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07-19-2016 Regular MeetingAdjourned Meeting July 19, 2016 Pittsylvania County Board of Supervisors Tuesday, July 19, 2016 Regular Meeting VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, July 19, 2016 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Jessie L. Barksdale, Chair, called the meeting to order at 7:00 p.m. The following members were present: Jessie L. Barksdale Banister District Elton W. Blackstock Staunton River District Tim Barber Tunstall District Ronald S. Scearce Westover District Jerry A. Hagerman Callands-Gretna District Robert W. Warren Chatham-Blairs District Joe B. Davis Dan River District Mr. Clarence C. Monday, County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr. Greg L. Sides, Assistant County Administrator for Planning and Development, Ms. Kim Van Der Hyde, Director of Finance, Ms. Lisette Jordan, Human Resource Manager, Mr. Odie H. Shelton, Jr., Director of Code Compliance, Mr. Mark Narron, Animal Shelter Manager, and Ms. Rebecca Flippen were also present. Mr. Barksdale led the Moment of Silence, and then the Pledge of Allegiance. Approval of Agenda Motion was made by Mr. Davis, seconded by Mr. Barber, to approve the agenda, which was unanimously approved by the Board. Hearing of the Citizens Matthew Stevens of the Dan River District commented he was very concerned about a proposed solar energy farm that would be adjacent to his property. Mr. Stevens said he didn’t feel this proposed solar farm was suited for that area as the Dan River Elementary and Middle Schools were close by, as well as a church and several residential houses. Mr. Stevens stated he also felt a 1000 foot setback should be required for any solar energy farms; and was concerned about potential radiation the panels may produce as well as the panels directed towards his, or any, home. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the Consent Agenda, which was approved by the Board of Supervisors. (a) Minutes: June 6, 2016 – BOS Regular Meeting June 21, 2016 – BOS Adjourned Meeting (b) Bill List – June 2016 (Online) Mr. Blackstock’s motion was unanimously approved by the Board. Adjourned Meeting July 19, 2016 Public Hearing Rezoning Cases Case 1: John B. Farson, Jr. & Leander S. Farson – Banister Election District: R-16-015 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Mr. Barksdale opened the public hearing at 7:07pm. Mr. Shelton explained that John and Leander Farson had petitioned to rezone a total of 1.752 acres (per survey), two (2) parcels of land, located on State Road 640/Riceville Road, in the Banister Election District from R-1, Residential Suburban Subdivision District to A-1, Agricultural District. Once the properties are rezoned to A-1, all uses listed under Section35-178 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioners’ request. Richard Armstrong, Jr., was there to represent the petition. No one signed up to speak and Mr. Barksdale closed the hearing at 7:09pm. Motion was made by Mr. Blackstock, seconded by Mr. Warren to approve the petitioners’ request to rezone Case R-16-015 from R-1 to A-1 and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Hagerman-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Warren-Yes; and Mr. Blackstock-Yes. Mr. Blackstock’s motion was unanimously approved by the Board. This concluded the Public Hearing. New Business The Legislative Committee met at 5:00 PM on Tuesday, July 19, 2016. The Legislative Committee made a recommendation in the form of a motion to the Board of Supervisors that staff bring back draft amendments to the Pittsylvania County Zoning Ordinance at the Augus t 1, 2016 Board of Supervisors’ meeting, for regulation of Solar Power Generation Facilities in order for the Board to set a public hearing to be held at their August adjourned meeting. The Board unanimously approved the Legislative Committee’s motion. Motion was made by Mr. Barber, seconded by Mr. Warren, to approve and amend the library’s 2017 budget and appropriate $9,575.30 to the Memorial Gifts Fund (265-4-073310- 6012), noting that since these monies were originally deposited into the General Funds, a 10-Day Layover would be required. Motion was made by Mr. Warren, seconded by Mr. Barber, for the reappropriation of $36,382.42 as follows: $100.00 to Clerk of Court-Copier Lease (100-4-021600-60051), $18.01 to Sheriff-Subsistence & Lodging (100-4-031200-5530), $150.00 to Sheriff-Undercover Work (100-4-031200-6024), $2,773.23 to Sheriff-Parts (100-4-031200-6030), $1,058.80 to Sheriff- Labor (100-4-031200-6031), $806.81 to Extradition (100-4-033100-5550), $35.00 to Jail-Food Supplies (100-4-033100-6002), $896.10 to CSA-Pool Program (100-4-053500-7003), $140.00 to Ag Development-Farmer’s Market (100-4-082500-6014), $95.80 to WIA-Other Operating Supplies (251-4-353851-6014), $29,053.67 to WIA-Rent (251-4-353853-6014), $1,250.00 to WIA-Other Operating Supplies (251-4-353878-6014), $5.00 to WIA-Other Operating Supplies (251-4-353853-6014). This motion required a 10-Day Layover. Mr. Monday explained that in 2005, the Regional Industrial Facilities Authority (RIFA) issued variable rate revenue bonds in an aggregate principal amount of $7,300,000 to fund expenses related to developing the Cane Creek Centre. This project was jointly supported by the City of Danville and Pittsylvania County. The City of Danville and Pittsylvania County recently received a credit commitment from Wells Fargo Bank to refinance the 2013 taxable revenue refunding bonds into fixed rate bonds. The principal amount being refinanced at this time is at an amount not to exceed $3,700,000. The Bank has proposed to purchase taxable bonds at a rate Adjourned Meeting July 19, 2016 yet to be determined. These bonds would be repaid annually based on appropriations by the County and the City, with the County and the City each being responsible for one -half of such debt service. A Moral Obligation Pledge will be required from both the City of Danville and Pittsylvania County in the form of Support Agreements. This will not add to the County’s existing moral obligations; it will simply replace the existing Support Agreement that would expire with the current Letter of Credit. The RIFA Board approved its resolution to refinance at their Monday, June 11, 2016 meeting. The City of Danville has also passed a similar resolution as the one being presented to you tonight at their July 5, 2016 City Council meeting. The approval of this support agreement is necessary to finalize bank documents before August 1, 2016. Motion was made by Mr. Warren, seconded by Mr. Davis, to approve the support agreement and Resolution 2016-07-01. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Hagerman-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Warren-Yes; and Mr. Blackstock-Yes. Mr. Warren’s motion was unanimously approved by the Board. Adjourned Meeting July 19, 2016 Adjourned Meeting July 19, 2016 Mr. Monday explained that in March 2016, Pittsylvania County requested an actuarial study for enhanced hazardous duty benefits for Virginia Retirement Systems (VRS) covered full - time positions. The enhanced hazardous duty benefits would be afforded to other hazardous duty positions that are not receiving hazardous duty benefits law enforcement positions receive. The study was conducted by Cavanaugh Macdonald Consulting, who identified three (3) positions as meeting the requirements as defined by the Code of Virginia. These three positions were the Fire Marshal, Deputy Fire Marshal/Hazardous Material Officer; and Director of Emergency Management. The total cost to the County for this change equates to roughly $18,432 for FY 201, which was based on an increased VRS rate of .14% on all covered VRS positions in the County. Vacancy savings would be utilized to fund this increase for FY 2017. Motion was made by Mr. Barber, seconded by Mr. Warren, to adopt Resolution 2016-07- 02 to provide the enhanced hazardous duty benefits to the identified fulltime VRS covered positions as defined by Title 51.1, Chapter 1, Article 5 of the Code of Virginia. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Hagerman-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Warren-Yes; and Mr. Blackstock-Yes. Mr. Barber’s motion was unanimously approved by the Board. Adjourned Meeting July 19, 2016 Adjourned Meeting July 19, 2016 Lisette Jordan, Human Resource Manager for Pittsylvania County explained to the Board Anthem Blue Cross Blue Shield is the County’s health insurance provider for employees. The County recently received renewal rates from Anthem. The Health Insurance Committee, which includes members from the School Board, the County, the Town of Gretna, PCSA and Social Services met on June 2, 2016 concerning our health insurance renewal and the proposed increase. The renewal rates from Anthem include a 14.9% increase over the rates used for FY2016. It was determined at this meeting that it would be in our best interest to include a third health insurance plan in order to offer a more affordable option for employees. This plan i s the Lumenos Health Savings Account (HSA), which is a high deductible plan attached with the availability of a health savings account to help offset health care costs. This deductible is $3,000 annually as compared to our other two plans – the Keycare 500 plan, which has a $500 deductible and the Keycare 30 plan, which has a $1,000 deductible. The new plan would cost employees $24.94 per month for employee only coverage. Currently, the Employee Health Fund pays roughly 3% of the health insurance premium . The Health Committee decided that it was in the best interest of the employees for the fund to continue to pay this 3% amount. This continued arrangement would require roughly $315,000 based on the current enrollment. The Employee Health Fund is a separate fund that exists to account for the health and dental transactions of the County’s self-insurance health and dental plans and can only be used for this purpose. The Employee Health Fund had a balance of $3,857,701.17 as of 5/31/16. A five year analysis of this account showed that the fund had increased by over $1 million during this timeframe. The strategy for the use of the Employee Health Fund is evaluated annually. The health insurance committee reviews the Employee Health Fund balance to see the current trends of the fund, to determine the possibility of using the fund to lessen the impact of major increases on our employees and to insure that sufficient funds exist to cover the County’s health and dental liabilities for the coming plan year. Ms. Jordan stated that currently, the Board of Supervisors pays 100% of the employee’s share of the KeyCare 30 insurance plan. The Board pays $6,138.12 annually per covered employee. This annual amount would increase by $360.00 per covered employee. It was important to note, said Ms. Jordan, that even with this increased employer contribution, employees would now be responsible for paying a portion of their health insurance regardless of the plan that they choose. A rate increase was already anticipated when preparing the 2017 budget so funds have already been appropriated to cover the proposed increase in the employer contribution. As an incentive for employees to migrate to the HSA Health Insurance plan, staff would like for the Board of Supervisors to also consider contributing $500 to an HSA account for each employee choosing this plan. This would be a one-time only incentive for this year and would be re-evaluated following this pilot period. Based on the trend in the market, the County’s insurance advisor anticipates that roughly 10% of current enrollees will choose the new plan. Staff believed that based on this data, the cost would be no more than $15,000. Staff would like to carry this money over from funds remaining in the FY 2016 budget, fund s that were already budgeted for expenditure of health insurance coverage. Motion was made by Mr. Blackstock, seconded by Mr. Davis, to approve an employer contribution of $6,498.12 annually for all enrolled County employees and to add the optional high deductible health plan with a $500 HSA contribution in the FY2017 plan year and to support the Health Insurance Committee’s recommendation to continue to pay 3% of the health insurance premium from the Employee Health Fund. (A carryover of funds request will be brought back to the Board for consideration at a later time for the HSA contribution.) The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Hagerman-Yes; Mr. Blackstock- Adjourned Meeting July 19, 2016 Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Warren-Yes; and Mr. Blackstock-Yes. Mr. Blackstock’s motion was unanimously approved by the Board. Mr. Monday explained construction bids for a County Animal Shelter were due on July 12, 2016. Four (4) bids were submitted, including prices for the base Scope of Work and alternate projects that could be selected by the Board. Blair Construction of Gretna, Virginia submitted the lowest responsive base bid; $3,149,000. Mr. Monday said now that the cost for building an Animal Shelter is known, decisions need to be made, including: 1) Will the Board authorize expenditure of funds for this purpose? 2) Will any alternate(s) projects be selected? 3) Are there fundraising opportunities available to help offset current costs, and if the Board opts to build the facility, short and long-term fundraising would be important? County staff has been contacted by the Executive Director of the Community Foundation of the Dan River Region (the “Foundation”), who has expressed preliminary interest in the Foundation serving as fiscal agent for donations to pass through, for now and in the future, for a new Animal Shelter. The Foundation would not actually conduct fundraising; instead, actual fund solicitation would be up to a committee or advisory group, in coordination with the County’s Shelter Manager. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to authorize the County Administrator to work with the Foundation’s Executive Director in preparing a draft agreement for the Foundation to serve as Fiscal Agent and to bring such agreement back to the Committee and/or Board for further consideration, which was unanimously approved by the Board. After discussion of the build cost, the Board directed the County Administrator to contact Dominion 7 to have representatives from their firm at the August 1, 2016 Board meeting to answer further questions the Board had concerning the proposed Animal Shelter Project Appointments Motion was made by Mr. Barksdale, seconded by Mr. Warren, to appoint Lisette Jordan as one the Pittsylvania County representatives on the Danville Community College Board of Trustees. This is a 4-year term. The new term would begin July 1, 2016 and end June 30, 2020. Mr. Barksdale’s motion was unanimously approved by the Board. Motion was made by Mr. Scearce, seconded by Mr. Davis, to re-appoint Debra Dockery, as the Westover District representative on the Pittsylvania County Library Board of Trustees for a 4-year term. The new term would begin July 1, 2016 and end June 30, 2020. Mr. Scearce’s motion was unanimously approved by the Board. Motion was made by Mr. Hagerman, seconded by Mr. Warren to appoint Kaye Patrick as the Callands-Gretna District representative to the 2016 Board of Assessors, which was unanimously approved by the Board. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to appoint Jimmy Robertson as the Staunton River District representative to the 2016 Board of Assessors, which was unanimously approved by the Board. Motion was made by Mr. Scearce, seconded by Mr. Barber, to appoint George Rea, Jr. as the Westover District representative to the 2016 Board of Assessors, which was unanimously approved by the Board. Adjourned Meeting July 19, 2016 Upon the suggestion of the Danville-Pittsylvania Chamber of Commerce, a new Travel & Tourism Advisory Board would be formed as follows: Three (3) Members appointed by: Danville City Council Three (3) Members appointed by: Pittsylvania County Board of Supervisors Three (3) Members appointed by: Danville Pittsylvania County Chamber of Commerce Up to Three (3) Members appointed by: Advisory Board as at-large members Public/Private Representation:  Danville City Council and the Pittsylvania County Board of Supervisors should appoint at least one member from the private sector.  The Danville Pittsylvania County Chamber of Commerce should appoint at least two members from the private sector.  The at-large members should come from the private sector. Diversity of Representation:  The majority of Advisory Board members should represent the private sector.  The Advisory Board should have at least one representative each from accommodations and from restaurants.  The Advisory Board should have at least two representatives from attractions, museums, entertainment, and/or recreation. Terms:  Board terms will normally be three (3) years for appointments by Danville City Council, Pittsylvania County Board of Supervisors, and the Danville Pittsylvania County Chamber of Commerce. Initially, each group will designate one member each for a one-year, two- year, and three-year term in order for terms to be staggered in future years.  At-large members will serve one-year terms.  Board members will not be able to serve more than six (6) consecutive years until they have been off of the Board for at least one year.  Leadership: The Advisory Board will elect a Chair and a Vice Chair. Motion was made by Mr. Warren, seconded by Mr. Blackstock, to appoint Alisa Davis to the Danville/Pittsylvania County Tourism Advisory Board, which was unanimously approved by the Board. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to appoint Dianne Anderson to the Danville/Pittsylvania County Tourism Advisory Board, which was unanimously approved by the Board. Motion was made by Mr. Davis, seconded by Mr. Blackstock, to appoint Brenda Bowman to the Danville/Pittsylvania County Tourism Advisory Board, which was unanimously approved by the Board. Board Announcements Mr. Warren stated he was please to read in the Danville Register & Bee that newly elected Mayor John Gilstrap stated he would propose asking the Pittsylvania County Board of Supervisors to accept the addition of a supervisor to the Danville Utility Commission and that it Adjourned Meeting July 19, 2016 would be discussed during a Danville City Council work session in August. The rest of the Board agreed they were glad to hear Mayor Gilstrap’s comments on this matter. Mr. Davis reminded everyone of the Virginia Angus Breeders Show’s Community Night on Friday, July 22, 2016 between 5-9PM at the Olde Dominion Agricultural Complex. Mr. Blackstock asked for a seconded safety study by VDOT where Shula Drive crosses US HWY 29, and that there would be a public meeting with VDOT and State Police representatives, along with Delegate Les Adams, concerning this matter on August 17, 2016 at 7PM at the Motley Ruritan Building. Mr. Blackstock also announced there would be a Finance Committee meeting held at 5:00 PM on Monday, August 1, 2016. Lastly, Mr. Blackstock reminded everyone of an Economic Development Announcement event on Wednesday, August 20, 2016 at 10 AM at the former Altavista Country Club. County Administrator’s Reports Mr. Monday stated the County’s office had received a letter from Tim Duffer, Executive Director for Regional One, Inc., notifying the County that Regional One, Inc. did not wish to continue the current agreement in place and felt the agreement needed reviewing. Adjournment Motion was made by Mr. Barber, seconded by Mr. Hagerman, to adjourn the meeting, which was unanimously approved by the Board. The meeting ended at 8:15 PM. __________________________________________ Jessie L. Barksdale, Chair Pittsylvania County Board of Supervisors __________________________________________ Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors