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12-01-2014 Regular meetingRegular Meeting December 1, 2014 Pittsylvania County Board of Supervisors Monday, December 1, 2014 Regular Meeting VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was held on Monday, December 1, 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 R. Barber Tunstall District Coy E. Harville Westover District James H. Snead Dan River District Brenda H. Bowman Chatham-Blairs District Elton W. Blackstock Staunton River District Jerry A. Hagerman Callands-Gretna 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 D. Flippen, Deputy Clerk to the Board were also present. Mr. Barksdale led the Pledge of Alliance. Approval of Agenda Motion was made by Mr. Harville, seconded by Mr. Barber, to approve an amended agenda that would include “Other Board Appointments’, which was unanimously approved by the Board. Hearing of the Citizens Gerald Milliman of the Staunton River District offered a word of prayer. Deborah Dix of the Chatham/Blairs District stated she hoped Duke Energy keeps their promises on cleaning up the Dan River in an orderly manner from the coal ash spill. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Snead, seconded by Mr. Blackstock, to approve the Consent Agenda. Consent Agenda: (a) Minutes: November 3, 2014 – Regular Meeting November 18, 2014 – Adjourned Meeting (b) Bill List – November 2014 (Online) (c) FY 2014/15 Local Government Agreement: Pittsylvania County Pittsylvania- Danville Health District (d) Resolution – Steve Finkner (e) Resolution – Colbert-Moran Funeral Home – 100th Anniversary Mr. Snead’s motion was unanimously approved by the Board. Pittsylvania County Board of Supervisors RESOLUTION 2014-12-03 VIRGINIA: At the Regular Meeting of the Pittsylvania County Board of Supervisors on Monday, December 1, 2014, in the General District Courtroom of the Edwin R. Shields Courtroom Addition, the following resolution was presented and adopted. WHEREAS, the Pittsylvania County Fire & Rescue Association, Inc. is a vital organization that provides a mechanism of collaboration, policies, procedures among the various agencies of the Pittsylvania County Fire & EMS entities; and WHEREAS, the third President of the Association was Stephen G. Finkner; and Regular Meeting December 1, 2014 WHEREAS, Mr. Finkner has held that position each year for 28 years; and WHEREAS, Mr. Finkner recently retired from the City of Danville Fire Department with 32 years of service; and WHEREAS, Mr. Finkner has been a volunteer fireman with the Chatham Vol. Fire Department for 32 years; and WHEREAS, through his leadership, Mr. Finkner helped create the Capital Improvement Program for the departments; and WHEREAS, Mr. Finkner was an advocate with the start-up of the E-911 System; and WHEREAS, Mr. Finkner was instrumental in writing and adopting a county wide fire and rescue communications protocols; and WHEREAS, Mr. Finkner was involved with assisting county agencies to acquire grant funding from local, state and federal entities; and WHEREAS, Mr. Finkner assisted with all departments to become insured under one policy issued through the county; and WHEREAS, Mr. Finkner assisted with the creation of the County’s EMS billing system; and WHEREAS, Mr. Finkner has provided valuable leadership, guidance and has been a true advocate for all volunteer fire and EMS agencies within Pittsylvania County; then THEREFORE, BE IT RESOLVED that the Pittsylvania County Board of Supervisors expresses their sincere appreciation and special thanks for Mr. Stephen G. Finkner’s professionalism, dedication to service and kindness to the citizens of Pittsylvania County and the Board wishes him well in his future endeavors. Pittsylvania County Board of Supervisors RESOLUTION 2014-12-02 VIRGINIA: At the Regular Meeting of the Pittsylvania County Board of Supervisors on Monday, December 1, 2014, in the General District Courtroom of the Edwin R. Shields Courtroom Addition, the following resolution was presented and adopted. WHEREAS, in 1914, Mr. A.T. Colbert and son, Mr. Ollie M. Colbert, established the first funeral home in Gretna, VA. The original building was a two-story structure located on the Main Street lot from where the business still operates today. The lower floor of the building was a general store, and the upper floor was used for the funeral establishment; and WHEREAS, with the advent of the automobile, gas pumps were installed and located to the front of the general store, and the business became Gretna’s second gas station. As cars became more common, Mr. Colbert was offered a distributorship of one company’s gasoline, but rejected the offer, focusing instead on the town’s need for a mortician; and WHEREAS, Mr. Ollie M. Colbert decided that he would become an embalmer and establish a separate business. In 1915, he enrolled at Renouard Embalming School in New York, and became an embalmer; and WHEREAS, in 1930, the upper floor of the building was removed and the funeral parlor was relocated to the first floor. In 1948, the building was moved back several feet as construction on Highway 29 began; and WHEREAS, in 1965, Mr. Ollie M. Colbert sold the business to Carl and Fran Moran. In 1970, the Morans combined aspects of both old and new to create the impressive colonial sand-brick Regular Meeting December 1, 2014 finish structure that still stands today. The Morans designed and decorated the addition to provide a new and modern facility from which to serve the community; and WHEREAS, Mr. Carl Moran became a licensed funeral director in 1954. His wife, Fran Moran, served as the organist and receptionist. Mr. and Mrs. Moran’s sons, Kenny and Bruce entered the family business and became funeral service professionals. Mr. and Mrs. Moran’s daughter Susan also provided support in the office. The Morans carried a deep conviction about their chosen profession – a conviction that is strong as ever today; and WHEREAS, in 1995, Messrs Kenny and Bruce Moran assumed responsibility of their family business when their father passed away. Mr. Kenny Moran’s son Yancy has joined the firm as a Funeral Service Associate. Mrs. Fran Moran remains active in the business and continues to serve as the organist and receptionist. Although many things have changed, the pride of a family business founded upon service to the community remains unwavering; then THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of Supervisors does hereby recognize and congratulate the Moran family on the 100th anniversary of the Colbert- Moran Funeral Home of Gretna, VA. BE IT FURTHER RESOLVED that this resolution be presented to Messrs Kenny and Bruce Moran during their 100th Anniversary celebration event to be held on December 8, 2014. Public Hearings The public hearing to receive citizen input on proposed amendments to Pittsylvania County Code (“PCC”) Chapter 6-6, Exemption on Real Estate of Certain Elderly and Disabled Persons, applying the $4,000 income exception to any person residing in the qualified household (whether relative or non-relative). Mr. Hunt explained that in light of expansions made by the 2014 Virginia Generally Assembly, the Commissioner of the Revenues Office and his office has presented a proposed amendment to Section 6-6; “Exemption on Real Estate of Certainly Elderly and Disabled Persons”, of the Pittsylvania County Code, to allow the exemption of the current limitation of $18,000.00 of income of bona fide caregivers who reside in the residence whether a relative or non-relative. Mr. Barksdale opened the public hearing at 7:06pm. Willie Fitzgerald of the Banister District asked for a clarification of the code, and Mr. Barksdale directed Mr. Fitzgerald to speak with Mr. Hunt individually concerning his request, which Mr. Fitzgerald agreed to. No one else signed up to speak and Mr. Barksdale closed the hearing at 7:08pm. Motion came from the Legislative Committee, which met at 5:30pm December 1, 2014, to approve the proposed amendment as advertised, but to also include the following language suggested by Mr. Harville; “Application would require verification of person living in household, other than spouse, who is a bona fide caregiver”; and the Legislative Committee’s motion included the approval of verification forms drafted by the Commissioner of the Revenues Office, as 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. The Board unanimously approved the Legislative Committee’s recommendation. Presentations The Pittsylvania County Youth Commission presented their quarterly report. President Emilia Kinsley; Vice- President Johnte Lipford, Treasurer Josh Miller, Sarah Doss and Chad Monday were present. The Youth Commission updated the Board of various projects such as the fall county-wide cleanup and the Decorating the Trees for a Cause currently underway at the Institute for Advanced Learning and Research they had participated in, as well as other projects they were continuing with. Amy Childress, Comprehensive Services Act Coordinator for Pittsylvania County, presented the Community Policy Management Team quarterly report that includes team member attendance. A letter of mitigating circumstances was submitted by Tonya Fowler, who would be missing December’s meeting due to scheduling conflicts. Motion was made by Mr. Snead, seconded by Mr. Barber, to approve Ms. Fowler’s letter, which was unanimously approved by the Board. Regular Meeting December 1, 2014 Dean Fowler was introduced as the newly elected President of the Fire & Rescue Association for Pittsylvania County. Davis Montgomery, Duke Energy Corporation District Manager for Government Relations, updated the Board concerning the ongoing cleanup of the coal ash spill into the Dan River. Mr. Davis informed the Board that on November 13, 2014 plans had been submitted to the State of North Carolina concerning coal ash excavation at 4 sites (that includes the Dan River) and that complete details of that plan could be found on Duke Energy’s website; and that Duke was awaiting approval of the plan. Mr. Davis discussed grants funds that were available and who could apply. Further discussed was The Community Foundation of the Dan River Region and the RiverBank Fund Advisory Committee. After discussion between the Board and Mr. Davis concerning a project along Dan River Duke Energy had completed with the City of Danville’s Parks and Recreation Department, Mr. Davis told the Board to have the County’s Parks and Recreation Department contact him to discuss projects in the County along the Dan River that could potentially use funds from Duke, on top of applying for grant funds through The Community Foundation of the Dan River Region and the RiverBank Fund Advisory Committee. Fred Wydner, Director of Agricultural Development for Pittsylvania County submitted preliminary research to the Board at their request on the feasibility of a community cannery in Pittsylvania County. After discussion, a motion was made by Mr. Harville, seconded by Mr. Hagerman, to direct Mr. Wydner to move forward towards a feasibility study for a community cannery, with a central location near the Olde Dominion Agricultural Complex, potentially using Agriculture & Forestry Industries Development (AFID) Grant Funds, which the Board unanimously approved. Mr. Wydner stated at the Board’s next meeting he would have a resolution ready for their approval to submit the AFID Grant Funds application. This concluded Presentations. Unfinished Business At their November 18, 2014 meeting, the Board of Supervisors discussed a Reimbursement Strategy from Pittsylvania County Community Action (PCCA) concerning the repayment of Workforce Investment Act (WIA) Funds, and tabled the issue until representatives from PCCA appeared before the Board of Supervisors to provide further information on how the situation occurred, what steps had been taken to ensure it did not happen in the future, and how reductions would be handled as not to affect services to the citizens. Rev. Thurman Echols, Chairman for PCCA, and Everlena Ross, Executive Director for PCCA, were present. Ms. Ross explained that some missing documentation has been found that helped reduce the reimbursement owed; the employee involved no longer worked for PCCA; safe checks has been put in place to make sure all documentation for services was filed; and some staff would be working reduced hours in order to cover the repayment schedule amounts. Motion was made by Mr. Blackstock, seconded by Mr. Snead, to comply with the County’s responsibility as fiscal agent and to recover payment as follows: (1) Authorize appropriation of $24,811.03 to the PCCA line item (100-4-081200-5641) from unappropriated surplus so that a total of $33,811.03 can be repaid to the VCCA on their behalf; (2) Deduct $3,000 per quarter from PCCA’s County contribution until the County has recovered the entire $33,811.03. A total of $9,000 will come from the FY2015 contribution, $12,000 from the FY2016 contribution, $12,000 from the FY2017 contribution, and the remaining $811.03 from the FY2018 contribution; (3) Direct the County Attorney to draft an Agreement with the terms contained above, and bring the Agreement back to the Board for final approval. Mr. Blackstock’s motion required a 10-Day Layover. At the Board of Supervisors’ November 18, 2014 meeting, a motion was made by Mr. Barber, seconded by Ms. Bowman, for the reappropriation of $89,137.19 as follows: $10.25 to County Attorney-Travel (100-4-012210-5500), $109.68 to County Attorney-Office Supplies (100-4-012210-6001), $301.50 to Fleet-Vehicle Supplies (100-4-012520-6009), $199.67 to Clerk of Courts-Copier Lease (100-4-021600-60051), $5,457.00 to Sheriff-Halloween Contributions (100-4-031200-5878), $60.00 to Sheriff-Parts (100-4-031200-6030), $11,395.92 to E911- Telephone (100-4-035500-5230), $35,888.16 to Library-Employment Contract (100-4-073100- 3171), $260.00 to Library-Postage (100-4-073100-5210), $7,664.10 to Library-Telephone (100- 4-073100-5230), $106.67 to Victim/Witness-Part-time Salaries (250-4-021900-1300), Regular Meeting December 1, 2014 $27,684.24 to WIA-Other Operating (251-4-353853-6014). Mr. Barber’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. Mr. Barber’s motion was unanimously approved by the Board. At the Board of Supervisors’ November 18, 2014 meeting, a motion was made by Ms. Bowman, seconded by Mr. Snead, to approve an appropriation of $15,338.95 to the Salaries and Wages line item (100-4-083000-1100), which required a 10-Day Layover that had now been met. 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. At the Board of Supervisors’ November 18, 2014 meeting, a motion was made by Mr. Barber, seconded by Mr. Snead, to approve the Pittsylvania County Health Department’s request to retain the local portion of $50,483.93 from their 2013-2014 year-end balance which required a 10-Day Layover that had now been met. 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. This concluded Unfinished Business. New Business Motion was made by Ms. Bowman, seconded by Mr. Snead, to approve Resolution 2014- 12-01, confirming that Mt. Hermon Fire & Rescue, Inc. is an authorized Volunteer Fire & Rescue Department identified in Section 31-2:1 of the Pittsylvania County Code, allowing them to participate in financing on tax exempt status for the construction of a 12,000 square foot complex for an amount not to exceed $1,000,000 financing, which was unanimously approved by the Board. Pittsylvania County Board of Supervisors RESOLUTION 2014-12-01 WHEREAS, the Pittsylvania County Board of Supervisors under the United States Internal Revenue Code receives a $10-million dollar allocation for tax exempt bonds each year beginning January 1; and WHEREAS, the tax exempt bonds cover boards, agencies and commissions under the Board of Supervisors; and WHEREAS, the Mt. Hermon Fire & Rescue Inc. is an authorized Volunteer Fire & Rescue Department identified in §31-2:1 of the Pittsylvania County Code allowing them to participate in financing on tax exempt status for the construction of a 12,000 square foot Complex to be utilized by the Fire & Rescue Department for public use; and WHEREAS, the Mt. Hermon Fire & Rescue Inc. has held a public hearing on November 13, 2014 on the tax-exempt financing after publishing the required notice by code; then BE IT HEREBY RESOLVED, that the Board of Supervisors of Pittsylvania County hereby approve the Mt. Hermon Fire & Rescue Inc. entering into a financial agreement as required under the United States Internal Revenue Code for financing to be carried out on a tax exempt basis in the amount not to exceed $1,000,000.00 to finance the construction of a 12,000 square foot Fire & Rescue Complex; and BE IT FURTHER RESOLVED, that a copy of this resolution be forwarded to the Mt. Hermon Fire & Rescue Inc. in order to supplement their financing agreements. Mr. Monday explained that the County Administrator’s office received a letter from the Commissioner of the Revenue stating in 2013, Mecklenburg Electric Coop Inc. was assessed Regular Meeting December 1, 2014 based on the preceding year’s assessment received from the SCC. When correct figures came into their office and showed the assessment for Mecklenburg had dropped, the Commissioner’s Office made the correction to the assessment concerning personal property; however, the real estate rate was applied to the corrected assessment instead of the personal property rate, resulting in an overpayment to Pittsylvania County from Mecklenburg. Mr. Monday stated the County Administrator’s Office has contacted the Treasurer’s Office for the correct refund due, including interest, to Mecklenburg Electric Coop Inc. Ms. Berger, Treasurer, has stated as of December 1, 2014, $6,081.08 of principal and $601.92 in interest, for a total of $6,683 is the total refund owed to Mecklenburg Electric Coop Inc. Motion was then made by Mr. Barber, seconded by Mr. Harville, to approve the refund and authorize the Treasurer’s Office to issue a refund to Mecklenburg Electric Coop Inc. in the amount of $6,683. Motion was made by Mr. Snead, seconded by Mr. Barber, to award RFP #14-10-05, for the Animal Shelter Feasibility Study to Dominion7, contingent upon favorable review by the County Attorney, which was unanimously approved by the Board. Mr. Harville asked Board members to consider sites centrally located in the County and to submit site suggestions to the County Administrator with that in mind. Motion was made by Mr. Blackstock, seconded by Ms. Bowman, to appropriate $20,000 to the Treasurer’s budget under Line Item #100-4-012410-3150 Legal, to pay upfront costs for legal services with Taxing Authority Consulting Services, PC (“TAC”). Mr. Blackstock’s motion required a 10-Day Layover. Motion was made by Mr. Blackstock, seconded by Mr. Snead, to advertise a public hearing to be held December 16, 2014, for citizen input for a proposed amendment to Enterprise Zone 24, which was unanimously approved by the Board. Motion was made by Mr. Snead, seconded by Mr. Barber, for the reappropriation of $16,331.37 as follows: $25.79 to County Attorney-Office Supplies (100-4-012210-6001), $1,073.40 to Commissioner of Revenue-Salary (100-4-012310-1100), $199.67 to Clerk of Courts-Copier Lease (100-4-021600-60051), $825.00 to Sheriff-Parts (100-4-031200-6030), $595.80 to Sheriff-Labor (100-4-031200-6031), $100.00 to Fire Marshal-Training & Education (100-4-031700-5540), $61.10 to VFD-United Way Contribution (100-4-032200-5667), $1,307.26 to VFD-Communication Equipment (100-4-032200-6004), $71.50 to Extradition (100-4-033100-5550), $10.00 to Animal Control-Donations (100-4-035100-5883), $100.00 to Youth Commission-Donations (100-4-081200-5696), $180.00 to Ag Economic Development- Marketing (100-4-082500-5656), $80.00 to Awards & Certificates (100-4-091200-5840), $62.50 to VPA-Salaries & Wages (201-4-053100-1100), $7,181.35 to WIA-Other Operating (251-4- 353853-6014), $4,458.00 to Landfill-Repairs & Maintenance (520-4-042300-3310). Mr. Snead’s motion required a 10-Day Layover. Motion was made by Mr. Snead, seconded by Mr. Barber, to approve the Comprehensive Economic Development Strategy (CEDS) Priority Projects list for 2015-2016 and authorize the County Administrator to send the list and required IDA submittal letter to the West Piedmont Planning District Commission to be incorporated in their regional CEDS update, which was unanimously approved by the Board. Appointments Motion was made by Ms. Bowman, seconded by Mr. Blackstock, to approve re- appointing all members of the Pittsylvania County Beautification Committee (as follows) for a one (1) year term, beginning January 1, 2015 until December 31, 2015, which was unanimously approved by the Board. George Henderson – Tunstall District; Mollie Holmes- Banister District; Marie Young- Callands/Gretna District; Mary Lee Black-Chatham/Blairs District; Valerie Nozzi-Dan River District; Diane Donnelly-Staunton River District; Vickie Yarbrough – Westover District; and Brenda Bowman- Pittsylvania County Supervisors representative. Motion was made by Mr. Hagerman, seconded by Mr. Barber to appoint Lionel Reynolds as the Callands/Gretna District representative and to re-appoint Coy Harville as the Westover District representative on the Pittsylvania County Service Authority, both for a four (4 ) year Regular Meeting December 1, 2014 term beginning January 1, 2015 through December 31, 2018, which was unanimously approved by the Board. Motion was made by Ms. Bowman, seconded by Mr. Harville, to appoint Richard Motley as the Chatham/Blairs District representative on the Pittsylvania County Building Code Board of Appeals for a four (4) year term beginning January 1, 2015 until December 31, 2018, which was unanimously approved by the Board. Motion was made by Ms. Bowman, seconded by Mr. Harville, to appoint Glenda Motley to serve an unfulfilled term left vacant by the resignation of Ricky Luck, as a Pittsylvania County representative on the Dan River Alcohol Safety Action Program (ASAP), beginning immediately until the term expires March 31, 2017, which was unanimously approved by the Board. Motion was made by Mr. Barksdale, seconded by Mr. Harville, to re-appoint Cecil Crews as the Banister District representative on the Pittsylvania County Building Code Board of Appeals for a four (4) year term beginning January 1, 2015 until December 31, 2018, which was unanimously approved by the Board. Motion was made by Mr. Barber, seconded by Mr. Barksdale, to reappoint Mr. Snead to the West Piedmont Planning District as the representative from the Pittsylvania County Board of Supervisors, for a term beginning January 1, 2015 until December 31, 2015, which was unanimously approved by the Board. Adjournment Motion was made by Mr. Harville seconded by Mr. Barber, to adjourn, which was unanimously approved by the Board. The meeting ended at 9:08 pm. _______________________________________ Jessie L. Barksdale, Chairman Pittsylvania County Board of Supervisors _______________________________________ Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors