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08-18-2020 Business Meeting - DRAFT August 18, 2020 Business Meeting Pittsylvania County Board of Supervisors Business Meeting August 18, 2020 VIRGINIA: The Business Meeting of the Pittsylvania County Board of Supervisors was held on August 18, 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 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 6:27 PM Ronald S. Scearce Vice-Chairman - Westover District Present 6:27 PM Joe B. Davis Supervisor - Dan River District Present 6:27 PM Timothy W. Dudley Supervisor - Staunton River District Present 6:27 PM Ben L. Farmer Supervisor - Callands-Gretna District Present 6:28 PM William ("Vic") Ingram Supervisor - Tunstall District Present 6:28 PM Charles H. Miller, Jr. Supervisor - Banister District Present 6:28 PM AGENDA ITEMS TO BE ADDED Motion to add the following items to the Agenda: New Business: -Schools Carryover -Ambulance Purchase/Contract Execution -Resolution #2020-05-07 Extension Matters from Work Session: -Finance Committee Recommendations RESULT: ADOPTED [UNANIMOUS] MOVER: Dudley SECONDER: Davis AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller APPROVAL OF AGENDA Motion to approve Agenda with additions. Board of Supervisors August 18, 2020 Business Meeting RESULT: ADOPTED [UNANIMOUS] MOVER: Miller SECONDER: Davis AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller CONSENT AGENDA Motion to approve Consent Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Scearce SECONDER: Ingram AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller a. Minutes Approval (Staff Contact: Kaylyn M. McCluster) b. 2020 Year End Budget Amendments (Staff Contact: Kimberly G. Van Der Hyde) c. Cherrystone Dams #1 and #2A Dam Break Inundation Zone Analysis, Mapping, and Digitization Grant Acceptance and Emergency Plan Development/Emergency Preparedness Plan Grant Acceptance (Staff Contact: Richard N. Hicks) d. Resolution # 2020-08-01 (VDOT Road Distance Changes) Adoption (Staff Contact: Richard N. Hicks) e. Resolution # 2020-08-02 (SVMP Site Improvement Grant #2 Support) Adoption (Staff Contact: Matthew D. Rowe) f. Resolution # 2020-08-04 (Acceptance and Acknowledgment of PCSA Dissolution/Termination Intention) Adoption (Staff Contact: J. Vaden Hunt, Esq.) g. Award of Roll Off Truck Purchase Approval (Staff Contact: Connie M. Gibson) h. Roll Off Truck IFB Rejection Approval (Staff Contact: Connie M. Gibson) i. Proclamation: Pet Center Recognition (Staff Contact: Kaylyn M. McCluster) j. Revised Local Emergency Declaration Approval (Staff Contact: David M. Smitherman) ITEMS REMOVED FROM CONSENT AGENDA PRESENTATIONS HEARING OF THE CITIZENS PUBLIC HEARINGS Board of Supervisors August 18, 2020 Business Meeting Rezoning Public Hearings Case 1: Public Hearing: Rezoning Case R-20-015; Joseph and Robin Motley; Banister Election District, A-1, Agricultural District, to R-1, Residential Suburban Subdivision District (Supervisor Miller) Mr. Warren opened the Public Hearing at 7:07 PM. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:09 PM. Motion to rezone 4.018 acres from A-1, Agricultural District, to R-1, Residential Suburban Subdivision District (to combine with their adjacent parcels of land zoned R-1). RESULT: APPROVED [UNANIMOUS] MOVER: Miller SECONDER: Ingram AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller Other Public Hearings 1. Public Hearing: Hope Ministries Tax Exemptions (Staff Contact: Robin C. Goard) Hope Ministries filed applications for potential tax exemptions on tangible personal property and real estate consisting of Parcel # 1346-74-9460, a 2006 Ford Focus, and a 1998 Ford Club Wagon. Said applications were submitted to the Commissioner of Revenue’s Office, forwarded to the Board, and duly advertised for a Public Hearing to potentially grant said tax exemptions and revise Pittsylvania County Code § 6-6.3 accordingly Mr. Warren opened the Public Hearing at 7:12 PM. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:13 PM. Motion to deny Hope Ministries request for tax exemption. RESULT: APPROVED [5 TO 2] MOVER: Scearce SECONDER: Davis AYES: Warren, Scearce, Davis, Dudley, Ingram NAYS: Farmer, Miller 2. Public Hearing: Fiber Easement Under County Railway (Staff Contact: Richard N. Hicks) To enhance broadband internet access to County industries and citizens, the County is proposing granting a permanent easement to Mid-Atlantic Broadband to install fiber cable under the County’s rail line located at Factory Lane, Ringgold, Virginia 24586 (“Property”). Board of Supervisors August 18, 2020 Business Meeting Mr. Warren opened the Public Hearing at 7:15 PM. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:15 PM. Motion to approve the disposition of the Property to Mid-Atlantic Broadband, and, subject to legal review and approval, authorize the County Administrator to sign any necessary related documentation to effectuate the same. RESULT: APPROVED [UNANIMOUS] MOVER: Dudley SECONDER: Davis AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller 3. Public Hearing: County/DHCD COVID-19 Small Business Recovery Assistance Grant Program Application (Staff Contact: Matthew D. Rowe) County Staff is seeking 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. The first Public Hearing was held at the July 21, 2020, Business Meeting Mr. Warren opened the Public Hearing at 7:16 PM. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:16 PM. Motion to approve the submittal of the Grant Application and related documents to DHCD. RESULT: APPROVED [UNANIMOUS] MOVER: Farmer SECONDER: Ingram AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller UNFINISHED BUSINESS NEW BUSINESS a. Schools Carryover There was discussion in the Finance Committee regarding the School’s Budget and there was consensus to forward this item to the full Board for consideration. Motion to request that the Schools not spend any further Capital Funds, unless they are already incumbered until there is an answer from the General Assembly regarding the Schools current Board of Supervisors August 18, 2020 Business Meeting School Year Budget. RESULT: APPROVED [UNANIMOUS] MOVER: Scearce SECONDER: Ingram AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller b. Ambulance Purchase/Contract Execution Finance Committee received approval to purchase ambulances and there is a series of contracts that must be executed. County Staff requests the Board to approve the six (6) Agreements within CRF Funds Budget that has already been approved. Motion to approve execution of the six (6) Agreements. RESULT: APPROVED [UNANIMOUS] MOVER: Scearce SECONDER: Dudley AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller c. Resolution # 2020-05-07 Extension In May, Resolution #2020-05-07 was approved by the Board, which detailed a ninety (90) day service cessation from the County regarding Cool Branch service in Franklin County. Motion to extend this Resolution by thirty (30) days. Board of Supervisors August 18, 2020 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Ben L. Farmer, Supervisor - Callands-Gretna District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller APPOINTMENTS a. Appointment: DPCS (Contact: Chairman Warren) Board of Supervisors August 18, 2020 Business Meeting Motion to appoint Mr. Weaver to the DPCS Board for a three (3) year term. RESULT: APPROVED [UNANIMOUS] MOVER: Davis SECONDER: Farmer AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller b. Fire and Rescue Commission Motion to appoint Mr. Bobby Lovelace to the Fire and Rescue Commission to represent the Southwest Quadrant. RESULT: APPROVED [UNANIMOUS] MOVER: Scearce SECONDER: Davis AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller MATTERS FROM WORK SESSION (IF ANY) a. Finance Committee Recommendations Motion to adopt the Finance Committee recommendations listed below: -Roll Off Truck IFB Rejection Approval -National Auto Fleet Group Roll Off Truck IFB Award -CRF Application Review/Approval - School Appropriations -CRF Application Review/Approval - DCC Scholarship -CRF Application Review/Approval - BOS/School Board/Volunteer Commission Meeting Room -CRF Application Review/Approval - Elections Center -CRF Application Review/Approval - Facility Upgrades: Toilets, Soap Dispensers, and Faucets -CRF Application Review/Approval - EMS Station Construction -CRF Application Review/Approval - Ambulances -CRF Application Review/Approval - Project 25 Communication System -Revised Local Emergency Declaration Approval -Vehicle Use Agreement -Cascade EMS Request -Redistribution of Funds Board of Supervisors August 18, 2020 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Scearce SECONDER: Davis AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller BOARD MEMBER REPORTS Mr. Dudley stated 3,000 kids have been fed in the Town of Hurt. He also stated that James Owen fell off a roof last Saturday and requested prayers for him. Mr. Ingram recognized the School System on its hard work. Mr. Farmer announced that Gretna EMS received an award from Western Virginia Emergency Medical Systems for outstanding Agency and thanked them for their dedication and hard work. He also thanked teachers, students, parents, and Administration for their effort and hard work. Dr. Miller stated his lifelong friend, Reverend Stedman Payne passed away and will be missed deeply. Dr. Miller requested a Resolution from the Board to honor him. Mr. Davis thanked the Board and Staff for their hard work. He also recognized the Pet Center employees for their hard work and efforts and thanked Mr. Slemp. Mr. Scearce recognized the Pet Center for its accomplishments and its recent VACo awards. Mr. Warren recognized the Pet Center for being the first ever two (2)-time County winners for the VACo awards. He also congratulated the Sports Hall of Fame inductees that will be recognized in September and congratulated the School System on its outstanding job and stated his appreciation for the partnership between the County and the School Board. The Sheriff was also recognized, and Mr. Warren asked for prayers for his Staff and his Department during these unusual times. Mr. Warren complimented the Board on how they have handled themselves and the work that has put in regarding the Franklin County situation, and he thanked Mr. Farmer for his efforts in this matter as well. Mr. Warren stated that Mr. Merricks, owner of RV outlets and longtime business owner, has passed away. He expressed condolences, prayers, and thoughts for the Merricks family. COUNTY ADMINISTRATOR REPORTS Mr. Smitherman recognized the Pet Center for its VACo Awards for the Regional Pet Pantry and the Doggie Bag Thrift Store. He stated that August is “Clear the Shelters Month” which consists of a four (4) week campaign. Week one (1) raised over $17,000. He stated the Board passed a lot of things related to the coronavirus relief fund this evening and this is allowing the County to make investments in remote participation of public meetings, remote business access to County services, and tremendously investing in the Volunteer Fire and Rescue system with a myriad of things. This will enhance what the County’s volunteers do and get them the supplies and things they need to do an outstanding job for County citizens. The County is also exploring opportunity’s as it relates to internet. The County is also in meaningful conversation with internet providers to expand coverage in the County. He also stated the Sheriff’s Office has several confirmed cases of COVID. The County is being vigilant in disinfecting and wearing masks and taking the measures to keep everyone safe. ADJOURNMENT Board of Supervisors August 18, 2020 Business Meeting Mr. Warren adjourned the Meeting at 7:47 PM.