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03-17-2020 Work Session - DRAFT March 17, 2020 Work Session PITTSYLVANIA COUNTY BOARD OF SUPERVISORS WORK SESSION MARCH 17, 2020 VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors was held on March 17, 2020, at the Chatham Community Center, 115 South Main Street, Chatham, Virginia 24531. Robert (“Bob”) W. Warren, 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 Robert ("Bob") W. Warren Chairman - Chatham Blairs District Present 3:51 PM Ronald S. Scearce Vice-Chairman - Westover District Present 4:05 PM Joe B. Davis Supervisor - Dan River District Present 4:28 PM Timothy W. Dudley Supervisor - Staunton River District Present 4:25 PM Ben L. Farmer Supervisor - Callands-Gretna District Present 4:00 PM William ("Vic") Ingram Supervisor - Tunstall District Present 4:06 PM Charles H. Miller, Jr. Supervisor - Banister District Present 4:37 PM AGENDA ITEMS TO BE ADDED Motion to add Closed Sessions as items 8(b): Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel (1) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject: County/Sheriff Cooperative Agreement Purpose: Consultation with Legal Counsel Regarding County Sheriff Cooperative Agreement (2) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject: Pittsylvania County Code § 35-50 Purpose: Consultation with Legal Counsel Regarding Potential Code Revision (3) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject: Delta Response Team General Contract for Services Purpose: Consultation with Legal Counsel Regarding Delta Response team General Contract for Services (4) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject: Potential Violation of County’s Fiscal Policy Purpose: Consultation with Legal Counsel Board of Supervisors March 17, 2020 Work Session RESULT: ADOPTED [UNANIMOUS] MOVER: Ronald S. Scearce, VIce-Chairman - Westover District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram ABSENT: Miller APPROVAL OF AGENDA Motion to approve Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Ronald S. Scearce, Vice-Chairman - Westover District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram ABSENT: Miller PRESENTATIONS a. SCS Broadband Update (Contact: Clay Stewart); (15 minutes) Clay Stewart, SCS Broadband, was present to update the Board on the SCS Broadband Project in the County. He stated they have lost money due to Chinese Tariffs but have not passed that cost onto any of their consumers. Regardless of the situation with the radio shortages and the previous radios that will no longer be able to be used as of April, 14, 2020, Mr. Stewart assured the Board that SCS will continue to provide services to all customers and will continue to expand as long as they can. Even if there is a total shutdown, SCS has confirmed it will still be able to get gas and other items that are needed. Mr. Stewart also apologized for the lack of Grant Reporting, since it is new to him but assured the Board it would henceforth receive a report at the beginning of each month. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Monthly Department Spotlight (Treasurer); (Staff Contact: Vincent Shorter); (15 minutes) The Honorable Vincent Shorter, Treasurer, presented the Monthly Department Spotlight for his Office. He stated, of the 131 total localities in Virginia, the Treasurer’s Association Accreditation put his County Office in the top half. As part of the accreditation process, offices must successfully pass an outside audit with no findings of material weakness. Accreditation also requires proof of continuing education, written policies in place for areas such as personnel, customer service, and delinquent collections. Mr. Shorter’s Office currently has four (4) Certified Employees, with three (3) more on track to be certified by the end of the year. Having Certified Personnel allows the Treasurer’s Office to receive more State funding. His Office conduct two (2) Real Estate auctions per year. In 2019, there were two (2) auctions selling eighteen (18) parcels of land. These auctions resulted in $127,704.15 being remitted to the Board of Supervisors March 17, 2020 Work Session Circuit Court as excess funds. There has been a total of $121,243.56 recovered in excess funds from auctions over the past four (4) years. b. Building Maintenance Request (Pittsylvania County Community Action); (Staff Contact: Richard N. Hicks); (10 minutes) Richard N. Hicks, Deputy County Administrator, stated there was a significant sewer problem at the Pittsylvania County Community Action (“PCCA”) building. PCCA currently leases this building from the County for $200 per month. Mr. Warren suggested deferring this item to the Finance or Property and Building Committees. BUSINESS MEETING DISCUSSION ITEMS None. CLOSED SESSION a. Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body (Staff Contact: J. Vaden Hunt, Esq.) (1) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: Pittsylvania County Service Authority (“PCSA”) Purpose: Discussion of Board’s PCSA Appointees b. Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel (1) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject: County/Sheriff Cooperative Agreement Purpose: Consultation with Legal Counsel Regarding County/Sheriff Cooperative Agreement (2) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject: Pittsylvania County Code § 35-50 Purpose: Consultation with Legal Counsel Regarding Potential Code Revision (3) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject: Delta Response Team General Contract for Services Purpose: Consultation with Legal Counsel Regarding Delta Response Team General Contract for Services (4) Legal Authority: Virginia Code § 2.2-3711(A)(8) Board of Supervisors March 17, 2020 Work Session Subject: Potential Violation of County’s Fiscal Policy Purpose: Consultation with Legal Counsel Motion to enter Closed Session. The Board entered Closed Session at 5:45 PM RESULT: ADOPTED [UNANIMOUS] MOVER: William "Vic" Ingram, Supervisor - Tunstall District SECONDER: Charles H. Miller, Supervisor - Banister District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller RETURN TO OPEN SESSION AND CLOSED SESSION CERTIFICATION a. Closed Session Certification The Board returned to Open Session at 6:54 and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CLOSED MEETING CERTIFICATION BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors (the “Board”) on March 17, 2020, the Board hereby certifies by a recorded vote that to the best of each 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 Board 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 Joe B. Davis Yes Timothy W. Dudley Yes William (“Vic”) Ingram Yes Ben L. Farmer Yes Charles H. Miller, Jr. Yes Ronald S. Scearce Yes Robert (“Bob”) W. Warren Yes ADJOURNMENT Mr. Warren adjourned the Meeting at 6:55 PM.