11-19-2013 BOS PKTPITTSYLVANIA COUNTY BOARD OF SUPERVISORS
ADJOURNED MEETING
TUESDAY, NOVEMBER 19, 2013
GENERAL DISTRICT COURTROOM
EDWIN R. SHIELDS COURTHOUSE ADDITION
AGENDA
1. Call to Order — 7:00 p.m.
2. Roll Call Barber Barksdale Blackstock Bowman Hagerman Harville Snead
3. Pledge of Allegiance
4. Items to be Added to the Agenda
Motion by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Seconded by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
(a) Ratification of Award of Appreciation — Landon Worsham - Page 12
Motion by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Seconded by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
(b) Resolution of Support — Town of Gretna Economic Development Grant Application
-Pages 13 -15
APPROVAL OF AGENDA
Motion by Barber Barksdale Blackstock Bowman Hagerman Harville Snead
Seconded by Barber Barksdale Blackstock Bowman Hagerman Harville Snead
HEARING OF CITIZENS
CONSENT AGENDA
Motion by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Seconded by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
5. (a) Resolution of Support — Blairs Volunteer Fire Department — Pages 18 -21
PUBLIC HEARING
Rezoning Cases
Open:
Motion by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Seconded by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Close:
Case 1: Helen G. Manning — Chatham - Blairs Election District; R -13 -057
R -1, Residential Suburban Subdivision District to A -1, Agricultural District
Roll Call Vote
Y N A
Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
(Roll Call Vote Y or N)
Motion by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Seconded by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Open: Close:
Case 2: Gary Thompson Shelton & Shelby Shelton — Chatham - Blairs Election District; R -13 -058
R -1, Residential Suburban Subdivision District to M -1, Light Industry District
Roll Call Vote
Y N A
Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
(Roll Call Vote Y or N)
Open:
Motion by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Seconded by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Close:
Case 3: Mount Herman Volunteer Fire Dept. Inc. — Chatham - Blairs Election District; R -13 -059
M -1, Light Industry District to R -1, Residential Suburban Subdivision District
Open:
Roll Call Vote
Y N A
Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
(Roll Call Vote Y or N)
Motion by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Seconded by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Close:
Case 4: Bernie D. Jordan & Tammy L. Jordan — Tunstall Election District; R -13 -060
R -1, Residential Suburban Subdivision District to A -1, Agricultural District
Roll Call tote
Y N A
Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
(Roll Call Vote Y or N)
Moliion by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Seconded by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Open: Close:
Case 5: Janice H. Doss — Callands- Gretna Election District; R -13 -061
R -1, Residential Suburban Subdivision District to A -1, Agricultural District
Roll Call Vote
Y N A
Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
(Roll Call Vote Y or N)
Motion by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Seconded by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Open: Close:
Case 6: Ethelyne R. Hardy — Callands- Gretna Election District; R -13 -062
R -1, Residential Suburban Subdivision District to A -1, Agricultural District
Roll Call Vote
Y N A
Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
(Roll Call Vote Y or N)
Public Hearings
Open:
Motion by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Seconded by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Close:
6. Public Hearing to receive citizen input on the proposed amendment to Section 31 -2.2 of the
Pittsylvania County Code to add the Bachelors Hall Volunteer Fire Department on the
official authorized listing of transportating agencies for emergency service in Pittsylvania
County — Pages 23 -30
Roll Call Vote
Open:
Y N A
Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
(Roll Cal[ Vote Y or N)
Motion by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Seconded by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Close:
7. Public Hearing to receive citizen input on the proposed amendment to Article III, Section
17 -15; Due Date for Solid Waste Disposal Fee, of the Pittsylvania County Code to add the
following "Payment for the full amount of the annual Solid Waste Disposal Fee shall be the
responsibility of the owner of record as of January Ism of the assessed property for the
corresponding year. " — Pages 31 -34
Roll Call Vote
Y N A
Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
(Roll Cal[ Vote Y or N)
UNFINISHED BUSINESS
Motion by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Seconded by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
8. Expenditure Refunds —At the Board of Supervisors' regular meeting on Monday, November
4, 2013, a motion was made by Mr. Harville, seconded by Mr. Barber, which required a 10-
Day Layover that has now been met. Roll Call Vote Required - Pages 36 -39
Roll Call Vote
Y N A
Barber
Barksdale
Blackstock
Bowman
Hagem�an
Harville
Snead
(Roll Call Vote Y or N)
Motion by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Seconded by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
9. Award of Bid — Pittsylvania County Landfill Track Hoe — At the Board of Supervisors'
regular meeting on Monday, November 4, 2013, a motion was made by Mr. Harville,
seconded by Mr. Blackstock, which required a 10 -Day Layover that has now been met
Roll Call Vote Required - Pages 40 -43
Roll Call Vote
Y N A
Barber
Barksdale
Blackstock
Bowman
Hagemtan
Harville
Snead
(Roll Call Vote Y or N)
NEW BUSINESS
MotionbyBarber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Seconded by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
10. Department of Motor Vehicles (DMV): Animal Friendly License Plate — Dog & Cat
Sterilization Fund FY2013 - Requires a Roll Call Vote — Pages 45 -47
Motion by Barber
Barksdale
Blackstock Bowman Hagerman
Harville Snead
Seconded by Barber
Barksdale
Blackstock Bowman Hagerman
Harville Snead
11. Altavista Life Saving Crew — Fuel
Reimbursement — Pages 48 -78
Motion by Barber
Barksdale
Blackstock Bowman Hagerman
Harville Snead
Seconded by Barber
Barksdale
Blackstock Bowman Hagerman
Harville Snead
12. Approve Contract
— Installation
of New Phone System for Juvenile
& Domestic Court —
Pages 79 -81
Motion by Barber
Barksdale
Blackstock Bowman Hagerman
Harville Snead
Seconded by Barber
Barksdale
Blackstock Bowman Hagerman
Harville Snead
13. Voting Equipment
— Approval
to Transfer Funds — Page 82
Motion by Barber
Barksdale
Blackstock Bowman Hagerman
Harville Snead
Seconded by Barber
Barksdale
Blackstock Bowman Hagerman
Harville Snead
14. Clerk of Court — Appropriation
of Technology Trust Funds — Requiree a Roll Call Vote
Pages 83 -84
APPOINTMENTS
Motion by Barber
Barksdale
Blackstock Bowman Hagerman
Harville Snead
Seconded by Barber
Barksdale
Blackstock Bowman Hagerman
Harville Snead
15. Dan River Alcohol
Safety Action Program Policy Management Board — Pages 86 -90
BOARD ANNOUNCEMENTS
REPORTS FROM LEGAL COUNSEL
REPORTS FROM INTERIM COUNTY ADMINISTRATOR
(1) Letter from Dept. of Agriculture & Consumer Services -VA Coop Gypsy Moth Report-Page 94
(2) VA 2 -1 -1 Quarterly Report on Problem Needs — Pages 95 -96
(3) IALR- IdeaFest -02 -28 -2014 — Page 97
Motion by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Seconded by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Entered Closed Session:
CLOSED SESSION
16. Discussion or consideration of the acquisition of real property for a public purpose 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: Pittsylvania County Educational Foundation, Inc.
Purpose: Discussion of potential executive of Real Estate Purchase Agreement
Re -enter Open Session:
Adiournment
Motion by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Seconded by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
CERTIFICATION
Y N
Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Motion by Barber
Action Motion
(if
Bowman
any)
Harville
Motion by Barber
Barksdale Blackstock
Bowman
Hagerman Harville Snead
Seconded by Barber
Barksdale Blackstock
Bowman
Hagerman Harville Snead
Motion by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Seconded by Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
Time Adjourned:
TO BE ADDED
Pll
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
ITEM NUMBER:
Ratification — Award of Appreciation — Landon
11 -19 -2013
4(a)
Worsham
ACTION:
INFORMATION:
SUBJECT/PROPOSAL/REOUEST:
CONSENT AGENDA:
Ratify Award
ACTION:
INFORMATION:
Yes
ATTACHMENTS:
STAFF CONTACT(S):
No
Mr. Hawker
REVIEWED BY: /
BACKGROUND:
DISCUSSION:
The Chatham Volunteer Fire Department organized an event to recognize 60 years of service by Chief
Landon Worsham that was held on November 12, 2013. As the event was meant to be a surprise for Mr.
Worsham, the Board will need to ratify approval of the award.
RECOMMENDATION:
Staff recommends that the Board of Supervisors ratify the Award of Appreciation that was presented to Mr.
Landon Worsham on November 12, 2013.
P12
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE•
Resolution of Support — Town of Gretna Economic
Development Grant Application
SUBJECT/PROPOSAL/REOUEST:
Resolution of Support
STAFF CONTACT(S):
Mr. Hawker; Mr. Hagerman
AGENDA DATE:
11 -19 -2013
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
ITEM NUMBER:
4(b)
INFORMATION:
INFORMATION:
DISCUSSION:
The Town of Gretna has submitted an Economic Development Grant Application to the Virginia Tobacco
Indemnification and Community Revitalization Commission for the completion of the onsite gravity flow
sewer system with the Gretna Industrial Park that will allow the Town of Gretna to construct and install some
3,100 foot of 8" gravity fed sewer line inside the Gretna Industrial Park. This project will complete the
wastewater infrastructure within the Town's industrial park thus allowing the Town full utilization of this
system. The Honorable Jerry Hagerman is requesting the Board of Supervisors consider approving attached
Resolution #2013- 11 -05, supporting the Town of Gretna's Economic Development Grant Application to the
Virginia Tobacco Indemnification and Community Revitalization Commission for this project.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review and consideration.
P13
Vittglbania Couutp 38oarb of *uperbioors;
RESOLUTION
2013-11-05
VIRGINIA TOBACCO INDEMNIFICATION AND COMMUNITY REVITALIZATION
COMMISSION PROJECT ENDORSEMENT RESOLUTION
WHEREAS, the Virginia Tobacco Indemnification and Community Revitalization
Commission was created to help foster economic development in the tobacco dependent
communities of Southside Virginia; and
WHEREAS, the Town of Gretna Town Council has submitted an Economic
Development Grant Application for $335,000.00 to the Virginia Tobacco Indemnification and
Community Revitalization Commission utilizing the Southside Economic Development
Tobacco Grant allocations; then
NOW, THEREFORE, BE IT RESOLOVED, that the Board of Supervisors of the
County of Pittsylvania, Virginia, does hereby support a grant application to the Virginia
Tobacco Indemnification and Community Revitalization Commission for sewer line
construction and improvements to the Gretna Industrial Park; and
THEREFORE BE IT RESOLVED, that the Pittsylvania County Board of Supervisors
requests that the Virginia Tobacco Indemnification and Community Revitalization Commission
establish an Economic Development Grant for the completion of the onsite gravity flow sewer
system within the Gretna Industrial Park that will allow the Town of Gretna to construct and
install some 3,100 foot of 8" gravity fed sewer line inside the Gretna Industrial Park. This
project will complete the waterwaste infrastructure within the Town's industrial park thus
allowing the Town full utilization of this system; and
BE IT FURTHER RESOLVED that the Board of Supervisors of the County of
Pittsylvania, Virginia, does hereby go on record as being in full support of the Town of Gretna's
grant application.
Certification
The foregoing resolution was duly considered by the Board of Supervisors of the County of
Pittsylvania, Virginia, at an adjourned meeting in Pittsylvania County, Virginia, at which a
quorum was present and that same was passed this 19`h day of November, 2013.
James H. Snead, Chairman
Pittsylvania County Board of Supervisors
Otis S. Hawker, Clerk
Pittsylvania County Board of Supervisors
P14
107 South Shelton St.
P.O. Box 602
Gretna, Virginia 24557
Tel: 434 - 656 -6572
Fax: 434-656-6941
Email: townhall@townofgretna.org
TOWN OF GRETNA
INCORPORATED 1901
RESOLUTION
TOBACCO INDEMNIFICATION AND COMMUNITY REVITALIZATION COMMISSION
ECONOMIC DEVELOPMENT GRANT 2013
WHEREAS, In accordance with the Virginia Tobacco Indemnification and Community Revitalization
Commission grant allocation procedures, it is necessary that a request by resolution be received from
the local governing body or state agency in order that the Virginia Tobacco Indemnification and
Community Revitalization Commission establish an Economic Development Grant in the Town of Gretna.
NOW, THEREFORE, IT IS HEREBY RESOLVED that the Town of Gretna requests that the Virginia Tobacco
Indemnification and Community Revitalization Commission establish an Economic Development Grant
for the completion of the onsite gravity flow sewer system within the Gretna Industrial Park that will
allow the Town of Gretna to construct and install some 3,100 foot of 8" gravity fed sewer line inside the
Gretna Industrial Park. This project will complete the wastewater infrastructure within the Towns
Industrial Park thus allowing the Town full utilization of this system.
BE IT RESOLVED, that the Town of Gretna is authorizing submission of the Virginia Tobacco
Indemnification Economic Development Grant application.
BE IT RESOLVED, that David A. Lilly, Town Manager; Wendy W. Scearce, Clerk/Treasurer, are authorized
to sign on behalf of and execute all grant - related documents and are accepting responsibility for the
accuracy of the application and for the appropriate use of funds, should they be granted.
BE IT RESOLVED, that the Town of Gretna agrees to be the fiscal agent and administrator of this
Economic Development Grant and that if the Town of Gretna elects to cancel this project the town
hereby agrees to reimburse the Virginia Tobacco Indemnification and Community Revitalization
Commission for the total amount of costs expended by the Commission after the date the commission is
notified of such cancellation.
Adopted in Gretna, Virginia this 11th day of March, 2013, by the Town Council of the Town of Gretna.
R Keith It Y. 04yor
Attest:
Leg
Wen y W. Scearce, Clerk/Treasurer
An Equal Opportunity Employer"
P15
HEARING OF
CITIZENS
Pl6
CONSENT
AGENDA
P17
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Resolution of Support - Blairs Volunteer Fire
Department
SUBJECT/PROPOSAL/RE OUEST
Resolution of Support
STAFF CONTACT(S):
Mr. Hawker
AGENDA DATE:
11 -19 -2013
ACTION:
CONSENT AGENDA:
ACTION:
Yes
ATTACHMENTS:
Yes
REVIEWED BY:
ITEM NUMBER:
5(a)
INFORMATION:
INFORMATION:
BACKGROUND:
In order to meet the requirements of the Internal Revenue Code, volunteer fire departments are requesting a
tax exempt status or /a bank qualified loan for equipment for their volunteer fire department. They must go
through the process of holding a required public hearing and meet the federal laws for the acquisition of fire
equipment.
DISCUSSION:
In accordance with the County's policy, attached hereto is a copy of a Resolution of Support, #2013- 11 -04,
for the Blairs Volunteer Fire Department. The Interim County Administrator needs to forward to the required
funding agency in order for them to insure that they meet the federal criteria.
RECOMMENDATION:
Staff recommends that the Board of Supervisors pass Resolution of Support #2013- 11 -04, and authorize the
Interim County Administrator to sign all necessary documentation.
um
VittspCbania Couutp jSoarb of 6uperbi or.0
RESOLUTION
2013 -11 -04
WHEREAS, the Pittsylvania County Board of Supervisors under the United States
Internal Revenue Code receives a $10- million dollar allocation for tax exempt bonds each year
beginning January 1; and
WHEREAS, the tax exempt bonds cover boards, agencies and commissions under the
Board of Supervisors; and
WHEREAS, the Blairs Volunteer Fire Department is an authorized Volunteer Fire
Department identified in Section 31 -2.1 of the Pittsylvania County Code 1950, as amended,
authorizing them to participate in financing on tax exempt status for equipment utilized by the
Volunteer Fire Department for public use; and
WHEREAS, the Blairs Volunteer Fire Department has held a public hearing November
15, 2013 on the tax- exempt financing after publishing the required notice by code; then
BE IT HEREBY RESOLVED, that the Board of Supervisors of Pittsylvania County
hereby approve the Blairs Volunteer Fire Department entering into a financial agreement as
required under the United States Internal Revenue Code for financing to be carried out on a tax
exempt basis in the amount not to exceed $270,000.00 to finance one (1) 2013 Pierce
Manufacturing Pumper Tanker mounted on a Mack Granite Chassis and additional equipment;
and
BE IT FURTHER RESOLVED, that a copy of this resolution be forwarded to the
Blairs Volunteer Fire Department in order to supplement their financing requirements.
Given under my hand this 19th day of November, 2013.
James H. Snead, Chairman
Pittsylvania County Board of Supervisors
Otis S. Hawker, Clerk
Pittsylvania County Board of Supervisors
P19
BLAIRS FIRE & RESCUE
P.O. BOX 242
BLAIRS, VA 24527
BOARD RESOLUTION
To: Otis Hawker
From: Dean Fowler
Dear Mr. Hawker,
We are having our public meeting on Friday, November 15`" after proper notification of the
meeting in the Danville Register & Bee newspaper.
I am in need of a resolution from the county Board of Supervisors authorizing a tax - exempt
basis for the purchase of the fire truck mentioned in the meeting announcement. Can you
please reserve in the next Board of Supervisors meeting for such a resolution to be acted upon.
You can reach me by cell phone at (434) 251 -0034
Regards,
Dean Fowler
Assistant Chief, Blairs Fire & Rescue
Board of Directors
P20
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P21
PUBLIC HEARING
P22
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
ITEM NUMBER:
Public Hearing — Proposed Amendment of Section 31-
11 -19 -2013
6
2a- Officially Recognized Volunteer Rescue Squads
Operating Within the County
ACTION:
INFORMATION:
Yes
SUBJECT/PROPOSAL/REQUEST:
Public Hearing
CONSENT AGENDA:
ACTION:
INFORMATION:
STAFF CONTACT(S):
ATTACHMENTS:
Yes
Mr. Hawker
REVIEWED BY:
BACKGROUND:
At their October 22, 2013 Adjourned Meeting, the Board of Supervisors authorized the Interim County
Administrator to advertise a public hearing for citizen input on a proposed amendment to Section 31 -2a; Officially
Recognized Volunteer Rescue Squads Operating Within the County, of the Pittsylvania County Code that would
include Bachelors Hall Volunteer Fired Department as a recognized medical transport agency with Pittsylvania
County.
Bachelors Hall Volunteer Fire Department has requested permission from the Board of Supervisors to become a
transport agency. (See attached letter). This request requires that a public hearing for citizen input be held before a
change can be made to Section 31 -2a; Officially Recognized Volunteer Rescue Squads Operating Within the
County, of the Pittsylvania County Code. (See attached proposed change). Staff has legally advertised the public
hearing as required. (See attached public notices.) Stephen Finkner, President of the Pittsylvania County Fire &
Rescue Association has submitted a Letter of Support from the Association endorsing Bachelors Hall VFD request
to amend Section 31 -2 of the Pittsylvania County Code to add Bachelors Hall VFD to the list of officially
authorized emergency medical service transport agencies in Pittsylvania County. (See attached Letter of Support.)
RECOMMENDATION:
Staff recommends the Board of Supervisors, after holding the required public hearing for citizen input, approve
the proposed change to Section 31 -2a of the Pittsylvania County Code that would include Bachelors Hall VFD as a
recognized medical transport agency within the Pittsylvania County. A Roll Call Vote is required
P23
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Request for Public Hearing — Proposed Amendment of 10 -22 -2013
Section 31 -2a- Officially Recognized Volunteer Rescue
Squads Operating Within the County ACTION:
Yes e4
SUBJECT/PROPOSAL/REQUEST:
Request for Public Hearing
INFORMATION:
STAFF CONTACT(S):
Mr. Hawker
BACKGROUND:
DISCUSSION:
Bachelors Hall Volunte r Fire Dep s re ting permission from the Board of Supervisors to become a
transport agency. (S ched letter). Th est requires that a public hearing for citizen input be held before a
change can be m e t tion 31 -2a, O ally Recognized Volunteer Rescue Squads Operating Within the
County, of the ylvam ty Cod (See attached proposed change).
RKhear DA
Staff ds the d of upervisors hold a public hearing for citizen input on the proposed change to
Se e Pitts County Code that would include Bachelors Hall VFD as a recognized medical
tr within th ounty for 7:00pm on Tuesday, November 19, 2013 and authorize staff to advertise the
pu
P24
BACHELORS BALL VOLUNTEER FIRE DEPARTMENT
1301 Berry Hill Road
Danville, Virginia 24541 -9758
Emergency
TO PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
FROM: BACHELOR'S HALL VFD
685 -3820
Business
WE ARE REQUESTING PERMISSION TO BECOME A TRANSPORT AGENCY. WE FEEL THAT WE COULD
BETTER SERVE OUR COMMUNITY IF WE WERE A TRANSPORTING AGENCY WITH QUICKER RESPONSE
TIME, AND WE WOULD LIKE TO MOVE UP TO ALS, ADVANCE LIFE SUPPORT, FROM A BLS AGENCY IN THE
FUTURE.
I WOULD LIKE TO THANK ALL OF YOU FOR YOUR CONSIDERATION AND YOUR HELP IN HELPING
US PROTECT THE BACHELOR'S HALL COMMUNITY
SINCERELY,
ALLEN ROBERTS
CHIEF BACHELORS HALL VFD
434 - 770 -0944 CELL
434- 685 -3820 STATION
P59
P25
18. River Bend Volunteer Fire Department.
19. Dry Fork Volunteer Fire Department (B.S.M. 11/21/95)
20. Cascade Volunteer Fire Department (B.S.M. 4- 18 -00)
21. Keeling Volunteer Fire Department (B.S.M. 9 -5 -00)
22. Kentuck Volunteer Fire Department (B.S.M. 9 -5 -00)
C. These departments will be eligible for expenditure reimbursements based on the policies
and guidelines as may from time to time be established, amended or rescinded by the
Board of Supervisors, and included in the annual budget.
D. These departments will be recognized individually and the County will contribute a local
match in operating funds to each recognized department dollar for dollar not to exceed
fifteen hundred ($1,500) for each department, subject to actual, annual or more frequent
appropriations as may be approved by the Board of Supervisors. Nothing herein contained
shall be deemed a continuing obligation or commitment nor does the Board of Supervisors
have or maintain any involvement with the operation, ownership or management of any
such fire department on said list or hereafter recognized. Provided further that if any such
fire department shall fail to maintain its corporate status of otherwise fail to comply with
any regulations, guidelines or policies of the Board of Supervisors or for other good cause
the Board shall deem sufficient, the name may be stricken from the approved list by a
majority vote of the Board of Supervisors.
(B.S.M. 9 -7 -82)
SEC. 31 -2a. OFFICIALLY RECOGNIZED VOLUNTEER RESCUE SQUADS
OPERATING WITHIN THE COUNTY
A. Be it ordained by the Board of Supervisors of Pittsylvania County that the Pittsylvania
County Code of 1975 be amended to include a subsection 31.2 (a) entitled "Officially
Recognized Volunteer Rescue Squads Operating within the County."
B. There shall be hereby authorized the following rescue squads operating within the
jurisdictional boundaries of Pittsylvania County serving the areas approved in their State
Charter.
C. The Board of Supervisors may fund, annually, or from time to time, contributions to assist
these rescue squads to provide emergency medical service to the County.
1. Danville Life Saving and First Aid Crew.
2. Chatham Rescue Squad, Incorporated.
3. Gretna Rescue Squad, Incorporated.
P26
4. Route 640 Rescue Squad.
5. Altavista Life Saving Crew, Incorporated.
6. 50% Service Area, Hurt Rescue Squad.
7. Cool Branch Volunteer Rescue Squad.
8. Laurel Grove Fire & Rescue Service (B.S.M. 2 -3 -92)
9. Blairs Volunteer Fire & Rescue Squad (B.S.M. 1- 18 -05)
10. Brosville Volunteer Fire & Rescue Squad (B.S.M. 1- 18 -05)
11. Callands Volunteer Fire & Rescue Squad (B.S.M. 1- 18 -05)
12. Mt. Cross Volunteer Fire & Rescue Squad (B.S.M. 1- 18 -05)
13. Mt. Hermon Volunteer Fire & Rescue Squad (B.S.M. 1- 18 -05)
14. Ringgold Volunteer Fire & Rescue Squad (B.S.M. 1- 18 -05)
15. Tunstall Volunteer Fire & Rescue Squad (B.S.M. 1- 18 -05)
16. Cascade Volunteer Fire & Rescue (B.S.M. 5- 20 -08)
17. North Halifax Fire Department (B.S.M. 11- 15 -11)
18. Bachelors Hall Fire Department (B.S.M. 11- 19 -13)
This ordinance shall become effective immediately upon its passage.
SEC. 31 -3. JUNIOR FIRE FIGHTER PROGRAM.
Be it ordained by the Board of Supervisors of Pittsylvania County that the Pittsylvania County
Code of 1975, be amended to include a subsection 31.3 entitled "Junior Fire Fighter Program."
A. Pursuant to the authority granted by Section 40.1 -79.1, Code of Virginia, 1950, as
amended, as the same may be from time to time amended hereafter, the County of
Pittsylvania, Virginia does hereby authorize any minor child, sixteen (16) years of age or
older, with parental or legal guardian approval, to work with or participate fully in all
activities of a Volunteer Fire Company or Department, officially recognized by this
chapter, provided such minor has obtained certification under National Fire Protection
Association 1001, Level 1, firefighter standards, as administered by the Virginia
Department of Fire Programs.
P27
PUBLIC HEARING NOTICE
The Board of Supervisors of Pittsylvania County will hold a pubic hearing on Tuesday,
November 19, 2013 at 7:00 p. m. in the General District Courtroom of the Edwin R. Shields
Courthouse Addition in Chatham, Virginia to receive citizen input on the proposed amendment
to Section 31 -2.2 of the Pittsylvania County Code to add the Bachelors Hall Volunteer Fire
Department on the official authorized listing of transporting agencies for emergency service in
Pittsylvania County.
A full text of the proposed changes is available in the office of the County Administrator, 1
Center Street, Chatham, Virginia, Monday through Friday from 8:00 a. m. to 5:00 p. m. for
public viewing.
W11
Star Tribune
November 6, 2013
PUBLIC HEARING NOTICE
The Board of Supervisors of Pittsylvania County
will hold a pubic hearing on Tuesday, November
195 2013 at 7:00 p. m. in the General District Court-
room of the Edwin R. Shields Courthouse Addition
in Chatham, Virginia to receive citizen input on the
proposed amendment to Section 31 -2.2 of the Pitt -
sylvania County Code to add the Bachelors Hall Vol-
unteer Fire Department on the official authorized list-
ing of transporting agencies for emergency service
in Pittsylvania County.
A full text of the proposed changes is available
in the office of the County Administrator, 1 Center
Street, Chatham, Virginia, Monday through Friday
from 8:00 a. m. to 5:00 p. m. for public viewing.
Star Tribune
November 13, 2013
PUBLIC HEARING NOTICE
The Board of Supervisors of Pittsylvania County
will hold a pubic hearing on Tuesday, November
19, 2013 at 7:00 p. m. in the General District Court-
room of the Edwin R. Shields Courthouse Addition
in Chatham, Virginia to receive citizen input on the
proposed amendment to Section 31 -2.2 of the Pitt-
sylvania County Code to add the Bachelors Hall Vol-
unteer Fire Department on the official authorized list-
ing of transporting agencies for emergency service
in Pittsylvania County.
A full text of the proposed changes is available,
in the office of the County Administrator, 1 Center'
Street, Chatham, Virginia, Monday through Friday
from 8:00 a. m. to 5:00 p. m. for public viewing.
uE
�pIUNlffq. , i i County
Fire & Rescue
Association
P.O. Box 426
Chatham, Virginia 24531
„F /qF OEP�`
November 13, 2013
Mr. Otis Hawker, Interim County Administrator
Pittsylvania County, Virginia
Post Office Box 426
Chatham, VA 24531
Mr. Hawker,
At the October 30, 2013 meeting of the Pittsylvania County Fire /Rescue Association, the
members present voted unanimously to endorse Bachelors Hall Fire Department's decision to
provide emergency medical ambulance service. The members of the Pittsylvania County Fire &
Rescue Association respectfully request that the Pittsylvania County Board of Supervisors
amend Section 31 -2 -2 of the Code of Pittsylvania County to add the Bachelors Hall Fire
Department to the list of Official Authorized Emergency Medical Service Transport Agencies in
Pittsylvania County.
Sincerely,
Z5 4 ny
Stephen G. Finkner, President
Pittsylvania County Fire /Rescue Association
P30
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
ITEM NUMBER:
Public Hearing — Proposed Amendment of Section 17-
11 -19 -2013
7
15; Due Date for Solid Waste Disposal Fee; of the
Pittsylvania County Code
ACTION:
INFORMATION:
Yes
SUBJECT/PROPOSAL/REQUEST:
Public Hearing
CONSENT AGENDA:
ACTION:
INFORMATION:
STAFF CONTACT(S):
ATTACHMENTS:
Yes
Mr. Hawker
REVIEWED BY:
BACKGROUND:
At their November 4, 2013 Regular Meeting, the Board of Supervisors unanimously approved a motion brought
from the Solid Waste Committee to authorize staff to advertise a notice for a public hearing on November 19, 2013
for citizen input on a proposed change to Section 17 -15; Due Date for Solid Waste Disposal Fee; of the Pittsylvania
County Code. (See attached public hearing notices).
The proposed amendment to Section 17 -15; Due Date for Solid Waste Disposal Fee; of the Pittsylvania County
Code is as follows: Paymentfor thefull amount ofthe annual Solid Waste Disposal Fee shall be the responsibility
of the owner of record as of January 1 s` of the assessed property for the corresponding year. "(See attached.) This
proposal was recommended to the Solid Waste Committee by the Treasurer's Office for clarification purposes
under Section 17 -15.
RECOMMENDATION:
Staff recommends the Board of Supervisors, after holding the required public hearing for citizen input, approve the
proposed change to Section 17 -15; Due Date for Solid Waste Disposal Fee; of the Pittsylvania County Code. A
Roll Call Vote is required.
P31
PUBLIC HEARING NOTICE
The Board of Supervisors of Pittsylvania County will hold a pubic hearing on Tuesday,
November 19, 2013 at 7:00 p. m. in the General District Courtroom of the Edwin R. Shields
Courthouse Addition in Chatham, Virginia to receive citizen input on the proposed amendment
to Article III, Section 17 -15; Due Date for Solid Waste Disposal Fee, of the Pittsylvania County
Code to add the following "Payment for the full amount of the annual Solid Waste Disposal Fee
shall be the responsibility of the owner of record as of January I" of the assessed property for
the corresponding year. "
A full text of the proposed changes is available in the office of the County Administrator, 1
Center Street, Chatham, Virginia, Monday through Friday from 8:00 a. m. to 5:00 p. m. for
public viewing.
P32
Star Tribune
November 6, 2013
PUBLIC HEARING NOTICE
The Board of Supervisors of Pittsylvania County
will hold a pubic hearing on Tuesday, November 19,
2013 at 7:00 p. m. in the General District Courtroom
of the Edwin R. Shields Courthouse Addition in Cha-
tham, Virginia to receive citizen input on the pro-
posed amendment to Article III, Section 17 -15; Due
Date for Solid Waste Disposal Fee, of the Pittsylva-
nia County Code to add the following "Payment for
the full amount of the annual Solid Waste Disposal
Fee shall be the responsibility of the owner of record
as of January 1st of the assessed property for the
corresponding year."
A full text of the proposed changes is available
in the office of the County Administrator, 1 Center
Street, Chatham, Virginia, Monday through Friday
from 8:00 a. m. to 5:00 p. m: for public viewing.
Star Tribune
November 13, 2013
PUBLIC HEARING NOTICE
The Board of Supervisors of Pittsylvania County
will hold a pubic hearing on Tuesday, November 19,.
2013 at 7:00 p. m. in the General District Courtroom
of the Edwin R. Shields Courthouse Addition in Cha-
tham, Virginia to receive citizen input on the pro-
posed amendment to Article III, Section 17 -15; Due
Date for Solid Waste Disposal Fee, of the Pittsylva-
nia County Code to add the following "Payment for
the full amount of the annual Solid Waste Disposal
Fee shall be the responsibility of the owner of record
as of January list of the assessed property for the
corresponding year."
A full text of the proposed changes is available
in the office of the County Administrator, 1 Center
Street, Chatham, Virginia, Monday through Friday
from 8:00 a. m. to 5:00 p. m. for public viewinq.
P33
SEC. 17 -14, COLLECTION OF SOLID WASTE DISPOSAL FEE: COMMISSION
The County may either collect the fee itself, or enter into a contractual agreement to be negotiated
by the County Administrator, or his/her designee, with a public service corporation as set forth
and authorized in Section 15.2 -2159 of the Code of Virginia, 1950, as amended, for the collection
of the fee. The commission for such collection service shall not exceed five percent (5 %) of the
amount of the fees due and collected.
SEC. 17 -15. DUE DATE FOR SOLID WASTE DISPOSAL FEE.
Unless collected by a public service corporation pursuant to Section 17 -14 supra, an invoice for
said fee shall be included in the semi - annual real estate tax assessment mailings. Payment of said
fee shall be made to the Pittsylvania County Treasurer's Office. Households assessed the Solid
Waste Disposal Fee shall have the option of paying said fee annually or semi - annually. If
collected by the County, the Solid Waste Disposal Fee shall be due and owing each year, no later
than the fifth (5`h) day of June and the fifth (5h) day of December of each year. Therefore, since
the effective date of the County's Solid Waste Disposal Fee is July 1, 2012, the due date of the
first payment of said fee shall be December 5, 2012, and payment thereafter shall be due on the
aforementioned dates for each year thereafter. Payment for the full amount of the annual Solid
Waste Disposal Fee shall be the responsibility of the owner of record as of January P of the
assessed property for the corresponding year.
SEC. 17 -16. APPLICATION OF SOLID WASTE DISPOSAL FEE TO TOWNS IN
COUNTY.
Households located
in
the Towns
of Hurt,
Gretna, and Chatham shall also be assessed the Solid
Waste Disposal Fee
in
accordance
with the
provisions of this Article.
SEC. 17 -17, LATE PAYMENT PROVISIONS: LIEN.
A. If payment of the fee is not made, then a notice of delinquency will be mailed to each
property owner(s) not having paid the fee, advising that collection proceedings will begin
in thirty (30) days. Supplemental assessments may be issued after the due dates and such
assessments will be due thirty (30) days after mailing.
B. Any person, owner, or household who fails to make payment of such fee or fails to make
payment of such fee by the dates detailed in Sections 17 -15 herein shall be required to pay
penalty on said fee as set forth in § 58.1 -3916 of the Code of Virginia, 1950, as amended.
P34
UNFINISHED
BUSINESS
P35
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
AGENDA TITLE: 1 11 -19 -13
Expenditure Refunds- Motion made by Mr. Harville ACTION:
and seconded by Mr. Barber and has now met the 10- Yes
day layover requirement
SUBJECT/PROPOSAL/REOUEST
Budget Amendment for expenditure refunds
STAFF CONTACT(S):
Hawker, VanDerHvde
BACKGROUND:
ITEM NUMBER:
8
INFORMATION:
CONSENT AGENDA:
ACTION: INFORMATION:
ATTACHMENTS:
Yes
REVIEWED BY: 04
DISCUSSION:
Attached is a list of expenditure refunds for the month of October 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), $215.30 to Sheriff - Training (100- 4- 031200-
5540), $120.00 to Sheriff -DARE Supplies (100 -4- 031200 - 6002), $48.00 to Fire & Rescue - United Way
Contribution (100 -4- 032200 - 5667), $191.54 to Jail- Extradition (100-4-033100-5550), $2,551.00 to E911-
Telephone (100 -4- 035500 - 5230), $260.00 to Library- Postage (100 -4- 073100 - 5210), $161.59 to Library-
Travel (100 -4- 073100 - 5500), $30,134.18 to WIA -Other Operating (251 -4- 353853- 6014). MOTION MADE
BY MR. HARVILLE AND SECONDED BY MR. BARBER AND HAS NOW MET THE 10 -DAY
LAYOVER REQUIREMENT. ROLL CALL VOTE REQUIRED.
P36
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
BACKGROUND:
DISCUSSION:
Attached is a list of expenditure refunds for the month of October 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)5 $215.30 to Sheriff - Training (100-4-031200-
5540), $120.00 to Sheriff -DARE Supplies (100 -4- 031200- 6002)7 $48.00 to Fire & Rescue - United Way
Contribution (100 -4- 032200 - 5667), $191.54 to Jail- Extradition (100 -4- 033100 - 5550), $2,551.00 to E91I-
Telephone (100 -4- 035500 - 5230), $260.00 to Library- Postage (100 -4- 073100 - 5210), $161.59 to Library-
Travel (100 -4- 073100 - 5500), $30,134.18 to WIA -Other Operating (251 -4- 353853- 6014). THIS ITEM
REQUIRES A MOTION AND A 10 -DAY LAYOVER.
pig
P37
AGENDA DATE:
ITEM NUMBER:
AGENDA TITLE:
11 -04 -13
10
Expenditure Refunds - Requires a motion and a 10 -day
ACTION:
INFORMATION:
layover
Yes
SUBJECT /PROPOSAL /REOUEST:
CONSENT AGENDA:
ACTION:
INFORMATION:
Budget Amendment for expenditure refunds
ATTACHMENTS:
Yes
STAFF CONTACT(S):
Hawker, VanDerH de
REVIEWED BY:
BACKGROUND:
DISCUSSION:
Attached is a list of expenditure refunds for the month of October 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)5 $215.30 to Sheriff - Training (100-4-031200-
5540), $120.00 to Sheriff -DARE Supplies (100 -4- 031200- 6002)7 $48.00 to Fire & Rescue - United Way
Contribution (100 -4- 032200 - 5667), $191.54 to Jail- Extradition (100 -4- 033100 - 5550), $2,551.00 to E91I-
Telephone (100 -4- 035500 - 5230), $260.00 to Library- Postage (100 -4- 073100 - 5210), $161.59 to Library-
Travel (100 -4- 073100 - 5500), $30,134.18 to WIA -Other Operating (251 -4- 353853- 6014). THIS ITEM
REQUIRES A MOTION AND A 10 -DAY LAYOVER.
pig
P37
Finance Department
P.O. Box 426
Chatham, Virginia 24531
PITTSYLVANIA COUNTY
VIRGINIA
Phone (4341432 -7740
Fax (434) 432 -7746
Gretna /Hart (434) 6S6 -6211
Bachelors Hall /Whitmen (434) 797 -9550
MEMO TO: Otis S. Hawker, Interim County Administra tor
FROM: Kim Van Der Hyde, Finance Director4 /
SUBJECT: October Expenditure Refunds
DATE: October 31, 2013
The list below shows all expenditure refunds that were sent to the Finance Department
during the month of October. Please review these expenditure refunds and advise me on
the refunds that need to be appropriated by the Board of Supervisors.
100442160040051 Clerk of Court- Copier Lease 199.67
Lease Reimbursement
1004- 031200 -6030 Sheriff-Parts 60.00
Insurance Reimbursement/Restitution
1004-031200 -5540 Sheriff - Training 215.30
Reimbursement
1004-031200 -6002 Sheriff -DARE Supplies 120.00
Reimbursement
(100 -3- 000000- 189915)
100-4- 032200 -5667 Fire & Rescue - United Way Con 48.00
Contribution
(100 -3- 000000 - 189912)
100-4- 033100 -5550 Jail- Extradition 191.54
100-4- 035500 -5230 E911- Telephone 21551.00
Intrado Reimbursement
100 -4- 073100 -5210 Library- Postage 260.00
Reimbursement
100 -4- 073100 -5500 Library-Travel 161.59
Reimbursement
P79
P38
2514- 353853 -6014 WIA -Other Operating 309134.18
Reimbursement
(251 -3- 000000- 150201 - 29,826.32)
(251 -3- 000000 - 180301- 307.86)
TOTAL EXPENDITURE REFUNDS — OCT 533,941928
Plitt
P39
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
ITEM NUMBER:
11/19/13
9
AWARD OF BID — PITTSYLVANIA COUNTY
LANDFILL TRACKHOE- Motion made by Mr.
ACTION:
INFORMATION:
Harville and seconded by Mr. Blackstock and has
Yes
now met the 10 -day layover requirement
CONSENT AGENDA:
SUBJECT/PROPOSAL/REOUEST
ACTION:
INFORMATION:
AWARD OF BID
ATTACHMENTS:
STAFF CONTACT(S):
Yes
Mr. Hawker, Ms. Meeks
REVIEWED BY:
BACKGROUND:
On October 24, 2013, a written request was submitted to several vendors that provide Landfill equipment,
seeking an existing Federal or State contract that has been competitively bid and approved through the
Commonwealth of Virginia's procurement procedures.
DISCUSSION:
Responses were due by 2:00 p.m., Friday, November 1, 2013. We received three (3) responses, two were no
bids. Carter Machinery submitted a price of $194,636 for a Caterpillar Model 316EL. The pricing is
available under a NJPA contract that has been competitively bid. A copy of the bid is attached. The
breakdown of the funding for this equipment is as follows: $78,000 (Insurance Settlement), which has
already been appropriated. A transfer of $27,988 is needed from line item 520- 4.094401.8102 to line item
520- 4.094120 -8102, and the balance of $88,648 needs to be appropriated from unappropriated surplus from
the Landfill Fund (Fund 520).
RECOMMENDATION:
Staff recommends that the Board award the contract to Carter Machinery Company, Inc. for a Caterpillar
316EL Trackhoe that is offered through NJPA (National Joint Powers Alliance) Contract #060311, at a price
of $194,636. The County is currently a member of NJPA and eligible to purchase under this contract. Staff
also recommends that the Board approve the transfer of $27,988 from line item 520- 4.094401.8102 to line
item 520- 4.094120.8102. Staff also recommends that the balance of $88,648 be appropriated from Landfill
unappropriated surplus. MOTION MADE BY MR. HARVILLE AND SECONDED BY MR.
BLACKSTOCK AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. ROLL CALL VOTE
REQUIRED.
P40
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
ITEM NUMBER:
11/4/13
12
AWARD OF BID — PITTSYLVANIA COUNTY
LANDFILL TRACKHOE
ACTION:
INFORMATION:
Yes
SUBJECT /PROPOSAL /REQUEST
CONSENT AGENDA:
AWARD OF BID
ACTION:
INFORMATION:
STAFF CONTACT(S):
Mr. Hawker, Ms. Meeks
ATTACHMENTS:
Yes
REVIEWED BY: >�
BACKGROUND:
On October 24, 2013, a written request was submitted to several vendors that provide
Landfill equipment, seeking an existing Federal or State contract that has been
competitively bid and approved through the Commonwealth of Virginia's procurement
procedures.
DISCUSSION:
Responses were due by 2:00 p.m., Friday, November I, 2013. We received three (3)
responses, two were no bids. Carter Machinery submitted a price of $194,636 for a
Caterpillar Model 316EL. The pricing is available under a NJPA contract that has been
competitively bid. A copy of the bid is attached. The breakdown of the funding for this
equipment is as follows: $78,000 (Insurance Settlement), which has already been
appropriated. A transfer of $27,988 is needed from line item 520 - 4.094401.8102 to line item
520- 4.094120 -8102, and the balance of $88,648 needs to be appropriated from
unappropriated surplus from the Landfill Fund (Fund 520).
Pvl
P41
Page 2
RECOMMENDATION:
Staff recommends that the Board award the contract to Carter Machinery Company, Inc. for
a Caterpillar 316EL Trackhoe that is offered through NJPA (National Joint Powers Alliance)
Contract #060311, at a price of $194,636. The County is currently a member of NJPA and
eligible to purchase under this contract. Staff also recommends that the Board approve the
transfer of $27,988 from line item 520- 4.094401.8102 to line item 520- 4.094120.8102. Staff
also recommends that the balance of $88,648 be appropriated from Landfill unappropriated
surplus. The appropriation requires a motion and a 10 day layover.
P83
P42
Carter t
Carter Machinery Company, Inc.
October 25, 2013
Donna Meeks
PITTSYLVANIA CO BOARD OF SUPERVISORS
ATTN: PURCHASING DEPT
CHATHAM, VA 24531
Dear Donna:
We are pleased to quote the following for your consideration per N)PA Contract #060311
(1) 316EL Hydraulic Excavator
The following factory and dealer options are included:
• Caterpillar 316EL Hydraulic Excavator
• R-Boom, 9'16" Stick HD PKG
• Lines- HP PKG (916" STK)
• Track, 28" TG W /Step (GLT)
• Center Track Guiding Guard
• Tool Ctrl STP PKG
• Valve, Hydraulic TCS PKG
• Cold Weather Starting Package
• Cab Dual Exit Package
• Seat, H -Back, Suspension
• Washer, Windshield Upper /Lower
• Changer, Hand Control 2 -Way
• Light, Boom Right Side
• High Ambient Cooling Package
• HD Bottom Guard Package
• Camera, Rear View PKG
• Air Cleaner, High Efficiency
• CAT Hydraulic Thumb
• CAT 42" General Duty Bucket with Tips
Warranty: 3 year /5000 hour Governmental Total machine Warranty included
Cash Sale Price per N31PA $194,636 delivered
Sincerely,
Brett Oliver
Sales Representative
wwv+. CanerMachinery com
C \ Users %dmeeksWPPDatalLOa iNicrosOlOWlntl skTemporary Internet
Rev 9101
FiteslContenl OutlooklPVL%4HD PitlSylvarea OAT 3160u to 10 -13 eocv
P94
P43
NEW BUSINESS
P44
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: I AGENDA DATE:
Department of Motor Vehicles (DMV) Pet Friendly 11 -19 -2013
Tags — Sterilization Program
SUBJECT/PROPOSAL/REQUEST:
Fiscal Year 2013 DMV Pet Friendly Tag Funds
STAFF CONTACT(S):
Mr. Hawker; Ms. Van Der Hyde
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
ITEM NUMBER:
#10
INFORMATION:
INFORMATION:
a
BACKGROUND:
The Pittsylvania County Board of Supervisors has annually approved to use DMV funds from the sale of animal
friendly license plates to reimburse Pittsylvania County citizens $25 per animal for sterilization. (At their adjourned
meeting on January 17, 2012, the Board of Supervisors approved a Spaying/Neutering Policy which includes "Only
one (I) cat or dog per household per fiscal year is eligible for participation in the reimbursement program ". )
Attached hereto, is a letter from DMV stating that Pittsylvania County is due $885.00 from the sale of pet friendly
tags, contingent on the Board's approval to participate in this program for FY2013.
RECOMMENDATION:
Staff recommends the Board of Supervisors:
(1) Approve choosing Option One: Acceptance of Funds and authorize the Interim County Administrator to
sign all necessary documentation in order for Pittsylvania County to accept the due funds of $885.00 from
the Department of Motor Vehicles; and
(2) That once received, these funds be appropriated to Line Item #245 -4- 035200 -5849. This appropriation
requires a Roll Call Vote.
P45
COMMONWEALTH of VIRGINIA
INIIA
Department of Motor Vehicles
Richard D. Holcomb Post Office Box 27412
Commissioner 2300 West Broad Street Richmond, VA 23269 -0001
November 12, 2013
Mr. William D Sleeper
County Administrator
Pittsylvania County
Post Office Box 426
Chatham VA 24531
Dear Mr. Sleeper:
The Department of Motor Vehicles sells the Animal Friendly license plate which is authorized by Virginia Code,
§46.2 -749, as part of its special license plate program. This plate is issued to supporters of dog and cat sterilization
programs at a cost of $25.00 per year in addition to the prescribed fee for vehicle registration. After the first 1,000 sets of
plates are sold, $15.00 of each fee is made available to the locality in which the vehicle is registered, to be used to
support sterilization programs for dogs and cats. This money is set aside in a special fund titled the Dog and Cat
Sterilization Fund for distribution to localities, regardless of the amount of funds involved. For Fiscal Year 2013, DMV's
records indicate that your locality is due $885.00 from this Fund.
Virginia Code §46.2 -749 requires each locality to certify that this money will be used to support sterilization of
dogs and cats. If your locality does not have a program for this purpose, the statute provides the locality options. You
may make the funds available to any private, nonprofit sterilization program for dogs and cats in your locality or decline
receipt of funds. Any funds that are declined shall be distributed to other affected localities on a pro rata basis.
Attached to this letter is a form to make your choice pertaining to the amount stated above. Complete the form
and return it no later than December 27, 2013, to:
Financial Management Services
Department of Motor Vehicles
Post Office Box 25700
Richmond, Virginia 23260
Attn: Angela Bartlett, Room 714
Fax (804) 367 -6339
If the form is not received
by the above date, it will
be assumed that your locality is declining the funds. If you
have any questions
regarding the
Animal Friendly Plate, the
funds due your locality or about completing the Certification
of Funds, form FMS
225 call DMV's Special License Plate
F.
li
OPoe
l
h'ov 1 2
2013
Y
I
COMMONWEALTH of VIRGINIA
INIIA
Department of Motor Vehicles
Richard D. Holcomb Post Office Box 27412
Commissioner 2300 West Broad Street Richmond, VA 23269 -0001
November 12, 2013
Mr. William D Sleeper
County Administrator
Pittsylvania County
Post Office Box 426
Chatham VA 24531
Dear Mr. Sleeper:
The Department of Motor Vehicles sells the Animal Friendly license plate which is authorized by Virginia Code,
§46.2 -749, as part of its special license plate program. This plate is issued to supporters of dog and cat sterilization
programs at a cost of $25.00 per year in addition to the prescribed fee for vehicle registration. After the first 1,000 sets of
plates are sold, $15.00 of each fee is made available to the locality in which the vehicle is registered, to be used to
support sterilization programs for dogs and cats. This money is set aside in a special fund titled the Dog and Cat
Sterilization Fund for distribution to localities, regardless of the amount of funds involved. For Fiscal Year 2013, DMV's
records indicate that your locality is due $885.00 from this Fund.
Virginia Code §46.2 -749 requires each locality to certify that this money will be used to support sterilization of
dogs and cats. If your locality does not have a program for this purpose, the statute provides the locality options. You
may make the funds available to any private, nonprofit sterilization program for dogs and cats in your locality or decline
receipt of funds. Any funds that are declined shall be distributed to other affected localities on a pro rata basis.
Attached to this letter is a form to make your choice pertaining to the amount stated above. Complete the form
and return it no later than December 27, 2013, to:
Financial Management Services
Department of Motor Vehicles
Post Office Box 25700
Richmond, Virginia 23260
Attn: Angela Bartlett, Room 714
Fax (804) 367 -6339
If the form is not received
by the above date, it will
be assumed that your locality is declining the funds. If you
have any questions
regarding the
Animal Friendly Plate, the
funds due your locality or about completing the Certification
of Funds, form FMS
225 call DMV's Special License Plate
Division at (804) 367 -0368.
With kindest regards.
Sincerely,
r`,
Richard D. Holcomb
RDH:aea
Attachment
C: The Honorable Coy E Harville, Chairman
Phone: (804) 497 -7100 TDD: 1- 800 -p71 9268 Website: www.dmvNOW.com
Certification of Funds
Dog and Cat Sterilization Fund
2013
The administrator or manager of the locality should complete this form by selecting the section that signifies the
locality's choice regarding the acceptance of money from the Dog and Cat Sterilization Fund.
Please return this form with your Federal Employee Identification Number
to the Department of Motor Vehicles by December 27, 2013. (FEIN)
Option One: Acceptance
PittSylVania County acknowledges that it is due funds from the Dog and Cat Sterilization Fund in the amount of
$.— based on sales of the Animal Friendly license plate in Fiscal Year 2013. Furthermore, I certify that these
funds will be used for the purpose of sterilization of dogs and cats as stated in Section 46.2 - 749.2:7 of the Code of Virginia.
Signature
Print Name
Two:
Date
(If more than one, please use a separate sheet)
PittsylVania County acknowledges that it is due funds from the Dog and Cat Sterilization Fund in the amount of
$ based on sales of the Animal Friendly license plate in Fiscal Year 2013. This locality does not have a
sterilization program, but will transfer the funds, in total, to
(Name and Address)
which is a private, non - profit group supporting the purposes of the Fund. I certify that these funds will be used by this
organization for the purpose of sterilization of dogs and cats as stated in Section 46.2- 749.2:7 of the Code of Virginia.
Print Name
Option Three: Decline Receipt of Funds
PittsylVania County acknowledges that it is due funds from the Dog and Cat Sterilization Fund in the amount of
$ based on sales of the Animal Friendly license plate in Fiscal Year 2013. This locality does not wish to
accept the funds for this year.
Signature
Print Name
P47
Date
title
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
ITEM NUMBER:
Fuel Reimbursement Request — Altavista EMS
11 -19 -2013
I1
SUBJECT/PROPOSAL/REOUEST•
ACTION:
INFORMATION:
Fuel Reimbursement
Yes
CONSENT AGENDA:
ACTION:
INFORMATION:
STAFF CONTACT(S):
Mr. Hawker
ATTACHMENTS:
Yes
REVIEWED
BY:
util.11U1[V U1VL'
There has been some ongoing confusion and debate since 2006 concering fuel reimbursement for Altavista
EMS.
DISCUSSION:
Altavista EMS has submitted a request for fuel reimbursement for the past 3 quarters of 2013 in the amount
of $16,084.56. (See attached letter dated November 8, 2013.) Staff has reviewed the documentation and has
determined it is sufficient for reimbursement. In order to have a better understanding, staff submits the
following.
Altavista EMS has tanks at their facility in Altravista. The Campbell County Board of Supervisors purchase
all fuel for Fire & Rescue. The Campbell County Board of Supervisors has an agreement with Altavista
EMS that 50% of their fuel will be paid by Campbell County (equating the percentage of calls Altavista EMS
responds to that are in Campbell County) and that Pittsylvania County would be responsible for the
remaining 50% fuel cost. Presently, Pittsylvania County does not have an agreement with Altavista EMS.
This arrangement puts Altavista EMS in an awkward position of trying to negotiate with Pittsylvania County
for fuel reimbursement that is actually owed to Campbell County. In order to correct this and clear up future
confusion, staff recommends the Interim County Administrator and the County Attorney develop an
agreement between the Pittsylvania County Board of Supervisors and the Campbell County Board of
Supervisors that would allow Campbell County to bill Pittsylvania County directly and all future negotiation
would be between the governing bodies.
RECOMMENDATION:
Staff recommends the Board of Supervisors:
(1) Appropriate $16,084.56 from unappropriated surplus to pay for fuel reimbursement submitted by
Altavista EMS. Requires a 10 -Day Layover
(2) Authorize the Interim County Administrator and the County Attorney to develop an agreement
between Pittsylvania County and Campbell County for future negotiations concerning fuel
reimbursement in regards to the Altavista EMS.
ME
Altavista ELVIS
Office of the ( "hie�f
P.O. Boy: 1 1 10 Maitl Street AItavism VA 2461?
Pholte (434) ?(id• _l% 1( k.lt)6 ha` (+ 34) 369 -4 A)6
11111kOSS @< ,altaVkt8e111S.C( ?tit A(m istuf..m'N S.coin
Mr. Otis Hawker, Interim Administrator
Pittsylvania County
21 North Main Street
P.O. Box 426
Chatham, VA 24531
November 8, 2013
Dear Mr. Hawker:
Subject: Fuel Reimbursement
I hope this letter finds you well. I am writing asking for the fuel reimbursement to be
paid that the Board of Supervisors approved for calls answered in Pittsylvania County. I
had previously sent two invoices that to date we have not been reimbursed for. I am
attaching the latest invoice along with the previous two to this letter.
I am unsure of what is going on with the previous two invoices I forwarded to be paid. A
couple of years ago, the Board of Supervisors voted to reimburse as for the fuel expense
associated with providing EMS to the Northern Pittsylvania County areas. In the past, I
have forwarded a copy of the invoice from Campbell County that we paid for this
expense and have promptly received reimbursement.
Your help in resolving this matter is greatly appreciated. Should you need anything
further please give my office a call. I look forward to hearing from you.
Thank you
I am,
O;kl��
Mark A. Moss
Chief
Enclosures (3)
lfl Or f 'C77P?�1 ioi7 the C. Oi177611d7 i r t c.Il "1 ::1L131'77C1 "Jl t SillL'C' 1946
P49
J
Director
Tracy M. Fairchild
Altavista (434) 592 -9540
Broolmeai (134) 283 -9540
L%nchburg (434) 592 -9540
Rusiburu (434)332 -9540
FAX NO. (434) 332 -2957
Ada/
CA
' i.
DEPARTMENT OF PUBLIC SAFETY
34 COMMUNICATIONS LANE
P.O. BOX 500, RUSTBURG, VIRGINIA 24588
uNNIA xo.C=pbclLra.us
Bill to: Altavista EMS
P.O. Box 1
Altavista, VA 24517
Bill Date:
April
8,
2013
Due Date:
May
8,
2013
Details:
Fuel Reimbursement (January 2013 to March 2013) $5,079.52
Deputv Directors
Michelle Turner
Randall P. Johnson
Animal Warden
J. Benny David, JR.
$- MAILED MAY 15 2013
RESPECTING THE PAST. ATTENDING THE PRESENT. CONCENTRATING ON THE FUTURE
RECEIVED APR 10 2013
c"
1 - "L:.
$- MAILED MAY 15 2013
RESPECTING THE PAST. ATTENDING THE PRESENT. CONCENTRATING ON THE FUTURE
RECEIVED APR 10 2013
.V '�
,5
Director' s
Tracy M. Fairchild
Altavista (434) 592 -9540 vu -er'r
Brookneal (434) 283 -9540
Lynchburg (434) 592 -9540 -�,>1•
Rustburg (434) 332 -9540
DEPARTMENT OF PUBLIC SAFETY
FAX NO. (434) 332 -2957 34 COMMUNICATIONS LANE
P.O. BOX 500, RUSTBURG. VIRGINIA 24588
rwnc.c mmpbeh.va.aa
Bill to: Altavista EMS
P.O. Box 1
Altavista, VA 24517
Bill Date: July 9, 2013
Due Date: August 9, 2013
Details:
Fuel Reimbursement (April 2013 to June 2013) $47973.30
.r.
De wty Directors
Michelle Turner
Randall P. Johnson
Animal Warden
J. Benny David, JR.
RESPECTING THE PAST. ATTENDING THE PRESENT, CONCENTRATING ON THE FUTURE
P51
Of
y
Director =
Tracy M. Fairchild
:
ae 1
.Altavista (434) 592 -9540 tru rstt
Brooknead (434) 283-9540
Lynchburg (434) 592 -9540
Rustbura (434) 332 -9540 t.
DEPARTMENT OF PUBLIC SAFETY
FAX NO. (434) 332 -2957 34 COMMUNICATIONS LANE
A.O. BOX 500, RUSTBURG, VIRGINIA 24588
oane.w.csmpbc1i.vaiu
Bill to: Altavista EMS
P.O. Box 1
Altavista, VA 24517
Bill Date: October 8, 2013
Due Date: October 31, 2013
Details:
Deputy Directors
Michelle Turner
Randall P. Johnson
Animal Warden
J. Benny David, JR.
Fuel Reimbursement (July 2013 to September 2013) $69031.74
RECEIVED OCT 10 2015
RESPECTING THE PAST, ATTENDING THE PRESENT, CONCENTRATING ON THE FUTURE
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
ITEM NUMBER:
Approve Contract — Davenport Communications
11 -19 -2013
12
SUBJECT/PROPOSAL /REQUEST:
ACTION:
INFORMATION:
Installation of New Phone System for 22nd District
Yes
Juvenile & Domestic Relations Court and the 22nd
District Court Services Unit
CONSENT AGENDA:
ACTION:
INFORMATION:
ATTACHMENTS:
STAFF CONTACT(S):
Yes
Mr. Hawker
REVIEWED BY:
BACKGROUND:
DISCUSSION:
Staff has negotiated a price of $5,512.50 with Davenport Communications for the installation of a PBX
System for 22 "d District Juvenile & Domestic Relations Court and the 22nd District Court Services Unit
(CSU) that will allow the Court and the CSU the ability for incoming calls to roll over to the next available
clerk. At present only one line receives calls and if already in use, the citizen calling goes directly to voice
mail. Due to the tremendous volume of calls to J &D Court and CSU, this is not an adequate system to
provide services to the citizen, or to the Court & CSU; and is inefficient because a staff member spends hours
listening to voice messages left by the public. Funds are available in the Juvenile & Domestic Relations
Court budget to cover the cost of this contract for installing the new phone system.
RECOMMENDATION:
Staff recommends the Board of Supervisors approve the contract with Davenport Communications in the
amount of $5,512.50 to install the new phone system for the Pittsylvania County J &D Court and authorize
the County Administrator to sign all necessary documentation.
P79
TM
Certified Installers
October 30, 2013
SAMSUNG AUTHORIZED DEALER
Pittsylvania County J & D Court
P.O. Box 270
5 Bank Street, 3rd Floor
Chatham, VA 24531
RE: Install New Phone System
We hereby submit specifications and estimates for:
1 - Avaya BCM50 System
1 - Expansion Cabinet and Keycode
1 -Wall Mount
7 - T7316E LCD Speaker Phones
1 - GATM 4 Modules (4 Lines)
1 - Battery Backup
Misc. Cabling, Punch Block, etc...
Installation
Davenport
Communications
www.davenportcom.com
434 - 792 -6718 800- 433 -7873 434 -432 -8768
P.O Box 1079 108 Reid St Chatham, VA 24531
DCJS #11-6774 VA CONTRACTOR #2705 017716A
NCASBL #1039 -CSA NCBPN #003115P10
*One year warranty on all parts and labor with the exception of owner misuse or abuse or acts of God.
We propose to furnish material and labor, complete in accordance with the above specifications for
the sum of: $5.512.50 plus sales tax of applicable)
Payment terms: % due upon signing of proposal and remainder due upon completion /receipt of
Invoice.
VISA Accepted
*Completion shall be defined as the installation of all equipment listed above only.
Authorized Signature: mit Davenport Communications All material is guaranteed to be as
specified. All work to be completed in a workmanlike manner according to standard practices. Any alteration or deviation from above
specifications involving extra costs will be executed only upon written orders, and will become an extra charge over and above the estimate. All
agreements contingent upon strikes, accidents or delays beyond our control. Owner to carry all necessary insurance. Our workers are fully
covered by Workmen's Compensation Insurance. The above prices specifications and conditions are satisfactory and are hereby accepted. You
are authorized to do the work as specified. Warranty does not include adds, moves or changes from original specifications. The above prices
are good for 15 days. DCJS#11 -6774. VA Contractor #2705017716A. The undersigned agrees to pay and all collection and/or attorney's fees
and all legal costs incurred or obligated by Davenport Communications in enforcement and /or collection of this agreement. The undersigned
understands that a late payment charge in the amount of 2% per month (APR 24 %) or $1.00 whichever is greater, will be added, if payment is
not received as noted in the agreement, and shall continue each 30 days thereafter, until the past due balance is paid in full. Further, the
undersigned agrees to pay this account and personally guarantees and stands for the credit and all lawful charges incurred by the execution of
this agreement.
Date of Acceptance: Signature:
APPROV9D A$ M
J. VADEN HUNT, ESQ.
ATTORNEY, PITTSYLVANIA COUNTY
WE
PURCHASE AGREEMENT
THIS PURCHASE AGREEMENT, MADE THIS DAY, BY AND BETWEEN DAVENPORT COMMUNICATIONS, HEREINAFTER
REFERRED TO AS THE COMPANY, PARTY OF THE FIRST PART; AND THE PURCHASER, HEREINAFTER REFERRED TO AS THE
CLIENT, PARTY OF THE SECOND PART.
OF SYSTEMS, PRODUCTS, AND /OR SERVICES DESCRIBED ON THE FRONT OF THIS AGREEMENT AND ON THE ATTACHED
SCHEDULES THAT FOR AN IN CONSIDERATION OF THE PURCHASE FROM THE COMPANY, THE PARTIES TO THIS AGREEMENT
OF PURCHASE DO HEREBY AGREE AS FOLLOWS; -
1. THE COMPANY HEREBY SELLS TO THE CLIENT THE SYSTEMS, PRODUCTS, AND /OR SERVICES LISTED ON THE FRONT OF
THE AGREEMENT AND ON ATTACHED SCHEDULES.
2. THE CLIENT AGREES TO PAY THE COMPANY THE SUM LISTED ON THE AGREEMENT AS TOTAL PURCHASE, IN
ACCORDANCE WITH THE PAYMENT SCHEDULE LISTED.
3. THE COMPANY AGREES THAT FOR THE TOTAL LABOR CHARGE LISTED ON THE FRONT OF THIS AGREEMENT, TO INSTALL
THE SYSTEM AN /OR PRODUCTS AS DESCRIBED ON THE FRONT OF THIS AGREEMENT AND ON ATTACHED SCHEDULES AT
THE INSTALLATION ADRESS LISTED ON THIS AGREEMENT. THE CLIENT AGREES TO MAKE THE PREMISE (S) AVAILABLE
DURING NORMAL WORKING HOURS FOR THE INSTALLATION OF THE SYSTEM AND /OR PRODUCTS.
4. THE CIENTS AGREES THAT THE INSTALLATION OF THE SYSTEM, AND /OR PRODUCTS MAY NECESSITATE THE DRILLING
AND CUTTING INTO VARIOUS PARTS OF THE PREMISE. THE COMPANY INTENDS GENERALLY TO CONCEAL WIRING IN
THE FURNISHED AREAS OF THE PREMISES'; HOWEVER THERE MAY BE AREAS IN WHICH, DUE TO CONSTRUCTION,
DECORATION, OR FURNISHINGS OF THE PREMISES, THE COMPANY DETERMINES AT ITS SOLE DISCRETION THAT IT
WOULD BE IMPRACTICAL TO CONCEAL THE WIRING, AND IN SUCH CASES THE WIRING WILL BE EXPOSED.
5. THE COMPANY IS NOT AN INSURER AND DOES NOT UNDERTAKE TO GUARANTEE AGAINST ANY LOSS OR DAMAGE TO
THE CLIENT BY THE REASON OF ANY BURGLARY, ROBBERY, FIRE, THEFT, MEDICAL EMERGENCY, OR ANY OTHER CAUSE,
BUYER UNDERSTANDS AND AGREES THAT IF THE COMPANY SHOULD BE LIABLE FOR LOSS OR DAMAGE DUE FROM
FAILURE OF THE COMPANY TO PERFORM ANY OF THE OBLIGATIONS HEREIN INCLUDING, BUT NOT LIMITED TO,
INSTALLATION, WARRANTY SERVICE, OR THE FAILURE OF THE SYSTEM OR EQUIPMENT IN ANY RESPECT WHAT SO
EVER, THE COMPANY'S LIABILITY SHALL BE LIMITED TO 10% OF THE INSTALLATION PRICE OR TWO HUNDRED AND FIFTY
DOLLARS ($250.00), WHICHEVER IS THE LESSER, AS LIQUIDATED DAMAGE AND NOT AS A PENALTY AND THIS LIABILTY
SHALL BE EXCLUSIVE, AND THE PROVISIONS OF THIS SECTION SHALL APPLY IF LOSS OR DAMAGE, IRRESPECTIVE OF
CAUSE OR ORIGIN, RESULTS DIRECTLY OR INDIRECTLY TO PERSONS OR PROPERTY, FROM PERFORMANCE OR NOW
PERFORMANCE OF THE OBLIGATIONS BY THIS AGREEMENT, OR FROM NEGLIGENCE, ACTIVE, OR OTHERWISE, OF
COMPANY, IT'S AGENTS, ASSIGNS OR EMPLOYEES.
6. THE CLIENT ACKNOWLEDGES THAT WHERE BURGLARY, SMOKE AND /OR FIRE, HOLD -UP, MEDICAL ALERT, WATER FLOW,
ACCESS, OR OTHER EVENTS ACTUALLY COVERED BY THE EQUIPMENT LISTED ON SCHEDULE A OF THIS AGREEMENT,
AND THAT SAID CIRCUMSTANCES DESCRIBED IN THE EQUIPMENT SPECIFICATIONS. FURTHER, THE CLIENT
ACKNOWLEDGES THAT (A) COMPANY HAS EXPLAINED THE FULL RANGE OF DETECTION OF EQUIPMENT AND SERVICES
AVAILABLE TO CLIENT; (B) CLIENT DESIRES AND HAS CONTRACTED FOR ONLY THE EQUIPMENT AND SERVICES ITEMIZED
ON THIS AGREEMENT AND ON ATTACHED SCHEDULES; AND (C) ADDITIONAL DETECTION OVER AND ABOVE THAT
_
7 PROVIDED HEREIN IS AVAILABLE AND MAY BE OBTAINED FROM COMPANY AT AN ADDITIONAL COST TO THE CLIENT.
. lDeACA t�2Jr Gn 1 e.� -� � O r ..1� l�avezn (ao'� cc�ntiYl,un La�,ER 5
-
8. COMPANY AGREES TO PROVIDE A LIMITED NORMAL WEAR AND TEAR WARRANTY FOR REPAIR AND /OR REPLACEMENT
SERVICE FOR A PERIOD OF TIME OF TWELVE MONTHS FROM INSTALLATION OF THE SYSTEM OR PRODUCT, PURCHASED
BY THE CLIENT UNDER THIS AGREEMENT. WARRANTY LABOR WILL BE PROVIDED DURING NORMAL WORKING HOURS,
MONDAY THROUGH FRIDAY, SAM TO 5PM, EXCLUDING COMPANY HOLIDAYS. COMPANY AGREES TO REPAIR OR
REPLACE, AT ITS OPTION, ANY EQUIPMENT THAT FAILS DUE TO WORKMANSHIP, FROM INSTALLATION BUT NOT TO
EXCEED ANY WARRANTIES OR TIME LIMIT OF MANUFACTURERS,
9. THE COMPANY CANNOT BE RESPONSIBLE FOR DELAYS DUE TO STRIKES, MANUFACTURER'S BACK ORDERS, ETC...
10. IN THE EVENT IT IS NECESSARY FOR COMPANY TO ENGAGE A COLLECTION SERVICE, OR TO FILE SUIT OR TAKE ACTION
IN ANY COURT IN THE COMMONWEALTH OF VIRGINIA FOR THE ENFORCEMENT OF THIS AGREEMENT, THEN THE CLIENT
AGREES TO PAY COLLECTION FEES AND COURT COST INCURRED INCLUDING A RESONABLE ATTORNEY'S FEE TO THE
COMPANY. 1 1,11":
11. FOR SYSTEMS PURCHASED AT THE CLIENT'S HOME, A THREE DAY RIGHT OF CANCELLATION (72) HOURS IS PROVIDED
AS UNDER THE LAW.
12. THIS AGREEMENT SHALL BE CONSTRUCTED ACCORDING TO THE LAWS OF THE COMMONWEALTH OF VIRGINIA AND
CONSTITUTES THE ENTIRE AGREEMENT BETWEEN THE PARTIES AND IS BINDING UPON THEIR HEIRS, SUCCESSORS,
PERSONAL REPRESENTATIVES AND ASSIGNS OF THE PARTIES HERETO.
P81
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Voting Equipment - Approval of Transfer of Funds
SUBJECT/PROPOSAL/REQUEST:
Approval of a transfer of funds from General Fund to
the Capital Improvements Fund. These funds were
originally allocated for the landfill but are not needed
for landfill operation
STAFF CONTACT(S):
Hawker, Van Der Hyde
AGENDA DATE:
11 -19 -13
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
No
REVIEWED BY:
ITEM NUMBER:
13
INFORMATION:
INFORMATION:
d S14
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. The budgeted revenue source was to come from a
lease revenue purchase.
After reviewing the County's financial status, it was a recommendation from the financial advisor, Ned
Smither that we utilize the general fund contribution budgeted for landfill operations instead of financing this
equipment. The landfill fund will not need the general fund monies that were set aside for the FY2014
budget year. Since there was no concrete financial data to base solid waste fee estimates, it was difficult to
accurately forecast solid waste fee revenues. Revenues for the solid waste fee have exceeded original budget
estimates. Therefore, the Board needs to approve a transfer of $333,300 to the Capital Improvements Fund
from the Landfill General Fund Contribution line item in order to cover the cost of the voting equipment.
RECOMMENDATION:
Staff recommends that the Board of Supervisors approve a transfer of $333,300 to the Capital Improvements
Fund from the Landfill General Fund Contribution line item to fund the purchase of voting equipment.
r"
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Clerk of Court- Appropriation of Technology Trust
Funds (TTF) - Requires a roll call vote
SUBJECT/PROPOSAL/REOUEST:
Budget Amendment for Technology Trust Fund
monies
STAFF CONTACT(S):
AGENDA DATE:
I1 -19 -13
ACTION:
Yes
CONSENT AGENDA:
ITEM NUMBER:
14
INFORMATION:
ACTION: INFORMATION:
ATTACHMENTS:
Yes
REVIEWED BY: 04
BACKGROUND:
During the budget process, Technology Trust Fund monies were not included because the amount was
undetermined at the time.
DISCUSSION:
H.F. Haymore, Clerk of Court has received notification from the State Compensation Board that there is a
total of $21,587.00 of technology trust funds that are available for expenditure. These funds will be used for
part -time salaries, service contracts, data processing and equipment. These funds will be reimbursed 100%
from the State Compensation Board. Therefore, the following budget amendment needs to be approved and
the monies appropriated from the State Compensation Board.
100 -4- 021600 -1300 5,350.00
100 -4- 021600 -3320 10,500.00
100 -4- 021600 -3161 43397.00
100 -4- 021600 -6003 1.340.00
$21,587.00
RECOMMENDATION:
Staff recommends that the Board of Supervisors appropriate $21,587.00 to the Clerk of Court Budget. The
breakdown of these funds is listed above. THIS MOTION REQUIRES A ROLL CALL VOTE.
U.-IN
H. F. Haymore, Jr.
Clerk of Court
Ann Roach
Chief Deputy
TO:
FROM:
Clerk of Court
Pittsylvania County Circuit Court
P. O. Drawer 31
Chatham, Virginia 24531
434- 432 -7887
KIM VANDERHYDE
H. F. HAYMORE, JR.,
SUBJECT: LINE ITEMS INCREA!
DATE: OCTOBER 9, 2013
Deputies:
Terri Clark
Kathy K Jones
Leslie Jones
Leecy Kitchens
Jane Marsh
Suzanne Meadows
Katie Owen
Judy W. Pierce
Cindy Redding
PLEASE INCREASE THE FOLLOWING LINE ITEMS FROM TTF STATE TRUST FUNDS:
LINE ITEM 21600 -33200
LINE ITEM 21600 -13000
LINE ITEM 21600 - 316100
LINE ITEM 21600 -6003
$10,500.00
5,350.00
4,397.00
1,340.00
BM
APPOINTMENTS
P85
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Appointment — Dan River Alcohol Safety Action
Program (ASAP) Policy Board
SUBJECT/PROPOSAL/REQUEST:
Appointment
STAFF CONTACT(S):
Otis S. Hawker
AGENDA DATE:
11 -19 -2013
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
ITEM NUMBER:
15
INFORMATION:
INFORMATION:
BACKGROUND:
The Pittsylvania County Board of Supervisors makes political appointments to various committees, boards and
commissions of Pittsylvania County.
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.
Ms. Teresa Easley was appointed by the Board of Supervisors to serve a three year term to the Dan River ASAP
Policy Board, beginning April 1, 2011 through March 31, 2014. Ms. Easley has tendered her resignation from the
Dan River ASAP Policy Board, effective October 31, 2013. The Pittsylvania County Board of Supervisors will
need to make an appointment to fulfill the remainder of this term, with the effective date beginning upon the
approval vote of the Board until March 31, 2014. Attached is a description of meeting dates /times /location, term
length, composition of the board, and the board's functions /duties. In the past it has been wish of the ASAP Policy
Board that appointees come from professional groups such as law enforcement, educational, medical /and or civic
groups concerned with highway safety. Attached is the current Dan Rive ASAP Policy Board membership.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review and consideration.
En
Dan River
"40 ?
ZWK
Alcohol Safety Action Program
October 31, 2013
County of Pittsylvania
Mr. Otis Hawker, Interim County. Administrator
PO Box 426
Chatham, Virginia 24531
RE: Appointment to Dan River ASAP Policy Board
Dear Mr. Hawker:
135 East Market Street
Martinsville, VA 24112
(276) 632 -6303
(276) 632 -6304 fax
The County of Pittsylvania appointment of Teresa Easley to the Dan River ASAP Policy
Board will expire on March 15, 2014. Mrs. Easley has resigned as Policy Board member
from the Dan River ASAP Policy Board via letter effective October 31, 2013.
I would appreciate you bringing this
to the attention of the
County Board
of Supervisors
at their next meeting for the purpose
of appointing another
representative.
Your cooperation and prompt attention to this matter will be greatly appreciated.
Sincerely, no
Tammy iBSad,
Executive Director
Serving the cities of Danville and Martinsville, and the counties of Franklin, Henry; Patrick and Pittsylvania
FTFA
DAN RIVER ALCOHOL SAFETY ACTION PROGRAM
DESCRIPTION
Meeting Date /Time /Location: Meets each Quarter (September, December, March,
June) held at 6:00 p.m. at the Dutch Inn in Collinsville, Virginia. The meeting day is
chosen by the board members.
Term: 3 years
Composition: Two (2) members appointed by Council to serve a three (3) year term.
Ex- Officio member of the Board shall be the Dan River ASAP Director. The Board
may select additional members from among professional groups such as law
enforcement, educational, medical and /or civic groups concerned with highway safety.
Function /Duties: Develops and implements the operational and personnel policies of
the Dan River ASAP in keeping with the needs of the Courts as they relate to the
drinking driver problem. This program provides services to the Courts of Franklin
County, Henry County, Patrick County, Pittsylvania County, City of Danville, and
City of Martinsville. This program also employs a Director who develops and submits
the annual budget. Created under §18.2271.1 of the Code of Virginia, 1962, as
amended.
REVISED 01 -23 -2012
LZE
DAN RIVER ALCOHOL SAFETY ACTION PROGRAM (ASAP)
POLICY BOARD
FY 2014
3 Year Terms
Revised 1111312013
DANVILLE
MARTINSVILLE
Major Christopher K. Wiles
Mrs. Donna M. O'Dell
144 Clarendon Circle
96 Diana Court
Danville, VA 24541
Martinsville, VA 24112
Work: (434) 799 -6505
Work: (276) 403 -5145
Email: wilesckna.ci.danville.va.us
Fax: (276) 403 -5375
Term Expires: June 30, 2015
Email: dodell(i ,ci.martinsville.va.us
Captain Rik Vaughn
Term Expires: April 30, 2015
Ms. Debbie S. Flinn
Mr. Charles E. Long, Sr.
310 Dogwood Drive
3567 Dillons Fork Road
Danville, VA 24541
Fieldale, VA 24089
Home: (434) 791 -5680
Cell: (276) 252 -6716
Email: dflinn(&averett.edu
Email: usmc2392764na,¢mail.com
Term: June 30, 2014 1
Term Expires: April 13, 2014
FRANKLIN COUNTY HENRY COUNTY
Mr. Brandt Gawor
Mrs. Opal Hall
245 Farmington Road
1695 Mt. Olivet Road
Hardy, VA 24101
Martinsville, VA 24112
Work: (540) 483 -3000
Home: (276) 638 -1417
Email: brandtEawor2 a,franklincountyva.org
Email: ohall33Ca,embargmail.com
Term Expires: March 9, 2015
Term Expires: June 30, 2016
Mr. Tom Webster
Captain Rik Vaughn
P. O. Box 81
Henry County Sheriff Department
Boones Mill, VA 24065
3250 Kings Mountain Road
Home: (540) 334 -5469
Martinsville, VA 24112
Fax: (540) 342 -2403
Work: (276) 656 -4208
Email: tomwebster(aAerrerds.com
Cell: (276- 226 -6253
Term Expires: June 30, 2015
Email: rvau¢hn(a,co.henrv.va.us
Term Expires: March 31, 2014
Mrs. Jacqueline Brubaker
Mr. J. R. Powell, Vice - Chairman
P. O. Box 569
308 Round Hill Road
Rocky Mount, VA 24151
Martinsville, VA 24112
Work: (540) 483 -3060
Home: (276) 656 -1780
Fax: (540) 483 -3036 in Rocky Mount
Work: (276) 632 -7677
Fax: (540) 432 -7915 in Pittsylvania Co.
Email: voowell(a co.henrv.va.us
Email: ibrubaker(iDeourts.state.va.us
Term Expires: March 31, 2016
Term: December 2, 2013
6W. ,
DAN RIVER ALCOHOL SAFETY ACTION PROGRAM (ASAP)
POLICY BOARD
3 Year Terms
(CONTINUED)
PATRICK COTINTV 131-rvrc171 l7AnT1A 0" TTNTTV
Mr. Brent Foddrell
VACANCY AS OF OCTOBER 31, 2013
327 Foddrell Lane
Stuart, VA 24171
Home: (276) 694 -4882
Email: bfoddrelikembarumail.com
Term Expires: March 31, 2014
Term Expires: June 11, 2015
VACANT
Captain James H. McLauglin
4232 Piney Road
Gretna, VA 24557
Cell: (434) 250 -3700
Email: dmc1aueh1in14(&fairnoint.net
Term Ex ires: Au ust 19, 2015
Officers: Chairman — Tom Webster
Vice- Chairman —
Secretary — Brandt Gawor
For more information contact:
Mrs. Tammy A. Goad, Director
Dan River Alcohol Safety Action Program (ASAP)
135 East Market Street
Martinsville, VA 24112
Work: (276) 632 -6303
Fax: (276) 632 -6304
Email: danrasao(a)centurvlink.net
P90
REPORTS FROM
IDIUVIDIDIMI
P91
REPORTS FROM
LEGAL COUNSEL
P92
REPORTS FROM
COUNTY
ADMINISTRATOR
P93
I II
No 2013 /
COMMONWEALTH[ ®f VIRGINbi
Matthew J. Lohr Department of Agriculture and Consumer Services
Commissioner Division of Consumer Protection
Office of Plant Industry Services
P.O. Box 1163, Richmond, Virginia 23218
Hearing impaired: (800) 828 -1120
www.vdacs.virginia.gov
October 1, 2013
COUNTY ADMINISTRATOR
PITTSYLVANIA COUNTY
P O BOX 426
CHATHAM, VA 24531
Dear COUNTY ADMINISTRATOR:
The Virginia Department of Agriculture & Consumer Services ( VDACS) has completed the
2014 Guidelines for Participation — Aerial Treatments for the Virginia Cooperative Gypsy Moth
Suppression Program ( VCGMSP). A copy of these guidelines may be downloaded from the
VDACS website at www.vdacs.virgima.gov /plant &pest /pdf /guideO5a.pdf The purpose of
VCGMSP is to protect contiguously forested areas from serious gypsy moth damage. Through
this program VDACS may cooperate with local government in gypsy moth suppression activities
on private and local government -owned lands.
Survey results from the Department of Forestry indicate that no significant defoliation from
gypsy moth larvae occurred in 2013. As a result it is anticipated that no gypsy moth suppression
treatments will be necessary in 2014. However, specific localities may find limited areas of
concern within their jurisdiction. Localities desiring to participate in the VCGMSP must submit
their proposals for aerial treatments to VDACS by November 29, 2013. Cost -share funding
available for this program is contingent upon the availability of USDA- Forest Service funds. If
USDA - Forest Service fiends are unavailable or not adequate to cover treatment costs, localities
may be responsible for 100% of treatment costs.
If you have any questions concerning the Virginia Cooperative Gypsy Moth Suppression
Program, please contact me by telephone at 804 - 786 -3515.
Sincerely,
Keith R. Tign
Gypsy Moth Suppression Program
cc: Larry Nichols, Program Manager
Ed Barlett, Regional Supervisor
Tom Finn, Regional Supervisor
Gina Goodwyn, Regional Supervisor
—Equal Opportunity Employer—
P94
VIRGINIA _
2,t, -Ad
TM
Get Connected. Get Answers. United way
Dial 2-1-1 • www.211virginia.org of Central Virginia
MEMO NOV _ 7 2013
To: Social Service Directors
County /City Administrators
Legislative Representatives
Community Leaders
From: Kenita Withers, Resource Specialist
Date: November 4, 2013
Subject: Problem Needs
Please find enclosed the quarterly 2 -1 -1 VIRGINIA of Central Virginia's Problems /Needs Inquiries for the
area or area(s) your position serves. This information shows the types of resources people in your area
are requesting.
If you are interested in learning more about the services that I &R offers please contact me at (434 455-
6908 or 2 -1 -1. You can also contact a 2 -1 -1 call specialist by dialing 2 -1 -1 or visiting our website at
www.21lvirginia.org.
1010 Miller Park Square * Lynchburg, VA 24501 * (434) 845 -8016 * www.virginia2ll.org
P95
2 -1 -1 VIRGINIA of Central Virginia
Problems/Needs Inquiries
For Danville /Pittsylvania County
July 1, 2013 - September 30, 2013
TOP TEN CATEGORIES
Financial Aid- Utilit/Fuel
Financial Aid - Housing
Shelter - Emergency /Homeless
Centers for Independent Living
Food Pantry/Emergency
Employment & Career Services
Housing Subsidized
Legal Advice /Representation
Socia' Services Departmer,UDES
Transportation- Special
TOTAL TOP TEN INQUIRY CATEGORIES
TOTAL ALL INQUIRY CATEGORIES
NUMBER PERCENT
77
49%
23
15%
11
7%
9
6%
8
5%
7
4%
7
4%
5
3%
5
3 °6
4
3%
156
100%
220
2 -1 -1 VIRGINIA of Central Virginia
Problems /Need Category Inquiries
For Danville /Pittsylvania County
Julyl 1, 2013 - September 30, 2013
3% 3% 3%
4%
5%
o„
49 /.
s
k
x+ �
P96
13 Financial Aid- Utilit/Fuel
El Financial Aid - Housing
® Shelter- Emergency /Homeless
19 Centers for Independent Living
® Food Pantry/Emergency
❑ Employment & Career Services
®Housing Subsidized
[]Legal Advice /Representation
oSocial Services Department/DSS
o Transportation - Special
ILI
r
%
t�
I �e
IdeaFest attendees will gain knowledge about the startup process,
network with like- minded entrepreneurs, potential partners and
community members, and learn about business development
resources available in the greater Danville region.
The main event is the Business Pitch Competition, in which 25
entrepreneurs will pitch a business idea to a panel of judges and
audience members... ALL IN 5 MINUTES! The first, second, and
third place winners will win CASH and services to launch their startups!
REGISTRATION
Registration is required for certain
portions of the event.
WHO SHOULD ATTEND
Aspiring entrepreneurs
Experienced entrepreneurs
Business students
Business leaders
Startup investors
Venture capitalists
Community members
KEYNOTE SPEAKER
TBA - Watch our website!
AGENDA
® Startup Readiness Workshop
Conducted by VT Knowledge Works
8am - 12:30pm; Lunch included;
Registration required
fo� Business Pitch Competition
1 - 4:30pm; Registration required for
pitch presenters. Open to the public.
Ib Entrepreneurial Resource Fair
1 1:30am - 1:00pm; Featuring organizations
providing business development resources
® Networking Event
4:30 - 6:30pm
For more details, email ldeafestdanvilleftmall.com ROME
or visit www.ideafestdanville.com N pe
E� llli i1llIIVAII the 1111111*
FOR
MVpNCiDLGRNMGANO RFSGRCII
i
wttwfedgAvorks
A afte to are F&M
P97
CLOSED SESSION
ADJOURNMENT
P99