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10-16-2018 WS Meeting Minutes - DRAFT October 16, 2018 Work Session Pittsylvania County Board of Supervisors Work Session October 16, 2018 VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors was held on October 16, 2018 in the Main Conference Room, County Administrati on Building, Chatham, Virginia 24531. 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 4:25 PM Ronald S. Scearce Vice Chair - Westover District Present 4:26 PM Tim R. Barber Supervisor - Tunstall District Present 4:26 PM Elton W. Blackstock Supervisor - Staunton River District Present 4:27 PM Joe B. Davis Supervisor - Dan River District Present 4:25 PM Ben L. Farmer Supervisor - Callands-Gretna District Present 4:27 PM Charles H. Miller Supervisor - Banister District Late 4:37 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. Cheryl J. Boswell, CSA Coordinator; Mrs. Lisa W. Tuite, Library Director; Mrs. Holly E. Stanfield, Human Resource Manager; Mr. Chris C. Slemp, Director of Public Safety; and Mrs. Kaylyn M. McCluster, Deputy Clerk. AGENDA ITEMS TO BE REMOVED a. Motion to remove Pet Center Update from Agenda RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Vice Chair - Westover District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer ABSENT: Miller APPROVAL OF AGENDA Motion to approve Agenda. Board of Supervisors October 16, 2018 Work Session RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer ABSENT: Miller STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. CSA End of Year and Attendance Report (Staff Contact: Cheryl J. Boswell); (10 minutes) Mrs. Boswell presented to the Board her End-of-Year Report, which was included in the Work Session Packet. Mr. Smitherman asked if there was a significant change in number of children served. Mrs. Boswell stated the numbers have gone down slightly or stayed the same. Mr. Warren asked if current recipients are in the Ready for Success program at th e Victory Academy and Mrs. Boswell stated they do not have any there at the moment. b. Introduction of Human Resource Manager (Staff Contact: Gregory L. Sides); (5 minutes) Mr. Sides introduced the County’s new Human Resource Manager, Holly E. Stanfield. Mrs. Stanfield stated that some of the first items she plans to work on are filling some of the key vacancies, working to finalize the employee satisfaction survey, and working on developing an evaluation system for employees. Mrs. Stanfield has close to twenty-five (25) years of experience in Human Resources. c. Library Expansion Feasibility Study Update (Staff Contact: Lisa W. Tuite); (5 minutes) Mrs. Tuite presented an update to the Board regarding the Library Expansion Feasibility Study. She stated that the Danville Regional Foundation provided $15,000 of the $30,000 that was requested for the Study, and they do require a local government match. The recommendations for the Advisory Committee were included in her update and she wishes for the Board to approve those recommendations. Mrs. Tuite also provided a copy of the Pittsylvania County Schools Literacy Survey 2018 Findings (attached to these minutes). Mr. Davis asked what was so magical about Altavista and why people are going there, and Mrs. Tuite stated that Hurt Elementary is only two (2) miles away, instead of twelve (12) miles to Gretna. Mr. Smitherman stated that there is a local grants match line in contingencies in the FY19 Budget. Mr. Blackstock suggested that County Staff work with Mrs. Van Der Hyde with the funding and bring that and the Committee recommendations back to the Board at the November Meeting. Mr. Warren questioned the correlation between school scores and internet access in the areas. d. Regional Transit Update (Staff Contact: Gregory L. Sides); (10 minutes) Mr. Sides updated the Board on the Regional Transit Project. There has been a survey developed and can be taken online, although there will be paper copies available as well. This survey will help to determine what times are most beneficial and places citizens may want to go to and from. Board of Supervisors October 16, 2018 Work Session e. Household Solid Waste Discussion (Staff Contact: Richard N. Hicks); (30 minutes) Mr. Hicks presented to the Board that one of the biggest issues being faced is the "this came from my house" response. Mr. Hicks has three (3) recommendations to consider when evaluating the definition of “Household Solid Waste” and they are as follows: • Recommendation # 1 - Define Residential Construction and/or Demolition Waste “Residential Construction and/or Demolition Waste” shall include items such as dimensional lumber, plywood, brick, block, carpet and padding, shingles, windows, doors, fiberglass bath fixtures, tile, ceramic, kitchen and bathroom cabinets, flooring, drywall, wire, plumbing materials, etc., that come from the construction, demolition or remodeling of a residential structure. • Recommendation # 2 - Define Bulky Waste “Bulky Waste” shall include items such as furniture, mattresses, box springs, appliances, lamps, large pieces of Styrofoam, cloth, etc., that may come from the inside of a residential structure. Disposal of these items shall be in accordance with Section 17.3 (N) of this ordinance. • Recommendation # 3 - Amend Section 17-2 Definitions (J) “Household Solid Waste” “Household Solid Waste” shall mean solid waste refuse resulting from the normal operation of a household and which is routinely placed in a bag, container or can for disposal, and shall not include any residential construction and/or demolition waste, industrial waste, agricultural waste, as defined in the Virginia Department of Environmental Quality, Solid Waste Management Regulations, as amended, or hazardous waste as defined herein. Mr. Hicks also recommended the consideration of accepting ti res at the Landfill for a $4 per tire charge and to charge a fee for out of County residents that have requested to use a County convenience site. Mr. Hicks stated there are sixteen (16) convenience centers where cardboard collection will be added and there are eight (8) proposed locations for plastic recycling. There was discussion between the Board as to what exactly is allowed in the dumpsters. Mr. Barber requested a Solid Waste Committee Meeting before the next Board Meeting. There was consensus of the Board to temporarily accept empty feed bags until the Solid Waste Committee can meet and set guidelines. Mr. Farmer asked when the recycling boxes would be installed and Mr. Hicks stated as soon as they can get them out there for cardboard, and the plastics within the next sixty (60) days. Mr. Farmer asked if the green boxes are still being picked up on the weekends and Mr. Hicks stated that someone is going by to pack them down on weekends if they are full. Mr. Barber suggested that it would be helpful to come up with sheet that lists what is allowed and not allowed and let the attendants give out at the sites. Mr. Hicks stated that there are green box signs to be installed at each green box site that lists what is and what is not allowed. f. Proposed Lease on Existing Cell Tower (Staff Contact: Richard N. Hicks); (10 minutes) Board of Supervisors October 16, 2018 Work Session Mr. Hicks briefed the Board on a proposed lease of an existing cell tower. There has been a request from a cellular company to lease tower space at the Kentuck Middle Scho ol Tower. The proposed lease term is $1700 per month with a two percent (2%) annual escalator, with ongoing negotiations. The proposed lease falls within IRS regulations on Federal Tax Constraints on Private Activity and Government Obligations. The County is currently leasing space to AT&T for $1825 per month. The proposed lease will require a Public Hearing at the November Board Meeting. g. Hurricane Florence After Action Report (Staff Contact: Chris C. Slemp); (15 minutes) Mr. Slemp provided an After-Action Report for Hurricane Florence preparedness within the County. Mr. Slemp stated the efforts started on September 10, 2018 with conference calls with the National Weather Service that went through September 17, 2018. Dominion Power also participated in conference calls, and there was additional fuel secured as well as supplies for volunteers and EMS. All the apparatus and equipment was checked and meetings with volunteers occurred. FEMA also started bringing in resources to the area, which included swift water rescue teams. The 911 Center was upstaffed, and communication with the schools were steady. Preparation efforts for Hurricane Florence were very beneficial because Hurricane Michael turned out to be much more than anticipated. There were two (2) cars swept away, one (1) person in one (1) car was able to get out and self-rescue, but a life was lost in the other car. One (1) of the County’s swift water rescue teams that consisted of three (3) people was trying to get to citizens and they overturned. Two (2) were able to climb back into the boat, but the other was swept away and had to cling to a tree for over an hour before he could be rescued. The networks went down and at one point, Danville’s 911 calls rolled over into the County. There was significant damage to structures and roads. Mr. Slemp stated that damage assessments are still being done and they will go to FEMA for consideration. A local emergency has been declared and will be added to the Consent Agenda for the night’s Business Meeting. h. Required Policy Changes relating to Conflicts of Interest, Procurement, and other Internal Controls (Staff Contact: Kimberly G. Van Der Hyde); (15 minutes) Mrs. Van Der Hyde briefed the Board about required policy changes relating to conflicts of interest, procurement, and other internal controls. These changes are being requested by the County Auditors, and the Office of Management and Budget in Washington for the Federal Government Grant Awards that the County receives. There will be two (2) stand-alone policies, as well as a conflict of interest policy. A Public Hearing will be held at the November meeting for these items. i. Other Reports BUSINESS MEETING DISCUSSION ITEMS Mr. Smitherman stated the IT email server failed again this afternoon. It is very important to solve this problem now and this item will be brought before the Board at the Business Meeting. ADJOURNMENT Board of Supervisors October 16, 2018 Work Session Mr. Warren adjourned the Meeting at 5:51 PM. Board of Supervisors October 16, 2018 Work Session Board of Supervisors October 16, 2018 Work Session Board of Supervisors October 16, 2018 Work Session Board of Supervisors October 16, 2018 Work Session Board of Supervisors October 16, 2018 Work Session Board of Supervisors October 16, 2018 Work Session