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01-19-2016 Adjourned MeetingAdjourned Meeting January 19, 2016 Pittsylvania County Board of Supervisors Tuesday, January 19, 2016 Adjourned Meeting VIRGINIA: The Adjourned Meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, January 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. Odie H. Shelton, Jr., Director for Code Compliance, Ms. Kim Van Der Hyde, Director of Finance, and Ms. Rebecca Flippen, Deputy Clerk to the Board were also present. Mr. Barksdale led the Moment of Silence, and then the Pledge of Alliance. Approval of Agenda Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the agenda, which was unanimously approved by the Board. Hearing of the Citizens James Yeatts of the Chatham-Blairs District submitted a letter to the Board of Supervisors that he said expressed his dissatisfaction of the amount of personal property tax levied on motor homeowners in Pittsylvania County. Henry Maxey and Raymond Jones of the Tunstall District and residents of Jones Mill Road expressed many concerns on the unsafe areas on Jones Mill Road. Both stated the road, which connects Irish Road to Dry Fork Road, was in great need of upgrades, particularly since the recent repairs to the bridge over Pudding Creek made by VDOT would in encourage an increase in traffic that would damage the rest of the road needing repairs. Mr. Maxey and Mr. Jones requested the Board to ask VDOT to consider straightening the blind curve on the road for safety purposes. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Barber, seconded by Mr. Hagerman, to approve the Consent Agenda, which was approved by the Board of Supervisors. (a) Proclamation – Black History Month – February 2016 Adjourned Meeting January 19, 2016 Pittsylvania County Board of Supervisors PROCLAMATION BLACK HISTORY MONTH “Hallowed Grounds: Sites of African American Memories” Whereas, the Board of Supervisors of Pittsylvania County takes pride in joining Americans throughout the country in recognizing February 2016 as National Black History Month; and Whereas, Black History Month pays tribute to the contributions that African Americans have made to America in their struggles for freedom and equality to enhance our awareness and understanding of our Nation’s history; and Whereas, the theme for 2016, “Hallowed Grounds: Sites of African American Memories” acknowledges places that have been central in the making of African American memories, of which the story of America cannot be told without preserving, and reflecting places where African Americans have made history; and Whereas, Virginia is the home of many sites along The African-American Heritage Trail that provide a glimpse into the life of African-American; labors born by slaves, entrepreneurship of free blacks, the devotion to religion and education, and service to our country; and Whereas, all citizens are encouraged to visit these sites in order to learn and preserve valuable history of not only African Americans, but also the making of our country; then Now, Therefore, Be It Resolved, that the Pittsylvania County Board of Supervisors do hereby proclaim the month of February, 2016, as Black History Month, and encourage the citizens of Pittsylvania County to be actively involved in this observance with appropriate programs, activities, and ceremonies. Public Hearings Rezoning Cases Case 1: Wanda Kay Adkins – Dan River Election District: R-16-001 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Mr. Barksdale opened the public hearing at 7:13 pm. Mr. Shelton explained that Wanda Kay Adkins had petitioned to rezone a total of 29.78 acres, two (2) parcels of land, located on State Road 728/Hillside Road, in the Dan River 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 Section 35-178 are a permitted use. The Planning Commission, with opposition, recommended denying the petitioner’s request. Wanda Adkins was there to represent the petition and Ms. Adkins deferred questions to be answered to husband, Earl Adkins. Mr. Adkins stated he felt there were some misconceptions in the community about what the Adkins use intent for the property once it was rezoned from R-1 to A-1. Mr. Adkins stated that all he wanted to do was put some milk cows and beef cattle on the property. Mr. Adkins submitted material to the Board that listed every resident on Hillside Road, how many acres were owned by each property owner, and according to information Adjourned Meeting January 19, 2016 Mr. Adkins submitted, the total acreage owned was 968, 78% of which was already zoned A-1, and 22% zoned R-1. Furthermore, Mr. Adkins said that 70% of the road frontage of Hillside Road was zoned R-1. Mr. Adkins stated that he and Ms. Adkins own farmland in other areas of the County had have won Clean Water Farm awards from the Pittsylvania County Soil & Water Conservation District. Lastly, Mr. Adkins stated that he would be willing to sign a proffer stating the only agricultural use for the property would be for milk cows and beef cattle. Linda Cantrall, Jerry Riddle, and Keith McCoy signed up to speak opposing the rezoning and gave the following reasons for their opposition: Concerns for how the property would be used in the further in the event the Adkins’ sold the property after it was rezoned to A-1; and they all owed property zoned R-1 across from the Adkins’ property and felt approving the request to rezone to A-1 would decrease their property values. No one else signed up to speak and Mr. Barksdale closed the hearing at 7:26 pm. Motion was made by Mr. Davis, seconded by Mr. Barber, to deny rezoning Case R-16-001 from R-1 to A-1, feeling that by granting the petitioner’s request, it would be spot zoning, and in conflict with the County’s Comprehensive Plan. 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. Davis’s motion to deny rezoning from R-1 to A-1 was unanimously approved by the Board. Case 2: Benny R. Saunders, Sr. – Staunton River Election District: R-16-002 R-1, Residential Suburban Subdivision District to A-1. Agricultural General Mr. Barksdale opened the public hearing at 7:35 pm. Mr. Shelton explained that Benny R Saunders, Sr., had petitioned to rezone a total of 1.93 acres, two (2) parcels of land, located on State Road 754/ Gallows Road, in the Staunton River 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 Section 35-178 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioner’s request. Benny Saunders was there to represent the petition. No one else signed up to speak and Mr. Barksdale closed the hearing at 7:36 pm. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve rezoning Case R-16-002 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 3: Carl Mayo – Banister Election District: R-16-003 A-1, Agricultural District to RC-1, Residential Combined Subdivision District Mr. Barksdale opened the public hearing at 7:36 pm. Mr. Shelton explained that Carl Mayo had petitioned to rezone 1.50 acres, located on State Road 726/Malmaison Road, in the Banister Election District from A-1, Agricultural District to RC-1, Residential Combined Subdivision District. Once the property is rezoned to RC-1, all uses listed under Section 35-267 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioner’s request. Mr. Carl Mayo was there to represent. No one signed up to speak and Mr. Barksdale closed the hearing at 7:37 pm. Motion was made by Mr. Blackstock, seconded by Mr. Warren to approve the petitioner’s request to rezone Case R-16-003 from A-1, Agricultural District to District from RC-1, Residential Combined Subdivision District; 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 January 19, 2016 Case 4: Beatrice E. Robertson & Kimberly E. Rice– Staunton River Election District: R-16-004 B-2, Business District, General to RC-1, Residential Combined Subdivision District Mr. Barksdale opened the public hearing at 7:38 pm. Mr. Shelton explained that Beatrice Robertson and Kimberly Rice had petitioned to rezone 7.60 acres, located on State Road 608/Ridgeway Road, in the Staunton River Election District from B-2, Business District, General to RC-1, Residential Combined Subdivision District. Once the property is rezoned to RC-1, all uses listed under Section 35-267 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioners’ request. Beatrice Robertson and Kimberly Rice were there to represent the petition. No one signed up to speak and Mr. Barksdale closed the hearing at 7:39 pm. Motion was made by Mr. Blackstock, seconded by Mr. Barber to approve rezoning Case R-16-004 from R-1, Residential Suburban Subdivision District to A-1, Agricultural District 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. This concluded the rezoning cases. Public Hearings Public Hearing to receive citizen input on the proposed amendment to Chapter 6 -6.3, Property Exempt by Classification or Designation, of the Pittsylvania County Code. The proposed amendment would establish a tax exempt status for real property to include Parcels #1377-87- 3469 and #1377-87-4402 owned by Bachelors Hall Volunteer Fire Department. Mr. Barksdale opened the public hearing at 7:41pm. Mr. Monday explained at their meeting on December 15, 2015, the Board of Supervisors approved a request from the Bachelors Hall Volunteer Fire Department for a Public Hearing for the purpose of citizen input on amending PCC § 6 -6.3 to include the property known as Parcels #1377-87-3469 and #1377-87-4402 as tax exempt by classification/designation. These two parcels of property in Pittsylvania County are as follows: 1) Tax Parcel #1377-87-3469, 0.46 acre located at 1301 Berry Hill Road, VA and is a portion of the property being occupied by Bachelors Hall Volunteer Fire Department; and 2) Tax Parcel #1377-87-4402, a building located at 1301 Berry Hill Road, VA and is a portion of the property being occupied by Bachelors Hall Volunteer Fire Department. The public hearing has been duly advertised. The Office of the Commissioner of the Revenue has calculated the levy for #1377-87-3469 at $29.40 and the levy for #1377-87-4402 at $262.55. The total amount of levy exemption would be $291.95. Dean Fowler, President of the Fire and Rescue Association, stated Bachelors Hall Volunteer Fire Department has indicated that paying the taxes on the property has created a financial burden on the that department. No one else signed up to speak and Mr. Barksdale closed the hearing at 7:42pm. Motion was made by Mr. Scearce, seconded by Mr. Davis, as follows: “The Board of Supervisors hereby designates the property owned by The Arc of Southside, Inc., known as 1) Tax Parcel #1377-87-3469, 0.46 acre located at 1301 Berry Hill Road, VA and is a portion of the property being occupied by Bachelors Hall Volunteer Fire Department; and 2) Tax Parcel #1377-87-4402, a building located at 1301 Berry Hill Road, VA and is a portion of the property being occupied by Bachelors Hall Volunteer Fire Department; to be exempt by designation since said real property is used specifically for benevolent purposes”. 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. Scearce’s Adjourned Meeting January 19, 2016 motion was unanimously approved by the Board. This concluded the public hearings. New Business The Animal Welfare Facility Committee met at 3:30pm on January 19, 2016 and the following motion came from the committee to the full Board of Supervisors: “To approve amending Dominion 7’s contract for additional architectural and engineering work that would include scope of work, construction, a Request For Proposal (RFP) on construction, and overseeing the RFP”. The Board unanimously approved the committee’s motion. Mr. Monday stated that the amended contract would be presented to the Board at their next meeting on February 1, 2016 for the Board’s approval. The Finance Committee met at 4:30pm on January 19, 2016. Mr. Blackstock, Chairman of the Finance Committee, stated Robinson, Farmer, & Cox Associates presented a summary of the County FY2015 Audit. Mr. Blackstock stated he was very pleased to announce Robinson, Farmer, & Cox Associates stated the County received an “A” on its audit and that the firm had no comments/negative finds during the audit process. Motion came from the Finance Committee to the Board of Supervisors, recommending financing of the $15 Million 2012 School Notes for a 15 year term and to defer the action until March 2016. This motion was unanimously approved by the Board. Mr. Monday explained that H.F. Haymore, former Clerk of Court received notification from the State Compensation Board that there are additional technology trust funds available to Pittsylvania County in the amount of $5,288.00 for FY 2016. These funds would be used for service contracts and data processing. These funds would be reimbursed 100% from the State Compensation Board. Therefore, the following budget amendment needed to be approved and the monies appropriated from the State Compensation Board. 100-4-021600-3320 2,600.00 100-4-021600-3161 2,688.00 5,288.00 Motion was made by Mr. Barber, seconded by Mr. Blackstock, to approve and appropriate $5,288.00 to the Clerk of Court Budget, noting that Mark Scarce, the new Clerk of Court was aware of this request and was in agreement with the use of these funds. 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. Monday explained Pittsylvania County recently received notification of a grant awarded by the J.T. Minnie Maude Charitable Trust in the amount of $22,578.40 to purchase rescue equipment. This grant was to be used for purchasing “28 EZ-IO Aero Power Drivers and accessories intravenous Vascular Systems” and did not require a local match. Motion was made by Mr. Warren, seconded by Mr. Barber, to approve and make the appropriation of $22,578.40 for J.T. Minnie Maude Grant. 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 January 19, 2016 Motion was made by Mr. Barber, seconded by Mr. Scearce to reappropriations of following Expenditure Refunds for December 2015: reappropriation of $39,075.51 as follows: $100.00 to Clerk of Court-Copier Lease (100-4-021600-60051), $301.72 to Sheriff-Subsistence & Lodging (100- 4-031200-5530), $50.00 to Sheriff-Parts (100-4-031200-6030), $350.00 to Sheriff-Halloween Contributions (100-4-031200-5878), $4,000.00 to Sheriff-DARE Supplies (100-4-031200-6002), $20.11 to Sheriff-Fuel (100-4-031200-6008), $3,375.00 to Sheriff-Capital Outlay Vehicle (100-4- 031200-8105), $4,414.52 to VFD-Communication Equip. (100-4-032200-6004), $43.30 to VFD- United Way Contribution, $15.85 to Building Inspections-Training (100-4-034000-5540), $65.10 to Animal Control-Professional Health Services (100-4-035100-3110), $25.00 to Animal Control- Donations (100-4-035100-5883), $1,105.65 to Recreation-Rec. Supplies (100-4-071100-6014), $260.00 to Library-Postage (100-4-073100-5210), $110.13 to Library-Office Supplies (100-4- 073100-6001), $26.00 to Library-Books & Subscriptions (100-4-073100-6012), $285.47 to Youth Commission (100-4-081200-5696), $30.00 to Non-Departmental-Awards & Certificates (100-4- 091200-5840), $500.00 to SOVA AMP Tour-Administrative Expense (250-4-094227-5899), $22,747.66 to WIA-Rent (251-4-353853-6014), $1,250.00 to WIA-Other Operating (251-4-353878- 6014). This motion required a 10-Day Layover. Mr. Monday explained that Pittsylvania County received notification of two separate grants for the Workforce Investment Board. The first Notice of Obligation (NOO) was received from the Virginia Community College System, state fiscal agent, for the Workforce Investment Act for a Workforce Innovation and Opportunity Act (WIOA) Transition Grant in the amount of $15,000. This grant was to be used for dislocated workers. The second grant was received from the Dan River Region Collaborative and totals $22,000. This grant did not require a local match but did require the WIB to perform various employment recruitment efforts. Motion was made by Mr. Barber, seconded by Mr. Hagerman, for the appropriate a total of $37,000.00 to the WIA (Fund 251) Budget 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. Mr. Monday explained Pittsylvania County recently received notification of a grant award from the Virginia Department of Fire Programs. This grant in the amount of $700 was to be used to purchase hardware for Riverbend Volunteer Fire Department and did not require a local match. Motion was made by Mr. Barber, seconded by Mr. Scearce, approve and appropriate $700 to the VFIRS-Hardware Grant (250-4-032402-8107) and to authorize the County Administrator to complete the appropriate paperwork to accept the grant. 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. Diane Adkins, Director for the Pittsylvania County Public Library, addressed the Board with issues of concerning the Mt. Hermon Branch Library, which is currently in a small leased space in the Mt. Hermon Courtyard. Ms. Adkins stated the following problems that branch library now faced: The facility’s needs have outgrown its space. There has a 150% increase in program participation since 2013, and an average of 521 new branch patrons added each year. The Mt. Hermon branch is second only to the main library in the numbers of people using it and the items that were checked out each month. More space is needed for collection; a meeting room space is needed to accommodate the many programs the branch hosts, which includes early literary classes and services to tweens and Adjourned Meeting January 19, 2016 teens. In addition, Ms. Adkins provided information that stated Internet demand and public computer usage was maxed out at about 12,000 sessions per year; and the library branched had 46,880 patron visits in 2015. The Library Board of Trustees has instructed Ms. Adkins to search for a suitable site to relocate the library branch. Ms. Adkins located a site at the Tuscarora Village Shopping Center on Franklin Turnpike she hopes the Board will consider for a future site of the Mt. Hermon Branch Library. No action was taken by the Board of Supervisors at this time. Mr. Monday explained that in October 2014, the Board of Supervisors approved Resolution 2014-10-03 formally requesting the completion of a Comprehensive Analysis (Study) of the County’s Fire/EMS System and directed the County Administrator to take necessary action to request the same from the Virginia Fire Services Board (VFSB). The Virginia Fire Services Board has completed the study, and recommendations were reported to the Board of Supervisors on December 7, 2015. At that time, the Board requested the matter be placed on the January 19, 2016 agenda for di scussion. Staff requests the Board of Supervisors authorize the County Administrator to work with the President of the Fire & Rescue Association to form a committee to review study recommendations. Motion was made by Mr. Blackstock, seconded by Mr. Warren, to authorize the County Administrator to work with the President of the Fire & Rescue Association to form a committee to review study recommendations, which was unanimously approved by the Board. Mr. Monday explained each year members of the Board of Supervisors and the County Administrator attend the annual Virginia Association of Counties Conference. Each locality is guaranteed 3 hotel rooms where the conference is being held. Beyond that, those wishing to attend are on a wait-list. The Board of Supervisors does not have a written policy on how reservations for the guaranteed rooms are decided. Staff respectfully requests the Board of Supervisors consider and approve a policy from one of the selections provided, or provide their own policy that meets the Board intent: (A) Chair, VACo Representative (if same as Chair, then VACo Steering Committee member), County Administrator; (B) First 3 sign-ups (with sign-up requests submitted no sooner than July 1st of conference year); (C) By Rotation; or (D) By Lottery: or by one of their choosing. The policy’s intent is not to limit the number of members wishing to attend the conference; the intent is for staff to know the priority for reserving the guaranteed rooms. Motion was made by Mr. Blackstock, seconded by Mr. Barksdale, to approve Option A. Mr. Barber stated he was in agreement that the Chairman needed to attend, but the other 2 guaranteed reservations via a lottery process .A Substitute motion was made by Mr. Barber, seconded by Mr. Warren, to table t he matter until the Board had time to consider the matter. The Board voted on the substitute motion made by Mr. Barber, and unanimously agreed to table the matter. Mr. Monday explained that at the Board of Supervisors’ meeting on December 7, 2015, a proposed policy was presented for the Board’s review and consideration concerning presentations/recognitions by the Board. The Board elected to table action until the new 2016 Board of Supervisors took office in January and have the Board consider the policy after its’ reorganization meeting. Motion was made by Mr. Davis, seconded by Mr. Barber, to approve the policy, which was unanimously approved by the Board. Adjourned Meeting January 19, 2016 Appointments Motion was made by Mr. Blackstock, seconded by Mr. Barber, to re-appoint the following members of the Pittsylvania County Beautification Committee for terms beginning January 1, 2016 thru December 31, 2016: George Henderson – Tunstall District Mollie Holmes – Banister District Marie Young – Callands/Gretna District Mary Lee Black – Chatham/Blairs District Diane Donnelly – Staunton River District Mr. Blackstock’s motion was unanimously approved by the Board. Mr. Barksdale stated that he would remain as the Board’s representative on the committee for the same one year term period as the committee members. Adjourned Meeting January 19, 2016 Motion was made by Mr. Davis, seconded Mr. Barksdale, to appoint Ruth Walden as the Dan River District representative on the Pittsylvania County Beautification Committee for a term beginning January 1, 2016 thru December 31, 2016, which was unanimously approved by the Board. Board Announcements Mr. Warren stated that while he attended VACo’s New Supervisors’ Forum in Richmond earlier in the month, NACo encouraged counties to take advantage of NACo’s Prescription Program for anyone who did not have prescription coverage via insurance, Medicaid, or Medicare. Mr. Warren asked staff to begin the process of getting the County signed up for the program and then putting the information online and distributing to media sources so the citizens can take advantage of this program. County Administrator’s Reports Mr. Monday stated Mark Narron had been hired as Pittsylvania County’s Animal Shelter Manager. Mr. Narron would begin work on February 1, 2016. Adjournment Motion was made by Mr. Blackstock, seconded by Mr. Barber, to adjourn the meeting, which was unanimously approved by the Board. The meeting ended at 8:50 pm.