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07-21-2020 Work Session - DRAFT July 21, 2020 Work Session Pittsylvania County Board of Supervisors Work Session July 21, 2020 VIRGINIA: The Work Session 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 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 4:16 PM Ronald S. Scearce Vice-Chairman, Westover District Present 4:17 PM Joe B. Davis Supervisor, Dan River District Present 4:18 PM Timothy W. Dudley Supervisor, Staunton River District Present 4:14 PM Ben L. Farmer Supervisor, Callands-Gretna District Present 4:15 PM William ("Vic”) Ingram Supervisor, Tunstall District Present 4:15 PM Charles H. Miller Supervisor, Banister District Present 4:19 PM AGENDA ITEMS TO BE ADDED Motion to add item 8c Motion to Closed Session, Franklin County Fire and EMS Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. Legal Authority: Virginia Code 2.2-3711(A)(8) Subject Matter: Franklin County/Cool Branch Fie and EMS Service Purpose: Consultation/Advice from Legal Counsel Regarding Related Contract Negotiations RESULT: ADOPTED [UNANIMOUS] MOVER: Ben L. Farmer, Supervisor, Callands-Gretna District SECONDER: Robert ("Bob") W. Warren, Chairman, Chatham Blairs District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller APPROVAL OF AGENDA Motion to approve Agenda. Board of Supervisors July 21, 2020 Work Session 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 Motion to recess Meeting. The Board unanimously voted to recess Meeting at 4:32 PM. RESULT: ADOPTED [UNANIMOUS] MOVER: Timothy W. Dudley, Supervisor, Staunton River District SECONDER: Ben L. Farmer, Supervisor, Callands-Gretna District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller The Board reconvened the Meeting at 5:10 PM. PRESENTATIONS a. Department Head Spotlight (Commissioner of the Revenue); (Contact: Robin C. Goard) The Honorable Robin C. Goard, County Commissioner of the Revenue, briefed the Board on the operations of the Commissioner of the Revenue’s Office. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Finance Committee Recommendations (Staff Contact: David M. Smitherman); (10 minutes) Mr. Smitherman stated the following items were forwarded to the Board for consideration and approval from the earlier Finance Committee Meeting: a. FY20 Year End Report and Budget Adjustments Approval b. FY21 Budget Adjustments and Carryover Requests Approval c. FY21 Capital Appropriations Approval d. Coronavirus Relief Fund (CRF) Application Approval e. Fire and Rescue Commission Recommendations: Emergency Funding Requests f. Fire and Rescue Commission Recommendations: Annual Service Agreement Approval g. Fire and Rescue Commission Recommendations: Volunteer Agency Annual Reporting Requirements Approval h. Sheriff Longevity-Based Salary Adjustment Approval BUSINESS MEETING DISCUSSION ITEMS CLOSED SESSION Add Sheriff's Closed Session The Committee was unable to hold the Sheriff’s Closed Session due to time constraints at the Board of Supervisors July 21, 2020 Work Session Finance Committee Meeting. Motion to add the Closed Session from the Finance Committee Meeting. RESULT: APPROVED [UNANIMOUS] MOVER: Ben L. Farmer, Supervisor, Callands-Gretna District SECONDER: Charles H. Miller, Supervisor, Banister District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller Enter Closed Session Motion to enter Closed Session. The Board entered Closed Session at 5:56 PM. 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 a. 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 Matter: Project FX Purpose: Local Performance Agreement Review b. 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 c. 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 Matter: Franklin County/Cool Branch Fire and EMS Service Purpose: Consultation/Advice from Legal Counsel Regarding Related Contract Negotiations Board of Supervisors July 21, 2020 Work Session d. Discussion of plans to protect public safety as it relates to terrorist activity or specific cybersecurity threats or vulnerabilities and briefings by staff members, legal counsel, or law- enforcement or emergency service officials concerning actions taken to respond to such matters or a related threat to public safety; discussion of information subject to the exclusion in subdivision (2) or (14) of § 2.2-3705.2, where discussion in an open meeting would jeopardize the safety of any person or the security of any facility, building, structure, information technology system, or software program; or discussion of reports or plans related to the security of any governmental facility, building or structure, or the safety of persons using such facility, building or structure. (1) Legal Authority: Virginia Code § 2.2-3711(A)(19) Subject Matter: County Building Purpose: Discussion of County Building Upfit/Build-Out for Law Enforcement Purposes RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION a. Closed Session Certification The Board returned to Open Session at 6:56 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 July 21, 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 (“Bob”) W. Warren Yes ADJOURNMENT Board of Supervisors July 21, 2020 Work Session Mr. Warren adjourned the Meeting at 6:58 PM.