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08-20-2019 Business Meeting - DRAFT August 20, 2019 Business Meeting Pittsylvania County Board of Supervisors Business Meeting August 20, 2019 VIRGINIA: The Business Meeting of the Pittsylvania County Board of Supervisors was held on August 20, 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 6:49 PM Charles H. Miller Vice Chairman - Banister District Present 6:52 PM Tim R. Barber Supervisor - Tunstall District Present 6:52 PM Elton W. Blackstock Supervisor - Staunton River District Present 6:54 PM Ben L. Farmer Supervisor - Callands-Gretna District Present 6:53 PM Ronald S. Scearce Supervisor - Westover District Present 6:48 PM Robert W. "Bob" Warren Supervisor - Chatham-Blairs District Present 6:54 PM AGENDA ITEMS TO BE ADDED APPROVAL OF AGENDA Motion to approve Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Charles H. Miller, Vice Chairman - Banister District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren CONSENT AGENDA Motion to approve Consent Agenda. 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 a. Minutes: June 24, 2019 Economic Development Committee Meeting; July 16, 2019 Finance Committee, Work Session, and Business Meeting; August 14, 2019 Finance Committee, Legislative Committee, and Called Meeting (Staff Contact: Kaylyn M. McCluster) b. RIFA Local Performance Agreement; Gefertec (Staff Contact: David M. Smitherman) c. County/DPCS Jail Medical Billing Evaluation MOU Approval (Staff Contact: Kimberly G. Van Der Hyde) Board of Supervisors August 20, 2019 Business Meeting d. Transfer Ownership of Canine Partner, Marvel (Contact: Sheriff Taylor) e. Resolution # 2019-08-01 SVMP Enhancement (Staff Contact: Matthew D. Rowe) f. Resolution # 2019-08-02 Library Expansion Support (Staff Contact: Lisa W. Tuite) g. Resolution # 2019-08-03 PCPL's 80th Anniversary (Staff Contact: Lisa W. Tuite) h. Resolution # 2019-08-04 Tunstall High School FFA (Supervisor Barber) i. Resolution # 2019-08-05 Logan Mills (Supervisor Farmer) j. Resolution # 2019-08-06 SkillsUSA (Supervisor Warren) k. Resolution # 2019-08-07 Chatham High School Baseball (Supervisor Warren) ITEMS REMOVED FROM CONSENT AGENDA PRESENTATIONS a. Tunstall High School FFA (Supervisor Barber) Staff and students from Tunstall High School’s FFA were present to accept Resolution # 2019- 08-04. b. Logan Mills (Supervisor Farmer) Logan Mills was present to accept Resolution # 2019-08-05. c. Pittsylvania Career and Technical Students (Supervisor Warren) Staff and students from the Pittsylvania Career and Technical Center were present to accept Resolution # 2019-08-06. d. Chatham High School Baseball Team (Supervisor Warren) Staff and students from Chatham High School's Baseball Team were present to accept Resolution # 2019-08-07. e. Library 80th Anniversary Ms. Lisa Tuite and Members of the Library Board were also present and accepted Resolution # 2019-08-03 in recognition of the Library’s 80th Anniversary. HEARING OF THE CITIZENS None. PUBLIC HEARINGS Rezoning Public Hearings Case 1: Public Hearing: Rezoning Case R-19-022 Daly & Others; Chatham-Blairs Election District; R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (Staff Contact: Gregory L. Sides); (Supervisor Warren) Board of Supervisors August 20, 2019 Business Meeting Mr. Davis opened the Public Hearing at 7:39 PM. An attorney for the property was present to represent the Petition. No one signed up to speak and Mr. Davis closed the Public Hearing at 7:41 PM. Motion to rezone 0.94 of an acre from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (to consolidate with the adjacent A-1 land (family farm)). 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 Case 2: Public Hearing: Rezoning Case R-19-023 Maxey Properties, LLC; Tunstall Election District; A-1, Agricultural District, to R-1, Residential Suburban Subdivision District, R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (Staff Contact: Gregory L. Sides); (Supervisor Barber) Mr. Davis opened the Public Hearing at 7:42 PM. Jessica and Brandon Driver were present to represent the Petition. No one signed up to speak and Mr. Davis closed the Public Hearing at 7:44 PM. Motion to rezone 0.169 of an acre from A-1, Agricultural District, to R-1, Residential Suburban Subdivision District, and also to rezone 0.168 of an acre from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (to combine with the adjacent parcels; they are swapping property lines.). RESULT: APPROVED [UNANIMOUS] MOVER: Tim R. Barber, Supervisor - Tunstall District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren Other Public Hearings 1. Public Hearing: Disposition of Publicly Owned Property (Ford) (Staff Contact: J. Vaden Hunt, Esq.) Mr. Davis opened the Public Hearing at 7:46 PM. No one signed up to speak and Mr. Davis closed the Public Hearing at 7:49 PM. Ford Brothers LLC has offered to swap land with the County that will mutually benefit both parties. It is proposed that the County would be gifted property (at no cost) by Ford Brothers LLC located at the Old Chatham Middle School, containing a portion of a soccer field currently being used by an active local soccer club. In exchange, it is proposed that Ford Brothers LLC would be gifted two (2) lots in the Ringgold Community by the County (at no cost). Said lots were recently gifted to the County (at no cost) by their owner for taxation avoidance purposes. This matter was duly and legally advertised in the Chatham Star Tribune. Board of Supervisors August 20, 2019 Business Meeting Motion to authorize the transfer of ownership of the identified property to Ford Brothers LLC, contingent on Ford Brothers LLC’s transfer of ownership of the property at the Old Chatham Middle School containing a portion of the soccer field to the County at no cost. 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 2. Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van Der Hyde) Mr. Davis opened the Public Hearing at 7:50 PM. No one signed up to speak and Mr. Davis closed the Public Hearing at 7:52 PM. Mrs. Van Der Hyde stated that Virginia Code § 15.2-2507 states that “Any locality may amend its budget to adjust the aggregate amount to be appropriated during the current fiscal year as shown in the currently adopted budget as prescribed by section 15.2-2504. However, any such amendment which exceeds one percent of the total expenditures shown in the currently adopted budget must be accomplished by publishing a notice of a meeting and a public hearing once in a newspaper having general circulation in that locality at least seven days prior to the meeting date.” An advertisement of this Budget Amendment appeared in the Chatham Star Tribune on August 7, 2019, which satisfies the seven (7)-day requirement. Motion to approve the appropriation of the Budget Amendments totaling $1,905,487.56 to the FY2020 County Budget as presented. RESULT: APPROVED [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 UNFINISHED BUSINESS NEW BUSINESS a. FY20 PSAP Education Grant (Staff Contact: Christopher C. Slemp) Mr. Slemp was present and stated the PSAP Grant Program is a multi-million-dollar Grant Program (the “Program”) administered by the Virginia 9-1-1 Services Board. The purpose of the Program is to financially assist Virginia primary PSAPs with the purchase of equipment and services that support the continuity and enhancement of wireless E-911. The Education Grant is to fund additional education opportunities for 911 Centers. The County received $3,000 annually from this Grant in FY20. In FY21, the County will have an opportunity to receive up to $3,000 as well. Board of Supervisors August 20, 2019 Business Meeting Motion to authorize the County to apply for the PSAP Grant Program as presented. RESULT: APPROVED [UNANIMOUS] MOVER: Tim R. Barber, Supervisor - Tunstall District SECONDER: Ronald S. Scearce, Supervisor - Westover District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren b. Rescue Squad Assistance Fund Grant (Staff Contact: Christopher C. Slemp) Mr. Slemp stated the Rescue Squad Assistance Fund (“RSAF”) allows EMS Agencies to apply for equipment and vehicles twice a year. The next deadline is September 15, 2019. With the increasing cost of using Delta Response Team (“DRT”) ambulances, County Staff wishes to pursue funding for an ambulance that DRT could presently operate in the County’s Hurt area. County Staff wishes to pursue an ambulance and EMS equipment Grant in the current grant cycle (September). The Board approved this same Grant application attempt last year, but the Grant was not awarded. This is a second attempt. The Grant award date is January 1, 2020, with twelve (12) months to acquire the ambulance and spend the funds. Motion authorizing County Staff to pursue the Rescue Squad Assistant Fund Grant as presented. 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 c. Pet Center Grants/Carryover Appropriations (Staff Contact: Kimberly G. Van Der Hyde) Mrs. Van Der Hyde stated that Mr. James McLaughlin, Pet Center Director, has been working diligently to secure Grants to help offset Pet Center operational costs. To that end, he has been successful in obtaining three (3) Grants totaling $81,254. The first Grant is from PETCO in the amount of $75,000 and will be used primarily for the Community Spay/Neuter Program. This Grant will also cover Pet Center medical supplies, outreach/advertising efforts, animal transportation costs, and building upgrades. The second Grant is from the Roper Foundation in the amount of $5,984, and will be used to purchase Pet Center supplies and provide animal medical care. The third Grant is from the St. Hubert’s Animal Welfare Center in the amount of $270, and will be used to help with the Community Spay/Neuter Program and animal vaccinations. In addition to the above-Grants, a total of $405 has been received from owners of dogs deemed dangerous dogs in the County by the local Courts. These funds were received in 2019 and have not been previously appropriated by the Board. Motion to appropriate a total of $81,254 to the Grants Fund and $405 to the Veterinary Expense Fund as presented. Board of Supervisors August 20, 2019 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Charles H. Miller, Vice Chairman - Banister District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren d. FEMA Public Assistance Appropriations (Hurricane Michael) (Staff Contact: Kimberly G. Van Der Hyde) Mrs. Van Der Hyde stated the County recently received an award notification from the Commonwealth of Virginia Department of Emergency Management for FEMA public assistance to cover damages and County manpower efforts experienced during Hurricane Michael. The total amount to be received by the County totals $17,985.21, which consists of $14,349.91 of Federal Funds and $3,635.30 of State Funds. Motion to accept the FEMA public assistance funds from the Commonwealth of Virginia Department of Emergency Management in the amount of $17,985.21, and appropriate the funds as presented. RESULT: APPROVED [UNANIMOUS] MOVER: Robert W. "Bob" Warren, Supervisor - Chatham-Blairs District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren e. MVP Grant for Public Safety Appropriation (Staff Contact: Kimberly G. Van Der Hyde) Mrs. Van Der Hyde stated that recently the County received a check in the amount of $5,000 from MVP Pipeline as a Public Safety Grant. Said Grant will be used by the County’s Public Safety Department to purchase public safety software to improve the Fire Marshal’s field technology and Reporting Program, as well as improve its hazardous materials response capabilities. Motion to accept the MVP Pipeline Grant, and appropriate a total of $5,000 to the Grants Fund as presented. RESULT: APPROVED [UNANIMOUS] MOVER: Tim R. Barber, Supervisor - Tunstall District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren f. 2019 Year End Budget Amendments (Staff Contact: Kimberly G. Van Der Hyde) Mrs. Van Der Hyde stated each year, Departmental/Fund Budgets are reviewed to determine if sufficient Budget amounts exist to cover expenses until year-end. Most of these items are bookkeeping entries required by the County’s Auditors. Board of Supervisors August 20, 2019 Business Meeting Motion to appropriate a total of $760,882.31, and approve the suggested Budget transfers for the County and categorical changes for the School Board for the FY2019 Budget. 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 APPOINTMENTS a. Appointment: Pittsylvania County Service Authority (Supervisor Scearce) Motion to appoint Hugh Mitchell to the Pittsylvania County Service Authority to fulfill an unexpired term ending on December 31, 2022 for the Westover District. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Supervisor - Westover District SECONDER: Charles H. Miller, Vice Chairman - Banister District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren MATTERS FROM WORK SESSION (IF ANY) a. Approval of Legislative Committee Recommendations (Staff Contact: J. Vaden Hunt, Esq.) Mr. Hunt stated on August 14, 2019, the Board’s Legislative Committee unanimously recommended proposed revisions to Pittsylvania County Code §2-22, Running at Large Restrictions in Designated Areas, for a Public Hearing and potential related action at the Board’s September Business Meeting. Motion authorizing County Staff to advertise the proposed revisions to Pittsylvania County Code §2-22, Running at Large Restrictions in Designated Areas, for a Public Hearing and potential related action at the Board’s September Business Meeting. 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 b. Approval of Finance Committee Recommendations (Staff Contact: Kimberly G. Van Der Hyde) Mrs. Van Der Hyde stated the Finance Committee held a Meeting on August 14, 2019. Matters requiring full Board approval include the following: (1) the FY2019 Budget Carryover Requests; (2) the establishment of a Fire & Rescue Capital Reserve Fund; and (3) Funding for Rescue 1 Board of Supervisors August 20, 2019 Business Meeting repairs. (1) A recommendation was made to the Finance Committee by Mr. Smitherman, County Administrator, to approve a carryover total of $1,905,487.56, which included a total of $1,366,422 of School Carryovers, a total of $150,000 for an additional School Appropriation, and $359,065.56 of County Carryovers. These funds would come from unspent fund balance from FY2019. The Finance Committee unanimously voted to recommend the approval of these carryover requests to the full Board after tonight’s related Public Hearing. (2) The Finance Committee unanimously voted to recommend to the full Board the establishment of a Fire & Rescue Capital Reserve Fund. Funding for this new Capital Fund totaling $17,215.75, would come from unspent volunteer contributions and are included in the Carryover requests in item #1. (3) A request was made by Mr. Slemp, Public Safety Director, to appropriate Public Safety stale Grant funds to cover the cost of repairs to Rescue 1. This appropriation of totals $17,001.11 and needs to be approved by the Board to cover this expense. Motion to approve the Finance Committee recommendations as presented. 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 BOARD MEMBER REPORTS Mr. Scearce thanked Mr. Spain, DSS Director, for briefing the County on money that will be refunded to the County. Mr. Warren reminded everyone of the Blairs Community Day that will be held on the upcoming Saturday. He also congratulated the school system in meeting every benchmark that was set by the State on the SOL's. Mr. Davis recognized the school system and thanked all County Staff. COUNTY ADMINISTRATOR REPORTS Mr. Smitherman praised and thanked the Pet Center Staff for being well on their way to meeting their financial goals for this fiscal year. He also thanked and congratulated the Children’s Services Agency on receiving a flawless Audit. ADJOURNMENT Mr. Davis adjourned the Meeting at 8:18 PM.