08-21-2018 Business Meeting PKT
BOARD OF SUPERVISORS
BUSINESS MEETING
Tuesday, August 21, 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: July 17, 2018, Work Session and Business Meeting, July 25, 2018,
Personnel Committee Meeting, July 26, 2018, Strategic Planning Training Session,
August 7, 2018, Animal Welfare Committee Meeting, August 7, 2018, Fire/Rescue
Committee Meeting, and August 14, 2018, Special Called Meeting (Staff Contact:
Kaylyn M. McCluster)
b. Resolution 2018-08-01: Gretna High School Beta Club (Contact: Supervisor Farmer)
c. Resolution 2018-08-02: Library Support (Staff Contact: Lisa W. Tuite)
d. Resolution 2018-08-03: Cherrystone and Roaring Fork Lakes (Staff Contact: Richard
N. Hicks)
e. Resolution 2018-08-04: Connector Road (Staff Contact: Gregory L. Sides)
f. Resolution 2018-08-05: School Resolution (Staff Contact: David M. Smitherman)
g. Request for Waiver of Solid Waste Fees (Staff Contact: Richard N. Hicks)
h. FY20 PSAP Education Grant (Staff Contact: Chris C. Slemp)
i. RSAF Ambulance Grant (Staff Contact: Chris C. Slemp)
Business Meeting - August 21, 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-18-013; Walter V. & Alice Clement
Coles; Banister Election District R-1, Residential Suburban Subdivision
District to A-1, Agricultural District (Staff Contact: Gregory L. Sides)
Case 2: Public Hearing: Rezoning Case R-18-015; Manning; Chatham-Blairs
Election District R-1, Residential Suburban Subdivision District to A-1,
Agricultural District (Staff Contact: Gregory L. Sides)
Case 3: Public Hearing: Rezoning Case R-18-016; Norma Totten Lee & Rodney
Jay Lee; Chatham-Blairs Election District R-1, Residential Suburban
Subdivision District to A-1, Agricultural District (Staff Contact: Gregory
L. Sides)
Case 4: Public Hearing: Rezoning Case R-18-017; Jessica Lynn Abbott; Dan
River Election District B-2, Business District, General to R-1, Residential
Suburban 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
Business Meeting - August 21, 2018
Chairman, shall limit his/her address to three (3) minutes; speakers for a group shall be
limited to ten (10) minutes. Speakers shall conclude their remarks at that time, unless
the consent of the Board is affirmatively given to extend the speakers allotted time.
Absent Chairman’s approval, no person shall be able to speak who has not signed up.
1. Public Hearing: Solid Waste Ordinance Amendments (Staff Contact: Gregory L.
Sides)
2. Public Hearing: FY19 Budget Amendments (Staff Contact: Kimberly G. Van Der
Hyde)
11. UNFINISHED BUSINESS
a. FY18 Year-End Budget Amendments (Staff Contact: Kimberly G. Van Der Hyde)
12. NEW BUSINESS
a. Sheriff's Promissory Estoppel Contracts (Staff Contact: Sheriff Michael W. Taylor)
b. AcelaNet, LLC, Tobacco Grant Approval (Staff Contact: Matthew D. Rowe)
c. Award of Bid on Roll Off Truck for Solid Waste Collections (Staff Contact: Richard
N. Hicks)
d. Award of Bid on Grapple (Boom) Truck for Solid Waste Collections (Staff Contact:
Richard N. Hicks)
e. Contract for Compactor Repairs (Staff Contact: Richard N. Hicks)
f. EMS Long Term Planning Study (Staff Contact: David M. Smitherman)
13. APPOINTMENTS
a. Appointment: DCC Advisory Board; Barbara Brown (Staff Contact: Kaylyn M.
McCluster)
b. Appointment: DSS Board; Ben Lewis (Contact: Supervisor Davis)
14. MATTERS FROM WORK SESSION (IF ANY)
15. BOARD MEMBER REPORTS
16. COUNTY ADMINISTRATOR REPORTS
17. ADJOURNMENT
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Minutes: July 17, 2018, Work Session and Business Meeting, July 25,
2018, Personnel Committee Meeting, July 26, 2018, Strategic Planning
Training Session, August 7, 2018, Animal Welfare Committee Meeting,
August 7, 2018, Fire/Rescue Committee Meeting, and August 14, 2018,
Special Called Meeting (Staff Contact: Kaylyn M. McCluster)
Staff Contact(s): Kaylyn M. McCluster
Agenda Date: August 21, 2018 Item Number: 7.a
Attachment(s):
07-17-2018 WS Meeting Minutes - DRAFT
07-17-2018 Business Meeting Minutes - DRAFT
07-25-2018 Personnel Committee Meeting - DRAFT
07-26-2018 Meeting Minutes - DRAFT
08-07-2018 Animal Welfare Committee Meeting Minutes - DRAFT
08-07-2018 Fire-Rescue Committee Meeting Minutes - DRAFT
08-14-2018 Special Called Meeting - DRAFT
Reviewed By:
7.a
Packet Pg. 4
July 17, 2018
Work Session
Pittsylvania County Board of Supervisors
Work Session
July 17, 2018
VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors was
held on July 17, 2018 in the Main Conference Room, County Administration Buildi ng, 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 4:23 PM
Joe Davis Vice Chair - Dan River District Present 4:19 PM
Tim R. Barber Supervisor - Tunstall District Present 4:15 PM
Elton W. Blackstock Supervisor - Staunton River District Present 4:19 PM
Ronald Scearce Supervisor - Westover District Present 4:17 PM
Charles Miller Supervisor - Banister District Present 4:20 PM
Ben Farmer Supervisor - Callands-Gretna District Present 4:24 PM
Also in attendance were Mr. J. Vaden Hunt Esq., County Attorney; Mr. Gregory L. Sides,
Assistant County Administrator for Planning & Administration; Mr. Richard N. Hicks, Assistant County
Administrator for Operations; Mrs. Kimberly G. Van Der Hyde, Director of Finance; the Honorable
Vincent E. Shorter, Treasurer; Mrs. Cheryl J. Boswell, CSA Coordinator; the Honorable Shirley Y.
Hammock, Commissioner of the Revenue; Mrs. Lisa W. Tuite, Library Director; Mr. Chris C. Slemp,
Interim Emergency Services Coordinator; and Mrs. Kaylyn M. McCluster, Deputy Clerk.
AGENDA ITEMS TO BE ADDED
APPROVAL OF AGENDA
RESULT: ADOPTED [UNANIMOUS]
MOVER: Charles Miller, Supervisor - Banister District
SECONDER: Elton W. Blackstock, Supervisor - Staunton River District
AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer
PRESENTATIONS
STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS
a. CSA Costs Update (Staff Contact: Cheryl J. Boswell); (5 minutes)
Cheryl Boswell was present to give an update on CSA costs. Boswell showed a decrease in the
total number of supplemental allocations from FY 2017 and FY 2018. The total went from
$5,959,679.16 in 2017, down to $3,970,139.94 in 2018. She also included the draft Audit Report
from the Office of Children's Services from its onsite visit on May 30, 2018, that concluded that
no significant observations of non-compliance and/or internal control weaknesses were
7.a.a
Packet Pg. 5 Attachment: 07-17-2018 WS Meeting Minutes - DRAFT (1279 : Minutes)
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Work Session
identified.
b. 2018 Outstanding Encumbrance Report (Staff Contact: Kimberly G. Van Der Hyde); (5
minutes)
Kimberly Van Der Hyde was present and stated that a total of ten (10) purchase orders have to
roll over for a total of $1,297,217.71. Blackstock stated that the money was allocated in the
previous year's budget.
c. Health Insurance Cost Increase (Staff Contact: Kimberly G. Van Der Hyde); (15 minutes)
Kim Van Der Hyde gave an overview of the health insurance cost increase. The County's
insurance covers county employees, as well as employees from the School Board, Town of
Gretna, the Service Authority, and Social Services. Bids were solicited again this year and there
was a company that helped with that process. There was only one (1) proposal, and the coverage
seemed to be cheaper, but the coverage wasn't as good. County Staff went back to Anthem and
asked if it could do any better but the increase came out to 12.1% this year. $100,000 is already
budgeted for an increase, but that will not cover this cost. This budgeted amount also includes
funds for the County to continue to deposit $500 in all Lumenous Plan participant accounts
during Open Enrollment, effective October 1, 2018. Van Der Hyde gave two (2) options and
stated that County Staff's recommendation would be on the night's Business Meeting agenda for
action. Staff's recommendation was Option 2, which is to make employees pay the 12.1% more
than what they are already paying instead of the County covering the cost of the increase. An
additional $160,000 will need to be added to the 2019 Budget. This Budget amendment will be
included in the Public Hearing that will be held at the August Meeting.
d. Backup EMS Transport Update (Staff Contact: Chris C. Slemp); (5 minutes)
Christopher C. Slemp stated that there were two (2) bids received for the backup transport. DRT
come in cheaper and he is in negotiations for a longer term fix. Slemp also stated that the total
would be amended in the Action Item on the Business Meeting for the $8,800 for volunteers. The
$8,800 is the volunteer stipend per week so the total impact will be $73,200. Hunt stated that the
Item will need to be pulled from the Consent Agenda at the Business Meeting, so that it can be
amended. Blackstock stated that he represents the Hurt area, and he has not received any
complaints about the services from the citizens.
e. Solid Waste Ordinance Update (Staff Contact: Gregory L. Sides); (10 minutes)
Gregory L. Sides stated that the Solid Waste Committees have been meeting and the Application
for the Uninhabitable Dwelling Exemption has come from the Administration Committee. There
will be a $20 nonrefundable fee for the Application and the back of the form has explanations
about the exemptions. Sides anticipates the form going online very soon. Warren asked if the
$20 fee will go into the General Fund and Van Der Hyde stated that it would. Barber asked if
there was a house on a property, can it be made uninhabitable if they disconnect plumb ing. Sides
stated that they can disconnect the electric meter, which would make it uninhabitable. Davis
stated this is a fresh start, and there are no grandfathered clauses, and that was confirmed. Hunt
stated that the definition of uninhabitable dwelling was added that did not exist beforehand. Van
Der Hyde stated that the Administration Committee met and it wanted to be sure that the billing
7.a.a
Packet Pg. 6 Attachment: 07-17-2018 WS Meeting Minutes - DRAFT (1279 : Minutes)
Board of Supervisors
July 17, 2018
Work Session
is not confusing for County citizens, and want to collect twice a year. The best route to go for
this year is to bill the first payment in December with no penalty, and then do another installment
in June for $60 in order to mirror the real estate and personal property billing. Warren stated this
seems very accommodating for our citizens. Hunt stated that the exemption for Solid Waste Fee
has been broadened to allow it to be exempted if you have a private company that picks up your
trash and can show proof of that.
f. VDOT Smart Scale Applications (Staff Contact: Gregory L. Sides); (5 minutes)
Sides gave some insight on the Smart Scale system to prioritize transportation projects. He
handed out a copy of the Resolution # 2018-07-03 that is on the Consent Agenda on tonight's
Business Meeting. At this point, County Staff has submitted pre-applications and the final
applications are due August 1st. Blackstock thanked Sides for his work with VDOT to come up
with these projects. Barber asked who picks these projects, and Sides stated that VDOT
determines which ones qualify.
g. Library Expansion (Staff Contact: Lisa W. Tuite); (15 minutes)
Lisa Tuite, Library Director, gave a presentation on library expansion. The Library Board would
like to update the Brosville and Gretna Libraries, and to also build three (3) new libraries in the
Banister, Staunton River, and Dan River Districts. Tuite is asking for a Resolution of Support to
bring in professionals to complete a Feasibility Study to give more detailed input to come up
with a Plan. Blackstock stated he would support the Study, but asked if County Staff could seek
grants from the Foundation instead of just paying for it. A Resolution of Support would be the
start of the process.
h. Other Reports
Scott Budd, IT Director, gave an overview of the camera systems that have been implemented at
some of the County's convenience sites.
BUSINESS MEETING DISCUSSION ITEMS
CLOSED SESSION
Motion by Mr. Blackstock, seconded by Mr. Barber, to enter Closed Session, which was
unanimously approved by the Board. The Board entered into Closed Session at 5:58 PM.
a. Discussion or consideration of the acquisition of real property for a public purpose, or of the
disposition of publicly held real property, where discussion in an open meeting would
adversely affect the bargaining position or negotiating strategy of the public body. (Staff
Contact: Lisa W. Tuite)
(1) Legal Authority: Virginia Code § 2.2-3711(A)(3)
Subject Matter: Pittsylvania County Library
Purpose: Discussion of Potential Purchase of Real Estate for
Branch Expansion
7.a.a
Packet Pg. 7 Attachment: 07-17-2018 WS Meeting Minutes - DRAFT (1279 : Minutes)
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Work Session
b. 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:
David M. Smitherman)
(1) Legal Authority: Virginia Code § 2.2-3711(A)(5)
Subject Matter: Project Homeland
Purpose: Economic Development Update
(2) Legal Authority: Virginia Code § 2.2-3711(A)(5)
Subject Matter: Project Commonwealth
Purpose: Economic Development Update
(3) Legal Authority: Virginia Code § 2.2-3711(A)(5)
Subject Matter: Project Calcium
Purpose: Economic Development Update
c. 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:
David M. Smitherman)
(1) Legal Authority: Virginia Code § 2.2-3711(A)(8)
Subject Matter: Project Philadelphia
Purpose: Consultation with Legal Counsel Regarding
Negotiation of Potential Contract for Retention of
Outside Firm for Economic Development
Assistance Purposes
RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION
a. Closed Session Certification
The Board returned to Open Session at 6:41 PM, and the following Certification was recorded:
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CLOSED MEETING CERTIFICATION
BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors
on July 17, 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.
7.a.a
Packet Pg. 8 Attachment: 07-17-2018 WS Meeting Minutes - DRAFT (1279 : Minutes)
Board of Supervisors
July 17, 2018
Work Session
Vote
Tim R. Barber Yes
Elton W. Blackstock Yes
Joe B. Davis Yes
Ben L. Farmer Yes
Charles H. Miller, Jr. Yes
Ronald S. Scearce Yes
Robert W. Warren Yes
ADJOURNMENT
Mr. Warren adjourned the Meeting at 6:43 PM.
7.a.a
Packet Pg. 9 Attachment: 07-17-2018 WS Meeting Minutes - DRAFT (1279 : Minutes)
July 17, 2018
Business Meeting
Pittsylvania County Board of Supervisors
Business Meeting
July 17, 2018
VIRGINIA: The Business Meeting of the Pittsylvania County Board of Supervisors was
held on July 17, 2018 in the Pittsylvania County General District C ourtroom, 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 6:58 PM
Tim R. Barber Supervisor - Tunstall District Present 7:01 PM
Elton W. Blackstock Supervisor - Staunton River District Present 6:57 PM
Ronald Scearce Supervisor - Westover District Present 7:03 PM
Charles Miller Supervisor - Banister District Present 6:59 PM
Ben Farmer Supervisor - Callands-Gretna District Present 6:54 PM
Mr. J. Vaden Hunt, Esq., County Attorney; Mr. Gregory L. Sides, Assistant County Administrator for
Planning & Administration; Mr. Richard N. Hicks, Assistant County Administrator for Operations; Mrs.
Kimberly Van Der Hyde, Director of Finance; and Mrs. Kaylyn M. McCluster, Deputy Clerk; were also
present.
AGENDA ITEMS TO BE ADDED
a. Add item 14a. Approve Real Estate Representation Agreement between County and Marcus
& Millichap Real Estate Investment Services of North Carolina, Inc.
APPROVAL OF AGENDA
RESULT: ADOPTED [UNANIMOUS]
MOVER: Joe Davis, Vice Chair - Dan River District
SECONDER: Tim R. Barber, Supervisor - Tunstall District
AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer
CONSENT AGENDA
Approve with removal of item g.) EMS Transport and EMS Backup Transport Memorandum of
Agreement Extensions, and place it under Matters from Work Session as item 14b.
7.a.b
Packet Pg. 10 Attachment: 07-17-2018 Business Meeting Minutes - DRAFT (1279 : Minutes)
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RESULT: ADOPTED [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
a. Minutes: June 19, 2018, Work Session and Business Meeting (Staff Contact: Kaylyn M.
McCluster)
b. Pittsylvania County Sports Hall of Fame Congratulatory Letters (Staff Contact: Kaylyn M.
McCluster)
c. Resolution 2018-07-01: VDOT Rural Rustic Roads; Route 706 (Staff Contact: Gregory L.
Sides)
d. Resolution 2018-07-02: VDOT Rural Rustic Roads; Route 707 (Staff Contact: Gregory L.
Sides)
e. Resolution 2018-07-03: VDOT Smart Scale Applications Resolution of Support (Staff
Contact: Gregory L. Sides)
f. Management Control Agreement: E-911 Center (Staff Contact: Chris C. Slemp)
PRESENTATIONS
HEARING OF THE CITIZENS
None.
PUBLIC HEARINGS
Rezoning Public Hearings
Case 1: Public Hearing: Rezoning Case R-18-014; William A. Emerson, Jr., & Anita D.
Emerson; Chatham-Blairs Election District A-1, Agricultural District to R-1, Residential
Suburban Subdivision District (Staff Contact: Gregory L. Sides)
Warren opened the Public Hearing at 7:11 PM. Mr. Emerson was present to represent the
petition. No one signed up to speak and Warren closed the Public Hearing at 7:12 PM.
RESULT: APPROVED [UNANIMOUS]
MOVER: Ben Farmer, Supervisor - Callands-Gretna District
SECONDER: Tim R. Barber, Supervisor - Tunstall District
AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer
Other Public Hearings
1. Public Hearing: Gretna Ballfield Lease (Staff Contact: Richard N. Hicks)
Warren opened the Public Hearing at 7:14 PM. Rev. Stone was present and stated that the
Outreach Center has adopted a highway in the entire area of the ball field. No one signed up to
7.a.b
Packet Pg. 11 Attachment: 07-17-2018 Business Meeting Minutes - DRAFT (1279 : Minutes)
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July 17, 2018
Business Meeting
speak and Warren closed the Public Hearing at 7:16 PM. Warren thanked Rev. Stone and his
congregation for taking on this endeavor and working to improve the community by giving an
outreach to the youth.
RESULT: APPROVED [UNANIMOUS]
MOVER: Ben Farmer, Supervisor - Callands-Gretna District
SECONDER: Tim R. Barber, Supervisor - Tunstall District
AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer
UNFINISHED BUSINESS
NEW BUSINESS
a. Award of Bids on Train Depot Parking Lot Paving Project (Staff Contact: Richard N.
Hicks)
Hicks was present and stated that this bid had already been awarded several months ago, but
since it took VDOT so long to get their authorization, the lowest bidder came back and asked for
an increase in the funds, but VDOT wouldn't approve it. The Project was rebid and the bids
were received on June 27, 2018. Crews Construction Company, Inc., was the low and only
bidder at $42,910.00. Since this Project had already gone through VDOT approval process
previously, the County does not anticipate a long approval process.
RESULT: APPROVED [UNANIMOUS]
MOVER: Elton W. Blackstock, Supervisor - Staunton River District
SECONDER: Tim R. Barber, Supervisor - Tunstall District
AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer
b. Health Insurance Cost Increase (Staff Contact: Kimberly G. Van Der Hyde)
Van Der Hyde was present and suggested Option #2 for the 2019 Health Plan Year, as was
discussed in length at the Work Session. This Option will require an additional $160,000 to
fund.
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
c. 2018 Year End Budget Amendments (Staff Contact: Kimberly G. Van Der Hyde)
Motion by Blackstock, seconded by Mr. Davis, to appropriate a total of $1,736,511.05, and
approve the suggested categorical changes for the School Board for the FY2018 County Budget.
This requires a ten (10)- day layover.
APPOINTMENTS
7.a.b
Packet Pg. 12 Attachment: 07-17-2018 Business Meeting Minutes - DRAFT (1279 : Minutes)
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Business Meeting
a. Re-appointment: Dan River ASAP Policy Board; James McLaughlin (Staff Contact: Kaylyn
M. McCluster)
RESULT: APPROVED [UNANIMOUS]
MOVER: Elton W. Blackstock, Supervisor - Staunton River District
SECONDER: Tim R. Barber, Supervisor - Tunstall District
AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer
b. Re-appointment: SAAA Board of Directors; Anita White (Staff Contact: Kaylyn M.
McCluster)
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
c. Re-appointment: SAAA Board of Directors; Phillip Adams (Staff Contact: Kaylyn M.
McCluster)
RESULT: APPROVED [UNANIMOUS]
MOVER: Tim R. Barber, Supervisor - Tunstall District
SECONDER: Ben Farmer, Supervisor - Callands-Gretna District
AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer
MATTERS FROM WORK SESSION (IF ANY)
a. Approve the Real Estate Representation Agreement between the County and Marcus &
Millichap Real Estate Investment Services of North Carolina, Inc., subject to any necessary
legal changes per the County Attorney
RESULT: APPROVED [UNANIMOUS]
MOVER: Elton W. Blackstock, Supervisor - Staunton River District
SECONDER: Tim R. Barber, Supervisor - Tunstall District
AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer
b. EMS Transport and EMS Backup Transport Memorandum of Agreement Extensions (Staff
Contact: Chris C. Slemp)
Amended with the corrected total cost of $73,200.
7.a.b
Packet Pg. 13 Attachment: 07-17-2018 Business Meeting Minutes - DRAFT (1279 : Minutes)
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Business Meeting
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
BOARD MEMBER REPORTS
Davis requested that next month’s Agenda include a Department of Social Services discussion.
Barber asked for everyone to keep the family of Ron Williams in their prayers.
Scearce agreed with Barber's comments and gave the following Statement regarding the
Department of Social Services. “I have served on the Social Services Board, which has direct
administrative control over our local Department of Social Services (DSS) for well over a year
now. I thought that that organization was running smoothly until February of this year, when I
began to receive specific allegations from numerous current and former employees (13 on each
side of current & former employees to be specific), and I thought these allegations were
significant enough to warrant an independent investigation. So far, every effort to initiate this
independent investigation has been stonewalled by some members of the Social Services Board
and even by Mr. Fisk, the attorney of record for DSS. If you want to get a clear picture of what
those allegations are, I would urge you to follow the social media accounts of Vic Ingram and
Henry Hurt. Mr. Ingram and Mr. Hurt have detailed almost every allegation that was presented to
me by interviewing and corroborating directly with the people that had the courage to come
forward. I would also urge everyone to review the recent assessment that was performed by the
Commissioner of DSS. If you take the time to dig through that glowing report where only 80%
of the employees responded to the Commissioner's monkey survey, you will find that 20% of
those that responded felt there was low morale, 26% did not feel valued, 35% felt there was no
support from co-workers or leadership, 40% felt there were no job advancement opportunities
and that positions were filled by a pre-selected process. Finally, only 44% of these respondents
spoke favorably of our local department. Makes you wonder what the 20% that would not
participate in this survey could have said. More importantly in this assessment, State required
benchmarks were not met in two critical areas, Medical Assistance and Child Protective Services
(CPS) response time limits. I had thought that the appointment of new members to the Social
Services Board would have changed the dynamics of that board and allowed us to take a step in
providing true oversight to that entity. Unfortunately, the same leadership that was unable or
unwilling to move forward to investigate this situation in the previous board was reinstated last
night and I do not have confidence in their leadership. I have tried to work within the constraints
of this board since the beginning of this mess, and after last night's theatrics where the husband
of the director of DSS "allegedly" threatened and verbally assaulted a county resident, I have
reached my wits end. I am hereby requesting that we schedule a closed session to discuss
dissolving the current Social Services Board and moving management and oversight to a local
government official in our next board meeting. I would also like to schedule a public meeting
afterwards where we vote on a resolution to make these changes. As a Christian and an US Air
Force veteran where the core tenets of that organization, Integrity, Honor, Service Before Self
7.a.b
Packet Pg. 14 Attachment: 07-17-2018 Business Meeting Minutes - DRAFT (1279 : Minutes)
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Business Meeting
were drilled into my being over a 22 year career, I think I have an innate ability to recognize a
corrupt situation when I see one. I have served in some of the most austere and hostile
environments in this world while being shot at, mortared, along with the occasional rocket sent
my way. I don't say this to boast but to tell you I have served under fire, and my integrity or my
ability to make sound decisions has never been called into question. Until now.”
Warren echoed Barber regarding the Williams family. He also thanked law enforcement and fire
and rescue for stepping up to extend their contracts so that our citizens can continue to receive
services. Warren thanked the County IT staff and stated that it looks like the software is heading
in the right direction.
COUNTY ADMINISTRATOR REPORTS
Sides echoed Warren's thanks for County Staff working on the software and also thanked the
Board for their condolences and flowers for the loss of his mother.
ADJOURNMENT
Warren adjourned the Meeting at 7:39 PM.
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Personnel Committee
July 25, 2018
Pittsylvania County Board of Supervisors
Personnel Committee
Wednesday, July 25, 2018, Meeting
VIRGINIA: The Personnel Committee of the Pittsylvania County Board of Supervisors was
held on Wednesday, July 25, 2018, in the Main Conference Room of the County Administration
Building in Chatham, Virginia 24531. Joe B. Davis, Chair, called the Meeting to order at 4:00 p.m.
The following Members were present:
Joe B. Davis
Ben L. Farmer
The following Board of Supervisors Members were also present:
Robert W. Warren
Elton W. Blackstock
Tim R. Barber, Board of Supervisor and Personnel Committee Member, participated remotely from
925 Oak Hill Road, Danville, Virginia, 24541, due to work conflicts.
Mr. David M. Smitherman, County Administrator and Clerk of the Board; Mr. J. Vaden Hunt
Esq., County Attorney; Mr. Greg L. Sides, Assistant County Administrator for Planning &
Administration; Mr. Richard N. Hicks, Assistant County Administrator for Operations; Mrs. Kim G.
Van Der Hyde, Director of Finance; and Mrs. Kaylyn M. McCluster, Deputy Clerk; Major Thomas
Nicholson; Captain Oscar Meeks; and First Sergeant Scott Campbell, were also present.
Approval of Agenda
Motion made by Mr. Warren, seconded by Mr. Barber, to approve Agenda, which was
unanimously approved by the Committee.
New Business
Discussion of Sheriff’s Department Employee Retention Contract:
Mr. Smitherman gave an overview of the Sheriff Department’s Employee Retention Contract
that he and Sheriff Mike Taylor had discussed. Mr. Smitherman and Mr. Taylor believe that a one
(1)-time retention bonus would help the Sheriff’s Department keep their employees longer. The
Sheriff’s Department thinks a four (4) year window would be a great start. There would be a $3,000
initial sign up bonus, and then the employee would receive $500 per year for the next three (3) years,
until the fourth (4th) year is achieved. The total incentive program would come to $4,500. This is the
equivalent of a contract between the County of Pittsylvania and the individual, and Mr. Smitherman
believes this needed to be brought before the Board before going forth with this Program. This is
being proposed by the Sheriff’s Department as being retroactive, meaning that those officers that are
in that zero (0) to four (4) year-window are eligible for this Program. Mr. Campbell stated that they
already had employees that have signed this document. Their payroll change notices have been
signed, and they think that they are getting the payment on August 15 th. Mr. Blackstock stated that
the document had not yet been approved by the Board, and Mr. Farmer stated that there was just
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some miscommunication and asked if they could compose a letter to their employees stating that they
had just met with the Board and the document will not go before the Board until the August meeting.
Therefore, they will not receive the payment until the end of August. Mr. Smitherman directed Mr.
Hunt to take a look at the document and to be sure the wording is correct, and also stated that if it
there was consensus from the Committee to move forward, that this item be placed on the next
month’s agenda for approval by the full Board.
Discussion of Sheriff’s Department Salary Compensation Study:
Mr. Smitherman stated that the Board wanted to address the salary compression issues within
the Sheriff’s Department. The County received a quote from Springsted, which is the same company
that completed the previous Salary Study, that totals $12,000 for said study. Mr. Warren asked if
Staff could check locally for grants to cover the cost of this Study. Mr. Campbell stated that, if they
were unable to receive any funding, the Sheriff’s Department does have the $12,000 in vacancy
savings to cover the cost of the Study. Mr. Smitherman stated that it would be July 1, 2019, before it
is effective. The Sheriff’s Office’s participation in the Pay Plan is also contingent on them coming
under the County’s Personnel Policy.
Discussion of County Administrator Performance Evaluation Criteria:
Per the Board’s request, Mr. Smitherman discussed developing an Evaluation Criteria that
lists twenty-one (21) areas that are commonly reviewed when evaluating the County Administrator
and County Attorney. Mr. Smitherman suggested for the Committee to decide what is the most
important items to evaluate these positions. Mr. Davis requested for all Members present to take the
document home and make conclusions on what they believe is important for the Performance
Evaluation Criteria.
Discussion of Employee Satisfaction Survey:
Mr. Davis appointed Mr. Farmer to a Subcommittee that will be discussing the Employee
Satisfaction Survey. Mr. Smitherman stated that Administration wants to know if employees are
satisfied with their jobs. He suggested Mr. Farmer to work with Karen Hayes, Lisa Tuite, Mark
Moore, and Scott Budd, which make up the Leadership Team, and been working on this
Survey/Evaluation System for the employees. Mr. Farmer stated that the Leadership Team could
catch him up to speed on what it has been working on, and he can report back to the Board.
Adjournment
Mr. Davis adjourned the Meeting at 4:55 PM.
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Animal Welfare Committee
August 7, 2018
Pittsylvania County Board of Supervisors
Animal Welfare Committee
Tuesday, August 7, 2018 Meeting
VIRGINIA: The Animal Welfare Committee of the Pittsylvania County Board of
Supervisors was held on Tuesday, August 7, 2018, in the Main Conference Room of the County
Administration Building in Chatham, Virginia 24531. Elton W. Blackstock, Chair, called the
Meeting to order at 3:00 p.m. The following Members were present:
Dr. Charles H. Miller, Jr.
Ben L. Farmer
The following Board of Supervisors Members were also present:
Ronald S. Scearce
Board of Supervisor’s Chairman, Robert W. Warren, joined the meeting at 3:06 PM.
Mr. David M. Smitherman, County Administrator and Clerk of the Board; Mr. J. Vaden Hunt
Esq., County Attorney; Mr. Greg L. Sides, Assistant County Administrator for Planning &
Administration; Mr. Richard N. Hicks, Assistant County Administrator for Operations; Mrs. Kaylyn
M. McCluster, Deputy Clerk; Ms. Susan Dillon, Animal Control Officer; and Makenna Yarbrough,
Executive Director, Lynchburg Humane Society, were also present.
Approval of Agenda
Motion was made by Dr. Miller, seconded by Mr. Farmer, to approve the Agenda, which was
unanimously approved by the Committee.
New Business
Potential Operating Cost Reductions for Pet Center:
Mr. Smitherman began by stating that the Board instructed Staff to look at making sure things are
being run as efficiently as possible, how to possibly save money, and also how fundraising can be
improved. One item Smitherman mentioned was whether or not the County should get out of the
spay and neuter business, which cost $39,610 last year. The alternative to that, which is also a
negative, is that the adopter will be responsible for the spay and neuter and it would fall back on Ms .
Dillon with Animal Control, to go around the County to make sure the adopters have complied with
that responsibility. Ms. Yarbrough mentioned a possibility that was discussed was to reduce the
adoption fee and use a voucher system for spay and neuter, in hopes that the reduced cost would
prompt the adopters to get the procedure done. Mr. Smitherman stated to do the voucher system, the
County would have to enter into a relationship with every veterinarian in the County to buy into that
system. Ms. Yarbrough even mentioned veterinarians in Danville and Campbell County as well.
This would include a pre-negotiated fee to so the spay/neuter after being adopted. Ms. Yarbrough
stated that she believed there were better ways to reduce costs and generate donat ions to help support
the Pet Center. The Pet Center receives only five percent (5%) of its operating budget through
donations, compared to the other centers which are thirty-six percent (36%) and the other is eighteen
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percent (18%). Mr. Smitherman stated that one possibility is to limit intake to County residents only,
and reduce the days open at the Pet Center. One day open costs $13,500 annually. Right now, the
Pet Center is closed on Mondays, and if they were to change that to being closed two (2) days per
week, it would save $27,000 annually. Mr. Farmer asked about putting a limit on the animal
amounts, and if that amount were reached, to do a reduced adoption rate. Ms. Yarbrough stated they
are already doing that and they offer Free Cat Fridays often to try to reduce the number of animals at
the Pet Center. Mr. Smitherman stated that inmates could come in at 8:00 am and clean for four (4)
hours to reduce Pet Center staff costs. Ms. Yarbrough was open to this discussion. Mr. Smitherman
also stated that the Pet Center could be able to reduce the phone costs and would save around $4,000
per year on phone service. Mr. Smitherman mentioned trying to reduce animal control intake. Ms.
Yarbrough stated that from January 2018 - August 1, 2018, the ACO intake numbers were fifty-one
(51) stray cats, two hundred fifty-three (253) stray dogs, seventy-seven (77) owned cats, which
included sixty-three (63) from one (1) home alone, and eighty-one (81) owned dogs. The “owned
animals” term refers to owner surrender. Ms. Yarbrough suggested a microchipping clinic as well,
which would help the owners to have identification for their pets. There is a grant for microchipping
that may be available. Mr. Smitherman stated that a big cost is in medical costs. There is $176,000
in medical costs at the Pet Center. Mr. Warren asked about the intake and asked if there were any
data that would reflect which District has more animals coming in. Ms. Yarbrough stated that they
can pull the addresses and look those Districts up by zip code and would help to narrow that down by
District. Mr. Warren also stated that when looking at those numbers, it is possible that they are
receiving animals from neighboring Counties, because the Pet Center is considered a “no kill” shelter.
Mr. Blackstock asked why they were accepting animals from other Counties, and Ms. Yarbrough
stated that they would always take the best interest of the animal into consideration and in the
instances when they take in out of county animals, it is because they fear the animals are in danger.
Mr. Farmer asked if out of County owner surrenders could be charged more, and Ms. Yarbrough felt
that was a great suggestion. That way the Pet Center could still take the animal in, but the owner
would have to pay. Ms. Yarbrough also stated that the veterinarian bills could be higher, but they
work with their veterinarian in Lynchburg and transport a lot of their pets there for medical
procedures, because they will do those procedures for free for the Pet Center. Mr. Blackstock stated
that the cost for the County to run the shelter is around $740,000; so even with the Pet Center needing
more money, it is still a lot less than the cost of the County having to operate the shelter on its own.
Fundraising Opportunities:
Ms. Yarbrough stated that they had a recent matching donation drive that started July 1. They raised
$11,557 in one (1) months’ time in this community, which totaled $16,557, with the $5,000 match.
Blackstock stated how easy the drive was being that you could just click and enter in debit card
information and the donation was there. Some fundraising ideas include a thrift store, asking for
corporate sponsorships, sponsorships for the Dog Park, a donation box at the Dog Park for travelers
that may stop while passing through, dog training options, calendars, County licensing being sold at
the Pet Center, golf tournaments, dinner with specific speakers, and possibly going out into the public
and taking some of the puppies to adopt. Ms. Jordan Kee asked to speak and Mr. Blackstock granted
her permission. Ms. Kee stated that the Pet Center is doing things well, but there is a lot of room for
improvement. She began to address her concerns and Mr. Blackstock stated that he had spoken with
her previously and he did not want to open the floor up to complaints, and he felt that everyone in the
room only wants what is best for the pets. He stated the huge strides the County has made in two (2)
years and suggested that everyone be open minded, put personalities aside, and work together to
make the Pet Center the best that it can be. Mr. Blackstock also stated his appreciation to Ms. Kee for
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her time and efforts, and the time and efforts of all the volunteers. Mr. Warren echoed Mr.
Blackstock’s comments, and stated that there is always room for improvement, but does not want the
pro-pet groups to be divided and for all to keep the common goal in mind of what is best for the pets.
Adjournment
Mr. Blackstock adjourned the Meeting at 4:17 PM.
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Packet Pg. 41 Attachment: 08-07-2018 Animal Welfare Committee Meeting Minutes - DRAFT (1279 : Minutes)
Fire/Rescue Committee
August 7, 2018
Pittsylvania County Board of Supervisors
Fire/Rescue Committee
Tuesday, August 7, 2018, Meeting
VIRGINIA: The Fire/Rescue Committee of the Pittsylvania County Board of Supervisors
was held on Tuesday, August 7, 2018, in the Main Conference Room of the County Administration
Building in Chatham, Virginia 24531. Ronald S. Scearce, Chair, called the Meeting to order at 5:00
p.m. The following Committee Members were present:
Tim R. Barber
Elton W. Blackstock
The following Board of Supervisors members were also present:
Ben L. Farmer
Robert W. Warren
Mr. David M. Smitherman, County Administrator and 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. Kaylyn
McCluster, Deputy Clerk; the Honorable Michael Taylor, Sheriff; Chris C. Slemp, Interim
Emergency Services Coordinator; and Captain Donald Motley were also present.
Approval of Agenda
Motion was made by Mr. Barber, seconded by Mr. Blackstock, to approve Agenda, which was
unanimously approved by the Committee.
New Business
Training Incentive Program:
Mr. Slemp stated that recently he increased the total training fund line in the County Budget to
$85,000. He stated that the costs of EMT classes are continuously increasing. An individual can
apply for some state reimbursements, but that pot does exhaust. The classes run between $600 and
$700 per student. After the completion of the class, the Agency would apply for the reimbursement.
Mr. Warren stated that there should be a standard cap for every Agency for the amount of
reimbursement.
Public Safety Ordinance Discussion:
Mr. Slemp stated that this discussion has come up several times and he wants direction from the
Board about where it wants to go so he can start back working on it. Mr. Smitherman stated publicly
that he was not going to be involved in this, and that this document is to be agreed to by everyone
involved. The suggestion was made to have a group, that includes three (3) people from Fire/Rescue,
Mr. Scearce, Mr. Slemp, and two (2) EMAC representatives, come together with a facilitator to
develop this document and bring back to the Fire/Rescue Committee. Mr. Blackstock stated that he
wants all the volunteers involved in this process and agrees with the facilitator being brought back in
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to assist with this process. Mr. Farmer asked for clarification on the document that was already
drafted. There has been no agreement reached on that document, hence the need for a professional to
come in and navigate the areas that need work. Mr. Farmer also asked if this delay would cause any
negative financial impact to the agency based on the FY19 budget that was approved, and Mr. Slemp
stated that it should not be. Motion was made by Mr. Blackstock to have Mr. Smitherman and Mr.
Slemp contact the representatives who did the study to see if they can provide a facilitator to help the
County work through some of these issues with the Fire and Rescue Association. Mr. Warren
suggested to include at least one (1) or two (2) EMAC so they see things from the financial side.
Amended Motion made by Mr. Blackstock, seconded by Mr. Barber, to have Mr. Smitherman and
Mr. Slemp contact the representatives who did the study to see if they can provide a facilitator to help
us work through some of these issues with a group made up of seven (7) members that include three
(3) from the Fire and Rescue Association, two (2) EMAC, Mr. Slemp, and Mr. Scearce, which was
unanimously approved by the Committee.
Mr. Scearce suggested putting a timeline on this and the decided completion date was set for January
31, 2019. Mr. Barber also suggested taking the plan back to the Departments so they can all see the
document before being brought back before the Board so they all have an opportunity to comment
and know what all is included in the document.
Closed Session
Consultation with legal counsel employed or retained by a public body regarding specific
legal matters requiring the provision of legal advice by such counsel.
a. Legal Authority: Virginia Code 2.2-3711(A)(8)
Subject: EMS Transport Back-Up Service
Purpose: Consultation with Legal Counsel Regarding E-911 Transport
Back-Up Service Contract Negotiations
b. Legal Authority: Virginia Code 2.2-3711(A)(8)
Subject: E-911 Center
Purpose: Consultation with Legal Counsel Regarding Potential E-911
Management Contract Negotiations
Motion was made by Mr. Blackstock, seconded by Mr. Barber, to enter into Closed Session,
which was unanimously approved by the Committee.
Return to Open Session and Closed Session Certification
The Board returned to Open Session at 6:44 PM and the following Certification was recorded:
CLOSED MEETING CERTIFICATION
BE IT RESOLVED that at the Fire/Rescue Committee Meeting of the Pittsylvania County
Board of Supervisors on August 7, 2018, the Committee hereby certifies by a recorded vote that to
the best of each Committee Member’s knowledge only public business matters lawfully exempted
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from the open meeting requirements of the Virginia Freedom of Information Act (the “Code”) 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
Ronald S. Scearce Yes
Tim R. Barber Yes
Elton W. Blackstock Yes
Adjournment
Mr. Scearce adjourned the Meeting at 6:45 PM.
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Packet Pg. 44 Attachment: 08-07-2018 Fire-Rescue Committee Meeting Minutes - DRAFT (1279 : Minutes)
Special Called Meeting
August 14, 2018
Pittsylvania County Board of Supervisors
Tuesday, August 14, 2018
Special Called Meeting
VIRGINIA: The Special Called Meeting of the Pittsylvania County Board of
Supervisors was held on Tuesday, August 14, 2018, in the Main Conference Room, County
Administration Building, Chatham, Virginia 24531, Chairman, Chatham-Blairs District, Robert
"Bob" Warren, called the Meeting to Order at 4:00 PM. The following Members were present:
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
Robert W. “Bob” Warren Chatham-Blairs District
Supervisor Tim R. Barber was absent from the meeting.
Supervisor Scearce, Westover District, due to vacation, participated remotely during the
Special Called Meeting via phone. His location was 1003 Evan Street, Morehead City, North
Carolina 28557. The telephone number that was dialed was (434)-770-7663, and he participated
in the entire Special Called Meeting.
Mr. David M. Smitherman, County Administrator, J. Vaden Hunt Esq., County Attorney,
Mr. Richard N. Hicks, Assistant County Administrator for Operations; Mrs. Kim G. Van Der
Hyde, Director of Finance, Mr. Chris C. Slemp, Interim Emergency Services Coordinator; Ms.
Connie S. Gibson, Procurement Manager; and Mrs. Kaylyn M. McCluster, Deputy Clerk, were
also present.
Approval of Agenda
Motion by Mr. Blackstock, seconded by Mr. Miller, to approve Agenda, which was
unanimously approved by the Board Members present.
New Business:
Approval of Delta Response Team’s General Contract for Services:
Mr. Smitherman stated that there have been negotiations for at least one (1) month with
the Delta Response Team (“DRT”) to provide backup emergency medical response services in
the County. This would provide a permanent truck, which is already in Hurt, as well as two (2)
backup trucks to be stationed at other points in the County. Mr. Smitherman stated that there
would not be sufficient data on call volume and revenue for at least six (6) months, and then it
would be reviewed to be sure that the volume is keeping up with the expectations. The Contract
is expected to begin September 1, 2018, and it will replace the service that Cool Branch and
Blairs Rescue Squads have been providing for the County for ninety (90) days. The DRT
Contract is a three (3) year agreement and is to support the volunteer system when the volunteers
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are unable to answer calls. Mr. Hunt stated the reason for the Special Called Meeting was the
need for DRT to have time to hire new employees in order to be operational on September 1,
2018. Mr. Scearce asked which locations they would be at and Mr. Smitherman stated they
would be at Mt. Cross Fire/Rescue, Chatham Fire Department, and Hurt. Mr. Blacktstock
thanked the Agencies that have stepped up and helped the County with these calls. Motion by
Mr. Blackstock, seconded by Dr. Miller, to approve the Contract as presented. The following
Roll Call Vote was recorded: Mr. Blackstock-Yes; Mr. Davis-Yes; Mr. Farmer-Yes; Dr. Miller-
Yes; Mr. Scearce-Yes; and Mr. Warren-Yes. Mr. Blackstock’s Motion passed by a unanimous
vote of the Board Members present.
Adjournment
Mr. Warren adjourned the Meeting at 4:09 pm.
_______________________________________
Robert W. “Bob” Warren, Chair
Pittsylvania County Board of Supervisors
_______________________________________
David M. Smitherman, Clerk
Pittsylvania County Board of Supervisors
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Resolution 2018-08-01: Gretna High School Beta Club (Contact:
Supervisor Farmer)
Staff Contact(s): Supervisor Farmer
Agenda Date: August 21, 2018 Item Number: 7.b
Attachment(s):
Reviewed By:
SUMMARY:
Gretna High School’s Beta Club has been recognized for its success at State and National
Competitions. The Club traveled to Hampton, Virginia, in February to compete in the State
Convention, where it placed first (1st) in Beta Build. It then traveled to Savannah, Georgia, in
June, where they placed third (3rd) in Beta Build. The Club’s hard work and dedication is
admirable, and the Club has brought great pride not only in the community, but to the County as
a whole.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends the Board approve Resolution #2018-08-01 honoring Gretna High
School’s Beta Club for its accomplishments at the State and National Competitions.
MOTION:
“I make a Motion to approve Resolution #2018-08-01 honoring Gretna High School’s Beta Club
for its accomplishments at the State and National Competitions.”
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Pittsylvania County Board of Supervisors
RESOLUTION
2018-08-01
VIRGINIA: At the Pittsylvania County Board of Supervisors’ Business Meeting on
Tuesday, August 21, 2018, the following Resolution was adopted honoring Gretna High
School’s Beta Club:
WHEREAS, the National Beta Club is the largest independent, non-profit,
educational youth organization in America, and for more than eighty (80) years, it has
prepared today's students to be tomorrow's leaders. Between the Junior Beta (Grades
4-8) and Senior Beta (Grades 9-12), the Organization has helped nearly seven (7) million
students learn how to make a life for themselves, and, since 1991, it has awarded over
$6 million in scholarships. There are now more than 500,000 active members and more
than 8,750 clubs nationally and internationally; and
WHEREAS, at Gretna High School, students must have a 3.5 GPA to be invited to
join the Beta Club, and must maintain a 3.2 GPA to remain a Beta Club Member.
Students are also required to complete at least twenty-five (25) hours of community
service per semester, which include things such as the community trunk or treat at
Halloween, participating in “book buddies” at the elementary school, and raising
money for different families in need; and
WHEREAS, Gretna High School’s Beta Club traveled to Hampton, Virginia, in
February to compete in the State Convention; and
WHEREAS, four (4) ninth (9th) graders, Xander Birchfield, Eden Ilconich, Brendan
Myers, and Kailey Wertz, worked together for the first (1st) time and placed first (1st) in
Beta Build. This was the first (1st) time Gretna High School had ever competed in this
particular competition; and
WHEREAS, Beta Build is a competition where the students must build a structure or
invention with a given list of supplies, and they are also given a prompt that tells certain
moves the students must make; and
WHEREAS, in June, they traveled to Savannah, Georgia, for the National
Competition. The students were given new prompts and lists, and Gretna High School
placed third (3rd) at Nationals.
NOW, THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of
Supervisors does hereby express their deepest congratulations and admiration to the
Gretna High School Beta Club for its accomplishments at the State and National
Competitions; and
BE IT FURTHER RESOLVED that a copy of this Resolution be presented to Gretna
High School.
7.b
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Given under my hand this 21st day of August, 2018.
7.b
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Resolution 2018-08-02: Library Support (Staff Contact: Lisa W. Tuite)
Staff Contact(s): Lisa W. Tuite
Agenda Date: August 21, 2018 Item Number: 7.c
Attachment(s):
Reviewed By:
SUMMARY:
At the July 17, 2018, Work Session, the Board heard a presentation from Lisa Tuite, Director of
the Pittsylvania County Public Library, on the Report, Expanding the Reach, reflecting the views
and research of a community group including library, school system, community, and citizen
input. Following the presentation of the Report, the Board agreed to consider a Resolution in
support of conducting a Library Expansion Feasibility Study. Attached is the requested
Resolution.
FINANCIAL IMPACT AND FUNDING SOURCE:
The estimated cost of the feasibility study is not more than $25,000, for which grant funding is
being sought from the Danville Regional Foundation.
RECOMMENDATION:
Staff recommends the Board approve Resolution #2018-08-02, attached, as presented.
MOTION:
“I make a Motion to approve Resolution #2018-08-02 and direct the County Administrator to
initiate a Library Expansion Feasibility Study for the future of the Pittsylvania County Library
System.”
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Pittsylvania County Board of Supervisors
RESOLUTION
2018-08-02
A RESOLUTION
DIRECTING THE PITTSYLVANIA COUNTY ADMINISTRATOR TO INITIATE A
PLANNING AND FEASIBILITY STUDY FOR THE FUTURE OF THE PITTSYLVANIA
COUNTY PUBLIC LIBRARY SYSTEM
VIRGINIA: At the Pittsylvania County Board of Supervisors Business
Meeting, on Tuesday, August 21, 2018, the following Resolution was adopted:
WHEREAS, libraries are living, vital places in all communities that see even
higher usage in hard economic times; and
WHEREAS, libraries are the perfect example of democracy in action, the
only service that provides for every member of the community; and
WHEREAS, libraries are adapting to a world where, in addition to printed
books and materials, electronic resources and technology are increasingly
important; and
WHEREAS, library construction in Pittsylvania County, Virginia (the
“County”) historically has been driven by community action rather than in
response to a well-designed plan; and
WHEREAS, County citizens value and use the facilities, programs, and
services provided by the Pittsylvania County Public Library; and
WHEREAS, the Pittsylvania County Public Library already provides
considerable contributions to education and literacy in the community, but
could offer more with additional space and resources for homework help and
lifelong learning, health education and support, entrepreneurial and small
business support, early childhood programming, digital learning and support,
and free meeting spaces; and
WHEREAS, interested individuals in the community, library, and schools
have provided a report proposing an expanded library presence in the County
to support individual and community development.
NOW, THEREFORE, BE IT RESOLVED BY THE PITTSYLVANIA COUNTY BOARD OF
SUPERVISORS that the County Administrator shall initiate a Planning and
Feasibility Study (the “Study”) for the future of the Pittsylvania County Public
Library; and
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BE IT FURTHER RESOLVED, that the Study shall include the following:
1. An RFP for a consultant with expertise in community-based strategic
planning for libraries.
2. A Committee to work with County Staff to include the Director of the
Pittsylvania County Public Library, members of the Library Board of
Trustees and PPL Foundation, as well as Pittsylvania County Public
Schools representatives and community citizens. This Committee will
assist in developing an RFP to select a consultant/firm to gather
information relevant to the purposes of this Study.
3. The consultant will provide such research and work, including, but not
limited to:
a) Assessing the proposals contained in the report, Expanding the
Reach.
b) Surveying County communities and population concentrations to
identify areas for potential library locations, to include access to
needed technology and public infrastructure for public libraries.
c) Assessing the space and design requirements for libraries in each
potential library location based on community requirements.
d) Creating a planning, assessment, and feasibility plan to
implement the validated library expansion proposal.
Given under my hand this 21st day of August, 2018.
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Resolution 2018-08-03: Cherrystone and Roaring Fork Lakes (Staff
Contact: Richard N. Hicks)
Staff Contact(s): Richard N. Hicks
Agenda Date: August 21, 2018 Item Number: 7.d
Attachment(s):
Reviewed By:
SUMMARY:
The Action Plans for the Cherrystone Lake and Roaring Fork Lake Dam Rehabilitation Projects
(the “Projects”) are nearing approval from the Natural Resources Conservation Service
(“NRCS”). By August 30, 2018, the dam sponsors must notify NRCS that they have the
necessary easements to control development below the crest of the auxiliary spillway, and that
they will begin development of an appropriate Ordinance or other legal means to restrict future
development, structures, and/or buildings that would be erected, built, or located below an
elevation of 682.0 feet above sea level for Cherrystone Lake and an elevation of 700.6 feet above
sea level for Roaring Fork Lake. County Staff is requesting that this be accomplished through
the attached Resolution.
FINANCIAL IMPACT AND FUNDING SOURCE:
If both Projects move forward, the local sponsors (including the County) will be responsible for
35% of the rehabilitation costs for both dams. County Staff anticipates that will not occur prior
to the County’s FY 20/21 Budget.
RECOMMENDATION:
County Staff recommends adopting Resolution #2018-08-03 as presented.
MOTION:
“I make a Motion to adopt Resolution #2018-08-03 as presented.”
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PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION
2018-08-03
A RESOLUTION TO PROTECT LAND RIGHTS FOR CHERRYSTONE AND
ROARING FORK LAKES
VIRGINIA: At the Pittsylvania County Board of Supervisors’ Business
Meeting, on Tuesday, August 21, 2018, the following Resolution was adopted:
WHEREAS, to address dam safety concerns, Pittsylvania County, Virginia
(the “County”), the Pittsylvania County Soil and Water Conservation District, and
the Town of Chatham, Virginia, in partnership with the Natural Resources
Conservation Service of the United States Departmen t of Agriculture (“NRCS’),
are actively working on a plan to rehabilitate both the Cherrystone and Roaring
Fork Lake dams (the “Project”); and
WHEREAS, the above-entities are charged with protecting the life, safety,
and health of citizens living below the aforementioned dams from potential
dam failure; and
WHEREAS, the above-entities are also charged with protecting the life,
safety, and health of citizens that live upstream of the dams from the storage of
floodwaters in the dams; and
WHEREAS, upon information and belief, the Pittsylvania County Board of
Supervisors hereby believes that existing easements from the original
Cherrystone Lake Dam Project include land rights up to an elevation of 682.0
feet above sea level; and
WHEREAS, additionally, upon information and belief, the Pittsylvania
County Board of Supervisors hereby believes that existing easements from the
original Roaring Fork Lake Dam Project includes land rights up to an elevation of
700.6 feet above sea level.
NOW THEREFORE, BE IT RESOLVED BY THE PITTSYLVANIA COUNTY BOARD OF
SUPERVISORS, to further protect the above-land rights, it does hereby direct
County Staff to develop an appropriate Ordinance or other legal means
restricting any future development, structures, and/or buildings th at would be
erected, built, or located below an elevation of 682.0 feet above sea level for
Cherrystone Lake and an elevation of 700.6 feet above sea level for Roaring
Fork Lake; and
NOW THEREFORE, BE IT FURTHER RESOLVED, to move the Project forward,
that the Pittsylvania County Board of Supervisors hereby directs County Staff to
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forward a copy of this Resolution to NRCS.
Adopted this 21st day of August, 2018.
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Resolution 2018-08-04: Connector Road (Staff Contact: Gregory L. Sides)
Staff Contact(s): Gregory L. Sides
Agenda Date: August 21, 2018 Item Number: 7.e
Attachment(s):
Reviewed By:
SUMMARY:
The Virginia Department of Transportation (“VDOT”) developed the Smart Scale Program to
evaluate and prioritize local transportation projects and allocate construction funding throughout
the Commonwealth and VDOT Districts. Only projects along major corridors, or projects that
meet VDOT specified transportation needs, are eligible. The proposed projects were developed
with VDOT staff input, although some applications may be screened out through the review
process.
The Board passed a Resolution in support of the County’s Smart Scale applications at the July
17, 2018, Business Meeting. The West Piedmont Planning District Commission (“WPPDC”) is
submitting an application for the Berry Hill Connector Road on behalf of Pittsylvania C ounty
and the City of Danville. A Resolution of support is needed for said application.
FINANCIAL IMPACT AND FUNDING SOURCE:
There will be no financial impact to the County as a result of submitting the attached Resolution.
RECOMMENDATION:
County Staff recommends that the Board approve the attached Resolution as presented.
MOTION:
“I make a Motion to approve Resolution #2018-08-04 in support of the WPPDC’s application to
the 2018 VDOT Smart Scale program for the Berry Hill Connector Road, and to authorize the
Chairman and County Administrator to sign and submit said Resolution as a part of the
application.”
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Pittsylvania County Board of Supervisors
RESOLUTION
2018-08-04
VIRGINIA: At the Pittsylvania County Board of Supervisors’ Business
Meeting, on Tuesday, August 21, 2018, the following Resolution was adopted:
WHEREAS, the Commonwealth Transportation Board (“CTB”) and the
Virginia Department of Transportation (“VDOT”) have developed Smart Scale to
accept, score, and prioritize local and regional applications for transportation
projects; and
WHEREAS, the Danville-Pittsylvania Metropolitan Planning Organization
(“MPO”) engaged Dewberry Engineers to update the Southern Virginia Mega
Site at Berry Hill Transportation Study to serve as the informational basis for a
Smart Scale application seeking funding to construct a connector road from the
US 58 bypass to serve the Berry Hill site; and
WHEREAS, the MPO is submitting a $33 million request for funds to construct
a 2.3 mile connector road from the Southern Virginia Mega Site at Berry Hill to
the Oak Ridge Farms interchange on the US 58 bypass; and
WHEREAS, the proposed connector road will provide vital transportation
infrastructure necessary to create vehicular and freight capacity to support the
development of the Southern Virginia Mega Site at Berry Hill.
NOW, THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of
Supervisors endorses and supports the MPO Smart Scale application described
herein and respectfully requests support for this project from the CTB and VDOT.
Given under my hand this 21st day of August, 2018.
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Resolution 2018-08-05: School Resolution (Staff Contact: David M.
Smitherman)
Staff Contact(s): David M. Smitherman
Agenda Date: August 21, 2018 Item Number: 7.f
Attachment(s):
Reviewed By:
SUMMARY:
Resolution #2018-08-05, attached, requests the Virginia General Assembly enact legislation
necessary to permit localities to charge additional sales tax, conditioned on a local referendum,
with the revenue generated being returned to the locality for the express and exclusive purpose of
providing funding for public school capital improvements, building projects, and repayment of
public school debt.
FINANCIAL IMPACT AND FUNDING SOURCE:
There would be no dilution of Required Local Effort for the school division. The revenue would
be generated through an increase is local sales tax. Once the project for which a referendum is
held and approved is completed and all attendant debt is satisfied, the additional sales tax would
cease to be charged.
RECOMMENDATION:
County Staff recommends the Board approve Resolution #2018-08-05 as presented.
MOTION:
“I make a Motion to approve Resolution #2018-08-05 as presented.”
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Pittsylvania County Board of Supervisors
RESOLUTION
2018-08-05
VIRGINIA: At the Business Meeting of the Pittsylvania County Board of
Supervisors held on Tuesday, August 21, 2018, the following Resolution was
adopted:
WHEREAS, in 2013, the Virginia General Assembly approved a sales tax
increase in certain localities for Infrastructure Development (from 5.3% to 6.0%)
to relieve traffic congestion, making available billions of dollars of local funding
for infrastructure; and
WHEREAS, Virginia collects 5.3% of sales tax with 1% going to the locality,
and currently representing over 2.5 million dollars annually to Pittsylvania County;
and
WHEREAS, school building needs in many Virginia localities including
Pittsylvania County have become an acute problem; and
WHEREAS, the Virginia Senate has recognized the need for school
buildings and developed a committee chaired by State Senator William Stanley
to address obsolete buildings; and
WHEREAS, school children living in rural areas of Virginia should not be at a
disadvantage as compared to other localities in attending safe and structurally
sound school buildings; and
WHEREAS, funding for school division capital projects constricts local and
school system operating funds and infringes on money for teacher salaries and
public safety; and
WHEREAS, State sales tax dollars invested in local school construction
projects would make available more local funds to invest in the operations of
schools, including teacher salaries; and
WHEREAS, State sales tax revenue specifically earmarked for school
funding would permit more local property tax revenues to be allocated to
public safety, school operations, and refuse collection and disposal; and
WHEREAS, State sales tax revenue specifically designated for school
infrastructure funding should not be counted towards the Required Local Effort
for educational funding; and
WHEREAS, it is in the interest of having a thriving public education system
that any enabling legislation guarantees that localities cannot supplant funding
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from the schools’ operations budget if new revenue is generated from a school
infrastructure sales tax; and
WHEREAS, State enabling legislation is legally required for an additional
sales tax, which would be expressly dedicated to public school capital project
funding; and
WHEREAS, such locality should obtain support of its community by way of
a referendum approving any local sales tax increase for school improvement
and construction.
NOW, THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of
Supervisors supports and desires for the Virginia General Assembly to enact such
legislation as is necessary to permit localities to charge additional sales tax,
conditioned upon a local referendum approving such sales tax, with the
revenue generated thereby being returned to the l ocalities for the express and
exclusive purpose of providing funding for public school capital improvement
and building purposes and for the repayment of public school debt service, with
no dilution of Required Local Effort towards educational operational funding.
Once a project for which a referendum is held and approved is completed and
all attendant debt satisfied by the increased sales tax and other available
revenue sources, the additional sales tax would cease to be charged.
Given under my hand this 21st day of August, 2018.
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Request for Waiver of Solid Waste Fees (Staff Contact: Richard N. Hicks)
Staff Contact(s): Richard N. Hicks
Agenda Date: August 21, 2018 Item Number: 7.g
Attachment(s):
Reviewed By:
SUMMARY:
Several months ago, when the severe weather passed through the County, the Board authorized
the waiving of tipping fees at the County Landfill for citizens impacted by the storm. The waiver
was scheduled to last for four (4) weeks. One (1) of the homes destroyed in the storm was
owned by Luther Wayburn Osborne, located at 421 Burke Road in Gretna, Virginia. Mr.
Osborne was unable to obtain a demolition contractor in time for the waiver. The County has not
billed the owners pending a decision on waiving the fees by the Board. Sellers Brothers and Guy
P. Riddle hauled 95.29 tons to the County Landfill. At a cost of $41/ton, the total cost would be
$3,906.89.
FINANCIAL IMPACT AND FUNDING SOURCE:
If approved, the loss of revenues from the County Landfill Fund would be $3,906.89.
RECOMMENDATION:
County Staff recommends the Board approve the waiver of the tipping fees since the property
was destroyed by the severe weather, and there was a delay in completing the demolition.
MOTION:
“I make a Motion to waive the tipping fees associated with the demolition of the Osbourne
dwelling at 421 Burke Road in Gretna, Virginia.”
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: FY20 PSAP Education Grant (Staff Contact: Chris C. Slemp)
Staff Contact(s): Chris C. Slemp
Agenda Date: August 21, 2018 Item Number: 7.h
Attachment(s):
Reviewed By:
SUMMARY:
The PSAP Grant Program is a multi-million-dollar Grant Program (the “Program”) administered
by the Virginia 9-1-1 Services Board. The purpose of the Program is to financially assist
Virginia primary PSAPs with the purchase of equipment and services that support the continuity
and enhancement of wireless E-911. The Education Grant is to fund additional education
opportunities for 911 Centers. The County has received $2,000 annually from this Grant in the
past. This year, the County has an opportunity to receive up to $3,000.
FINANCIAL IMPACT AND FUNDING SOURCE:
No financial impact. This Grant is used to send dispatchers to out-of-County educational
opportunities.
RECOMMENDATION:
County Staff recommends the Board authorize the County to apply for the aforementioned Grant.
MOTION:
“I make a Motion to approve the County apply for the PSAP Grant Program.”
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: RSAF Ambulance Grant (Staff Contact: Chris C. Slemp)
Staff Contact(s): Chris C. Slemp
Agenda Date: August 21, 2018 Item Number: 7.i
Attachment(s):
Reviewed By:
SUMMARY:
The Rescue Squad Assistance Fund (“RSAF”) allows EMS agencies to apply for equipment and
vehicles twice a year. The next deadlines are September 15 and March 15. With the cost of
using Delta Response Team (“DRT”) ambulances, County Staff wishes to pursue funding for an
ambulance that DRT would operate for the present. Grants are dependent upon the County
obtaining an EMS License after the initial application has been filed. County Staff wishes to
pursue an ambulance Grant in the current grant cycle (September) or the next cycle (March),
depending on completion of the EMS License. The G rant award dates are January 1 and July ,1
with twelve (12) months to acquire the ambulance and spend the funds.
FINANCIAL IMPACT AND FUNDING SOURCE:
County Staff will pursue hardship which, if awarded, would cover 80% of the cost of an
ambulance. If the Grant is awarded in this Cycle, the funds to cover the County’s portion could
be pushed to the FY20 County Budget Cycle.
RECOMMENDATION:
County Staff recommends the Board authorize the pursuit of a Grant to offset the cost of using
DRT ambulances for EMS transport backup.
MOTION:
“I make a Motion authorizing County Staff pursuit of a Grant to offset the cost of using DRT
ambulances for EMS transport backup.”
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Public Hearing: Rezoning Case R-18-013; Walter V. & Alice Clement
Coles; Banister Election District R-1, Residential Suburban Subdivision
District to A-1, Agricultural District (Staff Contact: Gregory L. Sides)
Staff Contact(s): Gregory L. Sides
Agenda Date: August 21, 2018 Item Number: 10.a.1
Attachment(s): COLES - CASE R-18--013
Reviewed By:
SUMMARY:
Case R-18-013, Walter V. Coles and Alice Clement Coles have petitioned to rezone 24.13 acres
from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (to make the
zoning consistent with the adjacent parcels of land zoned A-1). The parcel is located on State
Road 683/South Meadows Road in the Banister Election District. Once the property is rezoned
to A-1, all used listed under Pittsylvania County Section 35-178 are permitted. The Planning
Commission unanimously recommended denying the Petitioners’ request. The Staff
Summary has been submitted in the Board Packet.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff submits this item to the Board of Supervisors for their review and consideration.
10.a.1
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Packet Pg. 65 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
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Packet Pg. 66 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
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Packet Pg. 67 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
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Packet Pg. 68 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
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Packet Pg. 69 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
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Packet Pg. 70 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
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Packet Pg. 71 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
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Packet Pg. 72 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
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Packet Pg. 73 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
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Packet Pg. 74 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
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Packet Pg. 75 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
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Packet Pg. 76 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
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Packet Pg. 77 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
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Packet Pg. 78 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
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Packet Pg. 79 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
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Packet Pg. 80 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
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Packet Pg. 81 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
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Packet Pg. 82 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
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Packet Pg. 83 Attachment: COLES - CASE R-18--013 (1286 : Rezoning Case R-18-013 - Walter V. & Alice Clement Coles)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Public Hearing: Rezoning Case R-18-015; Manning; Chatham-Blairs
Election District R-1, Residential Suburban Subdivision District to A-1,
Agricultural District (Staff Contact: Gregory L. Sides)
Staff Contact(s): Gregory L. Sides
Agenda Date: August 21, 2018 Item Number: 10.a.2
Attachment(s): MANNING - CASE R-18-015
Reviewed By:
SUMMARY:
Case R-18-015, Pamela J. Manning has petitioned to rezone 0.69 of an acre from R -1,
Residential Suburban Subdivision District, to A-1, Agricultural District (to be combined with the
adjacent parcels zoned A-1, which will be a total of 10.399 acres). The parcel is located on State
Road 745/Mount View Road in the Chatham-Blairs Election District. Once the property is
rezoned, all uses listed under Pittsylvania County Code Section 35-178 are permitted. The
Planning Commission, with no opposition, recommended granting the Petitioner’s request. The
Staff Summary has been submitted in the Board Packet.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff submits this item to the Board of Supervisors for their review and consideration.
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Packet Pg. 85 Attachment: MANNING - CASE R-18-015 (1288 : Rezoning Case R-18-015 - Manning)
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Packet Pg. 86 Attachment: MANNING - CASE R-18-015 (1288 : Rezoning Case R-18-015 - Manning)
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Packet Pg. 87 Attachment: MANNING - CASE R-18-015 (1288 : Rezoning Case R-18-015 - Manning)
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Packet Pg. 88 Attachment: MANNING - CASE R-18-015 (1288 : Rezoning Case R-18-015 - Manning)
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Packet Pg. 89 Attachment: MANNING - CASE R-18-015 (1288 : Rezoning Case R-18-015 - Manning)
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Packet Pg. 90 Attachment: MANNING - CASE R-18-015 (1288 : Rezoning Case R-18-015 - Manning)
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Packet Pg. 91 Attachment: MANNING - CASE R-18-015 (1288 : Rezoning Case R-18-015 - Manning)
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Packet Pg. 92 Attachment: MANNING - CASE R-18-015 (1288 : Rezoning Case R-18-015 - Manning)
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Packet Pg. 93 Attachment: MANNING - CASE R-18-015 (1288 : Rezoning Case R-18-015 - Manning)
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Packet Pg. 94 Attachment: MANNING - CASE R-18-015 (1288 : Rezoning Case R-18-015 - Manning)
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Packet Pg. 95 Attachment: MANNING - CASE R-18-015 (1288 : Rezoning Case R-18-015 - Manning)
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Packet Pg. 96 Attachment: MANNING - CASE R-18-015 (1288 : Rezoning Case R-18-015 - Manning)
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Packet Pg. 97 Attachment: MANNING - CASE R-18-015 (1288 : Rezoning Case R-18-015 - Manning)
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Packet Pg. 98 Attachment: MANNING - CASE R-18-015 (1288 : Rezoning Case R-18-015 - Manning)
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Packet Pg. 99 Attachment: MANNING - CASE R-18-015 (1288 : Rezoning Case R-18-015 - Manning)
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Packet Pg. 100 Attachment: MANNING - CASE R-18-015 (1288 : Rezoning Case R-18-015 - Manning)
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Packet Pg. 101 Attachment: MANNING - CASE R-18-015 (1288 : Rezoning Case R-18-015 - Manning)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Public Hearing: Rezoning Case R-18-016; Norma Totten Lee & Rodney
Jay Lee; Chatham-Blairs Election District R-1, Residential Suburban
Subdivision District to A-1, Agricultural District (Staff Contact: Gregory
L. Sides)
Staff Contact(s): Gregory L. Sides
Agenda Date: August 21, 2018 Item Number: 10.a.3
Attachment(s): LEE - CASE R-18-016
Reviewed By:
SUMMARY:
Case R-18-016, Norma Totten Lee and Rodney Jay Lee have petitioned to rezone 0.93 of an acre
from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (to be
combined with the A-1 property to the rear for a total of 2.558 acres). The parcel is located on
State Road 745/Mount View Road in the Chatham-Blairs Election District. Once the property is
rezoned, all uses listed under Pittsylvania County Code Section 35-178 are permitted. The
Planning Commission, with no opposition, recommended granting the Petitioners’ request. The
Staff Summary has been submitted in the Board Packet.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff submits this item to the Board of Supervisors for their review and consideration.
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Packet Pg. 104 Attachment: LEE - CASE R-18-016 (1289 : Rezoning Case R-18-016 - Norma Totten Lee & Rodney Jay Lee)
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Packet Pg. 105 Attachment: LEE - CASE R-18-016 (1289 : Rezoning Case R-18-016 - Norma Totten Lee & Rodney Jay Lee)
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Packet Pg. 110 Attachment: LEE - CASE R-18-016 (1289 : Rezoning Case R-18-016 - Norma Totten Lee & Rodney Jay Lee)
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Public Hearing: Rezoning Case R-18-017; Jessica Lynn Abbott; Dan
River Election District B-2, Business District, General to R-1, Residential
Suburban Subdivision District (Staff Contact: Gregory L. Sides)
Staff Contact(s): Gregory L. Sides
Agenda Date: August 21, 2018 Item Number: 10.a.4
Attachment(s): ABBOTT - CASE R-18-017
Reviewed By:
SUMMARY:
Case R-18-017, Jessica Lynn Abbott has petitioned to rezone 1.07 acres from B-2, Business
District, General, to R-1, Residential Suburban Subdivision District (to make the zoning
consistent with the current residential use). The parcel is located on State Road 659/Laurel
Grove Road, in the Dan River Election District. Once the property is rezoned, all used listed
under Pittsylvania County Code Section 35-222 are permitted. The Planning Commission, with
no opposition, recommended granting the Petitioner’s request. The Staff Summary has been
submitted in the Board Packet.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff submits this item to the Board of Supervisors for their review and consideration.
10.a.4
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Public Hearing: Solid Waste Ordinance Amendments (Staff Contact:
Gregory L. Sides)
Staff Contact(s): Gregory L. Sides
Agenda Date: August 21, 2018 Item Number: 10.b.1
Attachment(s): Public Hearing - Revised PCC Chapter 17 Revised
Reviewed By:
SUMMARY:
As discussed in several Board Work Sessions, County Staff has proposed amendments to the
County’s Solid Waste Ordinance to clarify the administration and effectiveness of said
Ordinance. Through the Solid Waste Administration Committee, these amendments have been
reviewed and supported by County Staff and Constitutional Officers. The proposed amendments
are noted in blue in the attachment. The proposed amendments have been properly advertised for
the required Public Hearing.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
Following the legally required Public Hearing, County Staff recommends approval of the
proposed amendments to the County’s Solid Waste Ordinance as presented.
MOTION:
“I make a Motion to approve the proposed amendments to the County’s Solid Waste Ordinance
as presented.”
10.b.1
Packet Pg. 154
PITTSYLVANIA COUNTY CODE
CHAPTER 17
SOLID WASTE DISPOSAL
Article I.
General Considerations
§ 17-1. Title and Purpose
§ 17-2. Definitions
Article II.
Containers, Storage, Collection, and Disposal of Solid Waste
§ 17- 3. Sanitary Refuse Containers
§ 17- 4. Pittsylvania County Landfill
§ 17- 5. Collection Licenses
§ 17- 6. Disposal of Solid Waste
§ 17- 7. Appeals
§ 17- 8. Penalties
§ 17- 9. User Limitation
§ 17-10. Severability
Article III.
Solid Waste Disposal Fee
§ 17-11. Title; Incorporation of State Code
§ 17-12. Solid Waste Disposal Fee; Fee Schedule; Use of Fee; Effective Date
§ 17-13. Payment of Solid Waste Disposal Fee
§ 17-14. Collection of Solid Waste Disposal Fee; Commission
§ 17-15. Due Date for Solid Waste Disposal Fee
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§ 17-16. Application of Solid Waste Disposal Fee to Towns in Count
§ 17-17. Late Payment Provisions, Lien
§ 17-18. Solid Waste Disposal Fee Exemptions
§ 17-19. Reserved
§ 17-20. Solid Waste Disposal Regulations; Scavenging; Ownership of Solid Waste
§ 17-21. Violations of Chapter/Article; Penalties
§ 17-22. Severability
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Packet Pg. 156 Attachment: Public Hearing - Revised PCC Chapter 17 Revised (1303 : Public Hearing: Solid Waste Ordinance Amendments)
CHAPTER 17
SOLID WASTE DISPOSAL
Article I.
General Considerations
SEC. 17-1. TITLE AND PURPOSE.
This Ordinance shall be known as the "Solid Waste Disposal Ordinance of Pittsylvania County."
The Board of Supervisors of Pittsylvania County, Virginia, acknowledges that landfill space is a
limited and valuable resource. To that the end, that this resource be best utilized to provide for
the health, safety, and welfare of County the citizens of Pittsylvania County. It is the desire of the
Board of Supervisors that this resource be used in such a manner as to provide for the disposal of
only acceptable waste, and to provide for an orderly method of the generation, storage, collection,
and disposal of solid waste, such that the environment is enhanced, and the health, safety, and
welfare of the citizens of Pittsylvania County is protected.
SEC. 17-2. DEFINITIONS.
A. “Person” shall include any person, persons, association, partnership, firm or corporation.
B. “Disposal” shall mean the disposition of solid waste.
C. “Solid Waste” shall mean all refuse except body wastes, and sludges, and shall include garbage
and rubbish.
D. “Garbage” shall mean all animal, vegetable, and mineral wastes resulting from the handling,
preparation, cooking or consumption of foods.
E. “Residents” shall mean those persons residing in Pitts ylvania County, unless otherwise
designated herein.
F. “Sanitary Landfill” shall mean that site or those sites operated by and established by Pittsylvania
County and permitted by the Department of Environmental Quality of the Commonwealth of
Virginia for the disposal of solid waste.
G. “Industrial Waste” means all solid waste resulting from manufacturing and industrial processes
such as, but not limited to, those carried on in factories, processing plants, refineries, slaughter
houses, and mills.
H. “Words or Terms” words in the present tense shall include the future; words in the singular
shall include the plural and vice versa; the masculine shall include the feminine and the neuter, the
word “shall” mandatory and not discretionary, and reference to this ordinance includes all
ordinances amending or supplementing the same.
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I. “Commercial Hauler” shall mean any person, partnership, corporation, business firm, or
organized system in operation to make pickups of solid waste or garbage for disposal and charges
a fee or tax for the service, including such non-licensed services as maybe performed by town or
city departments or their employees. The term “Commercial Hauler” shall not mean any individual
Residential Hauler as that term is defined herein, or the Department of Public Works of Pittsylvania
County, Virginia. (B.S.M. 10/17/06)
J. “Household Solid Waste” shall mean solid waste generated solely by residential use, and shall
not include any industrial waste, agricultural waste, as defined in the Virginia Department of
Environmental Quality, Solid Waste Management Regulations, as amended, or hazardous waste
as defined herein. Carpet shall be deemed household solid waste if it is disposed of by the occupant
and/or owner of the residential dwelling. Residential construction and/or demolition waste, create
by and disposed of by the occupant and/or owner of his/her dwelling, shall be deemed household
solid waste. (B.S.M. 1/21/14)
K. “Individual Residential Hauler” shall mean a citizen who resides in Pittsylvania County,
Virginia, who hauls only household solid waste generated solely in the household in which that
individual resides and does not do so for profit. It shall be unlawful to place dead animals, manure,
brush, wood, tires or hazardous waste in any refuse container.
L. “Acceptable Waste” means non-hazardous “municipal solid waste,” “industrial waste,” and
“agricultural waste,” “construction waste,” “debris waste,” “demolition waste,” as defined in the
Virginia Department of Waste Management Solid Waste Management Regulations, amended, (the
“DWM Regulations”), and such other wastes as the County shall agree in writing to accept from
time to time, subject to such limitations and exclusions as are imposed by Applicable Law and
excluding all Unacceptable Wastes. (B.S.M. 10/17/06)
M. “Uninhabitable Dwelling” means any dwelling that is not suitable to live in as determined
by the County’s Building Official, or his/her designee, following an onsite inspection of the
dwelling due to conditions including, but not limited to, the following: having no heating system;
having no functional water or sewer system; not being structurally sound or safe for human
occupancy; having no operable electrical system or a disconnected electrical meter, or for any
other reason related to habitability as determined by the Building Official, or his/her designee.
Article II.
Containers; Storage; Collection; and Disposal of Solid Waste
SEC. 17-3. SANITARY REFUSE CONTAINERS.
A. Sanitary refuse containers may be provided by the County Government for household solid
waste and only for the use of the individual Pittsylvania County residential hauler.
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B. No person shall dispose of any waste in sanitary refuse containers provided by the County
Government except for the individual residential hauler as defined herein, and no person shall
deposit any waste other than household solid waste as defined herein into any sanitary refuse
container provided by the County Government. No commercial hauler shall dispose of solid waste
in any collection container served by the County's Solid Waste disposal trucks. (B.S.M. 8/18/98)
C. Commercial and industrial establishments may provide a suitable container and location for a
container which is to both be approved by the Director of Public Works if they choose to be
serviced by the County's Solid Wwaste disposal trucks. The rates for service to private containers
by the County waste disposal trucks shall be annually set by the Board of Supervisors.:
Per 4 cubic yard container - $30.00 (thirty dollars)
Per 6 cubic yard container - $41.00 (forty-one dollars)
Per 8 cubic yard container - $52.00 (fifty-two dollars))
*Fees will be due in advance each month. Company owned or privately-owned apartment
developments or trailer courts will be treated as commercial accounts.
D. The County shall not be responsible for damages to privately owned containers that are emptied
by the Solid Waste Department and the owners of such containers shall save the County harmless
against any liability or claim of liability relative to such containers.
E. Public picnic and campgrounds and/or recreation areas will be considered a residential user
provided no fees are charged for the use of the facilities.
F. Owners of containers shall maintain adequate servicing area as determined by the Director of
Public Works and be responsible for keeping the service area in a clean and orderly fashion.
G. No material outside the containers will be accepted, and where such material exists, the
perpetrator will be in violation of the County Ordinance on Solid Waste Disposal, Section 17-6.
H. Containers located in trailer parks shall be placed at or near entrance.
I. It shall be unlawful for any person to remove any refuse or other substance from such refuse
container. It shall likewise be unlawful for any person to stand or climb on or place himself, or any
other person, within or on any such refuse container.
*The foregoing shall not apply to any County employee in the course of regular duties or to any
other person authorized by the County Administrator or County Official in charge of the Solid
Waste Program.
J. All garbage shall be drained free of liquids before being placed in the refuse containers.
K. All garbage shall be wrapped in paper or similar material or placed in plastic disposal bags
before being placed in the refuse container.
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Packet Pg. 159 Attachment: Public Hearing - Revised PCC Chapter 17 Revised (1303 : Public Hearing: Solid Waste Ordinance Amendments)
L. It shall be unlawful to place dead animals, manure, rubbish, tires or L. It shall be unlawful to
place dead animals, manure, rubbish, tires or hazardous waste in any refuse container. (B.S.M.
8/18/98)
M. It shall be unlawful to litter container sites or to place any solid waste outside the container.
N. Some of the container sites provided by the County Government also include sites for
compactor units. Compactor units are typified and defined as large, open sites for the disposal of
household solid waste, which includes a mechanical device for compacting solid waste.
Compactor sites may also include a large open top box for the disposal of household furniture and
appliances generated solely by residential use in the Pittsylvania County by an individual
residential hauler. Household furniture and appliances shall be accepted and disposed of only in
the open top boxes located at the compactor sites, and only those generated by the individual
common residential hauler. (B.S.M. 8/18/98)
O. It shall be unlawful to place solid waste in any street, alley, and stream, body of water, woods,
or any other public place or upon private property. It shall be unlawful for the owner or the
occupant of any real property to allow solid waste to remain upon the property more than thirty
(30) days after the owner or occupant knew or reasonably should have known of the presence of
the solid waste. (B.S.M. 10/17/06)
1.) There shall be a rebuttable presumption that the owner and/or the occupant of real
estate has placed solid waste or has allowed solid waste to remain on the property in
violation of this Ordinance if solid waste remains on the property and visible from either a
public right-of-way, road, or adjoining property for thirty (30) days or longer. (B.S.M.
10/17/06)
2.) The owners of property therein shall, at such time or times as the Board of Supervisors
may prescribe, remove therefrom any and all trash, garbage, refuse, litter, and other like
substances which might endanger the health or safety of other residents of the County. The
County may, whenever the Board of Supervisors deems it necessary, after reasonable
notice, have such trash, garbage, refuse, litter, and other like substances which might
endanger the health of other County residents of the County, removed by its own agents or
employees, in which event the cost or expenses thereof shall be chargeable to and paid by
the owners of such property and may be collected by the County as taxes are collected.
(B.S.M. 5/16/06)
3.) Trash, garbage, refuse, litter, and other debris shall be disposed of in personally owned
or privately-owned receptacles that are provided for such use and for the use of the persons
disposing of such matter or in authorized facilities provided for such purpose and in no
other manner not authorized by law. (B.S.M. 5/16/06)
SEC. 17-4. PITTSYLVANIA COUNTY LANDFILL.
A. The Pittsylvania County Landfill shall be operated , as an Enterprise Fund wherein all solid
waste received at the Pittsylvania County Landfill must be billed at the current approved tipping
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fee in accordance with Section 17-4(C). Revenues to the Enterprise Fund shall be derived from
the County's consumer utility tax and the tipping fees.
B. No commercial hauler shall be permitted to dispose of solid waste in the Pittsylvania County
Landfill without having first entered into a written contract for such disposal with the Board of
Supervisors of Pittsylvania County, Virginia, acting through its duly authorized County
Administrator or his/her designee.
C. The fee for disposal of acceptable solid waste at the County Landfill shall be set annually by
the Board of Supervisors.
D. Incorporated Towns of Pittsylvania County will be charged a disposal fee in accordance with
Sections 17-4(A) and (C) provided the County does not collect a utility tax within the incorporated
Town limits. (B.S.M. 6/20/00)
E. Shredded or split tires may be disposed of at the County Landfill at a rate set annually by the
Board of Supervisors. Unsplit or unshredded tires will not be accepted.
F. Hazardous chemicals, liquid waste, hazardous waste, highly combustible waste, sludge, and
other semi-solid fluids shall not be accepted at the Pittsylvania County Sanitary Landfill except by
prior approval by the Board of Supervisors and shall be disposed of only as approved by the
Department of Environmental quality of the Commonwealth of Virginia. To this end, all waste
presented for disposal at the landfill may be inspected prior to disposal. All waste presented for
disposal shall be presented in such a manner as to allow for easy inspection. In the event that
unacceptable waste is detected or suspected, the County Administrator, Assistant County
Administrator, Director of Public Works, or head of operations at the landfill, or any designee
thereof, shall refuse to accept such waste for disposal, until such waste is determined to be
acceptable waste by analysis from the Department of Environmental Quality or its designee.
G. It shall be unlawful for any person to enter the area of the Pittsylvania County Sanitary Landfill
in which solid waste is deposited and remains uncovered and not buried who is not authorized by
the Director of Public Works, or the head of operations at the landfill, or any designee thereof. It
shall likewise be unlawful for any person to remove, disturb, or search in the solid waste or engage
in the practice of sorting through or scavenging in or about the solid waste deposited at the
Pittsylvania County Sanitary Landfill. The foregoing shall not apply to any County employee in
the regular course of his duties or any other person authorized by the County Administrator or
County official in charge of the Solid Waste program.
H. Regulations governing the Landfill shall be posted at the Landfill gate. The County
Administrator or other designee of the Board of Supervisors shall arrange special hours of
operations on Saturdays and holidays, as the need arises, and such special open hours shall be
reported to the public through the news media.
I. Solid waste tonnage accepted at the County Landfill shall be determined by the County’s
Landfill permit.
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J. Subject to all conditions contained inappropriate in the State and Federal permits, an oil
recycling program for the citizens and commercial businesses of Pittsylvania County shall be
operated at the Pittsylvania County Landfill. The landfill operation manager, or his designated
assignee, in his sole discretion may reject or deny acceptance of any oil, for any of the following
reasons:
• Inability to inspect oil
• Suspicion of contamination
• Failure to submit documentation of origin
• Proof of residency. Failure to provide proof of residency
• Unavailable storage capacity at the landfill.
• Any and all requirements placed on the County by the Department of Environmental
Quality, United States Environmental Protection Agency, or any other regulatory agency
with jurisdiction in the Commonwealth of Virginia. No oil shall be accepted from a
commercial hauler. (B.S.M. 8/18/98)
SEC. 17-5. COLLECTION LICENSES.
A. No commercial hauler shall collect, remove, haul, or convey any solid waste through or upon
any of the streets or alleys of the County of Pittsylvania or dispose of the same in any manner or
place without obtaining approval from the governing body and a license from the Commissioner
of Revenue of said County.
B. The license fee for such vehicle shall be annually set by the Board of Supervisors.. All licenses
shall be issued for the calendar year, or such portion thereof as shall remain after the issuance
thereof. There shall be no reduction in the fee for a license issued after the beginning of any
calendar year.
C. Every person or firm who shall apply for a license under this Ssection shall state the type or
types of refuse to be collected, the manner of collections, and the place and method of disposal,
and shall maintain minimum liability coverage on each vehicle used for such collection as
mandated by the Commonwealth of Virginia.
D. No license shall be granted if the place and method of disposal shall not conform to the
requirements of this Oordinance, or to the ordinance of any municipal or quasi-municipal
corporation, wherein disposal of refuse is to be made.
E. No licensed collector or commercial hauler shall make any change in the arrangements for
disposal or refuse collection by him without first receiving the approval of the governing body.
F. It shall be unlawful to permit an unlicensed collector or unlicensed commercial hauler to collect
or remove refuse from a household, institution, or commercial enterprise located in Pittsylvania
County, Virginia.
SEC. 17-6. DISPOSAL OF SOLID WASTE.
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A. It shall be unlawful for commercial haulers to dump, burn, destroy, or otherwise dispose of
solid waste within the jurisdictional limits of the County of Pittsylvania, except at those sites so
approved by the County and permitted by the Department of Environmental Quality of the
Commonwealth of Virginia.
B. It shall be unlawful for any person to place solid waste in any street, alley, stream, body of
water, woods, field, highway, ditch, or any other public place or upon private property except as
provided for in this ordinance. It shall be unlawful for the owner or the occupant of any real
property to allow solid waste to remain upon the property more than thirty (30) days after the
owner or occupant knew or reasonably should have known of the presence of the so lid waste.
There shall be a rebuttable presumption that the owner and/or occupant of real estate has placed
solid waste or has allowed solid waste to remain on the property in violation of this Ordinance if
solid waste remains on the property and visible from either a public right-of-way, road, or
adjoining property for thirty (30) days or longer. (B.S.M. 10/17/06)
C. It shall be unlawful for licensed collectors or commercial haulers to dump, bury, burn, destroy,
or otherwise dispose of sludge within the jurisdictional limits of the County of Pittsylvania, except
with the expressed written permission of the Board of Supervisors, of Pittsylvania County, acting
by and through its County Administrator.
SEC. 17-7. APPEALS.
Appeals from decisions of the County Administrator or other designee of the Board of Supervisors
in matters referred to above in this Ordinance may be appealed to the Board of Supervisors if such
is submitted in writing; delivered in person or by mail, within ten (10) days to the County
Administrator, and the decision of said Board as to such appeals duly noted shall be final.
SEC. 17-8. PENALTIES.
A. Any Owner of real property located in Pittsylvania County who, after reasonable notice, fails
to remove from said real property any and all trash, garbage, refuse, litter, and other substances
which might endanger the health and safety of other residents of Pittsylvania County shall be
subject to the penalty as provided for in Section 15.2-901(C), Code of Virginia, 1950, as amended.
B. It shall be unlawful for any person to dump or otherwise dispose of trash, garbage, refuse, litter,
or other unsightly matter, on public property, including a public highway, right-of-way, property
adjacent to such highway or right-of-way, or on private property without the written consent of the
Owner thereof or his Agent. Any violation of this ordinance shall be punished as provided for in
Section 33.1-346(A), Code of Virginia, 1950, as amended. (B.S.M. 6/02/08)
SEC. 17-9. USER LIMITATION.
No solid waste shall be accepted at the Pittsylvania County Landfill unless that solid waste
originated within the County of Pittsylvania or one (1) of the incorporated Towns therein, without
the prior written agreement of the Board of Supervisors of Pittsylvania County, Virginia, through
its County Administrator.
SEC. 17-10. SEVERABILITY.
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If any phrase, clause, sentence, paragraph, or Ssection of this Ordinance shall be declared
unconstitutional or otherwise invalid by the valid judgment or decree of a court of competent
jurisdiction, such unconstitutionality or invalidity shall not affect any of the remaining phrases,
clauses, sentences, paragraphs, and Ssections of this Ordinance.
Authority: Section 15.2-928, Code of Virginia, 1950, as amended; for penalty provisions see
Section 15.2-1429, Code of Virginia, 1950, as amended.
This amended ordinance was adopted by the Board of Supervisors on October 21, 1997.
(B.S.M. 8/18/98); (B.S.M. 6/20/00); (B.S.M. 5/16/06); (B.S.M. 6/02/08); (B.S.M. 10/17/06);
(B.S.M. 1/21/14); (B.S.M. 10/05/15)
Article III.
Solid Waste Disposal Fee
SEC. 17-11. TITLE; INCORPORATION OF STATE CODE.
This Ordinance/Article shall be known as the “Solid Waste Disposal Fee Ordinance” of the County
of Pittsylvania, Virginia. The terms and provisions of § 15.2-2159, of the Code of Virginia, 1950,
as amended, are adopted and incorporated herein by express reference and deemed a part of this
Ordinance/Article.
SEC. 17-12. SOLID WASTE DISPOSAL FEE; FEE SCHEDULE; USE OF FEE;
EFFECTIVE DATE.
Pursuant to the provisions of and authority contained in § 15.2-2159, of the Code of Virginia,
1950, as amended, the Pittsylvania County Board of Supervisors does hereby establish a Solid
Waste Disposal Fee. A Solid Waste Disposal Fee Schedule shall be adopted annually by the Board
of Supervisors via the Budget Resolution. Said fee shall be effective immediately upon adoption
by the Board of Supervisors, and not exceed the actual cost incurred by Pittsylvania County (the
“County”) in procuring, developing, maintaining, and improving its Landfill and for such reserves
as may be necessary for capping and closing such Landfill in the future. The Solid Waste Disposal
Fee shall also be able to be used to purchase or subsidize the purchase of equipment used for the
collection of residential solid waste disposed of at the County’s landfill. Such fee shall be
deposited in a special account to be expended only for the purposes for which it was levied.
SEC. 17-13. PAYMENT OF SOLID WASTE DISPOSAL FEE.
Unless specifically exempted in this Ordinance/Article, every person owning or operating any
house, apartment, rental house, rental residential unit, multiple residential units, trailer camp,
manufactured housing parks, or trailer court (“households”) in the County or the Towns contained
10.b.1.a
Packet Pg. 164 Attachment: Public Hearing - Revised PCC Chapter 17 Revised (1303 : Public Hearing: Solid Waste Ordinance Amendments)
in the County shall pay said Solid Waste Disposal Fee based on said Solid Waste Disposal Fee
Schedule. Said fee shall be assessed, individually, to/for each rental unit/residence, rental and/or
non-rental.
SEC. 17-14. COLLECTION OF SOLID WASTE DISPOSAL FEE; COMMISSION.
The County may either collect the fee itself or enter into a contractual agreement to be negotiated
by the County Administrator, or his/her designee, with a public service corporation as set forth and
authorized in § 15.2-2159, of the Code of Virginia, 1950, as amended, for the collection of the
fee. The commission for such collection service shall not exceed five percent (5%) of the amount
of the fees due and collected.
SEC. 17-15. DUE DATE FOR SOLID WASTE DISPOSAL FEE.
Unless collected by a public service corporation pursuant to § 17-14 supra, an invoice for said fee
shall be included in the December tax assessment mailing. Payment of said fee shall be made to
the Pittsylvania County Treasurer’s Office. For FY 2018/19, uUnless exempted by § 17-15 infra,
households assessed the Solid Waste Disposal Fee shall pay the fee be required to pay the entirety
of the fee annually in December. The Solid Waste Disposal Fee shall be due and owing each year,
no later than the twentiethy (20h) day of December. of each year. For FY 2018/19 only, no late
payment penalty and interest shall accrue on the Solid Waste Disposal Fee. For all Fiscal Years
after FY 2018/19, uUnless exempted by § 17-15 infra, the Solid Waste Disposal Fee shall be billed
twice annually, and all households assessed the fee shall pay the fee no later than the twentieth
(20th) of June and the twentieth (20th) of December annually. Ppayment for the full amount of the
annual Solid Waste Disposal Fee shall be the responsibility of the owner of record of the household
as of January 1st of the assessed property for the corresponding year. There shall be no proration
of the Solid Waste Disposal Fee.
SEC. 17-16. APPLICATION OF SOLID WASTE DISPOSAL FEE TO TOWNS IN
COUNTY.
Households located in the Towns of Hurt, Gretna, and Chatham shall also be assessed the Solid
Waste Disposal Fee in accordance with the provisions of this Article.
SEC. 17-17. LATE PAYMENT PROVISIONS; LIEN.
A. If payment of the fee is not made, then a notice of delinquency will be mailed to each
property owner(s) not having paid the fee, advising that collection proceedings will begin
in thirty (30) days. Supplemental assessments may be issued after the due dates and such
assessments will be due thirty (30) days after mailing.
10.b.1.a
Packet Pg. 165 Attachment: Public Hearing - Revised PCC Chapter 17 Revised (1303 : Public Hearing: Solid Waste Ordinance Amendments)
B. Any person, owner, or household who fails to make payment of such fee or fails to make
payment of such fee by the date in § 17-15 herein shall be required to pay penalty on said
fee as set forth in § 58.1-3916, of the Code of Virginia, 1950, as amended
C. Any person, owner, or household who fails to make payment of such fee or fails to make
payment of such fee by the date in § 17-15 herein shall be required to pay interest on said
unpaid fee as set forth in § 58.1-3916, of the Code of Virginia, 1950, as amended
D. Any payment of the Solid Waste Disposal Fee shall be credited first against the most
delinquent Solid Waste Disposal Fee account due and owing.
E. Payment of all due and owing Solid Waste fees, penalties, and accrued interest shall be
required prior to approval of an application for rezoning, special exception, variance, or
other land use permit.
F. To the extent allowed by Virginia law, failure to pay the Solid Waste Disposal Fee can
result, after due process, in the placement of a lien on the property in question in favor of
the County.
SEC. 17-18. SOLID WASTE DISPOSAL FEE EXEMPTIONS.
The following are the only exemptions from payment of the Solid Waste Disposal Fee:
A. Partial Exemption for Qualified Elderly or Disabled Persons: As authorized by § 15.2-
2159(D)(6) of the Code of Virginia, 1950, as amended, there is a partial exemption of fifty
percent (50%) from this Solid Waste Disposal Fee for households of the elderly and/or
disabled who qualify for such exemptions. Said exemption shall be governed by the
conditions and income criteria as set forth in § 6-6 of the Pittsylvania County Code, as
amended. Any and all information of or related to income or disability, and verification of
same, shall be provided upon application for said exemption in accordance with the policy
and procedures set forth by the Pittsylvania County Board of Supervisors and/or the
Pittsylvania County Commissioner of the Revenue’s Office.
B. Waste Not Disposed of in County’s Landfill Exemption: As authorized by § 15.2-2159(A)
, of the Code of Virginia, 1950, as amended, no Solid Waste Disposal Fee shall be levied
upon persons whose residential waste is not disposed of in the County’s landfill, or
disposed in the County’s landfill by a private hauler that pays the County’s standard landfill tipping
fee, provided said non-disposal is documented, to the reasonable satisfaction of the
Commissioner of Revenue’s Office, by the collector or generator of such waste.
Documentation provided by a collector of such waste pursuant to this exception shall not be
disclosed by the County to any other person. Current local, state, and federal regulations
prohibit the burning and/or burial of residential waste on private property without adequate and
appropriate permitting.
10.b.1.a
Packet Pg. 166 Attachment: Public Hearing - Revised PCC Chapter 17 Revised (1303 : Public Hearing: Solid Waste Ordinance Amendments)
C. Uninhabitable Dwelling: Unless exempted by Sections 17-18(A) or (B) above, any
household that is inhabitable as of January 1st of each year shall be assessed the Solid
Waste Disposal Fee. Any house that is uninhabitable as of January 1st of each year, as
determined by an inspection conducted by the County’s Building Official, or his/her
designee, shall be exempt from payment of the Solid Waste Disposal Fee, until and unless
said household becomes inhabitable. The County shall have the ability to charge a fee for
any inspection required under this Section. Said inspection fee shall be set annually by the
Board of Supervisors.
SEC. 17-19. RESERVED
SEC. 17-20. SOLID WASTE DISPOSAL REGULATIONS; SCAVENGING; OWNERSHIP
OF SOLID WASTE.
It shall be unlawful to dump, destroy, or otherwise dispose of solid waste within the jurisdictional
limits of the County, except at approved and designated solid waste convenience centers, subject
to the following limitations and conditions:
A. Only household trash, residential waste, and compactable refuse shall be deposited at solid
waste convenience centers.
B. No business, industrial, construction, demolition, medical, automotive, yard, landscaping,
or commercial waste shall be deposited at solid waste convenience centers.
C. No solid waste shall be deposited at a solid waste convenience center by non-County
residents, except as provided or by local, state, or federal anti-littering programs.
D. Unless subject to a special contract approved by the Pittsylvania County Board of
Supervisors, no solid waste generated or originating from outside of the County shall be
deposited in the Landfill.
E. The following items shall also not be deposited at solid waste convenience centers:
(1) Explosives, gasoline, kerosene, and waste oil.
(2) Furniture or other bulky residential household solid waste items that will not fit into
a compactor chamber. Said items may be place only in an open top box. Said items
shall not be disposed of at green box sites.
(3) Dead animals.
(4) Materials which constitute a hazard to personnel handling solid waste or to the
public.
10.b.1.a
Packet Pg. 167 Attachment: Public Hearing - Revised PCC Chapter 17 Revised (1303 : Public Hearing: Solid Waste Ordinance Amendments)
F. It shall be unlawful to scavenge or attempt to salvage materials from waste delivered to or
deposited at a solid waste convenience center site or the Landfill.
G Upon delivery of solid waste to an approved solid waste convenience center or the Landfill,
all rights of ownership and exclusive possession to lawfully deposited solid waste shall
vest in Pittsylvania County.
SEC. 17-21. VIOLATIONS OF CHAPTER/ARTICLE; PENALTIES.
A violation of the provisions of this Ordinance/Article shall constitute a Class 3 Misdemeanor.
Each day’s continuance of a violation of this Ordinance/Article is considered to be a separate
offense.
(a) Each day of violation of each requirement of this Chapter or Article shall constitute a separate
offense.
(b) Any person who violates any provision of this Chapter or Article shall be guilty of a Class 1
Misdemeanor, unless a different penalty is specified.
(c) Any person who knowingly makes any false statement, representation, or certification
regarding the origin of any waste disposed of under this Chapter or Article, shall be guilty of a
Class 1 Misdemeanor and shall be subject to suspension from the use of the County’s Landfill and
any County Collection Centers for a period of time not to exceed one (1) year.
(d) The County shall be entitled to an award of reasonable attorney's fees and cost in any action
brought under this Chapter or Article which it substantially prevails on the merits of the case,
unless special circumstances would make an award unjust.
(e) Violations of Sections 17-3 and/or 17-20 of this Chapter or Article shall be punishable by a
fine in the amount of fifty dollars ($50.00), if paid within ten (10) days, or one hundred dollars
($100.00), if not paid within ten (10) days.
(f) The County’s Solid Waste Department shall prepare an appropriate ticket and ticket stub for
use in enforcing the provisions of this Chapter or Article. Any Law Enforcement Officer,
Treasurer’s Office employee, or County Staff member charged with enforcing this Chapter or
Article shall issue to the offender a ticket. The ticket stub shall be turned in to the Pittsylvania
County Treasurer’s Office. The ticket and stub shall have corresponding numbers. The ticket
shall contain the following statement:
NOTICE: You may pay this by appearing at the Pittsylvania County Treasurer’s Office, 11 Bank
Street, Chatham, Virginia, 24531, between the hours of 8:00 a.m. and 5:00 p.m., Monday
through Friday. If you prefer, you may mail the ticket and fine to the aforementioned Office.
10.b.1.a
Packet Pg. 168 Attachment: Public Hearing - Revised PCC Chapter 17 Revised (1303 : Public Hearing: Solid Waste Ordinance Amendments)
Checks should be payable to the Pittsylvania County Treasurer. If you fail to pay this ticket with
ten (10) days, then further action will be taken which could result in you having to appear in court
and paying additional costs.
(1) In lieu of payment of the fine, such person may contest the ticket, by notifying the
Pittsylvania County Treasurer and the Clerk of the General District Court of Pittsylvania
County.
(2) If the ticketed person does not pay the fine to the County’s Treasurer, the Treasurer shall
notify such persons that he may pay the fine, plus a penalty in the sum of ten dollars
($10.00), within five (5) days of the receipt of the notice, at the Treasurer's Office.
(3) If a person to whom the above Notice is provided/given is fails to pay the fine and penalty
within the time prescribed in the Notice, the Treasurer shall notify the Officer who issued the
original ticket and the Treasurer shall then cause to be issued a complaint, summons, or warrant
for the delinquent ticket. The person in question may pay the fine to the Treasurer prior to the
date he/she is to appear in court, provided he/she also pays necessary costs and the penalty.
The Treasurer's receipt shall be conclusive evidence of such payment.
SEC. 17-22. SEVERABILITY.
Should any section or provision of this Ordinance/Article be declared by a court of competent
jurisdiction to be invalid, that decision shall not affect the validity of the Ordinance/Article as a
whole or any part thereof, other than the part so declared to be invalid.
10.b.1.a
Packet Pg. 169 Attachment: Public Hearing - Revised PCC Chapter 17 Revised (1303 : Public Hearing: Solid Waste Ordinance Amendments)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Public Hearing: FY19 Budget Amendments (Staff Contact: Kimberly G.
Van Der Hyde)
Staff Contact(s): Kimberly G. Van Der Hyde
Agenda Date: August 21, 2018 Item Number: 10.b.2
Attachment(s): NOTICE OF PUBLIC HEARING-COUNTY AMENDED-8.21.18 with
attachment
Reviewed By:
SUMMARY:
Virginia Code § 15.2-2507 states that “Any locality may amend its budget to adjust the aggregate
amount to be appropriated during the current fiscal year as shown in the currently adopted
budget as prescribed by section 15.2-2504. However, any such amendment which exceeds one
percent of the total expenditures shown in the currently adopted budget must be accomplished by
publishing a notice of a meeting and a public hearing once in a newspaper having general
circulation in that locality at least seven days prior to the meeting date.” An advertisement of
this Budge Amendment appeared in the Chatham Star Tribune on August 8, 2018, which
satisfies the seven (7)-day requirement. Attached is a copy of said advertisement. Finally, also
attached is a list of carryovers and other Budget Amendments for FY 2019.
FINANCIAL IMPACT AND FUNDING SOURCE:
The Budget Amendments being requested totals $4,251,299.93, which includes $3,647,048.78 of
school carryovers and $604,251.15 of County carryovers and other Budget Amendments.
RECOMMENDATION:
County Staff recommends the Board of Supervisors approve and appropriate a total of
$4,251,299.93 to the FY 2019 County Budget, which includes a total of $3,647,048.78 for
School carryovers and a total of 604,251.15 for County carryovers and other Budget
Amendments.
MOTION:
“I make a Motion to approve the appropriation of the attached Budget Amendments totaling
$4,251,299.93 to the FY2019 County Budget.”
10.b.2
Packet Pg. 170
NOTICE OF PUBLIC HEARING
Pursuant to §15.2-2507, Code of Virginia, 1950, as amended, the Pittsylvania County
Board of Supervisors will hold a public hearing on Tuesday, August 21, 2018, at 7:00
p.m., in the General District Courtroom, located on the second floor of the Edwin R.
Shields Courthouse Addition, at 11 Bank Street, Chatham, Virginia, 24531, to hear
citizen input on proposed amendments to the FY 2019 County Budget. A complete copy
of said amendments are available for public examination at the County Administrator’s
Office, 1 Center Street, Chatham, Virginia, 24531, Monday through Friday, 8:00 a.m. to
5:00 p.m., and on the County’s website at: www.pittsylvaniacountyva.gov.
Proposed
Budget
Amendments
2018 - 2019
REVENUES
Current Budgeted Revenues $ 187,836,405.00
School Carryovers 3,647,048.78
Unassigned Fund Balance (Includes Carryovers) 604,251.15
Proposed Amended Revenues $ 192,087,704.93
EXPENDITURES
Current Budgeted Expenditures $ 187,836,405.00
School Operating Budget 3,647,048.78
County Operating Budget 455,498.70
Veterinary Fund Expenditures 3,471.79
Workforce Investment Fund Expenditures 5,000.00
Industrial Development Expenditures 140,280.66
Proposed Amended Expenditures $ 192,087,704.93
10.b.2.a
Packet Pg. 171 Attachment: NOTICE OF PUBLIC HEARING-COUNTY AMENDED-8.21.18 with attachment (1285 : FY19 Budget Amendments-Public Hearing)
Department Amount Reason for Addition Line Item Description Account Number Amount
SCHOOL AMENDMENTS
Community Foundation Keokee
Grant (STEM)1,500.00
Grant Funds-Remained Unspent at
6/30 School Operating Fund 205 1,500.00
Health Insurance 205,000.00
Grant Funds-Remained Unspent at
6/30 School Operating Fund 205 205,000.00
DPC Chamber Creativity Grant 2,962.55
Local Grant Funds-Remained
Unspent at 6/30 School Operating Fund 205 2,962.55
Project Graduation 18,042.85
Local Grant Funds-Remained
Unspent at 6/30 School Operating Fund 205 18,042.85
PBIS Grant 9,681.84
Local Grant Funds-Remained
Unspent at 6/30 School Operating Fund 205 9,681.84
PBIS/VTSS Grant 38,874.28
State Funds-Remained Unspent at
6/30 School Operating Fund 205 38,874.28
Danville Regional Foundation-
Autism Grant 50,062.10
State Funds-Remained Unspent at
6/30 School Operating Fund 205 50,062.10
United Way Grant-Book Buddies 9,120.75
State Funds-Remained Unspent at
6/30-Emcumbered projects School Operating Fund 205 9,120.75
GMS School Improvement 10,000.00
State Funds-Remained Unspent at
6/30 School Operating Fund 205 10,000.00
Danville Regional Foundation-
Stem Academy 67,115.62
State Funds-Remained Unspent at
6/30 School Operating Fund 205 67,115.62
Virginia Preschool Program 105,347.36
State Funds-Remained Unspent at
6/30-Emcumbered projects School Operating Fund 205 105,347.36
PALS Tutors 26,638.02
State Funds-Remained Unspent at
6/30-Emcumbered projects School Operating Fund 205 26,638.02
Textbooks 2,674,934.21
State Funds-Remained Unspent at
6/30-Emcumbered projects School Operating Fund 205 2,674,934.21
On-going Contracted
maintenance Projects 406,269.20
State Funds-Remained Unspent at
6/30-Emcumbered projects School Operating Fund 205 406,269.20
Ready for Success-MEDICAID 21,500.00
State Funds-Remained Unspent at
6/30-Emcumbered projects School Operating Fund 205 21,500.00
TOTAL SCHOOL CARRYOVER 3,647,048.78 TOTAL SCHOOL CARRYOVER 3,647,048.78
COUNTY AMENDMENTS
County Administration 2,538.64 Relocation Expense Relocation Expense 100-4-012100-2830 2,538.64
Pittsylvania County
FY 2019 Budget Adjustments
10.b.2.a
Packet Pg. 172 Attachment: NOTICE OF PUBLIC HEARING-COUNTY AMENDED-8.21.18 with attachment (1285 : FY19
Department Amount Reason for Addition Line Item Description Account Number Amount
Pittsylvania County
FY 2019 Budget Adjustments
Independent Audit 4,000.00
Cost Allocation Plan Cost for
FY2017 Consultant-Auditor 100-4-012240-3120 4,000.00
Clerk of Court 11,776.46
Carryover of Clerk's Office
Contribution for Office Supplies Office Supplies 100-4-021600-6001 11,776.46
Sheriff 131.75
Carryover of Donations for
Halloween Halloween-Contributions 100-4-031200-5878 131.75
Sheriff 3,176.98
Carryover of Donations for Project
Lifesaver Expenses Project Lifesaver Expenses 100-4-031200-5882 3,176.98
Sheriff 8,321.11
Carryover of Donations for the
Dare Program DARE Supplies 100-4-031200-6002 8,321.11
Fire & Rescue 30,000.00
Carryover to required to cover the
construction costs for an addiiton
to Renan VFD Renan VFD Construction 100-4-032200-81272 30,000.00
Fire & Rescue 1,120.00
United Way Contributions to Fire
and Rescue Agencies United Way Contribution 100-4-032200-5667 1,120.00
CPMT 458.40 Real Life Donations Real Life Program 100-4-053500-5883 458.40
Animal Services 730.98
Carryover of Animal Services
Donations Animal Control Donations 100-4-035100-5883 730.98
VPI Extension Rent 67,980.00
Amount needed to cover rent for
VPI Extension Office for FY2019 VPI Extension Rent 100-4-083000-5420 67,980.00
Local Emergency Planning
Commission 264.38
Carryover Funds for the Local
Emergency Planning Commission Local Emergency Planning Commission 100-4-081200-5679 264.38
Vacancy Savings (Unused Salary
Increase Funds)165,000.00
Carryover funds for FY2019 for
incentive increases COLA/Salary Increase 100-4-091200-1999 165,000.00
Health Insurance Increase 160,000.00
Carryover funds for FY2019 health
insurance increase BCBS-CO. Share 100-4-091200-2300 160,000.00
10.b.2.a
Packet Pg. 173 Attachment: NOTICE OF PUBLIC HEARING-COUNTY AMENDED-8.21.18 with attachment (1285 : FY19
Department Amount Reason for Addition Line Item Description Account Number Amount
Pittsylvania County
FY 2019 Budget Adjustments
Veterinary Expense Fund 3,471.79
Caryover funds (not previously
appropriated) from FY2018 to
FY2019 to match budget dollars to
actual cash on hand Veterinary Expense 245-4-035200-5849 3,021.79
Misc-Dangerous Dog Fee 245-4-035200-5899 450.00
WIA-Refund 5,000.00
Refund of unallowed costs for WIA
program Refunds 251-4-353160-5830 5,000.00
Industrial Development Fund 35,280.66
Appropriation of IDA
reimbursement for local share of
DCC 's development of the
Advance Skills IT Academy Industrial Prospects 325-4-081500-8222 35,280.66
Commonwealth's Opp Fund 105,000.00
Appropriation of state funds
received for Unison Tube LLC Industrial Prospects 330-4-081500-8223 105,000.00
TOTAL COUNTY AMENDMENTS 604,251.15 TOTAL COUNTY AMENDMENTS 604,251.15
TOTAL ALL 2019 BUDGET
ADJUSTMENTS 4,251,299.93 GRAND TOTAL-2019 ADJUSTMENTS 4,251,299.93
10.b.2.a
Packet Pg. 174 Attachment: NOTICE OF PUBLIC HEARING-COUNTY AMENDED-8.21.18 with attachment (1285 : FY19
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: FY18 Year-End Budget Amendments (Staff Contact: Kimberly G. Van
Der Hyde)
Staff Contact(s): Kimberly G. Van Der Hyde
Agenda Date: August 21, 2018 Item Number: 11.a
Attachment(s): 2018 Amendments
School Amendment Attachment
Reviewed By:
SUMMARY:
Each year, Departmental/Fund Budgets are reviewed to determine if sufficient Budget amounts
exist to cover expenses until year-end. Most of these items are bookkeeping entries required by
the County’s Auditors. The attached list shows the amount needed/requested and the reason for
the need/request. Said list also contains suggested appropriations for year-end, as well as the
categorical changes requested by the School Board. The Board of Supervisors reviewed these
amendments at its July 17th Meeting. This appropriation is being brought back to the Board,
since there was a ten (10)-day layover requirement that has been met. This matter is now ready
for a vote.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends the Board approve the attached 2018 Budget Amendments as
presented.
MOTION:
The following motion was made at last month’s meeting and is now ready for discussion and a
vote: “I make a Motion to appropriate a total of $1,736,511.05, and approve the suggested
categorical changes for the School Board for the FY2018 County Budget.”
11.a
Packet Pg. 175
Department
Line Items Providing
Funds Line Item Description
Amount of
Transfer/Appropriation
Reason for
Transfer/Appropriation 2017 Expense Line Item
Amount of
Transfer/Appropriation
YEAR-END TRANSFERS:
TRANSFER
Schools 205 School Transfers -
Year-End Categorical Changes-
See Attached Letter from the
School Board 205-4-061000-1120 (Instruction)34,158.53
205-4-062000-1800 (General Support)(19,887.24)
205-4-063000-3400 (Pupil Transport)(412,630.78)
205-4-064000-3300 (Maintenance)17,951.88
205-4-065000-3179 (Non-Instructional)153,265.95
205-4-067000-5700 (Technology)227,141.66
YEAR-END APPROPRIATIONS:
APPROPRIATION
Real Life Donations 100-3-000000-189919 Real Life Expenses 1,050.00
We receive donations for the
Real Life program. This program
is currently run by CPMT. These
funds need to be appropriated
to cover expenses for this
program.100-4-053500-5883 1,050.00
APPROPRIATION
Project Lifesaver 100-3-000000-189903 Project Lifesaver Expenses 1,400.00
We receive donations for the
Project Lifesaver program. This
program is currently run by the
Sheriff's Department. These
funds need to be appropriated
to cover Project Lifesaver
supplies.100-4-031200-5882 1,400.00
APPROPRIATION
DARE Donations 100-3-000000-189915 DARE Supplies 4,000.00
We receive donations for the
DARE program. This program is
currently run by the Sheriff's
Department. These funds need
to be appropriated to cover
DARE related supplies.100-4-031200-6002 4,000.00
Pittsylvania County
FY 2018 Year-End Budget Adjustments
11.a.a
Packet Pg. 176 Attachment: 2018 Amendments (1287 : FY18 Year-End Budget Amendments)
Pittsylvania County
FY 2018 Year-End Budget Adjustments
APPROPRIATION
Various-General Fund 100-3-000000-180301 Expenditure Refunds 60,319.39
During the FY18 budget process,
a total of $215,000 was
estimated to cover expenditure
refunds received during the year.
This amount only covered
refunds thru the month of April.
May and June Expenditure
Refunds must be approved by
BOS.100-4-012520-6008 (Fleet-Fuel)105.28
100-4-013100-6001 (Registrar-Office Sup)9.99
100-4-021100-1100 (Circuit Ct-Salaries)800.00
100-4-021600-6001 (Clerk of Court-Office)1,000.00
100-4-031200-3170 (Sheriff-Towing)50.00
100-4-031200-5540 (Sheriff-Training)250.00
100-4-031200-6024 (Sheriff-Undercover)1,257.43
100-4-031200-6030 (Sheriff-Parts)8,148.66
100-4-031200-6031 (Sheriff-Labor)4,947.25
100-4-033100-5550 (Sheriff-Extradition)1,034.11
100-4-035100-3310 (Animal Shelter-Maint)6,536.45
100-4-043100-3310 (B&G-Maint)16,114.00
100-4-053500-7003 (CPMT-Pool Funds)19,913.53
100-4-073100-6001 (Library-Office Sup)101.09
100-4-073100-6012 (Library-Books/Sub)51.60
APPROPRIATION
Schools
205-3-000000-330213
205-3-000000-240202
205-3-000000-240264
Schools-Additional Appropriation
School Revenue (Fed)-750,419.42
School Revenue (State)-(464,078.54)
School Revenue (Local)-891,712.26 1,178,053.14
This amount needs to be
appropriated to the School fund.
This figure represents additional
revenue that the School Board
received during FY 2018 that
have not been previously
appropriated. See attached
letter from the School Board. 205-4-064000-3300 499,339.14
205-4-063000-3400 (Bus Lease Reimb)678,714.00
APPROPRIATION
Beautification Fund 210-3-000000-410403 Proceeds from School Bus Lease 127.74
We received a school bus lease
for the school system. This lease
has already been appropriated,
however; the lease did earn
interest that has not yet been
apporpriated.210-4-069000-8105 127.74
11.a.a
Packet Pg. 177 Attachment: 2018 Amendments (1287 : FY18 Year-End Budget Amendments)
Pittsylvania County
FY 2018 Year-End Budget Adjustments
APPROPRIATION
Beautification Fund 230-3-000000-189903 Private Sponsorship 14,000.00
We are currently receiving
private sponsorships to care for
the landscaping and upkeep of
the County Welcome Signs.
These funds need to be
appropriated to cover the
expenses related to this project.230-4-043500-3172 14,000.00
APPROPRIATION
State Restricted Seiz 241-3-000000-410501 State Res Seizure Fund-Sheriff 18,270.69
Funds for the State Restricted
Seizure account had to be
refunded to the state. These
funds need to be appropriated
to cover this expenditure.241-4-031700-5830 18,270.69
APPROPRIATION
Veterinary Fund 245-3-000000-094210 Community Foundation Grant 3,370.00
We received funds from the
Community Foundation to cover
a spay/nueter clinic. These funds
need to be appropriated to cover
these expenses.245-4-035200-9100 3,370.00
APPROPRIATION
Pet Center Grants 250-3-000000-094210 Pet Center Grants 19,689.75
We received grant funds from
the Community Foundation and
Rotorary Club to fund various Pet
Center projects including the dog
park, the bricks project and
landscaping around the center.
These funds need to be
appropriated to cover these
expenses.250-4-094210-8216 19,689.75
11.a.a
Packet Pg. 178 Attachment: 2018 Amendments (1287 : FY18 Year-End Budget Amendments)
Pittsylvania County
FY 2018 Year-End Budget Adjustments
APPROPRIATION
WIA 251-3-000000-353865 Rapid Response Funds 250,000.00
We received grant funds from
Virginia Community College
System for the WIA program.
These funds are to be used to
help train dislocated workers
and find job opportunities for
them in our area.251-4-353865-5713 83,333.00
251-4-353865-5715 83,334.00
251-4-353865-5716 83,333.00
APPROPRIATION
PCSA-GIS Contribution 310-3-000000-190241 GIS Upgrade 5,000.00
We received a contribution from
PCSA to help offset the cost of
the new GIS upgrade that was
recently completed. These funds
need to be appropriated to cover
these expenditures.310-4-094100-8116 5,000.00
APPROPRIATION
Jail Inmate Managemt 311-3-000000-410501 Jail Inmate Management 84,057.85
These funds are received from
inmates to cover housing and
medical related expenses. These
funds need to be appropriated
to cover these expenditures.311-4-033400-various 84,057.85
APPROPRIATION
Courthouse Security 314-3-000000-410501 Courthosue Security 79,933.19
These funds are received
through court fines to be used
for courthouse security
expenses. These funds need to
be appropriated to cover these
expenditures.314-4-043201-various 79,933.19
APPROPRIATION
DRF-Regional Ec Dev 325-3-000000-180313 Industrial Prospects 18,289.30
We received grant funds from
the Danville Regional Foundation
for travel expenses related to
Economic Development. These
funds need to be appropriated
to cover these expenditures.325-4-081500-8223 18,289.30
TOTAL APPROPRIATION 1,736,511.05 1,736,511.05
TOTAL TRANSFERS - -
TOTAL APPROPRIATION/TRANSFERS 1,736,511.05 1,736,511.05
11.a.a
Packet Pg. 179 Attachment: 2018 Amendments (1287 : FY18 Year-End Budget Amendments)
11.a.b
Packet Pg. 180 Attachment: School Amendment Attachment (1287 : FY18 Year-End Budget Amendments)
11.a.bPacket Pg. 181Attachment: School Amendment Attachment (1287 : FY18 Year-End Budget Amendments)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Sheriff's Promissory Estoppel Contracts (Staff Contact: Sheriff Michael
W. Taylor)
Staff Contact(s): Michael W. Taylor
Agenda Date: August 21, 2018 Item Number: 12.a
Attachment(s): Appointee Promissory Estoppel Non-Certified
Appointee Promissory Estoppel Certified
Reviewed By:
SUMMARY:
As previously discussed with the Board’s Personnel Committee, attached please find the
proposed Sheriff’s Estoppel Contracts (the “Contracts”). These Contracts are designed to help
offset the costs of a new Sheriff’s Office employee that suddenly decides to leave employment
with the County. The Contracts also serve as a means to incentivize and/or insure that new hires
stay with the County for a minimum of four (4) years without personally being negatively
financially impacted. Any funds received from the enforcement of the attached Contracts would
be returned to the Sheriff’s Budget for future incentive benefits to new employees.
FINANCIAL IMPACT AND FUNDING SOURCE:
$100,000, from Sheriff’s Office vacancy savings, was included in the County’s FY 19/20 Budget
for Sheriff’s Office new hire recruitment and retention.
RECOMMENDATION:
County Staff recommends the Board authorize the execution of the Sheriff’s Estoppel Contracts
as presented.
MOTION:
“I make a Motion authorizing the execution of the Sheriff’s Estoppel Contracts as presented.”
12.a
Packet Pg. 182
PROMISSORY ESTOPPEL FOR VIRGINIA NON-CERTIFIED CRIMINAL JUSTICE OFFICERS
IMPORTANT NOTICE
THIS INSTRUMENT CONTAINS A CONFESSION OF JUDGMENT PROVISION
WHICH CONSTITUTES A WAIVER OF IMPORTANT RIGHTS YOU MAY HAVE AS
A DEBTOR AND ALLOWS THE CREDITOR TO OBTAIN A JUDGMENT AGAINST
YOU WITHOUT ANY FURTHER NOTICE.
FOR VALUE AND CONSIDERATION TENDERED B Y THE PROMISEE:
(1) Pittsylvania County, Virginia, hereafter known as the “Promisee,” shall tender to the
Criminal Justice Officer as defined by the Department of Criminal Justice Services and
classified by the Compensation Board’s, Commonwealth of Virginia Pay Plan and the
County of Pittsylvania as L-7, L-8, C-7 and C-8 appointee positions, hereafter known as
the Promisor, a financial sign-on initiative bonus on the date of hire of $3,000, which shall
be supplemented to the entry level’s initial salary.
(2) Furthermore, Promisee agrees that on each of the Promisor’s successive anniversary hire
dates (for a period not to exceed thirty-six (36) months) $500 will be supplemented to the
Promisor for the balance of the financial initiative bonus and for an aggregate sign-on
bonus initiative not to exceed $4,500.
(3) By agreement, the Promisee shall make additional financial investments including, but
not limited to, salary adjustments and equipment provision to promote the Promisor’s
career advancement interest while the Criminal Justice Officer is completing his/her
respective compulsory certification from a duly accredited Virginia Department of
Criminal Justice, Division of Law Enforcement, Training Academy conditioned on the
Promisor continuing as an appointee with, and in remaining in good standing, as a Deputy
Sheriff with the Pittsylvania County Sheriff’s Office for a period of thirty-six (36) months
commencing from the date of Promisor’s conclusion of his/her probationary period.
(4) The Promisee agrees if all Covenants herein stated are met by the Promisor, at forty-eight
(48) months (thirty-six (36) months plus twelve (12) months probationary period) from
Promisor’s hire date, the Promissory Estoppel is satisfied.
FOR VALUE AND CONSIDERATION AGREED TO BY THE “P ROMISEE”:
(1) Should the Promisor voluntarily separate his/her appointment with the Pittsylvania
County Sheriff’s Office, or should the Promisor’s appointment with the Pittsylvania
County Sheriff’s Office be terminated prior to or within thirty six (36) months
from his/her respective probationary period end date, the Promisor agrees to
reimburse Pittsylvania County, in legal tender of the United States of America, at a
proportional reimbursement rate, formulated by the dates of appointment, or a sum
12.a.a
Packet Pg. 183 Attachment: Appointee Promissory Estoppel Non-Certified (1307 : Sheriff's Promissory Estoppel Contracts)
at a minimum of $3,000, not to exceed $10,500, together with interest at the legal
judgment rate from the date of this Promissory Estoppel fo r his/her financial
initiatives at his/her date of appointment and his/her respective compulsory
certification from a duly accredited Virginia De partment of Criminal Justice,
Division of Law Enforcement, Training Academy.
(2) Promisor agrees to said principal sum and accrued interest shall be due and payable
on DEMAND and if prepaid, without penalty; provided however, that no demand
shall be made hereunder.
(3) The Promisor agrees the Promissory Estoppel shall be deemed to be in default if
payment is not made upon demand.
(4) The Promisor agrees that if default occurs, and legal action is necessary for
collection, the Promisor agrees to pay Pittsylvania County all court costs, fees, and
attorneys’ fees incurred in connection with said legal proceedings.
(5) Both Promissee and Promisor mutually agree, if the balance of reimbursement is
paid, all principal and interest hereunder shall be forgiven and this Promissory
Estoppel shall be cancelled by Pittsylvania County.
(6) Should payment become necessary, the Promisor agrees remittance shall be to
Promisee at the following address:
Pittsylvania County, Virginia
Attention: Director of Finance
1 Center Street
P.O. Box 426
Chatham, Virginia 24531.
WAIVER OPTION OF THE FINANCIAL SIGN-ON INITIATIVE BONUS:
(1) The Promisse makes available to the Promisor the option to WAIVE the financial sign-
on bonus of $4,500 at the date of hire and the ensuing PROMISSORY ESTOPPEL.
(2) Voluntary WAIVER of the financial sign-on bonus and the PROMISSORY
ESSTOPPEL at the date of hire shall not void the Promisor’s appointment opportunity
as Deputy Sheriff with the Pittsylvania County Sheriff’s Office.
By initialing, I do not agree to take the financial sign-on bonus and the
subsequent PROMISSORY ESSTOPPEL
By initialing, I accept the financial sign-on bonus and the subsequent
12.a.a
Packet Pg. 184 Attachment: Appointee Promissory Estoppel Non-Certified (1307 : Sheriff's Promissory Estoppel Contracts)
PROMISSORY ESSTOPPEL
The Promisee hereby appoints the Pittsylvania County Attorney, who in fact shall have the
power to Confess Judgment against Promisor in favor of Pittsylvania County, Virginia, in the
Pittsylvania County Circuit Court Clerk’s Office for the unpaid balance of this Promissory
Estoppel, plus all court costs, fees, and attorneys’ fees as specified above.
Demand, presentment, notice of dishonor, and notice of protest of this Promissory Estoppel
are hereby waived by Promisor.
Witness the following signatures and seals:
PROMISSEE (PITTSYLVANIA COUNTY, VIRGINIA)
By:_______________________________________(SEAL)
Print:_____________________________________
Title:_____________________________________
Date:_____________________________________
COMMONWEALTH OF VIRGINIA
PITTSYLVANIA COUNTY
TO-WIT:
The foregoing instrument was acknowledged before me this _______ day of
______________, 2018, by _________________________ on behalf of ____________ , in his
capacity as .
My Commission expires: .
______________________________
Notary Public
APPROVED AS TO FORM
_________________________
J. Vaden Hunt, Esq.
Pittsylvania County Attorney
12.a.a
Packet Pg. 185 Attachment: Appointee Promissory Estoppel Non-Certified (1307 : Sheriff's Promissory Estoppel Contracts)
PROMISOR
By:_______________________________________(SEAL)
Print:_____________________________________
Title:_____________________________________
Date:_____________________________________
COMMONWEALTH OF VIRGINIA
CITY OF LYNCHBURG
TO-WIT:
The foregoing instrument was acknowledged before me this _______ day of
______________, 2018, by _________________________ on behalf of , in his
capacity as .
My Commission expires: .
______________________________
Notary Public
12.a.a
Packet Pg. 186 Attachment: Appointee Promissory Estoppel Non-Certified (1307 : Sheriff's Promissory Estoppel Contracts)
1
PROMISSORY ESTOPPEL FOR VIRGINIA CERTIFIED CRIMINAL JUSTICE OFFICERS
IMPORTANT NOTICE
THIS INSTRUMENT CONTAINS A CONFESSION OF JUDGMENT PROVISION
WHICH CONSTITUTES A WAIVER OF IMPORTANT RIGHTS YOU MAY HAVE AS
A DEBTOR AND ALLOWS THE CREDITOR TO OBTAIN A JUDGMENT AGAINST
YOU WITHOUT ANY FURTHER NOTICE.
FOR VALUE AND CONSIDERATION TENDERED B Y THE PROMISEE:
(1) Pittsylvania County, Virginia, hereinafter known as the “Promisee,” shall tender to the
Criminal Justice Officer as defined by the Department of Criminal Justice Services and
classified by the Compensation Board’s, Commonwealth of Virginia Pay Plan and the
County of Pittsylvania as L-7, L-8, C-7 and C-8 appointee positions, hereinafter known as
the “Promisor,” a financial sign-on initiative bonus on the date of hire of $3,000, which
shall be supplemented to the entry level’s initial salary.
(2) Furthermore, the Promisee agrees that on each of the Promisor’s successive anniversary
hire dates, for a period not to exceed thirty-six (36) months, $500 will be supplemented to
the Promisor for the balance of the financial initiative bonus and for an aggregate sign-on
bonus initiative not to exceed $4,500.
(3) Finally, Promisee agrees if all Covenants herein stated are met by the Promisor, at forty-
eight (48) months (thirty-six (36) months plus twelve (12) month probationary period)
from Promisor’s hire date, Promissory Estoppel is satisfied.
FOR VALUE AND CONSIDERATION AGREED TO BY THE P ROMISOR:
(1) That the above-mentioned covenants by the Promisee are based upon the trust that
the Promisor continues as an appointee with, and maintains a status of good
standing as, a Deputy Sheriff with the Pittsylvania County Sheriff’s Office for a
period of forty-eight (48) months commencing from the Promisor’s hire date.
(2) Should the Promisor voluntarily separate his/her appointment with the Pittsylvania
County Sheriff’s Office, or should the Promisor’s appointment with the
Pittsylvania County Sheriff’s Office be involuntarily separated prior to or within the
above respective months, the Promisor agrees to reimburse Pittsylvania County, in
legal tender of the United States of America, at a proportional reimbursement rate,
formulated from the appointment hire date and ending on the separation date, or at
a sum not to exceed $4,500, together with interest at the legal judgment rate from
the date of this Promissory Estoppel.
12.a.b
Packet Pg. 187 Attachment: Appointee Promissory Estoppel Certified (1307 : Sheriff's Promissory Estoppel Contracts)
2
3 the “Promisor” agrees to said principal sum and accrued interest shall be due and payable
on DEMAND and if prepaid, without penalty; provided however, that no demand shall be
made hereunder.
(4) The Promisor agrees the Promissory Estoppel shall be deemed to be in default if payment
is not made upon demand.
(5) The Promisor agrees that if default occurs, and legal action is necessary for collection, the
Promisor agrees to pay Pittsylvania County all court costs, fees, and attorneys’ fees
incurred in connection with said legal proceedings.
(6) Both Promissee and Promisor mutually agree, if the balance of reimbursement is paid, all
principal and interest hereunder shall be forgiven and this Promissory Estoppel shall be
cancelled by Pittsylvania County.
(7) Should payment become necessary, the Promisor agrees remittance shall be to Promisee
at the following address:
Pittsylvania County, Virginia
Attention: Director of Finance
1 Center Street
P.O. Box 426
Chatham, Virginia 24531.
WAIVER OPTION OF THE FINANCIAL SIGN-ON INITIATIVE BONUS:
(1) The Promisse makes available to the Promisor the option to WAIVE the financial sign-
on bonus of $4,500 at the date of hire and the ensuing PROMISSORY ESTOPPEL.
(2) Voluntary WAIVER of the financial sign-on bonus and the PROMISSORY
ESSTOPPEL at the date of hire shall not void the Promisor’s appointment opportunity
as Deputy Sheriff with the Pittsylvania County Sheriff’s Office.
By initialing, I do not agree to take the financial sign-on bonus and the
subsequent PROMISSORY ESSTOPPEL
By initialing, I accept the financial sign-on bonus and the subsequent
PROMISSORY ESSTOPPEL
The Promisee hereby appoints the Pittsylvania County Attorney, who in fact shall have the
power to Confess Judgment against Promisor in favor of Pittsylvania County, Virginia, in the
Pittsylvania County Circuit Court Clerk’s Office for the unpaid balance of this Promissory
12.a.b
Packet Pg. 188 Attachment: Appointee Promissory Estoppel Certified (1307 : Sheriff's Promissory Estoppel Contracts)
3
Estoppel, plus all court costs, fees, and attorneys’ fees as specified above.
Demand, presentment, notice of dishonor, and notice of protest of this Promissory Estoppel
are hereby waived by Promisor.
Witness the following signatures and seals:
PROMISSEE (PITTSYLVANIA COUNTY, VIRGINIA)
By:_______________________________________(SEAL)
Print:_____________________________________
Title:_____________________________________
Date:_____________________________________
COMMONWEALTH OF VIRGINIA
PITTSYLVANIA COUNTY
TO-WIT:
The foregoing instrument was acknowledged before me this _______ day of
______________, 2018, by _________________________ on behalf of ____________ , in his
capacity as .
My Commission expires: .
______________________________
Notary Public
APPROVED AS TO FORM
_________________________
J. Vaden Hunt, Esq.
Pittsylvania County Attorney
12.a.b
Packet Pg. 189 Attachment: Appointee Promissory Estoppel Certified (1307 : Sheriff's Promissory Estoppel Contracts)
4
PROMISSOR
By:_______________________________________(SEAL)
Print:_____________________________________
Title:_____________________________________
Date:_____________________________________
COMMONWEALTH OF VIRGINIA
CITY OF LYNCHBURG
TO-WIT:
The foregoing instrument was acknowledged before me this _______ day of
______________, 2018, by _________________________ on behalf of , in his
capacity as .
My Commission expires: .
______________________________
Notary Public
12.a.b
Packet Pg. 190 Attachment: Appointee Promissory Estoppel Certified (1307 : Sheriff's Promissory Estoppel Contracts)
5
12.a.b
Packet Pg. 191 Attachment: Appointee Promissory Estoppel Certified (1307 : Sheriff's Promissory Estoppel Contracts)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: AcelaNet, LLC, Tobacco Grant Approval (Staff Contact: Matthew D.
Rowe)
Staff Contact(s): Matthew D. Rowe
Agenda Date: August 21, 2018 Item Number: 12.b
Attachment(s): Grant Application
Grantee Letter of Authorization
Reviewed By:
SUMMARY:
At the end of 2017, Pittsylvania County Staff submitted a “Last Mile Broadband” Grant
Application to the Tobacco Region Revitalization Commission (“Tobacco Commission”) for its
review and consideration, so that the County could continue working with SCS Broadband (dba
AcelaNet) on implementing a Phase 2 for the County’s Broadband Internet Initiative. In March
2018, the County was notified that it was awarded a Grant in the amount of $491,000 for the
Project. The Grant requires a 1-to-1 match, and the County has secured a commitment from SCS
Broadband to provide this match via in-kind services and equipment/infrastructure installation.
The matching funds amounts will be expended by SCS Broadband prior to the County providing
reimbursements via the Grant Funds. Over the past several months, County Staff has been
reviewing the Tobacco Commission’s Grant Agreements to ensure that there is no liability to the
County for the performance associated with the Grant. After close review and confirmation from
the Tobacco Commission, the County is, and cannot be held liable, for the performance
associated with this Grant.
The Grant will allow SCS Broadband to install twenty-three (23) community data poles/relay
poles throughout portions of the County that are not covered by the Phase 1 Project (which
consists of seven (7) County-owned towers, and numerous water towers throughout the County).
As of today, SCS Broadband has two (2) towers live and active with customers (White Oak
Mountain and Mt. Airy), and is aggressively finishing the loading and electrical work on two to
three (2-3) additional towers which are scheduled to be live within the next two to three (2-3)
months.
FINANCIAL IMPACT AND FUNDING SOURCE:
Since the County will serve as the fiscal agent of this Grant, the total grant amount of $491,000
would need to be appropriated to the Economic Development Fund. The local match for this
Grant will come from SCS Broadband and will require no local match from the County.
RECOMMENDATION:
12.b
Packet Pg. 192
County Staff recommends approval and acceptance of the grant funds, with the stipulation that
the Agreement receive a final legal review and approval from/by the County Attorney.
MOTION:
“I make a Motion to approve and accept the ‘Last Mile Broadband’ Grant and have the Grant
amount of $491,000 appropriated to the Economic Development Fund, dependent upon final
review and approval by/from the County Attorney.”
12.b
Packet Pg. 193
12.b.a
Packet Pg. 194 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
12.b.a
Packet Pg. 195 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
12.b.a
Packet Pg. 196 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
12.b.a
Packet Pg. 197 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
12.b.a
Packet Pg. 198 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
12.b.a
Packet Pg. 199 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
12.b.a
Packet Pg. 200 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
12.b.a
Packet Pg. 201 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
12.b.a
Packet Pg. 202 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
12.b.a
Packet Pg. 203 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
12.b.a
Packet Pg. 204 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
12.b.a
Packet Pg. 205 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
12.b.a
Packet Pg. 206 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
12.b.a
Packet Pg. 207 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
12.b.a
Packet Pg. 208 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
12.b.a
Packet Pg. 209 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
12.b.a
Packet Pg. 210 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
12.b.a
Packet Pg. 211 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
12.b.a
Packet Pg. 212 Attachment: Grant Application (1308 : AcelaNet, LLC, Tobacco Grant Approval)
Grant Recipient:
Project Title:
TRRC Grant #:
The following persons are authorized to request funds for the above grant awarded by the Tobacco
Region Revitalization Commission:
Signature Printed Name Title
All grant payments shall be made payable to:
Organization:
Address:
City, State, Zip:
Federal ID #
Phone #
Fax #
Signature of Grantee’s Chief Executive
Printed Name of Grantee’s Chief Executive
Title
Date
Rev. 7/8/15, 6/12
Tobacco Region Revitalization Commission
Signature Authorization Letter
12.b.b
Packet Pg. 213 Attachment: Grantee Letter of Authorization (1308 : AcelaNet, LLC, Tobacco Grant Approval)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Award of Bid on Roll Off Truck for Solid Waste Collections (Staff
Contact: Richard N. Hicks)
Staff Contact(s): Richard N. Hicks, Connie S. Gibson
Agenda Date: August 21, 2018 Item Number: 12.c
Attachment(s): Roll Off Truck Extented Warranty
Copy of Roll Off Bid Results
Reviewed By:
SUMMARY:
An Invitation to Bid (“ITB”) on a roll off truck for County Solid Waste Collection System was
advertised in the Chatham Star Tribune and the Danville Register and Bee. It was also posted on
the Virginia Business Opportunity’s website, posted on the County’s website, and posted on the
County’s Public Notice Board. Bids were received and publicly opened on Thursday, August 2,
2018, at 10:00 a.m. The County received ten (10) bids. A copy of the Bid T abulation Sheet is
attached for your review and information. Excel Truck Group is the apparent low bidder with a
bid of $146,838.00. Anticipated delivery date is March, 2019. County Staff is also
recommending the EW4 Warranty at a cost of $5,100. A copy of the various warranty options is
also attached. With the addition of the warranty, the total cost of the truck would be $151,938.00
FINANCIAL IMPACT AND FUNDING SOURCE:
Sufficient funds were included in the County’s FY 18/19 Solid Waste Budget to cover the costs
of the truck.
RECOMMENDATION:
Award the bid to Excel Truck Group for a 2020 Freightliner 114SD, to include a Galbreath Hoist
Frame, a Pioneer 4500 cover system, and an Allison 4500RDS transmission, for a total price of
$151.938.00.
MOTION:
“I make a Motion to award the bid to Excel Truck Group for a 2020 Freightliner 114SD Roll Off
Truck as specified in the amount of $151,938.00.”
12.c
Packet Pg. 214
12.c.a
Packet Pg. 215 Attachment: Roll Off Truck Extented Warranty (1296 : Award of Bid - Roll Off Truck for Solid Waste
12.c.a
Packet Pg. 216 Attachment: Roll Off Truck Extented Warranty (1296 : Award of Bid - Roll Off Truck for Solid Waste Collections)
12.c.a
Packet Pg. 217 Attachment: Roll Off Truck Extented Warranty (1296 : Award of Bid - Roll Off Truck for Solid Waste Collections)
Vendor Make & Model Chassis Hoist Frame Cover System Allison 4500RDS Original Unit Price TOTAL
Triad Freightliner of
Greensboro Frieghtliner 114SD 2020 Galbreath NO BID $3,741.00 $140,638.00 $144,379.00
Powell's Truck 2019 International Galbreath Pioneer 4500 $7,150.00 $151,506.62 $158,656.62
Maryland Ind. Trucks 2019 Freightliner 114SD Galfab OR601745s072 Pioneer 4500 $8,642.00 $143,378.00 $152,020.00
Worldwide Equipment 2019 Kenworth T800 Galfab OR601745s072 Pioneer 4500 $8,288.00 $152,388.00 $160,676.00
Worldwide Equipment 2019 Kenworth T800 Galbreath Pioneer 4500 $8,288.00 $153,168.00 $161,456.00
Shealy's Truck Volvo 2019 VHD04B300 Galbreath Pioneer 4500 included $175,430.80 $175,430.80
Excel 2019 Western Star Galbreath Pioneer 4500 included $156,780.00 $156,780.00
Excel 2020 Freightliner 114SD Galbreath Pioneer 4500 $8,642.00 $138,196.00 $146,838.00
Excel 2020 Freighliner 114SD Galbreath Pioneer 4500 $8,642.00 $138,280.00 $146,922.00
Excel 2019 Western Star 4700 Galbreath Pioneer 4500 included $156,864.00 $156,864.00
PITTSYLVANIA COUNTY BOARD OF
SUPERVISORS ROLL OFF
TRUCK BID OPENING
12.c.b
Packet Pg. 218 Attachment: Copy of Roll Off Bid Results (1296 : Award of Bid - Roll Off Truck for Solid Waste
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Award of Bid on Grapple (Boom) Truck for Solid Waste Collections
(Staff Contact: Richard N. Hicks)
Staff Contact(s): Richard N. Hicks, Connie S. Gibson
Agenda Date: August 21, 2018 Item Number: 12.d
Attachment(s): Boom Truck Bid Tabulation Sheet
Reviewed By:
SUMMARY:
An Invitation to Bid (“ITB”) was issued for a Grapple (Boom) Truck for the collection of solid
waste. The IFB was advertised in the Chatham Star Tribune and the Danville Register and Bee.
It was also posted on the Virginia Business Opportunity’s website, the County website, and the
posted on the County’s Public Notice Board. Bids were received and publicly opened on
Thursday, August 9, 2018, at 10:00 a.m. The County received a total of eight (8) bids. A copy
of the Bid Tabulation Sheet is attached for your review and consideration. This truck will
replace the 2002 International 4300 Loader that currently has 250,544 miles.
The apparent low bidder was Maryland Industrial Trucks (“Maryland Trucks”) at a cost of
$126,636.80, but the County had some issues with their bid. For the truck body, the ITB
requested a thirty (30) cubic yard body, and Maryland Trucks included a 26.2 cubic yard body.
The County also had concerns about Maryland Trucks’ proposed transmission. The ITB
requested an Allison 3500 Transmission, and their proposed Ford transmission was more
comparable to an Allison 2000 series. All of the County’s current trucks are Freightliners and
International Trucks, so maintenance and parts could be an issue, especially if the School Bus
Garage is performing the County’s routine maintenance and repairs. That would probably
require the purchase of additional software.
Based on this information, it is County Staff’s recommendation that the County purchase the
2020 Freightliner M2 106 from Excel in the amount of $129,987.00. The cost of the HD-1, 5-
year, 200,000 mile warranty would be $5,010.00. The total cost for the truck and warranty
would be $134,997.
FINANCIAL IMPACT AND FUNDING SOURCE:
Sufficient funds were included in the County’s FY 18/19 Sold Waste Budget.
RECOMMENDATION:
County Staff recommends award of the bid to Excel in the amount of $134,997 for a 2020
Freightliner M2 106 truck with a Pac Man KBF 20H Loader Grapple, and an extended warranty.
12.d
Packet Pg. 219
The County expects delivery in February, 2019
MOTION:
“I make a Motion that Excel be awarded the bid in the amount of $134,997 for the 2020
Freightliner Boom Truck as specified herein.”
12.d
Packet Pg. 220
Vendor Make & Model Loader Grapple Unit Price
Truck Enterprise Lynchburg Kenworth T370 2019 Pac Man KBF 20H $133,708.00
Excel 2020 Freightliner M2 106 Pac Man KBF 20H $129,987.00
Mid-Atlantic Waste 2019 International MV607 Pac Man KBF 20H $130,862.00
Traid Freightliner Greensboro 2020 Freightliner M2106 Pac Man KBF 20H $135,015.00
Maryland Indutrial Trucks 2020 Freightliner M2106 Brush Hawg-C $131,924.00
Maryland Indutrial Trucks 2018 Ford F750 Brush Hawg-C $126,636.80
Public Works Equipment 2019 Freighliner M2-106 Petersen TL3 $135,056.00
Public Works Equipment 2018 Freighliner M2-106 Petersen TL3 $139,821.00
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
Boom Truck 8/9/18 10:00am
12.d.a
Packet Pg. 221 Attachment: Boom Truck Bid Tabulation Sheet (1298 : Award of Bid - Grapple (Boom) Truck for Solid
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Contract for Compactor Repairs (Staff Contact: Richard N. Hicks)
Staff Contact(s): Richard N. Hicks, Connie S. Gibson
Agenda Date: August 21, 2018 Item Number: 12.e
Attachment(s):
Mobile Container Pricing
Contract for Compactor Repairs
Maintenance Picture
Reviewed By:
SUMMARY:
A Request for Proposal (“RFP”) for Compactor Repairs was issued and advertised in the
Chatham Star Tribune and the Danville Register and Bee. It was also posted on the Virginia
Business Opportunity’s website, posted on the County’s website, and posted on the County
Public Notice Board. The RFP was to include an inspection and completion of preventive
maintenance of each compactor site and a price for completing a list of repairs for each site such
as electrical, hydraulic, and mechanical repairs. It was to also include a cost to refurbish or
replace hoppers at the sites. Due to the age of some of our compactors, the County is facing a
significant list of repairs.
Only one (1) RFP response was received and that response was from Mobile Containers
Services, Inc., a local County Company with national operations. Mobile Containers Services,
Inc.’s, response was determined by County Staff to be responsive. The cost proposal is attached
for your review and consideration, as well as the proposed contract (the “Contract”). The
Contract will be for one (1) year, with four (4) optional one (1)-year renewals.
FINANCIAL IMPACT AND FUNDING SOURCE:
Sufficient funds were included in the County’s FY 18/19 Solid Waste Budget to cover these
expenses.
RECOMMENDATION:
County Staff recommends that the Board authorize the County Administrator to execute the
Contract with Mobile Container Services, Inc.
MOTION:
“I make a Motion to authorize the County Administrator to execute the Contract with Mobile
Container Services, Inc., as presented for the preventive maintenance and repairs for solid waste
collection equipment.”
12.e
Packet Pg. 222
12.e.a
Packet Pg. 223 Attachment: Mobile Container Pricing (1297 : Contract for Compactor Repairs)
12.e.aPacket Pg. 224Attachment: Mobile Container Pricing (1297 : Contract for Compactor Repairs)
12.e.aPacket Pg. 225Attachment: Mobile Container Pricing (1297 : Contract for Compactor Repairs)
County of Pittsylvania, VA
Contract Number: 2010827
This contract entered into this 27th of August, by Mobile Containers Services, Inc, hereinafter called the
“Contractor” and County of Pittsylvania called the “Purchasing Agency.”
WITNESSETH that the Contractor and the Purchasing Agency, in consideration of the mutual covenants,
promises and agreements herein contained, agree as follows:
SCOPE OF SERVICES: The Contractor shall provide the services to the County of Pittsylvania as set forth
in the RFP 20180612, Preventive Maintenance and Repairs for Solid Waste Collections Equipment and proposal
received.
PERIOD OF PERFORMANCE: PERIOD OF PERFORMANCE: From: 08/27/2018 through 08/26/2019 with
four (4) one- year terms at the option of the County.
The contract documents shall consist of:
A. This signed form;
B. The following portions of the Request for Proposals dated 7/11/18:
(1) Scope of services, RFP 20180612
(2) Pittsylvania County General Terms and Conditions
(3) Pittsylvania County Special Terms and Condition
C. The Provider’s Proposal dated 07/09/2018 and;
D. The Providers Cost Proposal.
IN WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to be bound
thereby.
CONTRACTOR: PURCHASING AGENCY:
By: _________________________________________ By: _______________________________
Title: _________________________________________ Title: _______________________________
Note: This public body does not discriminate against faith-based organizations in accordance with the Code
of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origi n, age,
disability, or any other basis prohibited by state law relating to discrimination in employment.
12.e.b
Packet Pg. 226 Attachment: Contract for Compactor Repairs (1297 : Contract for Compactor Repairs)
12.e.c
Packet Pg. 227 Attachment: Maintenance Picture (1297 : Contract for Compactor Repairs)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: EMS Long Term Planning Study (Staff Contact: David M. Smitherman)
Staff Contact(s): David M. Smitherman
Agenda Date: August 21, 2018 Item Number: 12.f
Attachment(s):
Reviewed By:
SUMMARY:
County Staff has identified the need for an EMS long term study (the “Study”) to ensure County
EMS coverage is sustainable in the future.
FINANCIAL IMPACT AND FUNDING SOURCE:
Unknown at this time, but County Staff intends to seek grant funding for the Study.
RECOMMENDATION:
County Staff recommends the Board authorize it to seek grant funding to hire consultants to
perform the Study.
MOTION:
“I make a Motion authorizing County Staff to seek grant funding to engage with consultants to
perform an EMS long term sustainability study.”
12.f
Packet Pg. 228
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Appointment: DCC Advisory Board; Barbara Brown (Staff Contact:
Kaylyn M. McCluster)
Staff Contact(s): Kaylyn M. McCluster
Agenda Date: August 21, 2018 Item Number: 13.a
Attachment(s):
Reviewed By:
SUMMARY:
The Danville Community College Advisory Board has a vacancy for Pittsylvania County. This
is a four (4)-year term that begins on August 22, 2018.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends the appointment of Ms. Barbara Brown to the Danville Community
College Advisory Board for a four (4)-year term starting on August 22, 2018.
MOTION:
“I make a Motion to appoint Ms. Barbara Brown to the Danville Community College Advisory
Board for a four (4)-year term starting on August 22, 2018.”
13.a
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Appointment: DSS Board; Ben Lewis (Contact: Supervisor Davis)
Staff Contact(s): Supervisor Davis
Agenda Date: August 21, 2018 Item Number: 13.b
Attachment(s):
Reviewed By:
SUMMARY:
The Pittsylvania County Department of Social Services Board has a vacancy for the Dan River
District. This is a four (4)-year tern that begins on August 22, 2018.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends the appointment of Mr. Ben Lewis to the Department of Social
Services Board for a four (4)-year term starting on August 22, 2018.
MOTION:
“I make a Motion to appoint Mr. Ben Lewis to the Department of Social Services Board for a
four (4)-year term starting on August 22, 2018.”
13.b
Packet Pg. 230