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12-07-2015 BOS regular meetingRegular Meeting December 7, 2015 Pittsylvania County Board of Supervisors Monday, December 7, 2015 Regular Meeting VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was held on Monday, December 7, 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, and Ms. Rebecca Flippen, Deputy Clerk to the Board were also present. Ms. Bowman led the Moment of Silence and then the Pledge of Alliance. Approval of Agenda Motion was made by Mr. Barksdale, seconded by Mr. Harville, to approve the agenda with the addition of the Danville-Pittsylvania Community Services Annual Report, which was unanimously approved by the Board. Hearing of the Citizens Willie Fitzgerald of the Banister District and President of the Pittsylvania County Chapter of the NAACP presented certificates to James Snead and Kate Berger for outstanding service to the community for 2015. Elizabeth Jones of the Banister District and Chair of the local Democratic Committee congratulated the newly-elected Board of Supervisors; gave thanks to the out-going Board members for their service to the citizens of Pittsylvania County; and congratulated Mr. Barksdale on his re-election as the Supervisor representing the Banister District. Ms. Jones concluded with her hopes the new Board will work together. Will Pace of the Chatham-Blairs District thanked all the Board of Supervisors for the work they do. `` This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Barber, seconded by Mr. Harville, to approve the Consent Agenda, which was approved by the Board of Supervisors. (a) Minutes: November 2, 2015 – (i) Regular Meeting November 17, 2015 – (ii) Adjourned Meeting (b) Bill List – November 2015 (on line) Regular Meeting December 7, 2015 (c) Resolutions 2015-12-01, 2015-12-02, 2015-12-03; Retiring Constitutional Officers: H.F. Haymore, Samuel W. Swanson, Jr., and M. Kate Berger Ms. Bowman stated the resolutions would be presented to the Constitutional Officers at a later date. Pittsylvania County Board of Supervisors RESOLUTION 2015-12-01 VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held on Monday, December 7, 2015, the following resolution was adopted honoring the service of the Honorable H.F. Haymore, Jr., 22nd District Circuit Court Clerk for Pittsylvania County, Virginia. WHEREAS, the Honorable H.F. Haymore, Jr. is retiring December 31, 2015 after 32 years, ending a long prestigious and honorable career as the 22nd District Circuit Court Clerk for Pittsylvania County, Virginia; and WHEREAS, the Honorable H.F. Haymore, Jr., was first sworn into the office by the Honorable Judge Samuel Hairston as the Circuit Court Clerk for Pittsylvania County, Virginia, on January 1, 1984, succeeding the Honorable Samuel Swanson, Sr.; and becoming the ninth Circuit Court Clerk for Pittsylvania County; and WHEREAS, in his next three bids for re-election, the Honorable H.F. Haymore, Jr. ran unopposed campaigns; and WHEREAS, the Honorable H.F. Haymore, Jr. has served as Circuit Court Clerk under five Judges; the Honorables Judge Samuel Hairston, Judge Robert Vines, Judge William Alexander II, Judge Charles Strauss, and currently under the Honorable Stacey Moreau; and WHEREAS, with 32 years of service, the Honorable H.F. Haymore, Jr. is the second longest serving Circuit Court Clerk in the history of Pittsylvania County, Virginia; and WHEREAS, the Honorable H. F. Haymore, Jr. was appointed by former Governor Robert McDonnell to serve on the commission to set guidelines for individual civil rights restoration, as well as currently serving on the Virginia Crime Sentencing Commission; and WHEREAS, the Honorable H.F. Haymore, Jr. has received three Citizen of the Year awards: from the Danville-Pittsylvania County Chamber of Commerce, 1998; the Sertoma Service to Mankind, 1999; and the Kwanis Club of the City of Danville, 2002; and NOW, THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of Supervisors does hereby express their deepest appreciation and gratitude for the ex emplary service, dedication, and outstanding contributions the Honorable H.F. Haymore, Jr. has provided to the Office of Circuit Court Clerk and the citizens of Pittsylvania County for the past 32 years and wish him all the best in his retirement; and BE IT FURTHER RESOLVED that a copy of this resolution be presented to the Honorable H.F. Haymore, Jr. Regular Meeting December 7, 2015 Pittsylvania County Board of Supervisors RESOLUTION 2015-12-02 VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held on Monday, December 7, 2015, the following resolution was adopted honoring the service of the Honorable Samuel W. Swanson, Jr. as the Commissioner of the Revenue for Pittsylvania County, Virginia. WHEREAS, the Honorable Samuel W. Swanson, Jr. is retiring after 16 years as Commissioner of the Revenue for Pittsylvania County; and WHEREAS, the Honorable Samuel W. Swanson, Jr., was first sworn into the office by the Honorable H.F. Haymore, Jr. as the Commissioner of the Revenue for Pittsylvania County, Virginia, on January 1, 2000, succeeding the Honorable Hunt A. Meadows, III.; and becoming the tenth Commissioner of the Revenue for Pittsylvania County; and WHEREAS, the Honorable Samuel W. Swanson, Jr. ran three additional successful campaigns to be elected to as Commissioner of the Revenue, two of which were unopposed; and WHEREAS, in addition to the Office of Commissioner of the Revenue, Honorable Samuel W. Swanson, Jr. elected to the Pittsylvania County Board of Supervisors, serving in that capacity as the Dan River District Representative from January 1, 1998 until December 31, 1992; and WHEREAS, the Honorable Samuel W. Swanson, Jr. is a Certified Master Commissioner of the Revenue, received from the University of Virginia’s Weldon Cooper Center for Public Service; and WHEREAS, the Honorable Samuel W. Swanson, Jr. received the 2015 Award as Friend of Agriculture from the Pittsylvania County Farm Bureau; then NOW, THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of Supervisors does hereby express their deepest appreciation and gratitude for the exemplary service, dedication, and outstanding contributions the Honorable Samuel W. Swanson, Jr. has provided to the Office of Commissioner of the Revenue and the citizens of Pittsylvania County for the past 16 years and wish him all the best in his retirement; and BE IT FURTHER RESOLVED that a copy of this resolution be presented to the Honorable Samuel W. Swanson, Jr. Regular Meeting December 7, 2015 Pittsylvania County Board of Supervisors RESOLUTION 2015-12-03 VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held on Monday, December 7, 2015, the following resolution was adopted honoring the service of the Honorable M. Kate Berger as the Treasurer for Pittsylvania County, Virginia. WHEREAS, the Honorable M. Kate Berger has served as Treasurer for Pittsylvania County, Virginia; and WHEREAS, the Honorable M. Kate Berger, was first sworn into the office by the Honorable Judge Stacey Moreau as the Treasurer for Pittsylvania County, after winning a five-way race for office to fill the remaining term of retiring Treasurer Teresa Easley; and WHEREAS, the Honorable M. Kate Berger took office as Treasurer for Pittsylvania Co unty December 1, 2013 for a term to end on December 31, 2015; and WHEREAS, in addition to the Office of Treasurer, Honorable M. Kate Berger was elected to the Pittsylvania County Board of Supervisors, serving in that capacity as the Callands -Gretna District Representative from January 1, 2004 until December 31, 2007; then NOW, THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of Supervisors does hereby express their deepest appreciation and gratitude for the exemplary service, dedication, and outstanding contributions the Honorable M. Kate Berger has provided to the Office of Treasurer and the citizens of Pittsylvania County for the past 2 years and wish her all the best in her future endeavors; and BE IT FURTHER RESOLVED that a copy of this resolution be presented to the Honorable M. Kate Berger. Unfinished Business At the Board of Supervisors’ November 17, 2015 Adjourned Meeting, a motion was made by Mr. Harville, seconded by Mr. Barber, for the reappropriation of $27,733.34 as follows: $2,000.00 to County Attorney-Legal Fees (100-4-012210-3150), $102.00 to Fleet-Parts (100-4- 012520-6030), $102.00 to Fleet-Labor (100-4-012520-6031), $49.22 to Central Accounting- Travel (100-4-012430-5500), $53.28 to Sheriff-Subsistence & Lodging (100-4-031200-5530), $6,145.00 to Sheriff-Halloween Contributions (100-4-031200-5878), $100.00 to Sheriff-DARE (100-4-031200-6002), $2,073.04 to Sheriff-Parts (100-4-031200-6030), $1,192.20 to Sheriff- Labor (100-4-031200-6031), $325.00 to Fire Marshall-Training & Education (100-4-037100- 5540), $1,228.94 to Jail-Extradition (100-4-033100-5550), $66.00 to Jail-Food Supplies (100-4- 033100-6002), $10,536.66 to E911-Telephone (100-4-035500-5230), $10.00 to Non- departmental-Awards (100-4-091200-5840), $3,750.00 to WIA-Other Operating (251-4-353878- 6014). 