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06-16-2020 Work Session - FINALJune 16, 2020 Work Session PITTSYLVANIA COUNTY BOARD OF SUPERVISORS WORK SESSION June 16, 2020 VIRGINIA: The Pittsylvania County Board of Supervisors’ (“Board”) Work Session was held on June 16, 2020, in the Gallery Room of 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 Board Members were present: CALL TO ORDER (4:30 PM) Attendee Name Title Status Arrived Robert ("Bob") W. Warren Chairman - Chatham Blairs District Present 4:12 PM Ronald S. Scearce Vice-Chairman - Westover District Present 4:13 PM Joe B. Davis Supervisor - Dan River District Present 4:15 PM Timothy W. Dudley Supervisor - Staunton River District Present 4:11 PM Ben L. Farmer Supervisor - Callands-Gretna District Remote 4:11 PM William ("Vic") Ingram Supervisor - Tunstall District Present 4:11 PM Charles H. Miller, Jr. Supervisor - Banister District Present 4:17 PM Mr. Farmer participated remotely via phone from 328 West Sandpiper Terrace, Nags Head, North Carolina 27959. AGENDA ITEMS TO BE ADDED APPROVAL OF AGENDA Motion to approve Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Joe B. Davis, Supervisor - Dan River District SECONDER: Ronald S. Scearce, Vice-Chairman - Westover District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller PRESENTATIONS a. Department Head Spotlight (Solid Waste); (Staff Contact: Richard N. Hicks); (30 minutes) Mr. Hicks was the Department Head Spotlight for June and updated the Board on County Solid Waste Operations. There are a couple contracts that are bringing extra waste and, more importantly, extra revenue to the Landfill. Mr. Scearce asked if this extra tonnage will require any additional employees, but Mr. Hicks does not believe it will take a lot of additional personnel. The extra revenue will go towards the costs of closing and opening new cells. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. CARES Act Application Process Discussion (Staff Contact: David M. Smitherman); (15 minutes) Mr. Smitherman briefed the Board on the Coronavirus Relief Fund (“CRF”). The County was granted $5.3M and this fund will be used to respond and mitigate issues related to COVID-19. County Staff will be focusing on response mitigation and technology upgrades. Mr. Warren would like to be notified of the approved applications for the use of this money before those decisions are made public. BUSINESS MEETING DISCUSSION ITEMS Mr. Smitherman stated the following four (4) items that will need to be added to the Board’s Business Meeting Agenda: (1) Motion made during the Finance Committee to allow the Sheriff to release $120,000 for vehicles and utilize returned vacancy savings money; (2) Recommendation from Finance Committee that all Agencies receiving greater than $5000 from the County annually submit an I-990 form and two (2) Agencies being selected at random for a yearly audit, paid for by the County; (3) $290,000 of COVID funds be approved to use for defibrillators; and (4) PCSA Amended County/PCSA Service Agreement. Motion to forward items to the Business Meeting. RESULT: ADOPTED [UNANIMOUS] MOVER: Timothy W. Dudley, Supervisor - Staunton River District SECONDER: Ronald S. Scearce, VIce-Chairman - Westover District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller CLOSED SESSION 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. (1) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: Board of Assessors (“BOA”) Purpose: Discussion of Potential BOA Appointees Motion to enter Closed Session. The Board entered Closed Session at 5:05 PM. RESULT: ADOPTED [UNANIMOUS] MOVER: William "Vic" Ingram, Supervisor - Tunstall District SECONDER: Joe B. Davis, Supervisor - Dan River 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 6:02 PM 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 June 16, 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 Ben L. Farmer Yes William “Vic” Ingram Yes Charles H. Miller, Jr. Yes Ronald S. Scearce Yes Robert W. “Bob” Warren Yes ADJOURNMENT Mr. Warren adjourned the Meeting at 6:04 PM.