The URL can be used to link to this page

06-19-2018 Business Meeting PKT BOARD OF SUPERVISORS BUSINESS MEETING Tuesday, June 19, 2018 – 7:00 PM Pittsylvania County General District Courtroom Edwin R. Shields Courthouse Addition, 11 Bank Street Chatham, Virginia 24531 AGENDA 1. CALL TO ORDER (7:00 PM) 2. ROLL CALL 3. MOMENT OF SILENCE 4. PLEDGE OF ALLEGIANCE 5. AGENDA ITEMS TO BE ADDED 6. APPROVAL OF AGENDA 7. CONSENT AGENDA a. Minutes: May 15, 2018, Work Session and Business Meeting; May 21, 2018 Property Building Committee Meeting (Staff Contact: Kaylyn M. McCluster) b. Proclamation: Tyler Jarrett (Staff Contact: Kaylyn M. McCluster) c. Resolution 2018-06-01: VDOT Six-Year Plan (Staff Contact: Gregory L. Sides) d. Resolution 2018-06-02: James E. Davis (Staff Contact: David M. Smitherman); (Presenter: Robert W. Warren) e. Resolution 2018-06-03: Chris C. Slemp; Interim Emergency Services Coodinator (Staff Contact: James E. Davis) f. Livestock Claim (Staff Contact: James E. Davis) g. Community Foundation Grant Request for FIT Testing Machine (Staff Contact: Chris C. Slemp) h. Fire and Rescue Service Agreement Amendment (Staff Contact: Chris C. Slemp) i. EMS Transport Backup Agreements (Staff Contact: Chris C. Slemp) Business Meeting - June 19, 2018 8. PRESENTATIONS 9. HEARING OF THE CITIZENS Each person addressing the Board under Hearing of the Citizens shall be a resident or land owner of the 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. 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 section who does not get the opportunity to do so because of the aforementioned time limit, shall be given speaking priority at the next Board meeting. Absent Chairman’s approval, no person shall be able to speak who has not signed up. 10. PUBLIC HEARINGS A. Rezoning Public Hearings Pursuant to Article V, Division 6, of the Pittsylvania County Zoning Ordinance, the Board of Supervisors have been empowered to hear and decide specific zoning issues and zoning map changes in support of said Ordinance. In accomplishing this important task, the Board is responsible for promoting the health, safety, and general public welfare of the citizens of Pittsylvania County. The Board must ensure that all of its decisions and regulations be directed to these goals and that each be consistent with the environment, the comprehensive plan, and in the best interest of Pittsylvania County, its citizens, and its posterity. Case 1: Public Hearing: Rezoning Case R-18-010; Donny W. Hylton & Juanita D. Hylton; Dan River Election District A-1, Agricultural District to R-1, Residential Suburban Subdivision District (Staff Contact: Gregory L. Sides) Case 2: Public Hearing: Rezoning Case R-18-011; David Miller & Diane Miller Chatham-Blairs Election District RC-1, Residential Combined Subdivision District, to A-1, Agricultural District (Staff Contact: Gregory L. Sides) Case 3: Public Hearing: Rezoning Case R-18-012; Bradley Nace Boswell; Callands-Gretna Election District R-1, Residential Suburban Subdivision District, to RC-1, Residential Combined Subdivision District (Staff Contact: Gregory L. Sides) B. Other Public Hearings Each person addressing the Board under a Public Hearing shall step up, give his/her name and district, and/or his/her place 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 Business Meeting - June 19, 2018 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. Absent Chairman’s approval, no person shall be able to speak who has not signed up. 1. Public Hearing: Proposed Amendment to Chapter 6.6-3, Property Exempt by Classification or Designation, of the Pittsylvania County Code, to include tangible personal property owned by the Climax Ruritan Club (Staff Contact: J. Vaden Hunt) 2. Public Hearing: Proposed Amendment to Chapter 6.6-3, Property Exempt by Classification or Designation, of the Pittsylvania County Code, to include tangible personal property owned by the Blue and Gray Education Society (Staff Contact: J. Vaden Hunt) 11. UNFINISHED BUSINESS 12. NEW BUSINESS a. Purchase of Service Weapon (Staff Contact: Sheriff Michael W. Taylor) b. Appropriation of Funds (Staff Contact: Sheriff Michael W. Taylor) c. 9-1-1 Road Name Addition Request (Staff Contact: Chris C. Slemp) d. Cherrystone Creek Dam No. 2A (Roaring Fork Lake) Economic Analysis (Staff Contact: Richard N. Hicks) e. Award of Radio Tower Construction Bids (Staff Contact: Richard N. Hicks) f. Authorize Execution Solid Waste Engineering Services Contracts (Staff Contact: Richard N. Hicks) g. County/School System Chatham Armory Lease (Staff Contact: Richard N. Hicks) 13. APPOINTMENTS a. DSS Board Appointment: Ronald Merricks (Contact: Supervisor Joe B. Davis) b. DSS Appointment: Patricia Evans (Contact: Supervisor Ronald S. Scearce) c. Re-appointment: Public Library Board of Trustees; Janice Fitts (Contact: Supervisor Joe. B. Davis) d. Re-appointment: Public Library Board of Trustees; Portia Fitzger ald (Contact: Supervisor Charles H. Miller, Jr.) e. Public Library Board of Trustees Appointment: Sandra Rinkle (Contact: Supervisor Elton W. Blackstock) f. Tourism Board Appointment: Mary Smith (Contact: Supervisor Ben L. Farmer) 14. MATTERS FROM WORK SESSION (IF ANY) 15. BOARD MEMBER REPORTS 16. COUNTY ADMINISTRATOR REPORTS Business Meeting - June 19, 2018 17. CLOSED SESSION 1. 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. (1) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: County Administrator Purpose: Performance Evaluation 18. RETURN TO OPEN SESSION AND CLOSED SESSION CERTIFICATION 1. Closed Session Certification 19. ADJOURNMENT Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Minutes: May 15, 2018, Work Session and Business Meeting; May 21, 2018 Property Building Committee Meeting (Staff Contact: Kaylyn M. McCluster) Staff Contact(s): Kaylyn M. McCluster Agenda Date: June 19, 2018 Item Number: 7.a Attachment(s): 05-15-2018 WS Meeting Minutes - DRAFT 05-15-2018 BOS Business Meeting Minutes - DRAFT 05-21-2018 Property Building Committee Meeting Minutes - DRAFT Reviewed By: 7.a Packet Pg. 5 May 15, 2018 Work Session Pittsylvania County Board of Supervisors Work Session May 15, 2018 VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors was held on May 15, 2018 in the Main Conference Room, County Administration Building, Chatham, Virginia. Chairman - Chatham-Blairs District Robert "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 4:09 PM Joe Davis Vice Chair - Dan River District Present 4:19 PM Tim R. Barber Supervisor - Tunstall District Present 4:25 PM Elton W. Blackstock Supervisor - Staunton River District Present 4:12 PM Ronald Scearce Supervisor - Westover District Present 4:03 PM Charles Miller Supervisor - Banister District Present 4:10 PM Ben Farmer Supervisor - Callands-Gretna District Present 4:12 PM Also in attendance were Mr. David M. Smitherman, County Administrator/Clerk of the Board; Mr. J. Vaden Hunt Esq., County Attorney; Mr. Greg L. Sides, Assistant County Administrator for Planning & Administration; Mr. Richard Hicks, Assistant County Administrator for Operations; Mrs. Kimberly Van Der Hyde, Director of Finance; the Honorable Mike Taylor, Sheriff; the Honorable Vincent Shorter, Treasurer; Mrs. Cheryl Boswell, CSA Coordinator; Connie Gibson, Purchasing Manager; Linda Mills, Grants Administrator; Dr. Joey Faucette, Life Coach; Mr. Gary Poindexter, Mayor of Hurt; Mrs. Kaylyn McCluster, Deputy Clerk; and Mrs. Hollye Keesee, Executive Assistant. AGENDA ITEMS TO BE ADDED 7a School Resource Officer Grant Application RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ben Farmer, Supervisor - Callands-Gretna District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer APPROVAL OF AGENDA RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ronald Scearce, Supervisor - Westover District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer PRESENTATIONS 7.a.a Packet Pg. 6 Attachment: 05-15-2018 WS Meeting Minutes - DRAFT (1229 : Minutes) Board of Supervisors May 15, 2018 Work Session 1. Proposed CDBG Project (Staff Contact: Gregory L. Sides); (Presenters: J. Saunders/C. Stovall (PCCA)); (10 minutes) Mr. John Saunders and Mr. Cedric Stovall were present to discuss a proposed Community Development Block Grant project in the Gunn-Garland Road Community in Pittsylvania County. 2. CSA Consultant Report (Staff Contact: Richard N. Hicks); (Presenter: Gail Ledford); (20 minutes) Ms. Gail Ledford was present and gave the Board of Supervisors the draft report from their assessment of the County's CSA system. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Legislative Committee Report (Staff Contact: J. Vaden Hunt); (5 minutes) Mr. Blackstock stated that he likes Option B for county-owned equipment policy. Mr. Hunt asked if the consensus of the Board was to go with Option B. Mr. Warren stated his worries about security issues when these items are allowed to be bought by employees, which is why he supports Option B. Mr. Smitherman asked if this needed to be added to personnel policy and Mr. Hunt suggested to take a look at it and bring it back to the Board for their approval once it is finalized. b. Solid Waste Committee Report (Staff Contact: Richard N. Hicks); (5 minutes) Mr. Blackstock stated that people who run compactor sites every day were opposed to the 7 am - 7 pm closing. In Motley when gates were locked at night people pulled up and dropped trash off at gate. Mr. Blackstock suggested speaking with site operators for feedback on closing hours. Mr. Barber asked if someone dropped trash at the site could they be fined Sheriff Taylor confirmed that it is a misdemeanor, but they would have to be identified. c. EMS Transport Update (Staff Contact: Chris C. Slemp); (5 minutes) Mr. Slemp was present to give an update on EMS. d. Other Reports Mr. Smitherman gave a quick overview of the Treasurer's report. BUSINESS MEETING DISCUSSION ITEMS School Resource Officer Grant Applications Mr. Smitherman stated that this item will be added under new business at tonight's Business Meeting. Mr. Smitherman received a request to submit a grant application for School Resource Officers that will go to four (4) Elementary Schools; Brosville, Chatham, Mt. Airy, and Twin Springs. He stated that at the Business Meeting they will have to either approve or deny the local match of approximately $61,000 for each of the next four (4) years to pay for those four (4) School Resource Officers. Mr. Blackstock stated that in light of the school situations, we are all concerned about school safety but he also suggested to be creative and find ways to fund with existing line item money. Mr. Davis asked Sheriff Taylor what would happen if the County were 7.a.a Packet Pg. 7 Attachment: 05-15-2018 WS Meeting Minutes - DRAFT (1229 : Minutes) Board of Supervisors May 15, 2018 Work Session to look at private security firms where there are special operators. Sheriff Taylor stated that all the School Resource Officer positions now have been absorbed by the County, which means that they would all be put back on the roads and other places throughout the County. Mr. Blackstock stated that they would have to go to a special training in order to carry a weapon. Mr. Warren asked would this make it more difficult to have deputies to service the road and could the grant funds be used in that capacity such as e-rip, where retired officers come back and do this type of work. EXECUTIVE TRAINING SESSION (5:30 PM - 6:30 PM) 1. Dr. Faucette; Board of Supervisors Executive Training Session (Staff Contact: David M. Smitherman); (Presenter: Dr. Faucette); (1 hour) Dr. Joey Faucette was present for the second of four (4) training sessions for the Board. He presented the results from their retreat which showed the strengths and weaknesses. He asked the Board to divide into four (4) groups; strengths, weaknesses, opportunities, and common results, and then come back at the July meeting with some strategic action steps to put into a plan to see how the County builds on the high quality of the schools or how to better maximize the quality of the land use program. ADJOURNMENT (6:30 PM) 7.a.a Packet Pg. 8 Attachment: 05-15-2018 WS Meeting Minutes - DRAFT (1229 : Minutes) May 15, 2018 Business Meeting Pittsylvania County Board of Supervisors Business Meeting May 15, 2018 VIRGINIA: The Business Meeting of the Pittsylvania County Board of Supervisors was held on May 15, 2018 in the Pittsylvania County General District Courtroom, Edwin R. Shields Courthouse Addition, Chatham, Virginia. Chairman - Chatham-Blairs District Robert "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 "Bob" Warren Chairman - Chatham-Blairs District Present 6:57 PM Joe Davis Vice Chair - Dan River District Present 6:52 PM Tim R. Barber Supervisor - Tunstall District Present 6:50 PM Elton W. Blackstock Supervisor - Staunton River District Present 6:55 PM Ronald Scearce Supervisor - Westover District Present 6:57 PM Charles Miller Supervisor - Banister District Present 6:53 PM Ben Farmer Supervisor - Callands-Gretna District Present 6:50 PM Mr. David M. Smitherman, County Administrator/Clerk of the Board; Mr. J. Vaden Hunt Esq., County Attorney; Mr. Greg L. Sides, Assistant County Administrator for Planning & Administration; Mr. Richard Hicks, Assistant County Administrator for Operations; Mrs. Kimberly Van Der Hyde, Director of Finance; Mrs. Kaylyn McCluster, Deputy Clerk; and Mrs. Hollye Keesee, Executive Assistant; were also present. AGENDA ITEMS TO BE ADDED School Resource Officer Grant Applications to New Business RESULT: ADOPTED [UNANIMOUS] MOVER: Ronald Scearce, Supervisor - Westover District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer APPROVAL OF AGENDA RESULT: ADOPTED [UNANIMOUS] MOVER: Charles Miller, Supervisor - Banister District SECONDER: Joe Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer CONSENT AGENDA 7.a.b Packet Pg. 9 Attachment: 05-15-2018 BOS Business Meeting Minutes - DRAFT (1229 : Minutes) Board of Supervisors May 15, 2018 Business Meeting RESULT: ADOPTED [UNANIMOUS] MOVER: Joe Davis, Vice Chair - Dan River District SECONDER: Ronald Scearce, Supervisor - Westover District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer a. Minutes: April 17, 2018, Work Session and Business Meeting; May 8, 2018 Legislative Committee Meeting; May 10, 2018, Solid Waste Committee Meeting (Staff Contact: Kaylyn M. McCluster) b. Proclamation: Business Appreciation Week (June 4-8, 2018); (Staff Contact: Matthew D. Rowe); (Attending to accept will be: Paul Irwin, Chair, Danville Pittsylvania County Chamber of Commerce; Chatham First Representative, Alisa Davis; Gretna Merchants' Association Representative, Diana Burkholder; and Gary Poindexter, Mayor, Town of Hurt) c. Proclamation: National Dairy Month; June (Staff Contact: Kaylyn M. McCluster) d. Resolution 2018-05-02: Ringgold Industrial Parkway and Kentuck Road Intersection Improvement (Staff Contact: Matthew D. Rowe) e. Resolution 2018-05-03: County EMS License (Staff Contact: Chris C. Slemp) f. JT Minnie Maude Trust Application Authorization (Staff Contact: Chris C. Slemp) g. Proposed Memo of Understanding (PIO); (Staff Contact: Jim E. Davis) h. Contract for Medical Services for Jail (Staff Contact: Richard N. Hicks) i. Vehicle Maintenance and Repair Contract (Staff Contact: Richard N. Hicks) j. Bulldozer Purchase (Staff Contact: Richard N. Hicks) k. Fire and EMS Department Services MOA (Staff Contact: Chris C. Slemp) l. Amthor Revised Performance Agreement (Staff Contact: Matthew D. Rowe) BRIEF RECESS 1. Take a brief recess The Board entered into a brief recess at 7:13 PM and returned to open session at 7:18 PM. RESULT: APPROVED [6 TO 0] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ben Farmer, Supervisor - Callands-Gretna District AYES: Warren, Davis, Barber, Blackstock, Scearce, Farmer AWAY: Miller MOTION TO RECONSIDER CONSENT AGENDA VOTE 1. Motion to reconsider consent agenda vote and move items 7i Courthouse Janitorial Services, and 7j Lawn Maintenance, to New Business 7.a.b Packet Pg. 10 Attachment: 05-15-2018 BOS Business Meeting Minutes - DRAFT (1229 : Minutes) Board of Supervisors May 15, 2018 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ben Farmer, Supervisor - Callands-Gretna District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer PRESENTATIONS 1. Amthor Expansion Update (Staff Contact: Matthew D. Rowe); (Presenter: Brian Amthor) Mr. Matt Rowe addressed Amthor's Revised Performance Agreement that was on the Consent Agenda and Brian Amthor was present and explained that things happen, but they are still planning to implement new jobs. Amthor has contracted with Blair Construction to do some renovations to their office spaces and to the parking. Mr. Amthor stated that they had recently partnered with a company in Iraq and are excited to be bringing money back into the County. HEARING OF THE CITIZENS Mr. Warren opened the Hearing of the Citizens at 7:30 PM. The first signed up to speak was Mr. Michael Yates from the Tunstall District. Mr. Yates was there to represent the Tunstall Middle School Booster Club and voicing that they are having issues with Mr. Mark Moore from Parks and Recreation. Mr. Ryan Allen from the Tunstall District spoke about the Youth Sports Program in the Tunstall area and also voiced his issues with Mr. Mark Moore. Mr. Richard Shumate from the Westover District spoke next and started with prayer. He stated his concerns about the meetings being changed to twice a month and said that it cut the citizens speaking time in half going to once a month. Mr. Warren closed the Hearing of the Citizens at 7:39 PM. PUBLIC HEARINGS Rezoning Public Hearings Case 1: Public Hearing: Rezoning Case R-18-008; Richard Adam Gillespie; Dan River Election District; R-1, Residential Suburban Subdivision District to A-1, Agricultural