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08-21-2018 Business Meeting MinutesAugust 21, 2018 Business Meeting Pittsylvania County Board of Supervisors Business Meeting August 21, 2018 VIRGINIA: The Business Meeting of the Pittsylvania County Board of Supervisors was held on August 21, 2018 in the Pittsylvania County General Dist rict Courtroom, Edwin R. Shields Courthouse Addition, Chatham, Virginia. Chairman - Chatham-Blairs District Robert W. "Bob" Warren, called the meeting to order at 7:00 PM. The following members were present: CALL TO ORDER (7:00 PM) Attendee Name Title Status Arrived Robert W. "Bob" Warren Chairman - Chatham-Blairs District Present 6:56 PM Ronald S. Scearce Vice Chair - Westover District Present 6:57 PM Tim R. Barber Supervisor - Tunstall District Present 6:57 PM Elton W. Blackstock Supervisor - Staunton River District Present 6:58 PM Joe B. Davis Supervisor – Dan River District Present 6:57 PM Charles H. Miller, Jr. Supervisor - Banister District Present 6:57 PM Ben L. Farmer Supervisor - Callands-Gretna District Present 6:54 PM 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 N. Hicks, Assistant County Administrator for Operations; Mrs. Kimberly G. Van Der Hyde, Director of Finance; and Mrs. Kaylyn M. McCluster, Deputy Clerk; were also present. AGENDA ITEMS TO BE ADDED Motion to add Item 14a, Authorization to Hire BZA Attorney, and to add Closed Session, Project 1200, to the Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer APPROVAL OF AGENDA Motion to approve the Agenda with the amendment to Item 13b to appoint Nancy Eanes to the DSS Board instead of Ben Lewis. RESULT: ADOPTED [UNANIMOUS] MOVER: Tim R. Barber, Supervisor - Tunstall District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer CONSENT AGENDA Board of Supervisors August 21, 2018 Business Meeting Motion to approve the Consent Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Joe B. Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer a. Minutes: July 17, 2018, Work Session and Business Meeting, July 25, 2018, Personnel Committee Meeting, July 26, 2018, Strategic Planning Training Session, August 7, 2018, Animal Welfare Committee Meeting, August 7, 2018, Fire/Rescue Committee Meeting, and August 14, 2018, Special Called Meeting (Staff Contact: Kaylyn M. McCluster) b. Resolution 2018-08-01: Gretna High School Beta Club (Contact: Supervisor Farmer) c. Resolution 2018-08-02: Library Support (Staff Contact: Lisa W. Tuite) d. Resolution 2018-08-03: Cherrystone and Roaring Fork Lakes (Staff Contact: Richard N. Hicks) e. Resolution 2018-08-04: Connector Road (Staff Contact: Gregory L. Sides) f. Resolution 2018-08-05: School Resolution (Staff Contact: David M. Smitherman) g. Request for Waiver of Solid Waste Fees (Staff Contact: Richard N. Hicks) h. FY20 PSAP Education Grant (Staff Contact: Chris C. Slemp) i. RSAF Ambulance Grant (Staff Contact: Chris C. Slemp) PRESENTATIONS HEARING OF THE CITIZENS Mr. Warren opened the Hearing of the Citizens at 7:13 PM. Joan Moore, Westover District, voiced her concerns about the Social Services Board. She gave a summary of her personal situation dealing with the Department of Social Services regarding her granddaughter. Deborah Loomis, Tunstall District, spoke on her opposition to Dollar General being built close to Golf Club Road. Ms. Loomis questioned spot zoning and was concerned with traffic accidents and fatalities. Karen Maute, Westover District, spoke on the Mountain Valley Pipeline that is currently under construction. She stated that on June 7, 2018, she sent a letter to Karen Hayes and members of the Board of Supervisors with questions and concerns, because MVP is constructing the pipeline through C-1 zoned districts, which are considered to be very sensitive in that they supply water for a large number of people. She expressed her concerns in not receiving a response from the County on this matter. Mr. Warren closed the Hearing of the Citizens at 7:23 PM. PUBLIC HEARINGS Board of Supervisors August 21, 2018 Business Meeting Rezoning Public Hearings Case 1: Public Hearing: Rezoning Case R-18-013; Walter V. & Alice Clement Coles; Banister Election District R-1, Residential Suburban Subdivision District to A-1, Agricultural District (Staff Contact: Gregory L. Sides) Mr. Warren opened the Public Hearing at 7:25 PM. Mr. Coles represented the Petition and he stated this has nothing to do with uranium, instead it has to do with his cattle operation. Katie Whitehead, Chatham-Blairs District, was the first to speak. She stated that she attended the Planning Commission Meeting on this zoning request two (2) weeks ago, although she didn't speak at their Meeting. She stated that Mr. Coles did not appear at the Planning Commission meeting. David Dunn, Halifax County, stated that he recently sold his property in the County due to concerns of the uranium mining. Karen Maute, Westover District, stated her concerns of allowing the property to be rezoned and requested the Board deny Mr. Coles request. John Cannon, Halifax County, requested the Board to deny this request. Dan Gabel stated that he has farms in Ringgold and requested the Board to deny this request. Scott VanDerHyde, Director of Roanoke River Basin Association, stated his concerns about the possibility of uranium mining in the County and requested the denial of this rezoning request. Will Cleveland, Attorney, requested the Board to deny the rezoning request. Mark Barker, Roanoke, Executive Assistant of the Blue Ridge Environmental Defense League based out of Glendale Springs, North Carolina, requested the Board to deny this rezoning case. Deborah Dix, Chatham -Blairs, requested to leave property zoned as is. Deborah Lovelace, Callands-Gretna, stated that she sent an email to the Board this afternoon, and she requested to keep the zoning as is. She stated there are two (2) houses, two (2) wells, and two (2) septic systems on this property. Kay Patrick, Callands -Gretna, stated her opposition of changing the zoning of this property. Mr. Warren closed the Public Hearing at 7:50 PM. Motion to deny the request to rezone Case R-18-013 from R-1 to A-1. RESULT: APPROVED [UNANIMOUS] MOVER: Charles H. Miller, Supervisor - Banister District SECONDER: Joe B. Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer Case 2: Public Hearing: Rezoning Case R-18-015; Manning; Chatham-Blairs Election District R-1, Residential Suburban Subdivision District to A-1, Agricultural District (Staff Contact: Gregory L. Sides) Mr. Warren opened the Public Hearing at 7:53 PM. Ms. Pamela Manning represented the Petition. No one signed up to speak. Mr. Warren closed the Public Hearing 7:54 PM. Motion to rezone Case R-18-015 from R-1 to A-1. Board of Supervisors August 21, 2018 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Ben L. Farmer, Supervisor - Callands-Gretna District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer Case 3: Public Hearing: Rezoning Case R-18-016; Norma Totten Lee & Rodney Jay Lee; Chatham-Blairs Election District R-1, Residential Suburban Subdivision District to A-1, Agricultural District (Staff Contact: Gregory L. Sides) Mr. Warren opened the Public Hearing at 7:55 PM. Ms. Pamela Manning represented the Petition. No one signed up to speak. Mr. Warren closed the Public Hearing at 7:56 PM. Motion to rezone Case R-18-016 from R-1 to A-1. RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Joe B. Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer Case 4: Public Hearing: Rezoning Case R-18-017; Jessica Lynn Abbott; Dan River Election District B-2, Business District, General to R-1, Residential Suburban Subdivision District (Staff Contact: Gregory L. Sides) Mr. Warren opened the Public Hearing at 7:57 PM. Mr. Chuck Eskey represented the Petition. No one signed up to speak. Mr. Warren closed the Public Hearing at 7:58 PM. Motion to rezone Case R-18-017 from B-2 to R-1. RESULT: APPROVED [UNANIMOUS] MOVER: Joe B. Davis, Vice Chair - Dan River District SECONDER: Ronald S. Scearce, Supervisor - Westover District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer Other Public Hearings 1. Public Hearing: Solid Waste Ordinance Amendments (Staff Contact: Gregory L. Sides) Mr. Vaden Hunt stated that the four (4) major changes worth noting were the definition of uninhabitable dwelling was added to PCC §17.2/PCC §(m), and the due date was changed in PCC §17.5 for the Solid Waste Fee. Also in 17-18b, the “Solid Waste Not Disposed of in County’s Landfill Exemption” to include waste that is disposed of in the County’s landfill by a private hauler that pays the County’s standard landfill tipping fee. PCC §17-21, Violations of Chapter, was substantially changed. There have been criminal penalties and civil fines included in this section. These changes have been discussed thoroughly during Work Sessions between the Board, the Treasurer, and the Commissioner of the Revenue. Mr. Warren opened the Public Hearing at 8:00 PM. No one signed up to speak. Mr. Warren closed the Public Hearing at 8:03 PM. Board of Supervisors August 21, 2018 Business Meeting Motion to approve the proposed amendments to the County’s Solid Waste Ordinance as presented. RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Joe B. Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer 2. Public Hearing: FY19 Budget Amendments (Staff Contact: Kimberly G. Van Der Hyde) Mr. Warren opened the Public Hearing at 8:02 PM. Mrs. Van Der Hyde requested the approval to appropriate a total of $4,251,299.93 to the FY 2019 County Budget, which includes $3,647,048.78 for School carryovers and $604,251.15 for County carryovers and other Budget amendments. No one signed up to speak and Mr. Warren closed the Public Hearing at 8:05 PM. Motion to approve the appropriation of the attached Budget Amendments totaling $4,251,299.93 to the FY2019 County Budget. RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer UNFINISHED BUSINESS a. FY18 Year-End Budget Amendments (Staff Contact: Kimberly G. Van Der Hyde) Mrs. Van Der Hyde stated that at the July 17, 2018, Meeting the Board was presented with amendments to the 2018 Budget. The following Motion was made by Mr. Blackstock, seconded by Mr. Davis, at the July Meeting, and the 10-day layover has now been met, so it is now ready for discussion and a vote. Motion to appropriate a total of $1,736,511.05, and approve the suggested categorical changes for the School Board for the FY2018 County Budget. RESULT: APPROVED [UNANIMOUS] AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer NEW BUSINESS a. Sheriff's Promissory Estoppel Contracts (Staff Contact: Sheriff Michael W. Taylor) Sheriff Taylor was present and stated that prior to June of this year, there were fifteen (15) open deputy positions. He came before the Board requesting an incentive and retention program to help this issue. Since this contract has been brought up, there have been six (6) new deputies hired, four (4) of which are certified, two (2) are non-certified, and four (4) more that are going through the background process now. Board of Supervisors August 21, 2018 Business Meeting Motion to authorize the execution of the Sheriff’s Estoppel Contracts as presented. RESULT: APPROVED [UNANIMOUS] MOVER: Joe B. Davis, Vice Chair - Dan River District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer b. AcelaNet, LLC, Tobacco Grant Approval (Staff Contact: Matthew D. Rowe) Mr. Smitherman stated that the Grant Agreement will bring about $1M worth of investment to the County and Broadband Service without any County dollars. $491,000 coming from the Tobacco Commission, which is being matched for an equal investment by AcelaNet, who is already in the County providing service via our 911 Communication towers. Motion to approve and accept the “Last Mile Broadband” Grant and have the Grant amount of $491,000 appropriated to the Economic Development Fund, dependent upon final review and approval by/from the County Attorney. RESULT: APPROVED [UNANIMOUS] MOVER: Joe B. Davis, Vice Chair - Dan River District SECONDER: Charles H. Miller, Supervisor - Banister District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer c. Award of Bid on Roll Off Truck for Solid Waste Collections (Staff Contact: Richard N. Hicks) Mr. Hicks stated the County received ten (10) bids and the low bidder was the Excel Truck Group for a 2020 Freightliner Truck. There is a long wait time and the truck, once ordered, will not arrive until March 2019. Motion to award the bid to Excel Truck Group for a 2020 Freightliner 114SD Roll Off Truck as specified in the amount of $151,935.00. RESULT: APPROVED [UNANIMOUS] MOVER: Tim R. Barber, Supervisor - Tunstall District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer d. Award of Bid on Grapple (Boom) Truck for Solid Waste Collections (Staff Contact: Richard N. Hicks) Mr. Hicks stated that there was money included in the FY18-19 budget for the boom truck. There was a total of eight (8) bids received and Excel come in the lowest. The truck will arrive in April or May of 2019 once ordered. Motion that Excel be awarded the bid in the amount if $134,997 for the 2020 Freightliner Boom Truck as specified herein. Board of Supervisors August 21, 2018 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Tim R. Barber, Supervisor - Tunstall District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer e. Contract for Compactor Repairs (Staff Contact: Richard N. Hicks) Mr. Hicks stated that an RFP was issued for Compactor Repairs and the County received only one (1) response and that was from Mobile Containers Services, Inc., a local County Company with national operations. Motion to authorize the County Administrator to execute the Contract with Mobile Container Services, Inc., as presented for the preventative maintenance and repairs for solid waste collection equipment. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Supervisor - Westover District SECONDER: Joe B. Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer f. EMS Long Term Planning Study (Staff Contact: David M. Smitherman) Mr. Smitherman has identified the need for an EMS long term study to ensure County EMS coverage is sustainable in the future. He requested the Board to authorize County staff to seek grant funding to look at long term options. Motion to authorize County Staff to seek grant funding to engage with consultants to perform an EMS long term sustainability study. RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Joe B. Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer APPOINTMENTS a. Appointment: DCC Advisory Board; Barbara Brown (Staff Contact: Kaylyn M. McCluster) Motion to appoint Ms. Barbara Brown to the Danville Community College Advisory Board for a four (4)-year term starting on August 22, 2018. RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer b. Appointment: DSS Board; Nancy Eanes Board of Supervisors August 21, 2018 Business Meeting Motion to appoint Ms. Nancy Eanes to the Department of Social Services Board for a four (4)- year term starting on August 22, 2018. RESULT: APPROVED [UNANIMOUS] MOVER: Joe B. Davis, Vice Chair - Dan River District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer MATTERS FROM WORK SESSION (IF ANY) a. Authorize to hire BZA Attorney Mr. Hunt stated that money has been budgeted for a BZA Attorney to represent the BZA. Motion to authorize the hiring of an attorney for the BZA Board, limited to the amount of money that is in the fiscal year operating Budget. RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Joe B. Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer BOARD MEMBER REPORTS Dr. Miller stated that he has been contacted by members of the community regarding the process of entering the building (the Courthouse Complex), and requested the Board make a viable recommendation to this problem. Mr. Davis thanked the youth in attendance and encouraged politics in their future. Mr. Farmer recognized the IT team for their efforts during the transition the past couple Meetings. Mr. Barber echoed Dr. Miller's statement about the way to enter the building. Mr. Warren encouraged Dr. Miller to speak with Sheriff Taylor about his concerns as well. Mr. Warren thanked County Staff and also stated his thanks and appreciation to his fellow Board Members and also echoed sentiments about the youth. COUNTY ADMINISTRATOR REPORTS Mr. Smitherman spoke on the "trash" issue. He stated that cameras are being installed and staff is currently working to gain control over the thirty-five (35) collection sites. He also encouraged citizens to go to the landfill website, which has real time video of the sites that now have the operating cameras. CLOSED SESSION 1. Closed Session; Project 1200 Motion to enter into Closed Session. The Board entered into Closed Session at 8:43 PM. Board of Supervisors August 21, 2018 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Charles H. Miller, Supervisor - Banister District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer 2. Return to Open Session & Closed Session Certification The Board returned to Open Session at 9:36 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 August 21, 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 (the “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 Act, he shall so state prior to the vote indicating the substance of the departure. The Statement shall be recorded in the Board’s Minutes. 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 9:38 PM.