Loading...
12-17-2019 Business Meeting Packet BOARD OF SUPERVISORS BUSINESS MEETING Tuesday, December 17, 2019 – 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: November 19, 2019, Fire and Rescue Policies and Procedures Committee, Finance Committee, Solid Waste Committee, Work Session, Business Meeting; December 4, 2019, Personnel Committee, Legislative Committee (Staff Contact: Kaylyn M. McCluster) b. Resolution # 2019-12-01 Adoption (Blackstock); (Staff Contact: Kaylyn M. McCluster) c. Resolution # 2019-12-02 Adoption (Barber); (Staff Contact: Kaylyn M. McCluster) d. Resolution # 2019-12-03 Adoption (Dennis Carter) (Staff Contact: Kaylyn M. McCluster) e. Resolution # 2019-12-04 Adoption (Roy Byrd Chatham Bridge Naming Support); (Staff Contact: Kaylyn M. McCluster) f. Resolution # 2019-12-05 (Authorization of Equipment Sale); (Staff Contact: Kaylyn M. McCluster) g. IKEA Road Name Change to Morgan Olson Way Authorization (Staff Contact: David M. Smitherman) Business Meeting - December 17, 2019 h. County/Realty Link Collaborative Economic Development Performance Grant Funds Usage MOU Approval (Staff Contact: Matthew D. Rowe) i. Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe) j. Jail Food and Food Supplies RFP Award (Staff Contact: Kimberly G. Van Der Hyde) k. Gretna Walking Trail IFB Award (Staff Contact: Mark W. Moore) 8. PRESENTATIONS a. Carter Resolution Presentation (Retirement); (Contact: Supervisor Blackstock) b. Barber Resolution Presentation (Contact: Board of Supervisors) c. Blackstock Resolution Presentation (Contact: Board of Supervisors) d. Hammock Appreciation Presentation (Retirement); (Contact: Board of Supervisors) e. McMahon Presentation (IDA); (Contact: Supervisor Scearce) f. Sides Presentation (Retirement); (Contact: Board of Supervisors) g. Blackstock RIFA Presentation (Contact: Fred O. Shanks, III) 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 Business Meeting - December 17, 2019 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-19-033 ; Brenda Reagan and Mark Stevens; Dan River Election District, R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, A-1, Agricultural District, to R-1, Residential Suburban Subdivision District (Contact: Supervisor Davis) Case 2: Public Hearing: Rezoning Case R-19-034, John and Mona Lewis; Dan River Election District, B-2, Business District, General to RC-1, Residential Combined Subdivision District (Contact: Supervisor Davis) B. Other Public Hearings Each person addressing the Board under a Public Hearing shall step up, give his/her name and district, and/or his/her place of residency for non-County citizens, in an audible tone of voice for the record, and unless further time is granted by the Chairman, shall limit his/her address to three (3) minutes; speakers for a group shall be 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. 11. UNFINISHED BUSINESS 12. NEW BUSINESS 13. APPOINTMENTS a. Appointment: Ratification of TLAC's Election of its Leesville Lake Associate Representative (Dave Rives); (Staff Contact: Kaylyn M. McCluster) 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: November 19, 2019, Fire and Rescue Policies and Procedures Committee, Finance Committee, Solid Waste Committee, Work Session, Business Meeting; December 4, 2019, Personnel Committee, Legislative Committee (Staff Contact: Kaylyn M. McCluster) Staff Contact(s): Kaylyn M. McCluster Agenda Date: December 17, 2019 Item Number: 7.a Attachment(s): 11-19-2019 Fire-Rescue Committee Meeting Minutes - DRAFT 11-19-2019 Finance Committee-DRAFT 11-19-2019 Solid Waste Committee Meeting Minutes DRAFT 11-19-2019 Work Session - DRAFT 11-19-2019 Business Meeting - DRAFT 12-04-2018 Personnel Committee Meeting - DRAFT 12-04-2019 Legislative Committee Meeting Minutes -DRAFT Reviewed By: 7.a Packet Pg. 4 Fire and Rescue Policies and Procedures Committee November 19, 2019 Pittsylvania County Board of Supervisors Fire and Rescue Policies and Procedures Committee Tuesday, November 19, 2019, Meeting VIRGINIA: The Fire and Rescue Policies and Procedures Committee of the Pittsylvania County Board of Supervisors was held on Tuesday, November 19, 2019, in the Main Conference Room of the County Administration Building in Chatham, Virginia 24531. Ronald S. Scearce, Chairman, called the Meeting to Order at 2:05 PM. The following Committee Members were present: Robert W. Warren Ronald S. Scearce The following Board of Supervisors Member was also present: Joe B. Davis Mr. David M. Smitherman, County Administrator and Clerk of the Board; Mr. J. Vaden Hunt Esq., County Attorney; Mr. Richard Hicks, Assistant County Administrator for Operations; Mrs. Kaylyn McCluster, Deputy Clerk; and Christopher C. Slemp, Director of Public Safety, were also present. Approval of Agenda Motion was made by Mr. Warren, seconded by Mr. Scearce, to approve Agenda, which was unanimously approved by the Committee Members present. New Business Fire and Rescue Squad Performance Update: Mr. Slemp stated there were three (3) or four (4) Fire and Rescue squads that are grossly underperforming and only running about 20% of their call volume. This is an issue that will need to be looked at in an attempt to address this problem, especially with a twenty (20) minute response time to a recent fire. Mr. Slemp stated that there are a few Squads that he has spoken with about this issue and they are attempting to fix the problem, but there are some who are making no attempts to better this situation. Mr. Smitherman stated one of the hardest things for the Fire and Rescue Commission will have to face is holding each squad accountable for their numbers and call volume. Fire and Rescue Commission Nominations: The Committee was presented with all applications from interested citizens for the Fire and Rescue Commission. The following Motions were made for nominations to the Fire and Rescue Commission: • Northeast Quadrant – Motion by Mr. Warren, second by Mr. Scearce to appoint Ben Meeks as the Fire and Rescue Representative. Motion by Mr. Warren, second by Mr. Scearce to appoint Keith Scruggs as the citizen representative. 7.a.a Packet Pg. 5 Attachment: 11-19-2019 Fire-Rescue Committee Meeting Minutes - DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Fire and Rescue Policies and Procedures Committee November 19, 2019 • Northwest Quadrant - Motion by Mr. Warren, second by Mr. Scearce to appoint Brian Garrett as the Fire and Rescue Representative, Motion by Mr. Warren, second by Mr. Scearce to appoint Chuck Angier as the citizen representative. • Southeast Quadrant - Motion by Mr. Warren, second by Mr. Scearce to appoint to appoint Bert Sellers as the citizen representative, Motion by Mr. Scearce, second by Mr. Warren to appoint Tim Duffer as the Fire and Rescue Representative. • Southwest Quadrant - Motion by Mr. Warren, second by Mr. Scearce to appoint Billy Talbott as the citizen representative, Motion by Mr. Scearce, second by Mr. Warren to appoint Bryan Fox as the Fire and Rescue Representative. The recommended appointees will be forwarded to the full Board at tonight’s Business Meeting. Adjournment Mr. Scearce adjourned the Meeting at 2:23 PM. 7.a.a Packet Pg. 6 Attachment: 11-19-2019 Fire-Rescue Committee Meeting Minutes - DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Finance Committee November 19, 2019 Pittsylvania County Board of Supervisors Finance Committee Tuesday, November 19, 2019, Meeting VIRGINIA: The Finance Committee of the Pittsylvania County Board of Supervisors was held on Tuesday, November 19, 2019, in the Main Conference Room of the County Administration Building in Chatham, Virginia 24531. Ronald S. Scearce called the Meeting to Order at 2:30 PM. The following Committee Members were present: Ben L. Farmer Robert W. Warren Ronald S. Scearce The following Board Member was also present: Joe B. Davis Mr. David M. Smitherman, County Administrator; Mr. J. Vaden Hunt Esq., County Attorney; Gregory L. Sides, Assistant County Administrator; Richard N. Hicks, Assistant County Administrator; Mrs. Kimberly Van Der Hyde, Finance Director; and Mrs. Kaylyn McCluster, Deputy Clerk, were also present. Approval of Agenda Motion made by Mr. Farmer, seconded by Mr. Warren, to approve Agenda, which was unanimously approved by Committee Members present. New Business (a) Health Department Carryover Request Wayne Peters, Health Department Business Manager, briefed the Board on the Health Department’s Carryover request. They were requesting the carryover money for the administration of additional shingles vaccines. Dr. Miller entered the Meeting at 2:35 PM. There was no recommendation from the Finance Committee regarding the Health Department carryover request in the amount of $42,819. (b) Sheriff’s Department MVP Extra Duty Pay Update Mr. Smitherman stated that this began several months ago when MVP asked the Sheriff’s Department to provide security for its pipeline project. The MVP contract did not cover the FICA cost. There have since been negotiations to help offset that additional cost. If the County were to go with the private company to do the off-duty scheduling, it would cover all off-duty events. This includes Parks and Recreation, School events, etc. This would be an additional cost to use this company and it would affect the School’s cost for the off-duty scheduling. Sheriff Taylor stated he 7.a.b Packet Pg. 7 Attachment: 11-19-2019 Finance Committee-DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Procedures Committee, Finance Committee November 19, 2019 spoke with their representative with Off Duty Management and stated that this takes all the scheduling off the Sheriff’s Department. The County would not absorb any FICA cost, and the County would be considered the client. Ms. Worley, School Director of Finance, stated the School’s major concern is the cost of going this route. Having to pay this administrative rate is going to be costly and she requested the Board consider covering this administrative fee for the Schools. (c) School Division Out-of-County Tuition Rate Discussion Mr. Smitherman stated this is just an information item and the Out-of-County tuition rate is less than our in-County cost to educate our students. Mr. Smitherman suggested the School Board look at this when they begin their budget process. The County’s current cost is approximately $2,114 per student and the Out-of-County tuition per student is $1,700. Mr. Warren suggested to Dr. Jones that the school system look at this to be sure it fits as it should for the County’s needs. (d) Change Order Request – Communication Tower Discussion Mr. Hicks stated in November 2017, the Board awarded a bid to Harris for the installation of a communication system on the new towers. Harris were already granted one (1) Change Order and Harris is requesting another one. It was consensus of the Committee to not recommend approval of the presented Change Order. Adjournment Mr. Scearce adjourned the Meeting at 3:27 PM. 7.a.b Packet Pg. 8 Attachment: 11-19-2019 Finance Committee-DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Procedures Committee, Solid Waste Committee November 19, 2019 Solid Waste Committee Tuesday, November 19, 2019, Meeting VIRGINIA: The Solid Waste Committee of the Pittsylvania County Board of Supervisors was held on Tuesday, November 19, 2019, in the Main Conference Room of the County Administration Building in Chatham, Virginia 24531. Robert W. Warren, Chairman, called the Meeting to Order at 3:30 PM. The following Committee Members were present: Ben L. Farmer Ronald S. Scearce Robert W. Warren The following Board Members were also present: Tim R. Barber Charles H. Miller, Jr. Joe B. Davis Mr. David M. Smitherman, County Administrator/Clerk of the Board; Mr. J. Vaden Hunt Esq., County Attorney; Mr. Richard N. Hicks, Assistant County Administrator for Operations; Kimberly G. Van Der Hyde, Finance Director; and Mrs. Kaylyn M. McCluster, Deputy Clerk, were also present. Approval of Agenda Motion was made by Mr. Scearce, seconded by Mr. Farmer, to approve Agenda. Vote passed unanimously. New Business A. Elimination of Saturday Landfill Hours Discussion Mr. Hicks stated that there have not been enough visits to the Landfill on Saturdays to justify keeping it open. There are only about one (1) or two (2) visitors per weekend, and sometimes zero (0), yet the Landfill employees are there working. Motion by Mr. Scearce, Second by Mr. Farmer, to close the Landfill on Saturdays, except for possibly having two (2) Saturdays open in the Spring and two (2) Saturdays open in the Fall. Vote passed unanimously. B. Convenience Center Improvement Updates Mr. Hicks provided information to the Committee regarding convenience center updates. The Mount Hermon site has a downhill slope and it is a struggle to keep gravel on that. There were bids taken on that about a month ago, and the work began this week. The Brosville site paving is now complete. The Smith Mountain Lake site has a single gate with single driveway, and the permit with VDOT has been approved and the second driveway should be complete soon. There are now three (3) drop off centers for the Pet Centers. The cameras and citations are making a significant difference in the amount of misuse of the sites. 7.a.c Packet Pg. 9 Attachment: 11-19-2019 Solid Waste Committee Meeting Minutes DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Solid Waste Committee November 19, 2019 Closed Session Motion by Mr. Scearce, seconded by Mr. Farmer, to enter Closed Session, which was unanimously approved by the Solid Waste Committee Members. (a) Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. Legal Authority: Virginia Code §§ 2.2-3711(A)(8) Subject Matter: Out-of-County Solid Waste Acceptance at County’s Landfill Purpose: Consultation with Legal Counsel Regarding Legal Agreement Regarding Acceptance of Out-of-County Solid Waste at County’s Landfill The Solid Waste Committee entered Closed Session at 3:48 PM. The Solid Waste Committee returned to Open Session at 4:10 PM and the following certification was recorded: PITTSYLVANIA COUNTY FINANCE COMMITTEE CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Solid Waste Committee on November 19, 2019, the Committee hereby certifies by a recorded vote that to the best of each Committee Member’s knowledge only public business matters lawfully exempted 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 Committee. Vote Ben L. Farmer Yes Ronald S. Scearce Yes Robert W. Warren Yes Adjournment Mr. Warren adjourned the Meeting at 4:11 PM. 7.a.c Packet Pg. 10 Attachment: 11-19-2019 Solid Waste Committee Meeting Minutes DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and November 19, 2019 Work Session Pittsylvania County Board of Supervisors Work Session November 19, 2019 VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors was held on November 19, 2019 in the Main Conference Room, County Administration Building, Chatham, Virginia 24531. Chairman, Dan River District, Joe B. Davis, 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 Joe B. Davis Chairman - Dan River District Present 3:58 PM Charles H. Miller Vice Chairman - Banister District Present 4:00 PM Tim R. Barber Supervisor - Tunstall District Present 4:02 PM Elton W. Blackstock Supervisor - Staunton River District Present 4:28 PM Ben L. Farmer Supervisor - Callands-Gretna District Present 4:01 PM Ronald S. Scearce Supervisor - Westover District Present 4:03 PM Robert W. "Bob" Warren Supervisor - Chatham-Blairs District Present 3:57 PM AGENDA ITEMS TO BE ADDED Motion to add Closed Session for Pittsylvania County Service Authority Board; for Discussion of Member’s Performance. RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren APPROVAL OF AGENDA Motion to approve Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Ronald S. Scearce, Supervisor - Westover District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Committee Reports (Finance; Solid Waste; and Fire and Rescue Policies and Procedures) (Staff Contact: David M. Smitherman); (15 minutes) Mr. Smitherman updated the Board on the Committee Meetings held earlier in the day; Fire and Rescue Policies and Procedures Committee, Finance Committee, and Solid Waste Committee. There are Fire and Rescue Commission nominations to be forwarded to the full Board and the Change Order request from Harris died in the Finance Committee Meeting. There was also 7.a.d Packet Pg. 11 Attachment: 11-19-2019 Work Session - DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Procedures Committee, Board of Supervisors November 19, 2019 Work Session discussion regarding tuition payments for the School Division. There was also discussion regarding improvements to the compactor sites and the Solid Waste Committee directed County Staff to discontinue Saturday hours at the Landfill and consider special hours in the Spring and Fall, but it is not warranted to continue year-round. b. Cat Policy Discussion (Staff Contact: James P. McLaughlin); (15 minutes) Mr. McLaughlin presented to the Board information on how the cat population gets out of control. The ultimate goal is to educate citizens of the County on the Trap, Neuter, Release ("TNR") Program. c. Confirm Board's January Reorganizational Meeting Date (Staff Contact: David M. Smitherman); (5 minutes) The Board decided to set their Reorganizational Meeting for January 2, 2020, at 5:00 pm in County Administration Conference Room. d. Resolution # 2019-11-02 (Declaration of Pittsylvania County, Virginia, as a “Second Amendment Sanctuary") Discussion (Supervisor Scearce); (15 minutes) Mr. Scearce facilitated discussion regarding the County becoming a Second Amendment Sanctuary. The Honorable Bryan Haskins, Commonwealth’s Attorney, was also present and spoke not in his official capacity, but as a private citizen. He stated that he is concerned about the recent legislation regarding firearms bills that could be presented and potentially passed this year. All Members of the Board agreed with the Second Amendment Sanctuary Resolution being added to the night’s Business Meeting. e. Motion to add Resolution # 2019-11-02 to Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Supervisor - Westover District SECONDER: Robert W. "Bob" Warren, Supervisor - Chatham-Blairs District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren f. Other Reports PRESENTATIONS a. Final Jail and Courthouse Assessment Presentation (Staff Contact: Richard N. Hicks); (Presenter: Tony Bell); (15 minutes) Moseley Architects was present to give the final report to the Board on the Courts and Jail Facilities Comprehensive Justice Needs Assessment. This item is on the night’s Business Meeting for approval. BUSINESS MEETING DISCUSSION ITEMS CLOSED SESSION Motion to enter Closed Session. 7.a.d Packet Pg. 12 Attachment: 11-19-2019 Work Session - DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Procedures Committee, Board of Supervisors November 19, 2019 Work Session RESULT: ADOPTED [UNANIMOUS] MOVER: Charles H. Miller, Vice Chairman - Banister District SECONDER: Ronald S. Scearce, Supervisor - Westover District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren The Board entered Closed Session at 5:42 PM. a. Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. (Staff Contact: J. Vaden Hunt, Esq.) (1) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matter: Out-of-County Solid Waste Acceptance at County’s Landfill Purpose: Consultation with Legal Counsel Regarding Legal Agreement Regarding Acceptance of Out-of- County Solid Waste at County’s Landfill (2) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: Pittsylvania County Service Authority Board Member Purpose: Discussion of Job Performance RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION a. Closed Session Certification (Staff Contact: J. Vaden Hunt, Esq.) The Board returned to Open Session at 6:50 PM, and the following Certification was recorded: CLOSED MEETING CERTIFICATION BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on November 19, 2019, 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 (the “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 Act, he shall so state prior to the vote indicating the substance of the departure. The Statement shall be recorded in the Board’s Minutes. Vote Tim R. Barber Yes Elton W. Blackstock Yes Joe B. Davis Yes Ben L. Farmer Yes 7.a.d Packet Pg. 13 Attachment: 11-19-2019 Work Session - DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Procedures Committee, Board of Supervisors November 19, 2019 Work Session Charles H. Miller, Jr. Yes Ronald S. Scearce Yes Robert W. Warren Yes ADJOURNMENT Mr. Davis adjourned the Meeting at 6:51 PM. 7.a.d Packet Pg. 14 Attachment: 11-19-2019 Work Session - DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Procedures Committee, November 19, 2019 Business Meeting Pittsylvania County Board of Supervisors Business Meeting November 19, 2019 VIRGINIA: The Business Meeting of the Pittsylvania County Board of Supervisors was held on November 19, 2019 in the Pittsylvania County General District Courtroom, Edwin R. Shields Courthouse Addition, Chatham, Virginia 24531. Chairman, Dan River District, Joe B. Davis, 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 Joe B. Davis Chairman - Dan River District Present 6:25 PM Charles H. Miller Vice Chairman - Banister District Present 6:31 PM Tim R. Barber Supervisor - Tunstall District Present 6:27 PM Elton W. Blackstock Supervisor - Staunton River District Present 6:32 PM Ben L. Farmer Supervisor - Callands-Gretna District Present 6:30 PM Ronald S. Scearce Supervisor - Westover District Present 6:26 PM Robert W. "Bob" Warren Supervisor - Chatham-Blairs District Present 6:27 PM AGENDA ITEMS TO BE ADDED Motion to add Fire and Rescue Nominations, Health Department Carryover, and Resolution # 2019-11-02 to Matters from Work Session RESULT: ADOPTED [UNANIMOUS] MOVER: Ronald S. Scearce, Supervisor - Westover District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren APPROVAL OF AGENDA Motion to approve Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren CONSENT AGENDA 7.a.e Packet Pg. 15 Attachment: 11-19-2019 Business Meeting - DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Procedures Committee, Board of Supervisors November 19, 2019 Business Meeting RESULT: ADOPTED [UNANIMOUS] MOVER: Robert W. "Bob" Warren, Supervisor - Chatham-Blairs District SECONDER: Charles H. Miller, Vice Chairman - Banister District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren a. Minutes Approval: October 15, 2019, Fire and Rescue Policies and Procedures Committee Meeting, Work Session, and Business Meeting (Staff Contact: Kaylyn M. McCluster) b. Jail Commissary Services RFP Award (Staff Contact: Kimberly G. Van Der Hyde) c. Adams Green Box Site Lease Agreement Approval (Staff Contact: Richard N. Hicks) d. Final Jail and Courthouse Assessment Approval (Staff Contact: Richard N. Hicks) e. Dam Study RFP Award (Staff Contact: Richard N. Hicks) f. Resolution # 2019-11-01 (Danville Economic Development Enterprise Zone Support) Adoption (Staff Contact: Matthew D. Rowe) g. Opioid Negotiation Class Opt Out Submittal Authorization (Staff Contact: J. Vaden Hunt, Esq.) h. West Piedmont Regional Hazard Mitigation Plan Letter of Intent Submittal Authorization (Staff Contact: Christopher C. Slemp) i. Intrado 911 Phone Service Contract Extension Approval (Staff Contact: Christopher C. Slemp) j. Edwards Rollback Taxes Exoneration Authorization (Staff Contact: Shirley Y. Hammock) k. Resolution # 2019-11-03 (Voluntary Benefits Adoption Resolution) Adoption (Staff Contact: Holly E. Stanfield) ITEMS REMOVED FROM CONSENT AGENDA PRESENTATIONS a. Shields Resolution Presentation (Presenter: Delegate Les R. Adams) Les Adams presented a Resolution in recognition of Edwin R. Shields of Mr. Shields family. b. Annual Report; Danville-Pittsylvania Community Services (Presenter: Kimberly G. Van Der Hyde) Mrs. Van Der Hyde presented the Annual Report for Danville Pittsylvania Community Services. HEARING OF THE CITIZENS Robin Schultz, Tunstall District, voiced her concerns regarding the Second Amendment. She is concerned that gun control rids law-abiding citizens the ability to protect themselves and she supports the BOS in declaring the County a Second Amendment Sanctuary. Eric Andrews, Dan River District, also voiced his concerns and supports the Second Amendment Sanctuary. Bill 7.a.e Packet Pg. 16 Attachment: 11-19-2019 Business Meeting - DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Procedures Committee, Board of Supervisors November 19, 2019 Business Meeting Talley, Chatham-Blairs District, voiced his concerns on his Second Amendment rights as well. He commended the Board on their statements in the Work Session earlier and was very pleased to hear their support for the Second Amendment rights. Carroll Dodson, Banister District, stated he would like to see the County become a Sanctuary County. Will Pace, Chatham-Blairs District, spoke in his capacity as the Pittsylvania County Republican Committee Chairman. He stated the Republican Committee received 99% support from a poll on Facebook for the County to become a Second Amendment Sanctuary. He stated it is great to see so many people come out and support their rights and voice their opinions on this matter. Bill McAninch, Callands-Gretna District, is very concerned about the things that will be headed back to legislature, including his Second Amendment rights. He supports the County becoming a Second Amendment Sanctuary. Joshua Jennings, Chatham-Blairs District, is a business owner in the Tunstall District, and voiced his concerns as well. Mark Matthews, Chatham-Blairs District, is a retired firefighter and Sheriff’s Deputy and stated his support for the Second Amendment Sanctuary. Kenneth Talbott, Callands-Gretna District, requested the Board to stand up for the County citizens and declare the County a Second Amendment Sanctuary. Karl Byrd, Callands-Gretna District, voiced his concerns regarding Second Amendment rights as well. He supports the County becoming a Second Amendment Sanctuary. PUBLIC HEARINGS Rezoning Public Hearings Case 1: Public Hearing: Rezoning Case R-19-032; Sarah Wilson Smith; Tunstall Election District; A-1, Agricultural District, to R-1, Residential Suburban Subdivision District (Contact: Supervisor Barber) Mr. Davis opened the Public Hearing at 7:48 PM. Sarah Smith was present to represent the Petition. No one signed up to speak and Mr. Davis closed the Public Hearing at 7:49 PM. Motion to rezone 0.213 of an acre from A-1, Agricultural District, to R-1, Residential Suburban Subdivision District (to combine with the adjacent parcel of land zoned R-1). RESULT: APPROVED [UNANIMOUS] MOVER: Tim R. Barber, Supervisor - Tunstall District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren Move 14c to next item Motion to move item 14c to the next Agenda item. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Supervisor - Westover District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren Resolution # 2019-11-02 Second Amendment Sanctuary 7.a.e Packet Pg. 17 Attachment: 11-19-2019 Business Meeting - DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Procedures Committee, Board of Supervisors November 19, 2019 Business Meeting Motion to approve Resolution # 2019-11-02 declaring Pittsylvania County, Virginia a Second Amendment Sanctuary. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Supervisor - Westover District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren Other Public Hearings 1. Public Hearing: PCC Chapters 27 and 31 Removal (Staff Contact: Christopher C. Slemp) Mr. Davis opened the Public Hearing at 8:09 PM. No one signed up to speak and Mr. Davis closed the Public Hearing at 8:09 PM. Due to the recent adoption of the new Public Safety Ordinance (Pittsylvania County Code (“PCC”), Chapter 11), Chapters 27 and 31 of the PCC are now redundant and should be removed from the PCC. This Public Hearing was advertised in the Chatham Star Tribune on November 6, 2019, and November 13, 2019. Motion to approve the removal of Chapters 27 and 31 from the Pittsylvania County Code. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Supervisor - Westover District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren UNFINISHED BUSINESS NEW BUSINESS a. Budget Amendments (Staff Contact: Kimberly G. Van Der Hyde) Ms. Van Der Hyde stated that the following County Budget Amendments need to be considered for approval and appropriation to the FY2019-2020 County Budget: (a) FM Global Fire Prevention Equipment Grant: Attached is an award letter, along with e-mail correspondence, regarding a recent Grant in the amount of $1,645.00 received from FM Global. These funds will be used to equip the Fire Marshal vehicles with iPads, mobile printers, and mounts to stabilize the equipment in the vehicles. These iPads will be loaded with a Fire Marshal Reporting and Investigation Program to be used in the field during fire investigations. This Grant needs to be appropriated to the Grants Fund and requires no local match. (b) Revitalization for a Greater Gretna (“RGG”) Trail Grant: 7.a.e Packet Pg. 18 Attachment: 11-19-2019 Business Meeting - DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Procedures Committee, Board of Supervisors November 19, 2019 Business Meeting RGG has been successful in raising funds to construct a walking trail in the Town of Gretna. Mark W. Moore, Director of Parks and Recreation, will manage this Project and the County will serve as fiscal agents of distributing these funds to the appropriate vendors involved in the Project. RGG recently transferred a total of $80,000 to the County to be used for this Project. Attached is documentation confirming this transfer. These funds need to be appropriated to the Grants Fund. The County will not be providing any additional funds for this Project. Motion to approve the Budget Amendments and related appropriations as presented. RESULT: APPROVED [UNANIMOUS] MOVER: Robert W. "Bob" Warren, Supervisor - Chatham-Blairs District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren b. Pittsylvania County Schools-Bus Lease Approval (Staff Contact: Kimberly G. Van Der Hyde) Ms. Van Der Hyde stated The County’s School Board recently entered a Lease with First Citizens Bank to purchase eleven (11) passenger buses. The Virginia Auditor of Public Accounts requires that local governing bodies approve such financings. The Virginia Code does not allow for School Boards to establish and maintain such accounts outside of the County Treasurer’s custody. As such, this Lease will need to be maintained on the County’s books and an appropriation will need to be made for the purchase of these school buses. The School Board received sealed bids to ensure receiving the best interest rate for purchasing the eleven (11) buses to be used by the County’s Pupil Transportation Department. First Citizens Bank was the bank providing the lowest interest rate of 2.18%. The total amount financed is $963,565, to be financed over two (2) years. The 2020 Lease has been signed by the School Board and the Lease payment has already been appropriated to the School Board’s 2020 Budget. Motion to ratify the Lease Purchase Agreement as presented, and to appropriate a total of $963,628.35 to Fund 210 to cover the purchase eleven (11) buses for the County’s School Board. RESULT: APPROVED [UNANIMOUS] MOVER: Robert W. "Bob" Warren, Supervisor - Chatham-Blairs District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren APPOINTMENTS a. Appointment: WVEMS (Staff Contact: David M. Smitherman) Motion to appoint Christopher C. Slemp, Director of Public Safety, to serve on the Western Virginia Emergency Medical Services Board for a three (3) year term, beginning on January 1, 2020. 7.a.e Packet Pg. 19 Attachment: 11-19-2019 Business Meeting - DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Procedures Committee, Board of Supervisors November 19, 2019 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Charles H. Miller, Vice Chairman - Banister District SECONDER: Robert W. "Bob" Warren, Supervisor - Chatham-Blairs District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren b. Appointment: Planning Commission (Banister District); (Supervisor Miller) Motion to reappoint Colette Henderson to the Planning Commission for another four (4) year term to begin on December 1, 2019. RESULT: APPROVED [UNANIMOUS] MOVER: Charles H. Miller, Vice Chairman - Banister District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren c. Appointment: Industrial Development Authority (Westover District); (Contact: Supervisor Scearce) Motion to appoint John W. Daniel to the IDA Board for a four (4) year term beginning on December 1, 2019. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Supervisor - Westover District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren MATTERS FROM WORK SESSION (IF ANY) a. Fire and Rescue Nominations Motion to appoint the following Members to the Fire and Rescue Commission as discussed in the Fire and Rescue Policies and Procedures Committee Meeting earlier today: · Northeast Quadrant: Ben Meeks - Fire and Rescue Representative Keith Scruggs - Citizen Representative · Northwest Quadrant: Brian Garrett - Fire and Rescue Representative Chuck Angier - Citizen Representative · Southeast Quadrant: Tim Duffer - Fire and Rescue Representative Bert Sellers - Citizen Representative · Southwest Quadrant: 7.a.e Packet Pg. 20 Attachment: 11-19-2019 Business Meeting - DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Procedures Committee, Board of Supervisors November 19, 2019 Business Meeting Bryan Fox - Fire and Rescue Representative Billy Talbott - Citizen Representative RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Supervisor - Westover District SECONDER: Robert W. "Bob" Warren, Supervisor - Chatham-Blairs District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren b. Chairman Appointment: Fire and Rescue Commission as the Board Representative The Chairman appointed Ronald Scearce to the Fire and Rescue Commission as the Board Representative. c. Health Department Carryover Mr. Smitherman stated the Health Department Representatives were present at the earlier Work Session to present their carryover request. Motion to deny the Health Department’s carryover request in the amount of $42,819. RESULT: APPROVED [UNANIMOUS] MOVER: Robert W. "Bob" Warren, Supervisor - Chatham-Blairs District SECONDER: Ronald S. Scearce, Supervisor - Westover District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren BOARD MEMBER REPORTS Mr. Barber stated he was proud that citizens came out in support of the second amendment sanctuary. Mr. Blackstock stated Mr. W.C. Scruggs recently passed away and to remember his family. Mr. Farmer recognized Mr. Angier and thanked him for being willing to serve. He also stated his appreciation for the citizens showing up to the meeting. Dr. Miller stated he is thankful for the opportunity to sit on the Board. Mr. Scearce thanked Ron McMahon for his service on the IDA Board. Mr. Warren requested that letters be sent out to the Fire and Rescue applicants thanking them for their willingness to serve. He also commended the County employees for their hard work and dedication. Mr. Davis thanked County Staff for their hard work and thanked Mr. Hagerman for being present at the Meeting. He also recognized the Boy Scout troop and Richard Cocke, Chatham Town Manager, for being in attendance. COUNTY ADMINISTRATOR REPORTS Mr. Smitherman appreciated Mr. Warren's comments on County Staff and he stated he is thankful to work with everyone. The Employee Satisfaction Survey has gone out and good results are anticipated. ADJOURNMENT Mr. Davis adjourned the Meeting at 8:32 PM. 7.a.e Packet Pg. 21 Attachment: 11-19-2019 Business Meeting - DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Procedures Committee, Personnel Committee December 4, 2019 Pittsylvania County Board of Supervisors Personnel Committee Wednesday, December 4, 2019, Meeting VIRGINIA: The Personnel Committee of the Pittsylvania County Board of Supervisors was held on Wednesday, December 4, 2019, 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 PM. The following Members were present: Charles H. Miller, Jr. Joe B. Davis The following Board of Supervisors Members were also present: Ronald S. Scearce Robert W. Warren Board of Supervisors and Committee Member, Ben L. Farmer, joined the meeting at 4:03 PM. Mr. J. Vaden Hunt Esq., County Attorney; Richard N. Hicks, Assistant County Administrator; and Mrs. Kaylyn M. McCluster, Deputy Clerk; were also present. Approval of Agenda Motion made by Dr. Miller, seconded by Mr. Davis, to approve Agenda, which was unanimously approved by the Committee Members present. New Business Discussion of County-Owned Equipment Policy: Mr. Hunt stated there is no formal policy regarding County-Owned Equipment upon retirement of employees or Elected Officials. At the May 8, 2018 Legislative Committee Meeting, County Staff presented a County-owned Equipment Policy to the Legislative Committee. The Committee then referred this item to a future Work Session for discussion. This was an item on the Agenda for the May 15, 2018, Work Session and it was suggested that this may need to be added to the Personnel Policy and brought back to the Board. To date, there has been no additional discussion regarding this matter. County Staff is looking for direction on this matter from the Board. Motion by Mr. Farmer, second by Dr. Miller, to table this item and bring back Option “B” to the full Board in January for consideration, which was unanimously approved by the Committee Members present. Closed Session Motion by Dr. Miller, second by Mr. Farmer to enter Closed Session, which was unanimously approved by the Committee Members present. The Committee entered Closed Session at 4:15 PM. 7.a.f Packet Pg. 22 Attachment: 12-04-2018 Personnel Committee Meeting - DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Procedures Personnel Committee December 4, 2019 (A) Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body. (1) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: County Attorney Purpose: Discussion of Job Performance; Review of Annual Employment Evaluation; and/or Discussion of Revisions to Employment Contract (2) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: Pittsylvania County Service Authority Board Member Purpose: Discussion of Job Performance Return to Open Session The Board returned to Open session at 5:04 PM and a Motion was made by Dr. Miller, second by Mr. Farmer, to temporarily recess the Committee Meeting until after the Legislative Committee Meeting, which was unanimously approved by the Committee Members present. Recess The Committee took a recess at 5:04 PM. Reconvene Motion was made by Dr. Miller, second by Mr. Farmer, to reconvene the Personnel Committee Meeting at 6:00 PM. The Committee returned to Closed Session at 6:00 PM. The Personnel Committee returned to Open Session at 7:10 PM and the following Certification was recorded: PITTSYLVANIA COUNTY FINANCE COMMITTEE CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Personnel Committee on December 4, 2019, the Committee hereby certifies by a recorded vote that to the best of each Committee Member’s knowledge only public business matters lawfully exempted 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 Committee. Vote 7.a.f Packet Pg. 23 Attachment: 12-04-2018 Personnel Committee Meeting - DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Procedures Personnel Committee December 4, 2019 Ben L. Farmer Yes Charles H. Miller, Jr. Yes Joe B. Davis Yes Adjournment Mr. Davis adjourned the Meeting at 7:12 PM. 7.a.f Packet Pg. 24 Attachment: 12-04-2018 Personnel Committee Meeting - DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Procedures Legislative Committee December 4, 2019 Pittsylvania County Board of Supervisors Legislative Committee Wednesday, December 4, 2019, Meeting VIRGINIA: The Legislative Committee of the Pittsylvania County Board of Supervisors was held on Wednesday, December 4, 2019, in the Main Conference Room of the County Administration Building in Chatham, Virginia 24531. Ben L. Farmer, Chairman, called the Meeting to Order at 5:00 PM. The following Committee Members were present: Ben L. Farmer Ronald S. Scearce The following Board of Supervisors Members were also present: Joe B. Davis Charles H. Miller, Jr. Robert W. Warren Mr. J. Vaden Hunt Esq., County Attorney; Mr. Greg L. Sides, Assistant County Administrator for Planning & Administration; Richard N. Hicks, Assistant County Administrator; and Mrs. Kaylyn M. McCluster, Deputy Clerk, were also present. Approval of Agenda Motion made by Mr. Scearce, seconded by Mr. Farmer, to approve Agenda, which was unanimously approved by Committee Members present. New Business (a) Discussion of Potential Revisions to PCC Section Chapter 2 (Animals and Fowl) Mr. McLaughlin presented potential revisions to PCC Chapter 2 regarding Animals and Fowl. He stated these items are minor and primarily designed to bring the County’s Ordinance into compliance with recent related changes to the Code of Virginia. Motion by Mr. Scearce, second by Mr. Farmer, to recommend the proposed changes to the full Board, which was unanimously approved by Committee Members present. (b) Discussion of Potential Revisions to Solar Ordinance/Regulations Mr. Sides presented some potential revisions to the County’s Solar Ordinance, but the Committee stated they support the current County’s Solar Ordinance. Motion by Mr. Scearce, second by Mr. Farmer, to take no action, which was unanimously approved by Committee Members present. (c) Discussion of 2020 Legislative Priorities Mr. Hunt reviewed the suggested 2020 County Legislative Priority List. Mr. Scearce stated he would like to consider adding the Second Amendment Protections to the list and checking on the ability to shut down the resettlement of refugees in the County. He agreed with everything 7.a.g Packet Pg. 25 Attachment: 12-04-2019 Legislative Committee Meeting Minutes -DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Legislative Committee December 4, 2019 else on the list. Mr. Farmer also suggested an increase in rural rustic funding. Motion by Motion by Mr. Scearce, second by Mr. Farmer, to submit the list with recommendations to the full Board, which was unanimously approved by Committee Members present. Adjournment Mr. Farmer adjourned the Meeting at 6:00 PM. 7.a.g Packet Pg. 26 Attachment: 12-04-2019 Legislative Committee Meeting Minutes -DRAFT (1852 : Minutes: November 19, 2019 Fire and Rescue Policies and Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Resolution # 2019-12-01 Adoption (Blackstock); (Staff Contact: Kaylyn M. McCluster) Staff Contact(s): Kaylyn M. McCluster Agenda Date: December 17, 2019 Item Number: 7.b Attachment(s): 2019-12-01 Elton W. Blackstock Reviewed By: SUMMARY: The Honorable Elton W. Blackstock was elected as the Staunton River District representative of the Pittsylvania County Board of Supervisors in November 2013 and has served as such for the past six (6) years. Attached is Resolution # 2019-12-01 recognizing Mr. Blackstock’s invaluable service to the citizens of Pittsylvania County. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the Board of Supervisors adopt Resolution # 2019-12-01. MOTION: “I make a Motion adopting Resolution # 2019-12-01.” 7.b Packet Pg. 27 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS __________________________________________________________________________________________ RESOLUTION # 2019-12-01 RESOLUTION OF APPRECIATION FOR ELTON W. BLACKSTOCK __________________________________________________________________________________________ WHEREAS, At the Business Meeting of the Pittsylvania County Board of Supervisors held on Tuesday, December 17, 2019, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following Resolution was presented and adopted: WHEREAS, the Honorable Elton W. Blackstock was elected to the Board of Supervisors of Pittsylvania County as the Staunton River District Representative, and has been a member of the Board for a total of six (6) years; and WHEREAS, Elton W. Blackstock was first elected to the Board of Supervisors as the Staunton River District Representative and held office as such from November 4, 2013, through November 4, 2014, and was re- elected for a four (4)-year term, ending December 31, 2019; and WHEREAS, Elton W. Blackstock has tirelessly given his time and effort to improve Pittsylvania County by serving on the following Board subcommittees: Finance, Solid Waste, Personnel, Property and Building, Economic Development, Animal Welfare Facility, Agricultural Development Board, Fire and Rescue Policies and Procedures Board, BOS/School Joint Liaison Committee, and the Computer/Radio/Telecommunications Committee; and WHEREAS, as an appointed representative of the Board, Elton W. Blackstock also served on the following other entities: Danville-Pittsylvania Regional Industrial Facilities Authority, Staunton River Regional Industrial Facilities Authority, Fire/Rescue Emergency Medical Services Advisory Committee, the Local Emergency Planning Commission, and the Pittsylvania County Service Authority Board; and WHEREAS, Elton W. Blackstock has, by his dedication and leadership, faithfully and dutifully served the Board and the citizens of Pittsylvania County; now THEREFORE, BE IT HEREBY RESOLVED, on behalf of the Pittsylvania County Board of Supervisors and all the citizens of Pittsylvania County, that we express our sincerest appreciation to Elton W. Blackstock for his outstanding service and exemplary leadership that has made him a significant figure in the County’s history, and wish him all the best in his future endeavors; and BE IT FURTHER RESOLVED that a copy of this Resolution be presented to Elton W. Blackstock. Given under my hand this 17th day of December, 2019. __________________________________________ Joe B. Davis, Chairman Pittsylvania County Board of Supervisors 7.b.a Packet Pg. 28 Attachment: 2019-12-01 Elton W. Blackstock (1836 : Resolution # 2019-12-01 Adoption (Blackstock) (Staff Contact: Kaylyn M. McCluster)) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Resolution # 2019-12-02 Adoption (Barber); (Staff Contact: Kaylyn M. McCluster) Staff Contact(s): Kaylyn M. McCluster Agenda Date: December 17, 2019 Item Number: 7.c Attachment(s): 2019-12-02 Tim R. Barber Reviewed By: SUMMARY: The Honorable Tim R. Barber was elected as the Tunstall District representative to the Pittsylvania County Board of Supervisors in November 2004 and has served as such for the past sixteen (16) years. Attached is Resolution # 2019-12-02 recognizing Mr. Barber’s invaluable service to the citizens of Pittsylvania County. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the Board adopt Resolution # 2019-12-02. MOTION: “I make a Motion adopting Resolution # 2019-12-02.” 7.c Packet Pg. 29 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS __________________________________________________________________________________________ RESOLUTION # 2019-12-02 RESOLUTION OF APPRECIATION FOR TIM R. BARBER __________________________________________________________________________________________ WHEREAS, at the Business Meeting of the Pittsylvania County Board of Supervisors held on Tuesday, December 17, 2019, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following Resolution was presented and adopted: WHEREAS, the Honorable Tim R. Barber has served as the Tunstall District Representative on the Board of Supervisors of Pittsylvania County, Virginia, for the past sixteen (16) years; and WHEREAS, Tim R. Barber was first elected to the Board in 2004 for his first Term ending on December 2007; and was re-elected for a second four (4)-year term ending on December 31, 2011; and and was re-elected for a third four (4)-year term, ending December 31, 2015; and was re-elected for a fourth four (4)-year term, ending December 31, 2019 ; and WHEREAS, Tim R. Barber has tirelessly given his time and effort to improve Pittsylvania County by serving on the following Board subcommittees: Finance, Solid Waste, Personnel, Property and Building, Economic Development, Animal Welfare Facility, Agricultural Development Board, Legislative, Fire and Rescue Policies and Procedures Board, BOS/School Joint Liaison Committee, and the Computer/Radio/Telecommunications Committee; and WHEREAS, as an appointed Board representative, Tim R. Barber also served on the following entities: Danville-Pittsylvania Regional Industrial Facilities Authority, Local Elected Officials, Fire/Rescue Emergency Medical Services Advisory Committee, the Local Emergency Planning Commission, and the Pittsylvania County Service Authority Board; and WHEREAS, Tim R. Barber has, by his dedication and leadership, faithfully, and dutifully served the Board and the citizens of Pittsylvania County; now THEREFORE, BE IT HEREBY RESOLVED, on behalf of the Pittsylvania County Board of Supervisors and all the citizens of Pittsylvania County, that we express our sincerest appreciation to Tim R. Barber for his outstanding service and exemplary leadership that has made him a significant figure in the County’s history, and wish him all the best in his future endeavors; and BE IT FURTHER RESOLVED that a copy of this Resolution be presented to Tim R. Barber. Given under my hand this 17th day of December, 2019. __________________________________________ Joe B. Davis, Chairman Pittsylvania County Board of Supervisors 7.c.a Packet Pg. 30 Attachment: 2019-12-02 Tim R. Barber (1837 : Resolution # 2019-12-02 Adoption (Barber); (Staff Contact: Kaylyn M. McCluster)) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Resolution # 2019-12-03 Adoption (Dennis Carter) (Staff Contact: Kaylyn M. McCluster) Staff Contact(s): Kaylyn M. McCluster Agenda Date: December 17, 2019 Item Number: 7.d Attachment(s): 2019-12-03 Dennis Carter Reviewed By: SUMMARY: Dennis Carter, WSET Sports Broadcaster, has been a constant at sporting events throughout the area for nearly four (4) decades and plans to enter retirement beginning in January. His outstanding service and dedication to broadcasting sports throughout the County and this region is very much appreciated and we wish him the best in his retirement. Attached is Resolution # 2019-12-03 recognizing his accomplishments. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the Board approve Resolution # 2019-12-03 recognizing Dennis Carter. MOTION: “I make a Motion approving Resolution # 2019-12-03 recognizing Dennis Carter.” 7.d Packet Pg. 31 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION # 2019-12-03 HONORING DENNIS CARTER __________________________________________________________________________________________ WHEREAS, at the Business Meeting of the Pittsylvania County Board of Supervisors held on Tuesday, December 17, 2019, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following Resolution was presented and adopted: WHEREAS, Dennis Carter has been a constant at sporting events throughout the area for nearly four (4) decades; and WHEREAS, Dennis Carter announced that he will sign off at ABC 13 for the final time on December 31, 2019, and begin his retirement; and WHEREAS, Dennis Carter began working at WSET in 1983 after a four (4)-year stint at a Danville radio station, WBTM, where he first broke into the communications field writing thirty (30)-second commercials and jumpstarting a three (3)- to four (4)-minute sportscast during evening commutes. During that time, Carter also wrote part-time for the Danville Register and Bee and provided occasional stories to WSET, which did not have a Danville bureau in the late ‘70s and early ‘80s; and WHEREAS, Carter became a fixture on the Lynchburg sports scene by regularly working six (6) days a week, plowing through eighty (80)-hour work weeks and getting to as many games as possible, all while anchoring the 6 p.m. and 11 p.m. sports segments; and WHEREAS, that job took him to the 1999 NCAA Football National Championship Game, when Virginia Tech played Florida State. It also took him to the NCAA Elite Eight this year, where he watched Virginia’s Men’s basketball team win in thrilling fashion before claiming the NCAA National Title later in April. Finally, it’s taken him to local stadiums for countless Friday night football games. Carter has watched high school athletes come and go, some to college, and a few to the professional ranks; and WHEREAS, no level of competition has been more important to Carter than high school sports and he’s always found the atmosphere at high school games appealing; and WHEREAS, now, after a more than forty (40) year career, Carter hopes to settle down and spend time with his family; and THEREFORE, BE IT HEREBY RESOLVED, on behalf of the Pittsylvania County Board of Supervisors and all the County citizenry, that we express our sincere appreciation to Carter for his outstanding service and dedication to broadcasting sports throughout the County and this region, and wish him the best in his retirement; and BE IT FURTHER RESOLVED that a copy of this Resolution be presented to Dennis Carter. Given under my hand this 17th day of December, 2019. __________________________________________ Joe B. Davis, Chairman Pittsylvania County Board of Supervisors 7.d.a Packet Pg. 32 Attachment: 2019-12-03 Dennis Carter (1838 : Resolution # 2019-12-03 Adoption (Dennis Carter) (Staff Contact: Kaylyn M. McCluster)) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Resolution # 2019-12-04 Adoption (Roy Byrd Chatham Bridge Naming Support); (Staff Contact: Kaylyn M. McCluster) Staff Contact(s): Kaylyn M. McCluster Agenda Date: December 17, 2019 Item Number: 7.e Attachment(s): 2019-12-04 Roy Byrd Bridge Reviewed By: SUMMARY: The Board is committed to recognizing and celebrating the County’s historical heritage and contributions made thereto by its citizens. Virginia Code § 33.2-213 authorizes the Commonwealth Transportation Board to give suitable names to state highways, bridges, interchanges, and other transportation facilities and change the names of any highways and bridges, interchanges, or other transportation facilities forming a part of the systems of state highways. County Staff fully and enthusiastically supports the naming of the Chatham North Bridge as the “Roy P. Byrd, Jr., Memorial Bridge” for the late Roy P. Byrd, Jr. FINANCIAL IMPACT AND FUNDING SOURCE: The cost of the new signage. RECOMMENDATION: County Staff recommends the Board approve Resolution # 2019-12-04, supporting naming the Chatham North Bridge the “Roy P. Byrd, Jr., Memorial Bridge” for the late Roy P. Byrd, Jr. MOTION: “I make a Motion approving Resolution # 2019-12-04, supporting naming the Chatham North Bridge the ‘Roy P. Byrd, Jr., Memorial Bridge’ for the late Roy P. Byrd, Jr.” 7.e Packet Pg. 33 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION # 2019-12-04 ______________________________________________________________________________ SUPPORT FOR NAMING THE NORTH CHATHAM BRIDGE THE ROY P. BYRD, JR., MEMORIAL BRIDGE ______________________________________________________________________________ VIRGINIA, at the Regular Meeting of the Pittsylvania County Board of Supervisors (the “Board”), held on December 17, 2019, the following Resolution was presented and adopted: WHEREAS, the Board is committed to recognizing and celebrating the County’s historical heritage and contributions made thereto by its citizens; and WHEREAS, § 33.2-213 of the Code of Virginia, 1950, as amended, authorizes the Commonwealth Transportation Board (“CTB”) to give suitable names to state highways, bridges, interchanges, and other transportation facilities and change the names of any highways and bridges, interchanges, or other transportation facilities forming a part of the systems of state highways; and WHEREAS, the same Virginia Code Section further provides that the Virginia Department of Transportation shall place and maintain appropriate signs indicating the names of highways, bridges, interchanges, and other transportation facilities named by the CTB and requires that the costs of producing, placing, and maintaining such signs shall be paid by the localities in which they are located. NOW, THEREFORE, BE IT HEREBY RESOLVED, that the Board fully and enthusiastically supports the naming of the Chatham North Bridge as the “Roy P. Byrd, Jr., Memorial Bridge” for the late Roy P. Byrd, Jr.; and BE IT FURTHER RESOLVED, that the Board agrees that funding for the appropriate signage to so designate the name change for the aforementioned bridge will be provided through County funding; and BE IT FURTHER RESOLVED, that a copy of this Resolution be forwarded to the House of Delegates of the Virginia General Assembly for their consideration. Given under my hand this 17th day of December, 2019. __________________________________________ Joe B. Davis, Chairman Pittsylvania County Board of Supervisors __________________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors 7.e.a Packet Pg. 34 Attachment: 2019-12-04 Roy Byrd Bridge (1839 : Resolution # 2019-12-04 Adoption (Roy Byrd Chatham Bridge Naming Support) (Staff Contact: Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Resolution # 2019-12-05 (Authorization of Equipment Sale); (Staff Contact: Kaylyn M. McCluster) Staff Contact(s): Kaylyn M. McCluster Agenda Date: December 17, 2019 Item Number: 7.f Attachment(s): 2019-12-05 County Owned Equipment Reviewed By: SUMMARY: Over the years, the Board has approved requests to purchase County-owned equipment by County Staff and elected officials upon their separation of service from the County. Resolution # 2019-12-05, attached, supports the purchase of County-owned equipment by Supervisor Blackstock, Supervisor Barber, and Gregory L. Sides, Assistant County Administrator. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the Board approve Resolution # 2019-12-05 authorizing the purchase of County-owned equipment as presented. MOTION: “I make a Motion approving Resolution # 2019-12-05 authorizing the purchase of County-owned equipment by Supervisor Blackstock, Supervisor Barber, and Mr. Sides as presented.” 7.f Packet Pg. 35 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION # 2019-12-05 AUTHORIZATION OF TRANSFER OF COUNTY OWNED EQUIPMENT __________________________________________________________________________________________ WHEREAS, at the Business Meeting of the Pittsylvania County Board of Supervisors held on Tuesday, December 17, 2019, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following Resolution was presented and adopted: WHEREAS, the Honorable Elton W. Blackstock, Staunton River District Representative, Pittsylvania County Board of Supervisors, has served on the Board for six (6) years and has requested to purchase his County- owned Apple iPad and Apple cell phone; and WHEREAS, Tim R. Barber, Tunstall District Representative, Pittsylvania County Board of Supervisors, has served on the Board for sixteen (16) years and has requested to purchase his County Owned Apple iPad, Apple cell phone, and laptop; and WHEREAS, Gregory L. Sides, Assistant County Administrator, has been a County employee for twenty- two (22) years and has requested to purchase his County-owned Apple iPad and Apple cell phone; and WHEREAS, the Board expresses its sincere appreciation and admiration for their commitment and service to the County during their tenure; and THEREFORE, BE IT HEREBY RESOLVED, that the Board supports the authorization of transfer of the above-listed County-owned equipment to Blackstock, Barber, and Sides for the purchase price of $1.00 per piece of equipment and thank them for their outstanding service and dedication to the County. Given under my hand this 17th day of December, 2019. __________________________________________ Joe B. Davis, Chairman Pittsylvania County Board of Supervisors ________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors 7.f.a Packet Pg. 36 Attachment: 2019-12-05 County Owned Equipment (1851 : Resolution # 2019-12-05 (Authorization of Equipment Sale) (Staff Contact: Kaylyn M. Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: IKEA Road Name Change to Morgan Olson Way Authorization (Staff Contact: David M. Smitherman) Staff Contact(s): David M. Smitherman Agenda Date: December 17, 2019 Item Number: 7.g Attachment(s): 12-17-2019 Road Name Change Request, Morgan Olson Way Reviewed By: SUMMARY: Due to IKEA vacating the building and Morgan Olson being the new occupants, Ikea Drive needs to be renamed to Morgan Olson Way. FINANCIAL IMPACT AND FUNDING SOURCE: The County will cover the cost of the new sign which is approximately $200. RECOMMENDATION: County Staff recommends the Board approve the renaming of Ikea Drive to Morgan Olson Way. MOTION: “I make a Motion to approve the renaming of Ikea Drive to Morgan Olson Way.” 7.g Packet Pg. 37 DEPARTMENT OF PUBLIC SAFETY PITTSYLVANIA P.O. Box431Chatham, Virginia 24531 COUNTY.VIRGINIA Phone (434) 432-7920 Christopher Slemp, Director 9-1-1 Road Name Addition Request We the undersigned request that our private road be named and included into the E-911 System of Pittsylvania County. We understand that by agreeing to this our current address will change to reflect the new address assigned by the County. We request that the following name be adopted by the Board of Supervisors: ccIzAarNwa\ 1st Choice.) 2"d Choice 3`d Choice BUSINESS SAVVY. PEOPLE FRIENDLY. 7.g.a Packet Pg. 38 Attachment: 12-17-2019 Road Name Change Request, Morgan Olson Way (1835 : IKEA Road Name Change to Morgan Olson Way Authorization P I TTSY LVA N I A DEPARTMENT OF PUBLIC SAFETY P.O. Box 426 Chatham, Virginia 24531 INV CO U N T Y,V I R G I N I A Phone (434) 432-7920 Christopher Slemp, Director Signatories 6.; 57- 11-E4 J7 R tic me W ' Current Address Certificate of Acknowledgment: City/Countv_of Commonwealth of Virgi ' The foregoing instrument was acknowledged before me this 6 day of-Dec.,20 n by--Da_L .:5rywA NYrrY v r' Name of person seeking acknowledgment) Notary '6.l 1 My commission expires: 3\ ,ataa 1 2). Name Current Address Certificate of Acknowledgment: City/County of Commonwealth of Virginia The foregoing instrument was acknowledged before me this day of ,20 by Name of person seeking acknowledgment) Notary Public My commission expires: 3). Name Current Address Certificate of Acknowledgment: City/County of Commonwealth of Virginia The foregoing instrument was acknowledged before me this day of ,20 by Name of person seeking acknowledgment) Notary Public My commission expires: BUSINESS SAVVY. PEOPLE FRIENDLY. 7.g.a Packet Pg. 39 Attachment: 12-17-2019 Road Name Change Request, Morgan Olson Way (1835 : IKEA Road Name Change to Morgan Olson Way Authorization Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: County/Realty Link Collaborative Economic Development Performance Grant Funds Usage MOU Approval (Staff Contact: Matthew D. Rowe) Staff Contact(s): Matthew D. Rowe Agenda Date: December 17, 2019 Item Number: 7.h Attachment(s): Realtylink MOU Reviewed By: SUMMARY: County Economic Development Staff is applying for Collaborative Economic Development Funds to assist with site work on Lot 3 of the Cane Creek Industrial Park. Should said funds be awarded, they would be transferred to RIFA, which would then reimburse RealtyLink Investments, LLC (“RealtyLink”), for improvements after performance measured detailed in the potential Grant are met. The cost savings would be then passed along to the end tenant. For your reference and review, a Memorandum of Understanding (“MOU”) between the County and RealtyLink detailing the above arrangement is attached. FINANCIAL IMPACT AND FUNDING SOURCE: No fiscal impact to the County; the County would merely serve as a funding stream for the potential Grant. RECOMMENDATION: County Economic Development Staff recommends approval of the attached MOU between the County and RealtyLink as presented. MOTION: “I make a Motion to approve the attached MOU between the County and RealtyLink Investments, LLC, as presented.” 7.h Packet Pg. 40 7.h.a Packet Pg. 41 Attachment: Realtylink MOU (1830 : County/Realty Link Collaborative Economic Development Performance Grant Funds Usage MOU) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe) Staff Contact(s): Matthew D. Rowe Agenda Date: December 17, 2019 Item Number: 7.i Attachment(s): RIFA - Morgan Olsen LPA Reviewed By: SUMMARY: Morgan Olson, LLC, has announced plans to occupy the soon-to-be-former IKEA building in Ringgold with a Capital Investment of over $42M and creating 703 full-time jobs. This is a huge investment and positive economic development activity that will affect families in Pittsylvania County and the region. Attached pleased find a Local Performance Agreement (“LPA”) between Danville-Pittsylvania County Regional Facility Authority, the City of Danville, the County, and Morgan Olson, LLC, detailing the terms of any and all incentives provided to Morgan Olson, LLC. FINANCIAL IMPACT AND FUNDING SOURCE: As all incentives contained in the attached LPA are performance-based, said incentives shall be paid retroactively; thereby, eliminating any County financial risk or liability. RECOMMENDATION: County Staff recommends the Board approve the attached LPA as presented. MOTION: “I make a Motion to approve the attached Local Performance Agreement with Morgan Olson, LLC, as presented.” 7.i Packet Pg. 42 7.i.a Packet Pg. 43 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 44 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 45 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 46 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 47 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 48 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 49 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 50 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 51 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 52 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 53 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 54 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 55 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 56 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 57 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 58 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 59 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 60 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 61 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 62 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) 7.i.a Packet Pg. 63 Attachment: RIFA - Morgan Olsen LPA (1827 : Morgan Olson RIFA Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe)) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Jail Food and Food Supplies RFP Award (Staff Contact: Kimberly G. Van Der Hyde) Staff Contact(s): Kimberly G. Van Der Hyde Agenda Date: December 17, 2019 Item Number: 7.j Attachment(s): Copy of Bid Sheet Contract - Food and Food Supplies Reviewed By: SUMMARY: The County’s Purchasing Department issued an Invitation for Bid (“IFB”) for Food and Food Supplies for the County’s Jail. County Staff ran an ad in The Chatham Star Tribune, posted on the County’s website, posted on the Virginia Business Opportunity’s website, and posted it on the County’s Public Board. The County received three (3) responsive bids. RRS Food Services was the low bidder at $199,684.88. The IFB used a formula to generate an estimated cost for six (6) months. The total cost on the bid sheet will not be the actual cost the County will pay per six (6) months. Estimated cost will be $112,500.00 per six (6) months. The total estimated cost for a year is $225,000.00. The contract term is for a period of six (6) months for a fixed price on supplying food and supplies to the jail. The awarded vendor shall be allowed to adjust fixed pricing, if needed, for the next six (6) months with prior approval from the County’s Purchasing Manager. In addition, the County reserves the right to negotiate and extend this Contract with the awarded vendor, if determined in advance that it is beneficial to the County for an additional eight (8) -six (6) month contracts ending on December 31, 2024. The total estimated cost for the life of the contract is $1,125,000.00 for five (5) years. For your reference and review, supporting documentation is attached. FINANCIAL IMPACT AND FUNDING SOURCE: Funds will be coming from County Budge Line Item # 100-4-033100-600200. RECOMMENDATION: County Staff recommends awarding the contract for the above to RRS Food Service MOTION: “I make a Motion to award the contract for the above to RRS Food Service.” 7.j Packet Pg. 64 Food & Food Supplies- 11/19/19 BID FORM Vendor 6 month Total Cost Comments Interboro Packging no total cost only bid on 5 items Britt Transportation $473,323.18 RRS Food Service $199,684.88 7.j.a Packet Pg. 65 Attachment: Copy of Bid Sheet (1825 : Jail Food and Food Supplies RFP Award (Staff Contact: Kimberly G. Van Der Hyde)) County of Pittsylvania, VA Contract Number: 20200101 This contract entered into this 1st day of January 2020 with RRS Foodservice 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 food and food supplies to the County of Pittsylvania as set forth in the IFB 20191025 and bid received. PERIOD OF PERFORMANCE: PERIOD OF PERFORMANCE: From 01/01/2020 through 06/30/2020. The contract term shall be for a period of six (6) months fixed price. July 1, 2020, the Contractor shall be allowed to adjust fixed pricing if needed for the next 6 months with prior approval from the Purchasing Manager. In addition, the County reserves the right to extend this contract with Contractor, if determined in advance that it is beneficial to the County Jail, for an additional eight (8) – six- month renewal contract ending on December 31, 2025. The contract documents shall consist of: A. This signed form; B. The following portions of the Invitation for Bid dated October 25, 2019: (1) Scope of services, (2) The General Terms and Special Terms and Conditions C. The Provider’s bid dated 11/18/19 and; D. RRS Foodservice Tabulation Price Sheet 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 origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment. 7.j.b Packet Pg. 66 Attachment: Contract - Food and Food Supplies (1825 : Jail Food and Food Supplies RFP Award (Staff Contact: Kimberly G. Van Der Hyde)) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Gretna Walking Trail IFB Award (Staff Contact: Mark W. Moore) Staff Contact(s): Mark W. Moore Agenda Date: December 17, 2019 Item Number: 7.k Attachment(s): Parks and Rec - Bid Sheet Reviewed By: SUMMARY: The County’s Purchasing Department issued an Invitation for Bid (“IFB”) for the Gretna Walking Trail. The County ran an ad in The Chatham Star Tribune, posted the ad on the Virginia Business Opportunity’s website, posted the ad on the County’s website, and posted the ad on the County’s Public Bulletin Board. The County received three (3) responsive bids. Thor Construction had the low bid was $99,800.00. For your reference and review, the Bid Sheet is attached. FINANCIAL IMPACT AND FUNDING SOURCE: A Trail Grant of $80,000 has been provided by Revitalization for a Greater Gretna (“RGG”) and appropriated by this Board in November. RGG has issued the County an additional Grant check for the remaining balance of $19,800 to fully fund the trail construction total of $99,800. RECOMMENDATION: County Staff recommends the Board award the bid and contract to Thor Construction. MOTION: “I make a Motion to award the bid and contract to Thor Construction.” 7.k Packet Pg. 67 Gretna Walking Trail 12/10/19 10:00am Award No Award No Award Contractor Total Alt. 1 Alt. 2 Crider Construction $146,250.00 $60,000.00 $64,000.00 Crews Construction $102,500.00 $67,049.10 $52,552.26 Thor Construction $99,800.00 $95,000.00 no bid 7.k.a Packet Pg. 68 Attachment: Parks and Rec - Bid Sheet (1850 : Gretna Walking Trail IFB Award (Staff Contact: Mark W. Board of Supervisors EXECUTIVE SUMMARY INFORMATION ITEM Agenda Title: Carter Resolution Presentation (Retirement); (Contact: Supervisor Blackstock) Staff Contact(s): Supervisor Blackstock Agenda Date: December 17, 2019 Item Number: 8.a Attachment(s): Reviewed By: Supervisor Blackstock will present Dennis Carter, WSET Sports Broadcaster, with Resolution # 2019-12-03. 8.a Packet Pg. 69 Board of Supervisors EXECUTIVE SUMMARY INFORMATION ITEM Agenda Title: Barber Resolution Presentation (Contact: Board of Supervisors) Staff Contact(s): Board of Supervisors Agenda Date: December 17, 2019 Item Number: 8.b Attachment(s): Reviewed By: The Board will present the Honorable Tim R. Barber with Resolution # 2019-12-02. 8.b Packet Pg. 70 Board of Supervisors EXECUTIVE SUMMARY INFORMATION ITEM Agenda Title: Blackstock Resolution Presentation (Contact: Board of Supervisors) Staff Contact(s): Board of Supervisors Agenda Date: December 17, 2019 Item Number: 8.c Attachment(s): Reviewed By: The Board will present the Honorable Elton W. Blackstock with Resolution # 2019-12-01. 8.c Packet Pg. 71 Board of Supervisors EXECUTIVE SUMMARY INFORMATION ITEM Agenda Title: Hammock Appreciation Presentation (Retirement); (Contact: Board of Supervisors) Staff Contact(s): Board of Supervisors Agenda Date: December 17, 2019 Item Number: 8.d Attachment(s): Reviewed By: The Honorable Shirley Y. Hammock, Commissioner of the Revenue, will be presented a Plaque of Appreciation in honor of her impending retirement recognizing her years of dedicated, exemplary, and loyal service to the County. 8.d Packet Pg. 72 Board of Supervisors EXECUTIVE SUMMARY INFORMATION ITEM Agenda Title: McMahon Presentation (IDA); (Contact: Supervisor Scearce) Staff Contact(s): Supervisor Scearce Agenda Date: December 17, 2019 Item Number: 8.e Attachment(s): Reviewed By: Supervisor Scearce will present Ronald McMahon a Certificate of Appreciation for his service as the Westover District Representative on the County's Industrial Development Authority Board. 8.e Packet Pg. 73 Board of Supervisors EXECUTIVE SUMMARY INFORMATION ITEM Agenda Title: Sides Presentation (Retirement); (Contact: Board of Supervisors) Staff Contact(s): Board of Supervisors Agenda Date: December 17, 2019 Item Number: 8.f Attachment(s): Reviewed By: Gregory L. Sides, Assistant County Administrator, will be presented a Certificate of Appreciation on the occasion of his impending retirement to honor and appreciate his years of dedicated and loyal service to the County. 8.f Packet Pg. 74 Board of Supervisors EXECUTIVE SUMMARY INFORMATION ITEM Agenda Title: Blackstock RIFA Presentation (Contact: Fred O. Shanks, III) Staff Contact(s): David M. Smitherman Agenda Date: December 17, 2019 Item Number: 8.g Attachment(s): Reviewed By: Fred O. Shanks, III, RIFA Chairman, will present a plaque to the Honorable Elton W. Blackstock for his RIFA service. 8.g Packet Pg. 75 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Public Hearing: Rezoning Case R-19-033 ; Brenda Reagan and Mark Stevens; Dan River Election District, R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, A-1, Agricultural District, to R-1, Residential Suburban Subdivision District (Contact: Supervisor Davis) Staff Contact(s): Gregory L. Sides Agenda Date: December 17, 2019 Item Number: 10.A.1 Attachment(s): REAGAN - CASE R-19-033 REAGAN - CASE R-19-033 MAP Reviewed By: SUMMARY: In Case R-19-033, Brenda B. Reagan and Mark Winston Stevens, Petitioners, have petitioned to rezone 0.028 of an acre from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, and 0.062 of an acre from A-1, Agricultural District, to R-1, Residential Suburban Subdivision District (to combine with the adjacent parcels; they are adjusting property lines). The parcels are on Old Richmond Road in the Dan River Election District. Once the properties are rezoned, all uses listed under Pittsylvania County §§ 35-178 and 35-222 are permitted. The Planning Commission, with no opposition, recommended granting the Petitioners’ request. The County Staff Summary is attached. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff submits this item to the Board for its review and consideration. 10.A.1 Packet Pg. 76 10.A.1.a Packet Pg. 77 Attachment: REAGAN - CASE R-19-033 (1831 : Rezoning Case R-19-033 Brenda Reagan & Mark Stevens) 10.A.1.a Packet Pg. 78 Attachment: REAGAN - CASE R-19-033 (1831 : Rezoning Case R-19-033 Brenda Reagan & Mark Stevens) 10.A.1.a Packet Pg. 79 Attachment: REAGAN - CASE R-19-033 (1831 : Rezoning Case R-19-033 Brenda Reagan & Mark Stevens) 10.A.1.a Packet Pg. 80 Attachment: REAGAN - CASE R-19-033 (1831 : Rezoning Case R-19-033 Brenda Reagan & Mark Stevens) 10.A.1.a Packet Pg. 81 Attachment: REAGAN - CASE R-19-033 (1831 : Rezoning Case R-19-033 Brenda Reagan & Mark Stevens) 10.A.1.a Packet Pg. 82 Attachment: REAGAN - CASE R-19-033 (1831 : Rezoning Case R-19-033 Brenda Reagan & Mark Stevens) 10.A.1.a Packet Pg. 83 Attachment: REAGAN - CASE R-19-033 (1831 : Rezoning Case R-19-033 Brenda Reagan & Mark Stevens) 10.A.1.a Packet Pg. 84 Attachment: REAGAN - CASE R-19-033 (1831 : Rezoning Case R-19-033 Brenda Reagan & Mark Stevens) 10.A.1.a Packet Pg. 85 Attachment: REAGAN - CASE R-19-033 (1831 : Rezoning Case R-19-033 Brenda Reagan & Mark Stevens) 10.A.1.a Packet Pg. 86 Attachment: REAGAN - CASE R-19-033 (1831 : Rezoning Case R-19-033 Brenda Reagan & Mark Stevens) 10.A.1.a Packet Pg. 87 Attachment: REAGAN - CASE R-19-033 (1831 : Rezoning Case R-19-033 Brenda Reagan & Mark Stevens) 10.A.1.a Packet Pg. 88 Attachment: REAGAN - CASE R-19-033 (1831 : Rezoning Case R-19-033 Brenda Reagan & Mark Stevens) 10.A.1.a Packet Pg. 89 Attachment: REAGAN - CASE R-19-033 (1831 : Rezoning Case R-19-033 Brenda Reagan & Mark Stevens) 10.A.1.a Packet Pg. 90 Attachment: REAGAN - CASE R-19-033 (1831 : Rezoning Case R-19-033 Brenda Reagan & Mark Stevens) 10.A.1.a Packet Pg. 91 Attachment: REAGAN - CASE R-19-033 (1831 : Rezoning Case R-19-033 Brenda Reagan & Mark Stevens) Legend Assessed Parcels Parcel ID Number Parcels Route Numbers Appeals Rezoning Signs Special Uses Variances Zoning Unknown A-1 = Agricultural District B-1 = Business District, Limited B-2 = Business District, General C-1 = Conservation District DZ = Double Zoned Parcels M-1 = Industrial District, Light Industry M-2 = Industrial District, Heavy Industry MHP = Residential Manuf. Housing Park District R-1 = Residential Suburban Subdivision District RC-1 = Residential Combined Subdivision Distric RE = Residential Estates District RMF = Residential Multi-Family Subdivision Distric RPD = Residential Planned Development District TZ = Town Zoning UK = Unknown County Boundary Title: REAGAN - CASE R-19-033 Date: 10/21/2019 DISCLAIMER:This drawing is neither a legally recorded map nor a survey and is not intended to be used as such. The information displayed is a compilation of records, information, and data obtained from various sources, and Pittsylvania County is not responsible for its accuracy or how current it may be. 10.A.1.b Packet Pg. 92 Attachment: REAGAN - CASE R-19-033 MAP (1831 : Rezoning Case R-19-033 Brenda Reagan & Mark Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Public Hearing: Rezoning Case R-19-034, John and Mona Lewis; Dan River Election District, B-2, Business District, General to RC-1, Residential Combined Subdivision District (Contact: Supervisor Davis) Staff Contact(s): Gregory L. Sides Agenda Date: December 17, 2019 Item Number: 10.A.2 Attachment(s): LEWIS - CASE R-19-034 LEWIS - CASE R-19-034 MAP Reviewed By: SUMMARY: In Case R-19-034, John Wayne Lewis and Mona C. Lewis, Petitioners, have petitioned to rezone 0.32 of an acre from B-2, Business District, General, to RC-1, Residential Combined Subdivision District (to allow for placement of a single-wide mobile home on the property). The parcel is located on Tom Fork Road in the Dan River Election District. Once the property is rezoned, all uses listed under Pittsylvania County Code § 35-267 are permitted. The Planning Commission, with no opposition, recommended granting the Petitioners’ request. The County Staff Summary is attached. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff submits this item to the Board for its review and consideration. 10.A.2 Packet Pg. 93 10.A.2.a Packet Pg. 94 Attachment: LEWIS - CASE R-19-034 (1832 : Rezoning Case R-19-034 John & Mona Lewis) 10.A.2.a Packet Pg. 95 Attachment: LEWIS - CASE R-19-034 (1832 : Rezoning Case R-19-034 John & Mona Lewis) 10.A.2.a Packet Pg. 96 Attachment: LEWIS - CASE R-19-034 (1832 : Rezoning Case R-19-034 John & Mona Lewis) 10.A.2.a Packet Pg. 97 Attachment: LEWIS - CASE R-19-034 (1832 : Rezoning Case R-19-034 John & Mona Lewis) 10.A.2.a Packet Pg. 98 Attachment: LEWIS - CASE R-19-034 (1832 : Rezoning Case R-19-034 John & Mona Lewis) 10.A.2.a Packet Pg. 99 Attachment: LEWIS - CASE R-19-034 (1832 : Rezoning Case R-19-034 John & Mona Lewis) 10.A.2.a Packet Pg. 100 Attachment: LEWIS - CASE R-19-034 (1832 : Rezoning Case R-19-034 John & Mona Lewis) 10.A.2.a Packet Pg. 101 Attachment: LEWIS - CASE R-19-034 (1832 : Rezoning Case R-19-034 John & Mona Lewis) 10.A.2.a Packet Pg. 102 Attachment: LEWIS - CASE R-19-034 (1832 : Rezoning Case R-19-034 John & Mona Lewis) 10.A.2.a Packet Pg. 103 Attachment: LEWIS - CASE R-19-034 (1832 : Rezoning Case R-19-034 John & Mona Lewis) 10.A.2.a Packet Pg. 104 Attachment: LEWIS - CASE R-19-034 (1832 : Rezoning Case R-19-034 John & Mona Lewis) 10.A.2.a Packet Pg. 105 Attachment: LEWIS - CASE R-19-034 (1832 : Rezoning Case R-19-034 John & Mona Lewis) 10.A.2.a Packet Pg. 106 Attachment: LEWIS - CASE R-19-034 (1832 : Rezoning Case R-19-034 John & Mona Lewis) Legend Assessed Parcels Parcel ID Number Parcels Route Numbers Appeals Rezoning Signs Special Uses Variances Zoning Unknown A-1 = Agricultural District B-1 = Business District, Limited B-2 = Business District, General C-1 = Conservation District DZ = Double Zoned Parcels M-1 = Industrial District, Light Industry M-2 = Industrial District, Heavy Industry MHP = Residential Manuf. Housing Park District R-1 = Residential Suburban Subdivision District RC-1 = Residential Combined Subdivision Distric RE = Residential Estates District RMF = Residential Multi-Family Subdivision Distric RPD = Residential Planned Development District TZ = Town Zoning UK = Unknown County Boundary Title: LEWIS = CASE R-19-034 Date: 10/22/2019 DISCLAIMER:This drawing is neither a legally recorded map nor a survey and is not intended to be used as such. The information displayed is a compilation of records, information, and data obtained from various sources, and Pittsylvania County is not responsible for its accuracy or how current it may be. 10.A.2.b Packet Pg. 107 Attachment: LEWIS - CASE R-19-034 MAP (1832 : Rezoning Case R-19-034 John & Mona Lewis) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Appointment: Ratification of TLAC's Election of its Leesville Lake Associate Representative (Dave Rives); (Staff Contact: Kaylyn M. McCluster) Staff Contact(s): Kaylyn M. McCluster Agenda Date: December 17, 2019 Item Number: 13.a Attachment(s): 11-12-19 TLAC BD Agenda Packet 10-12-19 TLAC Reviewed By: SUMMARY: Tri-County Lake Administrative Commission’s (“TLAC”) appointments are for a one (1)-year term, beginning January 1, 2020. TLAC recently reelected Dave Rives to a new term as its Leesville Lake Association Representative and appointed him as its new president for the 2020 year. Attached is a copy of Meeting Minutes evincing the same. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the Board ratify TLAC’s appointment of Mr. Rives to serve as its Leesville Lake Association Representative for a one (1)-year term beginning on January 1, 2020. MOTION: “I make a Motion to ratify TLAC’s appointment of Mr. Rives as its Leesville Lake Association Representative for a one (1)-year term beginning on January 1, 2020.” 13.a Packet Pg. 108 Tri-County Lakes Administrative CommissionNov. 12, 2019 at 4:00 PMAGENDA1. WELCOME/CALL TO ORDER2. INVOCATION - Lorie Smith3. PLEDGE OF ALLEGIANCE - Randy Stow4. APPROVAL OF AGENDA5. APPROVAL OF MINUTES -June 11, 2019 (A-1)6. APPROVAL OF FINANCIAL REPORTS - September 2019 (A-2)7. ACTION ITEMS:a. Consideration of Cooperative Vessel Sewage Pump Out Program for 2020 (A-3)b. Consideration of Appointment of New SML Environmental Committee Members (A-4)c. Consideration of Appointment of New SML Navigation Committee Members (A-5)8. UPDATES: Paula Shoffner, Executive Directora. 2019 Vessel Sewage Pump Out Program Final Report (A-6)b. Smith Mountain Lakec. Leesville Lake9. REPORTS FROM THE BOARD AND COMMITTEES:a. Leesville Lake Association - David Rivesb. APCo Report - Neil Holthouserc. SMLA Report - Randy Stowd. TLAC Navigation/Wake Committee Report - Randy Stow10. Meeting/Event Reminders:• TLAC's Holiday Open House - December 10, 2019 from 4:00 to 6:00 PM• Next TLAC Board of Directors Meeting - February 1 1, 2020 beginning at 4:00 PM11. ADJOURN13.a.aPacket Pg. 109Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate A-lTri-County Lakes Administrative CommissionBoard Meeting MinutesJune 11, 2019 at 4:00 PMMembers Present:Bob Camicia, ChairmanEdgar Tuck, Vice ChairmanBen FarmerRichard Hicks (Proxy for David Smitherman)Robert Hiss (By phone)A Dale MooreMembers Absent:Dennis BenhoffDennis NovitzkeDavid RivesFrank RogersLorie SmithNell Holthouser (Non-voting)Randy StowChris WhitlowStaff Present:1. Call to OrderChairman Camicia called the meeting to order.2. InvocationVice Chairman Tuck gave the invocation.3. Pledge of AllegianceChairman Camicia led the recitation of the Pledge of Allegiance. Chairman Camicia also asked forintroductions from the attendees.4. Approval of AgendaChairman Camicia asked for any corrections or additions to the agenda. None were noted.Lorie Smith made a motion to approve the agenda. Ben Farmer seconded the motion. The motioncarried unanimously.13.a.aPacket Pg. 110Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate 5. Approval of Minutes - February 12, 2019Chairman Camicia asked for any corrections or additions to the February 12th minutes.Mr. Rive noted two corrections as follows:1. On Page 1, under Visitors Present, change Tom Shahady, Lynchburg College, to Tom Shahady,University of Lynchburg2. On Page 4, under Leesville Lake Water Quality Monitoring Report, change Mr. Tom Shahady,Assistant Professor of Environmental Science of Ferrum College to Mr. Tom Shahady, AssistantProfessor of Environmental Science, of the University of Lynchburg.Dave Rives made a motion to approve the minutes of February 12, 2019, as amended. Lorie Smithseconded the motion. The motion carried unanimously.6. Approval of Financial Report - April, 2019Ms. Shoffner briefly reviewed the financial report, noting that there were no unexpected expenses andthe office was on track for expenditures for the last 10 months.Edgar Tuck made a motion to approve the April 2019 financial report. Mr. Moore seconded themotion. The motion carried unanimously.7. PIGG RIVER RESEARCH PRESENTATION - PREVIOUSLY REMOVED FROM AGENDAChairman Camicia asked Mr. Rives to explain why the Pigg River Research Presentation was removedfrom the agenda.Mr. Rives noted that this presentation was previously placed on the agenda to request funding fromTLAC for the Pigg River Research Project. He noted that the Leesville Lake Association recently acquiredfull funding for the program from AEP, therefore, funding from TLAC was no longer needed.8. ACTION ITEMSa. Ae]3royMojLFY2019-2020 Work Plan for Smith Mountain LakeMs. Shoffner noted that the work plan for Smith Mountain Lake is the same as last fiscal year. Shecommented that it was submitted to the Environmental and Navigation committees and no changeswere recommended.13.a.aPacket Pg. 111Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate Ben Farmer made a motion to approve the Smith Mountain Lake Department FY 19/20 Work Plan, aspresented. Edgar Tuck made a motion to second the motion. The motion carried.b. Approval of FY 2019-2010 Work Plan for Leesville LakeMs. Shoffner advised that the proposed work plan for Leesville Lake was also the same as last year. Shenoted that the plan was submitted to the TLAC - Leesville Lake Environmental Committee and wasapproved.Frank Rogers made a motion to approve the FY 2019-2020 Work Plan for Leesville Lake Department,as presented. Dave Rives seconded the motion. The motion carried.c. Resolution 2019-107; Approval of FY 2019-2020 Line Item Budget - Smith Mountain LakeChairman Camicia presented Resolution 2019-107: Approval of FY 2019-2020 Line Item Budget-SmithMountain Lake for the Board's consideration. He noted that each lake has it own budget and thefunding is provided by the Counties that surround each lake. He explained the decision making processfor each lake's funding, noting that Board representatives voted based on their County's logistics to eachlake and voting members from represented agencies were based on the lake that they served.Mr. Rogers thanked Chairman Camicia on the clarification of the voting process for each lake's budget.Lorie Smith made a motion to adopt Resolution 2019-107 Approval of FY 2019-2020 Line Item Budget- Smith Mountain Lake. Ben Farmer seconded the motion. The motion carried by a vote of 6 to 0,with Mr. Moore, Mr. Rives, and Mr. Rogers abstaining.d. Resolution 2019-108: Approval of FY 2019-2020 Line Item Budget- Leesville LakeChairman Camicia presented Resolution 2019-108: Approval of FY 2019-2020 Line Item Budget -Leesville Lake for the Board's consideration.Mr. Rives requested that a change be made to the budget. He noted that $15,000 had been included inLine Item 4128-000 Contribution for Environmental Research. Since the Leesville Lake Association hadacquired funding for the Pigg River Research Project, he asked that $15,000 be removed from Line Item4128-000 and reallocated to Line Item 9990-000 Unassigned Operating Funds.Frank Rogers made motion that Resolution 2019-108: Approval of FY 2019-2020 Line Item Budget -Leesville Lake be adopted, as revised. David Rives seconded the motion. The motion carried with avote of 7 to 0, with Mr. Camicia and Ms. Smith abstaining.13.a.aPacket Pg. 112Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate e. Resolution 2019-109: Consideration of 1st SMLA Contribution for 2019 Vessel Pump Out ProgramChairman Camicia presented Resolution 2019-109: Consideration of 1st SMLA Contribution for 2019Vessel Pump Out Program. He noted that this was a cooperative program between the Smith MountainLake Association (SMLA), the Virginia Department of Health (VDH) and Tri-County Lakes AdministrativeCommission (TLAC) with SMLA providing 25% funding, the VDH 75% funding, and TLAC providingprogram administration.Lorie Smith made a motion to adopt Resolution-2019-109: Consideration of 1st SMLA Contribution for2019 Vessel Pump Out Pump, which authorizes the Executive Director to process the contributionfrom the SMLA for the 2019 program. Edgar Tuck seconded the motion. The motion carried.f. Consideration and Approval of 2019 Aquatic Vegetation Management Plan for SMLChairman Camicia presented the 2019 Aquatic Vegetation Management Plan for SML for the Board'sapproval. Ms. Shoffner commented that the Environmental Committee worked diligently on revisingthe plan, with the assistance ofVDGIF, and noted that the only change needed in future years is theaddition of the previous year's timeline.Ben Farmer made a motion to approve the proposed 2019 Aquatic Vegetation Management Plan forSML Edgar Tuck seconded the motion. The motion carried.g. Consideration and Approval of 2019 Aquatic Vegetation Management Program for SMLChairman Camicia presented the 2019 Aquatic Vegetation Management Program for SML forconsideration.Ms. Shoffner explained that this program outlines the 2019 treatment program for invasive aquaticvegetation, noting that no treatment is necessary at this time.Lorie Smith made a motion to approve the 2019 Aquatic Vegetation Management Program for SML.Edgar Tuck seconded the motion. The motion carried.9. Update on Legal Review ofTLAC Buoy Application Process - Bob CamiciaChairman Camicia informed the Board the legal review on the TLAC's no wake buoy application process,requested at the last meeting, had been received. He advised that this review was needed before adetermination on the approval or disapproval of the no wake buoy application from Mr. Hauck could bemade.13.a.aPacket Pg. 113Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate Chairman Camicia briefly explained that, per Virginia Code Section 29.1-744. Local regulations,application for placement or removal of "no wake" buoys, etc., Section E was the only subsectionapplicable to TLAC and emphasized that this subsection referenced the safe and reasonable operation ofvessels as the purpose for no wake buoys.Mr. Hauck asked for clarification of this subsection. Chairman Camicia noted again that subsection Eemphasized only the safe and efficient operation of vessels with legal counsel advising that TLAC'sapplication was thorough, and recommended no changes as to the accuracy or legality of theprocedures currently being used.Chairman Camicia did emphasize that changes to this legislation could be requested through the Virginialegislature.Ms. Smith commented that the state code is behind with regard to legislative changes to this particularcode. She noted that Smith Mountain Lake had safety issues, which in her opinion, are not taken care ofthrough current ordinances/code because they are newer issues. She requested that TLAC work withlegislature, to the extent appropriate, in an attempt to impact legislation that is more current andeffective towards best practices on the lake.Mr. Rogers commented that ifTLAC would come up with a slate of legislative suggestions, he felt thefour counties would incorporate these suggestions into their legislative agenda.Ms. Smith asked that this matter be submitted to the Navigation Committee to preparerecommendations for potential legislative changes that would address the safety issues currentlyoccurring on the lakes.Chairman Camicia asked Ms. Shoffnerto refer this matter to the Navigation Committee for preparationof this proposed legislative recommendation.Mr. Farmer apologized to Mr. Hauck for the delay, but noted that due to the present legal review, hewould have to vote to disapprove this application.Edgar Tuck made a motion to disapprove the no wake buoy application of Mr. Joe Hauck. Ben Farmerseconded the motion. The motion carried 6 to 0 with Mr. Rogers, Mr. Moore, and Mr. Rivesabstaining.10. Updates - Paula Shoffner, Executive Directora. Smith Mountain LakeMs. Shoffner provided the following report:13.a.aPacket Pg. 114Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate 1. TLAC is once working again in cooperation with SMLA on the 2019 Vessel Pump Out Program.The program began on May 19th. After four weekends, 75 boats have been serviced with 1,555gallons of affluent pumped, and educational materials distributed to 147 people.2. The Take Pride in Smith Mountain Lake cleanup event was held on the first three Saturdays inMay. There were 49 events registered with 312 participants. Twenty of the forty-nine eventshave submitted their debris collection reports, with 18.21 tons collected to date.3. TLAC has submitted to AEP, on behalf of the residents ofSML, a total oftwenty-three (23)debris reports for March, twenty-five (25) debris reports for April, and twenty-two (22) debrisreports for May, with a year to date total of ninety-six (96) reports submitted.4. TLAC has submitted 10 navigation reports to AEP. Phase Three ofTLAC's buoy replacementprogram was completed in April, with the remaining seven buoys being replaced.b. Leesyj lie LakeMs. Shoffner provided the following report:TLAC has submitted to AEP, on behalf of the residents of Leesville Lake, a total of three (3) debrisreports for March, fifteen (15) debris reports for April and ten (10) debris reports for May, for a yearto date total offorty-three (43) reports submitted.9. Reports from the Board and Committeea. Leesville Lake Association - David RivesMr. Rives provided the following report:1. Debris is the biggest issue on Leesville Lake. The Association attempted to have BeautificationDay on June 8th, but due to inclement weather, the cleanup was extended for the weekends of June15th and June 22nd. Drop off points for debris will be at Run Away Bay Ramp on the 15th and Tri-County Marina Ramp and the Leesville Lake Marina ramp on the 22nd.2. On June 8th, a high flow event occurred on the Pigg River, which crested at 18 feet. Mr. Rivesnoted he had a video of the debris if any of the members would like to view it after the meeting.3. AEP/APCo is now working six 10 hour shifts on Leesville Lake with the contractor working part-time as well. The surveys of April and May showed a very significant improvement.4. The Leesville Lake Annual Meeting and the Appreciation Picnic for Beautification Day participantswill be held on July 13,2019.13.a.aPacket Pg. 115Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate b. APCo Report - Neil HolthouserMr. Holthouser provided the following report:1. Aids to Navigation - Spring night survey was conducted in March with no outages.2. Aquatic Vegetation Management Plan - Mr. Holthouser reminded Board members that propertyowners that want to treat aquatic vegetation must apply for a permit through AEP.3. Debris Management Plan - During the month of May, 596 tons of debris were removed from theproject, with 376 tons being removed from Leesville Lake and 220 tons of debris from SmithMountain Lake. From January 2019 through May 2019 a total of 2,177 of debris has been removedfrom the Smith Mountain Project.On June 8th, all three tributaries exceeded their triggers.From the remainder of June, AEP proposed to use two debris removal crews. The Leesville Lakecrew will continue to work six 10 hour days.Funds were provided to both the Take Pride in Smith Mountain Lake event and the Leesville LakeBeautification Day.4. Habitat Management Plan - Appalachian has issued 2 habitat permits to date, with one on SmithMountain and on one Leesville Lake.5. Shoreline Management Plan - Staff still remain available at the SMLA office on Fridays afternoonfor general shoreline management questions and to assistant residents with completion ofapplications.The staff also continues to make contacts and make presentations to owners and special interestgroups to explain background and answer questions about the Shoreline Management Plan.c. Smith Mountain Lake Association Report ^Randy StowIn Mr. Stow's absence, Ms. Smith provided the following report:1. The SMLA Water Monitoring season has started. Volunteers have been trained and they are nowtaking samples.2. The SMLA annual meeting will be held on August 1, 2019, beginning at 6:30 PM at TrinityEcumenical Parish with the program topic being water safety.13.a.aPacket Pg. 116Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate 3. SMLA has been advised that there has been an increase in alcoholic related incidents on the lake.VDGIF advised SMLA that this year's Memorial Day weekend was one of the the busiest MemorialDay weekends seen with regard to boating traffic.In other business, Mr. Camicia questioned where APCo stood on the Navigation Plan for Leesville Lakeand asked that Mr. Holthouser provide a status report on the installation of the navigation markers forsaid take.Mr. Rives also requested that Appalachian please continue to notify the Leesville Lake Association whenan event occurs that will produce low water levels on the lake, or when the schedule for these eventschange.10. AdjournmentChairman Camicia asked if there was any other business to discuss. There being no further business, amotion to adjourn the meeting was requested.Dale Moore made a motion to adjourn the meeting. Frank Rogers seconded the motion. The motioncarried unanimously and the meeting adjourned at 5:05 PM.Respectfully submitted,Pamela G.AIford13.a.aPacket Pg. 117Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate A-2Run date: 10/02/2019 @ 12:28Bus date: 10/02/201958 8152 TLAC - OPERATINGxDEPARTMENT1111-000 SALARIES, REGULAR1122-000 WAGES, PART TIME2111-000 EMPLOYER RETIREMENT CONTRIBUTI2112-000 FICA2113-000 MEDICARE2114-000 GROUP INSURANCE2115-000 MEDICAL/HOSPITALIZATION INS2117-000 EDUCATION-TUITION ASSISTANCE2122-000 HYBRID DISABILITY PLAN2125-000 WORKERS' COMPENSATION3112-000 FISCAL SERVICES3113-000 ATTORNEY SERVICES3114-000 PUBLIC INFORMATION & RELATIONS3115-000 LEGAL SERVICES3116-000 ADVERTISING SERVICES3122-000 CLERICAL SERVICES3123-000 SKILLED SERVICES3134-000 MEDICAL SERVICES3141-000 B & G REPAIR & MAINT SERVICES3142-001 NAVIGATIONAL AID MAINTENANCE3143-000 EQUIPMENT REPAIR & MAINT SVCS3151-000 FREIGHT & EXPRESS SERVICES3152-000 POSTAL SERVICES3153-000 PRINTING SERVICES3161-000 COMPUTER HARDWARE MAINT SVCS3162-000 COMPUTER SOFTWARE NAINT SVCS3164-000 COMPUTER SOFTWARE COSTS3171-000 ORGANIZATION MEMBERSHIPS3172-000 PUBLICATION SUBSCRIPTIONS3173-000 CONFERENCE & EDUCATIONAL SVCS3175-000 EMPLOYEE RECOGNITION3182-000 TRAVEL, PERSONAL VEHICLE3184-000 TRAVEL, SUBSISTENCE & LODGING3185-000 TRAVEL, MEAL REIMBURSEMENTS3186-000 MEETING EXPENSE4128-000 CONTRIB FOR ENVIRON RESEARCH5111-000 ELECTRICAL SERVICE CHARGES5113-000 HATER & SEWER SERVICE CHARGES5114-000 TELECOMMUNICATION SERVICES5114-550 TELECOMMUNICATION SVC-UIRELESS5121-000 GENERAL LIABILITY INSURANCE5153-000 EQUIPMENT RENTALS5154-000 BUILDING RENTALS5163-000 EQUIPMENT INSTALLMENT PURCHASE5197-000 LATE PYMT PENALTY-REOCCURRINGBEDFORD COUNTYDEPARTMENT - BUDGET AND EXPENSESSelect..: A58-XXXX-X-XXXX-XXXGLDPVAR.L10 Page 1Fiscal year thru period ending 09/30/2019MTDEXPENSES3,821.302,784.93282.40413.7496.7650.06789.02.0020.18.00.00.00.00.00.00.00.00.00119.00.0034.22.00.00.0076.50.00.00.0078.99.00.0038.80.00.0079.24.00112.4988.61231.9030.08.00.001,852.57225.00.00YTOEXPENSES11,463.906,205.33847.201,107.97259.11150.182,367.06.0062.90.00.00.00155.0018.50209.25.00.00.001,565.002,375.0091.75.0032.80.00841.50.00.00.00586.68.00.00240.08.00.0094.79.00385.10147.86716.1990.24759.05.007,592.28801.40.00YTDAPPROPRIATION47,600.0032,350.003,518.004,957.001,159.00625.009,469.001,200.00345.0075.008,000.003,000.002,000.00200.002,500.00500.00500.00100.006,500.008,000.002,000.00300.001,500.002,500.007,500.002,500.002,000.00500.001,500.004,000.00800.005,000.001,000.00600.001,500.0015,000.002,000.00700.004,000.001,200.001,200.00600.0023,900.005,000.00100.00AMOUNTAVAILABLE36,136.1026,144.672,670.803,849.03899.89474.827,101.941,200.00282.1075.008,000.003,000,001,845.00181.502,290.75500.00500.00100.004,935.005,625.001,908.25300.001,467.202,500.006,658.502,500.002,000.00500.00913.324,000.00800.004,759.921,000.00600.001,405.2115,000.001,614.90552.143,283.811,109.76440.95600.0016,307.724,198.60100.00%USED24.0819.1824.0822.3522.3624.0325.00.0018.23.00.00.007.759.258.37.00.00.0024.0829.694.59.002.19.0011.22.00.00.0039.11.00.004.80.00.006.32.0019.2621.1217.907.5263.25.0031.7716.03.0013.a.aPacket Pg. 118Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate Run date: 10/02/2019 @ 12:28Bus date: 10/02/201958 8152 TLAC - OPERATINGxDEPARTMENT6111-000 APPAREL SUPPLIES6112-000 OFFICE SUPPLIES6113-000 STATIONERY & FORMS6122-000 GASOLINE-MOTOR VEHICLES/EQUIP6152-000 CUSTODIAL REPAIR & MAINT MATER6163-000 FOOD SERVICE SUPPLIES6173-000 COMPUTER OPERATING SUPPLIES6175-000 PHOTOGRAPHIC SUPPLIES6176-000 RECREATION & PROGRAM SUPPLIES6178-000 MARITIME SUPPLIES8111-000 COMPUTER HARDWARE EQUIPMENT8123-000 VOICE & DATA TRANSMISSION EQUI8151-000 OFFICE FURNITURE8152-000 OFFICE MACHINES8161-000 HOUSEHOLD EQUIPMENT8167-000 NAVI6ATIONAL AID EXPENSE8167-050 NAVIGATION-USCG CONVERSION8172-000 DISPLAY & EXHIBIT EQUIPMENT9990-000 UNASSIGNED OPERATING FUNDSBEDFORD COUNTYDEPARTMENT - BUDGET AND EXPENSESSelect..: A58-XXXX-X-XXXX-XXXGLDPVAR.L10 Page 2Fiscal year thru period ending 09/30/2019MTDEXPENSES.00.00.00.0058.35.00.00.00.00.00.00.0054.65.00.0085.00.00.00.00YTDEXPENSES.00104.29.00.00269.28.0034.99.0019.03.00127.50.00242.50.00.009,542.43.00.00.00YTDAPPROPRIATION500.002,500.00800.00500.00800.00500.002,000.00250.003,000.002,500.008,500.001,000.003,500.00500.00800.0012,000.0041,466.15250.00102,183.18AMOUNTAVAILABLE2,:1,2,2,8,1,3,2,41,102,500.00,395.71800.00500.00530.72500.00,965.01250.00,980.97,500.00,372.50,000.00.257.50500.00800.00,457.57,466.15250.00,183.18%USED.004.17.00.0033.66.001.75.00.63.001.50.006.93.00.0079.52.00.00.00Total Expenditure11,423.7949,506.14403,047.33353,541.1912.2813.a.aPacket Pg. 119Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate Run date: 10/02/2019 @ 12:28Bus date: 10/02/201958 8153 TLAC - PROJECTxDEPARTMENT1122-019 WAGES, PART TIME PUMPOUT GRANT2112-019 FICA - PUMPOUT GRANT2113-019 MEDICARE - PUMP OUT GRANT2125-019 WORKERS' COMPENSATION3115-019 LEGAL SERVICES - PUMPOUT3116-019 ADVERTISING - PUMPOUT3123-011 SKILLED SERVICES-AQ VEG TREAT3134-019 MEDICAL SERVICES - PUMP OUT3153-019 PRINTING SVCS - PUMPOUT GRANT5114-019 TELECOMMUNICATIONS SVCS - PUMP5153-019 EQUIPMENT RENTALS - PUMPOUT6111-019 APPAREL SUPPLIES - PUMP OUT6112-019 OFFICE SUPPLIES-PUMPOUT GRANT6113-019 STATIONERY & FORMS- PUMP OUT S6122-019 GASOLINE6142-019 MEDICAL AND DENTAL SUPPLIES6152-019 CUSTODIAL REPAIR & MAINT MTL -6156-019 VEHICLE R&M MATERALS-PO GRANT6162-019 FOOD AND DIETARY SUPPLIES - PU6178-019 MARITIME SUPPLIES - PUMP OUT9990-000 CAPITAL/PROJECT FUNDS-UNASSIGNTotal ExpenditureBEDFORD COUNTYDEPARTMENT - BUDGET AND EXPENSESSelect..: A58-XXXX-X-XXXX-XXXGLDPVAR.L10 Page 3Fiscal year thru period ending 09/30/2019MTDEXPENSES3,156.04195.6745.77.00.00.00.00.00.00.00.00.00.00.00104.97.00.00.00.0026.98.003,529.43YTDEXPENSES12,442.74771.46180.43.0031.50465.72.0026.00.00273.88.0025.06.00.00349.4018.98.00.0032.87113.40.0014,731.44YTDAPPROPRIATION25,935.001,607.97376.06619.85400.00250.0030,000.00200.00750.00400.00600.00500.00100.0050.00900.00200.00100.001,000.0060.00200.00479,360.97543,609.85AMOUNTAVAILABLE13,492.26836.51195.63619.85368.50(215.72)30,000.00174.00750.00126.12600.00474.94100.0050.00550.60181.02100.001,000.0027.1386.60479,360.97528,878.41%USED47.9847.9847.98.007.88186.29.0013.00.0068.47.005.01.00.0038.829.49.00.0054.7856.70.002.7113.a.aPacket Pg. 120Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate Run date: 10/02/2019 @ 12:28Bus date: 10/02/201958 8154 LEESVILLE LAKExDEPARTMENT1111-000 SALARIES, REGULAR1122-000 WAGES, PART TIME2111-000 EMPLOYER RETIREMENT CONTRIBUTI2112-000 FICA2113-000 MEDICARE2114-000 GROUP INSURANCE2115-000 MEDICAL/HOSPITAL IZATION INS2122-000 HYBRID DISABILITY PLAN2125-000 WORKERS' COMPENSATION3112-000 FISCAL SERVICES3113-000 ATTORNEY SERVICES3114-000 PUBLIC INFORMATION & RELATIONS3116-000 ADVERTISING SERVICES3134-000 MEDICAL SERVICES3141-000 B & G REPAIR & MAINT SERVICES3143-000 EQUIPMENT REPAIR & MAINT SVCS3152-000 POSTAL SERVICES3153-000 PRINTING SERVICES3161-000 COMPUTER HARDWARE MAINT SVCS3162-000 COMPUTER SOFTWARE MAINT SVCS3164-000 COMPUTER SOFTWARE COSTS3171-000 ORGANIZATION MEMBERSHIPS3172-000 PUBLICATION SUBSCRIPTIONS3173-000 CONFERENCE & EDUCATIONAL SVCS3175-000 EMPLOYEE RECOGNITION3182-000 TRAVEL, PERSONAL VEHICLE3184-000 TRAVEL, SUBSISTENCE & LODGING3185-000 TRAVEL, MEAL REIMBURSEMENTS3186-000 MEETING EXPENSE4128-020 CONTRIB FOR LAKE CLEANUP EVENT5111-000 ELECTRICAL SERVICE CHARGES5113-000 WATER & SEWER SERVICE CHARGES5114-000 TELECOMMUNICATION SERVICES5114-550 TELECOMMUNICATION SVCS-UIRELES5121-000 GENERAL LIABILITY INSURANCE5153-000 EQUIPMENT RENTALS5154-000 BUILDING RENTALS6112-000 OFFICE SUPPLIES6113-000 STATIONERY & FORMS6122-000 6ASOLINE-MOTOR VEHICLES/EQUIP6152^000 CUSTODIAL REPAIR & MAINT MATER6153-000 ELECTRICAL REPAIR & MAINT MAT6163-000 FOOD SERVICE SUPPLIES6173-000 COMPUTER OPERATING SUPPLIES6176-000 RECREATION & PROGRAM SUPPLIESBEDFORD COUNTYDEPARTMENT - BUDGET AND EXPENSESSelect..: A58-XXXX-X-XXXX-XXX6LDPVAR.L10 Page 4MTDEXPENSES955.33263.5570.6076.6117.9212.51197.265.04.00.00.00.00.00.0021.006.04.00.0013.50.00.00.00.00.00.00.00.00.00.00.0019.8515.6440.92.00.00.00326.93.00.00.002.9982.77.0043.34.00YTDEXPENSES2,865.!99668.15211.i222.;51.'37.!591.:15.:69.^63.(16.1148.!12.67.19.126.133.1,307.65.2.80239953787200000000750000^19,00.00,50.00.00.00.00.00.00.00.00.00.00.00.96.24.38.00.95.00.72.00.56.00.9982.7743..00.34.00Fiscal year thru period ending 09/30/2019YTD AMOUNT %APPROPRIATION AVAILABLE USED12,000.0015,000.00950.001,800.00,500.00200.002,400.00100.0050.002,000.001,000.00500.00600.00100.00650.00400.00400.00500.00500.00500.00500.00100.00100.00500.00200.002,000.00200.00300.00500.003,500.00400.00200.00500.00600.00600.00500.003,750.00400.00600.00250.00.00.00100.00300.00600.001,9,134.0114,331.85738.201,577.77448.01162.47,808.2284.2850.00',000.00.,000.00500.00530.25100.00587.00383.81400.00500.00351.50500.00500.00100.00100.00500.00200.001,988.00200.00300.00500.003,500.00332.04180.76373.62600.00466.05500.002,442.28400.00534.44250.00(2.99)(82.77)100.00256.66600.0023.!',.'22.;12.:10.-18.;24.115.:11.19.14.129.16.9.25.22.8845293540776672000000006300.69,05.00,00.70.00.00.00.00.00.00.60.00.00.00.00.99.62.28.00.33.0034.87.0010.9314..00.00.00.00.45.0013.a.aPacket Pg. 121Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate Run date: 10/02/2019 @ 12:28Bus date: 10/02/201958 8154 LEESVILLE LAKExDEPARTMENT8111-000 COMPUTER HARDUARE EQUIPMENT8123-000 VOICE & DATA TRANSMISSION EQUI8151-000 OFFICE FURNITURE8152-000 OFFICE MACHINES9990-000 UNASSIGNED OPERATING FUNDSBEDFORD COUNTYDEPARTMENT - BUDGET AND EXPENSESSelect..: A58-XXXX-X-XXXX-XXXGLDPVAR.L10 Page 5Fiscal year thru period ending 09/30/2019MTDEXPENSES.00.00.00.00.00YTDEXPENSES22.50.00.00.00.00YTDAPPROPRIATION600.00200.00500.00200.0020,321.03AMOUNTAVAILABLE577.50200.00500.00200.0020,321.03%USED3.75.00.00.00.00Total Expenditure2,171.806,847.0478,671.0371,823.998.7013.a.aPacket Pg. 122Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate A-3MEMORANDUM^TO: Board of DirectorsFROM: Paula Shoffner, Executive DirectorDATE: November 12, 2019SUBJECT: Consideration of Cooperative Vessel Sewage Pump Out Program for 2020In an effort to assure that a dockside vessel sewage holding tank pump out program isin place at Smith Mountain Lake for the 2020 boating season, the Virginia Departmentof Health (VDH), the Tri-County Lakes Administrative Commission (TLAC) and theSmith Mountain Lake Association (SMLA) are considering a single season agreement torun this program utilizing VDH's equipment.A similar program has been managed through single season agreements betweenTLAC and VDH, and TLAC and SMLA for the past seven years. A comparison of theannual totals for the number of boats, and the affluent pumped, during those sevenseasons is attached for your review.TLAC's Vessel Pump Out Committee and two representatives from the VirginiaDepartment of Health met on September 27th, to review the results of this year'sprogram. Both the SMLA and VDH have expressed interest in running a similarprogram in 2020.The 2020 program has already been approved by the SMLA Board of Directors. Ourdiscussion with VDH indicates that they anticipate approval of the grant funds, which willcover 75% of the program's expenditures. The SMLA will provide the 25% localcontribution match for all operating expenditures.If the Board wishes for TLAC to manage the 2020 Smith Mountain Lake Vessel SewagePump Out Program, the program must be approved. TLAC will need to contribute the25% local contribution match for the project coordination and administration expenditures.Highlights of the 2020 Program include:• The program will be in effect from May 16th, (one weekend prior to Memorial Day)through September 13th, (one weekend past Labor Day)• Total days of operation will be 38 days - Saturdays and Sundays only, except fortwo National holiday weekends when services will be provided for two additionaldays (a Monday will be added to Memorial Day and Labor Day weekend).• Hours of operation wj|l be 8 A.M. to 6 P.M.• This program includes the use of two trucks fqr the pump outs.• TLAC will continue its comprehensive record keeping for the program.13.a.aPacket Pg. 123Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate • All waste collected will be offloaded at a marina dump site at no charge to theprogram.• The program will utilize VDH's two pickup trucks, plus the necessarysupplies/equipment. VDH shall carry the necessary insurance for the equipment.• The equipment will be staffed by five crew members, including one supervisor.• All staff will be part-time, seasonal employees of TLAC/Bedford County.Appropriate employee insurance coverage will apply.• TLAC shall continue to have a Vessel Pump Out Committee.• Dockside pump outs will be managed by the two trucks and will take place at publicmarinas.• The SMLA shall provide all necessary volunteers to coordinate and managecertain aspects of the program through their participation on the TLAC VesselPump Out Committee.• VDH shall provide a grant reimbursement to TLAC of 75% of all approvedprogram expenditures.• SMLA shall provide a local match contribution of 25% to TLAC for any funds(excluding project coordination and administration costs) required for the programthat are not provided through the VDH grant.• TLAC shall provide the 25% local match for project coordination and administrationcosts through its regular operating budget.• TLAC shall have the lead role and the responsibility for the program, includingcertain tasks, oversight and administrative roles.• TLAC shall be responsible for hiring the five (5) seasonal, part-time staffmembers.• Training programs for the staff shall be scheduled and conducted by VDH andTLAC.• Total cost of the 2020 program is anticipated to not exceed $35,000.TLAC must enter into an agreement with the Virginia Department of Health, as well asone with the Smith Mountain Lake Association, for a 2020 program.At the close of the 2020 boating season, the three agencies will review the results of theprogram and determine whether they wish to pursue a similar program in 2021.If the Board concurs, the following motion would be in order:Board member_made a motion to approve the proposedcooperative Vessel Sewage Pump Out Program for 2020 and instructs theExecutive Director to prepare and submit the grant proposal to the VirginiaDepartment of Health.13.a.aPacket Pg. 124Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate SML Vessel Pump Out Program7-Year ComparisonYear2013201420152016201720182019ProgramOperation26 days32 days33 days39 days45 days36 days36 daysTotal Cost ofProgram$ 31,466.57$ 27,812.06$ 28,676.45$ 36,258.88$ 37,395.07$ 27,009.60$ 25,843.36Unique BoatsPumped1129312310371135142iz—z:4 boats had 10 or more pumpouts over the 2019 seasonTotal PumpOuts2132423113864274373751 boat accounted for 15 pumpouts over the 2019 seasonGallons ofEffluentPumped4,5194,5244,9366,2927,0996,8647,480AverageGallons perPumpout21181616171620T:\PumpoutProgram\2019Season\Spreadsheets\ProgramYearComparison201913.a.aPacket Pg. 125Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate A-4MEMORANDUMTO:PREPARED BY:DATE:SUBJECT:Board of DirectorsPaula Shoffner, Executive DirectorNovember 12, 2019^Consideration of Appointment ofSML Environmental CommitteeMembersIt is necessary for the TLAC Board of Directors to appoint new Environmental Committee members.Staff requests that the individuals listed below be appointed to the Environmental Committee throughJanuary 31, 2020. Staff recommends Mr. France and Mr. Perry based on their individual experienceand background. We are confident that they each will prove to be an asset to TLAC as a member ofthe committee.Bob FranceJim PerryIf the Board approves, the following motion would be in order:Board member to make a motion to:• Appoint individuals listed above to the Environmental Committee.These appointments will be through January 31,2020.13.a.aPacket Pg. 126Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate A-5MEMORANDUMTO:PREPARED BY:DATE:SUBJECT:Board of DirectorsPaula Shoffner, Executive DirectorNovember 12, 2019Consideration of Appointment of SML Navigation CommitteeMembersIt is necessary for the TLAC Board of Directors to appoint new Navigation Committee members.Staff requests that the individuals listed below be appointed to the Navigation Committeethrough January 31, 2020. Staff recommends Mr. Cheney and Mr. Sturman based on theirindividual experience and background. We are confident that they will each be an asset toTLAC as a member of the committee.• Eric Cheney• Neil SturmanBoard member to make a motion to:• Appoint individuals listed above to the Navigation CommitteeThese appointments will through January 31,2020.13.a.aPacket Pg. 127Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate A-6MEMORANDUMTO: Board of DirectorsFROM: Paula Shoffner, Executive DirectorDATE: November 12, 2019SUBJECT: Vessel Sewage Pump Out Program for 2019 Final ReportThe 2019 dockside vessel sewage holding tank pump out program at Smith MountainLake was completed on September 14th. This is the 7th year that TLAC has beeninvolved in this cooperative program with the Virginia Department of Health (VDH), andthe Smith Mountain Lake Association (SMLA).The final report for the 2019 Vessel Pump Out Program is attached for your review.Seventy-five percent of the funding for this program was covered through a VDH grant.The remaining 25% is covered by TLAC (project coordination and administrative costs)and the SMLA (operating costs).The program included the use of two trucks, and five employees for the pump outs. Aspart of the program, TLAC utilized comprehensive record keeping of the boats pumped,including the number of times each boat was pumped, and at which location the boatwas pumped.Highlights of the 2019 Program include:• The program ran from one weekend prior to the Memorial Day weekend throughtwo weekends past Labor Day.• Total days of operation were 36 days• Hours of operation were 8 A.M. to 6 P.M.• All waste collected was offloaded at marina dump sites with no charge to theprogram.• Dockside pump outs were conducted by five crew members using two trucksequipped with three portable tanks, and took place on site at public marinas.13.a.aPacket Pg. 128Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate Smith Mountain LakeVessel Pump Out and Education Program2019 Final ReportA cooperative program provided by:Smith Mountain Lake AssociationTri-County Lakes Administrative CommissionVirginia Department of HealthFinal Report Prepared by: Tri-County Lakes Administrative Commission13.a.aPacket Pg. 129Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate IntroductionIn late 2018, the Tri-County Lakes Administrative Commission (TLAC) was asked by the SmithMountain Lake Association (SMLA) and the Virginia Department of Health (VDH) to once againpartner with their organizations for the administration and operation of a sewage pump outprogram on Smith Mountain Lake in 2019. The proposed program would continue to rely on theuse of two trucks to handle the vessel pump outs. TLAC accepted this invitation to partnerwith the two agencies to handle the administration and personnel portions of the program forthe 2019 boating season. TLAC subsequently entered into an agreement with the SMLA, and aseparate agreement with the VDH for the management of this program.OverviewThis program operated from May 18, 2019 through September 15, 2019. TLAC hired fiveseasonal staff members to man the equipment and provide the pump out services. Theseemployees worked each Saturday and Sunday during the period, in addition to a three-dayweekend on Memorial Day.The program operations were regularly reviewed by the TLAC Vessel Pump Out Committee. TheCommittee was made up of two SMLA representatives and two TLAC office staff members. Theadministration, oversight, and recordkeepingforthe program was handled by the TLAC officestaff. The weekend oversight of the pump out operations was handled by SMLA representativeson the Vessel Pump Out Committee.FinancialIn November of 2018, TLAC submitted a grant proposal to the VDH to secure funding for the2019 pump out program. This proposal was approved and provided 75 per cent of the fundingrequired. Grant reimbursement requests were submitted by TLAC to VDH on a regular basisthroughout the program.In addition to program operations, VDH's grant included a 75 per cent share of costs for theadministration of the program. TLAC contributed the local match of 25 per cent for programadministration. Office staff tracked all hours utilized for program oversight and recordkeeping.The SMLA contributed the local match of 25 per cent required for the program operations. Theinitial contribution of $5,143.61 was provided to TLAC in April 2018. A second contribution wasnot required from the SMLA at the end of the program due to program finishing under budget.T:\PumpoutProgram\2019Season\FinalReport\VPOPFinalReportOct2019-Final.docx13.a.aPacket Pg. 130Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate The total known expenditures for this year's Pump Out Program are $25,843.36. VDH's 75 percent of the approved grant costs was $19,532.52. The SMLA's 25 per cent of the approvedgrant program operation costs was $4,947.74. TLAC's 25 per cent of administration costs was$1,363.10.Equipment and OperationsThe equipment utilized for the program included two F-150 Ford pickups equipped with 125-gallon storage tanks plus three 25-gallon manual sewage pumps on dollies. If the number orlocation of requested pump outs did not require the use of a second truck, or if there was astaff shortage, the second truck remained unused on any given day.As many as five TLAC employees (if using both trucks) traveled to Bayside Marina at SmithMountain Lake to board the trucks and visit marinas each workday. The marinas to be visitedwere determined by telephone calls received on a pump out program cellular telephone, andappointments made byTLAC office staff if the calls were received Monday through Thursday.Other appointments were scheduled by the pump out crew leader using the same cellulartelephone during each weekend. Additionally, the employees offered the pump out services toother boaters at the marinas where they were already providing pump outs.The 2019 pump out program serviced boaters at 9 of 12 participating marinas.EducationOne of the program goals was to have the pump out staff members visit with boaters anddistribute program information, promotional items, and pump out service schedules. Duringthe program, 760 people were recorded as being present on the boats at the time pump outstook place. This number is not indicative of the actual number of people educated about thisprogram because many of those individuals were present at more than one pump out, and thuswere counted on numerous occasions.TLAC staff prepared literature and assembled promotional items to be distributed to thoseutilizing the vessel pump out services. The literature prepared included a 2019 SML Pump OutGuide, a handout describing the pump out program's contact information and schedule as wellas informational brochures about No Discharge Zones and boat head basics.T:\PumpoutProgram\2019Season\FinalReport\VPOPFjnalReportOct2019-Final.docx13.a.aPacket Pg. 131Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate Program TotalsThe program operated 17 weeks during the 2019 boating season for a total of 36 days. Duringthe boating season 7,480 gallons of sewage was pumped out through this program, with anaverage of 20 gallons per pump out. One hundred forty-two (142) different boats werepumped out this season. Some of those 142 boats were pumped out multiple times for a totalof 375 pump outs performed.SummaryThe 2019 Pump Out Program, with the partnership between the three agencies/ TLAC, VDH andSMLA worked well, and was successful in preventing the potential release of 7,480 gallons ofraw sewage into Smith Mountain Lake. Starting the program one weekend prior to MemorialDay and extending the program two weekends past Labor Day was well utilized by the boatingcommunity. TLAC continued to collect data this season that had not been gathered in the yearsprior to TLAC's involvement to assist the organizations with determining the viability andnecessity of the program for future years.T:\PumpoutProgram\2019Season\FinalReport\VPOPFinalReportOct2019-Final.docx13.a.aPacket Pg. 132Attachment: 11-12-19 TLAC BD Agenda Packet (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate Minutes of General Members Meeting, Leesville Lake Association, October 12, 2019, Altavista Train Station Call to order: 10:30 a.m. by President, Dave Rives Present: Richard Beaton, J. W. Burton, Gerry Caprario, Tony Capuco, Phyllis Garlick, Joe Humphrey, Mary Loiselle, Tracy Pauley, Dave Rives, Dannie Smith, Dave Waterman, Chip Zimmerman Absent: Frank Podrebarac Members Present: 33 members were present. Non-Members Present: 6 non-members Special Guests: Pittsylvania County Supervisor and TLAC Representative, Ben Farmer and Pittsylvania County Economic Development Director, Matt Rowe Quorum: Yes Agenda: Dave asked for a motion to approve the agenda as written for the October 12, 2019 General Members meeting. Motion: Tracy made a motion to approve the agenda. Gerry seconded. All approved. Introductions: Dave Rives started introductions. All Board members gave a brief intro and all members introduced themselves. Treasurer’s Report: M. Loiselle emailed the Treasurer reports ending 9/30/19 to the Board Members. Mary reported that after sending out invoices and follow-up postcards for dues to 250 members, 200 have paid. The 2019/2020 budget was approved at the July meeting. She provided copies for those interested. Dave asked for a motion to approve the Treasurer’s reports as submitted. Motion: Tracy made the motion to approve the Treasurer’s Report as submitted. Gerry seconded. All approved. Special Speakers: Dave R. introduced the speakers, Ben Farmer and Matt Rowe. They were open and honest concerning their knowledge about Leesville Lake and thankful for all the comments and questions from the members. Committee Reports: Beautification Day: Dannie reported the total amount of debris collected at the 4 (four) Beautification Days we had this year. Calendars: Phyllis announced that the 2020 calendars were available and for sale for $10. She asked that anyone wanting a calendar to see Mary or herself. She reminded everyone to continue to send in photos for 2021. Debris: Dave R. reported that the committee continues to review APCo’s monthly reports and comments as appropriate. The committee is still participating in the monthly lake inspections. The committee’s focus remains on ensuring APCo’s compliance with their FERC license. The main issues at this time being: the impact on LVL from the Pigg River and how that can be minimized, potential for additional skimmer on the lake, and pressure to get more contractor time on LVL. He stated that between the Lake Crew and the contractors, 165 tons of debris was removed from the lake in September primarily between MM6 and MM16. A reported total of debris removed from LVL for the year is 2,882 tons. For October, the plan is to use two crews: One primarily between MM8 and MM12 and the second on the Blackwater River for a total of 22 days. The crew on LVL will continue to work 6-10 hours a day at this time contingent upon the weather, additional debris loading, lake elevations, contractor availability, etc. Navigation: Joe reported that three hazard buoys (shoals and rocks) were in place and functioning well under all conditions since being installed. He and Richard Hardie conducted a survey inspecting the remaining 8 hazards previously identified as well as an additional hazard identified on the latest published lake map near MM15. Of the remaining hazards, 6 are located in Bedford County. These will be the next candidates for buoys. GPS coordinates have been compiled and paperwork will soon be submitted to TLAC for approval. Upon their survey at M15, there is a very 13.a.b Packet Pg. 133 Attachment: 10-12-19 TLAC (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate Representative; Dave Ri) large submerged stump and a smaller one just below the surface with the lake level at approximately the 605 elevation and suggests all boaters be very cautious when navigating around MM15. He provided a spreadsheet summarizing the status of the LVL Hazard Buoys. Water Safety: Gerry reported that there have not been any accidents on the lake. Water Quality: Tony reported the this month will conclude the water monitoring efforts for this year and the efforts on the Pigg River will conclude in early November. The health of the lake remains good but due to the recent drought and high temperatures, low oxygen content has resulted quite close to the surface. Hopefully rain and mixing will alleviate this situation. The Water Quality Committee has been monitoring the health of the Pigg River. They have monitored 12 sites from Rocky Mt. to LVL showing high concentrations of E. coli bacteria. This season they expanded their investigation to determine host species for the bacteria in the Pigg. They have notified government agencies of the analysis and are working with them to identify and rectify the problem. Results from additional sampling sites closer to LVL should be available in a couple of weeks. Old Business: Dave R. reminded the members that after the Board members are elected at the July General Members meeting, the Board then elects the Officers. The present Officers volunteered to remain in those positions for another year and were re-elected to another term. They are: Dave Rives, President, Tracy Pauley, Vice-President, Phyllis Garlick, Secretary, and Mary Loiselle, Treasurer. New Business: Tracy informed the members that the TLAC representative needed to be elected for the 2020 year. He asked if there were any nominations from the floor. Tracy reported that Dave R. had agreed to serve another year. Motion: Tracy made the motion to accept Dave Rives as the TLAC representative from the Leesville Lake Association for the 2020 year. Phyllis seconded. All approved. Dave R. announced that after the meeting is adjourned, all members were invited to stay for a pizza lunch provided by Peace of Pie. Member Meeting Adjourn: Motion: Tony made a motion to adjourn the member meeting. Phyllis seconded. All approved. The next meeting is a Board meeting at the Altavista Library on November 14, 2019 at 6:30 pm. 13.a.b Packet Pg. 134 Attachment: 10-12-19 TLAC (1826 : Appointment: Ratification of TLAC's Election of its Leesville Lake Associate Representative; Dave Ri)