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07-17-2018 WS Meeting Minutes - DRAFT July 17, 2018 Work Session Pittsylvania County Board of Supervisors Work Session July 17, 2018 VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors was held on July 17, 2018 in the Main Conference Room, County Administration Buildi ng, Chatham, Virginia. Chairman - Chatham-Blairs District Robert "Bob" Warren, called the meeting to order at 4:30 PM. The following members were present: CALL TO ORDER (4:30 PM) Attendee Name Title Status Arrived Robert "Bob" Warren Chairman - Chatham-Blairs District Present 4:23 PM Joe Davis Vice Chair - Dan River District Present 4:19 PM Tim R. Barber Supervisor - Tunstall District Present 4:15 PM Elton W. Blackstock Supervisor - Staunton River District Present 4:19 PM Ronald Scearce Supervisor - Westover District Present 4:17 PM Charles Miller Supervisor - Banister District Present 4:20 PM Ben Farmer Supervisor - Callands-Gretna District Present 4:24 PM Also in attendance were Mr. J. Vaden Hunt Esq., County Attorney; Mr. Gregory L. Sides, Assistant County Administrator for Planning & Administration; Mr. Richard N. Hicks, Assistant County Administrator for Operations; Mrs. Kimberly G. Van Der Hyde, Director of Finance; the Honorable Vincent E. Shorter, Treasurer; Mrs. Cheryl J. Boswell, CSA Coordinator; the Honorable Shirley Y. Hammock, Commissioner of the Revenue; Mrs. Lisa W. Tuite, Library Director; Mr. Chris C. Slemp, Interim Emergency Services Coordinator; and Mrs. Kaylyn M. McCluster, Deputy Clerk. AGENDA ITEMS TO BE ADDED APPROVAL OF AGENDA RESULT: ADOPTED [UNANIMOUS] MOVER: Charles Miller, Supervisor - Banister District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer PRESENTATIONS STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. CSA Costs Update (Staff Contact: Cheryl J. Boswell); (5 minutes) Cheryl Boswell was present to give an update on CSA costs. Boswell showed a decrease in the total number of supplemental allocations from FY 2017 and FY 2018. The total went from $5,959,679.16 in 2017, down to $3,970,139.94 in 2018. She also included the draft Audit Report from the Office of Children's Services from its onsite visit on May 30, 2018, that concluded that no significant observations of non-compliance and/or internal control weaknesses were Board of Supervisors July 17, 2018 Work Session identified. b. 2018 Outstanding Encumbrance Report (Staff Contact: Kimberly G. Van Der Hyde); (5 minutes) Kimberly Van Der Hyde was present and stated that a total of ten (10) purchase orders have to roll over for a total of $1,297,217.71. Blackstock stated that the money was allocated in the previous year's budget. c. Health Insurance Cost Increase (Staff Contact: Kimberly G. Van Der Hyde); (15 minutes) Kim Van Der Hyde gave an overview of the health insurance cost increase. The County's insurance covers county employees, as well as employees from the School Board, Town of Gretna, the Service Authority, and Social Services. Bids were solicited again this year and there was a company that helped with that process. There was only one (1) proposal, and the coverage seemed to be cheaper, but the coverage wasn't as good. County Staff went back to Anthem and asked if it could do any better but the increase came out to 12.1% this year. $100,000 is already budgeted for an increase, but that will not cover this cost. This budgeted amount also includes funds for the County to continue to deposit $500 in all Lumenous Plan participant accounts during Open Enrollment, effective October 1, 2018. Van Der Hyde gave two (2) options and stated that County Staff's recommendation would be on the night's Business Meeting agenda for action. Staff's recommendation was Option 2, which is to make employees pay the 12.1% more than what they are already paying instead of the County covering the cost of the increase. An additional $160,000 will need to be added to the 2019 Budget. This Budget amendment will be included in the Public Hearing that will be held at the August Meeting. d. Backup EMS Transport Update (Staff Contact: Chris C. Slemp); (5 minutes) Christopher C. Slemp stated that there were two (2) bids received for the backup transport. DRT come in cheaper and he is in negotiations for a longer term fix. Slemp also stated that the total would be amended in the Action Item on the Business Meeting for the $8,800 for volunteers. The $8,800 is the volunteer stipend per week so the total impact will be $73,200. Hunt stated that the Item will need to be pulled from the Consent Agenda at the Business Meeting, so that it can be amended. Blackstock stated that he represents the Hurt area, and he has not received any complaints about the services from the citizens. e. Solid Waste Ordinance Update (Staff Contact: Gregory L. Sides); (10 minutes) Gregory L. Sides stated that the Solid Waste Committees have been meeting and the Application for the Uninhabitable Dwelling Exemption has come from the Administration Committee. There will be a $20 nonrefundable fee for the Application and the back of the form has explanations about the exemptions. Sides anticipates the form going online very soon. Warren asked if the $20 fee will go into the General Fund and Van Der Hyde stated that it would. Barber asked if there was a house on a property, can it be made uninhabitable if they disconnect plumb ing. Sides stated that they can disconnect the electric meter, which would make it uninhabitable. Davis stated this is a fresh start, and there are no grandfathered clauses, and that was confirmed. Hunt stated that the definition of uninhabitable dwelling was added that did not exist beforehand. Van Der Hyde stated that the Administration Committee met and it wanted to be sure that the billing Board of Supervisors July 17, 2018 Work Session is not confusing for County citizens, and want to collect twice a year. The best route to go for this year is to bill the first payment in December with no penalty, and then do another installment in June for $60 in order to mirror the real estate and personal property billing. Warren stated this seems very accommodating for our citizens. Hunt stated that the exemption for Solid Waste Fee has been broadened to allow it to be exempted if you have a private company that picks up your trash and can show proof of that. f. VDOT Smart Scale Applications (Staff Contact: Gregory L. Sides); (5 minutes) Sides gave some insight on the Smart Scale system to prioritize transportation projects. He handed out a copy of the Resolution # 2018-07-03 that is on the Consent Agenda on tonight's Business Meeting. At this point, County Staff has submitted pre-applications and the final applications are due August 1st. Blackstock thanked Sides for his work with VDOT to come up with these projects. Barber asked who picks these projects, and Sides stated that VDOT determines which ones qualify. g. Library Expansion (Staff Contact: Lisa W. Tuite); (15 minutes) Lisa Tuite, Library Director, gave a presentation on library expansion. The Library Board would like to update the Brosville and Gretna Libraries, and to also build three (3) new libraries in the Banister, Staunton River, and Dan River Districts. Tuite is asking for a Resolution of Support to bring in professionals to complete a Feasibility Study to give more detailed input to come up with a Plan. Blackstock stated he would support the Study, but asked if County Staff could seek grants from the Foundation instead of just paying for it. A Resolution of Support would be the start of the process. h. Other Reports Scott Budd, IT Director, gave an overview of the camera systems that have been implemented at some of the County's convenience sites. BUSINESS MEETING DISCUSSION ITEMS CLOSED SESSION Motion by Mr. Blackstock, seconded by Mr. Barber, to enter Closed Session, which was unanimously approved by the Board. The Board entered into Closed Session at 5:58 PM. a. Discussion or consideration of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. (Staff Contact: Lisa W. Tuite) (1) Legal Authority: Virginia Code § 2.2-3711(A)(3) Subject Matter: Pittsylvania County Library Purpose: Discussion of Potential Purchase of Real Estate for Branch Expansion Board of Supervisors July 17, 2018 Work Session b. 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. (Staff Contact: David M. Smitherman) (1) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Project Homeland Purpose: Economic Development Update (2) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Project Commonwealth Purpose: Economic Development Update (3) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Project Calcium Purpose: Economic Development Update c. 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. (Staff Contact: David M. Smitherman) (1) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matter: Project Philadelphia Purpose: Consultation with Legal Counsel Regarding Negotiation of Potential Contract for Retention of Outside Firm for Economic Development Assistance Purposes RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION a. Closed Session Certification The Board returned to Open Session at 6:41 PM, and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CLOSED MEETING CERTIFICATION BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on July 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 Board’s Minutes. Board of Supervisors July 17, 2018 Work Session Vote Tim R. Barber Yes Elton W. Blackstock Yes 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 6:43 PM.