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07-21-2020 Business Meeting - DRAFT July 21, 2020 Business Meeting Pittsylvania County Board of Supervisors Business Meeting July 21, 2020 VIRGINIA: The Business Meeting of the Pittsylvania County Board of Supervisors was held on July 21, 2020 in the Gallery Room, Chatham Community Center, 115 South Main Street, Chatham, Virginia 24531. Robert (“Bob”) W. Warren, Chairman, 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 ("Bob") W. Warren Chairman, Chatham Blairs District Present 6:35 PM Ronald S. Scearce Vice-Chairman, Westover District Present 6:36 PM Joe B. Davis Supervisor, Dan River District Present 6:36 PM Timothy W. Dudley Supervisor, Staunton River District Present 6:34 PM Ben L. Farmer Supervisor, Callands-Gretna District Present 6:36 PM William ("Vic") Ingram Supervisor, Tunstall District Present 6:35 PM Charles H. Miller Supervisor, Banister District Present 6:37 PM AGENDA ITEMS TO BE ADDED Motion to add the following items to the Agenda: Under Matters from Work Session: a. FY20 Year End Report and Budget Adjustments b. FY21 Budget Adjustments and Carryover Requests c. FY21 Capital Appropriations d. Coronavirus Relief Fund (CRF) Application Review e. Fire and Rescue Commission Recommendations: Emergency Funding Requests f. Fire and Rescue Commission Recommendations: Annual Service Agreements g. Fire and Rescue Commission Recommendations: Volunteer Agency Annual Reporting Requirements h. Sheriff Longevity-Based Salary Adjustment Under New Business: Resolution #2020-07-05 Board of Supervisors July 21, 2020 Business Meeting 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, 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, Miller CONSENT AGENDA Motion to approve Consent Agenda. Mr. Farmer stated item k, Telework Policy, shows employees how much we care. Employees will have a tough time with scheduling and children going back to school. This shows the progressiveness of the County. RESULT: ADOPTED [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 a. Minutes Approval (Staff Contact: Kaylyn M. McCluster) b. Resolution # 2020-07-01 Support for Southside Economic Development Tobacco Commission Loan Application for AEP Megasite Transmission Line Relocation Adoption (Staff Contact: Matthew D. Rowe) c. Resolution # 2020-07-02 (Smart Scale Applications Support) Approval (Staff Contact: Emily S. Ragsdale) d. 2020 Year End Budget Amendments Approval (Staff Contact: Kimberly G. Van Der Hyde) e. Budget Appropriation Resolution Revisions Approval (Staff Contact: Kimberly G. Van Der Hyde f. County/IDA Audit Cost Sharing MOU Approval (Staff Contact: Kimberly G. Van Der Hyde) g. Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson) Board of Supervisors July 21, 2020 Business Meeting h. Mt. Hermon Fire and Rescue Public Safety Staff Housing Agreement Approval (Staff Contact: Christopher C. Slemp) i. Revised Local Work Plan During Local Emergency Proclamation Adoption (Staff Contact: Holly E. Stanfield) j. Pet Center Positions Merger Change Approval (Staff Contact: Holly E. Stanfield) k. Telework Policy Adoption (Staff Contact: Holly E. Stanfield) ITEMS REMOVED FROM CONSENT AGENDA PRESENTATIONS HEARING OF THE CITIZENS Mr. Kell Stone, Banister District, stated his concern regarding the Confederate flags flying in the County and the statute that stands between the Sheriff's Department and the Courthouse. PUBLIC HEARINGS Rezoning Public Hearings Case 1: Rezoning Case R-20-014; Shockoe Solar, LLC; Banister Election District; R-1, Residential Suburban Subdivision District, and RC-1, Residential Combined Subdivision District, to A-1, Agricultural District (Contact: Supervisor: Miller) Mr. Warren opened the Public Hearing at 7:09 PM. Representative from Shockhoe Solar, LLC was present to represent the Petition. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:11 PM. Motion to rezone a total of nine (9) parcels of land, totaling 74.40 acres, from R-1, Residential Suburban Subdivision District, and RC-1, Residential Combined Subdivision District, to A-1, Agricultural District (for a utility scale solar energy facility, which will also require a Special Use Permit). RESULT: APPROVED [UNANIMOUS] MOVER: Charles H. Miller, Supervisor - Banister District SECONDER: Timothy W. Dudley, Supervisor - Staunton River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller Other Public Hearings 1. Public Hearing: FY 2020 County Budget Amendments (Staff Contact: Kimberly G. Van Der Hyde) 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 Board of Supervisors July 21, 2020 Business Meeting 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 July 8, 2020, which satisfies the seven (7)-day requirement. The Budget Amendments being requested total $10,369,236.93, which includes $3,784,653.76 of School carryovers, a net total of $847,644.00 for an additional School Appropriation due to expected CARES funding, a total of $416,652 in additional revenue to the General Fund, a total of $2,925,500 for the PCSA Budget, a total of $756,971.31 of Grant Funds, a total of $1,282,527.92 for additional revenue expected in the Landfill Fund, and $355,287.94 of County carryovers and other Budget Amendments. Mr. Warren opened the Public Hearing at 7:13 PM. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:15 PM. Motion to approve the appropriation of the Budget Amendments totaling $10,369,236.93 to the FY 2021 County Budget as presented. 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: County/DHCD COVID-19 Small Business Recovery Assistance Grant Program Application (Staff Contact: Matthew D. Rowe) County Staff requested approval of a Grant request of $330,000 to Virginia Department of Housing and Community Development (“DHCD”) to provide Grants with a maximum of $15,000 for Small Businesses showing PPE needs and related supplies or rental assistance to rapidly and safely reopen or remain open due to the COVID-19 Pandemic. Grants can be up to $10,000 in rental assistance and $5,000 for retooling. Two (2) Public Hearings and a Resolution are required by DHCD to gather community input prior to submitting the Grant Application. Mr. Warren opened the Public Hearing at 7:18 PM. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:18 PM. Motion to authorize County Staff to advertise for and conduct second Public Hearing for the County/DHCD CDBG COVID-19 Small Business Recovery Assistance Grant application at its August Business Meeting. Board of Supervisors July 21, 2020 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Joe B. Davis, Supervisor, Dan River District SECONDER: Ben L. Farmer, Supervisor, Callands-Gretna District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller UNFINISHED BUSINESS NEW BUSINESS A. RESOLUTION # 2020-07-05 Mr. Scearce presented Resolution # 2020-07-05 stating the County is sticking by being a sanctuary county and not imposing any new regulations in relations to gun rights within the County. Motion to approve Resolution # 2020-07-05 as presented. Board of Supervisors July 21, 2020 Business Meeting Board of Supervisors July 21, 2020 Business Meeting 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. Appointment: Planning Commission (Callands-Gretna District); (Contact: Supervisor Farmer) Motion to re-appoint Mrs. Mease to the County’s Planning Commission for another four (4) year term, beginning August 1, 2020. 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 MATTERS FROM WORK SESSION (IF ANY) a. FY20 Year End Budget Amendments This item was handled earlier in the Consent Agenda. b. FY21 Budget Adjustments and Carryover Requests This item was handled during the 2020 County Budget Amendments Public Hearing. c. FY21 Capital Appropriations Motion to approve the FY21 Capital Appropriations as presented in the Finance Committee Meeting. RESULT: APPROVED [UNANIMOUS] MOVER: Joe B. Davis, Supervisor, Dan River District SECONDER: William "Vic" Ingram, Supervisor, Tunstall District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller d. Coronavirus Relief Fund Applications Approval Motion to approve the Coronavirus Relief Fund applications as presented in the Finance Committee Meeting. Board of Supervisors July 21, 2020 Business Meeting 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 e. Fire and Rescue, Emergency Funding Requests The Finance Committee voted to approve Brosville’s $4,000 emergency funding request, disapprove the $4,000 request for Cool Branch Fire, request of the Fire and Rescue Commission to complete a capital inventory and a replacement schedule for all capital items, and that the emergency fund policy be modified to specify that it is only for emergency needs that are preventing adequate emergency response. Motion to ratify the decision of the Finance Committee. 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 f. Fire and Rescue, Annual Service Agreement Motion to approve the Annual Service Agreements as presented in the Finance Committee Meeting. 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 g. Fire and Rescue, Volunteer Agency Annual Reporting Requirements Motion to approve the Volunteer Agency Annual Reporting Requirements as presented in the Finance Committee Meeting. Board of Supervisors July 21, 2020 Business Meeting RESULT: APPROVED [6 TO 1] MOVER: Ronald S. Scearce, Vice-Chairman, Westover District SECONDER: Timothy W. Dudley, Supervisor, Staunton River District AYES: Warren, Scearce, Davis, Dudley, Ingram, Miller NAYS: Farmer h. Sheriff Longevity-Based Salary Adjustment Motion to approve the Sheriff’s Longevity-Based Salary Adjustment as presented in the Finance Committee. RESULT: APPROVED [UNANIMOUS] MOVER: William ("Vic") Ingram, Supervisor, Tunstall District SECONDER: Ronald S. Scearce, Vice-Chairman, Westover District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller BOARD MEMBER REPORTS Dr. Miller presented to the Board his desire for the Board to endorse his statue Project. Mr. Scearce encouraged citizens to research the COVID-19 Pandemic. Mr. Farmer thanked County Staff for allowing him to participate remotely in the June Board Meeting. He recognized Mr. Kell Stone for leading the peaceful protest in Gretna and recognized the School System for its hard work and measures to keep everyone safe. Mr. Dudley stated since March 24, 2020, the Town of Hurt, and Mr. Dudley have been feeding children in the Town of Hurt. Mr. Ingram recognized the school system for the remarkable job they do and recognized the 2020 graduates. Mr. Ingram also thanked Dr. Miller for his presentation and thanked Mrs. McCluster. Mr. Warren thanked County Staff for their hard work getting things together for the several meetings that were held today. He also thanked the Board Members for being in attendance since 2:30 PM. He stated his great deal of respect to all members of the Board. He also recognized the School System for its hard work during these uncertain times, as well as the Sheriff's Department. COUNTY ADMINISTRATOR REPORTS Mr. Smitherman spoke on the COVID-19 Pandemic and the availability to make things still accessible for the public. The County is working with the School System to develop a childcare option for employees. He stated there are many challenges that parents are facing with school and daycare, and these options are being made possible due to CARES Act funding. He also stated that the Board approved a teleworking policy this evening. There will be major improvements made in our local government within the next year. He also stated his appreciation of the volume of work that has taken place today. ADJOURNMENT Mr. Warren adjourned the Meeting at 7:54 PM.