07-06-2015 BOS reg meetingRegular Meeting
July 6, 2015
Pittsylvania County Board of Supervisors
Monday, July 6, 2015
Regular Meeting
VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was
held on Monday, July 6, 2015 in the General District Courtroom of the Edwin R. Shields
Addition in Chatham, Virginia. Brenda H. Bowman, Chair, called the meeting to order at 7:03
p.m. The following members were present:
Tim R. Barber Tunstall District
Coy E. Harville Westover District
Jerry A. Hagerman Callands-Gretna District
Elton W. Blackstock Staunton River District
Jessie L. Barksdale Banister District
James H. Snead Dan River District
Mr. Clarence C. Monday, County Administrator, Mr. J. Vaden Hunt, County Attorney,
Ms. Kim Van Der Hyde, Director of Finance and Ms. Rebecca Flippen, Deputy Clerk to the
Board were also present.
Ms. Bowman led the Pledge of Alliance.
Approval of Agenda
Motion was made by Mr. Snead, seconded by Mr. Barber, to approve the agenda with the
following addition, deletion, and corrections:
Addition:
(a) 10-Day Layover for $6,000 appropriation from the Unassigned General Fund
for deposit as required within the Commercial Purchase Agreement for
property located at 11880 U.S. Highway 29 in Chatham, Virginia
Deletion:
(a) Item 5(c) Resolution for 2015 Dan River Wildcats Girls Varsity Softball Team
(this item was postponed until the July 21, 2015 Board of Supervisor meeting)
Corrections to the Consent Agenda:
Minutes for June 16, 2015: Page 23 of Board Packet, under Appointments;
(1) Paragraph 2: correction to read the substitute motion to nominate Joyce
Wright as the Pittsylvania County representative on the Institute for Advanced
Learning and Research Board of Trustees was seconded by Mr. Blackstock (not
Mr. Snead);
(2) Paragraph 3: Mr. Snead opposed the substitute motion (not Mr. Blackstock);
(3) Paragraph 4: Mr. Blackstock opposed the main motion (Not Mr. Snead).
Mr. Blackstock’s motion was unanimously approved by the Board.
Mr. Snead’s motion was unanimously approved by the Board.
Hearing of the Citizens
Jordan Kee of the Chatham-Blairs District made comments on the need for animal
shelter, instead of an animal pound, and wanting a shelter manager hired immediately and not
waiting until the animal shelter was built.
Regular Meeting
July 6, 2015
Matthew Speck of the Staunton River District thanked the Board of Supervisors for their
efforts on the stand of prayer at meetings, and then offered a word of prayer.
Richard Shields of the Callands-Gretna District commented he was disappointed in the
Board of Supervisors for ending their fight for prayer at board meetings.
Catherine East, President of the SPCA of Pittsylvania County, asked the Board of
Supervisors to make funds available to immediately hire an animal facility manager.
Bill Schiesel of the Chatham-Blairs District stated the money allocated by the County to
the Danville Animal Humane Society could be made available instead for a spay/neuter program
for County citizens.
Thomas Buettner of the Dan River District commented the public needs more education
on training and keeping dogs, and that when an animal facility manager is hired, it needs to be
someone experienced in assessing and training dogs so they can become adoptable.
Willie Fitzgerald of the Banister District and President of the Pitts ylvania County Chapter
of the NAACP commented on the lack of minorities on the Institute for Advanced Learning and
Research Board of Trustees; that it went from a 9 member board to a 15 member board and that
now not one minority was on the board. Mr. Fitzgerald asked what the criteria was for
appointments to boards, commissions, committees and agencies; if the criteria was posted; are all
applications submitted for appointments to these boards reviewed by all of the Board of
Supervisors; are all applications kept on file; and what will be the practice going forward?
George Winn of the Callands-Gretna District and member of the Pittsylvania County
Agricultural Board stated that in 2013 and 2014 two issues came forth; one being the Poultry
Study and the second was the Setback Study. The Agricultural Development Board acted
exactly as intended when it was developed: to look and study the feasibility of an agricultural
market/business/industry for Pittsylvania County. Mr. Winn felt the Poultry Study did exact ly
what the purpose of the Agricultural Development Board was supposed to do. As for the
Setback Study, Mr. Winn felt that was always an inappropriate name for what was being
discussed, which really was planned development. Mr. Winn took the opportunity to thank Mr.
Willie Fitzgerald while he was still present on the appropriate way Mr. Fitzgerald and his
neighbors handled themselves with a problem they were having with a farmer and asked for help
and a solution; that they walked into the Board meeting and discussed the problem at hand
without sending out dozens of FOIAs and/or suing someone. Mr. Winn stated agriculture is the
number one industry in this County and when residential properties intermix with agricultural
districts, without planning, these t ypes of problems will arise from time to time. The County
needs to look towards the future and think of planned development better or the rural districts
will suffer.
Ann Cockrell of the Chatham-Blairs District commented the Agricultural Development
Board should have representatives from all districts and maybe some of the problems that have
arisen could have been avoided.
This ended the Hearing of the Citizens.
Consent Agenda
Motion was made by Mr. Snead, seconded by Mr. Barber, to approve the Consent
Agenda with the corrections to the June 16, 2015 minutes stated earlier, which was unanimously
approved by the Board
Consent Agenda:
(a) Minutes: June 1, 2015 – Regular Meeting
June 3, 2015 – Poultry Tour
June 16, 2015 – Adjourned Meeting
Regular Meeting
July 6, 2015
June 30, 2015 – Joint Meeting of the Pittsylvania County
Board of Supervisors and Danville City
Council
(b) Bill List – June 2015 (Online)
Mr. Snead’s motion was unanimously approved by the Board.
Presentations
Ms. Jessica Jones, Agricultural Science Education/Future Farmers of America (FFA)
Advisor for Chatham Middle School, and members of the Chatham Middle School FFA inducted
the Pittsylvania County Board of Supervisors as honorary members of the FFA for their support
of the County’s FFA programs.
Unfinished Business
At their meeting on June 16, 2015, the Board of Supervisors approved Resolution 2015-
06-04 that supported naming an overpass where SR 360 East crosses over the US Highway 29
Bypass the Irvin C. Burton, Sr. Memorial Bridge. In following discussions with the Virginia
Department of Transportation (VDOT), VDOT Assistant Resident Engineer, Mr. Jay Craddock,
contacted the County Administrator’s office and said the Commonwealth Transportation Board
would require wording in the resolution indicating Pittsylvania County would pay the cost of
manufacturing and installing the name signs, and gave an estimated cost of $217 for the signs.
Staff submitted Resolution 2015-07-01 to the Board of Supervisors that included the required
language requested by VDOT, noting that funds required for the costs of the signs manufacturing
and installation were available in the FY 2015/16 Budget under Road Signs Materials, Line Item
#100-4-043100-6048. Motion was made by Mr. Barksdale, seconded by Mr. Snead, to approve
Resolution 2015-07-01, and authorize the County Administrator to forward the resolution to
VDOT and sign any necessary documentation, which was unanimously approved by the Board.
Pittsylvania County Board of Supervisors
RESOLUTION
2015-07-01
MOTION: Made by: Jessie L. Barksdale, Seconded by: James H. Snead
Title: Naming the overpass (State Route 360 East over US Highway 29 Bypass) as the “Irvin C. Burton,
Sr. Memorial Bridge”.
The Board of Supervisors of Pittsylvania County, Virginia (“the Board”) at its regular meeting on the 6 th
day of July, 2015, adopted the following:
WHERAS, Mr. Irvin C. Burton, Sr., educated in Pittsylvania County Public Schools, became an ardent
civic leader and advocate for public education for all children. He became a farmer, landscaper,
businessman, and spearheaded the creation of a County Community Action Agency in Pittsylvania
County; and
WHEREAS, in 1942, Mr. Burton became the driving force behind the Dan River-Blairs Civic League for
effectively addressing educational issues over the ensuing years. His leadership greatly influenced the
planning and construction of the first High School for African American students in the southern part of
Pittsylvania County; and
WHEREAS, Mr. Burton worked for peaceful understanding between the races with a continuing focus in
the areas of education and voting. In 1965, Mr. Burton’s advocacy and assistance for voter registration
earned him the recognition of “Man of the Year” in Pittsylvania County by the Dan River-Blairs Civic
Regular Meeting
July 6, 2015
League. He also played a pivotal role during the integration of public schools in Pittsylvania County, as
well as advocating the hiring and appointment of qualified African Americans to various positions
throughout the County Government; and
WHEREAS, Mr. Burton passed away on December 9, 1998. He was officially recognized by the
Pittsylvania County Board of Supervisors on December 15, 1998, by Resolution 98-12-73, for exemplary
service and unfailing dedication to the citizens of Pittsylvania County. As an expression of the
Commonwealth of Virginia General Assembly’s respect for Mr. Burton’s memory, on June 6, 1999,
Delegate Whit Clement presented his daughter with a House Joint Resolution No. 531 for his years of
outstanding dedication and effective community. Mr. Burton helped to shape the community, state, and
the nation during his era; and
WHEREAS, this Board wishes to memorialize the life and sacrifice of Mr. Burton; and
NOW, THEREFORE, BE IT RESOLVED that the Pittsylvania County Board of Supervisors does
hereby request that the Commonwealth Transportation Board to name the overpass on State Route 360
East that crosses US Highway 29 Bypass as the “Irvin C. Burton, Sr. Memorial Bridge” in memory of Mr.
Burton; and
BE IT FURTHER RESOLVED the Pittsylvania County Board of Supervisors agrees to pay for the
manufacturing and installation of the “Irvin C. Burton, Sr. Memorial Bridge” signs.
New Business
Motion was made by Mr. Barber, seconded by Mr. Harville, for the reappropriation of
$26,755.64 as follows: $212.00 to Board of Supervisors-Advertising (100-4-011010-3600),
$55.00 to Board of Supervisors (100-4-011010-5810), $23.41 to County Administration (100-4-
012100-6001), $27.31 to County Attorney-Office Supplies (100-4-012210-6001), $199.67 to
Clerk of Courts-Copier Lease (100-4-021600-60051), $231.00 to Sheriff-Subsistence & Lodging
(100-4-031200-5530), $110.00 to Sheriff-Parts (100-4-031200-6030), $118.00 to Jail-Food
Supplies (100-4-033100-6002), $249.00 to B&G-Building Supplies (100-4-043100-6007),
$85.68 to CPMT-Travel (100-4-053500-5500), $2,502.50 to CPMT-CSA Pool Program (100-4-
053500-7003), $260.00 to Library-Postage (100-4-073100-5210), $50.00 to Library-Awards &
Certificates (100-4-073100-5840), $3,315.00 to Library-Furniture & Fixtures (100-4-073100-
6003), $38.00 to Library-Fuel (100-4-073100-60085), $17,641.21 to WIA-Other Operating (251-
4-353853-6014), $1,337.86 to Memorial Book Fund-Books (265-4-073310-6012), $300.00 to
Solid Waste Collections-Repairs & Maintenance (5204-042300-3310). This motion required a
10-Day Layover.
Mr. Monday explained that Pittsylvania County received a Notice of Obligation (NOO)
from the Virginia Community College System, state fiscal agent, for the Workforce Investment
Act for a Workforce Innovation and Opportunity Act (WIOA) Transition Grant. The total of this
grant was $15,000 and would be used to serve to help with workforce transitioning activities.
This grant did not require a local match. Motion was made by Mr. Blackstock, seconded by Mr.
Barksdale to approve and appropriate a total of $15,000.00 to the WIA (Fund 251) Budget. The
following Roll Call Vote was recorded: Mr. Harville-Yes; Mr. Barber-Yes; Mr. Snead-Yes; Mr.
Blackstock-Yes; Mr. Barksdale-Yes; Mr. Hagerman-Yes; and Ms. Bowman-Yes. Mr.
Blackstock’s motion was unanimously approved by the Board.
Mr. Monday explained that the County’s financial advisors, PFM recently reviewed the
County’s current Financial Management Policy. They were recommending several changes be
made to the current policy as follows:
Regular Meeting
July 6, 2015
1.) The first change pertains to County reserves. Currently, the policy states that
the County shall establish minimum General Fund Balance elements. One of
these elements states the General Fund Balance shall not be less than 10% of
the average actual General Fund revenues for the preceding five fiscal years to
address natural and manmade disasters and to offset budget fluctuations. The
change proposed refers to the General Fund Balance as the unassigned
General Fund Balance and shall not be less than 20% of the average actual
General Fund Expenditures for the preceding three fiscal years. This change
would more closely mirror the current state of our unassigned fund balance.
The % of unassigned fund balance to General Fund Expenditures (based on a
three year average) at 6-30-14 stood at 56%. The proposed change is
reasonable and would allow for unforeseen emergency needs. The policy also
addresses how the unassigned General Fund Balance would be restored to the
minimum level should the level fall below 20%.
2.) The second change pertains to debt management. Currently, the policy states
that the County maintains a debt ratio of 5% or less when comparing
outstanding General Fund Debt Service as a percentage of the estimated
market value of all taxable property (real and personal). At 6-30-14, this debt
ratio stood at 2.14%. It is recommended that this percentage be changed to
3% to more closely resemble our current debt ratio. This ratio would also
allow the County to issue more debt without fear of exceeding the debt
ceiling.
3.) The final change proposed pertains to the bond compliance policies and
procedures that were added to our current financial management policy on 11-
20-12. It is recommended that this policy be a stand-alone policy as opposed
to being included with the financial management policy since it relates to
bond compliance and not financial management.
The draft changes has been sent to the County Attorney for his review, stated Mr. Monday, and
staff recommended the Board of Supervisors take no action at this time, but rather review the
changes, which would also be reviewed at the Finance Committee’s next meeting on July 21,
2015 at 5:00 PM.
Mr. Monday explained the Health Insurance Committee, which includes members from
the School Board, the County, the Town of Gretna, PCSA and Social Services met on June 24,
2015 concerning the County’s health insurance renewal and the proposed increase. The renewal
rates from Anthem included a 6.6% increase over the rates used for FY2015. It was determined
at that meeting that it would be best for roughly 3% of this increase to be absorbed by the
Employee Health Fund this year since the rates increased significantly over last yea r. The
amount needed from the fund to cover this increase would be $320,880 based on the current
enrollment. The committee felt that this was a reasonable request since the fund has not been
used to offset increases since 2009 and since the fund has such a healthy balance of $4.7 million
(as of 5-31-15).
Mr. Monday further explained the Board of Supervisors currently pays 100% of the
employee’s share of the KeyCare 30 insurance plan. The Board pays $5,952.96 per covered
employee. This annual amount would increase by $185.16 per covered employee. A rate
increase was already anticipated when preparing the 2016 budget so funds have already been
appropriated to cover the remaining 3.6% increase. Motion was made by Mr. Snead, seconded
by Mr. Barksdale, to support the Health Insurance Committee’s recommendation to fund 3% of
the health insurance increase from the Employee Health Fund and to approve to continue to fund
Regular Meeting
July 6, 2015
100% of the KeyCare 30 insurance plan for all enrolled County employees. Mr. Snead’s motio n
was unanimously approved by the Board.
Items Added
At the Board of Supervisors meeting on June 16, 2015, a motion was made by Mr.
Blackstock, seconded by Mr. Harville, to state the required 10-Day Layover for appropriation of
$6,000 from the Unassigned General Fund for a deposited required with the Commercial
Purchase Agreement with Forest Haven Estates, Inc. for the purchase of real property located at
11880 U.S. Highway 29 in Chatham, Virginia. The 10-Day Layover has now been met and the
following Roll Call Vote was recorded: Mr. Harville-Yes; Mr. Barber-Yes; Mr. Snead-Yes; Mr.
Blackstock-Yes; Mr. Barksdale-Yes; Mr. Hagerman-Yes; and Ms. Bowman-Yes. Mr.
Blackstock’s motion was unanimously approved by the Board.
Board Announcements
Ms. Bowman reminded everyone of the State of the Region Breakfast on August 11,
2015 between 7:30-8:30 AM at the Institute for Advanced Learning and Research.
County Administrator’s Report
Mr. Monday stated the kick-off of the Fire / EMS Assessment Study would be Tuesday,
July 7, 2015 and an advertised Town Hall meeting would be held by the Assessment Team at
7:00pm that same day at the Chatham Middle School for citizen input
Adjournment
Motion was made by Mr. Harville, seconded by Mr. Snead, to adjourn, which was
unanimously approved by the Board. The meeting ended at 8:10 pm.
_______________________________________
Brenda H. Bowman, Chair
Pittsylvania County Board of Supervisors
_______________________________________
Clarence C. Monday, Clerk
Pittsylvania County Board of Supervisors