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06-02-2014 bos reg meetingRegular Meeting June 2, 2014 Pittsylvania County Board of Supervisors Monday, June 2, 2014 Regular Meeting VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was held on Monday, June 2, 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 7:01 p.m. The following members were present: 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, Interim County Administrator, Mr. Greg L. Sides, Assistant County Administrator for Planning & Development, Mr. J. Vaden Hunt, County Attorney, 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. Blackstock, seconded by Mr. .Harville, to approve the agenda with the following additions: (a) Library Fax Money and Transfer Approval (b) Presentation of Business Appreciation Week Proclamation to the Danville-Pittsylvania Chamber of Commerce. Mr. Blackstock’s motion was unanimously approved by the Board. Hearing of the Citizens Roy Ford, Jr. of the Westover District made comments concerning safety on secondary roads. Mr. Ford noted that per mile, the death rate from a motor vehicle accident is much greater on a secondary road than a primary road, in particular for drivers under the age of 30, and are primarily single car accidents (over correction; not wearing seatbelts). Mr. Ford did admit that secondary roads are not required to, and do not come close to current standards, having poor bases and rough, curvy shoulders that are small and narrow. Mr. Ford further said that SR 726 is a more modern secondary road. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Barber, seconded by Mr. Snead, to approve the Consent Agenda. Consent Agenda: (a) Minutes: May 5, 2014 – Regular Meeting May 19, 2014 – Adjourned Meeting (b) Bill List May 2014 (Online) (c) Resolution – Virginia Department of Transportation (VDOT) – Additions to the Secondary System of State Highways; Rivertree Drive & Riverway Drive Mr. Barber’s motion was unanimously approved by the Board. Regular Meeting June 2, 2014 Regular Meeting June 2, 2014 Presentations The Board of Supervisors presented a proclamation approved at their adjourned meeting on May 20, 2014 to Laurie Moran, Executive Director for the Danville-Pittsylvania Chamber of Commerce concerning 2014 Business Appreciation Week. Stephanie Ferrugia and Cigi Moore of Get Fit Dan River Region gave an update on the 50,000 Pound Challenge for the Dan River region that is running from April 4 to July 4, 2014 and reminded everyone how people could register to participate, and presented the Board with complimentary totes containing more information on the challenge and healthy snacks/drinks. Ms. Moore then led the Board and audience in some quick exercises. Unfinished Business At the May 20, 2014 Adjourned Meeting of the Board of Supervisors, a motion was made by Mr. Snead, seconded by Mr. Blackstock, to approve an appropriation of Year End Budget Adjustments in the FY 2014 Budget totaling $584,184.43 and approve transfers of $74,662.82 that required a 10-Day Layover which 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. The Board unanimously approved Mr. Snead’s motion. Regular Meeting June 2, 2014 At the May 20, 2014 Adjourned Meeting of the Board of Supervisors, a motion was made by Mr. Harville, seconded by Mr. Blackstock, to 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. Mr. Harville’s motion required a 10-Day Layover that had now been met and the following Roll Call Vote was recorded: Mr. Harville-Yes; Mr. Barber-Yes; Mr. Snead-Yes; Mr. Blackstock-Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Barksdale- Yes. The Board unanimously approved Mr. Harville’s motion. New Business There were no recommendations from the Personnel Committee. Motion was made by Mr. Harville, seconded by Mr. Barber, to approve Resolution 2014 - 06-02 that would extend time for payment of the first half of 2014 taxes from June 5, 2014 to June 12, 2014 and authorize the Interim County Administrator to forward the notice of the tax due date extension to all local media sources. After discussion, Mr. Harville amended his motion, and Mr. Barber seconded the amendment, to also include noting the deadline would be moved without penalty. 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. The Board unanimously approved Mr. Harville’s motion. Pittsylvania County Board of Supervisors RESOLUTION 2014-06-02 VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held on Monday, June 2, 2014, the following Resolution was presented and adopted. WHEREAS, pursuant to Pittsylvania County Code § 6-1.2, the deadline for the payment of the first half of taxes is June 5th of each tax year; and WHEREAS, the Pittsylvania County Board of Supervisors ideally desires to give Pittsylvania County citizens approximately thirty (30) days from receipt of tax tickets to pay said taxes; and WHEREAS, due to the date of receipt of the first half 2014 tax tickets, Pittsylvania County citizens currently have less than thirty (30) days to pay said taxes before the aforementioned deadline; and WHEREAS, additionally a computer error by the tax ticket printer involving a portion of the first half 2014 tax tickets caused citizen confusion; and WHEREAS, said issues create a potential hardship by not giving Pittsylvania County citizens, especially fixed income individuals, adequate or reasonable time to pay their taxes before the aforementioned deadline; thereby, subjecting them to fines and penalties; and WHEREAS, § 58.1-3916 of the Code of Virginia, 1950, as amended, authorizes the Pittsylvania County Board of Supervisors to provide by resolution extension of time for payment of the above-referenced taxes whenever good cause exists; NOW, THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of Supervisors, having found that good cause exists for the reasons stated herein, hereby extends the time for payment of the first half 2014 taxes from June 5, 2014, to June 12, 2014; said extension shall only apply to the first half 2014 taxes and shall not apply to any other tax periods/years; moreover, if payment is received by the extended deadline, no penalty or fine will be assessed to the taxpayer; and BE IT FURTHER RESOLVED that a copy of this Resolution be forwarded to Pittsylvania County Commissioner of the Revenue, Pittsylvania County Treasurer, and all local media. Motion was made by Mr. Harville, seconded by Mr. Snead, to approve the July 1, 2014 – June 30, 2014 contract with Dewberry for engineering services for the Pittsylvania County Landfill as follows: (1) Engineering Services/Surveying for the Callahan Hill Compactor Site ($10,800); Regular Meeting June 2, 2014 (2) Engineering Services Agreement to provide the necessary storm water monitoring services at the Pittsylvania County Landfill for the next fiscal year for a lump sum of $10,000 and an additional estimated $5,000 in laborator y fees; (3) Landfill gas monitoring for Phase I ($3,400) and landfill gas monitoring for Phase II ($3,400); and (4) Landfill groundwater monitoring for Phase I at a cost of $25,000, with laboratory fees of $30,000, and landfill groundwater monitoring for Phase II at a cost of $25,000, with laboratory fees of $15,000; with the grand total is $127,600.00. The Board unanimously approved Mr. Harville’s motion. Motion was made by Mr. Barber, seconded by Mr. Harville, for the reappropriation of funds as follows: $25.33 to County Attorney-Office Supplies (100-4-012210-6001), $49.53 to Purchasing-Salaries & Wages (100-4-012530-1100), $49.53 to Registrar-Salaries & Wages (100- 4-013200-1100), $49.53 to Clerk of Court-Salaries & Wages (100-4-021600-1100), $199.67 to Clerk of Courts-Copier Lease (100-4-021600-60051), $99.06 to Sheriff-Policemen (100-4- 031200-1039), $1,412.58 to Sheriff-Parts (100-4-031200-6030), $1,478.60 to Sheriff-Labor (100-4-031200-6031), $4,300.00 to Sheriff-Capital Outlay Vehicle (100-4-031200-8105), $35.30 to VFD-United Way Contribution (100-4-032200-5667), $10,528.83 to Jail-Extradition (100-4- 033100-5550), $3,798.64 to E911-Telephone (100-4-035500-5230), $49.53 to Public Works- Salaries & Wages (100-4-04100-1100), $49.53 to Recreation-Salaries & Wages (100-4-071100- 1100), $99.06 to Library-Salaries & Wages (100-4-073100-1100), $260.00 to Library-Postage (100-4-073100-5210), $49.53 to Planning-Salaries & Wages (100-4-081100-1100) $250.00 to Ag Development-Travel (100-4-082500-5500), $198.12 to DSS-Social Worker (201-4-053100- 1034), $43.49 to WIA Administration-Other Operating (251-4-353160-6014), $8,086.62 to WIA-Other Operating (251-4-353853-6014). This motion required a 10-Day Layover. Motion was made by Mr. Snead, seconded by Mr. Harville, to approve concurrence Resolution 2014-06-01 to allow the school system to set their Virginia Retirement System employer rate for FY 2015 and following, which was unanimously approved by the Board. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS Local Governing Body Concurrence with School Division Electing to Pay the VRS Board-Certified Rate (In accordance with the 2014 Appropriation Act Item 467(I)) Resolution 2014-06-01 BE IT RESOLVED, that the Pittsylvania County Board of Supervisors (Code 55171) does hereby acknowledge that the Pittsylvania County Public Schools has made the election for its contribution rate to be based on the employer contribution rates certified by the Virginia Retirement System Board of Trustees pursuant to Virginia Code §51.1-145(I) resulting from the June 30, 2013 actuarial value of assets and liabilities (the “Certified Rate”); and BE IT ALSO RESOLVED, that the Pittsylvania County Board of Supervisors (Code 55171) does hereby certify to the Virginia Retirement System Board of Trustees that it concurs with the election of the Pittsylvania County Public Schools to pay the Certified Rate, as required by Item 467(I) of the 2014 Appropriation Act; and NOW, THEREFORE, the officers of the Pittsylvania County Board of Supervisors (Code 55171) are hereby authorized and directed in the name of the Pittsylvania County Board of Supervisors to execute any required contract to carry out the provisions of this resolution. In execution of any such contract which may be required, the seal of th e Pittsylvania County Board of Supervisors, as appropriate, shall be affixed and attested by the Clerk. Appointments Motion was made by Mr. Hagerman, seconded by Mr. Harville, to appoint Sherwood Zimmerman as the Leesville Lake Association representative to the Tri-County Lake Administrative Commission for a one (1) year term beginning July 1, 2014 thru June 30, 2015, which was unanimously approved by the Board. Added Items Motion was made by Mr. Barber, seconded by Ms. Bowman, to amend the library’s budget and appropriate $4,999 to the telephone line item (100-4-073100-5230) and to also Regular Meeting June 2, 2014 approve the attached Library transfers 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. The Board unanimously approved Mr. Barber’s motion. Board Announcements Mr. Blackstock announced there would be an Economic Development Committee meeting on Tuesday, June 17, 2014 at 5:00 PM in the main conference room of the Captain Martin Building. Mr. Barksdale reminded everyone the Danville-Pittsylvania Chamber of Commerce would be holding a Business Appreciation event in the main conference room of the Captain Martin Building beginning at 8:00 AM on June 5, 2014. County Administrator’s Reports Mr. Hawker stated the Board needed to be prepared by their June 17, 2014 meeting if a state budget was not passed by that time, then guidance by the Board would be needed and a plan needed to be in place. Mr. Hawker stated county staff was already working on contingency plans and the question placed to the Board would be if and for how long could the County carry essential departments funded by the state, noting the risk of not getting reimbursements. Mr. Harville asked that if it came down to the County determining what funding it could afford, the Board would need itemized essentials and the amount required. Adjournment Motion was made by Mr. Harville, seconded by Mr. Snead, to adjourn, which was unanimously approved by the Board. The meeting ended at 8:04 pm.