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12-19-2017 Business Meeting December 19, 2017 Business Meeting Pittsylvania County Board of Supervisors Business Meeting December 19, 2017 VIRGINIA: The Business meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, December 19, 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 7:03 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 & Administration, Mr. Richard Hicks, Assistant County Administrator for Operations, Ms. Kim Van Der Hyde, Director of Finance, Jim Davis, Director of Public Safety, and Ms. 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 Motion was made by Mr. Blackstock, seconded by Mr. Barber, to add the following item to the agenda: 13(a) Community Foundation Grant Approval and Appropriation for the Pittsylvania County Pet Center and the Ringgold Rail Trail Mr. Blackstocks's motion was unanimously approved by the following Roll Call Vote: Mr. Barber-Yes; Mr. Hagerman-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Barksdale-Yes; and Mr. Warren-Yes. Approval of Agenda Motion was made by Mr. Barber, seconded by Mr. Hagerman, to approve the agenda with the additional item, 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. Barber’s motion was unanimously approved by the Board. Hearing of the Citizens Hubert Hudson of the Tunstall District wanted to remind everyone of his comments made at the previous board meeting. He questioned on what time of cash flow problems the County will face in the near future. He questioned why spending was continuing when there was already discussion of a potential 19¢ tax increase. Mr. Hudson questioned actions occurring in the landfill department, and stated he was tired of the County spending money with little regard to its Board of Supervisors Business Meeting December 19, 2017 citizens. Mr. Hudson ended with reminding the Board that per the Code of Virginia, it only takes 10% of the voters in your district for a recall. Lisa Tuite, Director for the Pittsylvania County Public Library, thanked Mr. Barksdale and Mr. Hagerman for their service on the Board of Supervisors and, along with the rest of the Board, for their support of the libraries and provided 250th anniversary commemorative tshirts for the Board members. No one else signed up to speak. Consent Agenda Motion was made by Mr. Blackstock, seconded by Mr. Barber., to approve the Consent Agenda, 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 was unanimously approved by the Board. (a) Minutes (December 19, 2017; Work Session/Business Meetings) (b) Bill List (November 2017; Online) (c) Cell Phone/Laptop Declaration of Surplus and Authorization of Ownership Transfer of Same to Supervisors Hagerman and Barksdale (d) Declaration of Surplus Personal Property and Corresponding Auction Authorization Resolution #2017-12-03 (e) Resolutions #2017-12-01 & #2017-12-02; Recognitions of Service; Honorable Jessie L. Barksdale and Honorable Jerry A. Hagerman Mr. Scearce read Resolution 2017-12-01, honoring and thanking Mr. Barksdale for his 6 years service on the Board of Supervisors while Mr. Barber read Resoltuion 2017-12-02 honoring and thanking Mr. Hagerman for his 6 years service on the Board of Supervisors. Each were presented with the Jefferson Cup and all of the Board expressed their thanks and appreciation. Pittsylvania County Board of Supervisors RESOLUTION # 2017-12-01 VIRGINIA: At the business meeting of the Pittsylvania County Board of Supervisors held on Tuesday, December 19, 2017, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following Resolution was presented and adopted: WHEREAS, the Honorable Jessie L. Barksdale was elected to the Board of Supervisors of Pittsylvania County as the Banister District Representative, and has been a member of the Board for a total of six (6) years; and WHEREAS, Jessie L. Barksdale was first elected to the Board of Supervisors as the Banister District Representative and held office as such from January 3, 2012, through December, 31, 2015, and was re-elected for a two (2)-year term, taking office as such on January 4, 2016, for a term ending December 31, 2017; and WHEREAS, during his tenure on the Board of Supervisors, Jessie L. Barksdale was Chairman of the Board of Supervisors in 2014 and 2016; and Board of Supervisors Business Meeting December 19, 2017 WHEREAS, Jessie L. Barksdale has tirelessly given his time and effort to improve Pittsylvania County by serving on subcommittees of the Board of Supervisors including Finance, Solid Waste, Personnel, Property and Building, Legislative, Computer/Radio and Telecommunications, BOS/School Joint Liaison, Joint Sites & Facilities, Economic Development, Animal Welfare Facility, Agricultural Development Board, Fire and Rescue Policy Board, Beautification, and the Board of Supervisors’ Youth Commission Advisory Committee; and WHEREAS, as an appointed representative of the Board of Supervisors, Jessie L. Barksdale also served on the Danville-Pittsylvania Regional Industrial Facilities Authority, Dan River Business Development Center, Local Elected Officials Consortium, Metropolitan Planning Organization, Pittsylvania Community Action, Local Emergency Planning Commission, Pittsylvania County Social Services Board, West Piedmont Planning District Commission, Danville-Pittsylvania Community Services Board, Roanoke River Basin Association, and with the Virginia Association of Counties, Jessie L. Barksdale not only served as the Board of Supervisors’ representative, but also served on its Nomination, and Environment and Agriculture Steering Committees; and WHEREAS, Jessie L. Barksdale has, by his dedication and leadership, faithfully and dutifully served the Board of Supervisors and the citizens of Pittsylvania County; now THEREFORE, BE IT HEREBY RESOLVED, on behalf of the Pittsylvania County Board of Supervisors and all of the citizens of Pittsylvania County, we express our sincere appreciation to. Jessie L. Barksdale for his outstanding service and exemplary leadership that has mad e him a significant figure in the history, and wish him the best; and BE IT FURTHER RESOLVED that a copy of this Resolution be presented to Jessie L. Barksdale. Pittsylvania County Board of Supervisors RESOLUTION # 2017-12-02 VIRGINIA: At the business meeting of the Pittsylvania County Board of Supervisors held on Tuesday, December 19, 2017, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following Resolution was presented and adopted: WHEREAS, the Honorable Jerry A. Hagerman was elected to the Board of Supervisors of Pittsylvania County as the Callands-Gretna District Representative, and has been a member of the Board for a total of six (6) years; and WHEREAS, Jerry A. Hagerman was first elected to the Board of Supervisors as the Callands-Gretna District Representative and held office as such from January 3, 2012, through December, 31, 2015, and was re-elected for a two (2)-year term, taking office as such on January 4, 2016, through December 31, 2017; and WHEREAS, Jerry A. Hagerman has tirelessly given his time and effort to improve Pittsylvania County by serving on Board subcommittees including Finance, Solid Waste, Personnel, Property and Building, Legislative, Computer/Radio/Telecommunications, BOS/School Joint Liaison, Economic Development, Animal Welfare Facility, and Fire and Rescue Policy Board; and Board of Supervisors Business Meeting December 19, 2017 WHEREAS, as an appointed representative of the Board of Supervisors, Jerry A. Hagerman also has served on the Danville-Pittsylvania Regional Industrial Facilities Authority, Metropolitan Planning Organization, Pittsylvania Community Action, Tri-County AEP Relicensing, Tri-County Lake Advisory, and the Pittsylvania County Planning Commission; and WHEREAS, Jerry A. Hagerman has, by his dedication and leadership, faithfully and dutifully served the Board of Supervisors and the citizens of Pittsylvania County; now THEREFORE, BE IT HEREBY RESOLVED, on behalf of the Pittsylvania County Board of Supervisors and all of the citizens of Pittsylvania County, that we formally express our sincere appreciation to Jerry A. Hagerman for his outstanding service and exemplary leadership, and wish him the best in his retirement from government service; and BE IT FURTHER RESOLVED that a copy of this Resolution be presented to Jerry A. Hagerman. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION # 2017-12-03 DECLARATION OF SURPLUS PROPERTY AND AUTHORIZATION FOR SALE VIA AUCTION WHEREAS, § 15.2-951, Code of Virginia, 1950, as amended, provides broad authority for counties to dispose of personal property for the purpose of exercising their powers and duties; and WHEREAS, various personal property owned by Pittsylvania County (the “County”) located at the National Guard Amory, 326 S. Main Street, Chatham, Virginia, 24531 (collectively the “premises”), is obsolete and no longer serves any useful purpose; and WHEREAS, the Pittsylvania County Board of Supervisors (“BOS”) is of the opinion that it is in the best interest of the County to dispose of said property. NOW, THEREFORE, BE IT RESOLVED by the BOS that the above-referenced property is hereby declared surplus property; and NOW, THEREFORE, BE IT FURTHER RESOLVED that the County Administrator is directed and authorized to proceed with the sale of said items by placing them for public auction on govdeals.com in January 2018, with all proceeds from said auction being deposited in the County’s General Fund; and NOW, THEREFORE, BE IT ALSO FURTHER RESOLVED that no County employees may participate in the bidding on any surplus property described herein; and NOW, THEREFORE, BE IT FURTHER RESOLVED that all property for which no bid is received, or for which such property is not removed from the above-referenced premises by the successful bidder, under authorization from the County Administrator, is hereby authorized to dispose of said property in the County’s landfill, and the BOS shall waive all associated tipping fees. Board of Supervisors Business Meeting December 19, 2017 Public Hearings Rezoning Public Hearings: Case 1: Ralph J. Jones, Jr. – Chatham-Blairs Election District; R-17-044 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Mr. Warren opened the hearing at 7:20pm. Mr. Sides explained that Ralph J. Jones, Jr., had petitioned to rezone 4.55 acres, located on State Road 750/Whitmell School Road in the Chatham-Blairs Election District from R-1, Residential Suburban Subdivision District to A-1, Agricultural District (for agricultural use -cattle). Once the property is 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. Ralph Jones, Jr., was there to represent the petition. No one signed up to speak and Mr. Warren closed the hearing at 7:22pm. Motion was made by Mr. Blackstock, seconded by Mr. Barksdale, to approve rezoning Case R-17-044 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 passed by a unanimous vote of the Board. Case 2: Larry M. White & Ann M. White – Banister Election District; R-17-045 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Mr. Warren opened the public hearing at 7:23pm. Mr. Sides explained that Larry and Ann White had petitioned to rezone 0.89 acre, located on State Road 677/White Fall Road in the Banister Election District from R-1, Residential Suburban Subdivision District toA-1, Agricultural District (to combine with the adjacent parcel of land zoned A-1). Once the property is rezoned to A-1, all uses listed under Section 35-178 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioners’ request. Richard Armstrong was there to represent the petition. No one signed up to speak and Mr. Warren closed the hearing at 7:24pm. Motion was made by Mr. Barksdale, seconded by Mr. Davis, to approve rezoning Case R-17-045 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. Barksdale’s motion passed by a unanimous vote of the Board. Case 3: Mary S. Shively & Others – Tunstall Election District; R-17-046 RC-1, Residential Combined Subdivision District to B-2, Business District, General Mr. Warren opened the hearing at 7:26pm. Mr. Sides explained that Mary S. Shively and Others had petitioned to rezone a total of 23.11 acres, two (2) parcels of land, located on U.S.Highway 58 West/Martinsville Highway in the Tunstall Election District from RC -1, Residential Combined Subdivision District to B-2, Business District, General (to serve as base of operations for Gemstone, LLC – bridge painting contractor).Once the properties are 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. Art Craft was there to represent the petition. No one signed up to speak and Mr. Warren closed the hearing at 7:28pm. Motion was made by Mr. Barber, seconded by Mr. Hagerman, to approve rezoning Case R-17-046 from RC- 1 to B-2 and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Hagerman-Yes; Board of Supervisors Business Meeting December 19, 2017 Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Barksdale-Yes; and Mr. Warren-Yes. Mr. Barber’s motion passed by a unanimous vote of the Board. Case 4: Frank M. Lacey, Jr. – Tunstall Election District; R-17-047 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Mr. Warren opened the hearing at 7:29pm. Mr. Sides explained that Frank M. Lacy, Jr., had petitioned to rezone 10.00 acres, located on State Road 913/Ferrell Lane in the Tunstall Election District from R-1, Residential Suburban Subdivision District to A-1, Agricultural District (to make the zoning consistent with the adjacent parcels of land zoned A-1). Once the property is 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. Richard Armstrong was there to represent the petition. No one signed up to speak and Mr. Warren closed the hearing at 7:30pm. Motion was made by Mr. Barber, seconded by Mr. Blackstoc k 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. Barber’s motion passed by a unanimous vote of the Board. This concluded the Rezoning Cases. Pittsylvania County Code (“PCC”) Potential Revision Public Hearings: (3) Hearing 1: Public Hearing to receive citizen input on the proposed amendment to Chapter 2, Section 2-22; Running at Large Restrictions; of the Pittsylvania Code to include the entirety of Green Farm Road/SR 719 in the Banister and Dan River Election District. Mr. Warren opened the public hearing at 7:31pm. Mr. Hunt explained that County Staff received a Petition from Mary Moore (“Moore”), resident of Green Farm Road/SR 17 in Pittsylvania County, Virginia (the “County”), requesting the Pittsylvania County Board of Supervisors (“BOS”) consider amending Pittsylvania County Code (“PCC”) § 2.2 -22; Running At Large Restriction in Designated Areas, to include Green Farm Road/SR 719. Said road serves as a border between the Dan River and Banister Magisterial Districts. Moore had submitted a Petition to make the entirety of Green Farm Road/SR 719 a no dogs running at large restricted area. County Staff has verified there are 62 property owners on Green Farm Road/SR 17, and Moore’s Petition has 42 signatures supporting said Petition, representing 67.74 % of the total Green Farm Road/SR 17 property owners. The public hearing advertisement for this matter was run in The Chatham Star Tribune on December 6, 2017, and December 13, 2017. Ms. Moore stated the reasons she and the supports sought the petition was due to the constant dog poop in their yards; dogs digging in their yards; dogs chasing the children/residents in the neighborhood on their own property; dogs eating other dogs’ food. No one else signed up to speak and Mr. Warren closed the hearing at 7:33pm. Motion was made by Mr. Barksdale, seconded by Mr. Davis, to approve amended PCC §2.2-22; Running At Large Restriction in Designated Areas, to include the entirety of Green Farm Road/SR 719 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 motion passed by a unanimous vote of the Board. Hearing 2: Public Hearing to receive citizen input on a proposed amendment to Chapter 6-6.3, Property Exempt by Classification or Designation, of the Pittsylvania County Code to include real estate property owned by the Northside High School Museum; GPIN #2530- 38-6169, located on the corner of Northside Drive and Payne Street Extension in Gretna, Virginia. Board of Supervisors Business Meeting December 19, 2017 Mr. Warren opened the public hearing at 7:34pm. Mr. Hunt explained that Northside High School Museum, Inc. (the “Museum”), had submitted an Application for Real Estate Exemption by Designation to the County’s Commissioner of the Revenue’s Office for consideration by the Pittsylvania County Board of Supervisors (“BOS”). Said application was for GPIN #2530-38-6169, located on the corner of Northside Drive and Payne Street Extension in Gretna, Virginia, on which was located the Museum’s historical sign commemorating the site of the former Northside High School. Said property, containing 0.0600 o f an acre, was deeded to the Museum by the BOS on October 5, 2017. The assessed value of this parcel is $900.00, with a $5.31 annual tax levy. The Museum’s application also seeks a retroactive exemption date of October 5, 2017. An amendment to Pittsylvania County Code (“PCC”) § 6.6-3; Real Estate Property Exemption by Qualifying Classification or Designation to include real estate property known as GPIN #2530-38-6169, was legally required to approve such an application, which also required a public hearing for citizen input. The BOS, at their November, 2017, Business Meeting, authorized County Staff to advertise for said public hearing for the aforementioned purpose. This public hearing notice was duly advertised in The Chatham Star Tribune on December 6, 2017, and on December 13, 2017. No one signed up to speak and Mr. Warren closed the hearing at 7:35pm. Motion was made by Mr. Barksdale, seconded by Mr. Davis, to approve amending Chapter 6-6.3, Property Exempt by Classification or Designation, of the Pittsylvania County Code to include real estate property owned by the Northside High School Museum; GPIN #2530-38-6169, located on the corner of Northside Drive and Payne Street Extension in Gretna, Virginia, 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 motion passed by a unanimous vote of the Board. Hearing 3: Public Hearing to hear citizen input on proposed amendments to the FY 2018 County Budget. Proposed Budget Amendments 2017 - 2018 REVENUES Current Budgeted Revenues $ 190,856,534.18 Lease Revenue Funds 2,000,000.00 Proposed Amended Revenues $ 192,856,534.18 EXPENDITURES Current Budgeted Expenditures $ 190,856,534.18 E911 Tower Project Expenditures 2,000,000.00 Proposed Amended Expenditures $ 192,856,534.18 Mr. Warren opened the hearing at 7:35pm. Ms. Van Der Hyde explained the Pittsylvania County Board of Supervisors voted at their December 19, 2017, meeting to approve the refinancing of the E911 Tower Lease. Said refinancing included a total of $2,000,000 to construct two (2) additional tower sites to provide additional E911 coverage on Tunstall High Road and on Old Mayfield Road. The funds needed for said additional towers need to be appropriated to the FY 2018 budget to cover the costs related to the construction of towers, the costs of related equipment, and expenses related to undertaking the Lease refinancing. Please note that an advertisement of this proposed budget amendment appeared in The Chatham Star Tribune on December 6, 2017, which satisfies the seven (7)-day legal notice requirement. Board of Supervisors Business Meeting December 19, 2017 Virginia Code § 15.2-2507 states that “[a]ny locality may amend its budget to adjust the aggregate amount to be appropriated during the current fiscal year as shown in the currently adopted budget as prescribed by section 15.2-2504. However, any such amendment which exceeds one percent of the total expenditures shown in the currently adopted budget must be accomplished by publishing a notice of a meeting and a public hearing once in a newspaper having general circulation in that locality at least seven days prior to the meeting date.” Since the aforementioned E911 Tower Lease refinancing involves a FY 2018 budget amendment greater than one percent (1%) of the total expenditures shown in the currently adopted budget, per Virginia Code § 15.2-2507, a public hearing is required. Hubert Hudson said he was appalled the last meeting when the Board voted to approve this money on towers that “should” fix the problem. If the Board is going to spend millions of dollars, at least make sure you know it’s going to fix the problem, not maybe fix it. He thanked the Board for their service, but does not agree with all their decisisons. No one else signed up to speak and Mr. Warren closed the hearing at 7:37pm. Motion was made by Mr. Blackstock, seconded by Mr. Davis, that the Board of Supervisors approve and appropriate a total of $2,000,000 to the E911 Bond Fund (Fund 416), 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 passed by a unanimous vote of the Board. This concluded the Public Hearings. Unfinished Business Comprehensive Services Act (CSA) 2018 Budget Amendment At their meeting on December 19, 2017, a motion was made by Mr. Blackstock, seconded by Mr. Barksdale, to approve and appropriate $1,198,873.18 of state funds and $317,176.94 of local funds to the Community Policy and Management Team Budget for CSA services. This motion required a 10-Day Layover 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 passed by a unanimous vote of the Board. News Business Award Master Lease Financing Program and Approve Corresponding Reimbursement Resolution Ms. Van Der Hyde, Finance Director for Pittsylvania County, explained Pittsylvania County, Virginia (the “County”), issued an RFP (RFP #20171110) for the Pittsylvania County Industrial Development Authority (“IDA’) to receive proposals for financing a Master Lease Financing Program in the amount of $5 million. County Staff advertised in two (2) local newspapers, posted on the County’s public notice board, and posted on the County’s website. A copy of said RFP was also sent to 37 banks. The County’s Purchasing Department received two (2) proposals for the Master Lease Financing Program --- one (1) from BB&T and one (1) from First National Bank. Attached is an Equipment Description of the items projected to be used in the initial draw of funds. Said list includes Landfill Equipment ($880,000), Courthouse Replacement Chiller ($250,000), Mt. Hermon Library purchase and renovations ($625,000), Purchase and up-fit of a 12,000 square-foot industrial facility in Ringgold, Virginia ($1,050,000), and Local match funds for Tobacco Grants for Project Lignum ($1,1000,000). The grand total of all projects in this first draw is $3,905,000. The evaluation committee consisting of Kevin Rotty (PFM-Financial Advisors) and Kim Van Der Hyde (Finance Director) evaluated both proposals and determined that BB&T was the best choice for the County. Their proposal offers both taxable and tax-exempt rates depending on the nature of the items being financed. The taxable rate, which currently stands at 4.39%, would apply to all projects that would Board of Supervisors Business Meeting December 19, 2017 be used for non-public purposes. The tax-exempt rate, which currently stands at 3.59%, would apply to all projects that would be used for public purposes. Currently, the Ringgold building totaling $1,050,000 would be at the 4.39% interest rate and the landfill equipment, chiller and Library purchase totaling $1,755,000 would be at the 3.59% interest rate. The $1.1 million dollars for Project Lignum would be based on the current Libor Rate + 1.50%. Financeing particulars were still being negotiated. BB&T is willing to allow the County to borrow additional funds up to the maximum of $5 million. If the Board of Supervisors approves awarding this financing to BB&T on this date, BB&T will lock in the aforementioned interest rates. At that time, bond counsel will start work on the necessary documents needed to close the deal. Said documents will be brought back to the Board of Supervisors at the January 16th Business Meeting for approval. These same documents will need to be approved by the IDA at a special meeting tentatively set for January 18th. The County hopes to close on the loan by early February. As such, County Staff would like the Board to consider approving the Reimbursement Resolution 2017-12-04 to ensure that any monies spent before the closing of this loa n can be reimbursed to the County. Motion was made by Mr. Barksdale, seconded by Mr. Davis, to award the Master Lease Financing Program RFP to BB&T and approve Reimbursement Resolution # 2017-12-04, and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Hagerman-Yes; Mr. Blackstock- Abstain (due to his sitting on the Board of Directors on First National Bank, who was not involved in this finance but did sit on on the discussion) ; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Barksdale-Yes; and Mr. Warren-Yes. Mr. Barksdale’s motion passed by a 6-1 majority vote of the Board, with Mr. Blackstock abstaining. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION # 2017-12-04 A RESOLUTION OF OFFICIAL INTENT TO REIMBURSE EXPENDITURES WITH PROCEEDS OF A BORROWING WHEREAS, the County of Pittsylvania, Virginia (the “County”), intends to undertake itself or through the Industrial Development Authority of Pittsylvania County, various capital improvements, including (without limitation) (a) the acquisition and installation of landfill equipment, (b) the acquisition and installation of centrifugal water-cooled chiller for the courthouse building, (c) the acquisition, renovation and equipping of an existing building to convert it for public library purposes and (d) economic development initiatives related to (i) the purchase and upfit of an industrial facility in the Ringgold area and (ii) the construction of a pad - ready site for the Berry Hill Industrial Park (collectively, the “Projects”); and WHEREAS, plans for the Projects have advanced, and the County expects to advance its own funds to pay expenditures related to the Projects (the “Expenditures”) prior to incurring indebtedness and to receive reimbursement for such Expenditures from proceeds of tax -exempt bonds or taxable debt, or both; now, therefore, be it RESOLVED, by the Pittsylvania County Board of Supervisors this 19th day of December, 2017, that 1. The County intends to utilize the proceeds of tax -exempt bonds or taxable debt (the “Bonds”) in an amount not currently expected to exceed $3,905,000 to pay the costs of the Projects. 2. The County intends that the proceeds of the Bonds be used to reimburse the County or the Authority for Expenditures with respect to the Projects made on or after the date Board of Supervisors Business Meeting December 19, 2017 that is no more than 60 days prior to the date hereof. The County reasonably expects on the date hereof that it will reimburse the Expenditures with the proceeds of the Bonds or other debt. 3. Each Expenditure was or will be, unless otherwise approved by bond counsel, either (a) of a type properly chargeable to a capital account under general federal income tax principles (determined in each case as of the date of the Expenditure), (b) a cost of issuance with respect to the Bonds, (c) a nonrecurring item that is not customarily payable from current revenues or (d) a grant to a party that is not related to or an agent of the County so long as such grant does not impose any obligation or condition (directly or indirectly) to repay any amount to or for the benefit of the County. 4. The County intends to make a reimbursement allocation, which is a written allocation by the County that evidences the County’s use of proceeds of the Bonds to reimburse an Expenditure, no later than 18 months after the later of the date on which the Expenditure is paid or the Projects is placed in service or abandoned, but in no event more than three years after the date on which the Expenditure is paid. The County recognizes that exceptions are available for certain “preliminary expenditures,” costs of issuance, certain de minimis amounts, expenditures by “small issuers” (based on the year of issuance and not the year of expenditure) and expenditures for construction of at least five years. 5. The County intends that the adoption of this resolution confirms the “official intent” within the meaning of Treasury Regulations Section 1.150-2 promulgated under the Internal Revenue Code of 1986, as amended. 6. This resolution shall take effect immediately upon its passage. 2018-2019 Comprehensive Economic Development Strategy List Approval Mr. Sides explained that each year Pittsylvania County, Virginia (the “County”), works with the West Piedmont Planning District Commission (“WPPDC”) in developing a list of projects to be included in the regional Comprehensive Economic Development Strategy (“CEDS”). The proposed CEDS list had been provided to the Board for their review at their December 19, 2017 meeting. The County must submit its 2018-2019 project list, along with a letter of endorsement, by December 30, 2017. Motion was made by Mr. Blackstock, seconded by Mr. Scearce, to approve the proposed CEDS Priority Projects List and authorize the County Administrator to send the same, and the required EDA submittal letter, to the WPPDC to be incorporated into its regional 2018-2019 CEDS update, 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 passed by a unanimous vote of the Board. Award IFB # 20171130 for Courthouse Chiller Replacement and Corresponding Funds Appropriation Mr. Hicks explained an Invitation for Bid # 20171130 was created to establish a firm fixed price contract with one (1) qualified source to furnish, deliver, and install a water cooled chiller for the Pittsylvania County Courthouse, in accordance with the specifications, terms, and conditions as stated in said IFB. The County’s Purchasing Department mailed out eight (8) copies of IFB # 20171130, advertised the same in two (2) local newspapers, posted the same on the County’s public notice board, and posted the same on the County’s website. Sealed Bids were due by 10:00 A.M. on December 18, 2017. Board of Supervisors Business Meeting December 19, 2017 Said funds for this matter will need to come from the County’s unappropriated surplus. Said funds may be repaid to the County’s unappropriated surplus, if successfully included in the County’s Master Lease Program. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to award IFB # 20171130 for the courthouse chiller replacement to Comfort System USA, as the lowest responsive bidder, and to appropriate $$162,642, that includes the $151,473 for the unit and $11,169 for the additional five (5) year extended warranty, from the County’s unappropriated surplus. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Hagerman-Yes; Mr. Blackstock- Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Barksdale-Yes; and Mr. Warren-Yes. Mr. Blackstock’s motion passed by a unanimous vote of the Board. Appointments Appointment to Planning Commission (Tunstall District Representative) Motion was made by Mr. Barber, seconded by Mr. Blackstock, to re-appoint Morris Stowe as the Tunstall Representative on the Pittsylvania County Planning Commission for a four (4) year term that will commence January 1, 2018 through December 31, 2022., and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Hagerman-Yes; Mr. Blackstock- Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Barksdale-Yes; and Mr. Warren-Yes. Mr. Davis’ motion was unanimously approved by the Board. Items Added Community Foundation Grant Approval and Appropriation for the Pittsylvania County Pet Center and the Ringgold Rail Trail Motion was made by Mr. Blackstock, seconded by Mr. Barksdale, to approve and appropriate the following grants awarded to Pittsylvania County from the Community Foundation of the Dan River Region: (a) $11,745 to outfit the Pittsylvania Pet Center with a commercial washer & dryer; and (b) $$25,000 to improve trail surface conditions on the Ringgold Rail Trail in the eastern part of Pittsylvania County. 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 passed by a unanimous vote of the Board. Reports from County Administrator Mr. Smitherman reminded everyone that the 2018 Re-Organization Meeting would be held on Thursday, January 4, 2018 at 5:00 PM in Conference Room #1 of the County Administration Building. Mr. Smitherman also stated that the Green Box removal project was almost complete. Some sites were being re-evaluated. Mr. Smitherman said it had been an amazing year, with much accomplished in large due to senior staff members. Mr. Smitherman thanked Mr. Barksdale and Mr. Hagerman for their 6 years of service on the Board of Supervisors and wished them well. Board Announcements Board of Supervisors Business Meeting December 19, 2017 Mr. Barber wished everyone a Merry Christmas and a Happy New Year. He further noted Pittsylvania County had the lowest unemployment rate it’s had in years. Lastly, he thanked Mr. Hagerman and Mr. Barksdale for their work on the Board; he had enjoyed working with them and wished them well. Mr. Blackstock asked everyone to remember families who had ex perienced tragic events; to remember what Christmas is really about and asked that everyone step back and reflect on the good things that happened during this past year. Mr. Blackstock stated that it had been an honor to serve on the Board with Mr. Barksdale and Mr. Hagerman; both had been very good Board members during their tenure; neither forgetting who they represented; and both were men of intergrity. Mr. Scearce stated that the job of a Board member required a lot of personal sacrifice and that Mr. Hagerman and Mr. Barksdale had done much during their 6 years of service on the Board. Mr. Scearce also thanked Jim Davis, Director of Public Safety, for his hard work on the amendment to the Harris radio/tower project. Lastly, Mr. Scearce wished everyone a Merry Christmas and Happy New Year. Mr. Davis wished everyone a Merry Christmas. He thanked Mr. Hagerman for being fiscally responsible and his desire to keep a tight budget; and thanked Mr. Barksdale for all his help on Mr. Davis’ campaign. Mr. Warren echoed the previous statements of the Board in thanking Mr. Hagerman and Mr. Barksdale for their service on the Board, and wished both of them well. He stated he had really enjoyed working with both of them. He thanked Mr. Barksdale for his invaluable advise and said Mr. Barksdale is a true stateman. Mr. Hagerman thanked the citizens for their support during his tenure and wished the best for the Board members who would continue to serve, and asked them to remember they work for the citizens for only as long as the citizens allow them to do so. Mr. Barksdale thanked everyone for their kind words. He was born here; moved away when he was 13, and returned to permanently live here after many years out in the world. While he would no longer be on the Board of Supervisors, he would continue to be involved on other boards, and there would be more good things to come-so stay tuned! Adjournment Mr. Warren adjourned the meeting at 8:30pm. __________________________________________ Robert W. “Bob” Warren, Chair Pittsylvania County Board of Supervisors __________________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors