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09-08-2015 BOS reg meetingRegular Meeting September 8, 2015 Pittsylvania County Board of Supervisors Tuesday, September 8, 2015 Regular Meeting VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, September 8, 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 7:00 p.m. The following members were present: Brenda H. Bowman Chatham-Blairs District Elton W. Blackstock Staunton River District Tim Barber Tunstall District Coy E. Harville Westover District Jerry A. Hagerman Callands-Gretna District Jessie L. Barksdale Banister District James H. Snead Dan River District Mr. Clarence C. Monday, County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr. Greg L. Sides, Assistant County Administrator for Planning & Development, 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. Blackstock, seconded by Mr. Barber, to add Appointment of the Staunton River District representative to the Danville-Pittsylvania Community Services Board of Directors, which was unanimously approved by the Board. Motion was then made by Mr. Snead, seconded by Mr. Barber, to approve the agenda with the added item, which was unanimously approved by the Board. Hearing of the Citizens Dan Hayes, Director of Alumni Affairs for Averett University, invited the Board of Supervisors and the public to events surrounding Averett’s homecoming game on October 3, 2015. Jason Andrews of the Callands-Gretna District and Pastor for the Summersett Baptist Church in Pittsville, offered a word of prayer. Barbara Hudson of the Callands-Gretna District stated in her opinion there were members of the Board that owned Mr. Hagerman an apology concerning comments made concerning the Closed Session on July 21, 2015 meeting and comments made at the last during the August 18, 2015 Board meeting. Kate Berger, Treasurer for Pittsylvania County, updated the Board on the progress of the tax collecting service contracted by her office. The service has identified 7,610 accounts they will be initially pursuing, which equates to $3,913,560 in delinquent taxes. Ms. Berger stated these were not all the delinquent taxes but the most dated the contracted company will be initially pursuing. As of July 2015 closing, $8,000 had been collected and as of August 2015 closing, $250,000 had been collected in delinquent taxes. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Barber, seconded by Mr. Barksdale, to approve the Consent Agenda, with 2 corrections to the draft August 18, 2015 minutes as follows: (1) Under New Business; First paragraph; last sentence should read “Mr. Barksdale’s motion was unanimously approved by the Board”. (2) Under New Business; Last Paragraph; last sentence should read “Mr. Snead’s motion passed with a 6-1 majority vote, with Mr. Harville opposing”. (a) Minutes: August 3, 2015 – (i) Regular Meeting August 18, 2015 – (ii) Adjourned Meeting Amended July 21, 2015 – (iii) Adjourned Meeting Regular Meeting September 8, 2015 (b) Bill List – August 2015 (on line) (c) Proclamation/Congratulatory Letter – 50th Anniversary of Pittsylvania County Community Action (d) Proclamation – September 2015 National Preparedness Month (e) Congratulatory Letter – Staff Sergeant Claude D. Glenn, U.S. Army- Retirement The Board of Supervisors presented Ms. Everlena Ross, Interim Director for the Pittsylvania County Community Action (PCCA), with a Proclamation which proclaimed September 17, 2015 as Pittsylvania County Community Action Day, and the Board congratulated Ms. Ross on PCCA’s 50th anniversary of providing services to the citizens of Pittsylvania County. Regular Meeting September 8, 2015 Regular Meeting September 8, 2015 Public Hearing Pursuant to Virginia Code §15.2-2507, the Board of Supervisors of Pittsylvania County held a public hearing to hear citizen input on proposed amendments to the county budget for fiscal year 2016. Ms. Bowman opened the public hearing at 7:25pm. Mr. Monday explained budget amendments for 2015-2016 exceeded the 1% threshold covered under §15.2-2507 of the Code of Virginia, 1950, as amended. Mr. Monday stated the public hearing, which included the amendments, had been duly advertised as per statutory code, and had met the 10-Day Layovers included within the public hearing. There would be 5 sections of the hearing that would be voted on. Scottie Adams, Vice-President of the Pittsylvania County Fire & Rescue Association, was the only person who signed up to speak. Mr. Adams asked the Board of Supervisors to support the $124,178.80 carryover requested by the Fire & Rescue Association, which would be used for the purpose of purchasing a centrally located air/rehab truck. No one else signed up to speak and Ms. Bowman closed the hearing at 7:26 pm. At the Board’s August 18, 2015 meeting, a motion as made by Mr. Harville, seconded by Mr. Snead, for the appropriation of $39,800 for the Animal Shelter Project. As the County continued with its due diligence of the property located at 11880 U.S. Highway 29 in Chatham, Virginia, the $39,800 would cover the cost of Title Insurance, Title Search, Closing Costs, a Phase II Environmental Study, the remaining contract for the architect, and part-time temporary cleaning help at the County’s current animal facility. The motion required a 10-Day Layover that 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. Harville’s motion was unanimously approved by the Board. Regular Meeting September 8, 2015 At the Board’s August 18, 2015 meeting, a motion was made by Mr. Harville, seconded by Mr. Snead, for the appropriation of $68,127.09 for the Animal Shelter Manager position’s salary and fringe benefits. This motion required a 10-Day Layover that had 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. Harville’s motion was unanimously approved by the Board. Motion was made by Mr. Blackstock, seconded by Mr. Barksdale, to use $4,945,000 from the Unassigned Fund Balance to pay a portion of the $19,945,000 outstanding General Obligation School Bond Series 2012. The payment would leave a balance yet to be financed of $15,000,000, and should be noted since the $4,945,000 amount was included in the public hearing, it did not require a public hearing. 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. At the Board of Supervisors’ adjourned meeting on August 18, 2015, the board was asked to consider reappropriating 2015 carryover balances to the 2016 budget. Those items were separated into two categories: encumbered amounts and discretionary amounts. Encumbered amounts are funds that are necessary to cover items that were purchased at year-end but were not received until the new fiscal year. It also includes funds that were collected during the year for specific programs. Discretionary amounts were funds that were requested by departments for a specific purpose for the FY 2016 budget year. The Board also added one discretionary item at their August 18, 2015 meeting: $6,000 that would be used to fund videoing the board meetings until year-end. Motion was made by Mr. Blackstock, seconded by Mr. Snead, to reappropriate a total of $459,599.47 in encumbered carryover amounts, and a total of $297,276.43 in discretionary carryover amounts for a grand total of $756,875.90, noting that since the amount was included in the public hearing, a 10-Day Layover was not required; and further noting that the carryover funds of the Fire and Rescue Association totaling $124,178.80 be earmarked for the purchase of an air/rehab truck for the county fire and rescue service as requested by th e Fire and Rescue Association. 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. Motion was made by Mr. Snead, seconded by Mr. Barksdale, to approve the reappropriation of $1,184,156.49 of School Board carryover requests to the 2016 budget, noting since this amount was included in the public hearing, a 10-Day Layover was not required. 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. Snead’s motion was unanimously approved by the Board. This concluded the public hearing. Unfinished Business At the Board of Supervisors’ meeting on August 18, 2015, motion was made by Mr. Blackstock, seconded by Mr. Harville, to appropriate a total of $124,718.89 and approve transfers of $476,184.92 for a grand total of $600,903.81 for 2015 Year-End Budget Amendments. This motion required a 10-Day Layover that had now been met and the following Roll Call Vote was recorded: Mr. Harville-Yes; Mr. Barber-Yes; Mr. Snead-Yes; Mr. Blackstock-Yes; Mr. Barksdale-Yes; Mr. Hagerman-Yes; and Ms. Bowman-Yes. Mr. Blackstock’s motion was unanimously approved by the Board. Kim Van Der Hyde, Director of Finance, updated the Board of Supervisors with the refunding transaction results from the County’s competitive bond sale on August 12, 2015. Ms. Van Der Hyde said these bonds were the General Obligation Bonds, Series 2007 and 2008B the Board had agreed at their July 21, 2015 meeting for the Board’s financial advisors, The Public Financial Management Group, Inc. (PFM) to move forward on refunding these identified bonds as viable for refunding opportunities that could net the County a possible savings opportunity of $2.3 million or 6.95%. Fourteen bidders participated in the competitive bond sale on August 12th and were awarded to Fidelity Capital Markets at a true cost of 2.44%. Because these were competitive bids, stated Ms. Van Der Hyde, the County was able to achieve in excess of $4.3 million in debt service savings over the next 15 years or approximately $280,000 per year. The transaction was successfully closed on August 27, 2015. Regular Meeting September 8, 2015 Presentations Dr. Matthew Arroyo, MPH Acting Health Director for the Pittsylvania County Health Department, and Ms. Janet Mease, Office Manager for the Health Department, presented to the Board of Supervisors the Health Departments FY2014/15 accomplishments, which included many wellness health screenings performed on-site as various locations throughout the county; vaccinations for both children and adults, various health services and programs benefitting the citizens of Pittsylvania County. Mr. Mark Moore, Director for Parks & Recreation, introduced Cory Stephens to the Board of Supervisors as the Pittsylvania County’s first Recreation Program Coordinator. New Business Mr. Greg Sides, Assistant County Administrator for Planning & Development, and Mr. Joseph Craddock, Halifax Residency Area Land Use Engineer/Assistant Resident Engineer with the Virginia Department of Transportation (VDOT), came before the Board of Supervisors to discuss VDOT’s new project prioritization system based on General Assembly legislation referred to as HB2 (House Bill no. 2). HB2 1887 revised how VDOT projects are funded. Local governments and Planning District Commissions can submit applications for highway related projects that address needs identified in a long range statewide multi-modal plan known as VTRANS2040. Mr. Sides stated this was the first year of this program and local applications were due to VDOT by September 30, 2015. Local government, or PDC, applications needed to be submitted in priority order, #1, #2, etc. VDOT staff was working closely with applicants to help identify suitable projects and to advise on local prioritization. Mr. Craddock then said, after a very thorough documentation of potential projects with preliminary prioritization and scoring information, and due to the limited time for developing project applications, it was recommended the following projects should be focused on where there had already been public input and involvement, as well as some preliminary design development: 1. Climax Road Improvements – widen Climax Road and Piney Road to 20 foot minimum and overlay with surface treatment. VDOT has already widened a 1.94 mile section, so the new project can be considered Phase II. 2. Mount Cross Road, Tunstall High Road and Stoney Mill Road Intersection Improvements – improve traffic flow and safety at this busy intersection that involves school traffic, local traffic and commercial traffic. This intersection has been previously studied by VDOT and recommendations are available. In addition to these projects to be submitted by Pittsylvania County, said Mr. Craddock and Mr. Sides, the West Piedmont Planning District Commission would also be submitting two projects on behalf of the Danville Pittsylvania Metropolitan Planning Organization (MPO). These projects would support the joint City-County economic development effort at the Berry Hill Industrial Park. The MPO will be submitting the following projects: 1. Berry Hill Road and U.S. Route 58 Business Intersection Improvements 2. Berry Hill Road Widening These projects had been approved by the MPO Board. Mr. Sides concluded the applications were still under development and staff would be appearing before the Board of Supervisors at their September 15, 2015 meeting with a Resolution of Support for the two County projects for the Board’s review and approval. Motion was made by Mr. Harville, seconded by Mr. Blackstock, to approve Resolution 2015-09-01, authorizing the submission of the October 2015 Agribusiness Grant Program application, which was unanimously approved by the Board. Regular Meeting September 8, 2015 Motion was made by Mr. Blackstock, seconded by Mr. Harville, to approve a request for a public hearing to receive citizen input on a proposed amendment to Pittsylvania County Code §6-6.3; Property Exempt by Classification or Designation, to include property owned by The First Baptist Church of Gretna known as “Blanche’s Closet” which the church operates as a non- profit charity. The public hearing would be held at the Board’s October 5, 2015 meeting. Mr. Blackstock’s motion was unanimously approved by the Board. Motion was made by Mr. Harville, seconded by Mr. Barber, to eliminate the Solid Waste Disposal Fee effective December 31, 2015 and to hold a public hearing for citize n input on the proposed removal of Article III of Chapter 17 from the Pittsylvania County Code (better known as the “Solid Waste Disposal Fee Ordinance”). During discussion, a substitute motion was made by Mr. Barksdale, seconded by Mr. Blackstock, to refer the matter to the Finance Committee before making the elimination of said fee, due to the impact the elimination of the fee would Regular Meeting September 8, 2015 have on the FY2015/16 budget the Board adopted in April 2015. The substitute motion was made to allow the Finance Committee time to develop a plan for dealing with the financial impact of eliminating the fee, prior to its elimination and bring the plan back to the Board. The Board voted on the substitute motion, which failed by a 3-4 vote of the Board, with Mr. Harville, Mr. Barber, Mr. Snead and Mr. Hagerman opposing. The Board then voted on the main motion made by Mr. Harville, which passed by a 5-2 majority vote of the Board, with Mr. Barksdale and Ms. Bowman opposing. Added Items Motion was made by Mr. Blackstock, seconded by Mr. Barber, to appoint Vicki W. Pickeral as the Staunton River District representative on the Danville-Pittsylvania Community Services Board, which was unanimously approved by the Board. Adjournment Motion was made by Mr. Snead, seconded by Mr. Barber, to adjourn, which was unanimously approved by the Board. The meeting ended at 9:40 pm. _______________________________________ Brenda H. Bowman, Chair Pittsylvania County Board of Supervisors _______________________________________ Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors