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12-18-2018 Business Meeting Minutes - DRAFT December 18, 2018 Business Meeting Pittsylvania County Board of Supervisors Business Meeting December 18, 2018 VIRGINIA: The Business Meeting of the Pittsylvania County Board of Supervisors was held on December 18, 2018, in the Pittsylvania County General District Courtroom, Edwin R. Shields Courthouse Addition, Chatham, Virginia 24531. 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 6:53 PM Ronald S. Scearce Vice Chair - Westover District Present 6:53 PM Tim R. Barber Supervisor - Tunstall District Present 6:52 PM Elton W. Blackstock Supervisor - Staunton River District Present 6:55 PM Joe B. Davis Supervisor - Dan River District Present 6:52 PM Ben L. Farmer Supervisor - Callands-Gretna District Present 6:48 PM Charles H. Miller Supervisor - Banister District Present 6:52 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; Mr. Matthew D. Rowe, Economic Development Director; and Mrs. Kaylyn M. McCluster, Deputy Clerk. AGENDA ITEMS TO BE ADDED Motion to add Dilapidated Structure Recommendations under Matters From Work Sessi on as item 14a. 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, Miller APPROVAL OF AGENDA Motion to approve Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller CONSENT AGENDA Board of Supervisors December 18, 2018 Business Meeting Motion to approve the Consent Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller a. Minutes: November 20, 2018, Work Session and Business Meeting; November 29, 2018, Legislative Committee Meeting; December 6, 2018, Strategic Planning Discussion (Staff Contact: Kaylyn M. McCluster) b. Resolution # 2018-12-01: Declaration of Emergency (Staff Contact: Christopher C. Slemp) c. Resolution # 2018-12-02: Tunstall High School Theatre Group, State Championship (Contact: Supervisor Warren); (Kristen Williams and THS Theatre Group will be present to accept) d. Resolution # 2018-12-03: Legislative Priority List (Staff Contact: David M. Smitherman) e. NG 911 Grant (Staff Contact: Christopher C. Slemp) f. Minnie Maude Charitable Trust Grant (Staff Contact: Christopher C. Slemp) PRESENTATIONS a. IDA Economic Development Announcement (Staff Contact: Matthew D. Rowe) Mr. Matthew Rowe presented to the Board that the Pittsylvania County Industrial Development Authority unanimously approved a Purchase and Sale Agreement with RealtyLink Investments, LLC, for property located in the Ringgold East Industrial Park. HEARING OF THE CITIZENS Mr. Warren opened the Hearing of the Citizens at 7:15 PM. Julian Richardson thanked the Board for handling the Mis-Assigned Voters Project that he expressed his concerns about at last month’s Meeting. Mr. Richardson was able to attend a meeting on the situation and is pleased that he was told that his children will be able to remain at their current schools. Francis Tucker, Banister District, also spoke on the Mis-Assigned Voter issue and stated they were making progress. Robert Pollock, Tunstall District, owns and operates Hill View Farms, and spoke in opposition of the proposed gas pipelines that will pass through his farm. Jene Richardson also thanked the Board for assisting with the Mis-Assigned Voters situation. Anita Royston, Callands-Gretna District, also spoke on Mis-Assigned Voters’ issue, but stated her ongoing concerns about the disrespect and disregard towards the citizens. Mr. Warren closed the Hearing of the Citizens at 7:25 PM. PUBLIC HEARINGS Board of Supervisors December 18, 2018 Business Meeting Rezoning Public Hearings Case 1: Public Hearing: Rezoning Case R-18-027; EST Enterprises, LLC, & James B. Hunt, Sr.; Westover Election District A-1, Agricultural District, to R-1, Residential Suburban Subdivision District, and R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (Staff Contact: Gregory L. Sides/Supervisor Scearce) Mr. Warren opened the Public Hearing at 7:26 PM. Mr. Scott Thompson was present to represent Petition. No one signed up to speak, and Mr. Warren closed the Public Hearing at 7:28 PM. Motion to rezone 1.944 acres from A-1, Agricultural District, to R-1, Residential Suburban Subdivision District, and to rezone 0.715 acre from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (to combine with the adjacent parcels zoned R-1 and A-1, respectively). RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Vice Chair - Westover District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller Case 2: Public Hearing: Rezoning Case R-18-028; Gerald Redd Roach; Tunstall Election District, RC-1, Residential Combined Subdivision District, to B-2, Business District, General (Staff Contact: Gregory L. Sides/Supervisor Barber) Mr. Sides provided an additional Proffer for Rezoning Case R-18-028 (attached at end of minutes). Mr. Warren opened the Public Hearing at 7:30 PM. Mr. Roach and Scottie Sparks were present to represent the Petition. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:32 PM. Motion to rezone 0.71 of an acre from RC-1, Residential Combined Subdivision District, to B-2, Business District, General, and to also include provided Proffer. RESULT: APPROVED [UNANIMOUS] MOVER: Tim R. Barber, Supervisor - Tunstall District SECONDER: Charles H. Miller, Supervisor - Banister District AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller Case 3: Public Hearing: Rezoning Case R-18-029; Russell A. Eades; Staunton River Election District, A-1, Agricultural District, to R-1, Residential Suburban Subdivision District (Staff Contact: Gregory L. Sides/Supervisor Blackstock) Mr. Warren opened the Public Hearing at 7:33 PM. Mr. Russell Eades was present to represent the Petition. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:34 PM. Motion to rezone 3.821 acres from A-1, Agricultural District, to R-1, Residential Suburban Board of Supervisors December 18, 2018 Business Meeting Subdivision District. RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller Case 4: Public Hearing: Rezoning Case R-18-030; Charles S. Thornton, Trustee; Callands-Gretna Election District; R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (Staff Contact: Gregory L. Sides/Supervisor Farmer) Mr. Warren opened the Public Hearing at 7:35 PM. Mr. Thornton was present to represent the Petition. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:36 PM. Motion to rezone 4.60 acres from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District. RESULT: APPROVED [UNANIMOUS] MOVER: Ben L. Farmer, Supervisor - Callands-Gretna District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller Other Public Hearings 1. Public Hearing: PCC § 41-5(B), Noise Ordinance Revision (Staff Contact: J. Vaden Hunt, Esq.) Mr. Hunt explained that at the recent Legislative Committee (“LC”) Meeting, the LC, following a request from Bryan Haskins, Commonwealth’s Attorney, unanimously voted to recommend the attached revision to PCC § 41-5(B) to the full Board for action following the conducting of the legally required Public Hearing. Said change to PCC § 41-5(B) would replace the reference therein of Section 40-60 to Section 41-6; thereby, removing a “dead” PCC Section and replacing it with a “live” PCC Section containing a chart entitled “Maximum Sound Pressure Levels” that will allow Mr. Haskins to fully prosecute potential future Noise Ordinance violations. Mr. Warren opened the Public Hearing at 7:38 PM. No one signed up to speak closed at 7:39 PM. Motion to approve the revision to PCC § 41-5(B) as presented. Board of Supervisors December 18, 2018 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Charles H. Miller, Supervisor - Banister District AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller 2. Public Hearing: "Residential Addiction Treatment Group Home" Addition to PCC Ch. 35 (Staff Contact: Gregory L. Sides) Mr. Warren opened the Public Hearing at 7:39 PM. Mr. Sides explained that the County’s Planning Commission (“PC”) held a Public Hearing on November 8, 2018, on a proposed change to Chapter 35 of the Pittsylvania County Code (“PCC”) to permit a Residential Addiction Treatment Group Home as a Special Use. The definition to be added to the Ordinance is: "Residential Addiction Treatment Group Home - Residential group homes for the treatment of recovering drug and alcohol addictions." The proposed revision would allow these homes, with a Special Use Permit, in the following zoning districts: A-1, Agricultural District, R-1, Residential Suburban Subdivision District, and RC-1, Residential Combined Subdivision District. The PC unanimously recommended approval of this proposed Ordinance revision to the Board. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:41 PM. Motion to approve the proposed amendments to PCC Chapter 35, as advertised, allowing a Residential Addiction Treatment Group Home as a Special Use in the A-1, R-1, and RC-1 Zoning Districts. RESULT: APPROVED [6 TO 1] MOVER: Charles H. Miller, Supervisor - Banister District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Warren, Scearce, Blackstock, Davis, Farmer, Miller NAYS: Barber 3. Public Hearing: Indigent/Elderly Tax Exemption Revisions to PCC § Ch. 6 -6 (Staff Contact: J. Vaden Hunt, Esq.) Mr. Warren opened the Public Hearing at 7:42 PM. Mr. Hunt explained that at the recent Legislative Committee (“LC”) Meeting, the LC unanimously approved recommending to the full Board a revision to Pittsylvania County Code (“PCC”) § 6 -6 raising the current elderly/indigent real estate tax exemption annual income threshold from $18,000 to $25,000, and raising the total exemption cap from $300 to $450. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:43 PM. Motion to approve the revisions to PCC § 6-6 as presented. Board of Supervisors December 18, 2018 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Ben L. Farmer, Supervisor - Callands-Gretna District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, M iller UNFINISHED BUSINESS NEW BUSINESS a. DSS Memorandum of Understanding (Staff Contact: Kimberly G. Van Der Hyde) Mrs. Van Der Hyde stated that the County, in conjunction with the Department of Social Services (“DSS”) Board, is working collaboratively to streamline some of their financial functions, including payroll and purchasing, as well as to provide a Grievance Procedure to allow DSS employees the ability to discuss HR related issues with a non -biased third (3rd) party. The Memorandum of Understanding (“MOU”) outlines the services that will be provided by DSS and/or the County, along with a timeline showing when these changes will be effective. Motion to approve the attached DSS MOU as presented. RESULT: APPROVED [UNANIMOUS] MOVER: Charles H. Miller, Supervisor - Banister District SECONDER: Ronald S. Scearce, Vice Chair - Westover District AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller b. Transfer of Unused Local Grant Funds for Fire/Rescue Purchases (Staff Contact: Kimberly G. Van Der Hyde) Mrs. Van Der Hyde stated that during Hurricane Michael, it was found that the County’s Special Operations Team (“SOT”) was not adequately equipped to handle all of the medical emergencies that arose during said event. In addition to additional safety equipment and tools required by SOT, major, unexpected repairs were necessary to the Rescue One vehicle. A total of $10,000 is needed for the purchases and repairs and these funds can be utilized from remaining local funds that are currently housed in the Grants Fund. Motion to approve a transfer of $10,000 from the Grants Fund and appropriate this amount to the Fire/Rescue FY19 Budget to be used for the purchase of SOT safety equipment and tools and for repairs to the Rescue One vehicle. Board of Supervisors December 18, 2018 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ronald S. Scearce, Vice Chair - Westover District AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller c. Award of Shell Building Design-Build RFP and Appropriation of Grant Funds (Staff Contact: Kimberly G. Van Der Hyde) Mrs. Van Der Hyde stated the County’s Purchasing Department issued an RFP for A/E Services for the design, contracting services, and contract administration for the construction of a 30,000 square foot building. The County received four (4) proposal responses. Each proposal was evaluated independently by an Evaluation Committee that ranked Dewberry and Solex Architecture as the top two (2) firms to complete presentations. The Committee unanimously voted Dewberry to be the best choice for the County. The total cost for the A/E Services is $128,200. The County has received a Southside Economic Development Grant from the Tobacco Commission in the amount of $1.5 million for this Project. This is a dollar-for-dollar matching Grant. The local share of $1.5 million will come from the selected builder for construction of the Project. Funds to cover any remaining local obligation for this Project will come from the County’s Economic Development Fund. Motion to award the above-referenced proposal to Dewberry as presented, and appropriate a total of $1,500,000 of Grant Funds for this Project. RESULT: APPROVED [UNANIMOUS] MOVER: Joe B. Davis, Supervisor - Dan River District SECONDER: Ronald S. Scearce, Vice Chair - Westover District AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller APPOINTMENTS a. Appointment: Pittsylvania County Service Authority; Joe Rogers (Contact: Supervisor Farmer) Motion to appoint Mr. Rogers to the PCSA for a four (4)-year term starting on January 1, 2019. RESULT: APPROVED [UNANIMOUS] MOVER: Ben L. Farmer, Supervisor - Callands-Gretna District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller MATTERS FROM WORK SESSION (IF ANY) Board of Supervisors December 18, 2018 Business Meeting a. Dilapidated Structure Recommendations Motion to direct Staff to develop a Matrix on dilapidated structures, and to also create a line item for funding of said items, and bring back to the full Board for review. RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller BOARD MEMBER REPORTS Mr. Blackstock wished everyone a Merry Christmas and Happy New Year and stated he is happy to be a part of the Board. Mr. Farmer stated he is concluding his first year on the Board and thanked the County Staff and citizens for their support throughout his first year. He also wished everyone a Merry Christmas and Happy New Year. Mr. Barber echoed Merry Christmas and Happy New Year wishes. Mr. Scearce also wished everyone a Merry Christmas and Happy New Year and also thanked County Staff for their efforts and hard work. Mr. Warren thanked the citizens for speaking on the voter issue and stated he is happy the Board was able to help. He also reminded citizens that the Work Session begins at 4:30 pm before the Business Meeting every month where a lot of discussion takes place regarding the Business Matters and encouraged them to attend. He also thanked County Staff and wished everyone a Merry Christmas. COUNTY ADMINISTRATOR REPORTS Mr. Smitherman emphasized the IDA Announcement that Matthew Rowe spoke on earlier in the Meeting. It is a huge deal to have Realty Link coming into our community and investing with their own money, and them buying the land to make this happen is celebratory. As well as the shell building with Marcus & Millichap. These are areas to help bring traffic to our area in a way that has not previously been done, and this will pay off throughout the entire County. Mr. Smitherman also addressed the Pet Center fine issue that was in the paper. A fine has not been levied, but there was notice that there could potentially be a fine and the charges have been denied. A complete response to the State from the County is has been posted on the County’s Facebook page. Mr. Smitherman commended the new hires, such as the new Pet Center Director and the Human Resources Director. He stated that the beginning of the year will bring the new Project Manager for Economic Development and they are all top-notch individuals and he feels very fortunate to have the Staff at the County. He wished everyone a Happy Holiday Season. Mr. Hunt echoed Mr. Smitherman’s sentiments and wished everyone a Happy Holiday. Mr. Warren gathered the Board in the front and recognized Mrs. McCluster for her hard work and efforts and presented her with a Christmas card from the Board. ADJOURNMENT Mr. Warren adjourned the Meeting at 8:10 PM. Board of Supervisors December 18, 2018 Business Meeting Board of Supervisors December 18, 2018 Business Meeting