District (Staff Contact: Gregory L. Sides) Mr. Warren opened the Public Hearing at 7:39 PM . No one signed up to speak and the Public Hearing was closed at 7:42 PM. RESULT: APPROVED [UNANIMOUS] MOVER: Joe Davis, Vice Chair - Dan River District SECONDER: Charles Miller, Supervisor - Banister District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer Case 2: Public Hearing: Rezoning Case R-18-009; Jo Ann Pyles; Banister Election District R- 1, Residential Suburban Subdivision District to RMF, Residential Multi-Family District (Staff Contact: Gregory L. Sides) 7.a.b Packet Pg. 11 Attachment: 05-15-2018 BOS Business Meeting Minutes - DRAFT (1229 : Minutes) Board of Supervisors May 15, 2018 Business Meeting Mr. Warren opened the Public Hearing at 7:42 PM. Ms. Pyles was in attendance to represent the petition. No one signed up to speak and the Public Hearing was closed at 7:44 PM. RESULT: APPROVED [UNANIMOUS] MOVER: Charles Miller, Supervisor - Banister District SECONDER: Joe Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer Other Public Hearings 1. Public Hearing: VDOT Secondary Six-Year Improvement Plan (Staff Contact: Gregory L. Sides); (Presenter: Joseph A. Craddock, VDOT) Mr. Warren opened the Public Hearing at 7:45 PM. Mr. Craddock spoke on the Secondary Six- Year Improvement Plan. Mr. Chris Shrewsbury from 199 Doe View Lane in the Tunstall District spoke on the horrible conditions of his road and voiced his wishes for this road to become part of the six year plan. Ms. Lisa Phelps from Whitetail Avenue in the Tunstall District also spoke on the same area and the 30 houses that are on that road and how terrible it is. She stated that she has to take her kids to top of road to catch bus due to the road conditions. Ms. Marilyn Matherly from Whitetail Avenue in the Tunstall District spoke on the same road and its conditions. Ms. Lois Tickle of Doe View Lane in the Tunstall District also stated that there were 30 houses with multiple families that live on this road and that you could lose your car in the potholes. She stated that they had been trying for 20 years to get on the list to get their road paved. Mr. David Vaden of Whitetail Avenue in the Tunstall District spoke on the same area and talked about how bad the pot holes are. Mr. Charles Easeman from the same community in the Tunstall District spoke about the potholes and stated that rescue responders would have trouble getting down the road if there were an emergency. Mr. Jerry Anderson of Whitetail Avenue in the Tunstall District voiced his concerns about the same area. Mr. Richard Shumate had signed up to speak but yielded his time. Ms. Donna Smith of Whitetail Avenue in the Tunstall District voiced her concerns for the same road. Ms. Kim Stallings of Whitetail Avenue in the Tunstall District stated that last year the people who live on that road wondered how their kids would get to school and how they would get to work. She asked for the road to at least be state maintained with gravel. Mr. Warren closed the Public Hearing at 8:03 PM. RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Joe Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer 2. Public Hearing: Revisions to Chapter 9 (Vehicle License) of the Pittsylvania County Code (Staff Contact: J. Vaden Hunt) Mr. Warren opened the Public Hearing at 8:12 PM. Mr. Richard Shumate from the Westover District stated his concerns about everything due at one time and taxes being "doubled." He also suggested monthly billing. Mr. Warren closed the Public Hearing at 8:16 PM. 7.a.b Packet Pg. 12 Attachment: 05-15-2018 BOS Business Meeting Minutes - DRAFT (1229 : Minutes) Board of Supervisors May 15, 2018 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Ronald Scearce, Supervisor - Westover District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer 3. Public Hearing: Revisions to Chapter 17 (Solid Waste Disposal) of the Pittsylvania County Code (Staff Contact: J. Vaden Hunt) Mr. Warren opened the Public Hearing at 8:17 PM. Mr. Shumate from the Westover District expressed his concerns about the solid waste fee. Mr. Warren closed the Public Hearing at 8:22 PM. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald Scearce, Supervisor - Westover District SECONDER: Ben Farmer, Supervisor - Callands-Gretna District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer 4. Public Hearing: Revisions to Chapter 25 (Procurement Policy) of the Pittsylvania County Code (Staff Contact: J. Vaden Hunt) Mr. Warren opened the Public Hearing at 8:23 PM. No one signed up to speak and Mr. Warren closed the Public Hearing at 8:25 PM. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald Scearce, Supervisor - Westover District SECONDER: Joe Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer 5. Public Hearing: Revisions to Pittsylvania County Code Section 36-1 (Assessment for Courthouse Construction, Renovation, or Maintenance) (Staff Contact: J. Vaden Hunt) Mr. Warren opened the Public Hearing at 8:26 PM. Mr. Richard Shumate from the Westover District voiced his concerns about the security at the courthouse complex. Mr. Warren closed the Public Hearing at 8:31 PM. RESULT: APPROVED [UNANIMOUS] MOVER: Joe Davis, Vice Chair - Dan River District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer 6. Public Hearing: Solid Waste Enterprise Fund Budget Amendment (Staff Contact: Kimberly G. Van Der Hyde) Mr. Warren opened the Public Hearing at 8:33 PM. Mr. Robert Gilbert from the Banister District expressed his concerns about the solid waste fee while still being in support of the Landfill, in addition to raising taxes and the license fee. He thinks that the timing is what is wrong. He also 7.a.b Packet Pg. 13 Attachment: 05-15-2018 BOS Business Meeting Minutes - DRAFT (1229 : Minutes) Board of Supervisors May 15, 2018 Business Meeting stated that he is concerned about what is considered to be the exemptions. Mr. Robert Neal from the Banister District stated his concerns on the fee. Mr. Lewis Dodson was signed up to speak but declined his time. Mr. Richard Shumate was signed up to speak but declined his time. Mr. Gary Poindexter, Town of Hurt Mayor, from the Staunton River District spoke in support of the fee because it is a necessity, but he also voiced his concerns in its implementation. He suggested doing the billing twice a year because the Town of Hurt will be looking into adding a collection fee as well and suggested the County collaborate with the Town to see if they can come up with something to help the citizens of the towns. Mr. Warren closed the Public Hearing at 8:42 PM. Mr. Blackstock stated that he is already hearing concerns from his constituents regarding the Solid Waste Fee, and foresees future conversation about this fee. He stated that he doesn't like it being due around Christmas and feels that it would be better to be billed in two stages. Mr. Barber stated that he did not like this either, but considering the adjustments that were made on the real estate, the fee was the closest they could get for the budget. Mr. Warren stated for the citizens that the reason the fee will be billed in December is because it was impossible, due to technology, for it to be billed in July and December. Mr. Scearce stated that they would be advertising as quickly as possible for citizens to start the exemption process, and they do not have to wait until December to file for the exemption. RESULT: APPROVED [6 TO 1] MOVER: Ronald Scearce, Supervisor - Westover District SECONDER: Ben Farmer, Supervisor - Callands-Gretna District AYES: Warren, Davis, Barber, Blackstock, Scearce, Farmer NAYS: Miller UNFINISHED BUSINESS NEW BUSINESS a. Letter of Agreement: Tobacco Grant; Cane Creek Centre Shell Building (Staff Contact: Gregory L. Sides) RESULT: APPROVED [UNANIMOUS] MOVER: Joe Davis, Vice Chair - Dan River District SECONDER: Ronald Scearce, Supervisor - Westover District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer b. Letter of Agreement: Tobacco Grant; Shell Building for Project Apple (Staff Contact: Gregory L. Sides) RESULT: APPROVED [UNANIMOUS] MOVER: Ronald Scearce, Supervisor - Westover District SECONDER: Joe Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer c. School Resource Officer Grant Applications 7.a.b Packet Pg. 14 Attachment: 05-15-2018 BOS Business Meeting Minutes - DRAFT (1229 : Minutes) Board of Supervisors May 15, 2018 Business Meeting Mr. Smitherman stated that he received a request to submit a grant to the State for four (4) school resource officers for Elementary Schools. This does require a local match of approximately $61,000 per year for the first four (4) years. The fifth year would become one hundred percent County cost at approximately $220,000. Mr. Blackstock stated that this was discussed in the Work Session and that it was asked that the school system and the County would look for ways to save this cost in the future. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald Scearce, Supervisor - Westover District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer d. Award of Bid on Courthouse Janitorial Services (Staff Contact: Richard N. Hicks) Mr. Blackstock asked that this item be removed from consent and wants the Board to understand the ramifications of going to private contracts, which could cause employees to lose their jobs. He wants more discussion about the matter. Mr. Warren stated that he wanted to make it clear that it is a very hard decision to make for the budget season, but from attending all of the citizen input meetings, they heard most of them echo the same things; which is to be held accountable for the spending. RESULT: APPROVED [6 TO 1] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Joe Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Scearce, Miller, Farmer NAYS: Blackstock e. Award of Bids for Lawn Maintenance (Staff Contact: Richard N. Hicks) Mr. Hicks stated that the County received bids to take care of all lawn maintenance of all the County facilities. The low bid came in from Crider Contracting LLC. There would be a savings of about $14,500 per year if these services were contracted out. Mr. Blackstock asked if this was a part time position, and Mr. Hicks said that it would affect one full time and one part time employee. Mr. Blackstock stated that before these items get to the Board packet, they need to be discussed first. He believes that in some cases they are warranted but wants there to be discussion before they are pushed through on the Consent Agenda. RESULT: APPROVED [5 TO 2] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ronald Scearce, Supervisor - Westover District AYES: Warren, Davis, Scearce, Miller, Farmer NAYS: Barber, Blackstock APPOINTMENTS a. 1137 : Appointment to CPMT; Richard Hicks 7.a.b Packet Pg. 15 Attachment: 05-15-2018 BOS Business Meeting Minutes - DRAFT (1229 : Minutes) Board of Supervisors May 15, 2018 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ben Farmer, Supervisor - Callands-Gretna District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer b. 1148 : Appointment; IALR Board of Trustees; Joyce Wright RESULT: APPROVED [UNANIMOUS] MOVER: Tim R. Barber, Supervisor - Tunstall District SECONDER: Joe Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer MATTERS FROM WORK SESSION (IF ANY) a. Gunn Garland CDBG Application (Staff Contact: Gregory L. Sides) Mr. Sides stated that this topic was thoroughly discussed during the Work Session and i s requesting for the Board to authorize submission of the planning grant. RESULT: APPROVED [UNANIMOUS] MOVER: Joe Davis, Vice Chair - Dan River District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer BOARD MEMBER REPORTS Mr. Farmer stated that this Saturday the Town of Gretna will be hosting a cruise in. Mr. Warren congratulated Chatham Hall as being recognized for their beautiful campus and he also congratulated the career and technical students on the precision machine program at the local, state, and national level; and also congratulated Mr. Roy Byrd on his retirement. COUNTY ADMINISTRATOR REPORTS Mr. Smitherman congratulated Mr. Jim Davis on his retirement. He also spoke on the dog park sign being installed at the Pet Center and stated that it was completely privately funded. CLOSED SESSION Motion made by Mr. Davis, Seconded Dr. Miller, to go into Closed Session, which was unanimously approved by the Board. The Board entered into Closed Session at 9:25 PM. 1. 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) 7.a.b Packet Pg. 16 Attachment: 05-15-2018 BOS Business Meeting Minutes - DRAFT (1229 : Minutes) Board of Supervisors May 15, 2018 Business Meeting 2. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community. (Staff Contact: Matthew D. Rowe) RETURN TO OPEN SESSION AND CLOSED SESSION CERTIFICATION 1. Closed Session Certification The Board returned to open session at 10:09 PM and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on May 15, 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. 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 The following Board of Supervisors Statement was then read: On March 20, 2018, the Pittsylvania County Board of Supervisors (the "Board") conducted a legal Closed Session to discuss issues related to the Pittsylvania County Department of Social Services' employment environment situation (the "DSS situation"). At no time during that Closed Session, in full compliance with the Virginia Freedom of Information Act, did the Board vote on the DSS situation. In fact, to date, the Board has never voted, in Open or Closed Session, on the DSS situation. That being said, the Board and the County Administration take the DSS allegations very seriously and continue to closely monitor the DSS situation. The Board is awaiting the completion of the Virginia Department of Social Services' local assessment, 7.a.b Packet Pg. 17 Attachment: 05-15-2018 BOS Business Meeting Minutes - DRAFT (1229 : Minutes) Board of Supervisors May 15, 2018 Business Meeting anticipated to be completed in mid-June, before determining whether or not to take any appropriate related action. ADJOURNMENT Mr. Warren adjourned the meeting at 10:12 PM. 7.a.b Packet Pg. 18 Attachment: 05-15-2018 BOS Business Meeting Minutes - DRAFT (1229 : Minutes) 1 MINUTES PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PROPERTY/BUILDING COMMITTEE MAIN CONFERENCE ROOM COUNTY ADMINISTRATION BUILDING MONDAY, MAY 21, 2018 5:00 PM The meeting was opened at 5:00 pm by Mr. Joe B. Davis, Chairman of the Property and Building Committee of the Pittsylvania County Board of Supervisors. Present Joe Davis, Chairman, Property and Building Committee, Board of Supervisors Robert Warren, Property and Building Committee, Board of Supervisors Absent Dr. Charles Miller Jr., Property and Building Committee, Board of Supervisors Guests Mr. Ronald S. Scearce, Vice Chairman, Board of Supervisors David Smitherman, County Administrator Richard Hicks, Assistant County Administrator Kaylyn McCluster, Deputy Clerk J. Vaden Hunt Esq., County Attorney Rev. Stone, Gospel Tabernacle Motion was made by Mr. Warren, seconded by Mr. Davis, to approve the agenda. Mr. Hicks introduced Rev. Stone, as he was there to tell the Committee his desires for the ball field in Gretna owned by the Count y. Mr. Stone explained that the people at his Community Center recently started a community effort to clean up the litter on Payne Street, Chaney Lane, and the Northside Drive areas which include the ball field and would like to acquire that property to continue to help citizens throughout the community. Mr. Hicks stated that the County only mows that property maybe once a year and the County is not maintaining it properly. Mr. Warren asked what the last process was when there was property handed over, and Mr. Hunt stated that the property was put on govdeals.com and they were able to go on the website and purchase it from there. Mr. Warren stated that in order to be fair to everyone, he believes that is the avenue that will have to be taken. Mr. Stone asked about the possibility of a lease, due to being financially strapped at the moment and not being able to purchase the property right now. He stated that they would continue to maintain it. Mr. Warren asked Mr. Hunt about drawing up a lease for a couple of years with renewals in the lease stipulating what the 7.a.c Packet Pg. 19 Attachment: 05-21-2018 Property Building Committee Meeting Minutes - DRAFT (1229 : Minutes) 2 property would be used for, such as community activities and County-wide youth. Mr. Hunt stated that he wants to be sure that it allowed under the State Code since it is a religious organization, and that it would also require a Public Hearing. Mr. Hunt agreed to do the research and get back in touch with Rev. Stone. Mr. Hicks stated that the Town of Chatham granted the special use permit for the school system to use the Armory for their Ready for Success program. Mr. Hicks met with Dr. Jones, Superintendent of Pittsylvania County Schools, and he had a fairly extensive list of the repairs needed and the costs. The County is planning to take care of the fire alarms system and modification to the fence. The Sheriff has also agreed to allow the inmates to paint the inside of the building. Mr. Hunt has a meeting scheduled to discuss the financing, but the County will still maintain ownership. Mr. Warren asked about an update on the relief of the CSA burden. Mr. Hunt stated that the CPMT Board has to adopt a Resolution and that has to be placed on the State Board’s OCS meeting. There is no guarantee, but the proper steps are being taken. A motion was made by Mr. Warren, seconded by Mr. Davis, to adjourn at 5:28 pm. 7.a.c Packet Pg. 20 Attachment: 05-21-2018 Property Building Committee Meeting Minutes - DRAFT (1229 : Minutes) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Proclamation: Tyler Jarrett (Staff Contact: Kaylyn M. McCluster) Staff Contact(s): Kaylyn M. McCluster Agenda Date: June 19, 2018 Item Number: 7.b Attachment(s): Reviewed By: SUMMARY: Tyler Jarrett is a Tunstall High School Baseball player who was recently named the Athlete of the Year in Group Three (3) in the State of Virginia. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: Staff recommends the Board of Supervisors approve the attached Proclamation in recognition of Tyler Jarrett’s achievements, and authorize County Staff to forward a copy of said Proclamation to local media. MOTION: “I make a Motion to approve the submitted Proclamation recognizing Tyler Jarrett and all of his achievements, and authorize County Staff to forward said Proclamation to local media.” 7.b Packet Pg. 21 Pittsylvania County Board of Supervisors Proclamation Tyler Jarrett June 19, 2018 WHEREAS: Tyler Jarrett is a 17-year-old male who lives in Pittsylvania County; and WHEREAS, Tyler Jarrett, son of Robert and Connie Jarrett, is a student at Tunstall High School; and WHEREAS, while at Tunstall High School, Jarrett plays Baseball under Coach Barry Shelton; and WHEREAS, Jarrett was named All-Metro in 2016 and All-Piedmont District in 2016 and 2018; and WHEREAS, Jarrett was selected to the West Commonwealth All Star Team in 2016 and 2017; and WHEREAS, Jarrett was named to the All-Conference 30 in 2017; and WHEREAS, Jarrett has earned his four-year letterman and starter on the Varsity Baseball Team and is the 2018 Varsity Baseball Team Captain; and WHEREAS, Jarrett has signed with Cornell University to play Baseball and was recently named the Athlete of the year in the Group Three (3) Division in t he State of Virginia that includes all of the Virginia High School Leagues; and WHEREAS Jarrett has performed admirably throughout his baseball career, bringing recognition not only to himself, but to his family, school, and to Pittsylvania County; then BE IT RESOLVED, that the Pittsylvania County Board of Supervisors expresses its congratulations and admiration to Tyler Jarrett on becoming the Athlete of the Year for the State of Virginia; and BE IT FURTHER RESOLVED that a copy of this proclamation be presented to Tyler Jarrett and made part of the County’s permanent record. Given under my hand this 19th day of June, 2018. 7.b Packet Pg. 22 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Resolution 2018-06-01: VDOT Six-Year Plan (Staff Contact: Gregory L. Sides) Staff Contact(s): Gregory L. Sides Agenda Date: June 19, 2018 Item Number: 7.c Attachment(s): Reviewed By: SUMMARY: Sections 33.2-358 and 33.2-364 of the Code of Virginia, 1950, as amended, provide the opportunity for each County to work with the Virginia Department of Transportation (“VDOT”) in developing the Secondary Six (6) Year Road Plan. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: Staff recommends the Board of Supervisors approve Resolution 2018-06-01, VDOT Secondary Six (6) Year Plan, for FY2019 – FY2024. MOTION: “I make a Motion to approve Resolution 2018-06-01, VDOT Secondary Six (6) Year Plan for FY2019 – FY2024, and authorize the County Administrator to sign any necessary documentation.” 7.c Packet Pg. 23 Pittsylvania County Board of Supervisors RESOLUTION 2018-06-01 At the Business Meeting of the Board of Supervisors of the County of Pittsylvania, held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Tuesday, May 15, 2018 at 7:00 p.m., the following Board members were present: Tim R. Barber Tunstall District Elton W. Blackstock Staunton River District Joe B. Davis Dan River District Ben L. Farmer Callands-Gretna District Dr. Charles H. Miller, Jr. Banister District Ronald S. Scearce Westover District Robert W. Warren Chatham-Blairs District Motion made by Elton W. Blackstock, seconded by Joe B. Davis, and carried by a 7 to 0 vote of the Board of Supervisors: WHEREAS, Sections 33.2-358 and 33.2-364 of the Code of Virginia, 1950, as amended, provides the opportunity for each county to work with the Virginia Department of Transportation in developing the Secondary Six-Year Road Plan; and WHEREAS, this Board has previously agreed to assist in the preparation of this Plan, in accordance with the Virginia Department of Transportation policies and procedures, and participated in a Public Hearing on the proposed Plan (2019 through 2024) on Tuesday, May 15, 2018 after being duly advertised so that all citizens of the County had the opportunity to participate in said hearing and to make comments and recommendations concerning the proposed Plan; and WHEREAS, Joseph Craddock, Assistant Residency Administrator, Virginia Department of Transportation, appeared before the Board and recommended approval of the Six -Year Plan for Secondary Roads (2019 through 2024); then NOW, THEREFORE, BE IT RESOLVED that since said Plan appears to be in the best interests of the Secondary Road System in Pittsylvania County and of the citizens residing on the Secondary System, said Secondary Six -Year Plan (2019 through 2024) is hereby approved as presented at the public hearing. Given under my hand this 19th day of June 2018 ________________________________________ Robert "Bob" Warren, Chairman Pittsylvania County Board of Supervisors 7.c Packet Pg. 24 ________________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors 7.c Packet Pg. 25 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Resolution 2018-06-02: James E. Davis (Staff Contact: David M. Smitherman); (Presenter: Robert W. Warren) Staff Contact(s): David M. Smitherman Agenda Date: June 19, 2018 Item Number: 7.d Attachment(s): Reviewed By: SUMMARY: James E. Davis is retiring June 30, 2018, after 23 years of service, ending a long, prestigious, and honorable career as the Emergency Services Director for Pittsylvania County, Virginia. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the Board of Supervisors approve the submitted Resolution and authorize County Staff to forward it to local media sources. MOTION: “I make a Motion to approve Resolution 2018-06-02 as presented and authorize County Staff to forward said Resolution to local media.” 7.d Packet Pg. 26 Pittsylvania County Board of Supervisors RESOLUTION 2018-06-02 VIRGINIA: At the Business Meeting of the Pittsylvania County Board of Supervisors held on Tuesday, June 19, 2018, the following Resolution was adopted honoring the service of James E. Davis (“Davis”), Emergency Service Director for Pittsylvania County, Virginia. WHEREAS, Davis is retiring June 30, 2018, after 23 years of service, ending a long, prestigious, and honorable career as the Emergency Services Director for Pittsylvania County, Virginia; and WHEREAS, Davis began his work for Pittsylvania County, Virginia, on April 1, 1995, becoming the COMS Director for Pittsylvania County; and WHEREAS, County Manager George Supensky appointed Davis officially as the County’s first Emergency Services Manager in February 1996; and WHEREAS, on January 6, 1997, the National Emergency Number Association sent a letter congratulating Pittsylvania County for establishing enhanced 911; and WHEREAS, in February 1997, Davis was commended for the completion of the county’s new 911 center; and WHEREAS, each year since that time, Davis has maintained every certification and credential imaginable for emergency services and disaster response; and WHEREAS, Davis has received numerous commendations from his years of service in Emergency Services.; and NOW, THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of Supervisors does hereby express their deepest appreciation and gratitude for the exemplary service, dedication, and outstanding contributions Davis has provided to the Office of Emergency Management and the citizens of Pittsylvania County for the past 23 years and wish him all the best in his retirement; and BE IT FURTHER RESOLVED that a copy of this Resolution be presented to Davis. Given under my hand this 19th day of June 2018 ________________________________________ Robert "Bob" Warren, Chairman Pittsylvania County Board of Supervisors 7.d Packet Pg. 27 ________________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors 7.d Packet Pg. 28 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Resolution 2018-06-03: Chris C. Slemp; Interim Emergency Services Coodinator (Staff Contact: James E. Davis) Staff Contact(s): James. E. Davis Agenda Date: June 19, 2018 Item Number: 7.e Attachment(s): Reviewed By: SUMMARY: The County’s current Emergency Services Coordinator, James E. Davis, is retiring on June 30, 2018. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the appointment of Mr. Chris C. Slemp as the Interim Emergency Services Coordinator until the position is filled by a qualified candidate. MOTION: “I make a Motion to appoint Mr. Chris C. Slemp as the Interim Emergency Services Coordinator until the position is filled by a qualified candidate.” 7.e Packet Pg. 29 Pittsylvania County Board of Supervisors RESOLUTION 2018-06-03 WHEREAS, the Board of Supervisors has received and accepted the retirement of the current Emergency Services Coordinator, James E. Davis, on June 30, 2018; and WHEREAS, the Board of Supervisors wishes to appoint Chris C. Slemp as Interim Emergency Services Coordinator. NOW, THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of Supervisors does hereby appoint Chris C. Slemp to serve as Interim Emergency Services Coordinator until the position is filled by a qualified candidate; and BE IT FURTHER RESOLVED, that the Pittsylvania County Board of Supervisors authorizes the County Administrator to sign any and all documents necessary to formalize this appointment of Chris C. Slemp as Interim Emergency Services Coordinator. Given under my hand this 19th day of June 2018 ________________________________________ Robert "Bob" Warren, Chairman Pittsylvania County Board of Supervisors ________________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors 7.e Packet Pg. 30 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Livestock Claim (Staff Contact: James E. Davis) Staff Contact(s): James E. Davis Agenda Date: June 19, 2018 Item Number: 7.f Attachment(s): 6-19-2018 Livestock Claim Reviewed By: SUMMARY: On February 19, 2018, Mr. Samuel Owen of 340 Scruggsway Terrace, Gretna, Virginia 24557, suffered a livestock loss of fifteen (15) Rhode Island Red hens due to an attack by two (2) dogs running at large. Animal Control Officer Jones investigated the incident and apprehended the two (2) offending dogs. The dogs were taken to the Pet Center, and no one claimed them within the appropriate time as required by law. FINANCIAL IMPACT AND FUNDING SOURCE: Pittsylvania County Code § 2-20 provides for repayment to Mr. Owen in the amount of $10.00 per fowl (or $15.0.00) killed by dogs running at large. Funding is to be charged to the Animal Control Live Stock Account 100-4-035100-584900. RECOMMENDATION: County Staff recommends Mr. Owen be reimbursed $150.00, for the loss of his fifteen (15) hens. MOTION: “I make a Motion authorizing the County Treasurer to reimburse Mr. Owen $150.00, from Animal Control Livestock Account 100-4-035100-584900, for the above-livestock loss.” 7.f Packet Pg. 31 7.f.a Packet Pg. 32 Attachment: 6-19-2018 Livestock Claim (1230 : Livestock Claim) 7.f.a Packet Pg. 33 Attachment: 6-19-2018 Livestock Claim (1230 : Livestock Claim) 7.f.a Packet Pg. 34 Attachment: 6-19-2018 Livestock Claim (1230 : Livestock Claim) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Community Foundation Grant Request for FIT Testing Machine (Staff Contact: Chris C. Slemp) Staff Contact(s): Chris C. Slemp Agenda Date: June 19, 2018 Item Number: 7.g Attachment(s): Reviewed By: SUMMARY: Currently, the County does not have the ability to conduct FIT testing for firefighters. FIT testing involves testing a firefighter’s self contained breathing apparatus mask to ensure the correct size and fit for each firefighter. This is an OSHA and NFPA requirement. The County is applying through the Community Foundation for $10,000 to help cover the cost of a FIT testing machine. The County has received preliminary quotes of $10,000 to $12,000 for the device. If the machine is acquired, the process would involve training one (1) volunteer from each Fire Department to conduct the testing within their Department. FINANCIAL IMPACT AND FUNDING SOURCE: Financial impact is minimal. The FY19 budget will cover any cost associated with this Project. RECOMMENDATION: This is a safety issue for our firefighters. It is recommended that the grant application go forward. MOTION: “I make a Motion to approve and proceed with the Community Foundation Grant Request for the FIT Testing Machine.” 7.g Packet Pg. 35 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Fire and Rescue Service Agreement Amendment (Staff Contact: Chris C. Slemp) Staff Contact(s): Chris C. Slemp Agenda Date: June 19, 2018 Item Number: 7.h Attachment(s): Fire and EMS Revised 2 MOA 5 22 18 Reviewed By: SUMMARY: Attached is an amendment correcting incorrect wording that was included in an earlier Fire and Rescue Service Agreement (the “Agreement”) passed by the Board of Supervisors via the Budget Resolution. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the Agreement be amended as presented. MOTION: “I make a Motion to amend the Fire and Rescue Service Agreement as presented.” 7.h Packet Pg. 36 Page 1 of 5 FIRE AND EMS DEPARTMENT SERVICE AGREEMENT This Fire and EMS Department Service Agreement (the “Agreement”) is hereby made and entered into by and between the County of Pittsylvania, Virginia (the “County”), and ______________(the “Volunteer Agency”); (individually the “Party,” collectively the “Parties”). A. PURPOSE: The purpose of this Agreement is to outline in reasonable detail the mutual obligations of the County and the Volunteer Agency in regard to the eligibility by the Volunteer Agency for County funds/contributions related to Fire and EMS provision/response in the County. The Parties to this Agreement hereby agree to be fully legally bound in all aspects to the below terms and conditions contained in this Agreement. B. THE COUNTY/VOLUNTEER AGENCY’S OBLIGATIONS: 1. The County shall provide property and casualty insurance for the Volunteer Agency; however, the County will only cover the cost of insuring those apparatus recommended by the fire and rescue association in coordination with the Department of Public Safety. 2. The County shall maintain accident and sickness insurance coverage on the Volunteer Agency’s members. 3. The County shall allocate direct funds/contributions to the Volunteer Agency in three (3) allocations as described more fully below. 4. The County’s first fiscal year allocation of funds/contributions to the Volunteer Agency shall occur in August and contain fifty percent (50%) of the Volunteer Agency’s annual funds/contributions. Said first allocation shall contain no contingencies or milestone performance requirements. 5. The County’s second fiscal year allocation of funds/contributions to the Volunteer Agency shall occur in January and contain thirty-five percent (35%) of the Volunteer Agency’s annual funds/contributions. Said second allocation shall only be given to the Volunteer Agency by the County, if the following conditions/milestones are fully and completely met: a. The Volunteer Agency is current with all applicable State and Federal laws, Virginia Office of EMS Rules and Regulation. 7.h.a Packet Pg. 37 Attachment: Fire and EMS Revised 2 MOA 5 22 18 (1244 : Fire and Rescue Service Agreement Amendment) Page 2 of 5 b. All of the Volunteer Agency’s equipment and apparatus is maintained in good working order and a condition of readiness; c. The Volunteer Agency submits an annual financial report to the County’s Public Safety Department. The report shall include a list of items/expenses in which County funds were used. d. When the County Capital Improvement Plan (“CIP”) is used to purchase equipment, the Volunteer Agency complies with the Virginia Public Procurement Act and all other County purchasing guidelines; e. The Volunteer Agency, if it conducts EMS response, will have an annual review with the County’s appointee of the EMS agency’s response plan as provided to the Virginia Office of EMS. f. The Volunteer Agency practices the proper Incident Command System (“ICS”) while responding to and mitigating emergency scenes. 6. The County’s third (3rd) fiscal year allocation of funds/contributions to the Volunteer Agency shall occur in June and contain fifteen percent (15%) of the Volunteer Agency’s annual funds/contributions. Said third (3 rd) allocation shall only be given to the Volunteer Agency by the County, if the following conditions/milestones are fully and completely met: a. The Volunteer Agency continues to comply with all provisions/conditions contained in the Section B(5)(a)-(f) above; b. To date in the current fiscal year, the Volunteer Agency has responded to at least seventy percent (70%) of calls the agency was dispatched to; and 7. The county shall pay EMS transport agencies fifteen dollars ($15.00) per call responded to on a quarterly basis. C. IT IS MUTUALLY UNDERSTOOD AND AGREED BY AND BETWEEN THE PARTIES THAT: 1. ENTIRE AGREEMENT/MODIFICATION. This Agreement contains the entire agreement of the Parties with respect to the subject matter of this Agreement, and supersedes all prior negotiations, agreements and understandings with respect thereto. 7.h.a Packet Pg. 38 Attachment: Fire and EMS Revised 2 MOA 5 22 18 (1244 : Fire and Rescue Service Agreement Amendment) Page 3 of 5 This Agreement may only be amended/modified by a written document duly executed by all Parties. 2. PRINCIPAL CONTACTS. The principal contacts for this Agreement are: David M. Smitherman, Pittsylvania County Administrator, c/o Christopher C. Slemp, Pittsylvania County Public Safety Director (for the County), and ____________ for the Volunteer Agency. 3. COMMENCEMENT/EXPIRATION DATE/TERMINATION. This Agreement is executed as of the date of the last signature below and is effective through ________________at which time it will expire, unless extended for another fiscal year. Either party may terminate this Agreement by providing ___ days’ notice to the other Party. In the event that said termination notice provided by ___________ is during a current fiscal year, __________ shall reimburse to County any unexpended funds allocated to it within thirty (30) days’ receipt by County of termination notice. 4. WAIVER OF BREACH. The failure of the County to enforce one (1) or more of the terms or conditions of the Agreement, from time-to-time, shall not constitute a waiver of such terms or conditions upon subsequent or continuing breach. 5. BENEFIT. This Agreement shall inure to the benefit of, and shall bind the heirs, successors, and assigns of the Parties. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the last date written below. WITNESS the following signatures and seals: 7.h.a Packet Pg. 39 Attachment: Fire and EMS Revised 2 MOA 5 22 18 (1244 : Fire and Rescue Service Agreement Amendment) Page 4 of 5 THE COUNTY OF PITTSYLVANIA, VIRGINIA By: ___________________________________ Title: _________________________________ Print Name: ___________________________ COMMONWEALTH OF VIRGINIA County of Pittsylvania, to-wit: I, _______________________, a Notary Public for the Commonwealth of Virginia at large, do hereby certify that ________________, whose name is signed to the foregoing Agreement, bearing date of the ____ day of ________, 2018, has acknowledged the same before me in the jurisdiction aforesaid. Given under my hand this ____ day of _________________, 2018. _______________________________ Notary Public My commission expires: _________________________________ APPROVED AS TO FORM ________________________ J. Vaden Hunt, Esq. Pittsylvania County Attorney 7.h.a Packet Pg. 40 Attachment: Fire and EMS Revised 2 MOA 5 22 18 (1244 : Fire and Rescue Service Agreement Amendment) Page 5 of 5 ______________________________________ By: ___________________________________ Title: _________________________________ Print Name: ___________________________ COMMONWEALTH OF VIRGINIA County of Pittsylvania, to-wit: I, _______________________, a Notary Public for the Commonwealth of Virginia at large, do hereby certify that ________________, whose name is signed to the foregoing Agreement, bearing date of the ____ day of ________, 2018, has acknowledged the same before me in the jurisdiction aforesaid. Given under my hand this ____ day of _________________, 2018. _______________________________ Notary Public My commission expires: _________________________________ 7.h.a Packet Pg. 41 Attachment: Fire and EMS Revised 2 MOA 5 22 18 (1244 : Fire and Rescue Service Agreement Amendment) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: EMS Transport Backup Agreements (Staff Contact: Chris C. Slemp) Staff Contact(s): Chris C. Slemp Agenda Date: June 19, 2018 Item Number: 7.i Attachment(s): DRT 5-25-18 Contract for EMS Services Blairs EMS Backup Agreement Cool Branch EMS Backup Agreement Reviewed By: SUMMARY: A short-term Agreement was executed effective June 1, 2018, with Delta Response Team (“DRT”) for EMS coverage in the Hurt Area. Said Agreement’s term is sixty (60) days with an option to renew for additional thirty (30) days should the need arise. Agreements were also signed with Cool Branch Rescue Squad (“Cool Branch”) and Blairs Fire and Rescue (“Blairs”) to provide EMS backup coverage in other portions of the County. For your reference and review, all three (3) of the above-referenced EMS Transport Agreements are attached. FINANCIAL IMPACT AND FUNDING SOURCE: This does have a negative financial impact to the County. The previous Contract with Region One EMS was for an annual cost of $350,000. The DRT Agreement is for a $38,000 monthly cost; however, the Agreement contains EMS revenue sharing with DRT, whereby a portion of the EMS cost will be recouped via insurance billing. The Cool Branch and Blairs Agreements are for the same term as the DRT Agreement and allot $4,400 weekly to each agency to provide two (2) staffed EMS backup ambulances in other portions of the County. RECOMMENDATION: County Staff recommends the Board ratify the three (3) above-referenced EMS Transport Agreements. MOTION: “I make a Motion to ratify the above-reference EMS Transport Agreements with DRT, Cool Branch, and Blairs as presented.” 7.i Packet Pg. 42 7.i.a Packet Pg. 43 Attachment: DRT 5-25-18 Contract for EMS Services (1247 : Short term EMS backup agreements) 7.i.a Packet Pg. 44 Attachment: DRT 5-25-18 Contract for EMS Services (1247 : Short term EMS backup agreements) 7.i.a Packet Pg. 45 Attachment: DRT 5-25-18 Contract for EMS Services (1247 : Short term EMS backup agreements) 7.i.a Packet Pg. 46 Attachment: DRT 5-25-18 Contract for EMS Services (1247 : Short term EMS backup agreements) 7.i.a Packet Pg. 47 Attachment: DRT 5-25-18 Contract for EMS Services (1247 : Short term EMS backup agreements) 7.i.a Packet Pg. 48 Attachment: DRT 5-25-18 Contract for EMS Services (1247 : Short term EMS backup agreements) 7.i.b Packet Pg. 49 Attachment: Blairs EMS Backup Agreement (1247 : Short term EMS backup agreements) 7.i.c Packet Pg. 50 Attachment: Cool Branch EMS Backup Agreement (1247 : Short term EMS backup agreements) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Public Hearing: Rezoning Case R-18-010; Donny W. Hylton & Juanita D. Hylton; Dan River Election District A-1, Agricultural District to R-1, Residential Suburban Subdivision District (Staff Contact: Gregory L. Sides) Staff Contact(s): Gregory L. Sides Agenda Date: June 19, 2018 Item Number: 10.A.1 Attachment(s): HYLTON CASE R-18-010 HYLTON CASE R-18-010 MAPS Reviewed By: SUMMARY: Donny W. Hylton and Juanita D. Hylton (the “Petitioners’) petitioned the Planning Commission/Board of Supervisors (the “Board”) on April 20, 2018, to rezone from A-1, Agricultural District, to R-1, Residential Suburban Subdivision District, 0.98 acre, located on State Road 730/Wilkerson Road in the Dan River Election District. The parcel is shown on the County’s records as GPIN # 2348-41-9764. The Petitioners would like to rezone to combine with the adjacent parcel of land zoned R-1. Once the property is rezoned to R-1, all uses listed under Pittsylvania County Code § 35-222 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioners’ request. The Staff Summary is contained in the Board Packet. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff submits this item to the Board for their review and consideration. 10.A.1 Packet Pg. 51 10.A.1.a Packet Pg. 52 Attachment: HYLTON CASE R-18-010 (1215 : Rezoning Case R-18-010 Donny W. Hylton & Juanita D. Hylton) 10.A.1.a Packet Pg. 53 Attachment: HYLTON CASE R-18-010 (1215 : Rezoning Case R-18-010 Donny W. Hylton & Juanita D. Hylton) 10.A.1.a Packet Pg. 54 Attachment: HYLTON CASE R-18-010 (1215 : Rezoning Case R-18-010 Donny W. Hylton & Juanita D. Hylton) 10.A.1.a Packet Pg. 55 Attachment: HYLTON CASE R-18-010 (1215 : Rezoning Case R-18-010 Donny W. Hylton & Juanita D. Hylton) 10.A.1.a Packet Pg. 56 Attachment: HYLTON CASE R-18-010 (1215 : Rezoning Case R-18-010 Donny W. Hylton & Juanita D. Hylton) 10.A.1.a Packet Pg. 57 Attachment: HYLTON CASE R-18-010 (1215 : Rezoning Case R-18-010 Donny W. Hylton & Juanita D. Hylton) 10.A.1.a Packet Pg. 58 Attachment: HYLTON CASE R-18-010 (1215 : Rezoning Case R-18-010 Donny W. Hylton & Juanita D. Hylton) 10.A.1.a Packet Pg. 59 Attachment: HYLTON CASE R-18-010 (1215 : Rezoning Case R-18-010 Donny W. Hylton & Juanita D. Hylton) 10.A.1.a Packet Pg. 60 Attachment: HYLTON CASE R-18-010 (1215 : Rezoning Case R-18-010 Donny W. Hylton & Juanita D. Hylton) 10.A.1.a Packet Pg. 61 Attachment: HYLTON CASE R-18-010 (1215 : Rezoning Case R-18-010 Donny W. Hylton & Juanita D. Hylton) 10.A.1.a Packet Pg. 62 Attachment: HYLTON CASE R-18-010 (1215 : Rezoning Case R-18-010 Donny W. Hylton & Juanita D. Hylton) 10.A.1.a Packet Pg. 63 Attachment: HYLTON CASE R-18-010 (1215 : Rezoning Case R-18-010 Donny W. Hylton & Juanita D. Hylton) 10.A.1.a Packet Pg. 64 Attachment: HYLTON CASE R-18-010 (1215 : Rezoning Case R-18-010 Donny W. Hylton & Juanita D. Hylton) 10.A.1.b Packet Pg. 65 Attachment: HYLTON CASE R-18-010 MAPS (1215 : Rezoning Case R-18-010 Donny W. Hylton & Juanita D. Hylton) 10.A.1.b Packet Pg. 66 Attachment: HYLTON CASE R-18-010 MAPS (1215 : Rezoning Case R-18-010 Donny W. Hylton & Juanita D. Hylton) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Public Hearing: Rezoning Case R-18-011; David Miller & Diane Miller Chatham-Blairs Election District RC-1, Residential Combined Subdivision District, to A-1, Agricultural District (Staff Contact: Gregory L. Sides) Staff Contact(s): Gregory L. Sides Agenda Date: June 19, 2018 Item Number: 10.A.2 Attachment(s): MILLER CASE R-18-011 MILLER CASE R-18-011 MAPS Reviewed By: SUMMARY: David Miller and Diane Miller (the “Petitioners”) petitioned the Planning Commission/Board of Supervisors (the “Board”) on April 26, 2018, to rezone from RC-1, Residential Combined Subdivision District, to A-1, Agricultural District, on 14.70 acres, located on State Road 649/Motleys Mill Road in the Chatham-Blairs Election District. The parcel is shown on the County’s records as GPIN # 2445-59-2174. The Petitioners seek to rezone for a recreational facility. The facility will be used for a bed and breakfast, weddings, receptions, family reunions, bands, music, etc. In the event this Petition is granted by the Board, the Petitioners will then be required to apply to the BZA for a Special Use Permit. Once the property is rezoned to A-1, all uses listed under Pittsylvania County Code § 35-178 are a permitted use. The Planning Commission, with no opposition, recommended granting the Petitioners’ request. The Staff Summary is contained in the Board Packet. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff submits this item to the Board for their review and consideration. 10.A.2 Packet Pg. 67 10.A.2.a Packet Pg. 68 Attachment: MILLER CASE R-18-011 (1219 : Rezoning Case R-18-011 David Miller & Diane Miller) 10.A.2.a Packet Pg. 69 Attachment: MILLER CASE R-18-011 (1219 : Rezoning Case R-18-011 David Miller & Diane Miller) 10.A.2.a Packet Pg. 70 Attachment: MILLER CASE R-18-011 (1219 : Rezoning Case R-18-011 David Miller & Diane Miller) 10.A.2.a Packet Pg. 71 Attachment: MILLER CASE R-18-011 (1219 : Rezoning Case R-18-011 David Miller & Diane Miller) 10.A.2.a Packet Pg. 72 Attachment: MILLER CASE R-18-011 (1219 : Rezoning Case R-18-011 David Miller & Diane Miller) 10.A.2.a Packet Pg. 73 Attachment: MILLER CASE R-18-011 (1219 : Rezoning Case R-18-011 David Miller & Diane Miller) 10.A.2.a Packet Pg. 74 Attachment: MILLER CASE R-18-011 (1219 : Rezoning Case R-18-011 David Miller & Diane Miller) 10.A.2.a Packet Pg. 75 Attachment: MILLER CASE R-18-011 (1219 : Rezoning Case R-18-011 David Miller & Diane Miller) 10.A.2.a Packet Pg. 76 Attachment: MILLER CASE R-18-011 (1219 : Rezoning Case R-18-011 David Miller & Diane Miller) 10.A.2.a Packet Pg. 77 Attachment: MILLER CASE R-18-011 (1219 : Rezoning Case R-18-011 David Miller & Diane Miller) 10.A.2.a Packet Pg. 78 Attachment: MILLER CASE R-18-011 (1219 : Rezoning Case R-18-011 David Miller & Diane Miller) 10.A.2.a Packet Pg. 79 Attachment: MILLER CASE R-18-011 (1219 : Rezoning Case R-18-011 David Miller & Diane Miller) 10.A.2.a Packet Pg. 80 Attachment: MILLER CASE R-18-011 (1219 : Rezoning Case R-18-011 David Miller & Diane Miller) 10.A.2.a Packet Pg. 81 Attachment: MILLER CASE R-18-011 (1219 : Rezoning Case R-18-011 David Miller & Diane Miller) 10.A.2.a Packet Pg. 82 Attachment: MILLER CASE R-18-011 (1219 : Rezoning Case R-18-011 David Miller & Diane Miller) 10.A.2.b Packet Pg. 83 Attachment: MILLER CASE R-18-011 MAPS (1219 : Rezoning Case R-18-011 David Miller & Diane Miller) 10.A.2.b Packet Pg. 84 Attachment: MILLER CASE R-18-011 MAPS (1219 : Rezoning Case R-18-011 David Miller & Diane Miller) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Public Hearing: Rezoning Case R-18-012; Bradley Nace Boswell; Callands-Gretna Election District R-1, Residential Suburban Subdivision District, to RC-1, Residential Combined Subdivision District (Staff Contact: Gregory L. Sides) Staff Contact(s): Gregory L. Sides Agenda Date: June 19, 2018 Item Number: 10.A.3 Attachment(s): BOSWELL CASE R-18-012 BOSWELL CASE R-18-012 MAPS Reviewed By: SUMMARY: Bradley Nace Boswell (“Petitioner”) petitioned the Planning Commission/Board of Supervisors (the “Board”) on April 27, 2018, to rezone from R-1, Residential Suburban Subdivision District, to RC-1, Residential Combined Subdivision District, 1.00 acre, located off State Road 40/East Gretna Road in the Callands-Gretna Election District. The parcel is shown on the County’s records as GPIN # 2550-70-9803. Petitioner seeks to rezone to allow for placement of a second dwelling, a single-wide mobile home, on the property for a family member. A double-wide mobile home is currently located on the petitioned parcel. There are other single -wide mobile homes in the area. Several parcels in the area were rezoned to RC -1 (Cases R-00-010 and R-07- 060). Once the property is rezoned to RC-1, all uses listed under Pittsylvania County Code § 35- 267 are permitted. The Planning Commission, with no opposition, recommended granting the Petitioner’s request. The Staff Summary is contained in the Board Packet. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff submits this item to the Board for their review and consideration. 10.A.3 Packet Pg. 85 10.A.3.a Packet Pg. 86 Attachment: BOSWELL CASE R-18-012 (1220 : Rezoning Case R-18-012 Bradley Nace Boswell) 10.A.3.a Packet Pg. 87 Attachment: BOSWELL CASE R-18-012 (1220 : Rezoning Case R-18-012 Bradley Nace Boswell) 10.A.3.a Packet Pg. 88 Attachment: BOSWELL CASE R-18-012 (1220 : Rezoning Case R-18-012 Bradley Nace Boswell) 10.A.3.a Packet Pg. 89 Attachment: BOSWELL CASE R-18-012 (1220 : Rezoning Case R-18-012 Bradley Nace Boswell) 10.A.3.a Packet Pg. 90 Attachment: BOSWELL CASE R-18-012 (1220 : Rezoning Case R-18-012 Bradley Nace Boswell) 10.A.3.a Packet Pg. 91 Attachment: BOSWELL CASE R-18-012 (1220 : Rezoning Case R-18-012 Bradley Nace Boswell) 10.A.3.a Packet Pg. 92 Attachment: BOSWELL CASE R-18-012 (1220 : Rezoning Case R-18-012 Bradley Nace Boswell) 10.A.3.a Packet Pg. 93 Attachment: BOSWELL CASE R-18-012 (1220 : Rezoning Case R-18-012 Bradley Nace Boswell) 10.A.3.a Packet Pg. 94 Attachment: BOSWELL CASE R-18-012 (1220 : Rezoning Case R-18-012 Bradley Nace Boswell) 10.A.3.a Packet Pg. 95 Attachment: BOSWELL CASE R-18-012 (1220 : Rezoning Case R-18-012 Bradley Nace Boswell) 10.A.3.a Packet Pg. 96 Attachment: BOSWELL CASE R-18-012 (1220 : Rezoning Case R-18-012 Bradley Nace Boswell) 10.A.3.a Packet Pg. 97 Attachment: BOSWELL CASE R-18-012 (1220 : Rezoning Case R-18-012 Bradley Nace Boswell) 10.A.3.a Packet Pg. 98 Attachment: BOSWELL CASE R-18-012 (1220 : Rezoning Case R-18-012 Bradley Nace Boswell) 10.A.3.a Packet Pg. 99 Attachment: BOSWELL CASE R-18-012 (1220 : Rezoning Case R-18-012 Bradley Nace Boswell) 10.A.3.b Packet Pg. 100 Attachment: BOSWELL CASE R-18-012 MAPS (1220 : Rezoning Case R-18-012 Bradley Nace Boswell) 10.A.3.b Packet Pg. 101 Attachment: BOSWELL CASE R-18-012 MAPS (1220 : Rezoning Case R-18-012 Bradley Nace Boswell) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Public Hearing: Proposed Amendment to Chapter 6.6-3, Property Exempt by Classification or Designation, of the Pittsylvania County Code, to include tangible personal property owned by the Climax Ruritan Club (Staff Contact: J. Vaden Hunt) Staff Contact(s): J. Vaden Hunt Agenda Date: June 19, 2018 Item Number: 10.B.1 Attachment(s): Tax Exemption Application Climax Ruritan Club Reviewed By: SUMMARY: The Climax Ruritan Club has filed an application for tax exemption on tangible personal property which was submitted to the Commissioner of Revenue’s Office, forwarded to the Board of Supervisors, and duly advertised for the purpose of a public hearing. FINANCIAL IMPACT AND FUNDING SOURCE: If the exemption is granted, the Honorable Shirley Hammock has submitted the loss of revenue as $249.86. RECOMMENDATION: Following conducting the required aforementioned public hearing, County Staff submits this for the Board of Supervisors’ review and consideration. MOTION: “I make a Motion approving the Climax Ruritan Club’s tax exemption application.” 10.B.1 Packet Pg. 102 C a ,,. 1':.: 1\.'. s r , 5 _ } , y v..; E fr '', Shirlev Yeatts H unmock Conu issioner May 14, 2018 OFFICE OF COMMISSIONER OF THE REVENUE 1. Vaden Hunt, Esq. Pittsylvania County Attorney P 0 Box 426 Chatham, VA 24531 PITTSYLV.ANLA C'OUI TY P. . E3 X %2 CHATHAIb1, VIRGINIA?45 i 1 RE: TAX EXEMPTION APPLICATION CLIMAX RURITAN CLUB Dear Mr. Hunt: t4,4)43'_-7940 4_i4) 6 6-6 11 FAa (34) 3?-79 7 sl iriey.hammock(ir:pitt o.or Enclosed please find the Application for Real Estate-Personal Property Exemption by Qualifying Classification or Designation for the Climax Ruritan Club. Pursuant to Code of Virginia §58.1- 3651, the organization is requesting tax exemption by designation for the real estate property owned. We have reviewed the application and completed the worksheet for exempt revenue projection based on the current real estate tax rate. Should you need further information, please feel free to contact this office. Once we are advised of the Board of Supervisor's action on this application, we will take the appropriate action. Regards, a,-,". Shirley Y. Hammock Commissioner of the Revenue Enclosure: Application for Exemption 10.B.1.a Packet Pg. 103 Attachment: Tax Exemption Application Climax Ruritan Club (1228 : Public Hearing: Climax Ruritan Club Tax Exempt) 7 yI aar t ., ^ c• ' f • r>,- . t kt;•1,> APPLICANT: REAL ESTATE : PITTSYLVANIA COUNTY, VIRGINIA SHIRLEY Y. HAMMOCK, COMM/SSIONER OF THE REVENUE PO Box 272 Chatham, VA 24531 Phone: 434-432-7940 Fax: 434-432-7957 Email: shirley.hammock@pittgov.org Website: www.pittgov.org REAL ESTATE/PERSONAL PROPERTY TAX EXEMPTION WORKSHEET FOR EXEMPT REVENUE TO BE COMPLETED BY COMMISSIONER OF THE REVENUE OFFICE) Climag Ruritan Club Inc. REQUESTED PARCEL ID(S) 1498-45-0027 PERSONAL PROPERTY: DESCRIPTION OF PROPERTY Date of public hearing: Effective Date of exemption: ASSESSED VALUE 40,300.00 ASSESSED VALUE l. I, ,, y '; s .,/y '. d T' t.`! 1 9'1 249.86 LEVY TOTAL LO55 OF REVENUE IF EXEMPT: ;249.86 Approved or Disapproved: Signature of County Official: If approved, exemption granted only for above listed items. Any changes to property must be reported to the County for an addendum to the adopted ordinance. Please submit copy to Commissioner of the Revenue after public hearing and Board of Supervisor action taken) 10.B.1.a Packet Pg. 104 Attachment: Tax Exemption Application Climax Ruritan Club (1228 : Public Hearing: Climax Ruritan Club Tax Exempt) r i; a ,.. _ 1 urm ` . 4 . ,f I ti ' r ., PITTSYLVANIA COUNTY, VIRGINIA Shirley Y. Hammock, Commissioner of the Revenue PO Box 272 Chatham, VA 24531 Phone: 434-432-7940 Fax: 434-432-7957 Email: shirlev.hammockCa pittgov.org Website: www.qittsvlvaniacountwa.qov t •.. f . . s 4•;' l L A f APPLICATIC N FOR REAL ESTATE-PERSONAL PROPERTY EXEMPTION BY QUALIFYING CLASSIFICATION OR DESIGNATION FOR ANY ANSWERS THAT REQUIRE MORE SPACE, PLEASE INCLUDE ATTACHMENTS) APP iCAT oN FoR: REAL ESTATE PERSONAL PROPERTY BOTH Q / TAX PARCEL ID# 7 /g -' ACREAGE: / V IF REAL ESTATE APPLICANT ORGANIZATION: I YY a R,U.rI l.` (b MAILING ADDRESS: STREET) FEDERAL I D#: - O D Li' f' 7--. PROPERTY ADDRESS: Cha.-nc tm CITY, STATE, LEGkI DESGRIPTION OF PROPERTY: , `: 0 X 7 1 REA TATE) PERSONAL PROPEfiTY: ATTAGH A SCHEDULE SHOWING ALL PERSONAL PROPERTY FOR WHICH EXEMPTION IS REQUESTED. SCHEDULE MUST INCLUDE VEMICLE IDENTIFICATION NUMBERS AS WELL AS A COMPLETE DESCRIPTION. NOTE: IF EXEMPTION APPROVED AND ADDITIONAL PROPERTY OBTAINED, A NEW IIST MUST BE FILED WITH THE COUNTY ADMINISTRATION REQUESTING THE ADDITIONAL PROPERTY BE INCLUDED IN THE EXEMPTION ORDINANCE. PLEASE ANSWER THE FOLLOWING QUESTIONS REGARDiNG THE ORGANIZATION: 1. INDICATE THE TYPE OF EXEMPTION DESIRED: CLASSIFICATION: DESIGNATION: _ C 2. IS THE PROPERTY OWNERSHIP CHARTERED OR INCORPORATED UNDER THE LAWS OF THE COMMONWEALTH OF VIRGINIA vcg O (IF YES, ATTACH A COPY OF THE CHARTER) 3. FOR WHAT PURPOSE IS THE OWNERSHIP CHARTERED, INCORPORATED OR OTHERWiSE IN EXISTANCE? Comn nity Se,rvice OrqCuni 4. FOR WHAT PURPOSE IS THE PROPERTY BEING USED PLEASE BE SPECIFIC AND iNC UDE USE OF ACREAGE, IF APPLiCABLE. iF THERE ARE SEVERAL TYPES OF USE, INDICATE SUCH USAGES BY ACRES OF THE BUILDING, FLOOR LOCA710NS AND LAND ALLOCATIONS. ACREAGE/PORTION o DESCRIPTION OF USE BEGINNING DATE U,-. -. 5 I 1_, 20 10.B.1.a Packet Pg. 105 Attachment: Tax Exemption Application Climax Ruritan Club (1228 : Public Hearing: Climax Ruritan Club Tax Exempt) Continued Applicant: i+(Y Ov RU YI''l.t,1 L C. t 0 DOES ANY OTHER INDIVIDUAL, ORGANIZATION, ASSOCIATION OR CORPORATION OCCUPY OR USE ANY PART OF TNE PREMISES YES NO _ IF YES, PLEASE GIVE DETAIL: (HOW OFTEN, WHAT PART OF THE BUILDING OR PROPERTY, NAME OF ORGANIZATION) Nf 6. IS ANY INCOME, BE IT EARNEST MONEY OR IN KIND SERVICES, RECEIVED FROM THE USE OF ANY PORTION OF THE PROPERTY BY OTHER INDIVIDUALS OR GROUPS, WHETHER CONSIDERED AS RENT OR REIMBURSEMENT FOR NECESSARY EXPENSED FOR SERVICES INCURRED? YES NO _ IF YES, PLEASE GIVE DETAII: N [ pt 7. DOES YOUR OWNERSHIP GROUP HAVE AN EXEMPTION UNDER U.S. INTERNAL REVENUE CODE SO THAT GIFTS TO YOUR GROUP ARE DEDUCTtBLE BY THE DONOR? YES X NO A}; IF YES, GIVE DATE OF INTERNAL REVENUE RULING TQYIIAAMA e'i a I I O i' B) GIVE INTERNAL REVENUE` IDENTIFI ATION NUMBER: J' — (o [Zjp , " rG1 ICj HAS' THE A$C BOARQ ISSUED A CURRENT ANNUAL ALCOHOL BEVERAGE LICENSE FOR SERVING AtCOHOL BEVERAGES Tl7 THE ORGANIZATION FOR USE ON THE PROPERTY FOR WHICH TAX EXEMPTION IS SOUGHT? YES NO 9. DOES ANY DIRfCTOR, OFFICER, OR EMPLOYEE OF THE DRGANIZATION RECEIVE COMPENSATION IN EXCESS OF A REASONABLE ALLOWANCE FOR SALARIES OR OTHER COMPENSATION FOR PERSONA SERVICES WHICH SUCH DIRECTOR, OFFICER, OR EMPLOYEE ACTUALLY RENDERS? YES NO 1 O. DOES THE ACTIVITIES OF THE ORGANIZATION INVOLVE CARRYING ON PROPAGANDA, OR OTHERWISE ATTEMPTING TO INFLUENCE LEGISLATION AND DOES THE ORGANIZATION PARTICIPATE IN OR INTERVENE IN ANY POLITICAL CAMPAIGN ON BEHALF OF ANY CANDIDATE FOR PUBUC OFFICE? YES NO I 11. REQUIRED DOCUMENTATION A) ATTACH TO THtS APPUCATION YOUR MOST RECENT FINANCIAL STATEMENT, INCLUDING, WHERE APPUCABLE, IRS FORM59OO; J9O; 990EZ; 990T; REFLECTING INCOME AND EXPENDITURES FOR THE MOST CURRENT TWELVE (12) MONTH REPORTING PERIOD, WHICH STATEMENT WILL BECOME A PART OF THIS APPLICATION. THE ATTACHED FINANCIAL STATEMENT IS FOR THE PERIOD FROM TO B) ATTACH A COPY OF SAID ORGANJZATION S IRS SECTION 501 (C) (3) STATUS CERTIFICATION OR DOCUMENTATION. C) ATTACH A COPY OF THE ORGANIZATION'S CONSTITUTION, BY-LAWS, ARTICLES OF INCORPORATION, AND/OR OTHER REIATED DOCUMENTS. D ATTACH A LIST REFLECTING THE NAMES OF ALL TRUSTEES OR CORPORATE/ORGANIZATION OFFICERS, THE DATE APPOINTED OR ELECTED, AND THE COURT IN WHICH THEY QUALIFIED OR IDENTIFY THE INSTRUMENT IN WHICH THEY WERE OFFICIALLY APPOINTED. 10.B.1.a Packet Pg. 106 Attachment: Tax Exemption Application Climax Ruritan Club (1228 : Public Hearing: Climax Ruritan Club Tax Exempt) Continued Appl'rcant: v `) m U C 1/w17 E) IF INVESTMENTS, SUCH AS STOCKS OR BONDS, ARE REFIECTED ON THE FINANCIAL STATEMENT, ATfACH A LIST OF AlL SUCH INVESTMENTS, INGLUDING NAME OF STOCK, DATE RECEIVED AND VALUE. F) IF APPLYWG FOR EXEMPTION BY DESIGNATION, YOU WILL BE RESPONSIBLE FOR THE APPLICABLE COST FOR THE PUBLICATION NOTICE AS REQUIRED UNDER VA. CODE §58.1-3651. YOU SHALL RECEIVE AN INVOICE FOLLOWING THE ADVERTISEMENT FOR EXEMPTION AND PAYMENT SHALL BE MADE TO PITTSYIVANIA COUNTY PRIOR TO BOARD CONSIDERATION. NOTE: IF PAYMENT NOT RECEIVED PRIOR TO PUBLIC HEARING APPUCATION WILL CONSIOERED WITHDRAWN. G) ANY OTHER CRITERIA, FACTS AND CIRCUMSTANCES THAT THE GOVERNING BODY DEEr S PERTINENT TO THE ADOPTION OF SUCH ORDINANCE. (APPLICANT WILL BE NOTIFIED IF NEEDED). APRLICATION COMPLETED BY: T T E: ' CQNTACT RERSON: S%lalxi.i h.or'1--Y' a,%Ll l(tX DATE SUBMITTED: cTCL % C ` TELEPHONE NUMBER: L.`V l ;-j ; ca Coun'K1 f 1: F-FS`t 1 an : a 1, ___ JI..J , AN APPOINTED OR ELECTED TRUSTEE/OFFICER FOR THE ABOVE NAMED ORGANIZATION, CERTIFY UNDER PENALTY OF lAW THAT THIS APPLICATION AND ALL ATTACHMENTS HERETO HAVE BEEN EXAMINED BY ME AND ALL INFORMATION IS TRUE AND CORRECT. SIGNA TITLE SUBSGRIBED AND SWORN TO BEFORE ME THIS DAY OF ( 4 r C- t . -- I g NOTARY PUBUC: S S % MY COMMISSION EXPIRES: o v!v.'.j°-,,, Commonweaith of rginia i}O` NW'••.,t o° ;•.a: Gwendolyn L. Smith - Notary Public oF =:_: Commission No: 158556 y P := — - y;;.• My Commission Fxpi 3 10.B.1.a Packet Pg. 107 Attachment: Tax Exemption Application Climax Ruritan Club (1228 : Public Hearing: Climax Ruritan Club Tax Exempt) PJR TA' • Z: url an ti' T oNPv " America's Leading Community Service Organization." May 15, 2017 Certificate of Good Standing & Federal Income Tax Exemption P.O. Box 487 5451 Lyons Road Dublin, rginia 24084 Telephone (540) 674-5431 Toll Free (877) 787-8727 FAX (540) 674-2304 E-Mail: o ce@ruritan.org The Climaz Ruritan Club is a club in Good Standing upon examination of the records of this office. The Climaz Ruritan Club is exempt from paying federal income t under Ruritan National's group exemption IRC 501 c 4. Ruritan National's group exemption number (GEN) is 1615. CGmax Ruritan Club's employer identification number (EIN) is 54-6064442. A copy of Ruritan National's exemption letter is available upon request. Donations to Ruritan National or Ruritan Clubs are not ta deductible to the donor. Ruritan National Foundation is a public charity under 501 (c) 3 and 509 (a) under section 170 (b) (1) (A) (vi). Donations to the Foundation are ta.x deductible to the donor. Checks written on behalf of a Ruritan Club or Ruritan member must be written payable to Ruritan National Foundation. The Foundation currently gives grants to students for post secondary education and to victims of disasters. A copy of the Foundations exemption letter is available upon request. For Ruritan National, Michael Chrisley Executive Director 10.B.1.a Packet Pg. 108 Attachment: Tax Exemption Application Climax Ruritan Club (1228 : Public Hearing: Climax Ruritan Club Tax Exempt) CLIMAX RURITAN CLUB 110 Climax Elementary Circle, Chatham, VA 24531 January 4, 2018 To Whom It May Concern: The following are a list of the current ofiicers who were duly elected to represent the Climax Ruritan Club on October 15, 2017. President - Beth Boles Vice-President - Davey Lee Moare, Jr. Secretary - Amy Boles Treasurer - Shani Shorter Board Member - Brenda Brooks Board Member - Tony Campbell Board Member - Nonna McUowan If you have any questions or if I can provide any additional information, please do not hesitate to contact me at (434) 251-3050. Respectfully Submitted, Beth Boles President P (434) 251.3050 . e bolesba@live.com 10.B.1.a Packet Pg. 109 Attachment: Tax Exemption Application Climax Ruritan Club (1228 : Public Hearing: Climax Ruritan Club Tax Exempt) e=Post ard View w m s o, () Dep Ynent dthe Tre wry tbr Ta t O oe not Rp i d b FlM Fonn f90 ar 9YOf2 kaenw Rs nnue s«NOe O AB No. 1545-2085 2016 Open b Pub c t spaaion A Fortl e 4016 CalsWaryear, art t yaar6apir g 2016-01 61 ard tbirp 201612 31 B Chedc awiWle C Nlins af O y lirtadar (,{ NAI_f liR D Enplo me Identlficelion T iwMiMBr YM s 1i0_MIIMiYtY ' ?Wi 6lf64i0l4142 Q+1is0:00oriw Circll:I m.VA.U E Nbbeie: F Name d P i ipp OIRoeF r 100 au 4 afoa . ' DrniW. YA. US 16 6 Prha y /1tt and Pap rwofk R ductlon /ct NoYer. Wb asic tor Y e tKo rnelion Cn M is iqm ED Carry out tl e #rMemai Rerenue Isws oF the tANYed S bs. You aia roquYad b yks ns rie iKO melian. NA! nssd R b amue Ihtt you a s oomplyig w f tlls s bws_ Ths ar ion k not quYsd b poride YformfYon s YSd m a tam tlqR R a}et 10 tlie Paperwork Rsduction Aat uNe ihe iam die ra a wid OAB cmYol m nber Boolt,s a r nowds p b a fonn or b iWn iiaro mwt be rolaiMld as lon9 as tlbir CdMeeNs maY beoane malsriY in tlie abniiitraUm olsy UMernd Rs enue Iw_ The Nss 9owwrMrq tie corMdsNi l d1 e Fam 89aN is awsed in oode t lion 6104. 7he Nir s noedsd !o Cpr plele and fle tl is ionn and hled schadubs wi var I dspuid g on 1 e ibhiditM d en s. The esEl wOed arerape fimas i5 15 mY111M6. nas a. ww.a r eoo a. owy. oo wa..0 n p.. m Rs. rn ns.n oc .z na aw o . e: vod mms your For 890.N (-POaf dj d WONpYy. i r httpsJisa.www4.irs.govlepostcard/secure/990n/forms/print/ Pa e 1 of 1 2J18/2017 10.B.1.a Packet Pg. 110 Attachment: Tax Exemption Application Climax Ruritan Club (1228 : Public Hearing: Climax Ruritan Club Tax Exempt) r'' ', U. S. TREASURY DEPARTMENT IN7 ERNAL REVENUE SERVICE WASHINGTON 25, D. C. JAN 2, tg6q RuriLan National c% Hr. Marvin L. Gra7, cecutive Seer t rl Wakafie2d, Yirginia Gantic u en : This haa referonce to the information aubmitted for nae ia determ, n; ro yo siat and t t ot Tour member cluba for Federal income Laz purpoaes. IN RE/lr FG1 Ti3 T:R:FJD:1 R YiB F aed upoa the eridencs praa at d, it ia held tb t you aad your menber clubs pPe rin8 ia th direetorT autanitted ht your Fxecutire Secr Lar on Janu r r 13, 1964, ara z,e npt Irom Feder+al incomr taz aa orgaaizations described in section 501(c)(l) of th Internal Revenne Code oi 1954. An ques- tions concerning eoccise e pl,o reat or ather Faderal taxes ahould bs suiaitted to the appropriat, Diatrict Director. 7on aad yonr nember clubs ar not r qoired to fils Fsderal incvae ta c returns so long wa a taz--t atstus is r tained, 1e a You an d each of our a aa8er clubs are subject to the unre2ated busineas tax i sed b a ction Su of ths Code and re rec ired La file Fo s qg0..? for tAe purpo e oi raport- ine unreLted bueinesa ta cable inoo s. ya ver, u and jour aaaeber elubo are required to fil aaay l y, an 3s fonrtion return, Fora 990, rith tt appr priat Diatrict Dirsctor after the clroe of Tour aod tir ir aano l ccour tiag period, unlsaa on !r ve included tb aesb r cluDs in a group rstus n which yvu have tiled. P1ea8e aend oa tha to]loxing iaforrio tion, mt LLer thtn 45dayaafterthecluseofeachaucceedinganaual ,ccouating period : 1. List9 aharing the t mss aud moiliAg addrssa a or To u' ne member clu a ad tb namss aad ad- dressea of ar cluba xhich 1 a c ased to s dst or l ve changed their naasa or ddrrss s. The naro as al ould be arraaged in a1pA betical order or, 10.B.1.a Packet Pg. 111 Attachment: Tax Exemption Application Climax Ruritan Club (1228 : Public Hearing: Climax Ruritan Club Tax Exempt) 1 • RUI'1LaT1 i tlOildl if aw ericall dea ignated on.lf, in numericol order. In lieu of tha list referrad to above pou m y furnish us rith s coP7 of our publiahed directory. Please send ua one c py of the liet or directorT for thia office and one oop tor each diatrict in rhich our mambsr cluba are located. 2. A statement aigned by one of vur principal ufi'icera at ting xheather or rwt tb iaPonnation u x n ri...t. Jv ::-r,. 6svuy ,-,., ,,,, waa urdvV ia applicable iis all r epecta to tt new aiember clubs. 3. A ytatement if, at the close of the ear, thero rore no chac gea in ou,r roster. 4. A statement oP aR7 changea in the cisusctsr, purpoae or method ot opantiou of vur organi,a- tion or those of rour eoabar clnbs. 5• Duplicate copies of aosnda nts to churLers or b 2axs ofj+our organisatioa or tboae of at of rour mant sr clqb. 0 F.ces ption is granted und r th aectioa oi the Code i.ndicatsd abovo rather t2 an aection 501(c)(5) xhich is in pplicable to 7^ou d Tour aaabor clube. Tho District Directors coaeerned are beis notiPisd. V rT tru17 7'0, AchnQ , Orgaaisations Br nch C 10.B.1.a Packet Pg. 112 Attachment: Tax Exemption Application Climax Ruritan Club (1228 : Public Hearing: Climax Ruritan Club Tax Exempt) 7/17l2017 caplus. myossi.com/gscwebp/prc.aspx?pva1=1498-45-0027 CLIMAX VOLUNTEER FIRE CO INC Acct : 19253 Dst: 06 AC:Tx 0.6000 Map #: 1498-45-0027 Date : Cls: E77 Ap 0.6 Desc : CLIMAX RD/799 Bk/Pg: 467/44 Zon: M-1 Mb/Lt: Nhd: 100 8% Lc . Util: WELL;SEPTIC Cons : 0 Rd : 01 PAVED Topo : LEVEL;LEVEL Bn: 1 Bv Meth:O Item Size Rate Value +-------AZ6----+ Use : 0225 fIRE STATIO Bldg area 1580 25.00 37500 MH Code: Fuel: Heat HOT A ' Yr Blt : 1965 A/C NO CE Yr Rmd : Baths ICond : 03 FAIR Attc Ufin A20 A20 Style : Attc Fin GAR Nbr Sty: 1.8 Fp 520 Foundtn: 05 SLAB W1 Strc: 02 CINDER BLOCK Ext :CINDER BLOCK I I Roof: 02 METAL +-+----626A26----+ Bsmt: 0 Fin: 8 IAttc: 0 Fin: Rms: 1 Brms: I IBths: F 0 2 Fp: 0 my: 0 I F1r:C ENT Int• 7 UNFINISHED IDe : CLIMAX VOL FIRE DEPT Bldg SubTl 37,500 Re : Grd Fctr 9 Replc 37,580 Gr: Phys -30 -11,256 RT 799-NO LONGER USED? HOOKED TO Func 0 0 SCHOOL WATER SYSTEM Econ 0 0 Comp 100 0 Nhd Bldg Val 26,300 Appr: RG Date:86/26/12 Info: E E Time: 2:35 SCodeArea Sty 1GAR 528 1.0MU50/MR4/DR26/DU28/DL26/DD20/ 2MA 1580 1.0DR30/DU50/DL26/DL4/DD50/ BnBmUse 2U 8314 GARAGE SnLmSeg Type iFV9240 EXEMPT MhCdDes CB 28X26 ATTACHED B58 1500 B50 Card 1 of i 070000A0000350 Printed:94/03/17 Updated:BR Att: SCALE 1:205 630-----+ Rem Ayb CndUnits Rate PdFO RsnEo RsnIcValue G00 520 14.08 0 0 7,300 Ac Frnt Dpth Sf TFctrLtUp AdjXValue Remarks 8.60 0 8,500 Mkt Val L 8,580 Mkt Val B 33,600 Mkt Val T 42,100 Def Val 0 Net Val 42,100 Old Mkt L 8,500 Old Mkt B 33,600 Old Def 0 Old Net 42,100 http://caplus.myossi.com/gscwebp/prc.aspx?pva1=1498-4r0027 2 10.B.1.a Packet Pg. 113 Attachment: Tax Exemption Application Climax Ruritan Club (1228 : Public Hearing: Climax Ruritan Club Tax Exempt) 7 17 2U17 caplus.myossi.com/gscwebplprc.aspx?pva1=1498-45-0027 http://caplus.myossi.com/gscwebp/prc.aspx?pva1=1498-4 0027 2/2 10.B.1.a Packet Pg. 114 Attachment: Tax Exemption Application Climax Ruritan Club (1228 : Public Hearing: Climax Ruritan Club Tax Exempt) T6ia for a muat be sent to $uritsu National, Wakefield, Va., immediately aiter the Ci srter Night mee ' tan,g'• CMorter IN mbers dnd Officers af the uritun Cnub Churter Nu nber _.a,.Z---- i`he Clu is located in_______.Pj.t„g,y__________Count in thY e State of gi_nia _____,_ The clab vAS chntered on the _______ da of h___ 19_, T}c cliarter as resc,iited } ^ The elub was sponsored bq t e r p , y----------- Rurita.n Club• ----------- THE EB OUTIp$ OF.1"IOg88 OF THE CLUB 1- a_ 3- 4- 5- 6- 7- ARL: (PLEASE PRINT 08 TYPT). NAME ADDRESSPresident . i:_Y B.t.,,. Jr.-------- 8thma Va_ ---- Schocl PBr oN 9ice-Pres. Ia_#,_9.cjar------------ hathaa Va -------------- _ cher L_=--' cn ' t-------------------- s ooi a ner---------- Treasu rer $L __A_1-]zen ----------__ __p ` "----------------- Ret red $fer`chant ------- Directflr 1 Yr. ------- ------_--___-------- Faaz mer ------ Director 2 Yr. _ •-----------________ , Direator 3 Yr. -------------------- o $e_corci -----____---------------------------- -------------- ` LIST BELOW (!HA$TE8 1 IEMB$S OTHE$ THAN OFFiCLB,S: --------------- NAME ADDRESSE+-T..31____ OCCUPATION 9.&.-E--har oa..-----------------------? dt 11s-JCg_--------------- Merchent_ lO.Isa].ia,.1 9h8tz_ ----------------------- - Gh dt,_.Y..------------------Mill_e_r ___ ..`----------_ IL J._S qn----------------------------b a#d e.-p. a-___-___ -------F rn er ------------------ 12. Q RsJt3'i,l.d._-------- "'" Merchant 13. d,_Q$--------- ------------_--- . Y..._------------------Far aar----- '°----- p.a,..------- Far er ------------- 15. .._,_ .Ql§-------- ----------------._ J±t_------_____----- Far er _----------------_ p t___---- F$rmer ---------- 16 T93.7..I trlthi,$Q---- ---------- Farmer ------------- I?.0 - a------------------------------ 1Y t.CQ------------ -,.- _--- Merchs t --------------- 18. _1a ..r---------------------------t t,_ --------------- ---------------- 19.A JlAd 0.---- ----------_C} Q`-------------------Farmer___---- ------- 20.J 9.A Q9T A-------- ------------------9 1.s `------------------- Farmer-------_ '------»- Y___ ---------- 22..8 Y_1"t dh----------------------------- 8 "___-----------_ Farnier -------------- S_Y___--- Faz aer ---- Z2.,T_Sc, .$S ---------____--____----__it.s_Da. --------_^---------Farmer ------------- 23. s,_I'L F odiY -____------ 25.T'-A J t,lli--------- _ r----------- _ • ------------------- Fa--- ------------------ 5"'la#11 111,_ $t---------- F --------- Q TQKlsx ------------ ----------a aer _ t8. '4,__4a.- ----------------------=+ Va__-----------------WArehousem8ii ------ ----- Z9. Le 4 ge__— ------ ---------------'- a-------------------Fatiner_------- "------- Faiwer ---------- 30. O=-W-_.Ql y..c_ Ch, ------------------ 3L S:_I. 4 -------------- Q8_------------------ Farmar_------- t---------------------------s.Y+?@, Va,_---- Merchant _"_------ C S ir _..---------- G- t---------------------- s 8 i.._------------------F ------------'-- x.z..,_Y:__--------- t- _-_----- 85 5..L_e r?A_--------- ---- -------- Shatham,. Y..------------------- Far ser__ --------------- 36.:_i:_$4L?'i k------------------------S th QB-------------------Merch t -------------- t e_ t_ _ ' 8 F, ------ Q. ------------------------tha a Va=------------------- Sch-o_a_1_-_Teache'r_--- ---- 3r-S.+Qt- - ----- Cha h c•_,._YA____------ ---_E ot,er 43.-- --------------------------------------------------------------------------------------------- ' a t 1 ,#fl S .. t; r ; F w 3 : f, i, IIee $aRerae Side if Neaessarp '` ' 10.B.1.a Packet Pg. 115 Attachment: Tax Exemption Application Climax Ruritan Club (1228 : Public Hearing: Climax Ruritan Club Tax Exempt) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Public Hearing: Proposed Amendment to Chapter 6.6-3, Property Exempt by Classification or Designation, of the Pittsylvania County Code, to include tangible personal property owned by the Blue and Gray Education Society (Staff Contact: J. Vaden Hunt) Staff Contact(s): J. Vaden Hunt Agenda Date: June 19, 2018 Item Number: 10.B.2 Attachment(s): Blue & Grey Education Society Tax Exemption Application Blue & Grey Flyers Reviewed By: SUMMARY: The Blue and Gray Education Society applied for a tax exemption on tangible personal property which was submitted to the Commissioner of Revenue’s Office, forwarded to the Board of Supervisors, and duly advertised for the purpose of a public hearing. FINANCIAL IMPACT AND FUNDING SOURCE: If the exemption is approved, the Honorable Shirley Hammock has submitted the loss of revenue as $770.78. RECOMMENDATION: Following conducting the aforementioned required public hearing, County Staff submits this for the Board of Supervisors’ review and consideration. MOTION: “I make a Motion approving the Blue and Gray Education Society’s tax exemption application.” 10.B.2 Packet Pg. 116 10.B.2.a Packet Pg. 117 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 118 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 119 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 120 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 121 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 122 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 123 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 124 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 125 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 126 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 127 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 128 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 129 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 130 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 131 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 132 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 133 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 134 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 135 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 136 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 137 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 138 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 139 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 140 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 141 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 142 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 143 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 144 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 145 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 146 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 147 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 148 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 149 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 150 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 151 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 152 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 153 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 154 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 155 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 156 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 157 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 158 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 159 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 160 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 161 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 162 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 163 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 164 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 165 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 166 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 167 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 168 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 169 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 170 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 171 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 172 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 173 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 174 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 175 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 176 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 177 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 178 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 179 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 180 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 181 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 182 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.a Packet Pg. 183 Attachment: Blue & Grey Education Society Tax Exemption Application (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, 10.B.2.b Packet Pg. 184 Attachment: Blue & Grey Flyers (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, Property Exempt by Classification or) 10.B.2.b Packet Pg. 185 Attachment: Blue & Grey Flyers (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, Property Exempt by Classification or) 10.B.2.b Packet Pg. 186 Attachment: Blue & Grey Flyers (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, Property Exempt by Classification or) 10.B.2.b Packet Pg. 187 Attachment: Blue & Grey Flyers (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, Property Exempt by Classification or) 10.B.2.b Packet Pg. 188 Attachment: Blue & Grey Flyers (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, Property Exempt by Classification or) 10.B.2.b Packet Pg. 189 Attachment: Blue & Grey Flyers (1227 : Public Hearing: Proposed Amendment to Chapter 6.6-3, Property Exempt by Classification or) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Purchase of Service Weapon (Staff Contact: Sheriff Michael W. Taylor) Staff Contact(s): Sheriff Michael W. Taylor Agenda Date: June 19, 2018 Item Number: 12.a Attachment(s): Letter to David Smitherman for Michael Hill RE Purchase of Service Weapon Reviewed By: SUMMARY: Attached is a letter from the Honorable Mike Taylor, Pittsylvania County Sheriff, requesting approval from the Board of Supervisors for Deputy Sheriff Michael Hill to purchase his issued service weapon. Virginia Code §59.1-148.3 details the circumstances when law enforcement officers are legally allowed to purchase their issued service weapons. This request meets all the requirements of said Virginia Code Section. FINANCIAL IMPACT AND FUNDING SOURCE: Deputy Sheriff Michael Hill will purchase the service handgun at a price equivalent to the weapon’s fair market value. RECOMMENDATION: County Staff recommends the Board of Supervisors approve Sheriff Taylor’s request that Deputy Sheriff Michael Hill be allowed to purchase his issued service weapon. MOTION: “I make a Motion to approve the purchase of the issued service weapon by Deputy Sheriff Michael Hill.” 12.a Packet Pg. 190 Pittsyrvania County Phone (434) 432 -7800 or (434) 656-6211 Fax (434) 432 -7823 pcso@pittgov.arg Website - www,pittsylvanias &riff: org Michael -W. Taylor Sheriff P.O Box 407 Chatham 'V.A. 24531 June I., 2018 Mr. David M. Smitherman, County Administrator Pittsylvania County P.O. Box 426 Chatham, Virginia 24531 Re: Request for of Purchase of Service Weapon / Glock 22 4o Caliber: Serial Number/ HHA-472 Dear Mr. Smitherman: Deputy Sheriff Michael Hill, who retired 31 December 2017 due to an unrelated work disability, has inquired about purchasing his service weapon. As provided by § 59.1-48.3, Code of Virginia, Deputy Hill, with his years of service and as a result of a nonservice-incurred disability, is eligible to purchase the service handgun issued to him by the agency at a price equivalent to the weapon's fair market value. I am asking on behalf of Deputy Hill for your approval of this request. Thank you for your attention in this matter of mutual interest. With kindest regards I remain, \It truly yours, ik. Michael W. Taylor Sheriff Cc: Vaden Hunt, Esquire, Attorney for Pittsylvania County Corey Webb, Captain Personnel File of Deputy Michael Hill MWT/ngo 12.a.a Packet Pg. 191 Attachment: Letter to David Smitherman for Michael Hill RE Purchase of Service Weapon (1223 : Purchase of Service Weapon) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Appropriation of Funds (Staff Contact: Sheriff Michael W. Taylor) Staff Contact(s): Sheriff Michael W. Taylor Agenda Date: June 19, 2018 Item Number: 12.b Attachment(s): Reviewed By: SUMMARY: The Honorable Sheriff Mike Taylor is requesting an appropriation of $100,000 from the Federal Asset Forfeiture Checking Account, $25,000 to Police Supplies (242-4-031710-601000), and $75,000 to Construction (242-4-031710-821200). FINANCIAL IMPACT AND FUNDING SOURCE: There are sufficient funds in the Federal Asset Forfeiture Checking Account to cover the above- referenced appropriations. RECOMMENDATION: County Staff recommends appropriation of $100,000 from the Federal Asset Forfeiture Checking Account, $25,000 to Police Supplies (242-4-031710-601000), and $75,000 to Construction (242- 4-031710-821200). MOTION: “I make a Motion to appropriate $100,000 from the Federal Asset Forfeiture Checking Account, $25,000 to Police Supplies (242-4-031710-601000), and $75,000 to Construction (242-4- 031710-821200).” 12.b Packet Pg. 192 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: 9-1-1 Road Name Addition Request (Staff Contact: Chris C. Slemp) Staff Contact(s): Chris C. Slemp Agenda Date: June 19, 2018 Item Number: 12.c Attachment(s): 6-19-2018 9-1-1 Road Name Addition Request Reviewed By: SUMMARY: Ms. Sandra Adams is requesting a 9-1-1 road name addition to the entrance of her property at the Silas Cole Farm gate. She is requesting the address number and road name be 728 Violet Lenora Way. FINANCIAL IMPACT AND FUNDING SOURCE: There is a two hundred ($200) charge for the sign that is paid by the citizen. Ms. Adams realizes this and has agreed to pay in full the amount of the sign. RECOMMENDATION: County Staff recommends that the Board of Supervisors approve the attached 9-1-1 Road Name Addition Request. MOTION: “I make a Motion that the County approve the 9-1-1 Road Name Addition Request for Violet Lenora Way.” 12.c Packet Pg. 193 12.c.a Packet Pg. 194 Attachment: 6-19-2018 9-1-1 Road Name Addition Request (1197 : 9-1-1 Road Name Addition Request) 12.c.a Packet Pg. 195 Attachment: 6-19-2018 9-1-1 Road Name Addition Request (1197 : 9-1-1 Road Name Addition Request) 12.c.a Packet Pg. 196 Attachment: 6-19-2018 9-1-1 Road Name Addition Request (1197 : 9-1-1 Road Name Addition Request) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Cherrystone Creek Dam No. 2A (Roaring Fork Lake) Economic Analysis (Staff Contact: Richard N. Hicks) Staff Contact(s): Richard N. Hicks Agenda Date: June 19, 2018 Item Number: 12.d Attachment(s): Cherrystone Creek Dam 2A Email Reviewed By: SUMMARY: As reported at the April 17, 2018, Work Session, the Town of Chatham Attorney has certified that the original sponsors of the Cherrystone Dam Projects (Pittsylvania County, the Town of Chatham, and the Pittsylvania County Soil and Water Conservation District) still retain all of the necessary easements to the top of the auxiliary spillway for both dams. The Board of Supervisors approved a path forward for the Cherrystone Creek Dam Project No. 1. To move the Cherrystone Creek Dam No. 2A (Roaring Fork Lake) Project forward, NCRS completed an economic analysis to evaluate the costs and benefits of purchasing flood easements or land rights to the top of the dam versus the crest of auxiliary spillway. This was to fully understand the issues surrounding the potential for induced damages arising from flood water that backs up behind the dam during major storm events. A summary of the economic analysis (June 5, 2018 Email from David Faulkner) is attached for your review and information. The basic conclusion of the analysis was that for every $1 in benefits (damages avoided), the sponsors would have to spend $8 to acquire full extension of easements to the top of the dam. The sponsors must select a plan of action from five (5) different alternatives to move the Project forward to the next step, which would include plans and specifications for the Project. The alternatives are as follows: 1. Do nothing, i.e., accept the potential flood risk for flood events greater than the elevation of the crest of the auxiliary spillway; 2. Acquire easements to the top of the dam; 3. Procure an insurance policy explicitly for the flood pool risk; 4. Attempt to acquire a waiver of the risk from all of the landowners for the 22 existing parcels with property below the top of the dam; or 5. Pass a setback ordinance preventing further development below the top of the dam elevation. At a minimum, Pittsylvania County will have to pass a setback ordinance preventing future 12.d Packet Pg. 197 development below the crest of the auxiliary spillway to participate in the Federal Dam Rehabilitation Program. The County will need to provide NCRS with its decision by June 29, 2018. FINANCIAL IMPACT AND FUNDING SOURCE: If the Project moves to construction, the original sponsors (Pittsylvania County, the Town of Chatham, and the Pittsylvania County Soil and Water Conservation District) will be responsible for 35% of the project costs. Preliminary cost estimates for this Project are from $3,078,000 to $10,606,000. No determination has been made as to the distribution of the local costs between the original sponsors. RECOMMENDATION: Staff recommends that the Board of Supervisors choose Alternative 1-above, which is to do nothing, i.e., accept the potential flood risk for flood events greater than the elevation of the crest of the auxiliary spillway, and to develop a setback ordinance preventing further development below the crest of the auxiliary spillway. MOTION: “I make a Motion to accept Alternative 1 for the Cherrystone Creek Dam No. 2A (Roaring Fork Lake), which is do nothing, i.e., accept the potential flood risk for flood events greater than the elevation of the crest of auxiliary spillway, and do hereby further instruct staff to develop a setback ordinance preventing further development below the top of the dam elevation for Cherrystone Creek Dam Project 1 Cherrystone Lake) and Cherrystone Creek Dam No. 2A (Roaring Fork Lake).” 12.d Packet Pg. 198 1 Richard Hicks From:rcocke@chatham-va.gov Sent:Tuesday, June 5, 2018 9:53 AM To:Richard Hicks; h.lindsey.pswcd@gmail.com Subject:[POSSIBLE SPAM] [FWD: reformatted email reg. Cherrystone Crk. 2A] Importance:Low Richard Cocke Town of Chatham Town Manager 16 Court Place P.O. Box 370 Chatham VA 24531 434-432-9515 Office 434-221-8522 Cell 434-432-4817 Facsimile www.chatham-va.gov rcocke@chatham-va.gov -------- Original Message -------- Subject: reformatted email reg. Cherrystone Crk. 2A From: "Faulkner, David - NRCS, Richmond, VA" <David.Faulkner@va.usda.gov> Date: Tue, June 05, 2018 8:36 am To: Richard Cocke <rcocke@chatham-va.gov> Cc: "Biddix, Wade - NRCS, Richmond, VA" <Wade.Biddix@va.usda.gov> Richard, Here it is reformatted. I hope this works. David 12.d.a Packet Pg. 199 Attachment: Cherrystone Creek Dam 2A Email (1202 : Cherrystone Dam 2A) 2 Hello Cherrystone Creek Watershed Sponsors: I am writing to inform you of the economic analysis that was completed on the Cherrystone Creek Dam No. 2A (Roaring Fork Lake) project. David Faulkner, NRCS Economist, conducted the following economic analysis to evaluate the costs and benefits of purchasing flood easements or landrights to the top of dam versus the crest of the auxiliary spillway. We need to fully understand the issues surrounding the potential for induced damages arising from flood water that backs up behind the dam during major storm events. NRCS needs a decision from the Sponsors by the end of June, in writing, regarding what landrights choice you decide is best going forward with this dam. Background: As you know, NRCS policy for dam rehabilitation projects requires the minimum landrights area upstream from the dam must be for all areas below the elevation of the top of dam, unless the plan allows for a lower elevation. When a lower elevation for landrights is supported, this elevation can never be below the 100-year, 24-hour storm event or the crest of the auxiliary spillway elevation, whichever is higher. Prior to construction of Cherrystone Creek Site 2A, the local Sponsors acquired easements for the project. The easements were certified to NRCS by the Town of Chatham and the Pittsylvania Soil and Water Conservation District on January 16, 1967. The Town’s attorney has examined the land records and found that the Sponsors retain the right to flood the same land that they were able to flood as of the date of the dam’s construction. Agency policy at that time required the acquisition of landrights be acquired to the crest of the auxiliary spillway as a minimum. That is the assumption used during this economic analysis. Currently, there aren’t any homes or other structures located upstream of the dam below the top of dam elevation. This is advantageous for protecting water quality and also for avoiding possible flood damages during rainfall events that fill the flood pool of the dam. This condition should be maintained to avoid possible damages and liability complaints. It would be preferable to prevent any construction below the top of dam elevation of 707.4 (the existing easement for the dam are assumed to be to the crest of the auxiliary spillway which is located at elevation 699.8). We want to provide information to assist you in deciding how you will manage future flood risks to all potential future houses with points of water entry below the top of dam elevation. How the Flood-Pool-Induced Damages Were Evaluated: NRCS completed an analysis of the risk associated with induced flooding due to flood water levels during storm events and the potential cost of meeting current NRCS top of dam easement policy. The difference between the existing easement (elevation 699.8) and the elevation of the top of dam (elevation 707.4) was used to estimate potential structure and content damages assuming 10 of the 22 affected parcels had single family homes built upon them with points of water entry 3.82 feet below the top of the dam (mid-point between the top of dam and crest of auxiliary spillway). The following set of assumptions were used to estimate risk: 1)the cost of easements for the added 17 acres of land (easement encumbrance costs plus legal fees, e.g., title, deed search and recordation 12.d.a Packet Pg. 200 Attachment: Cherrystone Creek Dam 2A Email (1202 : Cherrystone Dam 2A) 3 fees, for each parcel owner); 2) estimates for the average value of residences and associated contents for a scenario with 10 of the 22 identified parcels assumed to have property in harm’s way (a comparable level of development as for Dam No. 1); and 3) estimated damages from all storm events (as represented by the following specific storm events: 100, 200, 500, 1,000 year and probable maximum flood (PMF) event for the dam rehabilitation conditions) based upon an average flood depth assumed to be 3.82 feet for each property. The associated average annual damages for all storm events were estimated to be $705. The estimated average annual cost for acquiring additional easements to the top of dam, including administrative costs (legal and deed recording fees) were estimated to be $6,050. The resulting benefit/cost ratio came out to 0.12; a low Benefit/Cost ratio comparing average annual costs for all storm events induced from flood damages vs. average annual cost for establishment of the added easements. Alternatively expressed, for every $1 in benefits (damages avoided), over $8 would have to be expended to acquire full extension of easements to the top of the dam. The alternatives that come to mind in the face of this potential risk, in no particular order, are: 1) Do nothing, i.e., accept the potential flood risk for flood events greater than the elevation of the crest of the auxiliary spillway; 2) Acquire easements to the top of the dam; 3) Procure an insurance policy explicitly for the flood-pool risk; 4) Attempt to acquire a waiver of the risk from all landowners for the 22 existing parcels with property below the top of dam; 5) Pass a setback ordinance preventing future development below the top of dam elevation. Note: It will be required that Pittsylvania County pass land use restrictions that prevent future development below the crest of the auxiliary spillway, as a minimum (a requirement to participate in the Federal Dam Rehabilitation Program). Granted, there aren’t any homes currently in harm’s way below the top of dam at Site 2A and you may decide to live with the existing easement and its associated risk for potential damages to future properties that have yet to be built. Even though the auxiliary spillway has not experienced a flood flow in the past 50 years, you still need to determine if acquisition of the additional easement area to meet current NRCS policy to the top of dam is justified (cost vs. risk). You may feel that such added costs, for storm event eventualities with very low probabilities of occurrence, are not worth making, but we strongly urge you to prevent construction within elevations that would place them at risk during flood events. Please respond in writing by June 29, 2018 to let us know what you want to do regarding the question of acquiring the added easements given the risk/cost comparison, i.e., relatively high current cost of potential damage avoidance in view of a very low risk/low probability of occurrence of storm events greater than the existing level of protection (estimated to be between a 50 and 100 year event). 12.d.a Packet Pg. 201 Attachment: Cherrystone Creek Dam 2A Email (1202 : Cherrystone Dam 2A) 4 Below are some snapshots of the analysis that was conducted for your information and consideration: Cherrystone Creek Site 2A Flood-pool Analysis Damage Frequency - Ave. Ann. Damage Relationships/Calculations Future Without Treatment (FWOT) and the Future With Treatment (FWT) - Sponsor or Federal Rehabilitation Storm Event Frequency of each Change in Frequency Damages in Present Average Damages Contribution to Average 12.d.a Packet Pg. 202 Attachment: Cherrystone Creek Dam 2A Email (1202 : Cherrystone Dam 2A) 5 Definition (Years) Storm Event - % Chance of Occurrence (%) (proba- bility) Values ($s) in Present Values ($s) Annual Damages ($s) 10,000 0.010% --- $1,248,322 $699,531 $629.58 1,000 0.10% 0.0009 $150,740 $75,370 $75.37 500 0.20% 0.0010 $0 $0 $0.00 200 0.50% 0.0030 $0 $0 $0.00 100 1.00% 0.0050 $0 $0 $0.00 75 1.33% 0.0033 $0 $0 $0.00 50 2.00% 0.0067 $0 $0 $0.00 25 4.00% 0.0200 $0 $0 $0.00 10 10.00% 0.0600 $0 $0 $0.00 5 20.00% 0.1000 $0 $0 $0.00 1 100.00% 0.8000 $0 FWOT/FWT Estimated Average Annual Flood-pool Damages: $705 Estimated Ave. Ann. Cost to Establish Setback Easements: $6,050 Net Investment Benefits (AABs): -$5,345 Benefit/Cost Ratio: 0.1165 And lastly, a PMP event is not very likely to occur assuming past history is a good predictor of future storm events. However, the definition of a PMP event, as well as all other defined storm events, is subject to change over time as more actual storm data is collected. David prepared the following table to help explain potential risk and changes to storm definitions to help you make your decision about management of flood-pool risk: 12.d.a Packet Pg. 203 Attachment: Cherrystone Creek Dam 2A Email (1202 : Cherrystone Dam 2A) 6 Please let me know if you have any questions regarding this analysis. I look forward to getting your written response by June 29, 2018. Thanks, R. Wade Biddix Watershed Program Specialist ACES Employee 1606 Santa Rosa Road, Suite 209 Richmond, Virginia 23229-5014 Tel: 804-287-1675 Cell: 804-332-3512 email: wade.biddix@va.usda.gov 12.d.a Packet Pg. 204 Attachment: Cherrystone Creek Dam 2A Email (1202 : Cherrystone Dam 2A) 7 David L. Faulkner Natural Resource Economist USDA/NRCS Culpeper Building, Suite 209 Henrico, VA 23229-5014 Telephone: (804) 287-1664 This electronic message contains information generated by the USDA solely for the intended recipients. Any unauthorized interception of this message or the use or disclosure of the information it contains may violate the law and subject the violator to civil or criminal penalties. If you believe you have received this message in error, please notify the sender and delete the email immediately. 12.d.a Packet Pg. 205 Attachment: Cherrystone Creek Dam 2A Email (1202 : Cherrystone Dam 2A) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Award of Radio Tower Construction Bids (Staff Contact: Richard N. Hicks) Staff Contact(s): Richard N. Hicks Agenda Date: June 19, 2018 Item Number: 12.e Attachment(s): Black & Veatch Best and Final Offer Reviewed By: SUMMARY: On April 19, 2018, the County accepted bids for the construction of the radio towers at the Tunstall Fire Department Tower Site and the Mayfield Road Tower Site. Black & Veach was the only company that provided a complete bid for the Project. Two (2) other firms bid on pieces of the contract. A copy of the bid tabulation is attached for your review and information. The total bid provided by Black & Veach was $1,046,143.16. The budget for the construction of the towers was estimated at $735,000. After the receipt of the bids, County Staff began exploring various options to reduce the cost of the Project. One (1) option that was considered was to reuse a couple of existing equipment shelters that were removed from other tower sites a few years ago. This would reduce the cost of the contract to $802,393.48, which was still in excess of our proposed budget. County Staff held a meeting with the County’s Engineer and representatives from Black & Veatch to discuss various options. At the end of the meeting, they were asked to review their bid and present the County with their best and final offer. This included using smaller equipment shelters and other revisions. Their final offer was $1,024,410.08. A second option included some additional modifications to the shelters and resulted in a final price of $937,902.42. A third option eliminated the equipment shelters, as well as the DC power systems, for a final cost of $633,538.49. County Staff is recommending the award of the bid based on Option 3, with the DC power systems included in the budget. The total cost for this option would be $683,990.07. This option would include the utilization of our existing equipment shelters, which are currently being stored at the landfill. County Staff completed a preliminary review of the shelters and they appear to be appropriate to be reused. A structural engineer will inspect them on Thursday, June 14, 2018, so a final analysis will be completed by the Board meeting. This bid is predicated on the assumption that the shelters are in good shape and can survive the trip to the assigned locations. According to Finance, the County currently has $735,782.92 for the project. Based on Option 3 with the DC power systems included, this leaves a balance of $51,792.85, which will be used to purchase a generator for each tower, the installation of a new HVAC unit in each shelter and cover the costs of moving the shelters to the sites. County Staff anticipates being able to cover these additional costs and the contract within existing funds. 12.e Packet Pg. 206 FINANCIAL IMPACT AND FUNDING SOURCE: The County borrowed funds for the purchase of the radio equipment and the construction of the towers. With $735,782.92 being available from said loan funds, the County has enough money allocated to complete the Project. RECOMMENDATION: Award the bid to Black & Veatch in the amount of $683,990.07. MOTION: “I make a Motion to award the bid for the construction of two (2) radio towers to Black & Veach as outlined in their Best and Final Offer, Option 3, with the DC Power Systems include, said award being in the amount of $683,990.07.” 12.e Packet Pg. 207 B&V Original Tunstall Fire Tower Site Cost Site Preparation (Compound, Access Road, Utilities)95,397.24$ 12’x24’ Equipment Shelter 100,989.08$ Equipment Shelter Shipping, Delivery, Offload, Installation 14,331.29$ 35 kW LPG Generator 19,407.10$ Generator Shipping, Delivery, Offload, Installation, Fuel, Testing 12,897.57$ DC Power System 21,445.78$ DC Power System Installation and Testing 9,248.05$ 195’ Self-Supporting Tower 38,940.88$ Tower Shipping, Delivery, Offload, Foundation Construction, Erection Services 99,872.24$ Permits, Fees, Licensing 10,488.32$ Project Management 43,002.45$ Civil Engineering Services (surveys, designs, drawings)43,979.23$ Warranty/Guarantee 11,645.43$ Training (if applicable) Total 521,644.66$ Mayfield Road Tower Site Cost Site Preparation (Compound, Access Road, Utilities)95,397.19$ 12’x24’ Equipment Shelter 100,989.08$ Equipment Shelter Shipping, Delivery, Offload, Installation 14,331.29$ 35 kW LPG Generator 19,407.10$ Generator Shipping, Delivery, Offload, Installation, Fuel 12,897.57$ DC Power System 21,445.78$ DC Power System Installation and Testing 9,248.05$ 195’ Self-Supporting Tower 38,940.88$ Tower Shipping, Delivery, Offload, Foundation Construction, Erection Services 99,872.24$ Permits, Fees, Licensing 10,488.32$ Project Management 43,002.00$ Civil Engineering Services (surveys, designs, drawings)43,979.23$ Warranty/Guarantee 11,645.43$ Dan River Middle School Structural Analysis 2,854.34$ Total 524,498.50$ Total Proposal Costs 1,046,143.16$ 12.e.a Packet Pg. 208 Attachment: Black & Veatch Best and Final Offer (1226 : Award of Bids on Tower Construction) VFP Hartcom Combined Reuse Shelter B&V BAFO Cost Cost Cost Cost Cost Others 95,397.24$ 95,397.24$ 94,869.93$ 116,752.00$ 116,752.00$ 100,332.16$ 10,559.00$ 10,559.00$ 10,559.00$ 14,252.09$ Included Included 19,407.10$ 19,280.88$ Included Included 12,897.57$ 12,826.27$ Included 17,775.79$ 17,775.79$ 17,775.79$ 21,306.26$ Others 7,450.00$ 7,450.00$ 7,450.00$ 9,196.93$ Others 38,940.88$ 38,940.88$ 38,687.60$ Others 99,872.24$ 99,872.24$ 99,320.20$ Others 10,488.32$ 10,488.32$ 10,323.56$ Others 43,002.45$ 43,002.45$ 41,419.29$ Others 43,979.23$ 43,979.23$ 37,674.94$ Included Included 11,566.19$ -$ 127,311.00$ 25,225.79$ 484,217.15$ 399,769.82$ 511,056.30$ Cost Cost Cost Cost Cost Others 95,397.19$ 95,397.19$ 94,869.93$ 116,752.00$ 116,752.00$ 100,332.18$ 10,559.00$ 10,559.00$ 10,559.00$ 14,252.09$ Included Included 19,407.10$ 19,280.84$ Included Included 12,897.57$ 12,826.30$ Included 17,775.79$ 17,775.79$ 17,775.79$ 21,306.24$ Others 7,450.00$ 7,450.00$ 7,450.00$ 9,196.93$ Others 38,940.88$ 38,940.88$ 38,687.59$ Others 99,872.24$ 99,872.24$ 99,320.20$ Others 10,488.32$ 10,488.32$ 10,323.57$ Others 43,002.00$ 43,002.00$ 41,418.85$ Others 43,979.23$ 43,979.23$ 37,526.22$ Included Included Included 11,566.19$ Others 2,854.34$ 2,854.34$ 2,446.65$ 127,311.00$ 25,225.79$ 487,070.99$ 402,623.66$ 513,353.78$ 254,622.00$ 50,451.58$ 971,288.14$ 802,393.48$ 1,024,410.08$ 12.e.a Packet Pg. 209 Attachment: Black & Veatch Best and Final Offer (1226 : Award of Bids on Tower Construction) B&V BAFO Opt2 B&V BAFO Opt3 B&V BAFO Opt3 w/DC Plant Cost Cost Cost 54,818.75$ 55,590.64$ 55,590.64$ 94,318.57$ 17,755.43$ 18,005.43$ 18,005.43$ 19,322.33$ 10,790.09$ 10,942.01$ 10,942.01$ 21,352.08$ 17,775.79$ 9,347.27$ 7,450.00$ 38,770.79$ 39,180.90$ 39,180.90$ 99,933.82$ 101,340.94$ 101,340.94$ 10,445.08$ 10,569.65$ 10,569.65$ 41,479.20$ 41,774.72$ 41,774.72$ 37,861.10$ 38,185.69$ 38,185.69$ 11,592.22$ 467,786.73$ 315,589.98$ 340,815.77$ Cost Cost Cost 54,819.30$ 55,591.23$ 55,591.23$ 94,318.61$ 17,755.39$ 18,005.41$ 18,005.41$ 19,322.34$ 10,790.11$ 10,942.03$ 10,942.03$ 21,352.09$ 17,775.79$ 9,347.25$ 7,450.00$ 38,770.81$ 39,180.91$ 39,180.91$ 99,933.78$ 101,340.97$ 101,340.97$ 10,445.11$ 10,569.61$ 10,569.61$ 41,478.75$ 41,774.26$ 41,774.26$ 37,712.17$ 38,035.78$ 38,035.78$ 11,592.24$ 2,477.74$ 2,508.31$ 2,508.31$ 470,115.69$ 317,948.51$ 343,174.30$ 937,902.42$ 633,538.49$ 683,990.07$ 12.e.a Packet Pg. 210 Attachment: Black & Veatch Best and Final Offer (1226 : Award of Bids on Tower Construction) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Authorize Execution Solid Waste Engineering Services Contracts (Staff Contact: Richard N. Hicks) Staff Contact(s): Richard N. Hicks Agenda Date: June 19, 2018 Item Number: 12.f Attachment(s): Reviewed By: SUMMARY: On April 30, 2018, the County received proposals for Solid Waste Engineering Services. This included all of the services provided for the landfill and the convenience centers. Seven (7) proposals were submitted and were reviewed and scored by a panel of County Staff members. Three (3) firms were selected to be interviewed based on their combined scores from the panel (Dewberry, SCS, and Joyce Engineering). Said firms have extensive experience in the solid waste business. Dewberry has been the County’s Engineer of Record for over twenty (20) years. During the interview process, both Joyce Engineering and SCS stressed their experience in compliance, as well as landfill operational efficiencies. Dewberry stressed its extensive past history of keeping the County compliant with all of the environmental requirements. After discussing the proposals, it is the County Staff’s opinion that ensuring efficient operations should be a key component of the solid waste services contract. In their presentation, both Joyce Engineering and SCS noted that the County is currently averaging 1,040 pounds of waste per cubic yard of landfill space. The industry standard is 1,500-1,700 pounds of waste per cubic yard. Based on the County Landfill’s current compaction rate, Phase II of the landfill would be out of space in 24.75 years. The County began setting funds aside in the FY 18/19 County Budget to cover those costs when it is time to close Phase II and open Phase III. If the County is able to reach a compaction rate of 1,500 pounds per cubic yard (a 50%) increase, the life expectancy of Phase II could be extended to approximately thirty-seven (37) years. Based on a current price of $41/ton, that extra space would have the potential to generate an additional $21,830,000 in revenues during that time period. By extending the life of the current Phase, the funds needed for opening and closing could also be extended over a longer period of time, which would free up additional funds for the construction of new and the renovation of existing compactor sites. Both firms would be committed to helping the County attain that compaction rate. County Staff believes that the County would be best served by awarding solid waste consulting services to both SCS and Joyce. FINANCIAL IMPACT AND FUNDING SOURCE: 12.f Packet Pg. 211 Funds are provided in the FY 18/19 County Budget for Solid Waste Engineering Services. RECOMMENDATION: County Staff recommends authorizing County Administrator to execute contracts with Joyce Engineering Services for Solid Waste Engineering Services at the Landfill , and with SCS for Solid Waste Engineering Services for our Convenience Centers (Compactor Sites and Green Box Sites). MOTION: “I make a Motion to authorize the County Administrator to execute contracts with Joyce Engineering Services for Solid Waste Engineering Services at the Landfill , and with SCS for Solid Waste Engineering Services for our Convenience Centers (Compactor Sites and Green Box Sites).” 12.f Packet Pg. 212 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: County/School System Chatham Armory Lease (Staff Contact: Richard N. Hicks) Staff Contact(s): Richard N. Hicks Agenda Date: June 19, 2018 Item Number: 12.g Attachment(s): Armory County Lease Agreement Reviewed By: SUMMARY: As previously discussed, attached is a proposed Lease between the County and the County’s School System for use of the Chatham Armory by the School System as an alternative school. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the Board of Supervisors approve the attached County/School System Chatham Armory Lease as presented. MOTION: “I make a Motion approving the execution of the County/School System Chatham Armory Lea se as presented and authorize the County Administrator to sign all necessary and appropriate related documents.” 12.g Packet Pg. 213 Page 1 of 4 LEASE AGREEMENT This LEASE AGREEMENT (the “Lease”), is made on ______ __, 2018 (“Date of Execution”), between the BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA (“Lessor”), and the SCHOOL BOARD OF PITTSYLVANIA COUNTY, VIRIGNIA (“Lessee”), (singularly the “Party;” collectively the “Parties”). WITNESSETH THAT FOR AND IN CONSIDERATION of the mutual covenants and agreements herein contained, the Parties do hereby covenant and agree as follows: 1. LEASE OF PROPERTY: Lessor hereby leases and demises, and Lessee hereby rents all that real property with improvements thereon and appurtenances thereunto belonging, less the gravel lower parking lot which the Lessor shall have exclusive use/access to, formerly known as the Chatham Readiness Center/Armory, located on the West side of South Main Street (U.S. Highway No. 29) near the intersection of Memorial Drive and South Main Street in the Town of Chatham in Pittsylvania County, Virginia (the “Premises”). 2. COVENANTS OF OWNERSHIP; COORDINATED USE; QUIET ENJOYMENT: Lessor covenants and agrees that it is the owner of the Premises demised. The Premises is leased for the sole purpose of being a school. Any other primary use of the Premises by the Lessee must be approved in writing by Lessor. Following coordination with the Lessee during non-school hours, the Pittsylvania County Board of Supervisors, the Pittsylvania County Department of Parks and Recreation, and Pittsylvania County Administration/Staff, shall have use of the Premises. Except for said coordinated use, Lessor also covenants that Lessee shall have quiet enjoyment thereof for the Lease’s duration. 3. TERM OF LEASE; RENEWAL; TERMINATION: The term of this Lease shall be for five (5) years, commencing as of the Date of Execution above. This Lease may be extended for an additional four (4), one (1) year terms. Said extension notice shall be given in writing by Lessee to Lessor at least sixty (60) days prior any Lease termination date. This Lease may be terminated by either Party with one-hundred and twenty (120) days’ written notice to other Party. 4. RENT; LATE FEE: Lessee covenants and agrees to pay to Lessor, as rental for the Premises, the sum on one dollar and no cents ($1.00) per year. All rent payments or late fees shall be made payable to the Treasurer of Pittsylvania County, Virginia, and sent to the following address: 21 Main Street, P.O. Box 407, Chatham, Virginia 24531. There shall be no late rent fee in this Lease. 5. REAL ESTATE AND PERSONAL PROPERTY TAXES: Lessor shall pay all real estate taxes assesses against the Premises demised (if any) and shall also pay all personal 12.g.a Packet Pg. 214 Attachment: Armory County Lease Agreement (1236 : County/School System Chatham Armory Lease) Page 2 of 4 property taxes assesses against any of the personal property and fixtures hereby demised (if any). 6. UTILITIES: Lessee shall pay for all its telephone, cable, internet or satellite television, used on or upon the Premises. Lessor and Lessee shall equally split the costs of all other utilities used on, in, and upon the Premises. 7. INSURANCE; INDEMNIFICATION: A. INSURANCE: Lessor shall maintain all appropriate insurance on the Premises and its contents. B. INDEMNIFICATION OF LESSOR: Lessor shall not be liable for any damage to property or injury arising from Lessee's occupation or use of the Premises, except as may be caused by Lessor's failure to perform under the Lease. Lessee shall protect, indemnify, defend, and save harmless the Lessor, his agents, or servants from and against any and all claims, actions, damages, liabilities, and expenses (including reasonable attorneys’ fees) resulting from the negligent, unlawful, or willful acts or omissions of Lessee, Lessee’s employees, representative, agents, customers, invitees, or visitors, or from Lessee's failure to perform any obligation imposed upon it by law or the provisions of this Lease, notwithstanding any possible negligence (whether sole, concurrent, or otherwise) on the part of Lessor, its agents, contractors, or servants. 8. MAINTENANCE OF THE PREMISES: A. GENERAL MAINTENANCE OF PREMISES: Lessee shall maintain the Premises always in a neat and orderly condition. All exterior signage shall be approved in writing by Lessor. B. EXTERNAL REPAIRS TO PREMISES; GRASS CUTTING; LANDSCAPING: Lessor shall be responsible for maintaining the roof and exterior of the Premises, cutting the grass, maintaining upper and lower parking lots, and landscaping. C. INTERNAL MAINTENANCE OF PREMISES; MAINTENANCE/REPAIRS TO HVAC, PLUMBING, WIRING, AND OTHER FIXTURES: Lessee shall maintain all aspects of the interior of the Premises and be responsible for the maintenance of and repairs to the HVAC (heating and air conditioning system(s)), plumbing equipment, wiring, and any and all other fixtures in, on, or upon the Premises. 9. DESTRUCTION OF PREMISES: If Premises is totally destroyed by casualty or becomes so extensively damaged, without fault of Lessee, so as to render the demised Premises unusable by Lessee, Lessor or Lessee may elect to terminate this Lease, and the proceeds of any insurance on the Premises or personal property leased hereunder shall be the Lessor’s property. 12.g.a Packet Pg. 215 Attachment: Armory County Lease Agreement (1236 : County/School System Chatham Armory Lease) Page 3 of 4 10. ALTERATIONS OR IMPROVEMENTS: No alterations or improvements shall be made to the demised Premises by the Lessee without prior written consent of Lessor. All alterations or improvements made to the Premises shall be the property of Lessor at the termination of the Lease. 11. ASSIGNMENTS AND SUBLEASE: No assignment or sublease of the rights of the Lessee under this Lease shall be made without prior written consent of Lessor. 12. LESSOR’S RIGHT OF ENTRY: Lessor may, at reasonable times, enter upon the demises Premises for inspecting the same. 13. BREACH OF COVENANTS: In the event Lessee fails to perform any of the other covenants of this Lease to be performed by Lessee under this Lease, then Lessor shall have the right, in addition to all other rights or remedies provided by law or equity, to: (i) without demand or notice to re-enter, by force or otherwise, and take possession of the Premises without being liable by doing said; and (ii) setoff against rents paid in advance for any damages caused by such breach, with the Lessee being liable for any deficiency. In the event Lessor fails to perform any of the covenants of this Lease to be performed by Lessor, Lessee shall have all rights and remedies provided by law and equity. If an action is brought to enforce any of the rights or remedies available to either party in the event a breach of any term of this Lease, the prevailing party shall be entitled to all costs expended, including reasonable attorneys’ fees, court costs, and litigation costs. 14. IMMEDIATE TERMINATION OF LEASE: In the event that Lessee should execute any Deed of Assignment for the benefit of creditors, file a petition in bankruptcy, or should the property of the Lessee be levied upon by any creditors, the Lessor, at its discretion, shall have the option, if allowed by law or equity, to declare this Lease terminated. 15. WAIVER OF BREACH: The failure of Lessor to enforce one (1) or more of the terms or conditions of the Lease, from time-to-time, shall not constitute a waiver of such terms or conditions upon subsequent or continuing breach. 16. APPLICABLE LAW: This Lease shall be construed according to the laws of the Commonwealth of Virginia. 17. VENUE: The legal venue for any litigation arising out of this Lease shall be the appropriate court of Pittsylvania County, Virginia. 18. ENTIRE AGREEMENT: This Lease constitutes the entire agreement between the Parties. This Lease may not be changed orally, but only by an agreement in writing, signed by both Parties. 12.g.a Packet Pg. 216 Attachment: Armory County Lease Agreement (1236 : County/School System Chatham Armory Lease) Page 4 of 4 19. BENEFIT: This Lease shall inure to the benefit of, and shall bind the heirs, successors, and assigns of the Parties. 20. NOTICES: Any notice or demand under this Lease shall be by registered or certified mail, return receipt requested, sent to the Parties at the addresses listed below, and shall be deemed delivered on the date postmarked: A. LESSOR: County of Pittsylvania, Virginia 1 Center Street P.O. Box 426 Chatham, Virginia 24531 B. LESSEE: Pittsylvania County School Board P.O. Box 232 39 Bank Street Chatham, Virginia 24531 Witness the following signatures and seals: LESSOR: THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA By: _____________________________________________________ Name (Printed):____________________________________________ Its:_______________________________________________________ APPROVED AS TO FORM __________________________ J. Vaden Hunt, Esq. Pittsylvania County Attorney LESSEE: SCHOOL BOARD OF PITTSYLVANIA COUNTY, VIRIGNIA By: _____________________________________________________ Name (Printed):____________________________________________ Its:_______________________________________________________ 12.g.a Packet Pg. 217 Attachment: Armory County Lease Agreement (1236 : County/School System Chatham Armory Lease) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: DSS Board Appointment: Ronald Merricks (Contact: Supervisor Joe B. Davis) Staff Contact(s): Supervisor Joe B. Davis Agenda Date: June 19, 2018 Item Number: 13.a Attachment(s): Reviewed By: SUMMARY: The Pittsylvania County Department of Social Services Board has an upcoming vacancy for the Dan River District. This is a four (4)-year term that begins on July 1, 2018. FINANCIAL IMPACT AND FUNDING SOURCE: None RECOMMENDATION: County Staff recommends the appointment of Mr. Ronald Merricks to the Department of Social Services Board for a four (4)-year term starting on July 1, 2018. MOTION: “I make a motion to appoint Mr. Ronald Merricks to the Department of Social Services Board for a four (4)-year term starting on July 1, 2018.” 13.a Packet Pg. 218 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: DSS Appointment: Patricia Evans (Contact: Supervisor Ronald S. Scearce) Staff Contact(s): Supervisor Ronald S. Scearce Agenda Date: June 19, 2018 Item Number: 13.b Attachment(s): Reviewed By: SUMMARY: The Pittsylvania County Department of Social Services Board has an upcoming vacancy for the Westover District. This is a four (4)-year term that begins on July 1, 2018. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the appointment of Ms. Patricia Evans to the Department of Social Services Board for a four (4)-year term starting on July 1, 2018. MOTION: “I make a motion to appoint Ms. Patricia Evans to the Department of Social Services Board for a four (4)-year term starting on July 1, 2018.” 13.b Packet Pg. 219 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Re-appointment: Public Library Board of Trustees; Janice Fitts (Contact: Supervisor Joe. B. Davis) Staff Contact(s): Supervisor Joe B. Davis Agenda Date: June 19, 2018 Item Number: 13.c Attachment(s): Reviewed By: SUMMARY: Janice Fitts currently serves as the Dan River District Representative on the Public Library Board of Trustees. Ms. Fitts’ term will expire on June 30, 2018. She is eligible for a second (2 nd) four (4)-year term, which will begin on July 1, 2018. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the reappointment of Ms. Fitts to the Pittsylvania County Public Library Board of Trustees for a four (4)-year term starting on July 1, 2018. MOTION: “I make a Motion reappointing Janice Fitts to the Pittsylvania County Public Library Board of Trustees for a four (4)-year term starting on July 1, 2018.” 13.c Packet Pg. 220 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Re-appointment: Public Library Board of Trustees; Portia Fitzgerald (Contact: Supervisor Charles H. Miller, Jr.) Staff Contact(s): Supervisor Charles H. Miller, Jr. Agenda Date: June 19, 2018 Item Number: 13.d Attachment(s): Reviewed By: SUMMARY: Portia Fitzgerald currently serves as the Banister District Representative on the Public Library Board of Trustees. Ms. Fitzgerald’s term will expire on June 30, 2018. She is eligible for a second (2nd) four (4)-year term, which will begin on July 1, 2018. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the reappointment of Ms. Fitzgerald to the Pittsylvania County Public Library Board of Trustees for a four (4)-year term starting on July 1, 2018. MOTION: “I make a Motion reappointing Portia Fitzgerald to the Pittsylvania County Public Library Board of Trustees for a four (4)-year term starting on July 1, 2018.” 13.d Packet Pg. 221 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Public Library Board of Trustees Appointment: Sandra Rinkle (Contact: Supervisor Elton W. Blackstock) Staff Contact(s): Supervisor Elton W. Blackstock Agenda Date: June 19, 2018 Item Number: 13.e Attachment(s): Reviewed By: SUMMARY: There is a vacancy on the Pittsylvania County Public Library Board of Trustees. This is a four (4)-year term. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends appointing Ms. Sandra Rinkle to the Public Library Board of Trustees for a four (4)-year term. MOTION: “I make a Motion to appoint Ms. Sandra Rinkle to the Public Library Board of Trustees for a four (4)-year term.” 13.e Packet Pg. 222 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Tourism Board Appointment: Mary Smith (Contact: Supervisor Ben L. Farmer) Staff Contact(s): Supervisor Ben L. Farmer Agenda Date: June 19, 2018 Item Number: 13.f Attachment(s): Reviewed By: SUMMARY: There will be a vacancy on the Tourism Board as of June 30, 2018 for a three (3)-year term. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends appointing Mary Smith to the Tourism Board effective July 1, 2018. MOTION: “I make a Motion to appoint Mary Smith to the Tourism Board effective July 1, 2018.” 13.f Packet Pg. 223 Board of Supervisors EXECUTIVE SUMMARY INFORMATION ITEM Agenda Title: 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(s): Agenda Date: June 19, 2018 Item Number: 17.1 Attachment(s): Reviewed By: (1) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: County Administrator Purpose: Performance Evaluation 17.1 Packet Pg. 224 Board of Supervisors EXECUTIVE SUMMARY INFORMATION ITEM Agenda Title: Closed Session Certification Staff Contact(s): Kaylyn M. McCluster Agenda Date: June 19, 2018 Item Number: 18.1 Attachment(s): Reviewed By: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Pittsylvania County Board of Supervisors’ Meeting on June 19, 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 Board’s Minutes. Vote Tim R. Barber Yes/No Elton W. Blackstock Yes/No Joe B. Davis Yes/No Ben L. Farmer Yes/No Charles H. Miller, Jr. Yes/No Ronald S. Scearce Yes/No Robert W. Warren Yes/No 18.1 Packet Pg. 225