08-18-2020 Business Meeting - FINALAugust 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
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
Board of Supervisors
August 18, 2020
Business Meeting
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”).
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.
Board of Supervisors
August 18, 2020
Business Meeting
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
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.
Board of Supervisors
August 18, 2020
Business Meeting
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)
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
Mr. Warren adjourned the Meeting at 7:47 PM.