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07-18-2017 Business MeetingJuly 18, 2017 Business Meeting Pittsylvania County Board of Supervisors Business Meeting July 18, 2017 VIRGINIA: The Business meeting of the Pittsylvania County Board of Supervisors was held on Monday, July 18, 2017 in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia. Chair Robert W. “Bob” Warren, called the meeting to order at 7:00 p.m. The following members were present: Tim R. Barber Tunstall District Joe B. Davis Dan River District Ronald S. Scearce Westover District Jessie L. Barksdale Banister District Jerry A. Hagerman Callands-Gretna District Elton W. Blackstock, Jr. Staunton River District Robert W. Warren Chatham-Blairs District Mr. David M. Smitherman, County Administrator and Clerk of the Board; Mr. J. Vaden Hunt, County Attorney; Mr. Greg L. Sides, Assistant County Administrator for Planning & Development, Matt Rowe, Director of Economic Development; and Rebecca Flippen, Deputy Clerk were also present. Mr. Warren asked during the Moment of Silence, followed by the Pledge of Allegiance. Items to be Added to the Agenda Motion was made by Mr. Barksdale, seconded by Mr. Davis, to approve the agenda with the following addition: (1) Appointment of the Banister District representative to the Pittsylvania County Public Library Board of Trustees Mr. Barksdale’s motion to add this item to the agenda was unanimously approved by the Board. Motion was made by Mr. Blackstock, seconded by Mr. Davis, to add the following Closed Sessions: (2) Closed Session: 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 (a) Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended Subject Matter: Project Solution Purpose: Project Update (b) Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended Subject Matter: Project Box Purpose: Project Update (c) Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended Subject Matter: Project Tap Purpose: Project Update Board of Supervisors Business Meeting July 18, 2017 (d) Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended Subject Matter: Project Robot Purpose: Project Update Mr. Blackstock’s motion was unanimously approved by the Board. Approval of Agenda Motion was made by Mr. Blackstock, seconded by Mr. Hagerman to approve the agenda with the additional items, which was unanimously approved by the Board. Due to the number of Career & Technical Students present to accept their Certificates of Recognition, Chair Warren moved the Consent Agenda as the next item of business. Consent Agenda Motion was made by Mr. Barber, seconded by Mr. Hagerman, to approve the Consent Agenda, which was unanimously approved by the Board. (a) Minutes: June 20, 2017: BOS Business Meeting (b) Bill List: June 2017 (Online) (c) Certificates of Recognition; Career & Technical Students-SkillsUSA 2017 Competition Awards (d) Position Description Revision Hearing of the Citizens Deborah Dix of the Chatham/Blairs District stated she hoped when the Staunton River Regional Industrial Facility Authority (SR RIFA) was formed it would be more open than the Danville-Pittsylvania RIFA, and that citizens would be able to serve on that board. She also said she hoped it wasn’t being formed to help promote pullet mills in Pittsylvania County and bring with it the smell, e-coli contamination, and other similar factors that had occurred in the Wilmington area, where she declined moving to because of those issues. Brenda Bowman, Chair for the Danville-Pittsylvania County Chamber of Commerce’s Tourism Advisory Committee, introduced Amy Boles as the Tourism Coordinator for the Chamber. Deborah Dix of the Chatham/Blairs District, thanked everyone involved for the Pittsylvania Pet Center. Ms. Dix also suggested there be a designated call center for all animal center related calls, so there is a way to track animals being picked up. Lorrie Brinkley, Callands/Gretna District, said her dog was attached on Saturday, June 24, 2017 by two pit bulls, and they called on that day E911. She said it was Monday before Animal Control Officers came to investigate the incident, and did not pick up the offending dogs, though Ms. Brinkley said a neighbor could identify the 2 dogs that attacked her dog. Ms. Brinkley submitted photographs of the damage done to her dog. She said she did not know who was working on the case now, but she would hate to see that happen to someone else’s pet, or to a child. Barbara Hudson, Callands/Gretna District, stated she moved her 10 years ago, and she wasn’t here very long before her neighbors came to here with problems, and that began her history of suing Pittsylvania County. She was here to, not to try her case at the meeting, but to explain the issues she had with Odie Shelton, Director of Code Compliance. Ms. Hudson commented on Mr. Shelton’s not informing her client on a timely basis of rights to appeal; of not receiving correspondence from Mr. Shelton when others involved did. Ms. Hudson stated that both Mr. Shelton and Mr. Boswell were examples of the County’s need to pay attention to the actions of their employees before giving them raises. Lastly, Ms. Hudson stated she felt the issue with Laura Norton and Animal Control needed to be investigated thoroughly. Board of Supervisors Business Meeting July 18, 2017 Cathryn East, President of the Pittsylvania County SPCA, commented on the recently video circulating on the beheading of a dog at the Animal Control Pound suspected of rabies by Animal Control. Ms. East felt this was appalling and that the County was paying and harboring criminals. Steve East, of the Pittsylvania County SPCA, stated it has been a roller coaster but was glad to see the Pittsylvania Pet Center open and a manager hired who cared about the animals. Mr. East said he approved of Mr. Smitherman’s comment that not only was the Lynchburg Humane Society going to be contracted to run the center, but that Animal Control policies would be modernized. Mr. East further made many complaints about the Animal Control Chief Officer. This concluded the Hearing of the Citizens. Public Hearings Rezoning Cases Case 1: E and E of Virginia, LLC – Staunton River Election District: R-17-021 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Mr. Warren opened the public hearing at 7:43pm. Mr. Greg Sides explained that E And E Of Virginia, LLC, had petitioned to rezone a total of 8.35 acres, four (4) parcels of land, located off State Road 668/Grit Road and on Nine Lots Road in the Staunton River Election District from R- 1, Residential Suburban Subdivision District todA-1, Agricultural District. Once the properties are rezoned to A-1, all uses listed under Section 35-178 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioner’s request. Mr. Eades was present to represent the case. No one signed up to speak and Mr. Warren closed the hearing at 7:45pm. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve rezoning Case R-17-021 from R-1 to A-1 and the following Roll Call Vote was recorded: Mr. Barber- Yes; Mr. Hagerman-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Barksdale- Yes; and Mr. Warren-Yes. Mr. Blackstock’ s motion to rezone Case R-17-021 from R-1 to A-1 was unanimously approved by the Board. Case 2: Kay S. Geyer – Chatham/Blairs Election District: R-17-022 R-1, Residential Suburban Subdivision District to B-2, Business District, General Mr. Warren opened the hearing at 7:47pm. Mr. Sides explained Kay S. Geyer had petitioned to rezone 1.85 acres from R-1, Residential Suburban Subdivision District to B-2, Business District, General. The parcel is located on U.S. Highway 29 North in the Chatham-Blairs Election District. Once the property is rezoned to B-2, all uses listed under Section 35-365 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioner’s request. Lynn Williams, sister of Kay Geyer, was there to represent the petition. No one signed up to speak and Mr. Warren closed the hearing at 7:49pm. Motion was made by Mr. Scearce, seconded by Mr. Davis, to approve rezoning Case R-17-022 from R-1 to B-2 and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Hagerman-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Barksdale-Yes; and Mr. Warren-Yes. Mr. Scearce’ s motion to rezone Case R-17-022 from R-1 to B-2 was unanimously approved by the Board. Case 3: Larry Barrett & Myrtle M. Barrett – Dan River Election District: R-17-023 A-1, Agricultural District to B-2, Business District, General Mr. Warren opened the hearing at 7:50pm. Mr. Sides explained that Larry and Myrtle Barrett had petitioned to rezone37.09 acres, located on U.S. Highway 58/South Boston Road in the Dan River Election District from A-1, Agricultural District to B-2, Business District, General. Once the property is rezoned to B-2, all uses listed under Section 35-365 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioners’ request Larry Board of Supervisors Business Meeting July 18, 2017 Barrett is here to represent the petition. No one signed up to speak and Mr. Warren closed the hearing at 7:51pm. Motion was made by Mr. Davis, seconded by Mr. Barber, to approve rezoning Casing R-17-023 from A-1 to B-2, and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Hagerman-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Barksdale-Yes; and Mr. Warren-Yes. Mr. Davis’ motion to rezone Case R-17-023 from A-1 to B-2 was unanimously approved by the Board. This concluded the Rezoning Cases Unfinished Business At the Board of Supervisors’ June 20, 2017 meeting, a motion was made by Mr. Barksdale, seconded by Mr. Davis, for the reappropriation of $64,765.92 as follows: $467.00 to Fleet-Parts (100-4-012520-6030), $322.40 to Fleet-Labor (100-4-012520-6031), $8.61 to Registrar-Salaries and Wages-Regular (100-4-013200-5500), $1,000.00 to Clerk of Court-Svc Contracts (100-4- 021600-3320), $92.43 to Clerk of Court-Office Supplies (100-4-021600-6001), $100.00 to Clerk of Court-Copier Lease (100-4-021600-60051), $5,859.73 to Sheriff-Training (100-4-031200- 5540), $500.00 to Sheriff-Project Lifesaver (100-4-031200-5882), $1,921.80 to Sheriff-Parts (100-4-031200-6030), $1,145.80 to Sheriff-Labor (100-4-031200-6031), $52.00 to Jail-Food Supplies (100-4-033100-6002), $105.00 to Animal Control-Donations (100-4-035100-5883), $121.00 to Animal Shelter-Professional Services (100-4-035110-3110), $20.00 to E911-Travel (100-4-035500-5500), $100.00 to CSA-Travel (100-4-053500-5500), $52,950.15 to WIA-Rent (251-4-353853-6014). Mr. Barksdale’s motion required a 10-Day Layover that had now been met and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Hagerman-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Barksdale-Yes; and Mr. Warren-Yes. Mr. Barksdale’s was unanimously approved by the Board. News Business Mr. Smitherman explained that six (6) copies of the Invitation For Bid (IFB) on the Mount Hermon Branch Library Renovations were mailed out, and the County received four (4) responsive bids, with the low bid being $221,950.00 from Daniels Builders, LLC. This bid was $51,950.00 over budget. Mr. Smitherman stated that if the Board of Supervisors wished to proceed with the budget, it was recommended that $51,960.00, plus $5,000.00 for any contingencies during the project, be appropriated from unappropriated funds. Motion was made by Mr. Blackstock, seconded by Mr. Davis to award the contract to Daniels Builders, LLC in the amount of $221, 950.00, and to appropriate from unappropriated funds a total of $56,950.00, and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Hagerman-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Barksdale-Yes; and Mr. Warren-Yes. Mr. Blackstock’ s was unanimously approved by the Board. Motion was made by Mr. Blackstock, seconded by Mr. Davis, for the following June 2017 expenditures reappropriation of $10,460.47 as follows: $52.17 to Fleet-Fuel (100-4- 012520-6008), $1,000.00 to Clerk of Court-Svc Contracts (100-4-021600-3320), $410.25 to Clerk of Court-Office Supplies (100-4-021600-6001), $100.00 to Clerk of Court-Copier Lease (100-4-021600-60051), $53.07 to Sheriff-Subsistence & Lodging (100-4-031200-5530), $12.50 to Sheriff-Project Lifesaver (100-4-031200-5882), $178.98 to Sheriff-Undercover Work (100-4- 031200-6024), $265.00 to Fire Marshal-Training & Education (100-4-031200-5540), $68.44 to Extradition (100-4-033100-5550), $32.00 to Jail-Food Supplies (100-4-033100-6002), $60.00 to Animal Control-Donations (100-4-035100-5883), $8,231.06 to WIA-Rent (251-4-353853-6014) and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Hagerman-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Barksdale-Yes; and Mr. Warren-Yes. Mr. Blackstock’ s was unanimously approved by the Board. Board of Supervisors Business Meeting July 18, 2017 Mr. Smitherman explained that the County had received two (2) letters of interest in purchasing the old Northside High School football field property which the County owns; one from the Elba Missionary Baptist Church and one from the Northside High School Museum. The property is split into two (2) parcels; Parcels GPIN#2530-38-804 (2.1 acres with tax card showing a market value $21,000.00) and GPIN#2530-48-0335 (3.04 acres with tax card showing a market value of $30,400.00). Mr. Smitherman noted as required by Virginia Code § 15.2- 1800(B), the Staff has duly advertised a public hearing to dispose of said property. Motion was made by Mr. Davis, seconded by Mr. Barber, to authorize advertising the public hearing to surplus the property. A substitute motion was made by Mr. Blackstock, seconded by Mr. Davis, to advertise to surplus the property, and once the public hearing was held, that property should be auctioned with the bid beginning at the current assessed value of the property. Mr. Blackstock’ s motion was approved by the 6-1 majority vote, with Mr. Barber opposing. The Personnel Committee sent a motion to the full Board, recommending the approval of Resolution 2017-07-01, based on a received a report from Springsted Incorporated regarding the County’s Classification and Compensation Study. This motion was unanimously approved by the Board of Supervisors. Pittsylvania County Board of Supervisors RESOLUTION 2017-07-01 VIRGINIA: At a business meeting of the Pittsylvania County Board of Supervisors held on Tuesday, July 18, 2017, the following resolution was presented and adopted. WHEREAS, the Pittsylvania County Board of Supervisors contracted with Springsted, Inc. to conduct a Compensation Study to evaluate the economic competitiveness and equity of the County’s current compensation structure; and WHEREAS, Springsted, Inc. completed its comprehensive review and offered recommendations to improve the competitiveness, fairness and efficiency of the County’s compensation structure; and WHEREAS, the Board of Supervisors recognizes that in order to meet its high expectations in the operation, management and delivery of services to County residents it is necessary to have high quality employees supported by a competitive and equitable compensation structure; and WHEREAS, the County’s FY2017-18 budget includes funds to begin a three-year implementation of the study’s recommendation; then BE IT HEREBY RESOLVED, that the Pittsylvania County Board of Supervisors accepts and supports the recommendation from the consultant that, in a phased approach, the compensation of all employees be brought up to at least the minimum market standard, and that salary compression be addressed by increasing salaries by an increase of 0.5% per years of annual service; and BE IT FURTHER RESOLVED that the County’s existing pay scale be changed to an open range system consisting of 35 grades, with associated position descriptions and classifications Board of Supervisors Business Meeting July 18, 2017 having an identified minimum, middle and maximum limits, to comply with recent compensation trends and improve both flexibility and competitiveness; and BE IT STILL FURTHER RESOLVED, that the Board of Supervisors directs staff to develop procedures to maintain compensation competitiveness and to develop a merit based performance evaluation system to recognize, motivate and enhance employee performance, and to present these policies for Board review and approval. Appointments: Danville-Pittsylvania Community Services Board: Motion was made by Mr. Scearce, seconded by Mr. Barber, to appoint Lorrie Eanes- Brooks to serve as the Westover District representative on the Danville-Pittsylvania Community Services Board for a 3-year term beginning July 1, 2017 until June 30, 2020. This would be a first term for Ms. Eanes-Brooks. Mr. Scearce’ s motion was unanimously approved by the Board. Pittsylvania County Department of Social Services Board: Motion was made by Mr. Barber, seconded by Mr. Blackstock, to appoint W. Joseph “Joey” Bray to represent the Chatham/Blairs District on the Pittsylvania County Social Services Board for a 4-year term beginning July 1, 2017 until June 30, 2021. This would be a first term for Mr. Bray. Mr. Barber’s motion was unanimously approved by the Board. Pittsylvania County Public Library Board of Trustees: Motion was made by Mr. Hagerman, seconded by Mr. Blackstock, to appoint York Pilson to serve as the Callands/Gretna representative on the Pittsylvania County Public Library Board of Trustees for a 4-year term beginning July 1, 2017 – June 30, 2021. This would be a first term for Mr. Pilson. Mr. Hagerman’s motion was unanimously approved by the Board. Motion was made by Mr. Barksdale, seconded by Mr. Blackstock, to appoint Portia Fitzgerald to serve as the Banister representative on the Pittsylvania County Public Library Board of Trustees for a 4-year term beginning July 1, 2017 – June 30, 2021. This would be a first term for Ms. Fitzgerald. Mr. Barksdale’s motion was unanimously approved by the Board. Southern Area Agency on Aging: Motion was made by Mr. Davis, seconded by Mr. Scearce, to appoint Anita White to serve as one of two Pittsylvania County representatives on the Southern Area Agency on Aging’s Board of Directors. This seat has been vacant since August 22, 2015. The term is for 3 years and would begin immediate upon filling. Mr. Davis’ motion was unanimously approved by the Board. Danville-Pittsylvania County Tourism Board: Motion was made by Mr. Davis, seconded by Mr. Scearce, to appoint Meagan K. Baker to serve as a Pittsylvania County representative on the Danville-Pittsylvania County Tourism Advisory Committee, which was unanimously approved by the Board. Board Announcements Mr. Blackstock reminded everyone of the Grand Opening celebration of the Pittsylvania Pet Center on Saturday, July 29th between 1-4pm. Board of Supervisors Business Meeting July 18, 2017 Mr. Hagerman invited to the Climax Sorghum Festival on Saturday, September 19, 2017. Comments from County Administrator Mr. Smitherman stated there was an all-employee meeting on July 27; a 8am session and a 3pm session; that Otis Hawker, Assistant County Administration for Operations had submitted his retirement notice, which would become official on August 11, 2017; and that there would be a State of the Region held jointly between Pittsylvania County and the City of Danville on July 25 at 7:30am at the Institute for Advanced Learning and Research. Closed Session Matters Motion was made by Mr. Blackstock, seconded by Mr. Davis, to enter into Closed Session for the purpose of: 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 (a) Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended Subject Matter: Project Solution Purpose: Project Update (b) Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended Subject Matter: Project Box Purpose: Project Update (c) Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended Subject Matter: Project Tap Purpose: Project Update (d) Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended Subject Matter: Project Robot Purpose: Project Update The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Hagerman-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Barksdale-Yes; and Mr. Warren-Yes. Mr. Blackstock’ s was unanimously approved by the Board. The Board entered into Closed Session at 8:15pm. Motion was made by Mr. Blackstock, seconded by Mr. Davis, to re-enter into Open Session. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on July 18, 2017, 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 Board of Supervisors Business Meeting July 18, 2017 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 Jerry A. Hagerman Yes Elton W. Blackstock Yes Joe B. Davis Yes Ronald S. Scearce Yes Robert W. Warren Yes Jessie L. Barksdale Yes Mr. Blackstock’s motion was unanimously approved. The Board re-entered Open Session at 9:15pm Adjournment Mr. Warren adjourned the meeting at 9:15pm. __________________________________________ Robert W. “Bob” Warren, Chair Pittsylvania County Board of Supervisors __________________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors