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03-03-2014 BOS PKTma�) &!� �* BOARD PACKET BOARD OF SUPERVISORS REGULAR MEETING MARCH 3, 2014 a 1767 Pi PITTSYLVANIA COUNTY BOARD OF SUPERVISORS REGULAR MEETING MONDAY, MARCH 3, 2014 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA 1. Call to Order — 7:00 p.m. 2. Roll Call Harville Barber Snead Blackstock Bowman Hagerman Barksdale 3. Pledge of Allegiance 4. Items to be Added to the Agenda Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale (a) APPROVAL OF AGENDA Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale HEARING OF CITIZENS CONSENT AGENDA Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 5. (a) Minutes — February 3, 2014; Regular Meeting — Pages 10 -15 Minutes — February 18, 2014; Adjourned Meeting — Pages 16 -23 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale (b) Bill List — February 2014 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale (c) Resolution from Virginia Department of Transportation (VDOT) — Abandonment old section/Addition of new section — SR 924/West Hurt Road and SR 1001 /Church Street — Pages 24 -30 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale (d) VHF Radio "Transmitter" — Mutual Aide Agreement — Brosville Fire & Rescue — Pages 31 -33 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale (e) VHF Radio "Transmitter" — Mutual Aide Agreement — Callands Fire & Rescue —Pages 34 -36 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale (f) Proclamation for National Agriculture Week — March 23 -30, 2014— Pages 37 -38 PRESENTATIONS Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 6. Presentation from Amy Childress — 2013 CSA Financial /Compliance Program Audits: Preliminary Audit Observations from the Office of Comprehensive Services —Pages 40 -44 7. Recommendations from Finance Committee — The Finance Committee will meet at 4: 00 pm on Monday, March 3, 2014. Any recommendations from that committee meeting will be presented to the full Board — Page 46 -47 (a) Review of budget recommended by Interim County Administrator Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 8. Request for Public Hearing — Revised Organizational Cooperative Agreement -Tri- County Lake Administrative Commission — Pages 48 -57 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 9. Planning Grant Agreement — Virginia Department of Housing & Community Development, Pittsylvania County for West Piedmont Workforce Investment Board — Pages 58 -79 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 10. Expenditure Refunds - Requires a Motion and a 10 -Day Layover— Pages 80 -81 APPOINTMENTS 11. Conununity Pokey ManagefneR4 Team AnnualAppointments TO BE STRICKEN - COVERED UNDER ITEM 6 BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL REPORTS FROM INTERIM COUNTY ADMINISTRATOR Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Entered Closed Session: CLOSED SESSION 12. Closed Session - Consultation with legal counsel and briefings by staff members or consultants pertaining to actual or probable litigation, where such consultation or briefing in open meeting would adversely affect the negotiation and litigating posture of the public body. Authority: 2 -2.371 l(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: Case Briefing by Legal Counsel. Re -enter Open Session: Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on Monday, March 3, 2014, the Board hereby certifies by a recorded vote that to the best of each committee 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. CERTIFICATION Y N A Harville Barber Snead Blackstock Bowman Hagerman Barksdale Action Motion (if any) Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale ADJOURNMENT Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Time Adjourned: TO BE ADDED P7 HEARING OF CITIZENS P8 CONSENT AGENDA P9 Regular Meeting February 3, 2014 Pittsylvania County Board of Supervisors Monday, February 3, 2014 Regular Meeting VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was held on Monday, February 3, 2014 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Jessie L. Barksdale, Chairman, called the meeting to order at 7:03p.m. The following members were present: Tim Barber James Snead Coy E. Harville Jessie L. Barksdale Jerry A. Hagerman Brenda H. Bowman Elton Blackstock Tunstall District Dan River District Westover District Banister District Callands- Gretna District Chatham- Blairs District Staunton River District Mr. Otis S. Hawker, County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr. Greg L. Sides, Assistant County Administrator for Planning and Development, and Ms. Rebecca Flippen, Deputy Clerk to the Board, were also present. Mr. Barksdale 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 /deletions: Additions: (a) Presentation by Danville - Pittsylvania Chamber of Commerce- Update on 2014 Goals by Laurie Moran (b) Audit Recommendations — Procurement for Fuel and Food — Mr. Blackstock (c) Appointment to the Beautification Committee — Westover District (d) Closed Session - Consultation with legal counsel and briefings by staff members or consultants pertaining to actual or probable litigation, where such consultation or briefing in open meeting would adversely affect the negotiation and litigating posture of the public body. Authority: 2- 2.3711(A)(7), Code of Virginia, 1950, as amended Subject Matter: Barbara Hudson v. Pittsylvania County, Virginia and Board of Supervisors of Pittsylvania County, Virginia Purpose: Case Briefing by Legal Counsel Mr. Harville's motion was unanimously approved by the Board. Hearing of the Citizens Ben Krause, a North Carolina resident who owns property in Pittsylvania County, made comments concerning his displeasure with the recent reassessment of his three properties in Pittsylvania County; that he had met with the Board of Assessors and had an appointment for a hearing with the Board of Equalization. Mr. Krause made questioned why Winggate Appraisals was given the contract for the County's assessment, noted he had made several Freedom of Information Act (FOIA) requests to the County Attorney's office concerning this matter, would be sending letters to each Board of Supervisors member concerning this matter, questioned how P10 Regular Meeting February 3, 2014 the policy on reassessment worked and who was responsible for the policy on how reassessment occurs. Matthew Speck of the Staunton River District offered a word of prayer. George Stanhope of the Callands /Gretna District made positive comments on the VoTech Center, and said he didn't understand the premise of the County schools needing a STEM academy. Phillip Lovelace of the Callands- Gretna District made several comments concerning the Joint Setback Study. Mr. Lovelace said he understood the need to protect the farming community. However, he felt the proposed setback changes would hurt a lot of people in the County in order to protect a very, very few big farmers. Mr. Lovelace pointed out the tax structure for the County comes in from more than just a few big farmers. Mr. Lovelace further stated it was imperative that a real estate agent be a member of the committee to represent the residential owner. Mr. Lovelace felt that the proposed setback changes would hurt or destroy the value of all the homes in Pittsylvania County. Elizabeth Jones of the Banister District and Chairperson of the Pittsylvania County Democratic Party respectfully asked the Board to approach the County's local representatives and request Medicaid expansion be accepted in Virginia, noting Pittsylvania County needed it for its residents. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Barber, seconded by Mr. Blackstock, to approve the Consent Agenda, which was unanimously approved by the Board. Consent Agenda: (a) Minutes: January 6, 2014 — Re- Organizational Meeting January 21, 2014 — Adjourned Meeting (b) Bill List — January 2014 (online) (c) Proclamation — National Future Farmers of America (FAA) Week (d) Contract Amendments - Intrado (d) Proclamation — Black History Month Mr. Barber's motion was unanimously approved by the Board. Mr. Barksdale noted that FFA member, Logan Mills was present to represent the local FFA Chapter on the proclamation celebrating National FFA Week. Logan was accompanied by his father, Robert Mills, who himself was a FFA member. Vittotbania Countp Jgoarb of 6uperbiwo i3rodamation NATIONAL FUTURE FARMERS OF AMERICA WEEK FEBRUARY 15 —22, 2014 "Ignite: Leadership, Growth, Success" Whereas, Future Farmers of America (FFA) and agricultural education provide a strong foundation for the youth of America and the future of the food, fiber and natural resources systems; and Whereas, FFA promotes premier leadership, personal growth and career success among its members; and Pit Regular Meeting February 3, 2014 Whereas, agricultural education and FFA ensure a steady supply of young professionals to meet the growing demands in the science, business and technology of agriculture; and Whereas, the FFA motto — "learning to do, doing to learn, earning to live, living to serve "- gives direction of purpose to these students who take an active role in succeeding in agricultural education; and Whereas, FFA promotes citizenship, volunteerism, patriotism and cooperation; then Now, Therefore, We, the Pittsylvania County Board of Supervisors, do hereby proclaim February 15 -22, 2014 as National Future Farmers of America Week in Pittsylvania County, Virginia, and request all of the County's citizens to participate with the middle and high schools' FFA Chapters and the designated activities occurring between February 15 through February 22, 2013 in Pittsylvania County commemorating National Future Farmers of America (FFA) Week Pittop[bauia Countp IWO of Ouperbi!goro ,prodatuation BLACK HISTORY MONTH "Civil Rights in America" Whereas, February 2014 marks the 88'" Black History Celebration to be held to encourage understanding and appreciation among all Americans of the significant role that Black Americans have played in so many areas ofAmerica's success story; and Whereas, 2014 marks the 50`x` anniversary of the Civil Rights Act of 1964; and Whereas, the theme of this year's celebration is "Civil Rights in America ", and Whereas, all citizens should join in gratefully honoring and recognizing the exceptional outstanding contributions which African Americans have made to their fellow citizens and to all humanity; and Whereas, Black Americans have made substantial contributions in human progress in the fields of Economics, Medicine, Law, Science, Technology, Literature, and in many other phases of human endeavors, and continue to have an important impact on technological advances in the information age and in every frontier ofscience and art; then Now, Therefore, We, the Pittsylvania County Board of Supervisors, do hereby proclaim February as Black History Month in Pittsylvania County, Virginia, and call to the attention of all our citizens the contributions of Black men and women to the advancement of all races, to the end that we may be more aware of the unity of humankind and our basic principles of freedom, equality, and democracy. Presentations Ms. Laurie Moran, Executive Director for the Danville - Pittsylvania Chamber of Commerce, presented the 2013 annual report to the Board of Supervisors and gave them a 2014 business update of goals and programs the Chamber is currently working on for the 2014 year. P12 Regular Meeting February 3, 2014 Unfmished Business At the Board of Supervisors Adjourned Meeting held January 21, 2014, a Motion was made by Mr. Harville, seconded by Ms. Bowman, for the reappropriation of funds as follows: $283.60 to Board of Supervisors- Telephone (100 -4- 011010 - 5230), $662.00 to Circuit Court - Books (100 -4- 021100 - 6012), $179.50 to J &D Court -Dues (100 -4- 021500 - 5810), $199.67 to Clerk of Courts- Copier Lease (100 -4- 021600 - 60051), $60.00 to Sheriff -Parts (100- 4- 031200- 6030), $316.60 to Sheriff -Labor (100 -4- 031200 - 6031), $326.56 to VFD- United Way Contributions (100 -4- 032200 - 5667), $95.88 to Jail- Extradition (100 -4- 033100 - 5550), $25.00 to Animal Control- Donations, $7,653.00 to E- 911 - Telephone (100 -4- 035500 - 5230), $32.99 to VFIRS- Computer Capital Outlay (250 -4- 032402 - 8107), $11,280.10 to WIA -Other Operating (251 -4- 353853- 6014), $4,416.65 to Industrial Incentives (325 -4- 081500- 8222). This 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. Snead -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Barksdale -Yes. Mr. Harville's motion passed by a unanimous vote of the Board. At the Board of Supervisors Adjourned Meeting held January 21, 2014, a Motion was made by Mr. Snead, seconded by Mr. Barber, to approve an appropriation of $28,177.25 from unappropriated surplus in the following manner: $7,577.25 for Fire Insurance (line item 100 -4- 035500 -5302) and $20,600 for Electricity (line item 100 -4- 035500 - 5110). This 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. Snead -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Barksdale -Yes. Mr. Snead's motion passed by a unanimous vote of the Board. New Business There were no recommendations to the full Board from the Personnel Committee or from the Finance Committee. Motion was made by Mr. Snead, seconded by Mr. Barber, to authorize the Interim County Administrator to execute the annual maintenance agreement in the amount of $15,000.00 and charge the amount from the E -911 Service Contracts line item 100- 4- 035500- 332000, which was unanimously approved by the Board. Motion was made by Mr. Blackstock, seconded by Ms. Bowman, to (1) approve the Aid to Construction Agreement with Columbia Gas of Virginia in the amount of $6,854.21; and (2) to authorize the Interim County Administrator to all necessary documents, which was unanimously approved by the Board. Motion was made by Mr. Barber, seconded by Mr. Snead, for the reappropriation of funds as follows: $199.67 to Clerk of Courts- Copier Lease (100 -4- 021600 - 60051), $1,789.93 to Sheriff -Parts (100 -4- 031200 - 6030), $1,473.20 to Sheriff -Labor (100 -4- 031200 - 6031), $100.00 to Recreation - Recreation Supplies (100 -4- 071100- 6014), $13,283.74 to WIA -Other Operating (251 -4- 353853 - 6014). This motion required a 10 -Day Layover. Motion was made by Mr. Snead, seconded by Mr. Barber, to approve a transfer of funds from the Nondepartmental budget in the amount of $8,500.00 to the Building Inspection's budget to cover a necessary software upgrade, which was unanimously approved by the Board. P13 Regular Meeting February 3, 2014 Added Items Mr. Blackstock discussed the audit recommendations that procurement for fuel be bid out through a Request For Proposals (RFP), as well as food for the jail. Mr. Hawker stated staff already was in the process putting out a RFP for fuel. Furthermore, Mr. Hawker stated staff was also working on updating the County's procurement code. Auaointments Motion was made by Mr. Harville, seconded by Ms. Bowman, to appoint Vickie Yarbrough as the Westover District Representative on the Beautification Committee, which was unanimously approved by the Board. Board Announcements Mr. Barksdale reminded everyone of the following events /dates: February 4th — Education Association Fireside Chat at 6pm; February 5th — Pittsylvania County Employee Service Awards at 3pm; February 6th — Virginia Association of Counties Day in Richmond; February 12th — Danville - Pittsylvania County Chamber of Commerce Business at Breakfast - 7:30am at the Institute of Advance Learning and Research. Closed Session Motion was made by Mr. Snead, seconded by Mr. Barber, to enter into Closed Session for the following reason: 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: Case Briefing by Legal Counsel Mr. Snead's motion was unanimously approved by the Board and they entered into Closed Session at 8:08pm. Motion was made by Mr. Harville, seconded by Mr. Snead to re -enter into Open Session. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Regular Meeting of the Pittsylvania County Board of Supervisors on Monday, February 3, 2014 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 Elton Blackstock Yes Coy E. Harville Yes P14 Regular Meeting February 3, 2014 James H. Snead Yes Tim R. Barber Yes Jessie L. Barksdale Yes The Board returned to Open Session at 8:35pm. Adjournment Motion was made by Mr. Snead, seconded by Mr. Harville, to adjourn, which was unanimously approved by the Board. The meeting adjourned at 8:35pm. P15 Adjourned Meeting February 18, 2014 Pittsylvania County Board of Supervisors Tuesday, February 18, 2014 Adjourned Meeting VIRGINIA: The Adjourned Meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, February 18, 2014 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Jessie L. Barksdale, Chairman, called the meeting to order at 7:00 p.m. The following members were present: Jessie L. Barksdale Banister District Tim Barber Tunstall District Coy E. Harville Westover District James Snead Dan River District Brenda H. Bowman Chatham- Blairs District Jerry A. Hagerman Callands- Gretna District Elton W. Blackstock Staunton River District Mr. Otis S. Hawker, County Administrator, Mr. Greg L. Sides, Assistant County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr. Odie Shelton, Jr., Director of Code Compliance, and Ms. Rebecca Flippen, Deputy Clerk to the Board, were also present. Mr. Barksdale led the Pledge of Allegiance. Approval of Agenda Motion was made by Mr. Snead, seconded by Ms. Bowman, to approve the agenda, with the following additions /deletion: Additions: (a) Request for Public Hearing — proposed amendment to the Pittsylvania County Zoning Ordinance, Chapter 35, for the addition of Adult Uses under Industrial District (M -1) Light Industry, Section 35 -384, Special Use Permits. (b) Ratify Resolution for Declaration of Emergency and Ratify Resolution to End Declaration of Emergency Deletion: Item 10 under New Business - Surplus Property — old White Oak Tower Site Equipment Mr. Snead's motion was unanimously approved by the Board. Hearing of the Citizens Gerald Milliman of the Staunton River District offered a word of prayer. Karen Maute of the Westover District commented on the coal ash spill in the Dan River and stated disasters like that was why it was so important to keep the uranium mining ban in place. Ms. Maute stated she has asked the Department of Mines, Minerals, and Energy (DMME) if mining activities were going on in the river while contamination tests were going on. Ms. Maute suggested anyone economically affected by not milling during the process file a claim against Duke Energy for compensation. Ms. Maute also asked that the Board of Supervisors ask local representatives to get groundwater monitoring stations set up in this area of the State. Lastly, Ms. Maute made comments concerning the Joint Setback Study and asked who had submitted a bio- solids application. This concluded the Hearing of the Citizens. P16 Adjourned Meeting February 18, 2014 Consent Agenda Motion was made by Mr. Harville, seconded by Mr. Barber, to approve the Consent Agenda, which was unanimously approved by the Board. (a) Proclamation — National Red Cross Month — March 2014 (b) Road Name Change (from Swedwood Drive to IKEA Drive) (c) Ratify 100s' Birthday Letter for Ms. Mattie Luck Vittgpibauia Countp A3oarb of buperbigorg Proclamation AMERICAN RED CROSS MONTH March 2014 Whereas, March is American Red Cross Month, a time to recognize and thank our everyday heroes who reach out to help their neighbors in times ofneed; and Whereas, American Red Cross heroes are on the front lines every day. They volunteer their time, give blood, take life- saving courses or provide financial donations to help those in need; and Whereas, the Board of Supervisors would like to honor our local heroes, here in Pittsylvania County, who give to those in need. They work tirelessly when disasters strike, provide life- saving blood, or simply offer comfort. They provide round -the -clock support to members of the military, veterans and their families, and teach lifesaving classes in CPR, aquatics safety and first aid; and Whereas, across the country and around the world, the American Red Cross responded to hurricanes, tornadoes, floods and wildfires, the tragedy at the Boston Marathon, and typhoon Haiyan in the Philippines; and Whereas, when an injured service member is in a hospital, far from home, the American Red Cross responds with help and hope. When a hospital patient needs blood the American Red Cross blood donors help. When a lifeguard jumps in to save a drowning child or someone steps up to help a heart attack victim, the American Red Cross is there; then Now, Therefore, We, the Pittsylvania County Board of Supervisors, proclaim March as American Red Cross Month in Pittsylvania County as a dedication to all those who support the American Red Cross, which relies on donations of time, money and blood to fulfill its humanitarian mission; and Be it Furthermore Proclaimed that a copy of this proclamation is forwarded to local media. P17 Adjourned Meeting February 18, 2014 Public Hearines Rezoning Cases Case 1: Hershel M. Stone & Lauren B. Stone — Chatham/Blai s Election District: R-14-004 Mr. Barksdale opened the public hearing at 7:14pm. Mr. Shelton explained Hershel and Lauren Stone had petitioned to rezone 5.80 acres, located off State Road 835/Pleasant Gap Drive, in the Chatham - Blairs Election District from R -1, Residential Suburban Subdivision 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 petitioners' request. Mr. Stone was present to represent the petition. No one signed up to speak and Mr. Barksdale closed the hearing at 7:15pm. Motion was made by Ms. Bowman, seconded by Mr. Harville, to approve rezoning Case R -14 -004 from R -1 to A -1 and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Barber -Yes; Mr. Snead -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Barksdale - Yes. Ms. Bowman's motion was unanimously approved by the Board. Case 2: Boyd E. Motley & Carol B. Motley — Callands /Gretna District: R -14 -005 Mr. Barksdale opened the public hearing at 7:16pm. Mr. Shelton explained Boyd & Carol Motley had petitioned to rezone the R -1, Residential Suburban Subdivision District portion of 44.52 acres to A -1, Agricultural District and 72.48 acres, six parcels of land, from M -1, Industrial District, Light Industry to A -1, Agricultural District (for agricultural use - farming). The parcels of land are located off U.S. Highway 29, in the Callands- Gretna Election District. The Planning Commission, with no opposition, recommended grating the petitioners' request. Mr. Richard Armstrong, Jr. was present to represent the petition. No one signed up to speak and Mr. Barksdale closed the hearing at 7:17pm. Motion was made by Mr. Hagerman, seconded by Mr. Blackstock, to approve rezoning Case R -14 -005 from R -1 and M -1 to A -1 and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Barber -Yes; Mr. Snead -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Barksdale -Yes. Mr. Hagerman's motion was unanimously approved by the Board. Case 3: Darren C. Moore & Amy Hodnett Moore— Dan River Election District: R -14 -006 Mr. Barksdale opened the public hearing at 7:18pm. Mr. Shelton explained that Darren and Amy Moore had petitioned to rezone 1.80 acres on State Road 360 /01d Richmond Road, in the Dan River Election District from R -1, Residential Suburban Subdivision District to A -1, Agricultural District (to allow for placement of a second dwelling, a modular home, for their personal residence). The Planning Commission, with no opposition, recommended granting the petitioners' request. Darren and Amy Moore were present to represent the petition. No one signed up to speak and Mr. Barksdale closed the public hearing at 7:20pm. Motion was made by Mr. Snead, seconded by Mr. Barber, to approve rezoning Case R -14 -006 from R -1 to A -1 and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Barber -Yes; Mr. Snead -Yes; Mr. Blackstock- Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Barksdale -Yes. Mr. Snead's motion was unanimously approved by the Board. Case 4: Robert Clinton Nuckles, Jr. — Dan River Election District: R -14 -007 Mr. Barksdale opened the public hearing at 7:20pm. Mr. Shelton explained that Robert Nuckles, Jr. had petitioned to rezone 0.358 acre (per plat), located on State Road 729/Kentuck Road, in the Dan River Election District from RC -1, Residential Combined Subdivision District to A -1, Agricultural District (to make the zoning consistent with and to combine with the adjacent parcel of land zoned A -1). The Planning Commission, with no opposition, recommended granting the petitioner's request. Robert Nuckles, Jr. was present to represent the case. No on signed up to Pis Adjourned Meeting February 18, 2014 speak and Mr. Barksdale closed the public hearing at 7:21pm. Motion was made by Mr. Snead, seconded by Mr. Blackstock, to approve rezoning Case R -14 -007 from RC -1 to A -1 and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Barber -Yes; Mr. Snead -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Barksdale -Yes. Mr. Snead's motion was unanimously approved by the Board. Case 5: Brosville Business Center, LLP — Tunstall Election District: R -14 -008 Mr. Barksdale opened the public hearing at 7:22pm. Mr. Shelton explained that Brosville Business Center, LLP, had petitioned to rezone 1.40 acre, located on U.S. Highway 58/Martinsville Highway, in the Tunstall Election District from B -1, Business District, Limited to B -2, Business District, General (for future commercial development). The Planning Commission, with no opposition, recommended granting the petitioner's request. David Long, Jr. was present to represent the petition. No one signed up to speak and Mr. Barksdale closed the public hearing at 7:23pm. Motion was made by Mr. Barber, seconded by Mr. Snead, to approve rezoning Case R- 14 -008 from B -1 to B -2 and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Barber -Yes; Mr. Snead -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Barksdale -Yes. Mr. Barber's motion was unanimously approved by the Board. Case 6: Kenric D. Dews & Connie L. Dews —Staunton River Election District: R -14 -009 Mr. Barksdale opened the public hearing at 7:26pm. Mr. Shelton explained that Kenric and Connie Dews had petitioned to rezone the R -1, Residential Suburban Subdivision District portion of 2.95 acres to A -1, Agricultural District and 1.31. acre, two parcels of land, from R -1, Residential Suburban Subdivision District to A -1, Agricultural District (to make the parcels one zoning designation and to make the zoning consistent with the surrounding parcels of land). The parcels of land are located on State Road 640/Wards Road, in the Staunton River Election District. The Planning Commission, with no opposition, recommended granting the petitioners' request. Kenric and Connie Dews were present to represent the petition. No one signed up to speak and Mr. Barksdale closed the public hearing at 7:27pm. Motion was made by Mr. Blackstock, seconded by Ms. Bowman, to approve rezoning Case R -14 -009 from R -1 to A -1 and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Barber -Yes; Mr. Snead -Yes; Mr. Blackstock - Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Barksdale -Yes. Mr. Blackstock's motion was unanimously approved by the Board. Case 7: Garrett Trust Dated 05 -09 -07 — Callands /Gretna Election District: R -14 -010 Mr. Barksdale opened the public hearing at 7:28pm. Mr. Shelton explained that Charles and Irene Garrett had petitioned to rezone a total of 50.94 acres, three parcels of land, located on State Road 612/13anister Road, in the Callands- Gretna Election District from R -1, Residential Suburban Subdivision District to A -1, Agricultural District (to make the zoning consistent and to combine the parcels of land). The Planning Commission, with no opposition, recommended granting the petitioners' request. Charles Garrett was present to represent the petition. No one signed up to speak and Mr. Barksdale closed the public hearing at 7:29pm. Motion was made by Mr. Hagerman, seconded by Mr. Snead, to approve rezoning Case R -14 -010 from R -1 to A -1 and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Barber -Yes; Mr. Snead -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Barksdale -Yes. Mr. Hagerman's motion was unanimously approved by the Board. Case 9: Jefferson L. Smith —Westover Election District: R -14 -012 Mr. Barksdale opening the public hearing at 7:30pm. Mr. Shelton explained that Jefferson L. Smith had petitioned to rezone 39.16 acres, located on State Road 743 /Orphanage Road, in the P19 Adjourned Meeting February 18, 2014 Westover District from R -1, Residential Suburban District to B -2, Business District, General (for a veterinary hospital and commercial kennel). The Planning Commission, with opposition, recommended granting the petitioner's request. Robert T. Vaughan, Jr., attorney representing Jefferson Smith, was present to represent the petition. Jefferson Smith was also present. Mr. Smith told the Board it was his intent to move his practice, the Mt. Hermon Animal Clinic, located at 3620 Franklin Turnpike, into a state -of -the art veterinary hospital and upscale dog care facility he proposed to build on the parcel site of this case being considered. Mr. Smith submitted concept diagrams of what the facility would look like and said there would be no odor or noise coming from the facility to bother the surrounding neighborhoods. He planned to invest $3.5 million dollars in this project. Mr. Smith also submitted a petition and letters of support from 192 citizens. Mr. Vaughan and Mr. Smith both pointed out there were other parcels zoned B -2 in the area and felt the parcel was large enough to place the facility in a spot that would be buffered both visually and audibly from any adjacent landowners. Mr. Smith stated that once the new facility was built, the staff would at least double, (from approximately 9, not counting the doctors, to approximately 25 staff members). The following persons signed up to speak opposing the rezoning of the property, citing potential noise, odor, increased traffic, questioned the need for the entire 39.16 acres to be rezoned if the facility was only going to take up 5 acres or so and what would the rest of the acreage be used for, and lastly, felt it would devalue their own properties: Wayne Dishman, Sammy Saunders, Roy McKinnis, Rodney Reynolds, Lavada Dishman, Vance Kieser, Gayle Breakley, Barry Breakley, Jeff Davis, and Louie Wyatt. Glenn Pulley, attorney, also made comments against rezoning. The following citizens made comments in favor of rezoning the property, citing good economic development, need for such a facility, that there was a misconception of noise and odor levels that in fact would not be an issue, noting cattle in the area already there would make more noise that the proposed facility Mr. Smith wanted to build, that the proposed facility would not devalue the surrounding properties, and lastly stated that if the 39.16 acres were to be developed into a subdivision capable of having 75 -80 residential lots, that size subdivision would create much more noise and traffic than the proposed facility Mr. Smith wanted to build: Patty Rigney, Jimmy Rigney (who also read a letter of support on behalf of Jay Rigney who could not attend the hearing), Lillian Farling, Amy Lee, Ken Ferrell (who also spoke on behalf of the Frank Lumpkin Trust -owner of the property in question Mr. Smith intended to purchase to place the proposed facility on), Eric Doering (designer of the concept drawings for the facility that has been submitted), Randee Brown (part of the Lumpkin family but had no vested interest in the sale of the property to Mr. Smith), Will Rohrig, Kate Rohrig, and Ernest Stillworth. After the conclusion of persons commenting who had signed up to speak, Mr. Vaughan, attorney for Mr. Smith, asked the Board if would accept a proffer from Mr. Smith on intent of development, willingness for a buffer zone around the area, willingness to submit the property to a Special Use process for any future development of property not developed for the proposed veterinary hospital/kennel, and they were willing to write and submit the proffer at that moment. Mr. Harville asked Mr. Hunt, the County's Attorney, if it was legal for Mr. Smith to submit a proffer at this point. Mr. Hunt stated that it was. Mr. Vaughan then wrote out a proffer, signed by himself and by Mr. Smith, the read allow the submitted proffer that stated the following: (1) The zoning will be subject to obtaining a Special Use Permit for the proposed use as a veterinary hospital and boarding facility. (2) The zoning will be conditioned upon a bugger of vegetation with the exception of frontage on Orphanage Road. (3) The zoning will be conditioned upon any future case hearing subject to the Special Use review process for arty future development. Mr. Barksdale then closed the public hearing. Motion was made by Mr. Harville, seconded by Mr. Blackstock, to deny rezoning Case R -14 -012 from R -1 to B -2, giving the following reasons: (1) P20 Adjourned Meeting February 18, 2014 Referencing the precepts read before the rezoning cases started, and that never before has a submission of a proffer been allowed after the public hearing of a rezoning case started; (2) Referenced the Zoning Precepts..." are responsible for promoting the health, safety, and general welfare of the citizens of Pittsylvania County " and submitted crash data reports from the Virginia Department of Transportation that began January 1, 2010 through December 31, 2012 of SR 743 /Orphanage Road and SR740/lrish Road, to Route 41/Franklin Turnpike and that voting to rezone that property would certainly increase traffic to an area already experiencing traffic problems. Mr. Harville did say he thought Mr. Smith's proposed facility was a great idea and certainly hoped Mr. Smith would build the facility, but he needed to look for a different property site. The following Roll Call Vote to deny the petitioner's request to rezone was recorded: Mr. Harville -Yes; Mr. Barber -Yes; Mr. Snead -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Barksdale -Yes. Mr. Harville's motion to deny rezoning Case R -14 -012 from R -I to B2 was unanimously approved by the Board. This concluded the Rezoning Cases. Unfinished Business At the Board of Supervisors meeting held on February 3, 2014, a Motion was made by Mr. Barber, seconded by Mr. Snead, for the reappropriation of funds as follows: $199.67 to Clerk of Courts- Copier Lease (100 -4- 021600 - 60051), $1,789.93 to Sheriff -Parts (100 -4- 031200 - 6030), $1,473.20 to Sheriff -Labor (100 -4- 031200 - 6031), $100.00 to Recreation - Recreation Supplies (100-4-071100-6014), $13,283.74 to WIA -Other Operating (251 -4- 353853 - 6014). This 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. Snead -Yes; Mr. Blackstock -Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Barksdale -Yes. Mr. Barber's motion was unanimously approved by the Board. New Business There were no recommendations to the full Board of Supervisors from the Personnel Committee or from the Finance Committee. Motion was made by Mr. Barber, seconded by Mr. Harville, to (1) reject all bids received in response to a Request For Proposals for fuels (gasoline, diesel fuel and propane) that was issued October 2013 on the recommendation of the County Attorney based on the following: two different types of unleaded fuel were bid on, one bidder was non - responsive, discrepancies concerning terminals used, and an issue concerning vendor owned tanks that would have to be replaced, and (2) authorization to re -bid the fuels, which was unanimously approved by the Board. Items Added Motion was made by Ms. Bowman, seconded by Mr. Harville, to set a public hearing on Tuesday, March 18, 2014 at 7p.m. to receive citizen input on a proposed amendment to the Pittsylvania County Zoning Ordinance, Chapter 35, for the addition of Adult Uses under Industrial District (M -1) Light Industry, Section 35 -384, Special Use Permits, which was unanimously approved by the Board. Motion was made by Mr. Snead, seconded by Mr. Harville to ratify the following: (1) Declaration of Emergency for the February 12, 2014 winter storm that brought severe heavy snowfall for Pittsylvania County that resulted in numerous auto accidents, power outage and other weather related emergencies within the County, resulting in the Interim County Administrator, P21 Adjourned Meeting February 18, 2014 acting as the Deputy Director of Emergency Services, issuing a Local Emergency on February 12, 2014: and (2) Declaration to End Declaration of Emergency, effective February 18, 2014, which was unanimously approved by the Board. Board Appointments Motion was made by Mr. Barber, seconded by Mr. Snead, to re- appoint George Henderson as the Tunstall District Representative on the Beautification Committee for a one -year term beginning January 1, 2014 through December 31, 2014, which was unanimously approved by the Board. Motion was made by Mr. Hagerman, seconded by Mr. Harville, to re- appoint Maurrica Doss as the Callands- Gretna District Representative on the Beautification Committee for a one- year term beginning January 1, 2014 through December 31, 2014, which was unanimously approved by the Board. Board Announcements Mr. Hagerman inquired of Danville Community College (DCC) was still renting part of the Gretna Public Library for $1 per year as the library needs to utilize that space if wasn't using it. Mr. Barber asked Mr. Hawker to check with the Virginia Department of Transportation concerning 3 roads: SR 855 leading to A.C. Furniture, the Brosville Industrial Park Road, and Gemstone Road for FedEx, which are supposed to be on the Priority Roads list for snow removal once the main corridor roads are cleared and were not for two days. Closed Session Motion was made by Mr. Harville, seconded by Mr. Snead, to enter into Closed Session for the following: Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community. Authority: §2.2- 3711(A)(5) of the Code of Virginia, 1950, as amended Subject: Review of Potential TROF Agreement Purpose: Discussion concerning the expansion of an existing business where no previous announcement has been made of the business' interest in expanding its facilities in the community. Mr. Harville's motion was unanimously approved by the Board and they entered into Closed Session at 9:46pm. Motion was made by Mr. Harville, seconded by Mr. Snead, to re -enter into Open Session. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Regular Meeting of the Pittsylvania County Board of Supervisors on Tuesday, February 18, 2014 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 P22 Adjourned Meeting February 18, 2014 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 Elton W. Blackstock Yes Coy E. Harville Yes James H. Snead Yes Jessie L. Barksdale Yes Tim R. Barber Yes Mr. Harville's motion was unanimously approved by the Board and the Board returned to Open Session at 10:02pm. Adiournment Motion was made by Mr. Barber, seconded by Mr. Harville, to adjourn, which was unanimously approved by the Board. The meeting adjourned at 10:04pm. Jessie L. Barksdale, Chairman Pittsylvania County Board of Supervisors Otis S. Hawker, Interim County Administrator Pittsylvania County Board of Supervisors P23 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Resolution- Virginia Department of Transportation (VDOT) — Abandon old section/Addition of new section: SR 924 /West Hurt Road and SR 1001 /Church Street SUBJECT/PROPOSAL/REQUEST: Resolution STAFF CONTACT(S): Mr. Hawker AGENDA DATE: 03 -03 -2014 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes ITEM NUMBER: 5(c) INFORMATION: INFORMATION: e BACKGROUND: Years ago SR 924 /West Hurt Road was realigned and the appropriate abandonments and additions were never approved by the Pittsylvania County Board of Supervisors. In order to clear up VDOT records and to make the new alignment official, the Board of Supervisors will need to approve by resolution the appropriate abandonments and additions involving this realignment. DISCUSSION: Attached hereto, is a Resolution 2014 -03 -02 from VDOT, along with descriptive attachments and a sketch outlining the realignment. RECOMMENDATION: Staff recommends the Board of Supervisors approve Resolution 2014 -03 -02 and authorize the Interim County Administrator to sign all necessary documentation. P24 Rebecca Flippen From: Craddock, Joseph (VDOT) < Joseph .Craddock @VDOT.Virginia.gov> Sent: Tuesday, February 18, 2014 3:46 PM To: Rebecca Flippen Subject: FW: Draft resolution, draft AM4.3 and final sketch for abandonments /additions to Routes 924 and 1001 in Town of Hurt Attachments: Draft AM43 for Rt 924 and 1001.pdf; final sketch0924- 071.pdf; Pitt county rt 924 rt 1001 resolution DRAFT.docx Rebecca, Our Central Office staff has discovered an omission in our records. We do not show that when Rt. 924 was realigned in Hurt years ago, the appropriate abandonments and additions were ever approved by the Board. Just to straighten everything up and make the new alignment official, we need the Board to do a resolution which abandons the old sections and adds the new. Attached in the email below is a sketch and a draft resolution for the Board. Could you please let me know what date this can be added to the Board's agenda. Once we have that, we can put that date on the AM4.3 form and I'll send you the revised version. Thanks, and let me know if you have any questions. Jay Craddock, P.E. VDOT - Lynchburg District Area Land Use Engineer /Assistant Residency Administrator Pittsylvania & Halifax Counties 434 - 316 -8898 cell 434 - 856 -8068 office From: Tingler, Mary (VDOT) Sent: Tuesday, February 18, 2014 3:23 PM To: Craddock, Joseph (VDOT) Cc: Ellison, Suzanne. (VDOT); Gregory, Margaret (VDOT); Styles, Andrea T. (VDOT) Subject: Draft resolution, draft AM4.3 and final sketch for abandonments /additions to Routes 924 and 1001 in Town of Hurt Mr. Craddock: I believe we are prepared to take this project through the Pittsylvania County Board of Supervisors for final resolution. Please find attached the following: 1. a scanned image of a "sketch" depicting the changes to the roadway created by this project. 2. Draft AM4.3 documents (I will update these once we get a final resolution date with the county) 3. A "draft" resolution that you can use (if the county chooses to do so) —I will update this one you get a date on the BOS agenda. P25 Please note: I have entered these data into DACHS (I used resolution date of 12/25/2020 — I will change that once you get a date on the 8O5 agenda). Please review and let me know if you have any changes /comments. I can be reached at 804 - 786 -2463. Thanks for your help! Jean Tingler 804- 786 -2463 P26 Vittsptbania Countp Noarb of buperbtoors; RESOLUTION 2014 -03 -02 VIRGINIA: The Board of Supervisors of Pittsylvania County, in a regular meeting on the 3`d day of March, 2014, adopted the following: WHEREAS, the Virginia Department of Transportation (VDOT) has completed Project 0924- 071;and WHEREAS, the project sketch and VDOT Form(s) AM4.3, attached and incorporated herein as part of this resolution, defines adjustments required in the Secondary System of State highways as a result of construction; and WHEREAS, certain segments identified on the incorporated Form AM4.3 appear to no longer serve public convenience and should be abandoned as part of the Secondary System of State Highways; and WHEREAS, certain segments identified on the incorporated Form AM4.3 are ready to be accepted into the Secondary System of State Highways; then NOW THERFORE, BE IT RESOLVED, THIS Board hereby requests the Virginia Department of Transportation to take the necessary action to abandon those segments identified on the attached AM4.3 Form and project sketch as part of the Secondary System of State Highways, pursuant to §33.1 -155 of the Code of Virginia, 1950, as amended; and BE IT FURTHER RESOLVED, this Board requests the Virginia Department of Transportation to add the segments identified on the incorporated Form AM4.3 to the Secondary System of State Highways, pursuant to §33.1 -229 of the Code of Virginia, 1950, as amended, for which sections this Board hereby guarantees the right of way to be cleared and unrestricted, including any necessary easements for cuts, fills, and drainage; and BE IT FINALLY RESOLVED that a certified copy of this resolution be forwarded to the Virginia Department of Transportation. Recorded Vote Moved By: Seconded By: Yeas: Nays: P27 A Copy Teste: Otis S. Hawker Interim County Administrator Pittsylvania County In the County of pittsy y*p _ --•---- -- -- •-- --- •- ------ ••--- -- - - -•-- ...... By resolution of the governing body adopted December 25, 2020 The following MOT Form AM -4.3 is hereby attached and incorporated as part of the governing body's resolution for changes in the secondary system of state highways. A Copy Testee Signed (County Oircial): Report of Changes in the Secondary System of State Highways Project/Subdivision 0924 -071 Type Change to the Secondary System of State Highways: Abandonment The following facilities of the Secondary System of State Highways are hereby ordered abandoned, pursuant to the statutory authority cited: Reason for Change: Developer Project - Section 33.1 -155 Pursuant to Code of Virginia Statute: §33.1 -155 Church Street, State Route Number 1001 Old Route Number: 0 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ • From: .08 miles east of old intersection rt 29 and old rt 924 (node C) TO:. 13 miles east of intersection with rt 29 and old rt 924 (node E), a distance of 0.05 miles. Pocket Road, State Route Number 924 Old Route Number: 0 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ • From Intersection rt 29 and rt 924 (Node A) TO: .02 miles east of intersection rt 29 and rt 924 (Node B), a distance of: 0.02 miles. VDOT Forth AM -4.3 (4/20/2007) Maintenance Division Date of Resolution: December 25, 2020 Page 1 of 2 P28 Report of Changes in the Secondary System of State Highways Project/Subdivision 0924 -071 Type Change to the Secondary System of State Highways: Addition The following additions to the Secondary System of State Highways, pursuant to the statutory provision or provisions cited, are hereby requested; the right of way for which, including additional easements for cuts, fills and drainage, as required, is hereby guaranteed: Reason for Change: VDOT Project Pursuant to Code of Virginia Statute: §33.1 -229 West Hurt Road, State Route Number 924 Old Route Number: 0 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ • From Intersection of Route 1001 and Route 924 (Node D) To: 0.03 miles east to intersection with old route 1001 (Node E), a distance of: 0.03 miles. Recordation Reference: N/A Right of Way width (feet) = 0 Street Name and/or Route N rmb r West Hurt Road, State Route Number 924 Old Route Number: 0 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ • From: Intersection route 924 and route 29 (Node H) To: Intersection of Route 1001 and Route 924 (Node D), a distance of: 0.18 miles. Recordation Reference: N/A Right of Way width (feet) = 0 Street Name and /or Route Numhe r Church Street, State Route Number 1001 Old Route Number: 0 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ • From: .06 mi east of old intersection rt 924 and rt 1001 (Node C) To: Intersection of Route 1001 and Route 924 (Node D), a distance of: 0.03 miles. Recordation Reference: N/A Right of Way width (feet) = 0 Street Name and/or Route Number West Hurt Road, State Route Number 924 Old Route Number: 0 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ • From: .13 miles east of intersection with rt 29 and old rt 924 (node E) To: RI 924 east to intersection with Railroad bed (Node F), a distance of: 0.01 miles. Recordation Reference: N/A Right of Way width (feet) = 0 VDOT Form AM -43 (4/20/1007) Maintenance Division Date of Resolution: Page 2 of 2 P29 ± ( � �& E r \ �} {Z \) \ lJdCL \2 \a � •� -- ' w, G 2y,2 m \ It - It / CY {� ■ §\ ^` ice`{ +� ¥ o• ©> « bob.- 4f »< o � m e « G � \{ \q �\ !#f : \ � \s ) a/ G {\ } \ \ \ \ \ \ \ � ,. P !m + +Am+G±m ) ƒ ƒ q q))) � � ) ) ) ) PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: 03 -03 -2014 5(d) VHF Radio "Transmitter" ACTION: INFORMATION: SUBJECT/PROPOSAUREOUEST: Mutual Aide Agreement — Brosville Fire & Rescue CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): I Yes Mr. Hawker BACKGROUND: ATTACHMENTS: Yes Pittsylvania County's Emergency 911 Center has installed new tower sites throughout the County for the new P25 700Mhz Radio System. DISCUSSION: Mr. Davis has had discussion with the Chief Kevin Farris, to enter into an Agreement concerning mutual aid with regard to the provision of emergency radio communications in times of disaster, either man-made or natural, and in times of E -911 telephone and/or Radio communications failure within Pittsylvania County. In this Agreement the County will reimburse the Brosville Fire & Rescue and this Agreement will benefit the County with a backup emergency radio communications system for the Western end emergency responders. In exchange, the County will have access within the Dispatch Consoles to communicate on their radio systems in an emergency. Brosville Fire & Rescue will be locating their VHF Transmitting Repeater and at their costs. This Agreement may be terminated at any time by either party with a 30 day written notice. RECOMMENDATION: Staff recommends to the Board of Supervisors to authorize the Interim County Administrator to enter into the Mutual Aide Agreement with the Brosville Fire & Rescue. P3] EMERGENCY RADIO EMERGENCY SERVICES ANTENNA AGREEMENT This EMERGENCY RADIO ANTENNA AGREEMENT ( "the Agreement ') is made and entered into this day of , 2014, by and between the COUNTY OF PITTSYLVANIA, VIRGINIA (the "County'), a political subdivision of the Commonwealth of Virginia, and the BROSVILLE FIRE AND RESCUE, DANVILLE, VIRGINIA, (the "BVFR" and/or "WPGS377 Station Members "). WITNESSETH WHEREAS, it is deemed to be mutually beneficial to both the County and WPGS377 Station Members to enter into this Agreement concerning mutual aid with regard to the provision of emergency radio communications in times of a disaster, either man-made or natural, and in times of E -911 telephone and/or Radio communications failure within the County, said equipment that is owned and operated by the Pittsylvania County Board of Supervisors (`BOS ") under the direct control of the Pittsylvania County Department of Emergency Management; WHEREAS, the County and WPGS377 Station Members desire that the terms and conditions of the Agreement be established; WHEREAS, this repeater will be for the exclusive use of the Fire and Rescue Members and the Pittsylvania County Department of Emergency Management. NOW, THEREFORE, that for and in consideration of the mutual benefits to be derived by the County and WPGS377 Station Members from this Agreement, said parties hereby covenant and agree, each with the other, as follows: 1. The BVFR owns a repeater with FCC Call Sign WPGS377 Emergency Radio Station; 2. The BVFR will allow the County free and unlimited open access to the use of the repeater in times of a disaster, either man-made or natural, and in situations where the E -911 telephone and/or radio communications has failed, or in daily use for tactical operations to utilize in radio communications and authorized usage; 3. Notwithstanding anything to the contrary contained in this Agreement, nothing herein is intended or shall be construed to require either party to indemnify or save or hold harmless the other party, including, its officers, agents, and employees, from any liability for any act or omission occurring during or in connection with the performance of this Agreement; and 4. This Agreement may be amended only in writing, signed by an authorized representative of each party, and may be terminated at any time by either party giving thirty (30) days written notice to the other party. IN WITNESS WHEREOF, Otis S. Hawker, Interim County Administrator, County of Pittsylvania, Virginia, and Kevin Farris, Fire Chief, Brosville Fire & Rescue, Page 1 of 2 P32 Danville, Virginia, have caused this Agreement to be executed by authority granted by their respective organization herein detailed all as of the day and year first above written. COUNTY OF PITTSYLVANIA, VIRGINIA Otis S. Hawker Title: Interim County Administrator BROSVILLE FIRE & RESCUE Kevin Farris Title: Fire Chief APPROVED AS TO FORM: J. Vaden Hunt, Esq. Pittsylvania County Attorney Page 2 of 2 P33 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: VHF Radio "Transmitter" SUBJECUPROPOSAUREOUEST: Mutual Aide Agreement — Callands Fire & Rescue STAFF CONTACT(S): Mr. Hawker BACKGROUND: AGENDA DATE: 03 -03 -2014 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes ITEM NUMBER: 5(e) INFORMATION: INFORMATION: Pittsylvania County's Emergency 911 Center has installed new tower sites throughout the County for the new P25 700Mhz Radio System. DISCUSSION: Mr. Davis has had discussion with the Chief Elliott Maurakis, to enter into an Agreement concerning mutual aid with regard to the provision of emergency radio communications in times of disaster, either man -made or natural, and in times of E -911 telephone and/or Radio communications failure within Pittsylvania County. In this Agreement the County will reimburse the Callands Fire & Rescue and this Agreement will benefit the County with a backup emergency radio communications system for the Western end emergency responders. In exchange, the County will have access within the Dispatch Consoles to communicate on their radio systems in an emergency. Callands Fire & Rescue has purchased their new VHF Transmitting Repeater and installed it at their costs. The Federal Communications Commission has licensed this repeater to the Callands Fire & Rescue. This Agreement may be terminated at any time by either party with a 30 day written notice. RECOMMENDATION: Staff recommends to the Board of Supervisors to authorize the Interim County Administrator to enter into the Mutual Aide Agreement with the Callands Fire & Rescue. Staff also recommends that the Board of Supervisors assist with a one -time contribution of $1,000.00. This will be paid from the E -911 line item 100- 4- 035500- 810700 — Capital Outlay P34 EMERGENCY RADIO EMERGENCY SERVICES ANTENNA AGREEMENT This EMERGENCY RADIO ANTENNA AGREEMENT ( "the Agreement ") is made and entered into this day of , 2014, by and between the COUNTY OF PITTSYLVANIA, VIRGINIA (the "County'), a political subdivision of the Commonwealth of Virginia, and the CALLANDS FIRE AND RESCUE, CALLANDS, VIRGINIA, (the "CVFR" and/or "WQQI420 Station Members "). WITNESSETH WHEREAS, it is deemed to be mutually beneficial to both the County and WQQI420 Station Members to enter into this Agreement concerning mutual aid with regard to the provision of emergency radio communications in times of a disaster, either man-made or natural, and in times of E -911 telephone and/or Radio communications failure within the County, said equipment that is owned and operated by the Pittsylvania County Board of Supervisors (`BOS ") under the direct control of the Pittsylvania County Department of Emergency Management; WHEREAS, the County and WQQI420 Station Members desire that the terms and conditions of the Agreement be established; WHEREAS, the BOS will provide a one -time contribution to the CVFR to help recover its repeater costs at an amount not to exceed $1,000.00. This repeater will be for the exclusive use of the Fire and Rescue Members and the Pittsylvania County Department of Emergency Management. NOW, THEREFORE, that for and in consideration of the mutual benefits to be derived by the County and WQQI420 Station Members from this Agreement, said parties hereby covenant and agree, each with the other, as follows: 1. The CVFR owns a repeater with FCC Call Sign WQQI420 Emergency Radio Station; 2. The CVFR will allow the County free and unlimited open access to the use of the repeater in times of a disaster, either man-made or natural, and in situations where the E -911 telephone and/or radio communications has failed, or in daily use for tactical operations to utilize in radio communications and authorized usage; 3. Notwithstanding anything to the contrary contained in this Agreement, nothing herein is intended or shall be construed to require either party to indemnify or save or hold harmless the other party, including, its officers, agents, and employees, from any liability for any act or omission occurring during or in connection with the performance of this Agreement; and 4. This Agreement may be amended only in writing, signed by an authorized representative of each party, and may be terminated at any time by either party giving thirty (30) days written notice to the other party. Page I of 2 P35 IN WITNESS WHEREOF, Otis S. Hawker, Interim County Administrator, County of Pittsylvania, Virginia, and Elliott Maurakis, Fire Chief, Callands Fire & Rescue, Callands, Virginia, have caused this Agreement to be executed by authority granted by their respective organization herein detailed all as of the day and year first above written. COUNTY OF PITTSYLVANIA, VIRGINIA Otis S. Hawker Title: Interim County Administrator CALLANDS FIRE & RESCUE Elliott Maurakis Title: Fire Chief APPROVED AS TO FORM: J. Vaden Hunt, Esq. Pittsylvania County Attorney Page 2 of 2 P36 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Proclamation — National Agriculture Week/National 03 -03 -2014 Agriculture Literacy Week "Agriculture: 365 Sunrises and 7 Million Mouths to ACTION: Feed" March 23 -30, 2014 SUBJECT/PROPOSAL/REOUEST: Proclamation of Support STAFF CONTACT(S): Mr. Hawker CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes ITEM NUMBER: 5(f) INFORMATION: INFORMATION: BACKGROUND: The Board of Supervisors has passed various proclamations in the past supporting Agriculture Week and its associated events throughout Pittsylvania County. DISCUSSION: Attached hereto, is a proclamation declaring March 23 -30, 2014, as National Agriculture Week/National Agriculture Literacy Week throughout Pittsylvania County. RECOMMENDATION: Staff recommends the Board of Supervisors approve the proclamation declaring the week of March 23-30,2014 as Agriculture Week/National Agriculture Literacy Week throughout Pittsylvania County and direct the Interim County Administrator to forward a copy of the proclamation to all local media sources. P37 Vitt5p1bauia QCouutp JBoarb of .0uperbi ors' Vrodamat[on NATIONAL AGRICULTURE WEEK/NATIONAL AGRICULTURE LITERACY WEER March 23rd — 30`", 2014 "AGRICULTURE: 365 SUNRISESAND 7BILLIONMOUTHS TO FEED" WHEREAS, agriculture development in Pittsylvania County is one of the major economic resources of the County and ranks in the top 10 ofAgribusiness Counties in the Commonwealth; and WHEREAS, the Virginia Department of Agriculture and Consumer Services suggests this a perfect opportunity to give credit to the farmers of our state and county; and WHEREAS, National Agriculture Week is an important celebration in Virginia because agriculture is the Commonwealth's largest industry that contributes $55 billion to the state's economy each year, and over $62million in agriculture receipts based on crops and livestock in Pittsylvania County; and WHEREAS, agriculture in the Commonwealth is a diversified industry with products encompassing livestock field crops, fruits, vegetables, poultry, dairy, aquaculture, vineyards, and more; and the mild climate and rich soil of Virginia provide an environment in which crops are harvested nearly year - around, and WHEREAS, every Virginian should understand how food, fiber and renewable resource products are produced and should value the essential role of agriculture in maintaining a strong economy, and appreciate the role Virginia agriculture plays in providing safe, abundant, and affordable products; and WHEREAS, because only two percent of the population is engaged in production of agriculture, basic knowledge about and experience with the industry is on the decline, the Agriculture in the Classroom Foundation is sponsoring Agriculture Literacy Week to increase knowledge about agriculture with reading programs to children in kindergarten through Grade 2; and WHEREAS, the 40d' Anniversary of National Agriculture Day will be celebrated on March 25, 2014; then BE IT HEREBY PROCLAIMED by the Pittsylvania County Board of Supervisors that the week of March 23rd through March 30'h, 2014 be proclaimed "National Agriculture Week/Nadonal Agriculture Literacy Week" in Pittsylvania County and all citizens of Pittsylvania County are encouraged to thank a farmer for the products they provide which enrich our daily lives and urges parents, grandparents, and educators to inform young children on the importance of local agriculture and how it enriches all of our lives. Given under my hand this 3rd day of March, 2014 Jessie L. Barksdale, Chairman Pittsylvania County Board of Supervisors Otis S. Hawker, Interim County Administrator Pittsylvania County Board of Supervisors P38 PRESENTATIONS P39 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 2013 CSA Financial /Compliance Program Audits: 03 -03 -2014 Preliminary Audit Observations from the Office of Comprehensive Services ACTION• Yes SUBJECT/PROPOSAL/REOUEST: Resolution 2014 -03 -01 CONSENT AGENDA: ACTION: STAFF CONTACT(S): Mr. Hawker; Mrs. Childress ATTACHMENTS: Yes ITEM NUMBER: 6 INFORMATION: INFORMATION: BACKGROUND: On March 5, 2012, via Resolution #2012- 03 -02, the Pittsylvania County Board of Supervisors (`BOS ") dissolved the Danville - Pittsylvania County Community Policy and Management Board and created the Pittsylvania County Community Policy and Management Team ( "CPMT "). DISCUSSION: On February 7, 2014, the Office of Comprehensive Services ( "OCS ") conducted an annual onsite audit of Pittsylvania County's Comprehensive Services Act ( "CSA ") compliance. On February 10, 2014, the OCS auditor drafted preliminary audit observations and submitted said observations to the CPMT Chair and CSA Coordinator. The preliminary audit observations revealed the following areas of the BOS' Resolution #2012 -03 -02 that need to be revised to bring it into OCS compliance: (1) ambiguous CPMT member term limits; and (2) member attendance policies are not enforced. RECOMMENDATIONS: County Staff, CPMT Chair, and CSA Coordinator recommend the following to the BOS to rectify the issues identified above in the OCS audit: (1) The BOS adopt Resolution #2014- 03 -01, a copy of which is attached. Said Resolution appropriately revises the Team Composition and Length of Tenure sections of the previously adopted Resolution #2012- 03 -02. (2) The BOS appoint the following CPMT members for terms to run from March 3, 2014 to June 30, 2014: • James Snead (County Government Official Representative); • Kim Van Der Hyde (Parent Representative); • Tonya Fowler (Representative of a Private Organization Representative); and • Everlena Ross (Community Action, Inc., Representative). (3) The BOS appoint Kathryn Plumb as Director of Department of Health CPMT member designee. P40 Vfttlpfbauia Couutp 38oarb of Ouperbfoorq RESOLUTION 2014 -03 -01 VIRGINIA: At the regular meeting of the Board of Supervisors of Pittsylvania County, Virginia, held in the General District Courtroom of the Edwin R. Shields Courtroom Addition in Chatham, Virginia, on Monday, March 3, 2014, the following Resolution was presented and adopted: WHEREAS, that the Board of Supervisors of the County of Pittsylvania, Virginia, previously adopted Resolution #2012 -03 -02 in March, 2012, dissolving and disbanding the previously existing joint Danville - Pittsylvania Community Policy and Management Board and creating the Pittsylvania County Community Policy and Management Team. WHEREAS, significant preliminary audit observations were noted to the Pittsylvania County Community Policy and Management Team's Chair and Pittsylvania County Comprehensive Services Act Coordinator on February 10, 2014, following an annual onsite audit of the Pittsylvania County Comprehensive Services Act Program on February 7, 2014, by the Office of Comprehensive Services. WHEREAS, the Office of Comprehensive Services noted that the Pittsylvania County Community Policy Team's By -laws and Policies and Procedures Manual's member term limits are ambiguous and attendance policies are not adequately adhered to; Pittsylvania County Community Policy and Management Team's By -laws and Policies and Procedures Manual's Length of Tenure and Team Composition sections were adopted verbatim from Board of Supervisors of the County of Pittsylvania, Virginia's, adopted Resolution #2012- 03 -02. WHEREAS, §2.2 -5205 of the Code of Virginia, 1950, as amended, requires the Community Policy and Management Teams to include a representative of a private organization or association of providers for children's or family services, and a parent representative. NOW, THEREFORE BE IT HEREBY RESOLVED, that the Board of Supervisors of the County of Pittsylvania, Virginia, revise the Pittsylvania County's Community Policy Management Team's Team Composition and Length of Tenure as indicated by the following. TEAM COMPOSITION The Pittsylvania County Community Policy and Management Team shall be composed of the following members appointed by the Pittsylvania County Board of Supervisors: P41 (1) County Government Official (elected or appointed) (1) Representative of Pittsylvania County Sheriff's Office (1) Parent Representative (1) Director of Pittsylvania County Community Action Inc. (1) Representative of a Private Organization The following members may request to appoint designees, if approved by the Pittsylvania County Board of Supervisors: (1) Director of Community Services Board (1) Director of Department of Social Services (1) Director of Department of Health (1) Director of 22nd District Court Services (1) Superintendent of Pittsylvania County Public Schools There may be an alternate member appointed by the designated member to represent their Agency, only in emergencies. CPMT members shall attend at least 75% of regularly scheduled meetings during each calendar year, unless mitigating circumstances are approved by the Pittsylvania County Board of Supervisors. The Pittsylvania County Comprehensive Services coordinator shall be an ex- officio member to provide information and services to the team. LENGTH OF TENURE The following representatives will be appointed, by the Board of Supervisors of Pittsylvania County, Virginia, each June, to serve one (1) year renewable term from July 1 to June 30: (a) a parent representative; (b) local government administrative representative; (c) Community Action, Inc., representative; and (d) representative or a private organization all other appointments representing services agencies will be on an ongoing basis, contingent upon the continued employment in their respective positions. TEAM PURPOSE The purpose of the Pittsylvania County Community Policy and Management team shall be to oversee the implementation of policies and procedures governing: (1) the receipt and expenditures of State Pool and Trust funds earmarked for services to At -Risk and troubled youth; (2) the words of interagency teams that assess and plan services for youth and families; (3) the long -range planning and evaluation of services on a community-wide basis; and (4) the development of a comprehensive data based tracking system to ensure a current, accurate information exchange on all levels. The Team shall otherwise comply with all provisions of the Virginia Comprehensive services Act for At -Risk Youth and Families. BE IT FURTHER RESOLVED, that a copy of this Resolution be submitted to Pittsylvania County Community Policy and Management Team. P42 Given under my hand this P day of March, 2014. Approved as to form County Attorney Jessie L. Barksdale, Chairman Pittsylvania County Board of Supervisors Otis S. Hawker, Clerk Pittsylvania County Board of Supervisors P43 J" xkti 01- Pittsylvania- Danville Health District FAX: : (434)799 -50022 22 q COMMONWEALTH of VIRGINIA DANVI (434) 799 -5 Headquarters Office Danville Health Department 326 Taylor Drive Danville, Virginia 24541 February 26, 2014 Pittsylvania County Board of Supervisors PO Box 426 Chatham, VA 24531 Re: Community Policy Management Team Dear Supervisors: CHATHAM: (434) 432 -7232 FAX (434) 432 -7235 I am the current Health Director for the Pittsylvania- Danville Health District and the Southside Health District. Unfortunately, due to my scheduling covering health departments in one city and four counties, I am unable to attend CPMT regularly. Therefore, I am requesting Kathryn Plumb, R.N., B.S.N., M.Ed., the Nurse Manager for the Pittsylvania- Danville Health District, serve on the Community Policy Management Team as the delegate from the Health Department and I serve as the alternate to the Board. Ms. Plumb has served as the alternate to CPMT boards for over 15 years, and I am confident that Ms. Plumb will represent our Health District fully and, in addition, will report to me routinely regarding activities of the Board. Respectfully, Matthew L. f o o MD. M.P.H. , Director Pittsylvania- Danville Health District DHOEEPEALTHNT P Wting Yau and Your Environment P44 NEW BUSINESS P45 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Recommendations from Finance Committee 1 03 -03 -2014 SUBJECT/PROPOSAL/REOUEST: Recommendations from Committee STAFF CONTACT(S): Mr. Hawker ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 7 INFORMATION: INFORMATION: BACKGROUND: The Finance Committee of the Board of Supervisors will meet at 4:00pm on March 3, 2014 as per the approved budget calendar for the following: (a) Review of the recommended budget submitted by the Interim County Administrator. RECOMMENDATION: Recommendation, if any, will be received by the full Board of Supervisors from the Finance Committee on Monday, March 3, 2014. P46 FINANCE COMMITTEE Pittsylvania County Board of Supervisors Monday, March 3, 2014 4:00 PM Main Conference Room Captain Martin Building 1 Center Street Chatham, Virginia AGENDA 1. Call to Order 4:00 pm 2. Roll Call 3. Approval of Agenda 4. New Business (a) Review of recommended budget submitted by Interim County Administrator 5. Adjournment P47 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Request for Public Hearing — Revised Organizational 03 -03 -2014 Cooperative Agreement -Tri- County Lake Administrative Commission ACTION• Yes SUBJECT/PROPOSAL/REOUEST: I CONSENT AGENDA: Request for Public Hearing ACTION• ATTACHMENTS: STAFF CONTACT(S): Yes Mr. Hawker ITEM NUMBER: 8 INFORMATION: INFORMATION: BACKGROUND: Pittsylvania County currently is in a Cooperative Agreement with Franklin and Bedford Counties that forms the Tri - County Lake Administrative Commission (TLAC) that has responsibilities at Smith Mountain Lake. DISCUSSION: Attached hereto, is a proposed Revised Organizational Cooperative Agreement that would expand TLAC's responsibilities to include Leesville Lake, and incorporate Campbell County into the Agreement. Because this is an intergovernmental agreement, before the Board of Supervisors can vote on this proposal, a public hearing for citizen input is required in accordance with § 15.2- 1300(B) of the Code of Virginia, 1950, as amended, and Chapter 1, Article III, Section 1.8 of Pittsylvania County Code. (See Attached) The Counties of Bedford, Campbell and Franklin have held their public hearings and have approved the attached agreement. RECOMMENDATION: Staff recommends the Board of Supervisors set a public hearing for citizen input on the proposed Revised Organizational Cooperative Agreement with TLAC for 7pm on March 18, 2014. P48 ITAXIT M As previously discussed, any adoption of the proposed TLAC Agreement, since it is an inter - governmental agreement between Pittsylvania County and three other localities, per Virginia Code section 15.2- 1300(B), attached for you reference and review below, it will require a public hearing an adoption of the agreement as an Ordinance to be inserted in the Pittsylvania County Code ( "PCC "). The likely best place for said insertion will be PCC Chapter 26 as PCC Section 26.3. Please see me if you have any further questions. Thanks. Prey i next § 15.2 -1300. Joint exercise of powers by political subdivisions A. Any power, privilege or authority exercised or capable of exercise by any political subdivision of this Commonwealth may be exercised and enjoyed jointly with any other political subdivision of this Commonwealth having a similar power, privilege or authority except where an express statutory procedure is otherwise provided for the joint exercise. B. Any two or more political subdivisions may enter into agreements with one another for joint action pursuant to the provisions of this section. The participating political subdivisions shall approve such agreement before the agreement may enter into force. Localities shall approve such agreements by ordinance. Other political subdivisions shall approve such agreements by resolution. C. The agreement shall specify the following: 1. Its duration. 2. Its purpose or purposes. 3. The manner of financing the joint undertaking and of establishing and maintaining a budget therefor. 4. The permissible method or methods to be employed in accomplishing the partial or complete termination of the agreement and for disposing of property upon such partial or complete termination. 5. All other necessary and proper matters. D. The agreement, in addition to the items enumerated in subsection C hereof, may contain the following: 1. Provision for an administrator or a joint board responsible for administering the undertaking. The precise organization, composition, term, powers and duties of any administrator or joint board shall be specified. 2. The manner of acquiring, holding (including how title to such property shall be held) and disposing of real and personal property used in the undertaking. 3. How issues of liability will be dealt with and the types, amounts and coverages of insurance. E. No agreement made pursuant to this section shall relieve any political subdivision of any obligation or responsibility imposed upon it by law except that to the extent of actual and timely performance thereof by an administrator or joint board created by an agreement made hereunder, such performance may be offered in satisfaction of the obligation or responsibility. F. Any political subdivision entering into an agreement pursuant to this section may appropriate funds and P49 requires the seal of the county shall be valid unless the seal described herein, shall be duly affixed thereto, attested by the county clerk. The clerk shall be the custodian of the county seal. An imprint of the seal is hereby approved and adopted is attached to the original draft of this ordinance. This ordinance shall become effective on and all other ordinances or parts of ordinances in conflict herewith are hereby repealed on January 1, 1975. SEC. 1-8. JOINT EXERCISE OF POWERS The Board of Supervisors of Pittsylvania County may enter into an intergovernmental agreement where two or more political subdivisions share joint action pursuant to the authority of Chapter 13, Section 15.2 -1300, Code of Virginia, 1950, as amended, provided that all requirements of Section 15.2 -1300 are met and the document is identified herein. (a) Agreement between Pittsylvania County, Virginia, the Pittsylvania County Industrial Development Authority, and the Pittsylvania Economic Development Organization, February 18, 1986. (b) Agreement entitled "Tri -County Lake Administrative Commission" between the Pittsylvania County, Virginia, Franklin County, Virginia and Bedford County, Virginia, October 2, 2000. (c) Agreement entitled "Regional Industrial Facility Authority" for Cost sharing and Revenue sharing between the City of Danville, Virginia, and Pittsylvania County, Virginia, October 1, 2001. (d) Agreement entitled "Joint Powers Association Agreement" Virginia Energy Purchasing Governmental Association. (e) Agreement entitled "Joint Exercise of Powers Agreement for Broadband Internet Services" between the Pittsylvania County, City of Danville, Danville Public Schools, and Pittsylvania County Schools. (B.S.M. 05- 18 -04) (f) Agreement entitled `Boundary Adjustment — Town of Hurt" between Pittsylvania County and the Town of Hurt. (B.S.M. 02- 04 -08) (g) Agreement between Town of Chatham — Pittsylvania County for Booster Station and Service Area North of the Town of Chatham. (B.S.M. 11- 16-10) (h) Agreement entitled "Memorandum of Understanding; Southern Virginia Regional Alliance" between the Virginia Economic Development Partnership Authority, the Future of the Piedmont Foundation, the City of Danville, Virginia, the City of Martinsville, Virginia, the County of Pittsylvania, Virginia, the County of Halifax, Virginia, the County of Henry, Virginia, and the County of Patrick, Virginia. (B.S.M. 05- 17 -11) P50 h�_ Yrrd /b 3Lxn t/ain Luke: The/ee /rd,,/ /ha R7uv A1rA,�r TrliCo iii ) Lnmo Auoumsl vrm C/wlroussir�� Memo To: Mr. Otis Hawker, Interim Pittsylvania County Administrator Mr. Rick Huff, Franklin County Administrator Mr. David Laurrell, Campbell County Administrator Mr. Mark Reeter, Bedford County Administrator From: Pam Dinkle, Lake Management and Project Coordinator Date: December 12, 2013 Re: Revised Organizational Cooperative Agreement Upon the direction of the Tri- County Lake Administrative Commission (TLAC) Board of Directors at their December 10, 2013 meeting, please find attached the revised Organizational Cooperative Agreement creating the Tri - County Lakes Administrative Commission. Section 15.2.1300 of the Code of Virginia provides for the development of a joint administrative organization such as TLAC. TLAC currently has responsibilities at Smith Mountain Lake which are identified in the current Organizational Agreement. The purpose of this revision is to expand TLAC's responsibilities, as identified within the revised agreement, to include both Smith Mountain Lake and Leesville Lake. If it is the desire of the four County Boards of Supervisors that TLAC be expanded as defined within the revised Organizational Cooperative Agreement, then approval of this document is necessary by all four Counties' Board of Supervisors. Additionally, a budget for the revised TLAC will also need to be approved by the four counties. If approved, it is anticipated that the effective date of the agreement will be July 1, 2014. P51 ORGANIZATIONAL COOPERATIVE AGREEMENT CREATING THE TRI- COUNTY LAKES ADMINISTRATIVE COMMISSION (TLAC) Creation of the Tri- County Lakes Administrative Commission ( "TLAC ") This Cooperative Agreement is among the counties of Bedford, and Campbell, and Franklin, and Pittsylvania, for a joint administrative organization under the provisions of Section 15.2.1300 of the Code of Virginia, and is: • to be known as the Tri- County Lakes Administrative Commission PURPOSE: The purpose of the Tri- County Lakes Administrative Commission is to serve as an administrative department for the four counties surrounding Smith Mountain Lake and Leesville Lake, and is established to carry out lake planning duties as may be assigned by the respective Boards of Supervisors. Such duties may also include, but are not limited to, navigation marker issues, aquatic vegetation issues, debris cleanup issues, monitoring of License requirements, and coordination with American Electric Power on lake- related issues. The Tri- County Lakes Administrative Commission may also be directed by the Boards of Supervisors from time to time to perform specific projects which will require the coordination of lake volunteers in order to accomplish such activities. The Tri- County Lakes Administrative Commission shall serve as the first point of contact for lake- related issues and concerns and shall forward such concerns as are appropriate to the body or agency best able to respond to the citizen. Notwithstanding the above, the Tri- County Lakes Administrative Commission is authorized only to perform those duties as approved in the annual Work Plan and as amended, by its Board of Directors and which are not the responsibility of Appalachian Power Company /American Electric Power or its assigns and successors by virtue of its License with the Federal Energy Regulatory Commission. MISSION: The mission of the Tri- County Lakes Administrative Commission is to assist in the development of a harmonious community at the lakes through the administration of the programs and projects delegated to it by the Boards of Supervisors of the affected counties and to study and advise the Boards of Supervisors on issues related to the overall well being of the lakes as directed by the member counties. It is the mission of the Tri- County Lakes Administrative Commission to do for the four counties in a more efficient and effective manner what any one of the member counties could do for themselves individually; and, to perform such duties and to exercise such appropriate powers and authority as may be delegated by the Boards of Supervisors of the member counties to the "TLAC" and not exceeding the limits of delegation as prescribed under the Code of Virginia. FinalRevisedCoopAgmtDec2013 Page 1 P52 GUIDING PRINCIPLES: (1) The "TLAC" shall serve at the direction of the member counties with input from the lakes community at large, and such other citizens who may wish to offer input into the public process of guiding lakes area concerns. (2) The four member counties shall agree as to a fiscal agent for the "TLAC" who will process all income and expenditures of the entity under the guidelines established by the fiscal agent and shall be reimbursed by the TLAC budget for reasonable costs experienced in providing this service. Employees assigned to staff the "TLAC" shall be employees of the fiscal agent and function in the same manner as all other employees of the fiscal agent. (3) A work program shall be approved annually by the "TLAC" Board and shall guide the activities of the "TLAC ". DURATION OF COOPERATIVE AGREEMENT: This Cooperative Agreement shall become effective immediately on approval and adoption of resolutions by Bedford, and Campbell, and Franklin, and Pittsylvania counties, and shall run for two year terms beginning or as the Cooperative Agreement may be amended or extended by action of parties to the Cooperative Agreement. This provision is to assure that the "TLAC's" effectiveness is regularly reviewed by member counties and recognizes that member counties may choose to supplant the TLAC with a modified organization or terminate the TLAC in favor of a new organization or entity. In the event written notice of termination is not given by any party to this agreement as provided herein, then this contract shall automatically renew for a term of twenty -four (24) months, and shall automatically renew at the end of each successive term thereafter, unless such notice is given. ORGANIZATION OF THE TRI- COUNTY LAKES ADMINISTRATIVE COMMISSION: The "TLAC" shall be comprised of the three members each from the participating political subdivisions of Bedford, and Franklin, and Pittsylvania Counties. One member from each political subdivision shall be a member of the Board of Supervisors of that political subdivision whose voting district borders Leesville or Smith Mountain Lakes, or his /her alternate; the alternate for the Board of Supervisors from Bedford and Franklin and Pittsylvania Counties shall be another member of the respective Board of Supervisors: one member shall be a citizen at large who shall reside in a voting precinct whose area shall include the shoreline of Leesville or Smith Mountain Lakes; one member shall be the County Administrator, or his designee. Campbell County, because of its smaller area involvement and financial responsibility, shall have two members appointed by its Board of Supervisors annually; these shall include: a county Board of Supervisors member whose voting district borders Leesville Lake, or his /her alternate. The other member shall be the County Administrator, or his designee. There shall also be one member each from the Smith Mountain Lake Association (SMLA) and the Leesville Lake Association (LVLA) which shall annually recommend a member representative to the local Board of Supervisors. There shall also be one member appointed by American Electric Power Company who will be an ex- officio, non - voting member. There shall be a total of 13 voting members and 1 non - voting member. FinaI Revised CoopAgmtDec2013 Page 2 P53 a) Appointments to 'TLAC ". The citizen members and Board members of the Tri- County Lakes Administrative Commission will be appointed by the Boards of Supervisors of the county which they represent. The SMLA and LVLA members shall be appointed by the Board of Supervisors of the county in which they reside. These members shall serve at the pleasure of the respective Boards of Supervisors. Appointments should be made at annual Board of Supervisors reorganization meetings and terms shall run from February 1 through January 31. b) Members of the "TLAC" shall elect a member as "TLAC" chairman, and a member as vice chairman, and a member as secretary at its next regularly scheduled meeting following February 1. c) Compensation of "TLAC" members. The respective member jurisdiction's Board of Supervisors shall determine compensation, if any, to be received by their respective appointed "TLAC" members. FUNDING: The percentage of shoreline for each of the lakes, as it relates to the four counties, is as follows: SMITH MOUNTAIN LAKE (SML) Franklin 288 miles -57.5% Bedford 192 miles -38.3% Pittsylvania 21 miles - 42% 100% LEESVILLE LAKE (LVL) Bedford 26 miles -2S.0% Campbell 12 miles -11.0% Pittsylvania 67 miles -64.0% 100% The budget amount for the Executive Director will be funded 80% by the SML counties according to the above percentages, and 20% by the LVL counties according to the above percentages, and be contained in each budget. Funding for the SML budget and the LVL budget shall be the responsibility of the applicable counties in the proportion as set forth above. The lowest approved budget by each of these applicable counties for each lake shall be used. It is expressly understood however, that any County can fund the budget in a greater amount. It is the intent of the parties that the historic function of TLAC continue, and that the budget for the SML counties continue to reflect primarily matters concerning SML and only those LVL issues relevant thereto. Therefore, the LVL budget shall include matters exclusive to LVL counties, including the expense for the LVL staff, as well as an estimate of any additional FinalRevisedCoopAgmtDec2013 Page 3 P54 expense (including time and mileage) of other TLAC staff devoted to LVL matters beyond the expense for the Executive Director. The LVL counties (in the proportions set forth above) shall be responsible for said cost for other TLAC staff. EXECUTIVE COMMITTEE: The Executive Committee includes the four County Administrators. The purpose of the Executive Committee shall be to present an annual budget for the LVL counties and for the SML counties for the approval of their respective counties, to assist the Executive Director in addressing essential business between regular Board meetings, to take action on all matters which cannot or should not be deferred until the Board's next meeting, review of potential Board meeting topics when appropriate, support the Executive Director and assess his /her performance. The Executive Committee shall meet as often as necessary. A majority of the voting members shall constitute a quorum. METHODS (CONCEPT) OF OPERATION: It is the intent of the parties hereto that TLAC operate under the following parameters: a) TLAC shall create citizen committees devoted to SML matters, and separate citizen committees devoted to LVL matters. b) The Executive Director shall segregate staff time devoted to LVL matters for accounting purposes. c) The TLAC representatives from Campbell County shall abstain from discussion or voting on matters regarding SML; and likewise, Franklin County representatives from matters regarding LVL. d) Only two Pittsylvania County representatives may vote on SML matters, in the following order: supervisor, administrator, citizen -at- large. e) Any activities, programs, or initiatives which pertain only to LVL must be recommended by the LVL staff to TLAC for approval, and shall be funded by the LVL counties according to the aforesaid formula. WITHDRAWALS FROM THIS COOPERATIVE AGREEMENT: Any party to this Cooperative Agreement shall have the right to withdraw from this Cooperative Agreement at any time after written notification to the "TLAC" of the party's intention to withdraw from the 'TLAC ". Written notification of intent to withdraw shall be tendered to the "TLAC" at least 180 days before the date of official withdrawal. This is restricted in that notice must be given at least 180 days before the end of the 'TLAC's" then current fiscal year. In the event that any of the counties withdraw from the agreement, then the agreement will be terminated. DISPOSITION OF PROPERTIES AND FUNDS OF THE TRI- COUNTY LAKES ADMINISTRATIVE COMMISSION UNDER TERMINATION: In the event of termination, funds, records, and tangible property, real and personal, that are held by the "TLAC ", or are in custody of its administrative entity, its agents or assigns, shall be returned to the participating political subdivision pro rata Final RevisedCoopAgmtDec2013 Page 4 ess to their annual rates of contributions, or as otherwise agreed to by the member counties. Participating political subdivisions shall be defined as those that are members to the Cooperative Agreement on the day before termination shall become effective. Annual rate shall be that which the termination of this Cooperative Agreement shall occur. COMMITTEES: The "TLAC" shall from time to time establish such special committees as deemed necessary for aiding in the effective implementation of the 'TLAC's" responsibilities, duties and authorities. Committees shall report to the 'TLAC ". The Executive Committee of the "TLAC" may be utilized in communications between the "TLAC" and committees and between the committees and outside persons. The chair of any such committee need not be a member of "TLAC ", unless deemed necessary by the Executive Committee, and all committee appointments shall be approved by the TLAC. The chairs are expected to attend TLAC Board meetings on a regular basis. EFFECTIVE DATE OF THIS COOPERATIVE AGREEMENT: This Cooperative Agreement between the counties of Bedford and Campbell and Franklin and Pittsylvania shall be effective beginning on the _ day of 2014. BEDFORD COUNTY BOARD OF SUPERVISORS BY CHAIRMAN OF THE BOARD ATTEST: CLERK APPROVED AS TO FORM: CO U NTY ATTO RN EY CAMPBELL COUNTY BOARD OF SUPERVISORS BY CHAIRMAN OF THE BOARD ATTEST: CLERK APPROVED AS TO FORM: COUNTY ATTORNEY FinalRevisedCoopAgmtDec2013 Page 5 P56 FRANKLIN COUNTY BOARD OF SUPERVISORS BY CHAIRMAN OF THE BOARD ATTEST: CLERK APPROVED AS TO FORM: COUNTY ATTORNEY PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BY CHAIRMAN OF THE BOARD ATTEST: CLERK APPROVED AS TO FORM: COUNTY ATTORNEY FinaIRevisedCoopAgmtDec2013 Page 6 P57 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 3 -03 -14 Planning Grant Agreement- Virginia Department of Housing & Community Development (DHCD), ACTION: Pittsylvania County for West Piedmont Workforce Yes Investment Board SUBJECT/PROPOSAUREOUEST Approval of Department of Housing & Community Development Planning Grant STAFF CONTACT(S): Hawker, VanDerHvde CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: Allo ITEM NUMBER: 9 INFORMATION: INFORMATION: BACKGROUND: Pittsylvania County is the fiscal agent for the Workforce Investment Board (WIB), which services the Counties of Pittsylvania, Henry, and Patrick and the Cities of Danville and Martinsville. This program does not cost Pittsylvania County additional funds to run. As fiscal agent, we are required to be the grant applicant for any available funding sources for this program since these monies filter through Pittsylvania County to the WIB program. DISCUSSION: Lisa Fultz, the Director of the Workforce Investment Board program has notified Pittsylvania County of a potential grant opportunity available through the Virginia Department of Housing and Community Development for the Workforce Investment Board. This is a planning grant totaling $25,000 to be used to benefit low and moderate - income families and includes activities which are designed to meet other community and economic development needs. The local match of $3,500 will come from local contributions. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the attached Virginia DHCD agreement and authorize the Interim County administrator to sign all appropriate documentation associated with this grant. P5s CONTRACT #: 14 -PG -18 GRANTEE: Pittsylvania County PLANNING GRANT AGREEMENT This AGREEMENT, entered into as of this 21st day of January, 2014, by and between the Virginia Department of Housing and Community Development hereinafter referred to as "DHCD" and Pittsylvania County, Virginia hereinafter referred to as "GRANTEE." WITNESSETH WHEREAS, the Commonwealth of Virginia has been authorized to distribute and administer Community Development Block Grant (CDBG) funds pursuant to the Housing and Community Development Act of 1974, as amended, and WHEREAS, DHCD has been authorized by the Governor of Virginia to distribute and administer CDBG funds in the form of Planning Grants according to the CDBG Program Design, and WHEREAS, the PROJECT as described in the Planning Grant Proposal as submitted by the GRANTEE has achieved a sufficiently high ranking through a competitive proposal selection system to qualify for Planning Grant funding on the basis of the CDBG Program Design, Now THEREFORE, the above - mentioned parties hereto do mutually agree as follows: 1. DHCD agrees to award the GRANTEE a Planning Grant in an amount of the total allowable eligible costs in carrying out the activities included in the scope of work herein described. The award is a maximum total of $25,000 is available on a performance basis (see SPECIAL CONDITIONS). 2. DHCD agrees to provide the GRANTEE with technical assistance in setting up and carrying out the administration of its Planning Grant. 3. The GRANTEE will commence, carry out and complete the following scope of work (more thoroughly described in the GRANTEE'S Proposal). PROJECT TITLE: Building Collaborative Communities for Entrepreneurship in the West Piedmont Region OUTCOME: Prosperity and growth in entrepreneurship opportunities for low and moderate income persons through education and public awareness and integration into the regional economic development strategy for the Counties of Henry, Patrick and Pittsylvania and the cities of Danville and Martinsville. 03- 06/REV 10 -13 P59 PERFORMANCE -BASED COMPENSATION SCHEDULE ACTIVITY CDBG Non -CDBG Conduct a survey to identify existing services for entrepreneurs $3,000 - Publish results Create a comprehensive Inventory of Entrepreneurial Resources and calendar of entrepreneur- focused events for the Region Develop a Regional Marketing Plan which includes: $10,000 $1,000 -Youth Entrepreneurship focus - Outreach activities to low and moderate income persons in the region - Entrepreneurship Services and Networking meetings - Marketing Consultant Services Develop customized Entrepreneur Performance Indicators $4,000 $2,500 Develop an Entrepreneurship Training course for high school $4,000 teachers Create the Regional Entrepreneurial Development Plan $4 000 - Identify partners, roles and expectations - Identify potential funding sources and methods - Include Plan implementation strategies and timeline - Identify outcome measurements and regional impacts with special focus on low and moderate income individuals TOTAL $25,000 $3,500 4. The aforementioned PROJECT shall be carried out, and grant payments made in strict conformance with the CONTRACT DOCUMENTS. 5. The GRANTEE will initiate work on the PRODUCT(S) required by the CONTRACT DOCUMENTS beginning January 21, 2014, unless grant special condition(s) require additional action on specified PRODUCT(S) before proceeding with that activity(s). In such instances the GRANTEE will initiate action to remove the special condition(s) beginning with the execution of this agreement. 6. The GRANTEE shall complete the work as described in the CONTRACT DOCUMENTS by the dates identified in the SPECIAL CONDITIONS. If PRODUCTS are not completed by that date, all Planning Grant funding and this Agreement may be terminated and the GRANTEE shall return all unexpended funds, unless an amendment to the CONTRACT DOCUMENT provides otherwise. 03- 06/REV 10 -13 P60 7. The term CONTRACT DOCUMENTS means the following documents which are part of this Agreement, and are incorporated by reference herein as if set out in full: A. GRANTEE'S GRANT PROPOSAL (including revisions); B. AGREEMENT; C. PLANNING GRANT MANAGEMENT MANUAL; D. GENERAL CONDITIONS; E. SPECIAL CONDITIONS; F. AMENDMENTS; G. ASSURANCES; H. FACILITATED PLANNING STRATEGY; and I. PROGRAM DESIGN. 03- 06/REV I0 -13 P61 In witness whereof, the parties hereto have executed or caused to be executed by their duly authorized official this Agreement in duplicate, each copy of which will be deemed an original. COMMONWEALTH OF VIRGINIA, DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT BY: DATE: Lisa A. Atkinson, Deputy Director City of Richmond, Commonwealth of Virginia I do certify that Lisa A. Atkinson personally appeared before me and made oath that she is Deputy Director of the Department of Housing and Community Development and that she is duly authorized to execute the foregoing document. My commission expires: Given under my hand this day of 20 Notary Public Registration Number PITTSYLVANIA COUNTY Otis Hawker, Interim County Administrator County of Pittsylvania, Commonwealth of Virginia I do certify that and made oath that document. My commission expires: Given under my hand this Notary Public DATE: personally appeared before me he /she is of the and that he /she is duly authorized to execute the foregoing day of 20 Registration Number 0 P62 03- 06/REV 10 -13 SPECIAL CONDITIONS 1. The effective date of this authorization is January 21, 2014. 2. Note that Planning Grant funds may NOT be used to fund the development of construction grant applications. 3. The GRANTEE shall complete the work as described in the CONTRACT DOCUMENTS, on or before January 21, 2015. If the ACTIVITIES are not completed by that date all Grant funding and this AGREEMENT shall be terminated and the GRANTEE shall return all unexpended funds, unless an amendment to the CONTRACT DOCUMENT provides otherwise. 4. It must be documented that project area stakeholders are involved in all planning activities and phases of project development. 5. All grant- related work shall occur using a management team concept and representing all stakeholders, including but not limited to local entrepreneurs, the West Piedmont Workforce Investment Board, Pittsylvania County, Henry County, Patrick County, City of Danville, Danville City IDA, Danville Regional Resource Council, West Piedmont Planning District Commission, etc. as appropriate. 6. No Planning Grant funds shall be obligated until a revised budget is received and approved if applicable. 7. Drawdowns against this contract will be accepted and processed only on a pay -for- performance basis. The benchmarks to be used in determining eligibility for payment will be negotiated between the locality and the Capacity Development Specialist. The benchmarks, compensation, and their schedule shall be considered as an ATTACHMENT to this CONTRACT. The GRANTEE must include a comparable compensation process for making payments to contractual service providers, and that process with benchmarks and a compensation schedule must be included in contracts with service providers. 8. DHCD reserves the right to end funding at any point beyond the initial investment outlined in number 2 above. DHCD may exercise this right at any time beyond the initial investment should the project prove not to be viable and to be a poor investment of CDBG resources. 9. Grantee agrees to provide monthly performance reports to DHCD through the Centralized Application and Management System (CAMS). Reports must be received and approved prior to approval of disbursement requests. News articles, press releases, pictures, and other documentation should be submitted along with the reports. DHCD may share copies of the report with other interested parties identified by the State. 10. Grantee must submit the final disbursement request to DHCD through the Centralized Application and Management System (CAMS) no later than January 21, 2015. 03- 06/REV 10 -13 P63 11. Grantee will provide a close -out report by January 21, 2015, reflecting achievements with meeting performance goals as indicated in the approved grant proposal. 12. Any professional services must be procured in accordance with the Virginia Procurement Act. The Grantee must submit any contracts obligating CDBG Planning Grant funds for review prior to any contract being executed. The Grantee also must submit documentation to detail that procurement requirements have been met, prior to any execution of contracts. 13. DHCD reserves the right to end funding at any point should the project prove nonviable. This includes, but may not be limited to, lack of progress in conformance with the approved project proposal. 14. Grantee agrees to recognize DHCD's support for its programs in all communications with the media and its marketing publications. The following statement is suggested: "this program/project was funded/supported in collaboration with the Community Development Block Grant Program. 15. CAMS Transition Notes: a. The executed PMP must be submitted to DHCD via the Reports tab of the Centralized Application and Management System (CAMS). b. All draw down requests must be submitted to DHCD via the Remittance tab of CAMS. c. All products required by this contract shall be submitted to DHCD via the Reports tab of CAMS. d. If products are submitted at the same time as a draw down request, the explanation text box at the bottom of the Remittances screen must note this fact. e. The PMT shall conduct regular meetings. Copies of the meeting agendas and minutes shall be submitted to DHCD via the Reports tab of CAMS as the required project updates. f. All annual financial reports or audits required by this contract shall be submitted to DHCD via CAMS 03 -06 /REV 10 -13 P64 GENERAL CONDITIONS I. DEFINITIONS - Whenever used in the CONTRACT DOCUMENTS the following terms when written in al] capital letters shall have the meanings indicated and shall be applicable to both the singular and plural thereof A. PRODUCT - A Project product constitutes a specific portion of the project, and as such is covered by its own budget account. B. AMENDMENT - A formal addition or modification to the CONTRACT DOCUMENTS which has been approved by both parties, and which affects the scope, objectives or completion date of the PROJECT, or which affects the manner in which the PROJECT is to be carried out. C. APPLICANT - The entity which made the proposal for Planning Grant funding and accepted responsibility for assuring compliance and performance of all conditions. D. ASSURANCES - The Assurances which are attached to this document. E. PLANNING GRANT - The funds, the project and activities to be funded, and all conditions, laws and regulations affecting administration of funds currently in effect or as subsequently amended, and provided by DHCD to GRANTEES from Community Development Block Grant funds allocated by the U.S. Department of Housing and Urban Development. F CONTRACT DOCUMENTS - The legal agreement between DHCD and the GRANTEE including the Agreement, and all documents referenced in paragraph 7 thereof G. GRANTEE - The entity which is the recipient of Planning Grant funds and as such must comply with CONTRACT Documents. H. PROJECT - The physical activities undertaken to meet the overall stated outcome for which Planning Grant funding is utilized. I. WRITTEN NOTICE - Any notice from one party to the AGREEMENT to the other signed by an authorized official which transmits binding statements of fact or condition and is delivered to the appropriate authorized official either in person or through the United States mail. J. MANUAL - The Planning Grant Management Manual, which contains required procedures for the management of a CDBG Planning Grant project. 7 P65 03- 06/REV 10 -13 2. ADMINISTRATIVE PROCEDURES - The GRANTEE shall deliver all contracted PRODUCTS and administer all grant funds and activities in conformance with the general terms and special conditions set forth where required in DHCD's MANUAL and any WRITTEN NOTICES from DHCD. 3. ACCOUNTING RECORDS - The GRANTEE shall establish and maintain separate accounts within its existing accounting system or set up accounts independently which are in conformity with the requirements of 24 CFR Part 85, the DHCD MANUAL requirements, and any written instructions from DHCD. The GRANTEE shall record in its accounting system all Grant payments received by it pursuant to this Grant and all other funds provided for, accruing to, or otherwise received on account of the Grant. All costs, including paid services contributed by the GRANTEE or others, charged to the Grant shall be supported by properly executed payrolls, time records, invoices, contracts, or vouchers evidencing in proper detail the nature and propriety of the charges. All checks, payrolls, invoices, contracts, vouchers, orders, or other accounting documents pertaining in whole or in part to the Grant shall be clearly identified, readily accessible, and separate and distinct from all other such documents. Such documents shall reside at the offices of the GRANTEE. 4. COSTS INCURRED PRIOR TO GRANT AGREEMENT EXECUTION - No costs incurred prior to the execution of the AGREEMENT shall be eligible for reimbursement with Grant funds, unless such incurred costs are authorized in writing by DHCD. 5. GRANT BUDGET - The GRANTEE shall cant' out activities and incur costs only in conformance with the latest approved budget for the Grant and subject to the provisions of these CONTRACT DOCUMENTS. The budget may be revised through Administrative Procedures detailed in the MANUAL, but not such budget or revision shall be effective unless and until the Department shall have approved the same in writing or as indicated in item 12 of these General Conditions. 6. RECORDS - The GRANTEE agrees to maintain such complete and accurate books and records pertaining to GRANTEE costs and expenditures associated with undertaking their Contract. Records shall be readily accessible to DHCD, appropriate state and federal agencies and the general public during the course of the project and shall remain intact and accessible for three years thereafter. Except if any litigation, claim, or audit is started before the expiration of the three year period the records shall be retained until such action is resolved. 7. REPORTS - The GRANTEE shall furnish, regularly and in such form as DHCD may require, reports concerning the status of project activities and grant funds. All reports shall be completed in full and submitted at the time prescribed by DHCD. Reports shall contain accurate information and shall detail any problems, delays or adverse conditions experienced. 0 P66 03- 06/REV 10 -13 8. QUALITY CONTROL - The GRANTEE accepts the responsibility to assure that all grant funded activities shall be implemented with the highest possible degree of competence, workmanship, quality and cost effectiveness. To this end the GRANTEE shall provide a system of quality control to include all aspects of grant administration and project implementation. 9. COMMUNICATIONS - WRITTEN NOTICES shall constitute the only means of binding statements of fact or condition between the parties of this agreement. All required reports and requests to be issued by the GRANTEE must be made by way of a WRITTEN NOTICE unless other means are specified in the CONTRACT DOCUMENTS. Please note that project- specific technical assistance provided via email does NOT have the weight of official WRITTEN NOTICE. Rather, it is comparable to oral technical assistance discussions. All directives, findings and other formal issuance by DHCD must be transmitted through a WRITTEN NOTICE unless otherwise specified in the CONTRACT DOCUMENTS. WRITTEN NOTICES shall be signed by and addressed to the appropriate authorized official and shall be considered transmitted when delivered in person or through the United States mail. The GRANTEE shall act upon and respond to WRITTEN NOTICES promptly as directed. 10. EXCESS GRANTS FUNDS - At the completion of all Grant activities DHCD shall have the right to recapture any excess grant funds, provided that the GRANTEE has not had DHCD approval on any amendments or reprogramming of the funds. 11. METHOD OF PAYMENT - DHCD agrees to pay to the Grantee the amounts specified in number 1 of the Agreement, which shall constitute full and complete funding for the Grantee's work and activities set forth in the proposal. Such sums will be paid on a reimbursement basis for actual costs incurred by the Grantee in accordance with the Project budget and the Special Conditions. Requisitions made to DHCD by the Grantee shall specify that work has been performed in conformance with the activities listed in the Proposal, and the requirements, terms and conditions of this Agreement and that the Grantee is entitled to receive the amount requisitioned under the terms and conditions of this Agreement. 12. BUDGET REVISIONS /AMENDMENTS - The GRANTEE shall not obligate, encumber, spend or otherwise utilize Planning Grant funds for any activity or purpose not included or not in conformance with the budget as apportioned and as submitted to DHCD unless: A. The GRANTEE has received explicit approval by WRITTEN NOTICE from DHCD to undertake such actions; or B. The activity or purpose is consistent with the objectives and scope of the approved PROJECT and does not entail a budget change between PRODUCTS or between line 0 P67 03 -06 /REV 10 -13 items within PRODUCTS exceeding 5% of the total Grant amount cumulatively, including all previous budget changes. 13. CHANGE ORDERS — DHCD must approve all change orders on contracts. Any change order, regardless of cost, which results in a change of project scope will be a disallowed cost. 14. TERMINATION, SUSPENSION, CONDITIONS - A. For cause - If through any cause, the GRANTEE or DHCD fails to comply with the terms, conditions or requirements of the CONTRACT DOCUMENTS the other party may terminate or suspend this AGREEMENT by giving WRITTEN NOTICE of the same and specifying the effective date of termination or suspension at least five (5) days prior to such action. If, after the effective date of any suspension of this AGREEMENT, it is mutually agreeable to DHCD and the GRANTEE upon remedy of any contract violation by the GRANTEE or DHCD, the suspension may be lifted and the agreement shall be in full force and effect at a specified date after the parties have exchanged WRITTEN NOTICES stating a mutual understanding that the cause for suspension has been identified, agreed to and remedied. In the case of contract violations by the GRANTEE, DHCD may impose conditions other than termination or suspension which are appropriate to ensure proper grant and project administration and adherence to the terms of the CONTRACT DOCUMENTS. Such conditions must be imposed through WRITTEN NOTICE. B. For convenience - DHCD may terminate this AGREEMENT for convenience in the event that DHCD is no longer authorized as an agency to administer the CDBG program or if the federal funds allocated are no longer available. The GRANTEE may terminate this AGREEMENT for convenience at any time provided that all of the following conditions are met: (1) The GRANTEE gives DHCD ten (10) days WRITTEN NOTICE; and (2) The activities which have been initiated either have been completed and may be utilized in their stage of completion in a manner consistent with the objectives in the GRANTEE'S Planning Grant Proposal, or will be completed by the GRANTEE through its own or other resources; and (3) The GRANTEE had honored or will honor all contractual obligations to third parties affected by the PROJECT; and (4) DHCD agrees to the termination. A GRANTEE'S valid termination for convenience in accordance with these CONTRACT 10 03- 06/REV 10 -13 P68 DOCUMENTS shall not affect nor prejudice the GRANTEE'S future relationship with DHCD nor its future consideration as a CDBG recipient. 15. SUBSEQUENT CONTRACTS - The GRANTEE shall remain fully obligated under the provisions of the CONTRACT DOCUMENTS notwithstanding its designation of any subsequent or third parties for the undertaking of all or part of the activities for which the grant assistance is being provided to the GRANTEE. Any GRANTEE or CONTRACTOR or SUBCONTRACTOR which is not the APPLICANT shall comply with all the lawful requirements of the APPLICANT necessary to insure that the PROJECT for which this assistance is being provided under this AGREEMENT is carried out in accordance with the APPLICANT's Assurances and Certifications. 16. POLITICAL ACTIVITY PROHIBITED None of the funds, materials, property or services contributed by the DHCD or the GRANTEE, under this AGREEMENT, shall be used in the performance of this AGREEMENT for any partisan political activity, or to further the election or defeat of any candidate for public office. 17. INTEREST OF MEMBER OF AGENCY AND OTHERS No officer, member, or employee of the GRANTEE and no member of its governing body, and no other public official of the governing body of the locality or localities in which the project is situated or being carried out, who exercises any functions or responsibilities in the review or approval of the undertaking or carrying out of this project, shall participate in any decision relating to this AGREEMENT which affects his personal interest or have any personal or pecuniary interest, direct or indirect, in this AGREEMENT or the proceeds thereof. 18. OFFICIALS NOT TO BENEFIT No member of or delegate to the Congress of the United States of America and no Resident Commissioner shall be admitted to any share or part hereof or to any benefit to arise herefrom. 19. CERTIFICATIONS The GRANTEE certifies that it will comply with the following: a) Freedom of Information Act; b) Virginia Conflict of Interest Act; c) Virginia Fair Employment Contracting Act; d) Virginia Public Procurement Act. 11 P69 03- 06/REV 10 -13 20. BENEFICIARIES There are no third party beneficiaries of this contract. The provisions contained in these CONTRACT DOCUMENTS represent the entire agreement between DHCD and the GRANTEE. The provisions are designed to assist in meeting the community needs of the GRANTEE identified in the GRANTEE'S Planning Grant Proposal, but are not designed to accrue to the specific benefit of any individual person or entity residing or located in the GRANTEE'S community or elsewhere. Consequently, the terms of these CONTRACT DOCUMENTS may be enforced by DHCD or the GRANTEE exclusively and not by any individual person or entity residing or located in the GRANTEE'S community or elsewhere as a third -party beneficiary of this contract. 12 P70 03- 06/REV 10 -13 ASSURANCES The Grantee hereby assures and certifies that: A. It possesses legal authority to execute the project. B. Its governing body has duly adopted or passed as an official act a resolution, motion, or similar action authorizing the filing of the project proposal including all understandings and assurances contained therein, and directing and authorizing the person identified as the official representative of the grantee to act in connection with the project proposal and to provide such additional information as may be required. C. Its chief executive officer or other officer of grantee approved by the Virginia Department of Housing and Community Development: (1) Consents to assume the status of a responsible Federal official under the National Environmental Policy Act of 1969 (NEPA) and other provisions of Federal law, as specified at 24 CFR 58.5(a) through (h) which further the purposes of NEPA insofar as the provisions of such Federal law apply to this Grant; (2) Is authorized and consents on behalf of the grantee and himself to accept the jurisdiction of the Federal and Commonwealth of Virginia courts for the purpose of enforcement of his responsibilities as such an official. D. It will comply with the regulations, policies, guidelines and requirements of the Code of Federal Regulations (24 CFR Part 85), OMB Circular A -133, and OMB Circular A -87, as amended or replaced from time to time, as they relate to the PROJECT, acceptance, and use of Federal funds under this Grant; and, as applicable, all State laws and administrative requirements which may supersede them (by virtue of being more stringent). E. It will comply with: (1) Title VI of the Civil Rights Act of 1964 (Pub. L 88 -352), and the regulations issued pursuant thereto (24 CFR Part 1), which provides that no person in the United States shall on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity for which the grantee receives Federal financial assistance and will immediately take any measures necessary to effectuate this assurance. If any real property or structure thereon is provided or improved with the aid of Federal financial assistance extended to the grantee, this assurance shall obligate the grantee, or in the case of any transfer of such property, any transferee, for the period during which the real property or structure is used for a purpose for which the Federal financial assistance is extended, or for another purpose involving the provision of similar services or benefits. 13 03 -06 /REV 10 -13 P71 (2) Title VIII of the Civil Rights Act of 1968 (Pub. L. 90 -284), as amended, which provides that no person because of race, color, religion, sex, national origin, age, handicap, or familial status shall be discriminated against in the sale or rental of housing, in the financing of housing or in the provision of brokerage services. (3) Section 109 of the Housing and Community Development Act of 1974, and the regulations issued pursuant thereto (24 CFR Part 570.602), which provides that no person in the United States shall, on the grounds of race, color, national origin, or sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under, any program or activity funded in whole or part with funds provided under this Grant. Any prohibition against discrimination on the basis of age under the Age Discrimination Act of 1975 or with respect to an otherwise qualified handicapped individual as provided in Section 504 of the Rehabilitation Act of 1973 shall also apply to this Grant. (4) Executive Order 11063 on equal opportunity in housing and nondiscrimination in the sale or rental of housing built with Federal assistance. (5) Section 906 of Public Law 100 -625 (Cranston - Gonzalez National Affordable Housing Act) which prohibits discrimination on the basis of religion or religious affiliation. No person shall be excluded from participation in, denied the benefit of, or be subjected to discrimination under any program or activity funded in whole or in part with CDBG funds on the basis of his or her religion or religious affiliation. F. It will establish safeguards to prohibit employees from using positions for a purpose that is or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business, or other ties. G. It will comply with the provisions of the Hatch Act which limits the political activity of employees. H. It will require buildings or facilities designed with funds provided under this Grant to comply with the "American Standard Specifications for Making Buildings and Facilities Accessible to, and Usable by, the Physically Handicapped," Number A- 117.1 -R 1980, in accordance with the Virginia Uniform Statewide Building Code. The Grantee will be responsible for conducting inspections to insure compliance with these specifications by the contractor. 14 P72 03- 06/REV 10 -13 I. It will comply with Executive Order 1 1246, as amended by Executive Orders 11247 and 11375, and the regulations issued pursuant thereto (41 CFR Chapter 60), which provides that no persons shall be discriminated against on the basis of race, color, religion, sex or national origin in all phases of employment during the performance of Federal or federally assisted contracts over $10,000. Contractors and subcontractors of Federal and federally assisted contracts shall take affirmative action to insure fair treatment in employment, upgrading, demotion, layoff or termination, rates of pay or other forms of compensation and selection for training and apprenticeship. J. It will comply with Section 3 of the Housing and Urban Development Act of 1968, as amended, requiring that to the greatest extent feasible opportunities for training and employment be given to lower - income residents of the project area and contracts for work in connection with the project be awarded to eligible business concerns which are located in, or owned in substantial part bv, persons residine in the area of the project. K. It will comply with the provisions of Executive Order 11988, relating to evaluation of flood hazards and Executive Order 12088 relating to the prevention, control, and abatement of water pollution. L. It will comply with Section 104 (1) of the Housing and Community Development Act of 1974, as amended, in that: it has adopted and is enforcing a policy prohibiting the use of excessive force by law enforcement agencies within its jurisdiction against any individuals engaged in nonviolent civil rights demonstrations and a policy of enforcing applicable State and local laws against physically barring entrance to or exit from a facility or location which is subject of such nonviolent civil rights demonstration within its jurisdiction. M. It will implement all required actions to ensure compliance with 24 CFR 8, Nondiscrimination Based on Handicap in Federally Assisted Programs and Activities. Otis Hawker, (Interim) County Administrator 15 P73 Date: 03- 06/REV 10 -13 PITTSYLVANIA COUNTY REGIONAL PLANNING GRANT ENTREPRENEURIAL INITIATIVE DRAFT MANAGEMENT PLAN Project Name: Pittsylvania County Regional Entrepreneurial Initiative Project Project Cost: An initial Planning Grant award of $25,000. The match includes $3,500 in local contributions. National Objective: Gives maximum feasible priority to activities which will benefit low and moderate - income families and includes activities which are designed to meet other community and economic development needs. Project Description: Pittsylvania County, lead applicant, is working in collaboration with the West Piedmont Workforce Investment Board and West Piedmont Planning District Commission to develop an entrepreneurial network to encourage and support the growth of small businesses in the region. Through this project a system will be developed to provide emerging entrepreneurs with a one -stop approach to access necessary technical assistance and to provide better linkages to capital. The project will also include a teacher development component to provide training that will be incorporated into the school system. This initiative will also be integrated into the regional economic development strategy that is being developed with other partners. Those partners include the Cities of Danville and Martinsville, the Counties of Henry, Patrick and Pittsylvania. They are requesting funding assistance to undertake the following activities: TASKS /ACTIVITIES REQUIRED DOCUMENTS/ PRODUCTS 1. -Identify& include potential partners, An innovative Regional Entrepreneurial roles & responsibilities Development Plan and system that identifies -set target dates for completion of key assets, opportunities, gaps and actions that will tasks support entrepreneurs - devise a method by which the County Administrator and WIB Exec. Director will oversee all aspects of the project - Identify specific project benchmarks for tracking success funding sources - Determine implementation strategies and set timeline - Identify achievable entrepreneurial outcomes and economic impacts with special focus on low and moderate income individuals 2. Develop a Regional Marketing Plan which A Marketing Plan that promotes the includes: awareness and success of youth and adult Pittsylvania County Draft Management Plan 1 P74 PITTSYLVANIA COUNTY REGIONAL PLANNING GRANT ENTREPRENEURIAL INITIATIVE DRAFT MANAGEMENT PLAN -Youth Entrepreneurship regional assets - Outreach activities to low and moderate income persons in the region - Entrepreneurship Services and Networking meetings - Marketing Consultant Services 3. Develop customized Entrepreneur A region -wide entrepreneurial performance Performance Indicators based on industry indicators to be used as a tool for monitoring Best Practices entrepreneur progress 4. Work with consultative services to A regional partner- approved Marketing Plan brand the region & promotion strategy (logo & branding) - determine the distribution strategy - create marketing materials for video, brochures, etc. 5. Develop a youth entrepreneurship A K -12 Entrepreneurship Training course & curriculum for high school teachers materials for teachers Form an education advisory group for programming 6. Conduct a survey to identify existing A Completed inventory of regional services for entrepreneurs entrepreneurial services & assets - Publish results -Work with partners to create a comprehensive Inventory of Entrepreneurial A 2014 Calendar of entrepreneur- focused Resources and calendar of entrepreneur- events focused events for the Region Piusylvania County Draft Management Plan 2 P75 PITTSYLVANIA COUNTY REGIONAL PLANNING GRANT ENTREPRENEURIAL INITIATIVE DRAFT MANAGEMENT PLAN MANAGEMENT TEAM ROSTER: The Management Team has the authority to monitor grant project progress to ensure success (on time, in budget, products and benefits delivered). The monthly meetings should compare the initial timeline with reality, and to identify corrective measures if needed to get the project back on track for completion within the agreed upon time frame. This group should always be looking at the "big picture" to be sure actions taken or not taken now will not create devastating delays in the future. Name Title Project Role Otis Hawker ty Int erim County Administrator Lisa Fultz =Afffliation Executive Director ent Rhonda Hodges Patrick Henry Communi Coll e e James McDaniel Varun Sadana The Launch Place Philip Wenkstern West Piedmont Workforce Investment Board Laurie Moran Danville - Pittsylvania County Chamber of Commerce Mathew Wade Patrick Henry Community College Julie Brown Institute for Advanced Learning and Research Michael Duncan Institute for Advanced Learning and Research Richard Ephgrave Longwood Small Business Development Center Doug Jackson DHCD -PSD Capacity Provide Development technical Specialist assistance Ramona Chapman DHCD -PSD Capacity Provide Development technical Specialist assistance Pittsylvania County Draft Management Plan 3 P76 PITTSYLVANIA COUNTY REGIONAL PLANNING GRANT ENTREPRENEURIAL INITIATIVE DRAFT MANAGEMENT PLAN Conflict of Interest: In accordance with Virginia andfederal conflict of interest requirements (including Title 24 CFR Part 570.611) no work can be done on the property of arty person, or his /her immediate family, who has or had decision- making power in the CDBG program from the time the PG application was planned, developed and submitted to DHCD to the grant's execution and implemented without DHCD's prior written approval regardless of any prior approval of a Program Design. This includes any elected and appointed officials, or employees of the grantee, or Board Members. Pittsylvania County Draft Management Plan 4 P77 PITTSYLVANIA COUNTY REGIONAL PLANNING GRANT ENTREPRENEURIAL INITIATIVE DRAFT MANAGEMENT PLAN RESPONSIBILITY CHART The purposes of this chart it to show that you are generally aware of all the tasks involved in conducting a successful planning grant. R = Responsibility which can either be the person who will ensure a task gets done or the person who will actually do it. S = Support; The person(s) whose assistance is necessary in order for the task to be completed. Tasks /Activities Person ( "R ") Person( "S ") Scheduled Actual Solely Providing Completion Completion Responsible Su rt Date Date All Planning Grant Activities will be co leted b ... January l t% 2015 Facilitated Plannin Strate Meetin R. Cha man Submission of Management Plan & Pay Otis Hawker, Lisa Fultz for Performance Budget within 7 County West Piedmont calendar days Administrator WIB Plannin=g Grant Products / Deliverables 1. Economic Development Plan Otis Hawker Lisa Fultz West Piedmont WIB 2. Marketing & Outreach Plan Consultant Management Team (MT) 3. Performance Indicators Management Team (MT) 4. Youth Entrepreneurial Curriculum 5. Conduct survey of entrepreneurial assets 8. Procure Consultant(s) Management Team (MT) General Activities Submission of Certification of Otis Hawker, Signatures and Address County Administrator Draft Management Plan & Distribute to Management Team & DHCD for comments Team (MT Submit to DHCD draft contract Lisa Fultz Management agreements for service provider(S) and other agreements as required West Piedmont WIB Team (MT) Ensure proof of publication, Lisa Fultz Management Ongoing minutes, sign-in sheets and Team (MT) Pittsylvania County Draft Management Plan 5 P78 PITTSYLVANIA COUNTY REGIONAL PLANNING GRANT ENTREPRENEURIAL INITIATIVE DRAFT MANAGEMENT PLAN IasnsiACtivlties Person ( "R") Person( "S ") Scheduled Actual Solely I Providing I Completion I Completion Responsible Support Date Date made are available Monthly Management Team Lisa Fultz Management On -going Meetings Team (MT) POTENTIAL PROBLEMS, CONCERNS SOLUTIONS• This funding will not directly serve the City of Danville as that locality is an entitlement area and ineligible for state CDBG f indin . The match funds will help to defray the cost of activities Planned for that locale PAY FOR PERFORMANCE BUDGET Otis Hawker, interim County Administrator Pittsylvania County Lisa rultz, Executive Director West Piedmont Investment Board Date Date xamona uliapman, Capacity Development Specialist Date Department of Housing and Community Development Pittsylvania County Draft Management Plan 6 P79 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: AGENDA TITLE: 1 3 -03 -14 Expenditure Refunds- Requires a motion and a 10 -day I ACTION: layover Yes SUBJECT/PROPOSAL/REOUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): Hawker, VanDerHvde BACKGROUND: CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 10 INFORMATION: INFORMATION: REVIEWED BY: AA DISCUSSION: Attached is a list of expenditure refunds for the month of January 2014 for review. As discussed earlier with the Board, the simple routine of putting every refund back in the budget is extremely time consuming and leaves room for errors. To stay in balance with the Treasurer, we need to reappropriate refunds into the budget so the budget would increase with every expenditure refund. RECOMMENDATION: Staff recommends the reappropriation of funds as follows: $199.67 to Clerk of Courts- Copier Lease (100 -4- 021600- 60051), $100.00 to Sheriff -DARE Supplies (100 -4- 031200 - 6002), $60.00 to Sheriff -Parts (100 -4- 031200- 6030), $18.00 to VFD- United Way Contributions (100 -4- 032200 - 5667), $102.00 to Jail- Extradition (100-4-033100-5550), $18,457.82 to WIA -Other Operating (251 -4- 353853- 6014). THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER. P80 Finance Department P.O. Box 426 Chatham, Virginia 24531 PITTSYLVANIA COUNTY VIRGINIA Phone (434) 432 -7740 Fax (434) 432 -7746 Gretna /Hurt (434) 656 -6211 Bachelors Hall /Whitmell (434) 797 -9550 MEMO TO: Otis S. Hawker, Interim County Administrator FROM: Kim Van Der Hyde 1 Finance Director SUBJECT: December Expenditure Refunds DATE: February 28, 2014 The list below shows all expenditure refunds that were sent to the Finance Department during the month of February. I am recommending that all of these expenditure refunds be reappropriated by the Board of Supervisors. 100 -4- 021600 -60051 Circuit Ct Clerk- Copier Lease 199.67 Reimbursement 100 -4- 031200 -6002 Sheriff -DARE Supplies 100.00 Donations - (100 -3- 000000 - 189915) 100 4- 031200 -6030 Sheriff -Parts 60.00 Restitution 100 -4- 032200 -5667 Fire & Rescue - United Way Con 18.00 Contribution (100 -3- 000000 - 189912) 100 -4- 033100 -5550 Jail - Extradition 102.00 251 -4- 353853 -6014 WIA -Rent 18,457.82 Rent Reimbursement (251 -3- 000000 - 150201) TOTAL EXPENDITURE REFUNDS — FEB $18,937.49 P81 REPORTS FROM sVA MEMBERS P82 REPORTS FROM LEGAL COUNSEL P83 REPORTS FROM INTERIM COUNTY ADMINISTRATOR P84 PITTSYLVANIA COUNTY VIRGINIA Darrell W. Dalton, Superintendent ¢1 y Phone 434 432 -1768 Building & Grounds Department ( ) 51 N. Main St. �% +�.{ G Fax (434) 432 -2294 a t°' C P.O. Box 426 y ti C) vy ,y Gretna /Hurt (434) 656 -6211 Chatham, Virginia 24531 v' - -- Bachelors Had /Whitmell (434) 797 -9550 E -mail: darrell.dalton @pittgov.org L,..P To: Otis S. Hawker, Interim County Administrator From: Kaylyn Giles, Administrative Assistant Il, County Administration- 611k" Date: February 28, 2014 Subject: COMPLETED WORK ORDERS - February 2014 Attached please find a listing, by department, of completed work orders for the month of February. 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 28 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 P85 WORK ORDERS COMPLETED FOR MONTH OF FEBRUARY 2014 ANIMAL CONTROL ARMORY I una 6 A S C S /EXTENSION /USDA -FSA BOARD OF SUPERVISORS BUILDING& GROUNDS BUI,DINGINSPECTIONS 1 CAPTAM MARTIN BLDG CENTRAL ACCOCTING CENTRAL PURCHASING CIRCUFF COURT 9 14 CLERKOFCOURT 3 4 CODE COMPLIANCE (PLANNING COMNISSSION &ZONING 2 3 COMMISSIONER OF REVENUE 4 4 COMMONWEALTH ATTORNEY COMMUNITY POLICY AND MGM2 BOARD COMPACTOR SITE I 2 COUNTY ADMINISTRATOR AND ASST COUNTY ADMIJ- 2 4 COUNTY ATTORNEY COURTHOUSE (1968 ANNEX) COURTHOUSE (EDWNi R SHIELDS) CSA -CPMB DEPOT BUILDING ECONOMIC DEVELOPMENT EMERGENCY 911 FACILITY 4 5 ENVIRONMENTAL HEALTH FINANCE FIRE MARSHAL GENERAL DISTRICT COURT I 1 GRANTS ADMISTRATION HEALTH DEPARTMENT 3 4 HUMAN SERVICES FACILITY INDUSTRIALPARKS iINFORMATION TECHNOLOGY JAI 4 g2 IUVHNWE &DOMESTIC COURT I I &DOMESTIC COURT SERVICES UNIT 1 LANDFILE LANDFILL 2 9 LMRARY 6 8 LITERACY MAGISTRATE MOSES BUILDING 1 1 OLD DOMINION AG. COMPLEX PCEDBUR,DING REASSESSMENT RECREATION'. RAIL -TRAIL & WAYSIDE PARK RECREATIONAL REGISTRAR - VOTING PRECINCTS I 1 iHERIFF 2 2 iOCLAL SERVICES 6 7 1REASIIRER /ICTIN WFMESS )TITER. 4380 BERRY HIT RD RINGGOLD DEPOT CALLANDS CLERKS OFFICE OLD CHATHAM ELEMEM ARY SCHOOL YATES TAVERN TYL9L WORK ORDFRC COMPLE7ER- FERRU4 Y2014 87 163 YEAR To DATE 07/012013 - 061302014 589 1 1,055 P86 PITTSYLVANIA COUNTY Otis Hawker, Interim County Administrator P.O. Box 426 Chatham, Virginia 24531 e -mail: dsleeper @pittgov.org VIRGINIA 0 MEMORANDUM To: Otis S. Hawker, Interim County Administrator From: Pete Boswell., Chief Animal Control Officer Date: February 28, 2014, Subject: Animal Control Activity Report Phone (434) 432 -7710 Fax (434) 432 -7714 Gretna /Hurt (434) 656 -6211 During the period of January 31, 2014 through February 27, 2014, the Animal Control Officers responded to 482 calls; 55 follow up calls as per Pete Boswell, Chief Animal Control Officer, resulting in the following: Description Number Remarks Animals taken into custody: 125 Dogs 83 Cats 38 Other 4 3 roosters, 1 raccoon Animals on hand at month end 12 Animals dispatched 31 Licenses checked 57 Court cases 11 Summons 23 Animals Adopted 2 Animals returned to owners 15 Cats taken to the Humane Society 36 Animals Transferred 20 Injured animals picked up 5 Animals found in traps 54 Exposures: Human/Saliva 4 Exposures: Dogs/Cats/Wildlife 0 Dog Bites 5 Cat Bites 1 Cruelty Checks 2 Well -being Checks 10 Cat/Dog Fights 1 Investi ated killin s b do s /cats 2 Investi ate killin s b Co otes 1 if you have any questions concerning this, please do not hesitate to contact me. P87 PITTSYLVANIA COUNTY VIRGINIA Otis Hawker,Interim y County Administrator p n Phone (434) 432 -7710 P.O. Box 426 q Fax (434) 432 -7714 Chatham, Virginia 24531 o w ,? Gretna /Hurt (434) 656 -6211 e -mail: dsleeper @pittgov.org 'n t' MEMORANDUM To: Otis S. Hawker, Interim County Administrator From: Pete Boswell., Chief Animal Control Officer Date: February 28, 2014 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 February 01, 2014 through February 28, 2014 tion Number Remarks 15.5 monitored 236 nour erin sites 8 cked 0 sued 0 Convictions If you have any questions concerning this, please do not hesitate to contact me. P88 PITTSYLVANIA COUNTY CODE COMPLIANCE MONTHLY REPORT & FEES February 2014 TYPES OF PERMITS 67 BUILDING PERMIT FEES COLLECTED 6,226.53 67 LEVY COLLECTED $124.69 1 SUBDIVISION FEES COLLECTED $100.00 12 ZONING PERMIT FEES COLLECTED $55.00 0 REINSPECTION FEES COLLECTED $0.00 4 LAND DISTURBING FEES COLLECTED $55.00 151 TOTAL FEES COLLECTED $6,561.22 MONTHLY BUILDING VALUES 1 NEW DWELLINGS $125,000.00 2 MOBILE HOMES /OFFICE TRAILERS 9,900.00 3 DOUBLE -WIDE MOBILE HOMES 199,396.00 2 MODULAR 207,910.00 20 COMMERCIAL CONSTRUCTION 592,879.00 39 MISCELLANEOUS 185,253.00 67 TOTAL $1,320,338.00 NONTAXABLE: $189,080.00 $3,686,262.00 MONTHLY ACTIVITY REPORT NUMBER OF BUILDING INSPECTIONS MADE 208 NUMBER OF REJECTIONS OF WORK 38 NUMBER OF E & S INSPECTIONS 35 NUMBER OF MILES INSPECTORS TRAVELED 3,366 MONTHLY ZONING FEES 3 REZONING FEES COLLECTED $589.11 1 SPECIAL USE PERMIT FEES COLLECTED 179.08 1 VARIANCE & APPEAL FEES COLLECTED 153.12 0 SIGN PERMIT FEES COLLECTED 0.00 5 TOTAL $921.31 Respectfully Submitted, Odie H. Shelton, Director of Code Compliance/ Zoning Administrator P89 CLOSED SESSION P90 ADJOURNMENT P91