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. The Board unanimously approved Mr. Harville’s motion. Regular Meeting December 7, 2015 Presentations Chief Walter Bailey, Chairman of the Virginia Fire Services Board, and Lee Day, Member of the Virginia Fire Service Board, presented a PowerPoint presentation on findings and recommendations by the Virginia Fire Service Board (VFSB) after performing the comprehensive study of Pittsylvania County’s Fire/EMS System, which the Board of Supervisors requested the VFSB perform. Chief Bailey explained the study had been performed by 8 members of the VFSB who met with all of the fire departments and ems agencies in Pittsylvania County. The purpose of the study, stated Chief Bailey, was to capitalize on what was working well, identify opportunities for improvement, present findings and recommendations and provide any guidance from VFSB the County wanted, emphasizing the findings were not to be construed as legal advice or as binding recommendations. The requested areas of study covered organization, budget and administration, training, delivery of service, equipment/apparatus, and communication. It was noted by Mr. Monday to the Board that the complete study was on the County’s website for public viewing. No action by the Board was considered at this meeting. T Bob Warren, Board of the Directors member for the Danville Pittsylvania Community Services (DPCS), presented the DPCS’s annual report. Gracie Mays, also a member of DPCS’s Board of Directors was present. Annie Martinie, Senior Program Officer for the Danville Regional Foundation, presented an update on the Dan River Regional Health Collaborative (2015 Health Summit). The Collaborative update contained data on how the County/Dan River Region ranked compared to Virginia in areas of obesity, access to exercise, diabetes, access to healthcare, and child poverty, and included suggestions on how to improve these rankings. Mark Moore, Director of Parks & Recreation for Pittsylvania County, updated the Board on activities in the Parks & Recreation Department as follows: (a) Over 130 youth teams with more than 2,000 children participating; (b) More than 35,000 spectators over the course of one year; (c) Utilize 18 county schools, including the former Blairs School for practices and is imperative to the youth basketball and cheerleading program- the County could not run a program with 64 basketball and cheerleading teams without it (almost 800 kids), and in the upcoming year is necessary to have meaningful discussions about the short term and long term future of the Blairs facility. A plan of action and the implementation of that plan is desperately needed for the Blairs facility; (d) more than 200 residents enroll in bus and train trips in 2015; (3) The Parks & Rec Department will absorb the Youth Commission January 1 ; (f) Current grants received for recreation $355,500; (f) Middle school park project is in the final stages of obtaining grant funding and current park project funds stand at $350,000; (g) Groundwork has been laid for additional grants for park project totaling $375,000 with 6 financial partners including the county. County investment in the middle school park project - $150,000, will most likely be tripled in grant funds. Total grant funding should exceed $700,000 by 2016. New Business Mr. Monday explained the County had received a letter from the Commissioner of the Revenue to the Board of Supervisors with a proposed Open Space Agreement for Ringgold Golf Club for parcels #2347-76-7058 &2347-75-3119. The property meets the general guidelines established by the Board of Supervisors for an open space conservation area in Pittsylvania County, stated Mr. Monday. The deferred levy is projected by the Commissioner of the Revenues’ Office at $2,334.63 if the Open-Space Agreement is approved by the Board. Motion was made by Mr. Snead, seconded by Mr. Barber, to approve the agreement with Ringgold Golf Regular Meeting December 7, 2015 Clue and authorize the County Administrator to sign on the behalf of the Board of Supervisors for an Open Space Agreement with Ringgold Gold Club in the Dan River District of Pittsylvania County, Virginia, 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. The Board unanimously approved Mr. Snead’s motion. A proposed policy for the Board of Supervisors’ review and consideration concerning presentations/recognitions by the Board. After discussion, motion was made by Mr. Harville, seconded by Mr. Barber, to table action until the new 2016 Board of Supervisors took office in January and have that Board consider it after its’ re-organization meeting. Mr. Harville’s motion passed by a 6-1 majority vote of the Board, with Ms. Bowman opposing. Motion was made by Mr. Blackstock, seconded by Mr. Harville, for the November 2015 Expenditure Refunds’ reappropriation of $55,801.55 as follows: $1,000.00 to County Attorney- Legal Fees (100-4-012210-3150), $100.00 to Clerk of Court-Copier Lease (100-4-021600- 60051), $480.07 to Sheriff-Subsistence & Lodging (100-4-031200-5530), $200.00 to Sheriff- Halloween Contributions (100-4-031200-5878), $1,925.56 to Jail-Extradition (100-4-033100- 5550), $78.00 to Jail-Food Supplies (100-4-033100-6002), $13,618.87 to B&G-Repairs & Maintenance (100-4-043100-3310), $348.20 to Ag Development-Travel (100-4-082500-5500), $32,481.85 to WIA-Rent (251-4-353853-6014), $1,250.00 to WIA-Other Operating (251-4- 353878-6014), $4,319.00 to Landfill Collections-Repairs (520-4-042300-3310). This motion required a 10-Day Layover. Appointments Motion was made by Mr. Harville, seconded by Mr. Barber, to send the Board’s recommendations on Board of Zoning Appeals appointments to the Pittsylvania County Circuit Court Judge for her consideration, which was unanimously approved by the Board. Recommendations were as follows: R. Allan Easley, Helen Glass, and Joseph A. Craddock will expire January 16, 2016. All three members have expressed a desire to be re-appointed to serve another five-year term that would begin January 17, 2016 until January 16, 2021. No other appointment action was taken by the Board. Closed Session Motion was made by Mr. Harville, seconded by Mr. Barber, to enter into Closed Session for the following: (a) 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 legal 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. Authority: §2.2-3711(A)(7), Code of Virginia, 1950, as amended Subject Matter: Discussion of Overpayment of Machinery & Tools Taxes by Local Business Regular Meeting December 7, 2015 Purpose: Consultation with Legal Counsel (b) 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 or expanding its facilities in the community. (1) Authority: § 2.2-3711(A)(5), Code of Virginia, 1950, as amended Subject Matter: Project Lignum Purpose: Project Status Update from County Staff (2) Authority: § 2.2-3711(A)(5), Code of Virginia, 1950, as amended Subject Matter: Project Candle Purpose: Project Status Update from County Staff (3). Authority: § 2.2-3711(A)(5), Code of Virginia, 1950, as amended Subject Matter: Project Achieve Purpose: Project Status Update from County Staff 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. The Board unanimously approved Mr. Harville’s motion and the Board entered into Closed Session. Motion was made by Mr. Harville, seconded by Mr. Blackstock, to re-enter Open Session. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at a Adjourned Meeting of the Pittsylvania County Board of Supervisors on Monday, December 7, 2015, the Board 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. Roll Call Vote Coy E. Harville Yes Tim R. Barber Yes James H. Snead Yes Jessie L. Barksdale Yes Elton W. Blackstock Yes Jerry A. Hagerman Yes Brenda Bowman Yes The Board re-entered Open Session at 9:23 pm. No Action was taken. Regular Meeting December 7, 2015 Adjournment Motion was made by Mr. Barber, seconded by Mr. Harville, to adjourn the meeting, which was unanimously approved by the Board. The meeting ended at 9:25pm.