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02-03-2014 regular meetingRegular 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 Tunstall District James Snead Dan River District Coy E. Harville Westover District Jessie L. Barksdale Banister District Jerry A. Hagerman Callands-Gretna District Brenda H. Bowman Chatham-Blairs District Elton Blackstock 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, w ould be sending letters to each Board of Supervisors member concerning this matter, questioned how 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 Regular Meeting February 3, 2014 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. Pittsylvania County Board of Supervisors Proclamation 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 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. Regular Meeting February 3, 2014 Pittsylvania County Board of Supervisors Proclamation BLACK HISTORY MONTH “Civil Rights in America” Whereas, February 2014 marks the 88th 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 of America’s success story ; and Whereas, 2014 marks the 50th 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 of science 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. Unfinished 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. Regular Meeting February 3, 2014 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. 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. Appointments 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 Regular Meeting February 3, 2014 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 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. __________________________________________ Jessie L. Barksdale, Chairman Pittsylvania County Board of Supervisors __________________________________________ Otis S. Hawker, Interim County Administrator Pittsylvania County Board of Supervisors