10-16-2018 Work Session PKT
BOARD OF SUPERVISORS
WORK SESSION
Tuesday, October 16, 2018 – 4:30 PM
Main Conference Room
County Administration Building, 1 Center Street
Chatham, Virginia 24531
AGENDA
1. CALL TO ORDER (4:30 PM)
2. ROLL CALL
3. AGENDA ITEMS TO BE ADDED
4. APPROVAL OF AGENDA
For the citizens’ convenience, all Work Session and Committee Meetings are now being
recorded and can be viewed on the same YouTube location as the Board of Supervisor’s
Business Meetings. Please remember that the Board’s Work Session is designed for
internal Board and County Staff communication, discussion, and work. It is not a
question and answer session with the audience. Accordingly, during the Work Session,
no questions or comments from the audience will be entertained. Respectfully, any
outbursts or disorderly conduct from the audience will not be tolerated and may result in
the offending person’s removal from the Work Session. As a reminder, all County
citizens, and other appropriate parties as designated by the Board’s Bylaws, are permitted
to make comments under the Hearing of the Citizens’ Section of tonight’s Business
Meeting.
5. PRESENTATIONS
1. Pet Center Update (Staff Contact: David M. Smitherman); (Presenter: Jill
Mollohan); (15 minutes)
6. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS
a. CSA End of Year and Attendance Report (Staff Contact: Cheryl J. Boswell); (10
minutes)
b. Introduction of Human Resource Manager (Staff Contact: Gregory L. Sides); (5
minutes)
c. Library Expansion Feasibility Study Update (Staff Contact: Lisa W. Tuite); (5
minutes)
Work Session - October 16, 2018
d. Regional Transit Update (Staff Contact: Gregory L. Sides); (10 minutes)
e. Household Solid Waste Discussion (Staff Contact: Richard N. Hicks); (30 minutes)
f. Proposed Lease on Existing Cell Tower (Staff Contact: Richard N. Hicks); (10
minutes)
g. Hurricane Florence After Action Report (Staff Contact: Chris C. Slemp); (15
minutes)
h. Required Policy Changes relating to Conflicts of Interest, Procurement, and other
Internal Controls (Staff Contact: Kimberly G. Van Der Hyde); (15 minutes)
i. Other Reports
7. BUSINESS MEETING DISCUSSION ITEMS
8. ADJOURNMENT
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Pet Center Update (Staff Contact: David M. Smitherman); (Presenter: Jill
Mollohan); (15 minutes)
Staff Contact(s): David M. Smitherman
Agenda Date: October 16, 2018 Item Number: 5.1
Attachment(s):
Reviewed By:
Jill Mollohan, Interim Executive Director of the Lynchburg Humane Society, will provide an
update to the Board on Pet Center functions.
5.1
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: CSA End of Year and Attendance Report (Staff Contact: Cheryl J.
Boswell); (10 minutes)
Staff Contact(s): Cheryl J. Boswell
Agenda Date: October 16, 2018 Item Number: 6.a
Attachment(s): CSA Fiscal Year 2017-2018
Copy of 2018 Calendar Year CPMT attendance record
Reviewed By:
Cheryl J. Boswell, CSA Coordinator, will provide an End of Year and Attendance Report for
CSA.
6.a
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6.a.a
Packet Pg. 5 Attachment: CSA Fiscal Year 2017-2018 (1334 : CSA End of Year and Attendance Report)
Supplemental Allocation FY 2017 -2018
0
1000000
2000000
3000000
4000000
5000000
6000000
7000000
Local Share State Share Total
2018
2017
Fiscal Year Local Share State Share Total
2017 985,182.04 4,974,497.12 5,959,679.16
2018 714,400.58 3,255,739.36 3,970,139.94
6.a.a
Packet Pg. 6 Attachment: CSA Fiscal Year 2017-2018 (1334 : CSA End of Year and Attendance Report)
-
500,000.00
1,000,000.00
1,500,000.00
2,000,000.00
2,500,000.00
FY17 & FY18 Total Expenditures
6.a.a
Packet Pg. 7 Attachment: CSA Fiscal Year 2017-2018 (1334 : CSA End of Year and Attendance Report)
FY 2018 Pool Reports & Totals
Total Amount State Local
$3,061,475.00 $2,340,373.00 $721,102.00
Period End
Date Total Amount State Local
8/31/2017 $26,245.00 $23,153.34 $3,091.66
9/30/2017 $381,543.81 $318,299.55 $63,244.26
10/31/2017 $744,396.73 $594,276.58 $150,120.15
11/30/2017 $655,152.68 $523,380.45 $131,772.23
12/31/2017 $609,607.73 $481,268.37 $128,339.36
1/31/2018 $393,602.99 $312,364.23 $81,238.76
2/28/2018 $360,805.75 $281,883.01 $78,922.74
3/31/2018 $482,559.44 $384,239.66 $98,319.78
4/30/2018 $423,316.50 $337,080.53 $86,235.97
5/31/2018 $628,763.92 $486,366.15 $142,397.77
6/30/2018 $439,775.27 $345,337.35 $94,437.92
7/31/2018 $280,267.58 $222,953.40 $57,314.18
8/31/2018 $563,361.87 $454,846.67 $108,515.20
9/30/2018 $205,644.98 $162,864.99 $42,779.99
Pool
Reimbursement
Expenditure
Totals
$6,195,044.25 $4,928,314.28 $1,266,729.97
Match Rate:
Beginning
Balance
6.a.a
Packet Pg. 8 Attachment: CSA Fiscal Year 2017-2018 (1334 : CSA End of Year and Attendance Report)
FY 17 Versus FY 18 Totals
State Local Total
FY 2017 5,746,812.49 1,389,950.28 7,136,762.77
FY 2018 4,928,314.28 1,266,729.97 6,195,044.25
Reduction:818,498.21 123,220.31 941,718.52
6.a.a
Packet Pg. 9 Attachment: CSA Fiscal Year 2017-2018 (1334 : CSA End of Year and Attendance Report)
County Allocation VS. Year End
Expenditures
0.00
1,000,000.00
2,000,000.00
3,000,000.00
4,000,000.00
5,000,000.00
6,000,000.00
7,000,000.00
8,000,000.00
State
Allocation Year End
State Total County
Allocation Year End
County Total Total County
Allocation Year End
Total
5,365,470.00
4,928,314.28
1,734,530.00
1,266,729.97
7,100,000.00
6,195,044.25
State Allocation
Year End State Total
County Allocation
Year End County Total
Total County Allocation
Year End Total
6.a.a
Packet Pg. 10 Attachment: CSA Fiscal Year 2017-2018 (1334 : CSA End of Year and Attendance Report)
Primary Mandate Type FY 2016 & 2017
WRAP Around
Services for
Students with
Disabilities
Special Education
Services
Non-Mandated
Only
FC CHINS -
Prevention
FC CHINS -
Entrustment/
Custody
FC CHINS -CSA
Parental Agreement
FC Abuse/Neglect -
Prevention
FC Abuse/Neglect -
Local DSS
Entrustment/
Custody FC Abuse/Neglect -
DSS Non-Custodial
Agreement
FC -Court Ordered
for Truancy
FC -Court Ordered
for Delinquent
Behaviors
Primary Mandate Type, FY 2016
Pittsylvania County
WRAP Around
Services for
Students with
Disabilities
Special Education
Services
Non-Mandated
Only
FC CHINS -
Prevention
FC CHINS -
Entrustment/
Custody
FC CHINS -CSA
Parental Agreement
FC Abuse/Neglect -
Prevention FC Abuse/Neglect -
Local DSS
Entrustment/
Custody
FC Abuse/Neglect -
DSS Non-Custodial
Agreement
FC -Court Ordered
for Truancy
FC -Court Ordered
for Delinquent
Behaviors
Primary Mandate Type, FY 2017
Pittsylvania County
6.a.a
Packet Pg. 11 Attachment: CSA Fiscal Year 2017-2018 (1334 : CSA End of Year and Attendance Report)
Service Placement Type FY 2016 & 2017
Wrap-Around
Services for
Students With
Disabilities
Treatment Foster
Care Temporary Care
Facility and Services
Special Ed. Private
Day Placement
Residential
Treatment Facility
Regular Foster CareIntensive Care
Coordination
Intensive In-Home
Independent Living
Stipend
Independent
Living Arrang.
Group Home
Community
Transition
Services
Community Service
Service Placement Type, FY 2016
Pittsylvania County
Wrap-Around
Services for
Students With
Disabilities
Treatment Foster
Care
Temporary Care
Facility and
Services
Special Ed. Private
Day Placement
Residential
Treatment Facility
Regular Foster Care
Intensive Care
CoordinationIntensive In-Home
Independent
Living Stipend
Independent
Living Arrang.
Group
Home
Community
Transition
Services
Community Service
Service Placement Type, FY 2017
Pittsylvania Couty
6.a.a
Packet Pg. 12 Attachment: CSA Fiscal Year 2017-2018 (1334 : CSA End of Year and Attendance Report)
CPMT Member JAN FEB MARCH APRIL MAY JUNE JULY AUG SEPT OCT NOV DEC
1) Parent Representative
Amy Edwards (Member as of January 2017 )PRESENT PRESENT PRESENT PRESENT X PRESENT PRESENT PRESENT PRESENT
2) Pittsylvania County Schools
Ann Cassada (Member) (CPMT Chair 07/01/2014 -06/30/2016)PRESENT PRESENT PRESENT PRESENT PRESENT X PRESENT X PRESENT
Robin Haymore (Alternate)X X X X X X X PRESENT X
3) Pittsylvania County DSS
Sherry Flanagan (Member)X PRESENT PRESENT PRESENT X X PRESENT PRESENT
Valerie Weir (Alternate as of July 2014) X X X PRESENT X X X X
4) Danville- Pittsylvania Community Services
Sandy Stephenson Irby (Member as of July 1, 2017)X X X PRESENT PRESENT X PRESENT PRESENT PRESENT
Veronica Onsurez-Pannell (Alternate as of July 1, 2017)PRESENT PRESENT PRESENT X X PRESENT X X PRESENT
5) Court Services Unit
Joyce Green (Member as of June 2015)PRESENT PRESENT PRESENT PRESENT X PRESENT PRESENT PRESENT PRESENT
Jay Gaylor (Alternate as of October 2015)X X X X X X X X X
6) Elected Sherriff
Mike Taylor (Member)PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT PRESENT
Donald Motley (Alternate)X X X X X X X X X
7) Government Official
Ronald Scearce(Member as of January 2017)PRESENT PRESENT PRESENT X PRESENT PRESENT PRESENT PRESENT PRESENT
Richard Hicks (Member as of May 2018)PRESENT PRESENT PRESENT PRESENT PRESENT
8) Health Department
Cynthia Robotti (Member as of April 2017)X
Natalie Whitlow (Alternate as of April 2017) (Member as of Feburary 2018)PRESENT PRESENT PRESENT X PRESENT X X PRESENT X
Catheryne Walker (Alternate as of February 2018)X X X X X X X X
9) Private Provider- Arc of Southside
Monica Karavanic ( Member as of February 2018)PRESENT PRESENT PRESENT PRESENT X PRESENT PRESENT PRESENT X
CPMT Attendance Record 2018
**CPMT Alternate attendance only required if CPMT Member is not present**
Resolution 2014-10-02: "CPMT members shall attend 75% of regularly scheduled meetings unless mitigating circumstances are approved by the Pittsylvania County Board of Supervisors."
x = absent
6.a.b
Packet Pg. 13 Attachment: Copy of 2018 Calendar Year CPMT attendance record (1334 : CSA End of Year and
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Introduction of Human Resource Manager (Staff Contact: Gregory L.
Sides); (5 minutes)
Staff Contact(s): Gregory L. Sides
Agenda Date: October 16, 2018 Item Number: 6.b
Attachment(s):
Reviewed By:
Gregory L. Sides, Assistant County Administrator, will introduce the County's new Human
Resources Manager to the Board.
6.b
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Library Expansion Feasibility Study Update (Staff Contact: Lisa W.
Tuite); (5 minutes)
Staff Contact(s): Lisa W. Tuite
Agenda Date: October 16, 2018 Item Number: 6.c
Attachment(s): Library Expansion Feasibility Study Update
Reviewed By:
Lisa W. Tuite, Library Director, will present to the Board an update on the Library Expansion
Feasibility Study.
6.c
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MEMORANDUM
For: David Smitherman
Pittsylvania County Administrator
From: Lisa Tuite
Director, Pittsylvania County Public Library
Date: October 1, 2018
Subject: Library Expansion Feasibility Study Update
______________________________________________________________________________
At their August board meeting, the Board of Supervisors approved a resolution calling for a
feasibility study of the library expansion plan and the appointment of a public advisory
committee to assist in the feasibility study. The Board requested that the county seek grant
funding for the feasibility study, estimated at $25,000.
Starling McKenzie, the Senior Program Officer for the Danville Regional Foundation, has
advised me that DRF has made a preliminary approval of the county’s grant request for the
library expansion feasibility study. However, for requests from units of local government, the
DRF requires a 50-50 cost share; therefore, DRF has approved only one half of the request.
The grant request totaled $30,850, of which $5,850 was provided by the County in in-kind
services and $25,000 was requested from DRF for the outside specialist. For a 50-50 match, the
County would have to provide $15,425.
Below are the names that the library expansion study recommends to the Board of Supervisors
for appointment to the advisory committee. It includes members of the library expansion study
and members of the affected communities. The Board of Supervisors is of course welcome to
appoint additional members. The library expansion study did invite additional members,
including the Mayor of Hurt, who declined because of other pressing commitments.
Lisa Tuite, Director of the Pittsylvania County Public Library, Core Team Member
Alice Shelton, President of the Library Board, Core Team Member
Teresa Petty, Pittsylvania County Schools, Core Team Member
Jessie Barksdale, citizen, Core Team Member, Banister District
Shannon S. Stoler, citizen, Core Team Member, Dan River District
Martha Walker, citizen, Core Team Member, Dan River District
Angela Wells, Smart Beginnings, Core Team Member
Janie Davis, Citizen, Mt. Airy, Banister District
Phyllis Roach, Library Board member, Literacy Program Director, Staunton River District
Katherlene Carter, Citizen, Banister District
6.c.a
Packet Pg. 16 Attachment: Library Expansion Feasibility Study Update (1358 : Library Expansion Feasibility Study Update)
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Regional Transit Update (Staff Contact: Gregory L. Sides); (10 minutes)
Staff Contact(s): Gregory L. Sides
Agenda Date: October 16, 2018 Item Number: 6.d
Attachment(s):
Reviewed By:
Gregory L. Sides, Assistant County Administrator, will provide a Regional Transit update to the
Board.
6.d
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Household Solid Waste Discussion (Staff Contact: Richard N. Hicks); (30
minutes)
Staff Contact(s): Richard N. Hicks
Agenda Date: October 16, 2018 Item Number: 6.e
Attachment(s):
Reviewed By:
Richard N. Hicks, Assistant County Administrator, will discuss with the Board the potential
merits on revising the current definition of "Household Solid Waste" contained in Pittsylvania
County Code § 17-2(J). Said definition is as follows:
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)
6.e
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Proposed Lease on Existing Cell Tower (Staff Contact: Richard N.
Hicks); (10 minutes)
Staff Contact(s): Richard N. Hicks
Agenda Date: October 16, 2018 Item Number: 6.f
Attachment(s):
Reviewed By:
Richard N. Hicks, Assistant County Administrator, will brief the Board on a proposed lease of an
existing County cell tower.
6.f
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Hurricane Florence After Action Report (Staff Contact: Chris C. Slemp);
(15 minutes)
Staff Contact(s): Chris C. Slemp
Agenda Date: October 16, 2018 Item Number: 6.g
Attachment(s):
Reviewed By:
Chris C. Slemp, Director of Public Safety, will provide an after-action report for Hurricane
Florence preparedness within the County.
6.g
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Required Policy Changes relating to Conflicts of Interest, Procurement,
and other Internal Controls (Staff Contact: Kimberly G. Van Der Hyde);
(15 minutes)
Staff Contact(s): Kimberly G. Van Der Hyde
Agenda Date: October 16, 2018 Item Number: 6.h
Attachment(s):
Reviewed By:
Kimberly G. Van Der Hyde, Finance Director, will provide the Board with a summary regarding
required policy changes relating to conflicts of interest, procurement, and other internal controls.
6.h
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Other Reports
Staff Contact(s):
Agenda Date: October 16, 2018 Item Number: 6.i
Attachment(s):
Reviewed By:
6.i
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