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01-16-2018 BOS Business Meeting January 16, 2018 Business Meeting Pittsylvania County Board of Supervisors Business Meeting January 16, 2018 VIRGINIA: The Business meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, January 16, 2018 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 Charles H. Miller, Jjr. Banister District Ben L. Farmer 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, 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. Davis, for the following addition/deletion:. Addition: to authorize staff to advertised a public hearing for citizen input on a proposed amemdment to Chapter 6 of the Pittsylvania County Code which would permanently change the bi-annual tax due dates from June 5th and December 5th to June 20th and December 20th, noting this will become Item 13 on the agenda; and Deletion: to strike the Leesville Lake Association representative appointment to the Tri-County Lake Advisory Commission. The following Roll Call Vote was recorded: Mr. Davis-Yes; Mr. Miller-Yes; Mr. Blackstock-Yes; Mr. Farmer-Yes; Mr. Scearce-Yes; Mr. Barber-Yes; and Mr. Warren-Yes. Mr. Blacktock’s motion was unanimously approved by the Board. Approval of Agenda Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the agenda with the addition of Item 13 and removal of Item 12, and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis- Yes; Mr. Miller-Yes; and Mr. Warren-Yes. Mr. Blackstock’s motion was unanimously approved by the Board. Hearing of the Citizens No one signed up to speak. Consent Agenda Motion was made by Mr. Barber, seconded by Mr. Davis, to approve the Consent Agenda, and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Miller-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 (December 2017; Online) (c) Request to Purchase Service Weapon Board of Supervisors Business Meeting January 16, 2018 (d) Presentation of Resolution 2017-10-05 to Robert Mills, Jr. on being named Swisher Sweets 2017 Farmer of the Year (e) Resolution 2018-01-04 on Daniel Lanier named 2017 State Champion Auctioneer Mr. Warren explained to the audience that Resolution 2017-10-05 had been approved by the Board late 2017 but Mr. Mills was not able to attend at that meeting. Mr. Farmer read Resolution 2017-10-05, recognizing Robert Mills, Jr. being named Swisher Sweets 2017 Famer of the Year, which was then presented to Mr. Mills. Pittsylvania County Board of Supervisors RESOLUTION 2017-10-05 ROBERT MILLS, JR. Winner of the 2017 Swisher Sweets Sunbelt Expo Southeastern Farmer of the Year VIRGINIA: At the regularly scheduled meeting of the Pittsylvania County Board of Supervisors held on October 17, 2017, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following Resolution was presented and adopted: WHEREAS, Robert Mills, Jr. is a Pittsylvania County resident and owner of Briar View Farm, a 2,244 acre farming operation based in Callands, Virginia. Robert and his wife, Cynthia, are the proud parents of two sons, Logan and Holden Mills, both accomplished in agriculture and actively involved in the farming business; and WHEREAS, on July 31, 2017 Robert Mills, Jr. was named the Sunbelt Ag Expo Virginia Farmer of the Year. He was nominated by Stephen Barts, Pittsylvania County Agriculture and Natural Resources Extension Agent with Virginia Cooperative Extension. Winning the Virginia Farmer of the Year award entered Mr. Mills into competition with nine (9) other highly qualified state finalists across the southeastern United States; and WHEREAS, Robert Mills, Jr. is a first generation farmer who has been successfully farming for nineteen years. Crops produced include conventional and organic flue cured tobacco, dark fired tobacco and bioenergy tobacco, along with winter wheat. He also operates beef cattle and poultry pullet enterprises; and WHEREAS, on October 17, 2017 at a luncheon of over 1,500 people at the Sunbelt Ag Expo held annually in Moultrie, Georgia, Robert Mills, Jr. was selected as winner of the Swisher Sweets Sunbelt Ag Expo Southeastern Farmer of the Year. Mr. Mills won this prestigious award not only for his farming success, but also for his extensive leadership and community service, and ongoing commitment to the Virginia agricultural industry. This includes recently being elected as President of the Board of the Virginia Agriculture and Consumer Services, and being named to the Virginia Tech Board of Visitors; then BE IT RESOLVED, that the Pittsylvania County Board of Supervisors expresses its congratulations and admiration to Robert Mills, Jr. on becoming the 2017 Swisher Sweets Sunbelt Ag Expo Southeastern Farmer of the Year. BE IT FURTHER RESOLVED that a copy of this Resolution be presented to Robert Mills, Jr. Mr. Blackstock read Resolution 2018-01-04, which was then presented to Daniel Lanier. Pittsylvania County Board of Supervisors RESOLUTION 2018-01-04 Daniel Lanier 2017 State Champion Auctioneer Board of Supervisors Business Meeting January 16, 2018 VIRGINIA: At the regularly scheduled business meeting of the Pittsylvania County Board of Supervisors held on January 16, 2017, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following resolution was presented and adopted: WHEREAS, Daniel Lanier, co-owner of True Grit Rodeo Company in Grit, Virginia, is a full- time licensed and bonded auctioneer; and WHEREAS, Daniel Lanier has been competing periodically in the Virginia Auctioneer Associations’ state competitions since 2008, once winning Rookie of the Year; and WHEREAS, in late 2017, Daniel Lanier competed against fifteen (15) other auctioneers from around the state where all were judged on five (5) categories including: bid calling technique, clarity, microphone ability, would you hire this auctioneer, and execution of the sale (in a live auction scenario); and WHEREAS, upon completion of the competition, Daniel Lanier was named 2017 State Champion Auctioneer; then BE IT RESOLVED, that the Pittsylvania County Board of Supervisors expresses its congratulations and admiration to Daniel Lanier for winning the title of 2017 State Champion Auctioneer. BE IT FURTHER RESOLVED that a copy of this Resolution be presented to Daniel Lanier. Public Hearings Rezoning Public Hearings: Case 1: Taft Stone & Shirley H. Stone-Staunton River Election District; R-18-001 B-1, Business District, Limited, to R-1, Residential Suburban Subdivision District Mr. Warren opened the hearing at 7:16pm. Mr. Sides explained that Taft and Shirley Stone had petitioned to rezone a total of 0.57 acre, two (2) parcels of land, located on State Road 668/Grit Road in the Staunton River Election District from B-1, Business District, Limited and R-1, Residential Suburban Subdivision District to B-2, Business District, General (for sales, service and repair of vehicles). 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. Mr. Stone was present to represent the petition. No one signed up to speak and Mr. Warren closed the hearing at 7:18pm. Mr. Blackstock stated he would be abstaining from voting as his sister co-owns the property to be rezoned. Motion was made by Mr. Barber, seconded by Mr. Davis, to approve rezoning Case R-18-001 from B-1 to R- 1 and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Abstained; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Miller-Yes; and Mr. Warren-Yes. Mr. Barber’s motion passed by a unanimous 6-vote of the Board, with Mr. Blackstock abstaining. Case 2: Jeanette Marie Herndon Bell – Westover Election District; R-18-002 RMF, Residential Multi-Family District & RC-1, Residential Combined Subdivision District to B-2, Business District, General Mr. Warren opened the public hearing at 7:20pm. Mr. Sides explained that Jeanette Bell had petitioned to rezone a total of 1.47 acres, two (2) parcels of land, located on U.S. Highway 41/Franklin Turnpike in the Westover Election District from RMF, Residential Multi-Family District and RC-1, Residential Combined Subdivision District to B-2, Business District. General (for future commercial development). 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 petitioner’s request. Ms. Bell was present to represent the petition. No one signed up to speak and Mr. Warren closed the hearing at 7:21pm. Motion was made by Mr. Scearce, seconded by Mr. Farmer, to approve rezoning Case R-17-045 from RMF and RC-1 to B-2 and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer- Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Miller-Yes; and Mr. Warren- Yes. Mr. Scearce’s motion passed by a unanimous vote of the Board. This concluded the Rezoning Cases. News Business Board of Supervisors Business Meeting January 16, 2018 Lease Revenue Bond Financing Approval Resolution 2018-01-02 Ms. Van Der Hyde, Finance Director for Pittsylvania County, explained Pittsylvania County Board of Supervisors approved the award of the Master Lease Financing Program Proposal to BB&T, as well as a Reimbursement Resolution at their December 19, 2017 Board meeting. Ms. Van Der Hyde said the Board would need to consider approving the attached Resolution (Resolution #2018-01-02) to continue to proceed with closing on the Master Lease Financing Program. Attached are the documents from last month’s meeting explaining this financing. Closing is scheduled to occur on/or before January 30, 2018. Since this financing requires approval from the Industrial Development Authority, they will pass a similar Resolution at their meeting that will be held on Thursday, January 18, 2018 at 6 pm. Chris Kulp, Bond Counsel with Hunton and Williams, was at the Finance Committee meeting/Work Session earlier answer any legal questions the Board had concerning this financing. Ms. Van Der Hyde said the bonds would be used for financing (A) the acquisition and installation of landfill equipment, (B) the acquisition and installation of a centrifugal water-cooled chiller for the courthouse building and (C) the acquisition, renovation and equipping of an existing building to convert it for public library purposes (collectively, the “2018A Project”) and (ii) the acquisition and upfit of an industrial facility in the Ringgold area. Their would be a changing in wording, at the Board’s request, on “(A)”, to say Solid Waste improvements. Motion was made by Mr. Blackstock, seconded by Mr. Davis, to approve Resolution #2018-01-02 for the Lease Revenue Bond Financing and authorize the County Administrator to sign all necessary documents associated with the bank closing, and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Miller-Yes; and Mr. Warren-Yes. Mr. Blackstock’s motion was unanimously approved by the Board. RESOLTUION #2018-01-02 RESOLUTION APPROVING A PLAN TO FINANCE CERTAIN COUNTY PROJECTS THROUGH THE ISSUANCE OF LEASE REVENUE BONDS BY THE INDUSTRIAL DEVELOPMENT AUTHORITY OF PITTSYLVANIA COUNTY, VIRGINIA WHEREAS, the Industrial Development Authority of Pittsylvania County, Virginia (the “Authority”), was created under and is authorized to exercise all the powers set forth in the Industrial Development and Revenue Bond Act, Title 15.2, Chapter 49, Code of Virginia of 1950, as amended (the “Act”), which include, among other things, the powers (a) to make loans to, among others, a county in furtherance of the Act, (b) to finance facilities and lease facilities for use by, among others, a county, (c) to issue its revenue bonds, notes and other obligations from time to time for such purposes and (d) to pledge all or any part of its revenues and receipts derived from payments received by the Authority in connection with its loans or from the leasing by the Authority of such facilities or from any source as security for the payment of principal of and interest on any such obligations; WHEREAS, the Authority previously issued and sold its $2,900,000 Lease Revenue and Refunding Bond (County Government Project), Series 2006 (the “2006 Bond”), to Branch Banking and Trust Company (the “Bank”) and loaned the proceeds thereof to Pittsylvania County, Virginia (the “County”), to (a) refinance the construction of a health department and social services building (the “Original Project”), and (b) finance the expansion of and improvements to the Original Project (as expanded and improved, the “Project”); WHEREAS, as security for the repayment of the 2006 Bond, the Authority entered into (a) a Ground Lease dated as of April 1, 2006 (the “Original Ground Lease”), with the County, pursuant to which the County leased to the Authority the Project and the related real estate (collectively, the “Leased Property”), and (b) a Lease Agreement dated as of April 1, 2006 (the “Original Lease Agreement”), with the County, pursuant to which the Authority leased back to the County the Leased Property in exchange for which the County undertook to make rental payments sufficient to cover the annual debt service on the 2006 Bond and other related financing costs; WHEREAS, the County will request the Authority to issue two series of lease revenue bonds (as hereinafter described, the “2018A Bond” and the “2018B Bond”) and use the proceeds thereof to (a) finance (i)(A) the acquisition and installation of landfill equipment, (B) the acquisition and installation of a centrifugal water-cooled chiller for the courthouse building and (C) the acquisition, renovation and equipping of an existing building to convert it for public library purposes (collectively, the “2018A Project”) and (ii) the acquisition and upfit of an industrial facility in the Ringgold area (the “2018B Project” and, together with the 2018A Project, the “2018 Projects”) and (b) pay the related costs of issuance; Board of Supervisors Business Meeting January 16, 2018 WHEREAS, the County proposes that the Authority issue and sell the 2018A Bond and the 2018B Bond (together, the “2018 Bonds”) to the Bank pursuant to a Bond Purchase Agreement between the Authority, the County and the Bank (the “2018 Purchase Agreement”) and secure the 2018 Bonds on a parity basis with the 2006 Bond by amending the various lease financing documents described below; WHEREAS, there have been made available prior to this meeting drafts of the following documents (collectively, the “Documents”) providing for the issuance and sale of the 2018 Bonds, copies of which shall be filed with the records of the County: (a) 2018 Purchase Agreement providing for the sale of the 2018 Bonds and including the forms of the 2018 Bonds; (b) First Amendment to Ground Lease (the “First Amendment to Ground Lease”), amending the Original Ground Lease (as amended, the “Amended Ground Lease”), between the Authority and the County, conveying to the Authority a leasehold interest in the Leased Property; (c) First Amendment to Lease Agreement (the “First Amendment to Lease Agreement”), amending the Original Lease Agreement (as amended, the “Amended Lease Agreement”), between the Authority and the County, leasing the Leased Property back to the County in exchange for certain rental payments; (d) First Amendment to Assignment of Rents and Leases (the “First Amendment to Assignment”), amending the Assignment of Rents and Leases dated as of April 1, 2006, each made by the Authority for the benefit of the Bank and consented to by the County, assigning to the Bank certain rights of the Authority under the Amended Ground Lease and the Amended Lease Agreement; and (e) First Amendment to Deed of Trust and Security Agreement (the “First Amendment to Deed of Trust”), amending the Deed of Trust and Security Agreement dated as of April 1, 2006, each made by the Authority for the benefit of BB&T-VA Collateral Service (the “Deed of Trust Trustee”), granting the Deed of Trust Trustee a lien on the Authority’s leasehold rights in the Leased Property; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF PITTSYLVANIA, VIRGINIA: The County Board of Supervisors (the “County Board”) hereby approves, and requests that the Authority approve, the following plan of finance for the 2018 Projects: (a) the Authority shall (i) issue the 2018A Bond in a principal amount not to exceed $1,850,000 and loan the proceeds thereof to the County to finance the 2018A Project and (ii) issue the 2018B Bond in a principal amount not to exceed $1,100,000 and use the proceeds thereof to the County to finance the 2018B Project, (b) the County will lease the Leased Property to the Authority pursuant to the terms of the Amended Ground Lease, with an expiration not later than December 31, 2029, and (c) the Authority will lease the Leased Property back to the County pursuant to the terms of the Amended Lease Agreement, with an expiration not later than December 31, 2029. Pursuant to the Amended Lease Agreement, the County will undertake to make certain payments of Basic Rent and Additional Rent (each term as defined in the Amended Lease Agreement) to the Authority in amounts sufficient to amortize the 2018 Bonds and the outstanding portion of the 2006 Bond, to pay the fees and expenses of the Authority and to pay certain other related costs. The obligation of the Authority to pay principal of and premium, if any, and interest on the 2018 Bonds will be limited to payments of Basic Rent and certain Additional Rent received from the County. The 2018 Bonds will be secured on a parity with the outstanding portion of the 2006 Bond by an assignment of the payments of Basic Rent and certain Additional Rent due under the Amended Lease Agreement, all for the benefit of the holders of the 2018 Bonds and the 2006 Bond. The undertaking by the County to make payments of Basic Rent and Additional Rent will be subject to the appropriation by the County Board from time to time of sufficient amounts for such purposes. Upon an event of default or an event of non-appropriation by the County Board under the Amended Lease Agreement, the Authority shall have the right to exercise any remedies provided in the Amended Lease Agreement, including the right to terminate the Amended Lease Agreement and exclude the County from possession of the Leased Property for the remainder of the term of the Amended Ground Lease. This plan of finance shall contain such additional requirements and provisions as the County Administrator (which term for purposes of this Resolution includes any Assistant County Administrator) and the Chairman or Vice Chairman of the Authority may approve and determine to be in the best interests of the County and the Authority. Board of Supervisors Business Meeting January 16, 2018 The County Board believes that funds sufficient to make payment of all amounts payable under the Amended Lease Agreement can be obtained. The County Board, while recognizing that it is not empowered to make any binding commitment to make appropriations beyond the current fiscal year, hereby states its intent to make appropriations in future fiscal years in amounts sufficient to make all payments due under the Amended Lease Agreement and hereby recommends that future County Boards do likewise during the term of the Amended Lease Agreement. The County Administrator is hereby authorized and directed to execute the Documents to which the County is a signatory, which shall be in substantially the forms made available prior to this meeting, which are hereby approved, with such completions, omissions, insertions and changes not inconsistent with this Resolution as may be approved by the County Administrator, the execution and delivery thereof to constitute conclusive evidence of his approval of any such completions, omissions, insertions and changes. The County Attorney is hereby authorized to cause the First Amendment to Ground Lease, the First Amendment to Lease Agreement, the First Amendment to Assignment, the First Amendment to Deed of Trust and any other documents as are necessary to be recorded in the Clerk’s Office of the Circuit Court of Pittsylvania County. In making completions to the Amended Lease Agreement, the County Administrator, in collaboration with PFM Financial Advisors LLC, the County’s financial advisor (the “Financial Advisor”), and the Authority, shall provide for payments of Basic Rent in amounts equivalent to the payments due on the outstanding portion of the 2006 Bond and the 2018 Bonds, which shall be sold to the Bank pursuant to the terms and conditions of the 2018 Purchase Agreement; provided that (a) the payments of Basic Rent allocable to the 2018A Bond shall be equivalent thereto and shall (i) mature in installments ending not later than December 31, 2028, (ii) bear interest at an annual rate not to exceed 3.59% (subject to adjustment as provided in the 2018 Purchase Agreement), (iii) be subject to optional prepayment at a premium not to exceed 1.00% of the principal amount to be prepaid and (iv) be sold to the Bank at a price not less than 100% of the principal amount thereof (without taking into account any original issue discount or premium) and (b) the payments of Basic Rent allocable to the 2018B Bond shall be equivalent thereto and shall (i) mature in installments ending not later than December 31, 2029, (ii) bear interest at an annual rate not to exceed 4.39%, (iii) be subject to optional prepayment at a premium not to exceed 1.00% of the principal amount to be prepaid and (iv) be sold to the Bank at a price not less than 100% of the principal amount thereof (without taking into account any original issue discount or premium). The County Administrator is also authorized to approve maturity schedules for the 2018 Bonds. The County covenants that it shall not take or omit to take any action the taking or omission of which shall cause the 2018A Bond to be an “arbitrage bond” within the meaning of Section 148 of the Internal Revenue Code of 1986, as amended (the “Code”), and regulations thereunder, or otherwise cause interest on the 2018A Bond to be includable in the gross income for federal income tax purposes of the registered owner thereof under existing law. Without limiting the generality of the foregoing, the County shall comply with any provision of law that may require the County at any time to rebate to the United States of America any part of the earnings derived from the investment of the gross proceeds of the 2018A Bond. The County shall pay from its legally available general funds any amount required to be rebated to the United States of America pursuant to the Code. The County covenants that during the term of the Amended Lease Agreement it shall not permit the proceeds of the 2018A Bond or the facilities financed therewith to be used in any manner that would result in (a) 10% or more of such proceeds or facilities being used in a trade or business carried on by any person other than a governmental unit, as provided in Section 141(b) of the Code, provided that no more than 5% of such proceeds may be used in a trade or business unrelated to the County’s use of such facilities, (b) 5% or more of such proceeds or facilities being used with respect to any “output facility” (other than a facility for the furnishing of water), within the meaning of Section 141(b)(4) of the Code, or (c) 5% or more of such proceeds being used directly or indirectly to make or finance loans to any persons other than a governmental unit, as provided in Section 141(c) of the Code; provided, however, that if the County receives an opinion of nationally recognized bond counsel that any such covenants need not be complied with to prevent the interest on the 2018A Bond from being includable in the gross income for federal income tax purposes of the holder thereof under existing law, the County need not comply with such covenants. Such officers of the County as may be requested by bond counsel for the County are authorized and directed to execute an appropriate certificate setting forth (a) the expected use and investment of the proceeds of the Amended Lease Agreement allocable to the 2018A Bond in Board of Supervisors Business Meeting January 16, 2018 order to show that such expected use and investment will not violate the provisions of Section 148 of the Code and (b) any elections such officers deem desirable regarding rebate of earnings to the United States for purposes of complying with Section 148 of the Code. Such certificate shall be prepared in consultation with bond counsel for the County, and such elections shall be made after consultation with bond counsel. The County having not previously issued in calendar year 2018 any federally tax -exempt obligations (excluding for this purpose “private activity bonds,” within the meaning of Section 141 of the Code, other than “qualified 501(c)(3) bonds,” within the meaning of Section 145 of the Code) that are required to be aggregated with any federally tax-exempt obligations issued by the Authority for purposes of Section 265(b)(3) of the Code, and the County and all its subordinate issuing entities or authorities (including the Authority) not reasonably expecting to issue in calendar year 2018 any other such obligations that, when aggregated with the 2018A Bond, will be in excess of $10,000,000, the County hereby requests the Authority designate the 2018A Bond as a “qualified tax-exempt obligation” under Section 265(b)(3) of the Code. All costs and expenses in connection with the financing of the 2018 Projects and the issuance of the 2018 Bonds, including the Authority’s fees and expenses and the fees and expenses of bond counsel and the Financial Advisor in connection with the sale of the 2018 Bonds, shall be paid from the proceeds of the 2018 Bonds or other legally available funds of the County. If for any reason the 2018 Bonds are not issued, it is understood that all such expenses shall be paid by the County from its legally available funds and that the Authority shall have no responsibility therefor. Any authorization herein to execute a document shall include authorization to deliver it to the other parties thereto. All other acts of the County Administrator and other officers of the County that are in conformity with the purposes and intent of this Resolution and in furtherance of the issuance and sale of the 2018 Bonds and the financing of the 2018 Projects are hereby approved and ratified. All resolutions or parts of resolutions in conflict herewith are repealed. This Resolution shall take effect immediately. Appropriation of Halloween Contribution – Sheriff’s Department Ms. Van Der Hyde explained Sheriff Mike Taylor solicits donations annually from businesses to provide a Trunk or Treat Event in Community. This year’s event was held at the Olde Dominion Agricultural Center on Saturday, October 28, 2017. This event provides a safe alternative to the traditional trick or treat festivities of Halloween. The Sheriff’s Department has collected a total of $7,090.00 for this year’s Trunk or Treat Event. These funds need to be appropriated to line item 100-4-031200-5878 to cover expenses that were incurred for this event. Motion was made by Mr. Barber, seconded by Mr. Blackstock, to appropriate a total of $7,090.00 to line item 100-4-031200-5878 in the Sheriff’s 2017-2018 budget, and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Miller-Yes; and Mr. Warren-Yes. Mr. Barber’s motion was unanimously approved by the Board. Tobacco Indemnification Grant Funds Appropriation for Intertape Ms. Van Der Hyde explained Intertape Polymer Corporation was recently awarded two (2) separate grants totaling $125,000 ($75,000) awarded by the Tobacco Commission and $50,000 awarded by the Commonwealth’s Opportunity Fund. These grants were awarded to the company to help construct an addition to their current facility in Ringgold, Virginia and provide fifteen (15) jobs at this facility. These grants totaling $125,000, need to be appropriated to the Industrial Devleopment Cyclical Fund (Fund 330) so the County can distribute these funds to Intertape when performance measures are met. These grants do not require a local match, and the grantee is responsible for repayment of said grants if the grantee fails to meet performance standards. Motion was made by Mr. Davis, seconded by Mr. Scearce, to appropriate a total of $125,000 to line item 330-4-081500-8223 (Fund 330) in the Industrial Development Cyclical 2017-2018 budget, and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer- Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Miller-Yes; and Mr. Warren- Yes. Mr. Davis’ motion was unanimously approved by the Board. Appointments Board of Supervisors Business Meeting January 16, 2018 Appointments to Tri-County Lake Administrative Commission (County Administrator) Motion was made by Mr. Farmer, seconded by Mr. Davis, to appoint County Administator, David M. Smitherman, to the Tri-County Lakr Administrative Commission for a one-yeart term beginning February 1, 2018 – January 31, 2019, and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Miller-Yes; and Mr. Warren-Yes. Mr. Farmer’s motion was unanimously approved by the Board. MATTERS FROM WORK SESSION At the Board’s Work Session held earlier this same date, the Honorable Vincent Shorter, Treasurer for Pittsylvania County, met with the Board of Supervisors to discuss a proposed change to permanently move the tax due dates from June 5th and December 5th to June 10th and December 10th. The reason Mr. Shorter asked the Board to consider this was due to the high volume of work activities in his office at the first and ends of the month, one being DMV stops. Compounded on the work related to the DMV stops is the end-of-month balances. Mr. Shorter felt it would not only help him but also help the citizens. After discussion, the Board asked Mr. Shorter if it would be beneficial to his office to move the bi-annual tax due dates even further, to June 20th and December 20th. Mr. Shorter agreed those dates would be good for the citizens, and his office as well. The consensus of the Board would be, at their Business Meeting following this Work Session, to authorize staff to advertise the required public hearing to make this proposed amendment to the County Code. Motion was made by Mr. Blackstock, seconded by Mr. Davis, to authorize staff to advertise the required public hearing for citizen input on this proposed amendment to Chapter 6 of the Pittsylvania County Code, and the following Roll Call Vote was recorded: Mr. Barber- Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Miller-Yes; and Mr. Warren-Yes. Mr. Blackstock’s motion was unanimously approved by the Board. Reports from County Administrator Mr. Smitherman reminded of the upcoming Board Retreat February 9-10, 2018. He also welcomed Mr. Miller and Mr. Farmer to their first regular Business Meeting and looked forward to working with them. Lastly, Mr. Smitherman stated that, based on the most current weather reports on the impending snow storm, County Offices would be on a 2-hour delay schedule in opening the next morning, January 17, 2018. Board Announcements Mr. Davis encourage the other Board Members to attend a Dan River Business Development meeting sometime and see all the progress they’ve been making. Mr. Blackstock reminded everyone that March 9-10, 2018, the Olde Dominion Agricultural Complex will host the True Grit Extreme Bull Bash, and on June 15-16, 2018, at True Grit Rodeo, located in Hurt, Virginia, will be the Ellie-Buck Memorial Bull Riding. Mr. Blackstock also reminded everyone to keep the Lois Byrd family in their prayers. Ms. Byrd, wife of Chatham Town Mayor, Roy Byrd, perished in a house fire. Mr. Scearced reminded everyone the Friends of the National Rifle Association’s annual banquet was coming up and tickets were still available. Funds collected from this event helped sponsor the Boys and Girls Club. Mr. Farmer thanked Mr. Hagerman, his predecessor, for all his contributions and efforts on the Board. Mr. Farmer also thanked his fellow Board Members, and County Staff, for all their help in welcoming to the Board. Mr. Barber stated he felt very optimistic about this Board working together to make the County great. Board of Supervisors Business Meeting January 16, 2018 Mr. Warren echoed Mr. Blackstock’s sympathies on the loss of Lois Byrd and also asked everyone keep the Byrd family in their prayers. Mr. Warren also thanked the volunteer fire and rescue departments who responded not only to that call but multiple calls in succession, and were out for hours in the frigid conditions our area had been experiencing. Adjournment Mr. Warren adjourned the meeting at 7:42 PM. __________________________________________ Robert W. “Bob” Warren, Chair Pittsylvania County Board of Supervisors __________________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors