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02-16-16 BOS Adjourned Meeting Agenda PKT
gt�d�& 5 - 67 BOARD PACKET BOARD OF SUPERVISORS ADJOURNED MEETING FEBRUARY 16, 2016 IfiffI t� P1 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ADJOURNED MEETING TUESDAY, FEBRUARY 16, 2416 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA 1. Call to Order — 7:00 p.m. 2. boll Call Barber Hagerman Blackstock Davis Scearce Warren Barksdale 3. Moment of Silence 4. Pledge of Allegiance 5. Items to be added to the Agenda (a) Barber Hagerman Blackstock Davis Scearce Warren Barksdale APPROVAL OF AGENDA Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Warren Barksdale HEARING OF CITIZENS CONSENT AGENDA 6. (a) Proclamation — Red Cross Month March 2016 Pages — 12 -13 (b) Resolution 2016 -02 -01 Smith Mountain Lake 50"' Anniversary Pages — 14 -15 Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Warren Barksdale PUBLIC HEARINGS Rezoning Cases Case 1: Bachelors Hall Volunteer Fire Department, Inc. — Westover Election District: R -16 -005 R -1, Residential Suburban Subdivision District to M -1, Industrial District, Light Industry Open: Close: Speakers: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Warren Barksdale Roll Call Vote Comments: Y N A Barber Hagerman Blackstock Scearce Davis Warren Barksdale (Roll Call Vote Y or N) UNFINISHED BUSINESS 7. Appropriation — Dominion 7 — At the Board's meeting on February 1, 2016, a motion was made by Mr. Blackstock, seconded by Mr. Barber, which required a 10 Day Layover that has now been met. Roll Call Vote required. Pages — I8 -20 Roll Call Vote Comments: Y N A Barber Hagerman Blackstock Scearce Davis Warren Barksdale (Roll Call Vote Y or N) NEW BUSINESS 8. Recommendations from Finance Committee — The Finance Committee met at 4:36pm on Tuesday, February 16, 2016 and any recommendations from that meeting will be submitted to the full Board of Supervisors Pages — 22 -23 (a) Treasurer's Report and Projected Delinquent Tax Collections Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: (b) Preliminary FY 16 -17 Budget Barber Hagerman Blackstock Davis ,Scearce Warren Barksdale Comments: (c) FYI 7-21 Capital Improvements Plan (CIP) Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: (d) Comments /Questions /Open Discussion (e) Next Steps: (i) Work Session TBD as necessary prior to March 7, 2016 Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: (ii) Finance Committee Meeting March 7, 2016 — Budget Approved for Advertisement Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: (iii) Budget Adopted and Appropriated April 4, 2016 at Regular Meeting of the Board of Supervisors Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: 9. Introduction of Animal Shelter Manager — Mark Narron Page - 24 10. Status Report on Virginia Department of Transportation (VDOT) HB2 Applications Pages — 25 -28 Comments: 11, Crisis Intervention Team Program Grant Appropriation - Roll Call Vote requires! Pages — 29 -71 Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Warren Barksdale Roll Call Vote Comments: Y N A Barber Hagerman Blackstock Scearce Davis Warren Barksdale (Roll Call Vote Y or N) 12. Request for Public Hearing — Proposed Revision to Sec. 35 -819; Maintenance and Removal of Signs, of the Pittsylvania County Zoning Ordinance Pages 72 -76 Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: APPOINTMENTS 13. Pittsylvania County Planning Commission Appointment — Westover District Page - 78 Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: 14. Quarterly Notice of Upcoming Term Expirations /Vacancies Pages — 79 -81 Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL REPORTS FROM COUNTY ADMINISTRATOR 1) Code Compliance Reports & Fees — January 2016 — Page 85 CLOSED SESSION Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Warren Barksdale Time Entered in Closed Session: 15. Consultation with legal counsel and briefings by staff members or consultants 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 matters requiring the provision of legal advice by such counsel. For the purposes of this subdivision, "probable litigation" means litigation that has been specifically threatened or on which the public body or its legal counsel has a reasonable basis to believe will be commenced by or against a known party. Nothing in this subdivision shall be construed to permit the closure of a meeting merely because an attorney representing the public body is in attendance or is consulted on a matter, Legal Authority: §2.2- 3711(A)(7), Code of Virginia, 1950, as amended Subject: Heron Pointe Subdivision Propose: Legal consultation/provision of legal advice relating to Letter of Credit issues for subdivision road improvements and acceptance into VDOT's road system Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: 16. 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 its facilities in the community. Legal Authority: §2.2- 3711(A)(5), Code of Virginia, 1950, as amended Subject: Project Cardinal Propose: Discussion of Potential Economic Development Incentive Package Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: 17. 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 its facilities in the community. Legal Authority: §2.2- 3711(A)(5), Code of Virginia, 1950, as amended Subject: Project Sorter Propose: Discussion of Potential Economic Development Incentive Package Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: RETURN TO OPEN SESSION AND CERTIFICATION Motion to return to Open Session: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Warren Barksdale Time Returned to Open Session: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on February 16, 2016, the Committee 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. ADJOURNMENT Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Warren Barksdale Time: Vote Tim R. Barber Yes/No Jerry A. Hagerman Yes/No Elton W. Blackstock Yes/No Joe B. Davis Yes/No Ronald S. Scearce Yes/No Robert W. Warren Yes/No Jessie L. Barksdale Yes/No ADJOURNMENT Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Warren Barksdale Time: TO BE ADDED P9 HEARING OF CITIZENS Pio CONSENT AGENDA P11 PITTSYL'VANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Proclamation — American Red Cross Month -- 02- 16_2016 March 2016 SUBJECT/PROPOSAL/REQUEST: Proclamation STAFF CONTACT(S): Mr. Monday BACKGROUND: March 2016 is American Red Cross Month. ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Proclamation REVIEWED BY: 6� ITEM NUMBER: 6(a) INFORMATION: INFORMATION: DISCUSSION: Attached hereto is a proclamation declaring March 2016 as American Red Cross Month, encouraging the citizens of Pittsylvania County to pledge their support to the American Red Cross which continues to provide the helping hand necessary during disasters, wars and medical emergencies. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the attached Proclamation and authorize the County Administrator to distribute this proclamation to the local news media to encourage support for the American Red Cross in our region. P12 Vittortbania County 39oarb of *uperbioom Prodanuation AMERICAN RED CROSS MONTH March 1-31,2016 Whereas, for more than 130 years, the devoted women and men of the American Red Cross have responded to challenges at home and abroad with compassion and generosity. In times of conflict and great tragedy, they deliver humanitarian relief, save lives, and offer hope for a brighter tomorrow; and Whereas, American Red Cross Month is a special time to recognize and thank our Everyday Heroes -those who reach out to help people in need; and Whereas, American Red Cross heroes assist their communities in a variety of ways, such as donating blood or visiting injured service members; and Whereas, across the country and around the world, the American Red Cross responds by combating pandemics, supporting our Armed Forces, providing disaster relief and mitigation, helping people donate blood, teaching first aid, and increasing local preparedness; and Whereas, our communities can depend on the American Red Cross; and Whereas, the Board of Supervisors would like to remember its heroes here in Pittsylvania County who help people in need, tirelessly assisting their neighbors; and Whereas, the Pittsylvania County Board of Supervisors dedicates the month of March to those who support the American Red Cross mission to prevent and alleviate human suffering in the face of emergencies; and Whereas, the citizens of Pittsylvania County are encouraged, especially during this special month, to support the humanitarian mission of the American Red Cross and help their fellow citizens by donating their time and resources; then Now, Therefore, as the Board of Supervisors of Pittsylvania County, we hereby proclaim March 2016 as American Red Cross Month in Pittsylvania County. Given under my hand this day 16th day of February, 2016 Jessie L. Barksdale, Chair Pittsylvania County Board of Supervisors Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors P13 PITTSYLVANIA COUNTY EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Resolution 2016 -02 -01 — Smith Mountain Lake's 50th 02 -16 -2016 Anniversary SUBJECT/PROPOSAL/REQUEST: Resolution 2016 -02 -01 STAFF CONTACT(S): Mr. Monday ACTION: CONSENT AGENDA: ACTION: Yes INFORMATION: ATTACHMENTS: Resolution 2016 -02 -01 REVIEWED BY: 6-111� ITEM NUMBER: 6(b) INFORMATION: BACKGROUND: March 7, 2016 will celebrate the 50`h anniversary of the creation of Smith Mountain Lake. To celebrate the 50" anniversary of the creation Smith Mountain Lake, a multitude of events and programs are planned for 2016, including a triathlon, fishing tournaments, a birthday party, regattas, races, festivals, and tours. DISCUSSION: Attached hereto is a copy of Resolution 2016- 02 -01, commending the 50th anniversary of Smith Mountain Lake, to be presented at a later date to Vicki Gardner, Executive Director of the Smith Mountain Lake Regional Chamber of Commerce, as an expression of the Board of Supervisors' admiration and appreciation for the organization's work to ensure that Smith Mountain Lake remains an outstanding destination for all to enjoy. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review, consideration, and approval. P14 ittolbauia: Countp �Soa:rb of 6uperbigorq RESOLUTION 2016 -02 -01 Smith Mountain Lake's 50t4 Anniversary Generating Power, Creating Memories VIRGINIA: At the adjourned meeting of the Pittsylvania Count Board of Supervisors held on Tuesday, Februar. 16, 2016, the following resolution was adopted celebrating the 50' Anniversary of Smith Mountain Lake. WHEREAS, for 50 years, the beauty of Smith Mountain Lake has been a draw for those seeking rest and recreation creating memories of camping, boating, fishing, swimming, and cookouts; and WHEREAS, the initial purpose in 1960 was to form Smith Mountain Dam by impounding the Roanoke River fa the purpose of generating electrical power, and after a six -year construction period, capacity for Smith Mountail Lake was reached March 7, 1966. Smith Mountain Lake was officially the largest lake contained entirely in Virginia and became a recreational capital for Southcentral Virginia; and WHEREAS, Smith Mountain Lake, which is southeast of the City of Roanoke and southwest of the City of Lynchburg, is 40 miles long, covers 20,600 acres, with the Counties of Bedford, Franklin, and Pittsylvank surrounding its more than 580 miles of shoreline; and WHEREAS, its outstanding vistas and picturesque beauty made Smith Mountain Lake a cinema graphic choice for filming movies such as What About Bob and Lake Effect, as well as for the TV series The Outer Limits; and WHEREAS, citation striped bass and several professional fishing tournaments has made fishing a popular recreational sport at Smith Mountain Lake enjoyed by both locals and visitors from across the country; and WHEREAS, Smith Mountain Lake is home to campgrounds, parks, marinas, golf courses, shops, restaurants, a variety of lodging options, as the 12,000 permanent residents and an additional 50,000 summer vacationers can attest to; and WHEREAS, given all of its beauty and recreational resources, the main purpose of Smith Mountain Lake and the reason it was built remains the same — to generate electricity; then NOW, THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of Supervisors, on the behalf of all the citizens of Pittsylvania County, commend Smith Mountain Lake on the occasion of its 501h anniversary in 2016; and BE IT FURTHER RESOLVED that a copy of this resolution be presented to Vicki Gardner, Executive Director of the Smith Mountain Lake Regional Chamber of Commerce, as an expression of Pittsylvania County's admiration and appreciation for the organization's work to ensure Smith Mountain Lake remains a shining jewel for all to enjoy. Given under my hand this 16`h day of February, 2016 P15 Jessie L. Barksdale, Chair Pittsylvania County Board of Supervisors Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors PUBLIC HEARING P16 UNFINISHED BUSINESS P17 PTTTSYLVANIA COUNTY Board of Supervisors AGENDA TITLE: Appropriation — Dominion 7 SUBJECT/PROPOSAL/RE UEST: Appropriation of 10 -Day Layover STAFF CONTACT(S): Mr. Monday; Mr. Hawker BACKGROUND: EXECUTIVE SUMMARY AGENDA DATE: 02 -16 -2016 ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: 7 INFORMATION: INFORMATION: ATTACHMENTS: l) Executive Summary dated 02 -01 -2016 2) Dominion 7 proposed project schedule REVIEWED BY: DISCUSSION: At their meeting on February 1, 2016, a motion was made by Mr. Blackstock, seconded by Mr. Barber, to appropriate $270,450 from unappropriated funds to line item 310 -4- 094130- 316300, for a contract amendment with Dominion 7 to proceed with the full design of the new animal shelter facility that will be located on Hwy 29 in Chatham, Virginia. The amendment includes additional A &E services, meeting procurement requirements through the bid process, contract administration, and project closeout. The cost for the contact amendment is $270,450. RECOMMENDATION: Staff recommends that the Board of Supervisors appropriate $270,450 from unappropriated funds to line item 310- 4- 094130 - 316300, for a contract amendment with Dominion 7 to proceed with the full design of the new animal shelter facility that will be located on Hwy 29 in Chatham, Virginia. The 10 -Day Layover had now been met and a Roll Call Vote required. P18 PITTSYLVANIA►. COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appropriation — Dominion 7 SUBJECT/PROPOSAL/REQUEST: Appropriation Dominion 7 STAFF_CONTACT(S): Mr. Monday; Mr. Hawker BACKGROUND: AGENDA DATE: 02 -01 -2016 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: r ITEM NUMBER: 11 INFORMATION: INFORMATION: DISCUSSION: Dominion 7 has submitted a contract amendment to the Board of Supervisos to proceed with the full design of the new animal shelter that will be located on Hwy 29. The amendment includes meeting procurement requirements through the bid process, contract administration, and project closeout. The cost for the contract amendment is $270,450. RECOMHENDATION: Staff recommends the Board of 'Supervisors appropriate $2.70,450 from unappropriated funds to line item 310-4-094130-31630.0; Requires a 10 -Day Layover. P19 DOMINION SEVEN ARCHITECTS 1000 Jefferson Street Suite 2A Lynchburg, Virginia 24504 P (434) 528 -4300 F (434) 528 -4756 PROJECT MEMORANDUM Date: February 9, 2016 To: Otis Hawker From: Blair Smith Project: Pittsylvania County Animal Shelter Project No: 3426 Proposed Project Schedule February 1, 2016: Board of Supervisor approves Dominion Seven Architect's (D7) contract modification. February 2 to May 27, 2016: D7 develops the Construction Documents. ➢ Note that multiple trips to review the conditions of the existing building and site will occur during this time frame. June 14, 2016: Pre -Bid meeting for the General Contractors. June 30, 2016: Bid Date for the General Contractors. July 19.2016: Board of Supervisors approves the low bid for the animal shelter. July 20 to 29, 2016: Building Official review and approval of the Construction Documents - Building Permit issued. August 2016 to May 2017: Construction. June 2017: Owner Occupancy. cc: fide If there are any questions or comments regarding this Project Memorandum please contact this office within ten (10) days or it will stand as correct. C:\ Users \ohawker \App Data \Local \Microsoft \Windows \Temporary Internet Fi #es \Content.Outiook \YZPBNH40 \Schedule Memo 02- 09- 16.doe P24 Revised September 2010 NEW BUSINESS P21 PITTSYLVANIA COUNTY EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Recommendations from Finance Committee 02 -16 -2016 SUBJECT/PROPOSAL/REQUEST: Recommendations from Finance Committee STAFF CONTACT(S): Mr. Monday BACKGROUND: ACTION: Yes CONSENT AGENDA: ACTION: INFORMATION: ITEM NUMBER: 8 INFORMATION: ATTACHMENTS: 02 -16 -2016 Finance Committee Agenda REVIEWED BY: DISCUSSION: The Finance Committee of the Pittsylvania County Board of Supervisors will meet at 4:30 pm on Tuesday, February 16, 2016. (See attached agenda). Any recommendations from that committee will be presented to the full Board of Supervisors. (a) Treasurer's Report and Projected Delinquent Tax Collections (b) Preliminary FY 16 -17 Budget (c) FY 17 -21 Capital Improvements Plan (CIP) (d) Comments /Questions /Open Discussion (e) Next Steps: (i) Work Session(s) TBD as necessary prior to March 7, 2016 (ii) Finance Committee Meeting March 7, 2016 — Budget Approved for Advertisement (iii) Budget Adopted and Appropriated April 4, 2016 at Regular Meeting of the Board of Supervisors RECOMMENDATION: Staff submits this to the Board of Supervisors for their consideration. P22 FINANCE COMMITTEE Pittsylvania County Board of Supervisors Tuesday, February 16, 2016 4:30 PM Main Conference Room County Administration Building 1 Center Street Chatham, Virginia AGENDA 1. Call to Order 4:30 pm 2. Roll Call 3. Approval of Agenda 4. New Business (a) Treasurer's Report and Projected Delinquent Tax Collections (b) Preliminary FY 16 -17 Budget (c) FY 17 -21 Capital Improvements Plan (CIP) (d) Comments /Questions /Open Discussion (e) Next Steps: (i) Work Session(s) TBD as necessary prior to March 7, 2016 (ii) Finance Committee Meeting March 7, 2016 — Budget Approved for Advertisement (iii) Budget Adopted and Appropriated April 4, 2016 at Regular Meeting of the Board of Supervisors (f) Recommendations to the Board of Supervisors, if any 5. Adjournment rz3 PITTSYLVANIA COUNTY EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Introduction of new Animal Shelter Manager 02 -16 -2016 SUBJECT/PROPOSAL/RE VEST: Introduction of Mark Narron STAFF CONTACT(S): Mr. Monday BACKGROUND: ACTION: CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: None REVIEWED BY: ITEM NUMBER: 9 INFORMATION: Yes DISCUSSION: Mr. Monday will introduce the new Animal Shelter Manager, Mark Narron, to the Board of Supervisors. RECOMMENDATION: Staff submits this to the Board of Supervisors for their consideration. P24 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Status Report on Virginia Department of 02 -16 -16 Transportation (VDOT) H132 Applications ACTION: SUBJECT/PROPOSAL/REOUEST: Report STAFF CONTACT(S): Mr. Monday, Mr. Sides CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: &_;' ITEM NUMBER: 10 INFORMATION: Yes INFORMATION: BACKGROUND: House Bill 2 (HB2) was signed into law in 2014 and it directs the Commonwealth Transportation Board (CTB) to develop and implement a prioritization process to select transportation projects to be funded. The intention is to score projects submitted by localities on an objective and fair basis that is applied statewide. DISCUSSION: Transporation project applications were due September 30, 2015. Pittsylvania County submitted two projects: 1) Construciton of a single lane roundabout at the intersection of Stony Mill Road and Tunstall High Road; and 2) Widen Climax Road to a minimum of 20 feet in width. The County partnered with the Danville Pittsylvania Metropolitan Planning Organization (MPO) in submitting two additional applications: 3) Upgrade the intersections of Berry Hill Road and U.S. Route 58 West; and 4) Widen and improve Berry Hill Road. These projects, along with all others throughout the State, have been scored and ranked. The proposed rankings will now be presented to the CTB. The total cost for all proposed projects was nearly $7 Billion, while approximately $1.7 Billion in funding is available. RECOMMENDATION: VDOT and County Staff will discuss the ranking of local projects and explain the remaining steps in the process. No Board action is required. 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CD LO (D -0 C7 OD U) d O C .O LO D FQ - 0 T O LO _ P27 cn ca e� CL 0 LM a� .m _ 0 CL CL 0 0 0 00 0 LM m 0 CL a 0 i .0 m cu v _ a� E E 0 0 ow P28 0 L a� c� ma 0 W _ a� E E 0 v 0 0 as a� oC 0- _ � L m = a� = 0 .� L 0 � U L o UL cn ca e� CL 0 LM a� .m _ 0 CL CL 0 0 0 00 0 LM m 0 CL a 0 i .0 m cu v _ a� E E 0 0 ow P28 0 L a� c� a� 0 Q,} AI W m LM cm 0 LM CL c� a� .x cn 0 _ 0 M_ CL 0 E[ i 0 oo� U 0 0 v 0 0- cn CD = a� = 0 .� •— 0 a � � � >w o oar � � U a � � a� 0 Q,} AI W m LM cm 0 LM CL c� a� .x cn 0 _ 0 M_ CL 0 E[ i 0 oo� U 0 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Crisis Intervention Team Program Grant — Requires a Roll Call Vote SUBJECT/PROPOSAUREOUEST: Appropriation of CIT Grant Funds for the Crisis Intervention Team Assessment Center (CITAC) STAFF CONTACT(S): Monday, Mills BACKGROUND: AGENDA DATE: 02 -16 -16 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: I INFORMATION: INFORMATION: DISCUSSION: The Sheriff Department recently received grant funding from a Crisis Intervention Team grant awarded to Danville - Pittsylvania Community Services for the Crisis Intervention Team Assessment Center. Beginning October 1, 2015 an off -duty officer /deputy will man the assessment center at DRMC's Emergency Room each day from noon until midnight. This is to help relieve the agencies from manpower shortages on their respective shifts while escorting clients on Emergency Custody Orders and Temporary Detention Orders at DRMC for medical and clinical evaluations. This grant award includes $43,800 (flat rate "compensation ") for FY 2016 for the Sheriff's Department. The grant period is July 1, 2015 — June 30, 2017. The terms of the grant allow up to three (3) one -year renewals and do not require a local match. A representative from the Sheriff's Department will attend the meeting to answer any questions. RECOMMENDATION: Staff recommends that the Board of Supervisors approve an appropriation of $43,800 to the Crisis Intervention Team Assessment Center (CITAC) Grant for FY 2016. Requires a Roll Call Vote. P24 untnalS.SlONI f, COMMON WEALTH ol'VIRGINIA OLPARTME,NT OF B HAI WRAL. HE.ILMAND DEVELOP IEN7AL ShRJ ltTS PoSQ ORice PLA 1717 Richmond Virginia 232I8 -17u7 June 21, 2015 Mr. James Bebeau Danville - Pittsylvania Community Services 245 Hairston St. Danville, Va 24540 Re: Application for CIT Assessment Site Funding Dear Mr. Bebeau, 1elephanL (N W� 796 14 I a% MO) 371 -6haS �~ 1i dbads rUginta gxr I am pleased to report your application for FY '16 -17 CIT Assessment Site funding was selected for funding. The selection committee was very impressed by your proposal and felt it exemplified the type of program the Department of Behavioral Health & Developmental Services (DBHDS) wishes to establish and expand across the Commonwealth. Danville - Pittsylvania Community Services (DPCS) will be awarded $295,240 in ongoing funding (to be issued in equal increments via the bimonthly warrants) and $900 in one -time funding (to be issued in a lump sum in early July 2015). In FY '17, DCPS will again receive $298,240 in ongoing program funds (to be issued in equal increments via the bimonthly warrants). The attached chart provides an itemized accounting of the services /goods DBHDS will fund. As was outlined in the funding application, by accepting this funding, DPCS and DPCIT program agree to adhere to The Essential Elements of CIT, agree to submit CIT Assessment Site data to DBHDS on a quarterly basis, and agree to participate in quarterly CIT Assessment Site meetings. Additionally, DPCS agrees to operate the CIT Assessment Site as described in the application. Should there be a need to substantially alter the operations of the CIT Assessment site, please provide DBHDS with written description of proposed changes prior to their implementation. As was outlined in the application, programs are expected to be operational within 90 days of funding. If you anticipate difficulties meeting this deadline, please let us know so we better understand your challenges and can disucss any alternatives. Shortly you will be receiving an Exhibit D addendum to your already executed Performance Contract which will serve as the contractual basis for your funding. P30 Congratulations on your award! Stephen Craver, DBHDS CIT Assessment Site Coordinator, will be contacting your CIT Coordinator to review data reporting requirements and to provide any needed technical assistance. Sincerely, Michael Schaefer, Ph.D., ABPP Assistant Commissioner Forensic Services Itemized Budget ONGOING FUNDING Item Amount Funded Amount Funded $900 in FY `i6 in FY `17 Emergency Services Clinicians (2) $124,440 $124,440 Peer Support Specialist $42,400 $42,400 CITAC Security officer wages $131,400 $�1,400 ONE -TIME FUNDING Item i Amount Funded in FY '16 Purchase of water cooler, fax machine, and file cabinet $900 Should you need to utilize the funds in a manner different than itemized above, please submit a written request explaining the request and providing a justification to Stephen Craver at DBHDS P32 \1r9iftin 0cpartivick at of . Huha%,iaral I-iealt1l i3ati- c�tc�prttc•axt�l tic�-+•irc•s - Y•- • •• +�aar ca. „�, ,,,, c�thy h u issuing agency Shown Above. If Applications Are Hand iieliyC Deliver To: Jefferson Building, Office of Administrative Services, 8th Floor, 1220 Bank Street, Richmond, VA 23219 *Please note Due Date /Time Above - Late Proposals WILL NOT be accepted tinder any circumstances* In compliance with this Request For Applications (RFA) and all conditions imposed in this RFA, the undersigned applicant herby offers and agrees to furnish all goods and services in accordance with the attached signed application aras mutually agreed upon by subsequent negotiation, and the undersigned applicant hereby certifies that all information provided below and in any schedule attached hereto is true, correct, and complete. NAME AND ADDRESS OF FIRM: Danville-- Pittsylvania Community Services 245 Hairston Street Danville Vir inia 24540 434 - Telephone :434- 799- 0456FAXNo.: 793 -4201 E -Mail Address: 7beteau @dpes.org Virginia Offeror License NO: Not applicable eVA Vendor ID or DUNS No: E10768 OFFEROR'S SIGNATURE: Name &Title: James F. Bebeau, Executive Direct K, April 30, 2015 (Please Print) BUSINESS SIZE AND CLASSIFICATION (Check all that apply): Small Business Woman -Owned Business -Small 0 Minority -Owned Business -Small QLarge Business Woman -Owned Business -Large 0 Minority -Owned Business -Large Q Offeror is Certified by Dep. of Minority Business Enterprise (DMBE); Certification # KOfferor is an eVA Registered Vendor; Vendor g E1 0758 Note: This public body does not discriminate against faith -based organizations in accordance with the Code of Virginia, § 2.2- 4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, Page 1 of 15 P34 CIT Assessmeszt Site -- Statement of Intent to C0meply l .Name, address, telephone and e-mail contact information of CSB Executive Director Danville - Pittsylvania Community Services Mr. lames F. Bebeau, M.S., L.P.C. Executive Director 245 Hairston Street Danville, Virginia 24540 434- 799 -0456 Ext. 3018 jbebeau @dpcs.org 2.Name, address, telephone and e-mail contact information of CSB fiscal representative Danville - Pittsylvania Community Services Mrs. Mary Beth Clement Director of Finance 245 Hairston Street Danville, Virginia 24540 434 - 799 -0456 Ext. 3078 mclement @dpcs.org 3.Names, address, telephone number and contact information of all `Drop -off Center' (Assessment Site) project partners Danville- Pittsylvania Community Services Mr. James F. Bebeau, M.S., L.P.C. Executive Director 245 Hairston Street Danville, Virginia 24540 Danville Regional Medical Center Mr. Spencer Thomas Chief Operating Officer 142 South Main Street Danville, Virginia 24541 Danville Police Department Colonel Philip A. Broadfoot Chief of Police P.O. Box 3300 Danville, Virginia 24543 P35 434 -799 -0456 Ext. 3018 jbebeau@dpes.org 434 - 799 -2156 spencer, thorn as @lpnt.net 434 - 799 -6515 broadpa @ci.danviIle.va.us Danville Sheriff's Office Sheriff Michael S. Mondul 401 Patton Street Danville, Virginia 24541 Pittsylvania County Sheriff's Office Sheriff Michael W. Taylor Post Office Box 407 Chatham, Virginia 24531 434 -799 -5135 mondums @ci.danville.va.us 434 - 432 -7800 mike. taylor @pittgov.org 4-Statement of intention to comply: Upon notice of the successful funding of this application, the undersigned Community Services Board, by signature of its designee, agrees to enter into a contract for funds with Department of Behavioral Health and Developmental Services, to abide by the terms of the contract to be entered into, to ensure cooperation with all project partners and the and Office of Behavioral Health and Criminal Justice Services for the implementation and operation of the Assessment Site, for completion of semi - annual progress reports and participation in an annual review process. a6__ Executive Director o Designee P36 / r Hate APPLICATION FOR FY ''I6 -''l 7 ClT ASSESSMENT SITE FUNDING 1. When was the CIT program established? Danville- Pittsylvania CIT was established January, 2013. 2. Current status of the applying CIT: El Operational Z Developing ❑ In Planning'" 3. Does your CIT currently have a program coordinator? ® Yes 0 No (skip to question 4) a. If there is a coordinator, please indicate if that position is full or part time, who employs and supervises the coordinator, and briefly describe the coordinator's duties and responsibilities. Danville - Pittsylvania Community Services employs and supervises the CIT Coordinator, a part time position budgeted for up to 32 hours per week for FY 2016. The position's job description is attached. Duties and responsibilites are in close compliance with "Essential Elements." 4. Does the applying community have an existing CIT stakeholder group or Task Force that focuses specifically on CIT related issues? ® Yes El No (skip to question 6) a. If Yes to #4, when was the CIT stakeholder group for this program formed? The CIT stakeholder group was formed June 25, 2012. b. How often does the stakeholder group meet? The stakeholder group meets bi- monthly /six times per year. c. Who is responsible for the content and management of stakeholder meetings? The CIT Coordinator is responsible for content and management of stakeholder meetings. d. What are the roles and functions of your CIT stakeholder group? (Check all that apply) ® Oversight of CIT program operations N Aid /Aided in planning of the CIT program Review of critical incidents Community outreach and education P37 APPLICATION FOR FY'IVIi7 CIT ASSESSMENT SITE FgNDING 4.d. continued 0 Seek funding for CIT program 0 Other Please describe some topics discussed at recent stakeholders' meetings and/or include copies of meeting agendas Topics discussed at recent stakeholder's meetings include review of CIT program; 40 hour Core training, issues, scheduling; and data collection /dispatch issues. See attached stakeholder meeting agendas. 5. Which agencies are actively involved in your stakeholder group? Agencies actively involved in the Danville - Pittsylvania CIT (DPCIT) stakeholder group include: Danville - Pittsylvania Community services (DPCS), Danville Police Department, Danville Sheriffs Office, Pittsylvania County Sheriff's Office, and Danville Regional Medical Center, 5. Geographic areas to be served by CIT Assessment Site (counties and cities) Geographic areas to be served by CIT Assessment Site are the City of Danville and Pittsylvania County. a, Current population estimate for these areas combined The current population estimate for these areas combined is 105,814 7. Does your CIT program conduct its own 40 hour Core training classes? E Yes 0 No (skip to question 13) a. How closely does your training program match the training described in the Essential Elements for the Commonwealths Crisis Intervention Team Programs (pages 7 -10)? ® Training fully adheres to recommendations 0 Training is similar, but has minor variations (describe below) P38 APPLICATION FOR FY '18 -'17 CIT ASSESSMENT SITE FUNDING Ej Training is somewhat similar, but due to local or other circumstances there are significant variations from recommended training (describe below) B. List the total number of CIT Instructors in your CIT program 28 9. What training did your instructor's complete to become CIT instructors? (Check all that apply) Virginia CIT Coalition instructor taught Train the Trainer ❑ Self - developed Train the Trainer program Train The Trainer offered by different Virginia CIT program Name of program sponsoring training: ❑ Train The Trainer offered by CIT program outside Virginia Name of program sponsoring training: ❑ None- Trainers are selected from current CIT trained officers but do not undergo any additional Train the Trainer session ❑ Other (explain) 10. Does your training faculty meet regularly? M Yes ❑ No (ship to #12) 11. Describe the purpose and accomplishments of the faculty meetings DPCIT faculty meets approximately once a month to prepare for upcoming training and to evaluate prior training. We strive to incorporate new ideas to enhance the training program. 12. How many 40 hour Core training classes were conducted by your program in calendar years 2013 and 2014? Five 40 hour Core training classes were conducted in 2013 and 2014. Please see additional information for the number of 2015 classes conducted. P39 APPLICATION FOR FY '1621 r CIT ASSESSMENT SITE FUNDING How many total students were certified in these classes? 89 What was the average number of students in each class? 18 Which of the following types of employees have been trained by your trainers? (Check all that apply) M Police ® Sheriff's Deputies (road) ® CSB staff Z Sheriff's Deputies (Courts /Jail) ❑ ER/ED staff F] Fire Dept. F] Regional Jail Staff ❑ Magistrate's Office 0 Private /Hospital Security 0 Other Virginia State Police 13. For law enforcement agencies, how are first line operations staff selected to attend CIT Core 40 hour training? (Check all that apply) ® Self selected 1 volunteer ® Supervisor recommendation ® Mandated for ali sworn employees ❑ CIT 40 hour incorporated into basic academy curriculum ❑ Officers with behavior/ demeanor complaints are sent ❑ Other (please describe) 14. For law enforcement agencies, what was the average length of time (in months) of on the job experience ,Host academy prior to an employee participating in CIT 40 hour training? One hundred three (103) months was the average length of time of on the job experience post academy prior to an employee participating in CIT 40 hour training. 15. For each program partner agency fisted above, please list raw numbers and correlating percentage of staff who have completed the CIT 40 Hour Core training in the appropriate blocks (non -law enforcement agencies only need data for last two columns) AGENCY Danville Police Dept Danville Sheriffs Office Pittsylvania County FIRST LINE OTHER SWORN ADM INSTRATIVEICLINICAL OPERATIONS STAFF STAFF STAFF #122 °fa3$ = #7 6160 #4 I i. #78 %50 #113 %30 TOTAL STAFF #E133 %.30 #0 I %) 1 #5 I %20 I #83 1 %48 #t6. l00 #16 elo(3 P40 #135 1 9/625 APPLICATION FOR FY'16.'17 CIT ASSESSMENT SITE FUNDING Sheriff s Office urt Police Chatham Police Gretna Police Danville - Pittsylvania Community Services Danville Regional Medical Center VA State Police #3 %100 #0 %0 #0 %0 #3 %100 °fOV y/f p�h NW ltlY yy .. S6A {IV #4 %0 #0 %0 00 °fo0 #4 %0 #Q %0 o0 ##i4 '� 414 .. � .` 1%43 ' r #11 %73 #0 %0 #0 %0 #11 %73 # % % # °f0 # % # % ## % # °fo 16. Does your CIT program have a separate CIT training for dispatchers? M Yes, there is a separate class designed specifically for dispatchers (describe below) ❑ No, dispatchers participate in same CIT 40 hour core as law enforcement ❑ No, dispatchers do not receive CIT training in our program ❑ Yes and No, the agencies in our program train dispatchers differently (describe below) a. If there is a separate dispatcher training, please describe (hours, topics, role plays) Held two 4 -hour trainings for 20 of 38 dispatchers; two June 2015 8 -hour sessions for remaining 18 dispatchers planned; please see additional information for description of topics. 17 Have the partner law enforcement agencies developed written policies and /or procedures specifically related to CIT? 0 Yes ❑ No (skip to question 19) 18. Which of the following key elements are included in the written policies and procedures? (Check all that apply) ❑ Availability of CIT officers on all shifts P4l APPLICATION FOR FY'16-'17 CIT ASSESSMENT SITE Fl WDING Dispatching of CIT trained officers to mental health calls Procedures to assign CIT trained officers as back -up on calls Authorizing CIT trained officers to lead interventions, regardless of rank [] Policies /procedures specifically encouraging diversion from arrest ® Guidelines for the transport of individuais in mental health cases ZAccessing behavioral health services Z Transfer of Custody ® Roles of officers involved in Assessment Site operations M Responsibility of officers for data collection 19. Do the non -law enforcement partner agencies have policies /practices in place specific to CIT? Z Yes ❑No (skip to question 20) a. Please describe the content of the policies and/or practices for each agency. (Additional space on last page if necessary) Attached policies, practices, and operational sunimary apply to non -law enforcement and law enforcement partner agencies. Policies are DPCS and CITAC Officer Staffing of the CITAC; ECO Custody of Individuals in the DRMC ED; Consideration and Triage of Referrals for Transfer of Custody at the CITAC; Release of an Individual from Custody at CITAC. 20. Please briefly describe any MOU's in place between partner agencies and /or facilities. Attach copies for any preliminary or completed MOU to this application. if none currently exist, please mark "N /A" and continue to question 21. P42 APPLICATIOlt FOR FY ''l 6-'17 CIT ASSESSMENT'31TE FUNDING Attached is an executed DPCIT Transfer of Custody Memorandum of Agreement, which outlines responsibilities of the partner agencies and serves as an agreement to abide by CITAC policies and procedures. An executed Memorandum of Understanding of CIT is also attached_ 21. If no MOU's currently exist, please describe what efforts have occurred at the time of the application to develop MOU's. Not applicable. 22. Please describe any data collection that occurs in your CIT program and how it adheres to the collection recommendations outlined in the Essential Elements... (pp. 13 -14) check the BEST response. 0 Collection is in full compliance with recommendations N Collection is similar, however some minor variations exist (describe below) ❑ Collection is similar, but due to local issues there are significant deviations from the recommendations (describe below) [] CIT program is not collecting data at this time Explanation: DPCIT's plan is to collect all required field data and maximize capacity to implement DBHDS' data collection mandate. Currently, the CIT Coordinator collects all available data the law enforcement agencies /communication centers can provide. Not every data element is currently collected by the respective agencies. 23. Please provide the following data for agencies within the catchment area of the Applicant CSB: (this includes combined totals for all program agencies) Num. Faperless i Num. Paper ECO's Num. TDO's _. ECO's.. Cal. Year 2013 133 270 553 Cal. Year 2014 171 - - � � 213 698 P43 APPLICATION FOR FY'116 -17 CIT ASSESSMENT SITE FUNDING . --_ CIT Interventions ' Dispatched MH Dispatched Caps wellness Dispatched Other � i Cal. Year 2413 457 1754 42 - - -- I Cal. Year 2414 524 1722 119 quantitative data ' unavailable * IF any of the data above was not available at the time of this application, describe what efforts were made to attempt to obtain the data, and what steps are being taken to ensure complete data would be available in the event the Assessment Site funds are awarded. Currently, officers' written narratives about incidents involving individuals with mental health issues are the primary source for CIT Interventions. Although this information has not previously been quantified, that will change with the establishment of the CITAC and associated data collection. To ensure complete data will be available, DPCIT will implement use of the attached CIT Field Intervention Form to assist in the collection of CIT Intervention data, which is the only quantitative data lacking. We will also collect data from the local law enforcement agencies, communication centers, and the CSB. Data will be entered in an electronic HTML form that dumps into a spreadsheet for easy reporting by the CIT Coordinator. Required data will be uploaded to DBHDS' database quarterly and reported semi - annually. 24. Please list/describe the peak hours for ECO's and TDO's. In the Danville- Pittsylvania Community Services' catchment area, 12:00 P.M. to 12:00 a.m. are the peak hours for ECO's and TDO's. 25. When a TDO is issued, what is the average time a law enforcement officer spends with a consumer from initial contact until the TDO is issued. (This should be an average of all law enforcement agencies within the applicant CSB's catchment) The average time is 5 hours and 42 minutes in DPCS' catchment area. P44 APPLICA.TIM, FOR FY'16 -'I7 CIS' ASSEM�EKFT S. PTE FUNDING 26. How many officers are required to remain with a consumer while a TDO is being sought? If this is different for each agency within the catchment area, please explain: Only one officer is typically assigned to a TDO unless there are circumstances that dictate otherwise. 27. For those agencies requiring more than one officer, please describe how that staffing is accomplished (e.g. aux. officers. taking two off of patrol, the use of admin. staff. OT paid, etc.) Not applicable. 28. What are your goals for a CIT Assessment Site? (Check all that apply) Z Divert individuals with mental illness away from the criminal justice system M Decrease the amount of time officers are involved in the ECO /TDO process Improve communication and collaboration between law enforcement and mental health professionals Decrease the number of mental health patients waiting in Emergency Departments Establish mechanisms to link consumers with mental health services Z Streamline the ECO /TDO process N Decrease officer and/or consumer injury Z Consolidate mental health crisis services in a centralized location P45 APPLICATION FOR FY'16 -'17 CIT ASSESSMENT SITE FUNDING Infuse peer support services into a crisis response network Decrease rate of crises for high intensity mental health consumers Decrease recidivism for mental health consumers Other (explain) 29. Self Assessment: Describe any challenges encountered regarding any of the above questions and topics, including what actions have been taken to remedy the concern and clear the way for future Assessment Site development and operations P46 APPLICATION FOR FY '1V17 CIT ASSESSMENT SITE FUNDING DPCS is exploring best practices for collecting data by networking with Operational CIT programs. We look forward to working with DBHDS to bring our data collection into full compliance with the recommendations in the "Essential Elements." DPCIT's plan is to collect as much information as possible through telecommunications 911 centers, law enforcement agencies, and the CSB. The Assessment Site will require officers to complete a CIT Field Intervention Form and to submit it to the CIT Coordinator for data input to an electronic spreadsheet for easy reporting. The CIT Coordinator will continue to work with the telecommunications centers to add a code for collecting data specific to CIT field interventions. Recruitment and maintenance of ES Clinicians is a challenge. To help make this position more attractive, bonuses are sometimes offered. Additional Information: P47 APPLICATION FOR FY'16 -'17 CIT ASSESSMENT SITE FUNDING # 12. In 2015, DPCIT has held two 40 -hour Core training classes, bringing the total of 40 -: Core training classes for 2013, 2014, and 2015 to seven. Additional students certified in 2( classes are 54, bringing the total number of students certified for 2013, 2014, and 2015 to 1 DPCIT has assisted Southside CSB. The 143 includes 14 certified officers from South Bost Police Department and Halifax County Sheriff's Office. #16. In both the 4 and 8 hour dispatcher training, units are presented on clinical states, ac listening, suicide intervention, hearing voices, verbal de- escalation, the four plays, and cri scenarios/role plays. Programs considered Operational typically exhibit most or all of the following: P48 APPLICATION FOR FY'16-17 CET ASSESSMENT SETE FUNDING Task Force meets regularly and provides oversight and outreach; a CIT coordinator is in place; the CIT has 24/7 response capability; a therapeutic Assessment Site exists and is consistently utilized and /or policies and procedures are in place to enhance linkage to services ; the prograrn collects data to assess program effectiveness Programs considered Developing typically exhibit most or all of the following: A well established Task Force or stakeholder group in place; CIT coordinator in place or some form of established leadership; a significant percentage of CIT first line responding law enforcement in partner agencies; planning and development of a therapeutic .n Assessment Site has progressed beyond concept stage 6� Programs considered In Planning typically exhibit most or all of the following! Working to establish a consistent stakeholder group; studying and creating ways to implement the CIT model; providing first line responding officers and mental health emergency service provider training; developing and /or strengthening partnerships including the creation of MOD's and policies to enhance linkage to services, reduce officer time on mental health emergencies, and support the eventual establishment of an Assessment Site P49 Site Deyelo mPnt Plan f2r Erg rams with New CIT" Assessment Sites 1. Name of CIT: Danville - Pittsylvania Crisis InterventionTeam (DPCIT) 2. Proposed hours of operation: 12:00 p.m. to 12:00 a.m.; seven days each week throughout the year a. How were the proposed hours chosen? Include data that supports this decision. Based on statistical analysis by Danville- Pittsylvania Community Services (DPCS), the CIT Assessment Center (CITAC) will provide access for 66% of the cases requiring law enforcement involvement. Daring hours the site is not operational, anyone can contact DPCS Emergency Services for consultation to manage a crisis. Options may include safety planning, linkage and referral to community providers through phone and face -to -face assessments at Danville Regional Medical Center's Emergency Department or at DPCS' main office. b. which stakeholders were involved in the choice of operational hours? Danville- Pittsylvania Community Services, Danville Regional Medical Center (DRMC), Danville Police Department, Danville Sheriff's Office, and Pittsylvania County Sheriff's Office were involved in the choice of operational hours. 3. Proposed location of Site: (if more than one possible choice please include both) Address: Danville Regional Medical Center, 142 South Main Street, Danville, Virginia 24541 Description (ED, Self standing, number and purposes of rooms, etc): CITAC will be located in DRMC adjacent to the Emergency Department (ED). Three rooms, two for interview and one for office work, located on a corridor just outside the ED are for CITAC. The corridor connects to the ED's outside entrance, so individuals accessing CITAC will not enter the ETD. DPCS currently uses two of the rooms that will become CITAC. 4. Please describe other consumer services within the region such as Crisis Stabilization Units, medical facilities, and other mental health services. How far are they from the proposed site? P50 Site Develcl2ment Plan for Programs with New CIT AssessmEnt Sites DRMC has 18 inpatient psychiatric beds and an ED in the same building where CITAC will be located. Southern Virginia Mental Health Institute, with 48 state inpatient psychiatric beds, is located at 382 Taylor Drive, less than 2 miles from DRMC. Across Main Street from DRMC, DPCS offers Residential Crisis Stabilization for short -term intensive treatment to stabilize acute psychiatric crisis and prevent admission to a psychiatric inpatient unit. (Additional info.) 5. Describe any challenges encountered in the process to select site(s): No challenges were encountered in the process to select an Assessment Site. DPCS currently uses an office and an interview room at DRMC. A second interview room, for a total of three rooms, is needed for CITAC. DRMC will provide all of the necessary space in -kind. Minimal renovation to provide a door with an observation window between two rooms is needed to allow the CITAC Officer to observe two people at the same time. The CITAC at DRMC would be operational by September 1, 2015. 6. For those sites located in or adjacent to hospitals, please describe the relationship between the hospital and site with regard to patients; will the consumer be considered a patient of the hospital while at the Assessment Site? Please explain reasoning behind the decision. The CITAC, located adjacent to DRMC's ED, makes medical screening and medical /psychiatric care easily accessible. If medical clearance is indicated, the individual will be registered with the ED and simple medical screenings such as EKGs, lab tests, and vital signs can be completed in the CITAC. If an individual is assessed and requires more extensive medical care, the individual would be admitted and moved to a room in the ED for medical treatment prior to any psychiatric admission or to determine if admission is needed on a medical unit. 7. How will medical clearance be addressed at your site? Consider the following: P51 Site De felojRnent flan for Programs with New C1T Assessment Sites a. Does the site have the capacity to conduct medical clearance? Explain Yes, within Danville and Pittsylvania County, DRMC is partnering with DPCS to accept individuals who need mental health evaluation and medical clearance. The CITAC, located within DRMC, has the capacity to conduct medical clearance. If further medical treatment is needed, the individual can be admitted to the DRMC ED, b. if the site does not have the capability, how far is the closest medical facility used for this purpose, and what will be the procedures for the transportation? Not applicable. c. Explain any other procedures or considerations for medical clearance that are planned at your proposed site, Medical clearance issues are addressed in the attached Consideration and Triage of Referrals for Transfer of Custody at the CIT Assessment Center polio, and procedure. Factors in considering an individual for assessment include current medical status of the individual, acuity of the individual's behavior, known history of aggression or violence, and acuity of the individuals already being served at the Assessment Site. 8. Please describe any procedures, policies, and practices that have been implemented that will streamline the TD© process at your proposed site: P52 Site Development Plan for Programs with New CIT Assessment sites Policies and procedures developed for the CITAC pertain to DPCS and Security Staffing of the CIT Assessment Center, and Policy and Procedure for CITAC Officer. When the case disposition is TDO to DRMC, the CITAC Officer will execute the order and ensure the individual's admission to the psychiatric unit. If individual is TDO to another facility outside the local area, CITAC Officers can maintain custody until respective law enforcement agency can transport. a. Does the proposed site have a plan to use video conferencing with magistrates? if yes, please explain any steps needed to facilitate this process. If not, why not? No, CITAC does not plan to use video con €erencing with magistrates because DPCS staff is able to communicate effectively with the magistrates to complete the petition process. DPCS faxes petitions, for HIPAA compliance, and speaks with the magistrate by phone to complete the ECO and TDO process. 9. What communities (counties, cities, towns) will be served by the site? The Assessment Site will serve the City of Danville and Pittsylvania County, Virginia. a. Are all partner agencies planning to participate in use of the site? If not, what are the reasons? P53 Site Development Plan for Programs with New CIS' Assessrnenf Sues Yes, all }partner agencies are planning to participate in use of the site. 10. Who will have access the site's services? (Check all that apply) consumer in custody of CIT trained law enforcement consumer in custody of any law enforcement in program area voluntary referrals from ED/ER family referrals ® walk -ins ❑ Other (explain) 11. Based on the previous calendar year's data (EC ©'s, voluntary referrals for Emergency Services), how many assessments does your program anticipate conducting at the site in FY 2015? Based on the previous year's data, our program anticipates conducting 2,100 assessments at the site in FY 2015. b. How many consumers can be served in the assessment site at any one time? Two consumers can be served in the Assessment Site at any one time. P54 Site Development Plan for Programs with New C1T Assessment sites c. What will be the policies and /or procedures for additional consumers when the site reaches maximum capacity? If the Assessment Site reaches maximum capacity and additional individuals come in under custody, the persons will be taken to the DRMC Emergency Department as is now the process. Attached CITAC policies and procedures address this scenario in more depth. DPCS regular FTE ES Clinicians will assist with providing crisis assessment to those individuals who are unable to be accepted by CITAC due to site capacity. d. What will be the policies /procedures when a consumer is being served in the site at the scheduled closing time? Include staff responsibilities and who will be responsible to make decisions regarding the course of action. Referrals by officers /deputies for transfer of custody will be accepted beginning 12:00 p.m. each day CITAC is operational and ending at 11:00 p.m. This will help ensure there is adequate time to complete the assessment process without routine extension of CITAC hours and overtime challenges. In general, referrals to the CITAC will not be "held and passed" by ES Clinicians. The clinician will begin the pre - admission screening process immediately upon the completion of a transfer of custody and will negotiate "passing" of the assessment to another ES Clinician only when another clinician is coming on shift at the site or can respond to the CITAC. ES Clinicians assigned to emergency services shifts outside the CITAC may be contacted to complete assessments at the CITAC. 12. list the average number of ECO's (;paper & paperless) during the a 24 hour period for calendar year 2014 (please break into 4 Dour increments) time time # 12 :00 a.m. to 4:00 a.m. 1.82 4:00 a.m. to 8 :00 a.m. .91 8 :00 a.m. to 12:00 p.m. 1.69 12:00 p.m. to 4 :00 p.m. 2.99 4:00 p.m. to 8:00 p.m. 3.12 P55 Site Development Plan for Programs with Hew CIT Assessment Sites 8:00 p.m. to 12:00 a.m. 2.47 13. How many consumers were arrested by partner law enforcement agencies during CY 2014 who would otherwise have been diverted from arrest if an Assessment Site had been in operation? In CY 2014, there was no data collection process in place to determine this number. 14. Who will provide security at the Assessment Site? (off -duty L.E., private security, etc.) Danville Police Department, Danville Sheriffs Office, Pittsylvania County Sheriffs Office will provide off -duty law enforcement officers to staff the CITAC. They will have the title CITAC Officer. In addition, eight DRMC securitiy staff have now been CIT trained. a. What percentage of personnel planned provide security in the Assessment Site will have completed the forty hour core CIT training? 10o% b. Will the proposed site have a percentage goal of CIT training for staff? Explain: All three law enforcement partner agencies state they want 100% of their staff CIT trained. c. Based on the security staff chosen, are there sufficient personnel to staff the site during all proposed hours of operation? Yes 15. Did your CET program have a process for transfer of custody during in CY 2014? 2 Yes ❑ No (skip to question 15C) a. How many transfers occurred during CY 2014? None because CITAC was not operational. However, policies, procedures, forms, and operational plan were in place for utilization in CY 2014. P56 Site Development Plan for Programs with New CIT Assessment Sites b. Are all current partner agencies using the current transfer agreement? IF not, why not? No, because CITAC is not operational at this time. However, the partner agencies are in agreement and willing to utilize this process immediately upon CITAC operation. c. Are all partner law enforcement agencies (including the Chief Executive) in agreement on a future transfer of custody at the proposed site? If not, why not and what procedure will be used to address that discrepancy? Yes, a DPCIT Transfer of Custody Memorandum of Agreement for the proposed CIT Assessment Site is signed by all Iaw enforcement partner agencies and ready for implementation. The partner agencies have been in agreement with this process since July 1, 2014. d. What policies and /or procedures have been developed regarding which consumers are and are not appropriate for transfer of custody? Consideration and Triage of Referrals for Transfer of Custody at the CITAssessment Center addresses which consumers are and are not appropriate for transfer of custody. e. Who will have final decision making authority on -site regarding whether a transfer will occur? Explain. Based on the factors outlined in the policy and procedure, the final decision making authority on -site regarding whether a transfer will occur is a collaboration of the CITAC Officer and the ES Clinician. 16. Does your proposal include any on site Peer services? N Yes ❑ No (skip to question 17) P57 Site Development Plan for Programs with New CIT Assessment Sites IF yes, explain how many and what duties the peers will fulfill One Peer Support Specialist will staff the CITAC 40 hours per week, Peer services are consistent with recovery oriented and trauma informed care for individuals in crisis. The Peer Support Specialist will work with individuals during and after the crisis and ensure linkage to community services occurs, The Peer Support Specialist will assist with transporting individuals if needed using a DPCS' vehicle. 17. Please indicate the proposed type of staffing at your site by CSB emergency services clinicians; Z Always on -site during hours of operation ❑ On -call and respond immediately when needed, occasionally staffing site ❑ No on -site staff schedule, but on -call with immediate response Other (explain) a. IF staff will be assigned to the site, will they be dedicated to the site, or will emergency services staff rotate and/or share the responsibility? It is planned that 2.50 ES Clinicians will be dedicated to the CITAC to cover its hours of operation. However, in instances of leave, illness, etc., regular, full -time DPCS ES Clinicians will rotate and /or share the responsibility to fill the CITAC schedule as needed, 18. Describe how the personnel needed to operate the proposed site will need to be deployed if it will be different from how the emergency mental health process currently operates in your CSB? (e.g. re- assignment of on -duty E.S. workers, hiring new staff, etc.) New emergency services staff will need to be hired to provide adequate staffing to operate the proposed site. If the CITAC ES Clinician is on leave, a regular DPCS ES Clinician would be reassigned to provide coverage on site. P58 Site Development Flan for Programs rams with New CI!T Assessment Sites a. If hiring new ES staff is necessary, what are the anticipated difficulties in recruiting sufficient staff to fill the needs? ES Clinicians are challenging to recruit and hire in Danville- Pittsylvania County. There tends to be a high rate of turnover in this position. Challenges include the rural area, credentials required, intensity of responsibilities of the job, and hours. 19. What duties and tasks will be accomplished by staff when there are no consumers in the proposed site to receive services? When there are no consumers in the proposed site to receive services, staff will assist with other emergency services responsibilites in the ED and /or provide preadmission screenings for individuals admitted to medical floors and in need of psychiatric admission /treatment, see other individuals at DRMC who need crisis intervention but are not qualified for CITAC, prescreen for DPCS Residential Crisis Stabilization Unit adjacent to the hospital, and other duties, such as paperwork as assigned. 20. For consumers who were hospitalized under TDO in CY 2014, where were they most frequently placed (e.g. which hospitals /facilities does your region utilize for TDOs? They were most frequently placed in Danville Regional Medical Center. a. How far is this location from your proposed Assessment Site? The Assessment Site is located in Danville Regional Medical Center. 21. What do you expect to be the biggest challenges encountered during operations of your proposed Assessment Site? P59 Site Development-Plan for Programs with New CIT Assessment Sites We expect the biggest challenges encountered during operations of the proposed Assessment Site to be the decision about who qualifies with the two space limit, ensuring adequate staffing by the law enforcement agencies for the CITAC Officer position, and recruiting, hiring, and training ES Clinicians. Data Collection 1- What types of data will you collect at the Assessment Site that are not collected currently by law enforcement and mental health in your area? a. How will this data show the future success of your Assessment Site? DPCIT will collect all CIT intervention field data, some of which is not currently collected quanitatively. At this time, some mental health field data would only be available from law enforcement narrative reports. Data reported with the Assessment Site's operation will measure outcomes and effectiveness of the program. It will determine if DPCIT is addressing the principal statutory concerns in mental health related calls. b. What steps will you take to improve the quality and reliability of any data currently collected to conform to reporting requirements and support the operation of the site? DPCIT will take steps to improve reporting capacity on all mental health calls; implement paperwork process at the Assessment Site to identify if individual was brought in on a paperless ECO, the origin of the initial call, if there were any injuries, and a chronological listing of when the individual was taken into custody through release or transfer; generate a spreadsheet to assure all CIT related calls are captured; fully comply with DBHDS data reporting requirements using CIT Assessment Site Data Reporting Guide. F60 Site Development Plan for Programs with New CIT Assessment Sites c. Describe what steps will be taken to ensure all partner agencies collect the required data in a timely fashion. include who will collect, process, and ensure accuracy of data prior to submission to DBHDS. DPCIT partner agencies have executed a Memorandum of Understanding and a Memorandum of Agreement, which state responsibilites related to data collection. The CIT Coordinator, Law Enforcement Officers, Emergency Services Clinicians, and C1TAC Officers will collect the data. The CIT Coordinator will receive completed Assessment Site forms weekly, and review, process, and submit the data to DBHDS using the VACIT Data Template, in accordance with the mandated, quarterly reporting schedule in the 2014 CIT Assessment Site Data Reporting Guide. DPCS' Director of Adult Clinical Services will also review quarterly and semi- arunual data before submission. d. Describe and attach any forms for data collection that your CIT already uses or has developed for future use in an Assessment Site. Law Enforcement Officers will use the CIT Field Intervention Form to collect data. The Emergency Services Clinician will the use the Virginia Preadmission Screening Report to collect data. The Law Enforcement Officer and the CTI'AC Officer will use the Transfer of Custody form to collect data. A DPCS Systems Analyst developed an electronic HTML form based on the CIT Field Intervention Form that dumps into a spreadsheet for easy aggregate CIT data reporting. These forms are attached. Additionally, DPCS' electronic health records system has capabilities for data reporting related to CITAC. Additional space provided on next page P61 Site Development Plan for Pro rams with New CIT Assessment Sites Additional information: 4. DPCS ES Clinicians are able to provide mental health brief crisis counseling to help prevent exacerbation of symptoms and psychiatric hospitalization. DPCS Emergency Services is available to the community 24/7 to respond to mental health crises and provide linkage and referrals to community resources post crisis. P62 Budget Detail Worksheet FY 2016 CIT Assessment Site Funding Program Total Program Costs Total DBHDS Funds Requested Total Anticipated Local Match (20 %) Ongoing $298,240.00 One Time $900.00 Ongoing $139,262.00 One Time $6,000.00 Total Program Costs FY2016 (DBHDS funds +local match) $444,402.00 Personnel Costs (full time) Position Title Salary Benefits and Total Position CpSt Fund Source Wages (include required Fund routes contributions (select from list) FY 2016 1 .Peer Support Specialist $28, 400.00 $14,000.00 $42,400.00 DBHDS 2-Two CSB Emergency Services $1,092.00 Locality 3.CIT Coordinator Clinicians $89,662.00 $34,778.00 $124,440.00 DBHDS 3.CSB Emergency Services Clinician $22,415.00 $8,695.00 $31,110.00 Locality 4.CSB Emergency Services Staff $419,392.00 Supervision $18,922.00 $5,676.00 $24,598.00 Locality Total Full Time Costs FY 2016 I $222,548.00 1 Match funds in this Personnel Costs (wage positions) $55,708,00 1 Budget Detail Worksheet P63 Estimated Monthly Position Description Wages (include required Fund routes contributi© ns) (select from list) I.CJTAC Officers $10,950.00 DBHDS 2.CITAC Officers Supervision $1,092.00 Locality 3.CIT Coordinator $3,666.00 Locality 4.CIT Coordinator Supervision $695.00 Locality Total Anticipated Wages FY 201b $196,844.00 Wa e Match FY 2076 $65,444.00 Total Personnel Costs FY2016 $419,392.00 1 Budget Detail Worksheet P63 Budget Detail Worksheet FY 2016 CiT Assessment Site Funding Program Facility Costs (recurring) Rent/Lease (month) Utilities Maintenance Total T Fund Source {select from list) 1. 1.,459.00 $0 $0 $ Locality 2. none $0 $0 DBHDS Other Recurring Costs (Supplies, Technology, Materials, etc.) Description P Anticipated Fund Source Total Cost FY 2016 Monthly Cost y (select from list) Office /facility supplies $50.00 $600.00 Locality none $0 $0 Locality none $0 $0 Locality none $0 $0 Locality Total Recurring Costs FY2016 $600.20fl Local Match of Recurring $600.00 One Time Cost Request Max 5 -10% of total (description to follow in Budget Narrative) DBHDS Funds Requested Local Funds Committed $900.00 $6,000.00 Budget Detail Worksheet P64 Total One Time Costs $6,900.00 2 Budget Detail Worksh&et FY 2017 ClT Assessment Site ongoing cost budget Total Program Costs Grant funds requested Anticipated Local Match Benefits and Funds (30 % +) $298,240.00 $139,262.00 Total Program Costs FY2017 (DBHDS funds +local match � $437,502.00 Personnel Costs (futl time) 'Total Full Time Costs FY 2017 $222,548.00 Match funds in this category $55,70&00 Personnel Costs (wage positions) Position Description Estimated Monthly Wages (including mandatory contributions) Benefits and Total Position $10,950.00 Position Title Salary contributions Cost Fund Source $3,666.00 Locality 4.CIT Coordinator Supervision FY 2017 Locality 1 Yeer Support Specialist $28,400.00 $14,000.00 $42,400.00 DBHDS 2.Two CSB Emergency Services Clincians $89,662.00 $34,778.00 $124,440.00 DBHDS 3.CSB Emergency Services Clinician $22,415.00 $8,695.00 $31,310.00 Locality 4.CSB Emergency Services Staff Su ervision $1$,922.00 $5,676.00 $24,59$.00 Locality 'Total Full Time Costs FY 2017 $222,548.00 Match funds in this category $55,70&00 Personnel Costs (wage positions) Position Description Estimated Monthly Wages (including mandatory contributions) Fund Source 1.CITAC Officers $10,950.00 DBHDS 2.CITAC Officers Supervision $1,092.00 Locality 3.CIT Coordinator $3,666.00 Locality 4.CIT Coordinator Supervision $695.00 Locality Total Anticipated Wages FY 2017 1 $196,844.00 I Wage Match FY 2017 1 $65,444.00 Budget Detail Worksheet P65 Budget Detail Worksheet FY 2017 CiT Assessment Site ongoing cost budget Total Personnel Casts FY2017 $419,392.00 Facility Costs (recurring) Rent/Lease (month) Utilities Maintenance Total Monthly Fund Source Cost 1. 1,45'9.00 $0 $0 $ 1,459.00 Locality 2.0 $0 $0 $0 DBHDS Other Recurring Costs (Supplies, Training & Materials, etc.) Description Anticipated Monthly Cost l Total Cost FY 2017 Hand Source Office /facility supplies $50.00 $600.00 Locality none $0 $0 Locality none $0 $0 Locality none $0 $0 Locality !tFY2017 Recurring Casts Local Match of $600.00 7$00 600. Recurring 4 Budget Detail Worksheet P66 Budget Narrative Form FY 2016 CIT Assessment Site Funding Program 1. Describe the financial need for grant funding through the DBHDS CIT Assessment Site grant program for FY 2016. Included justification for the need for continued funding through FY 2017. Danville - Pittsylvania Community Services' request for funding through the DBHDS CIT Assessment Site grant program for FY 2016 is $298,240 for personnel costs. The Assessment Site will require continued funding in this amount for sustainability in FY 2017. As grant applicant, DPCS has no existing funds to support the site's full operation. The DPCIT partner agencies agree to provide greater than a 20% match in FY 2016 and greater than a 30% match in FY 2017 toward total Assessment Site program costs. This initial two year period to collect data demonstrating the need for and effectiveness of the Assessment Site and DPCIT program will be critical for justification of future funding. 2. Explain how the In -kind snatching funds will be increased in subsequent years if the submitted proposal is awarded. Include the source(s) of the matching funds including projected contributions from CIT partners. To increase in -kind matching funds in subsequent years, the Danville Police Department and Danville Sheriff's Office would both propose an increase to $5,000 for CIT as a budgetary line item that would require City Council approval. This would potentially increase the Iaw enforcement matching funds by $10,000 in FY 2017. Pittsylvania County Sheriff's Office could take similar action to increase their contribution also. Existing in -kind support will remain stable in subsequent years. DRMC will continue to provide space in -kind for the CITAC at a current value of $17,508 annually. DPCS will continue to provide office /facility supplies and personnel in -kind currently valued at $108,648 annually. Law enforcement partner agencies will continue, and potentially increase, their current annual in -kind support valued at $13,104. 3. Describe how the listed funds will be used for equipment, supplies, and any one- time projects. DPCS requests $900 from DBHDS in FY 2016 to purchase a fax machine, watercooler, and file cabinet. The three law enforcement partner agencies will contribute $1,000 each for FY 2016, for a total of $3,000, to purchase chairs, lamps, a desk, and two televisions for the interview rooms. DRMC is making a $3,000 in -kind contribution in FY 2016 for the one -time expense of installing a door with a window in a wall between two interview rooms for observation of two individuals. DPCS will provide office /facility supplies at a cost of $600 annually. P67 Budget Narrative Form FY 2016 CIT Assessment Site Funding Program 4. Include job descriptions and duties for any position for which funding has been requested in whole or in part, as well as whether or not that position has existed previously under the funding of any other entity and why it can no longer continue to be funded without the funds provided by this grant. The job description for a Peer Support Specialist is attached. It describes duties for DPCS' Residential Crisis Stabilization Peer Support Specialist and will be adjusted for the CITAC Peer Support Specialist if funds are awarded. The job description fora CSB Emergency Services Clinician and for a CITAC Officer are also attached. The Peer Support Specialist and CSB Emergency Services Clinician exist under D anvil le- Pittsylvania Community Services' funding. These positions cannot be funded by DPCS for CITAC because the Agency's budget cannot support funding new ES Clinicians, or the Peer Support Specialist, whose position is designed to work for CITAC. DPCS will fund the CIT Coordinator position to show commitment to the CITAC and CIT. 5. Explain any anticipated income from the operation of the Assessment Site. Include any necessary data to support this estimation. Income from Assessment Site operation would only derive from individuals with Medicaid who voluntarily present to the CITAC. If ten such individuals per month received a 2 -hour prescreening, the Medicaid fee reimbursement of $148.88 for this service would generate $17,865 over a one year period. 6. Outline the hiring and employment responsibilities for each position requested under the grant program. Include the fiscal responsibilities (wages, benefits) ES Clinicians and Peer Support Specialist are DPCS' employees and supervised by DPCS' ES Coordinator who is responsible for hiring, training, and clinical supervision of this staff under the CIT program. Fiscal responsibility for wages and benefits for two ES Clinicians and the Peer Support Specialist will be with DBHDS. An additional .50 FTE ES Clinician will be dedicated to CITAC with wages and benefits contributed by DPCS. ES CIinician and Peer Support Specialist supervision will be contributed in -kind by DPCS. The CIT Coordinator is hired and employed by DPCS, and works under supervision of the Director of Adult Clinical Services. Both CIT Coordinator and CIT Coordinator supervision wages and benefits are contributed by DPCS. The CITAC Officers are employed and supervised by their respective law Pl1fCWrPM1-1nt AaPnriPC anri f zrn] rPznnncihilihr fnr thPM is With r)RT r)(; P68 Budget Narrative Form FY 2016 CIT Assessment Site Funding Program 7. Detail any cost saving measures attained during the planning stages for this Assessment Site proposal including any donations of materials, space, and /or personnel. All DPCIT partner agencies will donate toward the operation of the Assessment Site. DRMC will donate the lease, overhead, utilities, and common area with proximity to the Emergency Department, as well as, materials and labor to install a door with a window in a wall between two interview rooms for observation of two individuals. DPCS will donate office /facility supplies on a recurring basis as well as personnel, including, the CIT Coordinator and CIT Coordinator supervision, .50 FTE Emergency Services Clinician and Emergency Services Clinician supervision. Each law enforcement agency will donate supervision for the CITAC Officers and furnishings for the CITAC interview rooms and offices. 8. Explain how the proposed operational details (staffing, location, renovations, hours of service) provide the greatest amount of service at the best possible cost savings. DPCS and the DRMC Emergency Department have an established working relationship. DPCS already has one office equipped with furniture and computers, as well as an interview room, which are dedicated to Emergency Services at DRMC with mental health screening provided. DRMC provides this space, and will add another interview room, in -kind. Minimal renovation is required at the location to enable the CITAC Officer to observe two people at the same time. The CITAC location provides easy access to medical screening and reduces time to complete the process for psychiatric admission. Additional ES staff will help to spread the workload and provide rotating work schedules. CITAC hours of service are most beneficial to community law enforcement because officers can return to the field, and CITAC Officers can provide custody of ECO individuals reducing overtime for the law enforcement agencies. ES Clinicians will be on site to provide quick assessment and referral to needed services, reducing extra pay and on -call coverage for ES assessment. P69 Memorandum of Agreement and Memorandum of Ukiderstanding The Danville- Pittsylvania Crisis Intervention Team Transfer of Custody Memorandum of Agreement and an earlier CIT Memorandum of Understanding between law enforcement, mental health services, and medical services have been attested by Danville Police Department, Danville Sheriff's Office, Pittsylvania County Sheriffs Office, and Danville- Pittsylvania Community Sen•ices. Danville- Pittsylvania Community Services is awaiting attestation of the documents by Danville Regional Medical Center, which is in the process of resolving Emergency Medical Treatment & Active Labor Act (EMTALA) issues that impact the CIT Assessment Site's operations. The Memorandum of Agreement and the Memorandum of Understanding will be submitted to the Department of Behavioral Health and Developmental Services pending final approval by Danville Regional Medical Center's legal counsel and attestation by Danville Regional Medical Center. P70 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Request for Public Hearing — Proposed Revision to Sec. 35 -819; Maintenance and Removal of Signs, of the Pittsylvania County Zoning Code SUBJECT/PROPOSAL/REOUEST: Request for Public Hearing STAFF CONTACT(S): Mr. Monday BACKGROUND: AGENDA DATE: 02 -16 -2016 ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: 12 INFORMATION: INFORMATION: ATTACHMENTS: 1) Letter dated 02 -03 -2016 from Director of Code Compliance 2) Proposed Revision to Sec. 35 -819 of PC Zoning Code REVIEWED BY: DISCUSSION: The Pittsylvania County Planning Commission held a public hearing on Tuesday, February 02, 2016 regarding a proposed revision to the Pittsylvania County Zoning Ordinance, Sec. 35 -319; Maintenance and Removal of Signs. (see attached letter.) After duly holding the hearing, the Planning Commission voted 7 to 0 (one member was absent), and with no opposition, to recommend the Board of Supervisors hold a public hearing for citizen input and afterwards, approve the proposed change. Attached is the proposed change. RECOMMENDATION: Staff recommends that the Board of Supervisors authorize the County Administrator to advertise a public hearing for citizen input on the proposed revision to the Pittsylvania County Zoning Ordinance, Sec. 35 -319; Maintenance and Removal of Signs, to be held on Tuesday, March 15, 2016. P72 PITTSYLYANIA COUNTY Department of Code Compliance P.O. Drawer D Chatham, Virginia 24531 Odic H. Shelton, Jr., Director VIRGINIA f, MEMORANDUM TO: Clarence C. Monday, County Administrator so FROM: Odie H. Shelton, Jr., Director of Code Compliance DATE: February 3, 2016 SUBJECT: Amendment to the Zoning Ordinance Phone Numbers: Inspections (434) 432 -7750 Zoning (434) 432 -1771 Fax (434) 432 -7919 The Pittsylvania County Planning Commission held a public hearing on Tuesday, February 2, 2016, regarding the proposed amendment, as advertised in the Star Tribune on January 20 and 27, 2016, to the Pittsvlvania County Zoning Ordinance, Chapter 35- Zoning. SEC.35 -819. MAINTENANCE AND REMOVAL OF SIGNS. to delete the followin>=; and it 'paurF Ofe."" the -duos, OT the - lCppilCAai'AC'the it pF7 �sCr7Z'p pj"p y eemolied with the the sigim eF signs up to the time of !he4ke@rjq& The Planning Commission recommended by a 7 to 0 vote (one (1) member was absent), with no opposition, that the Board of Supervisors approve the proposed change. As requested, your memorandum dated February 2, 2016, regarding .Execution of Model of Excellence Member Statement was presented to the Planning Commission members at the public hearing held on February 2, 2016. Should you have any questions regarding this matter, please feel free to contact me at any time. OHS, Jr. /khb C: J. Vaden Hunt, County Attorney Greg Sides, Assistant County Administrator P73 PROPOSED REVISION TO SEC. 35 -819 ,I PITTSYL VANIA ZONING ORDINANCA (HIGHLIGHTED SECTION TO BE DELETED) P74 PROPOSED REVISION TO SEC. 35 -819 OF THE PITTSYL,VANIA COUNTY ZONING ORDINANCE SEC. 35 -819. MAINTENANCE AND REMOVAL OF SIGNS. Any sign erected in compliance with this Section shall be maintained at all times by the applicant up to the time of the hearing . It shall be unlawful for any person, except the applicant or the Zoning Administrator or an authorized agent of either, to remove or tamper with any sign furnished during the period it is required to be maintained under this Section. All signs erected under this Section shall be removed by the applicant within fourteen (14) days following the public hearing for which it was erected. P75 OFFICE OF ZONING /CODE COMPLIANCE (434) 432 -1771 P.O. Drawer D, (434) 432 -7919 FAX Chatham, VirRinia 24531 # ° 1707 SIGN AFFIDAVIT Sec. 35 -817. POSTING GP PROPER'n7 - PLANNING COMMISSION HEARING - At least fourteen (14) days preceding the Commission's public hearing on a zoning map amendment, there shall L erected on the property proposed to be rezoned, a sign or signs provided by the Zoning Administrator indicating d- date, time, and place of the public hearing. The sign shall be erected within ten (10) feet of whatever boundary line c such land abuts a public road and shall be so placed as to be clearly visible from the road with the bottom of the sig not less than two and one -half (2 1/2) feet above the ground. If more than one (1) such road abuts the property, then sign shall be erected in the same manner as above for each such abutting road. If no public road abuts thereon, the signs shall be erected in the same manner as above on at least two (2) boundaries of the property abutting land nc owned by the applicant. Sec. 35 -818. POSTING OF PROPERTY - BOARD OF SUPERVISORS HEAR ,NG- When a public hearing has been scheduled before the board of Supervisors for a Zoning Map amendment, there sha be erected, at least fourteen (14) days preceding such hearing, a sign or signs provided by the Zoning Administrato indicating the date, time and place of the public hearing. Such sign or signs shall be erected in the same manner a prescribed in Section 35 -817 above. Sec. 35 -819. MAINTENANCE AND REMOVAL OF SIGNS. Any sign erected in compliance with this section shall be maintained at all tunes by the applicant up to the time of the hearing. , . It shall bi unlawful for any person, except the applicant or the Zoning Administrator or an authorized agent of either, to remov+ or tamper with any sign furnished during the period it is required to be maintained under this Section. All signs erectec under this Section shall be removed by the applicant within fourteen (14) days following the public hearing for which i was erected. I have read and understand Sections 35 -817, 35 -818, and 35819 of the Pittsylvania County Zoning Ordinance. understand it is my responsibility to post, maintain and remove this /these sign or signs, according to Section 35 -817 Section 35 -818, and 35 -819. If this sign is removed or destroyed, I understand it is my responsibility to obtain anothe: sign from the Zoning office, post the property and maintain the sign(s), according to the above Sections of tht Pittsylva=' County Zoning Ordinance_ Should the proverw not be posted and the s (s) maintained as regaarired above, I underseEnd the ,board may defer the ease. Case Applicant Sworn to and subscribed before me in my presence ibis day of in nor Q0 and State aforrsaid, by Notary Public. My commission E4irrs: Bachelors Haifflhitmell (434) 797 -9550 P76 Gretna/Hurt (434) 656 -6211 APPOINTMENTS P77 PITTSYLVANIA COUNTY EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Pittsylvania County Planning Commission 02 -16 -2016 Appointment — Westover District SUBJECT/PROPOSALIRE VEST: Appointment STAFF CONTACT(S): Mr. Monday BACKGROUND: ACTION: Yes CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: None REVIEWED BY: c� ITEM NUMBER: 13 INFORMATION: DISCUSSION: The Westover District seat term on the Pittsylvania County Planning Commission will expire on March 23, 2016. Representatives serve a four (4) year term. The Honorable Ronald Scearce has nominated H.F. Haymore to serve as the Westover District representative on the Pittsylvania County Planning Commission, with a term beginning March 24, 2016 thru March 23, 2020. RECOMMENDATION: Staff submits this to the Board of Supervisors for their consideration and approval. P78 PITTSYLVANIA COUNTY AGENDA TITLE: Quarterly Notice of Upcoming Term Expirations /Vacancies SUBJECT/PROPOSAL/REpUEST: Quarterly Notice Feb — April 2016 STAFF CONTACTS): Mr. Monday EXECUTIVE SUMMARY AGENDA DATE: 02 -16 -2016 ACTION: Yes CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: Notice spreadsheet REVIEWED BY: 6- ITEM NUMBER: 14 INFORMATION: BACKGROUND: Staff has submitted a spreadsheet of upcoming term expirations and/or vacancies on boards, commission, and agencies for seats appointed by the Board of Supervisors for the period of February 2016 thru April 2016. Nominations can be made at the 02 -16 -2016 meeting, or can be submitted to staff for inclusion at a future meeting. DISCUSSION: Attached hereto is notice of upcoming term expirations and/or vacancies on boards, commissions, and agencies for seats appointed by the Board of Supervisors. (1) Pittsylvania County Service Authority; Chatham/Blairs District term expires April 6, 2016 (2) Southern Area Agency on Aging — Vacancy (1 vacant seat of 2 appointed by the Board) (3) Pittsylvania County Road Viewers — Vacancies — Tunstall & Westover Districts RECOMMENDATION: Staff submits this to the Board of Supervisors for their consideration. P79 W a~ U z w A �G p aC4 w F"r eb F'+ V a a: G Li C4 Ci Ao ea y O CD O d 0 0 0 a Q Q N N N N N Q O O d Q 0 0 0 O d= M M M M O M N •W � 40 a w 0 V W o U U o � mmmm amm M I M 00 \D O CD O d 0 0 0 a Q Q N N N N N Q O O d Q 0 0 0 O d= M M M M O M N •W � o ..•00�,3��x��a M I M 0©EMMMMMO I'D i- C- = 00 01 01 00 \D O CD O d 0 0 0 d Q Q N N N N N Q O O d Q 0 0 0 O d= M M M M O M N •W ..•00�,3��x��a 0 V W o U U o � 0©EMMMMMO I'D i- C- = 00 01 01 00 \D O CD O d 0 0 0 d Q Q N N N N N Q O O d Q 0 0 0 O d= M M M M O M N •W P80 A O •W 0 V d � b COD � bA to QM ti Q 0 GM R., x�4WaUE na°>UW -� rr°h. w f�A P80 W U z w A z 00 oWQ U� d W F F a Z �u u u a� W ++ i b a .0 8 G7 cl A w A U U o c G O � I'D r- ��oc �QQaooa O M O - -� p p .-, p i w b a -b P81 REPORTS FROM MEMBERS P82 REPORTS FROM LEGAL COUNSEL P83 REPORTS FROM COUNTY ADMINISTRATOR P84 PITTSYLVANIA COUNTY CODE COMPLIANCE MONTHLY REPORT & FEES January 2016 TYPES OF PERMITS 53 BUILDING PERMIT FEES COLLECTED 4,022.88 53 LEVY COLLECTED $80.59 0 SUBDIVISION FEES COLLECTED $0.00 13 ZONING PERMIT FEES COLLECTED $45.00 0 REINSPECTION FEES COLLECTED $0.00 9 LAND DISTURBING FEES COLLECTED $80.00 128 TOTAL FEES COLLECTED $4,228.47 MONTHLY BUILDING VALUES 3 NEW DWELLINGS $400,530.00 3 MOBILE HOMESIOFFICE TRAILERS 97,000.00 0 DOUBLE -WIDE MOBILE HOMES 0.00 2 MODULAR 235,959.00 12 COMMERCIAL CONSTRUCTION 110,986.00 33 MISCELLANEOUS 125,695.00 53 TOTAL $970,170.00 NONTAXABLE: $2,460.00 $970,170.00 MONTHLY ACTIVITY REPORT NUMBER OF BUILDING INSPECTIONS MADE 129 NUMBER OF REJECTIONS OF WORK 29 NUMBER OF E & S INSPECTIONS 21 NUMBER OF MILES INSPECTORS TRAVELED 3,486 MONTHLY ZONING FEES 0 REZONING FEES COLLECTED $0.00 0 SPECIAL USE PERMIT FEES COLLECTED 0.00 0 VARIANCE & APPEAL FEES COLLECTED 0.00 0 SIGN PERMIT FEES COLLECTED 0.00 0 TOTAL $0.00 Respectfully Submitted, Gf'�GS !.1 �d'f Odie H. Shelton, Jr. Director of Code Compliance/ Zoning Administrator P85 CLOSED SESSION P86 ADJOURNMENT P87