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02-19-2019 Business Meeting Minutes - FINALFebruary 19, 2019 Business Meeting Pittsylvania County Board of Supervisors Business Meeting February 19, 2019 VIRGINIA: The Business Meeting of the Pittsylvania County Board of Supervisors was held on February 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 6:40 PM Charles H. Miller Vice Chairman - Banister District Present 6:39 PM Tim R. Barber Supervisor - Tunstall District Present 6:41 PM Elton W. Blackstock Supervisor - Staunton River District Present 6:39 PM Ben L. Farmer Supervisor - Callands-Gretna District Present 6:40 PM Ronald S. Scearce Supervisor - Westover District Present 6:38 PM Robert W. "Bob" Warren Supervisor - Chatham-Blairs District Present 6:39 PM Also in attendance were Mr. David M. Smitherman, County Administrator; Mr. J. Vaden Hunt Esq., County Attorney; Mr. Gregory L. Sides, Assistant County Administrator for Planning & Administration; Mr. Richard N. Hicks, Assistant County Administrator for Operations; Mrs. Kimberly G. VanDerHyde, Director of Finance; and Mrs. Kaylyn M. McCluster, Deputy Clerk. AGENDA ITEMS TO BE ADDED Motion to add under Matters from Work Session as item 14c; White Fall Farms; Landfill Tire Fee Reduction. 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 APPROVAL OF AGENDA Motion to approve Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Robert W. "Bob" Warren, Supervisor - Chatham-Blairs District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren CONSENT AGENDA Motion to approve Consent Agenda. Board of Supervisors February 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: January 15, 2019, Finance Committee Meeting; January 15, 2019, Work Session and Business Meeting; January 28, 2019, Legislative Committee Meeting; February 4, 2019, Economic Development Committee Meeting and Property/Building Committee Meeting; and February 12, 2019, Animal Welfare Committee Meeting (Staff Contact: Kaylyn M. McCluster) PRESENTATIONS Mr. Davis called the Board to the front of the Courtroom for special recognition of Mr. Warren and presented to him a plaque for his service as Chairman over the past two (2) years. a. Department of Social Services Update (Staff Contact: David M. Smitherman); (Presenter: Christopher Spain) Mr. Spain was present and updated the Board about local Department of Social Services issues. HEARING OF THE CITIZENS Debra Gauldin, Callands-Gretna District, expressed her concerns about money going from CSA savings to the Animal Shelter. She suggested seeing if the local schools needed the money instead. PUBLIC HEARINGS Rezoning Public Hearings None Other Public Hearings None UNFINISHED BUSINESS None NEW BUSINESS a. Resolution # 2019-02-01: Kylewood Court VDOT Resolution Adoption (Staff Contact: J. Vaden Hunt, Esq.) Kylewood Court is currently a privately-maintained road in the County’s Chatham-Blairs Magisterial District. Its residents have requested the County assist them in requesting the Virginia Department of Transportation (“VDOT”) take Kylewood Court into the State Roadway System for maintenance purpose. Said Resolution has been approved by VDOT. Motion to approve the adoption of Resolution # 2019-02-01 as presented. Board of Supervisors February 19, 2019 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Robert W. "Bob" Warren, Supervisor - Chatham-Blairs District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren b. Resolution # 2019-02-02: Gretna Fire and Rescue Merger Resolution Approval (Staff Contact: Christopher C. Slemp) Currently, the Gretna Rescue Squad is the licensed EMS Agency for the Gretna area. Recently, the Gretna Fire Department and the Gretna Rescue Squad have agreed to merge their operations. This merger will be of benefit to Gretna citizens and give both entities more trained volunteers. Currently, the Gretna Fire Department has nine (9) members in EMT class. For this merger to move forward with the Virginia Office of EMS, a Resolution from the Board approving the merger is required. Said Resolution will allow the newly merged Agency to apply for a State EMS license up to the level of Advanced Life Support Transport. Motion to approve the Gretna Fire Department and Gretna Rescue Squad Merger Resolution as presented. RESULT: APPROVED [UNANIMOUS] MOVER: Ben L. Farmer, Supervisor - Callands-Gretna District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren c. Resolution # 2019-02-03: VIR RIFA Adoption (Staff Contact: David M. Smitherman) Halifax County, Virginia, requested that the County and the City of Danville, Virginia, consider entering into negotiations to form a Regional Industrial Faculties Authority (“RIFA”) to jointly invest in infrastructure improvements to the Virginia International Raceway (“VIR”). Additionally, said proposed RIFA would jointly market and share in revenue generated by the VIR Industrial Park. Virginia Code § 15.2-6400 authorizes two (2) or more Counties or Cities to develop a RIFA Motion to approve Resolution # 2019-02-03 and authorize County Staff to commence negotiating a proposed agreement to develop a RIFA and the required corresponding revenue sharing agreement for the proposed governing bodies involved. 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 d. Resolution # 2019-02-04: Oakhill Road Relocation Resolution Adoption (Staff Contact: Gregory L. Sides) At the recent Economic Development Committee Meeting, the Committee directed County Staff draft a Resolution indicating that the Board would support the future relocation and/or Board of Supervisors February 19, 2019 Business Meeting abandonment of the southern portion of Oak Hill Road that traverses through the Southern Virginia Megasite at Berry Hill, should such action be needed to accommodate the location of a large Tier 1 manufacturer Mr. Barber asked about the road being relocated and not abandoned. Mr. Warren stated because of the amount of traffic on the road, the goal is to reroute and not abandon. Mr. Scearce stated that he spoke with David Hoback with the West Piedmont Planning District and he believes there will be some funding available. Motion to approve Resolution # 2019-02-04 as presented. RESULT: APPROVED [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 e. CEDS Economic Development Projects Priority List Approval (Staff Contact: Gregory L. Sides) Mr. Sides stated that each year, the County works with the West Piedmont Planning District Commission in developing a list of projects to be included in the regional Comprehensive Economic Development Strategy (“CEDS”). This project list has been reviewed by Matthew Rowe, Director of Economic Development, and the Board’s Economic Development Committee Motion to approve the proposed CEDS Priority Projects list and authorize the County Administrator to send the list and required EDA submittal letter to the West Piedmont Planning District Commission to be incorporated into their Regional 2019/2020 CEDS Update. RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Robert W. "Bob" Warren, Supervisor - Chatham-Blairs District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren f. Danville Regional Foundation Grant Appropriation; Wayside Park (Staff Contact: Kimberly G. Van Der Hyde) Mrs. VanDerHyde stated that the County Recreation Department was recently awarded a Grant from the Danville Regional Foundation (“DRF”) totaling $15,000. Said Grant is being awarded by DRF to support a Master Plan for the Wayside Park Project located in Hurt, Virginia. There is no local match for this Grant, but the intention is to provide $150,000 of local funds over a two (2)-year period to help fund the Wayside Park Project. A total of $72,000 has already been budgeted in the FY2019 County Budget for said purpose. Motion to accept the DRF Grant in the amount of $15,000 for the Wayside Park Project, and appropriate these funds to the FY2019 County Budget. Board of Supervisors February 19, 2019 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren APPOINTMENTS a. Appointment: DSS Board; Banister District (Contact: Supervisor Miller) Juanita Clark (“Clark”) was appointed to serve on the County’s Department of Social Services (“DSS”) Board at the January Board Meeting. Due to personal reasons, Clark is unable to fulfill her term and there needs to be a representative appointed for the Banister District to fulfill the unexpired term that expires in July of 2021 Motion to appoint Lee Cameron as the Banister representative to the County’s DSS Board to fill an unexpired term that expires in July of 2021. RESULT: APPROVED [UNANIMOUS] MOVER: Charles H. Miller, Vice Chairman - Banister District SECONDER: Ronald S. Scearce, Supervisor - Westover District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren b. Appointment: West Piedmont Planning District Commission; Gregory L. Sides (Staff Contact: Supervisor Farmer) The County has a vacant position on the West Piedmont Planning District Commission. Supervisor Farmer recommends the appointment of Gregory L. Sides to the West Piedmont Planning District Commission. Motion to appoint Gregory L. Sides to the West Piedmont Planning District Commission. RESULT: APPROVED [UNANIMOUS] MOVER: Ben L. Farmer, Supervisor - Callands-Gretna District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren MATTERS FROM WORK SESSION (IF ANY) a. Legislative Committee Recommendations (Staff Contact: J. Vaden Hunt, Esq.) J. Vaden Hunt, Esq., County Attorney, and/or Gregory L. Sides, Assistant County Administrator, presented the Legislative Committee’s (“LC”) recommendations to the full Board at the Work Session earlier today from the January 28, 2019, Legislative Committee Meeting on the following: (1) Elderly/Indigent Tax Exemption Proration (Hunt); (2) Land Use Application Law Filing (with Penalty); (Hunt); Board of Supervisors February 19, 2019 Business Meeting (3) Hylton Rezoning (to be initiated by BOS); (Hunt); (4) Animal Public Nuisance Ordinance; (Hunt); and (5) Dilapidated Structure Removal Matrix (Sides). Motion to approve the Legislative Committee’s recommendations as presented as authorize Staff to advertise for the Public Hearings to be held at the March Business Meeting. RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ronald S. Scearce, Supervisor - Westover District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren b. Pet Center Budget Approval (Staff Contact: Kimberly G. Van Der Hyde) Mrs. VanDerHyde stated the County recently assumed the operational duties of the Pet Center from the Lynchburg Humane Society. As such, a budget is required to ensure that adequate funding exists to cover Pet Center costs for the remainder of FY 2019. James McLaughlin, Pet Center Manager, submitted the six (6)-month Pet Center Budget covering the period of January 1, 2019 through June 30, 2019. Mr. McLaughlin made a presentation to the Animal Welfare Committee on Tuesday, February 12, 2019, to explain the State requirements of operating an animal shelter, to discuss the budgetary needs of the Pet Center, and share exiting news about the valuable partnerships that will help the Pet Center succeed. County Staff recommends the Board approve the attached Budget as presented, and approve the transfer of funds from the Animal Services Budget (in the amount of $75,000) and from the CSA Local Pool Program Budget (in the amount of $362,831). Motion to approve the attached Pet Center Budget as presented in the amount of $437,831, and approve the transfers as listed. RESULT: APPROVED [4 TO 3] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ronald S. Scearce, Supervisor - Westover District AYES: Davis, Miller, Scearce, Warren NAYS: Barber, Blackstock, Farmer c. White Fall Farms; Landfill tire fee reduction During the Work Session, Mr. Blackstock brought to the Board's attention a matter of tires along a piece of leased property at the White Fall Farms in the Banister District. Motion to allow Mr. Aubrey J. Nuckols to deliver tires from White Fall Farm in the Banister District to the County Landfill to be disposed of by the County for only the County's cost of tire disposal. Board of Supervisors February 19, 2019 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren BOARD MEMBER REPORTS Mr. Barber thanked the County, community, and Board for everything done for him and his family during the recent loss of his mother. Mr. Blackstock thanked the Board for allowing his dream to come true at Wayside Park. He stated he attended the Hurt Fire Department annual banquet Saturday night, and commended the volunteers for their hard work and what they do. Mr. Farmer stated the SR RIFA recently held their first Meeting and being a part of that and seeing the collaborative effort the County has put forth sends a powerful message and being able to meet with the School Board and speak openly and listen to what each other has to say and being able to work together really makes a big impact and says a lot about the Board Members in a positive way. Dr. Miller thanked Mr. Blackstock for bringing the tire issue up for the gentleman in his district. Mr. Scearce invited everyone to the Friends of NRA banquet. Mr. Warren echoed Mr. Farmer's comments on the collaborative effort and everyone working together in trying to move the County in the proper direction. Mr. Davis thanked Mr. Bumper and Mr. Boyd for their technological assistance. He also thanked numerous County Staff for their hard work and his fellow Board Members. COUNTY ADMINISTRATOR REPORTS Mr. Smitherman echoed Mr. Blackstock’s statements on the Wayside Park Project. He stated the project began as a repair mission and since has become a showpiece for the County. He also mentioned the employee satisfaction survey presentation was made at the earlier Work Session, and the leadership team is plotting a method to develop a course for improvement in the workplace. He stated that Mr. Hicks presented a Solid Waste Pilot Program update and it seems that what we are doing is working, but some things will be tweaked for cost and efficiency. Mr. Smitherman also spoke on the Budget and the unforeseen costs over the last year. He also mentioned that he had been in contact with Mr. Slemp about the upcoming weather for our area and there would be a two (2) hour delay for county offices tomorrow morning due to weather. ADJOURNMENT Mr. Davis adjourned the Meeting at 8:14 PM. __________________________________________ Joe B. Davis, Chair Pittsylvania County Board of Supervisors __________________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors