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05-14-2019 Work Session Minutes - DRAFT May 14, 2019 Work Session Pittsylvania County Board of Supervisors Work Session May 14, 2019 VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors was held on May 14, 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 4:24 PM Charles H. Miller Vice Chairman - Banister District Absent Tim R. Barber Supervisor - Tunstall District Absent Elton W. Blackstock Supervisor - Staunton River District Present 4:28 PM Ben L. Farmer Supervisor - Callands-Gretna District Present 4:23 PM Ronald S. Scearce Supervisor - Westover District Present 4:23 PM Robert W. "Bob" Warren Supervisor - Chatham-Blairs District Present 4:22 PM Also in attendance were Mr. J. Vaden Hunt Esq., County Attorney; Mr. Gregory L. Sides, Assistant County Administrator for Planning & Administration; Mr. Richard N. Hicks, Assistant County Administrator for Operations; and Mrs. Kaylyn M. McCluster, Deputy Clerk. AGENDA ITEMS TO BE ADDED/REMOVED Motion to remove item 5a., Go Virginia Robotic Grant Match Funding Request Discussion, from the Agenda, and add, under Staff Reports, Website Refresh and Radio Tower Change Order Discussion. RESULT: ADOPTED [UNANIMOUS] MOVER: Robert W. "Bob" Warren, Supervisor - Chatham-Blairs District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Davis, Blackstock, Farmer, Scearce, Warren ABSENT: Miller, Barber APPROVAL OF AGENDA Motion to approve Agenda. Board of Supervisors May 14, 2019 Work Session RESULT: ADOPTED [UNANIMOUS] MOVER: Robert W. "Bob" Warren, Supervisor - Chatham-Blairs District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Davis, Blackstock, Farmer, Scearce, Warren ABSENT: Miller, Barber PRESENTATIONS a. VDOT Secondary Six-Year Plan Discussion (Staff Contact: Gregory L. Sides); (30 minutes) Mr. Jay Craddock, (VDOT), was present to receive feedback from the Board about which roads they would like to see included in the Secondary Six (6)-Year Plan for the County. Mr. Blackstock stated he would like to see Pocket Road put on the list. Mr. Warren stated it looked like they could possibly put six (6) of those roads on the Plan. Mr. Farmer questioned the Districts that the roads were located in. Mr. Craddock responded with the following: Oliver’s Lane - Dan River; Friendly Drive, Brushy Mountain Road, Berry Road, Victoria Road, Hawkins Road, Oxford Road, Brown Road, and Craddock Lane - Callands-Gretna; Ponderosa Road - Tunstall District; and Pocket Road - Staunton River. Mr. Farmer stated he would like to include Friendly Drive, because it has been on there a number of years and Mr. Davis asked for the Oliver’s Lane connection. There was consensus of the Board to include Friendly Drive, Oxford Road, Pocket Road, and Oliver’s Lane in the Secondary Six-Year Plan for the County. Mr. Craddock will bring those back for approval at the Board’s June Business Meeting. b. Library Feasibility Study Update (Staff Contact: Lisa W. Tuite); (15 minutes) Mr. Gil Entzminger provided the Board with an update from the Library Feasibility Study. His Presentation can be found on the County’s website at <https://www.pittsylvaniacountyva.gov/>. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Building and Property Committee Update (Staff Contact: Richard N. Hicks); (10 minutes) Mr. Hicks gave a brief update to the Board regarding the Courts and Jail Facilities Update that was presented by Moseley Architects at the May 2, 2019, Property/Building Committee Meeting. He stated there was discussion about building a smaller jail off-site, but unfortunately the County does not have enough property for this at the current time. There is a Meeting scheduled with the Sheriff and the Judge to go over this Report on May 23, 2019. There will also be a formal Presentation made to the full Board at the June 18, 2019 Meeting. Moseley Architects will then finalize their Report and present to the Board at the July 16, 2019 Meeting. He also stated the County was approached by Roy Ford requesting for the County to purchase a small piece of Board of Supervisors May 14, 2019 Work Session property located on the Old Blair’s School soccer field. There is also the possibility of a citizen donating two (2) parcels of land to the County due to her living in Washington and no longer wanting the property. It is anticipated that a swap of the properties could take place between the gifted land and Mr. Ford’s property. There will be a Public Hearing held at the June 18, 2019, Meeting to take care of this. b. Pet Center Update (Staff Contact: James P. McLaughlin); (10 minutes) Mr. McLaughlin was present and gave a brief update to the Board on the Pet Center. He stated they have a 92% live release for the year so far. Adoptions are not as high as they would like but they have partnered with the Virginia Federation of Humane Societies, which they are now a Board of Supervisors May 14, 2019 Work Session member, and are very pleased. The total in Grants which includes in-care donations, such as donated food, totals $24,800 during the first four (4) months. They have received over $9,000 in cash donations from the public. They have surpassed the $50,000 fundraising goal for the first six (6) months. The Pet Center has reduced the number of full-time employees and increased part-time employees, which has helped the fixed costs. Mr. McLaughlin also provided the below handout to the Board which outlines upcoming fundraisers for the Pet Center. c. Website Refresh (Staff Contact: Scott Budd) Scott Budd, Director of Information Technology, was present to give a brief overview of the Board of Supervisors May 14, 2019 Work Session County’s website refresh. Mr. Farmer suggested that the County into an add-on for the County’s website that would allow the County to have an app for smartphones in order for citizen to easily access the County’s information. d. Radio Tower Change Order Discussion (Staff Contact: Richard N. Hicks) Mr. Hicks stated that construction has begun on the Callands and Old Mayfield radio towers. As a part of this Project, Harris will be adding additional equipment to the Kentuck Radio Tower (“Kentuck Tower”) behind Kentuck Middle School. After the bids were awarded, the County was contacted by AT&T, and it expressed an interest in leasing space on the Kentuck Tower. To move forward, County Staff required AT&T to perform a structural analysis of the tower and provided it information on the additional equipment being installed by the County. After completing the structural analysis, it was determined that the Kentuck Tower did not meet the new loading requirements for the County’s new equipment or for AT&T’s proposed equipment. Shortly thereafter, the County was contacted by Verizon about leasing space on the Kentuck Tower. AT&T revised its structural analysis to include the Verizon equipment. None of the equipment meets the current loading requirements. AT&T hired a firm to design a set of plans and specifications to modify the footings and loadings for the Kentuck Tower that would result in said Tower meeting the loading specifications for the County, AT&T, and Verizon’s equipment. The Company that completed the plans and specifications for the Kentuck Tower improvements was from North Carolina. County Staff contacted the Company about pricing the improvements, but our Purchasing Director had concerns with their lack of knowledge of Virginia Procurement standards. County Staff discussed putting the Project out for bids, which would be a long process, and the County Staff would still need an Engineer to manage the Project and sign-off on plans and specifications that were completed by another firm. The selection of an engineering firm would again be a long process. The County’s intent is to have all of this work completed during the construction phase of the two (2) new Towers, so Harris Communications can complete its installation of the equipment at the same time. A bidding process would not fit into that time line. Black & Veatch is the current general contractor for the construction of the two (2) Towers. County Staff contacted Black & Veatch and asked if it was willing to take those plans and specifications, review them, and provide the County with a cost to have its current contractors perform the work by Change Order. Black & Veatch has submitted the Change Order in the amount of $191,200. County Staff has advised AT&T and Verizon that Kentuck Tower modifications will be necessary, and that the County will require each Party to pay one-third (1/3) of the cost of said modifications. Both seem to be in agreement, contingent upon the final cost. If the other Parties determine that a Tower Space Lease is not in its best interests, the Kentuck Tower modifications would be the County’s sole financial responsibility. County Staff is in the process of attempting to secure the execution of a Kentuck Tower Cost Sharing Agreement. Mr. Blackstock asked if this met the Procurement Policy, and Mr. Hicks stated that Ms. Gibson may not agree that it does. Mr. Blackstock suggested amending the Motion for the night’s Business Meeting contingent upon legal verification of compliance with the Virginia Public Procurement Act. Board of Supervisors May 14, 2019 Work Session e. Other Reports BUSINESS MEETING DISCUSSION ITEMS ADJOURNMENT Mr. Davis adjourned the Meeting at 6:09 PM.