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02-20-2018 Business Meeting February 20, 2018 Business Meeting Pittsylvania County Board of Supervisors Business Meeting February 20, 2018 VIRGINIA: The Business meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, February 20, 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, Jr. 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. Karen Hayes, Interim Zoning Administrator, 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. Scearce, seconded by Mr. Davis, to add the following Closed Session items to the agenda: (1) Legal Authority: VA Code §2.2-3711(A)(1) Subject Matter: County Administrator Purpose: Discussion of Job Performance (2) Legal Authority: VA Code §2.2-3711(A)(8) Subject Matter: Department of Social Services Purpose: Discussion of Employment Situation/Legal Implications Mr. Scearce’s motion was unanimously approved by the Board. Approval of Agenda Motion was made by Mr. Blackstock, seconded by Mr. Davis, to approve the agenda with the additional item, 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 Board of Supervisors Business Meeting February 20, 2018 Lisa Tuite from the Banister District and Director of the Pittsylvania County Public Library system, submitted a petition signed by over 1000 patrons of the library, which was in response to a County Connection article posted on January 10, 2018 by Mr. Smitherman in which he posed a rhetorical question on what kind of services would citizens be willing do without in order the help balance the proposed FY2019 Budget; the library being one of those services. Ms. Tuite stated that everyone appreciated the Board’s support of the library in the past. The supported petition stated the patrons would not be happy without a library system for the some of the following reasons: 1. Accessibility to new books, audiobooks, DVDs, digital material 2. Accessibility to computers and the internet, reference help and databases, printers, scanners, and faxes in order to continue education, finds jobs and services, start or sustain small businesses, and connect with family and friends 3. Their value of the programs offered through the library such as early literacy, lifelong learning, and help in building a stronger, happier and healthier community; and 4. Their value of the investment that as a community they have made to the library system for almost 80 years. Deborah Dix of the Chatham/Blairs District was surprised and questioned Sheriff Taylor’s comments during the Board’s Work Session concerning “paid protesters”, and believes his comments were exaggerated on “paid protestors” coming to the County concerning the proposed Mountain Valley Pipeline. Deborah Dix of the Chatham/Blairs District appreciates the Pittsylvania Pet Center and was glad they were here. She feels the animals are taken care of much better than the County staff would have been able to and the cats are being adopted out now. Wayne Robertson fo the Chatham/Blairs District and had three things to speak on: 1) He appreciated the Hearing of the Citizens portion of the Board’s meetings that allows citizens to come and speak out on issues importmant to them; 2) On the matter of the extra security that has been installed in the courthouse, Mr. Robertson felt it is unnecessary and burdensome, and creates a hostile environment for those wanting to come to the courthouse, clerks’ offices’, and Commissioner’s office to do business with the County. Mr. Robertson thanked Mr. Warren for speaking with him earlier on this concerning this matter and had suggested Mr. Robertson write to all the judges within the Courthouse concering this matter. Mr. Robertson thought about that and felt it would be better coming from the Board to ask the judges to pull back some of this unnecessary security. He understands for a high profile trial, but on a normal basis it’s not necessary. 3) He heard about the possibility of re-instating the trash tax and asked the Board to not do that. It is too burdensome on property owners who lease/rent out and it was not their place to be collecting taxes for the County. Hubert Hudson of the Tunstall District reminded the Board that they worked for the citizens of Pittsylvania County and not for the County Administrator. Mr. Hudson watched as the Board took action on the recommendation of the County Administrator to borrow $5 million and wants to know how that money was spent. Mr. Hudson wanted to know how the County could be in a financial crisis if they had just borrowed $5 million. Mr. Hudson stated he as read the threats of cutting services in order to balance the budget, such as to the Sheriff’s Department, Fire and Rescue, the Library, Parks and Recreation, due to the poor decisions of previous administrations and boards. Mr. Hudson stated that for the majority of the Board, this was not their first year serving, and that should offend them. Mr. Hudson stated that he wanted the Board to start doing their job. Board of Supervisors Business Meeting February 20, 2018 Willie Fitzgerald of the Banister District is part of a group called Pittsylvania Together. It is compromised of all races and faiths. Mr. Fitizgerald stated the group is planning to meet on the courthouse steps on Sunday, February 25, 2018 at 5:00 PM with prayers and support for the youth of Pittsylvania County, as well as the youths slain and effected by the Parkland, Florida shootings. Mr. Fitzgerald invited everyone at the meeting to attend. No one else signed up to speak. Consent Agenda Motion was made by Mr. Blackstock, 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 for: 01/04/18 Re-Organization Meeting; 01/04/18 BOS/IDA Joint Meeting; 01/16/18 Work Session; 01/16/18 Business Meeting (b) January 2018 Bill List (Online) (c) Resolution 2018-02-03 for Deputy James Gregory; Recipient of the LawFit Gold Medallion (d) Resolution 2018-02-07 for Deputy Joshua Speagle; Recipient of the James Edwin “Jay” Parker, Jr. Memorial Award (e) Retiree Purchase of Service Weapon by Leroy Phillips (f) Resolution 2018-02-06 Authorizing Tax Exempt Financing by Renan Volunteer Fire Department (g) Cooperative Agreement Between Pittsylvania County and the Circuit Court Clerk’s Office; and with the Commissioner of the Revenues Office (h) Virginia Department of Transportation (VDOT) Resolution 2018-03-05 for Gloria Lane (i) Ratification of Resolution 2018-03-04; Supporting House Bill 222 Deputies James Gregory and Joshua Speagle were presented with their resolutions, each thanked by the Board of Supervisors, and Sheriff Michael W. Taylor. Pittsylvania County Board of Supervisors RESOLUTION 2018-02-03 Deputy James Gregory Winner of the 2017 LawFit Gold Medallion for Physical Fitness Piedmont Regional Justice Training Academy’s Basic School No. 23 VIRGINIA: At the regularly scheduled business meeting of the Pittsylvania County Board of Supervisors held on February 20, 2018, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following Resolution was presented and adopted: WHEREAS, in response to a growing concern for the disabling illnesses and injuries suffered by their personnel, Police Departments and Sheriff’s Departments in Virginia began to address the issue of officer health and safety in the late 1980’s; and Board of Supervisors Business Meeting February 20, 2018 WHEREAS, in November of 1989 Dr. David L. Bever, a professor of health education at George Mason University, developed the LawFit® Program for law enforcement personnel with the assistance of the Virginia Department of Criminal Justice Services. The LawFit Program was designed to increase the cardiorespiratory efficiency, muscular strength, muscular endurance, lean body mass, and flexibility of officers; and WHEREAS, on November 1, 2016, Deputy James Gregory was hired by the Pittsylvania County Sheriff’s Office and soon after enrolled in the Piedmont Regional Justice Training Academy’s Basic School No. 23; and WHEREAS, at graduation ceremonies, Deputy James Gregory was awarded the Academy’s Gold Medallion for Physical Fitness for achieving the highest physical fitness scores based on the Lawfit testing battery, which includes maximum bench press, timed sit -up, sit & reach flexibility, push-ups, pull-ups, 1.5-mile run, vertical jump, body fat estimation, and resting heart rate and blood pressure. Deputy Gregory achieved 309 points out of 350 points, being one of the highest scores recently achieved by any basic recruit; then BE IT RESOLVED, that the Pittsylvania County Board of Supervisors expresses its congratulations and admiration to Deputy James Gregory on receiving the LawFit Gold Medallion for Physical Fitness from the Piedmont Regional Justice Training Academy’s Basic School No. 23; and BE IT FURTHER RESOLVED that a copy of this Resolution be presented to Deputy James Gregory. Pittsylvania County Board of Supervisors RESOLUTION 2018-02-07 Deputy Joshua Speagle Recipient of the James Edwin (Jay) Parker, Jr. Memorial Award. Central Virginia Criminal Justice Training Academy’s Basic School No. 90 VIRGINIA: At the regularly scheduled business meeting of the Pittsylvania County Board of Supervisors held on February 20, 2018, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following Resolution was presented and adopted: WHEREAS, the Basic Law Enforcement Recruit School is divided into eight training modules to include, professionalism, legal, communications, patrol, investigations, defensive tactics, firearms and emergency driving. In all, the recruits receive 800 hours of instructional days by the end of their 22 weeks of basic training. The recruit’s day begins with physical training using the Lawfit program and ends with academics and final grades for the Criminal Investigation, Legal, Patrol, and Skills modules are based on written examinations. In addition to academic achievement, to graduate the recruit must successfully complete all performance-based tests that are pass/fail, including First-aid, CPR, control tactics, firearms training, and driver training. Each recruit who graduates receives an Academy diploma recognizing attendance and successful completion of the Basic Law Enforcement School, and each graduate receives State of Virginia certification recognizing completion of state mandated training for law enforcement officers and deputy sheriffs; and Board of Supervisors Business Meeting February 20, 2018 WHEREAS, Deputy Joshua Speagle was hired by the Pittsylvania County Sheriff’s Office June 16, 2017, and soon after was enrolled in the Central Virginia Criminal Justice Training Academy’s Basic School No. 90 which graduated December 13, 2017; and WHEREAS, the Academy, during each session, recognizes one student to receive the James Edwin (Jay) Parker, Jr. Memorial Award. This award is presented in memory of Jay Parker, Jr., Training Coordinator, of the Central Virginia Criminal Justice Training Academy ; and WHEREAS, at graduation ceremonies, Deputy Joshua Speagle was the winner of this award from the staff and instructors of the Central Virginia Criminal Justice Training Academy Basic School No. 90 and the award was presented by the Honorable Michael R. Doucette, Commonwealth Attorney of the City of Lynchburg; then BE IT RESOLVED, that the Pittsylvania County Board of Supervisors expresses its congratulations and admiration to Deputy Joshua Speagle on receiving the James Edwin (Jay) Parker, Jr. Memorial Award from Central Virginia Criminal Justice Training Academy’s Basic School No. 90; and BE IT FURTHER RESOLVED that a copy of this Resolution be presented to Deputy Joshua Speagle. Pittsylvania County Board of Supervisors RESOLUTION 2018-02-06 VIRGINIA: At the regularly scheduled business meeting of the Pittsylvania County Board of Supervisors held on February 20, 2018, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following Resolution was presented and adopted: WHERAS, the Pittsylvania County Board of Supervisors under the United States Internal Revenue Code receives a $10-million dollar allocation for tax exempt bonds each year beginning January 1; and WHEREAS, the tax exempt bonds cover boards, agencies and commissions under the Board of Supervisors; and WHEREAS, the Renan Volunteer Fire Department is an authorized Volunteer Fire Department identified in Section 31-2:1 of the Pittsylvania County Code, authorizing them to participate in financing on tax exempt status for equipment utilized by the Volunteer Fire Department for public use; and WHEREAS, the Renan Volunteer Fire Department has held a public hearing on Wednesday, February 14, 2018 on the tax-exempt financing after publishing the required notice by code; then BE IT HEREBY RESOLVED, that the Pittsylvania County Board of Supervisors hereby approves the Renan Volunteer Fire Department entering into a financial agreement as required under the United States Internal Revenue Code for financing to be carried out on a tax exempt basis in the amount not to exceed $170,000.00.00 to finance one (1) 2017 Pierce Responder Multi- Pumper Mounted on a 2017 Freightliner Chassis; and Board of Supervisors Business Meeting February 20, 2018 BE IT FURTHER RESOLVED that a copy of this resolution be forwarded to the Renan Volunteer Fire Department in order to supplement their financing requirements. Pittsylvania County Board of Supervisors RESOLUTION 2018-02-04 RESOLUTION IN SUPPORT OF HOUSE BILL NUMBER : 222 WHEREAS, Delegate James W. Morefield has introduced House Bill Number 222 into the Virginia General Assembly for consideration in the 2018 session, which seeks to provide a state income tax incentive for Corporations who invest in Pittsylvania County and create at least Fifty jobs for county residents and provide state income tax breaks for their new employees; WHEREAS, such tax incentives will provide incentives for private persons, partnerships, and corporations to locate their enterprises in Pittsylvania County, broaden the tax base with their investment, and improve the economy by creating employment opportunities for county residents; and WHEREAS, the Board of Supervisors and its Legislative Committee, desire to support said legislation by joining with the affected localities in approving this joint resolution; Board of Supervisors Business Meeting February 20, 2018 NOW THEREFORE, the Board of Supervisors of Pittsylvania County does hereby RESOLVE to support House Bill Number 222, sponsored by Delegate James W. Morefield, for the purposes of increasing economic development opportunities for Pittsylvania County, Virginia. Public Hearings Makena Yarbrough, Executive Director of the Pittsylvania Pet Center, presented report on the first seven months of operations at the Center. Ms. Yarbrough stated the center was currently caring for 150 cats onsite (26 cats in foster care) and 82 dogs onsite (13 gos in foster care). From July 1, 2017 thru January 2018, she presented the following: Intake Adopted Reclaimed Euthanized Transferred Dogs 659 299 81 5 159 Cats 559 283 7 9 56 Total 1218 582 88 14 215 544 Owner Surrenders 653 Strays 98% Live Release Rate Ms. Yarbrough did state that initially there were some staffing and training issues that have been addressed; inadequate laundry ability that will be alleviated once the new specialized washer was installed, paid for through a Danville Regional Foundation Grant. Temperature control in the center has finally leveled out and the air flow is now correct, stated Ms. Yarbrough. More than was anticipated was spent on medical, and fundraising has not yet met their expectations. However, Ms. Yarbrough said, the good news was that 716 fewer pets lost their lives to euthanasia in Danville-Pittsylvania in 2017 compared to 2016; 230 cats had been fixed for free since September 2017; and they had received a grant from the Alexander McClausland Charitable Trust for spay and neuter. In November 2017, the center had it’s first ever Best Friends Bash event with 180 attendees that raised $22,366 net profit. And, other positive points were that 93 volunteers with 746 volunteer hours; 210 pets went into foster since July 2017; and the center treated over 320 pets medically. Public Hearings Rezoning Public Hearings: Cycle 324 Case 1: Christopher M. & Betty C. Coleman: Chatham-Blairs Election District: R-18-003 A-1, Agricultural District to M-1, Industrial District, Light Industry Mr. Warren opened the hearing at 7:44pm. Mr. Sides explained Ms. Karen Hayes, Interim Zoning Administrator, would be presenting the rezoning cases. Ms. Hayes explained that Michael and Betty Coleman had petitioned to rezone 2.18 acres, located on U.S. Highway 41/Franklin Turnpike in the Chatham-Blairs Election District from A-1, Agricultural District to M-1, Industrial District, Light Industry (to bring the existing use of the accessory building as a welding shop into compliance with the ordinance). The Planning Commission, with opposition, recommended granting the petitioners’ request. Once the property is rezoned to M-1, all uses listed under Section 35-383 are a permitted use. Mr. and Mrs. Coleman were there to represent the petition. Mr. Coleman offered the following Proffer with his petition: Board of Supervisors Business Meeting February 20, 2018 The following persons signed up to speak with opposing comments: Mr. Joseph Frakes and Ms. Anderia Frakes of 8460 Franklin Turnpike, Dry Fork, VA, Karen Maute of the Westover District, Maring Dodd of Axton, VA, John Dodd of Dry Fork, VA. All opposed the petitioners’ request to rezoning, citing it did not conform to the County’s Comprehensive Plan and it should not be rezoned. Furthermore, they stated, the rezoning goes with the property and not its owner should the property be sold, as being rezoned to M-1, all uses listed under Section 35-383 are a permitted use. The property has been operating out of compliance for A-1 zoning as it is, and with economic incentives the County uses for for other businesses, it seemed th e County could help Mr. Coleman relocate his business to a more appropriate infrastructure where his business would have room to grow. Furthermore, if the property is rezoned as M-1, which is limited to commercial establishments and light manufacturing, the Coleman’s also residing there would once again make them out of compliance with the County’s zoning ordinance. Ms. Maute submitted a detailed letter for record of her concerns on this case. No one else signed up to speak and Mr. Warren closed the hearing at 8:03pm. Mr. Barber stated that since Mr. Coleman has entered a Proffer that would revert the property back to A-1 if he decides to sell it, then he was in agreement to move forward with granting the rezoning. Motion was made by Mr. Barber, seconded by Mr. Davis, to approve rezoning Case R-18-003 from A-1 to M-1 and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Board of Supervisors Business Meeting February 20, 2018 Scearce-Yes; Mr. Davis-Yes; Mr. Miller-No; and Mr. Warren-Yes. Mr. Blackstock’s motion was approved by a 6-1 majority vote of the Board. Case 3: Mountain Valley Pipeline, LLC – Banister Election District R-17-031 A-1, Agricultural District to M-2, Industrial District., Heavy Industry Mr. Warren opened the public hearing at 8:09pm. Mr. Hayes explained that Mountain Valley Pipeline, LLC, has petitioned to rezone a total of 80.44 acres, two (2) parcels of land, located on State Road 692/Transco Road in the Banister Election District from A-1, Agricultural District to M-2, Industrial District, Heavy Industry (for a gas transmission facility and related buildings). No recommendation was made by the Planning Commission at their November 9, 2017 meeting. Once the properties are rezoned to M-2, all uses listed under Section 35-402 are a permitted use. Ms. Hayes further stated that if the Board approved rezoning this case, MVP would also have to apply for a Special Use Permit. Mr. Robert Pichardo, Senior Staff Attorney with EQT Corporation is here to represent the petition. Mr. Pichardo gave a PowerPoint presentation to the Board, explaining where the buildings would be located: where Transco already has a building for a transfer point from MVP to Transco. The following persons signed up to speak in opposition of the rezoning: Mark Joyner, Deborah Dix, Sonja Ingram, Ann Rogers, Bonnie Law, Jon Ruvak. Mr. Joyner, Founder and Director for the Assoication of the Study of Archaelogical Properties as weel as being a Consulting Party and Interviener with the Federal Energy Regulatory Commission (FERC) stated MVP had not been honest with FERC, the citizens, or the County representatives. MVP claimed to FERC that all permits had been secured so FERC would grant them permission to begin construction, when in fact MVP was at this very meeting asking for their petition to be granted for rezoning, and if approve, would still require them applying for and being granted a Special Use Permit.MVP’s proposed 50-foot easement has turned into a 300-foot easement; it as not completed the Archaeological Survey along the entire length of the proposed route as required by the Department of Historic Resources, all of which are required before construction. All speakers questioned MPV’s assertion that the interconnection station not really being a compression station (which Transco has there). It was questioned if MPV was going to issue to the County and Town of Chatham a bond to cover the event of any kind of damage if a catrosphoric event occurred on MVP’s part. Ms. Maute entered a request for record that the Planning Commission re-hear this case prior to the Board’s decision on rezoning since one member of the Planning Commission did not abstain from voting although is appears her family has profited by selling permanent easements; temporary easements; and work spaces to MPV. But did abstain that same night on voting regarding MVP’s Special Use Permit. No one else signed up to speak and Mr. Warren closed the hearing at 8:59pm. It was noted by the Board that none of the citizens whose property w ould be effected by the construction of the pipeline has voiced any opposition to the pipeline. Motion was made by Mr. Miller, seconded by Mr. Barber, to approve rezoning Case R -17-031 from A-1 to M-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. Miller’s motion was unanimously approved by the Board. Board of Supervisors Business Meeting February 20, 2018 This concluded the Rezoning Cases. PUBLIC HEARINGS: Board of Supervisors Business Meeting February 20, 2018 Hearing 1: Public Hearing to receive citizen input on the proposed revisions to Sections 6-1.2(A); 6-1.2(B); 6-1.2(C); and 6-12.(B) of the Pittsylvania County Code involving perpetually moving the annual tax payment due date for the first tax installment from June 5th to June 20th, and the second tax installment due date from December 5 th to December 20th. Mr. Warren opened the public hearing at 9:03pm. Mr. Hunt explained that the Honorable Vincent Shorter, Treasurer for Pittsylvania County, met with the Board of Supervisors at a Work Session to discuss proposed revisions to Sections 6-1.2(A); 6-1.2(B); 6-1.2(C); and 6-12.(B) of the Pittsylvania County Code involving perpetually moving the annual tax payment due date for the first tax installment from June 5th to June 20th, and the second tax installment due date from December 5th to December 20th. The Board directed staff to advertise a public hearing for citizen input on these proposed changes. No one signed up to speak and Mr. Warren closed the hearing at 9:06pm. Motion was made by Mr. Davis, seconded by Mr. Sceare, to approve the moving the tax due dates as presented 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 passed by a unanimous vote of the Board. Hearing 2: Public Hearing to receive citizen input on a proposed amendment to Chapter 36, Fee Assessment, of the Pittsylvania County Code. The proposed amendment would increase the courthouse construction, renovation, or maintenance fee to the maximum five dollars ($5.00) per applicable court action/case allowable under Virginia Code §17.1- 281(C). Mr. Warren opened the public hearing at 9:10pm. Mr. Hunt explained this amendment would bring language in §36.1; Assessment for Courthouse Construction, Renovation, or Maintenance, of the Pittsylvania County Code, in compliance with the Code of Virginia. No one signed up to speak and Mr. Warren closed the hearing at 9:11pm. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the amendments as presented 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 passed by a unanimous vote of the Board. This concluded the Public Hearings. News Business Application to Fire Fighter Assistance Grant Mr. Jim Davis, Director of Public Safety, and Mr. Chris Slemp, Fire & Rescue Coordinator, explained the Fire Prevention and Safety (FP&S) Grants are part of the Assistance to Firefighters Grants (AFG) and support projects that enhance the safety of the public and firefighters from fire and related hazards. The primary goal is to reduce injury and prevent death among high-risk populations. In 2005, Congress reauthorized funding for FP&S and expanded the eligible uses of funds to include Firefighter Safety Research and Development. The Fire Marshal’s Office is requesting to apply to this grant in order to hire two Deputy Fire Marshals. These positions will be funded for a one year period with the option to request an extension. This grant will pay for the hiring and training costs associated for two (2) positions. Grant application period is 02/12/2018 and closes on March 16, 2018. The grant requests will be in the amount of $269,322.00. Of this amount a local match of 5% (13,466.10) will be required in total for two years or $6,733.05 per year. This is a non-binding grant, however, one year renewal extension is allowed however not guaranteed. If awarded, grant program will not start until FY18/19. Board of Supervisors Business Meeting February 20, 2018 Motion was made by Mr. Scearce, seconded by Mr. (Joe) Davis, to authorize our Fire Marshal’s Office to apply for this grant, and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. (Joe) Davis-Yes; Mr. Miller-Yes; and Mr. Warren-Yes. Mr. Scearce’s motion passed by a unanimous vote of the Board. Virginia Dept of Emergency Management, Supplemental Local Emergency Management Planning Grant Mr. (Jim) Davis explained Virginia Department of Emergency Management (VDEM) has announced the availability of $530,000 for the FY2017 Supplemental Local Emergency Management Performance (SLEMPG) Grant Program. This grant is available to cities, counties, and towns recognized as emergency management jurisdictions under Title 44 of the Code of Virginia. These funds will support local emergency management programs with an emphasis Mass casualty equipment or supplies. Mass care equipment or supplies, including supplies for the elderly, children and infants, citizens with access or functional needs, sheltering supplies for pets; Applications will be accepted January 24, 2018 – February 28, 2018, and awards will be made by April 1, 2018. Projects must be completed by September 30, 2018 and closed by October 31, 2018. This grant requires a one-to-one local match, which may be in-kind. (For example: If a locality is awarded $10,000 in grant funds, they must match this with $10,000 in local funds or in-kind match.) We are requesting Board approval to apply for $5,000.00 with a $5,000.00 match. Match would be as follows: $4500.00 from previous year unused “Four For Life” (EMS FUNDS) and $500 from Fire & Rescue Budget. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to authorize the County Department of Emergency Management to proceed with the grant application request, and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. (Joe) Davis-Yes; Mr. Miller-Yes; and Mr. Warren-Yes. Mr. Blackstock’s motion passed by a unanimous vote of the Board. Proposed FY17/18 Budget Transfers Mr. Smitherman and Ms. Van Der Hyde had presented at the Board’s Work Session potential budget transfers that, if approved by the Board of Supervisors at tonight's meeting, would be moved to the contingency line item (100-4-091200-8109). This mid-year adjustment would be a means of carving out potential savings from departments and moving these funds to one location in the budget. These funds would not be eliminated from the budget and would be available to these departments should the need arise. Motion was made by Mr. Miller to approve the transfers with the exception of those concerning Constitutional Officers, but failed for lack of a second. Motion by Mr. Blackstock, seconded by Mr. Scearce, to deny the budget transfers, and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock- Yes; Mr. Scearce-No; Mr. Davis-No; Mr. Miller-No; and Mr. Warren-No. Mr. Blackstock’s motion failed by a 3-4 vote of the Board with Mr. Davis, Mr. Scearce, Mr. Miller and Mr. Warren opposing. Motion was made by Mr. Blackstock, seconded by Mr. Miller, t o approve the proposed budget transfers with the exception of the Constituional Officers and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. (Joe) Davis-Yes; Mr. Miller-Yes; and Mr. Warren-Yes. Mr. Blackstock’s motion passed by a unanimous vote of the Board. Set Public Hearing-Master Lease Financing Program Ms. Van Der Hyde explained the Code of Virginia states in Section 15.2-2507 that “Any locality may amend its budget to adjust the aggregate amount to be appropriated during the Board of Supervisors Business Meeting February 20, 2018 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.” This public hearing will be advertised in the Star Tribune on March 7, 2018, which will satisfy the 7-day requirement in order to have this public hearing on March 20, 2018. The Board of Supervisors approved a resolution to secure financing through a Master Lease Financing Program at their January 16, 2018 meeting. The County successfully closed on this financing in the total amount of $2,883,000 on January 30, 2018. This refinancing is to cover tax-exempt projects totaling $1,755,000 and a taxable project totaling $1,050,000. Closing costs have also been included in the financing. As such, these funds need to be appropriated to the FY 2018 budget in order to cover the costs outlined in the financing. Motion was made by Mr. Blackstock, seconded by Mr. Davis, to set a public hearing at the March 20, 2018 meeting to hear citizen input on the proposed budget amendments to add $2,883,000 to the FY2017-2018 budget, and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. (Joe) Davis-Yes; Mr. Miller-Yes; and Mr. Warren-Yes. Mr. Blackstock’s motion passed by a unanimous vote of the Board. Appointments Letter of Resgination from CPMT Chairperson and Appointments Motion was made by Mr. Blackstock, seconded by Mr. Farmer, to approve: Motion to approve: 1) Natalie Whitlow, RN, as the Health Department Designee to the Pittsylvania County Community Policy and Management Team, and Catheryne Walker, RN as Ms. Whitlow’s alternate, with an effective date of February 20, 2018; and 2) Monica Karavanic as the Private Provider Representative with an effect date of February 20, 2018; 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. Matters from Work Session Motion was made by Mr. Blackstock, seconded by Mr. Davis, to authorize staff to advertise a public hearing for proposed amendments to the Pittsylvania County Board of Supervisors’ Bylaws, 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. Motion was made by Mr. Blackstock, seconded by Mr. Davis, to enter into Closed Session for: (1) Legal Authority: VA Code §2.2-3711(A)(1) Subject Matter: County Administrator Purpose: Discussion of Job Performance (2) Legal Authority: VA Code §2.2-3711(A)(8) Subject Matter: Department of Social Services Purpose: Discussion of Employment Situation/Legal Implications Board of Supervisors Business Meeting February 20, 2018 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 passed by a unanimous vote of the Board. The Board entered into Closed Session at 9:42pm. Certification PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on February 20, 2018, the Board hereby certifies by a recorded vote that to the best of each board member’s knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any member believes that there was a departure from the requirements of the Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the Board. Vote Tim R. Barber Yes Jerry A. Farmer Yes Elton W. Blackstock Yes Joe B. Davis Yes Ronald S. Scearce Yes Robert W. Warren Yes Charles H. Miller, Jr. Yes The Board re-entered Open Session at 10:30pm. Adjournment Mr. Warren adjourned the meeting at 10:30pm. __________________________________________ Robert W. “Bob” Warren, Chair Pittsylvania County Board of Supervisors __________________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors