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11-02-2015 BOS regular meetingRegular Meeting November 2, 2015 Pittsylvania County Board of Supervisors Monday, November 2, 2015 Regular Meeting VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was held on Monday, November 2, 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. Otis S. Hawker, Assistant County Administrator for Operations, Mr. Greg L. Sides, Assistant County Administrator for Planning & Development, 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, which was unanimously approved by the Board. Hearing of the Citizens Richard Shields of the Callands-Gretna District reminded everyone to go out and vote the next morning; asked each supervisor who was re-elected/elected to work together for a strong, united local government; and questioned the preliminary cost he heard for a proposed light at the intersection of HWYs 57/41. Gerald Milliman of the Staunton River District offered a word of prayer. Becky Yeatts of the Chatham-Blairs District made comments supporting a Watch for Children Sign Program. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Harville, seconded by Mr. Barksdale, to approve the Consent Agenda, which was approved by the Board of Supervisors. (a) Minutes: October 5, 2015 – (i) Regular Meeting October 20, 2015 – (ii) Adjourned Meeting (b) Bill List – October 2015 (on line) (c) Resolutions 2015-11-01 and 2015-11-02; Recognition of Mack Doss and Frances Hurt - Callands Fall Festival (d) Awards of Appreciation – Kenneth Martin and Joseph Craddock The Board of Supervisors presented Resolution 2015-11-01 to Mack Doss. Regular Meeting November 2, 2015 Pittsylvania County Board of Supervisors RESOLUTION 2015-11-01 VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held on Monday, November 2, 2015, the following resolution was presented and adopted in appreciation of the efforts of James “Mack” Doss, co-founder and chairman of the Callands Fall Festival. WHERAS, James “Mack” Doss is a long-time resident of Pittsylvania County with extensive knowledge of 18th century history and lifeways; and WHEREAS, Mack Doss teamed with Frances Hurt to provide historical related educational programs for local school children at the Callands Courthouse, and following one of these programs in 1979, Mr. Doss and Mrs. Hurt proposed an annual fair on the grounds to make Pittsylvanians more aware of their County’s abundant and colorful history; and WHEREAS, on the first Saturday in October 1980, the first annual Callands Fall Festival, often called the “Autumn Potpourri” was held; and WHEREAS, the first Callands Fall Festival had 3-5 vendors and approximately 200 attendees. Thirty-five years later, this festival boosts over 75 venders and attracts thousands of attendees. Attendees witness area citizens engaging in period crafts such as blacksmithing, rug-hooking, spinning, basket weaving, making apple butter, cider, and many other events; and WHEREAS, in 2000, at the request of then Fifth District Congressman Virgil H. Goode, Jr., the Callands Fall Festival was submitted for inclusion to the “Local Legacies Project”¸ and won national acclaim by being named a “Local Legacy” by the Library of Congress for the excellent manner in which it has portrayed American culture and historical heritage; and WHEREAS, October 24, 2015 marks the 35th anniversary of the Callands Fall Festival, which draws thousands to Pittsylvania County and has become the principle fundraiser for the Pittsylvania County Historical Society; WHEREAS, James “Mack” Doss has been the chairman of the Callands Fall Festival committee and has been its principle organizer since 1980; then NOW, THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of Supervisors does hereby express their deepest appreciation and gratitude to James “Mack” Doss for the superb manner and faithfulness by which he has directed the organization of the Callands Fall Festival, which exposes thousands to the beauty of Pittsylvania County and its historically rich culture; and BE IT FURTHER RESOLVED that a copy of this resolution be presented to James “Mack” Doss. Regular Meeting November 2, 2015 The Board of Supervisors presented Resolution 2015-11-02, to Henry Hurt, son of Frances Hurt. Pittsylvania County Board of Supervisors RESOLUTION 2015-11-02 VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held on Monday, November 2, 2015, the following resolution was presented and adopted in appreciation of the outstanding civic service of Frances Hallam Hurt. WHERAS, Frances Hallam Hurt was a long-time resident of Pittsylvania County and a distinguished local historian; and WHEREAS, Frances Hallam Hurt wrote three historical dramas based on Pittsylvania County history and co-wrote a book on 18th Century landmarks in Pittsylvania County; and WHEREAS, Frances Hallam Hurt played a major role in the restoration of 18th Century historic sites in Pittsylvania County, including Yates Tavern and the Callands Courthouse, and was instrumental in acquiring and restoring the 1918 Southern Railway Depot in Chatham; and WHEREAS, Frances Hallam Hurt led celebrations, including the County’s 1967 bicentennial, 1976 national bicentennial, and Christmas in Colonial Chatham; and WHEREAS, in 1979, Frances Hallam