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09-20-2016 Adjourned MeetingAdjourned Meeting September 20, 2016 Pittsylvania County Board of Supervisors Tuesday, September 20, 2016 Adjourned Meeting VIRGINIA: The Adjourned Meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, September 20, 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, Mr. Matthew Rowe, Director of Economic 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. Kaylyn McCluster, Administrative Assistant III were also present. After a Moment of Silence, Mr. Barksdale led the Pledge of Allegiance. Approval of Agenda Motion was made by Mr. Davis, seconded by Mr. Warren, to approve the agenda with the added closed session Project Little Light to be added to the agenda, which was unanimously approved by the Board. Hearing of the Citizens No one signed up to speak for the Hearing of the Citizens. Public Hearings Rezoning Cases Case 1: : Jason Karl Keesee & Beth Calloway Keesee – Callands-Gretna Election District R- 16-021 M-1, Industrial District, Light Industry to A-1, Agricultural District Mr. Barksdale opened the public hearing at 7:05 pm. Mr. Shelton explained Jason and Beth Keesee had petitioned to rezone 42.10 acres, located off of U.S. Highway 29 (off Dual Track Road), in the Callands-Gretna Election District from M-1, Industrial District, Light Industry to A-1, Agricultural District. Once the property is rezoned to A-1, all uses listed under Section 35-178 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioners’ request. Jason and Beth Keesee were there to represent the petition. No one signed up to speak and Mr. Barksdale closed the hearing at 7:06 pm. Motion was made by Mr. Hagerman, seconded by Mr. Adjourned Meeting September 20, 2016 Blackstock, to approve rezoning Case R-16-021 from M-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. Barksdale-Yes. Mr. Hagerman’s motion was unanimously approved by the Board. Case 2: K H C Associates, LLC – Banister Election District R-16-022 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Mr. Barksdale opened the hearing at 7:07 pm. Mr. Shelton explained K H C Associates, LLC had petitioned to rezone a total of 182.49 acres, located on State Road 640/Spring Garden Road and on State Road 706/Abbott Place in the Banister Election District from R-1, Residential Suburban Subdivision District to A-1,Agricultural District. Once the property is rezoned to A-1, all uses listed under Section 35-178 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioners’ request. No one signed up to speak and Mr. Barksdale closed the hearing at 7:10pm. Motion was made by Mr. Hagerman, seconded by Mr. Blackstock, to approve rezoning Case R-16-022 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. Barksdale-Yes. Mr. Hagerman’s motion was unanimously approved by the Board. Case 3: Shonitra A. Slayton – Banister Election District R-16-023 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Mr. Barksdale opened the public hearing at 7:11 pm. Mr. Shelton explained Shonitra A. Slayton had petitioned to rezone a total of 24.14 acres, located on State Road 600/Cedar Forest Road in the Banister Election District from R-1, Residential Suburban Subdivision District to A-1, Agricultural District. Once the property is rezoned to A-1, all uses listed under Section 35-178 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioners’ request. Shonitra Slayton was there to represent the petition. No one signed up to speak and Mr. Barksdale closed the hearing at 7:12 pm. Motion was made by Mr. Blackstock, seconded by Mr. Warren, to rezone Case R-16-023 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. Barksdale-Yes. Mr. Blackstock’s motion was unanimously approved by the Board. Case 4: Adam E. Cooper & Jennifer Reynolds Cooper: Callands-Gretna Election District R- 16-024 A-1, Agricultural District to R-1, Residential Suburban Subdivision District Mr. Barksdale opened the public hearing at 7:13 pm. Mr. Shelton explained Adam and Jennifer Cooper had petitioned to rezone a total of 1.00 acre (part of 104.32 acres located on U.S. Highway 40/W Gretna Road in the Callands-Gretna Election District from A-1, Agricultural District to R-1,Residential Suburban Subdivision District. Once the properties are rezoned to R-1, all uses listed under Section 35-222 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioners’ request. Adam Cooper was there to represent the petition No one signed up to speak and Mr. Barksdale closed the hearing at 7:15 pm. Motion was made by Mr. Hagerman, seconded by Mr. Barber, to rezone Case R-16-024 from A-1 to R-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. Barksdale-Yes. Mr. Blackstock’s motion was unanimously approved by the Board. Adjourned Meeting September 20, 2016 This concluded the public hearing. Unfinished Business At the September 6, 2016 meeting a motion was made by Mr. Barber, seconded by Mr. Davis, for a reappropriation of $64,133.91 as follows: $400.80 to Treasurer-Legal Services (100-4-012410- 3150), $100.00 to Clerk of Court-Copier Lease (100-4-021600-60051), $100.00 to Sheriff- Undercover Work (100-4-031200-6024), $1,185.38 to Sheriff-Parts (100-4-031200-6030), $217.80 to Sheriff-Labor (100-4-031200-6031), $50.00 to Jail-Food Supplies (100-4-033100-6002), $10,336.38 to B&G-Repairs & Maintenance (100-4-043100-3320), $4,495.00 to CSA-Pool Program (100-4- 053500-7003), $150.00 to Recreation-Field Maintenance (100-4-071100-6006), $175.00 to Ag Development-Farmer’s Market (100-4-082500-6014), $30,614.18 to WIA-Rent (251-4-353853- 6014), $16,309.37 to Building & Grounds Improvements (310-4-094130-8158). This motion required a 10-Day Layover that had now been met 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. Barksdale-Yes. Mr. Barber’s motion was unanimously approved by the Board. New Business David Hoback, Executive Director for the West Piedmont Planning District (WPPDC), briefly discussed the WPPS’s Regional Strategic Planning Effort and its legislative agenda to be more concise and more focused on local government issues that broadly impact all our localities. He invited the Board to attend the West Piedmont Regional Summit on October 19, 2016 and said that their goals are to make everyone aware of the process, ask for support and participation, and advocate with stakeholders in the community. Based on the Board of Supervisors’ recent action on September 3, 2016 to adjust the methodology used for assessing Merchants Capital Tax, a motion was made by Mr. Blackstock, seconded by Mr. Barber, to authorize the Treasurer to issue the refund of $113,616.32 under §58.1- 3990 of the Code of Virginia, 1950, as amended. 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. Barksdale-Yes. Mr. Blackstock’s motion was unanimously approved by the Board. Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Bryan Haskins, Commonwealth Attorney, was made aware at the end of last fiscal year that he had vacancy savings remaining at the Compensation Board that could be reallocated to current employees in his office. A request was made by Mr. Haskins to utilize these funds. Since this was done after the adoption of the FY2017 budget, these funds were not included in the original state revenue figures for the Commonwealth’s Attorney’s office nor in the Commonwealth’s Attorney’s budget. A motion was made by Mr. Barber, seconded by Mr. Davis to amend the Comm onwealth’s Attorney’s budget and appropriate $4,059.00 to the salary and fringe line items (100-4-022100) from the additional funds that will be received from the State Compensation Board (100-3-000000-2301). 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. Barksdale-Yes. Mr. Barber’s motion was unanimously approved by the Board. Mr. Blackstock then explained to the public that this was money from the state to the Commonwealth Attorney’s office. Motion was made by Mr. Warren, seconded by Mr. Davis, to approve and appropriate a total of $150,000.00 to the WIA Fund. 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. Barksdale-Yes. Mr. Warren’s motion was unanimously approved by the Board. Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Since the adoption of the FY 2017 budget, the Courthouse has needed major roof repairs. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve an amendment to the Courthouse Maintenance budget and appropriate a total of $37,000. 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. Barksdale-Yes. Mr. Blackstock’s motion was unanimously approved by the Board. Mr. Blackstock also explained that this is money that is taken out of court costs and fees; it’s not costing the County money. Pittsylvania County Juvenile and Domestic Court Services Unit requested proposals for The Outreach Detention program which provides supervision & intervention of youth before the Court and on supervision to the CSU and electronic monitoring. The goal of the program is to reduce the number of new law violations while awaiting trial, the need for secure detention or other out of home placement, and ensure court appearances for juveniles in the program by providing close monitoring, crisis intervention and referral for services. The goal of the Electronic Monitoring Services program is to reduce the number of new law violations while awaiting trial, the need for secure detention or other out of home placement, and ensure court appearances for juveniles in the program by provi ding close monitoring, crisis intervention and referral for services. The Purchasing Department emailed to seven vendors, the RFP dated 06/28/2016. It was advertised in 2 local newspapers, posted on the County’s public notice board and posted on the County’s website. Five responses were received. All response was evaluated. The top 2 ranking vendors, Intercept Youth and WW Moore gave presentations on 8/23/16. The evaluation committee consisting of Joyce Green, Jay Gaylor, Brenda Gee, and Linda Mills voted that Intercept Youth Inc. was the best choice for the County. The contract will be for 2 years with one- 2 year renewal. A motion was made by Mr. Blackstock, seconded by Mr. Hagerman, to authorize the County Administrator to execute the contract with Intercept Youth Services, Inc. Mr. Blackstock’s motion was unanimously approved by the Board. Mr. Warren asked if there was an opportunity for receiving funds back and Mr. Hunt said that he will get back with an answer. Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Lisette Jordan, Human Resources Manager, provided an update to the Board covering the work of the Committee. Mr. Davis asked where we are ranked as far as with other localities, and Ms. Jordan’s response was that we are pretty much in line with Martinsville, Henry County, and Campbell County. Mr. Warren asked about there being a healthy lifestyle coaching program. Ms. Jordan said that was a long term goal. Adjourned Meeting September 20, 2016 Pittsylvania County Library Board and staff acting by the direction of the Pittsylvania County Board of Supervisors looked throughout the Mount Herman community for a location that would be suitable to accommodate the citizens of the community for the placement of a library. There was concern that the existing location was inadequate space wise and too costly to renovate. The existing facility consists of an estimated 2,000 square feet, but due to conditions of the facility, only about 1,000 square feet can be utilized. The library staff identified a new location for the library at 4058, 4060, 4062, and 4064 Franklin Turnpike consisting of 5,000 square feet. This property is owned by Tuscarora Farms, Inc. A motion was made by Mr. Warren, seconded by Mr. Davis, to approve the lease for Mt. Hermon Library and authorize the County Administrator to execute it. Mr. Warren’s motion was unanimously approved by the Board. Mr. Warren then thanked the Library Board and expressed his excitement about the new location. Mr. Barksdale also commented on his excitement and Mr. Blackstock thanked the Library board. Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 The staff has reviewed the renovations needed at the new location for the Mount Herman library located at 4058 Franklin Turnpike. The existing facility has been toured by the Pittsylvania County Board of Supervisors as well as the Library Board. It consists of approximately 4,800 square feet that in the current state was set up to operate as a private school. In order to change the current use to a library it will be necessary to redesign the interior sections of the facility to more of an open concept to function as a library. This will require considerable demolition, reworking restrooms, lighting and new floor coverings throughout the entire facility. It will be necessary for the county to follow the Procurement Policy and send out an RFP of A&E services, to prepare the plans and bid specifications and assist with contract administration for the project. A motion was made by Mr. Warren, seconded by Mr. Barber, to appropriate from unappropriated funds $190,000 for the renovations of the Mount Hermon Library. This requires a ten day layover. Mark Narron, Animal Shelter Manager, gave an updated report on the County’s new Animal Shelter. He stated that on 9/8/2016, they contracted with a professional services group for fundraising efforts. They are also currently looking into developing a volunteer program and so far, they have received $11,640 in gifts for the shelter. Mr. Blackstock said that he would like to have updates on the fundraising ideas. The Olde Dominion Agricultural Foundation (ODAF) requested an endorsement from the Board of Supervisors so ODAF can submit grant applications to expand the horse/cattle barn and arena facilities at the Olde Dominion Agricultural Center. There is no financial commitment for the County. A motion was made by Mr. Warren, seconded by Mr. Barber, to approve the Resolution of Support 2016-09-04. Mr. Warren’s motion was unanimously approved by the Board. Adjourned Meeting September 20, 2016 Adjourned Meeting September 20, 2016 At the 9/6/16 Pittsylvania County Board of Supervisors’ (“BOS”) meeting, the BOS, as authorized by Virginia Code § 2.2-3712(B), announced it, within fifteen (15) days of said announcement, would be interviewing potential County Administrator candidate(s), in Closed Session, at undisclosed time(s) and location(s). The Board of Supervisors met on September 20, 2016 to conduct interviews for the County Administrators position. The clerk read the required certification of such closed session and the clerk called the roll of the Board per normal guidelines. 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. Barksdale-Yes. The Board unanimously certified that the meeting to interview the candidates was conducted within th e statutory requirements. Board Announcements Mr. Hagerman spoke on the Climax Sorghum Festival and how much he enjoyed the food and vendors. He also invited everyone to the Gretna Alzheimer’s group walk on October 6th. Closed Session Motion was made by Mr. Davis, seconded by Mr. Barber, to enter into Closed Session and to include Mr. Hunt, Mr. Sides and Mr. Rowe in Closed Session for discussion of the following: 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. Legal Authority: Virginia Code Section 2.2-3711(A)(5) Subject Matter: Project Little Light Purpose: Discussion of Potential Economic Development Incentive Package 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. The Board entered into Closed Session at 8:13 PM. Motion was made by Mr. Barber, seconded by Mr. Warren, to re-enter into Open Session. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on September 20, 2016, the Committee 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 me eting. If any member believes that there was a departure from the requirements of the Code, he shall so state prior to the vote Adjourned Meeting September 20, 2016 indicating the substance of the departure. The statement shall be recorded in the minutes of the Board. Vote Tim R. Barber Yes Jerry A. Hagerman Yes Elton W. Blackstock Yes Joe B. Davis Yes Ronald S. Scearce Yes Robert W. Warren Yes Jessie L. Barksdale Yes The Board re-entered into Open Session at 8:44 PM. 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 8:47 pm.