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09-18-2018 WS Meeting Minutes.docSeptember 18, 2018 Work Session Pittsylvania County Board of Supervisors Work Session September 18, 2018 VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors was held on September 18, 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 W. "Bob" Warren Chairman - Chatham-Blairs District Present 4:22 PM Ronald S. Scearce Vice Chair - Westover District Present 4:18 PM Tim R. Barber Supervisor - Tunstall District Present 4:25 PM Elton W. Blackstock Supervisor - Staunton River District Present 4:31 PM Joe B. Davis Supervisor – Dan River District Present 4:30 PM Charles H. Miller Supervisor - Banister District Present 4:36 PM Ben L. Farmer Supervisor - Callands-Gretna District Present 4:25 PM Also in attendance were Mr. David M. Smitherman, County Administrator; 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; 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 AP RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Farmer ABSENT: Miller APPROVAL OF AGENDA Motion to approve Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ronald S. Scearce, Vice Chair - Westover District AYES: Warren, Davis, Barber, Blackstock, Scearce, Farmer ABSENT: Miller PRESENTATIONS Board of Supervisors September 18, 2018 Work Session a. Ready for Success and STAR Program Presentations (Staff Contact: Richard N. Hicks); (Presenter: Dr. Mark R. Jones, Robin L. Haymore); (15 minutes) Robin Haymore with Pittsylvania County Schools updated the Board on their Ready for Success (“RFS”) Program located at the Victory Academy. The Victory Academy building used to be the Chatham Armory, which is owned by the County. Currently, they have a maximum of ten (10) students per class (two (2) classrooms), two (2) teachers, two (2) teacher aides, two (2) child specific assistants, and one (1) TDT Counselor. The Program is open to both General Education and Special Education students, but they have to meet a certain criteria. The goal is to return the student to the Base School in ninety (90) school days. The Outcome Data for SY 2017 -2018 is a seventy-nine (79) percent return to base school, zero (0) recidivism rate, much higher SOL pass rates, and all students made gains on Measures of Academic Progress Assessments. The RFS program saved approximately $1.62 million for private day placement tuition and behavior support from 2016 to 2018. Ms. Haymore also provided the Board with information regarding the School’s STAR Program that is centered around the Autism Spectrum Disorder. This Program is housed at Twin Springs Elementary and Chatham Middle School. Eight (8) of the thirteen (13) STAR students currently participate in some type of general education learning environment alongside typical developing same-aged peers with the support of the STAR Program. The projected cost savings for the 2018-2019 school year for thirteen (13) students is $1,172,047, assuming all students are non- Medicaid and that each student is receiving both Speech/Language and Occupational Therapy at an average of two (2) times per week, per related service. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Solid Waste Update (Staff Contact: Richard N. Hicks); (15 minutes) Mr. Hicks updated the Board on Solid Waste functions throughout the County. Mr. Hicks stated the biggest changes at the Landfill now is what they are calling “flat dumping,” where the vehicle is backed right up to the trash to dump it. This will allow the compactor to go over the trash more times and increase the compaction from one thousand (1,000) pounds per cubic yard to fifteen hundred (1,500) plus cubic yards. This will extend the life of Cell B, which is what is currently being worked in, and the future Cell C by years. The smaller working face reduces the rain water that goes into the ground, which produces leachate, and this process will cut that cost in half. Mr. Hicks is looking into adding a small concrete pad driveway for the citizens to back and dump their trash to increase safety. The Blair Construction Box Site has been increased from ten (10) to thirteen (13) boxes, the Wyatt Blairs store has been increased from seven (7) to ten (10) boxes, and they have all been freshly painted. There has been a part-time employee hired to help maintain the Green Box Sites. The Brosville Site will have controlled hours beginning September 24, 2018, with the hours being 7:00 AM to 7:00 PM, with a site attendant present at all times. The 58 West Site will also have controlled hours beginning October 8, 2018, with the same 7:00 AM - 7:00 PM hours. Mt. Cross, Blairs, and Mt. Hermon will be the next sites to follow the same controlled hours. These will be the Pilot Sites. The employees who will be visiting the sites are going to be referred to as the Solid Waste Assistance Team, and their main objective is to educate the citizens on what is allowed and is not allowed at the sites, along with monitoring tire dumping and scavenging. Mr. Hicks stated there are four (4) cameras up Board of Supervisors September 18, 2018 Work Session now at the Grit, Callands, Brosville, and Rockford Sites. There will be a $50 citation if citizens are caught illegally dumping. The County is currently looking for a new location for the Blair Construction Green Box Site, along with sites for the Wyatts Blairs, Moons Store, and trying to find a site in the Banister District. A Regional Compactor Site is being considered, which will have everything. Accepting tires at the Landfill is being considered due to the cost of disposing of the tires that are being dumped. Mr. Barber voiced his concerns about the prospective sites being closed at 7:00 PM, and suggested that they be open until 8:00 PM or 9:00 PM. Mr. Barber also stated that accepting tires for a fee would be a great idea. Mr. Davis agreed with Mr. Barber to keep the hours open a little longer. Mr. Scearce suggested doing an online survey for the public input on the hours of the sites to be open. Mr. Blackstock stated that it is very important to consider accepting the tires through businesses and through private citizens to prevent them from being dumped on private properties and at the sites. Mr. Farmer stated the additional boxes at the Blair Store Site were great and asked if there was any consideration of adding more boxes at the Climax Store Site. Mr. Barber stated that he would like for them to pursue the tire disposal and requested the Chairman to take the consensus of the Board and do 7:00 AM - 8:00 PM, or 9:00 PM, instead of closing 7:00 PM. Mr. Smitherman stated to use the five (5) Pilot Sites to see how the closure works. The consensus of the Board was to test the Pilot Sites 7:00 AM - 9:00 PM through the end of the year to see what the right closing time is. b. Other Reports BUSINESS MEETING DISCUSSION ITEMS ENTER INTO CLOSED SESSION Mr. Hunt stated that due to the timing of the meeting, Mrs. Tuite and Mr. Rowe could carry their Closed Sessions to the Business Meeting. The Board agreed to cover only Items b and c in the Work Session Closed Session and all others will be at the Business Meeting. The Board entered into Closed Session at 6:02 PM. Motion to enter into Closed Session. 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 a. 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: Opioid Litigation Purpose: Consultation with Legal Counsel Regarding Opioid Board of Supervisors September 18, 2018 Work Session Damages Assessment Report and Potentially Participating in Opioid Litigation b. Discussion of the award of a public contract involving the expenditure of public funds, including interviews of bidders or offerors, and discussion of the terms or scope of such contract, where discussion in an open session would adversely affect the bargaining position or negotiating strategy of the public body. (Staff Contact: J. Vaden Hunt, Esq.) (1) Legal Authority: Virginia Code § 2.2-3711(A)(29) Subject Matter: DSS Human Resources (“HR”) Investigation Purpose: Interviews with Potential Attorneys to Conduct DSS HR Investigation; Discussion of Terms and Scope of Legal Retainer Contract RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION a. Closed Session Certification The Board returned to Open Session at 6:53 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 September 18, 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 6:55 PM. Board of Supervisors September 18, 2018 Work Session __________________________________________ Robert W. “Bob” Warren, Chair Pittsylvania County Board of Supervisors __________________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors