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09-16-2014 Adjourned MeetingAdjourned Meeting September 16, 2014 Pittsylvania County Board of Supervisors Tuesday, September 16, 2014 Adjourned Meeting VIRGINIA: The Adjourned Meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, September 16, 2014 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Jessie L. Barksdale, Chairman, called the meeting to order at 7:00 p.m. The following members were present: Jessie L. Barksdale Banister District Tim Barber Tunstall District Coy E. Harville Westover District James Snead Dan River District Brenda H. Bowman Chatham-Blairs District Jerry A. Hagerman Callands-Gretna District Elton W. Blackstock Staunton River District Mr. Clarence C. Monday, County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr. Greg L. Sides, Assistant County Administrator for Planning & Development, Mr. Odie H. Shelton, Jr., Direct of Code Compliance, and Ms. Rebecca Flippen, Deputy Clerk to the Board, were also present. The Pledge of Allegiance was led by Chairman Barksdale. Approval of Agenda Motion was made by Mr. Harville, seconded by Mr. Barber, to approve the agenda, which was unanimously approved by the Board Hearing of the Citizens Jerome Adams from the Tunstall District, and representing the Cascade community, addressed the Board concerning the Cascade Road bridge replacement project. Mr. Adams stated the final phase of the replaced had been promised to commence in 2006. No road improvements or bridge replacement had begun and only now is just the bridge replacement being considered. Mr. Adams stated 13 years was a very long time to get a committed project stated. Rev. Hayward Alcone, Pastor of the Willis Memorial Church in the Tunstall District, also made comments concerning the Cascade Road bridge replacement project, and questioned the detour routes citizens would have to be taking that added 10-12 miles one-way that would be out of the way, if they needed to go to Eden, NC, where many had doctors and other business appointments on a regular basis. Linda Dalton, member of the Board of Directors for the Danville-Pittsylvania Chamber of Commerce, and who serves on the Chamber’s Legislative Committee, made comments strongly supporting the Board’s consideration of moving toward staggered election terms. Richard Shumate of the Westover District thanked the Board on their stand with the prayer issue, offered a word of prayer, and then made comments opposing some of the Board’s spending of money decisions, using the Hurt and Blairs water/sewer line extension projects as examples. Allan Roberts, Chief for the Bachelors Hall Volunteer Fire Department made comments concerning an anticipated $30,000 in start-up money his station expected to receive, but only received $20,000 and would like the Board to look into the matter. This concluded the Hearing of the Citizens Consent Agenda Motion was made by Mr. Barber, seconded by Mr. Snead, to approve the Consent Agenda, which was unanimously approved by the Board. (a) Proclamation – Fire Prevention Week; October 5-11, 2014 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PROCLAMATION NATIONAL FIRE PREVENTION WEEK October 5-11, 2014 “WORKING SMOKE ALARMS SAVE LIVES: TEST YOURS EVERY MONTH!” Adjourned Meeting September 16, 2014 WHEREAS, the County of Pittsylvania is committed to ensuring the safety and security of all those living in and visiting our state; and WHEREAS, fire is a serious public safety concern both locally and nationally, and homes are the locations where people are at greatest risk from fire; and WHEREAS, home fires killed more than 2,300 people in the United States in 2012, according to the latest research from the nonprofit National Fire Protection Association (NFPA), and fire departments in the United States responded to more than 365,000 home fires; and WHEREAS, working smoke alarms cut the risk of dying in reported home fires in half; and WHEREAS, three out of five deaths result from fires in properties without working smoke alarms; and WHEREAS, in one-fifth of all homes with smoke alarms, none were working; and WHEREAS, when smoke alarms should have operated but did not do so it was usually because batteries were missing, disconnected, or dead; and WHEREAS, Pittsylvania County’s residents should install smoke alarms in every sleeping room, outside each separate sleeping area, and on every level of the home; and WHEREAS, Pittsylvania County’s residents should install smoke alarms and alert devices that meet the needs of people who are deaf or hard of hearing; and WHEREAS, Pittsylvania County’s residents who have planned and practiced a home fire escape plan are more prepared and will therefore be more likely to survive a fire; and WHEREAS, Pittsylvania County’s first responders are dedicated to reducing the occurrence of home fires and home fire injuries through prevention and protection education; and WHEREAS, the 2014 Fire Prevention Week theme, “Working Smoke Alarms Saves Lives: Test Yours Every Month!” effectively serves to remind us that we need working smoke alarms to give us the time to get out safely; then THEREFORE, the Pittsylvania County Board of Supervisors do hereby proclaim October 5-11, 2014, as Fire Prevention Week throughout Pittsylvania County, and urge all the County’s citizens to test their smoke alarms at least every month by pushing the test button, and to support the public safety activities and efforts of local fire and emergency services during Fire Prevention Week 2014. Public Hearings Rezoning Cases Case 1: Larry Edward Landrum & Janice J. Landrum – Westover Election District: R-14-035 Mr. Barksdale opened the public hearing at 7:25pm. Mr. Shelton explained Glenn and Joanie Nations had petitioned to rezone 2.89 acres located off U.S. Highway 29 (on Landrum Road) in the Westover Election District from R-1, Residential Suburban Subdivision District to A-1, Agricultural District (to make it possible for a second dwelling or pasture land). The Planning Commission, with no opposition, recommended granting the petitioners’ request. Mr. Landrum was present to represent the petition. No one signed up to speak and Mr. Barksdale closed the hearing at 7:26pm. Motion was made by Mr. Harville, seconded by Mr. Snead, to approve rezoning Case R-14-035 from R-1 to A-1 and the following Roll Call Vote was recorded: Mr. Harville-Yes; Mr. Barber-Yes; Mr. Snead-Yes; Mr. Blackstock-Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Barksdale-Yes. Mr. Harville’s motion was unanimously approved by the Board. Case 2: HRE Holdings, LLC – Tunstall Election District: R-14-036 Mr. Barksdale opened the public hearing at 7:28pm. Mr. Shelton explained HRE Holdings, LLC had petitioned to rezone 9.78 acres, located on U.S. Highway 41/Franklin Turnpike, in the Tunstall Election District from R-1, Residential Suburban Subdivision District to A-1, Agricultural District (to make the zoning consistent with the adjacent parcels of land zoned Ap1 and for future subdivision of the property). The Planning Commission, with no opposition, recommended granting the petitioners’ request. John Hall, III was present to represent the petition. No one signed up to speak and Mr. Barksdale closed the hearing at 7:29pm. Motion was made by Mr. Barber, seconded by Mr. Harville, to approve rezoning Case R-14-036 from R- 1 to A-1 and the following Roll Call Vote was recorded: Mr. Harville-Yes; Mr. Barber-Yes; Mr. Snead-Yes; Mr. Blackstock-Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Barksdale- Yes. Mr. Barber’s motion was unanimously approved by the Board. Adjourned Meeting September 16, 2014 Case 3: Charles F. Sanders & Karen B. Sanders–Staunton River Election District: R-14- 037 Mr. Barksdale opened the public hearing at 7:29pm. Mr. Shelton explained that Charles & Karen Sanders had petitioned to rezone 5.26 acres, located on Reservoir View Drive, in the Staunton River Election District from R-1, Residential Suburban Subdivision District to A-1, Agricultural District (to allow for construction of a second dwelling on the property). The Planning Commission, with no opposition, recommended granting the petitioner’s request. Mr. Sanders was present to represent the petition. No one signed up to speak and Mr. Barksdale closed the public hearing at 7:30pm. Motion was made by Mr. Blackstock, seconded by Mr. Snead, to approve rezoning Case R-14-037 from R-1 to A-1 and the following Roll Call Vote was recorded: Mr. Harville-Yes; Mr. Barber-Yes; Mr. Snead-Yes; Mr. Blackstock-Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Barksdale-Yes. Mr. Blackstock’s motion was unanimously approved by the Board. This concluded the Rezoning Cases. Public Hearings Public Hearing to receive citizen input on proposed amendments to Pittsylvania County Code (“PCC”) Chapter 6, Finance and Taxation. Specifically, PCC § 6-3.1.3, involving household goods exempt from taxation Mr. Barksdale opened the public hearing at 7:31pm. Mr. Monday explained the amendment to this section of the County Code was to incorporate changes as defined in §58.1-3504, Code of Virginia, 1950, as amended. No one signed up to speak and Mr. Barksdale closed the public hearing at 7:31pm. Motion was made by Ms. Bowman, seconded by Mr. Barber, to amend Chapter 6, Finance and Taxation, specifically, PCC § 6-3.1.3, involving household goods exempt from taxation as advertised and presented. The following Roll Call Vote was recorded: Mr. Harville-Yes; Mr. Barber-Yes; Mr. Snead-Yes; Mr. Blackstock-Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Barksdale-Yes. Ms. Bowman’s motion was unanimously approved by the Board. Public Hearing to receive citizen input on a proposed amendments to Pittsylvania County Code (“PCC”) Chapter 6, Finance and Taxation. Specifically, PCC § 6-12.1(C), involving land use revalidation form late filing fee. Mr. Barksdale opened the public hearing at 7:34pm. Mr. Monday explained that the purpose of the hearing was to amend Section 6-12.1 (C) of the PCC, with a late filing fee of $100 per parcel of qualifying property; and amendments to the Land Use Revalidation Form 2, clarifying requirements and acceptable documentation for Land Use Revalidation. No one signed up to speak and Mr. Barksdale closed the hearing at 7:34pm. Motion was made by Mr. Blackstock, seconded by Mr. Harville, to approve the amendments as advertised and presented and the following Roll Call Vote was recorded: Mr. Harville-Yes; Mr. Barber-Yes; Mr. Snead-Yes; Mr. Blackstock-Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Barksdale-Yes. Mr. Blackstock’s motion was unanimously approved by the Board. This concluded the Public Hearings. Presentations Erik Johnston, the Virginia Association of Counties (VACo) Director of Government Affairs covering community development and planning, compensation and retirement, presented Pittsylvania County with the VACo 2014 Achievement Award, Environmental, for the County’s submission of the “Tobacco Barns Preservation Project” as an entrant in the program’s competition. Mr. Johnston stated there were 61 entrants and Pittsylvania Count was one of 18 award recipients. Ms. Sonja Ingram, Field Representative for Preservation Virginia made a brief presentation on how the project was started and completed. Amy Childress, Comprehensive Services Act (CSA) Coordinator for Pittsylvania County, give the CSA quarterly report and Community Policy and Management Team (CPMT) meeting attendance records for the same quarter. After reviewing there were some CPMT members out of compliance with 75% attendance of meetings requirement in Resolution 2014-03-01, motion was made by Mr. Blackstock, seconded by Mr. Snead, for the County Administrator to contact members in question on their attendance and make any adjustments needed to correct this issue, and to report back to the Board on this matter, which was unanimously approved by the Board. Motion was then made by Mr. Barber, seconded by Mr. Snead, to accept mitigating circumstances from CPMT members in question on the 75% attendance of meetings requirements, which the Board passed by a 6-1 majority vote, with Mr. Harville opposing. Adjourned Meeting September 16, 2014 Unfinished Business At their September 2, 2014 meeting, a motion was made by Mr. Barber, seconded by Mr. Blackstock, to approve the reappropriation of funds as follows: $7.74 to County Attorney-Office Supplies (100-4-012210-6001), $199.67 to Clerk of Courts-Copier Lease (100-4-021600-60051), $1,073.95 to Sheriff-Parts (100-4-031200-6030), $1,324.90 to Sheriff-Labor (100-4-031200- 6031), $5,194.73 to Sheriff-Capital Outlay-Vehicles (100-4-031200-8105), $668.57 to Building Inspections-Telephone (100-4-034000-5230), $625.00 to Building Inspections-Books & Subscriptions (100-4-034000-6012), $150.00 to Animal Control-Boarding of Animals (100-4- 035100-3174), $713.64 to Animal Control-Furniture & Fixtures (100-4-035100-6003), $4,596.67 to E911-Emergency Contingencies (100-4-035500-583999), $260.00 to Library- Postage (100-4-073100-5210), $20,816.34 to WIA-Other Operating (251-4-353853-6014), $20,000 to Economic Development-Industrial Incentives (325-4-081500-8222), $4,513.00 to Landfill-Repairs & Maintenance (520-4-082300-3310). This motion required a 10-Day Layover that had now been met and the following Roll Call Vote was recorded: Mr. Harville-Yes; Mr. Barber-Yes; Mr. Snead-Yes; Mr. Blackstock-Yes; Ms. Bowman-Yes; Mr. Hagerman-Yes; and Mr. Barksdale-Yes. Mr. Barber’s motion was unanimously approved by the Board. Motion was made by Mr. Harville, seconded by Ms. Bowman, to authorize the Pittsylvania County Service Authority to spend up to $185,000.00 to extend water and sewer lines across US 29 near Toy Lane in Blairs. The County will reimburse for expenditures up to $185,000.00 once invoices have been received from the Service Authority. The Board unanimously approved Mr. Harville’s motion. New Business Motion came from the Legislative Committee seconded by Mr. Hagerman, to consider a Board of Supervisors’ By-Law amendment that would allow electronic participation of meetings by Board members under §2.2-3708.1 of the Code of Virginia, 1950, as amended. Per the By- Laws, this motion/issue required a 10-Day Layover. Motion came from the Legislative Committee, which the Board of Supervisors unanimously approved, directing staff to draft a proposed amendment to Section 8-4.1 of the Pittsylvania County Code authorizing the election of Board members via staggered terms. The Board additionally approved and directed staff to draft a proposed revision to the Board’s By- Laws, Section 1.1, authorizing the same. Motion was made by Mr. Snead, seconded by Mr. Harville, to award a sole source upgrade and issue a purchase order to INTRADO in the amount of $129,560.89 for upgrades to the 911 phone equipment, noting that all funding is in place for this upgrade, which was unanimously approved by the Board. Greg Sides, Assistant County Administrator for Planning & Development, briefed the Board on 3 Tobacco Commission grant applications that were being prepared for submittal and advised the Board he would be submitting resolutions for the Board’s consideration at their October 6, 2014 meeting that were requirements of the application process. Board Announcements Ms. Bowman stated there would be a Beautification Committee meeting on September 18, 2014 and reminded everyone that October was Fall Clean-Up Month in Pittsylvania County. Mr. Harville brought up Chief Robert’s earlier comments about there being a shortage of $10,000.00 in the start-up funding issued to the Bachelors Hall Volunteer Fire Department and made a motion to appropriate the $10,000, which was seconded by Mr. Barber. This motion required a 10-Day Layover. Closed Session Motion was made by Mr. Harville, seconded by Mr. Snead, to enter into Closed Session for the following: Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business’ or industry’s interest in locating or expanding its facilities in the community. Authority: §2.2-3711(A)(5) of the Code of Virginia, 1950, as amended Subject: Unannounced Business Industry Purpose: Update on Unannounced Active Business/Industry Projects & Inquiries Adjourned Meeting September 16, 2014 Mr. Harville’s motion was unanimously approved by the Board and they entered into Closed Session at 8:44pm. 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 an Adjourned Meeting of the Pittsylvania County Board of Supervisors on Tuesday, September 16, 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 The Board unanimously approved Mr. Harville’s motion to return to Open Session. The Board returned to Open Session at 9:17pm. Adjournment Motion was made by Mr. Barber, seconded by Mr. Snead, to adjourn, which was unanimously approved by the Board. The meeting adjourned at 9:17pm. __________________________________________ Jessie L. Barksdale, Chairman Pittsylvania County Board of Supervisors __________________________________________ Clarence C. Monday, County Administrator Pittsylvania County Board of Supervisors