The URL can be used to link to this page

12-02-2013 BOS PKTPITTSYLVANIA COUNTY BOARD OF SUPERVISORS REGULAR MEETING MONDAY, DECMBER, 2013 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA I . 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 Seconded by Barber Barksdale Blackstock Bowman Bowman Hagerman Hagerman Harville Harville Snead Snead APPROVAL OF AGENDA Motion by Barber Barksdale Blackstock Seconded by Barber Barksdale Blackstock Bowman Bowman Hagerman Hagerman Harville Harville Snead 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) Minutes: November 4, 2013 — Regular Meeting — Pages 11 -16 November 19, 2013 — Adjourned Meeting — Pages 17 -25 November 21, 2013 — Adjourned Meeting — Pages 26 -27 Motion by Barber Barksdale Blackstock Bowman Hagerman Harville Snead Seconded by Barber Barksdale Blackstock Bowman Hagerman Harville Snead (b) Bill List — November 2013 (Online) Motion by Barber Barksdale Blackstock Bowman Hagerman Harville Snead Seconded by Barber Barksdale Blackstock Bowman Hagerman Harville Snead (c) Ratify Resolution 2013- 11 -06; Bachelors Hall Volunteer Fire Department— 50th Anniversary — Pages 28 -29 Motion by Barber Barksdale Blackstock Bowman Hagerman Harville Snead Seconded by Barber Barksdale Blackstock Bowman Hagerman Harville Snead (d) Award of Appreciation — R. Blair Reynolds — Page 30 Motion by Barber Barksdale Blackstock Bowman Hagerman Harville Snead Seconded by Barber Barksdale Blackstock Bowman Hagerman Harville Snead (e) Award of Appreciation — Roy P. Byrd, Jr. — Page 31 Motion by Barber Barksdale Blackstock Bowman Hagerman Harville Snead Seconded by Barber Barksdale Blackstock Bowman Hagerman Harville Snead (f) Outstanding Achievement Award — Danville - Pittsylvania Chamber of Commerce — Pages 32 -34 PRESENTATIONS 6. WorkForce Investment Board Annual Report FY2013 — Page 36 Motion by Barber Barksdale Blackstock Bowman Hagerman Harville Snead Seconded by Barber Barksdale Blackstock Bowman Hagerman Harville Snead 7. Request for Fuel Reimbursement — Altavista EMS. At the Board of Supervisors meeting on November 19, 2013, a motion was made by Mr. Barksdale, seconded by Mr. Blackstock requiring a 10 -Day Layover that has now been met. A Roll Call Vote is Required. Pages 38 -43 Roll Call Vote Y N A Barber Barksdale Blackstock Bowman Hagerman Harville Snead (Roll Call Vote Y or N) NEW BUSINESS Motion by Barber Barksdale Blackstock Bowman Hagerman Harville Snead Seconded by Barber Barksdale Blackstock Bowman Hagerman Harville Snead 8. Request for Pittsylvania County Circuit Court to Make Appointments for the Board of Equalization —Pages 45 -51 Motion by Barber Barksdale Blackstock Bowman Hagerman Harville Snead Seconded by Barber Barksdale Blackstock Bowman Hagerman Harville Snead 9. Webpage Contract — Pages 52 -60 Motion by Barber Barksdale Blackstock Bowman Hagerman Harville Snead Seconded by Barber Barksdale Blackstock Bowman Hagerman Harville Snead 10. Expenditure Refunds — Requires a Motion and a 10 -Day Layover — Pages 61 -63 Motion by Barber Barksdale Blackstock Bowman Hagerman Harville Snead Seconded by Barber Barksdale Blackstock Bowman Hagerman Harville Snead 11. J.T. Minnie Maude Grant — A Roll Call Vote is Required — Pages 64 -67 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 12. Pittsylvania County Health Department Request — Utilization of 2012/2013 Carryover funds Pages 68 -69 Motion by Barber Barksdale Blackstock Bowman Hagerman Harville Snead Seconded by Barber Barksdale Blackstock Bowman Hagerman Harville Snead 13. Virginia Juvenile Community Crime Control Act Grant (VJCCCA) — A Roll Call Vote is Required — Pages 70 -71 Roll Call Vote Y N A Barber Barksdale Blackstock Bowman Hagerman Harville Snead (Roll Call Vote Y or N) APPOINTMENTS 14. Road Viewers — Westover District — Page 73 15. Beautification Committee — Banister District — Page 74 BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL REPORTS FROM COUNTY ADMINISTRATOR (1) Building/Grounds Completed Work Orders - November 2013 —Pages 78 -79 (2) Animal Control Activity Report — November 2013 — Page 80 (3) Conservators of the Peace Solid Waste Monitoring Report — November 2013 — Page 81 (4) Pittsylvania County Code Compliance Monthly Report and Fees — November 2013 — Page 82 (5) Letter of Resignation from Board of Building Code Appeals — Joseph Craddock — Page 83 (6) PEA -VEA 2014 Legislative Agenda —Pages 84 -85 Motion by Barber Barksdale Blackstock Bowman Hagerman Harville Snead Seconded by Barber Barksdale Blackstock Bowman Hagerman Harville Snead Entered Closed Session: CLOSED SESSION 16. 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 Re -enter Open Session: 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 Action Motion (if any) Motion by Barber Barksdale Blackstock Bowman Hagerman Harville Snead Seconded by Barber Barksdale Blackstock Bowman Hagerman Harville Snead ADJOURNMENT Motion by Barber Barksdale Blackstock Bowman Hagerman Harville Snead Seconded by Barber Barksdale Blackstock Bowman Hagerman Harville Snead Time Adjourned: HEARING OF CITIZENS P9 CONSENT AGENDA P10 Regular Meeting November 4, 2013 Pittsylvania County Board of Supervisors Monday, November 4, 2013 Regular Meeting VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was held on Monday, November 4, 2013 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. James H. Snead, Chairman, called the meeting to order at 7:00 p.m. The following members were present: Brenda H. Bowman Coy E. Harville James Snead Jessie L. Barksdale Jerry A. Hagerman Tim Barber Elton W. Blackstock, Jr. Chatham - Blairs District Westover District Dan River District Banister District Callands- Gretna District Tunstall District Staunton River District Mr. Otis S. Hawker, Interim County Administrator, Mr. J. Vaden Hunt, County Attorney, and Ms. Rebecca Flippen, Deputy Clerk to the Board, were also present. Mr. Snead led the Pledge of Allegiance. Approval of Agenda Motion was made by Mr. Barber, seconded by Mr. Harville, to approve the agenda with the following additions /postponement: Additions: (a) Replacement of Condensation Pump — 68 Annex (b) Ratification of Board of Supervisors' action at their October 24, 2013 meeting appointing Elton W. Blackstock as the Staunton River District Representative (c) Standing Committee /Committee Assignments Postponement: Item 9: Enterprise Zone Amendment Resolution Mr. Barber's motion was unanimously approved by the Board. Motion was made by Mr. Harville, seconded by Barber, to formally ratify the Board of Supervisors' action in appointing Elton W. Blackstock, Jr. as the Board of Supervisors' representative for the Staunton River Electoral District of Pittsylvania County, Virginia, to serve until the Special Election scheduled for Tuesday, November 4, 2014, that occurred at a lawfully noticed and conducted adjourned meeting held on Thursday, October 24, 2013, in the Main Conference Room of the County Administration Building located at 1 Center Street, Chatham, Virginia. The following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Barber -Yes; Mr. Barksdale -Yes; Mr. Blackstock - Abstained; Ms. Bowman -Yes; Mr. Hagerman-Yes; and Mr. Snead -Yes. The motion carried on a 6 -1 vote, with Mr. Blackstock abstaining. Pil Regular Meeting November 4, 2013 Hearing of the Citizens Gerald Milliman of the Staunton River District offered a word of prayer. Bob Harris of the Callands- Gretna District, and Chairman of the Board for Heritage Academy, made comments concerning the potential sale of Woodlawn/Carlisle School, of the proposed Pittsylvania County School's offer to purchase the property, on Heritage's proposed offer to the Pittsylvania County Education Foundation, Inc. for an outright purchase of the property, and asked that the Board of Supervisors not purchase the property. Karen Maute of the Westover District, made comments concerning the billboard sign on US Route 29 (NB Lane ) towards Chatham that states "Welcome to Pittsylvania County: Future Home of the Safest Uranium Mine in the World." Ms. Maute questioned whether the sign was legal and asked the Board of Supervisors to act on the best interest of the citizens of the county before the county incurred more economic damages due to what the sign implies, noting that the moratorium banning uranium mining in Virginia was still in place. Ann Cocherell of the Chatham - Blairs District supported Ms. Mante's comments on the billboard and submitted a letter to the Board of Supervisors. Deborah Dix of the Chatham - Blairs District made comments against uranium mining, against the billboard referenced by Ms. Maute, and comments about some of the federal representatives like Robert Hurt wanting to do away with the Environmental Protection Agency (EPA), This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Barber, seconded by Mr. Barksdale, to approve the Consent Agenda. Consent Agenda: (a) Minutes: October 2, 2013 — Special Call Meeting October 7, 2013 — Regular Meeting October 22, 2013 — Adjourned Meeting October 24, 2013 — Adjourned Meeting (b) Bill List October 2013 (Online) (c) Virginia Department of Transportation (VDOT) — Secondary System Addition Resolutions: Subdivision — Tree Lake (Tree Lake Drive /SR1694 & Sugar Lake Drive /SR1965) and Subdivision - Sugartree Manor ( Sugartree Manor Drive /SR1696, Sugartree Court/SR1698, Tree Court/SR1699, and Manor Lane /SR1697) Mr. Barber's motion was unanimously approved by the Board. P12 Regular Meeting November 4, 2013 The Board of Supervisors of Pittsylvania County, in the regular meeting on the 4th day of November, 2013, adopted the following: RESOLUTION 2013 -11 -01 WHEREAS, the street(s) described on the attached Additions Form AM -4.3, fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Pittsylvania County, and WHEREAS, the representative for the Virginia Department of Transportation has advised this Board that the streets) meet the requirements established by the Virginia Department of Transportation's Subdivision Street Requirements, and NOW, -1 HERE.FORE, 11E 1'1' RESOLVED, this Board requests the Virginia Department of Transportation to add the street(s) described on the attached Additions Fomt AM -4.3 to the secondary system of state highways, pursuant to §33.1 -229, Code of Virginia, and file Department's Subdivision Street Requirements, after receiving a copy of this resolution and all outstanding fees and documents required of the developer, whichever occurs last in time. BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right -of=way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER. RESOLVED, that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. Recorded Vote A Copy Testee: Moved Tim Barber Seconded By: Jest ie Barksdale Yeas: 7 Signed: Nays: O Printed Name ptls S. Hawker Title: Interim County Administrator The Board of Supervisors of Pittsylvania County, in the regular meeting on the 4th day of November, 2013, adopted the following: RESOL L/TIOA' 2013 -11 -02 WHEREAS, the street(s) described on the attached Additions Form AM -4.3, fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of tine Circuit Court of Pittsylvania County, and WHEREAS, the representative for the Virginia Department of Transportation has advised this Board that the street(s) meet the requirements established by the Virginia Department of Transportation's Subdivision Street Requirements, and NOW,'fI I EREFORE, BE 11 f RESOLVED, this Hoard requests the Virginia Department of Transportation to add the street(s) described on the attached Additions Form AM -4.3 10 the secondary system of stale highways, pursuant to §33.1 -229, Code of Virginia, and the Department's Subdivision Street Requirements, after receiving a copy of this resolution and all outstanding fees and documents required of the developer, whichever occurs last in time. BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right -of -way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that a certified copy of this resolution he forwarded to the Resident Engineer for the Virginia Department of Transportation. Recorded Vote A Copy Testae: Moved By: Ti. Berber Seconded By: Jcaaia Barksdale Yeas: 7 Signed: Nays: O Printed Name: otia S. Hawker Title: interim County Administrator P13 Regular Meeting November 4, 2013 Presentations Bob Warren, Board Member for the Danville - Pittsylvania Community Services, along with Jim Bebeau Executive Director of the Danville - Pittsylvania Community Services, presented their 2013 Annual Report, "Right Time, Right Place, Right Now." Motion was made by Mr. Harville, seconded by Ms. Bowman, to accept Danville - Pittsylvania Community Services' 2013 Annual Report, which was unanimously approved by the Board. New Business Motion came from the Solid Waste Committee to advertise a public hearing to be held on November 19, 2013 at 7:00pm for citizen input on a proposed amendment to Section 17 -15 of the Solid Waste Ordinance as follows: Payment for the full amount of the annual Solid Waste Disposal Fee shall be the responsibility of the owner of record as of January 1' of the assessed property for the corresponding year. " The Board unanimously approved the committee's motion. Motion was made by Mr. Barksdale, seconded by Mr. Barber, to approve Resolution 2013- 11-03 for a Virginia Department of Transportation (VDOT) Revenue Sharing Resolution and application for the Town of Chatham, and authorize the Interim County Administrator to sign all necessary documentation. This revenue sharing project for funds up to $20,000.00, with the Town of Chatham intending to provide up to $20,000.00 of matching funds, would be for the stabilization, drainage, and the paving of that portion of David Road/SR694 located approximately 0.90 miles east of U.S. Route 29 Business to 1.01 miles east of U.S. Route 29 Business, a total of 0.21 miles in length. Mr. Barksdale's motion was unanimously approved by the Board. APtttsPtbania QGountp Woarb of -19iuperbisuro RESOLUTION 2013-11-03 At the adjourned meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom in Chatham, Virginia on November 04, 2013, on a motion by * s ®mss 8 lc2tlale ,seconded by Ti.m sarbar __ the Following resolution was adopted by a vote of 7 to 0 WHEREAS, The Virginia Department of Transportation Revenue Sharing Program states that Towns not maintaining their own streets may not directly apply for Revenue Sharing Funds, but may include their request as part of a package submitted by the County in which they are located; and WHEREAS, the Pittsylvania County Board Of Supervisors desires to submit an application for an allocation of funds of up to $20,000.00 through the Virginia Department of Tra- SPnrustion Fiscal Year 2015 Ravenna Sharing Program, on behalf of the Town of Chatham; and WHEREAS, the Chatham Town Council intends to provide up m $20,000.00 as its local match of these funds requested to stabilize, drain and pave that portion of Davis Road (State Route 694), located approximately 0.80 miles east of Route 29 business to 1.01 miles east of Route 29 business, being 0.21 miles in length; NOW, HE 1T HEREBY RESOLVED, that the Board of Supervisors of Pittsylvania County hereby supports this application on behalf Of the Town of Chatham for an allocation of up to $20,000.00 through the Virginia Department of Transportation Revenue Sharing Program, with the understanding that the required matching Hands will be provided by the Chatham Town Council; and BE IT FURTHER RESOLVED, that the Hoard of Supervisors of Pittsylvania County authorizes the Interim County Administrator to execute the project application agreements for any approved revenue sharing projects, with the understanding that the Chatham Town Manager or Chatham Clerk of Council will provide all necessary project administration agreements and documentation to the Interim County Administrator. Adopted this 4th day o£ November /�ames Snead, Cfiairman Pittsylvania County Board of Supervisors Otis S. New County Administrator /Clerk Pittsylvania County Board of Supervisors P14 Regular Meeting November 4, 2013 Motion was made by Mr. Harville, seconded by Mr. Barber, for the reappropriation of funds as follows: $199.67 to Clerk of Courts - Copier Lease (100 -4- 021600 - 66051), $60.00 to Sheriff — Parts (100 -4- 031200 - 6030), $215.30 to Sheriff - Training (100 -4- 021600 - 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- 0335500 - 5500), $30.134.18 to WIA -Other Operating (251 -4- 353853- 6014), which required a 10 -Day Layover. Motion was made by Mr. Barber, seconded by Ms. Bowman, to amend the Sheriff's Office 2013/14 budget and appropriate $2,935 of Trunk or Treat contributions to line item 100- 4- 031200- 5878 and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Barber -Yes; Mr. Barksdale -Yes; Mr. Blackstock -Yes; Ms. Bowman -Yes; Mr. Hagerman -Yes; and Mr. Snead -Yes. Mr. Barber's motion was unanimously approved by the Board. Motion came from Mr. Harville, seconded by Mr. Blackstock, to award a contract to Carter Machinery Company, Inc. for a Caterpillar 316EL Trackhoe that is offered through the National Joint Powers Alliance (NJPA), of which Pittsylvania County is a member; Contract #060311, at a price of $194,636.00; and approve the transfer of $27,988.00 from line item #520 -4- 094401 -8201 to line item 520 -4- 094120 -8102, and that the balance for the contract of $88,648.00 be appropriated from Landfill unappropriated surplus. Mr. Harville's motion required a 10 -Day Layover. Motion was made by Mr. Harville, seconded by Mr. Barksdale, to approve the following additional holiday time of '/z day on Wednesday, November 27, 2013 beginning at 12:OOpm (noon) and the entire day of Tuesday, December 24, 2013; and to authorize the Interim County Administrator to notify all departments and the media of this additional holiday time, which was unanimously approved by the Board. Added Items Motion was made by Mr. Barber, seconded by Mr. Harville, to award the purchase bid for the replacement condensation pump to 045 Hajoca Danville in the amount of $9,589.69, noting existing funds for this pump replacement were identified with the 310 Account, and authorize the Interim County Administrator to sign all necessary documentation, which was unanimously approved by the Board. _Appointments Due to the appointment of Mr. Blackstock as the Board of Supervisors' representative for the Staunton River Electoral District of Pittsylvania County, Chairman Snead submitted the following revision of the Board of Supervisors' Standing Committee /Committee assignments. FINANCE/INSURANCE COMMITTEE COMPUTER /RADIO/TELECOMMUNICATIONS Coy E. Harville, Chairperson Jessie L. Barksdale, Chairperson Jerry A. Hagerman Elton W. Blackstock Jessie L. Barksdale Coy E. Harville Brenda H. Bowman BOS /SCHOOL JOINT LIAISON COMMITTEE PERSONNEL COMMITTEE Jerry A. Hagerman, Chairperson Coy E. Harville, Chairperson Brenda H. Bowman Tim R. Barber Jessie L. Barksdale Jessie L. Barksdale PROPERTY /BUILDING COMMITTEE FIRE & RESCUE POLICIES & PROCEDURES rls Regular Meeting November 4, 2013 Jessie L. Barksdale Chairperson Coy E. Harville Brenda H. Bowman SOLID WASTE COMMITTEE Brenda H. Bowman, Chairperson Jessie L. Barksdale Jerry A. Hagerman LEGISLATIVE COMMITTEE Jerry A. Hagerman, Chairperson Jessie L. Barksdale Elton W. Blackstock AGRICULTURAL DEVELOPMENT BOARD Jessie L. Barksdale Dan River Business Development Center: Danville - Pittsylvania Regional Facility Authority: Alternate: Fire/Rescue Emergency Medical Services Advisory Committee (EMAC): Local Elected Officials (LEO): Metropolitan Planning Organization: Alternate: Pittsylvania County Community Action Agency: Pittsylvania County Planning Commission: Roanoke River Basin Association: Sara Title III (LEPC): Social Services Board: Tri- County AEP Relicensing Committee: Tri - County Lake Advisory Committee: Virginia Association of Counties Committee: West Piedmont Planning District Commission: COMMITTEE Tim R. Barber, Chairperson Jerry A. Hagerman Coy E. Harville ECONOMIC DEVELOPMENT COMMITTEE Tim R. Barber, Chairperson Coy E. Harville Jerry A. Hagerman ANIMAL WELFARE FACILITY COMMITTEE Brenda H. Bowman, Chairperson Jessie L. Barksdale Jerry A. Hagerman BEAUTIFICATION COMMITTEE Brenda H. Bowman Brenda H. Bowman Coy E. Harville (4 yr. term), James H. Snead (2 yr. term) Jessie L. Barksdale (2 yr. term) Tim R. Barber James H. Snead Coy E. Harville, James H. Snead, Tim Barber Otis S. Hawker Jessie L. Barksdale Jerry A. Hagerman Jessie L. Barksdale Brenda H. Bowman, Tim R. Barber Jessie L. Barksdale Jerry A. Hagerman, Elton W. Blackstock Jerry A. Hagerman James H. Snead James H. Snead, Jessie L. Barksdale County Administrator Announcements Mr. Hawker gave notice that the Reassessment Team would be sending out notices on Thursday, November 7, 2013; and when made available, he would forward the hearing schedules (if any); and that at the December 4, 2013 Board of Supervisors' meeting, he would be requesting the Board's authorization to ask Circuit Court to appoint a Board of Equalization. Adiournment Motion was made by Mr. Barber, seconded by Mr. Harville, to adjourn, which was unanimously approved by the Board. The meeting ended at 7:51pm. P16 Adjourned Meeting November 19, 2013 Pittsylvania County Board of Supervisors Tuesday, November 19, 2013 Adjourned Meeting VIRGINIA: The Adjourned Meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, November 19, 2013 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. James H. Snead, Chairman, called the meeting to order at 7:00 p.m. The following members were present: Brenda H. Bowman Coy E. Harville Jessie L. Barksdale Jerry A. Hagerman Tim Barber James Snead Elton W. Blackstock, Jr. Chatham - Blairs District Westover District Banister District Callands- Gretna District Tunstall District Dan River District Staunton River 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. Odic H. Shelton, Jr., Director of Code Compliance, and Ms. Rebecca Flippen, Deputy Clerk to the Board, were also present. Cadets from Hargrave Military Academy led the Pledge of Allegiance. Approval of Agenda Motion was made by Mr. Harville, seconded by Mr. Barber, to approve the agenda with the following additions, with (a) and (b) being added to the Consent Agenda: Additions: (a) Ratification of Award of Appreciation — Landon Worsham (b) Resolution of Support — Town of Gretna Economic Development Grant Application (c) To adjourn this November 19, 2013 meeting of the Board of Supervisors and that they reconvene on Thursday, November 21, 2013 at 1:OOpm for the purpose of the following: (1) Discussion, consideration, or interviews of prospective candidates for the appointment of specific public officers of any public body. Authority: §2.2- 3711(A)(1) of the Code of Virginia, 1950, as amended Subject Matter: County Administrator Purpose: Review Applications received for County Administrator Vacancy (2)Evaluation of performance of specific employees of a public body Authority: §2.2- 3711(A)(1) of the Code of Virginia, 1950, as amended Subject Matter: County Attorney Purpose: Annual Evaluation Mr. Harville's motion was unanimously approved by the Board. Hearing of the Citizens Gracie May, of the Tunstall District, presented Chris Brown, Sheriffs Deputy and representative for the Pittsylvania County Sheriff's Department D.A.R.E. Program, with the P17 Adjourned Meeting November 19, 2013 trophy as winners of the annual Charity Softball Tournament between Pittsylvania County Sheriff's Department, City of Danville Police Department, and the City of Danville Sheriff's Department. Andrew Lester, of the Staunton River District and member of the Keep the Ban Coalition, presented the Board with Certificate of Appreciation, thanking the Board for their support for Virginia's ban on uranium mining. George Stanhope of the Callands- Gretna District commended the cleanliness of the compactor site in his community. Ed Pope, of the Staunton River District made comments on the proposed Pittsylvania County Educational Foundation, Inc.(PCEF) sale of the Woodlawn/Carlisle School property, questioning if the County could afford to lend the Pittsylvania County Public Schools more money and the increased debt and cost the purchase would cost the County, and felt Heritage Academy was done an injustice by the PCEF. Mr. Pope further stated that Heritage Academy was in extreme need a new space for growth in order to remain operative and that the Woodlawn/Carlisle property would be a perfect fit for Heritage Academy. The following citizens also made comments supporting Mr. Pope's comments concerning the proposed school property sale by the PCEF: Dr. Hank Meadows of the Callands- Gretna District; George Harper of the Chatham - Blairs District; Laurie Nicolson of the Chatham - Blairs District and teacher at Heritage Academy; Tommy Barber of the Chatham - Blairs District and parent of 2 children attending Heritage Academy; Leslie Oakes of the Chatham - Gretna District. Bob Harris of the Callands- Gretna District and Chairman for the Board of Directors for Heritage Academy also shared Mr. Pope's comments and those of the other speakers. Mr. Hams further stated that Heritage Academy was the only private school in the area that allowed parents to have their children taught with a Christian world view. Mr. Hams asked the Board to reconsider their position on the purchase of the property by the Pittsylvania County Public Schools. Karen Maute of the Westover District made comments about the billboard sign on U.S. Route 29, Northbound lane, just inside the Pittsylvania County limits, paid for by Virginia Uranium Inc. that says the following: "Welcome to Pittsylvania County: Future Home of the Safest Uranium Mine in the World." Ms. Maute referenced §33.1 -369 (5) and (12) and questioned the legality of the statement on the billboard. Richard Shumate of the Westover District offered a word of prayer, and made comments opposing the Solid Waste Disposal Fee. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Harville, seconded by Mr. Barber, to approve the Consent Agenda with the added items, which was unanimously approved by the Board. Consent A eg nda: (a) Resolution of Support — Blairs Volunteer Fire Department (b) Ratification of Award of Appreciation — Landon Worsham (c) Resolution of Support — Town of Gretna's Economic Development Grant Application Mr. Harville's motion was unanimously approved by the Board. P18 Adjourned Meeting November 19,2013 Vittolbania Countp 38oarb of 6uperbt4ors; 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 l; 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. i9ittolbania Countp �Soarb of Ouperbisore; 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 P19 Adjourned Meeting November 19, 2013 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. Public Hearings Rezoning Cases Case 1: Helen G. Manning — Chatham/Blairs Election District: R -13 -057 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Mr. Snead opened the public hearing at 7:41pro. Mr. Shelton explained that Helen G. Manning had petitioned to rezone a total of 4.48 acres, four parcels of land, located on SR 745/Mount View Road, in the Chatham - Blairs Election District from R -1, Residential Suburban Subdivision District to A -1, Agricultural District (to make the zoning consistent with the adjacent parcel of land zoned A -1). The Planning Commission, with no opposition, recommended granting the petitioner's request. No one signed up to speak. Ms. Manning was present to represent the petition. Mr. Snead closed the hearing at 7:42 pm. Motion was made by Ms. Bowman, seconded by Mr. Barksdale, to approve rezoning Case R -13 -057 from R -I to A -1 and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Barber -Yes; Mr. Barksdale -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Snead -Yes. Ms. Bowman's motion to rezone Case R -13 -057 from R -I to A -1 was unanimously approved by the Board. Case 2, R -13 -058 and Case 3, R -13 -059, were heard simultaneously due to the fact the rezoning request approvals hinged on each other's case. Case 2: Gary & Shelby Shelton — Chatham/Blairs Election District: R -13 -058 R -1, Residential Suburban Subdivision District to M -1, Industrial District, Light Industry Case 3: Mount Hermon Volunteer Fire Department, Inc: Chatham/Blairs Election District: R -13 -059 M -1, Industrial District, Light Industry to R -1, Residential Suburban Subdivision Mr. Snead opened the public hearings at 7:43pm. Mr. Shelton explained that Gary & Shelby Shelton has petitioned to rezone 0.039 acre from R -1, Residential Suburban Subdivision District to M -1, Industrial District, Light Industry; and Case 3: R -13 -059, Mount Herman Volunteer Fire P20 Adjourned Meeting November 19, 2013 Department, Inc. had petitioned to rezone 0.174 acre from M -1, Industrial District, Light Industry to R -1, Residential Suburban Subdivision District. Both parcels are located on U.S. Highway 41 /Franklin Turnpike, in the Chatham - Blairs Election District, The Planning Commission, with no opposition, recommended granting the petitioner's request. Mr. H.F. Haymore was present to represent the petitions. No one signed up to speak and Mr. Snead closed the public hearings at 7:47pm. Motion was made by Ms. Bowman, seconded by Mr. Blackstock, to approve rezoning Case R -13 -058 from R -1 to M -1, and approving the rezoning Case R -13 -059 from M -1 to R -1, and the following Roll Call Vote was recorded: Mr. Harville- Yes; Mr. Barber -Yes; Mr. Barksdale -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Snead -Yes. Ms. Bowman's motion to rezone Case R -13 -058 from R -1 to M -1, and Case R -13 -059 from M -1 to R -I was unanimously approved by the Board. Case 4: Bernie & Tammy Jordan — Tunstall Election District; R -13 -060 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Mr. Snead opened the public hearing at 7:50pm. Mr. Shelton explained that Bernie & Tammy Jordan had petitioned to rezone 4.66 acres, located off SR 722 /Oakwood Drive, in the Tunstall Election District from R -1, Residential Suburban Subdivision District to A -1, Agricultural District (to allow for the placement of two (2) single -wide mobile homes on the property for their children). The Planning Commission, with no opposition, recommended granting the petitioners' request. The Jordan's were present to represent the case and no one signed up to speak. Mr. Snead closed the public hearing at 7:54pm. Motion was made by Mr. Barber, seconded by Mr. Harville to approve rezoning Case R -14 -060 from R -1 to A -1 and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Barber -Yes; Mr. Barksdale -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Snead -Yes. Mr. Barber's motion to rezone Case R -13 -060 from R -I to A -1 was unanimously approved by the Board. Case 5: Janice Doss — Callands- Gretna Election District; R -13 -061 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Mr. Snead opened the public hearing at 7:53pm. Mr. Shelton explained that Janice Doss had petitioned to rezone 0.51 acre, located on SR676 /Taylors Mill Road, in the Callands- Gretna Election District, from R -1, Residential Suburban Subdivision District to A -1, Agricultural District (to combine with the adjacent parcel of land zoned A -1). The Planning Commission, with no opposition, recommended granting the property. Mr. Richard Armstrong, Jr. was present to represent the case and no one signed up to speak. Mr. Snead closed the hearing at 7:54pm. Motion was made by Mr. Hagerman, seconded by Mr. Barksdale, to approve rezoning Case R- 13 -061 from R -1 to A -1 and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Barber -Yes; Mr. Barksdale -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Snead -Yes. Mr. Hagerman's motion to rezone Case R -13 -061 from R -1 to A -1 was unanimously approved by the Board. Case 6: Ethelyne Hardy - Callands- Gretna Election District; R -13 -062 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Mr. Snead opened the public hearing at 7:55pm. Mr. Shelton explained that Ethelyne Hardy had petitioned to rezone 0.15 acre, located on SR676 /Taylors Mill Road, in the Callands- Gretna Election District, from R -1, Residential Suburban Subdivision District to A -1, Agricultural District (to combine with the adjacent parcel of land zoned A -1). The Planning Commission, with no opposition, recommended granting the property. Mr. Richard Armstrong, Jr. was present to represent the case and no one signed up to speak. Mr. Snead closed the hearing at 7:56pm. Motion was made by Mr. Hagerman, seconded by Mr. Barksdale, to approve rezoning Case R- P21 Adjourned Meeting November 19, 2013 13 -062 from R -I to A -1 and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Barber -Yes; Mr. Barksdale -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Snead -Yes. Mr. Hagerman's motion to rezone Case R -13 -062 from R -1 to A -1 was unanimously approved by the Board. This concluded the Rezoning Cases. Public Hearin¢ 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 transporting agencies for emergency service in Pittsylvania County. Mr. Snead opened the public hearing at 7:57pm. Mr. Hawker explained that the Bachelors Hall Volunteer Fire Department had requested to become an officially recognized emergency medical transporting agency within Pittsylvania County, which required the Board amending Chapter 31 of the Pittsylvania County code. The Pittsylvania County Fire & Rescue Association has submitted a Letter of Support endorsing the Bachelors Hall VFD's request to amend Section 31 -2 of the Pittsylvania County Cold to add Bachelors Hall VFD to the list of officially recognized emergency medical service transport agencies in Pittsylvania County. Allen Roberts, Chief of the Bachelors Hall VFD was present. No one signed up to speak and Mr. Snead closed the hearing at 7:58pm. Motion was made by Mr. Harville, seconded by Mr. Barber, to approve amending Section 31 -2 of the Pittsylvania County Cold to add Bachelors Hall VFD to the list of officially recognized emergency medical service transport agencies in Pittsylvania County and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Barber -Yes; Mr. Barksdale -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Snead -Yes. Mr. Harville's motion was unanimously approved by the Board. 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 l" of the assessed property for the corresponding year." Mr. Snead opened the public hearing at 7:59pm. Mr. Hawker explained the Treasurer's Office had requested this amendment for clarification purposed in the code and the Pittsylvania County Solid Waste Committee had recommended the change to the full Board. No one signed up to speak and Mr. Snead closed the hearing at 8:OOpm. Mr. Harville went on record to say that he never supported the Solid Waste Fee's implementation and would not support this amend either. Motion was made by Ms. Bowman, seconded by Mr. Barksdale and the following Roll Call Vote was recorded: Mr. Harville -No; Mr. Barber -Yes; Mr. Barksdale - Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Snead -Yes. Ms. Bowman's motion passed by a majority 6 -1 vote of the Board, with Mr. Harville opposing. Unfinished Business At the Board of Supervisors' November 4, 2013 meeting, a motion was made by Mr. Harville, seconded by Mr. Barber, for the reappropriation of funds as follows: $199.67 to Clerk of Courts- Copier Lease (100 -4- 021600 - 66051), $60.00 to Sheriff— Parts (100 -4- 031200 - 6030), $215.30 to Sheriff - Training (100 -4- 021600 - 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- 0335500 - 5500), $30.134.18 to WIA -Other Operating (251 -4- 353853 - 6014), which required a 10 -Day Layover that P22 Adjourned Meeting November 19, 2013 had now been met and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Barber - Yes; Mr. Barksdale -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Snead -Yes. Mr. Harville's motion was unanimously approved by the Board. At the Board of Supervisors' November 4, 2013 meeting, a motion was made by Mr. Harville, seconded by Mr. Blackstock, to award a contract to Carter Machinery Company, Inc. for a Caterpillar 316EL Trackhoe that is offered through the National Joint Powers Alliance (NJPA), of which Pittsylvania County is a member; Contract #060311, at a price of $194,636.00; and approve the transfer of $27,988.00 from line item #520 -4- 094401 -8201 to line item 520 -4- 094120 -8102, and that the balance for the contract of $88,648.00 be appropriated from Landfill unappropriated surplus. Mr. Harville's motion required a 10 -Day Layover that had now been met and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Barber -Yes; Mr. Barksdale -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Snead -Yes. Mr. Harville's motion was unanimously approved by the Board. New Business Motion was made by Mr. Harville, seconded by Mr. Barber, to (1) approve choosing Option One: Acceptance of Funds in the amount of $885.00 from the Department of Motor Vehicles Pet Friendly Tags Sterilization Program 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. The following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Barber -Yes; Mr. Barksdale -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Snead -Yes. Mr. Harville's motion was unanimously approved by the Board. Motion was made by Mr. Barksdale, seconded by Mr. Blackstock, to appropriate from unappropriated surplus $16,084.56 to pay for fuel reimbursement submitted by the Altvista EMS. This motion required a 10 -Day Layover. Motion was made by Mr. Barksdale, seconded by Mr. Blackstock, to 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 Altvista EMS, which was unanimously approved by the Board. Motion was made by Mr. Harville, seconded by Mr. Barber, to approve a 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, which was unanimously approved by the Board. Motion was made by Mr. Harville, seconded by Mr. Barber, to approve a transfer of $333,300.00 from the Capital Improvements Fund from the Landfill General Fund Contribution line to fund the purchase of new voting equipment for the County. Mr. Harville stated that he did not approve of the funding source for this purchase, noting that it only supported his belief that the Solid Waste Disposal Fee was unnecessary. The Board passed the motion by a 4 -3 majority vote, with Mr. Harville, Mr. Barber, and Ms. Bowman opposing. Motion was made by Mr. Harville, seconded by Ms. Bowman, to appropriate $21,587.00 to the Clerk of Court budget that came from the technology trust funds available for expenditure by the Clerk of Court. The following Roll Call Vote was recorded: : Mr. Harville -Yes; Mr. P23 Adjourned Meeting November 19, 2013 Barber -Yes; Mr. Barksdale -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Snead -Yes. Mr. Harville's motion was unanimously approved by the Board. Appointments The Board postponed making an appointment to replace Ms. Teresa Easley to the Dan River Alcohol Safety Action Program Policy Board. Ms. Easley has tendered a letter of resignation. _Board of Supervisors Announcements Mr. Harville commended Jim Davis, Director of Emergency Management, and Staff, on the new E91 I System now up and running. Mr. Harville also stated he would be nominating Mr. Larry Estes as the Westover District representative on the Road Viewers Board for the December 2, 2013 Board meeting. Chairman James Snead appointed Mr. Harville and Mr. Blackstock as the 2 Board members for the Joint Study Committee concerning setbacks. The Planning Commission would be appointing to Commission members as well, and other committee members would be strategic members related to the setback study. Closed Session Motion was made by Mr. Harville, seconded by Mr. Blackstock , to enter into Closed Session for: 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 execution of Real Estate Purchase Agreement The unanimously approved Mr. Harville's motion and entered into Closed Session at 8:42pm. Motion was made by Mr. Harville, seconded by Mr. Hagerman, to re -enter into 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 Tuesday, November 19, 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. Vote Jerry A. Hagerman Yes Brenda Bowman Yes P24 Adjourned Meeting November 19, 2013 Coy E. Harville Yes Jessie L. Barksdale Yes Tim R. Barber Yes James H. Snead Yes Elton W. Blackstock, Jr. Yes Mr. Harville's motion was unanimously approved by the Board and they re- entered Open Session at I0:00pm. Adiournment Motion was made by Mr. Harville, seconded by Mr. Barber, to adjourn the meeting at 10:12 p.m. until the Board reconvenes at 1:00 p.m. on Thursday, November 21, 2013 in the Main Conference Room of the County Administration Building located at 1 Center Street in Chatham, Virginia. James H. Snead, Chairman Pittsylvania County Board of Supervisors Otis S. Hawker, Interim Clerk Pittsylvania County Board of Supervisors P25 November 21, 2013 Adjourned Meeting Pittsylvania County Board of Supervisors Monday, November 21, 2013 Adjourned Meeting VIRGINIA: The Adjourned Meeting of the Pittsylvania County Board of Supervisors was held on Monday, November 21, 2013 in the Main Conference Room of the Captain Martin Building located at 1 Center Street in Chatham, Virginia. Mr. James H. Snead, Chairman, called the meeting to order at 1:00 p.m. The following members were present: Brenda H. Bowman Chatham - Blairs District James Snead Dan River District Jessie L. Barksdale Banister District Jerry A. Hagerman Callands- Gretna District Coy E. Harville Westover District Tim R. Barber Tunstall District Elton W. Blackstock, Jr. Staunton River District Mr. Otis S. Hawker, Interim County Administrator and Ms. Rebecca D. Flippen, Deputy Clerk, were also present. Mr. Snead led the Pledge of Allegiance. Motion was made by Mr. Barber, seconded by Ms. Bowman to enter into Closed Session for the following purposes: 1. Discussion, consideration, or interviews of prospective candidates for the appointment of specific public officers of any public body. Authority: §2.2 -371 l(A)(1) of the Code of Virginia, 1950, as amended Subject Matter: County Administrator Purpose: Review Applications received for County Administrator Vacancy 2. Evaluation of performance of specific employees of a public body Authority: §2.2- 3711(A)(1) of the Code of Virginia, 1950, as amended Subject Matter: County Attorney Purpose: Annual Evaluation The Board unanimously approved Mr. Barber's motion and entered into Closed Session at 1:03pm. Motion was made by Mr. Barksdale, seconded by Mr. Barber, to re -enter into 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 Thursday, November 21, 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. P26 November 21, 2013 Adjoumed Meeting Vote Jerry A. Hagerman Yes Brenda Bowman Yes Coy E. Harville Yes Jessie L. Barksdale Yes Tim R. Barber Yes James H. Snead Yes Elton W. Blackstock, Jr. Yes Mr. Barksdale's motion was unanimously approved by the Board and they re- entered Open Session at 2:26pm. 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 2:27 p.m. James H. Snead, Chairman Pittsylvania County Board of Supervisors Otis S. Hawker, Interim Clerk Pittsylvania County Board of Supervisors P27 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Ratify Resolution — Bachelors Hall Volunteer Fire Department SUBJECT/PROPOSAL/REQUEST: Ratify Resolution — 501h Anniversary STAFF CONTACT(S): Otis S. Hawker AGENDA DATE: 12 -02 -2013 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 5(c) INFORMATION: INFORMATION: The Bachelors Hall Volunteer Fire Department celebrated its 50'h anniversary on Saturday, November 23, 2013 at department's location on 1301 Berry Hill Road, Danville, Virginia. DISCUSSION: Attached hereto, is a Resolution from the Board of Supervisors commemorating their 50`h Anniversary and congratulating the Bachelors Hall Volunteer Fire Department on 50 years of service to the citizens of Pittsylvania County, which was presented at their anniversary celebration on November 23, 2013. RECOMMENDATION: Staff recommends that the Board of Supervisors approve and ratify the attached resolution what was presented to the Bachelors Hall Volunteer Fire Department on November 23, 2013. P28 Vittopfbanfa Countp Jgoarb of 6uperbioorg RESOLUTION 2013 -11 -06 WHEREAS, the Bachelors Hall Volunteer Fire Department is celebrating fifty (50) years of dedicated service in providing fire protection to the Bachelors Hall community; and WHEREAS, the Bachelors Hall Volunteer Fire Department was chartered and formed in 1963; and WHEREAS, the original location for the Bachelors Hall Volunteer Fire Department was Route 863, Berry Hill Road; and WHEREAS, the first active fire chief was Charlie Merchant and the fire department has approximately 23 active members; and WHEREAS, the department's first call was for a brush fire on Melvin Gray's farm; and WHEREAS, the Bachelors Hall Volunteer Fire Department is presently located on 1301 Berry Hill Road, directly across from where the original station was; and WHEREAS, the Bachelors Hall Volunteer Fire Department has twenty -two (22) dedicated members with Allen Roberts serving as fire chief, and WHEREAS, the Bachelors Hall Volunteer Fire Department, as of November 19, 2013, has been officially recognized by the Pittsylvania County Board of Supervisors as a Medical Transport Agency within Pittsylvania County, enabling the station to further broaden its services to the citizens in the Bachelors Hall community; 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 Bachelors Flail Volunteer Fire Department and its members for providing 50 years of invaluable service to the citizens of Pittsylvania County and the Board of Supervisors wishes the Bachelors Hall 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 Bachelors Hall Volunteer Fire Department at their Community Day celebration on Saturday, November 23, 2013. Given under my hand this 21" day of November, 2013. �- ) James H. Snead, Chairman (/1 Pittsylvania County Board of Supervisors Otis S. Hawker, Interim Clerk Pittsylvania County Board of Supervisors P29 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Award of Appreciation — R. Blair Reynolds SUBJECT/PROPOSAL/REQUEST: Award of Appreciation STAFF CONTACT(S): Otis S. Hawker BACKGROUND: DISCUSSION: AGENDA DATE: 12 -02 -2013 ACTION: ITEM NUMBER: 5(d) INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: Yes ATTACHMENTS: No REVIEWED BY: Mr. R. Blair Reynolds plans to attend the Board of Supervisors' December 2, 2013 to accept an Award of Appreciation from the Board for Mr. Reynolds 22 years of service on the Board of Zoning Appeals. RECOMMENDATION: Staff recommends that the Board of Supervisors approve and present Mr. Reynolds with his Award of Appreciation. P30 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Award of Appreciation — Roy P. Byrd, Jr. SUBJECT/PROPOSAL/REQUEST: Award of Appreciation STAFF CONTACT(S): Otis S. Hawker BACKGROUND: DISCUSSION: AGENDA DATE: 12 -02 -2013 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: No REVIEWED BY: ITEM NUMBER: 5(e) INFORMATION: INFORMATION: It is anticipated that Mr. Roy P. Byrd, Jr. will attend the Board of Supervisors' December 2, 2013 to accept an Award of Appreciation from the Board for Mr. Byrd's many years of service on the Industrial Development Authority and a life time of promoting economic development in Pittsylvania County. RECOMMENDATION: Staff recommends that the Board of Supervisors approve and present Mr. Byrd with his Award of Appreciation. P31 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Outstanding Achievement Award — Danville - Pittsylvania County Chamber of Commerce SUBJECT/PROPOSAL/REQUEST: Outstanding Achievement Award STAFF CONTACT(S): Otis S. Hawker BACKGROUND: AGENDA DATE: 12 -02 -2013 ACTION: ITEM NUMBER: 5(f) INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: Yes ATTACHMENTS: Yes REVIEWED BY: Ms. Laurie Moran will attend the Board of Supervisors' December 2, 2013 to accept on behalf of the Danville - Pittsylvania Chamber of Commerce an Outstanding Achievement Award from the Board for the Chamber's recent 5 -Star Accreditation Award from the United States Chamber of Commerce. This prestigious honor puts the Danville - Pittsylvania County Chamber of Commerce in the top I% of chambers nationwide. RECOMMENDATION: Staff recommends that the Board of Supervisors approve and present Ms. Moran with the Chamber's Outstanding Achievement Award. P32 We should all be extraordinarily proud of this milestone achievement. We are delighted by the validation of being awarded Accreditation with 5 -Stars because it reaffirms the impact our Chamber is making everyday. By serving our members and serving our community, we are making our region a better place for businesses to thrive which, in turn, benefits our families, our friends, and our neighbors. Our members, committees, volunteers, and staff contribute each day to the work that we do, so this recognition is a tribute to their commitment, their efforts, and their support. - Gretchen B. Clark, President of Reynolds -Clark Development, Inc. and Chair of the Danville Pittsylvania County Chamber of Commerce Accreditation validates a chamber as having programs that benefit their local economy and for positively influencing action in their community. We applaud these organizations for advancing the principles of free enterprise. P33 - Raymond P. Towle, IOM, CAE, U.S. Chamber Executive Director of Political Affairs and Federation Relations Local chambers are rated Accredited, 3- Stars, 4- Stars, or 5- Stars. Accreditation is determined by an Accrediting Board, a committee of U.S. Chamber board members and chamber executives from across the country. Accreditation is the only national program recognizing chambers for their effective organizational procedures and community involvement. To become accredited, the Chamber had to demonstrate competency in nine core areas ranging from finance to facilities. Accreditation is the only national program that recognizes chambers for their effective organizational procedures and community involvement. In order to receive Accreditation, a chamber must meet minimum standards in their operations and programs, including areas of governance, government affairs, and technology. This extensive self- review can take 6 -9 months to complete. Forward this email > (�SatWJYl5Wh9CnLj� Consta ConbCt' This email was sent to brenda.bowman@l ) ittgov.org by Imoran@dpchamber.org Update Profile /Email Address Instant removal with SafeUnsubscribeT" Privacy Policy. Danville Pittsylvania County Chamber of Commerce 8653 US Highway 29 PO Box 99 Blairs VA 24527 P34 PRESENTATIONS P35 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: West Piedmont WorkForce Investment Board — Presentation of FY2013 Annual Report SUBJECT/PROPOSAL/REQUEST: Presentation of Annual Report STAFF CONTACT(S): Otis S. Hawker BACKGROUND: AGENDA DATE: 12 -02 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No REVIEWED BY: L� ITEM NUMBER: 3 INFORMATION: INFORMATION: Ms. Lisa Fultz, Executive Director of the West Piedmont WorkForce Investment Board (WPWIB), will present the WPWIB's 2013 Annual Report. Staff submits this the Board for their review and consideration. P36 UNFINISHED BUSINESS P37 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Altavista EMS Fuel Reimbursement Request SUBJECT/PROPOSAL/REQUEST: 10 -Day Layover STAFF CONTACT(S): Otis S. Hawker BACKGROUND: AGENDA DATE: ITEM NUMBER: 12 -02 -2013 ACTION: INFORMATION: Yes CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: At the Board of Supervisors' November 19, 2013 meeting, a motion was made by Mr. Barksdale, seconded by Mr. Blackstock, to approve and appropriate $16,084.56 from unappropriated surplus to pay for fuel reimbursement submitted by Altavista EMS. This motion required a 10 -Day Layover that has now been met. RECOMMENDATION: Staff recommends the Board of Supervisors approve and appropriate $16,084.56 from unappropriated surplus to pay for fuel reimbursement submitted by Altavista EMS. Roll Call Vote required( P38 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Fuel Reimbursement Request — Altavista EMS 1 11 -19 -2013 SUBJECU/PROPOSAUREOUEST: Fuel Reimbursement STAFF CONTACT(S): Mr. Hawker ACTION: Yes CONSENT AGENDA: ACTION: ATTAC NTS: Yes ITEM NUMBER: 11 INFORMATION: INFORMATION: BACKGROUND: 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. 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. P39 Altavista E 4: P'0' Bog i t .lf fi, ii :ttect Alttax>»ta, VA Mi.1 %i' ?maj11l.-IS Coln 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 us 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. Enclosures (3) P40 R Director Tracv YI. Fairchild Ahavista (434) 592 -9540 Brookneal (434) 233 -9540 L%nchbura (4 34) 592 -9540 Resbura (434) 332 -9540 FAX NO. (434) 332 -2957 y a _ 1 DEPARTMENT OF PUBLIC SAFETY 34 CONNAUNICATIONS LANE P.O. BOX 500. RUSTBURG. VIRGINIA 24585 e•. n.. co.cwrphelk a. 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 Deuutti Directors Michelle Turner Randall P. Johnson Animal Warden J. Benny David.JR. 41-MAILED MAY 15 2013 RESPECT ING THE -PAST. ATTENDIING THE PRESENT. CONCEN7kAT. ING ON'I'HE FUTURE RECEIVED APR 10 2013 P41 Bill to: Altavista EMS P.O" Box i Altavista, VA 24517 Bill Date: July 9, 2013 Due Date: August 9, 2013 Details: Fuel Reimbursement (April 2013 to June 2013) $4,973.30 DePM Directors Michelle Twmer Randall P. Johnson Animal Warden J. Benny David, JR. RESPECTING THE PAST, ATTENDING THE PRESENT, CONCEINTRATING ON THE FUTURE P42 n I Director Tracy M. Fairchild Altavista (434) 592-9540 Brookneal ('434)283 -9540 Lynchburg (434) 592-9540 Rustburg (434) 332-9540 DEPARTMENT Or PUBLIC SAFETY FAX 1,10, (414) 332-2957 34 COMMUNICATIONS LANE P.O. BOX 500, RUSTBURG, VIRGINIA 245.9 Bill to: Altavista EMS P.O" Box i Altavista, VA 24517 Bill Date: July 9, 2013 Due Date: August 9, 2013 Details: Fuel Reimbursement (April 2013 to June 2013) $4,973.30 DePM Directors Michelle Twmer Randall P. Johnson Animal Warden J. Benny David, JR. RESPECTING THE PAST, ATTENDING THE PRESENT, CONCEINTRATING ON THE FUTURE P42 Director Tracy M. Fairchild Altavista (434) 592 -9540 Bmokneat (434) 283 -9540 Lynchburg (434) 592 -9540 Rustburg (434) 332 -9540 FAX NO. (434) 332 -2957 DEPARTRMEiT OF PUBLIC SAFETY 34 COMMUNICATIO14S LANE P.O. BOX. 504 RUSTBURG. VIRGINIA 24588 n av,xo.csmpbe;i.}:uu Bill to: Altavista EMS P.O. Box 1 Altavista, VA 24517 Bill Date: October 8, 2013 Due Date: October 31, 2013 Details: Fuel Reimbursement (July 2013 to September 2013) Deputy Directors Michelle Turner Randall P. Johnson Animal Warden J. Benny David, JR. $6,031.74 RECEIVED OCT 10 2013 RESPECTING THE PAST, AT T ENDrNG THE. PRESEA:T. CONCE1117 RATING ON THE FUTURE P43 NEW BUSINESS P44 PITTSYLVANIA COUNTY Board of Supervisors AGENDA TITLE: Equalization Board SUBJECT/PROPOSAL/REOUEST: Appointments — Equalization Board STAFF CONTACT(S): Otis S. Hawker 10;4X41111 I kv M111"V M-Twd AGENDA DATE: 12 -02 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: INFORMATION: INFORMATION: ATTACHMENTS: Yes J� REVIEWED BY: §58.1 -3370 of the Code of Virginia, 1950, as amended, (See Attachment) requires that the Circuit Court of Pittsylvania County appoint a Board of Equalization upon the completion of the assessment for 2014. At the last reassessment, the Circuit Court appointed Willie T. Fitzgerald, Grayson W. Jacobs, Jr., Aaron W. Johnson, and Karen E. Shelton. (See Attachment) §58.1 -3374 of the Code of Virginia, 1950, as amend, (See Attachment)requires that the Board shall be composed of not less than 3 or more than 5 members. Thirty (30) percent of the members of that Board shall be commercial or residential real estate appraisers or real estate professionals, builders or developers. A majority of the members must be landowners in Pittsylvania County. In order to be eligible for appointment, each member of the Board shall attend the basic course of instructions by the Department of Taxation (arranged to be attended locally). §58.1 -3375 of the Code of Virginia, 1950, as amended, (See Attachment) requires each member to receive compensation for the time they spend in their duties as members of that Board. The compensation shall be fixed by the governing body. At the last appointment of the Board of Equalization (BOE), this compensation was set at $150.00 per day for the days the BOE convened, including their days of training. RECOMMENDATION: Staff recommends the Board of Supervisors pass a motion directing the Interim County Administrator to notify the Circuit Court of Pittsylvania County to appoint a Board of Equalization in accordance with §58.1 -3370 of the Code of Virginia, 1950, as amended; and that the Board of Supervisors hereby sets compensation for members of the BOE at $150.00 per day for the days the BOE convenes in order to carry out their required duties, including their required training days. P45 LIS > Code of Virginia> 58.1 -3370 § 58.1 -3370. Appointment. Page 1 of 1 prey I next A. The circuit court having jurisdiction within each city and each county other than those counties operating under § 58.1 -3371 shall, in each tax year immediately following the year a general reassessment or annual or biennial assessment is conducted in such city or county, appoint for such city or county a board of equalization of real estate assessments, unless such county or city has a permanent board of equalization appointed according to law. B. The term of any board of equalization appointed under the authority of this section shall expire one year after the effective date of the assessment for which they were appointed. (Code 1950, § 58 -895; 1975, c. 575; 1979, c. 577; 1983, c. 304; 1984, cc. 273, 675; 1991, c. 240.) prev I next I new search I table of contents I home http: / /legl. state. va. us /cgi- bin/legp504.exe ?000 +cod1P46.1 -3370 11/26/2013 PITTSYLVANIA COUNTY BOARD OF EQUALIZATION 2010 Mr. Willie T. Fitzgerald P. O. Box 871 Chatham, VA 24531 (434) 432 -9418 Mr. Grayson W. Jacobs 2717 Spring Road Gretna, VA 24557 (434) 656 -2879 Mr. Aaron W. Johnson 3050 Blue Ridge Drive Gretna, VA 24557 (434) 656 -1965 Ms. Karen E. Shelton 1058 Andrew Road Gretna, VA 24557 (434) 656 -3843 THE BOARD OF EQUALIZATION IS RECOMMENDED BY THE PITPSVLVANIA COUNTY BOARD OF SUPERVISORS AND APPOINTED BY THE PITTSYLVANIA COUNTY CIRCUIT COURT AFTER THE GENERAL REASSESSMENT IS COMPLETED. P47 LIS> Code of Virginia> 58.1 -3374 Page 1 of 1 Prey I next § 58.1 -3374. Qualifications of members; vacancies. Except as provided in § 58.1 -3371 or 58.1 -3373, every board of equalization shall be composed of not less than three nor more than five members. In addition to such regular members, at the request of the local governing body, the circuit court for any locality shall appoint one alternate member in the case of a three- member board and two alternate members in the case of a five- member board. The qualifications, terms and compensation of alternate members shall be the same as those of regular members. A regular member when he knows he will be absent from or will have to abstain from any proceeding at a meeting shall notify the chairman of the board of equalization at least 24 hours prior to the meeting of such fact. The chairman may select an alternate to serve in the absent or abstaining member's place and the records of the board shall so note. Such alternate member may vote on any proceeding in which a regular member is absent or abstains. All members of every board of equalization, including alternate members, shall be residents, a majority of whom shall be freeholders, in the county or city for which they are to serve and shall be selected from the citizens of the county or city. Appointments to the board of equalization shall be broadly representative of the community. Thirty percent of the members of the board shall be commercial or residential real estate appraisers, other real estate professionals, builders, developers, or legal or financial professionals, and at least one such member shall sit in all cases involving commercial, industrial or multi - family residential property, unless waived by the taxpayer. No member of the board of assessors shall be eligible for appointment to the board of equalization for the same reassessment. In order to be eligible for appointment, each prospective member of such board shall attend and participate in the basic course of instruction given by the Department of Taxation under § 58.1 -206. In addition, at least once in every four years of service on a board of equalization, each member of a board of equalization shall take continuing education instruction provided by the Tax Commissioner pursuant to § 58.1 -206. Any vacancy occurring on any board of equalization shall be filled for the unexpired term by the authority making the original appointment. On any board or panel thereof considering appeals of commercial or multi - family residential property in a locality with a population exceeding 100,000, 30 percent of the members of such board or panel shall be commercial or multi - family residential real estate appraisers who are licensed and certified by the Virginia Real Estate Appraiser Board to serve as general real estate appraisers, other commercial or multi - family real estate professionals or licensed commercial or multi - family real estate brokers, builders, developers, active or retired members of the Virginia State Bar, or other legal or financial professionals whose area of practice requires or required knowledge of the valuation of property, real estate transactions, building costs, accounting, finance, or statistics. For the purposes of this section, commercial or multi - family residential property shall be defined as any property that is either operated as or zoned for use as commercial, industrial or multi - family residential rental property. (Code 1950, § 58 -899; 1979, c. 577; 1983, c. 304; 1984, c. 675; 1995, C. 24; 2003, c. 1036. 2009, C. 25; 2010, c. 552; 2011, c. 10. 2013, c. 197.) prey I next I new search I table of contents I home http://Iegl.state.va.us/cgi-bin/legp5O4.exe?000+cod+,ig 1 -3374 P48 11/26/2013 LIS > Code of Virginia> 58.1 -3371 Page 1 of 1 prey I next § 58.1 -3371. Appointment in counties with county executive or county manager form of government. Unless the county has a permanent board of equalization appointed according to law, the board of supervisors or other governing body of any county operating under the county executive form of government, or the county manager form of organization and government provided for in Chapter 5 (§ 15.2 -500 et seq.) or Chapter 6 (§ 15_2 - 600 et seq.) of Title 15.2, shall for the year following any year a general reassessment or annual or biennial assessment is conducted create and appoint for the county a board of equalization of real estate assessments. For any county operating under the county executive form of government, the board shall be composed of not less than three nor more than the number of districts for the election of members of the board of supervisors in the county. In addition to such members, at the request of the local governing body, the circuit court for the locality may appoint not more than two alternate members. The qualifications, terms, and compensation of alternate members shall be the same as those of regular members. A regular member when he knows he will be absent from or will have to abstain from any proceeding at a meeting shall notify the chairman of the board of equalization at least 24 hours prior to the meeting of such fact. The chairman may select an alternate to serve in the absent or abstaining member's place and the records of the board shall so note. Such alternate member may vote on any proceeding in which a regular member is absent or abstains. The terms of the regular and alternate members of any board so appointed shall expire on December 31 of the year in which they are appointed. Members of any board shall have the qualifications prescribed by § 58.1 -3374 and shall conduct their business as required by § 58.1 -3378. (Code 1950, § 58 -897; 1950, p. 851; 1979, c. 577; 1983, c. 304; 1984, c. 675; 1995, C. 24; 2011, c. 1o.) prev I next I new search I table of contents I home http: //Iegl. state .va.us /egi- bin/legp5O4.exe ?000 +cod -t 9!9.1 -3371 11/26/2013 LIS > Code of Virginia> 58.1 -3373 Page 1 of 1 Prev I next § 58.1 -3373. Permanent board of equalization, A. Any county or city which uses the annual assessment method or the biennial assessment method authorized under § 58.1 -3253 in lieu of periodic general assessments, may elect to create a permanent board of equalization in lieu of the board of equalization required under §§ 58.1 -3370 and 58.1 -3371 . Such board shall consist of three or five members to be appointed by the circuit court of such county or city, or the circuit court having jurisdiction within such city, as follows: In the case of a three- member board, one member shall be appointed for a term of one year, one member shall be appointed for a term of two years, and one member shall be appointed for a term of three years. In the case of a five -member board, one member shall be appointed for a one -year term, one member shall be appointed for a two -year tern, and three members shall be appointed for a three -year term. However, for any county operating under the county executive form of government, the number of members of the permanent board of equalization shall be no less than three nor more than the number of districts for the election of members of the board of supervisors in the county, and the members of the permanent board of equalization shall be appointed by the circuit court of such county for three -year terms. As the terms of the initial appointees expire, their successors shall be appointed for terms of three years. Members of such boards shall have the qualifications prescribed by § 58.1 -3374, and shall conduct their business as required by § 58.1 -3378. The compensation of the members of any such boards shall be fixed by the governing body. B. In addition to regular members appointed under subsection A, at the request of the local governing body, the circuit court for any locality may appoint one alternate member in the case of a three- member board and two alternate members in the case of a five -member board. The qualifications and compensation of alternate members shall be the same as those of regular members. In the case of a three -member board, the alternate shall be appointed for a two -year term. In the case of a five- member board, one alternate shall be appointed for a term of one year and one alternate shall be appointed for a term of two years. Thereafter, the terms for alternate members of five- member boards shall be for three -year terms. A regular member when he knows he will be absent from or will have to abstain from any proceeding at a meeting shall notify the chairman of the board of equalization at least 24 hours prior to the meeting of such fact. The chairman may select an alternate to serve in the absent or abstaining member's place and the records of the board shall so note. Such alternate member may vote on any proceeding in which a regular member is absent or abstains. C. Notwithstanding the provisions of subsections A and B concerning appointment of members and alternate members by the circuit court, the board of supervisors of Loudoun County may elect to appoint the members and alternate members of its board of equalization of real estate assessments. (Code 1950, § 58- 898.1; 1979, c. 577; 1984, c. 675; 1989, c. 390; 1995, C. 24; 2011, c. 1o; 2013, c. 548.) pre next I new search I table of contents I home http: //IegI. state .va.us /cgi- bin/legp5O4.exe ?000 +cod PS9.1 -3373 11/26/2013 LIS > Code of Virginia > 58.1 -3375 § 58.1 -3375. Compensation of members. Page 1 of 1 prev I next The members of every board of equalization shall receive compensation, for time actually engaged in the duties of the board, to be fixed by the governing body of the county or city and paid out of the local treasury. The governing body of every county and of every city may limit the compensation to such number of days as in its opinion is sufficient for the completion of the work of the board. (Code 1950, § 58 -900; 1984, c. 675.) prey I next I new search I table of contents I home http: //legl. state. va. us /cgi- bin/legp5O4.exe ?000 +codp5i3.1 -3375 11/26/2013 PITTSYLVANIA COUNTY EXECUTIVE SUMMARY AGENDA TITLE: Webpage Contract SUBJECT/PROPOSAL/REQUEST: Approve contract for new County webpage STAFF CONTACT(S): Mr. Hawker Mr. Sides BACKGROUND: AGENDA DATE: 12 -02 -2013 ACTION: YES CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: Yes ITEM NUMBER: 9 INFORMATION: The Pittsylvania County Board of Supervisors approved RFP #13 -08 -02 for "services to redesign and construct a new web page for the Pittsylvania County government and develop or integrate a new Economic Development web page that will be state of the art to enhance the County's economic profile." The closing date for the RFP was September 13, 2013. DISCUSSION: The County received ten submittals in response to the RFP. The field was narrowed to three firms to be interviewed based on experience with Virginia governmental websites. Electronic interviews and demonstrations were conducted on November 6, 2013. The panel unanimously selected CivicPlus as the most qualified and experienced firm. This firm has created government websites for more than 1400 towns, cities and counties serving more than 50 million people in 49 states. They are providing services to a significant number of Virginia communities. The attached contract is for a completely new County website and an independent but coordinated subsite for Economic Development. Site hosting, technical training and yearly maintenance is also included. The project costs in the contract are divided over three annual payments, with no interest or financing costs. The contract has been reviewed by the County Attorney. RECOMMENDATION: Staff recommends that the Board approve the attached contract, and authorize signature by the Interim County Administrator. In order to fund the initial annual payment of $20,625, staff recommends a transfer of remaining funds in the Orphanage Road Project (line item 3104- 094150 - 818125), in the amount of $9,563.09 to the Computer Consultant line item (line item 310-4-094100-3163). The remaining amount of $11,061.91 is already budgeted in the Computer Consultant line item, making a total of $20,625.00 available for the initial payment on this project. P52 aService & License Agreement for Pittsylvania County, VA CivicPlus Advantage Contract Organization County of Pittsylvania uRL www.pittgov.org Street Address 1 Center Street Address 2 P.O. Box 426 City Chatham State VA Code' 24531 CivicPlus provides telephone support for all trained clients from 7am —7pm Central Time, Monday- Friday (excluding holidays). Emergency Support is provided on a 24/7/365 basis for representatives named by the Client. Client is responsible for ensuring CivicPlus has current Emergency Contact & Mobile Phone Scott Budd 434 - 251 -0447 Emergency Contact & Mobile Phone Kevin Bumper 434 - 251 -0472 Emergency Contact & Mobile Phone Josh Boyd 434 - 822 -3895 Billing Contact Otis S. Hawker, Interim County Admin. E-mail Otis. hawker @pittgov.org Phone 434 - 432 -7710 Ext. xx Phone 434 - 432 -7710 Billing Address 1 Center Street Address 2 P.O. BOX 426 City Chatham ST VA City Chatham Tax ID# - - -- 54- 6001508 Sales Tax — 0012199937 Exempt # Billing Terms Annual Account Frank Mocerino Rep Info Required on Invoice (PO or Job #) PO Contract contact Otis S. Hawker, Interim County Admin. Email otis.hawker @pittgov.orgxx Phone 434 - 432 -7710 Ext. Phone 434 -432 -7710 Project Contact Greg Sides, Asst. County Administrator Email greg.sides @pittgov.orgxx Phone 434 -432 -7974 Ext. Phone 434 -432 -7974 Terms & Conditions Client Deliverable 1. Icon Enterprises, Inc., d /b /a CivicPlus ( "CivicPlus ") will create a unique website for the County of Pittsylvania ( "Client ") that includes all functionality as defined in Exhibit A – CivicPlus Project Deliverables, attached hereto. Additional Services 2. Client may contract with CivicPlus for additional Consulting, Website Design, Setup, Programming, and Training services (CivicPlus Project Deliverables) that exceed those defined in Exhibit A. CivicPlus will invoice Client for the additional services immediately prior to project Go -Live. 3. Client may contract with CivicPlus for additional Annual Services that exceed those defined in Exhibit A. CivicPlus will invoice Client for Annual Services immediately prior to project Go -Live. Page 1 of 4 CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888- 228 -2233 • Accounting EM. 291 • Support EM. 307 • Fax 785 - 587 -8951 P53 CService & License Agreement for Pittsylvania County, VA 4. Services that involve billable time beyond the contracted amount will be documented and invoiced. Written approval by the Client is necessary before billable time is incurred. 5. Modules that incur additional usage fees may be purchased and activated at any time. CivicPlus Advantage Billing & Payment Terms The following agreement terms apply to the CivicPlus Advantage Plan — whereby the initial project development fees and recurring fees are paid equally over a three (3) year period. See Exhibit A for complete details and fee options. 6. Billing for the CivicPlus Advantage Plan begins upon contract signing. 7. The Client shall sign a project completion and acceptance form prior to Project Go -Live. All Parties agree that the website will not go -live until the project is accepted in writing by the Client. 8. The CivicPlus Advantage Plan provides a fixed fee for an Agreement term of 36 months from the first date of billing. At 36 months, Client has the following options: a. Contract for 12 months of standard Annual Services with CivicPlus. Base rate of $8,595 is subject to a technology investment and benefit fee of 5 percent ( %) of the total Annual Services costs. i. After forty -eight (48) months of continuous service, Client is entitled to a no -cost redesign, details noted in Exhibit B. Redesigns that include additional features not available on the original website may be subject to additional charges. Additional features include, but are not limited to, additional modules and integration of third -party software. b. Terminate services with CivicPlus by providing written notice as noted in Term 15. 9. Fees for the CivicPlus Advantage Plan are invoiced prior to the year of service. They are due by the first of the following month, but no sooner than 30 days from invoice date. 10. Project development will be discontinued if payment is not made within 30 days after the invoice due date. 11. After project go -live, if the Client's account exceeds 60 days past due, Support will be discontinued until the Client's account is made current. If the Client's account exceeds 90 days past due, Annual Services will be discontinued until the Client's account is made current. Client will be given 30 days notice prior to discontinuation of services for non - payment. 12. The Client will be invoiced electronically through email. Upon request CivicPlus will mail invoices and the Client will be charged a $5.00 convenience fee. 13. Unless otherwise limited by law, a finance charge of 2.9 percent ( %) per month or $5.00, whichever is greater, will be added to past due accounts. Payments received will be applied first to finance charges, then to the oldest outstanding invoice(s). 14. Provided the Client's account is current, at any time the Client may request an electronic copy of the website graphic designs, the page content, all module content, all importable /exportable data, and all archived information ( "Customer Content "). Client agrees to pay $250 per completed request. Provided the Client's account is current, upon termination of services Client may request a complimentary electronic copy of website Customer Content and CivicPlus Government Content Management System ( "GCMS®") software. Agreement Renewal 15. Either party may terminate this Agreement at the end of the contract term by providing the other party with 60 days written notice, prior to the contract renewal date. The Contract Renewal Date is thirty -six (36) months after the original contract was signed by the Client. Renewal Options are listed in Term 9 of this Agreement. 16. In the event of early termination of the Agreement by the Client within the first twelve (12) months of the Agreement, full payment of the remainder of the total First Year fees are due within 15 days of termination. 17. In the event of early termination of the Agreement by the Client after twelve (12) months, but before the expiration of the Agreement, Annual Services fees for year(s) two (2) and three (3) will be prorated and Client will be charged only for the time it remains as a Client of CivicPlus. Full payment of the remainder of the total First Year fees and prorated fees are due within 15 days of termination. Page 2 of 4 CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 "w .CivicPlus.com Toll Free 888- 228 -2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785 -587 -8951 P54 Cp Service & License Agreement for Pittsylvania County, VA Support 18. CivicPlus will provide unlimited telephone support Monday- Friday, 7:00 am — 7:00 pm (Central Time) excluding holidays, for all trained Client staff. Emergency Support is provided on a 2417/365 basis for emergency contacts named by the Client. Client is responsible for providing CivicPlus with contact updates. 19. Support includes providing technical support of the GCMS® software, application support (pages and modules), and technical maintenance of Client's website. Following initial setup, additional page design, graphic design, user training, site modification, and custom programming may be contracted separately for an additional fee. 20. During the period of this agreement and subsequent annual renewals, CivicPlus warrants that it will, without additional charge to the Client, take action to correct any problems or defects discovered in the GCMS® software and reported to CivicPlus by the Client, such warranty to include ongoing maintenance upgrades and technical error correction. 21. CivicPlus provides online website statistics software at no extra charge. If Client desires to use other website statistic software, CivicPlus will provide the necessary log file access. Marketing 22. Client will make a reasonable attempt to work with the CivicPlus Marketing Department to gather information and meet deadlines associated with website award contest entries throughout the term of this Agreement. 23. Client permits CivicPlus to include an example of the Client's home page and a link to the Client's website on the CivicPlus corporate website. 24. Client will make a reasonable attempt to work with the CivicPlus Marketing Department to create a news item to be released in conjunction with their project Go -Live date. Client will provide CivicPlus with contact information for local and regional media outlets. CivicPlus may use the press release in any marketing materials as desired throughout the term of this Agreement. 25. Client will make a reasonable attempt to work with the CivicPlus Marketing Department to create a case study related to their website 26. Client allows CivicPlus to display a "Government Websites by CivicPlus" insignia, and web link at the bottom of their web pages. Client understands that the pricing and any related discount structure provided under this agreement assumes such perpetual permission. Intellectual Property, Ownership & Content Responsibility 27. Upon full and complete payment of submitted invoices for the Project Development and launch of the website, Client will own the Customer Content, as well as the GCMS® software. 28. Upon completion of the development of the site, Client will assume full responsibility for website content maintenance and content administration. Client, not CivicPlus, shall have sole responsibility for the accuracy, quality, integrity, legality, reliability, appropriateness, and intellectual property ownership or right to use of all Customer Content. 29. Client shall not (i) license, sublicense, sell, resell, transfer, assign, distribute or otherwise commercially exploit or make available to any third party the GCMS® software in any way; (ii) modify or make derivative works based upon the GCMS® software; (iii) create Internet "links" to the GCMS software or "frame" or "mirror" any GCMS® administrative access on any other server or wireless or Internet -based device; or (iv) reverse engineer or access the GCMS® software in order to (a) build a competitive product or service, (b) build a product using similar ideas, features, functions or graphics of the GCMS® software, or (c) copy any ideas, features, functions or graphics of the GCMS® software. 30. The CivicPlus name, the CivicPlus logo, and the product and module names associated with the GCMS® software are trademarks of CivicPlus, and no right or license is granted to use them. Indemnification 31. To the extent allowed by Virginia Law, Client shall defend, indemnify and hold harmless CivicPlus, its partners, employees, and agents from and against any and all lawsuits, claims, demands, penalties, losses, fines, liabilities, damages, and expenses including attorney's fees of any kind, without limitation, in connection with the operations of and installation of software contemplated by this Agreement, or otherwise arising out of or in any way connected with the CivicPlus provision of service and performance under this Agreement. This section shall not apply to the extent that any loss or damage is caused by Page 3 of 4 CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888 - 228 -2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785 -587 -8951 P55 CService & License Agreement for Pittsylvania County, VA the negligence or willful misconduct on the part of CivicPlus. If Client and CivicPlus are both negligent, damages shall be apportioned in accordance with the percentage of negligence of each party. This paragraph is not intended to benefit entities not a party to this contract. Liabilities 32. CivicPlus will not be liable for any act, omission of act, negligence or defect in the quality of service of any underlying carrier or other service provider whose facilities or services are used in furnishing any portion of the service received by the Client. CivicPlus will not be liable for any failure of performance that is caused by or the result of any act or omission by Client or any entity other than CivicPlus that furnishes services, facilities or equipment used in connection with CivicPlus services or facilities. 33. Except as expressly provided in this Agreement, CivicPlus makes no expressed or implied representations or warranties, including any warranties regarding merchantability or fitness for a particular cause. Force Majeure 34. No party shall have any liability to the other hereunder by reason of any delay or failure to perform any obligation or covenant if the delay or failure to perform is occasioned by force majeure, meaning any act of God, storm, fire, casualty, unanticipated work stoppage, strike, lockout, labor dispute, civic disturbance, riot, war, national emergency, act of Government, act of public enemy, or other cause of similar or dissimilar nature beyond its control. Acceptance We, the undersigned, agreeing to the conditions specified in this document, understand and authorize the provision of services outlined in this Agreement. CivicPlus Date Sign and E -mail or Fax this Copy And – Mail Two (2) Signed Originals Attn: Contract Manager CivicPlus Contract Manager E -mail: SalesCoordinators @CivicPlus.com 317 Houston St., Suite E Fax: 785 - 587 -8951 Manhattan, KS 66502 We will e-mail or fax a counter - signed copy of the contract back to you so we can begin your project. Upon receipt of two signed originals, we will counter -sign and return one copy for your files. -- Remainder of this page left intentionally blank- APPROV D AS T FOR J. VADEN HUNT, ESO, ATTORNEY, PITT8YLVANIA COUNTY Page 4 of 4 CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888 -228 -2233 • Accounting Ext. 291 • Support EM. 307 • Fax 785 - 587 -8951 P56 CService & License Agreement for Pittsylvania County, VA Exhibit A - CivicPlus Project Deliverables All Quotes are in US Dollars and Valid for 30 Days from November 8, 2013. Project Development and Deployment Initial GCMS® upgrades, maintenance, support and hosting — no additional cost Server Storage not to exceed 30 G8; Media Center Storage Year One Year Two $46,283 At the request of the County of Pittsylvania, CivicPlus agrees to redistribute their standardized pricing as follows: CivicPlus Advantage Project Development & Annual Services $20,625 $20,625 (Client may terminate contract at the end of 36 months or select from options $20,625 available in Term 8 of the Terms & Conditions) -- Remainder of this page left intentionally blank— Exhibit A 1 of 3 CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • w .CivicPlus.com Toll Free 888 - 228 -2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785 -587 -8951 P57 CService & License Agreement for Pittsylvania County, VA Project Development Total Fees Year 1 $46,283 Exhibit A 2 of 3 CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • w .CivicPlus.com Toll Free 888 - 228 -2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785 - 587 -8951 P58 Kick -Off Meeting Included Deliverable: Project Timeline, training jump start and worksheets Phase 1: Consulting Included Deliverable: Needs assessment, best practices and worksheets Phase 2: Website Preview Presentation Deliverable: Website layout and mood board will be presented for your Included approval Phase 3: Website Reveal Presentation Deliverable: Completed website design and navigation structure will be Included presented. You will be able to propose changes at this time. Phase 4: 24 Hours Customized Interactive Webinar Training for up to 6 employees Quote includes free use of up to 6 webcams and headsets Deliverable: Train System Administrator(s) on GCMS® Administration, permissions, setting up groups and users, module administration. Basic User Included training on pages, module entries, applying modules to pages. Applied use and usability consulting to result in effective communication through your website. Phase 5: Go Live Deliverable: Content migrated from current site to new site based on best Included practice recommendations. Custom website. Registration of site with all major search engines. Additional Functionality Google Translation Tool Included Subsite — Economic Development Group Included Total Project Development and Deployment Fee Initial GCMS® upgrades, maintenance, support and hosting included — no additional cost $46,283 Server Storage not to exceed 30 GB; Media Center Storage not to exceed 10 GB Total Fees Year 1 $46,283 Exhibit A 2 of 3 CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • w .CivicPlus.com Toll Free 888 - 228 -2233 • Accounting Ext. 291 • Support Ext. 307 • Fax 785 - 587 -8951 P58 F CService & License Agreement for Pittsylvania County, VA Project Development Includes the Following: Modules • Agenda Center • Alerts Center & Emergency Alert Notification • Archive Center • Bid Postings • Blog • Business /Resource Directory • Calendar • Carbon Calculator • Citizen Request Tracker TM (5 users) • Community VoiceTM • Community Connection • Document Center • ePayment Center • Facilities & Reservations • Frequently Asked Questions • Forms Center • Healthy City • Intranet • Job Postings • Media Center with Live Streaming Video • My Dashboard • News Flash • Notify Me® Email & 500 SMS Text Subscription • Online Job Application with 1 Generic Application • Opinion Poll • Photo Gallery • Postcard • Quick Links • Real Estate Locator • Spotlight • Staff Directory Functionality • Action Items Queue • Audit Trail / History Log • Automated PDF Converter • Automatic Content Archiving • Content Library • Dynamic Breadcrumbs • Dynamic Sitemap • Expiring Items Library • Generic Mobile App (iOS & Android) • Graphic Link Administration • Links Redirect and Broken Links Finder • Menu Management • Mouse -over Menu Structure • MuniMobileTM • Online Editor for Editing and Page Creation (WYSIWYG) • Online Web Statistics (Only With CivicPlus Hosting) • Printer Friendly /Email Page • Rotating Content • RSS • Search Engine Registration • Site Layout Options • Site Search & Entry Log • Slideshow • Social Media Integration (Facebook & Twitter) • User & Group Administration Rights • Web Page Upload Utility • Website Administrative Log Annual Services Include the Following: Support Maintenance of CivicPlus Hosting Application & Modules 7 a.m. — 7 p.m. (CST) Monday — Friday Install Service Patches for OS Shared Web /SQL Server (excluding holidays) Upgrades DNS Consulting & Maintenance 24/7 Emergency Support Fixes Monitor Bandwidth- Router Traffic Dedicated Support Personnel Improvements Redundant ISP 2 -hour Response During Normal Hours Integration Redundant Cooling Usability Improvements Testing Diesel Powered Generator Integration New & Upgraded Services Development Daily Tape Backup Proactive Support for Updates & Fixes Usage License Intrusion Detection & Prevention Online Training Manuals Antivirus Protection Monthly Newsletters Upgrade Hardware Phone Consulting CivicPlus Connection Exhibit A 3 of 3 CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888 - 228 -2233 • Accounting Ext. 291 • Support EM. 307 • Fax 785 -587 -8951 P59 Cp Service & License Agreement for Pittsylvania County, VA Exhibit B — Basic Redesign of Website • New design • Redevelop banner • Redevelop navigation method (may choose top drop -down or other options) • Design setup - wireframe • Redevelop graphic elements of website (Newsflash, FAQs, Calendar, etc.) • Project Management • Testing Review • Content Migration — Includes retouching of all existing published pages to ensure proper formatting, menu structure, and application of new site styles. Note: Content will be formatted or pages broken up (shortened or re- sectioned) • Site styles and page layouts will be touched so all pages match the new design and migrate cleanly • Spelling and broken links will be checked and reported if unable to correct Exhibit B 1 of 1 CivicPlus • 317 Houston St., Suite E • Manhattan, KS 66502 • www.CivicPlus.com Toll Free 888 - 228 -2233 • Accounting Ext. 291 • Support EM. 307 • Fax 785- 587 -8951 P60 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Expenditure Refunds- Requires a motion and a 10 -day layover SUBJECT/PROPOSAL/REOUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): BACKGROUND: AGENDA DATE: 12 -02 -13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY:� ITEM NUMBER: 10 INFORMATION: INFORMATION: Attached is a list of expenditure refunds for the month of November 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: $40.00 to County Administrator- Travel (100 -4- 012100- 5500), $1,700.00 to Electoral Board - Furniture & Fixtures (100 -4- 013100 - 6003), $199.67 to Clerk of Courts- Copier Lease (100 -4- 021600- 60051), $4,220.00 to Sheriff -DARE Supplies (100 -4- 031200 - 6002), $60.00 to Sheriff -Parts (100 -4- 031200 - 6030), $30.00 to Sheriff -Labor (100 -4- 031200 - 6031), $2,808.53 to WD-Communication Equipment (100 -4- 032200 - 6004), $435.00 to Recreation - Recreation Related Supplies (100 -4- 071100- 6014), $29,472.00 to Library- Employment Contract (100-4-073100-3171), $4,089.14 to Library- Telephone (100 -4- 073100 - 5230), $7,610.65 to WIA -Other Operating (251 -4- 353853- 6014). THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER. P61 PITTSYLVANIA COUNTY VIRGINIA Finance Department P.O. Box 426 Chatham, Virginia 24531 MEMO TO: Otis S. Hawker, Interim C( FROM: Kim Van Der Hyde 'r l Finance Director + Phone(434)432 -7740 Fax (434) 432 -7746 * Gretna /Hurt (434) 656 -6211 * * Bachelors Hall/Whitmell (434) 797 -9550 SUBJECT: November Expenditure Refunds DATE: November 25, 2013 Administrator The list below shows all expenditure refunds that were sent to the Finance Department during the month of November. Please review these expenditure refunds and advise me on the refunds that need to be appropriated by the Board of Supervisors. 100 -4 -12100 -5500 County Administrator- Travel 40.00 Reimbursement 100 -4- 013100 -6003 Electoral Bd- Furniture & Fixtures 1,700.00 100 -4- 071100 -6014 Recreation- Recreation Related Sup 435.00 Refund- Overpayment P62 Sale of Voting Screens to Campbell County 100 -4- 021600 -60051 Clerk of Circuit Ct- Copier Lease 199.67 Maintenance Agreement Refund 100 -4- 031200 -6002 Sheriff -DARE Supplies 4,220.00 Donations - (100 -3 - 000000 - 189915) 100 -4- 031200 -6030 Sheriff -Parts 60.00 Restitution 100 -4- 031200 -6031 Sheriff -Labor 30.00 Restitution 100 -4- 032200 -6004 WD-Communication Equipment 2,808.53 Insurance Claim 100 -4- 071100 -6014 Recreation- Recreation Related Sup 435.00 Refund- Overpayment P62 100 -4- 073100 -3171 Library- Employment Contract E -rate Refund 100 -4- 073100 -5230 251 -4- 353853 -6014 Library- Telephone E -rate Refund WIA -Other Operating Rent Reimbursement (251 -3- 000000 - 180301) 29,472.00 4,089.14 7,610.65 TOTAL EXPENDITURE REFUNDS — NOVEMBER $50,664.99 P63 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: J.T. Minnie Maude Grant — Requires a Roll Call Vote SUBJECT/PROPOSAL/REQUEST: Appropriation of J.T. Minnie Maude Grant Funds STAFF CONTACT(S): Hawker, Van Der Hvde BACKGROUND: AGENDA DATE: 12 -02 -13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 11 INFORMATION: INFORMATION: DISCUSSION: Mark Moore, Pittsylvania County Recreation Director, recently received notification of a grant awarded by the J.T. Minnie Maude Charitable Trust in the amount of $28,000 for the Recreation Department. This grant is to be used for "installation of a new youth baseball field and renovation of existing field (Kentuck Elementary/Dan River Middle area)." This grant does not require a local match. RECOMMENDATION• Staff recommends that the Board of Supervisors approve an appropriation of $28,000 for J.T. Minnie Maude Grant and give authority to the Interim County Administrator to sign the grant acceptance form. THIS MOTION REQUIRES A ROLL CALL VOTE. P64 /f Ai M App# 5155 , _ T M 11 -14 -13 Providing the means to mcceed Mark Moore Pittsylvania County Parks & Recreation PO Box 426 Chatham, VA 24531 Dear Mr. Moore: We are pleased to inform you that the Trustees of the J.T. — Minnie Maude Charitable Trust have reviewed your recent grant request and have made an award to your organization in the amount of $28,000.00. It is the intention of the Trustees that this grant be used for "installation of a new youth baseball field and renovation of existing field (Kentuck Elementary/ Dan River Middle area) ". Enclosed you will find a Grant Agreement formalizing our grant relationship. This Grant Agreement explains the responsibilities and expectations of both parties. In order to acknowledge receipt of this agreement, accept its conditions, and be eligible to receive payment of grant funds, PLEASE RETURN TWO SIGNED COPIES TO THE TRUST. A countersigned copy of the Agreement will be returned with the check payment for your organization's records. Once the Grant Agreement is received in our office, the grant monies will be dispersed according to the following schedule: $28,000.00 -- around December 15, 2013 As the Grant Agreement indicates, the Trust requests that the enclosed Post -Grant Report be completed and returned within one year following the receipt of grant funds. Supporting documentation for expenditures should be included with the report. On behalf of the Board of Trustees, the office staff and the late James T. Emerson, whose generosity makes all our awards possible, please know that we are proud to support the important work you are doing to benefit the residents of Danville / Pittsylvania County, Virginia. We wish you much success in your efforts as you undertake the responsibilities of this grant. Sincerely, Fre ZKWebb, Jr. Executive Director Enclosures 223 Riverview Drive, Suite G • Danville, VA 24541 •434- 797 -3330 • Fax 434 - 797 -3343 www.jtmm.org P65 GRANT AGREEMENT App# 5155 Ser# 2260 The grant to Pittsylvania County Parks & Recreation from the J.T. — Minnie Maude Charitable Trust is for the purpose(s) described below and is subject to your organization's acceptance of the terms and conditions herein. To acknowledge this agreement, to accept its conditions, and to be eligible to receive payment of the grant funds, PLEASE RETURN TWO SIGNED COPIES TO THE TRUST. A countersigned copy will be returned to you for your organization's records. GRANTEE: Amount of Grant: $28,000.00 Grant Request Date: 10/1/2013 Grant Purpose: installation of a new youth baseball field and renovation of existing field (Kentuck Elementary/ Dan River Middle area) Payment Schedule: $28,000.00 -- around December 15, 2013 Grantee further agrees: 1. The grant monies must be spent within one year of award, for the grant purposes stated within this grant agreement and must be for the benefit of the residents of Danville /Pittsylvania County, Virginia. 2. The Trust requires documentation of three (3) bids for every construction /renovation project and copies of permits where required by local jurisdictions. 3. To repay to Grantor any portion of the grant funds not used within one year or which were not used for the purpose(s) stated above. 4. To submit to Grantor a "Post -Grant Report", with supporting documentation such as purchase receipts, paid invoices, deposit slips, cancelled checks, etc., within one year following the receipt of grant funds awarded under this agreement, concerning the matter in which said funds were spent and the progress made in accomplishing the purpose(s) herein. 5. To keep adequate records of expenditures to enable such records to be readily reviewed. 6. To keep records of such expenditures, as well as copies of any and all reports submitted to Grantor, for at least four years following the completion of the expenditure of grant funds. 7. To notify Grantor if any changes occur which could lead to a change in the Grantee's tax exempt status or public charity classification and to repay to Grantor any unspent grant funds if the Grantee's tax exempt status is revoked or it ceases to be a public charity. P66 8. To notify Grantor if any changes occur in the program or project for which funding is given, as specifically set out in the purposes and conditions of this grant agreement. 9. To fully cooperate with a representative of Grantor in evaluation of the effective use of the funds awarded. 10. To use no portion of the grant funds to: 1) influence the outcome of any specific public election, or to carry on directly or indirectly any voter registration drive; 2) carry on propaganda otherwise to attempt to influence legislation (within the meaning of the IRC Section 4945 (d)(1); or 3) undertake any activity for any purpose other than a charitable, educational, etc. purpose described in IRC Section 170 (c)(2)(B). 11. To repay to Grantor upon demand the full amount of the grant funds if there is a failure to comply with any provision of this Grant Agreement. 12. Grantee understands that renewal of this grant is not automatic. 13. The Grantee may acknowledge the Trusts support of this project in any or all announcements and written materials. Please list any such acknowledgements as the "1.T. — Minnie Maude Charitable Trust" Grantor: J.T. — Minnie Maude Charitable Trust By (Fred K. Webb Jr., Executive Director) The terms and conditions of this Grant Agreement have been read, are understood and are accepted, and it is confirmed that there has been no change in the tax exempt status and public charity classification of Grantee. Grantee: Name of organization: Pittsylvania County Parks & Recreation By (signature of Officer or Trustee):, Printed Name: P67 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Pittsylvania County Health Department SUBJECT/PROPOSAL/REOUEST: Pittsylvania County Health Department request to utilize 2013 carryover funds STAFF CONTACT(S): BACKGROUND: AGENDA DATE: 12 -02 -13 ACTION: Yes CONSENT AGENDA: ITEM NUMBER: 12 INFORMATION: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: DISCUSSION: Attached is a letter from the Pittsylvania County Health Department requesting permission to retain the local portion of their year -end balance from the 2012 -2013 budget year. This amount, $26,520.03, would be used to offset normal operating expenses being incurred in the current 2013 -2014 fiscal year. Typically, these funds are refunded to the County after year -end but are needed by the Health Department to cover current year expenses. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the Pittsylvania County Health Department's request to retain the local portion of their year -end balance from the FY2012 -2013 budget year. P68 COIL UONWEALTH OF VIRGINIA Pinsylvania,DanvilleHealth District Headquarters Office Danville Health Department DANMLLE (434) 7"-S 1% 326 Taylor Drive cNA3 (434) 42 -7232 FAX (434) 7993033 Danville, VA 24541 FA%(434) 431.7235 Matthew Arroyo, MD, Acting Director,! ma tth a w. arro vo!A dh. virei n ia. eo v November 14, 2013 Mr. Otis Hawker Acting Pittsylvania County Administrator PO Box 426 Chatham, VA 24531 Dear Mr. Hawker: The Pittsylvania County Health Department requests permission from the Pittsylvania County Board of Supervisors to retain the local portion of the year- end balance from FY 2012 -2013. The amount being requested is $26,520.03. These funds would be used to offset normal operating expenses being incurred in the current (2013 -2014) fiscal year. A letter of authorization from the County would allow the funds to be carried forward into this fiscal year without any additional paper work. Thank you and the Pittsylvania County Board of Supervisors for your consideration of this request. Sincerely, Christopher S. Mitchell, MBA Business Manager VeDHOFHE.H Rnfe kV dYW. FnW�, P69 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Virginia Juvenile Community Crime Control Act (VJCCCA) Grant Refund - Requires a roll call vote Appropriation of carryover VJCCCA grant funds in order to refund unspent funds to the state STAFF CONTACT(S): Hawker, VanDerHyde BACKGROUND: AGENDA DATE: 12 -02 -13 ACTION: Yes CONSENT AGENDA: ITEM NUMBER: 13 INFORMATION: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: I��_ DISCUSSION: Pittsylvania County receives a grant each year from the State for the Virginia Juvenile Community Crime Control Act (VJCCCA). The funds from this grant are used to remediate troubled juveniles. During the FY 2012 -2013 budget, a total of $14,787.80 remained unspent in this grant. Attached is a letter from the State requesting that these unspent funds be sent back to the State. The Board, therefore; needs to appropriate carryover funds in the amount of $14,787.80 to the VJCCCA grant refund line item (250 -4- 021910 -5830) so that these funds can be refunded to the State. RECOMMENDATION: Staff recommends that $14,787.80 be appropriated to the 2013 -2014 budget to the VJCCCA Grant Refund line item (250 -4- 021910 -5830) from grant carryover funds and that these funds be returned to the State. THIS MOTION REQUIRES A ROLL CALL VOTE. P70 Mark A. Gooch COMMONWEALTH of VIRGINIA D, Lionel F. Jackson, Jr. Director Chief Deputy Director Department of Juvenile Justice November 13, 2013 Mrs. Fran Elgin 275 South Main Street, Suite 53 Rocky Mount, Virginia 24151 Dear Ms. Elgin: The VJCCCA FY13 end of the year expenditure report has been reviewed. According to the report, Pittsylvania County expended $54,792.20 of its approved adjusted budget of $69,580. The breakdown of funds expended is as follows: Required Maintenance of Effort $ 29,756.00 State Funds Expended 25,036.20 Total Expenditures $ 54,792.20 A total of $39,824 in state funds was provided to the locality. Because the state funds were not totally expended, we request that the balance of $14,787.80 be returned to the state. Additional funds for FY14 cannot be released for your locality until the FY13 unexpended funds are returned to the state. Please make your check payable to Treasurer, State of Virginia, and mail it to: Department of Juvenile Justice c/o Petty Cash Cashier P. O. Box 1110 Richmond, Virginia 23218 -1110 We thank you for your prompt report and for all that Pittsylvania County does for its youth and families before the 22nd District Juvenile and Domestic Relations Court and Court Services Unit. > Sincerely, Ang la � VValentine Community Programs Manager cc: William D. Sleeper, County Administrator P71 APPOINTMENTS P72 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appointment to the Pittsylvania County Road Viewers— Westover District Representative Appointment STAFF CONTACT(S): Otis S. Hawker AGENDA DATE: 12 -02 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: 14 INFORMATION: INFORMATION: Agencies, Boards, Commissions and Committees that operate under Pittsylvania County make nominations to the Board of Supervisors for appointments representing each election district within the County. The Pittsylvania County Road Viewers is a board in which a representative from each district is appointed by the Board of Supervisors. DISCUSSION: The Board of Supervisors has requested before any nominations for appointments are made to any committees, boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the board meeting of the proposed candidate to be nominated for an appointment to that board, agency, committee, or commission. The Honorable Coy E. Harville has nominated Mr. Larry Estes for appointment to the Pittsylvania County Road Viewers as the Westover District Representative for a 4 -year term that would run from December 1, 2013 through November 30, 2017. Staff submits this nomination to the Board of Supervisors for their review, consideration and approval. P73 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: Appointment to the Pittsylvania County Beautification 12 -02 -2013 Committee — Banister District Representative SUBJECT/PROPOSAL /REOUEST: Appointment STAFF CONTACT(S): Otis S. Hawker ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: 15 INFORMATION: INFORMATION: BACKGROUND: Agencies, Boards, Commissions and Committees that operate under Pittsylvania County make nominations to the Board of Supervisors for appointments representing each election district within the County. The Pittsylvania County Road Viewers is a board in which a representative from each district is appointed by the Board of Supervisors. The Board of Supervisors has requested before any nominations for appointments are made to any committees, boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the board meeting of the proposed candidate to be nominated for an appointment to that board, agency, committee, or commission. The Honorable Jessie L. Barksdale has nominated Ms. Mollie Holmes for re- appointment to the Pittsylvania County Beautification Committee as the Banister District Representative for a 1 -year term that would run from January 1, 2014 through December 31, 2014. RECOMMENDATION: Staff submits this nomination to the Board of Supervisors for their review, consideration and approval. P74 REPORTS FROM 1 / � ► 1 MEMBERS P75 REPORTS FROM LEGAL COUNSEL P76 REPORTS FROM INTERIM COUNTY ADMINISTRATOR P77 PITTSYLVANIA COUNTY VIRGINIA SYLV Darrell W. Dalton, Superintendent ¢ 9 434 Building &Grounds Department o �' Phone ( ) 432 -1768 51 N. Main St. a� �,�.1. C Fax (434) 432 -2294 F.O. BOX 426 4 z Gretna /Hurt (434) 656 -6211 Y �( o W y Chatham, Virginia 24531 J' - b 1767 Bachelors Hall/Whitmell (434) 797 -9550 E -mail: darrell.dalton@pittgov.org Lia iA MEMORANDUM To: Otis S. Hawker, Interim County Administrator From: Kaylyn Giles, Administrative Assistant 11, County AdministrationGa Date: November 26, 2013 Subject: COMPLETED WORK ORDERS — November 2013 Attached please find a listing, by department, of completed work orders for the month of November. 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 18 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 P78 BUILDING & GROUNDS MAINTENANCE WORK ORDERS COMPLETED FOR MONTH OF NOVEMBER 2013 NO. W/O MAN -HOURS ANIMAL CONTROL 1 4 ARMORY A S C S / EXTENSION / USDA -FSA BOARD OF SUPERVISORS BUILDING & GROUNDS BUILDING INSPECTIONS CAPTAIN MARTIN BLDG 4 7 CENTRAL ACCOUTING CENTRAL PURCHASING CIRCUIT COURT 4 10 CLERK OF COURT 2 3 CODE COMPLIANCE (PLANNING COvLMISSSION & ZONING COMMISSIONER OF REVENUE COMMONWEALTH ATTORNEY 2 2 COMMUNITY POLICY AND MGMT. BOARD COMPACTOR SITE 1 4 COUNTY ADMINISTRATOR AND ASST. COUNTY ADMIN. 2 4 COUNTY ATTORNEY 1 1 COURTHOUSE (1968 ANNE)O 3 2 COURTHOUSE (EDWIN R- SHIELDS) CSA -CPMB 1 I DEPOT BUILDING 3 12 ECONOMIC DEVELOPMENT EMERGENCY 911 FACILITY 2 9 ENVIRONMENTAL HEALTH FINANCE FIRE MARSHAL GENERAL DISTRICT COURT I 1 GRANTS ADMISTRATION HEALTH DEPARTMENT 2 1 HUMAN SERVICES FACILITY INDUSTRIAL PARKS INFORMATION TECHNOLOGY JAB. 18 23 JUVENILE & DOMESTIC COURT JUVENILE & DOMESTIC COURT SERVICES UNIT LANDFILL 2 6 LIBRARY 6 20 LITERACY MAGISTRATE MOSES BUILDING OLD DOMINION AG- COMPLEX PCED BUILDING REASSESSMENT 2 3 RECREATION: RAIL -TRAIL & W AYRDE PARK RECREATIONAL REGISTRAR -VOTING PRECINCTS 4 8 SHERIFF 4 6 SOCIAL SERVICES 5 5 TREASURER 3 4 VICTIM WITNESS OTHER: 4380 BERRY HILL RD RINGGOLD DEPOT CALLANDS CLERKS OFFICE OLD CHATHAM ELEMENTARY SCHOOL YATES TAVERN TOTAL WORK ORDERS COMPLETED - NOVEMBER 2013 73 136 YEAR To DATE 0710112013 - 06/30/2014 413 744 P79 PITTSYLVANIA COUNTY VIRGINIA Otis Hawker, Interim County Administrator o .! P.O. Box 426 a , Chatham, Virginia 24531 e -mail: dsleeper @pittgov.org To: Otis S. Hawker, Interim County Administrator From: Henry Boswell, Jr., Chief Animal Control Officer Date: November 26, 2013, Subject: Animal Control Activity Report Phone (434) 432 -7710 Fax (434) 432 -7714 Gretna /Hurt (434) 656 -6211 During the period of November 1, 2013 through November 25, 2013, the Animal Control Officers responded to 251 calls as per Henry Boswell, Chief Animal Control Officer, resulting in the following: Description Number Remarks Animals taken into custody: 99 Dogs 32 Cats 64 Other 4 4- opossums Animals on hand at month end 8 Animals dispatched 13 2- cats 8- dos 3- opossums Licenses checked 35 Court cases 10 Summons 7 Animals Adopted 3 Animals returned to owners 3 Cats taken to the Humane Society 62 Animals Transferred 23 DAHS 2 FCHS 18 MHCSPCA 3 Injured animals picked up 1 Animals found in traps 62 Exposures: Human/Saliva 1 Exposures: Dogs/Cats/Wildlife 0 Dog Bites 4 Cat Bites 2 Cruelty Checks 2 Well -being Checks 13 Cat/Dog Fights 2 Investigated killings by dogs/cats 3 Investigate killings by Coyotes 0 If you have any questions concerning this, please do not hesitate to contact me. P80 PITTSYLVANIA COUNTY VIRGINIA S Y L Otis Hawker,Intetim 4 �� Phone (434) 432 -7710 County Administrator d� 0 Fax (434) 432 -7714 P.O. Box 426 a `BSI a Gretna /Hurt (434) 656 -6211 Chatham, Virginia 24531 .�� w o t✓ e -mail: dsleeper @pittgov.org 5767 r To: Otis S. Hawker, Interim County Administrator From: Henry Boswell, Jr., Chief Animal Control Officer Date: November 26, 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 November 1, 2013 through November 25, 2013 Description Number Remarks Total hours monitored 18 hrs Only 15 working days this period Vehicles entering sites 291 Vehicles checked 19 Summons' issued 0 Court Cases 2 10 -22 -2013 they were no le prosequi Convictions 0 If you have any questions concerning this, please do not hesitate to contact me. P81 PITTSYLVANIA COUNTY CODE COMPLIANCE MONTHLY REPORT & FEES November 2013 TYPES OF PERMITS 88 BUILDING PERMIT FEES COLLECTED $7,912.28 88 LEVY COLLECTED $158.45 0 SUBDIVISION FEES COLLECTED $0.00 28 ZONING PERMIT FEES COLLECTED $135.00 0 REINSPECTION FEES COLLECTED $0.00 14 LAND DISTURBING FEES COLLECTED $175.00 218 TOTAL FEES COLLECTED $8,380.73 MONTHLY BUILDING VALUES 6 NEW DWELLINGS $957,000.00 6 MOBILE HOMES /OFFICE TRAILERS 88,499.00 1 DOUBLE -WIDE MOBILE HOMES 72,000.00 4 MODULAR 658,400.00 14 COMMERCIAL CONSTRUCTION 399,278.00 57 MISCELLANEOUS 482,354.00 88 TOTAL $2,657,531.00 NONTAXABLE: $3,925,411.00 $46,473,153.00 MONTHLY ACTIVITY REPORT NUMBER OF BUILDING INSPECTIONS MADE REZONING FEES COLLECTED 3,374 NUMBER OF REJECTIONS OF WORK SPECIAL USE PERMIT FEES COLLECTED 35 NUMBER OF E & S INSPECTIONS VARIANCE & APPEAL FEES COLLECTED 52 NUMBER OF MILES INSPECTORS TRAVELED APPEALS 5,227 MONTHLY ZONING FEES 8 REZONING FEES COLLECTED $1,425.29 2 SPECIAL USE PERMIT FEES COLLECTED 327.30 0 VARIANCE & APPEAL FEES COLLECTED 0.00 0 APPEALS 0.00 10 TOTAL $1,752.59 Respectfully Submitted, 14 ;-e� Odie H. Shelton, Jr. Director of Code Compliance/ Zoning Administrator P82 November 25, 2013 Mr. Otis Hawker Acting County Administrator P.O. Box 426 Chatham, VA 24531 Subject: Resignation from Board of Building Code Appeals Dear Mr. Hawker: As a result of a training session last week, I have learned that, based on Virginia Code Section 15.2- 2308(A), a member of the Board of Zoning Appeals (BZA) cannot serve on any other board. Since I have been recently appointed to the BZA, and currently serve on the Board of Building Code Appeals, I need to resign from one or the other. It is my desire to continue to serve on the BZA, and therefore, I am asking you to accept this letter as my resignation from the Board of Building Code Appeals. Thank you for your assistance in this matter. Sincerely, Joseph A. Craddock P83 Rebecca Flippen From: Jessica Jones <jessicajones @pcs.k12.va.us> Sent: Monday, November 25, 2013 7:04 PM To: Rebecca Flippen Subject: PEA -VEA Fireside Chat Follow -Up Attachments: PEA -VEA Legislative Agenda 2014.pdf Rebecca: I hope all finds you well. Please find attached the PEA -VEA 2014 Legislative Agenda per the request of Mr. Snead. Additionally, our next Fireside Chat is scheduled for Wednesday, January 15 from 4:00- 7:30PM with an alternate date of Tuesday, February 4 from 5:00- 8 :OOPM. Thank you for your time and consideration. Please stay warm and safe! Jessica Jessica M. Jones Agricultural Science Educator /FFA Advisor Chatham Middle School 11650 US Hwy. 29N Chatham, Virginia 24531 Phone: (434) 432-2169 Fax: (434) 432 -2842 Blog: hitp:// pittsylvaniaedassoc .bloyspot.com/ President, Pittsylvania Education Association President, Virginia Association of Agricultural Educators National Agriscience Teacher Ambassador, DuPont USA & Lab -Aids Inc. "The greatest inequality is the equal treatment of unequals." - Thomas Jefferson P84 r Preparing today's students for tomorrows jobs The Commonwealth should take concrete steps right now to impmve [he furore employment prospects of todays students. Wesuploon: • Targeteddasssberedtction • State support for essential school functions — facilities, support professionals, transportation, and textbooks and e -books Dropout prevention • Fully qualified teachers Flexible school calendar National board certification - stipends and incentive grants State of a 6% salary increase for public school employees The Commonwealth must take action Wattract and retain 6% higMquality school personnel. Virginia is the 9th wealthiest t state,yetourteache,.Il granks3lsc Ourawrageteachvr l- ary 656,514 below the national average. We must do better IT '- our students are to continue to have highly qualified teachers. $rate funding is critic to the ability of localities to make salaries of Virginia school employees more competitive. -s Repeal of A to F grading of schools The use of a single grade does not fully represent the time measure of a achoal %performance. These letter gradestoo ahen reflect the impact of demographic factors and do little to reveal the quality ofthe instruc- tional opponunities availableto student. Unintended consequences will include exacerbating the existing challenge of recruiting highquality, personnel In urban and poor rural schools, and negative effects on prop- erty values in these same areas, further reducing available funding. 7 Implementation of statewide health insurance option The VEA has advocated for the consideration of a statewide health insurance plan for years. In 2013, the General Assembly provided funds for an actuarial review by the Department of Human Resources Management. Moving to statewide insurance option for local school divisions could save millions of dollars in the years ahead. These savings could be used to provide needed school funding. The Commonwealth would have much greater leverage In rate negotiations with insurance providers than any one of the 132 individual school divisions. JIARC estimates swings of $e4 to $66 million annually. VRS fiscal impact statements to include impact on employees and retirees Currently, fiscal impact statements on retirement legis- lation do not include the impact of the policy changes on the retirement benefits of current and future retir- ees. legislators should have this information prior to making decisions regarding retirement legislation. Adherence to the General Assembly's proposed phase- + in contribution rates for the teacher plan to the VRS board- 1il orlifledrates (79.69% funding effective July 1, 2014; ,3' 89.84% effective July 1, 2016; and full funding by July 1, 2018) In 201st the General Assembly passed Iegislatr n that induced a stalhstep approach to fully funding the VRS Board Certified com - bution rate. Now the hard part comes — slicking to the plan. Amend the teacher dismissal grievance timeline to allow 10 rather than 5 days to file a grievance contesting the dismissal In passing revisions to the teacher dismissal policies, the General Assembly overreached by allowing only 5 days to file a dismissal O grievance. This brief window has the unintended conse- quence ofcausing teachers to file before having the oppoi [unity, for thoughtful reflection. ilo Previously 15 days had been allowed. VIA sees 10days as a reasonable compromise. a t�Require local school boards to provide lactation 'tiv` 1F support programs ogr s q,.,: In recogniti tionams ell-documentedhealthadvan- tages of breastfeeding for infants and mothers VEA will Inhere legislation requiring local school divisions to provide a supportive environment to enable lactating employees rea- sonable break times'and private, non -res boom locations to express their milk during the work day for the first year of the child% life. Amend the Child protective Services section of the Code of ,p Virginia to make the 4S -day reporting deadline mandatory s` and to a l low the school board to return an accu sed teacher to the classroom if the school divisions investigation reveal that the teacher is not a threat to the well -being of students. Current practice, where there is not compliance to the 45 -day limit causes several problems: • Teachersareoutofthedas momtoolong. Focal school divisions are paying both the teacher and the substitute. • Some students may believe they can easily remove the teacher by making an accusation. Close corporate tax loopholes and adopt a tax structure that provides suffident revenue for preK -12 public education Virginia needlessly gives away millions ofdollars a year to large corporations through tax breaks, forcing the state m compensate by placing children in more crowded classrooms, underpaying school employees, and failing to adequatelyfund VRS. We should reform the existing tax code by eliminating rid and ineffective tax breaks. In the long rues, we must den4op fair and adequate tax policies for our Commonwealth. Transparent, bipartisan redistricting process The VEA will participate in a broad coalition in support of a .. transparent, bipartisan redistricting process. ...................................................... ............... ................................................. Oppose further erosion of VR5 pension benefits In recent sessions, some current school board employees saw their retirement benefits reduced, and there have been substantial reductions in benefits for future employees. VEA will continue to fight any additional reduction In benefits. Aim VIRGINIA EDUCATION ASSOCIATION Teaching. Learning, Leading. P85 CLOSED SESSION P86 ADJOURNMENT P87