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03-20-2018 BOS Business Meeting March 20, 2018 Business Meeting Pittsylvania County Board of Supervisors Business Meeting March 20, 2018 VIRGINIA: The Business Meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, March 20, 2018, in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia 24531. Chairman 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 Ben L. Farmer Callands-Gretna District Elton W. Blackstock Staunton River District Robert W. Warren Chatham-Blairs District Dr. Charles H. Miller, Jr., Banister District, was absent. Mr. David M. Smitherman, County Administrator and Clerk of the Board; Mr. J. Vaden Hunt Esq., County Attorney; Mr. Greg L. Sides, Assistant County Administrator for Planning & Administration, Mr. Richard Hicks, Assistant County Administrator for Operations, Mrs. Kim Van Der Hyde, Director of Finance, and Mrs. Kaylyn McCluster, Deputy Clerk were also present. Mr. Warren led the Moment of Silence, followed by the Pledge of Allegiance. Approval of Agenda Motion was made by Mr. Blackstock, seconded by Mr. Davis, to approve the agenda and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock- Yes; Mr. Scearce-Yes; Mr. Davis-Yes; and Mr. Warren-Yes. Mr. Blackstock’s motion was unanimously approved by the Board. Hearing of the Citizens Keith Myers from the Staunton River District spoke on the road conditions of Route 640 in the Grit area; referred to as Mansion Road. He stated that it was one of the most traveled roads in the County. Myers said that it has fallen into much disrepair and is one of the worst roads that he has to travel on as there are drop offs on that road that are as much as sixteen inches deep. He would appreciate any help they could get from the Board to assist in getting Mansion road fixed. Ben Davenport from the Chatham/Blairs District spoke and stated that he had lived here all his life. He commended the animal shelter and stated it had been needed for a long time. Davenport stated that he is on the Go Virginia State Board, and that Danville and Pittsylvania County are viewed as a model for the rest of Virginia. He said that Berry Hill is viewed as the best mega site in the state, and that the Board will be viewed as visionaries. Davenport encouraged them to continue to invest in marketing and site development. No one else signed up to speak. Board of Supervisors Business Meeting March 20, 2018 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; and Mr. Warren-Yes. Mr. Blackstock’s motion was unanimously approved by the Board. (a) Minutes (February 9-10, 2018 BOS Retreat; February 20, 2018 Board Meetings) (b) Ratify Resolution 2018-02-02; Carolyn Jarrett (c) Proclamation – National Agriculture Week: March 18 – 24, 2018 (d) Proclamation – National Red Cross Month, March 2018 (e) Proclamation – National Service Recognition Day – April 3, 2018 Mr. Farmer read Proclamation – National Service Recognition Day, and then presented the Proclamation to Ms. Jessica Beebe. Pittsylvania County Board of Supervisors RESOLUTION 2018-02-02 Carolyn Terrell Jarrett Brosville Volunteer Fire and Rescue Department’s First Female Fire Chief And First Female Fire Chief in Pittsylvania County, Virginia VIRGINIA: At the regularly scheduled 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 ratified: WHEREAS, Carolyn Terrell Jarrett was born on June 15, 1970 to Jimmie Stout Custer and David Sager Terrell, Sr., and was raised in the Cascade community by her mother, Jimmie, and step-father, the late Phillip Stout; and WHEREAS, for the past 30 years, Carolyn Jarrett has been married to Russell A. Jarrett, Jr., and is the mother of two children; Brandi Davis of Falls Church, Virginia, and Tyler Jarrett of Jacksonville, North Carolina; and WHEREAS, Carolyn Jarrett joined the Brosville Volunteer Fire and Rescue Department at the age of 21, and for the past 25 years has served in many capacities since being there, including Secretary, EMS Captain, Fire Captain, Emergency Medical Technician (EMT), Support Group member and sits on the Board of the Brosville Fire Department, and is certified in Emergency Extraction; and Board of Supervisors Business Meeting March 20, 2018 WHEREAS, in December 2017, Carolyn Jarrett was elected as Fire Chief of the Brosville Volunteer Fire and Rescue Department by her peers; its first female Fire Chief since the department’s 1972 charter ; then BE IT RESOLVED, that the Pittsylvania County Board of Supervisors expresses its congratulations to Carolyn Terrell Jarrett for not only being elected as Brosville Volunteer Fire and Rescue Department’s first female Fire Chief, but also as Pittsylvania County’s first female Fire Chief. BE IT FURTHER RESOLVED that a copy of this Resolution was presented to Carolyn Terrell Jarrett at a ceremony held on Monday, February 19, 2018. Pittsylvania County Board of Supervisors Proclamation NATIONAL AGRICULTURE WEEK March 18-24, 2018 "FOOD FOR LIFE" WHEREAS, each year Virginia celebrates Agriculture Week starting the first day of spring, and the nation celebrates as a whole on March 20; and WHEREAS, agriculture development in Pittsylvania County is one of the major economic resources of the County and ranks in the top 10 of Agribusiness Counties in the Commonwealth with over $62 million in agriculture receipts based on crops and livestock, and it is also the Commonwealth’s largest industry, with an economic impact of $70 billion annually and employment of more than 334,000 people; and WHEREAS, on average, a Virginia farmer produces enough food to feed his or her own family and to feed 165 additional people each year; and WHEREAS, the world’s population is projected to reach 10 billion people by the year 2050, and farmers will face tremendous challenges in feeding the growing population; and WHEREAS, Virginia farmers are already rising to the challenge by utilizing new technologies to increase agricultural production, improve efficiency, and expand their world markets; and WHEREAS, farmers are the planet’s original environmental stewards, and they continue to apply the very best practices to protect valuable land and water resources; NOW, THEREFORE, the Pittsylvania County Board of Supervisors, does hereby recognize March 18-24, 2018, as VIRGINIA AGRICULTURE WEEK, and March 20, 2018, as NATIONAL AGRICULTURE DAY, in Pittsylvania County, and call these observances to the attention of all its citizens. Board of Supervisors Business Meeting March 20, 2018 Pittsylvania County Board of Supervisors Proclamation AMERICAN RED CROSS MONTH March 1-31, 2018 Whereas, March is American Red Cross Month – a special time to recognize and thank our heroes-those who volunteer, donate blood, take life-saving courses, or provide financial donations to support an organization whose mission is to help those in need; and Whereas, we would like to remember those who help all of us here in the County of Pittsylvania b giving their time to help their neighbor, and thank our heroes – our volunteers, blood donors, class takers and financial supporters who help us assist those in need; and Whereas, in the County of Pittsylvania, the Red Cross works tirelessly through its nine employees and 615 volunteers to help when disaster strikes, when someone needs lifesaving skills or the comfort of a helping hand. It provides 24-hour support to members of the military, veterans and their families, and provides training in CPR, aquatics safety, and first aid; and Whereas, across Virginia during 2017, the American Red Cross responded to nearly 1,437 local disasters including home fires, provided some 15,935 emergency services for 4,634 military members and their families, provided 137 international communication services for 50 families, mobilized 3,923 volunteers, enrolled 70,801 individuals in preparedness health and safety courses, and provided 405,349 total services in our communities, as well as collected and distributed about 40 percent of the nation’s blood supply; and Whereas, our communities can depend on the American Red Cross, which relies on donations of time, money and blood to fulfill its humanitarian mission. Despite these challenging economic times, the American Red Cross continues to offer help and comfort to those in need; and Whereas, March is Red Cross Month and the American Red Cross is asking people across the country to become a hero by giving blood, becoming a volunteer or making a donation to #help1family on Giving Day – March 28; and Whereas, the citizens of Pittsylvania County are encouraged, especially during this special month, to support the humanitarian mission of the American Red Cross and help their fellow citizens by donating their time and resources; then Now, Therefore, as the Board of Supervisors of Pittsylvania County, we hereby proclaim March 2018 as American Red Cross Month in Pittsylvania County. National Service Recognition Day Proclamation WHEREAS, service to others is a hallmark of the American character, and central to how we meet our challenges; and Board of Supervisors Business Meeting March 20, 2018 WHEREAS, the nation’s communities are increasingly turning to national service and volunteerism as a cost-effective strategy to meet their needs; and WHEREAS, AmeriCorps members and volunteers address the most pressing challenges facin g our communities, from educating students for the jobs of the 21st century, to fighting the opioid epidemic, to responding to natural disasters, to supporting veterans and military families; and WHEREAS, national service expands economic opportunity by creating more sustainable, resilient communities and providing education, career skills, and leadership abilities for those who serve; and WHEREAS, AmeriCorps members and volunteers serve in more than 50,000 locations across the country, bolstering the civic, neighborhood, and faith-based organizations that are so vital to our economic and social well-being; and WHEREAS, national service participants increase the impact of the organizations they serve, both through their direct service and by managing millions of additional volunteers; and WHEREAS, national service represents a unique public-private partnership that invests in community solutions and leverages non-federal resources to strengthen community impact and increase the return on taxpayer dollars; and WHEREAS, national service participants demonstrate commitment, dedication, and patriotism by making an intensive commitment to service, a commitment that remains with them in their future endeavors; and WHEREAS, the Corporation for National and Community Service shares a priority with local leaders nationwide to engage citizens, improve lives, and strengthen communities; and is joining with the National League of Cities, the National Association of Counties, Cities of Service, and local leaders across the country for National Service Recognition Day on April 3, 2018. THEREFORE, BE IT RESOLVED that I, Robert Warren, Chair of the Pittsylvania County Board of Supervisors, along with my fellow Board members, do hereby proclaim April 3, 2018, as National Service Recognition Day, and encourage residents to recognize the positive impact of national service in our community, to thank those who serve; and to find ways to give back to their communities. Public Hearings Rezoning Public Hearings: Case 1: B.G. & Judy Haymore; Westover Election District; R-18-005 RC-1, Residential Combined Subdivision District to R-1, Redisential Suburban Subdivision District R-1, Residential Suburban Subdivision District to RC-1, Residential Combined Subdivision District Mr. Warren opened the hearing at 7:17pm. Mr. Sides explained that B.G. and Judy Haymore had petitioned to rezone a .096 of an acre from RC-1, Residential Combined Board of Supervisors Business Meeting March 20, 2018 Subdivision District to R-1, Residential Suburban Subdivision District. They also petitioned to rezone 1.260 acres from R-1, Residential Suburban Subdivision District to RC-1, Residential Combined Subdivision District (to combine with the adjacent parcels. They are adjusting property lines). The parcels are located on Song Bird Lane in the Westover Election District and once the propertied are rezoned all uses listed under Sections 35 -222 & 35-267 are permitted. No one signed up to speak and Mr. Warren closed the hearing at 7:19pm. Motion was made by Mr. Scearce, seconded by Mr. Barber, to approve rezoning Case R-18-005 from RC-1 to R-1 and R-1 to RC-1, and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; and Mr. Warren-Yes. Mr. Scearce’s motion passed by a unanimous 6-0 vote of the Board, with Mr. Miller being absent. This concluded the Rezoning Cases. Hearing 1: Public hearing to receive citzen input on proposed revisions to the Pittsylvania County Board of Supervisor By-Laws Mr. Hunt explained that in the board packet were revisions to the current by-laws that had been reviewed and discussed and that the public hearing was for further discussion of these proposed amendments. Mr. Warren opened the public hearing at 7:21pm. No one signed up to speak and Mr. Warren closed the public hearing at 7:22pm. Motion was made by Mr. Barber, seconded by Mr. Scearce, to approve the amendments as submitted and advertised to the Board of Supervisors’ Bylaws. Mr. Blackstock stated that he attended some of the meetings and he didn’t remember discussing removing Article 3, and would like for it to stay in the bylaws. Mr. Hunt stated that he thought that was an early recommendation from the legislative committee, but there was no legal heartburn at all if they wanted to place that back into the bylaws. Mr. Barber made a motion to amend the motion to include Article 3 back into the bylaws, and it was seconded by Mr. Scearce. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; and Mr. Warren-Yes. Mr. Barber’s motion passed by a unanimous vote of the Board present. Hearing 2: Public hearing to receive citizen input on Master Lease Financing Program Mr. Warren opened the public hearing at 7:24pm. Mrs. Kim Van Der Hyde stated that the Board approved a resolution at their January 16, 2018 Meeting and the County successfully closed on this financing in the total amount of $2,883,000 on January 30, 2018. She stated that this was a done deal and this public hearing is required, because it totals more than 1% of the total budget and that it has to be opened up for the public to speak to the Board regarding the matter. No one signed up to speak, and the public hearing was closed at 7:25pm. Motion was made by Mr. Farmer, seconded by Mr. Davis, to approve and appropriate a total of $2,883,000 to the FY2017-2018 budget. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; and Mr. Warren-Yes. Mr. Farmer’s motion passed by a unanimous vote of the Board present. New Business Award of Bid for Chatham Train Depot Parking Lot Extension Mr. Hicks spoke and stated that a few years ago the County received a grant for renovations to the Chatham Train Depot. After the renovation, there were funds left in the project budget and approval was given for the extension of the parking lot behind the building. Board of Supervisors Business Meeting March 20, 2018 The County received bids for the project on October 24, 2017. VDOT had finally signed off on the approval for the lowest bid to Adams Construction for $49,220. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to award the bid for the paving of the Chatham Train Depot parking lot extension to Adams Construction in the amount of $49,220. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; and Mr. Warren-Yes. Mr. Blackstock’s motion passed by a unanimous vote of the Board present. Green Box Bids Mr. Hicks stated that we are in the process of taking out some of the County’s greenboxes. He stated that we are down to 19 school sites and 12 green box collection sites. There were two bids received and the lowest bid came from First Piedmont in the amount o f $245,559.60 for Option A (Mixed Waste). Motion was made by Mr. Barber, seconded by Mr. Blackstock, to award the bid to First Piedmont for Option A (Mixed Waste) for a yearly cost in the amount of $245,559.60. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; and Mr. Warren-Yes. Mr. Barber’s motion passed by a unanimous vote of the Board present. Mr. Blackstock also wanted to let the public know that this was discussed in depth earlier in the day at the work session before the business meeting. VDOT Stormwater Agreement Mr. Sides stated that at the Board’s last meeting, it approved a Resolution to accept Gloria Lane into the Virginia Department of Transportation Secondary Road System. He stated that a new VDOT requirement requires a Stormwater Agreement. Mr. Sides stated that the County has been working to create this Agreement, but one hurdle is that it must be approved by a certified engineer. Mr. Sides requested for this Agreement to be signed, contingent on addressing all other issues, instead of having to come back to another meeting. Mr. Blackstock asked Mr. Hunt if he felt comfortable with this, and he said that he did, and that it also buys the citizen a little more time. Motion was made by Mr. Davis, seconded by Mr. Farmer, to authorize the Chairman to sign the VDOT Stormwater Maintenance Agreement for Cedar Hill Subdivision, Section 4, contingent on a staff report that all outstanding issues have been addressed and legal assurance that no new County liability is created. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; and Mr. Warren-Yes. Mr. Davis’s motion passed by a unanimous vote of the Board present. Pet Center Projects – Appropriation of Grant Funds Mrs. Van Der Hyde stated that the County recently received a check from the Community Foundation for a total of $37,625. She stated that the grant does not require a local match and is just requesting that they appropriate that money to the grants fund so it can be placed in a pot called “Pet Center Projects.” There are currently three (3) projects taking place; The Bricks Project, The Dog Park Project, and the Washer & Dryer Project. Motion was made by Mr. Blackstock, seconded by Mr. Davis, to appropriate a total of $37,625 to the Community Foundation-Pet Center Projects Grant line item 250-4-094210-8216. Mr. Blackstock stated that this has never happened before with having money like this coming in. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Board of Supervisors Business Meeting March 20, 2018 Mr. Davis-Yes; and Mr. Warren-Yes. Mr. Blackstock’s motion passed by a unanimous vote of the Board present. Executive Coaching and Training – Danville Regional Foundation Grant Appropriation Mrs. Van Der Hyde stated that Pittsylvania County was recently awarded a grant through the Danville Regional Foundation “DRF” in the amount of $24,990 for executive coaching and leadership training from January 1, 2018 – December 31, 2018. She stated that this does not require a local match and just needs to be appropriated to the grants fund. Motion was made by Mr. Davis, seconded by Mr. Barber, to appropriate a total of $24,990 to the Danville Regional Foundation – BOS Grant line item 250-4-094253-5540. Mr. Warren thanked the Regional Foundation for this grant and for having confidence in the Board. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; and Mr. Warren-Yes. Mr. Davis’s motion passed by a unanimous vote of the Board present. CIT Assessment Site Program – Appropriation of Grant Funds Mrs. Van Der Hyde stated that the County was recently awarded a grant through the Commonwealth of Virginia Department of Behavioral Health and Developmental Services for a one-time funding in the amount of $80,000 to be used to provide additional on-call law enforcement for transportation of Danville-Pittsylvania Community Services “DPCS” clients. This requires no local match. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to appropriate a total of $80,000 to the CIT Assessment Site Program Grant-Grant number 031721. Mr. Blackstock spoke on the importance of this CIT (crisis intervention team) program. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; and Mr. Warren-Yes. Mr. Blackstock’s motion passed by a unanimous vote of the Board present. Matters from Work Session A motion was made by Mr. Blackstock to authorize County staff to advertise the required public hearing to potentially move the 305 Riceville, 402 Keeling, 108 W Blairs, and 704 Mt. Hermon voting precincts to new voting locations, seconded by Mr. Davis. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce- Yes; Mr. Davis-Yes; and Mr. Warren-Yes. Mr. Blackstock’s motion passed by a unanimous vote of the Board present. Reports from County Administrator Mr. Smitherman spoke on the Community Meetings about the proposed 2019 Budget and how they had been very well attended. He mentioned the upcoming meetings and also stated that the information could be found in the County Administration Office and on the County’s Facebook page. Board Announcements Mr. Blackstock stated that he was proud of the community and the support was shown at the Rodeo that Daniel Lanier recently put on at the Olde Dominion Agriculture Center. Board of Supervisors Business Meeting March 20, 2018 Mr. Davis thanked Laurel Grove fire personnel for staying for the Business Meeting and expressed his gratitude for what they do. He also thanked Mr. Davenport, Ms. Van Der Hyde, and Mr. Tommy Stump. He also thanked staff and Mr. Smitherman for the jobs that they do. Mr. Farmer reminded of the Gretna Fire Department would be holding a Community Meeting, and also that the Climax Fire Department would be hosting a fish fry. Mr. Warren called the Board down to the front of the dias and complimented Mr. Smitherman for his presentations at the community meetings. He also recognized Ms. Flippen’s retirement and expressed the Board’s appreciation for all of her hard work. The Board also presented her with a card and asked Mr. Hicks to take a picture. Adjournment Mr. Warren adjourned the meeting at 7:47 PM. __________________________________________ Robert W. “Bob” Warren, Chair Pittsylvania County Board of Supervisors __________________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors