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08-21-2018 WS Meeting Minutes - DRAFT August 21, 2018 Work Session Pittsylvania County Board of Supervisors Work Session August 21, 2018 VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors was held on August 21, 2018 in the Main Conference Room, County Administration Building, Chatham, Virginia. Chairman - Chatham-Blairs District Robert W. "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 4:24 PM Joe Davis Vice Chair - Dan River District Present 4:23 PM Tim R. Barber Supervisor - Tunstall District Present 4:24 PM Elton W. Blackstock Supervisor - Staunton River District Present 4:17 PM Ronald Scearce Supervisor - Westover District Present 4:16 PM Charles Miller Supervisor - Banister District Present 4:22 PM Ben Farmer Supervisor - Callands-Gretna District Present 4:17 PM Also in attendance were Mr. David M. Smitherman, County Administrator; Mr. J. Vad en 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. Lisa W. Tuite, Library Director; and Mrs. Kaylyn M. McCluster, Deputy Clerk. AGENDA ITEMS TO BE ADDED a. Motion to add Closed Session, Project 1200 RESULT: APPROVED [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 agenda. RESULT: ADOPTED [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 PRESENTATIONS Board of Supervisors August 21, 2018 Work Session 1. School Board Resolution Information (Staff Contact: Gregory L. Sides); (Presenter: Dr. Mark R. Jones, Pittsylvania County School Superintendent); (15 minutes) Dr. Mark Jones requested permission to speak with legislators about money being directed towards capital projects for schools. The Resolution that supports this is listed on the Business Meeting Consent Agenda. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Regional Transit Project (Staff Contact: Gregory L. Sides) (Presenter: Marc Adelman); (15 minutes) Mr. Adelman, Director of Transportation for the City of Danville, updated the Board on the status of planning activities. The Tobacco Commission Grant was approved in January. A Grant was also approved by the Virginia Department of Rail and Public Transportation to pay for three (3) buses that will be used in Pittsylvania and Halifax County. The Danville City Council appropriated those funds and the buses have been ordered. The regional bus service goals are to provide public transportation service from Danville to Hurt. Mr. Adelman presented some possible bus routes to the Board. b. Cherrystone and Roaring Fork Lakes Dam Resolution Discussion (Staff Contact: Richard N. Hicks); (15 minutes) Mr. Hicks updated the Board on the Cherrystone and Roaring Fork Lakes Dam. The funding for construction would be sixty-five percent (65%) federal and thirty-five percent (35%) local. Mr. Hicks stated that State assistance has been requested. The Resolution is listed on the Business Meeting’s Consent Agenda. Mr. Barber asked if the County has public access to the lake and Mr. Hicks said he would look into that. c. Year-End Financial Review (Staff Contact: Kimberly G. Van Der Hyde); (15 minutes) Mrs. Van Der Hyde presented to the Board the FY2018 Preliminary Year-End Report. She stated the unadjusted year-end general fund balance totaled $22,349,169 for FY2018, whereas the FY2017 unadjusted year-end general fund balance totaled $21,650,928. This is $700,000 more than last year, but there is school carryover that factors into that. The fund balance decreased on a cash basis by $297,569 from FY2017 to FY2018. Anticipated use of fund balance was anticipated at $3,007,153. If this had actually had actually happened, the fund balance would have ended the year at $15,992,536. Fund balance requirement is approximately $14,206,640. Mrs. Van Der Hyde stated that most localities will keep about $12,000,000 on hand, so $14,206,640 is a good amount. The projected general fund revenues are $62,302,156 and the actual general fund revenues are $65,997,703. This increase is due primarily to the three cent (.3¢) increase in real estate tax and the twenty-five cent (.25¢) increase in personal property tax that was approved for the FY2019, budget but collected in June. d. Other Reports Mr. Hicks stated that starting September 8, 2018, the Landfill will be opened on Saturdays from 8:00 AM until 12:00 PM. Board of Supervisors August 21, 2018 Work Session BUSINESS MEETING DISCUSSION ITEMS CLOSED SESSION a. Enter into Closed Session Motion to enter into Closed Session. RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer b. 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: J. Vaden Hunt, Esq.) (1) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matter: Department of Social Services (“DSS”) Purpose: Consultation with Legal Counsel Regarding DSS Employment Complaints, DSS Assessment, and/or DSS Financial Audit (2) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matter: Opioid Litigation Purpose: Consultation with Legal Counsel Regarding Opioid Damages Assessment Report and Potentially Participating in Opioid Litigation (3) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matter: Uranium Litigation Purpose: Consultation with Legal Counsel Regarding Potentially Participating in Uranium Litigation Amicus Brief c. Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body. (Staff Contact: J. Vaden Hunt, Esq.) (1) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: DSS Human Resources (“HR”) Investigation Purpose: Discussion/Review of DSS HR Investigation RFQ Responses from HR Attorneys/Professionals (2) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: Board of Zoning Appeals (BZA”) Board of Supervisors August 21, 2018 Work Session Purpose: Discussion of Retention of BZA Legal Counsel RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION a. Closed Session Certification The Board returned to Open Session at 6:45 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 6:47 PM.