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11-15-2016 BOS Adjourned Meeting Agenda PKTmid�5iijar� BOARD PACKET BOARD OF SUPERVISORS ADJOURNED MEETING November 15, 2016 1767 11 Pi P2 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ADJOURNED MEETING TUESDAY, NOVEMBER 15, 2016 GENERAL DISTRICT COURTROOM 11 BANK STREET, CHATHAM, VA 24531 AGENDA 1. Call to Order — 7:00 p.m. 2. Roll Call Barber Hagerman Blackstock Davis Scearce Warren Barksdale 3. Moment of Silence 4. Pledge of Allegiance 5. Items to be added to the Agenda Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale APPROVAL OF AGENDA Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale HEARING OF CITIZENS CONSENT AGENDA 6. (a) Adoption of Natural Hazards Mitigation Plan Pages -12-13 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale PUBLIC HEARINGS Rezoning Cases Case 1: R&P Country Club, LLC — Staunton River Election District R-16-027 A-1, Agricultural District, R-1, Residential Suburban Subdivision District & B-2, Business District, General to RPD, Residential Planned Unit Development District Open: Close: Speakers: Motion: Second.- Roll econd.Roll Call Vote Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: Y N A Barber Hagerman Blackstock Scearce Davis _ Warren Barksdale _ (Roll Call Vote YorN) Case 2: Lynn A. Tucker — Callands/Gretna Election District R-16-028 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Open: Close: Speakers: Motion: Second. Roll Call Vote Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Warren Barksdale Y N Barber Hagerman Blackstock Scearce Davis Warren Barksdale (Rall Call Vote YorN) A Comments: Case 3: Joseph Kiss & Deborah M. Rush— Banister Election District R-16-029 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Open: Close: Speakers: Motion: Second. Roll Call Vote Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: Y N A Barber Hagerman Blackstock Scearce Davis Warren Barksdale (Roll Call Vote Y or N) Case 4: Timothy S. Cassidy & Dawn M. Cassidy — Dan River Election District R-16-030 RC -1, Residential Combined Subdivision District to A-1, Agricultural District Open: Close: Speakers: Motion: Second. Roll Call Vote Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Warren Barksdale Y N Barber Hagerman Blackstock Scearce Davis Warren Barksdale (Roll Call Vote YorN) A Comments: NEW BUSINESS 7. Bids on Courthouse Security Project Pages -16-19 Motion]: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale Motion 2: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale 8. Approval of Vision Statement and Strategic Priorities for Pittsylvania County Pages- 20-30 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale 9. Certification for County Administrator Interviews Page- 31 Pursuant to Virginia Code Section 2-2.3712(B), the Pittsylvania County Board of Supervisors held closed meetings at undisclosed locations within the past 15 days for the purpose of interviewing candidates for the position of Pittsylvania County Administrator. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on November 15, 2016, the Board hereby certifies by a recorded vote that to the best of each board member's knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any member believes that there was a departure from the requirements of the Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the Board. Roll Call Vote Y N A Barber Hagerman Blackstock Scearce Davis Warren Barksdale BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL REPORTS FROM COUNTY ADMINISTRATOR CLOSED SESSION Time Entered in Closed Session: Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second: Barber Hagerman Blackstock Davis Scearce Warren Barksdale 10. (a) Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community. Legal Authority: Virginia Code §2.2-3711(A)(5) Subject: Project Little Light Purpose: Project Update (b) Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community. Legal Authority: Virginia Code §§ 2.2-3711(A)(5) Subject: Project Optimization Purpose: Discussion of Performance Agreement RETURN TO OPEN SESSION Motion to return to Open Session: Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale Time Returned to Open Session: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on November 15, 2016, the Board hereby certifies by a recorded vote that to the best of each board member's knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any member believes that there was a departure from the requirements of the Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the Board. Vote Tim R. Barber Yes/No Jerry A. Hagerman Yes/No Elton W. Blackstock Yes/No Joe B. Davis Yes/No Ronald S. Scearce Yes/No Robert W. Warren Yes/No Jessie L. Barksdale Yes/No Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale ADJOURNMENT Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Time: TO BE ADDED P9 HEARING OF CITIZENS Plo CONSENT AGENDA P11 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Adoption of Natural Hazards Mitigation Plan Adoption of Natural Hazards Mitigation Plan STAFF CONTACT(S): Monday, Davis BACKGROUND: AGENDA DATE: 11-15-2016 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: 1. Resolution 2016-11-01 REVIEWED BY: ITEM NUMBER: 6(a) INFORMATION: INFORMATION: The Disaster Mitigation Act of 2000 requires that local governments develop and adopt natural hazard mitigation plans in order to receive certain federal assistance. A Mitigation Advisory Committee comprised of representatives from the Counties of Franklin, Henry, Patrick and Pittsylvania; the cities of Danville, Martinsville; and the towns of Chatham, Boones Mill, Gretna, Hurt, Ridgeway, Rocky Mount and Stuart was convened in order to study the West Piedmont Region's risks from and vulnerabilities to natural hazards, and to make recommendations on mitigating the effects of such hazards. A request for proposals was issued to hire an experienced consulting firm to work with the group to develop a comprehensive natural hazard mitigation plan for the West Piedmont Planning District. The consulting firm of Dewberry, in consultation with the members of the public, private and non-profit sectors, have resulted in the development of a Hazard Mitigation Plan for this district including Pittsylvania County. RECOMMENDATION: Staff recommends that the Board of Supervisors, by Resolution 2016-11-01, approve and adopt the Hazard Mitigation Plan dated November 2016 for Pittsylvania County. P12 Vitt5ylbania Countp 38oarb of 6uperbigorg RESOLUTION 201(-11-01 WEST PIEDMONT MULTI -JURISDICTIONAL HAZARD MITIGATION PLAN NOVEMBER 2016 VIRGINIA: At the adjourned meeting of the Pittsylvania County Board of Supervisors held on November 15, 2016, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following resolution was presented and adopted: WHEREAS, the Disaster Mitigation Act of 2000, as amended, requires that local governments develop, adopt, and update natural hazard mitigation plans in order to receive certain federal assistance, and WHEREAS, a Mitigation Advisory Committee ("MAC") comprised of representatives from the counties of Franklin, Henry, Patrick and Pittsylvania; the cities of Danville and Martinsville; and the towns of Boones Mill, Chatham, Gretna, Hurt, Ridgeway, Rocky Mount and Stuart was convened in order to study the West Piedmont Region's risks from and vulnerabilities to natural hazards, and to make recommendations on mitigating the effects of such hazards on the West Piedmont Region; and WHEREAS, a request for proposals was issued to hire an experienced consulting firm to work with the MAC to update a comprehensive hazard mitigation plan for the West Piedmont Planning District; and WHEREAS, the efforts of the MAC members and the consulting firm of Dewberry, in consultation with members of the public, private and non-profit sectors, have resulted in the update of the West Piedmont Multi -Jurisdictional Hazard Mitigation Plan including the County of Pittsylvania; now THEREFORE, BE IT HEREBY RESOLVED, by the Pittsylvania County Board of Supervisors that the West Piedmont Multi -Jurisdictional Hazard Mitigation Plan dated November 2016 is hereby approved and adopted for the County of Pittsylvania. ADOPTED by the County of Pittsylvania on this 15`h day of November, 2016. APPROVED: ATTESTED: P13 Jessie L. Barksdale, Chairman Pittsylvania County Board of Supervisors Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors PUBLIC HEARING P14 NEW BUSINESS P15 PITTSYLVANIA COUNTY Board of Supervisors AGENDA TITLE: Bids on Courthouse Security Project EXECUTIVE SUMMARY AGENDA DATE: 11-15-2016 SUBJECU/PROPOSALBEOUEST: ACTION: Accept withdrawal of Quality Construction bid and Yes Award bid in amount of $269,000 to Daniel Builders, LLC; CONSENT AGENDA: Appropriate $269,000 from Courthouse Security Fund ACTION: Requires a 10 -Day Layover STAFF CONTACT(S): Mr. Monday; Mr. Hawker ITEM NUMBER: 7 INFORMATION: INFORMATION: ATTACHMENTS: Yes 1. Letter from Dewberry dated 11-04-2016 2. Letter from Quality Construction dated 11-03-2016 3. Bid Tabulation dated 11-02-2016 County staff has been working over the past several months with the courts and the constitutional officers to make needed improvements with courthouse security. Dewberry of Danville worked with County staff to prepare drawings and bid documents for the project. The County put out requests for bids for contractors with the bid opening date of November 2, 2016 at 2:00pm. Due to the complexities of the job, the County scheduled a mandatory pre bid conference. Two contractors attended the mandatory pre bid and submitted bids. On November 2, 2016 at 2:00pm, the County opened the bids for the courthouse security upgrades with Quality Construction and Daniel Builders, LLC. Attached is the official bid tabulation. Quality Construction notified Dewberry of Danville that they needed to withdraw their bid based on large discrepancies associated with their bid. Quality Construction failed to include the card readers as well as the terrazzo flooring required by the bid documents. The bid documents do allow for a contractor to withdraw their bid if it is substantially lower than any other bid due to ommissions made by the contractor in good faith and can be demonstrated by the working papers and bid tabulation that the contractor made in preparing the bid. County staff agrees with Dewberry that the County should accept Quality Contruction's withdrawal of their bid and award the bid to Daniel Builders, LLC in the amount of $269,000. These funds are already available in the Courthouse Security Fund. RECOMMENDATION: Staff recommends the Board of Supervisors: Motion 1: Accept the withdrawal of Quality Construction's bid, and Motion 2: Award the bid in the amount of $269,000 to Daniel Builders, LLC. and authorize County Administrator to execute all necessary documentation. P16 40' Dewberry - November 4, 2016 Mr. Otis Hawker Pittsylvania County Assistant County Administrator 221 North Main Street Chatham, VA 24531 Re: Bid Withdrawal for the Pittsylvania County Courthouse security Renovations Dear Mr. Hawker: Dewberry Engineers Inc 551 Piney Forest Road Danville, VA 24540-3353 434.797.4497 434.797.4341 fax wmnv.dewberry.com Quality Construction has requested that their recent construction bid, dated 11/1/16, for the security renovations for the Pittsylvania County Courthouse, be withdrawn due to the omission of part of the scope of work required to complete the renovation. There was an $80,000 difference in the two submitted and eligible bids, with Quality Construction as the low bidder. Based on this large discrepancy and the associated work papers forwarded to me by Quality Construction, it would appear that there were, in fact, omissions made. It is my recommendation that the bid submitted by Quality Construction be allowed to be withdrawn and, pending County approval, the project move forward with Daniel Builders as the winning bid. Sincerely, Dewberry Engineers Inc. Samuel W. Franklin Project Manager Attachment A — Bid Tabulation Sheet Attachment B — Letter from Quality Construction Requesting Bid Withdrawal Attachment C— Work Papers Related to Quality Construction's Bid P17 i uaity Uonstruction OF DANVIILE, INC November 3, 2016 RE: Pittsylvania County Courthouse Security Renovation Project Subject: Withdrawal of Bid Due to Error To Whom It May Concern: 1325 GOODYEAR BLVD. DANVILLE, VIRGINIA 24541 434-799-0299 (FAX) 434-799-2949 Quality Construction of Danville, Inc. will need to withdraw their bid for the Pittsylvania County Courthouse Security Renovations project dated November 2, 2016 due to error. The card readers and the terrazzo flooring were omitted from the bid. Please see attached paperwork. If there are any questions, feel free to contact us at the above number. Sincerely, )I %1 11 C'i>ASI R1 l 11(r\ U,- I)_1\\ ILI 1, IM - ALLEN R. S\II111. PRO -1F(' i \1 A(,1 li P18 d IL U J N � M O v ti n N C m(U y o � N .0 N O 0_ N o O C N p W V T 0O y } T ao ^O .m N OBJ N E d z .o 0 E 'm yC 9 N o u y m 'MCO U iC Q Q P19 vi PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Approval of Vision Statement & Strategic Priorities 11-15-2016 for Pittsylvania County ACTION: SUBJECT/PROPOSAL/REQUEST: Yes Approval of Vision Statement & Strategic Priorities for Pittsylvania County CONSENT AGENDA: ACTION: STAFF CONTACT(S): Mr. Monday ITEM NUMBER: 8 INFORMATION: INFORMATION: ATTACHMENTS: Vision Statement & Strategic Priorities REVIEWED BY: bo BACKGROUND: On October 20, 2016 the Board of Supervisors held a strategic planning session facilitated by Dr. Martha Walker. During that planning session the Board, although with County Staff, worked on developing a Mission Statement and focus areas of strategic planning for Pittsylvania County. At the conclusion of the October 20, 2016 planning session, the Board of Supervisors directed staff to bring back for their approval a draft of the Mission Statement and the focus areas of strategic planning as determined at that meeting. Attached is that draft for the Board's review. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review, consideration and approval. 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PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on November 15, 2016, the Board hereby certifies by a recorded vote that to the best of each board member's knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any member believes that there was a departure from the requirements of the Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the Board. Roll CRIT Vote P31 Y N A Barber ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Blackstock ❑ ❑ ❑ Scearce ❑ ❑ ❑ Davis ❑ ❑ ❑ Warren ❑ ❑ ❑ Barksdale ❑ ❑ ❑ P31 REPORTS FROM MEMBERS P32 REPORTS FROM LEGAL COUNSEL P33 REPORTS FROM COUNTY ADMINISTRATOR P34 CLOSED SESSION P35 ADJOURNMENT P36