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08-04-2014 BOS reg meetingRegular Meeting August 4, 2014 Pittsylvania County Board of Supervisors Monday, August 4, 2014 Regular Meeting VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was held on Monday, August 4, 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. Clarence C. Monday, 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 Alliance. Approval of Agenda Motion was made by Mr. Barber, seconded by Mr. Snead, to approve the agenda with the following additions: (a) Anthem Annual Renewal (b) Rescue Billing 2014 Appropriation (c) County Land Assessors – for discussion (Mr. Harville) Mr. Barber’s motion was unanimously approved by the Board. Hearing of the Citizens Matthew Speck of the Staunton River District thanked the Board for their continued stand on the public prayer issue and then offered a word of prayer. Jeff Hand of the Callands-Gretna District made comments from several resources claiming various damages that occurred from the addition of fluoride to public water systems and asked that the Board help stop the spending of money by other entities to add fluoride to public water. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Snead, seconded by Mr. Barber, to approve the Consent Agenda. Consent Agenda: (a) Minutes: July 7, 2014 – Regular Meeting July 22, 2014 – Adjourned Meeting (b) Bill List July 2014 (Online) Regular Meeting August 4, 2014 (c) Annual Sartomer Race- Approval of racecourse (d) Proclamation – Farmers’ Market Week- August 3-9, 2014 Mr. Snead’s motion was unanimously approved by the Board. Public Hearing The Virginia Department of Transportation (VDOT) and the Board of Supervisors of Pittsylvania County, in accordance with §33.1-70.01 of the Code of Virginia, 1950, as amended, conducted a joint public hearing for the purpose to receive public comment on the proposed Secondary Six-Year Plan for Fiscal Years 2015 through 2020 in Pittsylvania County and on the Secondary System Construction Budget for Fiscal Year 2015. Kenneth Martin, Residency Maintenance Manager for Pittsylvania/Halifax Counties; Joseph Craddock, Area Land Use Engineer/Assistant Residency Administrator for Pittsylvania/Halifax Counties and Randy Hamilton, Director of Planning and Investment Management, from VDOT were present, explaining the plan was for allocations for constructions and not a construction plan itself. Mr. Craddock read the advertised projects. Mr. Barksdale opened the public hearing at 7:20pm. No one signed up to speak and Mr. Barksdale closed the public hearing at 7:21pm. Motion was made by Mr. Harville, seconded by Mr. Blackstock, to approve the Secondary Six-Year Plan for Fiscal Years 2015 through 2020 in Pittsylvania County and on the Secondary System Construction Budget for Fiscal Year 2015, and authorize the County Administrator to sign all necessary documentation. 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 was unanimously approved by the Board. Presentations The Board of Supervisors presented Donna Meeks, who retired July 1, 2014 from her position as the Purchasing Manager for Pittsylvania County, with a plaque in appreciation of her 36 years of services with Pittsylvania County. Ms. Laurie Moran, Executive Director for the Danville-Pittsylvania Chamber of Commerce, presented the Chambers’ 2013/14 Business Services Report. New Business The Legislative Committee met at 4:30pm on August 4, 2014 and presented the following recommendations to the Board of Supervisors: (a) Hold a public hearing at the regular meeting in September for a proposed amendment to Section 6-3.1. Local County Tax Exemption that would incorporate Sec. 6-3.1 (C); Household Goods Exemption from Taxation. The Committee’s motion was seconded by Mr. Blackstock, which was unanimously approved by the Board. (b) Hold a public hearing at the regular meeting in September to revise Land Use Form 2 to incorporate clarifications on what type of documentation is required and what types of documents are acceptable and not acceptable when filing Land Use Revalidation Form 2. Mr. Harville stated instead of this section ending in “and so forth”, he wanted “sales receipt or cancelled check” included on the form. Ms. Bowman made a motion, seconded by Mr. Blackstock, to hold the public hearing with the changes recommended by the committee that also included Mr. Harville’s request, which was unanimously approved by the Board. Regular Meeting August 4, 2014 The Legislative Committee also referred revisions of concerning the Revalidation Late Fee to the Agricultural Development Board for their review and comments for that board’s next meeting on Thursday, August 28, 2014 and directed the County Attorney to attend that meeting. Lastly, the Legislative Committee directed the County Attorney to draft a proposed By- Law revision that would include participating in public meetings from remote locations for the Board of Supervisors’ review at a later date. The Tri-County Lakes Administrative Commission (TLAC) has respectfully requested the Counties of Bedford, Campbell, Franklin, and Pittsylvania to endorse the provisions of H.R. 4976 as being essential for the protection of private property rights for owners of shoreline property along the nation’s hydro-electric property. Motion was made by Mr. Harville, seconded by Mr. Hagerman, to (1) approve Resolution 2014-08-03, endorsing the United States Congress H.B. 4976 to require the Federal Energy Regulatory Commission to minimize the infringement on the exercise and enjoyment of private property rights when issuing hydro-electric power licenses, and for other purposes; and (2) authorize the County Administrator to sign the resolution and forward it to TLAC. Mr. Harville’s motion was unanimously approved by the Board. Motion was made by Mr. Harville, seconded by Mr. Snead, to approve the reappropriation of funds as follows: : $60.00 to County Attorney-Office Supplies (100-4- 012210-6001), $199.67 to Clerk of Courts-Copier Lease (100-4-021600-60051), $506.00 to Sheriff-Parts (100-4-031200-6030), $300.00 to Sheriff-Labor (100-4-031200-6031), $11,395.92 to E911-Telephone (100-4-035500-5230), $35.40 to E911-Office Supplies (100-4-035500-6001), $14,537.45 to WIA-Other Operating (251-4-353853-6014). Mr. Harville’s motion required a 10- Day Layover. Appointments Motion was made by Mr. Harville, seconded by Mr. Snead, to ratify the re-appointment of Jessie Barksdale as the Banister District representative to the Danville-Pittsylvania Community Services Board of Directors for a term date of July 1, 2013 through June 30, 2016, which was unanimously approved by the Board. Motion was made by Ms. Bowman, seconded by Mr. Hagerman, to approve the following appointments to the Pittsylvania County Youth Commission and the Advisory Committee members for terms beginning immediately and ending August 1, 2015, which was unanimously approved by the Board. Regular Meeting August 4, 2014 Added Items Motion was made by Mr. Snead, seconded by Mr. Barber, to approve continuing to fund 100% of the KeyCare 30 insurance plan for all enrolled employees, noting the renewal rates from Anthem included a 4.7% increase over the rates used for FY2014 and was anticipated so funds had already been appropriated to the approved County Budget to cover this cost. Mr. Snead’s motion was unanimously approved by the Board. Motion was made by Mr. Harville, seconded by Mr. Barber, to appropriate $12,918.34 to the Rescue Billing Fund, noting this fund operates solely on the payments received from the rescue billing program and requires no additional supplements from the General Fund. 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 was unanimously approved by the Board. Mr. Harville stated he would like to see the County hire their own land assessors and keep them in house, and recommended the Legislative Committee put this on a future agenda. Ms. Bowman stated there would be a Legislative Committee meeting held September 16, 2014, prior to the Board of Supervisors adjourned meeting held that same evening. Board Announcements Condolences were given to Mr. Snead on the passing of his sister, to Mr. Barksdale in the passing of his uncle, and to the Zane Womack family as well as employees of the Chatham Star Tribune on Mr. Womack’s passing. Mr. Barksdale thanked Mr. Monday, Mr. Sides and Ms. Van Der Hyde for all their help in providing information for his State of the Region address. County Administrator’s Reports Mr. Monday updated the Board on the status of food/food supplies procurement for the Pittsylvania County Jail. Mr. Monday explained Section V on Cooperative Procurement in the County’s Procurement Policy allows the County to participate in the purchase of goods and services through contracts awarded by other governmental bodies when: (i) the cooperative procurement is in the best interest of the County; (ii) the cooperative procurement is based on competitive procurement principles; and (iii) the cooperative procurement includes cooperative language within the solicitation. Henry County solicited competitive bids for jail food in July 2014 and met all the provisions as per Section V on Cooperative Procurement, labeled as Regular Meeting August 4, 2014 “piggyback” provision. Dan Valley Foods was the lowest bidder and was awarded such a contract for a six month term ending in December 2014. Staff intends to cooperatively participate in Henry County’s bid and thus contract with Dan Valley Foods for jail food immediately through December 31, 2014. The County will initiate an IFB in November with the goal of a longer overall term, with renewal options. Mr. Monday noted this will put the County into compliance with the auditor’s findings. Mr. Monday introduced Ms. Connie Gibson as the County’s new Purchasing Manager. Closed Session Motion was made by Mr. Blackstock, seconded by Ms. Bowman, to enter into Closed Session for the following: Discussion or consideration of assignment, promotion, performance, or salaries of specific employees of a public body. Authority: §2.2-3711(A)(1) of the Code of Virginia, 1950, as amended Subject Matter: County Attorney Purpose: Employment Contract The Board unanimously approved Mr. Blackstock’s motion and entered into Closed Session at 8:25pm. Motion was made by Mr. Snead, seconded by Mr. Barber, to re-enter Open Session. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at a Regular Meeting of the Pittsylvania County Board of Supervisors on Monday, August 4, 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 Coy E. Harville Yes Tim R. Barber Yes James H. Snead Yes Brenda Bowman Yes Elton W. Blackstock Yes Jerry A. Hagerman Yes Jessie L. Barksdale Yes Mr. Snead’s motion was unanimously approved by the Board and they re-entered Open Session at 8:40pm. Motion was made by Mr. Blackstock, seconded by Ms. Bowman, to approve the contract as presented for the hiring of the County Attorney, retro-active to July 1, 2014, which was unanimously approved by the Board. Regular Meeting August 4, 2014 Adjournment Motion was made by Mr. Barber, seconded by Mr. Harville, to adjourn, which was unanimously approved by the Board. The meeting ended at 8:48 pm. _______________________________________ Jessie L. Barksdale, Chairman Pittsylvania County Board of Supervisors _______________________________________ Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors