Loading...
12-05-2016 Regular MeetingRegular Meeting December 5, 2016 Pittsylvania County Board of Supervisors Monday, December 5, 2016 Regular Meeting VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was held on Monday, December 5, 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. David M. Smitherman, County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr. Greg L. Sides, Assistant County Administrator for Planning and Development, Mr. Matt Rowe, Director of Economic Development, and Ms. Rebecca Flippen, Deputy Clerk were also present. After a Moment of Silence, Chairman Barksdale led the Pledge of Allegiance. Approval of Agenda Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the agenda with the following addition to the Consent Agenda: (e) End of Declaration of Emergency – Open Burning Ban in Pittsylvania County and removal of the following from the Agenda: Item 10 - Pittsylvania County Animal Shelter Update Mr. Blackstock’s was unanimously approved by the Board. Hearing of the Citizens No on signed up to speak. Chairman Barksdale introduced the new County Administrator, David Smitherman, to those in attendance. CONSENT AGENDA (a) Minutes: November 7, 2016 (Regular Meeting) November 15, 2016 (Adjourned Meeting) (b) Bill List: November 2016 (Online) (c) Ratify Proclamation – 250th Anniversary of Pittsylvania County (d) Ratify Declaration of Emergency – Open Burning Ban in Pittsylvania County (addition) (e) End of Declaration of Emergency – Open Burning Ban in Pittsylvania County Motion was made by Mr. Barber, seconded by Mr. Davis, to approve the Consent Agenda, which was unanimously approved by the Board. Regular Meeting December 5, 2016 November 17, 2016 DECLARATION OF EMERGENCY RESTRICTING THE OUTDOOR BURNING OF WOODS, BRUSH, ETC. Whereas, Pittsylvania County has consulted with the Virginia Department of Forestry and does hereby find that: Due to the continued dry weather conditions, the County of Pittsylvania is facing serious fire hazards. Due to the serious fire hazards, a condition of extreme peril of life and property necessitates the Declaration of Emergency. NOW, THEREFORE, I HEREBY PROCLAIM that an emergency now exists throughout said County; and IT IS FURTHER PROCLAIMED AND ORDERED that during the existence of said emergency it shall be unlawful for any person to set fire to, or procure another to set fire to any woods, brush, logs, leaves, grass, debris, or other flammable material within the boundaries of Pittsylvania County, Virginia, and shall remain in effect until further notice. Effective: Clarence Monday Clarence Monday, Deputy Director of Emergency Management Presentations Don Thomas, with Winggate Appraisal, updated the Board of Supervisors on the 2018 General Reassessment. Mr. Thomas said the market studies were completed as well as value calibrations. The Board of Assessors had completed their training and had begun reviews; and thatclerical staff had been hired and were at work. Of the approximate 50,000 parcels in Pittsylvania County, approximately 30% (15,000) had been visited. Mr. Thomas concluded his update with noting the Reassessment Office was on schedule. Jim Bebeau, Executive Director, and Dr. Julie Brown, with Danville-Pittsylvania Community Services (DPCS), presented the DPCS’ 2016 annual report. Dr. Brown Laurie Moran, Executive Director of the Danville-Pittsylvania County Chamber of Commerce, presented the Chamber’s 2015/16 Business Services Report. Unfinished Business At the Board of Supervisors November 7, 2016 meeting, motion was made by Mr. Barber, seconded by Mr. Warren, for the reappropriation of $42,446.40 as follows: $172.10 to Human Resources-Training (100-4-012220-5540), $101.00 to Accounting-Travel (100-4-012430-5500), Regular Meeting December 5, 2016 $1.39 to Electoral Board-Office Supplies (100-4-013100-6001), $.21 to Registrar-Office Supplies (100-4-013100-6001), $100.00 to Clerk of Court-Copier Lease, $.58 to Sheriff-Office Supplies (100- 4-031200-6001), $4,934.00 to Sheriff-Halloween Contributions (100-4-031200-5878), $12.50 to Sheriff-Project Lifesaver (100-4-031200-5882), $1,169.10 to Sheriff-Parts (100-4-031200-6030), $524.70 to Sheriff-Labor (100-4-031200-6031), $91.85 to Extradition (100-4-033100-5550), $76.00 to Jail-Food Supplies (100-4-033100-6002), $6.33 to Animal Control-Training (100-4-035100-5540), $21.38 to Landfill-Telephone (100-4-042400-5230), $3,947.94 to CSA-Pool Program (100-4- 053500-7003), $2,500.00 to Ag Economic Development-Legal (100-4-082500-3150), $125.00 to Ag Development-Farmer’s Market (100-4-082500-6014), $174.69 to Economic Development-Travel (100-4-082510-5500), $63.99 to Victim/Witness-Computer Supplies (250-4-021900-6021), $600.00 to WIA-Other Operating Supplies ($150.00 each to 251-4-353851-6014, 251-4-353853-6014, 251-4- 353855-6014, 251-4-353856-6014), $27,823.64 to WIA-Rent (251-4-353853-6014). This motion required a 10-Day Layover which 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 Motion was made by Mr. Barber, seconded by Mr. Davis, for the reappropriation of $37,143.22 as follows: $.44 to Human Resources-Training (100-4-012220-5540), $11.99 to Electoral Board-Office Supplies (100-4-013100-6001), $1.55 to Registrar-Office Supplies (100-4-013100- 6001), $100.00 to Clerk of Court-Copier Lease, $225.00 to Sheriff-Undercover Account (100-4- 031200-6024), $230.00 to Sheriff-Halloween Contributions (100-4-031200-5878), $51.28 to Sheriff-Fuel (100-4-031200-6008), $2,691.61 to Sheriff-Parts (100-4-031200-6030), $2,652.49 to Sheriff-Labor (100-4-031200-6031), $50.53 to VFD-United Way Contribution (100-4-032200-5667), $88.00 to Extradition (100-4-033100-5550), $117.40 to Jail-Food Supplies (100-4-033100-6002), $1.88 to Landfill-Telephone (100-4-042400-5230), $13.71 to Library-Office Supplies (100-4- 073100-6001), $85.00 to Non-departmental-Awards & Certificates (100-4-091200-5840), $30,822.34 to WIA-Rent (251-4-353853-6014). This motion required a 10-Day Layover. Motion was made by Mr. Warren, seconded by Mr. Barber, to amend the Jail budget and appropriate $629.20 to line item 100-4-033100-5899 (SCAAP Administration Fee) 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. Warren’s motion was unanimously approved by the Board. The Fire Marshal’s Office has been given a grant through FM Global, one of the world’s largest commercial property insurers, for the purpose of assisting fire investigators to more efficiently investigate and determine the cause of fire in Pittsylvania County. This grant totaled $1,953.00 and did not require a local match but did need to be appropriated to the grants fund for expenditure. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to appropriate $1,953.00 to the FM- Global-Fire Prevention Grant (250-4-032414-8102). 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. Staff presented information that stated Change Order #5, in the amount of $14,586.55, was due to a change made by the State Veterinarian’s Office for public animal shelters. This regulation Regular Meeting December 5, 2016 passed after the animal shelter had been awarded to Dominion Seven. The basis for change and regulation is to ensure preventative measures for new or existing shelters to prevent cross contamination of animals in isolation from the general population of the pound. The regulation requires that all cleaning materials, trash, or equipment removed from isolation areas are not to be transported throughout the rest of the shelter. This made it necessary for the County to add two exit doors from isolation areas and extend plumbing, electrical, and equipment to service the two areas in the County shelter. It would be impractical to construct a new facility that would be in violation the day it was opened. Staff has reviewed the overall budget and anticipates savings within 3 categories that allowances were figured into the current contract. Therefore, part or all of this additional cost may be covered with the existing appropriation. If an adjustment needs to be made at project closeout, staff will present it to the Board. Motion was made by Mr. Davis, seconded by Mr. Blackstock, to approve Change Order #5 in the amount of $14,586.55 and authorize the County Administrator to sign all necessary documentation. Motion was made by Mr. Blackstock, seconded by Mr. Davis, to approve the Mission Statement and Strategic Priorities for Pittsylvania County that the Board developed during the October 20, 2016 Strategic Planning Session facilitated by Dr. Martha Walker, which was unanimously approved by the Board. Mission Statement Pittsylvania County, in partnership and communication with residents, businesses, and schools is dedicated to:  Providing a vibrant quality of life through essential infrastructure, public safety, recreation and education.  Welcoming smart, sustainable economic growth within the framework of fiscally responsible government.  Providing a safe, healthy and welcoming atmosphere where people choose to live and work.  Positioning Pittsylvania County for the future through strategic, targeted workforce development.  Building an inclusive County that welcomes change, diversity and opportunities for all while preserving its great history. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approved the West Piedmont District Comprehensive Economic Development Strategy (CEDS) List 2017-2018 as presented by Mr. Greg Sides, Assistant County Administrator for Planning & Development, and authorized the County Administrator to send the list and required EDA submittal letter to the West Piedmont Planning District Commission to be incorporated into their regional 2017/18 CEDS update, which was unanimously approved by the Board. Board Comments All members of the Board welcomed Mr. Smitherman and said they looked forward to working with him. Regular Meeting December 5, 2016 Comments from Legal Counsel Mr. Hunt welcomed Mr. Smitherman and said he would help him in any way possible. Comments from County Administrator Mr. Smitherman thanked everyone and stated he looked forward to working with the Board and County Staff. Mr. Smitherman also thanked the Board of allowing Mr. Monday to stay on during the transition phase between County Administrators and learned a great deal of invaluable information from Mr. Monday which helped to speed up the learning process. Closed Session Motion was made by Mr. Barber, seconded by Mr. Blackstock, to enter into Closed Session for discussions of the following: (a) Discussion of the disposition of publicly held property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body Authority: 2.2-3711(A)(3) of the Code of Virginia, 1950, as amended Subject: Project Turtle Purpose: Discussion of the disposition of publicly held property (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 Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended Subject: Project Motion Purpose: Discussion of Memorandum of Understanding 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 and they entered into Closed Session at 8:10 pm. RETURN TO OPEN SESSION Motion was made by Mr. Blackstock, seconded by Mr. Barber, to return to 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 December 5, 2016, 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. Regular Meeting December 5, 2016 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 Upon a unanimous vote of the Board, they returned to Open Session at 8:58 pm. Motion was made by Mr. Blackstock, seconded by Mr. Davis, to approve a Memorandum of Understanding in regards to Project Motion and authorize Matt Rowe to sign all necessary documentation, which was unanimously approved by the Board. ADJOURNMENT Motion was made by Mr. Barber, seconded by Mr. Scearce, to adjourn the meeting, which was unanimously approved by the Board. The meeting adjourned at 9:00pm.