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04-17-2018 WS Meeting MinutesBoard of Supervisors Work Session April 17, 2018 Pittsylvania County Board of Supervisors Work Session April 17, 2018 VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors began at 4:30 PM on Tuesday, April 17, 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: 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, and the Honorable Tim R. Barber, Tunstall District, were absent. 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, The Honorable Mike Taylor, Sheriff, and Mrs. Kaylyn McCluster, Deputy Clerk, were also present. Approval of Agenda Motion was made by Dr. Miller, seconded by Mr. Farmer, to approve the Agenda, which was unanimously approved by Board members present. Presentations Mr. Jay Craddock from VDOT presented the Secondary Road Six (6) Year Improvement Plan. He proposed Roark’s Mill, Hudson, and Darby Roads be added. Mr. Craddock stated there were over one hundred fifty (150) unpaved roads in Pittsylvania County, and offered his opinion on the roads he thinks would be good candidates to add to the plan. Darby Road is a 2.2 mile road on the West side of Gretna. Hubbard Road is in the Straightstone area, which is a dead end road, and it is listed at 1.2 miles, and that gets paved just past the last house; not to the end of the road. Roark’s Mill Road is in the Hurt area at Business 29, and there is about .6 of a mile that is not paved at this time. Mr. Sides stated that Mr. Craddock looks at the roads that VDOT gets a lot of calls about and there are a lot of houses on. He stated that Roark’s Mill Road is the road that will access the Runk and Pratt Retirement Community right outside of Hurt. Mr. Craddock stated that these roads would be added in FY2024, but if the Board declared it as a rural rustic if Runk and Pratt chose to improve the road themselves with their money they would be able to do so at an earlier date and not have to build it to design standards. Mr. Warren questioned if there was a program where if Roark Mill Road was already on the plan, but Runk and Pratt decided to do it earlier if they could get reimbursed. Mr. Craddock stated that the County could apply for revenue sharing and Runk and Pratt could put up fifty (50) percent and submit their application by the end of October. Mr. Warren requested that staff look into that and also requested a list of all unpaved roads in the County. Mr. Scearce asked for an explanation of how roads become paved. Mr. Farmer thanked Mr. Craddock for adding Darby Road to the list. He stated that he had a lot of complaints about that road. Mr. Davis requested Board of Supervisors Work Session April 17, 2018 follow up on two (2) roads in his district. Mr. Craddock stated that last year they received $157,000 for street widening in Pittsylvania County, and if they get the money again th is year, the plan is to go to Route 844, Mount Cross Road. There are two (2) miles along there that is not widened, and it runs about $80,000 per mile to do the widening. Craddock stated they would know if the money was available in June. There was consensus to add the projects and to advertise for a public hearing in May. Dr. Jones, Pittsylvania County Schools Superintendent, gave a presentation on the school’s intended use for the Armory. The schools have a “Ready for Success” program that provided short-term intervention for elementary students experiencing behavioral difficulties. The program is in its second year of operation and eighty-eight percent (88%) of its students have been returned to their base school, with a 0% recidivism rate. This program is currently housed in the Pittsylvania County School System’s STEM Academy, but it provides limited opportunity for growth. Presently, the program capacity is capped at ten (10) students, but moving into the Armory would allow for two (2) classes and would double the capacity of students served. Dr. Miller asked about potential CSA savings and Dr. Jones estimated about 1.4 million per year, with that being a 75/25 split with the State. Mr. Davis asked ab out security at that location. Dr. Jones stated that school systems are not concerned with security with students for grades K-5. Also being in the Town of Chatham there would be easy access to Deputies if needed. Mr. Smitherman stated that the project is in the permitting process with the Town of Chatham. Dr. Jones stated that he met with Town Council, and they have turned it over to a subcommittee, and he has also met with Mr. Black, who is Chairman of that committee, but they are waiting to hear back. Staff Reports Mr. Hicks spoke regarding the Cherrystone Dam Economic Analysis. He stated that the NCRS completed an economic analysis to evaluate the costs and benefits of purchasing flood easements or land rights to the top of the dam versus the crest of the auxiliary spillway. This was to fully understand the issues surrounding the potential for induced damages arising from flood water that backs up behind the dam during major storm events. There were five (5) different alternatives to move the project forward to the next step. Mr. Hicks recommended, at this point, the Board stick with Option One (1), which is to do nothing, i.e., accept the potential flood risk for flood events greater than the elevation of the crest of the auxiliary spillway. Hicks stated that he was just looking for consensus on going with Option One (1). The Honorable Mike Taylor, Sheriff, spoke on the VA Rules Camp Grant. This is a camp he holds the first part of the summer in the Sutherlin community, and they usually have forty (40) to forty-five (45) students they transport to and from this day camp. This camp is provided at no cost for the students. This is a reimbursable State grant that gives up to five thousand dollars ($5,000). The students that attend this summer camp are identified at the schools by the guidance counselors; some of the students are at risk students. Mr. Davis stated that he had been to this camp before and commended how well it was run. Mr. Smitherman notified the Board that there would be a request for items to be added to the agenda at the Business Meeting; one (1) related to the recent storm, one (1) relating to acquisition of equipment for the Landfill, and a storm related tipping fee waiver. Mr. Hicks gave a quick overview on the request of a pan scraper for the Landfill. Mr. Warren also brought to the Board of Supervisors Work Session April 17, 2018 Board’s attention an item on the consent agenda, purchase of iPad by a former employee. He stated that there needed to be a policy established. Mr. Farmer requested that it be postponed until they could hold a Legislative Committee Meeting. Closed Session Motion made by Mr. Scearce, seconded by Mr. Farmer, to enter into Closed Session, which was unanimously approved by Board members present. a. Closed Session - Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community. (1) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Project Alphabet Purpose: Prospective Business Update (2) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Project Big Sky Purpose: Prospective Business Update (3) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Project Homeland Purpose: Prospective Business Update (4) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Project 1200 Purpose: Prospective Business Update (5) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Project Calcium Purpose: Prospective Business Update b. Closed Session - Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. Nothing in this subdivision shall be construed to permit the closure of a meeting merely because an attorney representing the public body is in attendance or is consulted on a matter. (1) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matter: Mountain Valley Pipeline Purpose: Discussion of Pipeline Legal Issues Board of Supervisors Work Session April 17, 2018 The Board entered into Closed Session at 5:25pm. Upon a Motion by Dr. Miller, seconded by Mr. Davis, the Board re-entered Open Session at 6:26 pm 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 April 17, 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 Absent Elton W. Blackstock Absent Joe B. Davis Yes Ben L. Farmer Yes Charles H. Miller, Jr. Yes Ronald S. Scearce Yes Robert W. Warren Yes Adjournment Mr. Warren adjourned the meeting at 6:27 pm. __________________________________________ Robert W. “Bob” Warren, Chair Pittsylvania County Board of Supervisors __________________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors