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05-20-2014 BOS PKT, kyj e P1 U& PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ADJOURNED MEETING TUESDAY, MAY 20, 2014 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION W"101MI 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) Fan ier's Market —Pages 12 -14 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) Road Name — Atkinson Road — Pages 17 -21 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale (b) Proclamation — National Dairy Month — June 2014 — Pages 22 -23 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale (c) Proclamation — Business Appreciation Week — June 1 -7, 2014 — Pages 24 -25 PUBLIC HEARING Rezoning Cases Open: Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Close: Case 1: Guy L. Ferguson & Layne C. Ferguson — Callands /Gretna Election District: R -14 -017 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call i z to Y N A Barber Barksdale Blackstock Bowman Hagerman Harville .Snead (Rott Cat! Vofe Yor N) Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Open: Close: Case 2: Adam A. Cobb & April B. Cobb — Banister Election District: R -14 -018 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote Y N A Barber Barksdale Blackstock Bowman Hagerman Harville Snead (RoR Call Vote Y or N) Public Hearing 6. Public Hearing to receive citizen input on a proposed amendment to the Pittsylvania County Code involving the deletion of current Chapter 25 in its entirety and insertion of a new Procurement Policy. Requires a Motion and a Roll Call 'Vote Pages 27 -71 Roll Call Vote Y N A Barber Barksdale Blackstock Bowman Hagerman Harville Snead (Roll Call Vote Yor t) UNFINISHED BUSINESS Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 7. Expenditure Refunds — At the Board of Supervisors meeting on May 5, 2014, a motion was made by Mr. Barber, seconded by Mr. Snead that required a 10 -Day Layover that has been met. Rcquires a Roll Call dote — Pages 73 -75 Roll ("011 Paste Y N A Barber Snead Blackstock Bowman Hagerman Harville Barksdale (Roll Call Vote Y or N) NEW BUSINESS 8. Recommendations from Legislative Committee — The Legislative Committee will meet at 5: 00 pm on Tuesday, May 20, 2014 and any recommendations that come from that meeting will be presented to the Board of Supervisors —Pages 77 -78 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale (a) See. ; Treasurer's Discretion for Application of Tax Payments. Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale (b) Sec. ; Bad Check Fee. Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale (c) Sec. 9 -54; Failure to Pay License Fee, Personal Property Tax, Etc.; Penalty. Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale (d) Sec. 9 -47; Assessment of License Fee. Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale (e) Sec, ; Application to Pay Delinquent Taxes, Penalties, Etc. Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 9. Fund Request — Danville /Pittsylvania Chamber of Commerce — Pages 79 -80 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 10. Award Fuel Bid — Pages 81 -82 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 11. Fuel Reimbursement — To Campbell County for Altavista EMS — Pages 83 -86 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 12. Year End Budget Adjustments —Pages 87 -88 APPOINTMENTS Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 13. Danville /Pittsylvania County Community Services — Dan River District & At -Large — Page 90 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 14, Pittsylvania County Public Library Board of Trustees — Dan River & Banister Districts — Page 91 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 15. Pittsylvania County Social Services Board — Dan River, Staunton River & Westover Districts — Page 92 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 16, Pittsylvania County Beautification Committee — Callands /Gretna District — Page 93 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 17. Consultation with legal counsel pertaining to actual or probable litigation, where such consultation or briefing in open meeting would adversely affect the negotiating or litigating posture of the public body; and consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. Authority: §2.2- 3711(A)(7) of the Code of Virginia, 1950, as amended Subject Matter: Barbara Hudson v. Pittsylvania County, Virginia and Board of Supervisors of Pittsylvania County, Virginia Purpose: 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 Tuesday, May 20, 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: P11 Board AGENDA TITLE: Farmers' Market SUBJECT/PROPOSAL/REQUEST: Farmers' Market STAFF CONTACTN: Mr. Hawker iii►iJFA AGENDA DATE: 05 -20 -2014 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 4(a) INFORMATION: DISCUSSION: The Olde Dominion Agricultural Foundation (ODAF) is requesting the Board of Supervisors to formalize the operation of the Farmers' Market. (See attached letters). If the Board of Supervisors wishes to proceed with this request the County Attorney will need to draft a proposed lease. County Administration will need to develop an estimated budget to cover the liability insurance, staffing costs, and marketing to be considered with the lease. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P12 February 3, 2014 Mr. Jessie Barksdale, Chairman Pittsylvania County Board of Supervisors PO Box 426 Chatham, VA 24531 Dear Chairman Barksdale, Since its planning and inception, the Pittsylvania County Agriculture Development Board on behalf of the Board of Supervisors has managed the Farmers' Market at the Olde Dominion Agricultural Complex (ODAC). In an effort to tie up some loose ends, the Olde Dominion Agricultural Foundation (ODAF) would like to formalize this ongoing relationship with a $1.00 per year lease agreement. The ODAF has been in discussion with Secretary Haymore regarding the management and running of other similar markets in Virginia. It is our desire that Fred Wydner will continue this discussion with VDACS regarding the Farmers' Market at ODAC. We further would like him to be involved in developing the lease agreement between the County and ODAF. Thank you for the continued support of our community Virginia Grown Farmers' Market at the Olde Dominion Agricultural Complex. Sincerely, Paul W. Ashworth, President 19763 US Hwy. 29, Suite G, Chatham, VA 24531 (434) 432 -8026 (o) www.theodac.com olddominionagfound @gmail.com P13 March 15, 2012 Mr. Joe Williams, Chairman Pittsylvania County Agriculture Development Board 19783 US Highway 29, Suite B Chatham, VA 24531 Dear Mr. Williams, The Directors of the Olde Dominion Agricultural Foundation would like to thank you for all your support in the development of the Olde Dominion Agricultural Complex. We are already seeing great success with this project and look forward to more as the arena opens for business this spring. One of the important facets of the Complex is the Farmer's Market. In the Foundation's mission statement, we pledge to promote and support local agriculture. The Farmers Market is an integral piece in the accomplishment of that goal for our multi - purpose facility. During last season, the market had many customers and the farmers were well pleased with their product sales. Due to our limited staff, the Foundation is seeking another entity to market and manage this space for the 2012 growing season. At this time we would like to offer the Farmers Market to the Pittsylvania County Agriculture Board or other interested Cooperative for the price of $1.00. We look forward to working with you in continuing to provide this facility for our local producers to market their agricultural products. Please contact me or another Director for more information. Sincerely, �elt�) Paul W. Ashworth, President Olde Dominion Agricultural Foundation Cc: Mrs. Jamie Stowe, Extension Agent, Virginia Cooperative Extension Mr. Fred Wydner, Director of Agriculture Development, Pittsylvania County 19783 US Hwy. 29 South, Suite G Chatham, VA 24531 (434) 432 -8026 (o) (434) 710 -0460 (c) www.oldeagfoundation.org olddominionagfound @gmail.com P14 P15 P16 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Road Name Addition 05 -20 -2014 5(a) SUBJECT/PROPOSAL/REQUEST: ACTION: INFORMATION: Atkinson Road for the new road sign and map changes as directed by the CONSENT AGENDA: STAFF CONTACT(S): Hawker, Davis ACTION: YES INFORMATION: ATTACHMENTS: Map REVIEWED BY: BACKGROUND: Road Names are considered for addition to the E -911 System with the Approval of the Board of Supervisors. DISCUSSION: This is located in the Chatham- Blairs District, located off Crane Rd, Blairs VA. Mr. Atkinson has submitted a request to add a private road name to the E -911 System. The family has agreed to pay $200.00 for the new road sign and map changes as directed by the Board of Supervisors. Staff presents the information to the Board of Supervisors for discussion and approval. P17 I May 212014 Dear Terry Kelly, I would like to name my private road located off of Crane Rd between 1508 Crane Road and 1110 Crane Rd. I would like to name my road Atkinson Road and my number to be 777. 1 agree to pay $200 for the road sign. Thank you, � r JR Atkinson [aPiW= W] rFCOUNTY VIRGINIA 0 James E. Davis, ENP, Coordinator Emergency Management & Communications P.O. Box 426 Chatham, Virginia 24531 jdavis@pingov.org 9 -1 -1 Road Name Addition Request Phone (434) 432 -7920 Fax (434) 432 -7950 Gretna /Hurt (434) 656 -6211 Bachelors Hall /Whitmell (434) 797 -9550 We the undersigned request that our private road be named and included into the E-911 System of Pittsylvania County. We understand that by agreeing to this our current address will change to reflect the new address assigned by the County. We request that the following name be adopted by the Board of Supervisors: Choice P19 Signatories ame 2). ry ublic iv commission expires: Current Addios`- --^ ,�.....,� -Sand, 6 Poder a Vie,; rm�o ary s»bls 5�F'305 ,rlssir•° No, Si3v1245 i ,y�yGOtTrt',155i0 ^. E <ei1r05 d" of ['Vn,120 ILA__ by , l Address Certificate of Acknowledgment: CitylCounty of Commonwealth of Virginia The foregoing instrument was acknowledged before me this _ day of----, 20 _ by (Name of person seeking acknowledgment) Notary Public My commission expires: 3). Name Current Certificate of Acknowledgment: City /County of Commonwealth of Virginia The foregoing instrument was acknowledged before me this _ day of __ , 20 ___ by (Name of person seeking acknowledgment) Notary Public My commission expires: P20 COLIN VIRGINIA Dept of Emergency Management P21 11 WWI Board of Supervisors AGENDA TITLE: Proclamation — National Dairy Month Proclamation STAFF CONTACT(S): Mr. Hawker AGENDA DATE: 05 -20 -2014 ACTION: ITEM NUMBER: 5(b) INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: Yes ATTACHMENTS: Yes BACKGROUND: On June 14, 2010, Congress adopted a resolution declaring June as National Dairy Month. Pittsylvania County has eight (8) dairies; Mountain View Dairy (the largest dairy in the Commonwealth of Virginia); Van Der Hyde Dairy (the 3`d largest dairy in the Commonwealth of Virginia); Hammock Dairy (the 5d' largest dairy in the Commonwealth of Virginia); Motley Dairy (owned by Tommy Motley); Motley Dairy (owned by Tim Motley); Waller Farms ; Herndon Farm ; and Moore Dairy. Combined, these 8 dairies have a Rolling Herd Average (RHA =cows in milk production) of approximately 5230 annually, that produces approximately 12,426,000 pounds of milk that equals 1,441,532 gallons of milk annually within Pittsylvania County. Attached here is a Proclamation from the Board of Supervisors declaring June as National Dairy Month in Pittsylvania County, and honoring the dairies within the County that contribute not only to the revenue and employment within the County, but also for providing countless people throughout the United States with a high quality, nutritious product. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review, consideration and approval. P22 M9 1 I T , 11 PROCLAMATION NATIONAL DAIRY MONTH JUNE 2014 VIRGINIA: At a regular meeting of the Board of Supervisors of Pittsylvania County, Virginia, held on Tuesday, May 20, 2014, the following proclamation was presented and adopted to recognize June 2014 as National June Dairy Month in Pittsylvania County, Virginia. WHEREAS, the Virginia Department of Agriculture and Consumer Services (VDACS) states the Virginia dairy industry has contributed to the development of the state's economy and the well -being of its citizens since dairy cows arrived in Jamestown in 1611, and more than 400 years later, Virginia's dairy industry consistently ranks near the top when compared to the state's other principal crops, livestock and livestock products; and WHEREAS, Pittsylvania County has the following eight (8) dairies in operation; Mountain View Dairy (the largest dairy in the Commonwealth of Virginia); Van Der Hyde Dairy (the 3rd largest dairy in the Commonwealth of Virginia); Hammock Dairy (the 5d' largest dairy in the Commonwealth of Virginia); Motley Dairy; Grandview Holsteins, Inc,; Waller Farms; Herndon Farm; and Moore Dairy Combined, these 8 dairies produce approximately 1,441,532 gallons of milk annually within Pittsylvania County; and WHEREAS, the dairy industry is a major industry in Pittsylvania County and makes a significant contribution to the economy of the County; and WHEREAS, real milk and dairy foods are superior to their imitations in quality, value and taste; and WHEREAS, besides the great taste, dairy products are nutrient - dense, providing 72% of the calcium available in the American diet, along with nine essential vitamins and minerals, including potassium, riboflavin, phosphorus, vitamins A, D, and B -12, as well as protein, and studies indicate that eating three to four servings of dairy per day could help lower the risk of high blood pressure, osteoporosis and some forms of cancer, as well as assist with weight management, supporting the catch phrase, "Milk -it does a body good!"; and WHEREAS, the 78" celebration of June Dairy Month, highlighting the dairy industry, will occur during June 2014; then THEREFORE, BE IT PROCLAIMED by the Board of Supervisors that the month of June 2014 is designated the celebration of June Dairy Month, and calls upon all the agencies and citizens of Pittsylvania County to observe the month with appropriate programs and activities ; and BE IT FURTHER PROCLAIMED, that a copy of this Proclamation be forwarded to local media sources. Given under my hand this 20" day of May, 2014. P23 Jessie L. Barksdale, Chairman Pittsylvania County Board of Supervisors Otis S. Hawker, Interim Clerk Pittsylvania County Board of Supervisors Board of Supervisors AGENDA TITLE: Proclamation -- Business Appreciation Week Proclamation — Business Appreciation Week STAFF CONTACTfS): Mr. Hawker AGENDA DATE: 05 -20 -2014 ACTION: t.R►LtLul '• INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: Yes ATTACHMENTS: Yes REVIEWED BY: A „LL_ Each year the Pittsylvania County Board of Supervisors, in cooperation Danville- Pittsylvania County Chamber of Commerce, sets up and supports Business Appreciation Week. DISCUSSION: Attached hereto, is Proclamation designating June 1 -7, 2014 as "Business Appreciation Week" in Pittsylvania County. Staff recommends that the Board of Supervisors approve the Proclamation designating June 1-7,2014 as `Business Appreciation Week ", and authorize the Interim County Administrator to distribute a copy to all local media sources. Pz4 PROCLAMATION BUSINESS APPRECIATION WEEK JUNE 1-712014 VIRGINIA: At a regular meeting of the Board of Supervisors of Pittsylvania County, Virginia, held on Tuesday, May 20, 2014, the following proclamation was presented and adopted to recognize June l — 7, 2014 as Business Appreciation Week in Pittsylvania County, Virginia. WHEREAS, Pittsylvania County is pleased to have a thriving base of business and industry to support the local economy; and WHEREAS, these businesses provide essential employment opportunities for the citizens of Pittsylvania County; and WHEREAS, these businesses provide local revenues from which the entire local citizenry benefit; and WHEREAS, these businesses also make significant contributions in our communities to promote educational opportunities for our children and promote a variety of activities which increase the quality of life of the area; and WHEREAS, the Board of Supervisors and citizens of Pittsylvania County recognizes and appreciates these businesses; then NOW, THEREFORE, the Board of Supervisors of Pittsylvania County do hereby proclaim the week of June 1 — 7, 2014 as "Business Appreciation Week" in Pittsylvania County; and BE IT FURTHER PROCLAIMED, that a copy of this Proclamation be forwarded to local media sources. Given under my hand this 20'h day of May, 2014. Jessie L. Barksdale, Chairman Pittsylvania County Board of Supervisors Otis S. Hawker, Interim Clerk Pittsylvania County Board of Supervisors P25 rM a Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Public Hearing — Proposed Procurement Policy 05 -20 -2014 6 SUBJECUPROPOSAUREOUEST: Public Hearing STAFF CONTACTS -, Mr. Hawker ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes INFORMATION: INFORMATION: BACKGROUND: At their adjourned meeting on April 22, 2014, a motion was made by Mr. Harville, seconded by Mr. Barber, to set a public hearing to receive citizen input on a proposed amendment to the Pittsylvania County Code involving the deletion of current Chapter 25 in its entirety and insertion of a new Procurement Policy. DISCUSSION: The public hearing has been legally advertised and attached are the current and the proposed Procurement Policies. RECOMMENDATION: Staff recommends the Board of Supervisors open the public hearing for citizen input and after closing the hearing, they adopt the proposed Procurement Policy. Requires a Alation and it Roll Call Vote: P27 EXECUTIVE SUMMARY BA.0 GRQUND- The Piusylvania County Board of Supervisors adopted a Central Purchasing Ordinance (Chapter 23) on I3ecember 6, 1982. The policy needs to be updated to be brought in line with the current guidelines of the Virginia Public Procurement Act, DISCUSSION: Staff has updated the policy and it has been reviewed by the County Attorney. Staff would like to present it to the Board for their review (see attached). The Board will need to schedule a public hearing to hear citizen input on the proposed ordinance change. RECOMMENDATION. Staff recommends the Board authorize to advertise for a public hearing to hear citizen input on the proposed changes to the County's Procurement Ordinance /Policy. tell W3 The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing on Tuesday, May 20, 2014, at 7:00 p.m., in the General District Courtroom of the Edwin R. Shields Courtroom Addition in Chatham, Virginia, to receive citizen input on a proposed amendment to the Pittsylvania County Code involving the deletion of current Chapter 25 in its entirety and insertion of anew Procurement Policy. A full text of the proposed PCC amendment is available in the Office of the County Administrator, Captain Martin Building, 1 Center Street, Chatham, Virginia, on Monday through Friday, from 8:00 a.m. to 5:00 p.m. P29 P30 An Ordinance to provide for the centralized purchasing of all supplies, equipment, materials, contractual services, commodities and other personal property for all departments, divisions, boards, agencies or other offices of the County: To sell, transfer and dispose of all surplus or obsolete commodities and personal property, and establishing rules and regulations for same and providing penalties for violations. Be it ordained by the Board of Supervisors of Pittsylvania Count W1nia as follows: �� SEC- 25 -I DEFINITIONS (VA Code 15.2 -1234) C%11, �� IN a�. A. The terms "supplies ", "materials ", "equip ent" "commo s" as used throughout this ordinance shall be construe an r all art s or things which shall be used by or furnished to y d1 E , board,ncy or IN other office of the County government " '� � y D. The t "Direc a of asin 11 mean the County Administrator as desi na — gy the Co Bo Sunervisors E. chasing al shall the detailed written guidelines as approved by the Card of Supe which incide with this ordinance. The County A _ all be the purchasing agent for the County and shall serve as such at the pleas e Board of Supervisors or until such time as the Board of Supervisors may make other disposition of the position. The County Administrator may delegate such phases of the purchasing work as may be feasible, to responsible employees, in order to facilitate the work of the purchasing agent and the operation of the various agencies, departments or bureaus of the county government. P31 The Director of Purchasing shall give an official bond in such an amount as prescribed by the Board of Supervisors and approved by the Commonwealth's Attorney. A. The Director of Purchasing shall have the authority, in accordance with the provisions of this ordinance and subject to the approval of the County Board of Supervisors as herein prescribed, to purchase or contract for all supplies, w.., ials, equipment and contractual services needed by any and all using depart except those with a written agreement; to make transfers between depart g11 materials, supplies and equipment which are surplus or to sell same; " r`pect deliveries; to have charge of all storerooms now operated or hereafter- blished e Board and to perform such other duties as may be imposed on t tor of asing by the County Board of Supervisors.�,. B. The Director of Purchasing shall a for all supplies, materials and equi with the exception of the County establish suitable specifcat equipment to be purchased c (VA Code 15.2 - 1238 -15 Except in emergencyQ supplies, material, equ agency shall bwardi unencumbered cE obligati u agency 1heCount }k equip t or contract] and reg 'ons made 1 no effect. hcad of W, : such order o tract may be recove 0 ord r d p on a' tract or open market order for nt o �rvic6or any County department or 3 the finan fficer shall have certified that the in in "` top n concerned, in excess of all unpaid t to defr e co" £such order. Whenever any department or vernment 11 purc� hase or contract for any supplies, materials, ices c nary to the provisions of this article or the rules ars - article, such order or contract shall be void and of uch de, ent or agency shall personally liable for the cost of Z nd already paid for our of county funds, the amount thereof e of the County in an appropriate action instituted therefore. I I1t1 s All purchases of supplies, materials, equipment or contractual services estimated to exceed the sum of ten thousand ($10,000) dollars shall be made on the basis of sealed bids. The Director of Purchasing shall solicit sealed bids from prospective suppliers by sending them copies of bid forms and specifications to acquaint them with the proposed purchase. The Director of Purchasing shall further post a copy of said bid forms and specifications on a public bulletin board in his office. The copy of the bid form shall P32 remain posted at the time it is sent to prospective suppliers and shall remain posted until after the bid opening deadline. Said bid forms shall also be published in the local newspapers at least five (5) calendar days before the final date of submitting bids. Code 15.2-1237) 0 All purchases of supplies, materials, equipment or contractual services estimated to cost less that ten thousand ($10,000) dollars but more than one thousand ($1,000) may be in the open market. All open market purchases shall be awarded on the ` 's of the quotation most advantageous to the County. The Director of Purc shall solicit quotations by direct mail request or by telephone inquiry to pro vendors or suppliers. The Director of Purchasing may, at his disci thousand ($1,000) dollars without obtaining on the basis of one of the following requiter A. That the cost of the items on file in the office of the B. That it is known by price for the items] C. That the purcha� (6) mods prior BE M A are made current price lists have the same or a part thereof obtained within six with the provision of this ordinance. (VA Code 15.2 -1237) The provi ` . of the above thrrWT3) preceding sections shall not apply to any purchases or ,,:, contracts foie pliers, " terials, commodities or equipment purchased from the State Penitentiary or ealth of Virginia contracts. SEC. 25 -10. EMERGENCE' PURCHASES. (VA Code 15.2 -1235) A. Definition of "Emergency ". An emergency shall exist when a breakdown in an essential service occurs or under any other circumstances when suppliers are needed for immediate use in work which may vitally affect the safety, health or welfare of the public. Purchasing procedures are defined in the purchasing manual. P33 E. Procedures during office hours. If an emergency occurs during office hours of the office of the Director of Purchasing, the using department shall immediately notify the Director of Purchasing, who shall either purchase directly or authorize the purchase of the needed supplies. C. Procedures after office hours. If an emergency occurs at a time when the office of the Director of Purchasing is normally closed, the using department shall purchase directly any supplies or services needed to meet such existing emergency. However, the head of the using department shall send at no less than seventy -two (72) hours to the Director of Purchasing, a requisition and a copy of the °very record together 'FV with a written explanation of the circumstances of the e ency as prescribed in county purchasing manual. =y. D. Field Procurement Authorization A field procurem &authoriza f may be used by a department only after a specific request to use this m d is ma the Director of Purchasing. This method of procurement 9A sed o when a si ion occurs which would seriously handicap the op ron or where otection and preservation of County properti ould be through standard purchasing procedures. It is restrict those de p ins rsonnel in the field who must use fast moving parts i "' er to form jr font] S. �,�, err E. Additional Regulations. T irec f P sing shall prude in the purchasing manual such additional rules raga ns an iced3 �` -for emergency purchases <<° as he may deem nece or d" bl e eve actor of Purchasing deems that the purchases , nde Ihic h not conform to this section, he shall report has clusio o the d of isors and request permission to invoke the pety pr ed ctionx SEC, 25 -11, y S: Ate' N. (VA Code 15.2 -1237 and 11-41) A. " T ,irector o chas 'shall open all bids publicly at the time and place 0- ed in the `" is notice `,bid foam. All open market orders or contracts made by County Dir _ of Par sing or by any county department or agency shall be ' rded to the In w st bidder, taking into consideration the qualities of the s to be suppli it conformity with specifications, their suitability to the requ ents of th -Sing department, and the delivery terms. d B. Rejection o OVA Code 11 -42) The Director of Purchasing may reject any or all bids. If all bids received on a pending contact are for the same unit price or total amount, the Director of Purchasing shall have the authority to reject all bids and to purchase the required supplies, materials, equipment or contractual services in the open market, provided the price paid in the open market shall not exceed the bid price. Each bid, with the name of the bidder, shall be entered on a record and each record with the successful bid indicated thereon shall, after the award of the order or contract, be open to public inspection. P34 The County Board of Supervisors may provide a stores revolving fund in such amount as may be determined from time to time to be adequate to finance the purchase, storage and issuance of standard supplies, materials and commodities to the advantage and for the convenience of the County. The fund shall be in the custody of the County Treasurer and shall be administered as other departmental funds are administered. The Director of Purchasing shall be responsible for the actual operation of said fund and shall include in the purchasing manual rules and regulations with respect thereto as approved by the Board of Supervisors. ,� .„ (VA Code 15.2 -1235) The director of Purchasing shall prepare and mai: time amend rules and regulations and procedures operation of the Office of the Director of P purchasing practices and pursuant to the pr Commonwealth of Virginia. All such rules re approved by the County Board of Supervisors., Neither the Director of Pu interested or have any contract or purchase services used by or �' ,_ish Nor shall such Directo "'" or indirectly m any pe may I awarde e ,rebate, any pro bli ; n or c This ordi we shall be described iri#ion 1C � purcha manual, ,from time to � = or th "���per adm� ration and r with t accepted of or � "' the laws of the lions `nen ' "hereto, shall be 1240, 18 -1 -9) and effect on January 1, 1983, for all using departments The above effective all be followed by a period of three calendar month's orientation before the application of the penalty as outlined in Section 5 herein. December ':'. P35 s 176 Z \^ �> \�, � \ I . ! §: x. M \3T ar v ? «\ BOARD OF SUPERVISORS PROCUREMENT POLICY 1. INTRODUCTION: � This policy sets forth the legal authority and respsibi6y for the purchasing process. s II. PURPOSE: NIL P37 MEMOT&JUMM be governed by t County and Cord contracts were eci � C. Severabil ° D Definitions. 1. Brand Name Specification. A specification by manufacturers' names and catalog numbers. IMM 11 ME IV. AFFITM7.4n, P40 il W i ior ons which, in the Purchasing P41 6 m A. uompetitive z�ewep v�. P42 P43 If } l MI Procedures for the withdrawal of bids for other than construction contracts be } •. P44 r en the award is not given to the lowest bidder, a full and complete statement of the reasons for placing the order r f,. elsewhere shall be prepared and filed with the other papers Y relating to the transaction. 10. Tie Bids. P45 P46 13. Multi-Term Contracts. .;11TWO1111WOO =f,, 6 Nothing in this section shall prevent the County from placing greater restrictions on contract modifications. -- 15. Retainage on Construction Contracts. P47 included faithful performance of the contract. All amounts withheld may be payment. 17. P48 •s n,:s a P49 P50 i) Upon a determination made in advance and set forth in writing that competitive sealed bidding is either not practicable or not fiscally advantageous to the public, goods, services, or insurance may be procured by competitive negotiation. The writing shall document the basis for this determination. P51 Pal advantageous document basis the . - RJOIJANIFIAltri , . I IrRuItSE ... P52 3� blicrNotice. public Notice of the Request for proposal shall be � iven at least ten (18) days prior to the date set for receipt of proposals by publication in a newspaper of general xe circulation in the County, posted on the public notice board in the County Administration Building and on the County's website (www.pittgov.org). In addition, proposals may be solicited directly from potential contractors. M P53 P54 [us Im P55 F, Small Purchases. *urchases where the estimated total cost of the CIO= P56 rlwy • ♦ + zz P57 JIM zz P57 P58 tTI 6 issued ,FB or R PI' ! Dollars ($!4 / 0' of the m!tsy onty ! Al � K I . P59 to w LM P61 2% P62 BE MW o , -&ippeal, it is determined that the decision refusing P63 P64 M P65 31 P66 m In �•' --' ..!; •• .;- -: • srig the County •; Q • » • • • ,*rganizations, P67 32 a Mom r, v body, except as noted in §2.2-3112 of the Virginia Code, 1950, as amended, +'. the employee knows that: D. E. 34 M • • • •. • • •. #=Emma One Otte partied: In r r •' P70 • 0 '. , NINIMN .. .... r , +. • . . • . ,. .'..,. . . .. -.- •. •.: -, • -., a •:.. 36 P71 P72 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY BACKGROUND: Attached is a list of expenditure refunds for the month of April 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), $125.00 to Sheriff - Wrecker Service (100 -4- 031200- 3170), $438.78 to Sheriff -Parts (100 -4- 031200-6031), $285.20 to Sheriff -Labor (1004-031200-6031), $50.60 to Jail- Extradition (100-4-033100- 5550), $198.00 to Recreation- Recreation Related Supplies (100-4-071100-6014), $519.22 to WIA Administration -Other Operating (251 -4- 353160- 6014), $20,031.52 to WIA -Other Operating (251- 4- 353853- 6014). MOTION MADE BY MR. BARBER AND SECONDED BY MR. SNEAD AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. REQUIRES A ROLL CALL VOTE. P73 AGENDA DATE: ITEM NUMBER: AGENDA TITLE: 5 -20 -14 7 Expenditure Refunds- Motion made by Mr. Barber ACTION: INFORMATION: and seconded by Mr. Snead and has now met the 10- Yes day layover requirement Requires a roll call vote. CONSENT AGENDA: ACTION: INFORMATION: SUBJECT/PROPOSAL/REQUEST: Budget Amendment for expenditure refunds ATTACHMENTS: Yes REVIEWED BY: ZT79 STAFF CONTACT(S): Hawker, VanDerH de BACKGROUND: Attached is a list of expenditure refunds for the month of April 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), $125.00 to Sheriff - Wrecker Service (100 -4- 031200- 3170), $438.78 to Sheriff -Parts (100 -4- 031200-6031), $285.20 to Sheriff -Labor (1004-031200-6031), $50.60 to Jail- Extradition (100-4-033100- 5550), $198.00 to Recreation- Recreation Related Supplies (100-4-071100-6014), $519.22 to WIA Administration -Other Operating (251 -4- 353160- 6014), $20,031.52 to WIA -Other Operating (251- 4- 353853- 6014). MOTION MADE BY MR. BARBER AND SECONDED BY MR. SNEAD AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. REQUIRES A ROLL CALL VOTE. P73 AGENDA TITLE: Board ,Supervisors Budget Amendment for expenditure refunds t" KIM, WMAMIMON It .REv'EwEDBY, {. % r wl P74 P79 P75 rzn PITTSYLVANIA COUNTY Board of Supervisors AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Recommendations from Legislative Committee 05 -20 -2014 8 ACTION: INFORMATION: SUBJECTIPROPOSALIREOUEST: Yes Recommendations from committee CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): Mr. Hawker ATTACHMENTS: Yes j REVIEWED BY: BACKGROUND: DISCUSSION: The Legislative Committee will meet at 5:00 PM on Tuesday, May 20, 2014. Any Recommendation from that committee will be presented to the Board of Supervisors. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P77 a I 1 W Conference Room Captain Martin Building 1 Center Street Chatham, Virginia 1. Call to Order 5:00 pm 2. Roll Call 3. Approval of Agenda 4. New Business: (a) Sec. ; Treasurer's Discretion for Application of Tax Payments. (b) Sec. ; Bad Check Fee. (c) Sec. 9 -54; Failure to Pay Licence Fee, Personal Property Tax, Etc.; Penalty. (d) Sec. 9 -47; Assessment of License Fee. (e) Sec. ; Application to Pay Delinquent Taxes, Penalties, Etc. 5. Adjournment PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Funding Request — Danville /Pittsylvania County 05 -20 -2014 9 Chamber of Commerce ACTION: INFORMATION: Yes SUBJECT/PROPOSAL /REQUEST: Funding Request CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): Mr. Hawker ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: The Danville /Pittsylvania County Chamber of Commerce will be holding several activities during "Business Appreciation Week ", June 1 -7, 2014. Laurie Moran, Executive Director for the Danville /Pittsylvania County Chamber of Commerce is requesting Pittsylvania County and the City of Danville to each contribute 1/3 of the total costs (not to exceed $1000.00) for these activities. (See attached letter from Ms. Moran). Funds have been identified in the budget should the Board choose to make this contribution. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. PI9 Rebecca Flippen Subject: FW: Request for Business Appreciation Week On May 13, 2014, at 7:18 AM, "Laurie Moran" <LMoranr?a dpchamber.org> wrote: Otis, I would like to request the Pittsylvania County Board of Supervisors allocate up to $1,000 for Business Appreciation Week to be celebrated June 1 -7, 2014 in Pittsylvania County and Danville. In partnership with the Chamber and the City of Danville, we propose that the following activities /recognition be jointly sponsored by our three organizations: • Workshops for businesses to include two customer workshops (with one in Chatham) and an OSHA update. Workshops will be free for businesses with the partners underwriting any costs. • Coffee and doughnuts for businesses in at least two locations in the county ® An advertisement in the Star - Tribune and the Danville Register & Bee to thank our existing businesses for locating and growing in our region • Promotion of Business Appreciation Week through news releases, public service announcements, websites, marquees, and social media If the county is able to contribute, i will invoice the county after we receive all of the bills. The county's share will be 1/3 of the total costs not to exceed $1,000. Please let me know if you have any questions. Thanks, Laurie Laurie S. Moran, CCE President Danville Pittsylvania County Chamber of Commerce 8653 US Highway 29 PO Box 99 Blairs, VA 24527 (434) 836 -6990 Fax: (434) 836 -6955 www.dpchamber_org P80 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Award Fuel Bid SUBJECT/PROPOSAL/REQUEST: Award of Bid STAFF CONTACT(S): Mr. Hawker AGENDA DATE: 05/20/14 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 10 INFORMATION: INFORMATION: BACKGROUND: An invitation to bid on gasoline, diesel fuels (off road and over the road) and propane was mailed to seven (7) vendors on March 17, 2014. The invitation to bid was also advertised and posted on our public notice board and County's website. A mandatory pre -bid conference (per Section 2.2), was held on April 1, 2014. Representatives from Davenport Energy, Foster Fuels and Great Lakes Petroleum attended the mandatory pre -bid conference. DISCUSSION: Bids were received and publicly opened on April 15, 2014 at 2:00 p.m. The County received two (2) responses. A bid tally sheet is attached. RECOMMENDATION: Staff recommends that the Board award the bid, based on Section 6.5 Evaluation and Award Criteria, as follows: Foster Fuels, Inc. Off Road Diesel Fuel Davenport Energy, Inc. Over the Road Diesel Fuel, Unleaded Gasoline & LP Propane This is an annual contract, annually renewable, pending appropriation of funds. The first year's effective dates are July 1, 2014 through June 30, 2015. Psl 6 kr) P82 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Fuel Reimbursement —To Campbell County for Altavtista EMS - Requires a motion and a 10 -day layover. SUBJECT /PROPOSAL /REQUEST: AGENDA DATE: 5 -20 -14 ACTION: Yes CONSENT AGENDA: ACTION: Appropriation of fuel reimbursement to Campbell County for fuel used by Altavista EMS for calls run in ATTACHMENTS: Pittsylvania County Yes REVIEWED BY:j STAFF CONTACT(S): 66�� ITEM NUMBER: 11 INFORMATION: INFORMATION: BACKGROUND: Mark A. Moss, Executive Vice - President for Altavista EMS appeared before the Board of Supervisors at their adjourned meeting, July 20, 2010 to discuss fuel reimbursements to Altavista EMS for calls run in Pittsylvania County. The excerpt from the minutes is below: Motion came ,from the Fire & Rescue Policy & Procedures Committee fw• Altavista EMS to receive an additional $5000 of block grant .funding and to send their fuel bill to the County for the Board's consideration of refunding. The Board unanimously approved this motion from the committee. DISCUSSION: Attached are two separate invoices from Campbell County for fuel used by Altavista EMS for calls run in Pittsylvania County for the period October 2013 thru March 2014 totaling $11,265.95. As per the attached letter, it would mainstream the payment process if Campbell County bills Pittsylvania County direct for these fuel invoices instead of Altavista EMS. This would mirror the same policy that is followed for all fire and rescue agencies in that all fuel invoices are sent directly to the County for payment. RECOMMENDATION: Staff recommends that the Board of Supervisors approve and appropriate $11,265.95 to reimburse Campbell County for fuel used by Altavista EMS for Pittsylvania County EMS calls and agree to continue to pay Campbell County for Altavista EMS fuel related to Pittsylvania County calls in the future. REQUIRES A MOTION AND A 10 -DAY LAYOVER. Lim Direotor Tracy M. Fairchild k1tavista (434) 592 -9540 3rookneal (434) 283 -9540 ,ynchburg (434) 592 -9540 tustburg (434) 332 -9540 FAX NO. (434) 332 -2957 March 10, 2014 Mr. Otis Hawker Pittsylvania County 1 Center St. P.O. Box 426 Chatham, VA 24531 Dear Mr. Hawker, Li DEPARTMENT OF PUBLIC SAFETY 34 COMMUNICATIONS LANE P.O. BOX 500, RUSTBURG, VIRGINIA 24588 w .co.campbellxaxs Denuty Directors Myra Simpson Michelle D mer Randall P. R mson Animal Warden J. Benny David, Jr. Campbell County currently has a written agreement with Altavista EMS (AEMS). This agreement allows Campbell County to bill HEMS for the fuel used to respond to calls outside of Campbell County. Approximately 50% of all AEMS calls are run in Pittsylvania County. This estimate was calculated using call data over a period of time. Campbell County currently bills AEMS on a quarterly basis; January, April, July, and October. We receive fuel costs for the quarter from Foster Fuels and request a reimbursement from AEMS. It is our understanding that AEMS has requested that Pittsylvania County reimburse Campbell County directly for the fuel portion of the quarterly bill and that Campbell County send that portion of the bill to Pittsylvania County. Pittsylvania County will then pay Campbell County. By the signatures below, AEMS agrees to the terms described in this letter. We have attached the first quarterly bill which covers October — December, 2013. Please note that payment is due 30 days after issue. If for some reason the bill is not paid, our collection process will be with AEMS since our written agreement is with them. Please let me know if you know if you have any further questions or issues. RESPECTING THE PAST, ATTENDING THE PRESENT, CONCENTRATING ON THE FUTURE LIM Director Tracy M. Fairchild Altavista (434) 592 -9540 Brookneal (434) 283 -9540 Lynchburg (434) 592 -9540 Rustburg (434) 332 -9540 FAX NO. (434) 332 -2957 M4 DEPARTMENT OF PUBLIC SAFETY 34 COMMUNICATIONS LANE P.O. BOX 500, RUSTBURG, VIRGINIA 24588 www.co.c pbe8.va.us Bill to: Pittsylvania County 1 Center St. P.O. Box 426 Chatham, VA 24531 Bill Date: April 15, 2014 Due Date: May 15, 2014 Details: Deputy Directors Michelle Turner Randall P. Johnson Animal Warden J. Benny David,JR. Altavista EMS Fuel Reimbursement (Jan. 2014 to March 2014) $5,716.20 Mane check payable to Campbell County Public Safety. Fuel Reimbursement = 50% of fuel expenses to cover calls occurring in Piftsylvania County RESPECTING THE PAST, ATTENDING THE PRESENT, CONCENTRATING ON THE FUTURE P85 Director Tracy M. Fairchild Altavista (434) 592 -9540 Brookneal (434) 283 -9540 Lynchburg (434) 592 -9540 Rustburg (434) 332 -9540 FAX NO. (434) 332 -2957 Bill to: Pittsylvania County r St. • • Bill Date: April 15, 2014 Due Date: May 15, 2014 Details: DEPARTMENT OF PUBLIC SAFETY 34 COMMUNICATIONS LANE P.O. BOX 500, RUSTBURG, VIRGINIA 24588 www.wxwnpbell.va.us Animal Warden J. Benny David,JR. Altavista EMS Fuel Reimbursement (Oct. 2013 to Dec. 2013) $5,54915 Make c1heck payable to Campbell County Public Safety. Fuel Reimbursement = 50% of fuel expenses to cover calls occurring in Pittsylvania County RESPECTING THE PAST, ATTENDING THE PRESENT, CONCENTRATING ON THE FUTURE fI:T PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: 5 -20 -14 12 Year End Budget Adjustments - Requires a motion and a 10 -day layover ACTION: INFORMATION: Yes SUBJECUPROPOSAUREOUEST: CONSENT AGENDA: Year -End 'Transfers and /or Appropriations ACTION: INFORMATION: ATTACHMENTS: Yes STAFF CONTACT(S): Hawker, VanDerH de REVIEWED BY: BACKGROUND: After carefully reviewing the financial status of County Departments for fiscal year 2013 -2014, several items need to be transferred and/or appropriated to eliminate bottom line deficits in these departments. The departments affected are: County Administration, Independent Audit, Pittsylvania Soil and Water Conservation District, Department of Social Services -CSA reimbursement, State Restricted Seizure Funds - Sheriff, Records Preservation Grant, EMPG - Altemate EOC Generator, Social Services IDA Bond. The attached listing shows the deficit, reason for the deficit and the corrective action required to rectify these deficiencies. Attached is a list of these transfers and appropriations. RECOMMENDATION: Staff recommends that the Board appropriate a total of $584,184.43 and approve transfers of $74,662.82 as discussed on the attached listing. These items will be adjusted in the FY 2014 budget. THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER. P87 O o° w i E a° a e Q c m C � W j N O � a n M p 0 N F d O' O: 00 v m rl. O N N m K � O N v 00 a 4 4 > 0 O a Q m z ¢ w LL O_ Q a ¢ Q t- r W t/n °1 O O `oaa E'W E pv m w H N v v° O d d� m ^ u d c T •� � a a y v c ., E v o«°� a � '^ c `^' v o •• a° m ° m a v'^i E La. L a m > T = ° O ^' o ° O p O O w m m N O LL V a a O 1� N yl O N a w 41, Z c 0 O LL VO- OD H o m o =� m o m o N v o c n° m o- v .rvr 'm m m v o a o E a+ °m °' v m o? c 3 Y >> v w O V O 1O v c N w o¢ v¢ r o n o M u v v E m c c w a v m tj d E m a a v g v c o c 0 o O N X01 = v L a = c m > > v m cM m v v v u O O a Q O c g a °o S °m � m N lG U1 w M V1 C Q N N N W 4Y V! V? V1 VT 2 O O QO ON N N N d Q N N N C C G C C ~ ~ m = = LL O O O tY LL LL LL c v o � p1 o E c °1 v N vai L v a 'c N V c V c E Q N T > m v u S O. O onnN 6' W N 00 v m rl. O N N m K � O N v 00 a 4 4 > 0 O a Q m z ¢ w LL O_ Q a ¢ Q t- r W t/n TIM Board of Supervisors AGENDA TITLE: Appointment — Danville - Pittsylvania County Community Services Board of Directors SUBJECT/PROPOSALaEOUEST: Appointments —Dan River District and At- Large Representatives STAFF CONTACT(S): Mr. Hawker AGENDA DATE: 05 -20 -2014 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: 13 lei Lei * [pie BACKGROUND: Agencies, Boards, Commissions and Committees that operate under Pittsylvania County make nominations to the Board of Supervisors for appointments representing each election district within the County. The Danvilie- Pittsylvania County Community Services is a board in which a representative from each district as well as an at- large seat that is appointed by the Board of Supervisors. Members of the Danville- Pittsylvania County Board of Directors are limited to serving three consecutive 3 -year terms. DISCUSSION: The Board of Supervisors has requested before any nominations for appointments are made to any committees, boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the board meeting of the proposed candidate to be nominated for an appointment to that board, agency, committee, or commission. (a) Ronald E. Merricks is eligible for re- appointment as the Dan River District Representative on the Danville - Pittsylvania County Community Services Board of Directors for a 3 -year term beginning July 1, 2014 and ending June 30, 2017. This will be the last 3 -year term Mr. Merricks will be eligible for re- appointment. (b) Dr. Julie Brown is eligible for re- appointment for the At -Large seat on the Danville- Pittsylvania County Community Services Board of Directors for a 3 -year term beginning July 1, 2014 and ending June 30, 2017. Dr. Brown has served one 3 -year term. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review, consideration and approval. P90 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Appointment — Pittsylvania County Public Library 05 -20 -2014 14 Board of Trustees ACTION: INFORMATION: SUBJECT/PROPOSAL/REQUEST: Yes Appointments — Banister and Dan River Districts CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): Mr. Hawker ATTACHMENTS: No REVIEWED BY: Agencies, Boards, Commissions and Committees that operate under Pittsylvania County make nominations to the Board of Supervisors for appointments representing each election district within the County. The Pittsylvania County Public Library Board of Trustees is a board in which a representative from each district is appointed by the Board of Supervisors. DISCUSSION: The Board of Supervisors has requested before any nominations for appointments are made to any committees, boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the board meeting of the proposed candidate to be nominated for an appointment to that board, agency, committee, or commission. (a) Elizabeth Jones is eligible for re- appointment as the Banister District Representative on the Pittsylvania County Public Library Board of Trustees for a 4 -year term beginning July 1, 2014 and ending June 30, 2018. (b) Janice Fitts is eligible for a re- appointment as the Dan River District Representative on the Pittsylvania County Public Library Board of Trustees for a 4 -year term beginning July 1, 2014 and ending June 30, 2018. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review, consideration and approval. P91 Board AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Appointment — Pittsylvania County Social Services 05 -20 -2014 15 Board of Directors ACTION: INFORMATION: SUBJECT/PROPOSAUREOUEST: Yes Appointments —Dan River District, Staunton River District and Westover District Representatives CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): Mr. Hawker ATTACHMENTS: No Q U REVIEWED BY: BACKGROUND: Agencies, Boards, Commissions and Committees that operate under Pittsylvania County make nominations to the Board of Supervisors for appointments representing each election district within the County. The Pittsylvania County Social Services Board of Directors is a board in which a representative from each district that is appointed by the Board of Supervisors. Members of the Pittsylvania County Social Services Board of Directors are limited to serving three consecutive 4 -year terms. DISCUSSION: The Board of Supervisors has requested before any nominations for appointments are made to any committees, boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the board meeting of the proposed candidate to be nominated for an appointment to that board, agency, committee, or commission. (a) James (Jimmy) B. Williams is eligible for re- appointment as the Dan River District Representative on the Pittsylvania County Social Services Board of Directors for a 4 -year term beginning July 1, 2014 and ending June 30, 2018. (b) Rev. Stedman Payne, Sr. is eligible for re- appointment as the Staunton River District Representative on the Pittsylvania County Social Services Board of Directors for a 4 -year term beginning July 1, 2014 and ending June 30, 2018. (c) Diana McMahon is eligible for re- appointment as the Westover District Representative on the Pittsylvania County Social Services Board of Directors for a 4 -year term beginning July 1, 2014 and ending June 30, 2018. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review, consideration and approval. P92 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appointment — Beautification Committee SUBJECT/PROPOSAL/REQUEST: Appointment — Beautification Committee — Callands /Gretna District STAFF CONTACT(S): Mr. Hawker AGENDA DATE: 05 -20 -2014 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: 16 INFORMATION: INFORMATION: BACKGROUND: Agencies, Boards, Commissions and Committees that operate under Pittsylvania County make nominations to the Board of Supervisors for appointments representing each election district within the County. The Pittsylvania County Beautification is a committee in which a representative from each district that is appointed by the Board of Supervisors. Members of the Beautification Committee are limited to serving 1 -year terms. DISCUSSION: The Board of Supervisors has requested before any nominations for appointments are made to any committees, boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the board meeting of the proposed candidate to be nominated for an appointment to that board, agency, committee, or commission. Mauricca Doss has resigned as the Callands- Gretna District Representative on the Beautification Committee. The term for this seat expires December 31, 2014. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review, consideration and approval. P93 P94 P95 P96 P97 P98