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03-20-2018 WS Meeting Board of Supervisors Work Session March 20, 2018 Pittsylvania County Board of Supervisors Work Session March 20, 2018 VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors began at 4:34 PM on Tuesday, March 20, 2018 in the Main Conference Room of the County Administration Building, located at 1 Center Street in Chatham, Virginia 24531. 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 The Honorable Charles H. Miller, Jr., Banister District, was absent from the meeting. 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. Approval of Agenda Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the agenda, which was unanimously approved by the Board present. Presentations Mr. Don Thomas, Wingate Appraisal Service, gave a Reassessment Recap for the 2018 County reassessment. He stated that there was a total of 49,891 real estate parcels and 5,425 total manufactured homes. The overall percent change from the prior year was 6.3% (taxable property classes only). Thomas stated that the total parcels appealed was 1,077 (2.2% of total) and the total value adjustment from those hearings was $6,143,500 (0.1% of the total). Mr. Barber asked about the sales and the area that they were in and how were they based. Mr. Thomas stated that location is very unique to real estate and that they try to pull the sales in the communities that they are in to assess those particular properties. Mr. Blackstock said that he had been asked a question by a citizen, therefore he was going to ask for clarification, that when they started through the RFP, did anyone ask them to increase the tax value? Mr. Thomas stated that it was an unacceptable assignment condition and no such conversations occurred. Ms. Kelly Bailess presented to the Board the potential of moving some of the voting precincts; 305-Riceville, 108-West Blairs, 402-Keeling, and 704-Mt. Hermon. The 640 Rescue Squad is not ADA compliant, and also has no handicap parking. The Riceville Missionary Baptist Church offered to allow use of the Family Life Center for Elections. The Keeling precinct which is located in the Keeling Fire Department has moved elections into the bay because of a large conference table preventing the flow of voters, and in the bay area there is no Board of Supervisors Work Session March 20, 2018 air conditioning and the entrance is not ADA compliant. Within the same parking lot, is Oak Grove Baptist Fellowship Hall, which has ample parking, is handicap accessible, and has air conditioning. The Church has agreed to allow the use of the fellowship hall for elections. The Blairs precinct has had some issues with elections being held in the building due to the traffic pattern on Highway 29 not being safe. Since there is no crossover going southbound, there is one access road and very limited parking to the very busy fire station which now has a helicopter pad that causes further restrictions for signs and parking. Bailess stated that White Oak Worship Center has welcomed the opportunity of allowing the use of their facility for the precinct for elections. It has ample parking with handicap accessibility, as well as enough space to host elections. The Mt. Hermon precinct is located at Mt. Hermon Courtyard and now has roof leaks and the lighting and heat and air conditioning has been cut back. Bailess stated that the building managers are almost impossible to contact to coordinate with to schedule setup and delivery and each election costs $300 to rent. While looking for other options, Ms. Bailess stated that she has run into a lot of issues that include precinct boundaries, not enough space, or parking. She has not found a viable space for the Mt. Hermon precinct yet, but she has reached out to The Hughes Center to see about possibly using their gymnasium. Mr. Blackstock questioned if the state board would have a problem with voting in places of worship and Ms. Bailess said that they would not, that the Virginia code states that it is an allowable place. Mr. Farmer asked about the process of having to notify the citizens, and Bailess responded that when they find a new location, they have to hold a public hearing, vote on it, and then letters are sent out to the voters within two (2) weeks of the elections. Mr. Blackstock asked about adding the public hearing to the business meeting and Mr. Hunt said that there was a placeholder on there and that he would take care of it. Mr. Davis asked if the state had any consideration when it comes to a situation like this when you have to be within that one-mile radius, and Bailess said that there is another option of changing the precinct boundary lines which would cause redistricting for the County. Mr. Warren stated that if they went that route and adjusted those lines, we could have some real big adjustments in the numbers because of the condensed population and wide developments. Bailess agreed and also noted that you cannot have a precinct with more than 5,000 voters. Mr. Steve Nesbitt gave a presentation on the Preliminary Feasibility Analysis and Comprehensive Solid Waste Planning and Business Advisory Services. Nesbitt stated that there is opportunity for economies of scale and that there is a highly competitive/consolidated “waste- shed” with a modest commercialization potential. He stated that there is a revenue potential and they had it broken down by different cities/counties; although some of them were already in current contracts and would be several years before they were available. (Presentation can be viewed fully at https://www.pittsylvaniacountyva.gov/DocumentCenter/View/2801) Staff Reports Mr. Hicks spoke on the Green Box sites and stated that there had been advertisement for bids to pick up the remaining green boxes that the County has. Hicks recommended that the Board award the bid on the green box collections to First Piedmont for $245,559.60 yearly. Mr. Blackstock said that he has been receiving a tremendous amount of complaints about some of the sites and that there is trash is overflowing. Hicks said that it was possible that moving forward, there could be some additional boxes added to help offset that. Mr. Farmer echoed Mr. Blackstock in that he has gotten numerous phone calls because his area was hit with the green box removals. He also asked if this would cause an impact to employment and the reduction of jobs, and Mr. Smitherman stated that there would be a reduction of two (2) truck drivers due to the bid and one of them would be through retirement. Mr. Blackstock continued to speak on his Board of Supervisors Work Session March 20, 2018 concern of the overflowing green box sites due to the reduction. He stated that with social media and the way technology is now, it gets blasted all over very quick and looks very bad and that it is a problem that needs to be resolved. Mr. Warren questioned if it was a problem to be more flexible with our hours and holidays in order to minimize those problems and Hicks stated that he would be looking at the Landfill hours to try and fix some of these problems. Mr. Blackstock stated his concern about going to head to head with a private business, because we don’t have to make money and they do. Mr. Davis stated that the numbers don’t add up in order for the Board to make money, but Mr. Smitherman stated that the number shown was not gross, and could potentially be much more. Hicks then spoke on an unsolicited conceptual Landfill management proposal. He stated that there was a change in the law a few years ago, and it dealt with public and private partnerships and the Board of Supervisors had previously adopted a policy on unsolicited proposals and it sets out guidelines and a timetable. Hicks received a call from SANTEK Waste Services wanting to give the County an unsolicited proposal for operation of the Landfill. He stated that if the Board was interested, they would have to open it up for other vendors, but that it was totally up to them; and it was also no cost related to do this. Mr. Blackstock asked if Arcadis could have a hand in this, but Mr. Smitherman responded that they had already shown that the County was running a pretty lean operation with what we are already doing. Mr. Smitherman stated that it wouldn’t hurt to at least let them look at it and see if they could run it any more efficiently than we already are. Mr. Farmer asked if SANTEK would want to do more than just operate, and put their own trucks on the road, Mr. Smitherman said that this proposal was just to get them inside the gate. Mr. Smitherman said they were asking for a general consensus to look at this proposal. The Board agreed that there was a consensus to look at the proposal. Closed Session Motion was made by Mr. Davis, seconded by Mr. Blackstock to enter into Closed Session, which was unanimously approved by the Board present. 1. Legal Authority: Virginia Code §2.2-3711(A)(8) Subject Matter: Department of Social Services Purpose: Discussion of Employment Situation/Legal Implications The Board entered into Closed Session at 5:55pm. Upon a Motion by Mr. Blackstock, seconded by Mr. Davis, the Board re-entered Open Session and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Work Session of the Pittsylvania County Board of Supervisors on March 20, 2018, the Board hereby certifies by a recorded vote that to the best of Board of Supervisors Work Session March 20, 2018 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 Elton W. Blackstock Yes Joe B. Davis Yes Ben L. Farmer Yes Charles H. Miller, Jr. Absent Ronald S. Scearce Yes Robert W. Warren Yes The Board re-entered Open Session at 6:47pm. Adjournment Mr. Warren adjourned the meeting at 6:48pm. __________________________________________ Robert W. “Bob” Warren, Chair Pittsylvania County Board of Supervisors __________________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors