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01-27-2020 Business Meeting Minutes - DRAFT January 27, 2020 Business Meeting Pittsylvania County Board of Supervisors Business Meeting January 27, 2020 VIRGINIA: The Business Meeting of the Pittsylvania County Board of Supervisors was held on January 27, 2020, in the Pittsylvania County General District Courtroom, Edwin R. Shields Courthouse Addition, Chatham, Virginia 24531. Chairman, Robert W. Warren, Chatham-Blairs District, 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 Robert W. "Bob" Warren Chairman - Chatham Blairs District Present 6:30 PM Ronald S. Scearce VIce-Chairman - Westover District Present 6:32 PM Joe B. Davis Supervisor - Dan River District Present 6:30 PM Timothy W. Dudley Supervisor - Staunton River District Present 6:32 PM Ben L. Farmer Supervisor - Callands-Gretna District Present 6:33 PM William "Vic" Ingram Supervisor - Tunstall District Present 6:30 PM Charles H. Miller Supervisor - Banister District Present 6:28 PM AGENDA ITEMS TO BE ADDED Mr. Hunt stated County Staff requests item 7b to be removed from the Consent Agenda. Motion to add the following items to the Agenda under Matter from the Work Session: 1.) CPMT Attendance Report Acceptance 2.) Public Hearing authorization for annual tax Code Change 3.) County Community Cat Program Policy 4.) Resolution # 2020-01-04 relating to support of HB 480 5.) Public Hearing authorization solid waste fine escalation system 6.) Budget Calendar 7.) Rescue Squad Grant 8.) Sheriff’s Letter transmittal regarding Medicaid process for County inmates 9.) Fire and Rescue Commission Stipend RESULT: ADOPTED [UNANIMOUS] MOVER: Ben L. Farmer, Supervisor - Callands-Gretna District SECONDER: Timothy W. Dudley, Supervisor - Staunton River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller APPROVAL OF AGENDA Motion to approve Agenda with additions Board of Supervisors January 27, 2020 Business Meeting RESULT: ADOPTED [UNANIMOUS] MOVER: Charles H. Miller, Supervisor - Banister District SECONDER: Ronald S. Scearce, VIce-Chairman - Westover District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller CONSENT AGENDA Motion to approve Consent Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Joe B. Davis, Supervisor - Dan River District SECONDER: William "Vic" Ingram, Supervisor - Tunstall District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller a. Minutes Approval (Staff Contact: Kaylyn M. McCluster) b. Resolution # 2020-01-01 Adoption (Equal Taxing Authority for Counties); (Staff Contact: Kaylyn M. McCluster) c. Resolution # 2020-01-02 Adoption (Equal Taxing Authority for School Boards); (Staff Contact: Kaylyn M. McCluster) d. VDOT Wayside Park Grant Acceptance (Staff Contact: Mark W. Moore) e. County Owned Property Upon Employment Separation Policy Adoption (Staff Contact: Kaylyn M. McCluster) f. Personnel Changes Approval (Staff Contact: David M. Smitherman) g. Cooperative Agreement Approval (Staff Contact: Holly E. Stanfield) ITEMS REMOVED FROM CONSENT AGENDA h. CPMT, SR RIFA, and DPC RIFA Appointments Ratification (Staff Contact: Kaylyn M. McCluster) PRESENTATIONS a. Appreciation Plaque Presentation (Supervisor Davis); (Contact: Board of Supervisors) Mr. Warren presented a plaque to Mr. Davis in appreciation of his time and dedication for his time as 2019 Board Chairman. b. Walkway of Honor Donation Request Presentation (Presenter: Joyce French) Joyce French presented information to the Board regarding the Walkway of Honor Sponsorship Initiative. The purpose of this is to gain recognition for Southside Virginia and veterans by sponsoring the Walkway of Honor at the Virginia War Memorial. She requested the Board of Supervisors support this initiative and consider making a donation similar to those that other Board of Supervisors January 27, 2020 Business Meeting localities have made to this cause. HEARING OF THE CITIZENS Joshua Jennings, Tunstall District, operates Guns and Ammo Business, and he voiced his concerns on his constitutional rights and the Second Amendment. He also requested the Board to consider reducing the concealed weapons permit fee. He stated that militias are already forming within the County and other counties as well. Frank Chambers, Tunstall District, also voiced his concerns on Second Amendment rights. He stated that he traveled to Richmond to voice his concerns there as well. PUBLIC HEARINGS Other Public Hearings 1. Public Hearing: PCC Chapter 2 (Animals and Fowl) Revisions (Staff Contact: James P. McLaughlin) Mr. Warren opened the Public Hearing at 7:33 PM. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:34 PM. The proposed revisions to Chapter 2 of the Pittsylvania County Code (Animals and Fowl) are primarily updates to match current Virginia Code. Most of the proposed revisions bring the PCC current with Virginia Code required animal hold times. The Public Hearing was advertised in the Star Tribune on January 15, 2020, and January 22, 2020. Motion to approve the Pittsylvania County Code Chapter 2 revisions as presented. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, VIce-Chairman - Westover District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller NEW BUSINESS a. Mid-Year Budget Adjustments Approval (Staff Contact: Kimberly G. Van Der Hyde) Ms. Van Der Hyde stated during the County Budget process, estimates are made for expenditure refunds in certain funds. When expenditure refund amounts exceed these estimates, additional appropriations are needed. The County has also received Grants and other donations that need to be appropriated as well. These types of appropriations are reviewed on a bi-annual basis and brought to the Board for approval. Motion to appropriate a total of $75,441.52 as presented. Board of Supervisors January 27, 2020 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Ben L. Farmer, Supervisor - Callands-Gretna District SECONDER: Timothy W. Dudley, Supervisor - Staunton River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller b. Work Force Investment Board Grant Appropriation (Staff Contact: Kimberly G. Van Der Hyde) Mrs. Van Der Hyde stated the Workforce Investment Board (“WIB”) recently received an award notification from the Harvest Foundation for a Grant in the amount of $1,079,727.75. This is a three (3)-year Grant to be used for a Program entitled “Guided Career Exploration” which is a Program dedicated to impacting the lives of young adults in such a way that they reengage with positive life outcomes and steady work while simultaneously inspiring the County's local business community to see the immense potential in area young people and make strides to tap into that segment of our workforce. Motion to appropriate a total of $1,079,727.75 to the WIA Fund to cover expenses for the ‘Guided Career Exploration’ Program.” RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, VIce-Chairman - Westover District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller APPOINTMENTS a. Planning Commission Appointment (Nathan Harker); (Supervisor Dudley) Motion to appoint Nathan Harker to the Planning Commission as the Staunton River District Representative for a term beginning on January 27, 2020, and expiring on October 31, 2021. RESULT: APPROVED [UNANIMOUS] MOVER: Timothy W. Dudley, Supervisor - Staunton River District SECONDER: William "Vic" Ingram, Supervisor - Tunstall District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller b. DSS Board Appointment (Bob Carlberg); (Supervisor Dudley) Motion to appoint Bob Carlberg to the DSS Board as the Staunton River District Representative for a 4 (four)-year term beginning on January 27, 2020, and ending on January 2024. Board of Supervisors January 27, 2020 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Timothy W. Dudley, Supervisor - Staunton River District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller c. CPMT Alternate Appointment (David Gusler); (Staff Contact: Cheryl J. Boswell) Motion to appoint David Gusler to the CPMT Board as an alternate for Ms. Karavanic. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, VIce-Chairman - Westover District SECONDER: Timothy W. Dudley, Supervisor - Staunton River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller MATTERS FROM WORK SESSION (IF ANY) 1. CPMT Attendance Report Acceptance Motion to accept CPMT Attendance Report and accept the letter from Monica Karavanic. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, VIce-Chairman - Westover District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller 2. Public Hearing Authorization for Annual Tax Code Change Motion to authorize the conducting of a Public Hearing at the February Board of Supervisors’ Business Meeting to consider implementation of proposed revisions to the Pittsylvania County Code as recommended by Treasurer Shorter relating to changing the annual tax due in the County and other changes relating to outdated licensing fees. RESULT: APPROVED [UNANIMOUS] MOVER: Timothy W. Dudley, Supervisor - Staunton River District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller 3. County Community Cat Program Policy Motion to adopt the new County Community Cat Policy as presented. Board of Supervisors January 27, 2020 Business Meeting RESULT: APPROVED [6 TO 1] MOVER: Ronald S. Scearce, VIce-Chairman - Westover District SECONDER: Charles H. Miller, Supervisor - Banister District AYES: Warren, Scearce, Davis, Dudley, Farmer, Miller NAYS: Ingram 4. Resolution # 2020-01-04 relating to support of HB 480 Motion to adopt Resolution # 2020-01-04 relating to support of HB 480 regarding Enhanced Retirement Benefits for 911 Dispatchers. RESULT: APPROVED [UNANIMOUS] MOVER: William "Vic" Ingram, Supervisor - Tunstall District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller 5. Public Hearing authorization solid waste fine escalation system Motion to authorize the conducting of a Public Hearing at the February Board of Supervisors’ Business Meeting to consider revisions to Pittsylvania County Code Section 17-21 relating to the potential inclusion of a Solid Waste Fine Escalation System. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, VIce-Chairman - Westover District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller 6. Budget Calendar Motion to approve the FY2020-2021 County Budget Calendar. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, VIce-Chairman - Westover District SECONDER: William "Vic" Ingram, Supervisor - Tunstall District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller 7. Rescue Squad Grant Motion to approve the contract to Vest Sales and Service in the amount of $290,502.25, and to appropriate a total of $261,957.60 to the Grants fund and approve a transfer of $70,743 from the Contingency Fund to the Grants Fund to satisfy the local match requirement. Board of Supervisors January 27, 2020 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: William "Vic" Ingram, Supervisor - Tunstall District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller 8. Sheriff's Letter transmittal regarding Medicaid process for County inmates Motion to direct the County Administrator to send the enclosed letter to the Sheriff concerning the Medicaid reimbursement process for County inmates. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, VIce-Chairman - Westover District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller 9. Fire and Rescue Commission Stipend Motion to approve a monthly stipend of $150 per member per month for the Fire Commission with the stipulation that members attend at least one (1) meeting per month to be eligible for the stipend. RESULT: APPROVED [6 TO 1] MOVER: Ronald S. Scearce, VIce-Chairman - Westover District SECONDER: William "Vic" Ingram, Supervisor - Tunstall District AYES: Warren, Scearce, Davis, Dudley, Ingram, Miller NAYS: Farmer BOARD MEMBER REPORTS Mr. Farmer stated there have been three (3) structure fires recently and he wanted to reach out and recognize the volunteers and the families that have been affected by these tragedies. Mr. Ingram stated he is in support of the Second Amendment, and if he had been on the Board when the Resolution was approved, he definitely would have been in support of that also. Mr. Scearce stated his appreciation to those who came out in support of the Second Amendment. The NRA Banquet will be held on the February 27, 2020. The Funds will go to shooting programs in the area such as the Boy Scouts. He also stated the Fire Commission has a lot of work ahead of them and the stipend is going to be very beneficial for them. Mr. Dudley highlighted Isaiah Griffin as the local hero who went back into the burning house to rescue his nephews. Mr. Warren welcomed Mr. Ingram and Mr. Dudley to their first Board Meeting and stated he is looking forward to serving with them on this Board. Mr. Warren also complimented Mr. Moore for his accomplishments at Wayside Park and his hard work. He thanked the citizens for coming out in support of the Second Amendment and encouraged everyone to get out and vote. Mr. Warren also thanked Mr. Davis for his service as 2019 Board Chairman. COUNTY ADMINISTRATOR REPORTS Board of Supervisors January 27, 2020 Business Meeting Mr. Smitherman stated the Budget requests are being reviewed and things are continuing to be tight. Growth is slow in the County and expenses are increasing. The goal is still to keep the tax rates the same and not have an increase except potentially during the years when there is a reassessment. He also congratulated Mr. Slemp on the Ambulance Grant and expressed his appreciation to all County leaders. The Employee Satisfaction Survey results are trending upwards and came back better than last year and he is looking forward to continued success. ADJOURNMENT Mr. Warren adjourned the Meeting at 8:07 PM.