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04-17-2018 BOS Business Meeting MinutesBoard of Supervisors Business Meeting April 17, 2018 Pittsylvania County Board of Supervisors Business Meeting April 17, 2018 VIRGINIA: The Business Meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, April 17, 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 Robert W. Warren Chatham-Blairs District Dr. Charles H. Miller, Jr., Banister District The Honorable Elton W. Blackstock, Staunton River District, was participating remotely during the Business Meeting and was on the phone when roll call was taken. He was at the Founders Inn & Spa, located at 5641 Indian River Road in Virginia Beach, Virginia 23464, on business. The telephone number that was dialed was (434)-944-1490, and he participated in the entire Business Meeting. Mr. David M. Smitherman, County Administrator/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. Kimberly 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. Agenda Items to be Added Motion by Mr. Farmer, seconded by Mr. Scearce, to add the following items to the agenda: Consent 7(j) Declaration of Emergency; New Business 12(e) Landfill Equipment Purchase – Pan Scraper, 12(f) Storm Related Tipping Fee; and 12(g) VA Rules Grant Program. Motion was amended by Mr. Farmer, seconded by Mr. Scearce, to also table item 7(i) Purchase of iPad, until May meeting. The following Roll Call Vote was recorded: Mr. Barber- Yes; Mr. Blackstock-Yes; Mr. Davis-Yes; Mr. Farmer-Yes; Dr. Miller-Yes; Mr. Scearce-Yes; and Mr. Warren-Yes. Motion unanimously approved by the Board. Approval of Agenda Motion by Mr. Barber, seconded by Mr. Davis, to approve the agenda and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Blackstock-Yes; Mr. Davis-Yes; Mr. Farmer- Yes; Dr. Miller-Yes; Mr. Scearce-Yes; and Mr. Warren-Yes. Motion was unanimously approved by the Board. Consent Agenda Board of Supervisors Business Meeting April 17, 2018 Motion by Mr. Davis, seconded by Mr. Barber, to approve Consent Agenda, and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Blackstock-Yes; Mr. Davis-Yes; Mr. Farmer-Yes; Dr. Miller-Yes; Mr. Scearce-Yes; and Mr. Warren-Yes. Motion unanimously approved by the Board. a. Minutes: March 20, 2018 - Work Session & Business Meeting; March 20, 2018 Joint Finance Committee and Fire & Rescue Policies and Procedures Committee; March 22, 2018 Building & Property Committee; April 9, 2018 Special Called Meeting; April 10, 2018 Finance Committee Meeting b. Cooperative Agreement with Treasurer's Office c. Personnel Policies Manual Update d. VHF Radio "Transmitter" - Mutual Aide Agreement; Danville Lifesaving Crew e. Proclamation - National Law Day: May 1, 2018 f. Proclamation - National Police Week: May 13 - 19, 2018 g. Proclamation - National Travel & Tourism Week: May 6 - 12, 2018 h. Proclamation - Teacher Appreciation Week: May 7 - 11, 2018 i. Purchase of iPad - Rebecca Flippen Mr. Scearce read Proclamation – National Police Week: May 13 – 19, 2018, and then presented the Proclamation to the Honorable Mike Taylor, Sheriff. Mr. Farmer read Proclamation – National Travel & Tourism Week: May 6 – 12, 2018, and then presented the Proclamation to Ms. Brenda Bowman, Mr. Jessie Barksdale, and Ms. Amy Boles. Pittsylvania County Board of Supervisors Proclamation Law Day May 1, 2018 “Separation of Powers: Framework for Freedom ” WHEREAS Law Day is an occasion of public acknowledgement of our Nation’s and the County of Pittsylvania’s heritage of justice, liberty, and equality under the law; and WHEREAS the United States Congress has statutorily designated May 1 as the annual day for commemoration of Law Day; and WHEREAS the American Bar Association has designated the 2018 Law Day theme to be “Separation of Powers: Framework for Freedom ” in recognition of how The U.S. Constitution sets out a system of government with distinct and independent branches—Congress, the Presidency, and a Supreme Court; and WHEREAS it also defines legislative, executive, and judicial powers and outlines how they interact; and WHEREAS these three separate branches share power, and each branch serves as a check on the power of the others; and Board of Supervisors Business Meeting April 17, 2018 WHEREAS “Ambition must be made to counteract ambition,” James Madison explained in Federalist 51 because Madison believed that the Constitution’s principles of separation of powers and checks and balances preserve political liberty and provide a framework for freedom; and WHEREAS we the people must continually act to ensure that our constitutional democracy endures, preserving our liberties and advancing our rights and enables us to reflect on the separation of powers as fundamental to our constitutional purpose and to consider how our governmental system is working for ourselves and our posterity; and WHEREAS promoting public understanding of the roots of our freedom are an important component in the civic education of the citizens of the United States and of County of Pittsylvania, Virginia; and NOW THEREFORE, WE, The Board of Supervisors, declare May 1, 2018, to be Law Day in the County of Pittsylvania, Virginia this 17thday of April in the year 2018. Pittsylvania County Board of Supervisors Proclamation NATIONAL POLICE WEEK May 13-19, 2018 TO RECOGNIZE NATIONAL POLICE WEEK 2018, AND MAY 15TH AS PEACE OFFICERS MEMORIAL DAY, BY HONORING THE SERVICE AND SACRIFICE OF THOSE LAW ENFORCEMENT OFFICERS KILLED IN THE LINE OF DUTY WHILE PROTECTING OUR COMMUNITIES AND SAFEGUARDING OUR DEMOCRACY. WHEREAS, The Congress and the President of the United States has declared law enforcement officer safety and wellness a top priority, and the International Association of Chiefs of Police’s Center for Officer Safety and Wellness promotes the importance of individual, agency, family, and community safety and wellness awareness; and WHEREAS, the members of the Pittsylvania County Sheriff’s Department play an essential role in safeguarding the rights and freedom of the citizens of Pittsylvania County; and WHEREAS, it is important that all citizens know and understand the problems, duties and responsibilities of their sheriff’s department, and that members of our sheriff’s department recognize their duty to serve the people by safeguarding life and property, by protecting them against violence or disorder, and by protecting the innocent against deception and the weak against oppression or intimidation; and WHEREAS, the Sheriff’s Department of Pittsylvania County has grown to be a modern and scientific law enforcement agency which unceasingly provides a vital public service; then Board of Supervisors Business Meeting April 17, 2018 NOW, THEREFORE, the Board of Supervisors calls upon all citizens of Pittsylvania County, Virginia, and upon all patriotic, civil and educational organizations to observe the week of May 13-19, 2018 as Police Week with appropriate recognition and thanks for our police officers, past and present, who by their faithful and loyal devotion to their responsibilities have rendered a dedicated service to their communities and, in doing so, have established for themselves an enviable and enduring reputation for preserving the rights and security for all citizens; and THE BOARD OF SUPERVISORS FURTHER calls upon all citizens of Pittsylvania County, Virginia, to observe May 15, 2018 as Peace Officers Memorial Day to honor those peace officers who, through their courageous deeds, have lost their lives or have become disabled in the performance of duty. Pittsylvania County Board of Supervisors Proclamation National Travel & Tourism Week May 6 – 12, 2018 Whereas travel has a positive effect on Virginia and the nation’s economic prosperity and image abroad, it also impacts business productivity and to individual travelers’ well-being. Whereas travel to and within the United States provides significant economic benefits for the nation, generating more than $2.3 trillion in economic output in 2016, with $990.3 billion spent directly by travelers. Whereas travel is among the largest private-sector employers in the United States, supporting 15.3 million jobs in 2016, including 8.6 million directly in the travel industry and 6.7 million in other industries. Whereas travelers’ spending directly generated tax revenues of $157.8 billion for federal, state and local governments, funds used to support essential services and programs. Whereas tourism continues to have a positive impact on Pittsylvania County, with over $73 million in travel related expenditures, 657 people employed in local tourism positions, over $2 million in local tax receipts, and $14 million in local payroll in 2016. Whereas international travel to the United States is the nation’s No. 1 services export. In 2016, travel generated $245 billion in exports, creating a $84 billion trade surplus for the United States. Whereas meetings, events and incentive travel are core business functions that help companies strengthen business performance, educate employees and customers and reward business accomplishments—which in turn boosts the U.S. economy. In 2016, domestic and international business travelers spent $307.2 billion. Board of Supervisors Business Meeting April 17, 2018 Whereas leisure travel, which accounts for more than three-quarters of all trips taken in the United States, spurs countless benefits to travelers’ health and wellness, creativity, cultural awareness, education, happiness, productivity and relationships. Whereas travel is a pillar of economic growth, creating jobs at a faster rate than other sectors. Now, therefore, the Board of Supervisors does hereby proclaim May 6-12, 2018 as National Travel and Tourism Week in Pittsylvania County, Virginia, and urge the citizens of Pittsylvania County, Virginia, to join me in this special observance with appropriate events and commemorations. Pittsylvania County Board of Supervisors Proclamation Teacher Appreciation Week May 7-11, 2018 VIRGINIA: At the business meeting of the Pittsylvania County Bo ard of Supervisors held on Tuesday, April 17, 2018, the following proclamation was adopted celebrating Teacher Appreciation Week May 7-11, 2018 and Teacher Appreciation Day May 8, 2018. WHEREAS, teachers mold in a positive direction the future citizens and future leaders of our country through guidance and education; and WHEREAS, teachers encounter students of widely differing backgrounds and we entrust our children with the teachers and they affect the lives of our children on a daily basis; and WHEREAS, our country’s future depends upon providing quality education to all students; and WHEREAS, teachers spend countless hours preparing lessons, evaluating progress, counseling and coaching students and performing community service; and WHEREAS, the Board of Supervisors recognizes and supports its teachers in educating the children of Pittsylvania County; then NOW, THEREFORE, BE IT RESOLVED that the Pittsylvania County Board of Supervisors proclaims May 7-11, 2018 to be Teacher Appreciation Week and observes Tuesday, May 8, 2018 as Teacher Appreciation Day; and BE IT FURTHER RESOLVED that the Pittsylvania County Board of Supervisors strongly encourages all citizens of Pittsylvania County to join in with personally expressing appreciation to our teachers for their dedication and devotion to their work. Board of Supervisors Business Meeting April 17, 2018 All Consent Agenda item documents can be found in the April 17, 2018 Business Meeting Packet. Board of Supervisors Business Meeting April 17, 2018 Hearing of the Citizens Ms. Brenda Bowmam, Chatham-Blairs District, bid farewell to the Board and thanked them for allowing her to continue to serve the community after her time on the Board of Supervisors. Mr. Richard Shumate, Westover District, spoke on his disappointment with the security in the Courthouse Complex. He shared a word of prayer, and then shared his concerns about the County’s spending. Ms. Kathy Hodges, Callands-Gretna District, was not signed up to speak, but requested to speak. She thanked the Chairman for allowing her the opportunity. She voiced her concerns about items in the proposed budget and also offered several solutions to such increases. She also commended the fire and rescue teams for being at the side of her friend during the recent storm and clean up. Public Hearings Rezoning Public Hearings: Case 1: R-18-006 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Mr. Warren opened the hearing at 7:28 pm. Mr. Sides explained that Virginia Elizabeth Oakley Rich and Sharon Oakley Gilbert had petitioned to rezone a total of 2.60 acres from R-1, Residential Suburban Subdivision District to A-1, Agricultural District. The parcels are located on four (4) parcels of land, located on State Road 810/McNeely Lane in the Dan River Election District. The parcels are shown on our records as GPIN #s 2460-48-5032 (0.72 acre), 2460-47- 7836 (0.76 acre), 2460-47-9537 (0.53 acre), and 2460-57-1229 (0.59 acre). Ms. Rich was in attendance. No one signed up to speak, and Mr. Warren closed the hearing at 7:30 pm. Motion by Mr. Davis, seconded by Dr. Miller, to approve rezoning Case R-18-006 from R-1 to A-1, and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Blackstock-Yes; Mr. Davis- Yes; Mr. Farmer-Yes; Dr. Miller-Yes; Mr. Scearce-Yes; and Mr. Warren-Yes. Motion unanimously approved by the Board. Case 2: R-18-007 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Mr. Warren opened the hearing at 7:31 pm. Mr. Sides explained that Freddie L. Melton, Sr. and Dawn P. Melton had petitioned to rezone a total of 22.15 acres five (5) parcels of land, from R-1, Residential Suburban Subdivision District to A-1, Agricultural District. The parcels are located on State Road 626/Museville Road in the Callands-Gretna Election District. The parcels are shown our records as GPIN #s 1467-77-0733 (10.47 acres), 1467-77-4611 (0.69 acres), 1467-77-4688 (0.71 acre), 1467-77-5756 (0.76 acre), and 1467-88-3952 (9.52 acres). Mr. Melton was in attendance. No one signed up to speak, and Mr. Warren closed the hearing at 7:33 pm. Motion by Mr. Farmer, seconded by Mr. Davis, to approve rezoning Case R -18-007 from R-1 to A-1,and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Board of Supervisors Business Meeting April 17, 2018 Blackstock-Yes; Mr. Davis-Yes; Mr. Farmer-Yes; Dr. Miller-Yes; Mr. Scearce-Yes; and Mr. Warren-Yes. Motion unanimously approved by the Board. This concluded the Rezoning Cases. Hearing 1: Public hearing to receive citzen input on proposed amendment to Chapter 7 of the Pittsylvania County Code to add Section 7-6 pertaining to the creation of the Staunton River Regional Industrial Facility Authority. Mr. Warren opened the public hearing at 7:34 pm. Mr. Smitherman spoke on the creation of the Staunton River Regional Industrial Facility Authority (SR RIFA) Virginia, which is a multi-jurisdictional entity that includes Pittsylvania County, the Town of Hurt, the Town of Altavista, and the City of Danville, to develop possibly a six hundred (600) acre Industrial Park currently known as the Southern Virginia Multimodal Park in Hurt. No one signed up to speak and Mr. Warren closed the public hearing at 7:35 pm. Motion by Mr. Farmer, seconded by Mr. Davis, to approve the the SR RIFA Ordinance. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Blackstock-Yes; Mr. Davis-Yes; Mr. Farmer-Yes; Dr. Miller-Yes; Mr. Scearce-Yes; and Mr. Warren-Yes. Motion unanimously approved by the Board. Hearing 2: Public hearing to receive citizen input on moving of voting precincts: 305- Riceville, 108-West Blairs, and 402-Keeling. Mr. Warren opened the public hearing at 7:37 pm. Ms. Kelly Bailess explained her wishes of moving the 305-Riceville Precinct to the Riceville Missionary Baptist Church Family Life Center. Bailess stated that the current precinct is not ADA compliant and there is a lack of parking. Moving to the Family Life Center would allow these accomodations. She then requested that the 108-Blairs precinct be moved to the meeting room of the White Oak Worship Center to reduce traffic and other issues that have arisen si nce the installation of the helicopter pad that is now at the Blair’s Fire Station. Bailess stated that there are similar issues such as parking and no air condition at the 402-Keeling precinct and requested to be relocated to the Oak Grove Baptist Fellowship Hall. No one signed up to speak, and the public hearing was closed at 7:40 pm. Motion by Dr. Miller, seconded by Mr. Davis, to approve the amendments to Pittsylvania Code Section 8-7 moving the following voting precincts: 305-Riceville Precinct to Riceville Missionary Baptist Church Family Life Center; 402-Keeling Precinct from Keeling Fire Station to Oak Grove Baptist Church Fellowship Hall; and 108-Blairs Precinct to White Oak Worship Center. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Blackstock- Yes; Mr. Davis-Yes; Mr. Farmer-Yes; Dr. Miller-Yes; Mr. Scearce-Yes; and Mr. Warren-Yes. Motion unanimously approved by the Board. New Business Gospel Tabernacle Ball Field Request Mr. Hicks stated that the County currently owns property at 203 Northside Drive in Gretna, Virginia that used to be a ball field. The County does still maintain this property, but it is only mowed a few times per year. The Gospel Tabernacle Outreach Center has contacted the County about their interest and desire for this property, and Mr. Kell Stone was in attendance to speak to the Board about obtaining said property. Mr. Stone and his wife previously purchased the old Middle School across the road from this property and have turned it into a community Board of Supervisors Business Meeting April 17, 2018 center, and he stated that with the acquisition of this property, it would allow them to continue to build the community in Gretna, as they have already established their community outreach and fitness center on the site. Motion made by Mr. Farmer, seconded by Mr. Davis, to enter into an agreement for a Lease between the County and Mr. Stone to lease the property for one dollar ($1). Mr. Hunt stated the State Code requires that before the County can dispose of any property there has to be a Public Hearing held. The Board would have to authorize Staff to advertise at the next meeting to hold a public hearing, if they are contemplating the disposal of this property in any way, shape, or manner. Motion amended by Mr. Farmer, seconded by Mr. Davis, to mov e forward with the public hearing advertising. Substitute motion was made by Mr. Barber, seconded by Mr. Blackstock, to send this item to the Property/Building Committee, due to the Outreach Center’s desires to either have the land donated or purchased. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Blackstock-Yes; Mr. Davis-Yes; Mr. Farmer-Yes; Dr. Miller-Yes; Mr. Scearce-Yes; and Mr. Warren-Yes. Substitute motion unanimously approved by the Board. SR RIFA Cost and Revenue Sharing Agreement Mr. Smitherman stated this was the second part of the formation of the SR RIFA, which outlines how the cost is shared. The County has a fifty percent (50%) stake in this, and to get started every member of the jurisdiction will be making a mutual contribution to a sum total $100,000; Pittsylvania County’s portion is $50,000, Hurt’s portion is $4,000, Altavista’s is $23,000, and the City of Danville is $23,000. Motion made by Mr. Blackstock, seconded by Mr. Davis, to approve the execution of the SR RIFA Cost and Revenue Sharing Agreement. Mr. Barber said that he was going to support the Motion, but he also wanted to state his concerns and just be careful moving forward especially with the County’s present financial situation. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Blackstock-Yes; Mr. Davis-Yes; Mr. Farmer-Yes; Dr. Miller-Yes; Mr. Scearce-Yes; and Mr. Warren-Yes. Motion unanimously approved by the Board. Approval of School Budget (by Category) SCHOOL BOARD Adopted Proposed Budget Budget 2017-2018 2018-2019 REVENUES From Sales Tax 10,070,955 10,027,437 From State Funds 51,828,892 50,664,677 From Federal Funds 7,866,361 8,537,507 From Local Funds 17,236,709 18,336,709 Cafeteria Receipts 5,255,000 5,362,025 From Other Funds 1,445,024 1,985,683 Total $ 93,702,941 $94,914,038 EXPENDITURES Instruction 64,241,523 64,772,199 Board of Supervisors Business Meeting April 17, 2018 Admn./Attend & Health Svcs 3,370,527 3,735,358 Pupil Transportation 6,634,246 6,676,716 Operation & Maintenance 7,964,335 8,023,163 Non-Instructional Operations 3,412,865 3,476,047 Technology 2,824,445 2,868,530 Cafeteria 5,255,000 5,362,025 Total $ 93,702,941 $94,914,038 Mrs. Van Der Hyde stated that the Budget was advertised as required in The Chatham Star Tribune and requested that the Board approve the Budget as there is a requirement to notify the School Board by May 1st of their approved Budget. Motion made by Dr. Miller, seconded by Mr. Davis, to approve the FY2019 Pittsylvania County School Budget in the amount of $94,914,038, which includes a local appropriation of $18,336,709. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Blackstock-Yes; Mr. Davis-Yes; Mr. Farmer-Yes; Dr. Miller-Yes; Mr. Scearce-Yes; and Mr. Warren-Yes. Motion unanimously approved by the Board. Approval of County Budget/Budget Resolution GOVERNMENT 2017-2018 2018-2019 EXPENDITURES ADOPTED PROPOSED General Gov’t Expense 4,452,452 4,204,062 Judicial Admin. Expense 1,672,305 1,710,216 Public Safety 16,481,558 16,649,749 Health Dept./Social Services 12,292,658 13,726,345 Public Works 3,051,515 3,191,033 Education Expense 93,712,715 94,924,358 Parks, Rec. & Cultural 1,715,704 2,083,471 Grants 6,755,441 5,816,366 Community Dev. Expense 8,112,899 8,739,529 Capital Projects 604,963 3,433,077 Debt Service 10,767,972 10,605,577 Transfers 18,845,836 22,400,301 Misc/Non-Departmental 1,116,025 323,782 TOTAL $ 179,582,043 $ 187,807,866 2017-2018 2018-2019 REVENUES ADOPTED PROPOSED Local Funds 48,060,384 55,669,209 State Funds 88,739,378 87,677,490 Federal Funds 18,753,335 18,941,297 CIP Carryover 1,939,474 2,202,944 Carryover 236,483 291,625 Fund Balance 3,007,153 625,000 Transfers 18,845,836 22,400,301 Board of Supervisors Business Meeting April 17, 2018 TOTAL $ 179,582,043 $ 187,807,866 Presented: April 17, 2018 Adopted: April 17, 2018 RESOLUTION 2018-04-01 VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors on Tuesday, April 17, 2018 in the General District Courtroom in the Edwin R. Shields Courthouse Addition in Chatham, Virginia, the following resolution on the annual budget for Fiscal Year 2019 was presented and adopted. WHEREAS, the laws of the Commonwealth of Virginia require the governing body to prepare and approve a budget for fiscal and planning purposes, not withstanding additional requirements for the schools, including revenues and expenditures for the ensuing year by May 1, 2018; and WHEREAS, the laws of the Commonwealth of Virginia control the distribution of funds by appropriations giving the Board of Supervisors authority to set such appropriations at such periodic basis as outlined in Section 15.2-2506 of the Code of Virginia, being further identified in this Resolution with Exhibit A and Exhibit B; and WHEREAS, a public hearing has been properly advertised and held on April 9, 2018, in accordance with state statute as shown by the affidavit of the publisher; then, BE IT HEREBY RESOLVED, by the Board of Supervisors of the County of Pittsylvania, that there be hereby adopted and appropriated a budget for Fiscal Year 2019, the full and complete budget is contained in the document entitled: "PITTSYLVANIA COUNTY ADOPTED BUDGET" FISCAL YEAR 2019 JULY 1, 2018 - JUNE 30, 2019 TOTALING: $ 183,762,465 BE IT FURTHER RESOLVED, that the estimated budget total of $183,762,465 includes $18,336,709 total local effort for the Pittsylvania County Schools, and $545,193 in reallocated carryovers for Industrial Development Local. Included in this budget is an approval of supplements for employees of all five (5) Constitutional Offices. These offices include the Sheriff, Treasurer, Commissioner of Revenue, Clerk of Courts and Commonwealth’s Attorney. Personnel costs for these offices, which include an appropriation of local funding and compensation board funding cannot be overspent. Board of Supervisors Business Meeting April 17, 2018 BE IT STILL FURTHER RESOLVED, that the funds of the School Budget, the Library Budget, and the Welfare Budget shall be expended only by order and approval of those respective boards and that no money shall be paid out for such contemplated expenditures unless and until there has first been made an appropriation for such contemplated expenditures by the Board of Supervisors; and, BE IT STILL FURTHER RESOLVED that the School Budget estimate for FY 2018- 2019 be set at $94,914,038 with the local funds provided by the Board of Supervisors set at $18,336,709 to be funded by classification as allowed by the Code of Virginia, 1950 as amended, and the school board to report back in amounts requested to be funded in each classification if different than shown in the approved budget. The local funds include the following: General Fund Local $18,336,709 BE IT STILL FURTHER RESOLVED, that the Board of Supervisors shall receive quarterly revenue and expenditure reports comparing receipts and expenditures to the approved budget from the Office of the County Administrator as well as a list of transfers approved by the County Administrator and, BE IT STILL FURTHER RESOLVED, that the unit tax levy for the year commencing January 1, 2018 shall be as follows: Real Property: $.62 per $100 of assessed value, 100% market value Mobile Homes and Barns: $.62 per $100 of assessed value, 100% market value Machinery and Tools: $ 4.50 per $100 of assessed value at 10% of original cost Contract Carrier: $4.50 per $100 of assessed value at fair market value Personal Property: $9.00 per $100 of assessed value, 30% of market value. In accordance with the requirements set forth in Section 58.1-3524 (C) (2) and Section 58.1-3912 (E) of the Code of Virginia, as amended by Chapter 1 of the Acts of Assembly (2004 Special Session 1) and as set forth in Item 503.E (Personal Property Tax Relief Program) of Chapter 951 of the 2005 Acts of Assembly any qualifying vehicle sitused within the county commencing January 1, 2018, shall receive personal property tax relief in the following manner: ▪ Personal use vehicles valued at $1,000 or less will be eligible for 100% tax relief; ▪ Personal use vehicles valued at $1,001 to $20,000 will be eligible for 51% tax relief; ▪ Personal use vehicles valued at $20,001 or more shall only receive 51% tax relief on the first $20,000 of value; and Board of Supervisors Business Meeting April 17, 2018 ▪ All other vehicles which do not meet the definition of “qualifying” (business use vehicles, farm use vehicles, motor home, etc.) will not be eligible for any of tax relief under this program. Generating Equipment: $.62 per $100 of assessed value, 100% of market value Capital Merchant Tax: Tier 1 $ 2.75 per $100 of assessed value, 30% of inventory value from $1 to $1,000,000 Tier 2 $2.75 per $100 of assessed value, 10% of inventory value from $1,000,001 to $5,000,000 Tier 3 $2.75 per $100 of assessed value, 5% of inventory value from $5,000,001 to unlimited Consumer Utility Tax: 20% of the first $15.00 monthly for residential users and 20% of the first $100.00 monthly for commercial or industrial users, except as required for Gas and Electricity, as defined by Chapter 6 Section 13 of the Pittsylvania County Code 1975 as amended AND BE IT FURTHER RESOLVED that the following fees will also be collected by Pittsylvania County for tax year beginning January 1, 2018 and for the fiscal year beginning on July 1, 2018: Motor Vehicle License Fee: $40.75 per vehicle/truck $28.75 per motorcycle These are the rates not to exceed the vehicle registration fees set by the Department of Motor Vehicles and Virginia Code Building Inspection Fees: These fees included in Exhibit C Fire Prevention Fees: These fees included in Exhibit D AND BE IT FURTHER RESOLVED by the Pittsylvania County Board of Supervisors that, for the fiscal year beginning on July 1, 2018, and ending on June 30, 2019, the following sections are hereby adopted. Section 1. The cost center shown on the attached table labeled Appropriations Resolution, Exhibit A, are hereby appropriated from the designated estimated revenues as shown on the attached table labeled Appropriations Board of Supervisors Business Meeting April 17, 2018 Resolution, Exhibit A. This appropriation does not include the use of unassigned fund balance. Funds may be appropriated by the Board of Supervisors as needed during FY 2019 subject to the Board’s by-laws for appropriations. Section 2. Appropriations, in addition to those contained in this general Appropriations Resolution, may be made by the Board of Supervisors only if there is available in the fund unencumbered or unappropriated sums sufficient to meet such appropriations. Section 3. All appropriations herein authorized shall be on the basis of cost centers for all departments and agencies excluding schools. The regular school fund is specifically appropriated by category as listed on Exhibit A. Section 4. The School Board and the Social Services Board are separately granted authority for implementation of the appropriated funds for their respective operations. By this resolution the School Board and the Social Services Board are authorized to approve the transfer of any unencumbered balance or portion thereof from one line item of expenditure to another within the same classification in their respective funds in any amount. Transfers between classification or funds require approval of the Board of Supervisors. Section 5. The County Administrator is authorized to make intra-departmental transfers. This allows for the transfer of any unencumbered balance or portion thereof from one line item of expenditure to another within the same cost center for the efficient operation of government. The County Administrator is also authorized to make inter-departmental transfers up to $25,000. This type of transfer allows for the transfer of any unencumbered balance or portion thereof from one department to another. Inter- departmental transfers in excess of $25,000 require the approval of the Board of Supervisors. Section 6. All outstanding encumbrances, both operating and capital, at June 30, 2018 shall be reappropriated to the FY 2019 fiscal year to the same cost center and account for which they are encumbered in the previous year. A report of which shall be submitted to the Board. Section 7. At the close of the fiscal year, all unencumbered appropriations lapse for budget items other than the School Cafeteria Receipts Fund 209, the Beautification Fund 230, the State Restricted Seizure Fund - Sheriff 241, the Federal Restricted Seizure Fund 242, the State Restricted Seizure Fund – Commonwealth’s Attorney 243, the Federal Restricted Seizure Fund – Commonwealth’s Attorney 244, the Animal Friendly Plates Fund 245, the Grants Fund 250, the Work Force Investment Act Fund 251, Law Library Fund 260, the Library Memorial Gift Fund 265, Cash Bonds Fund 305, the County Capital Improvements Fund 310, the Jail Inmate Management Fund 311, the Courthouse Maintenance Fund 312, the Courthouse Security Fund 314, the Jail Processing Fund 315, the Rural Roads Fund Board of Supervisors Business Meeting April 17, 2018 320, the Industrial Development Local Fund 325, the Industrial Development Cyclical Fund 330, the School Bond Fund 410, the Social Services Bond Fund 420, the Debt Service Reserve Fund 425, the Bond Fund-Schools 435, the Rescue Billing Fund 530, the Special Welfare Fund 733 and the Pittsylvania County Employees Health Plan 734. Thus, all cancelled cash balances shall revert back to the General Fund. Section 8. Appropriations designated for capital projects will not lapse at the end of the fiscal year but shall remain appropriated until the completion of the project or until the Board of Supervisors, by appropriate ordinance or resolution, changes or eliminates the appropriation. Upon completion of a capital project, the County Administrator is hereby authorized to close out the project and transfer to the funding source any remaining balances. This section applies to all existing appropriations for capital projects at June 30, 2018 and appropriations in the FY 2018 Budget. The County Administrator is hereby authorized to approve construction change orders to contracts up to $50,000.00 and approve all change order for reduction of contracts. Section 9. The approval of the Board of Supervisors of any grant of funds to the County shall constitute the appropriation of both the revenue to be received from the grant and the County’s expenditure required by the terms of the grant, if any. The appropriation of grant funds will not lapse at the end of the fiscal year but shall remain appropriated until completion of the project or until the Board of Supervisors, by appropriate resolution, changes or eliminates the appropriation. The County Administrator may increase or reduce any grant appropriation to the level approved by the granting agency during the fiscal year. The County Administrator may approve necessary accounting transfers between cost centers and funds to enable the grant to be accounted for the in correct manner. Upon completion of a grant project, the County Administrator is authorized to close out the grant and transfer back to the funding source any remaining balance. This section applies to appropriations for grants outstanding at June 30, 2018 and appropriations in the FY 2019 Budget. Section 10. The County Administrator may reduce revenue and expenditure appropriations related to programs funded all or in part by the Commonwealth of Virginia and/or the Federal Government to the level approved by the responsible state or federal agency. Section 11. The County Administrator is authorized to make transfers to the various funds for which there are transfers budgeted. The County Administrator shall transfer funds only as needed up to amounts budgeted or in accordance with any existing bond resolutions that specify the matter in which transfers are to be made. Section 12. The Treasurer may advance monies to and from the various funds of the County to allow maximum cash flow efficiency. The advances must not Board of Supervisors Business Meeting April 17, 2018 violate County bond covenants or other legal restrictions that would prohibit an advance. Section 13. All purchases with funds appropriated herein shall be made in accordance with the County purchasing ordinance and applicable state statutes. Section 14. It is the intent of this resolution that funds be expended for the purposes indicated in the budget; therefore, budgeted funds may not be transferred from operating expenditures to capital projects or from capital projects to operating expenses without the prior approval from the Board of Supervisors. Also, funds may not be transferred from one capital project to another without the prior approval of the Board of Supervisors. Section 15. The County Administrator is authorized, pursuant to state statute, to issue orders and warrants for payments where funds have been budgeted, appropriated, and where sufficient funds are available. A warrant register shall be presented to the Board of Supervisors not less frequently than monthly. Section 16. Subject to the qualifications in this resolution contained, all appropriations are declared to be maximum, conditional and proportionate appropriations – the purpose being to make the appropriations payable in full in the amount named herein if necessary and then only in the event the aggregate revenues collected and available during the fiscal year for which the appropriations are made are sufficient to pay all the appropriations in full. Otherwise, the said appropriations shall be deemed to be payable in such proportion as the total sum of all realized revenue of the respective funds is to the total amount of revenue estimated to be available in the said fiscal year by the Board of Supervisors. Section 17. All revenue received by any agency und er the control of the Board of Supervisors or by the School Board or by the Social Services Board not included in its estimate of revenue for the financing of the fund budget as submitted to the Board of Supervisors may not be expended by said agency under the control of the Board of Supervisors or by the School Board or by the Social Services Board without the consent of the Board of Supervisors being first obtained. Nor may any of these agencies or boards make expenditures, which will exceed a specific item of an appropriation. Section 18. Allowances out of any of the appropriations made in this resolution by any or all county departments, bureaus or agencies under the control of the Board of Supervisors to any of their officers and employees for expens e on account of the use of such officers and employees of their personal automobiles in the discharge of their official duties shall be paid at the same rate as that established by the Internal Revenue Service and shall be subject to change from time to time to maintain like rates. Section 19. The County Administrator is directed to maintain seven (7) petty cash accounts and establish any other petty cash accounts authorized by the Board of Supervisors Business Meeting April 17, 2018 Board of Supervisors. The current petty cash accounts are located in central purchasing (1), the landfill (1), community development (1), and recreation (4). These petty cash accounts are maintained in accordance with Section 15.2-1229 of the Code of Virginia as amended, 1950 with management plans as directed by the County Auditor. Section 20. The Board of Supervisors does not intend to seek changes to the current Agriculture Land Use Deferment Program. Section 21. The provision of inmate medical services is authorized through a contract with Dr. Laurence Wang with an estimated annual expense of $114,400. Section 22. The Organizational Chart (Exhibit E) is hereby acknowledged as the County’s management structure. Section 23. The County Administrator is authorized to execute the Memorandum of Agreement (Exhibit F) with each Fire and Rescue Agency. Section 24. An appropriation of $100,000 is hereby established to assist the Sheriff with the recruitment and retention of new Deputies. Section 25. The Board of Supervisors directs the County Administrator to work with the Sheriff to propose options to ensure Sheriff Department salaries are appropriate and competitive compared to the local market. Section 26. The Board of Supervisors instructs the County Administrator to conduct a wholesale review of all fees to determine appropriateness and market rates and recommend any changes to the Board’s Legislative Committee. Section 27. The Board of Supervisors instructs the County Administrator to implement all Organizational Efficiencies outlined in his February 27th Budget Proposal EXCEPT the elimination of five (5) Deputy Sheriff positions. These positions are fully funded by way of Budget Resolution adoption. Section 28. The Board of Supervisors directs the County Administrator to develop and advertise the creation of a Solid Waste Enterprise Fund as a cost center for the collection and disposal of solid waste. It is intended that revenue for said Fund shall be largely generated by an annual fee of $120 per occupied dwelling. The necessary public hearings shall be conducted at the Board of Supervisors’ May 15, 2018 meeting. Section 29. Current Accounting Technicians (Grade 12) are hereby reclassified to Budget Analyst (Grade 14) and Accounting Specialist (Grade 14), respectively. Section 30. The Board of Supervisors congratulates the Treasurer on the reduction of delinquent taxes owed and encourages the continued aggressive enforcement of outstanding tax accounts. Board of Supervisors Business Meeting April 17, 2018 Section 31. The Board of Supervisors congratulates the Commissioner of the Revenue on the proceeds returned to the County through the auditing of business accounts and encourages the Commissioner to systematically audit all tax listings for accuracy and fairness. Section 32. The Board of Supervisors respectfully requests that the Commissioner of the Revenue work with the County Administrator to review current tax assessment methods and recommend any changes to improve simplicity and fairness. Section 33. The Board of Supervisors appreciates the Pittsylvania School Division’s interest in collaboratively working to find ways to eliminate operational duplicities and ensure that taxpayer funds are efficiently administered. The Board encourages the County Administrator and Superintendent to implement joint Purchasing, Vehicle Maintenance and other cooperative services to reduce taxpayer expense. Section 34. The Board of Supervisors directs County Administrator to propose revisions to the Financial Management Policies to strengthen fund balance reserves and ensure that prepayments are not counted as available funds for expenditure. Section 35. The Board of Supervisors thanks the County Administrator and his staff for efforts made to increase transparency and understanding during the FY18-19 budget development process and encourages him to continue seeking ways to improve transparency and citizen education. Section 36. All previous appropriation ordinances or resolutions to the extent that they are inconsistent with the provisions of this resolution shall be and the same are hereby repealed. Section 37. This resolution shall be effective on July 1, 2018. Given under my hand this day April 17, 2018. ____________________________________ Robert W. Warren, Chairman Pittsylvania County Board of Supervisors ____________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors Board of Supervisors Business Meeting April 17, 2018 Mrs. Van Der Hyde stated that the Budget was advertised as required in The Chatham Star Tribune to meet State Code requirements. It also advertised for a proposed Real Estate Tax Increase, and later there was another advertisement that ran for two (2) weeks consecutively for a Personal Property Tax Increase, so there would be options if anything wanted to be done different than the Real Estate Tax Increase. The sum of the County Budget that was presented in the paper totaled $187,807,866 and that amount does include the School Budget of $94,914,038. Mrs. Van Der Hyde stated that there was a Public Hearing held on April 9, 2018 , and that the Board was legally allowed to vote on the Budget since this was at least seven (7) days later. She stated there was a Finance Committee meeting also where other options were discussed, so the Budget that the Board has before them includes a three (3) cent tax increase, moving the Real Estate rate from .59 per $100 to .62 per $100, which is an effective tax increase rate of .07. It also includes a Personal Property increase of .25, that moves the Personal Property rate from $8.75 per $100, 30% of market value, to $9.00 per $100, 30% of market value, and also an adjustment in the Motor Vehicle License Fee to mirror the DMV registration fee and fees that are established by the Code of Virginia. There are also some changes in the fire prevention fees that are included in Appendix “D” of the document. Mrs. Van Der Hyde added that this Budget does not include any Solid Waste Revenues or Expenditures and that the Solid Waste needs will be addressed at the next Board of Supervisors Meeting on May 15, 2018. At that Meeting, the Board of Supervisors will consider the reestablishment of the Landfill Enterprise Fund and to hear citizen input on the reinstatement of the Solid Waste Household Fee. Van Der Hyde requested the approval of the FY 2019 Pittsylvania County Budget. Motion made by Mr. Blackstock, seconded by Mr. Davis, to approve the FY 2019 Pittsylvania County Budget and Budget Resolution in the amount of $183,762,465, which includes the School Budget of $94,914,038. Motion by Mr. Scearce, seconded by Mr. Davis, to amend the Resolution to include this statement, “The Board of Supervisors thanks the County Administrator and his Staff for efforts made to increase transparency and understanding during the FY18 -19 budget development process and encourages him to continue seeking ways to improve transparency and citizen education.” The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Blackstock-Yes; Mr. Davis-Yes; Mr. Farmer-Yes; Dr. Miller-Yes; Mr. Scearce-Yes; and Mr. Warren-Yes. Motion unanimously approved by the Board. Mr. Barber stated that this was the most difficult Budget that he has been involved in. He stated that at the Community Budget Meetings it seemed as the citizens wanted to lessen the real estate tax and increase the personal property tax, which they were able to do in this Budget. He also heard to restore the Solid Waste Fee, which they also plan to do. Barber also stated thst this Board has inherited millions of dollars worth of mandates that they have no choice but to pay. Mrs. Van Der Hyde commented that this Budget is balanced which is something that has not happened since 2013. Mr. Blackstock concurred with Mr. Barber’s comments. He stated that he was very adamant that the Land Use program not be touched and feels that the Board did a good job with the Budget and he will support it. Mr. Warren echoed both comments and also complimented Mr. Blackstock’s hard work from the Finance Committee. Barber also commented that hopefully there would be reduced tax in the future due to bigger things coming to the County. Mr. Davis stated that he doesn’t like the Budget at all, but that he will be supporting it for the future of the County, in order to move forward. Dr. Miller stated that he appreciated the manner in which the Board worked together in the establishment of the Budget. Mr. Farmer stated that experience has been overwhelming and there had been a lot of thought and teamwork put into this Budget. Mr. Scearce stated that this was his third (3rd) Budget, but he thanked Mr. Smitherman and staff for their hard work on this Budget. The following Roll Call Board of Supervisors Business Meeting April 17, 2018 Vote was recorded: Mr. Barber-Yes; Mr. Blackstock-Yes; Mr. Davis-Yes; Mr. Farmer-Yes; Dr. Miller-Yes; Mr. Scearce-Yes; and Mr. Warren-Yes. Motion unanimously approved by the Board. Landfill Equipment Purchase – Pan Scraper Mr. Hicks stated that several months ago, the Board appropriated funds to buy some additional equipment at the Landfill, one (1) being a pan scraper. Staff contacted three (3) firms that specialize in used Landfill equipment and asked them to find a pan scraper. The budget at the time for a pan scraper and a bulldozer was about $600,000. Over the last ninety (90) days there was no contact made that there had been any equipment found. Carter Machinery Co., Inc., in Lynchburg, Virginia called on Monday, and they had found a CAT 627H pan scraper located at a CAT Dealer in Nebraska. The unit cost is $419,950, and the cost to get it brought to our Landfill is $24,850, for a total of $444,800. These machines are very challenging to find in general, but Carter Machinery Co., Inc., agreed to hold the equipment until the Board could have discussion about it and make a decision. The normal cost of this equipment is around $850,000 - $900,000. Mr. Hicks requested the approval to purchase this equipment. Motion by Dr. Miller, seconded by Mr. Barber, to approve the emergency purchase of the CAT 627H pan scraper for a total of $444,800. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Blackstock-Yes; Mr. Davis-Yes; Mr. Farmer-Yes; Dr. Miller-Yes; Mr. Scearce-Yes; and Mr. Warren-Yes. Motion unanimously approved by the Board. Landfill – Storm Related Tipping Fee Waiver Mr. Hicks stated that in the past the Board of Supervisors has authorized the Landfill to waive the tipping fee if there were storm-related damage items being brought in. He requested due to the recent storm, the Board approve this Landfill tipping fee waiver. Motion by Mr. Barber, seconded by Mr. Scearce, to approve the Landfill tipping fee waiver for storm-related material carried to the Landfill. Mr. Hunt suggested that a time limit be put on the waiver. Mr. Barber amended his Motion to include a ninety (90) day duration for said waiver. Amended Motion was seconded by Mr. Scearce. The following Roll Call Vote was recorded: Mr. Barber- Yes; Mr. Blackstock-Yes; Mr. Davis-Yes; Mr. Farmer-Yes; Dr. Miller-Yes; Mr. Scearce-Yes; and Mr. Warren-Yes. Motion unanimously approved by the Board. VA Rules Camp Grant The Honorable Mike Taylor, Sheriff, stated that this upcoming year would be the 5th year that the Sheriff’s Office has participated in this Program. It is a grant funded Program through the Virginia Attorney General’s Office and it is a reimbursable grant in the amount of $5,000. It is a summer program for 7th and 8th grade students that are identified by the guidance counselors at the schools as being at-risk children. They are allowed to attend this week long camp at Camp Selah in the Sutherlin Community. There are Judges and Commonwealth Attorney’s that attend, and the Sheriff’s Office also provides transporation for the students to and from the camp. Sheriff Taylor requested that the Board approve the grant for the summer camp. Motion by Mr. Davis, seconded by Mr. Barber, to approve the VA Rules Camp Grant. The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Blackstock-Yes; Mr. Davis-Yes; Mr. Farmer-Yes; Dr. Miller-Yes; Mr. Scearce-Yes; and Mr. Warren-Yes. Motion unanimously approved by the Board. Board Member Reports Board of Supervisors Business Meeting April 17, 2018 Mr. Davis thanked the churches for accommodating the voting needs of the County. Mr. Farmer recognized the County for it’s involvement with other localities such as the Mutual Aide Agreement with the Danville Lifesaving Crew and the formation of SR RIFA. He al so thanked all the men and women who volunteered during and after the recent storm. Mr. Barber stated that his prayers go out to all those affected by the recent storm. Mr. Scearce echoed Barber’s comments and his thoughts and prayers go out to everyone affected by the storm as well. Mr. Blackstock thanked the Board for their patience and working with his remote participation during the Meeting. Mr. Warren stated that the security in the building was not the decision of the Board, but was made and enforced by the Judges. He also mentioned that the County amazes him by citizens coming together to help out during the recent storm, and he also thanked all fire and rescue responders for their hard work and dedication. Mr. Davis stated that Ringgold Fire Department is having its 60th Anniversary next Saturday. County Administrator Reports Mr. Smitherman acknowledged Jim Davis, the County’s Emergency Management Coordinator, for his efforts during and after the recent storm. He also stated that the wash er and dryer situation is improving at the Pet Center due to a grant from the Community Foundation. The Chatham Rotary Club and the Community Foundation have also contributed to a Dog Park, that will begin construction this weekend. The dog park will be open for everyone in the County, not just for Pet Center use. He thanked Kim Van Der Hyde, Richard Hicks, and Brandy Yeatts for their hard work during the Budget season. Mr. Smitherman thanked Mr. Scearce for his comments on transparency and believes that it allows the citizens to make educated decisions based on facts. He also stated that he sees this Budget as a new beginning, and being able to provide Fire and Rescue with the things that they need as well as Economic Development. Smitherman stated that the Landfill is being looked at with fresh eyes, and in the coming months, there will be many changes for the betterment of the citizens. Mr. Hunt thanked Kaylyn McCluster for her hard work during her first board packet and stated that she was off to a great start and he appreciated all of her hard work. Mr. Warren echoed Mr. Hunt’s statements. Adjournment Mr. Warren adjourned the meeting at 8:35 pm. __________________________________________ Robert W. “Bob” Warren, Chair Pittsylvania County Board of Supervisors __________________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors