02-20-2018 Work Session PKTPITTSYLVANIA COUNTY
BOARD OF SUPERVISORS
WORK SESSION
Tuesday, February 20, 2018 — 4:30 AM
Main Conference Room
County Administration Building
1 Center Street
Chatham, Virginia 24531
AGENDA
(ALL VOTES SHALL BE ROLL CALL VOTES)
I. CALL TO ORDER
H. PUBLIC PORTION
III. INFORMATION ITEMS
1. Cherrystone Dam Update Discussion - Richard Hicks
2. Discussion of Removing Fire Hydrant Fee from Section 21-7 of the Pittsylvania
County Code - David Smitherman
3. FY 2017-2018 Budget Transfers -Kim Van Der Hyde
4. Update on Purchase of Landfill Equipment and Future Landfill Costs - Richard Hicks
IV. ACTION ITEMS
1. Finalize Bylaw Revisions and Authorize Public Hearing at March Board Meeting to
Implement Same - Vaden Hunt
2. Closed Session for Work Session - Vaden Hunt
V. DISCUSSION AND/OR QUESTIONS BY THE BOARD
VI. ADJOURNMENT
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Cherrystone Dam Update Discussion - Richard Hicks
Staff Contact(s):
Richard Hicks
Agenda Date:
February 20, 2018
Item Number:
1 3.1
Attachment(s):
cherrystone dam update
Reviewed By:
In 1965, Pittslyvania County, the Town of Chatham and the Pittslyvania Soil and Water
Conservation District sponsored a flood control project on Cherrystone Creek. As a result
of this sponsorship, the Cherrystone Creek l Dam and the Cherrystone Creek Dam 2A
were constructed. This also serves as the water supply for the Town of Chatham. These
dams were originally classified as Signifcant hazard class. Due to recent changes, the dams
are now classified as High hazard class. Due to this change in classification, both dams
now require significant improvements. For the past couple of years, the sponsors have
been working with the National Resources Conservation Service to develop an action plan
on the necessary improvements. The planning phase of the project has been paid 100% by
the federal government. The NRCS is now ready to begin the design of the project and
they had hoped to have those done by June 1, 2018. The design was also to be paid 100%
by the federal government. Once design is complete and the sponsors have been able to
verify that all of the necessary easements and right of ways have been acquired, then
construction can begin. If there was a significant rainfall event, the water would rise to the
top of the auxiliary spillway. No structures were to be allowed within that area of the lake.
Unfortunately, there are currently at least 4 homes within that controlled area. It would be
up to the sponsors to have those homes removed, elevated or protected from the rising
water. Construction cannot begin until these issues are resolved. The intent is to begin the
project prior to the end of the Federal Fiscal Year in October. The funding for
construction would be 65% federal and 35% non federal. There is a public meeting
scheduled for Thursday, February 15, 2018 to provide an update to the landowners around
the lake. We will provide more information at the workshop.
FINANCIAL IMPACT AND FUNDING SOURCE:
Pittslyvania County and the other 2 sponsors would have to provide the non federal share.
Determine the level of participation by the sponsors
3.7
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3.1.a
Cherrystone Creek I
Sponsor Meeting
Problem Identification and Alternatives
January 29, 2018
Cherrystone Site I is a multi-purpose earthen dam which regulates Cherrystone Creek. It was originally
designed for a Significant hazard class. Due to changes in the downstream breach zone, the hazard class
has changed to High. As such, the dam does not meet the criteria for the vegetated earth auxiliary. The
Sponsors asked NRCS to help with the evaluation of the dam and with the preparation of alternatives.
NRCS is required to evaluate the overall condition of the dam. Several areas of concern have been
identified.
Issue 1: Slope stability of the embankment. The earthen embankment is about 55 feet high, 780 feet
m
long, and is built with 184,000 cubic yards of excavated earth and rock constructed with two core zones o
and an outer shell zone. The upstream and downstream slopes are 2.5:1 and the top width is 17 feet. D
there are two stability beans on the upstream face. ']'here is no berm downstream. E
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The embankment was evaluated using current criteria. The upstream slope does not meet the required o
factor of safety for the rapid -drawdown condition. The downstream slope also does not meet the required P
factor of safety and the top width of the dam is too narrow.
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Solution: The upstream slope will be Flattened from 2.5:1 to 3:1 and a 24 -foot -wide bean will be added c)
to provide the necessary stability. The top of dam will be widened from 17 to 20 feet. A 24 -foot -wide
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stability berm will be added at the base of the downstream slope. See figure 1.
The earth material for the slopes will be excavated from the existing auxiliary spillway slopes,
widening the spillway bottom from 135 feet to 165 feet. a
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The riser would be moved upstream to the toe of the new berm and the principal spillway outlet structure E
would be moved downstream to the toe of the new berm. The principal spillway pipe would be extended
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both directions. The catwalk to the riser would be replaced. c
The lake will have to be drained to allow the modifications to the embankment, riser, and impact basin. Z
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Figure I. Profile of dam with modifications needed for slope stability and drainage. m
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Issue 2: Seismic stability of riser. The footer of the concrete riser does not meet the current seismic
criteria.
Solution: Although only the footer needs retrofitting, the addition of the new stability berm requires
relocation and replacement of the riser.
Issue 3: Backwater on toe of dam. The inlet to the 72" culvert at Hodnett's Mill Road is set at an
elevation that is approximately 0.8 feet too high. This is causing water to be impounded at the road
crossing and back up over the toe drains of the dam. The toe drains are unable to function effectively and
the embankment toe is wet and difficult to maintain.
Solution: Replace the pipe culvert with a concrete, open -bottom culvert at the correct elevation.
Issue 4: Embankment drainage. The existing drain system is functional but has metal drain pipe that is
corroded and is considered to be deficient. The system is not able to drain properly due to the backwater
situation described in Issue 3.
Solution: Install a new toe drain and filter downstream of the existing drain and beneath the new
downstream berm. The drain pipe will be a non -corrosive plastic material. The existing drain would
remain in service until it fails due to pipe collapse or other causes. See figure 1.
Issue 5: Auxiliary spillway does not meet criteria for a High hazard dam. Auxiliary spillways are
evaluated for capacity (able to pass the needed volume of water) and integrity (able to resist erosion at the w
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design storm). The vegetated earth auxiliary spillway on Cherrystone Creek 1 does meet the capacity
requirements but does not meet the integrity requirements. There is no practical way to bring the dam
into compliance with a vegetative earth solution. However, there are several alternatives for a structural
solution. Since one of the goals of this rehabilitation is to maintain the existing level of downstream flood
protection, the crest of the rehabilitated auxiliary spillway will remain at the same elevation that is used c
for the existing vegetated earth auxiliary spillway.
Alternative 1: Roller -compacted Concrete (RCC) Armor in existing spillway location. The RCC armor
would start at the elevation of the auxiliary spillway crest and extend downstream to the valley floor at a
3:1 slope for a distance of about 250 feet. To dissipate the flow energy, the slope will be constructed with
steps that are about 2 feet high. An RCC basin at the valley floor will he used to complete the energy
dissipation and allow a safe release into the floodplain. See figure 2. The spillway width will be
expanded from 135 feet to 165 feet to accommodate the need for additional soil material on the
embankment. Issues 1-4 have a combined cost of $4,274,000. When the $5,975,000 cost of Alternative I
is added, the estimated total cost will be $10,249,000.
Alternative 2: Reinforced Concrete Labyrinth Weir on the dam. A labyrinth weir located on the
embankment of the dam would have the capacity to pass the required auxiliary spillway flow within a
flow area that is only 64 feet wide. The spillway would be 320 feet long. See figure 3 for an example of
this type of structure. The weir will be 14 -feet high and will be a single -cycle labyrinth that is 64 feet
wide and 128 feet long. The crest will be set at the elevation of the existing auxiliary spillway. The
outlet will be a Saint Anthony Falls (SAF) basin followed by a 60 -foot -long rock riprap stabilization pad.
The existing auxiliary spillway would be closed with an earthen dike. Issues 1-4 have a combined cost of
$4,274,000. When the $8,457,000 cost of Alternative 2 is added, the estimated total cost will be
$12,731,000.
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Figure 2. Example of a Roller -compacted Concrete auxiliary spillway.
Figure 3. Example of a 5 -cycle labyrinth weir in an embankment.
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Alternative 3: Reinforced Concrete Chute and SAF Basin in existing spillway location. A conventional
concrete chute, 165 feet wide and 240 long, would be installed in the outlet of the existing auxiliary
spillway. The chute would have a slope of 4:1 from the outlet channel to the valley floor. A rock riprap
stabilization pad will be installed at the outlet. See figure 4. Issues 1-4 have a combined estimated cost
of $4,274,000. When the $9,198,000 cost of Alternative 2 is added, the estimated total cost will be
$13,472,000.
Figure 4. Example of a reinforced concrete chute spillway and stilling basin.
Alternative 4 - Roller -compacted Concrete (RCC) Auxiliary Spillway Erosion Cutoff. A RCC erosion
cutoff will be used in the existing auxiliary spillway. The RCC cutoff will be below the finished grade
across the 165 feet width of the auxiliary spillway. The RCC cutoff creates a hardened point that resists
erosion and has sufficient mass to prevent propagation of an erosion headcut into the reservoir. See figure
5. Issues 1-4 have a combined estimated co"f34 274,000. When the $2,986,000 cost of Alternative 2
is added, the estimated total cost will be $7,260,000
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Figure S. Example of a cutoff wall.
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3.1.a
Cherrystone Creek 2A
Sponsor Meeting
Problem Identification and Alternatives
January 29, 2018
Cherrystone Site 2A is a single -purpose earthen dam which regulates the Roaring Fork tributary of
Cherrystone Creek. It was originally designed for a Significant hazard class. Due to changes in the
downstream breach zone, the hazard class has changed to High. As such, the dam does not meet the
criteria for the vegetated earth auxiliary. The Sponsors asked NRCS to help with the evaluation of the
dam and with the preparation of alternatives. NRCS is required to evaluate the overall condition of the
dam. Several areas of concern have been identified.
Issue 1: Seismic stability of riser. The footer of the concrete riser does not meet the current seismic
criteria.
Solution: Retrofit the footer. It is likely that the lake will be drained to do this work.
Issue 2: Embankment drainage. The existing drain system is functional but has metal drain pipe that is
corroded and is considered to be deficient. The right toe drain is one-third full of sediment.
Solution: Install a new toe drain and filter downstream of the existing drain. The drain pipe will be a
non -corrosive plastic material. The existing drain would remain in service until it fails due to pipe
collapse or other causes.
Issue 3: Auxiliary spillway does not meet criteria for a High hazard dam. The auxiliary spillway
was evaluated for capacity (able to pass the needed volume of water) and integrity (able to resist erosion
at the design storm). The vegetated earth auxiliary spillway on Cherrystone Creek 2A does not meet the
capacity requirements or the integrity requirements. There is no practical way to bring the dam into
compliance with a vegetative earth solution. However, there are several alternatives for a structural
solution. Since one of the goals of this rehabilitation is to maintain the existing level of downstream flood
protection, the crest of the rehabilitated auxiliary spillway will remain at the same elevation that is used
for the existing vegetated earth auxiliary spillway.
Alternative 1: Roller -Compacted Concrete (RCC) Cutoff wall in existing spillway location. An RCC
cutoff wall would be built across the auxiliary spillway with the top set at the existing crest elevation and
the auxiliary spillway would be widened from 200 feet wide to 215 feet wide to meet capacity
requirements. The wall would have a large trapezoidal cross-section and would be completely
underground. This wall would prevent a breach by creating a hardened sill that would stop an eroding
headcut from migrating into the reservoir. See figure 1. Issues I and 2 have a combined cost of
$529,000. When the $2,549,000 cost of Alternative I is added, the estimated total cost will be
$3,078,000.
Alternative 2: Reinforced Concrete Labyrinth Weir on the dam. A labyrinth weir located on the
embankment of the dam would have the capacity to pass the required auxiliary spillway flow within a
flow area that is only 74 feet wide. The spillway would be 315 feet long. See figure 2 for an example of
this type of structure. The weir will be 14 feet high and will be a two-cycle labyrinth. Each cycle will be
36 feet wide and 73 feet long. The crest will be set at the elevation of the existing auxiliary spillway. The
Packet Pg. 9
outlet will be a Saint Anthony Falls (SAF) basin followed by a 60 -foot -long rock riprap stabilization pad.
The existing auxiliary spillway would be closed with an earthen dike. Issues 1 and 2 have a combined
cost of $529,000. When the $10,077,000 cost of Alternative 2 is added, the estimated total cost will be
$10,606,000.
Figure 1. Example of a cutoff wall.
Figure 2. Example of a 5 -cycle labyrinth weir in an embankment.
3.1.a
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Alternative 3: Reinforced Concrete Chute and SAF Basin in existing spillway location. A conventional
concrete chute, 215 feet wide and 130 long, would be installed in the outlet of the existing auxiliary
spillway followed by a SAF outlet basin. The chute would have a slope of 3:1 from the outlet channel to
the valley floor. A rock riprap stabilization pad will be installed at the outlet. See figure 3. Issues I and
2 have a combined estimated cost of $529,000. When the $9,095,000 cost of Alternative 3 is added, the
estimated total cost will be $9,624,000.
Figure 3. Example of a reinforced concrete chute spillway and stilling basin.
3.1.a
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3.2
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Discussion of Removing Fire Hydrant Fee from Section 21-7 of the
Pittsylvania County Code - David Smitherman
Staff Contact(s):
David Smitherman
Agenda Date:
February 20, 2018
Item Number:
3.2
Attachment(s):
SEC 21-7 of the PCC
Reviewed By:
David Smitherman, County Administrator, will discuss with the Board a proposed amendment to
§21-7 (B); Rates, Charges, Assessments, and Fees; Billing; Publication, of the Pittsylvania
County Code that would remove the annual service charge computed on the basis of two hundred
dollars ($200) per fire hydrant that is paid by the County to the Pittsylvania County Service
Authority.
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3.2.a
SEC. 21-7. RATES, CHARGES, ASSESSMENTS, AND FEES BILLING;
PUBLICATION.
A. Rates, Charges, Assessments, and Fees: Pursuant to authority contained in Sections 15.2-
5114(10) and 15.2-5136 of Virginia Code, 1950, as amended, the PCSA shall fix, assess,
charge, and collect just and equitable rates, charges, assessments, and other fees, including,
but not limited to: water service connection charges, sewer service connection charges, water
service charges, sewer service charges, account charges, delinquent account charges, and N
inspection/reinspection charges.
The above -stated rates, charges, assessments, and other fees shall be subject to periodic
increase or other change, adjustment, or revision from time -to -time as determined by the
PCSA, at any regularly scheduled PCSA meeting. Such rates, charges, assessments, and other
fees shall be reviewed by the Authority periodically and shall be adjusted, if necessary, to
assure that they continue to be fair and reasonable.
B. Fire Protection Service Charge: A fire protection service charge shall be assessed against the
political subdivision in which the Authority's water system is constructed. Its purpose is to
defray some of the cost of installing water mains, reservoirs, and fire hydrants of sufficient
size to provide fire protection service within the project service areas and to all properties
adjacent to the system. The annual service charge shall be computed on the basis of two
hundred dollars ($200) per fire hydrant. Bills for the fire protection service shall be rendered
annually, at the beginning of each fiscal year, to the respective political subdivision and its
governing body.
C. Billing: Bills for the aforementioned rates, fees, and charges shall be rendered as determined
by the PCSA.
D. Publication: Any proposed change in the schedule of the aforementioned rates, fees, and o
charges by the PCSA shall be published in a newspaper having general circulation in the
County in accordance with the requirements set forth in the Code of Virginia, 1950, as o
amended.
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3.3
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
FY 2017-2018 Budget Transfers -Kim Van Der Hyde
Staff Contact(s):
Kim Van Der Hyde
Agenda Date:
February 20, 2018
Item Number:
1 3.3
Attachment(s):
Budget Changes -2.08.18
Reviewed By:
Attached is a listing of potential budget transfers that, if approved by the Board of Supervisors at
tonight's meeting, would be moved to the contingency line item (100-4-091200-8109). This
mid -year adjustment would be a means of carving out potential savings from departments and
moving these funds Attached is a listing of potential budget transfers that, if approved by the
Board of Supervisors at tonight's meeting, would be moved to the contingency line item (100-4-
091200-8109). This mid -year adjustment would be a means of carving out potential savings
from departments and moving these funds to one location in the budget. These funds would not
be eliminated from the budget and would be available to these departments should the need arise.
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3.3.a
Budget Adjustments
Transfer to Contingency
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Unspent
Proposed
FY18 Budget
As of 01/31
Reduction
Board of Supervisors:
100-4-011010-5500
Travel
25,000.00
18,538.14
(5,000.00)
County Administrator:
100-4-012100-6001
Office Supplies
10,800.00
8,911.47
(4,000.00)
County Attorney:
100-4-012210-3150
Legal Services
10,000.00
10,000.00
(5,000.00)
Commissioner of Revenue:
100-4-012310-6021
Computer Supplies
12,000.00
9,666.57
(3,000.00)
Treasurer:
100-4-012410-1300
Part-time Salaries and Wages
17,000.00
15,205.00
(5,000.00)
Central Accounting:
100-4-012430-5500
Travel
3,500.00
1,460.86
(500.00)
100-4-012430-5540
Training & Education
1,800.00
1,680.47
(500.00)
Fleet Management:
100-4-012520-6009
Vehicle Supplies
5,000.00
4,454.29
(2,000.00)
Electoral Board:
100-4-013100-3310
Repairs & Maintenance
6,500.00
7,640.00
(4,000.00)
100-4-013100-5420
Lease/Rental-Building
2,400.00
2,100.00
(1,800.00)
100-4-013100-6001
Office Supplies
2,500.00
4,268.34
(2,500.00)
Circuit Court:
100-4-021100-5230
Telephone
5,000.00
4,132.82
(1,500.00)
J&D Court:
100-4-021500-6003
Furniture and Fixtures
7,000.00
5,944.08
(2,500.00)
Sheriff:
100-4-031200-3150
Legal Fees
7,500.00
7,500.00
(5,000.00)
100-4-031200-3310
Repairs & Maintenance
20,000.00
19,507.86
(10,000.00)
100-4-031200-3500
Printing
4,000.00
2,848.33
(2,000.00)
100-4-031200-5541
Career Development
2,500.00
2,500.00
(2,500.00)
100-4-031200-6008
Fuel
250,000.00
119,542.64
(20,000.00)
100-4-031200-6010
Police Supplies
60,000.00
26,873.54
(13,000.00)
Fire & Rescue:
100-4-032200-5540
Training & Safety
85,000.00
81,551.40
(50,000.00)
100-4-032200-6004
Communication Equipment
62,000.00
63,458.51
(45,000.00)
Jail:
100-4-033100-5130
Water & Sewer Services
62,000.00
30,445.38
(3,500.00)
100-4-033100-5540
Training & Education
20,000.00
15,498.70
(10,000.00)
100-4-033100-8102
Capital -Furniture & Fixtures
150,000.00
109,181.97
(100,000.00)
Animal Services:
100-4-035100-1200
Overtime
32,000.00
23,967.70
(12,000.00)
100-4-035100-1300
Salaries and Wages -Part-time
23,000.00
19,500.27
(19,500.00)
Landfill:
100-4-042300-6038
Hydraulic Parts & Accessories
35,000.00
32,169.11
(20,000.00)
100-4-042300-6041
Packer Body Repairs
21,000.00
15,886.17
(10,000.00)
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3.3.a
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Unspent
Proposed
FY18 Budget
As of 01/31
Reduction
100-4-042400-6032
Engine Accessories
15,000.00
13,780.01
(10,000.00)
100-4-042400-6038
Hydraulic Parts & Accessories
15,000.00
11,875.68
(5,000.00)
100-4-042400-6044
Welding Supplies
6,000.00
5,394.27
(2,000.00)
Building & Grounds:
100-4-043100-6003
Furniture & Fixtures
1,500.00
1,500.00
(1,500.00)
100-4-043100-60071
Historical Location Maintenance
2,500.00
2,500.00
(2,500.00)
100-4-043100-6037
Paints -Buildings
2,500.00
2,500.00
(2,500.00)
100-4-043100-6048
Road Sign Material
15,000.00
14,191.70
(5,000.00)
Recreation:
100-4-071100-5656
Marketing
5,000.00
1,942.35
(1,000.00)
100-4-071100-5696
Recreational Fees
55,000.00
29,278.91
(5,000.00)
100-4-071100-8102
Capital Outlay -Equipment
7,000.00
4,363.03
(2,500.00)
$ 1,067,000.00
751,759.57
(396,800.00)
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3.4
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Update on Purchase of Landfill Equipment and Future Landfill Costs -
Richard Hicks
Staff Contact(s):
Richard Hicks
Agenda Date:
February 20, 2018
Item Number:
1 3.4
Attachment(s):
landfill update
Reviewed By:
Staff has spent the past few weeks trying to determine the best option for purchasing the equipment
necessary for the landfill; and has met with some local citizens who are in the heavy construction business; a
private operator of a landfill; and sought their input on how to meet the County's needs. Staff will provide
the Board of Supervisors with an update.
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4.1
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Finalize Bylaw Revisions and Authorize Public Hearing at March Board
Meeting to Implement Same - Vaden Hunt
Staff Contact(s):
Vaden Hunt
Agenda Date:
February 20, 2018
Item Number:
1 4.1
Attachment(s):
revisedbosbylaws2017 (4)
Reviewed By:
SUMMARY:
At their last meeting on January 29, 2018, the Legislative Committee recommended the attached
potential revisions to the Board of Supervisors' (the "Board") Bylaws. The LC asked for full
Board input to finalize the following three (3) Board Bylaw issues before advertising the same
for implementation:
(1) Section 2.21: potentially having a standing Closed Session meeting (typically for
Economic Development matters; as needed) from 3:00 PM — 4:00 PM before
Work Session;
(2) Section 2.5: potentially allowing the addition of agenda items the day of meeting
if a majority of Board members in attendance agree to add said item(s); and
(3) Section 2.10: potentially capping the total Hearing of the Citizens time at forty-
five (45) minutes.
FINANCIAL IMPACT AND FUNDING SOURCE:
N/A
RECOMMENDATION:
County Staff recommends the Board finalize the potential revisions to the Board's Bylaws, and
recommends action at the Business Meeting to authorize the advertising of a public hearing to
potentially adopt said revisions at the March 20, 2018 Board of Supervisors' Business Meeting.
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BY-LAWS AND -RULES OF PROCEDURE, AND STANDARD&OF
COST
OF THE PITTSYLVANIA COUNTY BOARD OF SUPERVISORS OF
PITTvVaVANIrrCOUNTY. VRGMIA
(B.S.M. 2/02/04, 4/15/08, 2/02/09, 2/01/10, 4/20/10, 9/20/11, 6/19/12, 2/4/13, 7/01/13, 10/06/14,
I 11/03/14, 6/06/16, 2/6/17, insert new revision date)
PurposeBR�ASE
To establish and set forth certain rules to provide for the orderly conduct of Pittsylvania County,
Vireinia ("County_") business, to prescribe the manner and procedure by which the Pittsylvania
County Board of Supervisors ("Board of Supervisors") shall conduct matters of business, and to
provide for the efficient handling thereof.
I GeneralFAFAb4b:
The term "Board of Supervisors" shall also be understood to mean "the Board" wherein it
appears.
I ARTICLE 1. Board Election, Composition, and Function-o€4heA3~d.
1,1, The Board shall be composed of seven (7) members who shall be elected by the qualified
voters of the County; one (1) member shall be elected from each of the seven (7) election
districts. Pursuant to § 24.2-219, of the Code of Virginia, 1950, as amended, beginning with the
November 2015 General Election, the Pittsyl aii:a Count Board of Supervisors shall be elected
to staggered terms as follows:- the voters in the Banister, Callands-Gretna, and Dan River
Election Districts shall elect a member of the Board of Supervisors for a twos -year term, and
the voters in the Chatham -Blairs, Staunton River, Tunstall, and Westover Election Districts shall
elect a member of the Board of Supervisors for a fours -year term. At the November 2017
General Election, the voters in the three (3) Election Districts in which a Supervisor was elected
for a twos --year term shall elect a Supervisor for a fours -year term, and thereafter elections
for all Supervisors will be held on a biennial basis for fours -year terms.
1.2. At the regular meeting of the Board in January each year(the "Reoreanizational Meeting"),
or at any other time as determined by a majority of the Board, there shall be elected a Chairman
to serve for a period of one (1) year expiring on December 31 st, or until replaced by the Board
membership. _The County Administrator, serving as temporary Chairman, shall take
nominations._ Nominations require a second, and the vote will be taken in the order the
nominations are made. A majority vote is required; a majority shall mean four (4) votes. It shall
be the Chairman's duty to preside at all Board meetings, and to maintain the orderly conduct
thereof_, and r::le an all matters Of -a-r...,.o..t.._,. ^ eedUFe -He/She shall sign all voucher
warrants of the County; and when the Board is not in session, he/she shall provide policy
guidance to the County Administrator and the County Attorney. The Chairman shall continue to
be a voting member of the Board. The Chairman, with guidance from County Staff and
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consultation with the other Board Members, shall also have the ability to authorize the
advertisement and conducting of public hearings.
1.3. The Board shall also elect a Vice -Chairman to serve a concurrent term with the Chairman.
In absence or incapacity of the Chairman, the Vice -Chairman shall assume all the duties and
functions of the Chairman. _In the case where the Chairman and Vice_ Chairman are absent from
a meeting, the remaining members present shall choose one hof their number as temporary
Chairman.
1.4. The Board shall have both administrative and legislative responsibilities, some of which
shall be discharged in their role as governing body and some of which they derive as an
administrative political subdivision of the Commonwealth. _The powers and duties of the Board
shall include, but not be limited to, the following: _preparation and adoption of the County
Budget, levying of taxes, appropriating funds, constructing and maintaining County buildings,
making and enforcing ordinances, providing for the general health safety and welfare of the
public, and generally exercising all other powers and functions normally attributed to
government and permitted by the Laws of the Commonwealth.
ARTICLE Il. Meetings.
2.1. Regular Meetings
The Board shall meet regularly on the third Tuesday of each month at 3:00 p.m. (if needed) for
Closed Session items in the County Administration Building, Conference Room #l, at 4:00 p.m.
for a Work Session at 430 in the County Administration Building, Win Conference Room #Is
and at 7:00 —p.m. for a Business Meeting in the Pittsylvania County General District
6urtroomivxn for the purpose of discharging their administrative and legislative
responsibilities.
2.2. Parliamentary Procedure
All such meetings shall be open to the public and shall be conducted in an orderly fashion with
the most recent edition of LRobert's Rules of Order" - wdified-b Stat T being used as the
parliamentary procedure.
2.3. Sergeant of Arms
The Sheriff of the County, or his designee, shall act as "Sergeant of Arms" at all meetings of the
Board and shall, when so directed by the Chairman, with reasonable justification, expel any
person or persons from such meetings.
2.4. Meeting Seating
For the purpose of address and order, the Board andCoun -ks, Staff shall sit in front of the
"public rail" in the Courtroom, and all other persons shall sit behind the "public rail." The
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Chairman shall sit in the middle of the dais, and all other seats shall be selected by Board
Members based on longevity of Board membership,
2.5. Agendas
Agendas shall be prepared by the Board's staff and used at all meetings. _All items requested to
be placed on the agenda shall be submitted in writing to the Clerk, or his/her desi ng ee -Geunty
A dm bn mstrnter five ten (103) working days before the meeting; however, members of the Board
of Supervisors may make oral requests. Any items received after that time shall appear on the
next regular meeting agenda, unless a majority all the Board -are -present and by a
una»imeas-vote to place such items onupen the current gendakvmj.
2.6. Meeting Order
The meetingorder 6Fdef of business at -all FegUlaf fneet:flgS 44we reular Board meetings
shall be as follows_:- No ndditisnAl mtpms of busine..s shall be , ..idered altar two agenda is
The order for all regular Closed Session Meetings of the Board shall be as follows:
Closed Session Meeting Order (if needed)
Call to Order (3:00 p.m.; County Administration Building; Conference Room #1)
Roll Call
Agenda Items to be Added
Approval of Agenda
Closed Session Motion(s) & Enter Closed Session
Return to Open Session & Closed Session Certification
Adiourment
The order for all regular Work Sessions of the Board shall be as follows:
Work Session Meeting Order:
Call to Order (4:030 p.m.; County Administration Building;--main-Conference Room
Roll Call
Agenda Items to be Added to 4:30 ^ ^� a
Approval of ^r4: . . Agenda
Presentations
Staff, Committee, and/or Constitutional Officer Reports
Business Meeting Discussion Items
Adioummentl-esesste a p.
The meeting order for all regular Business Meetings of the Board shall be as follows:
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a
Business Meeting Order:
Call to Ordering (7:00 p.m.; Pittsylvania County General District Courtroom)
Roll Call
Moment of Silence
Pledge of Allegiance
A_genda,Items to be Added to 7:00Y.nrAgenda
Approval of Agenda
Consent Agenda
Presentations/Recd Ignitions
Hearing of the Citizens
Public Hearings (i f any)
Unfinished Business
New Business
Appointments
Matters from Work Session
Bets- ; o.:rBoard Member Reportss
County Administrator Reports
Adjournment
2.7. Presentations
All presentations to the Board shall normally be limited to a maximum of no n en (10)
minutes_, exeept as herein provided.
2.8. Recognitions
The particular method of recognition (i.e., Certificate, Resolution, and/or plaque) shall be
governed by the Pittsylvania County Board of Supervisors Policy on Recognitions formally
adopted on January 19, 2016, and made a part hereof.
2.98. Public Hhearings
All Public Hearings on Business Meetings shall be conducted as follows_:and any person -;o shi*g
t...ddpesq the Board shell do so :n this manae«
Each person addressing the Board under a Public Hearing shall step up, give his/her name and
district, or his/her lace of residency for non -County citizens, in an audible tone of voice for the
record, and unless further time is granted by the Chairman, shall limit his/her address to three (3)
minutes; speakers for a group shall be limited to ten (10) minutes. Speakers shall conclude their
remarks at that time, unless the consent of the Board is affirmatively given to extend the speakers
allotted time. A o person shall be pe.. .hied to address the An -Fir! ..e than enee n the same
subject in any a (1) meeting, ,. hot m also address the Board- a a than a (1)
subject All remarks shall be addressed to the Board as a body and not to any individual member
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thereof. -No person, other than the Board and the person having the floor, shall be permitted to
enter into any discussion, either directly or indirectly or through a member of the Board, without
first being recognized by the Chairman. _No question shall be asked a Board member except
through the Chairman.
2.1084. Hearing of the Citizens
All Hearing of the Citizens on Business Meetings shall be conducted as follows:shall be
identified an the agenda of regular meetings of the ROW of C....,....,ise«..
Each person addressing the Board under Hearing of the Citizens shall be a resident or land owner
of Pittsylvania County, or the registered agent of such resident or land owner. Each person shall
step up, give his/her name and district in an audible tone of voice for the record, and unless
further time is granted by the Chairman, shall limit his/her address to three (3) minutes. No
person shall be permitted to address the Board more than once during Hearing of the Citizens.
SpeakeFs shall eanelude their Feffladis eA that tinie, unlemqq the ennqent of the Board is,
a ffi.inu.= ely given to extend the speaker' ..11,.••,.,1 time. -.--All remarks shall be addressed to the
Board as a body and not to any individual member thereof. Hearing of the Citizens shall last for
a maximum of forty-five (45) minutes. Any individual that is signed up to speak during said
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the B...,«.J without F.«..t being reeognized l., he /'L...:«........ NO m
esti... shall be asked a Be..«.l .^ .. he« except tl.«..ugh h /'4.e:.....,,.. V
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2.115. Special Meetings v
The Board may from time -to -time hold special, called adjourned, and/or -informational meetings N
in accordance with the Llaws of the Commonwealth. 3
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2.10. Motions/Resolutions H
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Each oral Mmotion or Rresolution shall be recorded by the taken-dewn-)y-the-Deputy,-Cler-I,,er
0"4.^rand may be -read back to the whole Board by the Deputy Clerk, if so requested, -ep4he
Any -vote is taken.
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2.124-. Mattes ^ e^tea 1.. a., Board Member Reports s
U
N
Board Member Reports shall be are—teneia#b—used for individual Board members to share a
information with other members of the Board and the public. No action may take place during
Board Member Reports. Prior 4a the agenda being prepared, a member of the Board ma�, eaRtaet
2.132. Closed Meetings
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Closed Meetings of the Board shall be requested in the same manner as prescribed in Section 2.5,
or added as allowed by the Virginia Freedom of Information Act.^^ ^' ^^ '^ ^ ^-�
rules e ied by a majerity of the BOOM; provided all Beard members a pfesent.
2.143. Quorum and Method of Voting
At any Board meeting a majority of the Ssupervisors shall constitute a quorum. All questions
submitted to the Board for decision shall be determined by a viva voce vote or aonroved
electronic voting method of a majority of the Board supervisers-voting on any such question,
unless otherwise provided by law. The name of each Mntember voting and how he/she voted
must be recorded._ The Board-of-Sopepfsers-has elected not to have a tie breaker as provided for
by the Code of Virginia, and a tie vote on any M+notion shall be considered defeated as provided
for in Section 15.2-1420, of the Code of Virginia, 1950, as amended.
Each Board Mrnember present when a question is put shall vote "yes" or "no." _No Board
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Member shall be excused from voting except on matters involving the consideration of his/her
own official conduct, -or where his/her -own financial interests are involved, or where he may
have a conflict of interest, pursuant to the Virginia State and Local Government Conflict of
Interests Act. (Title 7 7 Chapter 31 of the Code of V:-..:.,:.. Seetion 2.2 3100 1950
2.154. Roll Call Procedur
(1) _The Members of the Board shall either cast votes in Ddistrict order on a rotating basis, or
simultaneously if using an approved electronic voting method.
(2) The Chairman of the Board of Supervisors shall cast the last vote, unless using an approved
electronic voting method.
2.165. Remote Participation in Board Meeting
As authorized by § 2.2-3708.1, ev�'c^-Code of Virginia, 1950, as amended, the Board of
Supervisors of Pittsylvania County, Virginia, shall allow the participation of members of the
Board in a meeting through electronic communication means from a remote location that is not
open to the public subject to complying with all parts of the following written policy:
1. On or before the day of a meeting, the Supervisor shall notify the Board Chairman that the
Supervisor is unable to attend the meeting due a personal matter and the
Supervisor shall identify with specificity the nature of the emergency-eFpersonal matter, or the
Supervisor shall notify the Board Chairman that the Supervisor is unable to attend a meeting due
to a temporary or permanent disability or other medical condition that prevents the Supervisor's
physical attendance. The Board shall record the specific nature of the emeFgenoy,—personal
matter_, -or fact of temporary or permanent disability, and the remote location from which the
absent Supervisor participated in its minutes.
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2. _If the absent Supervisor's remote participation is disapproved, because such participation
would violate the strict and uniform application of this written policy, such disapproval shall be
recorded in the Board's minutes.
3. _Such participation by the absent Supervisor shall be limited in each calendar year to two (2)
meetings., or 25 percent (25,04) of the meetings efthe Beam ., hirlie, e is fewer.
4. _A quorum of the Board shall be physically assembled at the primary or central meeting
location.
5. The Board shall make arrangements for the voice of the absent Supervisor to be heard by all
persons in attendance at the primary or central meeting location.
.r
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against the !`.. «t. Nd appFOVe the Saffle ..I. UPORaSeeftaillifig that fRone)h., be
d.7eet heweye« t,. the provision that the Board a
SkipffViSOFS Ma)' tq deqoFetoRn and judgment, afnend, medi4�,, and alter this requirement to
ffif F requirement of a paftieular pieee of legislation approved by the Beard a
ARTICLE III -V. Board Standing -Committees.
34.1. The Board Standing Committees- ofthe Board shall be as follows:
(a) Finance/Insurance:
-To aid and advise in the preparation on the County Budget and make recommendations
concerning Fiscal Policy.
(b) Personnel
To review policies and practices and make recommendations regarding the same.
(c) Property/Building: To view buildings and grounds and make recommendations regarding the
same.
(d) Legislative Committee
=The Legislative Committee, in collaboration with the County Attorney, shall review, propose
changes, and maintain current revisions to the Board of Supervisors' Bylaws and—Rules of
Order and Standards of Conduct ^F tI Pitt ,a., ,:e Count., Be «, ^r e., e ,: _ • review,
propose changes and maintain current revisions to the Pittsylvania County Board of Supervisors
Policies and Procedures Manual; and review, propose changes, set public hearings for any
proposed changes, and maintain current revisions to the Pittsylvania County Codes and
Complianees•
34.2. At the Board's Reorganizational Meetine, mMembership to the above -committees and
other specified Commitees shall be appointed by the Board Chairman from the membership of
the Board_ and may include ,.:tizen membership.—Anyappointment so made shall be for a
specific term of office as determined by the Chairman.
34.3. The Board may, from time -to -time, direct that the Chairman appoint committees for a
specific purpose with a limited duration.
34.4. The Chairman shall be authorized to temporarily participate, including voting, in any
committee_ Of the o^^«a ^f c....e«.,ise«s for the purpose of creating a quorum and/or taking
action.
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ARTICLE IV. Certain Ordinances and Resolutions to Lie Over.
4-5.1. No Oerdinance or Rresolution imposing taxes or appropriating money from general fund
balances, not included in the adopted budget, in excess of $50,000, shall be passed until after ten
(10) days from the introduction thereof. _This shall not restrict the appropriation of State,
Federal, or other funds not in the current General Fund balances.
ARTICLE VI. Recordation of Ordinances and Resolutions.
56.1. Every Rresolution upon its final passage shall be recorded in a book kept for that purpose,
and shall be authenticated by the signature of the Chairman presiding eff;eeFand the County
Administrator.
56.2. Every Rresolution shall be authenticated and recorded in the same manner as in 57.1 -
above.
56.3. Every Mmotion appropriating funds or adopting an Oerdinance shall be by Rroll Ceall
vote.
56.4. Every Oerdinance passed by the Board of Supervisors shall be incorporated into the
Pittsylvania County Code.
ARTICLE 14-h Standards of Conduet.
P--mamble
The eitizens and businesses of Piasylvania Gatiffty, Virginia, are entitled to have fair, ethieal, and
goveFament, which has eafned the public's full eanfidenee for integFib,. The
eg 3f demeeratie geveMffient requires that public officials, both eleeted and
appointed, eamply;.vith both the leftew and spifit of the 1",s and pelieies affee6ng the operations
n-out. I
..ubli _ ,.ffi_ials be fand fair in their judgment a
aetions; that publip Rfliee he f4 the publie geed, not for personal gain; and that publie
fespeet an it
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ARTICLE VIII. Amendments and Adontions.
68.1. Amendments to these By -Laws -and —Rules of Procedure, may
be made at any meeting of the Bboard by a majority vote of the Board present, after a notice of
intent to amend has been given to each Board member not less than ten (10) days prior to such
meeting, and after a duly advertised and conducted public hearing on said amendment(s).
68.2. Adoption of the By -Laws and Rules of Pprocedures shall be by simple majority vote of the
Board, and shall be in force and effect on the day after their passage.
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Closed Session for Work Session - Vaden Hunt
Staff Contact(s):
Vaden Hunt
Agenda Date:
February 20, 2018
Item Number:
1 4.2
Attachment(s):
Reviewed By:
SUMMARY:
Closed Sessions for the February 20, 2018 Board of Supervisors Work Session:
a) Legal Authority: Virginia Code § 2.2-3711(A)(5)
Subject Matter: Project Solution
Purpose: Discussion of performance agreement
b) Legal Authority: Virginia Code § 2.2-3711(A)(5)
Subject Matter: Project Solution
Purpose: Discussion of performance agreement
c) Virginia code 2.2-371l(A)(1)
County Administrator
Discussion of Job Performance
CERTIFICATION:
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CERTIFY CLOSED MEETING
BE IT RESOLVED that at the Work Session of the Pittsylvania County Board of
Supervisors on Tuesday, February 20, 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 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 Code,
he shall so state prior to the vote indicating the substance of the departure. The statement shall
be recorded in the minutes of the Board.
Tim R. Barber
Ben L. Farmer
Vote
Yes/No/Absent/Abstain
Yes/No/Absent/Abstain
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Elton W. Blackstock
Joe B. Davis
Ronald S. Scearce
Robert W. Warren
Charles H. Miller, Jr.
Yes/No/Absent/Abstain
Yes/No/Absent/Abstain
Yes/No/Absent/Abstain
Yes/No/Absent/Abstain
Yes/No/Absent/Abstain
4.2
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