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10-07-2013 BOS PKT
BOARD PACKET BOARD OF SUPERVISORS REGULAR MEETING OCTOBER 7, 2013 1767 P1 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS REGULAR MEETING MONDAY, OCTOBER 7, 2013 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA 1. Call to Order — 7:00 p.m. 2. Roll Call Barber Barksdale Bowman Hagerman Harville Snead 3. Pledge of Allegiance 4. Emergency Items to be Added to the Agenda Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead (a) Resolution — National Breast Cancer Awareness Month — Mr. Harville (to be placed under Consent Agenda) — Pages 12 -13 Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead (b) Appointment to the Pittsylvania County Planning Commission — Staunton River District —Pages 14 -15 Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead (c) Closed Session — Discussion of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in an open meeting, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. Authority: §2.2- 3711(A)(3) of the Code of Virginia, 1950, as amended Subject Matter: Acquisition of Property Purpose: Potential acquisition of property for public purpose APPROVAL OF AGENDA Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead HEARING OF CITIZENS CONSENT AGENDA Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead 5 (a) Minutes: September 3, 2013 — Regular Meeting — Pages 18 -23 September 9, 2013 — Special Call Meeting — Pages 25 -26 September 17, 2013 — Adjourned Meeting — Pages 27 -44 Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead (b) Bill List — September 2013 (Online) Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead (c) Certificate Presentation to the Winners of the Beautification Poster Contest — Pages 45 -48 Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead (d) Resolution — Riverbend Volunteer Fire Department — 25s' Anniversary — Pages 49 -50 PUBLIC HEARING Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead Open: Close: 6. Public Hearing to receive citizen input on proposed amendments to Chapter 17, Solid Waste Disposal, of the Pittsylvania County Code. The proposed amendment to Section 17 -21 would reduce penalties under Article II from a Class 2 misdemeanor to a Class 3 misdemeanor; and a proposed revision of Section 17 -19 would provide for a permanent affidavit. Pages 52 -62 Roll Call Vote Y N A Barber Barksdale Bowman Hagerman Harville .Snead (Raft Calt Vote Y or N) PRESENTATIONS 7. Financial Forecast — Ned Smither with Edge Consultants — Page 64 8. Tobacco Barn Survey Project — Sonja Ingram with Preservation Virginia — Page 65 UNFINISHED BUSINESS Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead 9. Voting Equipment & Supplies —At their adjourned meeting on September 17, 2013, a motion was made by Mr. Harville, seconded by Mr. Barber, which required a 10 -Day Layover that has now been met. A Roll Call Vote is required. Pages 67 -68 Roll Call Vote Y N A Barber Barksdale Bowman Hagerman Harville Snead (Roll Call Vote Yor N) NEW BUSINESS Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead 10. Request for Special Election during November 2014 for Board of Supervisors Representative for the Staunton River Electoral District. Pages 70 -71 Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead 11. Authority to Bid — Replace Track Hoe at the Pittsylvania County Landfill — Page 72 Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead 12. Expenditure Refunds — Requires a motion and a 10 -Day Layover — Pages 73 -74 Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead 13. Trunk or Treat Donation Appropriation - Requires a Roll Call Vote — Page 75 Roll Call Tote Y N A Barber Barksdale Bowman Hagerman Harville Snead (Roll Cal[ Vote Y or N) Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead 14. K -9 Donation Appropriation — Requires a Roll Call Vote — Page 76 Roll Call Vote Y N A Barber Barksdale Bowman Hagerman Harville Snead (Roll Call Vote Y or N) Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead 15. Virginia Local Disability Program Opt Out Resolution — Pages 77 -80 Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead 16. Regional Alliance for Substance Abuse Prevention (RASAP) Grant — Requires a Roll Call Vote — Pages 81 -82 Roll Call Vote Y N A Barber Barksdale Bowman Hagerman Harville Snead (Roll Call Vote Y or N) Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead 17. Resolution for Community Development Block Grant (CDBG) Funds Project — Pages 83 -85 Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead 18. Appropriation for Training — Pittsylvania County Planning Commission — Pages 86 -88 Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead 19. Change Order No. 1 — Moses Building Standby Generator — Request for Reconsideration from Dewberry — Pages 89 -95 Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead 20. Change Order No. I — Ringgold East Industrial Park: Graded Pads and Gas Line — Pages 96 -100 Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead 21. Bid Award — Stream Mitigation Credits — Brosville Industrial Park — Pages 101 -103 APPOINTMENTS Motion by Barber Barksdale Bowman Hagerman Harville Snead Seconded by Barber Barksdale Bowman Hagerman Harville Snead 22. Appointment to the Pittsylvania County Planning Commission — Tunstall District — Pages 105 -106 BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL REPORTS FROM COUNTY ADMINISTRATOR — 23. Out of County After - Action Reports: (a) 2013 Hazardous Materials Conference —Page 110 (b) Annual Conference — Virginia Recreation and Parks Society Page 111 24. Virginia Legal Aid Society Press Release & Media Advisory Pages 112 25. Virginia Department of Transportation (VDOT) — Summary of Road Improvements Request Pages 113 -115 (Work Session for Nov. 7, 2013 has been postponed) 26. September Reports: Building & Grounds, Animal Control /Conservators of the Peace, and Code Compliance Monthly Report & Fees Pages 116 -120 Entered Closed Session: CLOSED SESSION Re -enter Open Session: Motion by Barber Barksdale Bowman Ecker Hagerman Harville Snead Seconded by Barber Barksdale Bowman Ecker Hagerman Harville Snead CERTIFICATION Barber Barksdale Bowman Ecker Hagerman Harville Snead Adjournment k' ', Motion by Barber Barksdale Bowman Ecker Hagerman Harville Snead Seconded by Barber Barksdale Bowman Ecker Hagerman Harville Snead Time Adjourned: TO BE ADDED PIl PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Proclamation — National Breast Cancer Awareness Month SUBJECT/PROPOSAL/REQUEST: Proclamation STAFF CONTACT(S): Otis S. Hawker AGENDA DATE: 10 -07 -2013 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes ITEM NUMBER: 4(a) INFORMATION: INFORMATION: BACKGROUND: Every October citizens throughout the nations stand in in solidarity with those battling breast cancer and those at risk for breast cancer. The Honorable Coy E. Harville has requested the Board of Supervisors consideration for adopting a resolution proclamation October as National Breast Cancer Month in Pittsylvania County. DISCUSSION: Ms. Bernice Gammon and Ms. Cathy Love Payne with the Danville Cancer Association, Inc. will appear before the Board of Supervisors to accept the proclamation. RECOMMENDATION: Staff recommends the Board of Supervisors approve the proclamation and direct staff to forward a copy to all medial sources. P12 VittfSpCbanfa Countp Jgoarb of *uperbi0orq Vrodamation National Breast Cancer Awareness Month Whereas, every October is recognized as National Breast Cancer Awareness Month; and Whereas, breast cancer is a substantial public health problem in the United States and although mortality rates have fallen as knowledge about the disease has increased, the number of breast cancer cases diagnosed each year continues to rise ; and Whereas, it is estimated that by the end of 2013, in the Commonwealth of Virginia, approximately 6,300 new cases of breast cancer are expected to occur among women and 51 cases are expected to occur among men; and Whereas, 1,090 Virginia residents died from breast cancer in 2011, including 15 males; and Whereas, self - breast examinations and mammography are among the most effective and widely available methods of early detection of breast cancer; and Whereas, through new research and advocacy, significant advances have been made in the fight against breast cancer, including significant decreases in mortality; and Whereas, currently 61% of breast cancer are diagnosed as early stage localized breast cancer for which the five-year relative survival rate is 99 %; and Whereas, as of January 2010 the 2.8 million breast cancer survivors living in the United States today are a testament of courage, as well as to the importance of promoting awareness about breast cancer, providing information, funding research, following recommended screening guidelines and offering treatment to those who are affected, and Whereas, the efforts of various organizations have made a major contribution to spreading breast cancer awareness to both women and men throughout all communities in Pittsylvania County through outreach, education and screening programs, and have empowered women with the life - saving message of early detection and the importance of having annual mammograms; and Whereas, screening rates can be improved, with a 2012 survey estimating that of the 1.7 million Virginia women who were age forty and above and had health insurance, nearly 19% had not received a mammogram screening in the preceding two years; and Whereas, throughout the month of October, organizations and health practitioners in Pittsylvania County are encouraged to use this opportunity to promote annual mammograms, and early detection of breast cancer; then Now, Therefore, Be It Proclaimed, that the Pittsylvania County Board of Supervisors proclaims October as National Breast Cancer Month in Pittsylvania County, Virginia, and encourages citizens, government agencies, private businesses, nonprofit organizations, and all other interested groups to join in activities that will increase the awareness of what can be done to prevent breast cancer and to encourage the use of early detection methods. Given under my hand this day 7h day of October, 2013. James H Snead, Chairman Pittsylvania County Board of Supervisors Otis S. Hawker, interim Clerk Pittsylvania County Board of Supervisors P13 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appointment — Pittsylvania County Planning Commission — Staunton River District SUBJECT/PROPOSAL/REQUEST: Re- appointment of Mr. Curtis Arthur STAFF CONTACT(S): Otis S. Hawker AGENDA DATE: 10 -07 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 4(b) INFORMATION: INFORMATION: BACKGROUND: The Pittsylvania County Board of Supervisors makes political appointments to various committees, boards and commissions of Pittsylvania County. DISCUSSION• Board of Supervisors has requested before any nominations for appointments are made to any committees, boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the board meeting of the proposed candidate to be nominated for an appointment to that board, agency, committee, or commission. Mr. Curtis Arthur currently sits as the Staunton River District's representative on the Pittsylvania County Planning Commission. Mr. Arthur's term will expire on November 1, 2013, prior to the next Planning Commission meeting and is eligible for re- appointment. The Honorable Jerry A. Hagerman requests that Mr. Curtis Arthur be re- appointed to the Pittsylvania County Planning Commission as the Staunton River representative for a four year term that will begin November 1, 2013 through October 31, 2017. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P14 PITTSYLVANIA COUNTY VIRGINIA L Department of Code Compliance �Hi P 4a 9 Phone Numbers: P.O. Drawer D p o X Inspections (434) 432 -7755 Chatham, Virginia 74531 < O ,� Zoning (434) 432 -7751 er Odie H. Shelton, Jr., Director Fax (434) 432 -7919 1767 u' /Y Grema /Hun(434)656 -6211 MEMORANDUM TO: Willia�m�DD. Sleeper, County Administrator A FROM: Odic H Shelton, Jr., Director of Code Compliance /Zoning Administrator SUBJECT: Appointment of Planning Commission Member DATE: September 9, 2013 Please place the appointment of a Planning Commission member on the Board of Supervisors agenda for the meeting of October 7, 2013. This member will represent the Staunton River District. Curtis Arthur's term will expire on November 1, 2013. The new term will be from 2013 to 2017. Should you have any questions regarding this matter, please feel free to contact me at any time. OHS.Jr /khb C: Greg Sides, Assistant County Administrator Rebecca Flippen, Deputy Clerk Moms Stowe, Planning Commission Chairman P15 HEARING OF CITIZENS P16 CONSENT AGENDA P17 Regular Meeting September 3, 2013 Pittsylvania County Board of Supervisors Tuesday, September 3, 2013 Regular Meeting VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, September 3, 2013 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Marshall A. Ecker, Chairman, called the meeting to order at 7:01 p.m. The following members were present: Marshall Ecker Brenda H. Bowman Coy E. Harville James Snead Jessie L. Barksdale Jerry A. Hagerman Tim Barber Staunton River District Chatham - Blairs District Westover District Dan River District Banister District Callands- Gretna District Tunstall District Mr. William D. Sleeper, County Administrator, Mr. J. Vaden Hunt, County Attorney, and Ms. Rebecca Flippen, Deputy Clerk to the Board, were also present. Mr. Ecker led the Pledge of Allegiance. Approval of Agenda Motion was made by Mr. Barber, seconded by Mr. Snead, to approve the agenda with the following additions /deletions: Additions: (a) Closed Session — Consultation with legal counsel and briefings by staff members or consultants pertaining to actual or probable litigation, where such consultation or briefing in open meeting would adversely affect the negotiation and litigating posture of the public body. Authority: 2- 2.3711(A)(7), Code of Virginia, 1950, as amended Subject Matter: Barbara Hudson v. Pittsylvania County, Virginia and Board of Supervisors of Pittsylvania County, Virginia Purpose: Briefing by Legal Counsel (b) Letter of Support — Town Councilmen for Greece, New York (c) Proclamation — National Preparedness Month Deletions: (a) Strike Item #8; Tobacco Indemnification Commission (TIC) Project Tire Grant Appropriation Mr. Barber's motion was unanimously approved by the Board. Hearing of the Citizens Matthew Speck of the Staunton River District thanked the Board for their continued stand on the prayer issue; stated the non - profit defense fund group continues to wait on receiving their non - profit status and thus decided to not accept any monies until the non - profit status was approved; and offered a word of prayer. P18 Regular Meeting September 3, 2013 Merle Ruttledge of the Chatham - Blairs District made comments concerning an accident at the Chatham Middle School and condition around the school property he had concerns about. Don Scearce of the Chatham - Blairs District made comments about the solid waste ordinances concerning what can and cannot be placed at the compactor sites and his opinion on the ordinances being difficult to understand; and that is was inconvenient for the citizens to go to the landfill. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Barber, seconded by Mr. Hagerman, to approve the Consent Agenda, with the addition of the Proclamation of National Preparedness Month, and to pull the Proclamation on Countywide Cleanup During October 2013 to discuss under New Business with Item #12 -Solid Waste Disposal for Saturday, October 19, 2013. (a) Minutes: August 5, 2013 — Regular Meeting August 20, 2013 — Adjourned Meeting (b) Bill List August 2013 (Online) Mr. Barber's motion was unanimously approved by the Board. Vittolbania Countp 38oarb of *uperbigors; Vrodalnation National Preparedness Month September 2013 Whereas, "National Preparedness Month" creates an important opportunity for every resident of Pittsylvania County to prepare their homes, businesses, and communities for any type of emergency including natural disasters and potential terrorist attacks; and Whereas, investing in the preparedness of ourselves, our families, businesses, and communities can reduce fatalities and economic devastation in our communities and in our nation; and Whereas, the Federal Emergency Management Agency's Ready Campaign, Citizens Corps, and other federal, state, local, tribal, territorial, private, and volunteer agencies are working to increase public activities in preparing for emergencies and to educate individuals on how to take action; and Whereas, emergency preparedness is the responsibility of every citizen of Pittsylvania County and all citizens are urged to make preparedness a priority and work together, as a team, to ensure that individuals, families, and communities are prepared for disasters and emergencies of any type; and P19 Regular Meeting September 3, 2013 Whereas, all citizens of Pittsylvania are encouraged to participate in citizen preparedness activities and asked to visit websites of the Ready Campaign at Readv.jzo v or Listo. eov (in Spanish) and become more prepared- then Therefore, Be It Proclaimed that the Pittsylvania County Board of Supervisors hereby proclaims September 2013 as National Preparedness Month, and encourages all citizens and businesses to develop their own emergency preparedness plan, and work together toward creating a more prepared society. Presentations Mr. Bobby Gene Atkinson, Representative for the Dan River District on the Pittsylvania County Service Authority Board of Commissioners, introduced Mr. Christopher Adcock as the new Director for the Pittsylvania County Service Authority. New Business There were no recommendations for the Capital Improvements Plan Sub - Committee. Motion was made by Mr. Barber, seconded by Mr. Barksdale, for 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 (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 motion required a 10 -Day Layover. Motion was made by Mr. Snead, seconded by Ms. Bowman, to amend the library's budget and appropriate $3,976.84 to the telephone line item (100 -4- 073100 - 5230). The following Roll Call Vote was recorded: Ms. Bowman-Yes; Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; and Mr. Ecker -Yes. Mr. Snead's motion was unanimously approved by the Board. Motion was made by Mr. Snead, seconded by Mr. Barksdale, that $849.24 be appropriated to the FY 2013 -2014 budget to the Local Emergency Planning Committee (LEPC) Expense line item (100 -4- 081200 -5679) to help with the expenses incurred by this committee for training and other related expenses. The following Roll Call Vote was recorded: Ms. Bowman- Yes; Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman- Yes; and Mr. Ecker -Yes. Mr. Snead's motion was unanimously approved by the Board. Motion was made by Mr. Harville, seconded by Ms. Bowman, to waive the tipping fees for solid waste deposited by citizens at the Pittsylvania County Landfill on Saturday, October 19, 2013 from 10:00am until 2:00pm, noting the waiver is for citizens only and does not include commercial or contractor waste during that period; and to approve the Proclamation for October P20 Regular Meeting September 3, 2013 2013 as Countywide Cleanup Month in Pittsylvania County, which was unanimously approved by the Board. Vftts'pCbanfa Countp 140poarb of 6uperbfsors; Vrodamatfon COUNTYWIDE CLEANUP During October 2013 "Keeping Our Communities Clean" Whereas, Pittsylvania County is rich in beauty and natural resources; and Whereas, the Board of Supervisors of Pittsylvania County and the Pittsylvania County Beautification Committee strive to improve the quality of life in our community through enhanced community awareness, education, and public /private partnerships working together on projects that keep our environment clean and free of debris, beautify our neighborhoods and public spaces, and instill pride and a sense of ownership in our community; and Whereas, every citizen can contribute to the protection and preservation of the beauty of Pittsylvania County by participating in a countywide cleanup campaign; and Whereas, Pittsylvania County Citizens realize a cleanup effort is needed to display pride in our community for ourselves, our visitors, and for industrial prospects; and Whereas, a countywide cleanup campaign will engage individuals to take greater responsibility for improving their community's environment through the three main focus areas of litter prevention, waste reductions and recycling, and beautification; and Whereas, the Pittsylvania County Board of Supervisors will sponsor a "Take Your Trash to the Landfill On Us "from 10:00am until 2:00pm on Saturday, October 19, 2013, waiving tipping fees for citizens bringing their trash to the landfill on that day; then Now, Therefore, Be It Proclaimed, that the Pittsylvania County Board of Supervisors proclaims October 2013 as Countywide Cleanup Month in Pittsylvania County, Virginia, and encourages all communities, civic and professional groups, businesses, churches, schools, families and individual citizens to take an active role in making the communities in Pittsylvania County a more beaut ful place to live, work and play. Motion was made by Mr. Snead, seconded by Ms. Bowman, authorizing Legal Counsel to request from the County Circuit Court a special election in November 2014 for the Commonwealth Attorney's position in Pittsylvania County, which was unanimously approved by the Board. P21 Regular Meeting September 3, 2013 Motion was made by Mr. Snead, seconded by Mr. Barksdale, to set a public hearing on September 17, 2013 at 4:30pm in the Main Conference Room of the Captain Martin Building located at 1 Center Street in Chatham, Virginia for citizen input on the use of funds from a Community Block Development Grant for site development purposes and set a second public hearing on September 26, 2013 at 5:30pm in the Main Conference Room of the Captain Martin Building located at 1 Center Street in Chatham, Virginia for citizen input on a proposed project application for Community Block Development Grant for site development purposes, which was approved by a 6 -1 majority vote of the Board with Mr. Hagerman opposing. Motion was made by Mr. Barber, seconded by Mr. Barksdale, to approve an appropriation of $1,238.00 for the Byrne Justice Assistance Grant and approve transfer of $138.00 from the Sheriffs Grant Local Match line item (100 -4- 031200 - 8109). The following Roll Call Vote was recorded: Ms. Bowman-Yes; Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead- Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; and Mr. Ecker -Yes. Mr. Barber's motion was unanimously approved by the Board. _Appointments Motion was made by Mr. Barksdale, seconded by Mr. Snead, to re- appoint Mr. Hubert Chambers to serve as the Banister District representative on the Pittsylvania County Road Viewers for a term that would begin on September 8, 2013 until September 7, 2017, which was unanimously approved by the Board. Items Added Motion was made by Mr. Barber, seconded by Ms. Bowman, to approve to sending a letter to the Town of Greece, New York, demonstrating the Board's support for the Town's historical stand for legislative prayer at government meetings and to amend the draft letter to said it was sent from the Pittsylvania County Board of Supervisors, which was unanimously approved by the Board. Board Announcements Mr. Barber announced there would be a Solid Waste Committee Work Session held at 6:00pm on September 26, 2013 in the Main Conference Room of the Captain Martin Building. Closed Session Motion was made by Mr. Snead, seconded by Ms. Bowman, to enter into Closed Session for the following: Consultation with legal counsel and briefings by staff members or consultants pertaining to actual or probable litigation, where such consultation or briefing in an open meeting would adversely affect the negotiation or litigating posture of the public body; and consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. Authority: §2.2- 3711(A)(7) of the Code of Virginia, 1950, as amended Subject Matter: Barbara Hudson vs. Pittsylvania County Board of Supervisors Purpose: Briefing by Legal Counsel Mr. Barksdale's motion was unanimously approved by the Board and they entered into Closed Session as 7:58pm. P22 Regular Meeting September 3, 2013 Motion was made by Mr. Harville, seconded by Mr. Snead, to re -enter into Open Session. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Adjourned Meeting of the Pittsylvania County Board of Supervisors on Tuesday, September 3, 2013 the Board hereby certifies by a recorded vote that to the best of each board member's knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any member believes that there was a departure from the requirements of the Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the Board. Mr. Snead's motion was unanimously approved by the Board and they re- entered into Open Session at 8:39pm. Motion was made by Mr. Barber, seconded by Ms. Bowman, to direct William Stanley, Legal Counsel for the Board in Barbara Hudson vs. Pittsylvania County Board of Supervisors, file the notice of appeal and a request for a stay in the case proceedings asking the Fourth U.S. Circuit Court of Appeals to hold off ruling in the case until the U.S. Supreme Court decides a similar public - prayer case involving the town of Greece, N.Y., which was unanimously approved by the Board. Adiournment Motion was made by Mr. Harville, seconded by Mr. Snead, to adjourn the meeting, which was unanimously approved by the Board. The meeting adjourned at 8:41pm. James H. Snead, Chairman Pittsylvania County Board of Supervisors Otis S. Hawker, Interim Clerk Pittsylvania County Board of Supervisors P23 Vote Jerry A. Hagerman Yes Brenda Bowman Yes Marshall Ecker Yes Coy E. Harville Yes James H. Snead Yes Jessie L. Barksdale Yes Tim R. Barber Yes Mr. Snead's motion was unanimously approved by the Board and they re- entered into Open Session at 8:39pm. Motion was made by Mr. Barber, seconded by Ms. Bowman, to direct William Stanley, Legal Counsel for the Board in Barbara Hudson vs. Pittsylvania County Board of Supervisors, file the notice of appeal and a request for a stay in the case proceedings asking the Fourth U.S. Circuit Court of Appeals to hold off ruling in the case until the U.S. Supreme Court decides a similar public - prayer case involving the town of Greece, N.Y., which was unanimously approved by the Board. Adiournment Motion was made by Mr. Harville, seconded by Mr. Snead, to adjourn the meeting, which was unanimously approved by the Board. The meeting adjourned at 8:41pm. James H. Snead, Chairman Pittsylvania County Board of Supervisors Otis S. Hawker, Interim Clerk Pittsylvania County Board of Supervisors P23 Regular Meeting September 3, 2013 P24 September 9, 2013 Special Call Meeting Pittsylvania County Board of Supervisors Monday, September 9, 2013 Special Call Meeting VIRGINIA: The Special Call Meeting of the Pittsylvania County Board of Supervisors was held on Monday, September 9, 2013 in the Main Conference Room of the Captain Martin Building located at 1 Center Street in Chatham, Virginia. Marshall A. Ecker, Chairman, called the meeting to order at 6:00 p.m. The following members were present: Marshall Ecker Brenda H. Bowman James Snead Jessie L. Barksdale Jerry A. Hagerman Tim Barber Coy E. Harville Mr. William D. Sleeper, County Administrator, Mr. Otis S. Hawker, Assistant County Administrator, and Ms. were also present. Mr. Ecker led the Pledge of Allegiance. Staunton River District Chatham - Blairs District Dan River District Banister District Callands- Gretna District Tunstall District Westover District J. Vaden Hunt, County Attorney, Mr. Rebecca D. Flippen, Deputy Clerk, Motion was made by Mr. Barber, seconded by Mr. Harville, to approve the agenda, which was unanimously approved by the Board. Motion was made by Ms. Bowman, seconded by Mr. Harville, to enter into Closed Session for the following purpose: 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 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: County Administrator Purpose: Discussion of Performance Ms. Bowman's motion was unanimously approved by the Board. The Board entered into Closed Session at 6:02pm. Motion was made by Mr. Harville, seconded by Mr. Snead, to return to Open Session. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Regular Meeting of the Pittsylvania County Board of Supervisors on Monday, September 9, 2013 the Board hereby certifies by a recorded vote that to the best of each board member's knowledge only public business matters lawfully exempted P25 September 9, 2013 Special Call Meeting from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any member believes that there was a departure from the requirements of the Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the Board. The Board returned to Open Session at 6:20pm. Motion was made by Ms. Bowman, seconded by Mr. Barksdale to: (a) accept Mr. Sleeper's Letter of Retirement, effective immediately (b) waive the 60 -day notice requirement in his contract (c) pay all due accrued vacation time (d) and appointment Mr. Otis S. Hawker as Interim County Administrator, authorizing him to sign all necessary documents in that capacity, until a new County Administrator is hired. Ms. Bowman's motion was unanimously approved by the Board. Adjournment Motion was made by Mr. Barber, seconded by Mr. Harville, to adjourn the meeting, which was unanimously approved by the Board. The meeting adjourned at 6:25pm. James H. Snead, Chairman Pittsylvania County Board of Supervisors Otis S. Hawker, Interim Clerk Pittsylvania County Board of Supervisors P26 Vote Jerry A. Hagerman Yes Brenda Bowman Yes Marshall Ecker Yes Coy E. Harville Yes James H. Snead Yes Jessie L. Barksdale Yes Tim R. Barber Yes The Board returned to Open Session at 6:20pm. Motion was made by Ms. Bowman, seconded by Mr. Barksdale to: (a) accept Mr. Sleeper's Letter of Retirement, effective immediately (b) waive the 60 -day notice requirement in his contract (c) pay all due accrued vacation time (d) and appointment Mr. Otis S. Hawker as Interim County Administrator, authorizing him to sign all necessary documents in that capacity, until a new County Administrator is hired. Ms. Bowman's motion was unanimously approved by the Board. Adjournment Motion was made by Mr. Barber, seconded by Mr. Harville, to adjourn the meeting, which was unanimously approved by the Board. The meeting adjourned at 6:25pm. James H. Snead, Chairman Pittsylvania County Board of Supervisors Otis S. Hawker, Interim Clerk Pittsylvania County Board of Supervisors P26 Adjourned Meeting September 17, 2013 Pittsylvania County Board of Supervisors Tuesday, September 17, 2013 Adjourned Meeting VIRGINIA: The Adjourned Meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, September 17, 2013 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Marshall A. Ecker, Chairman, called the meeting to order at 7:00 p.m. The following members were present: Marshall Ecker Brenda H. Bowman Coy E. Harville James Snead Jessie L. Barksdale Jerry A. Hagerman Tim Barber Staunton River District Chatham - Blairs District Westover District Dan River District Banister District Callands- Gretna District Tunstall District Mr. Otis S. Hawker, Interim County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr. Gregory L. Sides, Assistant County Administrator for Planning and Development, Mr. Odie H. Shelton, Jr., Director of Code Compliance, and Ms. Rebecca Flippen, Deputy Clerk to the Board, were also present. Ms. Ecker led the Pledge of Allegiance. Approval of Agenda Motion was made by Mr. Barber, seconded by Mr. Snead, to approve the agenda with the deletion of the following items: Deletion: (a) Item 12- Request for Public Hearing — Second Hearing for proposed Community Development Block Grant (This item was already approved at the September 3, 2013 meeting ofthe Board of Supervisors) (b) Flashing Lights at Blairs Volunteer Fire Department Mr. Barber's motion was unanimously approved by the Board. Hearing of the Citizens Darlene Doss of the Staunton River District offered a word of prayer. Eloise Nenon of the Chatham - Blairs District made comments supporting keeping the State moratorium in place that bans uranium mining in Virginia. Elizabeth Jones of the Banister District and Chair of the Pittsylvania County Democratic Committee, made comments supporting the Board of Supervisors' willingness to look at zoning definitions and make it more difficult for someone to mine uranium in Pittsylvania County. Ben Davenport of the Chatham - Blairs District thanked the Board for their support in opposing uranium mining and developing their own resolution stating such; that the Danville - Pittsylvania County Chamber of Commerce also supports the Board's resolution; and commented there is a difference in the Canadian uranium mines and the proposed mine for Coles Hill. Karen Maine of the Westover District commented on the diversity of the County's citizens and geographic region; thanked the Board for looking at strengthening the zoning ordinance concerning uranium mining and hoped that any ordinance that arose would prohibit P27 Adjourned Meeting September 17, 2013 any new mining in Pittsylvania County but would grandfather the existing mining operations (giving the mining of sand as an example). Deborah Lovelace of the Callands- Gretna District and representative of the Keep the Ban Coalition thanked the Board for allowing citizens to voice their concerns on uranium mining, and for passing a resolution supporting keeping the ban; and made further comments on the southside economy from state statistics. Deborah Dix of the Chatham - Blairs District made comments opposing nuclear power and uranium mining. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Snead, seconded by Mr. Harville, to approve the Consent Agenda, which was unanimously approved by the Board. Consent Agenda: (a) Road Name — Silas Cole Farm Road (b) Proclamation — Fire Prevention Week; October 6 -12, 2013 (c) Proclamation — National Teach Ag Day; September 26, 2013 Vittolbania Couutp 36oarb of *uperbi orb Proclamation 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, 000 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 fire; and P28 Adjourned Meeting September 17, 2013 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 fire 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 fires in half- and Whereas, Pittsylvania County's first responders are dedicated to reducing the occurrence of home fires and home fire 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 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. The Board of Supervisors presented Ms. Jessica M. Jones Agricultural Science Educator/Future Farmers of America (FFA) Advisor with a Proclamation for National Teach Ag (Agriculture Day) and thanked her and the other educators in Pittsylvania County. Vitts;p[bania (County �Soarb of 6uperbiorg 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 ofAmerica (FFA) Organization; and P29 Adjourned Meeting September 17, 2013 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. Public Hearines Rezoning Cases Case 1: Horace B. Dykes - Callands /Gretna Election District; R -13 -048 Mr. Ecker opened the public hearing at 7:29pm. Mr. Shelton explained that Horace Dykes has petitioned to rezone 8.85 acres, located on Highway 40 /W. Gretna Road, in the Callands /Gretna Election District from R -1, Residential Suburban Subdivision District to A -1, Agricultural District (for agricultural use - horses). The Planning Commission, with no opposition, recommended granting the petitioner's request. Mr. Dykes was present and no one signed up to speak. Mr. Ecker closed the hearing at 7:29 pm. Motion was made by Mr. Hagerman, seconded by Mr. Barber, to approve rezoning Case R -13 -048 from R -1 to A -1 and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; and Mr. Ecker -Yes. Mr. Hagerman's motion was unanimously approved by the Board. Case 2: Spencer W. Walker & Angela W. Walker — Westover Election District; R -13 -049 Mr. Ecker opened the public hearing at 7:31pm. Mr. Shelton explained that Spencer & Angela Walker had petitioned to rezone 8.510 acres (part of 13.09 acres), located on SR 1800/Wyatt Drive, in the Westover Election District from B -2, Business District, General to R -1, Residential Suburban Subdivision District (to allow for construction of a single family dwelling for their son). The Planning Commission, with no opposition, recommended granting the petitioner's request. No one was present to represent the petition and no one signed up to speak. Mr. Ecker closed the public hearing at 7:32pm. Motion was made by Mr. Harville, seconded by Mr. Snead, to approve rezoning Case R -13 -049 from B -2 to R -1 and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; and Mr. Ecker -Yes. Mr. Harville's motion to rezone Case R -13- 049 from B -2 to R -1 was unanimously approved by the Board. P30 Adjourned Meeting September 17, 2013 Case 3: Herman Eugene Crane, Life Tenant, & Others — ChathamBlairs Election District; R -13 -050 Mr. Ecker opened the public hearing at 7:33pm. Mr. Shelton explained that Herman Eugene Crane & Others have petitioned to rezone 11.20 acres, located on State Road 744 /Crane Road, in the ChathamBlairs Election District from R -1, Residential Suburban Subdivision District to A -1, Agricultural District (to allow for placement of a 1979 single -wide mobile home on the property for Mr. Crane's residence). The Planning Commission, with opposition, recommended granting the petitioners' request. Raymond Crane was present to represent the petitioners' request. No one signed up to speak and Mr. Ecker closed the public hearing at 7:34pm. Motion was made by Ms. Bowman, seconded by Mr. Barksdale, to approve rezoning Case R -13 -050 from R -1 to A -1 and the following Roll Call Vote was recorded: Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; and Mr. Ecker -Yes. Ms. Bowman's motion to rezone Case R -13 -050 from R -1 to A -1 was unanimously approved by the Board. Case 4: Robert T. Marshall, Sr. & Others — Tunstall District; R -13 -051 Mr. Ecker opened the public hearing at 7:35pm. Mr. Shelton explained that Herman Eugene Marshall, Sr. & Others have petitioned to rezone 13.60 acres, located on U.S. Highway 58 West/Martinsville Highway, in the Tunstall Election District from R -1, Residential Suburban Subdivision District to RMF, Residential Multi - Family District (for a twelve (12) unit apartment building). The Planning Commission, with no opposition, recommended denying the petitioners' request. Mr. Murray was present to represent the petition. No one signed up to speak. Mr. Shelton stated that the Marshall family had submitted a letter of withdrawal of the petition. Mr. Ecker closed the hearing at 7:37pm. Mr. Barber made a motion, seconded by Ms. Bowman, to accept the letter of withdrawal- without penalty, and the following Roll Call Vote was recorded: Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; and Mr. Ecker -Yes. Mr. Barber's motion to accept without penalty with letter withdrawal was unanimously approved by the Board. Phyllta Marshall 3:50 F'M To: odf �.aliNtor.�piK9ov_wy, psmarxT�ailTS�liotmsil. <c 5e�mbgr 11, 21513 Ocar QOt+ra„ p1Bas� ,a pt >=M1lg as 1`o rrl-f al noC7'Plca tior-1 tl'tat we Ir�t�i rid to withdraw our r*+u1tf -fa rrl lly rs3zo r'IFrag /-eq u�st Tor tM1e grosviill properly wtthaut Pe�BItY Co r�s y,b r'r'fiL a.t a (stet d+atge. Tharilc you Tor your h.®Ip wfM tl�lg projac ;_ J�ISY / /Ja MsrahslJ This concluded the Rezoning Cases. Presentations Mr. Kevin Scissons, former Director, Uranium Mines and Mills Division, of the Canadian Nuclear Safety Commission (CNSC) gave a presentation on how uranium mines were designed and regulated in Canadian to present environmental contamination. Ms. Kim Van Der Hyde, Director of Finance, introduced Ms. Amy Childress as the new Comprehensive Services Act Coordinator for Pittsylvania County. P31 Adjourned Meeting September 17, 2013 Unfinished Business At the Board of Supervisors' regular meeting on September 3, 2013, a motion was made by Mr. Barber, seconded by Mr. Barksdale, for 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 (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 motion required a 10 -Day Layover that had now been met and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Harville- Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; and Mr. Ecker- Yes. Mr. Barksdale's motion was unanimously approved by the Board. New Business Motion came from the Personnel Committee to begin advertising for a new County Administrator with a closing date for applications of November 15, 2013 with the Virginia Association of Counties, the Virginia Municipal League, and one advertisement each in the Chatham Star Tribune and the Richmond Times Dispatch, which was unanimously approved by the Board. Motion came from the Personnel Committee to approve compensating Mr. Otis S. Hawker for assuming the duties as Interim County Administrator, along with his current duties as Assistant County Administrator of Operations, with a total salary of $122,888.00 (the former County Administrator's salary) until the Board hires a new County Administrator and at that time Mr. Hawker's salary would refer to its former amount, which was unanimously approved by the Board. There were no recommendations from the Legislative Committee. Motion was made by Mr. Harville, seconded by to set a public hearing on Monday, October 7, 2013 for citizen input on proposed changes to Chapter 17 of the Solid Waste Ordinance, which was unanimously approved by the Board. Motion was made by Mr. Snead, seconded by Mr. Barber, to approve a contract amendment in the amount of $8,428.62 for Harris Radio Corporation for the Smith Mountain tower, noting funds were available in the project's budget, and authorize the Interim County Administrator to sign all necessary documentation, which was unanimously approved by the Board. Motion was made by Mr. Barksdale, seconded by Mr. Harville, to approve awarding a bid to Dameron Plumbing in the amount of $20,500.00 for immediate repairs to the chill waterline running across the Circuit Court Clerk's office, and authorize the Interim County Administrator to sign all necessary documentation, which was unanimously approved by the Board. Motion was made by Mr. Harville, seconded by Ms. Bowman, to approve the Agriculture Development Board's revised bylaws, which was unanimously approved by the Board. P32 Adjourned Meeting September 17, 2013 Motion was made by Ms. Bowman, seconded by Mr. Barber, to approve an agreement between the Staunton River Medical Center, Inc. (SRMC) and the Pittsylvania County Board of Supervisors concerning a $50,000.00 donation made by the Board of Supervisors to SRMC and to authorize the payment of $50,000.00 to SRMC as previously approved by a majority of the Board of Supervisors at its February 4, 2013 meeting, which was unanimously approved by the Board. AGREEMENT THIS AGREEMENT (the "Agreement "), made and entered into this _day of 2011 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 full 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 1 of 4 P33 Adjourned Meeting September 17, 2013 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: ';TAUNT RFVVn M.EOICAL C1EN'rV]k, INC. ay: rtle: Oat.: To wit: COMMC)NWEALI'H CIF VIRGINIA CC)IJN"I'V 01— PIT"I'SYLVANIA 1, _ _ _ _ a Notary Public in and for the Cuunty of Pittsylvania. Virginia, do hereby certify that of Staunton River Medical Center, Inc., whosc, name is signed to the foregoing Agreement bearing th, date ur 2013, has personally appeared bef6rc me and acknowlc -aged the .ante. C/iv.n under my hand this day of — 201 3. My commission expires: P34 Nowry Public Notary Public Number Adjourned Meeting September 17, 2013 "l'i -i t•: i30A121) OF SIIPFRViSORt <yf+ Ti'iL ('(>I.INT'V' ( >F i`i'1 "l'�YLVANI A. VFRGi N,A Namv: 1Jalc: To COMMON WEAF.,"I'll OF VIAI.ilN 1A COL]Nl'Y OF' F'1'1 "TS YI.V ANIA Pursvlvun, n. Vugxv,a. do 6crcbJ cc,-n ('y thvt Mvrv6all A. I' kc,'. C6u. 'na,a o, tbv AogN of bcm., inb t6c Jatc ut _ _. 2013 M15 pc vonallY 'aPPC:v'eA bcl<a<c .a,c antl .<cknuwlea6ca floc vaao,�. My uonam iscion c- wpires: APV12<>V 1)AY IC Y[>12.M F'iu.yL.�,n. <, cm.,,xY Aemrn�y 201 .3. N c,<arY Px,blic Na,rary Publ,c N mFCr 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 Sre; 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 001100 Dollars ($50,000.00), without interest, payable at 527 Pocket Road, Hurt, Virginia, 24563, in accordance with the terms and conditions set forth below. P35 Adjourned Meeting September 17, 2013 Repayment of the Chant. 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 Within the second twelve month period Within the third twelve month period Within the forth twelve month period Within the fifth twelve month period After the fifth twelve month period 100% 80% 60% 40% 20% 0010 $50,000.00 $40,000.00 $30,000.00 $20,000.00 $10,000.00 $ 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 default. 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 P36 Adjourned Meeting September 17, 2013 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 101/0 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 Re 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 Hurt 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 Us 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 SRMMC 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. WUNESS the follwAdng signatures and seals this Z Central Virginia 1111 Corporate P. Forest, VA 2455y M Cur! P37 day of 2013: Adjourned Meeting September 17, 2013 Staunton River Medical Center, Inc. 527 Pocket Road Hurt, VA 24363 By: irj ai IA MaijorkXialton, President STATE OF VIRGINIA, CITY /COiJNTY OF rG n rO 9 © , to wit: The foregoing instnnnent was acknowledged before me this � as day of ;94Y.-.. 2013 by Thomas W. Eppes, Jr., MD, President of Central Virginia Family Physicians. Nogry Public My commission expires 1 l 3 4# . �/in0q-z, STATE OF VIRGiNLA, CITY /COUNTY OF _ —,to wit: The foregoing instrument was acknowledged before me this I day of AAAL4,+ , 2013 by Marjorie Dalton, President of Staunton River Medical Center, Inc. r Gtr G-- S7EPHENIE B. EADAAMS NOTARY Pu - bi ry Public Commonwealth oReg. #7075 My Commission Expires 2014 My commission. expires P38 Adjourned Meeting September 17, 2013 Appendix A Staunton River Digital X -Ray Equipment iCRco 3600 Single plate 16 -bit CR reader 5eria/ Number: 7097 -7539 Universal FWFC Floor - Wall - Floor - Ceiling Tube Mount with 8ft Rail Serial Number: 0085q -0673 Toshiba E7242X Tube Serial Number: 73C992 Progeny MC -150 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 -0613 G RID- JPI,103L,10:1,40 -72 Serial Number: 1372107'{0 Elevating 4 -way Float Radiologic Table EV650 Serial Number: 00783 -0513 Dell DICOM Workstation Serial Number: 686RkX1 Monitor Serial Number: CN- 0D- 9FX6- 3q5 -7DNG P39 Adjourned Meeting September 17, 2013 SECURITY AGREEMENT July-P C- 2013 Effective July 25r, 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. O. Box 760, Hurt, Virginia, 24563 (hereinafter the "Secured Party "), a security interest in the following properly: 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 first lien. The above - described security interest is given to secure the performance of all of the 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 1111 Corporate Park Drive, Suite D, Forest, Virginia 24551 which is in the County of Bedford, Virginia. 2. 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; P40 Adjourned Meeting September 17, 2013 (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 Parry (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 Patty'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 attorney -in -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 bylaw. 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 Patty to inspect the Collateral at all reasonable times. 1`41 Adjourned Meeting September 17, 2013 3. DEFAULT - 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 furnished to the Secured Parry by or on behalf of CVFP should be false in any material respect when made or famished; 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 of default, and as a condition precedent to the exercise by the Secured Party of any rights and remedies provided below, the Secured Parry shall provide CVFP written notice, by means of delivery or by certified mail, with return receipt required, 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 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. 4. RIGHTS AND REMEDIES OF SECURED PARTY 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 of the Collateral by the Secured Parry shall be valid unless and until the Collateral is offered for sale at public auction following publishing of a public advertisement of such 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 sale 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 P42 Adjourned Meeting September 17, 2013 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 (3 0) days prior to such action, shall constitute reasonable notice to CVFP. Waiver ofany 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 of the terms of this agreement will be valid unless in writing and signed by the parties hereto. {{{{���� ��_ WITNESS the following signatures and seals this r � day of�, 2013. Central Virginia Family Physicians 111 1 Corporate Park Dri ve mte D Forest, VA 2455,k^ Staunton River 527 Pocket Road Hurt, VA 24563 Inc. 13y !3 n.' or;t, 7 .� (sEAL) Marjoriaiton, president S'L'ATE OF VIRGINIA, CITY /COLTNTY OF CEP /'e.eJ , tu-wit: The foregoing instrument was acknowledged before me this ;?S-_ day of 0-w )y 2013 by Thomas W. Eppes, Jr., MD, President of Central Virginia Family Physicians, C .�tn[,bC �i7 Gcln�Sa'ri ® Notary - Public My conunission expires �' 3 i - 1 � STATE OF VIRGINIA CITY /COUNTY OF to -wit: The foregoing instrument was acknowledged before me this day of J 2013 by Marjorie Dalton, President of Staunton River Medical Center, Inc. -e Z cam./_._. STEPHENIE B. ADAMS otary Public ''7V7594 NOTARY PUBLIC Mycommission expires fr �� ' Lit—, Commonwealth of Virginia RN. #7076968 My Commission Expires April 30.2014 P43 Adjourned Meeting September 17, 2013 Motion was made by Mr. Harville, seconded by Mr. Barber, to approve an appropriation of $45,000.00 to the Electoral Board's Budget (line item #100 -4- 013100 -6003) for the purchase of voting equipment and supplies. This motion required a 10 -Day Layover. A motion was made by Mr. Harville, seconded by Mr. Barksdale, to amend the agenda to add an additional item concerning a letter to the Board of Supervisors notifying the Board that H. Blair Reynolds was resigned from the Board of Zoning Appeals due to health issues, which was unanimously approved by the Board. A motion was then made by Mr. Snead, seconded by Mr. Barber, to approve sending the nomination of Mr. Joseph ( "Jay ") Craddock to the Circuit Court Judge of Pittsylvania County to consider as the appointment to finish out Mr. Blairs' vacant term, which was unanimously approved by the Board. Adjournment Motion was made by Mr. Barber, seconded by Mr. Harville, to adjourn, which was unanimously approved by the Board. The meeting ended at 9:15pm. James H. Snead, Chairman Pittsylvania County Board of Supervisors Otis S. Hawker, Interim Clerk Pittsylvania County Board of Supervisors P44 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Certificates of Award Presentation — Winners of Pittsylvania County Beautification Committee Poster Contest SUBJECT/PROPOSAL/REQUEST: Presentation of Certificates to Poster Contest Winners STAFF CONTACT(S): Otis S. Hawker; Linda Mills AGENDA DATE: 10 -07 -2013 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes ITEM NUMBER: 5(c) INFORMATION: INFORMATION: BACKGROUND: The Pittsylvania County Beautification Committee held its first youth poster contest displaying the value of clean community with contestants using the theme "Keeping Our Community Clean". The contest was open to Pittsylvania County children in grades Kindergarten through Grade 5. The posters submitted were judged by the members of the Beautification Committee and a 151, 2na and 3`a place winner was selected in each school grade. Attached hereto, are the names of the eighteen (18) students whose posters were awarded 15` 2na and 3`a place and have a Certificate of Award to be presented during the Board's meeting. Following the October 7, 2013 Board of Supervisors meeting, I" place posters will be on displaying in the Captain Martin Building during the remaining month of October. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P45 2013 POSTER CONTEST WINNERS P46 10/2/2013 Student School 1st Emma Faison Kindergarten Heritage Academy 2nd Callie Hammock Kindergarten Heritage Academy 3rd Olivia Doss Kindergarten Gretna Elementary 1st Emma Moore First Grade Kentuck Elementary 2nd Lila DeMott First Grade Kentuck Elementary 3rd Taylor Giles First Grade Heritage Academy 1st Caleb Brown Second Grade Kentuck Elementary 2nd Hayden Brown Second Grade Twin Springs Elementary 3rd Colten Adkins Second Grade Southside Elementary 1st Haley Murugasan Third Grade Carlisle Chatham 2nd Kayley Jean Craig Third Grade Twin Springs Elementary 3rd Brooke Burke Third Grade Twin Springs Elementary 1st Carley McCullock Fourth Grade Mt. Airy Elementary 2nd Ethan Sowers Fourth Grade Kentuck Elementary 3rd Zaelah Doss Fourth Grade Gretna Elementary 1st JaMiya Guy Fifth Grade Mt. Airy Elementary 2nd Riley Nuckles Fifth Grade Kentuck Elementary 3rd Kala Saliu Fifth Grade Mt. Airy Elementary P46 0 14r 4w z 0 C\l .4.j P47 PI) CQ i. O 0 C\l .4.j P47 PI) CQ i. Pittsylvania County Beautification Committee 2013 Youth Poster Contest The Pittsylvania County Beautification Committee is committed to educating our youth on the significance of trash removal and recycling. This year the Beautification Committee will hold the first youth poster contest displaying the value of a clean community. Theme: Keeping Our Community Clean Deadline: September 18, 2013 — Posters turned into homeroom teacher Guidclines/Rules: Open to Pittsylvania County children • Original art must be completed by in grades K -5. child. e Poster size needs to be 14x22. ® All types of writing utensils are accepted. Must be original art work, photos are not allowed. Contest Winners: Childs name, grade, school location, and contact information must be listed on the back of the poster. Each grade consists of a 1s` 2 "a and 3`a Place winner. All winners will be recognized during the Pittsylvania County Board of Supervisors meeting, 10/7/2013 at 7 p.m. I" Places poster winners will be displayed at the Callands Festival on 10/5/2013 from 10 a.m, to 4 p.m_ All winners will be displayed in the Pittsylvania County Administration Building for the month of October. For more information contact: Maurrica Doss, Maurrica.doss(a outlook.com, 434 - 656 -3100 P48 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Resolution — Riverbend Volunteer Fire Department SUBJECT/PROPOSAL/REQUEST: Resolution — 25v' Anniversary STAFF CONTACT(S): Otis S. Hawker BACKGROUND: AGENDA DATE: 10 -07 -2013 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 5(d) INFORMATION: INFORMATION: The Riverbend Volunteer Fire Department will celebrate its 25'' anniversary beginning 11:00am on Saturday, October 12, 2013 at department's location on 1535 Ferry Road, Danville, Virginia. Attached hereto, is a Resolution from the Board of Supervisors commemorating their 25`s Anniversary and congratulating the Riverbend Volunteer Fire Department on 25 years of service to the citizens of Pittsylvania County. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the attached resolution to be presented to the Riverbend Volunteer Fire Department. P49 Vitt0lbanta Countp 36oarb of buperbiooro RESOLUTION 2013 -10 -02 VIRGINIA: In the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia, the following resolution was presented and adopted by the Pittsylvania County Board of Supervisors at its regular meeting held on Monday, October 7, 2013: WHEREAS, the Riverbend Volunteer Fire Department is celebrating twenty -five (25) years of dedicated service in providing fire protection to the Riverbend community; and WHEREAS, the Riverbend Volunteer Fire Department, Station #40, was established in 1988 when the City of Danville annexed the Westover Hills community area; and WHEREAS, to provide the Riverbend community with fire protection that it would have otherwise been without due to the annexation, the Westover Hills Volunteer Fire Department relocated to the Ferry Road site and its dedicated members were able to continue to serve the community; and WHEREAS, three (3) trucks were brought to the Ferry Road Station by the Westover Hills Volunteer Fire Department: a 1972 Chevy Pumper, a 1978 Ford Tanker, and a 1969 GMC Utility Truck; and WHEREAS, the Riverbend Volunteer Fire Department has a three (3) bay firehouse which was built by its own members; and WHEREAS, over the years, the Riverbend Volunteer Fire Department has acquired and maintained, along with the help of various sources, a 1985 GMC Brush Truck, 1989 GMC Tanker, 2001 Mini Pumper, 2010 Freightliner Tanker - Pumper, a 2011 John Deere Gator Off -Road Brush Fire Attacker, and a 2000 Ford Personal Transport Car; and WHEREAS, the Riverbend Volunteer Fire Department was licensed in 2005 as an emergency provider, becoming a First Responder Agency as well as providing fire protection to the community; and WHEREAS, the Riverbend Volunteer Fire Department has thirty (30) dedicated members with certifications ranging from Firefighter Cadet to Instructor level; and Emergency Responder to Emergency Medical Technician Intermediate level; then BE IT HEREBY RESOLVED that the Board of Supervisors of Pittsylvania County, on the behalf of the citizens of Pittsylvania County, congratulate and thank the Riverbend Volunteer Fire Department and its members for providing 25 years of invaluable service to the citizens of Pittsylvania County and the Board of Supervisors wishes the Riverbend Volunteer Fire Department and its members a safe and successful future providing protection to the citizens of Pittsylvania County; and BE IT FURTHER RESOLVED that a copy of this resolution be presented to the Riverbend Volunteer Fire Department. Given under my hand this 7'h day of October, 2013. James H. Snead, Chairman Pittsylvania County Board of Supervisors Otis S. Hawker, Interim Clerk Pittsylvania County Board of Supervisors P50 PUBLIC HEARING P51 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Public Hearing — Proposed changes to Chapter 17; Solid Waste Disposal SUBJECT/PROPOSAL/REQUEST: Public Hearing STAFF CONTACT(S): Otis S. Hawker AGENDA DATE: 10 -07 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 6 INFORMATION: INFORMATION: BACKGROUND: The Pittsylvania County Board of Supervisors has discussed possible changes to Chapter 17, Solid Waste Disposal, in the Pittsylvania County Code. At their adjourned meeting on September 17, 2013 the Board voted to hold a public hearing for citizen input on proposed changes to Section 17- Chapter 17, Solid Waste Disposal. DISCUSSION: Attached hereto are the proposed amendment changes for discussion under the public hearing: (a) Section 17 -13; Solid Waste Disposal Fee Vacancy /Occupancy Affidavit (b) Section 17 -19; Application of Solid Waste Disposal Fee to Rental and Non - Rental Property; Affidavit of Vacancy (c) Section 17 -21; Violations of Chapter- (would reduce penalties under Article II from a Class 2 misdemeanor to a Class 3 misdemeanor) RECOMMENDATION• Following the required public hearing, staff recommends that the Board of Supervisors approve the above proposed amendments to Sections 17 -13; 17 -19; and 17 -21 of the Pittsylvania County Code and authorize the Interim County Administrator to any necessary documentation. P52 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE• Request for Public Hearing — Proposed changes to Chapter 17; Solid Waste Disposal SUBJECT/PROPOSAL/REOUEST: Public Hearing STAFF CONTACT(S): Otis S. Hawker AGENDA DATE: 09 -17 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No 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. DISCUSSION: 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. RECOMMENDATION: 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. P53 PUBLIC HEARING NOTICE The Pittsylvania County Board of Supervisors will hold a public hearing at 7:00 p.m. on Monday, October 7, 2013 in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on proposed amendments to Chapter 17, Solid Waste Disposal, of the Pittsylvania County Code, The proposed amendment to Section 17 -21 would reduce penalties under Article II from a Class 2 misdemeanor to a Class 3 misdemeanor; and a proposed revision of Section 17- 19 would provide for a permanent affidavit. A complete text of the proposed changes are available in the Office of the County Administrator, 1 Center Street, Chatham, Virginia, Monday through Friday between the hours of 8:00 a. m. and 5:00 p. m, as well as on the County's website at www.pittgov.org P54 PUBLIC HEARING NOTICE The Pittsylvania County Board of Supervisors will hold a public hearing at 7:00 p.m. on Monday, October 7, 2013 in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on proposed amendments to Chapter 17, Solid Waste Disposal, of the Pittsylvania County Code. The proposed amendment to Section 17- 21 would reduce penalties under Article II from a Class 2 misdemeanor to a Class 3 misdemeanor, and the proposed revision of Section 17 -19 would pro- vide for a permanent affidavit. A complete text of the proposed changes are available in the Office of the County Administrator, 1 Center Street, Chatham, Virginia, Monday through Friday between the hours of 8:00 a.m. and 5:00 p.m., as well as on the County's website at www.pittgov.org. CHATHAM STAR TRIBUNE SEPTEMBER 25, 2013 PUBLIC HEARING NOTICE The Pittsylvania County Board of Supervisors will hold a public hearing at 7:00 p.m. on Monday, October 7, 2013 in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on proposed amendments to Chapter 17, Solid Waste Disposal, of the Pittsylvania County Code. The proposed amendment to Section 17- 21 would reduce penalties under Article II from a Class 2 misdemeanor to a Class 3 misdemeanor, and the proposed revision of Section 17 -19 would pro- vide for a permanent affidavit. A complete text of the proposed changes are available in the Office of the County Administrator,1 Center Street, Chatham, Virginia, Monday through Friday between the hours of 8:00 a.m. and 5:00 p.m., as well as on the County's website at www.pittgov.org. CHATHAM STAR TRIBUNE OCTOBER 2, 2013 P55 PROPOSED Solid Waste Disposal Fee Vacancy /Occupancy Affidavit This form must be completed and filed with the Commissioner of the Revenue. Evidence of vacancy should be presented with affidavit. The Commissioner of the Revenue office has the right to refuse the "evidence of vacancy" if it fails to validate the period of vacancy as indicated. The fee will be pro -rated at each billing period based upon the affidavit at a rate of $5.00 per month. A separate affidavit must be made for each residence tax bill. If a previously vacant unit /residence, rental or non - rental, becomes occupied, the owner shall notify the Commissioner of the Revenue's office with 30 days of change in occupancy. Penalties as indicated in Sec. 17 -19 shall apply for violations. SEC. 17 -13. PAYMENT OF SOLID WASTE FEE. Every person owning or operating any house, apartment, rental house, rental residential unit, multiple residential units, trailer camp, or trailer court ( "households ") in the County or the Towns contained in the County shall pay said Solid Waste Disposal Fee based on said Solid Waste Disposal Fee Schedule. SEC. 17 -19. APPLICATION OF SOLID WASTE DISPOSAL FEE TO RENTAL AND NON - RENTAL PROPERTY: AFFIDAVIT OF VACANCY. P56 PROPOSED SEC. 17 -19. APPLICATION OF SOLID WASTE DISPOSAL FEE TO RENTAL AND NON - RENTAL PROPERTY: AFFIDAVIT OF VACANCY Except as exempted in Section 17 -13 supra, the owner(s) of record of any house, apartment, rental residential unit, rental house, multiple residential units, trailer camp, or trailer court, shall be responsible for payment of the Solid Waste Disposal Fee. A I»itiafly -a -Solid Waste Disposal Fee shall be assessed, individually, to /for each rental unit/residence, rental and /or non - rental. However, a Solid Waste Disposal Fee shall not be due and owing for /on any vacant unit/residemce, rental and/or non - rental —It shall be the responsibility of the owner(s) of record or operators of said property to notify the Pittsylvania County Commissioner of Revenue's Office of any vacancies in units /residences. :c :ate: t. ". °th) day of june and the fi tx (3 ) day of Deee ber of ea eh yeaf. Following said notification, the burden of proof shall be on the owner(s) or operators of the property to demonstrate and prove to the reasonable satisfaction of the Commissioner of Revenue's Office the vacancies of/in any unit(s) /residence(s). The Solid Waste Disposal Fee shall be prorated accordingly for any vacancies in units /residencesprepefty proven to the reasonable satisfaction of the Commissioner of the Revenue's Office. Payment for said proration/reimbursement shall be made by the Pittsylvania County Treasurer's Office, after submission of an exoneration report and appropriate documentation by the Commissioner of Revenue's Office. Finally, said notice of vacancies shall be evidenced by a signed and sworn to Affidavit of Vacancy. The Affidavit of Vacancy form shall be provided by the Pittsylvania County Commissioner of Revenue's Office. The Affidavit of Vacancy shall be pemetual and continuing in nature. If there is no change in occupancy of a vacant unit/residence rental or non rental, the Affidavit of Vacancy does not have to be submitted/resubmitted annually. If a previously vacant unit/residence rental or non - rental becomes occupied the owner of said property shall notify the Commissioner of Revenue's Office within thirty (30) days of said change in occupancy. Any misstatement, falsehood, or misrepresentation on the Affidavit of Vacancy shall be deemed fraud, prosecuted by the appropriate County entity to the fullest extent of the law, and may subject the Affiant(s) to criminal /civil penalties, fines, and incarceration. Failure to notify the Comissioner of Revenue's Office within thirty (30) days of occupation of a unit/residence, rental or non - rental, shall be deemed fraud prosecuted by the appropriate County entity to the fullest extent of the law, and may subject the owner of the property to criminal /civil penalties, fines, payment of back Solid Waste Disposal fees and interest and incarceration For all rental and non - rental property, said fee shall be pro -rated if verification of residency, via a notarized Aaffidavit of Vvacancy filed with the Commissioner of Revenue's Office, is less than twelve (12) months. P57 APPLICATION FOR WAIVER, REBATE, OR REIMBUSEMENT OF SOLID WASTE FEE Pursuant to Pittsylvania County Code § 17 -13 a taxpayer can make application to the Pittsylvania County Board of Supervisors for a waiver, rebate, or to be reimbursed for payment of the solid waste disposal fee. Each application request will be evaluated by the Board of Supervisors and a decision rendered by the Pittsylvania County Board of Supervisors. Applicant will be notified within thirty (30) days of action taken by the Board. NOTE: Should the application be denied any penalty and interest accrued will be liable to be paid in addition to the fee. Application should be mailed to: Pittsylvania County Administrator PO Box 426 Chatham, VA 24531 Or emailed: Rebecca.Flippen npittgov.ora P58 APPLICATION FOR WAIVER, REBATE, OR REIMBURSE SOLID WASTE DISPOSAL FEE Mail to: County Administrator; PO Box 426; Chatham, Virginia 24531 Email: Rebecca.Flippen @pittgov.org Fax: (434) 432 -7714 Pursuant to Pittsylvania County Code § 17 -13, I hereby provide the following information to the Pittsylvania County Administrator's Office, for the purpose of requesting a waiver, rebate or reimbursement from the Board of Supervisors of any Solid Waste Disposal Fee due and owing the County. I understand that this request is NOT valid until acted upon by the Pittsylvania County Board of Supervisors. Applicant will be notified of the Board's decision within thirty (30) days of action taken by the Pittsylvania County Board of Supervisors. Applicant Name: (Please Print) Applicant Address: (Please Telephone Number: Email Address: I hereby certify that I am requesting a waiver, rebate, and/or reimbursement of the solid waste fee for the tax CIRCLE REQUESTED ACTION year of and billing period for the following reason: indicate 10 or 2" half Under penalty of perjury at law, I certify that the above information is true and correct to the best of my knowledge. I also understand any approved waiver, rebate, and/or reimbursement of the solid waste fee is ONLY valid for the tax year contained on this request. Name: (Signature) Date submitted: ACTION TAKEN BY THE PITTSYLVANIA COUNTY BOARD OF SUPERVISORS APPROVED FOR: DENIED: (INDICATE WAIVER, REBATE, REIMBURSEMENT) Clerk of the Board Signature Name & Title P59 Date Pittsylvania County Commissioner of the Revenue Office 11' Samuel W. Swanson, Jr., Commissioner of the Revenue PO Box 272 Chatham, Va. 24531 Phone: 434- 432 -7940 Website: www.PITTGOV.ORG VACANCY /OCCUPANCY AFFIDAVIT Assessment Year: Billing Period: (indicate 1" or 2"" ) Permanent vacancy: Yes No (Indicate with X. Note: Change in vacant status must be reported to the Commissioner of the Revenue within 30 days of occupancy.) Property ID: Property Street Address State Zip City Owner/Taxpayer Name Owner's Mailing Address t City State Zip Daytime Phone Number Email Address being first duly sworn on oath state that I am owner /partner /manager of the property described above and that in said capacity I have sufficient knowledge to state that for the year and period indicated above, the following information is accurate: The above property was vacant for the months billed on the current tax year: Indicate X January February March April May June REASON FOR VACANCY: The above property was vacant for the months billed on the current tax year: Indicate X July August September October November December To support this affidavit of vacancy, the following (if available) is offered to evidence that the information listed above is true and accurate: NOTE: THIS FORM MUST BE NOTARIZED AND IN THE OFFICE BY DUE DATE(S). 1. ❑ Statement from Utility Company indicating unit was without service for the time indicated above. 2. ❑ Dated Photos showing unit number(s) and proof of vacancy. 3. ❑ Other: List documentation - Subject to acceptance by the Commissioner of the Revenue Signature of Aff iant Subscribed and sworn before me, This day of Notary Public (over) P60 [Notary Seal or Stamp] Revised 8 -2013 Pittsylvania County Commissioner of the Revenue Office Samuel W. Swanson, Jr., Commissioner of the Revenue �., PO Box 272 Chatham, Va. 24531 Phone: 434- 432 -7940 Website: www.PITTGOV.ORG RENTAL VACANCY /OCCUPANCY AFFIDAVIT Assessment Year: Billing Period: (indicate 1" or 2°d ) Permanent vacancy: Yes No (Indicate with X. Note: Change in vacant status must be reported to the Commissioner of the Revenue within 30 days of occupancy.) Property ID: Property Street Address City State Zip Owner/Taxpayer Name Owner's Mailing Address City State Zip Daytime Phone Number Email Address L 41 A � a , r. .+' c . rxr . being first duly sworn on oath state that I am owner /partner /manager of the property described above and that in said capacity I have sufficient knowledge to state that for the year indicated above, the following information is accurate: Month Total number of Rentable Units Number of Rentable Units Vacant January February March April May June Month Total number of Rentable Units Number of Rentable Units Vacant July August September October November December To support this affidavit of vacancy, the following (if available) is offered to evidence that the information listed above is true and accurate: IF PERMANENT VACANCY INDICATED - NO AFFIDAVIT FOR FUTURE BILLING PERIODS WILL HAVE TO BE SUBMITTED. IF RENTAL BECOMES OCCUPIED THE COMMISISONER OF THE REVENUE OFFICE MUST BE NOTIFIED WITHIN 30 DAYS. NOTE: THIS FORM MUST BE NOTARIZED. I. ❑ Statement from Utility Company indicating unit was without service for the time indicated above. 2. ❑ Dated Photos showing unit number(s) and proof of vacancy. 3. ❑ Other: List documentation - Subject to acceptance by the Commissioner of the Revenue Signature of Affiant Subscribed and sworn before me, This day of Nntnry P.ihlir f^° =0 P61 [Notary Seal or Stamp] Ro,Ada -7ma PROPOSED SEC. 17 -21. VIOLATIONS OF CHAPTER. A violation of the provisions of this Article shall constitute a Class-2 3 misdemeanor. Each day's continuance of a violation of this Ordinance is considered to be a separate offense. P62 PRESENTATIONS P63 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: AGENDA TITLE: 1 10 -07 -13 Financial Forecast -Ned Smither with Edge Municipal ACTION: Advisors I Yes SUBJECT/PROPOSAL/REQUEST: Presentation of Pittsylvania County Financial Forecast by Ned Smither with Edge Municipal Advisors STAFF CONTACT(S): Hawker, VanDerHvde BACKGROUND: CONSENT AGENDA: ITEM NUMBER: 7 INFORMATION: ACTION: INFORMATION: ATTACHMENTS: No / REVIEWED BY: Mr. Ned Smither, Finanical Advisor, Edge Municipal Advisors will appear before the Board of Supervisors to present the County's financial forecast. RECOMMENDATION: Staff recommends that the Board of Supervisors consider the information presented by Mr. Smither and ask any questions regarding the County's financial status. P64 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Presentation by Sonja Ingram from Preservation Virginia SUBJECT/PROPOSAL/REOUEST: Survey of Historic Tobacco Barns in Pittsylvania County STAFF CONTACT(S): Otis S. Hawker AGENDA DATE: 10 -07 -2013 ACTION: No CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: 8 INFORMATION: INFORMATION: BACKGROUND: The Pittsylvania County Board of Supervisors agreed in September 2012 to participate with the Virginia Department of Historic Resources and Preservation Virginia in order to complete a survey of historic tobacco bams in Pittsylvania County. DISCUSSION: Ms. Sonja Ingram with Preservation Virginia will present a summary of the survey of historic tobacco barns in Pittsylvania County. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P65 UNFINISHED BUSINESS P66 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appropriation- Voting Equipment and Supplies - Motion made by Mr. Harville and seconded by Mr. Barber and has now met the 10 -day layover requirement S UBJECT/PROPOSAL/REOUEST Appropriation of state funds for the purchase of voting equipment and supplies STAFF CONTACT(S): Hawker. Van Der Hvde AGENDA DATE: 10 -07 -13 ACTION: Yes ITEM NUMBER: 9 INFORMATION: CONSENT AGENDA: ACTION• INFORMATION: ATTACHMENTS: Yes REVIEWED BY: QQ 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. MOTION MADE BY MR. HARVILLE AND SECONDED BY MR. BARBER AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. P67 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appropriation - Voting Equipment and Supplies - Requires a motion and a 10 -day layover SUBJECT /PRO POSA L /REO U EST: Appropriation of state funds for the purchase of voting equipment and supplies STAFF CONTACT(S): Hawker, Van Der Hvdc AGENDA DATE: 9 -17 -13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: 18 INFORMATION: INFORMATION: 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 4100 -4- 013100 -6003) for the purchase of voting equipment and supplies. REQUIRES A MOTION AND A 10 -DAY LAYOVER. P75 P68 NEW BUSINESS P69 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Request for Special Election during November 2014 10/7/13 10 for Board of Supervisor Representative for the Staunton River Electoral District ACTION: Yes STAFF CONTACTS: Otis S. Hawker (Interim County Administrator); ATTACHMENT: 1 (Virginia Code§ 24.E -226) 1TJ1 J. Vaden Hunt, Esq. (County Attorney) JQD REVIEWED BY: JVH; OSH BACKGROUND: Virginia Code § 24.2 -226, a copy of which is attached hereto, requires a governing body, within fifteen (15) days of the occurrence of a vacancy on the governing body, to petition the Circuit Court for its jurisdiction to issue a Writ of Special Election to fill the vacancy. Said Special Election is required to be held no later than the next General Election in November, unless the vacancy occurs within ninety (90) days of the next such General Election, in which event it shall be held promptly, but no later than the second such General Election. As the Staunton River Electoral District vacancy occurred within ninety (90) days of Tuesday, November 5, 2013, the date of the next General Election, the Special Election cannot occur at that time and must occur on or before Tuesday, November 4, 2014, the date of the second such General Election. As you are aware, the Pittsylvania County Circuit Court has recently issued a Writ of Special Election ordering a Special Election for the remainder of the Commonwealth's Attorney's term for Tuesday, November 4, 2014. In the event that the Pittsylvania County Board of Supervisors desires to have a Special Election to fill the Staunton River Electoral District vacancy on a date other than Tuesday, November 4, 2014, said Special Election is estimated to cost approximately $25,000 to $30,000. RECOMMENDATIONS: Authorize the County Attorney to petition the Pittsylvania County Circuit Court to issue a Writ of Special Election for a Special Election to be held on Tuesday, November 4, 2014, to fill the Staunton River Electoral District vacancy. P70 T iS > Code of Virginia> 24.2 -226 Page I of I prev next § 24.2 -226. Election to fill vacancy. A. A vacancy in any elected local office, whether occurring when for any reason an officer -elect does not take office or occurring after an officer begins his term, shall be filled as provided by § 24.2 -228 or for constitutional officers as provided in § 24.2 -228. t, or unless provided otherwise by statute or charter requiring special elections within the time limits provided in this title. The governing body or, in the case of an elected school board, the school board of the county, city, or town in which the vacancy occurs shall, within 15 days of the occurrence of the vacancy, petition the circuit court to issue a writ of election to fill the vacancy as set forth in Article 5 (§ 24.2 -681 et seq.) of Chapter 6. Either upon receipt of the petition or on its own motion, the court shall issue the writ ordering the election promptly, which shall be no later than the next general election in November, or in May if the vacant office is regularly scheduled by law to be filled at that time, unless the vacancy occurs within 90 days of the next such general election in which event it shall be held promptly but no later than the second such general election. Upon receipt of written notification by an officer or officer -elect of his resignation as of a stated date, the governing body or school board, as the case may be, may immediately petition the circuit court to issue a writ of election, and the court may immediately issue the writ to call the election. The officer's or officer- elect's resignation shall not be revocable after the date stated by him for his resignation or after the forty-fifth day before the date set for the special election. The person so elected shall hold the office for the remaining portion of the regular term of the office for which the vacancy is being filled. B. Notwithstanding any provision of law or charter to the contrary, no election to fill a vacancy shall be ordered or held if the general election at which it is to be called is scheduled within 60 days of the end of the term of the office to be filled. C. Notwithstanding any provision of law or charter to the contrary, when an interim appointment to a vacancy in any governing body or elected school board has been made by the remaining members thereof, no election to fill the vacancy shall be ordered or held if the general election at which it is to be called is scheduled in the year in which the term expires. (Code 1950, §§ 24 -145, 24- 147.1; 1958, c. 621; 1970, c. 462, §§ 24.1 -76, 24.1 -79; 1975, c. 515; 1976, c. 616; 1977, c. 490; 1984, c. 480; 1993, c. 641; 1996, C. 873; 2000, cc. 787, 1045, 10o; 2003, c. 1015; 2010, cc. 431, 449, 645: 2011, C. 206.) prey I next I new search I table of contents I home http: / /Iegl. state .va.us /cgi- bin/legp5O4.exe ?000 +cod+')A.2 -226 10/2/2013 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Authority to Bid - Replace Track Hoe at the Pittsylvania County Landfill SUBJECT/PROPOSAL/REQUEST: Authority to seek sealed bids or to seek out an existing federal or state contract that has already been competitively bid and approved by the Commonwealth of Virginia procurement procedures - Replace Track Hoe at the Pittsylvania County Landfill that was destroyed by fire STAFF CONTACT(S): AGENDA DATE: 10 -07 -13 ACTION: Yes ITEM NUMBER: 11 INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: No REVIEWED BY: 04— BACKGROUND: The Pittsylvania County Landfill recently suffered the loss of a track hoe to fire. This vital piece of equipment was totally destroyed during the fire. DISCUSSION: The Pittsylvania County Landfill will need to replace the destroyed track hoe. The County recently received $78,000 from the insurance claim on the destroyed track hoe. In order to replace this piece of equipment, a total of approximately $200,000 will be needed for the purchase. The remaining $122,000 will come from existing landfill funds. RECOMMENDATION: Staff recommends the Board give authority to either obtain sealed bids or to seek out an existing federal or state contract that has already been competitively bid and approved by the Commonwealth of Virginia procurement procedures for the replacement of the landfill's track hoe at an estimated cost of $200,000. P72 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: AGENDA TITLE: 1 10 -07 -13 Expenditure Refunds- Requires a motion and a 10 -day ACTION: layover Yes SUBJECT/PROPOSAL/REOUEST• CONSENT AGENDA: ACTION: Budget Amendment for expenditure refunds STAFF CONTACT(S): Hawker, VanDerHvde BACKGROUND: ATTACHMENTS: Yes ITEM NUMBER: 12 INFORMATION: INFORMATION: REVIEWED BY: 1 W DISCUSSION: Attached is a list of expenditure refunds for the month of September 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), $60.00 to Sheriff -Parts (100-4-031200-6030), $757.12 to Jail- Extradition (100-4-033100- 5550), $2,551.00 to E911- Telephone (100 -4- 035500 - 5230), $15,487.80 to WIA -Other Operating (251 -4- 353853- 6014), $145,000 to Economic Development Fund - Industrial Incentives (325 -4- 081500- 8222), $78,000 to Landfill- Capital Outlay Equipment (520 -4- 094120 - 8102). THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER. P73 Finance Department P.O. Box 426 Chatham, Virginia 24531 PITTSYLVANIA COUNTY VIRGINIA Phone (434) 432 -7740 Fax (434) 432 -7746 Gretna /Hurt (434) 656 -6211 Bachelors Hall/Whitmell (434) 797 -9550 MEMO TO: Otis S. Hawker, Interim County Administrator FROM: Kim Van Der Hyde Finance Director SUBJECT: September Expenditure Refunds DATE: October 3, 2013 The list below shows all expenditure refunds that were sent to the Finance Department during the month of September. 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 Insurance Restitution 100 -4- 033100 -5550 Extradition 100 -4- 035500 -5230 251 -4- 353160 -5420 E911- Telehpone Intrado Reimbursement WIA -Rent Reimbursement (251 -3- 000000 - 150201) 325 -4- 081500 -8222 Economic Development Fund Reimbursement 520 -4- 094120 -8102 Landfill - Capital Outlay Equip Insurance Reimbursement 60.00 757.12 2,551.00 15,487.80 145,000.00 78,000.00 TOTAL SEPTEMBER EXPENDITURE REFUNDS $242,055.59 P74 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Trunk or Treat Donation Appropriation- Requires a Roll Call Vote. SUBJECT/PROPOSAL/REOUEST: Appropriation of donations made for the Trunk or Treat Event sponsored by the Sheriffs Office STAFF CONTACT(S): AGENDA DATE: 10 -07 -13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No REVIEWED BY: ITEM NUMBER: 13 INFORMATION: INFORMATION: BACKGROUND: Sheriff Mike Taylor has initiated a drive to solicit donations from businesses for the annual Trunk or Treat Event sponsored by the Sheriffs Office. This year's event will be held on Saturday, October 26, 2013 and will provide a safe alternative to the traditional trick or treat festivities of Halloween. DISCUSSION: The Sheriff's Department has collected a total of $2,080 for this year's Trunk or Treat Event. These funds need to be appropriated to line item 100 -4- 031200 -5878 to cover expenses that will be incurred for this event. RECOMMENDATION• Staff recommends that the Board amend the Sheriff's Office 2013 -2014 budget and appropriate $2,080 to line item 100-4-031200-5878. THIS ITEM REQUIRES A ROLL CALL VOTE. P75 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: K -9 Donation Appropriation- Requires a Roll Call Vote. SUBJECT/PROPOSAL/REOUEST: Appropriation of donations made for the K -9 Fall Virginia Police Work Dog Association (VPWDA) Workshop sponsored by the Sheriff's Office STAFF CONTACT(S): AGENDA DATE: 10 -07 -13 ACTION: Yes ITEM NUMBER: 14 INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: No REVIEWED BY: BACKGROUND: Sheriff Mike Taylor has initiated a drive to solicit donations from businesses and individuals to fund the fall Virginia Police Work Dog Association (VPWDA) Workshop sponsored by the Sheriff's Office. DISCUSSION: The Sheriff's Department collected a total of $3,795 for the fall VPWDA workshop. These funds need to be appropriated to line item 100 -4- 031200 -60451 to cover expenses incurred for this event. RECOMMENDATION: Staff recommends that the Board amend the Sheriff's Office 2013 -2014 budget and appropriate $3,795 to line item 100-4-031200-6045 1. THIS ITEM REQUIRES A ROLL CALL VOTE. P76 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Virginia Local Disability Program Opt Out Resolution 1 10 -07 -13 SUBJECUPROPOSAL EOUEST• I ACTION: Yes ITEM NUMBER: 15 INFORMATION, Approval by the Board of Supervisors to Opt Out of CONSENT AGENDA: the Virginia Local Disability Program (VLDP) ACTION: provided by the Virginia Retirement System (VRS) INFORMATION: STAFF CONTACT(S): ATTACHMENTS: Yes BACKGROUND: In FY 2012, the General Assembly created the Virginia Local Disability Program (VLDP) for political subdivision and school division employees who will be covered under the VRS Hybrid Retirement Plan effective January 1, 2014. The new plan combines Defined Benefit/Defined Contributions, which allows employees to choose how they wish to invest their defined contribution amounts. One major difference in the new plan is that the Hybrid plan does not allow for disability retirement. Participation in VLDP by political subdivisions and school divisions is automatic unless Pittsylvania County decides to opt out and provide a comparable employer -paid disability program effective January 1, 2014. DISCUSSION: After researching various options, meeting with VRS representatives and discussing the matter with othe, local officials, we are recommending that Pittsylvania County opt -out of the VLDP from VRS and adopt the comparable plan offered through VACoRP (Virginia Association of Counties Self - Insurance Risk Poop and Standard Insurance Company. The proposed rate structure is similar to VLDP with combined rates for the administration of the Short Term Disability program on an Advice to Pay basis and a fully insured Long Term Disability program. The VLDP (VRS) rate for political subdivision employees is .91 percent of Hybrid Retirement Plan covered payroll and is only guaranteed through June 30, 2014 whereas the Standard rate is .79 per Hybrid Retirement Plan covered payroll through December 31, 2016. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the attached resolution to Opt out of the Virginia Retirement System (VRS) for VLDP and approve the comparable plan provided by VACORP and Standard Insurance Company. The Board also needs to authorize the Interim County Administrator to sign the resolution and the VACORP agreement on behalf of the Board. P77 Vitt .qpibanta Countp Joarb of 6uperbiam RESOLUTION 2013 -10 -03 Irrevocable Election Not to Participate in Virginia Local Disability Program WHEREAS, by enacting Chapter 11.1 of Title 51.1 of the Code of Virginia, the Virginia General Assembly has established the Virginia Local Disability Program ( "VLDP ") for the payment of short-term and long -term disability benefits for certain participants in the hybrid retirement program described in the Virginia Code § 51.1 -169; and WHEREAS, for purposes of VLDP administration, an employer with VLDP - eligible employees may make an irrevocable election on or before November 1, 2013, requesting that its eligible employees not participate in VLDP as of the VLDP effective date of January 1, 2014, because it has or will establish, and continue to maintain, comparable employer -paid disability coverage for such employees that meets or exceeds the coverage set out in Chapter 11.1 of Title 51.1 of the Code of Virginia, with the exception of long term care coverage, by January 1, 2014; and WHEREAS, it is the intent of Pittsylvania County, 55171, to make this irrevocable election to request that its eligible employees not participate in VLDP; NOW, THEREFORE, IT IS HEREBY RESOLVED that Pittsylvania County irrevocably elects not to participate in VLDP because it has or will establish, and continue to maintain comparable employer -paid disability coverage for such employees; and it is further RESOLVED that, as an integral part of making this irrevocable election, Pittsylvania County certifies that it has or will establish, and continue to maintain, comparable employer -paid disability coverage for such employees. Adopted in Pittsylvania County, Virginia this 7d' day of October, 2013. Otis S. Hawker Authorized Signature P78 Interim County Administrator Title Virginia Association of Counties Risk Pool (VACoRP) Standard Insurance Company Disability Program Participation Agreement This agreement is entered into by the Virginia Association of Counties Group Self- Insurance Risk Pool (VACoRP), as Program Sponsor for short term disability (STD) benefits and long term disability (LTD) insurance coverage and Pittsylvania County (Group), a public entity. Whereas, VACoRP has contracted with Standard Insurance Company (Standard) to provide administrative services for an employer- funded STD program and to serve as the insurer for a fully- insured LTD group insurance policy (collectively "Disability Program ") for local public entities, which is an employer paid program comparable to the Virginia Local Disability Program (VLDP) and meets the requirements under 51.1 -1150 et seq. of the Virginia Code. Whereas Group desires to participate in the VACoRP Sponsored Disability Program, and requests participation under the Disability Program. The parties agree and understand the following: t.The effective date for the Disability Program will be January 1, 2014. 2.The effective date for a Group participating in the Disability Program is the later of January 1, 2014, or the first day of a calendar month after a signed Participation Agreement is received by Standard. VACoRP agrees: 1. To serve as the Sponsor for the Disability Program. 2. To determine whether a group is eligible for participation in the Disability Program, and to remit a signed Participation Agree- ment to Standard. 3. To provide participating Group's access to the following: • STD program document, and • LTD group insurance policy, and • LTD group insurance certificate 4. To send monthly reminders to the Group requesting payroll activity of participants in the Disability Program and to reasonably ensure that payroll information is current and accurate. 5. To collect applicable fees and premium from the Group and remit to Standard. 6. To advise the Group regarding all amendments or modifications to the Program at least 60 days prior to the proposed effec- tive date of the change. 7. To advise the Group regarding all changes in fees at least 60 days prior to the effective date of the change. 8. To provide notice to the Group of VACoRP's intent to terminate the agreement with Standard or receipt from Standard of its notice to terminate the agreement. The Group agrees: 1. That Standard will provide administrative services for STD program, as fully set forth in the Short Term Disability Program Administrative Services Agreement between Standard and VACoRP, and all subsequent amendments. The administrative services include but are not limited to making initial claims decisions to approve, deny or close claims for STD benefits, and, if requested, provide an independent review. 2. To be bound by all the terms of the STD Program, as fully set forth in the STD Program Document, as well as any and all subsequent amendments. 3. To be bound by all of the terms of the Long Term Group Disability Policy as well as any and all subsequent amendments. 4. That the Disability Program is a product of Standard and not of VACoRP. VACoRP is acting only as a Sponsor of the products. It is further understood that payment of all claims under the STD program is the responsibility of the Group and payment of any claims under the LTD group insurance policy is the responsibility of Standard. Under no circumstance is VACoRP responsible for payment of Disability Program benefits. 5. To make Disability Program coverage available to all present and future eligible employees. Group understands that each employee must meet all the requirements before insurance will become effective for that employee. 6. To provide promptly, upon request, the name of each employee covered, as well as information necessary to determine: • Salary information, • An employee's date of hire, • The effective date of the insurance, and • The premium to be charged. S11035 %49379 Page 1 of 2 P79 (9/13) 7. To provide eligible employees access to the STD program document and the LTD group insurance certificate. 8. Not to distribute material about Standard unrelated to the services provided without Standard's prior written consent. 9. To furnish to Standard any information reasonably required by Standard to carry out its functions under the Disability Program. 10. To remit any applicable fees and premium due under the Disability Program to VACoRP on or before each due date. 11. To promptly pay benefits according to the terms of the STD Program. 12. That Standard may change premium rates or fees when a change in law or governmental regulation affects Standard's obliga- tions under the STD Program and the amounts payable or the underwriting risk changes by 25% or more for the LTD group insurance policy. 13. That the Disability Program is not a substitute for coverage under a workers' compensation law and does not relieve the Group of any obligation to provide such coverage. 14. That the Pension Contribution Benefit (PCB) is a feature of the LTD group policy and that the PCB will be paid to the Group for remittance to the Virginia Retirement System (VRS). It will be the Group's responsibility to ensure that an employer con- tribution is properly made to VRS. Note: Group should consult with its own legal counsel to ensure that it meets its compliance obligations under Virginia Code §51.1- 1131.1 (for example, an employer and its counsel may determine it has an obligation to make an employer contribution to VRS for a period prior to a claimant's actual receipt of Social Security Disability benefits). 15. That Group may terminate its participation in the Disability Program at any time by giving written notice to Standard, with a copy to VACoRP and that termination will be effective on the date stated in the notice or the date the notice is received by Standard, whichever is later. 16. That Standard may terminate a Group's participation under the Disability Program for nonpayment of premium as provided under the LTD Group insurance policy and for nonpayment of STD Program fees that remain unpaid 30 days after notice has been provided to the Group. 17. That it is the responsibility of the Group to comply with the terms of the federal, state and local laws and regulations which govern employment relationship and the provision of fringe benefits to employees. The Group agrees that it alone is respon- sible for any and all liability that may arise because of the Group's failure to comply with such laws. SIGNATURE Group (subdivision) Information Full Legal Name (please print): Pittsylvania County Board of Supervisors Phone Number: 434.432 -7710 Address: P.O. Box 426/1 Center Street City: Chatham State: VA Tip: 24531 Include Lifetime Security Benefit ?' Yes ❑ No ❑ Authorized Representative of Group Printed Name: Otis S. Hawker Signature: Title: Interim County Administrator Date: VACoRP Representative Christopher J. Carey, Administrator Date: The Lifetime Security Benefit extends the Long Term Disability Benefit for the life of the insured and is available only if the Group chooses this option. SI 10359-649379 Page 2 of 2 P80 (9/13) PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Regional Alliance for Substance Abuse Prevention ( RASAP) Grant — Requires a Roll Call Vote SUBJECT/PROPOSAL/REQUEST: Appropriation of RASAP grant funds received by the Sheriff's Office STAFF CONTACT(S): Hawker, Van Der Hvde BACKGROUND: AGENDA DATE: 10 -07 -13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes I9 ITEM NUMBER: 16 INFORMATION: INFORMATION: DISCUSSION: The Sheriff's Office recently received grant funding in the amount of $2,500 through the Regional Alliance for Substance Abuse Prevention ( RASAP) to be used to address substance abuse problems in Pittsylvania County. The attached letter from Mike Taylor outlines how the department will utilize these grant funds in the County. Staff recommends that the Board of Supervisors approve an appropriation of $2,500 to the RASAP Grant. Requires a Roll Call Vote. PS1 SpERIFF • w'. 0 b ie V VA 911,!1 COVr " NichaetW.7ayCor Sheriff The Office of the Sheriff Pittsylvania county Phone (434) 432.7800 or (434) 656 -6211 FUX (434) 432-7823 Emad- ycsoppittgov.org Website - Vn vyittsyfvaniasherfforg September 27, 2013 Ms. Amanda Oakes Regional Alliance for Substance Abuse Prevention (RASA_p) 245 Hairston Street Danville, VA 24540 Re: Grant Funding. Opportunity Dear Amanda: arredlf '.i, Q' ea ", P.O Box407 Chatham, IA 24531 Thank you for creating the grant finding opportunity in the amount of $2,500 through the Regional Alliance for Substance Abuse Prevention (RASAP) to be used to address substance abuse problems in Pittsylvania County. It will be our intention to expend $500 for the purpose of attempting to purchase alcohol products from various businesses suspecting of selling alcohol products to underage persons. The funds would be used to pay a wage to the cooperating subject(s) and for the cost of the alcohol purchased; $2,000 would be used for the purpose of performing additional sobriety check points in Pittsylvania County. We look forward in working together on this matter of mutual importance. With kindest regards I remain, Michael W. "I Sheriff Cc: Donald Motley, Captain Tommy Nicholson, Captain Linda Mills, Grants Administration Kim Van Der Hyde, Director of Finance mvr /sc P82 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Resolution for Community Development (CDBG) 10 -07 -2013 Funds — Project Tire ACTION: SUBJECT/PROPOSAL/REQUEST: Yes Resolution of Support for CDBG Application CONSENT AGENDA: STAFF CONTACT(S): ACTION: Otis S. Hawker Gregory L. Sides ATTACHMENTS: Yes ITEM NUMBER: 17 INFORMATION: INFORMATION: BACKGROUND: Pittsylvania County, working with the City of Danville through the Regional Industrial Facilities Authority (RIFA), is working with an industrial prospect (Project Tire) 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 estimated total project cost is $863,691. The maximum funding available through the CDBG program is $700,000. The remaining amount of approximately $163,691 is a local responsibility and these funds have been encumbered in the County's Economic Development Fund balance. DISCUSSION: Two Public Hearings have been held for this Economic Development project. An application has been completed. The attached Project Overview sheet, which summarizes the pertinent facts of the project, was available at the Public Hearings and available for review in the County Administration building. There were no attendees at either Public Hearing and we received no public comments. An application for CDBG funding to the Virginia Department of Housing and Community Development requires a Resolution of support and authorization from the local governing body. RECOMMENDATION: Staff recommends the Board of Supervisors approve the attached Resolution 2013- 10 -01. P83 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION AUTHORIZING SUBMISSION OF AN APPLICATION FOR PROJECT TIRE TO THE VIRGINIA DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT FOR A VIRGINIA COMMUNITY DEVELOPMENT BLOCK GRANT IN THE COMMUNITY ECONOMIC DEVELOPMENT GRANT FUND PROGRAM FOR PITTSYLVANIA COUNTY, VIRGINIA RESOLUTION 2013 -10 -01 At the regular meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom in Chatham, Virginia on October 7, 2013, the following resolution was presented and adopted. WHEREAS, Project Tire will locate in the Cane Creek Centre industrial park in Pittsylvania County, Virginia; and WHEREAS, Project Tire will spend $16,298,000 in private funds on capital investments for this project, creating additional tax base for Pittsylvania County and improving the economic vitality of the entire region; and WHEREAS, Project Tire will create 111 new jobs in the Cane Creek Centre within a three year period, with 52 percent of the individuals employed to be low and moderate income persons; and WHEREAS, Pittsylvania County will have to make off -site utility system improvements in order to meet the utility demands of the project and induce the private company to locate in Pittsylvania County; then BE IT HEREBY RESOLVED, that the Board of Supervisors of Pittsylvania County, pursuant to two properly advertised public hearings, supports an application for $700,000 of Virginia Community Development Block Grant funds for an off -site economic development project known as Project Tire, to be located in Cane Creek Centre in Pittsylvania County; and agrees that this project is consistent with the Comprehensive Plan of Pittsylvania County; and BE IT FURTHER RESOLVED, that the Board of Supervisors of Pittsylvania County authorizes the County Administrator to review, approve and sign the application and supporting documents for the submission of this Virginia Community Development Block Grant application. Given under my hand this 7th day of October, 2013. James Snead, Chairman Pittsylvania County Board of Supervisors Otis S. Hawker, Interim County Administrator and Clerk Pittsylvania County Board of Supervisors P84 Project Overview Project Name: Project Tire Pittsylvania County, in conjunction with the City of Danville, is working with a tire and rubber recycling company that wishes to locate to the region. The county is seeking funds to extend utilities to a 20 -acre site located in Cane Creek Centre where this company plans to construct a 40,000- 45,000 square foot building to house its operation. Project Tire will result in the creation of 111 jobs with an average pay of $38,000 and a capital investment of $16,298,000. This investment will occur within a thirty -six month period. Pittsylvania County competed with the states of New Jersey and Georgia for this project. Site: Adjacent to Lot 11A, Crane Creek Centre Jobs: I I I (new). Private Investment: $16,298,000 Purpose: To install water and sewer lines to accommodate the location of Project Tire Sewer: Currently the site chosen for EcoTech is not served by any sanitary sewer system. Installing a new gravity sewer along Cane creek is the most cost efficient way to provide sewer service in order for the business to operate. The sewer system upgrade will require 1485 LF of 6" Gravity Sewer Pipe (PVC), 1612 LF of 8" Gravity Sewer Pipe (PVC) and 250 LF of 8" Gravity Sewer Pipe (DIP) Water: The existing water service to Lot 11A on the site is a 2" line that is insufficient for use by an industry, Lot 11 B on the site has no water service available. New water service is necessary for EcoTech to operate. The water system upgrade will require 4800 LF of 12" Waterline Pipe. Source of Funding: Department of Housing and Community Development Proposed Grant Amount: $700,000 Estimated Project Cost: $863,691 Local Match: $163,691 (including engineering and inspection) Applicant: Pittsylvania County (CDBG Eligible Community) Proposed Services by Joyce French, The French Connection: An open submission economic development application will be prepared and submitted to the Department of Housing and Community Development by September 30, 2013 for the proposed funding. P85 PITTSYLVANIA COUNTY EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Appropriation for Training — Pittsylvania County 10 -07 -2013 Board of Zoning Appeals ACTION: SUBJECT/PROPOSAL/REQUEST: YES Updates and Refresher Training on Zoning in Virginia for Board of Zoning Appeals, Planning Commission CONSENT AGENDA: and the Board of Supervisors ACTION: INFORMATION: STAFF CONTACT(S): ATTACHMENTS: Mr. Hawker Yes Mr. Sides I uc17TW1x7T.T nV. BACKGROUND: ITEM NUMBER: 18 INFORMATION: The Pittsylvania County Board of Zoning Appeals has requested a training session about new zoning policies and zoning related Code of Virginia changes. This update on policies and law would be beneficial for all parties involved in planning and zoning including the Board of Zoning Appeals, Planning Commission and the Board of Supervisors. DISCUSSION: Attached is a letter from Mr. Odic Shelton, Director of Code Compliance, concerning his discussions with Mike Chandler, an experienced expert on zoning in Virginia. The training would be open to the Board of Zoning Appeals, the Planning Commission and the Board of Supervisors, and would take place on November 21, 2013. Total cost is expected to be less than $1,000.00. There are no training funds available in the current budget for the Board of Zoning Appeals or the Planning Commission. RECOMMENDATION: Staff recommends that the Board consider funding this joint training program through the Board of Supervisor's Regular Operating Budget in the amount of actual incurred cost, but no more than $1,000.00. A review of the budget with the County's Finance Director determined that funds are available. P86 PITTSYLVANIA COUNTY VIRGINIA SYL�9 Gregory L. Sides Assistant County Administrator p c 1 Center Street, Chatham, Virginia Planning & Development .a 0 4 Phone (434) 432-0974 G 4 a Fax (434) 432 -7714 P.O. Box 426 d �r. O ,y Website: W W.uittgov org Chatham, Virginia 24531 Y greg.sides @pittgov.org p, /767 , a Memorandum To: Otis S. Hawker, Interim County Administrator From: Gregory L. Sides, Assistant County Administrator for/ %e Planning and Development c/ Date: Friday, September 20, 2013 Subject: Funding for Work/Training Session Mr. Shelton has received a request from the Pittsylvania County Board of Zoning Appeals requesting a work/training session for an overview of zoning principles and any recent changes in the Code of Virginia relating to zoning. It is expected that this training information would also be useful and of interest to the Planning Commission and the Board of Supervisors. Mr. Shelton has made preliminary arrangements for a speaker and set a date of November 21, 2013 from 6:00pm to 9:00pm. It is expected that the total cost will be less than $1,000.00. The Board of Zoning Appeals and the Planning Commission do not have funds available in their current budgets for this training. I would like for you to take the action necessary to see if funding for this beneficial training can be arranged. Let me know if I can be of assistance. GLS/kp Attachment P87 PITTSYLVANIA COUNTY VIRGINIA S L t hf Department of Code Compliance 7 Phone Numbers: P.O. Drawer D o o Inspections (434) 4324755 Chatham, Virginia 24531 v C Zoning (434) 432 -7751 O ,y Fax (434) 432 -7919 Odic H. Shelton, Jr., Director 0 1761 / Gretna /Hurt(434)656 -6211 MEMORANDUM TO: Greg Sides, Assistant County Administrator FROM: Odle H. Shes,lton, Jr., Director of Code Compliance DATE: September 9, 2013 SUBJECT: Work/Training Session for Board of Zoning Appeals Members The Board of Zoning Appeals met on Tuesday, August 13, 2013, and requested a work/training session with Mike Chandler. After discussion of various days Mr. Chandler could conduct the session, and with Tuesday nights reserved for board meetings and Wednesday nights reserved for church services, it was decided a Thursday night would be the best choice. Mr. Chandler has Thursday, November 21, 2013, available at this time. The session would be held from 6:00 p.m. until 9:00 p.m. This session would be a good training session for the Planning Commission members, the Board of Zoning Appeals members, and any Board of Supervisors members that would be interested in attending. The topics of discussion would be any new zoning code changes and any Code of Virginia changes. The fee is approximately $ 500.00 to $ 600.00, which includes preparation, traveling from Richmond to Chatham and back and a three (3) hour presentation. With addition of the cost of food, the total cost would be less than $ 1,000.00, depending on how many board members and staff members plan to attend the meeting. In order to proceed and schedule this, the Board of Supervisors will need to approve the necessary funds to allow this training session to take place. Should you have any questions, please contact me. OHS,Jr./khb C: Board of Zoning Appeals Members William D. Sleeper, County Administrator Otis Hawker, Assistant County Administrator J. Vaden Hunt, County Attorney P88 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Change Order No. I -Moses Building Stand -by Generator Installation — Request for Reconsideration from Dewberry Engineers, Inc. SUBJECT/PROPOSAUREOUEST Request for Reconsideration STAFF CONTACTM: Otis Hawker BACKGROUND: AGENDA DATE: 10/07/13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS, Yes ITEM NUMBER, 19 INFORMATION: INFORMATION: The Board of Supervisors had requested the County Administrator send a letter to Dewberry Engineers, Inc. with concerns about a Change Order for the Moses Building Stand -by Generator Installation. (See attached letter). DISCUSSION: Dewberry Engineers, Inc. responded in the letter to the Interim County Administrator dated September 23, 2013 requesting that the Board of Supervisors reconsider their position on Change Order No. 1 for the Moses Building Stand -by Generator Installation. (See attached letter and change order). RECOMMENDATION: Staff submits this request from Dewberry Engineers, Inc. for their review and consideration. P89 PITTSYLVANIA COUNTY VIRGINIA William D. Sleeper County Administrator P.O. Box 426 Chatham, Virginia 24531 dan.sleeper @pittgov.otg August 23, 2013 Mr. Brian K. Bradner, PE, CPECS Associate Vice President Dewberry Engineering, Inc. 551 Piney Forest Danville, VA 24543 -1509 1 Center Street, Chatham, Virginia Phone (434) 432 -7710 Fax (434) 432 -7714 Website: yvwW n11IPO�.org Re: Moses Building Stand -By Generator Installation -- Change Order No. 1 Dear Mr. Bradner: This is to notify you that at their adjourned meeting on August 20, 2013, the Pittsylvania County Board of Supervisors voted to request the engineer and contractor to share the cost in the change order necessary for the generator connector to the Dominion Power. The Board of Supervisors felt this change order was uncalled for and should have been reviewed and for proper installation instructions be developed by Dewberry and by Elliot Electric. Therefore, I am requesting Dewberry, as engineers for the project, and Elliot Electric of Danville, to reimburse the cost of this change order with the Pittsylvania County Board of Supervisors due to the neglects of having full connections and instructions approved by the utility supplier. Your attention in this matter is greatly appreciated. Cc: Honorable Members of the Pittsylvania County Board of Supervisors J. Vaden Hunt, Esq., County Attorney Otis S. Hawker, Assistant County Administrator Greg L. Sides, Assistant County Administrator P90 Sincere, , / - Cffll2a'f - iGC�F,,r'-1 William D. Sleeper / County Administrator W DS /rf Cc: Honorable Members of the Pittsylvania County Board of Supervisors J. Vaden Hunt, Esq., County Attorney Otis S. Hawker, Assistant County Administrator Greg L. Sides, Assistant County Administrator P90 V Dewberry Dewberry Engineers Inc. 551 Piney Forest Road Danville, VA 24540 -3353 434.797.4497 434.797.4341 fax www.dewberry.com September 23, 2013 Mr. Otis Hawker Interim County Administrator Pittsylvania County One Center Street Chatham, VA 24531 Re: Moses Building Stand -By Generator Installation Change Order No. 1 Dear Mr. Hawker: We are in receipt of your letter dated August 23, 2013 concerning Change Order No. 1 and offer the following response: Dewberry Engineers Inc.'s (Dewberry) Scope of Services for this project included preparation of construction documents and limited construction administration services as described in our proposal dated 01/14/13 for the design of a new generator to serve the entire Moses Building. While preparing the construction documents, Dewberry visited the site and coordinated with Pittsylvania County officials. Electric service to the Moses Building is provided through a utility transformer located behind the building with underground service to an existing CT cabinet on the exterior of the building. It was Dewberry's and the County's understanding that this was a typical electrical service setup and that the service line was owned by the electric service provider, Dominion Power. To serve the new generator, the County requested this existing electric service line be intercepted and a new secondary service line be installed from the existing transformer to a new C.T. cabinet. The Contract Documents clearly indicate that Dominion Power would install this new secondary service line and the costs associated with this installation were to be billed directly from Dominion Power to Pittsylvania County and paid by Pittsylvania County. During the course of the work, Elliott Electric Services, Inc. (Contractor) discovered that the existing line was copper and not aluminum (Dominion's standard) and was a different size than Dominion uses. Based upon this information Dominion determined that this line was owned by the County. Because the County owns this existing secondary cable from the transformer to the existing C.T. cabinet Dominion stated they would not install the new secondary service for the generator. The Contractor was then asked to provide a price to install the secondary cable from the transformer to the new C.T. cabinet. This work was not included in the Contractor's original contract with Pittsylvania County. Dewberry reviewed the proposed cost and determined the costs were appropriate for the extra work being requested. In either case, there is a cost associated with the installation of the secondary cable that was to be paid by Pittsylvania County. P91 Mr. Otis Hawker September 23, 2013 Page 2 In addition, Dominion indicated that they will not allow the primary and secondary conduits to enter and exit the CT cabinet on the same side. This entry/exit on the same side of the CT cabinet is a normal install for most power companies and is not a code related issue but simply a requirement from Dominion Power. The Contractor did not have to rework anything required by the contract documents to accomplish adding the rain tight gutter. We place a huge value on our relationship with Pittsylvania County and hope you agree we have not cost the County any additional money due to the discoveries made during construction and Dominion's requests. In addition, due to limited funding, our original proposal did not include the design of a screen wall around the generator. During the design of the generator the County requested the addition of an 8' -0" high masonry screen wall (Sheet 51.01) to the project to be bid as an add alternate. The bid cost of the wall was $21,500. We completed this additional service for no additional fee ($2,000 value). Therefore, based on the above information, we respectfully request the County reconsider their request that Dewberry and the Contractor reimburse the County for the costs associated with Change Order #1. Please call if you have any questions. Very truly yours, Dewberry Engineers Inc. dL l)GkC R. Alan Burchette, AIA Senior Associate Architectural Department Manager 6k I K - da-- Brian K. Bradner, PE Associate Vice President Office Manager RAB /chn O: \50058082 \Adm \Correspondence \Letters \2013.09.23 Response Letter.docx 9 Dewberry P92 #AIA Document G701` - 2001 Change Order PROJECT (,Name and addrevs): Pittsylvania County Moses Building Stanby Generator Installation TO CONTRACTOR (:Name and address): Ellioll Electric Services. Inc. 604 Wilson Street Danville. VA 24541 CHANGE ORDER NUMBER: 001 DATE: August 7. 2013 ARCHITECT'S PROJECT NUMBER: N/A CONTRACT DATE: April 5, 2013 CONTRACT FOR: General Construction OWNER: N ARCHITECT: CONTRACTOR: FIELD: ❑ OTHER: ❑ THE CONTRACT IS CHANGED AS FOLLOWS: (Include, where applicable, may urxlispraed ammaa auribetable to previowly e.Teaxrted Carotraciion C'lwnge Directives/ Dominion Power Company is requiring changes to the c nttract documents. See attached letter knot Elliott Electric Services Inc. dated August 7, 2013. I'hc original Contract Sam was S 119.080.00 I Ill' Del change by previously authorized Change Ordurs f 0,00 The Contract Sum prior to this Change Order was S -119,08055 T he Contract Sum will be increased by this Change Order in the amount of .00 $ 4,350 The new Contract Sum including this Change Order will be $ 123 350 W The Contract lime will be increased by Zen (0) days. The date of Substantial Completion as of the date of this Change Order therefore is August S. 201 NOTE: This Change Order does not include changes in the Contract Surer Contract Time or Guaranteed Maximum Price which have been authorized Ify Construction Change Directive until the Lost and time have been agreed upon by both the Owner and Contractor. in which case a Change Order is executed to supersede the Construction Change Directive. NOT VALID UNTIL SIGNED BY THE ARCHITECT, CONTRACTOR AND OWNER Dewbem Engineers Inc. Elliott Electric Senices. Inc. PillsYlyania C'ounta Board of Supervisors ARCHITECT (Firm name/ CONTRACTOR /Finn name / OWNER (Ffrm name) 551 Pincy Forest Road 6114 Wils o Street One Center Str -1 ADaanville, VA 24540 Dan 'i( A 24541 Chatham. V 24531 k/ DR RE t ADDRES r Or /Signaamel BY i It el CIT Oignanere,I R. Alan Burchme JefTShelton Dan Sleeper (7yped i anill (Typed name) typped name) DATE DATE DATE AIA Document G701 er - 2001. Cupynght 0 1870. 1887, 2000 and 2001 by The Amem an Imutule of Archnece<. All rights reserved. WARNING: This AM Document Is protected by VS. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA' Document, or any portion of it, may result in Severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. Tte3 dmumentwes produced by AIA software at 08:02:25 on 08/0812013 under Order No 1500561608_1 whwh expires on 071012014, and is not for resale. Ussr Notes: (1285350378) P93 Elliott Electric, Inc. LLIOTT LECTRIC ► INC i SINCE 1946 TO: Alan Burchette ATTN: Dewberry and Davis FROM: Jeff Shelton DATE: August 7, 2013 RE: Dominion Power changes. Change Order Elliott Electric is pleased to provide pricing for the above referenced project. Clarifications are listed below: Our quote includes: • Dominion Power will not accept the CT cabinet as per the drawings. They advise that the secondary and primary conduits cannot enter from the same side. Furnish and install a rain tight gutter, nipples and fittings. • 17 hrs x $34.84 = $592.21 • Materials - $443.72 + $23.52 taxes + $66.55 OH &P = $533.79 • $1,126.00 • Also from this meeting, Dominion representative Diane Welling, stated the utility would NOT be providing the wire as shown on E1.01. She also stated we had to provide the lugs for the wire too. Furnish and install 350 mcm type -USE wire and (12) lugs. • 34 hrs. x $34.84 = $1,184.56 • Materials - $1,782.28 + $94.86 taxes + $162.30 OH &P = $2,039.44 • $3,224.00 Thank you for the opportunity to quote your project. Please do not hesitate to call me with any questions you may have. Jeff Shelton 604 Wilson St., Danville, VA 24541 434/799 -3591 Fax 4341792 -5145 P94 Dewberry TRANSMITTAL Date: August 8, 2013 Project #: 50058082 Project Name: Pittsylvania County Moses Building Standby Generator IN t�l ��ttorr 0 _.� E Reference: hb6 To Mr. Otis Hawker The following: Pittsylvania County 0 Change Order One Center Street ❑ Copies Chatham, VA 24531 ❑ Reports We transmit: The following: ❑ As per your request 0 Change Order ❑ Under separate cover ❑ Copies ❑ By mail ❑ Reports ❑ By messenger ❑ Studies ® By FedEx ❑ Reproducible ❑ By overnight carrier ❑ Product literature ❑ Computations As requested by: As approved by: Copies: Date: Number: Description: 4 8 -7 -13 Change Order No. 1 Comments: Please sign and return two (2) copies to Dewberry. If enclosures are not as noted, please nosily us at once For: ® Your approval ❑ Your review and comment ❑ Your file /use ❑ Revision and submission ❑ Distribution As submitted for approval by: Signed: ,fJ /J A 1A, ^� R. Alan Burchette L a bu rc hette @dewberry. con, 434.549.5495 P95 Page 1 of t PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Change Order No. I -Ringgold East Industrial Park: 10/07/13 Graded Pads and Gas Line ACTION: Yes SUBJECT/PROPOSAL/REQUEST: Change Order CONSENT AGENDA: ACTION: STAFF CONTACT(S): Otis Hawker ATTACHMENTS: Yes BACKGROUND: ITEM NUMBER: 20 INFORMATION: INFORMATION: Haymes Brothers, Inc. is under contract with the Board of Supervisors for pad grading and a gas line extension at the Ringgold East Industrial Park for a contracted amount of $1,234,422.13. DISCUSSION: The County is in the final phase of closing out this project. Change Order No. 1 consists of adjusting unit costs; deductions and additions; and final adjustments come to a change order request in the amount of $15,162.90 in order to close out this contract. RECOMMENDATION: Staff recommends the Board of Supervisors approve Change Order No.] for the Ringgold East Industrial Park submitted by Haymes Brothers, Inc. in the amount of $15,162.90 in order to close out this project and authorize the Interim County Administrator to sign all necessary documentation. P96 Change Order No. 01 Date of Issuance: 9117/2013 Effective Date: 9/17/2013 Project: Ringgold East Industrial (Owner: Pittsylvania County Owner's Contract No.: 50049097 Park Contract: Graded Pads and Gas Line uontractor: Haymes Brothers, Inc. of Contract: 1/1/2013 Project No.: 50049097 The Contract Documents are modified as follows upon execution of this Change Order: Description: Contract price adjustment for rock removal and unsuitable soil bid quantities not needed for project Contract price adjustment for additional Erosion Control Measures completed Attachments (list documents supporting change): Haymes Brothers, Inc. Change Order Request #01 Haymes Brothers, Inc. Change Order Request #02 CHANGE IN CONTRACT PRICE: CHANGE IN CONTRACT TIMES: Original Contract Price: Original Contract Times: ❑ Working days ❑ Calendar days Substantial completion (days or date): $1 234.422.13 Ready for final payment (days or date): [Increase] [DecreaseJ from previously approved [Increase] [Decrease] from previously approved Change Orders Change Orders No. to No. _ No. to No. Substantial completion (days): $N /A Ready for final payment da ( ys): Contract Price prior to this Change Order: Contract Times prior to this Change Order: Substantial completion (days or date): $1,234.422.13 Ready for final payment (days or date): Increase of this Change Order: [Increase] [Decrease] of this Change Order: Substantial completion (days or date): $15 162.90 Ready for final payment (days or date): Contract Price incorporating this Change Order: Contract Times with all approved Change Orders: Substantial completion (days or date): $-1249 .585.03 Ready for final payment (days or date): By:.-4td'& 1( Nccc By: Engineer (Authorized Signature) Owner (Authorized Signature) Date: U - i / - I _ Date: Approved by Funding Agency (if applicable): � Contractor (Authorized Signature) Date: lzo Izo a3 Date: 1JCDC C-941 Change Order Prepared by the Engiocen Joint Contract Doc®ente Comrittee and endorsed by the Comtvction Spcafintlone rnttitute. Pfae 1 of 2 P97 Change Order Instructions A. GENERAL INFORMATION This document was developed to provide a uniform format for handling contract changes that affect Contract Price or Contract Times. Changes that have been initiated by a Work Change Directive must be incorporated into a subsequent Change Order if they affect Price or Times. Changes that affect Contract Price or Contract Times should be promptly covered by a Change Order. The practice of accumulating Change Orders to reduce the administrative burden may lead to unnecessary disputes. If Milestones have been listed in the Agreement, any effect of a Change Order thereon should be addressed. For supplemental instructions and minor changes not involving a change in the Contract Price or Contract Times, a Field Order should be used. B. COMPLETING THE CHANGE ORDER FORM Engineer normally initiates the form, including a description of the changes involved and attachments based upon documents and proposals submitted by Contractor, or requests from Owner, or both. Once Engineer has completed and signed the form, all copies should be sent to Owner or Contractor for approval, depending on whether the Change Order is a true order to the Contractor or the formalization of a negotiated agreement for a previously performed change. After approval by one contracting party, all copies should be sent to the other party for approval. Engineer should make distribution of executed copies after approval by both parties. If a change only applies to price or to times, cross out the part of the tabulation that does not apply. D,ICDC C•941 Chour order Prepared by the Eoeoeets Joint Content Documents Conwince and endorsed by the construction SpedfG bo z IntlWte. P9S rl-. Project: Rinexold East Industrial Park Pads & Gas Line To: Dewberry - Mr. Shawn Harden, PE. Re: Construction Closeout Credit CHANGE ORDER REQUEST (PROPOSAL) Change Order Request Number: 01 From (Contractor): Haymes Brothers, Inc. Date: 7/19/2013 Project Number: 129112 Contract For: RiMSold East Industrial Park Pads & Gas Line This Change Order Request (C.O.R.) contains an itemized quotation for changes in the Contract Sum or Contract Time in response to proposed modifications to the Contract Documents based on ❑ Proposal Request #/ ❑ Field Order #: Description of Proposed Change: Description Quantity Measure Unit Price Extension Unsuitable Material 6,961.70 CY $1.12 $7,987.10 Rock - Removal and Replacement 5,000 CY $1.12 $5,600.00 Total Change Order Request $13,587.10 Attached supporting information from: ® Subcontractor ❑ Supplier ❑ ❑ Reason for Change: Bid quantaties for the items detailed were not need and a Contract Credit is being provided in order to balance the Contract amount to $0. Does Proposed Change involve a change in Contract Sum? ❑ No ® Yes jlncreasel (Decreasel S I :1.58 7 I0 Does Proposed Change involve a change in Contract Time? ® No ❑ Yes [Increase] [Decrease] Attached pages: ❑ Proposal Worksheet Summary: ❑ Proposal Worksheet Detail(s): Signed by: q.--zS—Q0 Date: 7/19 /2013 Copies: ❑ Owner ❑ Consultants ❑ ❑ ❑ ❑ ❑File D Copyright 2007, Construction Specifications institute, Page I Form Version: July 1994 99 Canal Center Playa, Suite 300, Alexandria, VA 22314 This is not an official C51 CORStlUctiOn Contact Administration (CCA) Form. Please use CSrs official CCA Forms if required by your project needs. P99 Project: Ringgold East Industrial Park Pads & Gas Line To: Dewberry — Mr. Shawn Harden, P.E. Re: Additional Erosion Control CHANGE ORDER REQUEST (PROPOSAL) Change Order Request Numbs m From (Contractor): Haymes Brothel. Inc. Date: 9/4/2013 Project Number 129112 Contract For. Ringgold Ent Industrial Park Pads & Gas Line This Change Order Request (C.O.R.) contains an itemized oration for changes in the Contract Sum or Contract Time in response to Proposed modifications to the Contract Documents based on Lj Proposal Request p/ ❑ Field Order M Deseriptlon of Proposed Change: Attached supporting information from: ® Subcontractor ❑ Supplier ❑ ❑ Reason for Change: Additional Erosion Control Measures Completed Class I RipRap 423 Tons $ 50.00 $ 21,150.00 Geotextile Fabric 500 SY $ 2.00 $ 11000.00 Permanent Seeding 4 ACRE $ 1,650.00 $ 6,600.00 Change Order Total $ 28,750.00 Does Proposed Change involve a change in Contract Sum? ❑ No ® Yes jlucreme] [Decrease l S28,750.00 Does Proposed Change involve a change in Contract Time? ONO ❑ Yes [Increase] [Decrease) Attached pages: ❑ Proposal Worksheet Summary: ❑ Proposal Worksheet Detail(s): Signed by: 9 Date: 9/42013 Copies: ❑ Owner ❑ Consultants ❑ ❑ ❑ ❑ ❑ File O Copyright 2007, Construction Specifications Institute, 99 Canal Center PWe, Suite 300, Alexandria, VA 22314 Page 1 Form Version: July 1994 Ibis is not an official CSI Construction Contract Administration (CCA) Form Ptmw use CSrs official CCA Forms if required by your project needs, P100 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: TATE: 13 Bid Award — Stream Mitigation Credits Brosville Industrial Park SUBJECT/PROPOSAL/REQUEST: Award of Bid STAFF CONTACT(S), Otis Hawker, Greg Sides, Donna Meeks BACKGROUND: CONSENT AGENDA: ACTION: ATTACHMENTS, Yes REVIEWED BY: 0 ITEM NUMBER: 21 INFORMATION: INFORMATION• In engineering for the Brosville Industrial Park, the County had to obtain DEQ (Department of Environmental Quality) and COE (Corps of Engineers) permits. In order to obtain those permits it was required that we purchase 821 stream credits. DISCUSSION: An invitation to bid on 821 stream mitigation credits was issued and mailed on August 28, 2013. The invitation to bid was posted on the County's website, public notice board and advertised in the newspaper. Sealed bids were received until 2:00 p.m., on Friday, September 13, 2013. The County received three (3) bids. The apparent lowest responsive bidder is Banister Bend Mitigation Bank, Chatham, Virginia, with a bid of $310 per credit for a total bid of $254,510. Funds are budgeted in 325- 4.815535 Brosville Industrial Park — Develop Ready Sites (Tobacco Grant). There is a current balance of $1,693,269. A recent engineer's estimate is attached to document that the stream credit bid amount is within the estimated project budget. RECOMMENDATION: Staff recommends the Board of Supervisors award the bid to Banister Bend Mitigation Bank at a total cost of $254,510. P101 P102 J Q ^ N F N L F- O 1�- ' L ° U O O O O V) 0 W CC V Z _O a�l W W 000 0 N O O- ui Lr) N O m O n N O O r- 00 N H W CO � Q a H U. O CC O m Z O Q a W cn I M 00 J Q CC Q Z J J N H W = J J Q a m W U a Q m H O O O vmi O O � m � O O o0 �t Z Q > J > FO m O ~ m Y m C O ca V N O 00 00 a m m X O m O d a H F- / Z W m o -O N CO _ m l�D O I m a m N Q > co u ++ c M c Y m 2 no � N L ) u Ln3� m N < =_ m Y m >- 3 co U fl_ O 0 p aj v a O Ol N Q -o o > LL P102 Project Budget Estimate Brosville Industrial Park - Lot 9 - GRADING COST ESTIMATE ice.,...,,, 47 c --Ai ITEM DESCRIPTION QUANTITY UNITS UNIT PRICE BID PRICE 1 Mobilization 1 LS $100,000.00 $100,000.0( 2 Clearing & Grubbing 35 AC $2,500.00 $87,500.0( 3 Erosion & Sediment Control 1 LS $50,000.00 $50,000.0( 4 Earthwork (Cut to Fill) 340000 CY $2.50 $850,000.0( 5 Seeding &Site Restoration 1 LS $95,000.00 $95,000.00 Sub Total — LOT 9 GRADING I $1,182,500.00 3rosville Industrial Park - Lot 7 - GRADING COST ESTIMATE (Assuming done at same time) 1 Mobilization (Done with lot above) 1 LS $0.00 $0.0C 2 Clearing & Grubbing 5 AC $2,500.00 $12,500.00 3 Erosion & Sediment Control 1 LS $8,000.00 $8,OOO.00 4 Earthwork (Cut to Fill) 25000 CY $2.50 $62,500.00 5 Seeding & Site Restoration 1 LS $15,000.00 $15,000.00 Sub Total — LOT 7 GRADING (if done at same time) $98,000.00 Total - Both Lots - $1,280,500.00 Stream Credits $254,510.00 Engineering / Surveying / Project Management / Coneflower Survey $50,262.00 Soils Compaction Testing $20,000.00 Geotechnical Borings $5,000.00 TOTAL - $1,610,272.00 P103 APPOINTMENTS P104 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appointment — Pittsylvania County Planning Commission — Tunstall District SUBJECT/PROPOSAL/REQUEST: Re- appointment of Mr. Morris Stowe STAFF CONTACT(S): Otis S. Hawker AGENDA DATE: 10 -07 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 22 INFORMATION: INFORMATION: BACKGROUND: The Pittsylvania County Board of Supervisors makes political appointments to various committees, boards and commissions of Pittsylvania County. DISCUSSION: Board of Supervisors has requested before any nominations for appointments are made to any committees, boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the board meeting of the proposed candidate to be nominated for an appointment to that board, agency, committee, or commission. Mr. Morris Stowe currently sits as the Tunstall District's representative on the Pittsylvania County Planning Commission. Mr. Stowe's term will expire on November 1, 2013, prior to the next Planning Commission meeting and is eligible for re- appointment. The Honorable Tim R. Barber requests that Mr. Morris Stowe be re- appointed to the Pittsylvania County Planning Commission as the Tunstall representative for a four year term that will begin November 1, 2013 through October 31, 2017. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. ['105 PITTSYLVANIA COUNTY VIRGINIA )Irl-a Department of Code Compliance q, Phone Numbers: P.O. Drawer D p Inspections (434) 432 -7755 Chatham, Virginia 24531 ,a Zoning (434) 432 -7751 O Fax (434) 432 -7919 Odic H. Shelton, Jr., Director Gretna /Hun(434)656 -6211 r�F MEMORANDUM TO: William D. Sleeper, County Administrator FROM: Odic eH.H. Shelton, Jr., Director of Code Compliance /Zoning Administrator SUBJECT: Appointment of Planning Commission Member DATE: September 9, 2013 Please place the appointment of a Planning Commission member on the Board of Supervisors agenda for the meeting of November 4, 2013. This member will represent the Tunstall District. Morris Stowe's term will expire on December 4, 2013. The new tern will be from 2013 to 2017. Should you have any questions regarding this matter, please feel free to contact me at any time. OHS,Jr /khb C: Greg Sides, Assistant County Administrator Rebecca Flippen, Deputy Clerk Morris Stowe, Planning Commission Chairman P106 REPORTS FROM MEMBERS P107 REPORTS FROM LEGAL COUNSEL P108 REPORTS FROM INTERIM COUNTY ADMINISTRATOR P109 PITTSYLVANIA COUNTY VIRGINIA James E. Davis, ENP, Director 141' r9� Emergency ¢¢ Management & Communications o P.O. Box 426 a Chatham, Virginia 24531 w o Jim.davis @pittgov.org °' 1767 / OUT OF COUNTY AFTER - ACTION REPORT September 6, 2013 Phone (434) 432 -7920 Fax (434) 432 -7950 Gretna /Hurt (434) 656 -6211 TO: James E. Davis, ENP, Director of Emergency Management & Communications FROM: Terry Kelly, Deputy Coordinator of Emergency Management & Communications SUBJECT: 2013 Hazardous Materials Conference I attended the 2013 Hazardous Materials Conference in Virginia Beach on September 18 & 19�. I travelled to Virginia Beach on September 17� and attended the conference the 18ffi & 19+ . I attended the following seminars during the two days I was there: Wednesday Sept 18� 0830 - 1000 - "Fun with the Feds" Overview of Federal Agencies that may respond during a disaster and how they will work with local government. Wednesday Sept 18� 1300 — 1430 — "There's a Haz Mat in the House" Hazardous Materials found in the home. Wednesday Sept 18� 1500 —1630 — "The safe Approach to Railroad Incidents" How to approach incidents involving the Railroad, who and how to contact the proper parties. Safe work practices during Railroad incidents Thursday Sept 19f 0830 -1000 "Incidents, Accidents, and Malicious use of Radioactive Material" Review of actual incidents, how they were handled. Where radioactive materials may be found. How to recognize and detect radioactive materials Thursday Sept 19th 1030 — 1200 Case Study: "CSX Train derailment in Dickinson County" What happened and how each agency worked together to take care of the incident. Thursday Sept 19th 1400 — 1530 Case Study: "Train derailment in Paulsboro, NJ" What happened and how each agency worked together to take care of the incident and problems faced. I feel that things I learned during this training will greatly assist us in the event of any disaster that may occur in Pittsylvania County I returned on the 20�. Pilo VIRGINIA p Sy 9 e O AS+4 pit'sylVLiniaCVuntV J 116' ]'arks & R.fcrt�ttttur: / RGI�' ' Memorandum To: Otis S. Hawker, Interim County Administrator From: Mark Moore, Director of Parks & Recreation Date: September 26, 2013 Subject: Conference Summary Dear Mr, Hawker; FYi Mark D. Moore Director of Parks & Recreation P.O. Box 426 Chatham, Virginia 24531 mark.moorek pittgov org Telephone (434) 432 -7736 Fax (434) 432.7714 During September 7 -10, 2013, I attended the 59thAnnual Virginia Recreation and Park Society Conference in James City County, Virginia. Below is a list of the sessions I attended while at this conference. • Sportsmanship in Youth Leagues • Making Technology Work for Your Department • Professional Development • Keynote Speaker, Dr. John Crompton, Professor from Texas A &M in the Department of Recreation, Park & Tourism Services. Dr. Crompton spoke on "Where We have Been and Where We are Going in the Parks and Recreation Field ". • The Economic Benefits of Parks and Recreation (Dr. Crompton presenting.) • Effective Ways to Supervise Staff • ADA Standards for Parks and Recreation Managers MM/rf Cc: Honorable Members of the Pittsylvania County Board'of Supervisors Pill Administrative Office Toll -free for clients: 888 - 846.8527 P.O. Box 6200, 513 Church Street Lynchburg, Virginia 24505 -6200 (434) 528 -4722 (434) 528.3571 fax VIRGINIA LEGAL AID SOCIETY [�9 Michael R. Doucette, Esq. Board President, Lynchburg David B. Neumeyer, Esq. Executive Director Kate W. Sigler Director ofAdannistration PRESS RELEASE & MEDIA ADVISORY For Immediate Release: For More Information Contact: Rhonda Knight, Director of Development September 24, 2013 rhondakna vlas.org, 434 - 660 -4461 cell David Neumeyer, Esq., Executive Director davidn ,vlas.org;434- 238 -2222 cell Virginia Legal Aid Society office increases service Virginia Legal Aid Society (VLAS) is pleased to announce that capacity of the Danville service office to assist area residents has significantly increased with the addition of two attorneys. VLAS has welcomed back former VLAS attorney Hank Bostwick as Senior Attorney. This position was vacant for the last year due to funding cuts, and VLAS is pleased to restore the position. Bostwick brings a wealth of knowledge in special education law and was vital in the initial coordination and implementation of an outreach center for Henry County, Martinsville and Patrick residents at Christ Episcopal Church in Martinsville. Dana Tapper has also joined the Danville service office as UVA School of Law Robert F. Kennedy'51 Public Interest Fellow. Tapper recently graduated from the UVA School of Law and will work for VLAS for the next year. She has a special interest in child advocacy and won an award for her work earlier this year from Shutterfly. The award was presented as a surprise to Dana on the Ellen DeGeneres Show. While at UVA, Tapper volunteered her time working with children in the juvenile justice system. The Danville service office also holds managing attorney Greg Hairston and staff attorney Jeannise Galloway. The office serves the cities of Danville and Martinsville, and the counties of Pittsylvania, Henry and Patrick. For more information on VLAS services or to apply for help, callers should contact VLAS's intake system, LawLine, at 866 -LEGL -AID (866 - 534 - 5243). Virginia Legal Aid Society (VLAS) is a nonprofit law firm that provides legal information, advice and representation in civil cases to low- income individuals and families. Since 1977, VLAS has been the only institutional provider of such services in Central, Southside and Western Tidewater Virginia. VLAS attorneys and paralegals use legal skills to solve problems housing, access to health care, income and public benefits, family issues, consumer lending and assets. The VLAS mission is to resolve serious legal problems of low - income people, promote economic and family stability, reduce poverty through effective legal assistance, and to champion equal justice. NL LSC Offices in: Danville Farmville Lynchburg Suffolk Free legal advice and information at 1466- LeglAid (534 -5243) & legal information at www.VLAS.ore. P112 Central Virginia, Danville - Pittsylvania, Franklin- Southampton, Henry County & Martinsville and Prince Edward member agency 2 2 6 201 COMMONWEALTH ®f VIRGINIA DEPARTMENT OF TRANSPORTATION 4219 CAMPBELL AVENUE LYNCHBURG, VIRGINIA 24501 GREGORY A. WHIRLEY VDOTVirginia.gov COMMISSIONER September 23, 2013 Mr. Otis Hawker Acting County Administrator Post Office Box 426 Chatham, Virginia 24531 Subject: Six Year Plan Dear Mr. Hawker: I am writing in response to Dan Sleeper's letter, requesting that VDOT look at the possibility of improving some roads in addition to what was included on the Secondary Six Year Plan. The findings are summarized below: Rural Rustic Program: • Rose Street — This road may be paved under the Rural Rustic program if funding becomes available. If the Board decides to utilize available funding for this road, it will need to be added to the Six Year Plan. • Mercury Road — This road may be paved under the Rural Rustic program if funding becomes available. If the Board decides to utilize available funding for this road, it will need to be added to the Six Year Plan. • Cooksburg Road — This road may be paved under the Rural Rustic program if funding becomes available. If the Board decides to utilize available funding for this road, it will need to be added to the Six Year Plan. • Cedar Road — This road is already paved, and therefore, would not qualify for the Rural Rustic program. Rural Additions: • Henry Drive — In order to qualify as a Rural Addition under code section 33.1 -72.1, a road must have been opened to public use prior to July 1, 1992. We did not find any evidence that this road has ever been open to public use. It has always been a private road, and is platted as such. WE KEEP VIRGINIA MOVING P113 Mr. Otis Hawker September 23, 2013 Page Two In order to qualify under the CTB's Rural Addition Policy, there can be no speculative interests involved. This means that no two parcels on the road can be owned by the same person. Henry Drive does not meet this requirement either. Therefore, it cannot be taken into the system of state maintained highways under the CTB's Rural Addition Policy or under 33.1 -72.1. • Whitetail Avenue — This road was not constructed until after July ISM 1992, which was the cutoff date for a road to be able to qualify as a Rural Addition under code section 33.1 -72.1. This would also make it ineligible under the CTB's Rural Addition Policy. I look forward to discussing the proposed Rural Rustic projects during our fall workshop meeting on November 7`h. Please let me know if you have any questions or need any additional information at this time. Sincere y, Kenneth C. Martin VDOT - Halifax Residency Administrator P114 1. 2. 3. 4. JOINT WORK SESSION Of the PITTSYLVANIA COUNTY BOARD OF SUPERVISORS VIRGINIA DEPARTMENT OF TRANSPORTATION 6:30 PM THURDAY, NOVEMBER 7, 2013 V Cap-+-- Martin Building Main Conference Room 1 Center Street Chatham, Virginia 24,531 Call to Order Roll Call Pledge of Allegiance Additions to and approval of Agenda New Business 5. (a) (b) (c) (c) Rural Rustics Revenue ShRr ' Discussion Board of Supervisors would like added to the Six Year Plan MiscellfiNbtts 6. Adjournm n P115 PITTSYLVANIA COUNTY VIRGINIA �t SY Ly9� f Darrell W. Dalton, Superintendent 9 w Phone (434) 432 -1768 Building &Grounds Department o d1 p Fax (434) 432 -2294 51 N. Main St. a �Si .� G ¢ r o � z Gretna /Hurt (434) 656 -6211 P.O. Box Virginia s w 1 .� Bachelors Hall/Whitmell (434) 797 -9550 Chatham, Virginia 24531 ��h� E -mail: dattell.dalton @pittgov.org 15_'N MEMORANDUM To: Otis S. Hawker, Interim County Administrator From: Kaylyn Giles, Administrative Assistant 11, County AdministrationtlK���i Date: September 26, 2013 Subject: COMPLETED WORK ORDERS — September 2013 Attached please find a listing, by department, of completed work orders for the month of September. This list does not reflect work orders in progress but not yet completed, actual expenses incurred, or routine maintenance necessary for the smooth operation of the County facilities. However, it does reflect the total number of man- hours. Presently, there are approximately 20 work orders still outstanding. If you have any questions concerning this, please do not hesitate to contact me. KG Attachment cc: Darrell W. Dalton, Director of Buildings and Properties P116 BUILDING 8 GROUNDS MAINTENANCE WORK ORDERS COMPLETED FOR MONTH OF SEPTEMBER 2013 P117 PITTSYLVANIA COUNTY VIRGINIA William D. Sleeper ¢' i County Administrator oP.O. Box 426 -4 Chatham, Virginia 24531 e -mail: dsleeper @pittgov.org 1 nee To: Otis S. Hawker, Assistant County Administrator From: Henry Boswell, Jr., Chief Animal Control Officer Date: October 2, 2013, 2013, Subject: Animal Control Activity Report Phone (434) 432 -7710 Fax (434) 432.7714 Gretna /Hurt (434) 656 -6211 During the period of August 30, 2013 through September 30, 2013, the Animal Control Officers responded to 457 calls as per Henry Boswell, Chief Animal Control Officer, resulting in the following: Description Number Remarks Animals taken into custody: 191 Dogs 68 Cats 114 Other 9 8—Opossum I- Flop -Ear Rabbit Animals on hand at month end 12 Animals dispatched 41 14 cats dos 1- Rabbit Licenses checked 45 Court cases 20 Summons 7 Animals Adopted 4 Animals returned to owners 7 Cats taken to the Humane Society 100 Animals Transferred 14 11- FCHS 3- MHCSPCA Injured animals picked up 6 Animals found in traps 76 Cats — 67 Dogs - 9 Exposures: Human/Sativa 1 Exposures: Dogs/Cats/Wildlife 0 Dog Bites 7 Cat Bites 1 Cruelty Checks 2 Well -being Checks 11 Cat/Dog Fights 1 Investigated killings by dogs/cats 4 Investigate killings by Coyotes 0 If you have any questions concerning this, please do not hesitate to contact me. cc: William D. Sleeper, County Administrator P118 PITTSYLVANIA COUNTY VIRGINIA SYLV9� William D. Sleeper y County Administrator o Phone (434) 432 -7710 P.O. Box 426 a o Fax (434) 432 -7714 Chatham, Virginia 24531 w �. o y Gretna /Hurt (434) 656 -6211 mail: dsleeper @pittgov.org `P t' 1767 To: Otis S. Hawker, Assistant County Administrator From: Henry Boswell, Jr., Chief Animal Control Officer Date: October 2, 2013, Subject: Conservators of the Peace Solid Waste Monitoring Report The Animal Control Officers whom have been appointed to the position of Conservators of the Peace monitoring solid waste sites in Pittsylvania County, as per Pete Boswell, Chief Animal Control Officer, for the period of September 1, 2013 through September 30, 2013 Description Number Remarks [Vehicles al hours monitored 21Hrs During this period there where 20 working days; 3 of which only 1 officer working, due to vac & training. hicles enterin sites 396 checked 11 Summons' issued 0 Court Cases 0 Convictions 0 If you have any questions concerning this, please do not hesitate to contact me. cc: William D. Sleeper, County Administrator P119 PITTSYLVANIA COUNTY CODE COMPLIANCE MONTHLY REPORT & FEES September 2013 TYPES OF PERMITS 112 BUILDING PERMIT FEES COLLECTED $11,941.87 112 LEVY COLLECTED $239.11 0 SUBDIVISION FEES COLLECTED $0.00 23 ZONING PERMIT FEES COLLECTED $100.00 0 REINSPECTION FEES COLLECTED $0.00 9 LAND DISTURBING FEES COLLECTED $140.00 256 TOTAL FEES COLLECTED $12,420.98 MONTRIN RITILDING VALUES 4 NEW DWELLINGS $1,176,000.00 5 MOBILE HOMES /OFFICE TRAILERS 46,200.00 2 DOUBLE -WIDE MOBILE HOMES 110,592.00 1 MODULAR 158,651.00 28 COMMERCIAL CONSTRUCTION 1,818,559.00 72 MISCELLANEOUS 822,004.00 112 TOTAL $4,132,006.00 NONTAXABLE: $3,790,458.00 $40,399,149.68 MONTHLY ACTIVITY REPORT NUMBER OF BUILDING INSPECTIONS MADE 383 NUMBER OF REJECTIONS OF WORK 69 NUMBER OF E & S INSPECTIONS 70 NUMBER OF MILES INSPECTORS TRAVELED 5,204 1k4nAT'rW1 V 7nNTNr FFFS 5 REZONING FEES COLLECTED $885.46 0 SPECIAL USE PERMIT FEES COLLECTED 0.00 0 VARIANCE & APPEAL FEES COLLECTED 0.00 0 APPEALS 0.00 5 TOTAL $885.46 Reesssppectfully Submitted, d� Odie H. Shelton, Director of Code Compliance/ Zoning Administrator P120 CLOSED SESSION P121 ADJOURNMENT P122