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09-17-2019 Work Session - DRAFT September 17, 2019 Work Session Pittsylvania County Board of Supervisors Work Session September 17, 2019 VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors was held on September 17, 2019, in the Main Conference Room, County Administration Building, Chatham, Virginia 24531. Mr. Davis, Chairman, 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 4:15 PM Tim R. Barber Supervisor - Tunstall District Present 4:01 PM Elton W. Blackstock Supervisor - Staunton River District Present 4:25 PM Ben L. Farmer Supervisor - Callands-Gretna District Present 4:24 PM Ronald S. Scearce Supervisor - Westover District Present 4:00 PM Robert W. "Bob" Warren Supervisor - Chatham-Blairs District Present 3:59 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 Closed Session from Economic Development Committee for Project Emotion. RESULT: ADOPTED [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 APPROVAL OF AGENDA Motion to approve Agenda. RESULT: ADOPTED [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 PRESENTATIONS a. Old Calland's Post Office Restoration Presentation (Contact: Supervisor Farmer); (Presenter: Mr. Aaron); (10 minutes) Board of Supervisors September 17, 2019 Work Session Mr. Aaron briefed the Board on the current restoration of the Old Calland's Post Office. Mr. Farmer would like for Staff to reach out to the Historic Society and this be a joint effort with everyone working together. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Welcome Signs Update (Staff Contact: Mark W. Moore); (10 minutes) Mark Moore briefed the Board on the County’s Welcome Sign Program. There are twelve (12) welcome signs located throughout the County. Four (4) of those locations are under contract, with eight (8) signs still available. The landscaping is designed and installed by Health Landscaping. The current sponsors under contract include Blair Construction, Centra Health, Farm Bureau, and Mountain View Farms. There are three (3) different tier locations: US 29 Corridor is $5,000 per site annually, other major highways are $4,000 per site annually, and secondary roads are $2,000 per site annually. b. Discussion of Board's Recognition Policy (Staff Contact: Kaylyn M. McCluster); (10 minutes) Mrs. McCluster reviewed the proposed revisions to the Board’s Recognition Policy. These changes will allow a better definition of which recognition to be provided and still allow students and others to be recognized at the Board's desire. c. Cherrystone and Roaring Fork Dams Rehabilitation Update (Staff Contact: Richard N. Hicks); (10 minutes) Mr. Hicks stated for the past several months County Staff, the Town of Chatham, and the Pittsylvania Soil and Water Conservation District have been meeting with Federal and State Officials on the Supplemental Watershed Plans for the Cherrystone and the Roaring Fork Lake Dams. Amendments were sought in the Agreements to clarify that approval of the Plans did not mandate future funding by the Plan Sponsors. Mr. Blackstock stated there needs to be public access to these lakes. d. Potential Amendment to PCC § 6-3.1 Update (Staff Contact: J. Vaden Hunt, Esq.); (10 minutes) Mr. Hunt stated this item is just an update to the County Code to copy the State Code regarding Pittsylvania County Code (“PCC”) § 6-3.1, Local County Tax Exemption. This will be on the Business Meeting Agenda for the Board to authorize County Staff to advertise the proposed revisions to PCC § 6-3.1, Local County Tax Exemption, for a Public Hearing for potential action at the October Business Meeting. e. Economic Development Committee Recommendations (Staff Contact: David M. Smitherman); (10 minutes) Mr. Smitherman stated the Economic Development Committee met this afternoon and there was a Resolution and Memorandum of Understanding (“MOU”) provided to the Committee to provide water service to the Southern Virginia Mega Park at Berry Hill. The MOU is still in Draft form, and the requested action at the Business Meeting is approval of the Resolution to Board of Supervisors September 17, 2019 Work Session authorize the County Administrator to execute the MOU between the County, City, RIFA, and the PCSA when it is finalized. f. Discussion of Concealed Weapon Permit Application Fee (Supervisor Blackstock); (10 minutes) Mr. Blackstock stated he had several citizens express their concerns regarding the concealed weapon permit application fee. Upon research, it seems that most surrounding localities are in line with what the County is charging, except for three (3). Mr. Scarce, Clerk of Court, was present and requested the Board not change the fee associated with the application. He stated the amount of work that goes into these applications is far more than the fee that is assessed. Mr. Scearce commended Mr. Scarce and his Office on their hard work and professionalism each time he has interacted with them. Mr. Blackstock stated upon the research and Mr. Scarce’s comments, he is fine leaving the fee as is. Mr. Davis agreed with Mr. Blackstock. BUSINESS MEETING DISCUSSION ITEMS CLOSED SESSION Motion to enter Closed Session. The Board entered Closed Session at 5:32 PM. 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 a. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community. (Staff Contact: David M. Smitherman) (1) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Projects AF, Uniform, 500, and Emotion Purpose: Discussion of Prospective Businesses/ Economic Development Updates RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION a. Closed Session Certification (Staff Contact: J. Vaden Hunt, Esq.) The Board returned to Open Session at 6:26 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 September 17, 2019, the Board hereby certifies by a recorded vote that to the best of each Board of Supervisors September 17, 2019 Work Session 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 Charles H. Miller, Jr. Yes Ronald S. Scearce Yes Robert W. Warren Yes ADJOURNMENT Mr. Davis adjourned the Meeting at 6:27 PM.