Hurt, with long-time friend James “Mack” Doss, created and co-founded the Callands Fall Festival, also known as the “Autumn Potpourri” and the first festival was held on the first Saturday in October of 1980. October 24, 2015 marks the 35th anniversary of the Callands Fall Festival, which draws thousands to Pittsylvania County and has become the principle fundraiser for the Pittsylvania County Historical Society; and WHEREAS, Frances Hallam. Hurt created the Pittsylvania County Literacy Program and led the effort to start the County’s library system; WHEREAS, though not a native of Pittsylvania County, Frances Hallam Hurt expressed, through her numerous activities and efforts, brought culture and beautification to her adopted County of Pittsylvania and to the Town of Chatham; and WHEREAS, with the passing of Frances Hallam Hurt on February 6, 2015, Pittsylvania County lost a shining star whose extensive activities have benefited the lives of thousands of local residents and visitors, and the effects of Mrs. Hurt’s efforts will benefit generations to come; then NOW, THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of Supervisors does hereby express their deepest appreciation and gratitude for the service, dedication, and love France Hallam Hurt provided for Pittsylvania County. Mrs. Hurt’s accomplishments, civic spirit, and philanthropism were invaluable gifts to the citizens of Pittsylvania County; and BE IT FURTHER RESOLVED that a copy of this resolution be presented to the family of Frances Hallam Hurt. Regular Meeting November 2, 2015 Awards of appreciation be presented to Kenneth C. Martin, Residency Administrator and Joseph A. “Jay” Craddock, Area Land Use Engineer & Assistant Resident Engineer, of the VDOT Halifax office, for their dedication to the citizens of Pitt sylvania County. Mr. Martin and Mr. Craddock thanked the Board for the awards. Unfinished Business Pittsylvania County received notification of a grant awarded to the West Piedmont Workforce Investment Board (WPWIB) and the Roanoke Valley-Allegany Regional Commission (RVARC) from the Virginia Department of Rail and Public Transportation. T he total of the shared grant is $50,000. The portion related directly with the WIB totals $42,522 and does not require a local match from Pittsylvania County. At their meeting on October 20, 2015, the Board of Supervisors postponed this item until Lisa Fultz, Executive Director for the West Piedmont Workforce Investment Board (WIB) could be present to answer questions the Board has about the grant. Ms. Fultz was not able to attend. However, Phillip Wenkstern, Grants Administrator for WIB, was present to answer the Boards questions. Motion was made by Mr. Harville, seconded by Mr. Barksdale to approve and appropriate a total of $42,522 as set forth in the presented budget document 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. At the Board of Supervisors meeting on 10-20-2015 adjourned meeting, a motion was made by Mr. Harville, seconded by Mr. Snead, to appropriate $54,266.74 from the Unassigned General Funds for Change Order No. 1 from Concrete Foundations, Inc. in the work on the Medical Center Road and Callahan Hill Compactor Sites projects to: (a) Remove additional existing pavement at the entrance to the Medical Center Road site to remove the steep slope towards the wall; (b) Add additional fill material, fencing and a gravel drive to allow for better access for trucks to pick up roll-offs; and (c) Add concrete paving up the ramp at Callahan Hill compactor site to allow better access. This change was initiated by Pittsylvania County after the contract was awarded and would add six (6) weeks additional time to the project. This motion required a 10-Day Layover. During discussion it had been noted that in the Board’s original discussion and plans for this project, paving of both these compactor sites, as well as the W.I. Powell Compactor Site was part of the project’s intent. In order to include the cost of paving all three sites, a new motion was made by Mr. Harville, seconded by Mr. Barber, to appropriate a total of $176,500 to cover the cost of Change Order No. 1 ($54,266.74) and the estimated cost for paving all three discussed sites. This motion required a 10-Day Layover. New Business Motion was made by Mr. Barksdale, seconded by Mr. Snead, for the reappropriation of $39,930.60 as follows: $199.67 to Clerk of Courts-Copier Lease (100-4-021600-60051), $65.00 to Treasurer-Travel (100-4-012410-5500), $1,739.49 to Fleet-Capital Outlay-Vehicle (100-4- 012520-8105), $570.00 to Sheriff-Printing (100-4-031200-3500), $1,260.00 to Sheriff-Training (100-4-031200-5540), $2,967.49 to Sheriff-Parts (100-4-031200-6030), $2,485.30 to Sheriff- Labor (100-4-031200-6031), $102.85 to Jail-Extradition (100-4-033100-5550), $88.00 to Jail- Food Supplies (100-4-033100-6002), $48.75 to VFD-United Way Contributions (100-4-032200- 5667), $1,385.00 to B&G-Building Supplies (100-4-043100-6007), $518.00 to Recreation- Recreation Supplies (100-4-071100-6014), $250.00 to Ag Development-Farmer’s Market (100- Regular Meeting November 2, 2015 4-082500-6014), $22.51 to WIA-Other Operating (251-4-353851-6014), $28,228.54 to WIA- Other Operating (251-4-353853-6014). This motion required a 10-Day Layover. Motion was made by Mr. Barber, seconded by Mr. Snead, to appropriate a total of $1,238.25 to the Sheriff’s Office 2015-2016 budget in line item 100-4-031200-5880. It was noted the Sheriff’s Department had a balance remaining in the National Night Out budget of $1,238.25 at 6/30/15. This carryover was necessary since these funds had been donated to the Sheriff’s Office to cover expenditures incurred by the Sheriff’s Night Out activities. Because this event would not take place until the spring 2016, a total of $1,238.25 needed to be carried over to the FY 2016 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. Barber’s motion was unanimously approved by the Board. Motion was made by Mr. Harville, seconded by Mr. Barber, to appoint Brenda Bowman as the authorized voting delegate for Pittsylvania County at the annual Virginia Association of Counties (VACo) Conference in November 2015. Mr. Harville’s motion was unanimously approved by the Board. Staff submitted for the Board of Supervisors’ review procedures and guidelines on procurement guidelines and procedures for Design/Build and the Public Private Educational Act of 2002 (PPEA) as two alternate procurement options the Board does not currently have. Mr. Vaden Hunt, County Attorney, states this item would be brought back for action at the Board’s adjourned meeting on October 20, 2015. No action was taken. New Business Mr. Monday and Mike Hutson, Director of Facilities and Maintenance for Pittsylvania County Schools, Pittsylvania County Schools, explained to the Board that the School Board is seeking permission to enter into Phase II of the County’s Performance Contract program. Mr. Monday and Mr. Hutson explained that Performance Contracts are a win-win for Pittsylvania County Schools, Pittsylvania County and the State of Virginia. Savings generated from these projects are used for needed upgrades to facilities and these energy savings will con tinue for many years beyond the life of the financing. The State of Virginia allows state schools or municipalities to enter into a Performance Contract with a qualifying Energy Services Company to engage in building maintenance and renovation programs in order to enhance the performance of the building systems and generate utility and operational savings. The savings generated by this project, realized from the existing electrical and fuel budgets, will be used to make the capital lease payments over the next 15 years. No additional funds will be necessary to make the needed upgrades. The three capital projects that will be completed in addition to the energy savings projects under this performance contract are projects that are necessary to be completed as soon as possible. This method allows them to be completed without taking away from the regular school operating budget for this year or future years. Upgrades of this nature make for a better learning and working environment for students and staff. Trane guarantees the savings to cover the cost of the payments in the contract. Attached is the performance contract from Trane. As per the agreement, if Trane cannot show the savings at the end of the year, they will write a check for difference to the school system. At that time, Trane will come back and make an assessment to determine why the savings did not materialize. Necessary adjustments will be made at that time by Trane to ensure the future of the project. Regular Meeting November 2, 2015 The School Board agreed in May 2015 for Trane to perform a study to identify facility and operational savings opportunities for the school system. Since that time the School Board has approved the study and in August 2015 gave approval to move forward with the Performance Contract and to acquire needed financing. In September 2015 the school board approved the application for the Green Communities Grant (VASAVES) and the school system has since been approved for this funding. The Virginia Saves Green Community Program is a state operated qualified energy conservation bond (“QECBs”). The program will subsidize the interest on a qualified project up to 70% of the published qualified tax credit bond rate – historically around 3.0%. At current rates, if financed through the Virginia Resource Authority (“VRA”) the effective interest rate to the school system will be 0%. PCS is asking the Board of Supervisors to approve this project and authorize a lease purchase agreement in the name of the County to be run through the VRA and will be brought before the Board at a later meeting for action. Appointments Motion was made by Mr. Harville, seconded by Mr. Snead, to re-appoint Ronald “Ron” McMahon as the Westover District Representative to the Pittsylvania County Industrial Development Authority for a four (4) year term that would begin December 1, 2015 thru November 30, 2019, which was unanimously approved by the Board. Board Announcements Mr. Barksdale stated there would be a Property/Building Committee meeting at 4:00pm on Tuesday, November 17, 2015. Mr. Blackstock stated there would be a Finance Committee meeting at 5:00pm on Tuesday, November 17, 2015. Adjournment Motion was made by Mr. Snead, seconded by Mr. Harville, to adjourn the meeting, which was unanimously approved by the Board. The meeting ended at 8:25pm.