FFA) Organization; and Whereas, there is a nationwide teacher shortage in agricultural education and many agricultural education programs suffer from lack of qualified teachers; and Whereas, the National Association of Agricultural Educators, on the behalf of the National Council for Agricultural Education, is organizing National Teach Ag Day on September 26, 2013, as one component of the National Teach Ag Campaign; and Whereas, the goal of National Teach Ag Day is to have every agricultural educator in America teaching a lesson to encourage their students to consider a career in agricultural education; and Whereas, agricultural educators contribute to a strong and effective education in public schools; and Whereas, a student's growth and future are positively impacted by the dedication and quality teaching of agricultural educators; then Now, Therefore, Be It Proclaimed, that the Pittsylvania County Board of Supervisors proclaims September 26, 2013 as National Teach Ag Day in Pittsylvania County, Virginia, and wishes to express their gratitude to the County's local agriculture educators for their dedication and contribution in agricultural education and supports the goals and purposes of National Teach Ag Day. Given under my hand this day 3rd day of September, 2013. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors Otis S. Hawker, Clerk Pittsylvania County Board of Supervisors P23 Blue Gold News National Finalists — The Road to Outstanding National Chapter On October 29 - November 2, the Chatham Middle FFA 2013 -2014 officer team and chapter Advisor, Ms. Jones will be attending the 86th National FFA Convention in Louisville, Kentucky to be recognized as one of the top five finalists for the 2013 National Chapter Award for the Outstanding Middle School program in the Country. Along with Chatham Middle, one school from Virginia and three from Florida will vie for the title of having the most Outstanding Middle School FFA program. The Chatham Middle FFA chapter was also selected as national finalists for the National FFA Model of Innovation Award in the Student and Community Development divisions. Chatham Middle FFA is the first middle school program in the history of the National FFA National Chapter Award Program to be selected as national finalists in any division of the Model of Innovation Award Program. Chapter officers are currently fundraising to help with costs to attend national convention. If you would like to make a donation to the Chatham Middle FFA to assist the team in attending National Teach Ag Day National Teach Ag Day is a day to celebrate school -based agricultural education and to encourage agricultural education advocates, especially current agricultural educators (middle school, high school, post-secondary, pre- service programs, etc.) to share with others the great career opportunities in agricultural education. On Thursday, September 26, over 12,000 secondary and post - secondary agricultural education teachers will commemorate National Teach Ag Day. National Teach Ag Day is a part of the National Teach Ag Campaign, an initiative to bring attention to the career of agricultural education, get students thinking about a possible career in agricultural convention, contributions should be sent to: Chatham Middle FFA C/o Jessica M. Jones 11650 US Hwy. 29 N Chatham, VA 24531 or call (434) 432 -2169 if you have any questions. � c7nM Rw�)P Our 2013 -14 FFA theme is .'Ignite the Powerl" education, and to support current agricultural educators in their careers. The Teach Ag Campaign is an initiative of the National Council for Agricultural Education, led by the National Association of Agricultural Educators (NAAE). It is sponsored by the CHS Foundation and CSX as a special project of the National FFA Foundation. P24 Chatham Middle FFA September 2013 Volume 5, Issue 1 Did you know... In 1988, the official name of the organization was changed from "Future Farmers of America' to "The National FFA Organization" to reflect the growing diversity of agriculture. So today, we are still the Future Farmers of America. But, we are the Future Biologists, Future Chemists, Future Veterinarians, Future Engineers and Future Entrepreneurs of America, too. Inside this issue: Fall Is For Planting 2 Here, By The Plow 2 Focused On the Future 2 Environment Quiz 3 That We May Serve 4 Fall Is For Planting Fall is the best time to plant all kinds of things. The ideal period for fall planting is roughly six weeks before the first hard frost. So, if you plan on sprucing up your yard this fall, one of the easiest ways is by planting trees. In this article, you will find a step -by- step guide on tree planting. Good luck and keep growing. Materials Needed: • One tree (oak, maple, or any oth- er type of tree or bush) • Shovel • Bucket of water • Measuring tape • Mulch Planting the Tree: 1. Pick out a tree. Very young trees Here, By The Plow It is said during the FFA opening ceremony, "The plow is a symbol of labor and tillage of the soil;" but why do we labor and then celebrate it? September 2, 2013 marked the 131st celebration of the Labor Day holiday. Labor Day, the first Monday in September, is a creation of the labor movement and is dedicated to the social and economic achievements of American workers. It constitutes a yearly national tribute to the contributions workers are usually sold bare -root. Bare - root means that they will look like sticks with a bit of root at one end. They can only be planted when they are dormant (sleeping). The roots of very young trees must be socked in a bucket of water for a few hours before planting. Larger trees are usually sold balled- and - burlapped. This means that the roots are enclosed in dirt and wrapped in burlap and twine or wire. These trees can be planted at any time, 2. Pick a suitable spot in your yard to plant your tree. Be sure the tree has the amount of sunlight have made to the strength, prosperity, and well -being of our country. The first Labor Day holiday was celebrated on Tuesday, September 5, 1882, in New York City, in accordance with the plans of the Central Labor Union. It wasn't until 1884 when the first Monday in September was selected as the holiday, as originally proposed, and the Central Labor Union urged similar organizations in other cities to follow the example of New York and celebrate a 4. 4 6. that it needs to grow. 3. Dig a hole and set aside the soil, sod clumps, and rocks. You want the hole large enough that the roots fit in without being crowded. Put the tree in the hole and fill it 2/3 of the way with the dirt. Fill the rest of the hole with water. Once it has settled, fill the rest of the hole with water. Make a saucer -like circle around the tree using the leftover rocks and dirt clumps. Water thoroughly and then mulch. Stake the tree so that it does not get knocked over by strong winds, lawn mowers, and other hazards. Water thoroughly once a week in dry weather. Focused On The Future — We Dress To Impress The 7th grade Agriscience Exploration students recently participated in resume writing and a mock job interview. Ms. Elizabeth Craig, Pittsylvania County Schools Director of Middle and Secondary Page 2 Agriscience Exploration students give a thumbs -up to their on- the -job training. Education sat in as students presented their resume, which included an agricultural career objective, skills and interests, academic goals, and a list of references; right before they answered questions about their potential career. P25 Students were ranked based on the thoroughness of their resume, their ability to answer questions, and the overall impression they made on the interviewer. Students learned when focusing on the future, they need to be a complete package of knowledge and skill, and always dress to impress. Blue A Gold News "The plow is a "workingmen's symbol of labor holiday" on that and tillage of the date. soil. Without So, as we are labor, neither diligent in labor knowledge nor and just in our wisdom can dealings, it is accomplish much." appropriate, therefore, that the nation pay tribute on Labor Day to the creator of so much of the nation's strength, freedom, and leadership — the American worker. Focused On The Future — We Dress To Impress The 7th grade Agriscience Exploration students recently participated in resume writing and a mock job interview. Ms. Elizabeth Craig, Pittsylvania County Schools Director of Middle and Secondary Page 2 Agriscience Exploration students give a thumbs -up to their on- the -job training. Education sat in as students presented their resume, which included an agricultural career objective, skills and interests, academic goals, and a list of references; right before they answered questions about their potential career. P25 Students were ranked based on the thoroughness of their resume, their ability to answer questions, and the overall impression they made on the interviewer. Students learned when focusing on the future, they need to be a complete package of knowledge and skill, and always dress to impress. Blue A Gold News 1 2 3 4 8 9 10 11 16 17 18 15 22 23 24 25 29 30 - 6 Chatham Middle FFA September Schedule of Events Environment Quiz Thursday, September 5 By: Beth Rowen (As contributed to FamilyEducation.com — O Southside Area COLT (Chapter 5 6 7 Officer Leadership Training) - 1. Buckingham High School A. Petroleum -- - (1:00 PM — 8:30PM) 12 13 14 that litters our oceans? A. Russia C. Biomass Wednesday, September 11 19 - - -. 20 21 O Chapter Meeting - Chatham Middle B. Plastic beverage bottles Cafeteria (3:15 PM — 4:15PM) 26 27 28 Wednesday, September 11 D. Canada 5. How much of the world's water is D. O Annual Flower Bulb Sale Begins available for human use? Thursday, September 26: 2. What country produces A. 97% O National Teach Ag Day Environment Quiz By: Beth Rowen (As contributed to FamilyEducation.com — April 11, 2013) 1. What country consumes the most A. Petroleum 8. What is the most common type of energy in the world? B. Hydropower debris that litters our oceans? A. Russia C. Biomass A. Bags B. China D. Solar Power B. Plastic beverage bottles C. The United States C. Cigarettes D. Canada 5. How much of the world's water is D. Food packaging available for human use? 2. What country produces A. 97% 9. Three Mile Island was the site of what the most energy in the �� - B. 23% disaster? world? C. 3% A. The worst nuclear explosion in A. Iraq D. Less than 1% the world. B. Saudi Arabia B. The worst forest fires in U.S. C. The United 6. About how long does it history. States take a Styrofoam cup to C. The worst accident in U.S. D. Russia "3 decompose? nuclear - reactor history. A. 10 years D. The worst oil spill in U.S. 3. What is the leading B. 2 months history. source of energy in the C. 400 years United States? D. 150 years 10. What is the most common type of trash A. Coal thrown away by Americans? B. Oil d 7, According to the Sierra A. Paper products and C. Nuclear Pow- Club, what is the most polluted cardboard er r city in the world? B. Metals D. Natural Gas A. Los Angeles, California C. Glass B. Linfen, China D. Plastics 4. Which of the following sources of C. New Delhi, India energy is NOT renewable? D. Mexico City, Mexico Answers can be found on page 4. September 2013 P26 Page 3 Chatham Middle FFA The National FFA Organization is a national youth Chatham Middle School organization of 557,318 student members preparing for Cyo Jessica M. Jones, Advisor leadership and careers in the science, business and 11650 us Hwy. 29 Chatham, Virginia 2455 31 technology of agriculture with 7,498 local chapters in all 50 states, Puerto Rico and the Virgin Islands. The Virginia Fax: 434 - 432 --2842 2842 Phone: 434 -43 FFA Association has over 10,000 members in 168 chapters. Email: jessica.jones @pcs.k12.va.us The FFA mission is to make a positive difference in the Learning to Do, lives of students by developing their potential for premier Doing to Learn, leadership, personal growth, and career success through Earning to Live, p P 9 9 Living to Serve. agricultural education. The National FFA Organization operates under a federal We'reonlheWeb! charter granted by the 81st United States Congress and it ,Vafla.019 is an integral part of public instruction in agriculture. The �.tia.or9 U.S. Department of Education provides leadership and go helps set direction for FFA as a service to state and local agricultural education programs. 'ysod! flu 40 /6£ lnogo d04 4unono pdoogpdoa puo go slanpoid dadod'p` :vouch uowny puo adniio) loowoyoaw 4o uoµowgwoo v o4 anp aaoo dotaoau ayy wou4 paduosa (loon awyoow o s awl ;041 pfnq ay1) Auolooa biuoAlAsuuad'6ungsuuory doau �uold damod doapnu ay! lo'6L6I H2 4odoyy up '6 :suoaoo s,Pldom ay; wad; dalip doap of +do; ;a;uaaad lsow dia4A w SJ204 aiiado6p puo sa; ;ado rd uoyliw oml Aldoau Panowad dnuoai� ioysno� louoµoudayul a4y do) sdaalunio6 'g :'sdoaA mat o do) uoµauµsP snoignp a41 play soy owyp 'uapwq 'A :asodwonp oy woo/odA ;S do; smaA 00b dano saHo111 '9' asn uowny do; aigolmno $ 44do3 uo dalom po ;o %140 pw4! -2uo lnogo Alup'g :'slan) psso) po saidwoxa da44o ado sob ludnpu puo ioo� pn4 115504 o si wn2lodiad'0 :'Abdaua 54' 40 /6£;nogo 441m's n a41 saPinodd 110 '£ %El W'Z'ON si oissny'pldom a4 w paanpodd A6daua a41110 )o %91 ;nogo saonpodd saloAS Pa!!un a41 'Z :'owg7'dawnsuoa A6daua 4sa6doi- puoaas s,Pidom a4y so A6d2ua 4o lunown ay! aaiml 4sow10 sasn'gn a41'1 : saammy nnj9 4u3wuod1A43 That We May Serve The Chatham Middle FFA officer team has planned many activities for the year that involve our members in student, chapter, and community development. See page 3 of the 2013 -2014 FFA Membership Packet for the POA events and dates. If you have any questions about activities or are interested in participating, ask one of our chapter officers, because we're here to help. President — Logan Mills Vice President — Kelsey 6uill Second Vice President — Jerry Cooke Secretary — Emily Dalton Treasurer — Samantha Bowman Reporter — Jimmy Doss Sentinel — Josh Dolan Historian — Ariana -Colon Sifre Chaplain — Sarah Weiss Jr. Advisor — Dylan Sparks Fundraiser Committee Chair — Samantha Bowman Halloween Party Committee Co- Chairs — We wish you a successful school Johnny 5cearce & Harry Boswell year and look forward to igniting the power to help you grow as a Christmas Party Committee Chair — leader. Kamden Lewis P27 The Chatham Middle FFA 2013 -14 officer team and committee chairs are hard at work during their planning meeting on August 28, 2013. PUBLIC HEARING P28 PRESENTATIONS P29 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE, ITEM NUMBER: Presentation from Kevin Scissons 09 -17 -2013 6 SUBJECT/PROPOSAL/REQUEST: I ACTION: Presentation concerning Uranium Mining; Mining & Yes Milling Regulations STAFF CONTACT(S): Mr. Otis S. Hawker BACKGROUND: CONSENT AGENDA: ACTION: ATTACHMENTS: Yes INFORMATION: INFORMATION: DISCUSSION: Mr. Kevin Scissons, former Director, Uranium Mines and Mills Division, Canadian Nuclear Safety Commission (CNSC), will appear before the Board of Supervisors to clarify questions about uranium mining as well as mining and milling regulations. Attached is a brief background of Mr. ScissonsdsaitasW —,- - R RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P30 Kevin Scissons From 1995 — 2011, Mr. Scissons served as Director of the Uranium Mines and Mills Division of the Directorate of Nuclear Cycle and Facilities Regulation of the Canadian Nuclear Safety Commission (CNSC). From February 2011 until his retirement in April 2012, he was the Strategic Advisor for CNSC's Directorate of Nuclear Cycle and Facilities Regulations. As Director of CNSC's Uranium Mines and Mills Division, Mr. Scissons directed all compliance and licensing activities for operating and decommissioned uranium mines in Saskatchewan, and directed the assessment process for all new uranium mine license applications in Canada. Prior to his career at CNSC, from 1974 — 1990, Mr. Scissons worked in the Saskatchewan Ministry of Environment. From 2010 — 2011, Mr. Scissons served as a consultant to the International Atomic Energy Agency on the following initiatives: Draft Uranium Mining Model Regulations, Management of Radioactive Wastes from Uranium Mining and Mineral Processing and Siting and Design Considerations for Uranium Mill Tailings Storage Facilities. P31 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Introduction of Amy Childress, Comprehensive 09 -17 -2013 Services Act (CSA) Coordinator for Pittsylvania County ACTION• Yes SUBJECT/PROPOSAL/REQUEST: STAFF CONTACT(S): Mr. Otis S. Hawker CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: 7 INFORMATION: INFORMATION: DISCUSSION: Ms. Kim Van Der Hyde will introduce the new CSA Coordinator for Pittsylvania County, Ms. Amy Childress. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P32 UNFINISHED BUSINESS P33 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY BACKGROUND: DISCUSSION: Attached is a list of expenditure refunds for the month of August 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 Courts- Copier Lease (100 -4- 021600- 60051), $2,802.40 to Sheriff -Parts (100 -4- 031200 - 6030), $2,540.46 to Sheriff -Svc Costs -Labor (100 -4- 031200 - 6031), $278.13 to Jail- Extradition (100 -4- 033100 - 5550), $40.00 to Animal Control - Professional Services (100-4-035100-3110), $2,551.00 to E911- Telephone (1004- 035500 - 5230), $260.00 to Library- Postage (100 4- 073100 - 5210), $8,691.09 to Library- Employment Contract (100-4-073100-3171), $19,105.09 to WIA -Other Operating (2514- 353853- 6014), $55,024.00 to WIA- Refunds (251- 4- 353856- 5830), $398.00 to Memorial Gifts Fund -Books (265-4-073310-6012), $45,227.90 to Blairs Middle School Roof (310-4-094150-819133), $5,179.00 to Solid Waste Collections- Repairs & Maintenance (520- 4- 042300- 3310). MOTION MADE BY MR. BARBER AND SECONDED BY MR. BARKSDALE AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. P34 AGENDA DATE: ITEM NUMBER: AGENDA TITLE: 9 -17 -13 8 Expenditure Refunds - Motion made by Mr. Barber and ACTION: INFORMATION: seconded by Mr. Barksdale and has now met the 10- Yes day layover requirement CONSENT AGENDA: SUBJECT /PROPOSAL/REOUEST: ACTION: INFORMATION: Budget Amendment for expenditure refunds ATTACHMENTS: Yes REVIEWED BY: STAFF CONTACT(S): Hawker, VanDerH de BACKGROUND: DISCUSSION: Attached is a list of expenditure refunds for the month of August 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 Courts- Copier Lease (100 -4- 021600- 60051), $2,802.40 to Sheriff -Parts (100 -4- 031200 - 6030), $2,540.46 to Sheriff -Svc Costs -Labor (100 -4- 031200 - 6031), $278.13 to Jail- Extradition (100 -4- 033100 - 5550), $40.00 to Animal Control - Professional Services (100-4-035100-3110), $2,551.00 to E911- Telephone (1004- 035500 - 5230), $260.00 to Library- Postage (100 4- 073100 - 5210), $8,691.09 to Library- Employment Contract (100-4-073100-3171), $19,105.09 to WIA -Other Operating (2514- 353853- 6014), $55,024.00 to WIA- Refunds (251- 4- 353856- 5830), $398.00 to Memorial Gifts Fund -Books (265-4-073310-6012), $45,227.90 to Blairs Middle School Roof (310-4-094150-819133), $5,179.00 to Solid Waste Collections- Repairs & Maintenance (520- 4- 042300- 3310). MOTION MADE BY MR. BARBER AND SECONDED BY MR. BARKSDALE AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. P34 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY BACKGROUND: Attached is a list of expenditure refunds for the month of August 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 Courts- Copier Lease (100 -4- 021600- 60051), $2,802.40 to Sheriff -Parts (100 -4- 031200 - 6030)3 $2,540.46 to Sheriff -Svc Costs -Labor (1004- 031200 - 6031), $278.13 to Jail- Extradition (100-4-033100-5550), $40.00 to Animal Control - Professional Services (100-4-035100-3110), $2,551.00 to E911- Telephone (100 -4- 035500 - 5230), $260.00 to Library- Postage (100 -4- 073100 - 5210), $8,691.09 to Library- Employment Contract (100 -4- 073100 - 3171), $19,105.09 to WIA -Other Operating (251 -4- 353853- 6014), $55,024.00 to WIA - Refunds (251- 4- 353856- 5830), $398.00 to Memorial Gifts Fund -Books (265 -4- 073310 - 6012), $45,227.90 to Blairs Middle School Roof (310-4-094150-819133), $5,179.00 to Solid Waste Collections- Repairs & Maintenance (520- 4- 042300- 3310). THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER. P35 AGENDA DATE: ITEM NUMBER: AGENDA TITLE: 9 -03 -13 9 Expenditure Refunds- Requires a motion and a 10 -day ACTION: INFORMATION: layover Yes SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA: ACTION: INFORMATION: Budget Amendment for expenditure refunds ATTACHMENTS: Yes STAFF CONTACT(S): REVIEWED BY: Sleeper, VanDerH de BACKGROUND: Attached is a list of expenditure refunds for the month of August 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 Courts- Copier Lease (100 -4- 021600- 60051), $2,802.40 to Sheriff -Parts (100 -4- 031200 - 6030)3 $2,540.46 to Sheriff -Svc Costs -Labor (1004- 031200 - 6031), $278.13 to Jail- Extradition (100-4-033100-5550), $40.00 to Animal Control - Professional Services (100-4-035100-3110), $2,551.00 to E911- Telephone (100 -4- 035500 - 5230), $260.00 to Library- Postage (100 -4- 073100 - 5210), $8,691.09 to Library- Employment Contract (100 -4- 073100 - 3171), $19,105.09 to WIA -Other Operating (251 -4- 353853- 6014), $55,024.00 to WIA - Refunds (251- 4- 353856- 5830), $398.00 to Memorial Gifts Fund -Books (265 -4- 073310 - 6012), $45,227.90 to Blairs Middle School Roof (310-4-094150-819133), $5,179.00 to Solid Waste Collections- Repairs & Maintenance (520- 4- 042300- 3310). THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER. P35 Finance Department P.O. Box 426 Chatham, Virginia 24531 PITTSYLVANIA COUNTY VIRGINIA MEMO TO: William D. Sleeper, County Administrator FROM: Kim Van Der Hyde ^1 Finance Director SUBJECT: Expenditure Refunds DATE: August 30, 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 August. 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 199.67 Reimbursement 100 -4- 031200 -6030 Sheriff -Parts 25802.40 Insurance Reimbursement/Restitution 100 -4- 031200 -6031 Sheriff -Labor 2,540.46 Insurance Reimbursement 100 -4- 033100 -5550 Extradition 278.13 100 -4- 035100 -3110 Animal Control - Professional Services 40.00 Snake Adoption Fee 100 -4- 035500 -5230 E911- Telchpone 2,551.00 Intrado Reimbursement 100 -4- 073100 -5210 Library- Postage 260.00 Donation - Friends of the Library 100 -4- 073100 -3171 Library- Employment Contract 8,691.09 Donations 251 -4- 353853 -6014 WIA -Other Operating 19,105.09 Rent Payments 251 -3- 000000- 150201 P36 251 -4- 353856 -5830 WIA- Refunds 552024.00 Disallowed Cost - Reimbursed by the City of Martinsville 265 -4- 073310 -6012 Memorial Gifts Fund -Books 398.00 Donation - Friends of the Library 310 -4- 094150- 819133 Blairs Middle School Roof 459227.90 Insurance Reimbursement 520 -4- 042300 -3310 SW Collections- Repairs & Maint 51179.00 Insurance Reimbursement TOTAL AUGUST EXPENDITURE REFUNDS 5142,296.74 P37 NEW BUSINESS P3S PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Recommendations from Personnel Committee 1 09 -17 -2013 SUBJECT/PROPOSAL/REQUEST: Personnel Committee meeting STAFF CONTACT(S): Mr. Otis S. Hawker ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 9 INFORMATION: INFORMATION: The Personnel Committee will meet at 4:30pm on Tuesday, September 17, 2013 for the following items: (a) Employment Ad — County Administrator (b) Closed Session: Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body; and evaluation of performance of departments or schools of public institutions of higher education where such evaluation will necessarily involve discussion of the performance of specific individuals. Authority: §2.2- 3711(A)(1) of the Code of Virginia, 1950, as amended Subject: Interim County Administrator Purpose: Discussion of Compensation RECOMMENDATION: Any recommendations that come from the committee will be submitted to the full Board at their adjourned meeting. P39 3. Adiournment PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PERSONNEL COMMITTEE 4:30 PM TUESDAY, SEPTEMBER 17, 2013 BOARD OF SUPERVISORS' CONFERENCE ROOM CAPTAIN MARTIN BUILDING 1 CENTER STREET CHATHAM, VIRGINIA AGENDA Call to Order Roll Call New Business: (a) Employment Ad — County Administrator (b) Closed Session: Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body; and evaluation of performance of departments or schools of public institutions of higher education where such evaluation will necessarily involve discussion of the performance of specific individuals. Authority: §2.2- 3711(A)(1) of the Code of Virginia, 1950, as amended Subject: Interim County Administrator Purpose: Discussion of Compensation P40 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Recommendations from Legislative Committee 1 09 -17 -2013 SUBJECT/PROPOSAL/REOUEST: Legislative Committee meeting STAFF CONTACT(S): Mr. Otis S. Hawker BACKGROUND: ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: 10 INFORMATION: INFORMATION: The Legislative Committee will meet at 5:00pm on Tuesday, September 17, 2013 for the following items: (a) Mass Communication — Update (b) Mining Definitions (c) Farm Use Tags - Possible 2014 General Assembly Legislation (d) Polices & Procedures Manual Next Update; Travel & Training Policy and Cell Phone Policy (e) Virginia Association of Counties (VACo) Annual Legislative Program -2014 Draft RECOMMENDATION: Any recommendations that come from the committee will be submitted to the full Board at their adjourned meeting. P41 LEGISLATIVE COMMITTEE Pittsylvania County Board of Supervisors Tuesday, September 17, 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) Mass Communication — Update (b) Mining Definitions (c) Farm Use Tags - Possible 2014 General Assembly Legislation (d) Polices & Procedures Manual —Next Update; Travel & Training Policy and Cell Phone Policy (e) Virginia Association of Counties (VACo) Annual Legislative Program -2014 Draft 5. Adjournment P42 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Request for Public Hearing — Proposed changes to Chapter 17; Solid Waste Disposal Public Hearing STAFF CONTACT(S): Otis S. Hawker AGENDA DATE: 09 -17 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No REVIEWED BY: ITEM NUMBER: 11 INFORMATION: INFORMATION: BACKGROUND: The Pittsylvania County Board of Supervisors has discussed possible changes to Chapter 17, Solid Waste Disposal, in the Pittsylvania County Code. The Solid Waste Committee has scheduled a work session for September 26, 2013 to discuss many of these proposed changes. The Honorable Coy E. Harville has requested that a public hearing be set for the following proposed changes: (a) In Sec. 17 -21 of the Pittsylvania County Code which would reduce penalties under Article II from a Class 2 misdemeanor to a Class 3 misdemeanor; and (b) Revise Sec. 17 -19 to provide for a permanent affidavit. Staff recommends the Board of Supervisors set a public hearing for citizen input to be held on Tuesday, October 22, 2013 for the proposed amendments listed above for Sections 17 -21 and 17 -19 of the Pittsylvania County Code. W, PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Second Public Hearing — Community Development 09 -17 -2013 Block Grant (CDBG) /Community Economic Development Grant Fund ACTION: Yes SUBJECT/PROPOSAL/REQUEST: Public Hearing STAFF CONTACT(S): Otis S. Hawker Gregory L. Sides CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 12 INFORMATION: INFORMATION: Pittsylvania County, working with the City of Danville through the Regional Industrial Facilities Authority (RIFA), is working with an industrial prospect that is proposing to create 111 jobs on a parcel of land in the Cane Creek Centre Industrial Park. It is necessary to provide water and sewer to this particular site in order for it to be acceptable for an industry. The County is required to provide necessary utilities when the property is in the County; therefore we are applying for a CDBG Grant for that funding. Within the CDBG program, this project qualifies for the Community Economic Development Fund. The Community Development Block Grant (CDBG) Program requires public hearings to be held when applications are made for CDBG Funds. The First Public Hearing, which has been scheduled for September 17, 2013, is intended to provide general overview information about the Community Economic Development Fund Grant program. A Second Public Hearing must be held for public review and comment on the final draft of a CDBG proposal that was developed based on the needs and comments received from the initial public hearing. This is a request to schedule a Second Public Hearing to explain the proposed project and to receive input from citizens of Pittsylvania County concerning the Community Economic Development Fund Grant application for industrial water and sewer. RECOMMENDATION: Staff recommends the Board of Supervisors set a public hearing for Thursday, September 26, 2013 at 5:30 pm, in order to receive citizen input concerning CDBG /Community Economic Development Grant Funding for the Cane Creek Centre site development. P44 Second Public Hearing Pittsylvania County Economic Development Project Project Tire Pittsylvania County will hold a public hearing on September 26, 2013, at 5:30 p.m. in the Captain Martin Building's Main Conference Room located at 1 Center Street, Chatham, VA to solicit input on the proposed Community Development Block Grant (CDBG) to be submitted to the Virginia Department of Housing and Community Development for infrastructure improvement in Cane Creek Centre for the implementation of Project Tire. This application will seek funding through the Community Economic Development Fund, which is designed to support economic development activities creating employment opportunities for low and moderate income persons. Residents of the project area are encouraged to attend. The proposal will include the following activities: public water and sanitary sewer pipelines to serve an industrial tract in Cane Creek Centre, in Pittsylvania County, Virginia. The draft CDBG proposal will be presented for comment along with information on projected beneficiaries, including the number of low and moderate income residents to benefit from the proposed project. Citizens will also be given the opportunity to comment on the County's past use of CDBG funds. A fact sheet on the proposed project and a draft proposal is available at the office of the County Administrator. For additional information, contact Greg Sides, Assistant County Administrator, P.O. Box 426, Chatham, Virginia, (434) 432 -7974. Comments and grievances can be submitted in writing to Pittsylvania County, P. O. Box 426, Chatham, VA 24531 or by phone at (434) 432 -7974 or Virginia Relay #711 until September 26, 2013. If you plan to attend this hearing and have any special need requirements, please call the number listed above. P45 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Harris Contract Amendment 09 -17 -2013 13 ACTION: INFORMATION: SUBJECT/PROPOSAL/REQUEST: Yes Harris Contract Amendment CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): Davis, Hawker, Hunt ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: Harris Radio Corp. is the County's E -911 700Mhz Radio System contractor. DISCUSSION: A Change Order request was approved at the March 19, 2013 Board of Supervisors meeting due to a possible required relocation of Microwave Antenna equipment at the new Smith Mountain tower. With the authorization of the Change Order the relocation study determined that the move of tower sites would still provide the same coverage in the original system design without signal loss or coverage. The March meeting approved the County to pay Harris Radio Corporation in the amount of $20,448.00 to complete the study. The County was required to obligate a license application fee with the Federal Communications Commission for the new site which was not included in the March Change Order. The contract amendment that is attached includes an additional charge which was incurred as a result of the new tower site in the amount of $8,428.62. This will bring the new contract total to $109823,876.62. The amount of $8,428.62 was provided to the staff at the March meeting, however until the study was completed and subsequently approved by the Federal Communications Commission it was not paid by the County. Harris Radio Corporation paid for the licensing fees on the County's behalf in order to keep the project moving forward. This contract amendment provides cleans up language from the original contract due to project changes as described therein. RECOMMENDATION: Staff recommends the Board of Supervisors authorize the Interim County Administrator to sign the Contract Amendment in the amount of $10,823,876.62. This new contract amount has already been accounted into the loan and funds are sufficient. The Contract Amendment has been approved by the County Attorney. P46 AMENDMENT NO. 3 TO COUNTY OF PITTSYLVANIA COUNTY, VIRGINIA CONTRACT THIS AMENDMENT (hereinafter "Amendment ") is made and entered into this _ day of September 2013 by and between The County of Pittsylvania County, Virginia (hereinafter referred to as "Buyer") and Harris Corporation through its RF Communications Division (hereinafter referred to as "Seller "). WHEREAS, the parties previously entered into a System Purchase Agreement ( "Agreement ") dated December 20, 2011, for a P25 Radio Communications System; and WHEREAS, the parties previously entered into Amendment 1 on March 07, 2012; and WHEREAS, the parties previously entered into Amendment 2 on May 02, 2013; and WHEREAS, the parties now desire to further amend the Agreement with this Amendment 3; NOW, THEREFORE, for and in consideration of the mutual promises of the parties to this Amendment and other good and valuable consideration, the receipt of which is hereby acknowledged, Buyer and Seller hereto do hereby agree as follows: 1. Buyer has replaced the Renan Site with a new site designated Mt. Airy and located at 36 05624.39 11N, 79 011'36.32 "W. This change was made prior to the Detail Design Review and therefore incurred no additional cost. 2. Buyer has replaced the Smith Mountain Site with a new site located at 37 000'37.60 "N, 79 034'16.20 "W. This change was made after completion of microwave path surveys and the system design. Therefore additional cost for two new microwave path surveys and design were incurred. The Buyer signed Change Order 1 for this effort on March 29, 2013 at a value of $20,448.34. 3. The new microwave design in item 2 requires frequency coordination and modification of the FCC license. The price to the Buyer for this effort is $8,428.28. 4. Exhibit A — Statement of Work, Appendix II — Coverage Maps of the Agreement is hereby replaced with Exhibit A — Statement of Work, Appendix II — Coverage Maps, Revision 1, which is attached hereto as Enclosure 1 and incorporates changes associated with the site replacements in items 1 and 2 above. 5. Exhibit A — Statement of Work, Appendix IV — Coverage Acceptance Test Procedures of the Agreement, including coverage guarantee remains unchanged as a result of the site replacements in items 1 and 2 above. 6. The scheduled date for System Acceptance is hereby changed from August 09, 2013 to not later than December 31, 2013 to align with expiration of the County's FCC Narrowbanding Waiver. Page 1 of 2 P47 7. The table below replaces Section 9.A.A1(4) of the Agreement in its entirety, as it includes discrete values for incremental hardware installations: ;Equipment installations Milestone Value Cal lands Site Equipment $ 1151463 _ �Brosville Site Equipment 1391013 JDanRiverMSSiteEquipment r $ 139,013 !White Oak Site Equipment $ 375996 [Rockford School Rd Site Equipment $ 2_23,139 $ 139,013 Mt. Airy Site Equipment !Grit Road Site Equipment $ 139013 Smith Mountain Site Equipment $ 139013 _._. ' ECC .. Dispatch Equipment $ -- 603 704 Unity Remote Mount Mobile - 1Already Installed $ 115''5' ,553 ;Unity Remote Mount HHC_Mobile - 1 Already Installed $ _ 1,653 !Unity Control Stations- Qty 5 Already Installed at ECC $ 91223 Mobile Radio Installations 50% Complete $ 246,712 ,Mobile Radio Installations 100 %Complete 1. - - -- $ 246 712 j Unity Control Stations - Qty 26 $ 471958 Installation Milestone Value Total $ 2 567179 8. The Total Agreement Price is increased from $10,795,000.00 to $10,823,876.62 associated with items 2 and 3 above. 9. The terms and conditions of the original Agreement, except as amended herein, shall - remain in full force and effect. THERFORE, Buyer and Seller, through their duly authorized representatives, have executed this Amendment. BUYER COUNTY OF PITTSYLVANIA COUNTY, VIRGINIA By: _ Name: Title: Date: SELLER HARRIS CORPORATION RF By: Nan Title: Contracts Manager Date: September 09 2013 Enclosure: 1. Exhibit A — Statement of Work, Appendix II — Coverage Maps, Revision 1 APPROVED AS O F M Page 2 of 2 J. VADEN HUNT, ESQ. ATTORNEY, PITTSYLVANIA COUNTY P48 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: ITEM NUMBER: yll Clerk of Circuit Court's Office Chill Waterline 09 -17 -2013 15 Repairs SUBJECT/PROPOSAL/REQUEST: Repairs STAFF CONTACT(S): Mr. Otis S. Hawker ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: INFORMATION: INFORMATION: As covered in the in Capital Improvements Plan Subcommittee meeting on September 3, 2013, the chill waterline running across the Clerk of Circuit Court Office has started to deteriorate to the point immediate repair is necessary. This is a part of the same chill waterline that spans through the Commissioner of Revenue Office that has been replaced along with the necessary mold remediation. We have obtained two quotes, with Dameron Plumbing being the lowest quote at $20,500.00. This work needs to be scheduled and completed prior to the weather turning cold because the entire building's heating and cooling will be disrupted. Furthermore, it may require overtime of the building and grounds crew to assist the contractors if weekend work is necessary for completion of this work. Funds have been identified in Capital Outlay for Courthouse Maintenance. RECOMMENDATION: Staff recommends the Board of Supervisors approve awarding the bid to Dameron Plumbing in the amount of $20,500.00 and authorize the County Administrator to sign all necessary documentation. lam' Darrell Dalton From: James S. Wood <dphijsw @comcast.net> Sent: Wednesday, September 04, 2013 9:59 AM To: Darrell Dalton Subject: REPLACING CHILLED WATER LINES IN CLEARKS OFFICE WE PROPOSE TO FURNISH AND INSTALL PIPING FROM OLD 2" CHILLED WATER TO PUMPS IN BASEMENT. INSULATION BY OTHERS REMOVING BLOCKS FROM CHASE BY OTHERS SHUTTING DOWN AND START UP BY OTHERS $20,500.00 James S. Wood President Dameron Plumbing 434 - 792 -0831 ph. 434 - 728 -2500 cell dphijsw @comcast.net P50 P.O. Box 119 • 101 Edgewood Avenue • Altavista VA 24517 Date: 8/26/13 To: Darrell Dalton Scope of proposal: Courthouse Annex Chilled and Hot Water Piping Moore's Electrical and Mechanical Construction, Inc. proposes to furnish and install an installation based upon project plans, specifications, information given and visit to your facility, with the clarifications noted below, for the sum of: T &M ...... Labor $13,920.00, Material $11,034.00 and Insulation$6,600.00 Clarifications: 7 3 S 06 1. We have received no addendum for this project. 0 2. Prior to beginning a job, a contingency plan must be formulated to insure minimal interruption to plant operations. 3. Project will be done during regular working hours Monday- Friday (7:00am- 3 :30pm). 4. Proposal is good for 10 days. Purchase order must be released before starting the project and purchasing material. 5. The contractor shall not be held liable for errors or omissions in designs by others, nor inadequacies of materials and equipment specified or supplied by others. 6. Equipment and/or materials supplied by the contractor are warranted only to the extent that the same are warranted by the manufacturer. Scope of work: Mechanical/Plumbing I . Remove existing carbon steel piping and install new copper piping in its place (pipe sizes like for like) 2. Main lines are figured to be cut out and replaced. 3. Run -outs to coils are figured to be removed from the mains and reconnected. Removing of coil piping is not figured. 4. New insulation is figured to be 1" rubber -tex with glued fittings and joints. 5. Piping that is removed is figured to be removed offsite. 6. Piping into chase wall is not figured to be replaced. 7. Piping will have dialectic transitions fittings between copper and steel piping. 8. Our guys will assist maintenance with draining and refilling system. 9. Maintenance to remove and replace any ceiling grid or tiles. 10. Maintenance to assist with making sure all property is covered prior to removing the piping. Items not included I- Bonds 2- Painting 3- Casework 4- Wall blocking P51 P.O. Box 119. 101 Edgewood Avenue • Altavista.VA 24517 5- Tile /ceiling work 6- Balancing of existing equipment 7- Asbestos abatement or removal 8- Isolating Owners equipment We appreciate the opportunity to quote this work. If you have any questions or need additional information please do not hesitate to call us. Submitted by Jimmy Thurman Estimator/Project Manager PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Approval of Agricultural Development Board Bylaws SUBJECT/PROPOSAL/REQUEST: Approve Bylaws STAFF CONTACT(S): Otis S. Hawker Gregory L. Sides AGENDA DATE: ITEM N 09 -17 -2013 16 ACTION: INFORMATION: Yes CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: Yes W The Pittsylvania County Board of Supervisors created the Pittsylvania County Agricultural Development Board (ADB) to promote agribusiness in the County and to advise the Board of Supervisors on agribusiness issues. The ADB consists of 14 members appointed by the Board of Supervisors DISCUSSION: The Board of Supervisors asked for a review of the ADB Bylaws to be sure that appointed voting members were required to be residents of Pittsylvania County. The Pittsylvania County Director of Agribusiness Development worked with the ADB to thoroughly review the bylaws to include this requirement and to better cover the role of the ADB relating to the evaluation and supervision of the goals and activities of the Director. Additional minor edits were made based on review by the ADB and the County Attorney. The ADB has accepted the revised bylaws, but has not voted to approve pending the approval of the Board of Supervisors. RECOMMENDATION: Staff recommends the Board of Supervisors review and approve the revised bylaws for the Agricultural Development Board. P53 Pittsylvania County Agricultural Development Board BYLAWS ARTICLE 1: Name The name of the organization shall be the Pittsylvania County Agricultural Development Board. ARTICLE 11: Purpose The Board of Directors will: • Promote and enhance the economic viability of production agriculture, forestry, and agribusiness. • Represent the agricultural community's position on legislative and policy issues at the local, state, and federal level; review, advise, and offer recommendations to the Board of Supervisors. • Increase public understanding of state -of -the -art agricultural practices. • Promote agritourism. • Establish a network of agriculture producers and suppliers to strengthen the agricultural infrastructure. • Coordinate agricultural economic development, marketing, and promotion activities • Serve as an advisory board to the Board of Supervisors of Pittsylvania County, Virginia. • Periodically evaluate the performance of the Director of Agribusiness Development in accomplishing the goals of the Agricultural Development Board and submit an evaluation to the County Administrator. • In the event of a vacancy in the position of Director of Agribusiness Development, the Agriculture Development Board will oversee the forming of a search committee that will submit a recommendation to the County Administrator to fill the said vacancy. ARTICLE III: Membership A. Selection and Term Voting members shall represent each agriculture group in Pittsylvania County with at least fourteen (14) county residents appointed by the Board of Supervisors. For the purpose of the first meeting of the Board, the membership on the Board shall be divided into two (2) groups. At the first meeting, eight (8) Directors shall be elected to serve a one (1) year term and six (6) shall be elected to serve a two (2) 1 P54 year term; thereby creating staggered terms. Subsequent elections of Directors shall be for a term of two (2) years and may be reappointed for two (2) additional two -year terms. Board membership will include one (1) representative from each of the following agricultural groups: • Cattle • Crops • Dairy • Equine • Forestry • Horticultural • Pittsylvania County Farm Bureau • Poultry • Swine • Tobacco • Viticulture • Aquaculture • At -Large • Ex- officio Non - voting members are to be selected on their ability to contribute to the mission of the Board and are not required to be county residents. They shall serve for a term set by the Board. Non - voting membership will include one representative from each of the following groups: • Agri -based business • Agricultural Education Teacher • Board of Supervisors • Danville/Pittsylvania County Chamber of Commerce • Pittsylvania County Economic Development • Farm Lending • Natural Resource Conservation Service (NRCS) • Pittsylvania County Administration • Pittsylvania County Soil and Water Board • Virginia Cooperative Extension — Pittsylvania County Office • Virginia Department of Forestry — Pittsylvania County Office B. Attendance In the event any voting member fails to attend any three (3) or more consecutive meetings, the Board has the option to declare the seat vacant and seek a replacement. z P55 C. Nominating Process The Board Chair shall appoint a Nominating Committee no later than September of each year. The Nominating Committee shall produce a slate of nominees for voting members, who are residents of Pittsylvania County, for the Board positions becoming vacant at the end of the year. The Nominating Committee shall seek membership recommendations from each identified group using public media, written correspondence, and other communication options. A slate of nominees shall be proposed to the Board for review, amendment, and approval. The approved slate of Board nominees shall be submitted to the Board of Supervisors by December. The