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07-21-09 Adjourned Meeting Board Packet BOARD PACKET BOARD OF SUPERVISORS ADJOURNED MEETING JULY 21, 2009 1767 GIB PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ADJOURNED MEETING TUESDAY, JULY 21, 2009 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA 1. Call to Order - 7:00 p.m. 2. Roll Call 3. Invocation 4. Pledge of Allegiance 5. Items to be Added to the Agenda (a) Gretna Volunteer Fire Department Request -Pages -1-5 (b) Out of State Travel -Pages - 6-9 (c) Use of Wayside Park -Pages -10-11 6. Approval of Agenda 7. Hearing of Citizens 8. Consent Agenda: (a) Resolution -Laurel Grove Volunteer Fire Department -Pages - 12-1 S (b) Resolution -Keeling Volunteer Fire Department -Pages -16-18 (c) Rural Additions -Worley Lane; Carter Drive -Pages -19-21 (d) Regional One -July & August -Page - 22 (e) Budget Amendments 1. Library-Fax Money -Pages - 23-26 2. Project Lifesaver -Page - 27 3. National Night Out -Page - 28 4. Local Emergency Planning Commission (LEPC) -Page - 29 5. Workforce Investment Act -Youth Events -Page - 30 6. Soil & Water Conservation -Page - 31 7. Expenditure Refunds -Pages - 32-33 8. Grant Appropriations -Page - 34 (fj County Administrator's Contract Corrections -Pages - 35-37 (g) Music Festival Permit -Tomahawk Mills Winery -Pages - 38-54 Public Hearings 9. Rezoning Cases Case 1: Harry R. & Shirley R. Ferguson -Westover District; R-09-026 R-1, Residential Suburban Subdivision District to M-1, Industrial District, Light Industry Case 2: Posey L. McBride, Jr., & Ruby C. McBride -Chatham-Blairs District; R-09-027 R-1, Residential Suburban Subdivision District to B-2, Business District, General 10. United States Department of Agriculture (USDA) Grant -Sheriff Vehicles - Pages - SS-65 11. Budget Amendment -School Bond Fund -Pages - 66-70 Unfinished Business 12. Carryover Funds-Sheriff Mike Taylor-Wellness Program; 10-day Layover - Pages - 71-72 13. Carryover Funds-Sheriff Mike Taylor-Sheriff Department and Jail Annex; 10-day Layover - Pages - 73-74 14. Budget Amendment -Jail; 10-day Layover -Pages - 75-76 15. Budget Amendment-Electoral Board; 10-day layover -Page - 77 New Business 16. Donald Hart -President of Virginia Association of Counties (VACo) -Page - 78 17. Request for Waiver of Tipping Fee -Pages - 79-80 18. Request for Public Hearing to Amend Pittsylvania County Code 6-6.3; Sky Cross, Inc. - Pages - 81-86 19. Change Order -Court Renovations -Change Orders 1 & 2 -Pages - 87-93 20. No Through Trucks on Ringgold Road - Mr. Snead -Pages - 94-96 21. Cameras -General District Courtroom -Pages - 97-99 22. Digital Recorders -Circuit Courtroom -Page -100 23. Budget Amendment-Grant; Department of Homeland Security (DHS)-Pages-101-103 24. Courthouse Maintenance Fee -Pages -104-108 25. Budget Amendment -Edward Byrne Memorial Justice Assistance Grant (JAG) - Pages -109-118 26. Tobacco Grant; Special Funds -Pages -119-122 27. Department of Historic Resources -Train Depot Grant -Page - 123 28. Social Services -Industrial Development Authority (IDA) Bond Appropriation - Pages -124-125 29. Cafeteria Receipts Fund -Page -126 30. State Restricted Seizure Fund -Page - 127 31. Courthouse Maintenance Contract Appropriation -Page - 128 32. Library Transfer -Page - 129 33. Carryover Encumbrances -Pages -130-136 34. Health Insurance Increase -Pages -137-138 35. Beer and Wine Sales on Sunday - Callands-Gretna District; Mr. Ingram - Pages -139-143 36. Legislative Committee Recommendations -Pages -144-145 37. School Board Wish List -Pages -146-147 38. Route 40 Waterline; Booster Station - Mr. Ingram -Pages - 148-149 Reports from Board Members Reports from Officers and Committees Reports from County Administrator Appointments 39. Alcohol Safety Action Program (ASAP) Board - Re-appointment of James H. McLaughlin 40. Road Viewers -Staunton River District Closed Session 41. Discussion, consideration or interviews of prospective candidates for employment: assignment, appointment, promotion, performance, demotion, salaries, disciplining or resignation of specific public officers, appointees or employees of any public body; and evaluation of performance of departments or schools of public institutions of higher education where such evaluation will necessarily involve discussion of the performance of specific individuals. Authority: Section 2.2-3711 (A) (1) of the Code of Virginia, 1950, as amended. 42. 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: Section 2.2-3711 (A) (5) of the Code of Virginia, 1950, as amended. Adjournment ITEMS TO BE ADDED PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Gretna Volunteer Fire Department Request SUBJECT/PROPOSAL/REQUEST: Request for Additional Funding STAFF CONTACT(S): William D. Sleeper AGENDA DATE: 07-21-09 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: - ITEM NUMBER: 5 (a} INFORMATION: INFORMATION: BACKGROUND: The Board of Supervisors, upon a request of local industrial businesses, as well as the request from the Town of Chatham to upgrade an existing ladder truck, chose to expand the County's fire and rescue service by determining that two aerial ladder, snorkel trucks are required in Pittsylvania County. One to be housed in Chatham for the north and central part of the County and one to be housed at the Ringgold Volunteer Fire Department, particularly to serve Ringgold East, Ringgold West and the new Cane Creek Industrial Park. DISCUSSION: Attached hereto you will find a request from the Gretna Volunteer Fire Department requesting that the Board of Supervisors fund $100,000 to the Gretna Volunteer Fire Department, or up to that amount, in order for them to make a bid on an aerial ladder truck for the Town of Gretna Volunteer Fire Department. You will find in addition a letter from the County Administrator responding to the Chief of the Gretna Volunteer Fire Department explaining how the Board determined the utilization of two aerial trucks. However, I agreed to submit his request to the Board of Supervisors for their review and consideration. RECOMMENDATION: Staff submits this request to the Board of Supervisors for their review and consideration. P1 PITTSYLVANIA COUNTY VIRGINIA William D. Sleeper County Administrator P.O. Box 426 Chatham, Virginia 24531 dan.sleeper@pittgov.org Phone (434) 432-7710 Fax (434) 432-7714 Gretna/Hurt (434) 656-6211 Bachelors Hall/Whitmell (434) 797-9550 July 16, 2009 Mr. Larry D. Roach, Chief Gretna Volunteer Fire Department, Inc. POB 615 Gretna VA 24557 Dear Mr. Roach; I am in receipt of your letter of July 15, 2009 requesting the Board of Supervisors to fund a ladder truck for the Town of Gretna Fire Department. I am forwarding your request to the Board of Supervisors for their meeting on Tuesday, July 21, 2009 with a copy of my letter to your request. First, the County of Pittsylvania did not purchase a ladder truck for the Chatham Volunteer Fire Department. The Board of Supervisors had determined that two (2) aerial ladder snorkel trucks were required to service Pittsylvania County; one to be located in the central and northern part of the County and one to be located in the southern end of the County. The Board determined it should be at the Ringgold Volunteer Fire Department for the southern end and at the Chatham Volunteer Fire Department for the centraUnorthern end. Due to budgetary constraints, the Board of Supervisors only funded one (1) of these vehicles. We are still trying to find the funding necessary from federal, state, and other agencies to assist in purchasing the second aerial ladder snorkel truck. This truck is to be located at the Ringgold Volunteer Fire Department in order to provide emergency services to the Ringgold East, Ringgold West and Cane Creek Industrial Parks. The industries in those areas, with their large buildings, have specifically requested this service. There have been no requests or complaints to the Fire & Rescue Association or to the County's Emergency Services office that an aerial ladder truck was required in the Gretna area, other than the one stationed in Chatham that the Board of Supervisors will directed as needed to service the northern, the central and even the southern end of the County at this time. With the new high-rise facilities in Gretna, I will submit this request to the Board of Supervisors for their review and consideration. If you should have any questions concerning this response, do not hesitate to contact my office. Sincerely, William D. Sleeper Assistant County Administrator WDS/rf Cc: Honorable Members of the Pittsylvania County Board of Supervisors Honorable John P. Light, Legal Counsel Steve Finkner, Fire & Rescue Association Steve Bowman, Fire Marshall P2 Gretna Volunteer Fire Department, Inc. Post Office Box 615 Gretna, Virginia 24557 July 15, 2009 Dan Sleeper County Administrator Pittsylvania County Chatham, Virginia 24531 Dear Dan, The Gretna Volunteer Fire Department is requesting the Board of Supervisors assistance in the purchase of a 1989 Pierce Arrow ladder/Pumper. The information is on GovDeals.com, and I am enclosing a copy of the information from the web site. The starting bid is $75,000.00 and we are asking the Board of Supervisors to fund this amount. We feel we are in order by asking for your assistance in the amount of $75,000.00 for the ladder/Pumper truck, since you assisted Chatham Volunteer Fire Department in their purchase of a Ladder truck, contributing $100.000.00 to that department. We have used Chatham's Ladder truck on numerous occasions and feel that since we have more businesses and residents to protect, we need to consider the purchase of a Ladder/pumper truck. A major concern to us is to be able to provide our services to Hampton Inn, the Galveston Mill site project and other multiple family dwellings. This Ladder/pumper truck could also be used as a back-up for our sister stations. Thank you for your consideration. Very Truly Yours ' Larry D. oach, Chief Gretna Volunteer Fire Department, Inc. Enclosure P3 VV~YVMl J.VV111• a/V/ a aViW t111V Y• /~l4YVl/L Mlll~./Vl ~ 111111 ~ovDeals' 1 ~V 1 V1 L New Bidders Registe__r FREE! Usemame: Password: _ _- - -- Logrn! Forgot username? Forgot aassword? ]ul 14, 2009, 7:53 PM ET S3 Home Back Search by Zip Terms and Conditions Site Map Contact Us FAQ Help Category: Fire Trucks Item: 1989 Pierce Arrow Ladder/Pumper Starting Bid: 575,000.00 Tax Imposed: None Buyers Premium: 5.00°~ Quantity: 1 Each Condition: Good Auction Ends: Thursday, July 23, 2009 at 2:30 PM ET 8 Days 18 Hours Time Remaining: Refresh Latest Bid and Time Remaining Description: 1989 Pierce Arrow Ladder/Pumper Runs and in good condition,Diesel Engine Silver Detroit V-892TA DDEC, Vehicle maintained every 3,000 miles.Automatic transmission Allison HT740,1473 Aerial Hours, Interior Black Vinyl,No A/C ,Exterior Red and White,No Cracked glass,6.0 Onan generator.Rear Tires all New,2-front about 50% wear, 5 Ladders,8 Pike Poles,105' Aerial Ladder.GVWR 71,000 lbs. GPM Pump 1500 ~ 150psi,Water Tank Capacity 350 gal.Overall size length 48.5' x width 9' x height 12.5'Note: Please inspect items prior to placing a bid. Inspections are by appointment only. Please contact Michael Belt at (361) 485470 A 5% Buyers Premium will be added to the final selling price of all items in addition to any taxes imposed. Once an item has been removed from the property all sales are final and there are no refunds. To view the terms and conditions of this sale click here Make: PIERCE htt~://www.govdeals.com/eas/itmDisplay.cfm?itemID=54&acctID=1486 Current Bid: 60.00 Bid Increment: 5100.00 Minimum Bid: 575,000.00 Bids: 0 Payment Options: w,9.,e r ® Email a friend 7/14/2009 P4 IIUVLGdI~.I:VIIl: 1707 r1Crl:C t1IIUW LauuCl/ruII1PGI rage ~ of ~ VIN: 1 P9CA01 J9KA040176 Model Year: 1989 Odometer: 49,064 Title Restriction: N Seller Name: Victoria, TX Asset Location: 1201 Pine St Victoria, Texas 77901-6947 Map to this location Special TAX EXEMPTION: Tax exempt documents must be provided to this seller within 24 hours Instructions: of the auctions close. Contact immediately for further information. If you are the winning bidder and default by failing to adhere to this sellers terms and conditions your account with GovDeals WILL BE LOCKED For online payment -Log into your GovDeals account and select "My Bids". You may follow the instructions there. Guaranty Waiver. All property is offered for sale "AS IS, WHERE IS." (Seller) makes no warranty, guaranty or representation of any kind, expressed or implied, as to the merchantability or fitness for any purpose of the property offered for sale. The Buyer is not entitled to any payment for loss of profit or any other money damages -special, direct, indirect, or consequential. Description Warranty. Seller warrants to the Buyer that the property offered for sale will conform to its description. Any claim for misdescription must be made prior to removal of the property. If Seller confirms that the property does not conform to the description, Seller will keep the property and refund any money paid. The liability of the seller shall not exceed the actual purchase price of the property. Please note that upon removal of the property, all sales are final. Most items offered for sale are used and may contain defects not immediately detectable. Bidders may inspect the property prior to bidding. Bidders must adhere to the inspection dates and times indicated in the item description. Buyers Premium. A 5°k Buyers Premium will be added to the final selling price of all items in addition to any taxes imposed. Payment. Payment in full is due not later than 5 business days from the time and date of the Buyers Certificate. Payment must be made electronically through the GovDeals Website. Acceptable forms of payment are: PayPal, Wire Transfer, Visa, MasterCard, American Express, Discover. NO CASH CHECKS, OR MONEY ORDERS WILL BE ACCEPTED! Removal. All items must be removed within 10 business days from the time and date of issuance of the Buyer's Certificate. Purchases will be released only upon receipt of payment as specified. Successful bidders are responsible for loading and removal and any and all property awarded to them from the place where the property is located as indicated on the website and in the Buyer's Certificate. A daily storage fee of 570.00 may be charged for any item not removed within the 10 business days allowed and stated on the Buyer's Certificate. Payment Wire Transfer is the only payment option for this item. PayPal and credit card purchases are Methods: limited to below 55,000.00. If the winning bid plus applicable taxes, if any indicated, and the buyer's premium, equals more than 64,999.99, Wire Transfer must be used. If Wire Transfer is chosen, a Wire Transfer Transaction Summary page will provide payment and account information. The Wire Transfer must be completed within 5 days. Inventory ID: veh-955 2,017 visitors http://www.govdeals.com/eas/itmDisplay.cfm?itemID=54&acctID=1486 7/14/2009 P5 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Out of State Travel SUBJECT/PROPOSAL/REQUEST: 07-21-09 ACTION: Yes 5 (b) INFORMATION: NACo Annual Conference STAFF CONTACT(S): William D. Sleeper CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ~ ~~ ~~ INFORMATION: BACKGROUND: The Board of Supervisors determined this year to rejoin the National Association of Counties. In doing so, they submitted a letter back on July 15, 2009 accepting Pittsylvania County into the National Association of Counties and as an incentive for becoming a member again; they offered the County one (1) free conference registration, a value of up to $825.00 to any NACo Annual Conference DISCUSSION: Currently, the NACo Annual Conference for 2009 is being held on July 24, 2009 through July 28, 2009 in Nashville, Tennessee. As County Administrator, I am requesting the Board of Supervisors to approve out of state travel for the County Administrator to utilization this free registration from NACo and attend this National Conference. The funds are currently available in the County Administrator's travel line items. However, there will be no additional travel for the remainder of the year due to the budget reductions. RECOMMENDATION: Staff recommends that the Board of Supervisors consider approval of this out of state travel as requested. P6 SUMMARY OF COSTS Fuel 52 Gallons $130.00 (974 miles) Room 5 Nights $238/Nights w/Taxes $1,190.00 Food 5 Days $50.00/day $250.00 Total Lodging $1,570.00 Conference Registration $825.00 Comp. NACo P7 0 National Association of Counties The Voice of America's Counties July 13, 2009 Mr. William D. Sleeper County Administrator Pittsylvania County PO Box 426 Chatham, VA 24531 Dear Dan: - • ;'-- ~-~ ~ c' ~~ try ~_ ~' J U L 1 5 2009 ' ~ ~' ~ ~ ~' ':~ _'~ 1 1 ~~.. I,, ~L._ --- _. .. _. ,-_..~ I understand from speaking with Jim Campbell that Pittsylvania County is considering membership in the only national organization that represents county interests on Capitol Hill -The National Association of Counties (NACo). We believe that we have an excellent array of benefits to offer Pittsylvania County and hope that your county will seriously consider NACo membership. NACo's members are county type governments and our only constituency are the officials from those local governments. We presently have over 75% of the nation's 3,068 counties as members and represent over 85% of the U.S. population. We would be honored to add your county's name to our roster of members. NACo's free Prescription Drug Discount Card Program can help your citizens save money on prescription drugs at an average savings of 23%. The program helps the uninsured, underinsured, seniors, and pet owners in your county. The card can even be used to help your inmates get discounts on prescriptions. There are no enrollment fees, no forms, no age or income requirements and no medical restrictions. Simply use the card. The entire family can be covered with one card. There is no cost to the county, taxpayers or consumers and no revenue from the program goes to NACo or to counties. Over 59,000 pharmacies participate in the program and it is used by over 1,100 counties. The U.S. Communities Government Purchasing Alliance provides local government access to nationally bid contracts. These contracts provide significant savings through a reduction in price. Our contract with Office Depot provides counties with up to a 71% discount on some office supplies and products in its business catalog. These discounts offered under the U.S. Communities program are also available to all nonprofit 501(c)(3) organizations. Most counties can save more than their NACo membership dues by just using this one program, and NACo members have access to many other beneficial programs. Enclosed are some publications and brochures that provide a guide to the many services and programs available through NACo. NACo's primary activity is to represent counties before Congress and the Administration. During the past 10 years NACo has had a 75% success rate achieving its legislative priorities. Some of our efforts on legislative issues produce revenue for counties and protect counties from unfunded mandates and programs that could unfairly cost local government and its citizens. I know Pittsylvania County will decide that joining NACo is a good idea that will benefit your local government, your taxpayers and your county residents. Pittsylvania County's 2009 dues would be $624.50 (prorated). An invoice for membership has been included in this mailing. This is truly a small investment when you consider the dollar savings your county could receive. Please contact me at imanster@naco.org or (202) 942-4291 should you have any questions regarding NACo membership or any of the programs mentioned in this mailing. Join NACo today and start reaping the benefits! Since ly, Ilene Manster Membership Coordinator P.S. In order to provide an incentive for Pittsylvania County to become a member of NACo, I would like to offer your county one free conference registration (a $825 value) to any NACo Annual Conference. We look forward to having Pittsylvania County as a member! 25 Massachusetts Avenue, NW I Suite 5001 Washington, DC 20001 1202.393.62261 fax 702.393.26301 www.naco.org P8 ..,,i*~ --- ' "' ~ 'y'am j 11 ~ E~_t . _ aJ ,ty Partnership r(i n~ ~ ~ "Times are very tough for county government now. I can think of no other place to turn to in order to get help in solving our problems that beats NACo. " Olen Jackson Commissioner Morrow County, Ohio ~...~ _ - 0 /II ANNUAL CONFERENCE & EXPOSItION duly 24-28, 200 .!` ,1 AFT :' F •~S? TC~" C~ ~ ~ ~~ ~~ ~ "I ~ t ~ ~H N~ ~ A } . ~ ~" , 4~' ~ r 1 4 * ~ ~ ~~~ 6 ~ ' '~ ~~ '~.; 4.~ ~~ kLt .yet, 7~` ~ : . f .{~ y.Ey "~' ~ A~7 ' ~ . w,F G #' ~ , i ~ ~.~w~~. ~~ ti ~ , }. ~ y . . P9 IVafro~al Association of Counties S ~- ,. ~y ~ j " ... ~< ca's Counties ~, .. ;' PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Use of Wayside Park SUBJECT/PROPOSAL/REQUEST: 07-21-09 ACTION: Yes 5 (c) INFORMATION: Game and Inland Fisheries Request STAFF CONTACT(S): CONSENT AGENDA: ACTION: INFORMATION: William D. Sleeper ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: Pittsylvania County is the owner of Wayside Park in Hurt, Virginia. Upon request by various organizations, the Board of Supervisors has granted exclusive use of that park for specific activities. DISCUSSION: Attached hereto you will find a letter from J. W. Mootz, Outreach Coordinator, with the Department of Game and Inland Fisheries requesting the use of the Wayside Park for Saturday, November 7, 2009 for Game and Inland Fisheries training and instruction. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the use of this park and authorize the County Administrator to contact the Department of Game and Inland Fisheries concerning this approval. P10 L. Preston Bryant, Jr. Robert W. Duncan Secretary n Nartira! Resources Department of Garne and Inland Fisheries ~ E.t~ecutive Drrector• June 24, 2009 Pittsylvania County Administrator's Office William D. Sleeper PO Box 426 Chatham, VA 24531 Dear Mr. Sleeper, would like to request the use of Wayside Park on Saturday November 7, 2009. I am the Outreach Coordinator for the Virginia Department of Game and Inland Fisheries, and we are conducting an educational hunting workshop for youth on an adjacent property on the day requested. The Wayside Park would provide a great place to gather all of our instructors, volunteers, participants, and parents. We will conduct a "classroom" component of our workshop at the pavilion, before heading to the adjacent property to provide an opportunity for the youngsters to hunt cottontail rabbits in a controlled environment. Following the hunting component, and caring for the harvested game, we will once again gather at the pavilion and provide lunch for everyone. The Virginia Department of Game and Inland Fisheries' mission is: • To manage Virginia's wildlife and inland fish to maintain optimum populations of all species to serve the needs of the Commonwealth; • To provide opportunity for all to enjoy wildlife, inland fish, boating and related outdoor recreation and to work diligently to safeguard the rights of the people to hunt, fish and harvest game as provided for in the Constitution of Virginia; • To promote safety for persons and property in connection with boating, hunting and fishing; • To provide educational outreach programs and materials that foster an awareness of and appreciation for Virginia's fish and wildlife resources, their habitats, and hunting, fishing, and boating opportunities. This educational hunting workshop for youth in Pittsylvania County is one of many programs we offer the public in an effort to meet our missional goals. If you have any questions, please contact me at 804-367-0656 or Jimmy.Mootz(a~dgif.virginia.gov Thank you in advance. Sincerely, "~ ~. . `~' JW Mootz Outreach Coordinator l~ r . ..._..~' _ . _._.. ~ ..."~; ~ i li , f ~~ JUN 2 6 20C9 ~ ~ ~i'~ I~.~ ,~~ K - - - --- _~ . __.._.-y_~ 4010 WEST BROAD STREET, P.U. BOX 11104, RICHMOND, VA 23230-1104 (804) 367-1000 (V/TDD) Equal Opportunity E~nplo3~nrenl, Programs and Facilities FAX (804) 367-0405 P11 CONSENT AGENDA PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Resolution -Laurel Grove Fire Department SUBJECT/PROPOSAL/REQUEST: Resolution -Tax Exempt Status/Laurel Grove Volunteer Fire Department AGENDA DATE: 07-21-09 ACTION: CONSENT AGENDA: ACTION: Yes STAFF CONTACT(S): William D. Sleeper ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 8 (a) INFORMATION: INFORMATION: BACKGROUND: Each year Volunteer Fire Departments and Rescue Squads in Pittsylvania County apply to the Board of Supervisors for tax-exempt status for the purchase of equipment for their departments. Laurel Grove Volunteer Fire Department has made this request, copies are attached hereto. . DISCUSSION: The Laurel Grove Volunteer Fire Department has held the required public hearing concerning the tax-exempt status for the purchase of one M & W Tanker at a cost of $213,947. Attached is the proposed Resolution for the Board of Supervisors approving this action. RECOMMENDATION: Staff recommends that the Board of Supervisors pass the attached Resolution approving tax-exempt status for the Laurel Grove Volunteer Fire Department purchase. P12 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2009-07-04 WHEREAS, the Pittsylvania County Board of Supervisors, under the United States Internal Revenue Code, receives $10 million allocations for tax-exempt bonds each year; and WHEREAS, the tax-exempt bonds cover agencies and commissions under the Board of Supervisors; and WHEREAS, the Laurel Grove Volunteer Fire Department is an authorized Volunteer Fire Department identified in Section 31-2.1 of the Pittsylvania County Code, 1976, as amended, authorizing them to participate in financing on tax-exempt status for equipment utilized by the Volunteer Fire Department for public purposes; and WHEREAS, the Laurel Grove Volunteer Fire Department has held a public hearing on the financing after publishing the required notice in the paper by the code on July 8, 2009; then BE IT RESOLVED, that the Pittsylvania County Board of Supervisors hereby approves the Laurel Grove Volunteer Fire Department entering into a financial agreement as required under the United States Internal Code for financing to be carried out on a tax- exempt basis in the amount not to exceed $213,947 for a M&W Tanker (the equipment); and BE IT FURTHER RESOLVED, that a copy of this Resolution be forwarded to the Laurel Grove Volunteer Fire Department in order to supplement their financing requirements. Given under my hand this 21St day of July 2009. Coy E. Harville, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk P13 LAUREL GROVE ~ ~ "~ VOLUNTEER FIRE-RESCUE, INS ~o ~~~ ~~ i e . ~~., ~'®: ~4r ~.~~~ ~ it~t ~ ' ~ 7/~ ~. ~ ~, ~ ~ tie g. ast~nmGt~~ri~tl~r~T',.~~1~,.. ~~-~--- C.~av~ P14 Continued from page 8B PUBLIC HEARING NOTICE PUBLIC NOTICE IS HEREBY GNEN that the Laurel GrovQ Volunteer Fire-R escue, Inc. will meet on Wednesday, 7/8/2009 at the Volunteer Fire Department, located at the firehouse on P.O. Box 26, 2081 Laurel Grove Rd R ., Sutherlin, Va. 24594 at 7:00 p.m., in a public hearing pursuant to the requirements of Section 147 (f) of the Irrtemat Re cl or venue Code of 1986, as amended, on a proposal that the Lessee enter into a .--Lease-purchase agreement with First Bankers Corporation under " the Code' in order to finance the acquisition of equipmenk The 1; ~equipmenttobefinancedconsistsofMBWTanker,(the'EquitxnenY ;end will be located at the firehouse in Suthertin, Va. To finance the ct cb costs of such Equipment and to pay costs and expenses incidental to the financing the Les , see proposes to enter into the Lease- -purchase agreement in the maximum aggregate principal amount I prof $213,947.00. The Lessee will be required to pay all expenses -~bf the operating, maintaining, and insuring the Project and to pay ~~- c c all taxes on the Equipment: The rental payments due pursuant to '•~he Lease-purchase agreement will be payable and sec d b ure y a security interest Lien on the Equipment above here mentioned All H . ~~ersons interested may appear and be at said time and place or ~•may file written comments with the department prior to the hearing w o :set forth herein above. By the order of the Laurel Grove Volunteer ~ ~ Fire-Rescue, Inc. n^_ 6-241tp ~.: ,. P15 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Resolution -Keeling Volunteer Fire Department SUBJECT/PROPOSAL/REQUEST: Resolution -Tax Exempt Status/Keeling Volunteer Fire Department STAFF CONTACT(S): William D. Sleeper AGENDA DATE: 07-21-09 ACTION: CONSENT AGENDA: ACTION: Yes 8 (b) INFORMATION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: Each year Volunteer Fire Departments and Rescue Squads in Pittsylvania County apply to the Board of Supervisors for tax-exempt status for the purchase of equipment for their departments. Keeling Volunteer Fire Department has made this request, copies are attached hereto. DISCUSSION: The Keeling Volunteer Fire Department has advertised to hold the required public hearing on July 31, 2009, concerning the tax-exempt status for the purchase of one 2009 Fouts Brothers Mini Pumper mounted on a 2009 Ford F-550 4WD chassis and additional equipment at an approximate cost of $94,600. Attached is the proposed Resolution for the Board of Supervisors approving this action, pending the public hearing to be held July 31, 2009. RECOMMENDATION: Staff recommends that the Board of Supervisors pass the attached Resolution approving tax-exempt status for the Keeling Volunteer Fire Department purchase, pending the public hearing to be held on July 31, 2009. P16 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2009-07-OS WHEREAS, the Pittsylvania County Board of Supervisors, under the United States Internal Revenue Code, receives $10 million allocations for tax-exempt bonds each year; and WHEREAS, the tax-exempt bonds cover agencies and commissions under the Board of Supervisors; and WHEREAS, the Keeling Volunteer Fire Department, Inc. is an authorized Volunteer Fire Department identified in Section 31-2.1 of the Pittsylvania County Code, 1976, as amended, authorizing them to participate in financing on tax-exempt status for equipment utilized by the Volunteer Fire Department for public purposes; and WHEREAS, the Keeling Volunteer Fire Department has published the required notice in the paper and, by code, will hold a public hearing on July 31, 2009; then BE IT RESOLVED, that pending the public hearing to be held on July 31, 2009, the Pittsylvania County Board of Supervisors hereby approves the Keeling Volunteer Fire Department, Inc. entering into a financial agreement as required under the United States Internal Code for financing to be carried out on atax-exempt basis in the amount not to exceed $94,600 for the purchase of one 2009 Fouts Brothers Mini Pumper mounted on a2009 Ford F-550 chassis; then BE IT FURTHER RESOLVED, that a copy of this Resolution be forwarded to the Keeling Volunteer Fire Department in order to supplement their financing requirements. Given under my hand this 21St day of July 2009. Coy E. Harville, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk P17 Chatham Star Tribune Wednesday, July 15, 2009 Volunteer Fire Department Public Hearing Legal Notice Notice is hereby given, pursuant to Public Law No. 100-647 S1013(a)(24)(A)(1988), the undersigned will hold public hearing on July 31st, 2009 at 7:00 p.m. at the location of the undersigned listed below to discuss its acquisition by lease purchase of: 1-2009 Fouts Brothers Mini Pumper mounted on 2009 Ford F-550 4WD chassis and additional equipment. And financial arrangements related thereto. Approximate amount of issue: $94,600.00. All interested persons are invited to attend. IN WITNESS WHEREOF, I have hereunto set my hand and Official Seal at my office in Keeling this 13th day of July, 2009. Tim Alderson, Corporate Secretary Keeling Volunteer Fire Department, Inc., 2200 Oak Grove Rd., Keeling, Va. 24566 7-15-1tu P18 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Rural Additions-Worley Lane and Carter Lane SUBJECT/PROPOSAL/REQUEST: 07-21-09 ACTION: 8 (c) INFORMATION: Rural Addition Improvements STAFF CONTACT(S): CONSENT AGENDA: ACTION: Yes INFORMATION: William D. Sleeper ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: The Board of Supervisors agreed to extend the requirements for getting right-of--way for Hither Lane in the Chatham-Blairs District for ninety (90) days, which ran out in May 2009. DISCUSSION: In that, Hither Lane was not able to attain the required right-of--way. The funding set aside for Hither Lane is now available for rural additions. Attached hereto, is the Road Viewers report, recommending Worley Lane and Carter Lane for necessary improvements by rural addition. The Board of Supervisors needs to select one (1) of these roads and authorize the County Administrator to work with the Virginia Department of Transportation (VDOT) to begin this rural addition project. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P19 m® °Pqf ~ a etMhA ' ~®~~1[®I~T~]E~L~`~ ®f ~~~~~~T~~ MAY l 2008 i DEPARTMENT OF TRANSPORTATION ~ ~ _ DAVID S. EKERN, P.E. P. o. Box >>s49 ~ :; COMMISSIONER LYNCHBURG, VIRGINIA 24506 VDOT.Urginia.gov `~ ' -~. P. O. Box 309 Chatham, Virginia 24531 Apri129, 2009 Mr. W. D. Sleeper County Administrator P. O. Box 426 Chatham, Virginia 24531 Dear Mr. Sleeper: Attached are nine copies of the report from the Road Viewers on their review of various petitions of roads to be taken into and maintained as secondary roads in Pittsylvania County. This report covers the review by the appointed viewers of roads on this date. Please provide a copy of this report to each Supervisor. Sincerely, F. M. Crawford, Jr. Asst. Residency Administrator FMC:bym Att. WE KEEP VIRGINIA MOVING P20 DEPARTMENT OF TRANSPORTATION DAVID S. EKERN, P.E. P. O. Box 11sas COMMISSIONER LYNCHBURG, VIRGINIA 24506 VDOT.Virginia.gov Apri129, 2009 We, the undersigned viewers, appointed to view roads that have been requested by various petitioners to be taken into and maintained as a part of the Secondary System of Highways, respectfully report that we met at the VDOT Residency Office on Apri129, 2009 with Mr. Mike Crawford, Assistant Residency Administrator and Mr. James Gunnell, Contract Administrator. We proceeded to the respective locations and after careful consideration of the need, public use and expenditure of public funds; we recommend that the available funds be expended on the following: Worley Lane -Beginning at a point on Rte. 29 about 0.74 miles west of Route 756, thence extending in a westerly direction 0.60 miles to Route 665. Carter Drive -Beginning at a point on Route 750 about 0.05 miles west of the Danville City Limits and extending in a southerly direction .3 miles to a dead end. Respectfully Submitted, ~C.- Hubert Chambers / f Gid H. Edwards, Jr. Clyde R. Burnette ~ ~ ~~ B bby L. Johnson Wayne T. Wheeler a~..- Thomas L. Barker WE KEEP VIRGINIA MOVING P21 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-21-09 ITEM UMBER: 8(d) Regional One-July & August ACTION: INFORMATION: SUBJECT/PROPOSAL/REQUEST: Approval of Contract Payment CONSENT AGENDA: ACTION: Yes INFORMATION: STAFF CONTACT(S): Sleeper, VanDerHyde ATTACHMENTS: No BACKGROUND: At an adjourned meeting, December 22, 2008, the Board of Supervisors approved to begin paying Regional One for back-up ambulance service to the County. At that time, the Board requested that payment to Regional One be approved on a monthly basis. A total of $70,000 has been appropriated for Regional One in the 2010 Budget. DISCUSSION: It is time to approve payment for Regional One for the months of July and August. The monthly amount paid to Regional One is $5,833.33. Regional One will be due 11,666.66 for the months of July and August. These funds have already been budgeted in the 2010 budget and do not require an appropriation. RECOMMENDATION: Staff recommends that the Board of Supervisors approve payment to Regional One for July and August 2009. P22 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-21-09 ITEM NUMBER: 8(e)-1 Budget Amendments: Library Fax Money SUBJECT/PROPOSAL/REQUEST: ACTION: INFORMATION: Appropriation of fax monies received at the Library during FY 2008-2009 STAFF CONTACT(S): Sleeper, Van Der Hyde CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes INFORMATION: BACKGROUND: DISCUSSION: Attached are requests from the library concerning year end. The first document shows a listing of transfers from the library that are needed to clean up various line items in their budget that were in the red at June 30, 2009. In addition, the library collects monies each year for the use of their fax machine. The library collected $4,309.00 in fax machine receipts during FY 2008-2009 and they are requesting that these monies be appropriated to their telephone line item to offset telephone expense. RECOMMENDATION: Staff recommends that the Board of Supervisors amend the library's budget and appropriate $4,309.00 to the telephone line item (100-4-073100-5230) and approve the library's requested transfers. P23 PITTSYLVANIA COUNTY PUBLIC LIBRARY FY2008-2009 DAIIY PETTY CASH -ANNUAL SUMMARY AS OF THE MONTH OF: JUNE 2009 *****ALL BRANCHES COMBINED***** MONTH COPIES FINES LOST BOOKS FAX GIFTS TOTAL July, 2007 $ 632.55 $ 1,332.88 $ 38.81 $ 365.00 $ 1,346.67 $ 3,715.91 August, 2007 $ 924.82 $ 3,107.00 $ 370.36 $ 579.00 $ 269.86 $ 5,251.04 September, 2007 $ 428.35 $ 1,288.22 $ 136.69 $ 414.00 $ 1,209.64 $ 3,476.90 October, 2007 $ 319.60 $ 992.96 $ 186.24 $ 264.00 $ 235.09 $ 1,997.89 November, 2007 $ 462.40 $ 1,246.56 $ 165.66 $ 366.00 $ 218.24 $ 2,458.86 December, 2007 $ 328.20 $ 821.35 $ 137.86 $ 328.00 $ 3,084.49 $ 4,699.90 January, 2008 $ 361.60 $ 678.08 $ 44.99 $ 273.00 $ 1,202.06 $ 2,559.73 February, 2008 $ 617.35 $ 1,585.58 $ 297.19 $ 297.00 $ 271.18 $ 3,068.30 March, 2008 $ 629.36 $ 1,263.16 $ 257.09 $ 303.00 $ 962.51 $ 3,415.12 April, 2008 $ 677.04 $ 1,240.31 $ 187.25 $ 305.00 $ 138.45 $ 2,548.05 May, 2008 $ 835.05 $ 1,531.26 $ 126.91 $ 482.00 $ 284.36 $ 3,259.58 June, 2008 $ 430.50 $ 1,227.42 $ 219.81 $ 333.00 9; dn9 7~ ~ ~ ~~n sn ***ALL BRANCHES*** - $ 39,071.78 YEAR-TO-DATE TOTAL $ 6,646.82 $ 16,314.78 $ 2,168.86 $ 4,309.00 $ 9,632.32 $ 39,071.78 PREPARED BY: Susan Harbrook DATE: 6/26/2009 P24 BUDGET TRANSFERS REQUESTED BASED ON BALANCES AS OF JUNE 2009 NOTE: Transfers made by Library Director under authority given by the Library Board of Trustees at their June 01, 2009 meeting. To be submitted to Board of Supervisors at their next meeting. FY2008-2009 From To Transfer funds to accounts where needed: 100-4-073100-1300 P/T Salaries Transfer requested 100-4-073100-2300 Group Health Insurance Transfer requested 100-4-073100-2400 VRS Life Insurance Transfer requested 100-4-073100-2600 Unemployment Insurance Transfer requested 100-4-073100-3171 Emp contract -General Transfer requested 100-4-073100-3172 Emp contract -Janitorial Transfer requested 100-4-073100-3600 Advertising Transfer requested 100-4-073100-5110 Electricity Transfer requested 100-4-073100-5120 Heating Fuels Transfer requested 100-4-073100-5130 Water & Sewer Transfer requested 1DD-4-073100-5210 Postage Transfer requested 100-4-073100-5230 Telephone Transfer requested 100-4-073100-5230 Telephone (fax revenue) Transfer requested 100-4-073100-5500 Travel Transfer requested 100-4-073100-5840 Awards & Certificates Transfer requested 100-4-073100-6001 Office Supplies Transfer requested 100-4-073100-6003 Furniture & Fixtures Transfer requested 100-4-073100-6005 Janitorial Supplies Transfer requested 100-4-073100-6007 Building & Maintenance Transfer requested 100-4-073100-6008 Fuels -Vehicle Transfer requested 100-4-073100-6012 Books & Subscriptions Transfer requested 100-4-073100-6021 Computer Supplies Transfer requested 100-4-073100030 Serv Costs -Parts Transfer requested 100-4-073100-6031 Serv Costs -Labor Transfer requested (897.10) (0.89) 0.74 13.42 (789.77) 236.00 25.47 48.43 40.34 35.46 15.99 (91.73) 4,309.00 0.16 (657.00) 49.48 213.44 (91.87) (1,409.06) (392.76) 4,151.66 (4,798.39) (8.60) (10.00) 9,139.59 (9,147.17) funds to accounts where needed: 3310-6012 Memorial Books Expense Transfer requested 3320-3320 Service Cont -Office Equip Transfer requested 7.58 7.58 0.00 P25 GRAND TOTAL TRANSFERS REQUESTED: 9,147.17 (o14i.1 P26 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-21-09 ITEM NUMBER: 8(e)-2 Budget Amendments: Project Lifesaver SUBJECT/PROPOSAL/REQUEST: ACTION: INFORMATION: Sheriff sOffice -Project Lifesaver Budget Amendment STAFF CONTACT(S): Sleeper, VanDerHvde CONSENT AGENDA: ACTION: Yes ATTACHMENTS: No INFORMATION: BACKGROUND: Project Lifesaver is a program that was implemented by the Pittsylvania County Sheriff's Office in June, 2000, to assist in locating missing Alzheimer and dementia patients. DISCUSSION: The program is currently self-supporting, operating on donations. During the month of June, 2009 the Sheriff's Office received $383 in donations. RECOMMENDATION: Staff recommends that the Board amend the Sheriff's Office budget and appropriate the $383 to line item 100-4-031200-5882. P27 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-21-09 ITEM NUMBER: 8(e)-3 Budget Amendments: National Night Out SUBJECT/PROPOSAL/REOUEST: ACTION: INFORMATION: Sheriff sOffice -National Night Out Budget Amendment STAFF CONTACT(S): Sleeper, VanDerHyde CONSENT AGENDA: ACTION: Yes ATTACHMENTS: No REVIEWED BY: INFORMATION: BACKGROUND: National Night Out will be held on August 4, 2009. It is a fun night of activities to strengthen the tie between the community and law enforcement to fight against crime. Each year, the Sheriff's Department solicits contributions from vendors to provide food and activities for the event. DISCUSSION: The Sheriff s Department has collected $350 to help out with this year's National Night Out. This amount has not been previously appropriated to the Sheriff's National Night Out Expenditure line. This appropriation is needed to cover the expenditures for this year's event. RECOMMENDATION: Staff recommends that the Board amend the Sheriff s Office 2008-2009 budget and appropriate $350 to line item 100-4-031200-5880. P28 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: 7-21-09 8(e)-4 Budget Amendments: Local Emergency Planning Committee (LEPC) ACTION: INFORMATION: SUBJECT/PROPOSAL/REQUEST: CONSENT AGENDA: Appropriation of funds received for LEPC ACTION: INFORMATION: Yes ATTACHMENTS: No STAFF CONTACT(S): I REVIEWED BY: Sleeper, VanDerHvde BACKGROUND: The Pittsylvania County Local Emergency Planning Committee is a committee that was established to discuss All Hazards Planning for our locality. This group meets on a bi-monthly basis and is charged with the responsibility to review Tier II reports submitted by local companies and address potential hazards within our County. The committee also represents the County's new Citizen Corp Council. The role of this Council is to promote disaster preparedness, fire safety, disaster medical operations, search and rescue training, and the Community Emergency Response Team (CERT). The committee utilizes State grant funds to meet all of these requirements but have recently begun a campaign to solicit funds from industries within the community. This funding will be used by the committee to broaden plans for training objectives to emergency services organizations and further the public education campaign. DISCUSSION: The Treasurer has received $649.00 for the Local Emergency Planning Committee. RECOMMENDATION: Staff recommends that $649.00 be appropriated to the LEPC Expense line item (100-4-081200-5679) to help with the expenses incurred by this committee for training and other related expenses. P29 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: AGENDA TITLE: 7-21-09 Budget Amendments: Workforce Investment Act- I ACTION: Youth Events SUBJECT/PROPOSAL/REQUEST: CONSENT AGENDA: ACTION: Appropriation of funds for 2009 WIA Extravaganza Yes ATTACHMENTS: No STAFF CONTACT(S): I REVIEWED BY: Sleeper, VanDerHyde ITEM NUMBER: 8(e)-5 INFORMATION: INFORMATION: BACKGROUND: This year the West Piedmont Workforce Investment Board held its 3`d Annual Youth Conference, "09 Extravaganza" on June 19, 2009. The WIB Board requested sponsorship for this event from area businesses. DISCUSSION: The WIB Board received $2,500 from Carter Bank & Trust to sponsor this year's youth extravaganza. This money needs to be appropriated to WIA's budget to cover expenditures incurred from this year's event. RECOMMENDATION: Staff recommends that $2,500 be appropriated to the WIA Fund (251-4-353856-3183 from 251-3-000000- 353662). Staff also recommends that a total of $3,000 be carried over to the 2009-2010 budget. P30 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-21-09 ITEM NUMBER: 8(e)-6 Budget Amendments: Soil & Water Conservation ACTION: INFORMATION: SUBJECT/PROPOSAL/REQUEST: Year-end appropriation for the Soil and Water Conservation District CONSENT AGENDA: ACTION: Yes INFORMATION: STAFF CONTACT(S): Sleeper, VanDerHvde ATTACHMENTS: No BACKGROUND: Pittsylvania County currently pays the payroll of the Soil and Water Conservation District's employees. The County is reimbursed 100% for these expenditures on a quarterly basis. DISCUSSION: During the budget process, an estimate of payroll expenditures including workman's compensation insurance is budgeted for the Soil and Water Conservation District. At year-end, actual expenditures exceeded the budget by $225.33. This amount will be reimbursed by the Soil and Water Conservation District but must be appropriated by the Board of Supervisors. RECOMMENDATION: Staff recommends that the Board of Supervisors approve and appropriate $225.33 to the Soil and Water Conservation District's budget. P31 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: AGENDA TITLE: 7-21-09 Budget Amendment: Expenditure Refunds ~ ACTION: SUBJECT/PROPOSAL/REQUEST: CONSENT AGENDA: Budget Amendment for expenditure refunds ACTION: Yes ATTACHMENTS: Yes STAFF CONTACT(S): Sleeper, VanDerH~de ITEM NUMBER: 8(e)-7 INFORMATION: INFORMATION: BACKGROUND: DISCUSSION: Attached is a list of expenditure refunds for the month of June, 2009 for review. As discussed earlier with the Board, the simple routine of putting every refund back in the budget is extremely time consuming and leaves room for errors. To stay in balance with the Treasurer, we need to reappropriate refunds into the budget so the budget would increase with every expenditure refund. RECOMMENDATION: Staff recommends the reappropriation of funds as follows: $470.00 to Sheriff-Police Supplies (100-4- 031200-6010), $55.00 to Sheriff-Uniforms (100-4-031200-6011), $90.00 to Sheriff-Svc Costs-Parts (100-4- 031200-6030), $28.17 to United Way-Fire & Rescue (100-4-032200-5667), $113.30 to Extradition (100-4- 033000-5550), $2,600.00 to CPMB-Pool Funds (100-4-053500-7003), $52.19 to VA Emergency Management-Equipment (250-4-032420-8102). P32 PITTSYLVANIA COUNTY VIRGINIA '~ T ~ Phone (434) 432-7740 Finance Department * * Fax (434) 432-7746 P.O. Box 426 * * Chatham, Virginia 24531 * ~ ~~ Gretna/Hurt (434) 656-6211 * * * + * * 'y Bachelors Hall/Whitmell (434) 797-9550 . nsr MEMO TO: William D. Sleeper, County Administrator FROM: Kim Van Der Hyde Finance Director SUBJECT: June Expenditure Refunds DATE: July 15, 2008 The list below shows all expenditure refunds that were sent to the Finance Department during the month of June. I am recommending that all of the following expenditure refunds be reappropriated by the Board of Supervisors: 100-4-031200-6010 Sheriff-Police Supplies 470.00 Reimbursement 100-4-031200-6011 Sheriff-Uniforms 55.00 Reimbursement 100-4-031200-6030 Sheriff-Svc Costs-Parts 90.00 Restitution 100-4-032200-5667 United Way-Fire & Rescue 28.17 Donation (100-3-000000-189912) 100-4-033100-8103 Extradition 113.30 100-4-053500-7003 CPMB-Pool Funds 2,600.00 Reimbursement 250-4-032420-8102 VA Emergency Mnge-Equipment 52.19 Overpayment (250-3-000000-180301) TOTAL JUNE EXPENDITURE REFUNDS $3,408.66 P33 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: AGENDA TITLE: 7-21-09 Budget Amendments: Grant Appropriations ~ ACTION: SUBJECT/PROPOSAL/REQUEST: CONSENT AGENDA: Year-end appropriation to close out 2008-2009 ACTION: Yes ATTACHMENTS: STAFF CONTACT(S): No Sleeper, VanDerHyde ITEM UMBER: 8(e)-8 INFORMATION: INFORMATION: BACKGROUND: At year end, all grants were reviewed to ensure that an adequate appropriation existed to cover expenditures for FY2008-2009. This review is required by Robinson, Farmer, Cox Associates. DISCUSSION: The following grants require an additional appropriation by the Board of Supervisors: Court Services Grant (021910) $302.54 SRO Safe/Drug Free Program (021913) 794.65 TOTAL APPROPRIATION $1,097.19 Both of these grants had adequate cash balances to cover this appropriation. RECOMMENDATION: Staff recommends that the Board of Supervisors approve and appropriate $1,097.19 to the Grants Fund as specified above. P34 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: County Administrator's Contract Corrections SUBJECT/PROPOSAL/REQUEST: 07-21-09 ACTION: 8 (~ INFORMATION: Typographical Changes- Employment Contract STAFF CONTACT(S): William D. Sleeper CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes INFORMATION: REVIEWED BY: BACKGROUND: The Board of Supervisors approved the County Administrator's contract in March 2009. There were no changes to the contract; it was an automatic renewal. Therefore, it was no hurry to get a new signed copy. However, as we have completed the signed copy with the corrected dates for 2009, Legal Counsel pointed out that a section on Page 2, under Section 3(a), was unclear and needed to be re-worded in order to make it clearer concerning severance provisions. DISCUSSION: Attached hereto you will find a corrected copy of Page 2 and the original copy that shows the need for the typed corrections. RECOMMENDATION: Staff recommends the Board of Supervisors approve the amendments to Section 3(a) of the County Administrator's employment contract dated March 1, 2009. P35 ~iNk L copy perform such other legally permissible and proper duties and functions as the Board of Supervisors shall from time to time assign. Section 2. Termination and Resignation A. The obligations under this agreement shall commence on March 1, 2009, and except, as hereafter provided, shall terminate on February 28, 2010. In addition, all duties and obligations of the parties shall terminate pursuant to the provisions of Section 2, paragraph B, C, and D. B. Nothing in this agreement shall prevent, limit or otherwise interfere with the right of the Board of Supervisors to terminate the services of Employee at any time, subject only to the provisions set forth in Section 3, paragraphs A and B, of this agreement. C. Nothing in this agreement shall prevent, limit, or otherwise interfere with the right of the Employee to resign at any time from his position with the County, subject only to the provision set forth in Section 3, paragraph C, of this agreement. D. In the event written notice of termination is not given by either party to this agreement to the other 90 days prior to the termination date of this agreement, then this contract shall automatically renew for a term of twelve (12) months, and shall automatically renew at the end of each successive term thereafter, unless such notice is given. Section 3. Severance Provisions A. In the event Employee is involuntarily terminated by the Board of Supervisors pursuant to the provisions of Section 2B, Section 2D, or Section3 B, for any reason and during such time that Employee is willing and able to perform the duties of County Administrator, then in that event the County agrees to pay Employee a lump sum cash payment equal to four (4) months base salary at current aggregate salary; and, provided however in the event the Employee is terminated because of his conviction of any felony or crime involving moral turpitude, then, in that event, the County shall have no obligation to pay the aggregate/severance sum designated in this paragraph. B. In the event the County at any time during the employment term reduces the salary or other financial benefits of employee in a greater percentage than an P36 ~rvno3~c~ ~crl'~~ 1 N perform such other legally permissible and proper duties and functions as the Board of Supervisors shall from time to time assign. Section 2. Termination and Resignation A. The obligations under this agreement shall commence on March 1, 2009, and except, as hereafter provided, shall terminate on February 28, 2010. In addition, all duties and obligations of the parties shall terminate pursuant to the provisions of Section 2, paragraph B, C, and D. B. Nothing in this agreement shall prevent, limit or otherwise interfere with the right of the Board of Supervisors to terminate the services of Employee at any time, subject only to the provisions set forth in Section 3, paragraphs A and B, of this agreement. C. Nothing in this agreement shall prevent, limit, or otherwise interfere with the right of the Employee to resign at any time from his position with the County, subject only to the provision set forth in Section 3, paragraph C, of this agreement. D. In the event written notice of termination is not given by either party to this agreement to the other 90 days prior to the termination date of this agreement, then this contract shall automatically renew for a term of twelve (12) months, and shall automatically renew at the end of each successive term thereafter, unless such notice is given. Section 3. Severance Provisions A. £~ee}~ In the event Employee is involuntarily terminated by the Board of Supervisors pursuant to the provisions of Section 2U-B, Section 2D, or Section 3~B, for any reason and during such time that Employee is willing and able to perform the duties of County Administrator, then in that event the County agrees to pay Employee a lump sum cash payment equal to four (4) months base salary at current aggregate salary; and, provided however in the event the Employee is terminated because of his conviction of any felony or crime involving moral turpitude, then, in that event, the County shall have no obligation to pay the aggregate/severance sum designated in this paragraph. B. In the event the County at any time during the employment term reduces the P37 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Music Festival Permit -Tomahawk Mill Winery SUBJECT/PROPOSAL/REQUEST: Tomahawk Mill Winery Summer Festival STAFF CONTACT(S): William D. Sleeper 07-21-09 ACTION: CONSENT AGENDA: ACTION: Yes REVIEWED BY: ATTACHMENTS: Yes 8 fig) INFORMATION: INFORMATION: BACKGROUND: Annually, the Tomahawk Mill Winery holds a summer festival which requires a music permit from the Board of Supervisors. DISCUSSION: Attached hereto, you will find a Music Festival Permit to Nancy Medaglia for the Tomahawk Mill Winery Summer Festival. This has been approved by the Fire Marshal, the Department of Forestry, the Health Department and the Sheriff's Department. RECOMMENDATION: Staff recommends the Board of Supervisors approve the Music Festival Permit for the Tomahawk Mill Winery Summer Festival set for Augustl, 2009 and authorize the County Administrator to sign all necessary documentation. P38 APPLICATION FOR PERMIT TO HAVE MUSICAL OR ENTERTAINMENT FESTIVAL CONDUCTED IN OPEN SPACE IN PITTSYLVANIA COUNTY, VIRGINIA Authority: Local Ordinance adopted June 30, 1913, pursuant to authority contained in section 15.i-504 of the Code of Virginia of 1950 as amended. Instructions: This application is to be filed in duplicate with the County Administrator's office at least twenty-one (Z1) days before the date of such festival. One copy of the application will be returned to the applicant after the Soard of Supervisors passes on it and their decision is duly recorded thereon. If any portion of the application is omitted it will be automatically rejected. 1(a) - Name of Applicant (b) - Address (Local) (c} - List any other address where applicant receives mail: ~~ D ,~/ ~~ (d) - List ail felony or moral turpitude criminal convictions of applicant with date and place, if any: ND/U~ (e) - Check the following descriptions which apply to applicants interest: Commercial Charitable General Coordination Percentage promoter (f) - Financial Arrangements: List all persons, firms, or corporations, with addresses, who have any financial interest, with proposed costs, pro forma. balance sheet or financial statements of promoters: ~1 P39 Page 2 2. If persons other than applicant are to .share in responsibility for conduct and ]lability of the Festival applied for list their names and addresses below: (If corporation or association, list officers and directors, State of Incar oration of place of association and attach certificate of good standing 3. Location of Festival site, and have owner filling in the blank Site: (Bereasonable of property sign two space with his name) ~,~W~ s ecific in size and description of (~~ copies of the application after I ~~:_.~_,~~ ~ _~~.: _ ~ _~: ~_! _!'_.:.~`~~5~ ?~~'~~._._ , certify that the Festival Site i n thi s application is located oru property owned and/or controlled by me, and I fully understand that the granting of this permit by the Board of Supervisors of Pittsylvania County does not in any way obligate the County for damages to rRy property during the festival or as a result of the festiva], and I guarantee the right of access to the festival site to ail Federal, State, and Loca] regulatory, enforcement, or investigative officers in their duties to protect the public safety, health, nd welfare. The nature and interest of the applicant in said property is~ ~~/ e2T' I endorse the above committment: Si 4. (Total area accomodation plans should be limited to not less than thirty (30) Sq. ft. per• person excluding area designated for parking) (a) Number of admission certificates (tickets, badges, buttons, or ident. cards} to be offered for sale .................................((~ ~ D) (b) puplicate of warding to be used on such admission tickets: (If tickets are already printed a sample attached to this application is sufficient.) J`. (c) Best reasonable estimate of the n attendance at the festival er of persons expected to be in P40 Page 3 5. A plan to provide food, water, sewerage, lodgin and medical first aid stations must be submitte Department, with a copy of such plan attached t application is granted the County land fill will and pick up service. This application must have of such plan, either in the farm of a letter of below. g and sanitation facilities, d to the jurisdiction's Health o this application, If provide garbage containers the health Department approval approval or the proper signature APPROVAL OF HEALTH DEP,~RTMENT: This is to certify that provisions to supply food, water, sewerage and sanitation facilities, and medical first aid stations fur the Festival panned in this application is apparently adequate. Siyried +"'~'/~/~ Date -l•2• irec or, Pu c ea t ept. `~ f. List special promoters/sponsors a.nd addresses of this Festival, if any: -- ~~ Dam/ ~ 7. List the groups who will perform at this festival: Name of group Address Scheduled time Date ~..~ .o ______ ~ ~ ~ _, -- - - f r1~L-~ - -- - -_-r_~__..r._ 8. The Sheriff of Pittsylvania County or his designated representative must view the site, to determine feasibility and adequacy.; of the parking area, the stage for performances, lights, entrances and exits, and whether these locations may cause problems with lights and noises for the surrounding dwellings, also to determine if sufficient movement of traffic within the grounds has been panned; also to determine if the plans provide for adequate security or police protection, After his inspection and discussion of the plan his approval is necessary as indicated by his signature in the blank space fo7lowiny this paragraph. R copy of the plan far parking faciiities and traffice control must be attached hereto. P41 Page 4 8. (con't) FOR THE This is in this seem to SHERIFF'S APPROVAL: to~certify that I have inspected the application and I find the provisions be adequate for approval. site .for the festival planned for traffice control and security Signed 9. Agreeable by the County's representative of the Virginia Division of Forestry as not planned contrary to State Forestry Statutes and Regulations. Signed Date Forestry representat ve ld. The planned Festival. in this application is approved as not contrary to State and Local fire control regulations. (A copy of the fire protection plan must be attached hereto) Signed Date . oun y re ars a Date apta n, o re ept. serving area. 3 3 0 ~ ;:: i « :,_ as ~,~fidcJ„~,- ;ig--tin~: e~;~aipt~ent will be insta]led by ,~ _ ,r' .w:.~ ~,;__. ;`'.:...::_ ::i1nJ '~i t ~ e:'+ C.i,;~~itl ii'si,~e Hlth the ~V "' b ri s i ct on s co e -- - _---- --_ - -.---~~~--~`,;', w;~1:~ a r3cfi showing location of lights and shie]din9 ..3ir i rs~V nr ~ii:~ r crv:li nx*:~nr rte, Yswi.\J~s ~ .-, .. -.~, ; ~._.._._ ~ s _ ~ _ . ~ ..y... p•+1..~a+v v+s ../ \. ii.Ji v aJllJt vu~.l iJa \al iJ [. s ttf YtI. J.. ! Y_ _.~. ... ....:r `. ,'.J e~,~ ~ t•_1,+ i t a LG: 1;.\i as i.71IG:1 1C31L7! ,,L'31L, LIf13Li l3 53tr34F 7i7 t'S: L -+ fl:.:++ ~~'C_yi:.'J71 .:i1. w:.......... .. u:i:: i.. .. _ _. ... _ .. . -F~_. L,~. 4 :`i l>i IZI 'may s 3f/ 'i 7. ~%a '1 _ 2 ./ li / ~ `- f[J' Jf.- +Y.- • ~l ~•/ J ~.- i-\pJJS S H Y f31 Y i 1~ ~' ~. ~ 2 w - - 4 ~ ¢ - - ~ ~ - - - - - - nas as •rJ ~.v [J _ u 1 t- v c r~.,,J. ,_ .. ._ , ST.i~±;l3 i~ r ~~ T~S;s an-J; ^»; _v ~ ~ceJ;s~s~ ~Jl: \ - .i.~a~ `3~~., r.. ... s. r__ ~ _~ a='• .. ~~ e~ v• .. .t v.iJJJL JUa a Jti.~\/iJJi3 aL1. i 4Y ll,J, J_IiP. l\Jfi.t(~t \. ti, { Y\IMT IIJIN nI1MF~ ~\a l~i+K~ i ~ w. l J f _ Y 1u1 ~.1.4f vet WB\_y 4fttl i. # 71(1Dd tGIILI i13iL1 L'CCII Utz~iynr~ri A rnnv RY ~YiG VYT°Yit3 ~7~rz_ i~lt IRt\YPi-~ \\MJl A\ All x+11111 ff'r/4lliv fit ~IMY ~h 111 «„M _I_ ~ ~ l= -y~ ~` =,~^. j. tea. ~~ .. - _-_ __ .. ~. ... .. .,~ ,J \VI V'~\MiiJss:J 4:i 3GL Ul~l:! !:i SC:U ...J~r f +..Jw _i~.. J+ J . a - _.. ._ _- - - _ _ P42 Page 4 8. (con't) FOR THE SHERIFF'S APPROVAL: This is to certify that I have inspected the site .for the Festival planned in this application and I find the provisions for traffice control and security seem to be adequate for approval. Signed Date S er ff, or s es gnee 9. Agreeable by the County's representative of the Virginia Division of Forestry as not planned contrary to State Forestry tatutes and Regulations. l°`, Signed ..~ ~ `> Date ~~~-UI Fore try represe t ve lO. The planned Festival in this application is approved as not contrary to State and Locai fire control regulations. (A copy of th,e fire protection plan must be attached hereto) Signed Date ounty Tyre Marsha Date apta n, o ire ept, serving area. ll. If utilized, ail outdoor lighting equipment will be installed by , a ]icensed electrician, and will be in compliance with the ~uris i3 ct~on s co e for such use of electricity, and a plan showing location of lights and shielding devices or other equipment to prevent unreasonable glow beyond festival property is attached hereto. 12. An amplifying system will be furnished (each music group may furnish own system) by.~~'_~ C -~- ~~% and the applicant agrees to be responsible for kee n e au a vo ume w in reasonable limits to serve the site and not be unreasonable audible beyond festival praperty. 13. RESPONSIBILITY: I, ~~N~~ ~'~ /~~~/~~//swear that all statements in this application are rue o e es o rrly 7cnowledge and belief and are in agreement with the Pittsylvania County ordinance on such festivals. Unless othe rv~ise stated in item (2) of this application I assume full responsibility for the conduct of the festival. I further certify that I have read and been delivered a copy of the Pittsylvania County Ordinance Relating to Musical or Entertainment Festivals adopted June 30, 1913, and that approval by the Board of Supervisors is in no way to be considered or advertised as an endorsement, but only for purposes as set forth iri said ordinance. I understand and agree that the said Board and county assumes no liability of any kind, irrespective of cause, and I agree to save harmless said P43 Page 4 8. (con't) FOR THE SHERIFF'S APPROVAL: This is to certify that I have inspected the site .for the Festival planned in this application and I find the provisions for traffice control and security seem to be adequate for approval. Signed Date S er ff, or s es ghee 9. Agreeable by the County's representative of the Virginia Division of Forestry as not planned contrary to State Forestry Statutes and Regulations. Signed Date Forestry representat ve 10. The planned Festival in this application is approved as not contrary to State and Local fire control regulation (A c y of the fire protection plan must be attached hereto) Signed Date o - o-o p ou n y re a rs a Date apta n, o ire ept. serving area. ll. If utilized, all outdoor lighting equipment will be installed by , a licensed electrician, and will be in compliance with the ~uris ct on s co e for such use of electricity, and a plan showing location of lights and shielding devices or other equipmen t to prevent unreasonable glow beyond festival property is attached hereto. 12. An amplifying system will be furnished (each music group may furnish own system) by ~ ~~ vv_SiC -L,C~~%P ,and the applicant agrees to be responsible for keep ng ~ie~ au~c a vo ume w`~hin reasonable limits to serve the site and not be unreasonable audible beyond festival property. 13, RESPONSIBILITY: I, ~~NL ~ ~~~~~yi;' swea r that a l l s tatements i n thi s application are rue o e es~myTcnowledge and belief and are in agreement with the Pittsylvania County ordinance on such festivals. Unless otherwise stated in item (2) of this application I assume full responsibility for the conduct of the festival. I further certify that I have read and been delivered a copy of the Pittsylvania County Ordinance Relating to Musical or Entertainment Festivals adopted June 30, 1913, and that approval by the Board of Supervisors is in no way to be considered or advertised as an endorsement, but only for purposes as set forth in said ordinance. I understand and agree that the said Board and county assures no liability of any kind, irrespective of cause, and I agree to save harmless said P44 Page 4 8. (con't) FOR THE SHERIFF'S APPRQVAL: This is to certify that I have inspected the site .for the Festival planned in this application and I find the provisions for traffice control and security seem to be adequate for approval. Signed Date S er ff, or s es gnee 9. Agreeable by the County's representative of the Virginia Division of Forestry as not planned contrary to State Forestry Statutes and Regulations. Signed Date _ Forestry representat ve 10. The planned Festival. in this application is approved as not contrary to State and Local fire control regulations. (A copy of the fire protection plan must be attached hereto) Signed Date oun y re ars a ` ~ .S,r, , ~-~-~ ~~ Date ~7 `~"~ pta n, o r. dire ept. serving area. 11. If utilized, all outdoor lighting equipment will be installed by a licensed electrician, and will be in compliance with the ~urisd~ct~'on s co e for such use of electricity, and a plan showing location of lights and shielding devices or other equipment to prevent unreasonable glow beyond festival property is attached hereto. 12. An amplifying system will be fiurnished (each music group may furnish own system) by_ ~'.~i ySiC ~,~c~;.~p ,and the applicant agrees to be responsible for keep ng a au a vo ume w din reasonable limits to serve the site and not be unreasonable audible beyond festival praperty. 13. RESPONSIBILITY: I• ~~~~ ~' ~~~~~~~swear that ail statements in this application are rue o e es o n1YTcnow]edge and belief and are in agreement with the Pittsylvania County ordinance an such festivals. Unless othervrise stated in item (2) of this application I assume full responsibility for the conduct of the festival. I further certify that I have read and been delivered a copy of the Pittsylvania County Ordinance Relating to Musicai or Entertainment Festivals adopted June 30, 1973, and that approval by the Board of Supervisors is in no way to be considered or advertised as an endorsement, but only for purposes as set forth in said ordinance. I understand and agree that the said Board and county assumes no liability of any kind, irrespective of cause. and I agree to save harmless said P45 Page 5 13. RESPONSIBILITY (con`t) Board and County. I realize and have been WARNED, along with any others signing as applicants, that any will ful.material, ~a1se statement herein will constitute perjury with possible sentence if convicted.. Signed ,~ Date ~ ~~~ If item two (2) listed any names, each must sign below as concurring with the above responsibility item. Signea ~l,..oE., ~., :~. ~ v ~ ~= -- ~ ~ ~ ~~- ~---- Date _lp~~~~j Date ~ ~v~ Date Date State of Virginia, County of Pittsylvania, to-wit: This is to certify thatl4~(3.d-C,~J~ ~ hose signature is affixed to the aforegoing application, personal]y appeared before me, a Notary Public, in rRy county and state aforesaid, and made oath on this the ,3 D ~•day of , ' ~_~ that the facts set forth therein were accurate and true to he best of his knowledge and belief. /~ notary Nun i i c- wy-~- Iti(y cocrmission expires the 3~day of ~,plZ, . ~~~ ~l~,Q.`.oN~~••.•~Q~ ~ Q ~o~ o ~O.O~ _ ~ U for T 14. ACTION BY THE BOARD OF SUPERVISORS: ~ 72'~ (To be duly executed and one copy returned to applicant) ':,'ji ••'••`~~r'`P' ••`Vt ~ . y~' .. c~ ( } This application i s approved by action of the Board of SuperiY'i~v~'"~~r ( ) This application is rejected by action ofi the Board of Supervisors, As recorded in minutes of the meeting of the board on Signed Date ounty m~nistrator P46 :~:; ;.;~ - .~`•`~-' COORDINATOR'S CHECK LIST FOR A TEMPORARY FOOD EVENT gy providing the information below, you will assist in identifying and preventing potential public health problems that might occur during your event. A Temporary Food Permit application form should be received from each operator ten workin,q~ days prior to th® event. For mare information call ~/ L ~~"p `~~~ ~~~ ~/~~J~~~ ~ 1. NAME OF EVENT S~U yy~~,U ~ ~~ ~ T~ /A--C_. 2. DATE{Si OF EVENT ~ ~ C-v ~ ~ 3. EVENT LOCATION _ ']'D I~A ~/~ L•~ JG /~I (, (~/,/y~o ~ ~!i 4. NAME OF EVENT COORDINATOR/RESPONSIBLE INOfVIDUALS: __.._ ~-~ ~ Phone ry-work/ohone 5• NUMBER OF ANTICIPATED FOOD 800THS 6. DATE, TIME, LOCATION OF SCHEDULED ~.~EETINGS WITH FOOD 800T1-f PARTICIPANTS 7., ATTACH ALIST OF P.ROPO-SED FOOD 600TH PARTICIPANTS: Il.o. Name of Boath, Operator Hama & Address, Phone ~) 8. TIME OF EVENTSET•UP:. ~ g_ ,•6p~~ __ I~~,~D~~~,.~ . ~U~_, ~ ~r~~G~~ EVENT OPERATION: __ / ,~ ~~ ~,Y7 i~~Cj ~ ~.~- ~ ~~~ ~ v 9• WILL ELECTRICITY BE PRrPVIDED Tq THE FOOD 800THS1 ~ NO YES IF YES, DESCRIBE ~ ~• WILL EQUIPMENT/UTENSIL. WASHING FAC;LITIES 8E PROV1pED FOR FOOD BOOTH OPERAT'ORS1 x NO YES IF YES, DESCRIBE: t ~ • SOURCE OF 1CE/WATER SUPPLY: ~~ ~i~T£~/~ ,~ ~ 2• WASTE WATER DISPOSAL: I ~~ 13• GARBAGE DISPOSAL METH00: ~ a• ATTACH A MAP SHOWING THE LAYOUT pF FOOD BOOTHS, GROIrNDS, RESTROOM FACILITIES, ETC~`~ ENS (TR•1) jam//// r ____ ~ ___.e 'b~ l~ Signet e ate P47 .j ,. ~Q1V~~ONWEALTH C~~ VIRGINIA I~EpARTMEI~T Off' HEALTH CER7~FI~S THAT Wilmoth Gonce$sian~ Bill & i,aVe~rie ~iln-ott~ . _ _ . is hereby granted a perrntt'/license to operate a Mobile food Unit by the PYttsyl'vaszia Health Department in accordance with the regula t~ rans of the Board of Hea.I th of the Commonwealth of Virginia . ' ,~estaurcmt Nance: WILMQTII CONCESSIONS Luca teC~ a t : 438 Cedar toad, ~ Ringgold, Vr~.xg~.r~ia 2~$$~ 1l~taximum Seating Capacity: U Fxpirativrt .Date: September 3Q, 209 ?7iis Per»ttl Is Not Transferable From One 1'ndivtdual' Or Locah'on ?'o Another tCe11y all~r Lrtv~~o~msritai Spaaialix~t Please Direct Questions or Concet~s to the Pittsyivania Health Dept., Envi~or~mental IIeglth Services (43~) 432-'1232, Ext. 260 P48 '-'x'LI4'1 • D 1 LL r nr, IVV. •'iJ'+-OCG- f 4G'-h J Uf I. 17 G/Jk'J7 kJ0. 4t31"1'I r'G • `• rV •~•,:,., VIRGIfVlA ©EPARl"MENT' OF HE.AE.TN '.~'•` ~PI.ICA7fON POR TEMPORARY RE_SrA~RAN~' P~__ ~RM1T t~: - cP~~s~ pairrr OR TYPEf ' ~ NAME OF ORGANf7A1'ION/(INDIVIDUAL:- ~ t • - ~ ADDRt=SS; ~~~ t !p!'l1'1,f~ ~~) ~F i r,nn.+~ ~.~ P ~n '_'1r Cab i >rvENr: . ~ X ~~ ~~ ~j~rn~ r pis _. _. - ~VEt^IT LOGAT(ON: __~v~.J >f"1c'I~F Cly~'- }, DA7E(S1 OF OPERATION: $ •~ 1•; ~, (~~ TYPE OF >=OqO FACILITY, 'Try` ~Beverape Wepon, 8ovih, Kiich.en, .Tent, etc.l ORGANIZATION REPRESENTATIVE: ~ ,~ { ~ ~~ ~` 1~~ ~~ i I1R ~ 4 ~ (1~,~"h ~_ r~LEPHONE NUMSERS; cw-1~ 103~b5~! 1 IN? I-~#3~1'--=?'~~~ ~' nth r _ , - ' ~• Please provide the (ollorrin~ information. Failure tv ptovid8 the ,' rtacessar'Y information r~t7ardi~q. Your operatiprt may •detay~' the . ~ ,. processinQ.of.~your applit;ation,.. ~~;.. . I .: Lit: W~t~rr L~BN! ~,' ~ ~^ ~' ~ r ... • a .. , . ~~ _.~g _~~--- . .. , .. Sewage D(Spo5a! • r - ~~,.~.:. ~~ ~~ • .. &oiid Waste Oispossl •~~~ - d Wa ' ,..-.. .. _ Li~t,i ste Disposal fG •~'' ,., :~. ~ ....•~_~.~,..ry,,.•„~,.•:.:;- .. (( 1 At F D Ai~D BEV RA E ITEM ,BE . ~~....... - . •,•: ~ ..r. .., .. ~ooai ... souRC:r -- gEVERAGIr ADt7RES5 IM~{I:RE . - ._'M~MODS---OF Pf~EPARATfC)~! A1~D f?RI:PARI:D SERV(h1G; EQUIPMENT USED Fxamplr~; Ndt Oop.~ Supermaric~t Jce'r Rectsvrent Boife,-1 in Ierpo pot on star pri11 ueinp tongs, or on city Ha# fags >~ ~~ Co~ceSS'ror7 - F}ttr~ ~ dad -r~i 1a!' +an ~~~ ~~~ ~ u I F.. ar. o r ~'+__ v __ TIME(S1 I~Q~} Q!''Y~ TO d P49 +~>'ion d~ S i-'~ FODU/ BEVERAG>: SQVRCE ADDRESS tNHEFE Pi~E=PARED METHO+US OF PFiEPARA 1 JUN An SERVING, EQUfPtvtQ•!7 USED CLL~C~ ~ ~~ ~n'?S ~icK0.gecc~ `}lea-nu~'S ~V F -• ~ - . ~ . . MAND- Ct7hlO,(MENTS , t,fSTAL{. U7ENSJLS R J= P R ! G ~ R - . ,. WAS,HlNG ~ NpW.S.!`RYt=p, . HOµl CLEANED .~ ~- • ATION TYPi= ' .. METNO©Sr;. .': .D.f:SCR~ SANITIZER: - ;; i ' • •~. < if i t i ' ' ( .~ ~r•.: a•~fL e+V.r a+.w.~ld4~T'•We{ef,'r~. oCi- s~.Tonya,-rpltG r, kn o; Ce ; (%•LO•P•~'i k e~G f~ eeti• re ~petitv+S A~ -to~.'eto• . h,ucurd, catsup, ,FFoop tbieesh end water Gool.t; wi}h Ice. . .. ,,. ,,. lt6. esrxpierf r ....,,•.. lG~ {~~ ~ ~~ ~ . i i i _~. ' UST ALL COOKING.• •~:~aufPM~r~r q•~r e(eclrip'-. prill,~''ote'art table, deep !ec fryer, ha piece ' g ~,~. • (.:~' P(.~ASIr CA(.,L; TK(S OFF/GEPRIOR TO rNE EVI:NTrO VERIFY'-IE STATUS OPY©UR APPUGAT(QN PLEASE NOTIFY rHIS't?FF1C~ 0f= ANY CHANGES IN YOUR APPLlCArlpN, (i•e,, ADDITIONAL MENI ITEMS, E7C.I ~ERr~F~cAr~oN I i,..,...._..~ _~ . - P50 TOMAHAWK MILL WINERY 9221 ANDERSON MILL ROAD CHATHAM, VIRGINIA 24531 434-432-1063 FAX 434-432-2037 To: Pittsylvania County Health Dept. Subject: Thirteenth Annual Summer Festival Date: June 25, 2009 To Whom It May Concern: This is to advise Tomahawk Mill Winery will have an emergency vehicle and personnel from the Callands Volunteer Fire Dept. on site for our event on August 1, 2009. We will also provide free bottled water to the public during this festival. Sincerely, ~~'~`~j Nanc Mega lia Y g President P51 ~ ~ o ~ ~ o ~ ~ ~ W ~ j ~~ .` ~ ~ ¢~ .. ~~ ,~ y% y ~~ I~ Q ~r O ~ v ~- j P52 !QT' 6 ~`~ ~ ANp~~so~r /r~~~C ~ o~ O~ d '~ ~, ~~ ~ c~ `~ ~ ~~d ,. ' ~ '°J ;: ;,/ ~, -~'~ .~• ~' ~~ ~ l--- --. all ~~ ~~ ~ ~~ ~ ~~ ~ ~ i ~- ~' ~ ~ P ~ ~ I _., .,\ ,~ i ~' ~ -.~ ~ ~a I ''~ I ~ ~~ 1 G nl ~ ~~ ~ ~ ~~ ~ ~~~ `~ ~ ~ ., d -'~ a- \_. P53 1 O .~ TOMAHAWK MILL WINERY'S ANNUAL SUMMER FESTIVAL T.~IS~NG & S.~ILES PR,O"VIDED By SIX FINERIES CLOWNS, GR.~IPE S?"0911 PING, CR.?~,~'TS & ,FOOD U 1tiG ~ ~ ~,~ v~~~ l Saturday,~ggg~ 1:00 p.m. - 6:00 p.m. .7--f2lSIC B1J }/O'uNG ,~L?',9.('EAR,T & ISL.?~.N'D B1Z,EEZE Tents for 9221 Anderson Mill Rd. • Chatham, VA• 434-432-1063 No Pets or Rain or Hot Sun $15.00 per person ($ in advance) Coolers, Please rOD P54 PUBLIC HEARINGS (BOOKLET and/or ENCLOSURE) PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Public Hearing -United States Department of Agriculture (USDA) Grant - Sheriff s Office SUBJECT/PROPOSAL/REQUEST: Required Public Hearing-USDA Grant STAFF CONTACT(S): William D. Sleeper AGENDA DATE: 07-21-09 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 10 INFORMATION: INFORMATION: BACKGROUND: The United States Department of Agriculture (USDA) authorized the Pittsylvania County Sheriff to file for grant funding for vehicles for the Pittsylvania County Sheriff's office. That grant has been completed and submitted. A requirement of that grant is to hold a required public hearing to receive citizen input on the proposed expenditures of the Pittsylvania County Sheriff s office for vehicles. DISCUSSION: Attached hereto is a proposed resolution from the Board of Supervisors for their public hearing. RECOMMENDATION: Staff recommends the Board of Supervisors pass the required resolution and authorize the County Administrator to sign all necessary documentation for the USDA Grant for the Sheriff s office. P55 NOTICE OF INTENT TO APPLY FOR FUNDING & NOTICE OF PUBLIC HEARING The Board of Supervisors of Pittsylvania County here- by provides notice that it intends to file an application for funding with USDA, Rural Development for funding of a proposed New Vehicle for Sheriffs Fleet. A public meeting on the proposed project will be held on July 21, 2009 at 7:00 p.m. Anyone requesting infor- mation onthis project or to offer comments should attend this meeting, which will be held at the General District Courtroom of the Edwin R. Shields Courthouse Addition. Full text of the Proposed Grant is available for public viewing in the Office of the County Administrator Monday through Friday 8:00 a.m. to 5:00 p.m. P56 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2009-07-02 WHEREAS, the governing body of Pittsylvania County, consisting of seven members, in a duly called meeting held on the 6th day of July, 2009 at which a quorum was present RESOLVED as follows; and then WHEREAS, the Board of Supervisors sees the need to improve and replace a Sheriff's vehicle; BE IT HEREBY RESOLVED, that in order to facilitate obtaining financial assistance from the United States of America, acting by and through the Rural Housing Service, an agency of the United States Department of Agriculture, (the Government) in the development of a Sheriff's Vehicle fleet to serve the community, the governing body does hereby adopt and abide by the covenants contained in the agreements, documents, and forms required by the Government to be executed; and BE IT FURTHER RESOLVED, that the Board of Supervisors of Pittsylvania County ratify the actions of the County Administrator that he is authorized to execute on behalf of Pittsylvania County the above-referenced agreements and to execute such other documents including, but not limited to, debt instruments and security instruments as may be required in obtaining the said financial assistance; and BE IT STILL FURTHER RESOLVED, that this Resolution, along with a copy of the above- referenced documents, is hereby entered into the permanent minutes of the meetings of this Board. Given under my hand this 6th day of July, 2009 Coy E. Harville, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk to the Board P57 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: USDA Grant Application Resolution SUBJECT/PROPOSAL/REQUEST: Resolution Authorizing Grant Application STAFF CON'TACT' AGENDA DATE: 07-06-09 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 22 INFORMATION: INFORMATION: Mr. William D. Sleeper REVIEWED BY: BACKGROUND: The Sheriff s office has applied for $50,000 from the U.S. Department of Agriculture to be matched with $62,000 from the current line item for purchase of automobiles for a total of $112,000 for new vehicles for the Sheriff's Department. This will allow the Sheriff to replace more vehicles that were cut in the current budget. Attached hereto, is a resolution of the governing body authorizing the application for the Sheriff's Department fleet vehicles and ratifying the action of the County Administrator that signed all of the USDA Resolution requirements on June 26, 2009 in order to meet the timing of application for this grant. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the attached resolution approving the application for the USDA for additional funds for the Sheriff's office and ratify actions of the County Administrator filing the preliminary forms. Authorize the County Administrator to sign all necessary documentation on this grant. P58 APPI ICATI(~N F(]R Version 7103 FEDERAL ASSISTANCE 2. DATE SUBMITTED Applicant Identifier 1. TYPE OF SUBMISSION: 3. DATE RECEIVED BY STATE State Application Identifier Application Pre-application Construction 6 Construction 4. DATE RECEIVED BY FEDERAL AGENCY Federal Identifier Non-Construction ~ Non-Construction 5. APPLICANT INFORMATION Legal Name: Organizational Unit: Department: PITTSYLVANIA COUNTY Organizational DUNS: Division: 074744467 Address: Name and telephone number of person to be contacted on matters Street: involving this application (give area code) 21 North Main Street Prefix: First Name: P. O. Box 426 City: Middle Name Chatham County: Last Name Pittsylvania State: Zip Code Suffix: Virginia 24531 Country: Email: 6. EMPLOYER IDENTIFICATION NUMBER (EIN): Phone Number (give area code) Fax Number (give area code) o®-©aoooo® 8. TYPE OF APPLICATION: 7. TYPE OF APPLICANT: (See back of form for Application Types) New ~ ~ Continuation ~ Revision If Revision, enter appropriate letter(s) in box(es) ;See back of form for description of letters.) ^ ^ ther (specify) Cther (specify) 9. NAME OF FEDERAL AGENCY: 10. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER: 11. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT: ~^0-~©© TITLE (Name of Program): Community Facilities Loans and Grants 12. AREAS AFFECTED BY PROJECT (Cities, Counties, States, etc.): 13. PROPOSED PROJECT 14. CONGRESSIONAL DISTRICTS OF: Start Date: Ending Date: a. Applicant b. Project 15. ESTIMATED FUNDING: 16. IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE RDER 12372 PROCESS? a. Federal ~ THIS PREAPPLICATION/APPLICATION WAS MADE Yes a ~ 50,000 . . AVAILABLE TO THE STATE EXECUTIVE ORDER 12372 b. Applicant ~ PROCESS FOR REVIEW ON 62,000 c. State DATE: d. Local ~ b. No. (J'~ PROGRAM IS NOT COVERED BY E. O. 12372 e. Other ~ OR PROGRAM HAS NOT BEEN SELECTED BY STATE FOR REVIEW f. Program Income 17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT? g. TOTAL 112,000 ~ ~ Yes If "Yes" attach an explanation. ~ No 18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATIONtPREAPPLICATION ARE TRUE AND CORRECT. THE DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE 4TTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED. a. Authorized Re resentative Prefix First Name fiddle Name William D. Last Name uffix Sleeper ~. Title n .Telephone Number (give area code) (~Q 434 432-7710 i. Signatu f n ed Represe ve .Date Signe~ ~ Lli ^D ire sous Edition Usable T' 4uthorized for Local Reoroduction Standard Form 424 (Rev.9-2003) Prescribed by OMB Circular A-102 P59 INSTRUCTIONS FOR THE SF-424 Public reporting burden for this collection of information is estimated to average 45 minutes per response, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork Reduction Project (0348-0043), Washington, DC 20503. PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET. SEND IT TO THE ADDRESS PROVIDED BY THE SPONSORING AGENCY. This is a standard form used by applicants as a required face sheet for pre-applications and applications submitted for Federal assistance. It will be used by Federal agencies to obtain applicant certification that States which have established a review and comment procedure in response to Executive Order 12372 and have selected the program to be included in their process, have been given an opportunity to review the applicant's submission. Item: Ent Item: Ent 1. Select Type of Submission. 11. Enter a brief descriptive title of the project. If more than one program is involved, you should append an explanation on a separate sheet. If appropriate (e.g., construction or real property projects), attach a map showing project location. For ~ preapplications, use a separate sheet to provide a summary descri lion of this ro~ect. 2. Date application submitted to Federal agency (or State if applicable) 12. List only the largest political entities affected (e.g., State, and applicant's control number (if applicable). counties, cities). 3. State use only (if applicable). 13 Enter the proposed start date and end date of the project. 4. Enter Date Received by Federal Agency 14. List the applicant's Congressional District and any District(s) Federal identifier number: If this application is a continuation or affected by the program or project revision to an existing award, enter the present Federal Identifier number. If for a new ro'ect, leave blank. 5. Enter legal name of applicant, name of primary organizational unit 15 Amount requested or to be contributed during the first (including division, if applicable), which will undertake the funding/budget period by each contributor. Value of in kind assistance activity, enter the organization's DUNS number contributions should be included on appropriate lines as (received from Dun and Bradstreet), enter the complete address of applicable. If the action will result in a dollar change to an fhe applicant (including country), and name, telephone number, e- existing award, indicate only the amount of the change. For mail and fax of the person to contact on matters related to this decreases, enclose the amounts in parentheses. If both basic application. and supplemental amounts are included, show breakdown on an attached sheet. For multiple program funding, use totals and show breakdown usin same tale ories as item 15. 6. Enter Employer Identification Number (EIN) as assigned by the 16. Applicants should contact the State Single Point of Contact Internal Revenue Service. (SPOC) for Federal Executive Order 12372 to determine whether the application is subject to the State inter overnmental review rocess. 7. Select the appropriate letter in 17. This question applies to the applicant organization, not the the space provided. I. State Controlled person who signs as the authorized representative. Categories A. State Institution of Higher of debt include delinquent audit disallowances, loans and B. County Learning taxes. C. Municipal J. Private University D. Township K. Indian Tribe E. Interstate L. Individual F. Intermunicipal M. Profit Organization G. Special District N. Other (Specify) H. Independent School O. Not for Profit District Or anization 8. Select the type from the following list: 18 To be signed by the authorized representative of the applicant. • "New" means a new assistance award. A copy of the governing body's authorization for you to sign • "Continuation" means an extension for an additional this application as official representative must be on file in the fundinglbudget period for a project with a projected completion applicant's office. (Certain Federal agencies may require that date. this authorization be submitted as part of the application.) "Revision" means any change in the Federal Government's financial obligation or contingent liability from an existing obligation. If a revision enter the appropriate letter: A. Increase Award B. Decrease Award C. Increase Duration D. Decrease Duration 9. Name of Federal agency from which assistance is being requested with this application. 10. Use the Catalog of Federal Domestic Assistance number and title of the program under which assistance is requested. SF-424 (Rev. 7-97) Back P60 INSTRUCTIONS FOR THE SF-424 Public reporting burden for this collection of information is estimated to average 45 minutes per response, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork Reduction Project (0348-0043), Washington, DC 20503. PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET. SEND IT TO THE ADDRESS PROVIDED BY THE SPONSORING AGENCY. This is a standard form used by applicants as a required face sheet for pre-applications and applications submitted for Federal assistance. It will be used by Federal agencies to obtain applicant certification that States which have established a review and comment procedure in response to Executive Order 12372 and have selected the program to be included in their process, have been given an opportunity to review the applicant's submission. Item: Ent Item: Ent 1. Select Type of Submission. 11. Enter a brief descriptive title of the project. If maR than one program is involved, you should append an explanation on a separate sheet. If appropriate (e.g., construction or real property projects), attach a map showing projedlocation. For preapplications, use a separate sheet to providea summary descri tion of this ro'ect. 2. Date application submitted to Federal agency (or State if applicable) 12. List only the largest political entities affected (e.g ,State, and applicant's control number (if applicable). counties, cities). 3. State use only (if applicable). 13 Enter the proposed start date and end date of the project. 4. Enter Date Received by Federal Agency 14. List the applicant's Congressional District and airy District(s) Federal identifier number: If this application is a continuation or affected by the program or project revision to an existing award, enter the present Federal Identifier number. If for a new ro'ect, leave blank. 5. Enter legal name of applicant, name of primary organizational unit 15 Amount requested or to be contributed during the first (including division, if applicable), which will undertake the funding/budget period by each contributor. Value of in kind assistance activity, enter the organization's DUNS number contributions should be included on appropriateines as (received from Dun and Bradstreet), enter the complete address of applicable. If the action will result in a dollar change to an the applicant (including country), and name, telephone number, e- existing award, indicate only the amount of the diange. For mail and fax of the person to contact on matters related to this decreases, enclose the amounts in parentheses If both basic application. and supplemental amounts are included, show breakdown on an attached sheet. For multiple program funding use totals and show breakdown usin same cafe ories asitem 15. 6. Enter Employer Identification Number (EIN) as assigned by the 16. Applicants should contact the State Single Point of Contact Internal Revenue Service. (SPOC) for Federal Executive Order 12372 to determine whether the application is subject to the State inter ovemmental review rocess. 7. Select the appropriate letter in 17. This question applies to the applicant organizatbn, not the the space provided. I. State Controlled person who signs as the authorized representative. Categories A. State Institution of Higher of debt include delinquent audit disallowances, bans and B. County Learning taxes. C. Municipal J. Private University D. Township K. Indian Tribe E. Interstate L. Individual F. Intermunicipal M. Profit Organization G. Special District N. Other (Specify) H. Independent School 0. Not for Profit District Or anization 8. Select the type from the following list: 18 To be signed by the authorized representative dthe applicant. • "New" means a new assistance award. A copy of the governing body's authorization foryou to sign • "Continuation" means an extension for an additional this application as official representative must be on file in the funding/budget period for a project with a projected completion applicant's office. (Certain Federal agencies may require that date. this authorization be submitted as part of the application.) • "Revision" means any change in the Federal Government's financial obligation or contingent liability from an existing obligation. If a revision enter the appropriate letter: A. Increase Award B. Decrease Award C. Increase Duration D. Decrease Duration 9. Name of Federal agency from which assistance is being requested with this application. 10. Use the Catalog of Federal Domestic Assistance number and title of the program under which assistance is requested. SF-424(Rev. 7-97) Back P61 O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O C O O O O O O O O O O O O O O O O O (~Q O w O ~ ~ ~ EA 64 fA 64 Efl "~ O O O O CD ~p O O O N O ~ N L > L ~ ~ C O O Z O Z ~ ~ ~ ~ 69 cfl O O o O ~ O O 1 ~ (`0 H O O Q w o ~ ~ w o ~ ~ ~ ~ O O W F- u' ~ O O O O ~ W ~ o Q V ~a o 0 C7 a -a W c~ ~ O c ~ -o t9 a m ti c ~ i Q ~ Z m p m Z ~ _ 0 ~ 64 d9 Z N 69 69 d9 _ W ~ ~ 0 ~ ~ N '~ ~ W ~ ~ ~ y (9 ~p '~ -~ U N W ~ ~ ~ ~ ~ ~ a~ U ~ O "~ t ~ fa ~ N ~ N LL !n ~ p Q ~ ~ O ~~ o '" Z o ~ ~ m a~ ~. ~ co m ~ 0 ~ io •` (~ rn L (0 ~ 0 O rn ''' a`~i c t U U °~ ~ m ~ (~ ~ O c O m C U ~ N 7 o :«. U .. U O ~ m ~ U v, ~' J ~ E ~ c w °~ ° '> o c o ° rn a~ ~ a a~ 'a ~ ~ ~ ~ v Q o ~ ~_ :~ d ° ° ~ ~ ~ f ~ u i ~ m ,c c > ~ > ~ a ~ ~ o c o s .. ~ ~ :a H O c o F- LLo F- w ~ ~ ~ ci -o ai w a~ t ._ .., ~ ~ C~ ~ o O ~ •-- N M ~ to (p ~ O Z f0 O d a Q [D 0 N i Q L a 0 L C O C O Z Z ~_ CH G O Z t... W C7 m P62 N o rn Q > ~° N ~ ~ U Q U N m ~ ~ O ~ T O ~ LL -p 'O ~ f0 d ~ a 0 v 7 O a v 0 J w .O d 7 Q m a .o h c w ~o w N 7 O .~ a INSTRUCTIONS FOR THE SF-424A 'ublic reporting burden for this collection of information is estimated to average 180 minutes per response, including time for reviewi nstructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection nformation. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions educing this burden, to the Office of Management and Budget, Paperwork Reduction Project (0348-0044), Washington, DC 20503. PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET. SEND IT TO THE ADDRESS PROVIDED BY THE SPONSORING AGENCY. General Instructions This form is designed so that application can be made for funds From one or more grant programs. In preparing the budget, adhere to any existing Federal grantor agency guidelines which prescribe how and whether budgeted amounts should be separately shown for different functions or activities within the program. For some programs, grantor agencies may require budgets to be separately shown by function or activity. For other programs, grantor agencies may require a breakdown by function or activity. Sections A, B, C, and D should include budget estimates for the whole project except when applying for assistance which requires Federal authorization in annual or other funding period increments. In the latter case, Sections A, B, ~, and D should provide the budget for the first budget period ;usually a year) and Section E should present the need for Federal assistance in the subsequent budget periods. All applications should contain a breakdown by the object class categories shown in Lines a-k of Section B. Section A. Budget Summary Lines 1-4 Columns (a) and (b) =or applications pertaining to a single Federal grant program ;Federal Domestic Assistance Catalog number) and not requiring a functional or activity breakdown, enter on Line 1 under Column ;a) the Catalog program title and the Catalog number in Column ;b). =or applications pertaining to a single program requiring budget amounts by multiple functions or activities, enter the name of each activity or function on each line in Column (a), and enter the catalog number in Column (b). For applications pertaining to nultiple programs where none of the programs require a Breakdown by function or activity, enter the Catalog program title ~n each line in Column (a) and the respective Catalog number on ;ach line in Column (b). =or applications pertaining to multiple programs where one or Wore programs require a breakdown by function or activity, xepare a separate sheet for each program requiring the Breakdown. Additional sheets should be used when one form foes not provide adequate space for all breakdown of data ~equired. However, when more than one sheet is used, the first gage should provide the summary totals by programs. _ines 1-4, Columns (c) through (g) nor new applications, leave Column (c) and (d) blank. For each ine entry in Columns (a) and (b), enter in Columns (e), (f), and ;g) the appropriate amounts of funds needed to support the project for the first funding period (usually a year). For continuing grant program applications, submit these forms before the end of each funding period as required by the grantor agency. Enter in Columns (c) and (d) the estimated amounts of funds which will remain unobligated at the end of the grant funding period only if the Federal grantor agency instructions provide for this. Otherwise, leave these columns blank. Enter in columns (e) and (f) the amounts of funds needed for the upcoming period. The amount(s) in Column (g) should be the sum of amounts in Columns (e) and (f). For supplemental grants and changes to existing grants, do not use Columns (c) and (d). Enter in Column (e) the amount of the increase or decrease of Federal funds and enter in Column (f) the amount of the increase or decrease of non-Federal funds. In Column (g) enter the new total budgeted amount (Federal and non-Federal) which includes the total previous authorized budgeted amounts plus or minus, as appropriate, the amounts shown in Columns (e) and (f). The amount(s) in Column (g) should not equal the sum of amounts in Columns (e) and (f). Line 5 -Show the totals for all columns used. Section B Budget Categories In the column headings (1) through (4 ), enter the titles of the same programs, functions, and activities shown on Lines 1-4, Column (a), Section A. When additional sheets are prepared for Section A, provide similar column headings on each sheet. For each program, function or activity, fill in the total requirements for funds (both Federal and non-Federal) by object class categories. Line 6a-i -Show the totals of Lines 6a to 6h in each column. Line 6j -Show the amount of indirect cost. Line 6k -Enter the total of amounts on Lines 6i and 6j. For all applications for new grants and continuation grants the total amount in column (5), Line 6k, should be the same as the total amount shown in Section A, Column (g), Line 5. For supplemental grants and changes to grants, the total amount of the increase or decrease as shown in Columns (1)-(4), Line 6k should be the same as the sum of the amounts in Section A, Columns (e) and (f) on Line 5. Line 7 -Enter the estimated amount of income, if any, expected to be generated from this project. Do not add or subtract this amount from the total project amount, Show under the program SF-424A (Rev. 7-97) Page 3 P63 OMB Approval No. 0348-0040 ASSURANCES -NON-CONSTRUCTION PROGRAMS Public reporting burden for this collection of information is estimated to average 15 minutes per response, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork Reduction Project (0348-0040), Washington, DC 20503. PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET. SEND IT TO THE ADDRESS PROVIDED BY THE SPONSORING AGENCY. NOTE: Certain of these assurances may not be applicable to your project or program. If you have questions, please contact the awarding agency. Further, certain Federal awarding agencies may require applicants to certify to additional assurances. If such is the case, you will be notified. As the duly authorized representative of the applicant, I certify that the applicant:: 1. Has the legal authority to apply for Federal assistance and the institutional, managerial and financial capability (including funds sufficient to pay the non-Federal share of project cost) to ensure proper planning, management and completion of the project described in this application. 2. Will give the awarding agency, the Comptroller General of the United States and, if appropriate, the State, through any authorized representative, access to and the right to examine all records, books, papers, or documents related to the award; and will establish a proper accounting system in accordance with generally accepted accounting standards or agency directives. 3. Will establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain. 4. Will initiate and complete the work within the applicable time frame after receipt of approval of the awarding agency. 5. Will comply with the Intergovernmental Personnel Act of 1970 (42 U.S.C. §§4728-4763) relating to prescribed standards for merit systems for programs funded under one of the 19 statutes or regulations specified in Appendix A of OPM's Standards for a Merit System of Personnel Administration (5 C.F.R. 900, Subpart F). 6. Will comply with all Federal statutes relating to nondiscrimination. These include but are not limited to: (a) Title VI of the Civil Rights Act of 1964 (P. L. 88-352) which prohibits discrimination on the basis of race, color or national origin; (b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§1681- 1683, and 1685-1686), which prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Previous Edition Usable Act of 1973, as amended (29 U.S.C. §794), which prohibits discrimination on the basis of handicaps; (d) the Age Discrimination Act of 1975, as amended (42 U.S.C. §§6101-6107), which prohibits discrimination on the basis of age; (e) the Drug Abuse Office and Treatment Act of 1972 (P. L. 92-255), as amended, relating to nondiscrimination on the basis of drug abuse; (f) the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P. L. 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism; (g) §§523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. §§290 dd-3 and 290 ee 3), as amended, relating to confidentiality of alcohol and drug abuse patient records; (h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. §§3601 et seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; (i) any other nondiscrimination provisions in the specific statute(s) under which application for Federal assistance is being made; and, Q) the requirements of any other nondiscrimination statute(s) which may apply to the application. Will comply, or has already complied, with the requirements of Titles II and III of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646) which provide for fair and equitable treatment of persons displaced or whose property is acquired as a result of Federal orfederally-assisted programs. These requirements apply to all interests in real property acquired for project purposes regardless of Federal participation in purchases. 8. Will comply, as applicable, with provisions of the Hatch Act (5 U.S.C. §§1501-1508 and 7324-7328) which limit the political activities of employees whose principal employment activities are funded in whole or in part with Federal funds. Authorized for Local Reproduction Standard Form 4248 (Rev. 7-97) Prescribed by OMB Circular A-102 P64 9. Will comply, as applicable, with the provisions of the Davis- Bacon Act (40 U.S.C. §§276a to 276a-7), the Copeland Act (40 U.S.C. §276c and 18 U.S.C. §874), and the Contract Work Hours and Safety Standards Act (40 U.S.C. §§327- 333), regarding labor standards for federally-assisted construction subagreements. 10. Will comply, if applicable, with flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Act of 1973 (P.L. 93-234) which requires recipients in a special flood hazard area to participate in the program and to purchase flood insurance if the total cost of insurable construction and acquisition is $10,000 or more. 11. Will comply with environmental standards which may be prescribed pursuant to the following: (a) institution of environmental quality control measures under the National Environmental Policy Act of 1969 (P.L. 91-190) and Executive Order (EO) 11514; (b) notification of violating facilities pursuant to EO 11738; (c) protection of wetlands pursuant to EO 11990; (d) evaluation of flood hazards in floodplains in accordance with EO 11988; (e) assurance of project consistency with the approved State management program developed under the Coastal Zone Management Act of 1972 (16 U.S.C. §§1451 et seq.); (f) conformity of Federal actions to State (Clean Air) Implementation Plans under Section 176(c) of the Clean Air Act of 1955, as amended (42 U.S.C. §§7401 et seq.); (g) protection of underground sources of drinking water under the Safe Drinking Water Act of 1974, as amended (P.L. 93-523); and, (h) protection of endangered species under the Endangered Species Act of 1973, as amended (P.L. 93- 205). 12. Will comply with the Wild and Scenic Rivers Act of 1968 (16 U.S.C. §§1271 et seq.) related to protecting components or potential components of the national wild and scenic rivers system. 13. Will assist the awarding agency in assuring compliance with Section 106 of the National Historic Preservation Act of 1966, as amended (16 U.S.C. §470), EO 11593 (identification and protection of historic properties), and the Archaeological and Historic Preservation Act of 1974 (16 U.S.C. §§469a -1 et seq.). 14. Will comply with P.L. 93-348 regarding the protection of human subjects involved in research, development, and related activities supported by this award of assistance. 15. Will comply with the Laboratory Animal Welfare Act of 1966 (P.L. 89-544, as amended, 7 U.S.C. §§2131 et seq.) pertaining to the care, handling, and treatment of warm blooded animals held for research, teaching, or other activities supported by this award of assistance. 16. Will comply with the Lead-Based Paint Poisoning Prevention Act (42 U.S.C. §§4801 et seq.) which prohibits the use of lead-based paint in construction or rehabilitation of residence structures. 17. Will cause to be performed the required financial and compliance audits in accordance with the Single Audit Act Amendments of 1996 and OMB Circular No. A-133, "Audits of States, Local Governments, and Non-Profit Organizations." 18. Will comply with all applicable requirements of all other Federal laws, executive orders, regulations, and policies governing this program. SIGNATURE O UTHORIZED CERTIFYING~OF~FI~CIAL TITLE/~ ~ -/ APPLICANT O~-RGANIZATION / DATE SUBMITTED / % ~~ y~y~~tJ/s9 L~~f~ L. - zL _o'f Y Standard Form 4246 (Rev. 7- 97) Back P65 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-21-09 ITEM NUMBER: 11 Budget Amendment-School Bond Fund SUBJECT/PROPOSAL/REQUEST: ACTION: Yes INFORMATION: Additional Appropriation of Bond Funds needed to complete FY2008-2009 STAFF CONTACT(S): Sleeper. VanDerHvde CONSENT AGENDA: ACTION: ATTACHMENTS: Yes INFORMATION: BACKGROUND: The Bond Referendum of $70 million was passed in November to renovate the four County High Schools. Construction on all four high schools is currently underway. DISCUSSION: The School Bond Fund was in the red by $10,348,312.86 at 6/30/09. Attached is a school bond report through the end of June that shows all expenditures to date and the current cash balance available in the bond fund. An appropriation of bond funds is needed to cover the budget deficit. This budget amendment was properly advertised for Public Hearing in the Star Tribune on Wednesday, 7-08-09. A copy of this advertisement is attached. RECOMMENDATION: Staff recommends that the Board of Supervisors approve and appropriate $10,348,312.86 to the School Bond Fund from existing bond proceeds according to the attached budget documents. P66 Page 8B-StarTribune, Chatham,Virginia, Wed., July 8, 2009 Johnson named Virginia State University Alumnus of the Year Dr. Mildred Fitzgerald Johnson, a native of Chatham and graduate of Northside High School, received the prestigious honor of Alumnus of the Year recently at Virginia State Uni- versity's 2009 Annual Commence- ment Convocation at the Richmond Coliseum. A copy of Johnson's resolution will be encased and maintained perma- nently in the archives of the univer- sity. Johnson has served as national alumni president, regional represen- tative, Greater Philadelphia Area Chapter president in three dil7~erent decades-with the distinction of 53 uninterrupted years of active service and a life membership. She received the NAFEO Distin- guished Alumni Award in 1980 and Philadelphia Chapter Alumnus-of- the-YeazAwsrd in 2006. Johnson's lifetime accomplish- ments are complemented by personal contributions made to support the mis- sion of the university and the alumni association. "I believe very strongly that to whom much is given, much is re- quired," she said. "I also like the Chi- nese proverb that says: If your vision is for one year, plant rice. If your vi- sion is for 10 years, plant a tree. If your vision is for 100 years, educate the children. "Because our parents, the late Mary Price and Wilmer Fitzgerald, did not have an opportunity to get an educa- tion beyond third grade, they saw to it that their children (the late Lt. Col. Wilmer Fitzgerald, Faye, Aubrey, Doris, Phyllis, Lee, and AI) received a good education-five of eight at- tended Virginia State University for undergraduate work. Johnson is the founding chairman of the Virginia State University Class of 1956 Scholarship Endowment Fund, and is frequently called on to speak and recruit for Virginia State University. More than 35 }ears of experience in education at all levels has led her from classroom teacher to supervi- sor of college practicum students for Norfolk State University, The Com- munity College of Philadelphia, and Temple University; from Department Chair, to University Tenured Profes- sor and Interim Vice President of Finance/Administration at Cheyney University of Pennsylvania. She has served as executive director for several organizations, including the National Technical Association of Scientists & Engineers in Washing- ton, D.C., from 1991 to 2000. Johnson, recipient of the 1952 salu- tatorian scholarship to Virginia State University, received her bachelor's degree in business education in 1956. She earned a master's degree in education in 1965 and doctorate in education in 1975 from Temple Uni- versity. She obtained the title of Master Teacher early in her career and has been recognized locally and nation- ally for her exemplary leadership, professionalism, and service to the teaching profession. Johnson has been recipient of nu- merous honors, citations, resolutions and awards which include the Ch- isholm Unsung Shero Award by the International Caucus of Women of the African Diaspora, African Ameri- can Women "Movers and Shakers" Award; Congressional Achievement Award -saluting NTA's National 3T Mentor Program and Top Women Achievers. She developed, copyrighted and executed [he program: Technologists (Scientists) Mentor Teachers and Targeted students and their parents. Many NTA chapters implemented this program throughout the country. Johnson is a trustee of Zion Baptist Church in Philadelphia where she is the founding chairman of [he Leon Howard Sullivan Humanitarian Leg- acy Awards program. She indicated that throughout her career in education, the push for ex- cellence has been equally important to her as active participation in pro- fessional, civic, community and reli- gious activities--with the total support of her husband, Lonnie C. Johnson, and daughters: Pamela Johnson- Banks, Valerie D. Johnson and Carol J. Jones. Permits Continued from page 7B ground, Cedar Road, $1,2110. Betty 1. Adkins, Afton Road, Danville, accessory building, Afton Road, $4.500. Suttertae Inc., Chatham, upgrade to 200 amps, Main Street, $8W. Dorothy Monroe, Allan Creek Road, Gretna, replacment dwelling, Allan Creek Road, $63,0(x). Karen Crone Dowdy, Samuel Road. Danville, accessory building, Samuel Road, $4,2W. John Christopher Fortney, Smith Moun- tain Road, Penhook, accessory building, Smith Mountain Road, $18,000. Concealed Weapons Concealed hand- Gard 1r. of Dan- vine. Annie Mae B. gun permits granted vine. Betty Oakes Hanks of Danville. for June in Pittsyl- Roy lautenbach Hirsch of Danville. Kimberly Sue vania County Cir- of Chatham. JackAllyn Hirsch Westerburg of San- cuit Court include: James Oliver of Danville. dy Level. Patricia Twiford Reynolds Jr. of Cal- Donald Lee Bing- Steven Allen Bolton of Danville. lands. ham of Ringgold. Westerburg of San- Denise Walker John Manin Gar- Carolyn Sue dy Level. Garrett of Ring- ret[ of Ringgold. Eanes Shelton of Willie Harry gold. Stonewall Jack- Ringgold. Watson of Dan- Steven Gosney son Motley of Stanley Dean vine, Jones of Ringgold. Blahs. Conway of Cha- Shannon Ashby Howard Wash- William Earle thorn. Hines of Hurt. ington Bolton III of McKissick of Cha- patriciaAnnCon- William John Danville. thorn. way of Chatham. Smith of Gretna. Derrick Lamont June Hunt Bu- Brian Gardner Rita Ann Chil- Kirby of Blairs. cltanan of Chatham. Foster of Danville. dress of Blairs. Kenneth Ray Amanda Osborne Tiffany Devon Roger Claude Williams of Dry Sutherlin oC Gretna. Clark of Danville. Cousins of Axton. Fork. Alfred Dale Mer- Glen Darnel Ronda Tatum NOT7CE OF PUBLIC HEARING TM Board of Sttprn isas of Piurylvmw County will fold a public karma N the Cieot7al Distria Cowrtoan N the Edwin R. Shields Ctxrdtouse Addition in Chatham, Virginia on Tuesday. July 21.:009 at 7:00 p.m. to hru atirat ~ an ai antetdmern a tM rnunry 'I budge fm final year ?008-?009. A complete roPY of dte atttcadmrnt a Ote rwmy i budgtl is asmiL•dtle fa public eaamittatiott at the Canny Admmisuabr's OOlte, ? l Nonb i Main SIra1, [fathom. Vugitxa. Marday Urough Friday. 8110 a.m. to 5.110 p.m. Bndgtl Atacadtoeat I4~4 R VENUES Cuncm Budgeted Recctttta 5181'J2.576.75 Crrnaal Obligation Bond Proatids Series 2008A &20088 10,318312.86 Proptased Aoeotled Revtattes S 191,591,tl89.61 E1IPE.VDITI;ttES Ctttttnt Budgaed Etpcttdittues S 18142,576.75 High Srhool Rrnoratiou F~pcadittacs 10}18,3tZ86 Propattd Aaseoded Etpndinns S (91S90J189b1 NOTICE SPECIAL COMMISSIONER'S SALE OF REAL. ESTATE Pursuant to the terms of those certain Decrees of Sale front the Circuit Court of Pittsylvaaia County, the undersigned Special Commisaloner will otter for sale at public auction the following described real estate, io the General District Court Room of the Ceaeral District Court Buildin); of Pittsylvania County, at it Bank Street, Chatham, Virginia, on July 25, 2009 at 10:00 a.m. The sale is subject to the following terms and conditions sad terms and conditions which may be announced the day of sale: PROPER`fY OWNER(S) DESCRIPTION TAX MAP NUMBER Ann P. Buchanan 2.OSA Campview Rd. wJdwelling 1399-I8-8515 Danville, Va -- Nr Sharon Area .4nn P. Buchanan Lots 24 & 25 L. R. & J. W. 1399-27-1926 Wyatt Sub. Campvicw Rd. Danville Arca Phillip D. Chapman 3880 Scott Jacobs Memorial 2553-61-1201 Drive -- Brick dwelling wish Severe fire damage-- Gretna Area Gilmer M. Gammon .41 Acres Gammon's lake Rd. 149b-21-7RR6 Chatham Arca " P67"' Chatham native Dr. Mildred Fitzgerald Johnson (left) recently was named Alumnus of the Year by Virginia State University. KIM*INCOME.STATEMENT 15:32:16 15 JUL 2009 Page 1 PITTSYLVANIA COUNTY Income Statement Report dates 07/01/2008 - thru - 06/30/2009 ACTUAL ACTUAL ACCOUNT NUMBER DESCRIPTION CURRENT Y-T-D ENCUMBRANCE APPROPRIATION BUDGET BALANCE % YTD 410-3-000000-150102 INTEREST ON INVESTMENTS -90351.56 -732036.19 0.00 0.00 0.00 -732036.19 0.00 410-3-000000-410401 SCHOOL BOND ISSUES 0.00 -59240044.60 0.00 9941100.00 9941100.00 -49298944.60 595.9 410-3-000000-410502 CARRYOVERS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 TOTAL - -90351.56 -59972080.79 0.00 9941100.00 9941100.00 -50030980.79 Total Revenue -90351.56 -59972080.79 0.00 9941100.00 9941100.00 -50030980.79 410-4-094403-821200 CONSTRUCTION 0.00 13736.00 0.00 0.00 0.00 -13736.00 0.00 TOTAL - GRETNA MIDDLE SCHOOL 0.00 13736.00 0.00 0.00 0.00 -13736.00 0.00 410-4-094412-283000 MOVING 3000.51 3000.51 0.00 0.00 0.00 -3000.51 0.00 410-4-094412-315100 LEGAL 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094412-316100 CONSULTANTS-INSPECTIVE TESTI 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094412-316210 CONSULTANTS-PROJECT MANAGER 22499.88 22499.88 0.00 0.00 0.00 -22499.88 0.00 410-4-094412-316300 CONSULTANTS-ENGINEERING -10737.14 591237.01 0.00 1300000.00 1300000.00 708762.99 45.48 410-4-094412-350000 PRINTING 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094412-511000 UTILITIES 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094412-513000 WATER & SEWER 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094412-580000 MISCELLANEOUS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094412-583999 CONTINGENCIES 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094412-589900 ADMINISTRATIVE 0.00 13926.48 0.00 0.00 0.00 -13926.48 0.00 410-4-094412-810200 FURNITURE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094412-810700 VOICE/VIDEO DATA EQUIPMENT 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094412-811300 FUEL EQUIPMENT RELOCATION 31398.54 31398.54 0.00 0.00 0.00 -31398.54 0.00 410-4-094412-811400 MOBILE UNIT RELOCATION 24712.48 24712.48 0.00 0.00 0.00 -24712.48 0.00 410-4-094412-821200 CONSTRUCTION 1142285.07 4173147.00 0.00 1185275.00 1185275.00 -2987872.00 352.0 410-4-094412-822000 PARKING LOTS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094412-822100 LANDSCAPING 0.00 0.00 0.00 0.00 0.00 0.00 0.00 TOTAL - TUNSTALL HIGH SCHOOL 1213159.34 4859921.90 0.00 2485275.00 2485275.00 -2374646.90 0.00 410-4-094413-283000 MOVING 2718.68 2718.68 0.00 0.00 0.00 -2718.68 0.00 410-4-094413-315100 LEGAL 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094413-316100 CONSULTANTS-INSPECTIVE TESTI 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094413-316210 CONSULTANTS-PROJECT MANAGER 22499.88 22499.88 0.00 0.00 0.00 -22499.88 0.00 410-4-094413-316300 CONSULTANTS-ENGINEERING -10737.14 591237.01 0.00 1300000.00 1300000.00 708762.99 45.48 410-4-094413-350000 PRINTING 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094413-511000 UTILITIES 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094413-513000 WATER & SEWER 0.00 0.00 0.00 0.00 0.00 0.00 0.00 P68 KIM*INCOME.STATEMENI 15:32:16 15 JUL 2009 Page 2 PITTSYLVANIA COUNTY Income Statement Report dates 07/01/2008 - thru - 06/30/2009 ACTUAL ACTUAL ACCOUNT NUMBER DESCRIPTION CURRENT Y-T-D ENCUMBRANCE APPROPRIATION BUDGET BALANCE % YTD 410-4-094413-580000 MISCELLANEOUS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094413-583999 CONTINGENCIES 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094413-589900 ADMINISTRATIVE 0.00 13926.48 0.00 0.00 0.00 -13926.48 0.00 410-4-094413-810200 FURNITURE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094413-810700 VOICE/VIDEO DATA EQUIPMENT 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094413-811300 FUEL EQUIPMENT RELOCATION 571.75 571.75 0.00 0.00 0.00 -571.75 0.00 410-4-094413-811400 MOBILE UNIT RELOCATION 25610.83 25610.83 0.00 0.00 0.00 -25610.83 0.00 410-4-094413-821200 CONSTRUCTION 835018.17 3337962.00 0.00 1185275.00 1185275.00 -2152687.00 281.6 410-4-094413-822000 PARKING LOTS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094413-822100 LANDSCAPING 0.00 0.00 0.00 0.00 0.00 0.00 0.00 TOTAL - DAN RIVER HIGH SCHOOL 875682.17 3994526.63 0.00 2485275.00 2485275.00 -1509251.63 0.00 410-4-094414-283000 MOVING 2997.51 2997.51 0.00 0.00 0.00 -2997.51 0.00 410-4-094414-315100 LEGAL 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094414-316100 CONSULTANTS-INSPECTIVE TESTI 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094414-316210 CONSULTANTS-PROJECT MANAGER 22499.87 22499.87 0.00 0.00 0.00 -22499.87 0.00 410-4-094414-316300 CONSULTANTS-ENGINEERING -10737.13 589270.52 0.00 1300000.00 1300000.00 710729.48 45.33 410-4-094414-350000 PRINTING 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094414-511000 UTILITIES 67395.22 67395.22 0.00 0.00 0.00 -67395.22 0.00 410-4-094414-513000 WATER & SEWER 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094414-580000 MISCELLANEOUS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094414-583999 CONTINGENCIES 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094414-589900 ADMINISTRATIVE 0.00 13926.48 0.00 0.00 0.00 -13926.48 0.00 410-4-094414-810200 FURNITURE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094414-810700 VOICE/VIDEO DATA EQUIPMENT 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094414-811300 FUEL EQU[PMENT RELOCATION 18483.00 18483.00 0.00 0.00 0.00 -18483.00 0.00 410-4-094414-811400 MOBILE UNIT RELOCATION 7002.02 7002.02 0.00 0.00 0.00 -7002.02 0.00 410-4-094414-821200 CONSTRUCTION 1859838.88 5573923.76 0.00 1185275.00 1185275.00 -4388648.76 470.2 410-4-094414-822000 PARK]NG LOTS 31059.61 31059.61 0.00 0.00 0.00 -31059.61 0.00 410-4-094414-822100 LANDSCAPING 0.00 0.00 0.00 0.00 0.00 0.00 0.00 TOTAL - CHATHAM HIGH SCHOOL 1998538.98 6326557.99 0.00 2485275.00 2485275.00 -3841282.99 0.00 410-4-094415-283000 MOVING 3037.54 3037.54 0.00 0.00 ----- 0.00 ------------ -3037.54 ----- 0.00 410-4-094415-315100 LEGAL 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094415-316100 CONSULTANTS-INSPECTIVE TESTI 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094415-316210 CONSULTANTS-PROJECT MANAGER 22499.87 22499.87 0.00 0.00 0.00 -22499.87 0.00 410-4-094415-316300 CONSULTANTS-ENGINEERING -10737.13 589270.52 0.00 1300000.00 1300000.00 710729.48 45.33 410-4-094415-350000 PRINTING 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094415-511000 UTILITIES 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094415-513000 WATER & SEWER 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094415-580000 MISCELLANEOUS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 410-4-094415-583999 CONTINGENCIES 0.00 0.00 0.00 0.00 0.00 0.00 0.00 P69 KIM*1NCOME.STATEMENT DESCRIPTION PITTSYLVANIA COUNTY Income Statement Report dates 07/01/2008 - thru - 06/30/2009 ACCOUNT NUMBER 410-4-094415-589900 ADMINISTRATIVE 410-4-094415-810200 FURNITURE 410-4-094415-810700 VOICE/VIDEO DATA EQUIPMENT 410-4-094415-811300 FUEL EQUIPMENT RELOCATION 410-4-094415-811400 MOBILE UNIT RELOCATION 410-4-094415-821200 CONSTRUCTION 410-4-094415-822000 PARKING LOTS 410-4-094415-822100 LANDSCAPING 15:32:17 15 JUL 2009 Page 3 ACTUAL ACTUAL CURRENT Y-T-D ENCUMBRANCE APPROPRIATION BUDGET BALANCE % YTD 0.00 13926.48 0.00 0.00 0.00 -13926.48 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 17334.49 17334.49 0.00 0.00 0.00 -17334.49 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1710836.95 4436526.44 0.00 1185275.00 1185275.00 -3251251.44 374.3 12075.00 12075.00 0.00 0.00 0.00 -12075.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 TOTAL - GRETNA HIGH SCHOOL 1755046.72 5094670.34 0.00 2485275.00 2485275.00 -2609395.34 0.00 Total Expense 5842427.21 20289412.86 0.00 9941100.00 9941100.00 -10348312.86 0.00 TOTAL 410 BOND FUND - SCHOOLS ------------ 5752075.65 ------------ --- -39682667.93 -------- - 0.00 ------------ 19882200.00 ------------ 19882200.00 ------------ ----- -60379293.65 ***,r******** ***********v. *****f,t,t*** *tr,r********** ************ *****,+****** ****ir REVENUES - EXPENSES 5752075.65 -39682667.93 0.00 19882200.00 19882200.00 -60379293.65 ************ ************ *****.***** **,r***,.****** ************ ************ ***** P70 UNFINISHED BUSINESS PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Carryover Funds -Wellness Program SUBJECT/PROPOSAL/REOUEST: Sheriffs Wellness Program "I'AFF C(~~'~'TACT(S): AGENDA DATE: 07-21-09 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 12 INFORMATION: INFORMATION: Mr. William D. Sleeper REVIEWED BY: BACKGROUND: The Sheriff has been working on a wellness program operated out of the Sheriff's office to authorize personnel to work with an entity that would help provide employee physical examinations and to maintain a process of reviewing these employees. DISCUSSION: The County of Pittsylvania, as directed by the Board of Supervisors, has been looking at this through several vendors also. We told the Sheriff that we needed to wait on this project until we had done a Request for Proposal. Therefore, the Sheriff is requesting to carryover $23,386.78 from his 2009 budget to have sufficient funds to cover this wellness program in the 2010 budget. This request was presented at the July 6`h meeting and a motion to appropriate $23,387.43 carryover, the amount submitted by the Sheriff s office on July 6`h, was made by Mr. Pritchett, seconded by Mr. Barber. This item required a 10-day layover, which has been met. Since the final carryover amount is $.651ess than the original motion, the motion should be re-stated to reflect the final carryover amount. RECOMMENDATION: Staff recommends the Board of Supervisors appropriate $23,386.78 to the Sheriff's 2010 budget (100-4-031200- 3115). P71 SY-~~c[Fp *~ b /~ • ~;~ _ ~ ~, `~'rC~9'' v~. ~~ 'h%~ coif aaic~cw ~ay~.- Sheriff the Office of the Sheriff Pittsylvania Countla/ Phone (434) 432-7800 or (434) 656-62» ,~'ax (q34) 432-783 EmaiC- pcso@pittgov.org ~We6site - ~x~~v~vpittsyCvaniasheriff.org June 12, 2009 William D. Sleeper, County Administrator Pittsylvania County P.O. Box 407 Chatham, Virginia 24531 Re: Carry-Over Funds Dear Dan: _: ~ ~G~red~f~ '~;_ ,,. .; r.~` ggency - P.O Box 407 Cftatham, "b.~l 2453 I've learned that requisition 12147 requesting $23, 387.43 to pay for employee physicals for implementing a Wellness Program for the Sherii~'s Office would not be authorized due limits set by county procurement policy. For that reason I am preparing a request for proposal for this program in order to comply with policy. I as well understood there may be interest in expanding the program to include all county employees; if this is true, the additional numbers would impact the proposal and I will include those numbers as well. I discussed with four Board of Supervisor members, the Wellness model, its costs and benefits associated with the curriculum. Each member thinks the program is needed and pledged their support. I ask for your recommendation that $23,387.43 from this year's budget line item "Employee Physical Examinations", 100-4-031200-311500 be carried over to the 2009-20101ine item100-4-031200-311500 to facilitate the process. Thank you for your attention in this matter of mutuRl inter~t. With kindest regards I'm, gel W. Taylor Sheriff Cc: Kim Vanderhyde, Director of Finance P72 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Carryover Funds -Sheriff Department and Jail Annex SUBJECT/PROPOSAL/REOUEST: Carryover the Balance of Funds for Jail Annex STAFF CONTACT(S): Mr. William D. Sleeper AGENDA DATE: 07-21-09 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 13 INFORMATION: INFORMATION: BACKGROUND: The Honorable Mike Taylor is requesting the Board of Supervisors to allow the balance of unexpended funds from 2008-2009 Budget for both the Sheriff's office and Jail to be carried over to support the retrofitting and maintenance of the County's new jail annex, Camp 15. DISCUSSION: The amount remaining that would be available for carryover to the 2010 budget is as follows: Balance at 6/30/09 $283,075.25 Extra Assigned Duty 5,572.17 June Additions 1,348.00 Jail Deficiency (12,622.87) Designated Sheriff's Programs (31,128.44) Wellness Program (23,386.781 TOTAL AVAILABLE FOR JAIL ANNEX $222,857.33 This recommendation was presented at the July 6`h meeting. A motion to appropriate $245,789.45 from the balance of carryover funds was made by Mr. Pritchett, seconded by Mr. Snead. Motion needs to be re-stated to reflect the balance of available carryover funds as $222.857.33, a difference of $22,932.12 less than the original motion, due to end-year adjustments in the balance of the carryover funds. RECOMMENDATION: Staff recommends the Board of Supervisors approve and appropriate a carryover of funds in the amount of $222,857.33 to the Sheriffs 2010 budget for expenditures incurred for the new Jail Annex. P73 ~'he Office of the Sheriff ~ reo, ~``2- ~'~~~ G t Pittsylvania Count ~`~ ~°' PCtone (434) 432-7800 or (434) 65G-62n ~'ax (434) 432-7813 ~'.""""`' ~; EmaiC-peso@pittgov.org ~We6site - ~+~~+~w.pittsyCvaniasher~org ~k`: ggenc~ 9-dicfiaeCW. 7ayCor Sheriff June 18, 2009 William D. Sleeper, County Administrator Pittsylvania County P.O. Box 407 Chatham, Virginia 24531 Re: Carry-Over Funds for the Jail Annex Dear Dan: P.O BOX 407 Cfiat(uim, "V.sl 24531 I request your recommendation to the Board to allow the balance of unexpended funds from the 2008-2009 budgets from both the Sheriff Office and Jail be carried over to support retrofitting and maintaining what will be the county's jail annex. The Sheriff s Office is now experiencing weekly upkeep costs in manpower and equipment due to the fact that the properties have in actuality been handed over to the county. By carrying over these identified funds, resources will be available for the immediate upkeep of the buildings and grounds. Thank you for your attention in this matter of importance. With kindest regazds I'm, Sheriff Cc: The Honorable Coy E. Harville, Chairman, Boazd of Supervisors Kim Vanderhyde, Director of Finance P74 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-21-09 ITEM NUMBER: 14 Budget Amendment -Jail ACTION: Yes INFORMATION: SUBJECT/PROPOSAL/REQUEST: Additional Local Funding needed to complete FY2008-2009 CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): Sleeper, VanDerHvde ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: As you are aware, the Jail is extremely overcrowded. Because of this overcrowding issue, the Jail's budget had insufficient funds to complete fiscal year 2008-2009. DISCUSSION: Attached is a letter from Sheriff Mike Taylor addressing the Jail's overage at year end. As Sheriff Taylor's letter states, the overall Jail budget was deficient by $13,588.57. This overage was due primarily to the expenditures incurred for external boarding of prisoners. Expenditures for this line item totaled $397,231. Upon review of the Jail's budget, a total of $12,622.87 is actually needed at this time because Extradition monies will be appropriated and added back to the Jail's budget. This request was presented at the July bin meeting and a motion was made by Mr. Ingram, seconded by Mr. Barber, to approve a transfer from the Sheriff's budget to the Jail Budget in the amount of $13,588.57, which required a 10-day layover that has been met. Motion needs to be re-stated to reflect the $12,622.87 transfer, a difference of $965.70 less than the original motion. RECOMMENDATION: Staff recommends the Board of Supervisors approve a transfer from the Sheriff's budget to the Jail budget to cover overages for FY2008-2009 in the amount of $12,622.87. P75 5NE Rl~eR ~r'I "`~~,~ by~V--t141 c~G ~ * ~6•~ ~~ ~~je ®tffce o~ t~je ~~jerift ~~ ~~~ ~yFbRf~ o~~ ~ittgprbar~ta ~ountp . Y+ . ~' + # ~ y ~ ~fjeriff July 1, 2009 William D. Sleeper, County Administrator Pittsylvania County P.O. Box 407 Chatham, Virginia 24531 Re: Jail Budget Deficit Dear Dan: As was previously foreseen, we had a budget deficit in line item # 033100-317400 -Boarding of Prisoners -External. The total amount of the shortfall as of the 6/30 income statement is $13,588.57. This is an expense that we anticipate eliminating with the refitting of the current Diversion Center as the Pittsylvania County Jail Annex. As for now though, we are asking that the Board of stated above in their meeting of July 6, 2009. Thank you ar gel W. l Sheriff Cc: Kim Van Der Hyde, Director of Finance Carrol L. Myers, Major MWT/sc appropriate funds in the amount ~t regards, I'm, P. O. BOX 407 • CHATHAM, VIRGINIA 24531 • (434) 432-7800 • (434) 656-6211 FAX (434) 432-7823 • EMAIL: pcso@pittgov.org • www.pittsylvaniasheriff.org P76 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-21-09 ITEM NUMBER: 15 Budget Amendment -Electoral Board SUBJECT/PROPOSAL/REQUEST: ACTION: Yes INFORMATION: Additional Appropriation needed to complete FY 2008-2009 STAFF CONTACT(S): Sleeper, VanDerHvde CONSENT AGENDA: ACTION: ATTACHMENTS: No INFORMATION: BACKGROUND: The Electoral Board is responsible for conducting elections for the town and county. This Board is made up of three members and their budget is used to pay these members as well as election officials. DISCUSSION: The Electoral Board's budget was in the red by $6,916.64 at 6/30/09. This deficit was due to the democratic primary that was held in June 2009. This request was presented at the July 6~' meeting . A motion was made by Mr. Barber, seconded by Mr. Pritchett, to appropriate $6,916.64 from unappropriated surplus to the Electoral Board's budget. This motion required a 10-day layover, which has been met. RECOMMENDATION: Staff recommends that Board of Supervisors appropriate an additional $6,916.64 to the Electoral Board's Budget from unappropriated surplus. P77 NEW BUSINESS PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY ~ AGENDA TITLE: Donald Hart - President of the Virginia Association of Counties (VACO) SUBJECT/PROPOSAL/REOUEST: Donald Hart -President of the Virginia Association of Counties 'I STAFF CONTACT(S): Mr. William D. Sleeper AGENDA DATE: 07-21-09 ACTION: CONSENT AGENDA: ACTION: ~ ATTACHMENTS: No REVIEWED BY: ITEM NUMBER: 16 INFORMATION: INFORMATION: BACKGROUND: As his new role as president of VACo, Mr. Donald Hart is trying to visit all the Counties in Virginia and let them know important they are to the State and to VACo. DISCUSSION: Mr. Hart plans to make a brief presentation to the Board of his goals in his role as the current president of VACo. RECOMMENDATION: Staff submits this item for the Board's consideration. P78 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Request for Waiver of Landfill Tipping Fee SUBJECT/PROPOSAL/REOUEST: Request for Waiver-Landfill g~T.A f~ f~ ~'ONTACT(S): Mr. William D. Sleeper AGENDA DATE: 07-21-09 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 17 INFORMATION: INFORMATION: BACKGROUND: The Board of Supervisors passed an ordinance that establishes the requirements for utilization and commercial dumping in the Pittsylvania County Landfill and has set a tonnage fee of $41 per ton. Attached here, you will find a letter from Floyd Simpson, Jr., 11881 Franklin Turnpike, Chatham, Virginia. The letter is requesting the Pittsylvania County Board of Supervisors waive the tipping fee for at least 10 loads of trash and debris being removed from the right-of--ways of the old RT 41, the road of which runs through the property of Floyd Simpson, Jr. Not knowing the actual weight of the debris, the normal large truck is a 20-ton dump truck with l O loads at 20 tons per load would be 200 tons and at $41 per ton is $8,200 of estimated value at this time. The actual weights may be different. RECOMMENDATION: Staff submits this item for the Board of Supervisors for their review and consideration. P79 _-_ - -------- C ha-}-horn ~a ail s~ ~ _ ~ Q-~ l~ N i~~ ~- ~c~ can ~~ l~h i ~h i~ N o i `I"h ~ ~ I~.o ad ~i .u -~~~'~_m~+~.d ------.gin `rho - -- _ ~id~ ----_~_ _~ __ U 5 ~~---- - ~r~ o, _ . - ~_aC_ k _ h~or- _~ <I 1 c~n~ r tvr~ u ~~ . l5 -~t' ou~h Mtn '~Np _ _ h+ - 2C~0 - _ ~d~ .`--_ - --- ------ - - - -- ~-----o~d_ i~~.d-- ~a~-_- _ _- I--~~ h Chu -r~ ~ - - ~ Q.r? ~- - -- ~ _ _r~ch _ , ~ ~~.d ~--~h~ _ > ~ l -Q~, ~ k~ ~o Cle q_ _,r~ ~.~ Se~-~-I' ~__ ~.+ I l az~r ~ k3~K- ~~--- ---- - ~~k', WI~~~,h z ol,m ~~ Q ~~ ~-~a,n cam. l.J ~-~h . _ __ _ - s {- ~,~~ ~~ C~-t--- ------- toads --- - - -- `fi~C~,n -C___ you ~c~r- _- ~u. r __ ~ C2~151~~fc.~ ~i,~ _ 1 -- - - - -- - -- ~ _ ---- --- -_ - - - __ -- -------------- - --- - ~~~L _- ~.~~- - 33~~ _- oS 86' w oR~ - ~3 ~ - 7e~G' - o v 2 / P80 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Request for Tax Exempt -Non-Profit Organization S U BJ ECT/PROPOSA L/REQUE ST: Request for Exempt to Vehicles STAFF CONTACT(S): AGENDA DATE: 07-21-09 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 18 INFORMATION: INFORMATION: Mr. William D. Sleeper REVIEWED BY: BACKGROUND: Roy E. St. John of the Sky Cross, Inc., Harbor Drive, Hurt, Virginia, has requested the Board of Supervisors to approve tax exemption for atax-exempt charity in the amount of $505 for two vehicles that are identified in the attached information. DISCUSSION: In order for the Board of Supervisors to exempt this information or these vehicles, the Board of Supervisors must hold a public hearing and amend Pittsylvania County Code 6-6.3 listing a value of these vehicles and their owner and the amount of tax to be waived. RECOMMENDATION: Staff recommends that the Board of Supervisors set a public hearing for August 18, 2009 P81 Roy E. St. John, Jr., Sky Cross Inc. 2913 Harbor Drive Hurt, VA 24563 May 11, 2009 Office of the Commissioner of Revenue Attn: Robin P.O. Box 271 Chatham, VA 24531 Dear Sirs, I believe that the enclosed Personal Property tax bill was sent in error. Theme vehicles are both owned and operated by Sky Cross Inc. Sky Cross is anon-profit and tax exempt charity. I have enclosed a short description of this charity and a copy of a letter from the IRS that states that Sky Cross is a tax exempt charity under 501 c (3) status. I have also enclosed a copy of a Sky Cross fund raising flyer. Both of the vehicles referenced in this tax notice are used 100% for charitable purposes. If you have need for additional information please feel free to contact me or the President of Sky Cross at the enclosed address. Thank you, C Roy E. St. John, Jr., Sky Cross P82 Samuel W'. "Sam" Swanson, Jr. Commissioner June 10, 2009 OFFICE OF COMMISSIONER OF THE REVENUE PITTSYLVANIA COUNTY P. O. BOX 272 CHATHAM, VIRGINIA 2453 ] William D. Sleeper County Administrator Pittsylvania County Chatham, VA 24531 RE: REQUEST FOR TAX EXEMPT STATUS PURSUANT TO 58.1-3651 Dear Mr. Sleeper: (434)432-7940 (434)656-6211 FAX (434) 432-7957 Sam. Swanson @ pittgov.org Enclosed please find a letter received from Sky Cross, Inc. requesting that their personal property be granted tax exempt status. I am enclosing a copy of all the documentation we received from the organization along with a letter I sent to Mr. Roy E. St.John, Jr at 2913 Harbor Drive, Hurt, Va advising him to direct a letter of request for tax exempt status to the Board of Supervisors. I will advise Mr. St.John to contact your office with the descriptions of the property for which he is requesting tax exempt status. Projected loss of revenue for the County for 2009 is $505.00. Please advise this office once this matter is acted upon and the effective date should tax exempt status be granted. Regards, Samuel W. Swanson, Jr. ~~ Commissioner of the Revenue SWS/syh Enclosures P83 Roy E. St. John, Jr. Sky Cross Inc. 2913 Harbor Drive Nurt, VA 24563 June 23, 2009 Mr. Dan Sleeper P.O. Box 426 Chatham, VA 24531 Dear Mr. Sleeper, ;~ ~, { ~ JUN 2 5 2009 c 1 I am requesting tax exemption for 2 vehicles, a 2008 Pickup and trailer that are owned and controlled by Sky Cross Inc. which is atax-exempt charity. I request this exemption for both current and future taxes. I am enclosing a copy of the registration of both vehicles. I am also enclosing a copy of the IRS letter certifying that Sky Cross is tax exempt and a Sky Cross brochure as well as a copy of a June 10`h letter from Samuel Swanson, Jr. Both of these vehicles are currently and have always been used 100% for the benefit of the charity. These vehicles are not used for private purposes. I have records of each mile that these vehicles have been used since their purchase by the charity and will gladly provide these records if needed. Please put this request on the agenda for the July 215` Board of Supervisors meeting. Thank you, Roy E. St. John, Jr. Sky Cross Inc. P84 SKY CROSS, INC. 7302 Putter Lane San Antonio, TX 78244 (210) 661-6808 Roy St. John 2913 Harbor Dr. Hurt, VA 24563 Dear Roy, :'~pril 30, 2007 Enclosed is a summary of the Sky Cross ministry and the Sky Cross letter from the Internal Revenue Service granting 501 c(3) tax status. We believe these are the items you requested. Blessings, Terry Blique President o~ ~~~ Com wt 2~ / ~ °~ ~GX ~B~i i~h z~53 / P85 /. Sky Cross is a volunteer service group who serves the materially poor on the Texas-Mexico border area by supplying basic food---such as beans, rice, powdered milk, canned milk, pasta, corn meal flour, raisins, dry soup, canned fruit, eggs, tortillas and some fresh root vegetables-to direct service ministries who distribute them to families and individuals (adults, orphan children and children with special needs). Sky Cross also provides some basic medical supplies-such as pain medication, dressings, eye medication, diarrhea treatment, sterile solutions and over-the-counter medicines-to several clinics run by direct service ministries on the Mexican side. Sky Cross is an established charity whose donations are tax deductible and has been in operation since 1995. Sky Cross currently serves with 24 missionaries in 36 locations and provides each month some 13 tons of food and thousands of dollars in medical supplies and used/new clothing. All expenses of the Sky Cross ministry are covered by the Sky Cross volunteers. Thus, 100Wo of all donations go directly to purchase food (98%) and medical supplies (2%) for these very poor. For the 30,000 materially poor served annually, Sky Cross is a blessing from God. For the Sky Cross volunteers, the service is humbling. There has been success in reducing the terrible poverty of this region. Food is the first essential in the battle. Since Sky Cross provides it, many of the missionaries use their donated resources to provide for the education of these poor, mostly the children. This combination has resulted in a much better quality of life for entire families and orphans. Nevertheless, the numbers of poor are huge and help is continually needed. It could include assisting a missionary at one of the locations, telling others about Sky Cross, and sending a monetary donation. For ways to contribute, please visit our web site at www.skycross.org. P86 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Change Orders 1 & 2 ;Courthouse Renovations SUBJECT/PROPOSA L/REOUEST: Change Orders 1 & 2 ;Courthouse Renovations AGENDA DATE: 07-21-09 ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: 19 STAFF CONTACT(S): Mr. William D. Sleeper; Mr. Otis S. Hawker ATTACHMENTS: Yes REVIEWED BY: INFORMATION: INFORMATION: BACKGROUND: Pittsylvania County has awarded Courthouse renovations to Blair Construction with an original contract amount of $248,000. Renovations are presently ongoing. DISCUSSION: Change Order 1: The County performed the required laboratory testing and determined the floor tiles in several areas contained non-friable asbestos present in the floor tiles. As required by Code, a certified contractor has to perform the abatement. Blair Construction, the General Contractor, has submitted a proposal in the amount of $4,855 from Dishman Environmental, Inc., to perform the abatement. Change Order 2, in the amount of $2,416, is for the installation of R-38 Stabilized Cellulose (blown in insulation) in the Circuit Courtroom attic. This should help mitigate reoccurring problems of condensation created by the HVAC system in the Circuit Court and help prevent damage to the newly renovated plaster in the courtroom. RECOMMENDATION: Staff recommends that the Board of Supervisors approve Change Orders 1 & 2 for a total of $7,271 and authorize the County Administrator to sign all necessary documentation. P87 Document G701° - 2001 ~: .,......y....,...... PROJECT (Name and address): CHANGE ORDER NUMBER 001 OWNER: ~.. _ _ ___ Pittsylvania Courtroom Interior DATE: N30/09 ARCHITECT: Restorations Pittsylvarlia County, VA CONTRACTOR: TO CONTRACTOR (Name and address): ARCHITECTS PROJECT NUMBER: 827 FIELD: ^ Blair Construcxion, Inc. CONTRACT DATE: 6/13/09 23020 U.S. Hwy 29 South CONTRACT FOR: General Construction OTHER ^ Gretna, VA 24557 . (include lvlrere applicable mry undisputed amount attributable to previously executed Construction Change Directives) The Scope of Work of the Construction Contract dated 6/13/09 is amended to include asbestos file tt:tnediation as descn'bed in the attached proposal by Blair Construction, Inc., dated 6J15/2009 in areas to recxive new carpet. The original Contract Sum was S 248,000.00 The net changc by previously authorised Change Orders S 0.00 The Contract Sum prior to this Change Order was ; 248 000.00 The; Contract Sum will be increased by this Change Order in the amount of i 4,855.00 The new Contract Sum including this Change Order will be S 252,855.00 The Claatract Time wiU be increased by Zero (0) days. The date of Substantial Cotnpl~ion as of the debt of this Change Order therefore is unchanged NOTE: This Change Order does not include changes in the Contract Sum, Contract Time or GGuaranteed Maximum Price which have been authorized by Construction Change Directive until the cost and time have been agreed upon by both the Owner and Contractor, in which case a Change Order is executed to supersede the Construction Change NOT VALID UNTIL SIGNED BY THE ARCHITECT, CONTRACTOR AND OWNER PMA Planners & Architects Blair Construction, Inc. County of Pittsylvania ARCHRECT arm name) CONTRACTOR (Firm name) OWNER (Firm name) VA (Tim ~~) BY (Signature) ~ j ~o/c~~y DATE Chatham, VA ADDRESS iTYpeod name) DATE AIA Document (1701 w -2001. Copyright O 1878. 1967.2000 end 2001 uy The American b or Arcnliede. Ag rlphts reserved. WARN fNG: This Aue Document b protected by U.S. Copyright law ar-d International Trestles. Unauthorized reproductlon or dlsMbutlon of this AIAs Document, or any portion of 14 may result in seven civil and aiminal penaftles, and will be prosecuted to the maximum exbnt possible under tM law. This document ~ was produced t>y AlA software at 15:19:43 on 08J2912009 under Orcler No.4804881238_1 which expires on OSI05/2010, and k sal for resale. user Nobs: (927418683) P88 n~ /~~-/ ~ DATE B~~iR Blair Construction, Inc. Raure 29 South Gretna, Virginia 24557 Phone (434) G5G-6243 Fax (434) 656-3290 www.blair-construction.com Mailirlg• Post Office Box 612 Grcrna. Virginia 24577 June 15, 2004 PMA Planners & Architects. 1022? Warwick Boulevard. Newport News, VA 2360 ] Attn: JeffStodghill RE: Pittsylvania Courtroom Interior Restorations Proposal #O1 Dear Mr. Stadghill, Blair Construction, Inc. is pleased to provide you with the following cost from Dishman Environmental, Inc. to properly remove and dispose of the asbestos containing floor file found at the above referenced project. Dishman Environmental, Inc. G.C. Markup @ 10% Bond @ 1 Total Cost If you should have any questions or concerns please give me a call. Sincerely, ~. Jason A. Richardson Project Manager Cc: Otis Hawker Roger Giles File Attachments: Dishman Environmental, Inc. proposal dated 06/15!2009 ---SINGE 1 1~1 1 --- 4,370.00 437.00 48.07 $ 4,855.U0 (rounded) P89 DISIIMAN EN'VZROI~Ir'NTAL INC P,o, BOX 10034 DAN'VILLL, vA 24543 June 15, 2009 Blair ConstrucClon Inc. P.O,Box 612 Gretna, 1lA 24557 Attention: Jason Richardson Rte: Proposal for Removal & Disposal of Floor Tile/Pittsylvania County Courthouse, Cha~Cham, Pirgiaia Will.tiprovide :labor, ..material .. , and equipment to properly ,,. remove and dispose of asbestos containing floor cite and mastic @Court douse, Chatham, Virgiaia. For the sum of X4370.00 Submitted by:Pi. Russell Dishman, Pres. ~ ~~~~ zelae prod E6btZZ8b£b bZ~LO 600ZlST/90 P90 is amend the coattract to include installation of blown-in cellulose insulation to achieve R-38 insulating value in the joist space the attic above the Coumoom, per the proposal #2 by Blair Construction, lnc., dated 7/7/09. original Contract Sum was S 248,000.00 net change by previously authorized Chaage Orders i 4,855.00 Cattract Sam prior to this Change Order was S 252,855.00 Contract Sum will be increased by this Change Order in the amount of i 2,416.00 new Contract Sum including this Change Order will be S 255,271.00 Contract Time wiU be increased by Zero (0) days. date of Substantial Completiatt as of the date of this Change Order therefore is Unchanged l=: This Change Order does not include changes in the Contract Sum, Contract Time s Guaranteed Maximum ~ which have been authorized by Construction Change Directive until the cast and time have been agreed upon Both the Owner and Contracts, in which case a Change Order is exe~ttted to supersede the Construction Change xtive. f VALID UNTIL SIGNED BY THE ARCHITECT, CONTRACTOR AND OWNER Blair Constrtlctia®, Inc. County of Pittsylvania CONTRACTOR (Firm name) OWNER (F"u~n name) Chatham, VA ADDRESS BY (Signature) William D. Sleeper (rvn~ ) DATE TO Document G701" - 2001 id address): CHANGE ORDER NUMBER 002 OWNER pm Interior DATE: July 14, 2009 ARCHITECT: VA CONTRACTOR Name and address): ARCHITECTS PROJECT NUIiBER: 827 FIELD: ^ Inc. CONTRACT DATE: 6/13/09 „_ CONTRACT FOR: General Construction OTHER= ^ ut, VA (Includes where applicably any undisputed amount attributable to previously executed Construction Change Directives) To of The The The The The The The AU1 GocumaM G701" -2001. Copyright O 1979,1987, 2000 and 2001 ny The American tr,sntuta of Ardribcta. AU rights reserved. wARNNG: This NAB OOC11rrMt fi pro4acted t/y U.S. Copyright law and Intemationai Trestles. Unaudarised reproduction or dlsMtwtfon of thhi NAe Docurrrsnt, or any ~ portion Oi k, may result fn seven dull and criminal parsldss, and will be prosecuted to tM maximum sxbnt possbls under tM law. This docurnart was produced by AlA soMvare at 20:14:14 on 07/1 312 0 0 9 under Order No.4801881238_1 which expires on 05J05/2010, and Is rat br resale. u«.tlot.s: (1213808882> P91 B~AO~ Blair Construction, Inc. Route 29 South wwwblar-construccion.com GTCCR:I, Vi binia 24557 Afrtth7lS• Phone (434) 656-6243 Pose Office Box ,612 Fax (434) 656-3290 Grccna, Virginia 24557 July 7,.2009 PMA Planners & Architects. 10227 Warwick Boylevaid. Newport. Nctivs, VA 23601 Attn: Jeff Stodghill RE: Pittsylvania Courtroom Interior Restorations Proposal #OZ Dear Ivlr. Stodghill, . Blair Construction, Inc. is pleased to providr you with the following cost from Toler Insulating Go,, Inc: to provide and install new R-38 stabilized. cellulose blown insulation in the attic of the courtroom. Toler Insulating Co,, lac. G.C. Markup Q 10•/Q, Bond®1% Total Cost Ifyou should have any questions or concetvs please give me a call. Sincerely, Re~r+_ (il.~ ~ Jason A.Richardsoa Project Manager Ce: Otis Hawker Roger Giles. Filc Attachments: Toler Insulating Ca., Inc, proposal dated 07107/2009 ---5(NCF= 1 F~1't--- 2,175.00 217.50 23.93 S 2,416.00 (rounded) P92 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-21-09 ITEM NUMBER: 20 No Through Trucks -Ringgold Road SUBJECT/PROPOSAL/REQUEST: ACTION: Yes INFORMATION: No Through Truck Request STAFF CONTACT(S): Mr.Sleeper CONSENT AGENDA: ACTION: ATTACHMENTS: Yes INFORMATION: BACKGROUND: The Pittsylvania County Board of Supervisors requested No Through Truck traffic signs on SR734 in 2006. Because the only available alternative was going down SR 729, Kentuck Road, and up SR 730, Wilkerson Road, for more than twice the distance, the Virginia Department of Transportation (VDOT) did not approve the alternate route. A more viable alternate route is now included, with a signalized intersection, from SR 1299, Cane Creek Parkway to SR733, Barker Road. Attached hereto, is a copy of §46.2-809 of the Code of Virginia, 1950, as amended, which requires the Board of Supervisors hold a public hearing before submitting a formal request to the Transportation Board DISCUSSION: A more viable alternate route is now included, with a signalized intersection, from SR 1299, Cane Creek Parkway to SR733, Barker Road. Attached hereto, is a copy of §46.2-809 of the Code of Virginia, 1950, as amended, which requires the Board of Supervisors hold a public hearing before submitting a formal request to the Transportation Board. RECOMMENDATION: Staff recommends that the Board of Supervisors set a public hearing to be held on Monday, August 3, 2009 at 7:OOpm in the General District Courtroom of the Edwin R. Shields Courthouse Addition, in Chatham, Virginia, to receive citizen input on the proposed restriction of truck traffic on SR 734, Ringgold Road, from the intersection of RT 58 to the intersection of SR 733, Barker Road, and SR 1299, Cane Creek Parkway. P94 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Monday, August 3, 2009 at 7:00 p. m. in the General District Courtroom located on the second floor of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the proposal to restrict truck traffic on State Route 734 (Ringgold Road) from the Intersection of US Route 58 to the Intersection of State Route 733 (Barker Road) and State Route 1299 (Cane Creek Parkway). A reasonable alternative route for this would be from U.S. Route 58, north on the State Route 1299, Cane Creek Parkway, to the Intersection of State Route 733, Barker Road. The proposed restriction will be on any truck, truck and trailer, or semi-trailer combination except a pickup truck or panel truck. A full text of the proposed changes is available in the office of the County Administrator, 21 North Main Street, Chatham, Virginia, Monday through Friday from 8:00 a. m. to 5:00 p. m. for public viewing. P95 ~ jil ~~ ~ cD ~ N 'n ono 0 ~' ~ ;~''~N ONON~pNp ~~ I ~~a- ~ i Y ~ - Np~ N~N(DNNNN ~ ~ ~, ~ ~ Q1 O ~ ~ ~ UNNQj~ ~~ ~ ~~ g ~ I \\r.. ~ ~ ~ U td ~ >+ r a~ ~ o eo ~ N ~ Q O ~~ O ~~ ~m0~>jE~ J ~ EI' ~ ~ r ~,- O O O U ~~ a~~O~ ~ ~~ ~ ~ ~ ~ ~ ~ ~ .~ ~ v a j,~ N ma-°i ~~~~>~~ ~ x ~ X ~ ~ U ~ ~~~ ~ y I i , /'%T~~ ~.; I ~/ 1 ~~ .. ~~ a 'I ~ °'° - _ i 4 '~' w - - o ~ ;~~~ : ; Z ) .~ -- o ~p }o~~~}~ d gQ ~~ ~1, . a ~ ~ / -~ y/ ~ _ ~ ~ ~~ .. J~ Q ~ ~ *,- v J ~f ~. t . _ 111 Q _ f~ ` W ~ ~ I~ ~ - . _..~ .:... I o p ~ ~ `~}}~/ \ \ I ~ 1 F ~ CA O J ~ ~ 01--'~ ~ Q ~ m ~- - ~-- I ~ ~ oZ I >_ ~~e~_.. a o m o 00 0~ ~ s. \ // ~ F~ ~ p~ Owl ~ I.dS ~, ~ O- to ~ ~ i. ~ ~ V\V ~ li ~ ~ :. ~, I~ 0 1~ ~ I ~~~ - -- - - __ ~ ______~. _____ __.______..__' ~ 1 ~ _ i ~.`~ ~1 ``~" i ~ ~~` ~~_ ~ ~a~~3 .~ ~- 6E8; ~ ;. ~---. P96 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Cameras -General District Courtroom AGENDA DATE: 07/21 /09 ITEM NUMBER: 21 SUBJECT/PROPOSAL/REQUEST: ACTION: Yes INFORMATION: Board Review & Consideration STAFF CONTACT(S): Mr. Sleeper, Ms. Meeks CONSENT AGENDA: ACTION: ATTACHMENTS: Yes INFORMATION: BACKGROUND: At the request of the Board of Supervisors quotes have been obtained to install cameras in the General District Courtroom. DISCUSSION: Two (2) quotes are attached. The lowest quote is from Chatham Communications with a price of $4,845.00. No funding was included in the FY 09-10 budget for this project. RECOMMENDATION: Staff is submitting for the Board's review, consideration and approval. P97 Member Oanviih PR19yNe+lfa Gbunq~ CbamCOrarCtmmenoe, inF Pittsylvania County General District Court P.O. Box 426 Chatham, VA 24531 (4) Mini~Dvme Camera (1 }Power Supply (1 } DVR with 250G6 Hard Drive (1) Spero 17" Monitor (8) 8alum (1}Wire (1) Installation ~Qne year warranty on all parts and labor with the exception of owner misuse or abuse or I.,C~ere a, r .. , We ro ose to furnish material and labor com late in accordance with the above s ectflcations for the sum of: $4,845.00 plus tax (if applicable) payment t®rms: '/z due upon signing of proposal end remainder due upon completion. ~~ 'i4 Accepted "Completion shall be defined as the installation of all equipment listed above and does not Include hones stem a ui ment or broadband service. Authorized Signature: '' ,Chatham Communications All rtrateriel Is guaranteed to be as specified. All work to be wmpleted In a werkmanllka manner according to standard practi res. Any alteretion or devetion from above speclflcatlona involving antra coats will be executed only upon written orders, and will become an extra charge over and above the estimate. All agreements contingent upon strikes, accidents or delays beyond our control. Owner to carry all necessary insurance, Our workers are fJty covered by Workmen's Compensation Insurance. The strove prices speclflcatlons and Cendltlona are satisfactory and are hereby acceptetl. You are authorized to do the work as spectftatl. Warranty does not lnctude adds, moves or ehangea from original apecir~cations. The above prices are gootl for 15 days. DCJS#11.2032. VA Contractor 1f2705031156A, The undersigned agrees to pay and all cotledlon and/or attorney's fees and all legal costs incurred or obligated by Chatham Communlatfons in enforcement and/or collection of this agreement. The undersigned understands that a late payment charge in the amount of 2% per month (APR 24'/e) ar 51.00 whichever is greater, will be atltlad, iF payment is not received as notetl In the agreement, and shell continue each 30 days thereafter, until the past due balance is paid in full. F'unher, the undersigned agrees to pay this account and personally guarantees end stands for the credit and alt lawful charges incurred by the execution of this agreement. If checked, Owner realizes that fire/smoke tletaaion system installed is not to code and owner has been offered a firelsmoke system that meets cod:, and owner nas been fully informed of this condition by Chatham Communications and selected equipment and locations for equipment of his (owner) owns d»osing, Owner assumes ell risks and liability ror this tladsion. Owner INtlal Date of Acceptance; Signa,ture:_ 3730 U.S. Hwy. 29, Danvipe, Virginia 24540 (d34J 792-6T78 •x800) 433-7873 • Fox (43~4J 836.4766 DClS N 11.1072 • VA CONTRACTOR N2705 03 1 156A • NCAS(li a r 034.CSq • NCaPN 80031 15P 10 B~ VOICE / F1BER OPT1C5 A1e"'aea DATA NETWORKING ~~~" CCTV /ACCESS CONTROL SOUND Certified Installers TOO~j Nt~00 >;fF~H,L~'HO ~JflLhrJCBfiCfi Z'r3 ~i~LO GOOZ/80/90 P98 June 8, 2009 VA. SECURITY LICENSE # 11-2006 NC. SECURITY LICENSE # 927-CSA VA. CLASS A CONTRACTOR # 2705 042527A SECURITY ZONE, Inc. 363 Central Blvd, Danville VA 24540 (434)793-9554 Digital CCTV System Proposal for Pitts lvania Count Court -CCTV QTY Part # Device Total 1 SO-DVR8TN600 S eco 8 Camera 600 GB Network DVR w/CD Burner 120FPS $2,361.00 1 20" LCD TV/Monitor $450.00 1 Ablerex Alvarez 300 Watt UPS $90.00 5 DOPVDS44NAVF Son Vandal Resistant Mini-Dome w/Auto Iris Zoom Lens $1,950.00 500 Lot Video Camera/Power Cable .30/foot $150.00 10 923-59-BNC Gold Com ression BNC Connectors $27.00 1 TR W12VDC09POSA 12VDC 9-Camera 5 Am Fuseless Power Su 1 $75.00 1 Monitor Wall Mount $30.00 1 Custom Fli -U Shelf $290 00 Subtotal $5,028.00 Labor $1,010 Tax $192.90 Total $6,423.80 Pittsylvania County Court Chatham,VA System Notes: System is designed to provide high resolution recording and playback utilizing the latest digital recording technology available. Our hand picked Digital Video Recorder (DVR), Combined with high quality Digital Day/Night cameras and a flat panel LCD monitor provide exceptional overall video quality. Motion activated recording, time/date stamp, and advanced search features make finding and saving a recorded incident easier than ever. The DVR can even be set-up to be accessed through your on-site computer network or remotely through the Internet with a high speed connection. You can view live video, as well as previously recorded incidents. Complete installation, set-up and programming of the system, as well as system training are included in our proposal. Of course, we will always provide prompt service and assistance as needed after the installation. Entire System Includes A Limited One Year Warranty Speco DVR has a One Year Manufacturers Warranty P99 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Digital Recorders for Circuit Court SUB3ECT/PROPOSAL/REQUEST: Digital Recorders for the Circuit Court, the General District Courtroom, and Board of Supervisors Meetings STAFF CONTACT(S): William D. Sleeper 07-21-09 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: REVIEWED BY: 22 INFORMATION: INFORMATION: BACKGROUND: The Board of Supervisors is aware that the 8-channel recorder that we have in the General District Courtroom has given the County a great deal of trouble on different occasions and is outdated. The Circuit Court and the General District Court have asked the County to look into digital recording systems as a number of other courts use. DISCUSSION: The County Administrator's office is receiving numerous requests now for the actual verbal tapes of the Board of Supervisors meetings and committee meetings. In order to provide the sections of tape for the motions that are requested, the County's staff has to play the tape aloud and place a cassette recorder near the playing recorder to record these sections requested because we have no other way of duplicating those types of magnetic tapes. The new digital system will require a CD to be put in and staff can pick out any section or any length of discuss on the digital recorder. The digital recorders are very expensive. The staff is being requested to look into this. I am seeking the Board of Supervisors approval to seek Requests for Proposals on digital recorders for the Circuit Court, the General District Court and Board of Supervisors, which will also be used by the Planning Commission. RECOMMENDATION: Staff recommends the Board of Supervisors authorize the County Administrator to seek Requests for Proposals on digital recorders for Pittsylvania County. P100 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: EMS Registry Grant SUBJECT/PROPOSAL/REQUEST: Notice of Award of Grant STAFF CONTACT(S): Davis, Sleeper AGENDA DATE: ITEM NUMBER: July 21, 2009 23 ACTION: INFORMATION: Yes CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: Notice of Award REVIEWED BY: BACKGROUND: On Apri129, 2009 the State Office of EMS notified all jurisdictions within the Commonwealth of a 100 % (no match) funding provided by the U.S. Department of Homeland Security (DHS). Funding must be used to purchase TOUGHBOOK COMPUTERS for use in the completing Pre-Hospital Patient Care Reporting (PPCR) a statewide, web-based data collection and reporting tool. These ToughBook Computers will be issued to the Pittsylvania County based EMS agencies. Each locality is responsible for their EMS agencies in the issuance of this equipment. To meet this requirement, Pittsylvania County applied for the grant. On July 1, 2009, Pittsylvania County was notified that our locality has been award funding from the Department of Homeland Security and the State Homeland Security Program. This funding has been awarded to purchase the Panasonic Toughbook 19 and receive reimbursement for the purchase of the equipment. The award amount is $102,200.00 to purchase twenty-eight (28) units of the Panasonic ToughBook 19. To fully comply with this grant award our locality will have to purchase these units and submit proof of payment for reimbursements. All documentation must be submitted by October 30, 2009 and reimbursements will be made to Pittsylvania County by December 31, 2009. RECOMMENDATION: Staff recommends that the Board of Supervisors accept this grant award in the amount of $102,200.00 to appropriate and amend the 2009/2010 budget in this amount. No local match is required. P101 r ~,:.- i .z. _:1 ~;~;~. ~®~~®~r~~A.~~C~t ®f ~g~~1~~~ Karen Remley, MD, MBA, FAAP State Health Commissioner Department of Health Office of Emergency Medical Services P.O. BOX 2448 Richmond, VA 23218-2448 July 1, 2009 109 Governor St., Suite UB-55 Richmond, VA 23219 Gary R. Brown Director P. Scott Winston Assistant Director James E. Davis Pittsylvania County Emergency Management PO Box 426 Chatham, VA 24531 Dear Mr. Davis: 1-800-523-6019 (VA only) 804-864-7600 FAX: 804-864-7580 The Office of Emergency Medical Services (GEMS) is pleased to announce that your locality has been awarded funding from the Department of Homeland Security (DHS), State Homeland Security Program (SHSP). This funding has been awarded to your locality to purchase the Panasonic ToughBook 19 and receive reimbursement for the purchase of this equipment. Your locality has been awarded funding in the amount of $102,200.00 to purchase twenty-eight (28) units of the Panasonic ToughBook 19. Once your locality has purchased the awarded equipment, proof of payment must be submitted to the Virginia Department of Emergency Management (VDEM) in order to be reimbursed for the award. Proof of payment is considered purchase orders and/or invoices from vendors and payment records that show the invoices have been paid by your locality. Payment records can be in the form of accounting records, copies of checks or accounting codes with stamps on the actual invoices. All documentation can be copies (originals are not needed) and must be faxed or mailed to VDEM, ATTN: Grants Unit, 10501 Trade Court, Richmond, VA 23236,(804)897-6613. The enclosed document has been included in your grant award package: • Memorandum ofAgreemenr This document must be signed and returned to OEMS by September,- 1200_9. Equipment awarded under this grant is available by state contract, however the Kit Name must be identified to the selected vendors on Virginia State Contract, there are two (2) types of the Panasonic Toughbook 19 available to the grantees, Kit A (SKU CF- 19KHRAX3M-VDEMS), Touchscreen anti Kit B (SKU CF-19KDRAX7M-VDEMS), Digitizer Tablet (Dual-Touch), available for an additional $250.00 per unit (locality cost). The SKU number identified by the grantee must be identified when purchasing from the vendor. OEMS recommends that you use separate invoices for submission to VDEM if purchasing optional accessories or Kit B. The state contracts are available from the following vendors: • CDW Government, Inc. http://www.vita.vir inia.gov//procurement/contractDetail.cfin?contract id=1000586 • Daly Computers, Inc. http://www.vita.virainia.QOV/procurement/contractDetail.cfin?contract id=1000588 • Electronic Systems, Inc. httn://www.vita.virQinia.gov!procurement/contractDetail.cfm?contract id=1000590 If you have any questions please contact Amanda Davis, OEMS Grants Administrator, (804) 864-7611 or Amanda.davis(ii?vdh.virainia.~„ov . Enclosures Co tulation .~ ~J G .Brown Director /~~OF HEALTHM PrdecYirp¢ You and Your fnvirorvnerR www. vdh. virginia. gov/oems P102 Virginia Office of Emergency Medical Services Virginia Department of Health OEMs Grant Program Agreement for Services Complete and return document via mail or facsimile and retain a copy for your records As a grantee under the terms of the Office of the Emergency Medical Services (OEMs), Financial Assistance for Emergency Medical Services (FAEMS) Grant Program, the undersigned hereby agrees to abide by the following requirements: 1.. Awards shall not be transferable. Any funds disbursed pursuant to an awazd shall be properly used and accounted for at all ~~- times. Grantee is to be responsible for the preparation and maintenance of proper accounting records which shall be maintained for a period of not less than five (5) years and which shall be subject to and available for inspection by the Commissioner or his agent and for state audit inspections. 2. Funds shall be reimbursed solely to grantee for the items, services or purposes for which they were awazded. Grantee must comply with all conditions as noted on Award Page. Should any audit reveal that funds were disbursed for item(s) not awazded funding, the grantee shall beheld responsible for repayment. 3. Reimbursement shall not be made for expenditures or commitments made prior to July 1, 2009, or after the conclusion of the grant reimbursement period, October 30, 2009. Documentation must be submitted to the OEMs for reimbursement of awazded item(s) by October 30, 2009. No extensions will be granted pursuant to 12VAC5-31, Part VIII, Virginia Emergency Medical Services Regulations. All reimbursements will be awarded by OEMs no later than December 31, 2009. 4. Requests for reimbursement that have not been submitted to GEMS by October 30, 2009 shall be considered expired and become ineligible for reimbursement. 5. Equipment awarded funding must be operational and all documentation submitted for reimbursement (invoices) to OEMs, no later than October 30, 2009. 6. Ownership of any equipment purchased with the use of state monies shall be in the name of the locality to which funding was awazded. The equipment purchased with the use of state monies shall be used by the grantee and shall remain for use within grantee's jurisdiction. 7. Sale, trade, transfer, or disposal within five (5) years of items purchased in whole or in part with the use of state monies shall require prior approval by the GEMS. 8. The grantee shall not discriminate in the provision of its services or in the conduct of its business or affairs on the basis of race, color, creed, religion, sex, disability, or national origin. 9. Grant awards for any equipment must, display the OEMs sticker stating that funding was provided by the Office of EMS. The ---- sticker for-the equipment must be displayed in-a location easily seen-by OEMs Program Represemative-upon inspection. -- - - l 0. All awardees must comply with requirement to submit pre-hospital patient care reports electronically through the Internet and must remain compliant in pre-hospital patient care reporting with GEMS. 11. All grantees must use the Panasonic ToughBook 19 to comply with pre-hospital patient care reporting of the OEMS minirnum dataset in the technical format prescribed by OEMs. 12. All gra~ees must adhere to the pre-hospital patient care reporting submission timelines as prescribed by OEMs. City/County Manager Signature ''~ Q ~~~`) Date 109 Governor Street, Suite UB-55, Richmond, VA 23219 (804) 864-7600 (800) 523-6019 VA Only FAX: (804) 864-7580 Revised 6/09 P103 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Courthouse Maintenance Fee SUBJECT/PROPOSAL/REQUEST: 07-21-09 ACTION: Yes 24 INFORMATION: Increase of Courthouse Maintenance Fee STAFF CONTACT(S): CONSENT AGENDA: ACTION: INFORMATION: William D. Sleeper ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: There are new amendments to the Code of Virginia, 1950, as amended passed by this year's General Assembly. They are items (a) and (c). Item (a) would allow a courthouse maintenance fee to increase from the current 0.50¢ to $2.00, based on an ordinance change by the County's Board of Supervisors. Item (c) however, would allow a locality to assess a courthouse construction fee not to exceed $3.00. To put this into effect, the County must have a non-compliance letter from the Department of General Services and a local ordinance. DISCUSSION: Pittsylvania County does have a local ordinance that passes a courthouse maintenance fee. Currently it could be raised to $2.00 by the Board of Supervisors, in accordance with § 17.1-281(a). However, the Pittsylvania County Courthouse also is in non-compliance in several areas on the check-off sheet for facility evaluation for the Department of General Services. RECOMMENDATION: Staff recommends the Board of Supervisors authorize the County Administrator to fill out the Facility Evaluation Form from the Department of General Services and submit it for a recommendation that the County of Pittsylvania as anon-compliance with the Department of General Services evaluation. Upon this receipt, the Board of Supervisors should consider setting a public hearing to change the courthouse maintenance fee in accordance with § 17.1-281(c) of the Code of Virginia, 1950, as amended. P104 ~[er~ of court PITTSYLVANIA COUNTY CIRCUIT COURT P. O. DRAWER 31 CHATHAM, VIRGINIA 24531 H. F. HAYMORE, JR., CLERK CHATHAM, VIRGINw 24531 434-432-7894 TO: William D. Sleeper, County Adminis FROM: H. F. Haymore, Jr., Clerk SUBJECT: Local Ordinance Fee DATE: July 2, 2009 Dan, CHARLES J. STRAUSS, JUDGE CHATHAM, VIRGINIA 24531 434-432-7845 Yesterday I delivered to Rebecca some information concerning a new fee that is available if the Board approves. The new amendment is 17.1-281(c) and allows a locality to assess a courthouse construction fee not to exceed $3.00. In order to put this in effect you must have a non- compliance letter from the Department of General Services and a local ordinance. Secondly, 17.1-281(a) allows for an increase in the courthouse maintenance fee. The fee is presently 50¢ and with ordinance in place it can be increased to $2.00. If you need further information concerning this do not hesitate to contact em. P105 ., .,., i ~.~.. ~ ...,~.....,..~., L.,..,.,....,.....,~,.u... ra~,c i ui ~ IMPORTANT RESPOND ASAP .::.~C'~: Uivi~;on at i:ngint:ftrir~y „ric! fstiii~,ii~€~s ~= Uiiectu:s t}tiice >- t~ciivities » C~£3R+~~~`S;~S~~`E I.S,e.a.rCh D,CS,, GOJ DGS Overview Division of Consolidated Laboratory Services Division of Engineering and Buildings Division of Purchases and Supply Division of Real Estate Services Office of Fleet Management Services Office of Graphic Communications Federal and State Surplus Property Virginia Distribution Center (VDC) Online Services ~ Commonwealth Sites ~ Help t Governa~~ Search Virginia.gov GOB Division of Engineering and Buildings (DEB) BCOM ~ Director's Office ~ BFM Courthouse Evaluation Program Any county or city that operates a courthouse not in compliance with the current safety and security guidelines contained in the Virginia Courthouse Facility Guidelines, as certified by DGS, and which cannot be feasibly renovated to correct such non-compliance, through its governing body, may assess an additional fee. Upon determination by the County Board of Supervisors or City Council that an evaluation of the local courthouse facilities for noncompliance in accord with COV §17.1-281 is desired, please complete the forms below and submit them to DGS. Instructions: Download for program details Forms: ^ Application ^ Facility Evaluation eVA Virginia Courthouse Facilities Guidelines: Dowload ~} (they provide details of the evaluation criteria and should be used as resource to complete the evaluation) Submit Forms: By US Mail to: Courthouse Evaluation Program Bureau of Capital Outlay Management 1100 Bank Street, 6th Floor Richmond, VA 23219 By Email to: capout@dgs.virginia.gov By Fax to: 804-225-4709 Questions: DEB Director's Office About DEB Contact DEB Capitol Square Permits Boards and Commissions DEB Contracts Activities FICAS Master Plan PPEA Courthouse Evaluations http://www.dgs.virginia.gov/DivisiouofEngineeringandBuildings/DirectorsOffice/Activities/CourthouseEv... 7/1 /2009 P106 Instructions Department of General Services Evaluation Code of Virginia §17.1-281 Virginia Courthouse Facility Guidelines Upon determination by the County Board of Supervisors or City Council that an evaluation of the local courthouse facilities for noncompliance with Virginia Courthouse Facilities Guidelines in accord with COV 517.1-281 is desired, complete the Application and Facility Evaluation forms and submit them to the Department of General Services. I. Obtaining and Completing Forms Application and Facility Evaluation forms may be obtained by: • Following the link for Coin-Jhouse Evaluation P~•og~•an~~ at ~~~ww.d~s.virginia.gov/DEB Sending a request to DEBinfo(a~dgs.vir~inia.~ Calling the DEB Director's Office at 804-786-3263 The locality is responsible for completing the Application and Facility Evaluation forms. The Virginia Courthouse Facilities Guidelines, Second Edition as published by the Department of Judicial Services is basis for the Facility Evaluation form. These guidelines provide details of the evaluation criteria and should be used as resource to complete the evaluation. Guidelines may be obtained at http:!/www.courts.state.va.us/couris/vacourtfacility/complete.pdf II. Submit Forms Include the complete signed Application, Facility Evaluation, and site plan or map as applicable. Provide other supporting documentation, if available, including: facility condition reports, facility safety or security evaluations, special safety or security operating procedures, or any other information pertinent to the evaluation. Submit complete packages. By US Mail to: By Email to: Courthouse Evaluation Program capoutndt;s.virttinia.gov Bureau of Capital Outlay Management By Fax to: 1100 Bank Street, 6th Floor 804-225-4709 Richmond, VA 23219 III. Site Visit Upon receipt of the Evaluation Form by the Department of General Services, the applicant will be contacted to arrange a site visit. The locality will be charged actual cost for the processing of the forms and the site visit. IV. Submit Certification Upon receipt of the certification of noncompliance and enactment of the ordinance by the applicant, instruct the Clerk of Court to send a copy of the certification of noncompliance and the ordinance by US Mail to: Department of Judicial Services Supreme Court of Virginia 100 North 9th Street, 5th Floor Richmond, VA 23219 Contact the Bureau of Capital Outlay Management by email at capout(a~.das.vir~inia.~ov or by calling 804-786-3581 if you have any questions. P107 Instructions Department of General Services Evaluation Code of Virginia § 17.1-281 Virginia Courthouse Facility Guidelines Upon determination by the County Board of Supervisors or City Council that an evaluation of the local courthouse facilities for noncompliance with Virginia Courthouse Facilities Guidelines in accord with COV §17.1-281 is desired, complete the Application and Facility Evaluation forms and submit them to the Department of General Services. I. Obtaining and Completing Forms Application and Facility Evaluation forms may be obtained by: • Following the link for Courthouse Evnluation Program at www.dgs.virginia.gov/DEB • Sending a request to DEBinfo(a~d s.vir inia.gov • Calling the DEB Director's Office at 804-786-3263 The locality is responsible for completing the Application and Facility Evaluation forms. The Virginia Courthouse Facilities Guidelines, Second Edition as published by the Department of Judicial Services is basis for the Facility Evaluation form. These guidelines provide details of the evaluation criteria and should be used as resource to complete the evaluation. Guidelines may be obtained at http://www.courts.state.va.us/courts/vacourtfacilit /y complete.pdf II. Submit Forms Include the complete signed Application, Facility Evaluation, and site plan or map as applicable. Provide other supporting documentation, if available, including: facility condition reports, facility safety or security evaluations, special safety or security operating procedures, or any other information pertinent to the evaluation. Submit complete packages. By US Mail to: By Email to: Courthouse Evaluation Program capout(a~d s.vir ig nia.gov Bureau of Capital Outlay Management By Fax to: 1100 Bank Street, 6th Floor 804-225-4709 Richmond, VA 23219 III. Site Visit Upon receipt of the Evaluation Form by the Department of General Services, the applicant will be contacted to arrange a site visit. The locality will be charged actual cost for the processing of the forms and the site visit. IV. Submit Certification Upon receipt of the certification of noncompliance and enactment of the ordinance by the applicant, instruct the Clerk of Court to send a copy of the certification of noncompliance and the ordinance by US Mail to: Department of Judicial Services Supreme Court of Virginia 100 North 9th Street, 5th Floor Richmond, VA 23219 Contact the Bureau of Capital Outlay Management by email at capout(a~d s.vir inia.gov or by calling 804-786-3581 if you have any questions. P108 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 07/21/09 ITEM NUMBER: 25 Budget Amendment SUBJECT/PROPOSAL/REOUEST: Edward Byrne Memorial Justice Assistance Grant (JAG) STAFF CONTACT(S): Messrs. Sleeper, and Taylor, and Mrs. Mills ACTION: Yes CONSENT AGENDA: ACTION: ATTACIBVVIENTS: Yes INFORMATION: INFORMATION: BACKGROUND: April 17, 2009 -The U.S. Department of Justice announced that Pittsylvania County was eligible for Recovery Act: Edward Byme Memorial Justice Assistance Grant (JAG) funding. The JAG Program is the primary provider of federal criminal justice funding to state and local jurisdictions. April 21, 2009 -The Board of Supen~isors voted to submit the grant application and authorized Countt~ Administrator to sign all necessar}~ documents. The count<~ is eligible to app1~- to the Bureau of Justice Assistance (BJA) for a direct award of $45,407 in federal funds for FY 2009. May 19, 2009 -The Board of Supervisors set the public hearing date for June 16, 2009. June 16, 2009 -The Board of Supervisors held a public hearing to receive citizen input on the Edward Byme Memorial Justice Assistance Grant (JAG) application. The application is to provide overtime for basic training and implementation for the Pittsylvania County Sheriff's Rapid Deployment Team DISCUSSION: Request that the Board accept this grant, amend the FY 2009-2010 budget to include the $45,407 in federal funds, and appropriate funds. There is no local match requirement. RECOMMENDATION: Staff recommends the Board accept this grant awazd, amend the FY 2009-2010 budget to include $45,407, and appropriate funds for the Edward Byrne Memorial Justice Assistance Grant (JAG). P109 Departmtat of Iustice ~, Office of justice Programs i :. ~ Bureau of Justice Assistance ~.~,,, ~, Grant PAGE 1 OF 9 1. REC~IENT NAME AND ADDRESS (including zip Cock) 4. AWARD NUMBER: 2009-SB-B9-1643 Pitlsylvaois County ^_l NMh Alan Strcet P. 0. Box J.F 5. PROJECT PERIOD: FROM 03/012009 i'O 02888013 Chatham, VA 24531 BUDGET PERIOD: FROM 03/012009 TO 02288013 6. AWARD DATE 07/138009 7. ACTION IA. GRAlII'EE IRS/VENDOIt NO. R. SUPPLEMENT NUMBER Initial 411395/46 00 9. PREVIOUS AWARD AMOUNT S 0 3. PROJECT TITLE 10. AMOUNT OF THIS AWARD S 45,407 FY 2009 Rtawvery Act TAG hogtam I l .TOTAL AWARD S 45,407 12. SPECIAL CONDITIONS THE ABOVE GRANT PROJECT IS APPROVED SUHIECT TO SUCH CONDT170NS OR LIMITATIONS AS ARE SET FORTH ON THE ATTACfIED PAGE(S). 13. STATUTORY AUTHORITY FOR GRANT This projtxt is aupQottcd undcrFY09 Rcmvrly Act (BJA-Bytnc 1AG) Pub. L. No. 111-5, 42 USC 3750.3758 15. METHOD OF PAYMENT' PAPRS _- AGENCY APPROVAL GRANTEE ACCEPTANCE 16. TYPED NAME AND T17'T~ OF APPROVING OFFICIAL 1R. TYPED NAME AND T-TI.E OF AUTHORIZED GRANTEE OFFICIAL Jamcs H. Busch 0 William Skcpcr A~t®g Deoaar Camty AdminieRator 17. SIGNATURE OF APPROVING OFFK7AL 19. SIGNATURE OF AUTHORIZID RECIPIENT OFFICIAL 19A DATE u ~~~ AGENCY USE ONLY 20. ACCOUN77TTG CLASSIFK'.ATlON CODES 21. ISBUGT1765 FISCAL FUND BUD. DIV. YEAR CODE ACT. OFC. REG. SUB. TOMS AMOUNT 9 B SB 80 00 00 45407 OJP FORM 40008 (REV. 5-R7) PREVIOUS IDTTIONS ARE OBSOLETE. OJP FORM 4000!! (REV. 4-RR) P110 Department of Justice ~, office of justice Programs AWARD CONTINUATION 'z 7 Bureau of Justice Assistance SHEET PACE 2 of 9 ,.~~ >y~r lTl aft PROJECT NUMBER 2009-SB-B9-1643 AWARD DAIS 07/13n009 SPECIAL CONDITIONS 1. The recipient agrees to comply with the finanaal and administrative requirements set forth in the current edition of the Office of Justice Programs (OJP) Financial Guide. 2. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if recipient is required to submit one pursuant to 28 C.F.R. Section 42.302), that is approved by the Office for Civil Rights, is a violation of its Certified Assurances and may result in suspension or termination of funding, until such time as the recipient is in compliance. 3. The recipient agrees to comply with the organvational audit roquirements of OMB Circular A-133, Audits of States, Local Governments, and Non-Frost OrgAn;~aMns, and further understands and agrees that funds may be withheld, or other related requirements may be imposed, ifoutstanding audit issues (if ate) from OMB Circular A-133 audits (and a~ other audits of OJP grant funds) are not satisfactorily and promptly addressed, as further described in the ctarent edition of the OJP Financial Guide, Chapter l9. 4. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption ofany law, regulation or policy, at any level of government, without the express prior written approval of OJP. 5. The recipient must promptly refer to the DOJ OIG any credible evidence that a principal employee, agent, contractor, subgrantee, subcontractas, or other person has either 1) submitted a false claim for grant funds under the False Claims Act'; or 2) committed a criminal or civil violation of laws pertaining to fiaud, conflict of interest, bribery, gratuity, or similar misconduct involving grant funds. This condition also applies to a~ subrerapients. Potential fraud, waste, abuse, ce misconduct should be reported to the OIG by - mail: Office of the Inspector General U.S. Department of Justice Investigations Divisiam 950 Pennsylvania Avemre, N.W. Room 4706 Washington, DC 20530 e-mail: oig.hotline@usdoj.gov hotline: (contact information in English and Spanish): (800) 869499 or hotline fax: (202) 616-9881 Additions! information is available from the DOJ OIG website at www.usdoj.gov/oig. RECOVERY ACT -Conflict with Other Standud Terms and Conditions The recipient understands and agrees Drat all other terms and condition contained in this award, or in applicable OJP grant policy statements or guidance, apply unless they coaliict ar are srg-erseded by the terms and conditions included here that spxificafly implement the American Recovery a~ Reinvestment Act of 2009, Public Law I I I-5 ("ARRA" or °Recovery Act") requirements. Recipientsare responsible far contacting their grant managers for any needed clarifications. oJP FORM 4ttoon fREV. 4-ssl P111 '~ Department of Justice '? Office of Justice Programs AWARD CONTINUATION '~ '? Bnresu of Justice Assistance SHEET PAGE 3 of 9 1 y °```°"`" .a Grant a PROJECT NUMBER 200'LSB-B9-1643 AWARD DATE 071132009 SPECIAL CONDITIONS 7. The grantee agrees to assist BJA in complying with the National Environmental Poficy Act (NEPA), the National Historic Preservation Act, and other related federal environmental impact analyses requirements in the use of these grant funds, either directly by the grantee or by a subgrantee. Accordingly, the gantee agrees to first determine if any of the following activities will be funded by the grant, prior to obligating funds for any of these purposes. if it is determined that any of the following activities will be funded by the grant, the grantee agrees to contact BJA. The grantee understands that this special condition applies to its following new activities whether or not they are being specifically funded with these grant funds. That is, as long as the activity is being conducted by the grantee, a subgrantee, or any third party and the activity needs to be undertaken in order to use these grant funds, this special condition must fast be met. The activities covered by this speaal condition are: a_ New construction; b. Mmor renovation or remodeling of a property located in an environmentally or historically sensitive area, including properties located within a 100-year flood plain, a wetland, or habitat for endangered species, or a property listed on or eligible for listing on the National Register of Historic Places; c. A renovation, lease, err any proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly change its size; d_ Implementation of a new program involving the use of chemicals other than dremicals that are (a) purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household, recreational, or education envQOnm®IS; and e. Implementati~ of a program relating to clandestine methamphetamine laboratory operations, including the identification, seizure, or doserre of clandestine methamphetamine laboratories. The grantee tmderstands and agrees that complying with NEPA may regerire the preparation of an Environmental Assessment and/or an Environmental Impact Statement, as directed by BJA. The grantee feather understands and agrees to the requirements for implementation of a Mitigation Plan, as detailed at (website], for programs relating to metharnphetamine laboratory operations. Application of This Special Condition to Grantee's Existing Programs or Activities: For any of the grantee's or its subgrantees' existing programs of activities that will be funded by these grant funds, the grantee, ttpon specific request fiom BJA, agrees to cooperate with BJA in any preparation by BIA of a national or program environmental assessor®t of that fended program or activity. 8. To avoid duplicating existing networks or IT systems in any initiatives funded by BJA for law enforcement information sharing systems which involve interstate connectivity between jurisdiction, such systems shall employ, to the extent possible, existing networks as the oommtmication backbone to achieve interstate cormectivity, eenless the grantee can demonstrate to the satisfaction of BJA that this regtraemeot would not be cost effective or would impair the functionality of an existing or proposed 17 system. 9. The grantee agrees to comply with all reporting, data oollectian and evaluation regerirements, as prescribed by law and detailed by the BJA in program guidance for the Justice Assistance Grant (JAG) Program. Compliance with these regtdrements will be monitored by BJA. 0. The recipient agrees that any information technology system funded or supported by OJP finds will comply with 28 C.F.R. Part 23, Criminal Intelligence Systems Operating Policies, if OJP determines this regulatan to be applicable. Shottld OIP determine 28 C.F.R. Part 23 to be applicable, OJP may, at its discretion, perform audits of the system, as per the regulation. Should any violation of 28 C.F.R. Part 23 occur, the recipient may be fined as per 42 U.S.C. 3789g(c}{d). Recipient may not satisfy such a fine with federal funds. oJP PoRM 4ooorz ~tEV. a-as> P112 ''"'T~ Departm®t of Justice ~+ office of justice Programs AWARD CONTINUATION Jj Bureaa of Justice Assistance SHEET rwcE a of 9 ., z 9,y Grant PROJECt' NUMBER 2009-S~B9-1643 AWARD DAIS 07/138009 SPECIAL CONDITIONS The grantee agrees to comply with the applicable requirements of 28 C-F.R Part 38, the Department of Justice regulation governing "Equal Treatment for Faith Based Organi7stions" (the "Equal Treatment Regulation"). The Equal Treatment Regulation provides m part that Deartment of Justice grant awards of direct funding may not be used to fitnd any irtheready religious activities, such at worship, religious instruction, or proselytvation- Recipients of direct grants may still engage in inherently religiousactivities, but such activities must be separate in time or place from Ute Department of Justice funded program, and participation in such activities by individuals receiving services from the grantee or a s~fi-grantee must be voluntary. Tye Equal Treatment Regulation also makes clear that organvations P~~~g in Programs directly fimded by the Department of Justice are not permitted to discriminate in the provision of services on the basis of a beneficiary's religion. Notwithstanding any outer special condition of this award, faith- based otgartizations may, in some circumstances, consider religion as a basis for employment See http://www.ojp-gov/about/ocr/equal_fbo.htm. ] 2. The recipient agrees to ensure that the Slate Information Techmlogy Point of Contact receives written notification regarding any information technology project fimded by this grant during the obligation and expenditure period. This is to facilitate communication among local and site governmental entities regarding various information technology projecu being conducted with these grant funds. In addition, the recipient agrees to maintain an administrative file documenting the meeting of this requirement. For a list of State Information Techmlogy Points of Contact, go to http://www.it-ojp-gov/defauitaspx?area~olic7AndPractice8cpage=1046. 13. The recipient agrees that funds received uudeathis award will not be used to supplant State or local funds, but will be used to irtt~ease the amounts of such funds that would, in Ute absence of Federal funds, be made available for law enforcement activities. 14. RECOVERY ACT -JAG -Trust Fund The recipient is required to establish a trust fund account (7'he trust fiord may or may not be an interest-bearing account.) The fiord, inchtdmg any interest, may not be used m pay debts or expenses incurred by outer activities beyond the scope of either the Edward Byrne Memorial Justice Assistance Grant Program (JAG) or Recovery JAG Program. The recipient also agrees to obligate and expend the grant fiords in the trust fund (including arty interest earrted) during the period of the grant Grant funds (includingarn+ interest earned) not expended by the end of the grant period must be returned to the Bureau of Justice Assistance no later thaw 90 days after the end of the grant period, along with the final submis~on of the Financial Status Report (SF•269). 15. RECOVERY ACT -Access to Records; Interriews The recipient understands and agrees that DOI(inchtdmg OJP and the Office of U-e Inspector General (OIG)), and its representatives, and the Government Accountability Office (GAO), shall have access to and the right to examine all records (includmg, but not limited to, books, pipers, and documents) related to this Recovery Act award, including such records of any subrecipieat, contractor, a subcontractar- Therecipient also urtderstaadt and agrees thatDOJ and the GAO are authorized to interview any officer or employee of the recipient (or of any subrecipient, contractQ, or subcontractor) regarding transactions related to this Recovery Act award 16. RECOVERY ACT -Otte-time finding The recipient understands and agrees that awards urtder Ute Recovery Act will be one-time awards and accordingly that its proposed project activities and deliverablesare to be accomplished without additiot-al DOJ funding. OJP FORM 4000/2 (REV. 4-SS) P113 - Department of Justice Office of Justice Programs AWARD CONTINUATION _ +`" Bureau of Justice Assistance SHEET PAGE s of 9 a ~``""''~ ~~ Grant ~,_ PROJECI'NUMBER 2009-SB-B9-1643 AwARDDAIE 07/13/1009 SPECIAL CONDI770NS 17. RECOVERY ACT -Separate Traclang and Reporting of Recovery Act Funds and Outcomes The recipient agrees to hack, account for, and report on alt funds from this Recovery Act award (including specific outcomes and benefits attributable to Recovery Act funds) separately from all other funds, including DOJ award funds from non-Recovery Act awards awarded far the same or similar purposes or programs. (Recovery Act funds may be used in conjunction with other funding as necessary to complete projects, but tracking and reporting of Recovery Act funds must be separate.) Accordingly, the accounting systems of the recipient and all subrecipients must ensure that funds firm this Recovery Act award are not commingled with funds from any other source. The recipient further agrees that all perso~el (including subrecipient personnel) whose activities are to be charged to the award will maintain timesheets to document hours worked for activities related to this award and non-award- related activities. 18. RECOVERY ACT - Subawards -Monitoring The recipient agrees to monitor subawar+ds under this Recovery Act award in accordance with all applicable statutes, regulations, OMB circulars, and guidelines, indudmg the OJP Financial Guide, and to inchrde the applicable conditions of this award in any subaward. The recipient is responsible for oversight of subrecipient spending and monitoring of specific outcomes and benefits attributable to use of Recovery Act funds by subrecipients. The recipient agrees to submit, upon request, documentation of its polities and procedures for monitoring of subawards render this award. 19. RECOVERY ACT - Subawards -DUNS and CCR for Reporting The recipient agrees to work with its fast-tier subrecipients (if a~+) to ensure that, no later than the due date of the recipient's fast quarterly report after a subaward is made, the subrecipient has a valid DUNS profile and has an active registration with the Central Contractor Registration (CCR) database. 20. RECOVERY ACT -Quarterly Financial Reports The recipient agrees to submit quarterly financial status reports to OJP. At present, these reports are to be submitted on-line (at hops://grants.ojp.usdoj.gov) using Standard Form SF 269A, not Inter than 45 days after the end of each calendar quarter. The recipient understands that after October 15, 2009, OJP will discontinue its use of the SF 269A, and will require award recipients to submit quarterly financial status reporn within 30 days after the end of each calendar quarter, using the govemmeat-wide Standard Form 425 Federal Financial Report from (available for viewing at www.Whitehouse.gov/omb/grants/standard_forms/ffr.pdt). Beginning with the report for the fourth calendar quarter of 2009 (and continuing thereafter), the recipient agrees that it will submit quarterly Snancial stems reports to OJP on- line (at hops://grants.ojp.usdoj.gov) using the SF 425 Federal Fimncial Report form, not Inter than 30 days after the end of each calendar quarter. The final report shall be submitted not later than 90 days following the end of the grant period. oJP FORM 4ooorz tREV. a-sel P114 Department of Justice Office of justice Programs AR'ARD CONTINUATION { p Bureau of Justice Assistance SHEET PAGE 6 of 9 ~`-"~ -%~ Grant ~=' PROJECTNUt~ER 2009-SB-B9-1643 AWARD DAIS 07/138009 SPECIAL CONDITIONS 21. RECOVERY ACT -Recovery Act Transect;ans Listed in Schedule of Expenditures of Federal Awards and Recipient Responsibilities for Informing Subrecipients (a) The recipient agrees to maintain records that identify adequately the source and application of Recovery Act fiords, to maximize the transparency and accountability of funds authorized under the Recovery Act as required by the Act and in acccadance with 2 CFR 215.21, "Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non-profit Organizations" and OMB A-102 Common Rules provisions (relating to Grants and Cooperative Agreements with State and Local Governments). (b) The recipient agrees to separately identify the expenditures for Federal awards under the Recovery Act on the Schedule of Expenditures of Federal Awards (SEFA) and the Data Collection Form (SF-SAC) required by OMB Cirwlar A-133. This coition only applies if the recipient is covered by the Single Audit Act Amendments of 1996 and OMB Circular A-133, "Audits of States, Local Governments, and Non-Profit Organizations." This shall be accomplished by identifying expenditures for Federal awards made under the Recovery Act separately on the SEFA, and as separate rows under Item 9 of Part III on the SF-SAC by CFDA number, and inclusion of the prefix "ARRA=' in identifying the name of the Federal program on the SEFA and as the first characters in Item 9d of Part III on the SF- SAC. (c) The recipient agrees to separately identify to each subrecipient tbe Federal award number, CFDA number, and amount of Recovery Act fiords, and to document this identification both at the time of subaward and at the time of disbursement of funds. When a recipient awards Recovery Act fiords for an existing program, the information finnished to subrecipients shall distinguish tbe subawards of incremental Recovery Act funds from regular subawards under the existing program. (d) The recipient agrees to require its subrecipients to specifically identify Recovery Act funding on their SEFA information, similar to the requirements for the recipient SEFA described above. This information is needed to allow the recipient to properly monitor subrecipient expenditure of Recovery Act fiutds as well as facilitate oversight by the Federal awarding agencies, the DOJ OIG, and the GAO. 22. RECOVERY ACT - Reporting and Registration Requirements under Suction 1512 of the Recovery Act. (a) This award requires the recipient to complete projects or activities which are funded under the Recovery Act and to report on use of Recovery Act fiords provided through this award. Information from these reports will be made available to the public. (b) The reports are due no later than ten calendar days after each calendar quarter in which the recipient receives the assistance award fimded in whole or in part by the Recovery Act (c) Recipients and their first-tier recipients must maintain curieot registrations in the Central Contractor Registration (www.ocr.gov) at all times during which d-ey have active federal awards fimded with Recovery Act fiords. A Dim and Bradstreet Data Universal Numbering System (DUNS) Number (www.dnb.com) is one of the requirements for registration in the Central Contractor Registration. (d) The recipient shall report the information described in section 1512(c) of the Recovery Act using the reporting instructions and data elements that will be provided online at www.FederalReportirrg.gov and ensure that any information that is pQe-filled is corrected or updated as needed OJP FORM 40008 (REV. 488) P115 r"ti_ Department of Justice ~'; Office of Justice Programs AWARD CONTINUATION `~ Bureau of Justice Assistance SHEET PAGE ~ of 9 ~•.".~' ~I Grant PROJECT Ni1MBER 2009-SB-B9-1643 AWARD DATE 07/13/1009 SPECl.4l CONDT170NS 23. RECOVERY ACT - Provisions of Section 1512{c) The recipient understands that section 1512(c) of the Recovery Act provides as folbws: Recipient Reports- Not later than 10 days afterihe end of each calendar quarter, each recipient that received recovery funds from a Federal agency shall submit a report to that agency that contains- (1)the total amount of recovery funds received&om that agency; (2) the amount of recovery fiords received thatwere expended or obligated to projecu or activities; and (3) a detailed list of all projects or activities fmwhich recovery funds were expended or obligated, including- (A) the name of the project or activity; (B) a description of the project or activity, (C) an evaluation of the completion status of the projector activity; (D) an estimate of the number of jobs create~dtnd the number of jobs retained by the projector activity; and (E) for infiastructre investmenu made by state and local governments, the purpose, total cost, and rationale of fire agency for finding the infrastructure investmett with funds made available under this Act, and name of the person to contact at the agency if there are concerns withthe infiashvcture investment (4) Detailed information on any subcontracu a subgtanu awarded by the recipient to include the data elements required to comply with tbe Federal Funding Accountability and Transparency Act of 2006 (Public Law 109-282), allowing aggregate reporting on awards below 525,000 or to individuals, as prescn~bed by the Director of the Office of Management and Budget. 24. RECOVERY ACT -Protecting State and Local Government area Contractor Whistlebbwers (Recovery Act, section 1553) The recipient recognizes that the Recovery Adprovides certain protections against rzprisals for employees of non- Federal employers who disclose information rruonably believed to be evidence of gross management, gross waste, substantial and specific danger to public healthor safety, abuse of authority, or violations of law related to contracu or grams using Recovery Act funds. For additioml information, refer to section 1553 of the Recovery Act The text of Recovery Act is available at www.ojp.usdoj.gw/recovery. 25. RECOVERY ACT - Limit on Funds (Recovery Act, section 1604) The recipient agrees that none of the funds undea this award may be used by any State or local government, or any private entity, far construction costs or ary oiler support of any casino or other gambling establishment, aquarium, zoo, golf course, or swimming pool. 26. RECOVERY ACT - Infiastructaue Investment(Recovery Act, sections 1511 and 1602) The recipient agrees that it may not use any finds made available under this Recovery Act award for infrastructure investor®t absent suhmission of a satisfactoryan:rtificaation under section 1511 of the Recovery Act Should the recipient decide to use funds far infrasttuctum investment subsequent to award, the recipient must submit appropriate cettificatiams under section 1511 of the Recovery Act and receive prior approval from OJP. In seeking such approval, the recipient shall give preference to activities That can be started and completed expeditiously, a~ shall use award fiords in a manner that maximizes job creatiomtnd economic benefiu. The text of the Recovery Act (including sections 1511 and 1602) is available at www.ojp.usdoJ.eovhocovery. OJP FORM 40002 (REV. 4-8R) P116 ~~, Department of justice ~"~ Office of Justice Prognuns AWARD CONTINUATION ° ~ Bureau of Justice Assistance SHEET PACE s of 9 ~~~ Grant PRO]ECI'N[IMBER 2009-SB-B9-1643 AWARD DAIS 07/13/1009 SPECIAL CONDITIONS 27. RECOVERY ACT -Buy American Notification (Recovery Act, section 1605) The recipient understands that this award is subject to the provisions of section 1605 of the Recovery Act ("Buy American"). No award funds may be used for Qon, steel, or manufactured goods for a project for the construction, alteration, maintenance, or repair of a pubfic building or public work, unless the recipient provides advance written notification to the OJP program office, and a Grant Adjustment Notice is issued that modifies this special condition to add government-wide standard conditions (anticipated to be published in subpart B of 2 C.F.R. part 176) that further implement the specific requirements or exceptions of section 1605. Secti® 1605 of the Recovery Act prohibits use of any Recovery Act funds for a project for the construction, alteration, maintenance, or repair of a public building or public work unless all of the iron, stcel, and manufactured goods used in the project are produced in the United States, subject to certain exceptions, including United States obligations under international agreements. For purposes of this specie! condition, the following definitions apply: °Putblic building" and `public work" meam a public building of, and a public work of, a governmental entity (the United States; the District of Columbia; commonwealths, territories, and minor outlying islands of the United States; State and local governments; and multi-State, regional, or interstate entities which have governmental functions). These buildings and works may icehrde, without limits[ion, bridges, dams, plants, highways, parkways, streets, subways, tttnnels, sewers, mains, power lines, Pumping stations, heavy generators, railways, airpom, terminals, docks, piers, wharves, ways, lighthouses, buoys, jetties, breakwaters, levees, and canals, and the construction, alteration, maintenance, or repair of such buildings and works. "Manufictraed good" means a good brought to the construction site for incorporation into the building or work that has been- (])Processed into a specific form and shape; or (2) Combined with other raw material to create a material that has different properties than the properties of the individual raw materials. "Steel" means an alloy that inchrdes at least 50 percent iron, between .02 and 2 percent carbon, and may include other elements. For prposes of OJP grants, projects involving construction, alteration, maintenance, or repair of jails, detention facilities, prisons, public crime victims' shelters, police facilities, or other similar projects will likely trigger this provision. NOTE: The recipient is encauuaged to contact the OJP program manager - in advance -with any questions concerning Ibis condition, including its applicability to particular circumstances. OJP FORM 40008 (REV. 4-88) P117 ^~'~~ Department of Justice ~'~, Office of Justice Programs AWARD CONTINUATION ~~ Bureau of Justice Assistance SHEET PAGE 9 of 9 ~°~""''° ~/ Grant PROJECT NUMBER 2009-SB-B9-1643 AWARD DAiE 07/138009 SPECIAL CONDI770N5 28. RECOVERY ACT -Wage Rate Requirementsunder Section 1606 of the Recevery Act (a) Section 1606 of the Recovery Act requires that all laborers and mechanics employed by ccetractors and subcontractors on projects funded directly by or assisted in whole or in part by and through the Federal Government pursuant to the Recovery Act shall be paid wages at rates not less than those prevailing on projects of a character similar in the locality as determined by the Secretary of Labor in accordance with subchapter N of chapter 31 of title 40, United States Code. Pursuant to Reorganization Plan No. 14 and the Copeland Act, 40 U.S.C. 3145, the Department of Labor has issued regulations at 29 CFR Parts I, 3, and 5 to implement the Davis-Bacon and related Acts. Regulations in 29 CFR 5.5 instruct agencies concerning application of the standard Davis-Bacon contract clauses set forth in that section. The standard Davis-Bacon contract clauses found m 29 CFR 5.5(a) are to be incorporated in any covered contracts made under this award that are in excess of 52,000 fQ construction, alteration or repair {including painting acrd decorating). (b) For additional guidance on the wage rate rroquirements of section 1606, contact your awarding agency. Recipients of grants, cooperative agreements and loans should direct tlteir initial inquiries concerning the application of Davis-Bacon requirements to a particular federally assisted poject to the Federal agency funding the project. The Secretary of Labor retains Snal coverage authority under Reorganzation Plan Number 14. 29. RECOVERY ACT -NEPA and Related Laws The recipient understands that all OJP awards the subject to the National Environmental Policy Act (NEPA, 42 U.S.C. section 4321 et seq.) and other related Federal laws (incltdmg the National Historic Preservation Act), if applicable. The recipient agrees to assist OJP in carrying out its responsibilities under NEPA and related laws, if the recipient plans to use Recovery Act funds (directly or through sabaward or contract) to undertake any activity that triggers these requirements, such as renovation or constructim. (See 28 C.F.R Part 61, App. D.) The recipient also agrees to comply with all Federal, State, and local environmental laws and regulations applicable to the development and implementation of the activities to be funded tinder this award. 30. RECOVERY ACT -Misuse of award funds The recipient tmderstands acrd agrees that misuse of award funds may result in a range of penalties, including suspension of current and future funds, suspemion or debarment from federal grants, recoupment of monies provided under an award, and civil and/or criminal penalties. 31. RECOVERY ACT -Additional Requirements and Guidance The recipient agrees to comply with any modifications or additional requirements that may be imposed by law and future OJP (including govemm®t-wide) guidance and clariScatioms of Recovery Act rerprir+ements. 32. RECOVERY ACT -JAG -Delinquent section 1512(c) rrpotts The recipient acknowledges that it has certified that it will comely with all reporting requirements under section 1512(c) of the Recovery Act (An online reporting mechanism is anticipated to be available for award recipient use by October 1Q, 2009.) Further to this certification,a failure to comply with the section 1512(c) reporting requirements may, in addition to other penalties, subject the recipient to the following: (1) After failure to report section 1512(c) data for two consecutive reporting periods, the recipient may be- (a) prerduded from drawing down funds tinder any OJP award, and/or (b) deemed ineligible for future discretionary OJP awards, until such time as the recipient becotna current in its section 1512(c) reporting obligations; and (2) After faihrre to report section 1512(c) data for three consecutive reportrrrg penods, the recipient, ttpon written demand of the Director of BJA, shall return to OJP any tmexpended award ftmds (including any tmexpended interest earned on award funds) within 15 calendar days of the date of the demand notice. Thereafter, the recipient's award shall be converted to acost-reimbursable grant until such time as the recipient becomes cturent in its section 1512(c) reputing obligations, and remains current for rot less than two additional consecutive reporting periods. oJP FORM aooon IREV. a-ss l P118 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Tobacco Grant Special Funds SUBJECT/PROPOSAL/REOUEST: 07-21-09 ACTION: Yes 26 INFORMATION: Tobacco Grant Special Funds -Van Der Hyde Dairy STAFF CONTACT(S): CONSENT AGENDA: ACTION: INFORMATION: William D. Sleeper ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: The Agricultural Development Board of Pittsylvania County has been working the Van Der Hydes on an anaerobic digester system for animal waste based under the new green technologies. This is one of the programs that is bringing the United States Secretary of Agriculture and the Secretary of Energy to Pittsylvania County. DISCUSSION: In order to submit the required special fund application, it is necessary for the Board of Supervisors to pass a resolution authorizing the County Administrator to file the application and all necessary correspondence to the Tobacco Indemnification and Community Revitalization Commission. Attached hereto, is Resolution 2009-07-06. RECOMMENDATION: Staff recommends the Board of Supervisors approve the attached resolution and authorize the County Administrator to file this application. P119 RESOLUTION AUTHORIZING THE SUBMISSION OF A TOBACCO COMMISSION RESERVE FUND GRANT APPLICATION FOR PITTSYLVANIA COUNTY, VIRGINIA ON BEHALF OF DAIRY ENERGY, INC. 2009-07-06 WHEREAS, Pittsylvania County has been impacted by the decline of the tobacco industry causing a negative impact on economic development and growth throughout the County, and WHEREAS, the Tobacco Indemnification and Community Revitalization Commission has developed an economic development program to help tobacco related localities to change and revitalize their economy, and WHEREAS, grants from the Tobacco Indemnification and Community Revitalization Commission will assist Pittsylvania County in transforming its economy to replace the decline in the tobacco agro-business community, then BE IT HEREBY RESOLVED, that the Board of Supervisors of Pittsylvania County authorizes the submission of a grant application on their behalf for Dairy Energy, Inc., afor-profit enterprise, to match potential USDA REAP grant funds for the engineering, construction, and equipment purchase for the Commonwealth of Virginia's first anaerobic digester to be located on the Van Der Hyde Dairy and authorizes the County Administrator to file this application and all necessary correspondence relating to the Tobacco Indemnification and Community Revitalization Commission required by this grant and to be responsible for the accuracy of the application and for the appropriate use of funds, should they be granted. Given under my hand this 21st day of July 2009. Coy E. Harville, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P120 2: Project Summary Project: Anaerobic digestion of animal waste is not a new technology. However, bringing this innovative technology to Virginia is revolutionary. The Van Der Hydes of Dairy Energy, Inc. are proposing to build Virginia's first commercial scale anaerobic digester, which is slated to measure 200 feet long by 72 feet wide by 16 feet deep. This unit will collect all the manure from the dairy and/or any additional organic substrates in an air-tight, heated pit. The influent, i.e. waste products, will enter from one corner of the pit and flow down the entire length of the digester around a center wall and back to an effluent collection area. This digester is classified in the industry as a plug flow design. As the manure enters the digester, it pushes the effluent already in the digester forward as one big plug. The engineering firm that will be designing the digester for the Van Der Hydes has also incorporated a patented mixing element ensuring consistent digestion and maximizing methane production. During this 21 day "digestion" anaerobic microbes, which thrive in this 101 degree mesophilic vat, will consume the organic portion of the waste and convert the solids to an inorganic state. While this process is occurring, the microbes themselves are releasing methane, an odorless, colorless, greenhouse gas that is 21 times more dangerous to the atmosphere than carbon. Since this pit is sealed, the methane is trapped in the top two feet of the pit and piped to an engine capable of burning biogas. This engine in turn will be connected to a 450 kWh generator, which will produce way more energy than the Van Der Hydes could ever use, thus pushing their "green" energy back on the electrical grid for consumption by homeowners and businesses up and down the east coast. Not only is the energy green, it is also a reliable source of energy. The engineering firm has consistently rated the generator as having a 92% run time. In essence, the Van Der Hydes will be making electricty 24 hours a day 7 days a week. As the effluent (as opposed to the influent) is collect from the 21 day digestion, it will be pumped through a separator, which acts as a large screw press, in essence separating the liquid and the solids. The solid portion will be pathogen free thus an absolutely clean form of bedding for the dairy cows. The liquid portion will be held as a fertilizer to be spread on the growing crops for the dairy. As the digester converts all organic compounds to an inorganic state, the nitrogen and potassium is now readily available for uptake by the crops thus reducing volatilization to the atmosphere and minimizing any runoff to nearby Banister River. The Issue: The Van Der Hydes, who comingled the sale of their tobacco pounds with bank funds to start the dairy, are faced with a daunting future with historically low milk prices and ever increasing environmental regulations. As charter members of Cobblestone Milk Cooperative their views of diversity are strong. However, to remain sustainable and to help support more than five separate Van Der Hyde families, the concept of installing an anaerobic digester became an innovative solution to provide the additional resources necessary to keep all members on the farm, provide a renewable energy source for the public, and to do their part to help preserve the planet from a deteriorating atmosphere. Obviously the long range objective of this project is to keep the dairy operation profitable, but with cap-and-trade legislation looming the objective is quickly becoming to remain sustainable and viable. Implementation: In order to make this project cost effective there are several steps that need to be taken. First, the Van Der Hydes need to expand the dairy operation by bringing all their young stock back home so that the subsequent manure can be included in the digester. Next, all grant applications need to be turned in to their respective organizations for consideration. Once awards have been made, the nine month construction will begin. P121 Community Benefits: Along with the associated benefits to the Van Der Hydes and their operation, the positives for the community and region are just as numerous. First, there is a desire within our community for a renewable "green" energy source. This operation will provide this type of energy. Second, the methane will be destroyed, basically cleaning the atmosphere and reducing the carbon footprint for an entire community. Next, the Van Der Hydes are setting a precedent by significantly improving farmer/community relationships by spreading a waste product as fertilizer that no longer offers a pungent aroma. They will be making a huge step to reduce any ground-water contamination as the liquid portion of the effluent is now inorganic. Likewise, they will significantly reduce their Phosphorus load to the soil as this element will be locked in the solids. Phosphorus has been historically linked to the degradation of the Chesapeake Bay. To add to this same concept, animal mortalities from our local farming enterprises can be deposited in the digester instead of burying the carcasses, which has also been a proven contributor to ground-water pollution. They are helping to control the fly population as the flys will no longer be able to lay their larvae in the separated bedding material due to the inorganic nature. Weed seeds spread by birds will be controlled as the seeds are destroyed by the digester. Any organic material that typically is taken to our local landfill can be deposited in the digester, saving acres of land fill space. The solids can be used as a compost to build up infertile soils in the county stripped by years and years of tobacco farming. The "clean" bedding will also aid in the prevention of mastitis, which basically preserves a wholesome food commodity for all consumers. Accompanying innovation is being designed by the same engineering firm to apply the same principles used in a commercially sized waste water treatment plant, to convert the brown water (terminology for the liquid remaining after the solids have been separated) to clean, fresh, pathogen free drinking water. This can be used by the farm to water the cows or it can be used as a human source of drinking water. Initial trials have shown the water to the so pure that an inclusion in any creek or stream must be directed through a riparian buffer to pickup natural stream organisms as the water is technically "too clean." Since the effluent contains less solid matter, the amount of horsepower needed to spread the brown water will be comparatively reduced. Thus this will require less burning of diesel fuel in turn limiting the content of smog in an around our community. Basically our young and elderly will be able to breathe easier. Last, the digester can serve as a model for others interested in the sustainability of their operations. As mentioned earlier, this will be the first commercially sized anaerobic digester in the state. The Van Der Hydes already serve as a host farm for Virginia Tech; this will give the university another opportunity to showcase Pittsylvania County as an innovative and forward-thinking agricultural community. Funding: With a current national emphasis being placed on renewable sources of energy and concerns over a depleting O-zone, the Van Der Hydes are applying for a USDA REAP grant that requires a 25% match. The requested $625,000.00 will be used as the match to the USDA grant, while adding to the engineering, construction, and equipment funds necessary for this $2.5 million project. The remaining 50% of the total project cost will be acquired through additional DMME grants, NRCS grants, and through public financing. P122 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-21-09 ITEM NUMBER: 27 Department of Historic Resources -Train Depot Grant ACTION: Yes INFORMATION: SUBJECT/PROPOSAL/REOUEST: Appropriation of Grant Funds CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): Sleeper, VanDerHyde ATTACHMENTS: No BACKGROUND: DISCUSSION: Pittsylvania County recently received grant funds in the amount of $23,750.00 from the Department of Historic Resources. This is a state grant that was awarded to aid with the Chatham Train Depot Restoration Project. This grant does not require a cash local match. In FY2008-2009, a total of $8,750.00 was spent of these funds, which needs to be appropriated to the 2009 budget. The remainder, $15,000, needs to be appropriated to the 2010 budget. RECOMMENDATION: Staff recommends that the Board of Supervisors approve and appropriate a total of $23,750.00 to the Historic Resources -Train Depot Grant (250-4-094208-8212). Of this amount, $8,750.00 should be appropriated to the 2009 budget and $15,000 should be appropriated to the 2010 budget. P123 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-21-09 ITEM NUMBER: 28 Social Services-Industrial Development Authority (IDA) Bond Appropriation ACTION: Yes INFORMATION: SUBJECT/PROPOSAL/REOUEST: Appropriation existing IDA Bonds for construction of Social Services Solarium CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): Sleeper. VanDerHvde ATTACHMENTS: Yes BACKGROUND: DISCUSSION: A solarium was recently completed at the Human Services Building. This solarium was constructed using bond funds remaining from the 2006 debt restructure to construct an addition at the Human Services Building. A total of $111,122.36 was used for this construction project during FY 2008-2009. RECOMMENDATION: Staff recommends that the Board consider an appropriation of $111,122.36 to Fund 420 for expenditures incurred to construct the solarium at the Human Services Building. Since these funds are not General Fund monies, a 10 day layover is not required. P124 KIM*INCOME.STATEMENT 08:49:27 17 JUL 2009 Page 1 PITTSYLVANIA COUNTY Income Statement Report dates 07/01/2008 - thru - 06/30/2009 ACTUAL ACTUAL ACCOUNT NUMBER DESCRIPTION CURRENT Y-T-D ENCUMBRANCE APPROPRIATION BUDGET BALANCE % YTD 420-3-000000-150101 INTEREST ON INVESTMENTS -115.94 -1911.24 0.00 0.00 0.00 -1911.24 0.00 TOTAL - -115.94 -1911.24 0.00 0.00 0.00 -1911.24 Total Revenue - -115.94 -1911.24 ----------- ------------ 0.00 ----------- 0.00 ------------- -- 0.00 ---------- -1911.24 ------------ ----- 420-4-094411-315000 - LEGAL & ADMIN ----------- ------------ 0.00 332.59 ----------- 0.00 ------------- -- 0.00 ---------- 0.00 ------------ -332.59 ----- 0.00 420-4-094411-316300 CONSULTANT-ENGINEERING 0.00 6000.00 0.00 0.00 0.00 -6000.00 0.00 420-4-094411-821200 CONSTRUCTION 0.00 104789.77 0.00 0.00 0.00 -104789.77 0.00 TOTAL - - - SOCIAL SERVICES IDA BONDS - - ----------- ------------ ----------- ------------ 0.00 111122.36 ----------- ------------ ----------- ------------ ----------- ----------- 0.00 ----------- ----------- ------------- -- ------------- -- 0.00 ------------- -- ------------- -- ---------- ---------- 0.00 ---------- ---------- ------------ ------------ -111122.36 ------------ ------------ ----- ----- 0.00 ----- ----- - - Total Expense ----------- ------------ ----------- ------------ 0.00 111122.36 ----------- ----------- 0.00 ------------- -- ------------- -- 0.00 ---------- ---------- 0.00 ------------ ------------ -111122.36 ----- ----- 0.00 TOTAL 420 SOCIAL SERVICES BOND FUND -115.94 109211.12 0.00 0.00 0.00 -113033.60 w*********** ************ *********** ************* ************ ************ ***** ************ ************ *********** ************* ************ ************ ***** REVENUES - EXPENSES -115.94 109211.12 0.00 0.00 0.00 -113033.60 ************ ************ *********** ************* ************ ************ ***** P125 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-21-09 ITEM UMBER: 29 Cafeteria Receipts Fund SUBJECT/PROPOSAL/REQUEST: Item Needs to be Removed STAFF CONTACT(S): Sleeper, VanDerHyde ACTION: No CONSENT AGENDA: ACTION: ATTACHMENTS: No INFORMATION: INFORMATION: BACKGROUND: At the publishing of the Board Agenda, Item #29 Cafeteria Receipts Fund was added because it appeared that a year-end appropriation was necessary for this fund. DISCUSSION: Upon discussing the necessity of an appropriation with the auditors, Robinson, Farmer Cox Associates, they determined that the monies expended from this fund were merely a transfer that had been previously appropriated in the School's Regular Fund. A year-end appropriation is therefore not necessary for the Cafeteria Receipts Fund. RECOMMENDATION: Staff recommends that the Board of Supervisors remove this item from the agenda since no Board action is required. P126 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-21-09 ITEM NUMBER: 30 State Restricted Seizure Fund SUBJECT/PROPOSAL/REQUEST: Appropriation of State Restricted Fund Balance STAFF CONTACT(S): Sleeaer, VanDerHyde ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No INFORMATION: INFORMATION: BACKGROUND: During the budget process, a minimal amount of funds are budgeted in the restricted seizure fund accounts. The State Restricted Seizure Fund for the Sheriff had an original appropriation of $20,000. DISCUSSION: Under the direction of the Honorable Sheriff Mike Taylor, funds seized by the Sheriff s office are deposited in separate accounts for a determined amount of time. After a certain amount of time, these funds have to be turned over to the Department of Justice. The closing of these accounts has caused the State Restricted Seizure Fund to have a deficit budget balance at year end. An appropriation is needed of $244,027.24 to cover this overage. RECOMMENDATION: Staff recommends that the Board consider an appropriation to the State Restricted Seizure Funds-Sheriff in the amount of $244,027.24 (241-4-031700-5830). This request does not requires a l0 day layover because these funds are not from the General Fund. P127 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-21-09 ITEM NUMBER: 31 Courthouse Maintenance Contract Appropriation SUBJECT/PROPOSAL/REQUEST: Appropriation of Courthouse Maintenance Contracts to other accounts STAFF CONTACT(S): Sleeper, VanDerHyde ACTION: No CONSENT AGENDA: ACTION: ATTACHMENTS: No INFORMATION: INFORMATION: BACKGROUND: The Courthouse House Maintenance Fund is a fund that exists to help maintain the Courthouse. This fund is currently being utilized to fund the Courthouse Renovation Project. DISCUSSION: There are two annual maintenance contracts for the Courthouse that have always been charged to the Courthouse Maintenance Fund. Since this fund is currently tied up in the renovation project, monies need to be appropriated to Building and Grounds and the Jail to fund these maintenance contracts. The following amounts are needed for maintenance contracts: $6,000.00 ADT Security Contract (100-4-033100-3320) 7.200.00 Southern Air Contract (100-4-043100-3320) $13,200.00 TOTAL RECOMMENDATION: Staff recommends that the Board consider an additional appropriation to the Jail for $6,000 for the ADT Security Contract and to Building & Grounds for $7,200 for the Southern Air Contract. These amounts will need to be taken from unappropriated surplus. This request requies a 10 day layover. P128 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-21-09 ITEM NUMBER: 32 Library Transfer S C' BJECT/pROPOSAL/REQUEST: Appropriation of Memorial Gift Receipts for Transfer STAFF CONTACT(S): Sleeper, VanDerHyde BACKGROUND: ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No INFORMATION: INFORMATION: DISCUSSION: The Pittsylvania County Library is requesting a transfer from their Memorial Gifts Fund to the local Library budget in the amount of $9,781.68 to cover expenditures incurred during FY 2008-2009. Since this is a transfer from fund to fund, Board approval is required before this transfer can be made. RECOMMENDATION: Staff recommends that the Board of Supervisors consider an approval and appropriation of a transfer from the Memorial Gifts Fund (Fund 265) to the local Library budget (100-4-073100). This does not require a 10 day layover because these funds are not coming from the General Fund. P129 PITTSYLVANIA COUNTY Board of Supervisors AGENDA TITLE: EXECUTIVE SUMMARY AGENDA DATE: 7-21-09 ITEM NUMBER: 33 Carryover/Encumbrances SUBJECT/PROPOSAL/REQUEST: ACTION: No Approval of 2008-2009 Encumbrance Carryovers and CONSENT AGENDA: Appropriation of Carryover Funds to FY 2010 Budget ACTION: STAFF CONTACT(S): Sleeper, VanDerHyde ATTACHMENTS: Yes INFORMATION: INFORMATION: BACKGROUND: At year-end, it is necessary for certain line items to carryforward to the new budget year. These items include such things as donations made for specific causes, purchases made at year-end that cannot be received before June 30 and capital funds that cannot be expended by Fire and Rescue Departments. In the case of unreceived merchandise at year-end, Robinson, Farmer, Cox and Associates, auditors for Pittsylvania County, requires that such purchases not be paid for until goods or services are rendered. Therefore, a carryover is necessary so that funds will be available at such time as goods and services are received. DISCUSSION: Attached is a listing of all encumbered amounts that need to carryover to the FY 2008-2009 budget_ An explanation is provided for each encumbrance. The total of this carryover is $279,072.33. In addition to these encumbered amounts that need to be approved and appropriated, the following line items should also be approved for carryover to the 2010 budget: Designated Accounts: Project Lifesaver (100-4-031200-5882) 24,420.10 Memorial Fund (100-4-031200-81011) 100.00 Halloween Contributions (100-4-031200-5878) 1,459.17 National Night Out (100-4-031200-5880) 5,149.17 Veterinary Fund (245-4-035200-5849) 1,660.66 Local Emergency Planning (100-4-081200-5679) 849.24 Animal Control Donations (100-4-035100-5883) 1,992.80 United Way-Fire & Rescue (100-4-032200-5667) 28.17 P130 Amounts Needed to Cover 2010 Obligations Amounts not included previously in 2010 budget: Economic Development Department 122,590.00 Agricultural Development (RENT) 3 600.00 Wireless Grant Carryover-Local Funds 26,565.82 E911 Carryover for Utilities: E911 Towers 8,000.00 B & G 10,000.00 Amounts Requested by Departments (Requests attached) Circuit Court (TTF Funds) 3,220.00 Fire & Rescue (Capital Funds) 30,000.00 Fire & Rescue (Remaining Balance for Grant) 108,417.47 TOTAL CARRYOVER AMOUNTS 348,052.60 RECOMMENDATION• Staff recommends that the Board amend the 2009-2010 budget as outlined in the attached listing and the items listed above. The total to be considered for appropriation is $627,124.93. This request will require a 10-day layover. P131 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ENCUMBRANCE CARRYOVERS FROM FY 08-09 JUNE 30, 2009 ,,,~ FUND 100 -GENERAL FUND 100-4.031200.6010 Sheriff's Office -Police Supplies Decals & Labor -Cars, DARE Vehicle & Crimestoppers Vehicle $ 6,900.00 100-4.031200.6045 Software Upgrade - K-9 $ 2,350.00 100-4.032200.5667 Fire & Rescue -United Way Funds Safety Vests for Fire & Rescue Agencies $ 4,749.91 Safety Cones & Emergency Lights for Fire & Rescue Agencies $ 7,885.27 100-4.035500.8102 Emergency Management -One Position Total Lift Workstation $ 9,905.00 100-4.035500.8103 Emergency Management -Radio Frequencies $ 14,700.00 100-4.042300.3310 Repair Gate & Fence at 58 West Compactor Site $ 791.00 TOTAL -GENERAL FUND (FUND 100) $ 47,281.18 FUND 250 -GRANTS FUND 250-4.031759-8107 Media Cabinets (Sheriff's Office) $ 2,449.53 250-4.031775-8103 Viper Server Upgrade (911) $ 23,874.12 TOTAL -GRANTS FUND (FUND 250) $ 26,323.65 FUND 310 -CAPITAL IMPROVEMENTS 310-4.094120-8144 Install Vehicle Gate at Landfill $ 6,990.00 310-4.094110-8125 Garbage Truck $123,513.00 310-4.094110-81301 Compactors $ 38,524.54 P132 FY 08-09 Encumbrance Carryovers Page 2 310-4.094120-81463 Scale Software -Landfill $ 6,400.00 310-4.094100-8120 Central Receivables -Treasurer's Office $ 10,847.00 310-4.094130-8158 Install Chain Length Fence (Animal Ctrl) Security Entrance -Commonwealth Attorney Security Window -Commonwealth Attorney TOTAL -CAPITAL IMPROVEMENT FUND (FUND 310) FUND 311 -JAIL INMATE MANAGEMENT 311-4.033400-8105 Decals fornew van TOTAL -JAIL INMATE MANAGEMENT FUND (FUND 311) FUND 604 -CENTRAL STORES 604-4.012530-6001 I.D. Badges TOTAL -CENTRAL STORES FUND (FUND 604) GRAND TOTAL -CARRYOVER ENCUMBRANCES: $ 9,842.00 $ 3,630.00 $ 4,775.00 $204,521.54 $ 700.00 $ 700.00 $ 245.96 $ 245.96 $279,072.33 P133 ~[er~ of court PITTSYLVANIA COUNTY CIRCUIT COURT P. O. DRAWER 31 CHATHAM, VIRGINIA 24531 H. F. HAYMORE, JR., CLERK CHATHAM, VIRGINIA 24531 ,34-432-~e94 June 3, 2009 Ms. Kim Van Der Hyde Director of Finance County Administrator's Office Chatham, VA 24531 Dear Kim: CHARLES J. STRAUSS, JUDGE CHATHAM, VIRGINA24531 434-432-7845 This correspondence is in reference to our conversation concerning the carry-over of presently unexpended TTF funds into next year's budget. TTF funds are not distributed on a calendar year; however they are available for us to secure in August of each year fora 12-morph period. Relevant to the above I respectfully request that the following amounts be carried over into next year's budget. Line item 21600-130000 - $1920.00 Line item 216-600300 - $1300.00 Should you need additional information concerning this do not hesitate to call me. Thanking you in advance for your cooperation in this matter, I remain, f r. HFH,jr/jwp P134 Pit~tsyivania Coun . ty Fire & Rescue Associa,tiou P.O. Box 426 Chatham, Virginia 24531 MEMO TO: Kimberly G. Vanderhyde Finance Director FROM: Stephen G. Finkner President - P.C.F.R.A. SUBJECT: Fire/Rescue Carryover Funds DATE: June 30, 2009 In accordance with the action of the Pittsylvania County Board of Supervisors at the June 3, 1996 meeting, approving carryover of capital funding in line item 100-4.032200.5661 of the budget, I am requesting that the balances from the FY 2008-2009, shown for each of the following agencies, be carried over to the 2009-2010 budget: Climax Volunteer Fire Department $ 7 500 Cascade Volunteer Fire Department $ 7500 Riverbend Volunteer Fire Department $15,000 GRAND TOTAL- CAPITAL: $30,000 If you have any questions please don't hesitate to give me a call. SGF/dbm CC; William D. Sleeper, County Administrator P135 . Pit~tsylvania County Fire & Rescue ' ~ Association P.O. Box 426 Chatham, Virginia 24531 TO: William D. Sleeper, County Administrator FROM: Steve Finkner ~~ SUBJECT: Carryover Request Fiscal Year 2008-09 DATE: July 17, 2009 I~CC: Kim Van Der Hyde, Finance Director Mr. Sleeper: The members of the Pittsylvania County Fire/Rescue Association request that the balance of funds remaining in the Fiscal Year 2008-09 budget be carried over into the budget for FY 2009-10. The PCFRA has applied for funding through the Federal Assistance to Firefighters Grant for communications equipment. The mobile and portable units requested in the grant will be used to replace existing equipment that is not capable of being reconfigured to meet the FCC mandate to transition all VHF radio frequencies to narrow band by 2013. Our application is requesting 128 mobile radios and 256 portable radios. The total amount of the grant is $896,000. Should