Nominating Committee shall also recommend nominees for any Board vacancies occurring within an unexpired term. The remaining Board shall review, amend, and approved the nominees at any regular or special meeting, and submit the nominee to the Board of Supervisors for approval. The person selected to fill such a vacancy shall serve the full unexpired term of the Director whose vacancy is so filled. ARTICLE IV: Officers A. Officers The officers shall consist of a Chair and Vice Chair selected from among the appointed voting members at the annual meeting of the Board in January of each year. B. Terms of Officers Officers shall serve a one (2) year term from the January meeting at which they are elected, until their successors are duly elected the following January. Officers may be re- elected for one (1) additional year. The immediate past Chair will continue to serve as the Ex- Officio until another Ag Development Board Chairmen is duly elected. C. Responsibilities of the Chair The Chair shall preside at all meetings of the Board, authorize calls for any special meetings, appoint all committees, execute all documents authorized by the Board, serve as an ex- officio voting member of all committees, oversee committee activities, set agendas for Board meetings, and generally perform all duties associated with that office. The Chair will communicate with the County Administrator in the supervision of the Director of Agribusiness Development. D. Responsibilities of the Vice Chair 3 BEF The Vice Chair, in the event of the absence or disability of the Chair or vacancy in that office, shall assume and perform the duties of Chair. E. Additional Officers The Board may appoint additional officers as needed for a limited term. F. Vacancies and Special Elections In the event of a vacancy in either the Chair or Vice Chair, a special election may be held to fill the position for the remainder of the term. ARTICLE V: Meetings A. Regular Meetings Regular meetings shall be held monthly. The date, hour, and location of the regular meeting will be set by the Board at its Annual Meeting. All regular meetings will be open to the public. The Board may convene a closed meeting when required and will follow all guidelines established under the Virginia Freedom of Information Act. B. Annual Meeting The Annual Meeting, held in January of each year, shall be for the purpose of the election of officers and the establishment of the regular meeting times. C. Special Meetings Special meetings may be called by the Chair or at the request of three (3) directors for the transaction of business as stated in the call for the special meeting. D. Quorum One -half (50 percent) of the Directors then serving in office shall constitute a quorum for the transaction of business at any regular or special meeting of the Board. Provided a quorum exists, any questions coming before the Board shall be determined by a two /thirds (2/3) vote of the Board members present at such meeting. E. Minutes Robert's Rules of Order shall govern proceedings of all meetings of the Board. F. Cancellation Any regular or special meeting of the Board or its committees may be canceled when adverse conditions exist. As well, due to the climactic nature of agriculture, meetings may be cancelled for a particular month due to the farming needs of the board members. All voting and non - voting members shall be notified as soon as possible regarding the cancellation. 0 P57 G. Executive Sessions Executive Sessions, when appropriate and authorized by the Virginia Code, will consist of all voting members of the Ag Development Board and any designee of the Chair. ARTICLE VI: Committees A. Standing Committees The Board shall appoint Standing Committees as needed to conduct the business of the Board. B. Ad Hoc Committees Additional ad hoc committees or task forces may be created as needed. C. Meetings with the Board of Supervisors and Board Committees The Board shall meet with the full Board of Supervisors and with its committees as needed. D. Committee Meetings The Chair of each committee shall call committee meetings as deemed appropriate. E. Staff Participation The Director and staff of the Agricultural Development office are not members of committees or Board, but their participation is required to provide technical assistance and professional expertise. ARTICLE VII: Amendments These bylaws may be amended at any regular meeting of the Board by a two /thirds (2/3) vote of the Board. Notice of any proposed amendment must first be submitted in writing to the Board two weeks (14 days) prior to such meeting. Approved as to form V"�' J. Vaden Hunt, County Attorney f.7 Vii: PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Agreement between Staunton River Medical Center, 09 -17 -2013 17 Inc. and Pittsylvania County Board of Supervisors ACTION: Yes REOUEST: Approval of Agreement and authorization to pay ATTACHMENTS: Yes SRMC $50,000.00 REVIEWED BY: GLS /JVH STAFF CONTACT(S): Otis Hawker; J. Vaden Hunt, Esq.; Gregory Sides BACKGROUND: The Staunton River Medical Center, Inc. ( "SRMC ") is a Virginia non - stock, non -profit corporation. SRMC was organized to foster and improve medical services to the people of the Town of Hurt and Pittsylvania County, and its volunteer members over the years have assisted Central Virginia Family Physicians, Inc. ( "CVFP ") in its work of providing medical care to the people of the area, through the medical center known as Staunton River Family Physicians in the Town of Hurt. On July 14, 2012, the Hurt Medical Center Building and its contents were destroyed by fire. Since the fire, SRMC has worked diligently with CVFP in reestablishing its practice in the Town of Hurt and restoring the 25 -30 jobs in the Town of Hurt, which were lost due to the fire. In connection with the reestablishment of its practice, CVFP must purchase new X -Ray equipment. CVFP has contracted with Triangle X- Ray Company of Raleigh, North Carolina, for the purchase of an X -Ray System known as the "iCRco 3600 System," together with all related equipment necessary for the full capability of the system ( "the X -Ray System "), for the price of $77,200.00. At its February 4, 2013 meeting, the Board of Supervisors of Pittsylvania County, Virginia (the `BOS "), by Resolution, passed by an affirmative, majority vote, agreeing; as legally allowed by the Code of Virginia, 1950, as amended, to donate the sum of $50,000.00 to SRMC to be used and applied toward the purchase of the X -Ray System. Upon receipt of the $50,000.00 from the BOS, SRMC has agreed to donate said money to CVFP, with the understanding that CVFP would bring to the Town of Hurt a minimum of 25 employees to work at the medical center and would retain the X -Ray System at the medical center for a period of five (5) years, utilizing the same in providing medical services to the area. SRMC and CVFP have previously entered into a Promissory Note and Security Agreement detailing the terms of the donation and receipt of the $50,000.00 to be received by SRMC from the BOS. Per the BOS' request detailed in the minutes of the aforementioned BOS meeting, attached hereto please find an Agreement between the BOS and SRMC. Said Agreement protects the BOS' donation to SRMC in the unlikely event that CVFP defaults on the terms of its Promissory Note and/or Security Agreement with SRMC. In that event, the Agreement expressly provides that SRMC shall repay to the BOS any and all monies recovered and received back from CVFP within thirty (30) days of receipt of said monies by SRMC. RECOMMENDATION: Approve Agreement attached hereto and authorize the payment of $50,000.00 to SRMC, as previously approved by a majority of the BOS at its February 4, 2013, meeting. P59 AGREEMENT THIS AGREEMENT (the "Agreement'), made and entered into this _day of 2013, by and between the BOARD OF SUPERVISORS OF THE COUNTY OF PITTSYLVANIA, VIRGINIA, a political subdivision of the Commonwealth of Virginia, hereinafter referred to as the "BOS," and STAUNTON RIVER MEDICAL CENTER, INC., a Virginia non - stock, non - profit corporation, hereinafter referred to as "SRMC," collectively the hereinafter referred to as "parties." WHEREAS, SRMC was organized to foster and improve medical services to the people of the Town of Hurt and Pittsylvania County, and its volunteer members over the years have assisted Central Virginia Family Physicians, Inc. (hereinafter "CVFP ") in its work of providing medical care to the people of the area, through the medical center known as Staunton River Family Physicians in the Town of Hurt; and WHEREAS, on July 14, 2012, the Hurt Medical Center Building and its contents were destroyed by fire; and WHEREAS, since the fire, SRMC has worked diligently with CVFP in reestablishing its practice in the Town of Hurt and restoring the 25 -30 jobs in the Town of Hurt, which were lost due to the fire; and WHEREAS, in connection with reestablishment of its practice CVFP must purchase new X -Ray equipment; and WHEREAS, CVFP has contracted with Triangle X -Ray Company of Raleigh, North Carolina, for the purchase of an X -Ray System known as "iCRco 3600 System" together with all related equipment necessary for the frill capability of the system (hereinafter "the X -Ray System "), for the price of $77,200.00; and WHEREAS, the BOS, by Resolution passed by an affirmative, majority vote on February 4, 2013, agreed, as legally allowed by the Code of Virginia, 1950, as amended, to donate the sum of $50,000.00 to SRMC to be used and applied toward the purchase of the X -Ray System; and WHEREAS, the BOS does hereby pay unto SRMC $50,000.00, pursuant to the conditions contained herein below; and WHEREAS, SRMC, upon receipt of the $50,000.00 from the BOS, has agreed to donate said money to CVFP, with the understanding that CVFP would bring to the Town of Hurt a minimum of 25 employees to work at the medical center and would retain the X -Ray System at the medical center for a period of five (5) years, utilizing the same in providing medical services to the area; and WHEREAS, SRMC and CVFP have previously entered into a Promissory Note and Security Agreement detailing the terms of the donation and receipt of the $50,000.00 to be received by the SRMC by the BOS; and Page I of 4 P60 WHEREAS, said Promissory Note and Security Agreement are attached hereto as Exhibits "A" and "B" respectively, and legally, fully, and completely made a part hereof; and WHEREAS, as consideration for said donation of $50,000.00, SRMC agrees to the following terms in regards thereto: WITNESSETH FOR VALUE RECEIVED, SRMC, the sufficiency of which is hereby acknowledged by SRMC, SRMC does hereby covenant and agree as follows: 1. In the event of a default in the terms of the attached and incorporated hereto Promissory Note and/or Security Agreement by CVFP, SRMC expressly agrees to repay to the BOS any and all monies recovered and received back from CVFP within thirty (30) days of receipt of said monies by SRMC. This Agreement constitutes the entire understanding between the parties hereto as to the subject matter contained herein and may not be amended or modified, except in writing, signed by each of the parties hereto. No party shall be entitled to rely upon any oral representation made, either before or after execution of the Agreement, by any agent of the parties. This Agreement is made and intended to be performed in the Commonwealth of Virginia, and shall be construed and enforced pursuant to the laws of the Commonwealth of Virginia. Jurisdiction and venue for any litigation arising out of or involving this Agreement shall lie in the Circuit Court of Pittsylvania County, Virginia, and any such litigation shall be brought only in such Court. The terms of this Agreement shall be binding upon SRMC and its assigns and successors in title. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date first written above: Page 2 of 4 P61 STAUNTON RIVER MEDICAL CENTER, INC. By: Date: To wit: COMMONWEALTH OF VIRGINIA COUNTY OF PITTSYLVANIA L , a Notary Public in and for the County of Pittsylvania, Virginia, do hereby certify that _ of Staunton River Medical Center, Inc., whose name is signed to the foregoing Agreement bearing the date of 2013, has personally appeared before me and acknowledged the same. Given under my hand this day of 2013. My commission expires: Page 3 of 4 P62 Notary Public Notary Public Number THE BOARD OF SUPERVISORS OF THE COUNTY OF PITTSYLVANIA, VIRGINIA By: Name: Marshall A. Ecker Title: Chairman Date: To wit: COMMONWEALTH OF VIRGINIA COUNTY OF PITTSYLVANIA 15 , a Notary Public in and for the County of Pittsylvania, Virginia, do hereby certify that Marshall A. Ecker, Chairman of the Board of Supervisors of Pittsylvania County, Virginia, whose name is signed to the foregoing Agreement bearing the date of — , 2013, has personally appeared before me and acknowledged the same. Given under my hand this _ day of 2013. My commission expires: APPROVED AS FRM J. Vaden Hunt, Esq. Pittsylvania County Attorney Page 4 of 4 P63 Notary Public Notary Public Number PROMISSORY NOTE WHEREAS, the Staunton River Medical Center, Inc„ a Virginia non - stock, non -profit corporation, hereinafter "SRMC ", was organized to foster and improve medical services to the people of the Town of Hurt and Pittsylvania County and its volunteer members over the years have assisted Central Virginia Family Physicians, Inc. (hereinafter "CVFP ") in its work of providing medical care to the people of the area, through the medical center known as Staunton River Family Physicians in the Town of Hurt, and WHEREAS, on July 14, 2012, the Hurt medical center building and its contents were destroyed by fire, and WHEREAS, since the fire SRMC has worked with CVFP in reestablishing its practice in the Town of Hurt and restoring the 25 -30 jobs in the Town of Hurt which were lost due to the fire; and WHEREAS, in connection with reestablishment of its practice CVFP must purchase new X -Ray equipment; and WHEREAS, CVFP has contracted with Triangle X -Ray Company of Raleigh, North Carolina for the purchase an X -Ray System known as the "iCRco 3600 System" together with all related equipment necessary for the full capability of the system as shown on Appendix A attached hereto, hereinafter "the X -Ray System, for a price of $77,200.00 ; and WHEREAS, to facilitate said purchase SRMC has solicited the assistance of Pittsylvania County; and WHEREAS, the Pittsylvania County Board of Supervisors, by resolution passed on February 4, 2013 agreed to donate the sum of $50,000.00 to SRMC to be used and applied toward the purchase of the X -Ray System; and WHEREAS, the donation toward the said purchase was made with the understanding that CVFP would bring to the Town of Hurt a minimum of 25 employees to work at the medical center and would retain the X -Ray System at the medical center for a period of five years utilizing the same in providing medical services to the area; and WHEREAS, as consideration for the said donation of $50,000.00, CVFP has agreed to the following terms in regards thereto. WITNESSETH: FOR VALUE RECEIVED, Central Virginia Family Physicians, Inc. promises to pay to the order of Staunton River Medical Center, Inc., the principal sum of Fifty Thousand and 00 /100 Dollars ($50,000.00), without interest, payable at 527 Pocket Road, Hurt, Virginia, 24563, in accordance with the terms and conditions set forth below. P64 Reepavmem of the Grant. It is expressly agreed that if CVFP maintains the X -Ray System improvements at the Staunton River Family Physicians Medical Center in the Town of Hurt for a period of not less than 5 years from the date hereof; then the entire amount of the indebtedness evidenced hereby shall be forgiven by SRMC and upon request by CVFP SRMC shall mark this Note "satisfied in full" and shall cause the Financing Statement filed in connection herewith to be terminated. Notwithstanding the foregoing, a portion of the indebtedness evidenced hereby shall become immediately due and payable upon the occurrence at any time within 5 years of the date hereof of any of the following events (hereinafter referred to as "Default Events'): 1. CVFP removes the X -Ray System from the Town of Hurt or closes the medical center. 2. CVFP fails to properly maintain the X -Ray System such that it becomes inoperable. 3. CVFP fails to keep in force casualty insurance to insure the full replacement value of the X -Ray System. The amount which shall become immediately due and payable by CVFP upon the occurrence of any of the Default Events shall be based upon the date of such occurrence and shall be determined as follows: The time period in which Default Event occurs shall be measured in 12 month periods following the date hereof. The percentage and corresponding amount of indebtedness which becomes immediately due and payable upon the occurrence of a Default Event: Within the first twelve month period 100% = $50,000.00 Within the second twelve month period SO% _ $40,000.00 Within the third twelve month period 60010 _ $303000.00 Within the forth twelve month period 40% _ $20,000.00 Within the fifth twelve month period 201/o _ $1o,000.00 After the fifth twelve month period 00/0 _ $ -0- Notice and Correction Period, Any Default Event which remains uncorrected thirty days after the date notice of such event is sent by SRMC to CVFP at the address stated below by Certified Mail Return. Receipt Requested, shall constitute default of this note, and in such event, SRMC may at its option by subsequent notice to CVFP and by Certified Mail Return Receipt Requested, declare the entire principal amount outstanding hereunder (as then determined in accordance with the schedule described above and the terms and conditions related thereto) due and payable upon the date specified in the said notice said date to be not less than fifteen (15) days from the date of said notice. Failure to exercise such option upon the occurrence of any Default Event shall not constitute a waiver of the right to exercise such option upon any subsequent deftuh. In the event of failure to pay this Note after payment is demanded as set forth above and if suit is brought hereon, the SRMC shall be entitled to collect from CVFP in P65 such proceeding all reasonable costs and expenses of suit including but not limited to reasonable attorney's fees. Interest. Any outstanding indebtedness evidenced hereby not received by the SRMC by the date specified in the acceleration notice described above shall bear interest at the rate of 10% per annum from the date such amount was due. Nothing contained in the agreement shall prevent CVFP from replacing the X -Ray System with a comparable or better system with the said five -year period so long as the medical center continues to operate at the same location. In such event, the Financing Statement will be terminated and a lice lien will be established on the new equipment to complete the five year term. In addition to the foregoing, CVFP agrees that it shall bring to the Town of Hurt a minimum of twenty -five (25) full -time jobs with benefits whose principal place of employment is 527 Pocket Road, Hurt, Virginia, 24563 within thirty -six (36) months from the date of the Agreement. For purposes of this Agreement, full-time jobs shall mean jobs for which the employee would ordinarily be scheduled to work for a minimum of thirty -five (35) hours of work per week on a year round basis, normal vacation and sick leave excepted CVFP agrees that it shall maintain at least twenty -five (25) full-time jobs with benefits whose principal place of employment is the Staunton River Family Physicians Medical Center on Pocket Road in the Town of Hint for at least eighteen (18) months following the establishment of the minimum number of jobs as described herein, normal turnover excepted. For the purpose of this agreement, a job shall be treated as responsive to the requirements contained herein if the employee is employed directly by CVFP or employed by an organization other than CVFP so long as all of such employee's work is performed at the Hurt location. This Note is secured by a Security Agreement of even date herewith placing a lien on the X -Ray System and SRMC and CVFP agree that in the event of failure to pay all amounts due hereunder SRMC shall have all remedies available to it under the laws of Virginia. The terms of this Note shall be binding upon CVFP and SRMC and their assigns and successors in title. WITNESS the following signatures and seals this ?� Central Virginia 11.11 Corporate Pi Forest, VA 2455k day of 2013: By: Thomas W. Ep es, Jr., lm Staunton River Medical Center, Inc. 527 Pocket Road Hurt, VA 24363 sy: 7Y1 autAe R �%a flew Milijork.Dalton, President STATE OF VIRGINIA, CITY /COUNTY OF Qr Fo to wit: The foregoing instrument was acknowledged before me this . � day of J V) Y 2013 by Thomas W. Eppes, Jr., MD, President of Central Virginia Family Physicians. v (,t- tjajSdn NofKry Public My commission expires STATE OF VIRGINIA, CITY /COUNTY OF to wit: The foregoing instrument was acknowledged before me this L day of 13AAwf 2013 by Marjorie Dalton, President of Staunton River Medical Center, Inc. STEPHENIE B. ADAMS NOTARY PUBLIC /Nblifiry pieflic Commonwealth of Virginia My Commf Ex Ap - l ril 30, 2014 My cormission expires 14124 wew River Medical Cerda/AomiswryNeft dM P67 Appendix A Staunton River Digital X -Ray Equipment iCRco 3600 Single plate 16 -bit CR reader Serial Number: 7097 -7539 Universal FWFC Floor -Wall- Floor- Ceiling Tube Mount with 8ft Rail Serial Number: 0O854 -0673 Toshiba E7242X Tube Serial Number: 73C992 Progeny MC -150 Manual Collimator Serial Number: FF09O87 Generator High Voltage Cables Serial Number: 99'f7 Universal VS200 Slim Design Wallstand with Reciprocating Bucky and Manual Cassette Tray Serial Number: 00809 -0673 GRID -J P 1,103 L,10:1, 40- 7 2 Serial Number: 73727O740 Elevating 4 -way Float Radiologic Table EV650 Serial Number: 00783 -0573 Dell DICOM Workstation Serial Number: 686R14Xl Monitor Serial Number: CAI- OD- 44'X&- 3q5 -1DNG IM SECURITY AGREEMENT July`-2 2013 Effective July 2b', 2013, CENTRAL VIRGINIA FAMILY PHYSICIANS, a Virginia corporation, 1111 Corporate Park Drive, Suite D, Forest, Virginia, 24551 (hereinafter "CVFP "), hereby grants to STAUNTON RIVER MEDICAL CENTER, INC., a Virginia non -stock non -profit corporation, P. 0. Box 760, Hurt, Virginia, 24563 (hereinafter the "Secured Party "), a security interest in the following property: iCRco 3600 System X -ray equipment, being specifically set out and described with serial numbers on the attached Appendix A, being purchased by CVFP from Triangle X -Ray Co. to be located at Staunton River Family Physicians Medical Center, 527 Pocket Road, Hurt, Virginia, 24563 together with the proceeds thereof (hereinafter the Collateral). The Collateral was purchased by CVFP from Triangle X -Ray Co. pursuant to an Agreement of Purchase dated between Triangle X -Ray Co. and CVFP and is fully paid for, the lien created hereby being a fast lien. The above - described security interest is given to secure the performance of all ofthe terms of a Promissory note payable by CVFP to the Secured Party of even date herewith executed and delivered by CVFP in the amount of $50,000.00 and any extensions, or renewals thereof, plus costs and expenses incurred in the collection of the indebtedness, including attorney fees, a copy of such note being attached hereto and incorporated herein. TERMS AND CONDITIONS 1. CVFP WARRANTS THAT: (a) The Collateral shall be used in the Staunton River Family Physicians Medical Center in Hurt, Virginia per the requirements of the promissory note; (b) The Collateral will be located on the land known as 527 Pocket Road, Hurt, Virginia and will not be removed from the Town of Hurt per the terms of the Promissory Note. Secured Party shall have a lien upon any replacement Collateral; and (c) The location of the principal office of CVFP is 1 111 Corporate Park Drive, Suite D, Forest, Virginia 24551 which is in the County of Bedford, Virginia. COVENANTS OF CVFP: (a) CVFP will comply with all of the terms of the Promissory Note and pay all sums secured hereby to the Secured Party as and when the same shall be due and payable, whether at maturity, by acceleration, or otherwise, and will perform promptly all terms and conditions contained in the Promissory Note creating the obligation to pay such sums and will also perform promptly all terms and conditions of this security agreement; N P69 (b) CVFP will pay all costs of perfecting, continuing and terminating a security interest in the Collateral and any other documents with respect to the Collateral in all public offices whenever and wherever filing is deemed necessary or desirable by the Secured Party; (c) CVFP will defend the Collateral against the claims and demands of all persons; (d) CVFP will pay, as part of the payment and performance hereby secured, all amounts paid by the Secured Party (including attorneys' fees) with interest thereon (a) for taxes, levies, insurance, repairs to, or maintenance ofthe Collateral, and (b) in taking possession of; disposing of, or preserving the Collateral after any default hereinafter described; (e) CVFP will immediately advise the Secured Party in writing of any change in CVFP's principal office; (f) CVFP will at all times keep the Collateral insured against all insured hazards in such amounts as are necessary to effect replacement of the Collateral. Such insurance shall be with such companies as may be acceptable to the Secured Parry, with provisions satisfactory to the Secured Party for payment of all losses thereunder to the Secured Party as its interest may appear, and provide a certificate of insurance to the Secured Party. Any money received by the Secured Party under such policies may be applied to the payment of any indebtedness secured hereby, whether or not due and payable, or at the Secured Party's option may be delivered by the Secured Party to CVFP for the purpose of repairing or restoring the Collateral. CVFP assigns to the Secured Party all right to receive proceeds of insurance claims paid on the Collateral not exceeding the amount secured hereby, directs any insurer to pay all proceeds directly to the Secured Party, and the Secured Parry is appointed CVFP's attomey4t -fact to endorse any draft or check made payable to CVFP in order to collect the benefits of such insurance. If CVFP fails to keep the Collateral insured as set forth above, the Secured Party shall have the right to obtain such insurance at CVFP's expense and add the cost thereof to the other indebtedness secured hereby, and such advances shall bear interest at the maximum interest rate permitted by law. Any balance of insurance proceeds remaining after payment in full of all amounts secured hereunder shall be paid to CVFP. (g) CVFP will not sell or otherwise transfer the Collateral in violation of the terms of the Promissory Note. (h) CVFP will maintain the Collateral in good condition and repair, reasonable wear and tear excepted, and will permit the Secured Party and any agents of the Secured Party to inspect the Collateral at all reasonable times. P70 3. DFFAU T - POSSESSION AND USE UNTIL DEFAULT In the absence of default, CVFP will have possession of Collateral and use it in any lawful manner not inconsistent with the agreements herein, the Promissory Note or with the terms and conditions of any policy of insurance thereon. CVFP shall be in default under this agreement at the option of the Secured Party upon the happening of any of the following events: default in the payment or performance of the indebtedness or of any covenant contained or referred to in this agreement specifically including the terms and covenants contained in the above - mentioned Agreement of Purchase; or if any warranty, representation, or statement made or famished to the Secured Party by or on behalf of CVFP should be false in any material respect when made or furnished, or the making of any levy, seizure, or attachment thereof or thereon; dissolution or insolvency of CVFP; the application for the appointment of a receiver of CVFP, or an assignment for the benefit to creditors of CVFP, or the filing of a petition in bankruptcy by or against CVFP. Upon the happening of any one or more ofthe foregoing events ofdefault, and as a condition precedent to the exercise by the Secured Party of any rights and remedies provided below, the Secured Party shall provide CVFP written notice, by means of delivery or by certified mail, with return receipt required, addressed w CVFP or left upon CVFP's premises at the location specified in this agreement as being the principal residence of CVFP, or such other address as may from time to time he known to be their principal residence, of any such event of default and providing CVFP thirty (30) days from the date of delivery or mailing of such written notice to cure any such default. If any such event of default is not cured within the thirty (30) day period, the entire unpaid balance of CVFP's obligation to the Secured Party shall at once become due and payable at the option of the Secured Party, together with costs and reasonable attorneys fees and the Secured Party may exercise all rights and remedies set forth below. s :►P' 1 LTM 1' If any event of default is not cured as provided in the preceding section, the Secured Party may exercise any or all of the rights and remedies, of a secured party under the Uniform Commercial Code or under any other applicable law, which rights shall, to the fullest extent permitted by law, be cumulative. No sale or other disposition ofthe Collateral by the Secured Party shall be valid unless and until the Collateral is offered for sale at public auction following publishing of a public advertisement ofsuch sale not less than once a week for two successive weeks in a newspaper having general circulation within the County of Pittsylvania, Virginia Any required notice of We or other disposition of the Collateral, when placed in the mail, by means of certified mail with return receipt requested, and addressed to CVFP or left upon CVFP's premises at the location specified in this agreement as being the principal residence of CVFP, or such other address as may from time to time be Pn as being the principal residence of CVFP, or such other address as may from time to time be shown on the records, at least thirty (30) days prior to such action, shall constitute reasonable notice to CVFP. Waiver of any default hereunder by the Secured Party shall not be a waiver of any subsequent default. All rights of the Secured Party hereunder shall inure to the benefit of the Secured Party's heirs, executors, administrators, successors and assigns; and all obligations of CVFP shall bind its successors and assigns. This agreement represents the entire agreement between CVFP and the Secured Party. No modification ofthe terms ofthis agreement will be valid unless in writing and signed by the parties hereto. WITNESS the following signatures and seals this ? tt day of 12013. Central Virginia Family Physicians 1111 Corporate Park Drive uite D Forest, VA 2455 By (SEAL) omas . Eppes, ., MD, sident Staunton River Me ter, Inc. 527 Pocket Road Hurt, VA 24563 16,71 , STATE OF VIRGINIA, CITY /COUNTY OF Be o ldY_ D , to -wit: The foregoing instrument was acknowledged before me this ,q day of u y, 2013 by Thomas W. Eppes, Jr., MD, President of Central Virginia Family Physicians. (.� Lip,1 ci Sa i Notary Public Mycommission expires "31-13 -0- JIOG4a. P72 STATE OF VIRGINIA, CITY /COUNTY OF , to -wit: The foregoing instrument was aclmowledged before me this day of raAU 4 , 2013 by Marjorie Dalton, President of Staunton River Medical Center, Inc. otmy Public rf�s75g� STEPHENIE 8. ADAMS NOTARY PUBLIC Mycomtnissionexpires. N >':�� Commonwealth o1 Virginia Reg. #7075988 My Comrci= Expires April 30, 2014 P73 a Appendix A Staunton River Digital X -Ray Equipment iCRco 3600 Single plate 16 -bit CR reader Serial Number: 7091 -7539 Universal FWFC Floor - Wall - Floor - Ceiling Tube Mount with 8ft Rail Serial Number: 00854 -0673 Toshiba E7242X Tube Serial Number: 13C992 Progeny MC 450 Manual Collimator Serial Number: FE09087 Generator High Voltage Cables Serial Number: 9947 Universal VS200 Slim Design Wallstand with Reciprocating Bucky and Manual Cassette Tray Serial Number: 00809 -0673 GRID -J P 1,103 L,10:1, 40- 72 Serial Number: 137270740 Elevating 4 -way Float Radiologic Table EV650 Serial Number: 00783 -0573 Dell DICOM Workstation Serial Number., 686RNX7 Monitor Serial Number: CN- OD- 4F96- 345-7DNI. P74 6 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: 9 -17 -13 18 Appropriation- Voting Equipment and Supplies - Requires a motion and a 10 -day layover ACTION: INFORMATION: Yes SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA: Appropriation of state funds for the purchase of voting ACTION: INFORMATION: equipment and supplies ATTACHMENTS: No STAFF CONTACT(S): Hawker, Van Der Hyde REVIEWED BY: BACKGROUND: During the 2014 budget process, Ms. Jenny Lee Sanders, Registrar for Pittsylvania County presented the need for new voting equipment for the County. A total of $348,300 was budgeted for this equipment. This equipment has been delivered at a total cost of $333,300. We have received a reimbursement to aid with the cost of this equipment in the amount of $45,000. DISCUSSION: The Registrar has requested an appropriation of the state reimbursement in the amount of $45,000 to be used for the purchase of supplies needed for the new voting machines. Bags to carry the equipment as well as paper ballots will need to be purchased prior to the election in November. RECOMMENDATION: Staff recommends that the Board of Supervisors approve an appropriation of $45,000 to the Electoral Board's Budget (line item #100 -4- 013100 -6003) for the purchase of voting equipment and supplies. REQUIRES A MOTION AND A 10 -DAY LAYOVER. P75 REPORTS FROM MEMBERS P76 REPORTS FROM LEGAL COUNSEL P77 REPORTS FROM COUNTY ADMINISTRATOR BAN PITTSYLVANIA COUNTY �u VIRGINIA James E. Davis, ENP, Director S Y L Emergency q 9n Phone (434) 432 -7920 Management & Communications o da O Fax (434) 432 -7950 P.O. Box 426 a k o z Gretna/Hurt (434) 656 -6211 Chatham, Virginia 24531 Jim.davis @pittgov.org ° 1767 OUT OF COUNTY AFTER - ACTION REPORT September 6, 2013 TO: Mr. William D. Sleeper, County Administrator FROM: James E. Davis, ENP, Director of Emergency Management & Communications SUBJECT: G -290 PIO class Terry Kelly attended the G -290 Basic Public Information Officer class in Richmond September 4 -5, 2013. He travelled to Richmond the afternoon of the Std and returned the evening of the 5`h. He stayed two nights in Richmond. The G -290 class is one of the elective classes he needed for his advanced professional series certification. He successfully completed the class and a copy of his G -290 certificate is attached. P79 V 44 O h N O U N U O � c F W bA En Ste" 'b O U U En rA x MI U O O .z pp� U `+ I O W A Q a� 0 N Lis o U � h 0 V V J V G :7 ti G x a v FYJ Greg Sides From: leigh.cockram @gmail.com on behalf of Leigh Cockram < Icockram @gosouthernvirgi nia.com> Sent: Monday, September 09, 2013 11:05 AM To: Matt Leonard; Stratton, Jeremy; cteague @discoverdanville.com; 'Wright, Linwood'; Discover Danville; Greg Sides; Dan Sleeper, Mark Heath; Lisa Lyle, 'Tom Rose'; Geri Hazelwood Subject: Board Report Please see my board report below for the past 2 weeks: 1. Worked on Building Collaborative Communities Grant with Val (IALR grant writer) and have it is submitted for review. We should hear something in mid - October. Thank you to everyone for turning around our letter of support so quickly! 2. Moved office to IALR - everything is here now and all files have been transferred from the Dell laptop to IALR's laptop and server (good news that everything is automatically backed up) 3. Worked with IALR graphics folks to update all letterhead, stationary, etc. with new address, office number, etc. 4. Updated website with new info as well 5. Placed ad with VIR for the American La Mans Race (did this last year); working on design with their team now 6. Invited Wadley Donovan (Dennis Donovan's team) and followed up with Andy Mace and Brian Corde about visiting footprint this fall /early winter. As soon as we can confirm dates, I will email those to you. Will invite Biggins Lacy Shaprio this week as well to do a team visit if possible. 7. Worked with Jerry on budget for SVRA - will present this next week for your review and approval 8. Worked with Jerry and Betty on SVRA Director of Economic Development ad - ad has been posted to SEDC, IEDC and VEDA, please let anyone you know that might be interested know to apply 9. Met with Michael and Jerry on R &D focus efforts; arranged meeting with Tracy Tynan, Laura Leigh Savage and Tim Danielson at VEDP to meet with them and get their knowledge on the three industry sectors (aerospace, plastics /polymer and food processing respectively) they represented to help us determine paths to explore on R &D efforts 10. Got a very thorough tour of IALR's R &D labs - the chemistry lab is most impressive and I will have an overview of that lab for you at the board meeting next week; also asked IALR if for now on when we have guests, they be allowed to tour inside these labs and that was approved 11. Met with MBC's new west coast economic development director, Sarah Johnson (this was during her interview); may be touring her through the region later this month - will let you know asap when these dates are confirmed 12. Contacted John Loftus about leads for SVRA by VEDP to see if we can figure out why leads have dropped so significantly... only 6 projects have been recommended by VEDP for our footprint since March 1, 2013; have spoken to Mike Lehmkuhler to see if we can work turning this around; trying to get the rest of the attraction team here for a visit, but Mike said they are down 2 people and hard to get folks together to do this; will arrange at least a lunch and learn in Richmond to see if we can get ourselves on their radar screen (state leads have been down as well though - —20 projects visited the entire state since June) Upcoming Events 1. Meeting at VT with Jerry and Michael - Thursday, Sept. 12 Ml 2. Board meeting - Wednesday, Sept. 18th - Please let me know ASAP if you cannot attend as Jeremy is not available and we need a quorum to approve the budget, etc. As always, please let me know if you have any questions /concerns. Thanks! Leigh Leigh Cockram Executive Director Southern Virginia Regional Alliance 150 Slayton Avenue Danville, VA 24540 Phone: 434 - 710 -2868 lcockramggosouthemvirginia.com MN Southwestern Region TO Gerry L. Harter, P.E., PTOE DISTRICT: Lynchburg e -mail to Marie Glbson(d)VDOT Virginia gov FR: Jay Craddock DISTRICT: Lynchburg TRAFFIC ENGINEERING WORK ORDER Received By: (Name) Jay Craddock Location: Danville Received From: (Name) Greg Sides Address: of guardrail in Phone #: 434 - 432 -7974 City, State, Zip: Brosville County Pitts Ivania Subdivision n/a Route 746 (Golf Club Road) of guardrail in Specific Location: 4175 and 4182 Golf Club Road Area Brosville area. District. Lynchburg Description of Reauest Date: 06/6/13 We have received a request from Greg Sides, Assistant County Administrator, on behalf of Brenda Bowman, Supervisor, to evaluate the speed limit and consider installation of guardrail in the curve near the addresses listed above. She states that there are frequent accidents in this area. Traffic Engineering Recommendation Date: 09/05113 Work Scope: The specific request, as stated in the email accompanying this Work Order, is for a speed study around the area of 4175 and 4182 Golf Club, and for consideration of guardrail, due to frequent crashes in a curve at this location. Since the area of concern is within and along the immediate approaches to a specific curve, this location warrants an examination for appropriate curve warning and accompanying maximum safe advisory speed signage, and any other safety improvements, in lieu of a speed study. Therefore a Traffic Engineering Review has been conducted on Route 746 (Golf Club Road) in Pittsylvania County to determine what if any safety improvements are warranted in the vicinity of addresses 4175 and 4182 Golf Club Road. Existing Conditions and Crash Data: Route 746, in the vicinity of address 4175 and 4182 Golf Club Road, is an Urban Local roadway, with 19- to 20- feet of pavement width, centerline pavement markings, and 2- to 4 -foot grass shoulders, all in generally good condition. Horizontal roadway alignment ranges from poor to fair and vertical alignment is fair. The year 2012 Annual Average Daily Traffic (AADT) publication shows a volume of 1700 vehicles per day (vpd) in the segment of road which includes the subject curve. Route 746 is governed by a posted 45 MPH Speed Limit (Zone ID #15449) established by Commissioner's Resolution, dated September 12, 1996, from Route 863 (Golf Club Road /Laniers Mountain Road) to Route 750 (Mount Cross Road), a distance of 3.20 miles, which includes the reviewed curve. The reviewed addresses along Route 746 fall within a winding road segment. This segment is equipped with Winding Road Signs with 30 MPH Advisory Speed Plaques, posted approximately 0.16 miles south of Route 1531 (Honey Road), for southbound traffic, and 0.56 miles north of Route 1555 (Fox Trail), for northbound traffic. The latest three years of available crash data, from January 1, 2010 to December 31, 2012, reveals that there has been one (1) reported crash on Route 746, from Route 1531 to Route 750, a distance of 1.50 miles, which includes the reviewed curve. The crash resulted in no personal injuries and $21,000 in property damage. - Continued - UEN County Pitts Ivania Subdivision: n/a Route: 746 (Golf Club Road) 1531. Specific Location. 4175 and 4182 Golf Club Road Area: Brosville District Lynchburg Page 2 Analysis: As stated previously, the curve near addresses 4175 and 4182 Golf Club Road, is part of a winding road segment. There is significant road curvature along much of Route 746, both to the north and south of this reviewed winding road segment. The winding road segment, as well as, the curved segments to the north and south, are signed with Curve Warning Signs and Safe Advisory Speed Plaques. The reviewer performed several trial drives along the winding road segment using a ball bank indicator, revealing that the entire winding road segment could be safely navigated at the posted 30 MPH Advisory Speed. Within the curve there is moderate residential development, which creates a "backdrop', helping to define most of the road curvature. There is, however, one portion of the curve which is bordered only by an open field, where definition of the road curvature is less apparent. It is possible for a distracted or inattentive driver to depart from the road at this point. The initiator of this Work Order request states that there have been "...frequent accidents in that area with vehicles going off the road in the curve, ending up in the field and recently a truck was hit and pushed into a garage near that site ". As stated in the official latest three -years of available crash data, only one related crash could be found. This crash involved a vehicle, travelling at 55 MPH (10 MPH above the posted Speed Limit, and 25 MPH above the posted Safe Advisory Speed), which ran off the road and struck several vehicles parked at a private driveway. The crash, which appears to have occurred within the reviewed curve, took place under dry roadway conditions. The FR300 Crash Report is ambiguous regarding light conditions at the time of the crash, as it states that the crash occurred at 11 AM but also states that the crash occurred under dark roadway conditions. This one crash appears to have occurred in the portion of curve where residential dwellings serve as a "backdrop" helping to define road curvature. In addressing safety issues within curved road segments, the requested guardrail is used only as a last resort to reduce road departures as guardrail itself is a potential hazard. In lieu of guardrail, Traffic Engineering generally attempts to use appropriate alternative measures. Given that Winding Road Signs with an appropriate 30 MPH Safe Advisory Speed are already posted at this location, it may be beneficial to provide Chevron Alignment Signs within the curve itself to help define the limits of the roadway. Recommendations: Based on the above analysis, including roadway geometrics, roadside environment, crash data, and existing signage, Traffic Engineering recommends the following to improve safety along the reviewed curve: e Install Chevron Alignment (W1 -8) Signs in the curve located approximately 0.40 miles south of Route 1531. If you concur, please have your sign crew install the recommended signs advising this office of the completion date. RECOMMENDATION BY: Anthony D. Rago, Traffic Engineer — SWRO Lynchburg COMPLETED BY: William C. Field, Engineering Technician III DATE RECOMMENDED WORK COMPLETED: - Sign Installation ULE kw PITTSYLVANIA COUNTY VIRGINIA 5 L Department of Code Compliance 9 Phone Numbers: P.O. Drawer D p r Inspections (434) 432 -7755 Chatham, Virginia 24531 a Zoning (434) 432 -7751 w o N ,y Fax (434) 432 -7919 Odic H. Shelton, Jr., Director '� '�' Gretna /Hun(434)656 -6211 September 12,201n Mr, Otis Hawker, Interim County Administrator Pittsylvania County, VA P. O. Box 426 Chatham, VA 24531 RE: Appointment of New Board of Zoning Appeals Member Dear Mr. Hawker: Mr. H. Blair Reynolds has requested to resign from the Board of Zoning Appeals due to health reasons effective September 10, 2013 (copy of resignation letter is attached). His term expires on January 16, 2016. Please forward this letter to the Board of Supervisors so they may recommend a replacement to till the remainder of the term to the Honorable Judge Moreau. If you need any further information or if t can be of any assistance, please let me know. Sincerely, Odie H. Shelton, Jr. Director of Code Compliance/ Zoning Administrator OHS,Jr./khb Attachment c: Kenneth Talbott, Board of Zoning Appeals Chairman Rebecca Flippen. Deputy Clerk P85 Monday, September 9, 2013 Mr. Shelton and Members of the Zoning Board: Due to health problems, I regret that I have to resign from the Zoning Board. 1 have enjoyed working with you. Keep up the good work. Sincerely, ��. �s H. Blair Reynonoll ds ADJOURNMENT P87