we be awarded the grant, 80% ($716,800) will be funded by the federal government and we will be responsible for the20% match ($179,200). Therefore, we request that the $104,310.13 balance of funds in the PCFRA budget for FY 2008-09 be carried over into the budget for FY 2009-10. Additionally, we request that $4,107.34 reimbursed bythe City of Danville in June from state grant money to upgrade the Regional Training Center, be appropriated to the FY 2010 budget as well. The total amount requested for carryover would then total $108,417.47 and could be used to offset60% of the required local match should we be awarded the grant. Thank you for your consideration of this request. If you have any questions, please contact me at your convenience. P136 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-21-09 ITEM NUMBER: 34 Health Insurance SUBJECT/pROPOSAL/REQUEST: Approval of Employee Health Fund to absorb Health Insurance Increase STAFF CONTACT(S): ~leener, VanDerHyde ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: INFORMATION: INFORMATION: BACKGROUND: Anthem Blue Cross Blue Shield is the County's health insurance provider for employees. The County recently received renewal rates from Anthem. DISCUSSION: Attached is a letter from Donald R. Johnson, Assistant Superintendent of Business with Pittsylvania County Schools and Plan Administrator for the County's Health Insurance Plan showing a proposed increase of 2.5% in health insurance rates. The Health Insurance Committee, which includes members from the School Board, the County, the Town of Gretna, PCSA and Social Services met concerning our renewal and the proposed increase. It was determined at this meeting that it would be best for the increase to be absorbed by the Employee Health Fund this year because of the current state of our economy. As the letter states, approximately $225,000 would be needed from the fund to absorb this cost. The fund has sufficient funds to cover this amount. RECOMMENDATION: Staff recommends that the Board of Supervisors support the Health Insurance Committee's recommendation to fund the Health Insurance Increase from the Pittsylvania County Employee Health Fund. This amount does not need to be appropriated because it is in a proprietary fund. P137 4a~ p[acr Ao ~` ~$ f1n~1 \1b~ PITTSYLVANIA COUNTY SCHOOLS P.O. Box 232.39 Bank Street S.E. • Chatham, Virginia 24531 July 6, 2009 Pittsylvania County Board of Supervisors P.O. Box 426 Chatham, VA 24531 To the Honorable Board of Supervisors, Mr. James E. McDaniel Division Superintendent I am writing on behalf of the Pittsylvania County Insurance Committee to request approval to use funding from the Pittsylvania County Employee Health Insurance Fund to pay for the increase in our employees' health insurance premiums for the 2009-2010 plan year. Our annual plan review calls fora 2.5% increase in the rates, which will cost approximately $225,000.00. An analysis of the Health Insurance Fund shows an approximate available balance of $2,000,000.00 at the end of September 2009. As you are aware, the money in the Health Insurance Fund can only be used to provide benefits to employees. Due to the harshness of current economic conditions, the committee feels that this is an appropriate time to use these funds to relieve some of the burden on our employees. Thank you in advance for your cooperation and consideration. Sinc rely, L° r~/~~ Donald R. John Assistant Superintendent of Business Pittsylvania County Schools TELEPHONE NUMBERS: (434) 432-2761 • (434) 793-1624 (Danville) • (434) 656-6248 (Gretna) • FAX (434) 432-9560 P138 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Beer and Wine Sales on Sunday SUBJECT/PROPOSAL/REQUEST: Referendum; Callands-Gretna District AGENDA DATE: 07-21-09 ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: STAFF CONTACT(S): William D. Sleeper BACKGROUND: ATTACHMENTS: Yes REVIEWED BY: 35 INFORMATION: INFORMATION: The Board of Supervisors reviewed the question of Beer and Wine Sales on Sunday at the July 6, 2009 meeting of the Board of Supervisors. Motion was made but not seconded to provide the question on the ballot. DISCUSSION: The Honorable Fred M. Ingram, Supervisor, Callands-Gretna District, requests the Board of Supervisors, in accordance with §4.1-123 of the Code of Virgiaria lwi 0' sales oneSundayam the Callands-Gretnal District November election for referendum for bee This question will be "Shall the sale of wine and beer, between the hours of twelve o'clock .m. on each Saturday and six o'clock a.m. on each Monday be permitted in the Callands-Gretna District, Pittsylvania County". RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. Upon a motion, the County Administrator shall file a motion with the Circuit Court of Pittsylvania County requesting this question be placed on the ballot. This requires a Roll Call Vote. P139 § 4.1-120 ALCOHOLIC BEVERAGE CONTROL ACT § 4.1-123 constitutional forms of discrimination in their in-state preferences for Virginia wine and beer. Bolick v. Roberts, 199 F. Supp. 2d 397, 2002 U.S. Dist. LEXIS 6376 (E.D. Va. 2002), vacated and remanded sub nom. Bolick v. Danielson, 330 F.3d 274 (4th Cir. 2003), and partially rendered moot by 2003 legislation. Fact that Virginia regulated the alcohol mar- ket was not sufficient to preclude its status as a market participant because to contravene the dormant Commerce Clause, a state had to do more than regulate markets in which its par- ticipation happened to favor local interests; a state acted unconstitutionally when its partic- ipation in one market resulted in regulation of another market in which it did not participate, and that could not be said of Virginia's decision to sell only Virginia wines from its own retail stores, as its participation in the wine market had no regulatory effects on other markets. Brooks v. Vassar, 462 Fad 341, 2006 U.S. App. LEXIS 23144 (4th Cir. 2006). § 4.1-120. When government stores closed. -A. Except as provided in subsection B, no sale or delivery of alcoholic beverages shall be made at any government store, nor shall any such store be kept open for the sale of alcoholic beverages: 1. On Sunday; 2. On Thanksgiving Day, Christmas Day and New Year's Day; or 3. During such other periods and on such other days as the Board may direct. B. Certain government stores, as determined by the Board, in any county having the urban county executive form of government, in any city adjacent to or completely surrounded by any such county, in any count Conti such county, in any city adjacent to or completely surrounded by any su h contiguous county, or in any city having a population of 100,000 or more, may be open on Sunday for the sale of alcoholic beverages after 1:00 p.m. (Code 1950, § 4-19; 1972, c. 138; 1992, c. 129; 1993, c. 866; 2004, c. 1002; 2008, c. 134. ) The 2004 amendments. - The 2004 amendment by c. 1002 added the subsection A designation; added "Except as provided in sub- section B° in the introductory paragraph of subsection A; and added subsection B. The 2008 amendments. - The 2008 amendment by c. 134 substituted "a population of 100,000 or more" for "a population in excess of 200,000" in subsection B. § 4.1-123. Referendum on Sunday wine and beer sales; exception. - A. Either the qualified voters or the governing body of any county, city, town, or supervisor's election district of a county may file a petition with the circuit court of the county or city or of the county wherein the town or the greater part thereof is situated asking that a referendum beheld on the question of whether the sale of beer and wine on Sunday should be permitted within that jurisdiction. The petition of voters shall be signed by qualified voters equal in number to at least ten percent of the number registered in the jurisdiction on January 1 preceding its filing or at least 100 qualified voters, whichever is greater. Upon the filing of a petition, the court shall order the election officials of the county, city, or town, on the. date fixed in the order, to conduct a referendum on the question. The clerk of the circuit court shall publish notice of the referendum in a newspaper of general circulation in the county, city, or town once a week for three consecutive weeks prior to the referendum. The question on the ballot shall be: "Shall the sale of wine and beer between the hours of twelve o'clock p.m. on each Saturday and six o'clock a.m. on each Monday be permitted in (name of county, city, town; or supervisor's election district of the county)?" The referendum shall be ordered and held and the results certified as provided in § 24.2-684. Thereupon the court shall enter of record an order certified by the clerk of the court to be transmitted to the Board and to the governing body of the county, city, or town. 22 ,.x.. P 140 ~',~"~t~. § 4.1-126 DEFINITIONS AND GENERAL PROVISIONS § 4.1-126 Notwithstanding anordinance adopted pursuant to § 4.1-129, an affirma- tive majority vote on the question shall be binding on the governing body of the county, city, or town, and the governing body shall take all actions required of it to legalize such Sunday sales. B. Notwithstanding the provisions of subsection A or § 4.1-129, where property that constitutes a farm winery lies within, or abuts, the boundaries of Floyd and Patrick Counties, the retail sale of wine by the farm winery licensee in the county that restricts the sale of wine and beer shall be allowed at one fixed location on a parcel of land that contains all or part of the licensee's producing vineyard and the licensee's vinification facilities. The Board may refuse to allow such licensee the exercise of his retail sales privilege in the county restricting the Sunday sale of wine and beer if the Board determines, after giving the licensee notice and a hearing, that (i) the owner of the farm winery had actual knowledge that the vinification facilities and all or part of the producing vineyard were going to be located in the county restricting the sale of wine and beer prior to construction of the vinification facilities or (ii) the primary business purpose of the farm winery licensee is to engage in the retail sale of wine in such county rather than the business of a farm winery. Nothing in this subsection shall apply to a farm winery licensee that has a retail establishment for the sale of its wine in the county adjoining the county that restricts the Sunday sale of wine and beer if the retail establishment is within one-half mile of the farm winery's vinification facilities. (1979, c. 621, § 4-96.3; 1980, c. 543; 1993, c. 866; 2001, cc. 594, 783; 2007, c. 813.) Editor's note. -Acts 2007, c. 813, cl. 2, provides: "That the provisions of this act shall not affect the powers of any locality with re- spect to any ordinance, resolution or bylaw validly adopted and not repealed or rescinded prior to July 1, 2007." The 2001 amendments. - The 2001 amendment by c. 594 added the subsection A designator to the first paragraph, and added subsection B. The 2001 amendment by c. 783 deleted "or" preceding "town" and inserted "or supervisor's election district of a county" following "town" in the first paragraph of present subsection A, and deleted "or" preceding "town" and inserted "or supervisor's election district of the county" fol- lowing "town" in the ballot question in subsec- tion A. The 2007 amendments. - The 2007 amendment by c. 813 substituted "Floyd and Patrick Counties" for "two adjoining counties, one of which has a population between 12,000 and 12,100 and one of which has a population between 17,450 and 17,500" in subsection B. § 4.1-126. Licenses for establishments in national forests, certain adjoining lands, on the Blue Ridge Parkway, and certain other prop- erties. - A. Notwithstanding the provisions of § 4.1-124, mixed beverage licenses may be granted to establishments located (i)on property owned by the federal government in Jefferson National Forest, George Washington National Forest or the Blue Ridge Parkway; (ii) at altitudes of 3,800 feet or more above sea level on property adjoining the Jefferson National Forest; (iii) at an altitude of 2,800 feet or more above sea level on property adjoining the Blue Ridge Parkway at Mile Marker No. 189; (iv) on property within one-quarter mile of Mile Marker No. 174 on the Blue Ridge Parkway; (v) on property developed by a nonprofit economic development company or an industrial development authority; (vi) on old Jonesboro Road between Routes 823 and 654, located approximately 5,500 feet from the City of Bristol; (vii) on property developed as a motor sports road racing club, of which the track surface is 3.27 miles in length, on 1,200 acres of rural property bordering the Dan River in Halifax County, with such license applying to any area of the property deemed appropriate by the Board; (viii) at an altitude of 2,645 feet or more above sea level on land containing at least 750 acres used for recreational purposes and located within two and one-half miles of the Blue Ridge Parkway; (ix) on property fronting U.S. Route 11, with portions fronting Route 659, ad~oimng 23 P141 ~R „_: § 4.1-125 ALCOHOLIC BEVERAGE CONTROL ACT § 4.1-128 The 1997 amendment added the next-to- last sentence in the first paragraph of subsec- tion A. § 4.1-125. Section 4.1-124 applicable to certain towns. -The provi- sions of § 4.1-124 shall be applicable mutatis mutandis to any town within the Commonwealth which is entirely surrounded by a base of the United States armed forces. (1968, c. 761, § 4-98.12:1; 1993, c. 866.) § 4.1-126. Licenses for establishments in national forests, certain adjoining lands and on the Blue Ridge Parkwa . - the provisions of § 4.1-124, mixed beverage licenses maNbe ithstanding establishments located (i) on property owned by the federal government in Jefferson National Forest, George Washington National Forest or the Blue Ridge Parkway, (ii) at altitudes of 3,800 feet or more above sea level on property adjoining the Jefferson National Forest, (iii) at an altitude of 2,800 feet or more above sea level on property adjoining the Blue Ridge Parkway at Mile Marker No. 189, (iv) on property within one-quarter mile of Mile Marker No. 174 on the Blue Ridge Parkway, (v) on property developed by a nonprofit economic development company or an existing industrial development author- ity and (vi) on old Jonesboro Road between Routes 823 and 654, located approximately 5,500 feet from a city having a population between 17,500 and 18,500. B. In granting any license under subdivisions (iii) and (iv) of subsection A, the Board shall consider whether the (i) voters of the jurisdiction in which the establishment is located have voted by referendum under the provisions of § 4.1-124 to prohibit the sale of mixed beverages and (ii) granting of a license will give that establishment an unfair business advantage over other estab- lishments in the same jurisdiction. If an unfair business advantage will result, then no license shall be granted. (1972, c. 304, § 4-98.12:2; 1976, c. 169; 1988, c. 63; 1992, c. 876; 1993, cc. 866, 954. ) Editor's note. -Acts 1993, c. 954 amended former § 4-98.12:2, from which this section is derived. Pursuant to § 9-77.11, the 1993 amendment by c. 954 has been given effect in this section as set out above. In accordance with c. 954, clause (v) has been added to subsection A. § 4.1-127. Contests of local option referenda. -The regularity or legality of any referendum held pursuant to §§ 4.1-121, 4.1-123 and 4.1-124 shall be subject to the inquiry, determination, and judgment of the circuit court which ordered the referendum. The court shall proceed upon complaint of fifteen or more qualified voters of the county, city, or town, filed within thirty days after the date the results of the referendum are certified and setting out fully the grounds of contest. The complaint and the proceedings shall conform as nearly as practicable to the provisions of § 15.2-1654, and the judgment of the court entered of record shall be a final determination of the regularity and legality of the referendum. (Code 1950, § 4-47; 1993, c. 866.) § 4.1-128. Local ordinances or resolutions regulating alcoholic bev- erages. -A. No county, city, or town shall, except as provided in § 4.1-205 or § 4.1-129, adopt any ordinance or resolution which regulates or prohibits the manufacture, bottling, possession, sale, distribution, handling, transportation, drinking, use, advertising or dispensing of alcoholic beverages in the Common- wealth. B. However, the governing body of any county, city, or town may adopt an ordinance which (i) prohibits the acts described in subsection A of § 4.1-308 subject to the provisions of subsection B of § 4.1-308, or the acts described in 21 P142 § 4.1-129 CODE OF VIRGINIA § 4.1-129 § 4.1-309 and may provide a penalty for violation thereof and (ii) subject to subsection C of § 4.1-308, regulates or prohibits the possession of opened alcoholic beverage containers in its local public parks, playgrounds, and public streets. C. Except as provided in this section, all local acts, including charter provisions and ordinances of cities and towns, inconsistent with any of the provisions of this title, are repealed to the extent of such inconsistency. (Code 1950, § 4-98; 1983, c. 340; 1993, c. 866.) Editor's note. -The cases noted below were decided under former § 4-96, now re- pealed, which covered the same subject matter as this section. Former C 4.96 did not prohibit the city's tax which by ordinance, imposed a retail sales tax on all food sold in restaurants in the city. The ordinance defined "food" to include "any acid all refreshments and nourishment, liquid or otherwise." City of Virginia Beach v. Virginia Restaurant Assn, 231 Va. 130, 341 S.E.2d 198(1986). Where an ordinance and statute are said to be in conflict, it is the duty of the courts to harmonize them, if reasonably possible, so that they can stand together. City of Virginia Beach v. Virginia Restaurant Assn, 231 Va. 130, 341 S.E.2d 198 (1986). In deciding whether an act is regulation or taxation, the court looks to whether the measure raises general revenues or whether it imposes charges that are directly tied to the administration of the particular regulatory scheme that is sought to be imposed. Where the enactment was solely to raise revenues for the city, generally, in the past, such a measure has been considered a tax rather than a regulation. City of Virginia Beach v. Virginia Restaurant Assn, 231 Va. 130, 341 S.E.2d 198 (1986). Given the frequent use of the word "tax" in other parts of the ABC Act, it was significant that it was not used in this section where the legislature prohibits certain actions by locali- ties. City of Virginia Beach v. Virginia Restau- rant Assn, 231 Va. 130, 341 S.E.2d 198 (1986). The ABC Act does not make manifest a legislative intent that no other enact- ments may touch upon alcoholic bever- ages in any way. City of Virginia Beach v. Virginia Restaurant Assn, 231 Va. 130, 341 S.E.2d 198 (1986). A court will not hold that a legislative enact- ment preempts the entire field unless the court can find in the statute a manifest intent on the part of the legislature to preempt the field. City of Virginia Beach v. Virginia Restaurant Assn, 231 Va. 130, 341 S.E.2d 198 (1986). Use of zoning to control location of es- tablishments selling alcoholic beverages. - By enacting the Alcoholic Beverage Control Act, the General Assembly did not intend to prohibit local governments from utilizing zon- ing as a means of controlling the location and concentration of establishments selling alco- holic beverages. City of Norfolk v. Tiny House, Inc., 222 Va. 414, 281 S.E.2d 836 (1981). The Alcoholic Beverage Control Commis- sion's (now Board's) exclusive authority to li- cense and regulate the sale and purchase of alcoholic beverages in Virginia does not pre- clude amunicipality from utilizing valid zoning ordinances to regulate the location of an estab- lishment selling such alcoholic beverages. City of Norfolk v. Tiny House, Inc., 222 Va. 414, 281 S.E.2d 836 (1981). P143 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Legislative Committee Recommendations SUBJECT/PROPOSAL/REQUEST: Recommendations from Legislative Committee AGENDA DATE: 07-21-09 ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: STAFF CONTACT(S): William D. Sleeper BACKGROUND: ATTACHMENTS: Yes REVIEWED BY: 36 INFORMATION: INFORMATION: The Legislative Committee of the Board of Supervisors will meet at 5:30pm in the County Administration Building Conference Room to discuss 3-Year Dog Tags, Administrative Fees for the Treasurer's office and Permits for Moving Trailers. DISCUSSION: Attached here, you will find excerpts from the meeting of the Board of Supervisors on February 2, 2009. Copies of the proposed ordinance are attached to the agendas for the Legislative Committee. RECOMMENDATION: The Legislative Committee will submit recommendations at the meeting of Tuesday, July 21, 2009, following their committee meeting. P144 Regular Meeting February 2, 2009 \ ~~ 1) Dog Tags: Ms. Easley asked the board to consider going to a 3 year tag for all dogs with the exception of kennel licenses. The rabies vaccination is good fora 3 year period and many pet owners have expressed much interest in having a three year tag which would relieve them from having to come to the treasurer's office or mail in for the tag each year. It would be a time saving factor for treasurer's staff as well. It would be up to the dog owner to make sure their pet's vaccination is always current and has not expired in order to keep the 3 year license valid. 2) Ordinance or Resolution: Currently the Treasurer's office charges an administrative fee of $30.00 on each parcel that is given to the law office of Sands, Anderson, Marks & Miller for collection or sale of property. Jim Cornwell, a partner with the law firm, says the Treasurer should have an ordinance or resolution by the board to charge this fee. The statute says, "the governing body of any county, city or town may impose'; it does not say that it must be by ordinance although that would be the preferable way. The best thing to do is have the Board of Supervisors amend the ordinance to specifically impose the admin fees. Second best would be to have the Board of Supervisors adopt a resolution. Mr. Light recommended an ordinance change on this particular item and to hold a public hearing for the proposed ordinance change. 3) Permit to Move Mobile Home: Right now the mortgage companies and/or financial institutes that hold liens on mobile homes/double-wides have the ability to come onto a property and physically remove the mobile home when it goes into foreclosure. Once the unit is moved it becomes almost impossible to get the mortgage company to pay delinquent taxes that may be due on the unit. The county did at one time require a permit in order to move mobile homes. The Treasurer's office would like to see an ordinance adopted whereby no mobile home or double-wide can be lawfully removed until all county taxes are paid and a permit to move is purchased. Furthermore, Ms. Easley said she would like to see a permit required not just on foreclosed mobile homes, but all mobile homes moved in Pittsylvania County. She felt that in working with VDOT that when a Special Permit comes in from VDOT to move a mobile home, that when VDOT sends the mover to Building Inspections to apply for the special permit, that Building Inspections send the mover to the Treasurer's office to get verification that all personal property taxes have been paid, then back to Building Inspections for the special permit, which was at one time in effect and cost $25. Ms. Easley stated then the County would be collecting any personal property tax that may be owed on that mobile home and the County would be collecting the $25 fee for the use of the County's highways for moving any mobile home through Pittsylvania County. Mr. Harville directed that Ms. Easley, Mr. Sleeper and Mr. Light to put together draft ordinances for the Board to review before any public hearings could be set. Mr. Harville also thanked Ms. Easley for her input and efforts on these issues. P145 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: School Board Wish List SUBJECT/PROPOSAL/REQUEST Requests from Pittsylvania County Schools STAFF CONTACT(Sl: AGENDA DATE: 07-21-09 ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: William D. Sleeper BACKGROUND: ATTACHMENTS: Yes REVIEWED BY: 37 INFORMATION: INFORMATION: The Board of Supervisors issued $70 million worth of bonds for renovation and reconstruction of the Pittsylvania County high schools. Following the bids, there appears to be available funds remaining of over $4 million not directed to the payment of general construction of renovations. DISCUSSION: Attached hereto, is a letter from Pittsylvania County Public Schools requesting the Pittsylvania County Board of Supervisors to meet with the School Board to discuss the possible benefits of the utilization of extra funds from the bond issue. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P146 ~a~ p[acc To ~~ e ~s Aa,f \Ib~ PITTSYLVAN_ IA COUNTY SCHOOLS P.O. Box 232.39 Bank Street S.E. • Chatham, Virginia 24531 July 16, 2009 Mr. W. Dan Sleeper County Administrator Pittsylvania County P. O. Box 426 Chatham, VA 24531 Dear Mr. Sleeper: Mr. James E. McDaniel Division Superintendent The Pittsylvania County School Board, at its July 14, 2009, meeting, unanimously approved the recommended listing of high school building program needs as presented by the Building Committee. The rationale for submitting these revitalization plans is based on identified school and community needs for better and greater access to educational and recreational activities in Pittsylvania County. It is anticipated that bond funds will be available because of the favorable bids received on the high school renovation project. The School Board respectfully requests a meeting with the Board of Supervisors to discuss the possibilities of utilizing a percentage of these funds to upgrade designated areas and facilities not included in the high school renovation project. Clearly, leadership in this community faces many challenges. This is a uni ue o demonstrate forward thinking and exhibit transformational leadership that will resuplp~n an"win win" for the school system and the citizens of Pittsylvania County. We eagerly await your response and look forward to having the opportunity to partner with you in the problem-solving process. Should you have questions or need additional information, please contact me at (434) 432-2761, ext. 3131. Respectfully, 9~ James E. McDaniel Division Superintendent C: Members, Pittsylvania County School Board Members, Pittsylvania County Board of Supervisors Mr. Don Johnson, Assistant Superintendent for Business TELEPHONE NUMBERS: (434) 432-2761 • (434) 793-1624 (Danville) • (434) 656-6248 (Gretna) • FAX (434) 432-9560 P147 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: RT 40 West Waterline Booster Station SUBJECT/PROPOSAL/REQUEST: Proposed Booster Station; RT40 Waterline STAFF CONTACT(S): AGENDA DATE: 07-21-09 ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: William D. Sleeper BACKGROUND: ATTACHMENTS: Yes REVIEWED BY: 38 INFORMATION: INFORMATION: The Board of Supervisors approved funding to plte and t thel C&E Restaurant9 Bypass to C & E Restaurant to provide water service to businesses along that rou DISCUSSION: At the last meeting of the Board of Supervisors, Ms. Carolyn Pritchett, from the C&E Restaurant, appeared before the Board with a list of questions and demanding that the Board of Supervisors provide the necessary pressure for a fire hydrant to be placed at the C&E Restaurant. Attached hehaoe est blishedf the cobs $200,000e $250 000 to record on the project that have analyzed for this criterion and place another booster station next to the existing booster station 00°rallonsp er minute is required at the hydrant to approximately 234 gallons per minute. Typically fire flow of 5 g p fight fire. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration that the additional requirements constituting $200,000-$250,000 would still require additional a ndoval to d eermme whetherVthe design andahe be submitted to the Health Department for their review and pp prospect for this fire flow would be acceptable. P148 Dewberry July 13, 2009 Mr. William D. Sleeper County Administrator Pittsylvania County P.O. Box 426 Chatham, VA 24531 551 Piney Forest Road 434 797 4497 Danville, Virginia 24540-3353 434 797 4341 fax P.O. Box 1509 Danville, Virginia 24543-1509 www.dewberry.com RE: Rt• 40 West Fire Capabilities Dear Mr. Sleeper: At your request, we have evaluated the capacity of the existing water booster station serving the Rt. 40 West area in Gretna. Currently, the maximum output of the station is approximately 150 GPM. The ultimate capacity of this station would be approximately 234 GPM with the addition of a pump. A typical fire flow of 500 GPM is required at a hydrant to fight fire. To maintain an adequate flow of water to a hydrant located in proximity to C&E's Restaurant, construction of a dedicated fire booster station would be required next to the existing booster station. It is our determination that this station could be constructed for approximately $200,000 to $250,000. Sincerely, Dewberry & Davis, Inc. L~E~~ R. Scott Ehrhardt, P.E. Senior Associate Project Manager RSE/rse/chn P:150018567~AdmlCorrespondence~L,etters~2009.07.13 - DSleeper_FirePump.doc Dewberry & Oavis, Inc. P149 REPORTS FROM BOARD MEMEBERS REPORTS FROM OFFICERS AND COMMITTEES APPOINTMENTS Satellite Office: Main Office Dan R1Ver 900 Starling Avenue, Suite B 147 Deer Run Road ` ~' ~ ~ P.O. Box 824 '~ Martinsville, VA 24114-0824 Danville, VA 24540 ~, ',~1' ~, ~ ,~ ~ , (434) 791-5331 ~ ~~ ~ A~- (276) 632-2637 ,~ (434) 791-5437 fax !~ ~ ~ ~ ~~~ (i ~ ',~~~ (276) 632-0255 fax ~ ,. t_. Alcohol Safety Action Program r-= ~_- -~ ~:_~ ~,-.~,i July 9, 2009 .` J U L ~ 0 wC9 ~, Pittsylvania County Board of Supervisors p William D. Sleeper, County Administrator ___ ~_ PO Box 426 Chatham, Virginia 24531 ~: Appointment to Dan River ASAP Policy Board Dear Mr. Sleeper: According to our records, the appointment of JamesH Au usgt 119, 2009r policy Board as a County of Pittsylvania representattve will exptr g We would appreciate you bringing this to the oseeof oe appo nt ngnMr. McLaughlin or Supervisors at their next meeting for the pure appointing another person. Your cooperation and prompt attention to this matter will be greatly appreciated. Sincerely, ammy Goad, Executive Director Cc: James McLaughlin, Dan River ASAP Policy Board member Sensing the cities of Danville and Martinsville, and the counties of Franklin, Henry, Patrick and Pittsylvania P150 REPORTS FROM COUNTY ADMINISTRATOR PITTSYLVA-NIA- COUN'T'Y VIRGII~TIA Department of Code Compliance P.O. Drawer D Chatham. Virginia 24531 T ~~ w *O* ~c' ~*„ ner +/ Phone Numbers: lnapectiona (434) 432-7755 Zoa}ng (434) 432-7751 g~ (434) 432-7919 Gretna/Burt (434) 656-6211 Odie H. Shelton, Jr.. Director MEMORANDUM TO: William D. Sleeper County Administrator die H. Shelton, Jr., Director of Code Compliance FROM: SUBJECT: Comparison of Permit Activity - 1St halves of 2008 & 2009 DATE: July 8, 2009 The majority of the difference in total permit value betwee on for the 1SohalOf o8 2008hTherealf of 2009 is caused by unusually active commeraal construct were 98 more building permits issued in the 1St half of 2008 than in the same time frame in 2009. A difference of $19,031,082.00 permit value between the reporting periods of 2008 and 2009 is found in the commercial permits listed below: CHATHAM HALL $ 4,282,949.00 HARGRAVE MILITARY ACADEMY $ 4,805,000.00 DUC (DIALYSIS CENTER) $ 2,011,562.00 CHATHAM NURSING HOME $ 2,284,771.00 SWEDWOOD $ 850,000.00 HAMPTON INN HOTEL $ 4,796,800.00 I hope this information will help clarify a large portion of the discrepancy between the 2008 and 2009 reports. OHS, Jr/mpm P151 i.~ PITTSYLVANIA COUNTY CODE COMPLIANCE JANUARY THRU JUNE 2009 TYPE S OF PERMITS BUILDING PERMIT FEES COLLECTS[ LEVY COLLECTED $47,657.67 7 SUBDIVISION FEES COLLECTED $834.17 228 ZONING PERMIT FEES COLLECTED $335.00 6 REINSPECTION FEES COLLECTED $1,095.00 90 LAND DISTURBING FEES COLLECTED $90.00 331 TOTAL FEES COLLECTED $1,020.00 51 031.84 BUILDING VALUE 60 NEW DWELLINGS 54 MOBILE HOMES/OFFICE TRAILERS $1 1,942,206.00 16 DOUBLE-WIDE MOBILE HOMES 607,982.00 19 MODULAR 1,054,795.00 65 COMMERCIAL CONSTRUCTION 2,653,000.00 324 MISCELLANEOUS 3.211.838.00 2,989,198.00 ACT1V1"1'Y REPORT NUMBER OF BUILDING INSPECTIONS MADE NUMBER OF REJECTIONS OF WORK 1,843 NUMBER OF E 8i S INSPECTIONS 423 NI IMRC~ nr ~.~~ rr ...,...____ _ _ 267 ZONING FEES 22 REZONING FEES COLLECTED 7 SPECIAL USE PERMIT FEES COLLECTED $4,019.54 1 VARIANCE 8t APPEAL FEES COLLECTED 1,202.74 190.82 A .+ri... ....~_ --- - Respectfully Submitted, Odie H. Shelton, ]r. Director of Code Compliance/ Zoning Administrator P152 PITTSYLVANIA COUNTY CODE COMPLIANCE JANUARY THRU JUNE 2008 TYPES OF PERMITS BUILDING PERMIT FEES COLLECTEL LEVY COLLECTED 5 SUBD1VISlON FEES COLLECTED 298 ZONING PERMIT FEES COLLECTED 9 REINSPECTION FEES COLLECTED 111 LAND DISTURBING FEES COLLECTED BUILDING VALUES 74 N EW DWELLINGS 47 MOBILE HOMES/OFFICE TRAILERS 28 DOUBLE-WIDE MOBILE HOMES 24 MODULAR 72 COMMERCIAL CONSTRUCTION 391 MISCELLANEOUS AC.`TIVITY RE1'C~RT UMBER OF BUILDING INSPECTIONS MADE OF RE]ECTIONS OF WORK ZONING FEES 35 REZONING FEES COLLECTED g SPECIAL USE PERMIT FEES COLLECTED 2 VARIANCE 8t APPEAL FEES COLLECTED 69,453.41 $1,215.92 $230.00 $1,435.00 $13 5.00 $1,230.00 $13,364,852.00 999, 500.00 1,798,264.00 3,271,576.00 21.321.867.00 4,418,081.00 2,273 528 $5,794.57 1,343.07 333.05 Respectfully Submitted, Odie H. Shelton, ]r. Director of Code Compliance/ Zoning Administrator P153 CLOSED SESSION