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11-17-2020 Business Meeting - DRAFT November 17, 2020 Business Meeting PITTSYLVANIA COUNTY BOARD OF SUPERVISORS Business Meeting November 17, 2020 VIRGINIA: The Pittsylvania County Board of Supervisors’ Business Meeting was held on November 17, 2020, in the Chatham Community Center (Gallery Room), 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 6:39 PM Ronald S. Scearce Vice-Chairman; Westover District Present 6:39 PM Joe B. Davis Supervisor; Dan River District Present 6:40 PM Timothy W. Dudley Supervisor; Staunton River District Remote 7:00 PM Ben L. Farmer Supervisor; Callands-Gretna District Present 6:39 PM William "Vic" Ingram Supervisor; Tunstall District Present 6:38 PM Charles H. Miller, Jr. Supervisor; Banister District Present 6:40 PM Supervisor Dudley called into the Meeting from 2800 North Ocean Boulevard, North Myrtle Beach, South Carolina 29582. AGENDA ITEMS TO BE ADDED Motion to add Cobblestone Milk Cooperative LPA to the Consent Agenda as item 7e, and to add Committee Recommendations under Matters from Work Session. RESULT: ADOPTED [UNANIMOUS] MOVER: Farmer SECONDER: Ingram AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller APPROVAL OF AGENDA Motion to approve amended Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Miller SECONDER: Farmer AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller CONSENT AGENDA Board of Supervisors November 17, 2020 Business Meeting 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. Ison Furniture Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe) c. Dogwood Global Local Performance Agreement Approval (Staff Contact: Matthew D. Rowe) d. Intrado E-911 Phone Line Contract Extension Approval (Staff Contact: Christopher C. Slemp) e. Cobblestone Milk Cooperative LPA ITEMS REMOVED FROM CONSENT AGENDA PRESENTATIONS a. DPCS Annual Report (Staff Contact: David M. Smitherman) Sid Allgood was present to give the DPCS annual report. HEARING OF THE CITIZENS Willie Fitzgerald, Banister District, stated he was at the Board’s Business Meeting two (2) months ago regarding the bridge on 57. VDOT went and patched the spot on 57 and did a great job. He was disappointed to find out the bridge is not on the ten (10) year plan. Miller and Hunt have a call scheduled with Craddock (VDOT) to discuss this matter. Fitzgerald further voiced his concerns regarding the Roy P. Byrd Bridge, and stated there are other bridges in the Town of Chatham with no name. He requested that Clyde Banks or William Pritchett signs be put up instead. Lester Terry, Banister District, stated he lived on Mill Creek Road all his life, and he also addressed the naming of the Roy P. Byrd Bridge. He stated that he considered the naming of this bridge a slap in the face and wants to recognize members of the minority community. PUBLIC HEARINGS Rezoning Public Hearings Case 1: Public Hearing: Rezoning Case R-20-023; Matthew and Caitlyn Scarce; Westover Election District; B-2, Business District, General, to R-1, Residential Suburban Subdivision District (Supervisor Scearce) Warren opened the Public Hearing at 7:27 PM. Mr. Matthew and Caitlyn Scearce were present to represent the Petition. No one signed up to speak and Warren closed the Public Hearing at 7:28 PM. Board of Supervisors November 17, 2020 Business Meeting Motion to rezone 2.00 acres, located on Pine Lake Road, in the Westover Election District, from B-2, Business District, General, to R-1, Residential Suburban Subdivision District (to allow for construction of a single-family dwelling for their personal residence). RESULT: APPROVED [UNANIMOUS] MOVER: Scearce, SECONDER: Ingram AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller Case 2: Public Hearing: Rezoning Case R-20-024; William C. Dawson, II; Chatham- Blairs Election District; R-1, Residential Suburban Subdivision District, to B-1, Business District, Limited (Supervisor Warren) Warren opened the Public Hearing at 7:29 PM. Mr. Dawson was present to represent the Petition. No one signed up to speak and Warren closed the Public Hearing at 7:32 PM. Motion to rezone 2.36 acres, located on Franklin Turnpike, in the Chatham-Blairs Election District, from R-1, Residential Suburban Subdivision District, to B-1, Business District, Limited (for sales, service, and repair of automobiles, which will require a Special Use Permit). RESULT: APPROVED [UNANIMOUS] MOVER: Scearce SECONDER: Ingram AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller Case 3: Public Hearing: Rezoning Case R-20-025; Self Farm, LLC; Banister Election District; R-1, Residential Suburban Subdivision District, and A-1, Agricultural District, to A-1, Agricultural District; Amend the Future Land Use Designation in the Comprehensive Plan from Industrial to Agricultural and Rural Residential (Supervisor Miller) Warren opened the Public Hearing at 7:34 PM. A representative of Blue Ridge Land Conservancy was present to represent the Petition. No one signed up to speak and Warren closed the Public Hearing at 7:36 PM. Motion to rezone 75.93 acres, located on U.S. Highway 29 North and on Strader Road, in the Banister Election District from R-1, Residential Suburban Subdivision District, and A-1, Agricultural District, to A-1, Agricultural District, and amend the Future Land Use Designation in the Comprehensive Plan from Industrial to Agricultural and Rural Residential (for a conservation easement). Board of Supervisors November 17, 2020 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Miller SECONDER: Scearce AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller OTHER PUBLIC HEARINGS 1. Public Hearing: Budget Amendment Public Hearing (Staff Contact: Kimberly G. Van Der Hyde) Van Der Hyde noted that 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 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 the Budget Amendments appeared in the Chatham Star Tribune on November 4, 2020, which satisfies the seven (7)-day requirement. Warren opened the Public Hearing at 7:38 PM. No one signed up to speak and Warren closed the Public Hearing at 7:40 PM. Motion that $8,415,834.56 be approved and appropriated to the FY2021 County Budget. 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 2. Public Hearing: Solar Ordinance Revisions (Staff Contact: Emily S. Ragsdale) Ragsdale identified potential revisions to the County’s Solar Ordinance that would benefit the County and its citizens. At the Board’s October Business Meeting, the Board unanimously agreed to the Legislative Committee’s recommendation to advertise said revisions for a Public Hearing for potential adoption at the November Business Meeting. Warren opened the Public Hearing at 7:41 PM. No one signed up to speak and Warren closed the Public Hearing at 7:43 PM. Motion to approve the attached Solar Ordinance revisions as presented. Board of Supervisors November 17, 2020 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Davis SECONDER: Miller AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller 3. Public Hearing: Return Check Fee Ordinance Revision (Staff Contact: Vincent E. Shorter) Currently, the County’s Treasurer’s Office is authorized by Pittsylvania County Code (“PCC”) § 6-6.6 to charge $35.00 for returned checks. The Pittsylvania County Service Authority currently charges $45.00 for returned checks. Virginia Code § 15.2-106, attached, allows localities to charge up to $50.00 for returned checks. For uniformity’s sake and to sufficiently recover the true administrative costs associated therewith, the Treasurer recommends that PCC § 6-6.6 be revised to charge $45.00 for returned checks. At the Board’s October Business Meeting, the Board unanimously agreed to the Legislative Committee’s recommendation to advertise said revision for a Public Hearing for potential adoption at tonight’s Meeting. Warren opened the Public Hearing at 7:45 PM. No one signed up to speak and Warren closed the Public Hearing at 7:46 PM. Warren requested the Board to table this item due to lack of information received from the Treasurer's Office. Motion to table item. RESULT: APPROVED [UNANIMOUS] MOVER: Scearce SECONDER: Dudley AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller 4. Public Hearing: Solid Waste Interest Ordinance Revision (Staff Contact: Richard N. Hicks) Hicks stated that County Staff recently discovered that there are no interest charges on unpaid solid waste disposal invoices at the County Landfill. There are not many unpaid invoices, but when an invoice remains unpaid for thirty (30) days or more, County Staff feels there should be interest added to the invoice. Virginia Code § 15.2-105 allows the Board to adopt an Ordinance imposing interest on delinquent landfill accounts “not exceeding ten percent.” At the Board’s October Business Meeting, the Board unanimously agreed to the Legislative Committee’s recommendation to advertise said revision for a Public Hearing for potential adoption at the Board’s November Business Meeting. Board of Supervisors November 17, 2020 Business Meeting Warren opened the Public Hearing at 7:50 PM. No one signed up to speak and Warren closed the Public Hearing at 7:51 PM. Motion to adopt the PCC § 17-4(C) revision as presented. RESULT: APPROVED [UNANIMOUS] MOVER: Scearce SECONDER: Davis AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller UNFINISHED BUSINESS a. Ringgold Rail Trail Rehabilitation Engineering Services Agreement Approval (Staff Contact: Richard N. Hicks) Hicks stated that the Board asked County Staff at the Board’s last Business Meeting to go back to Dewberry Engineers, Inc., and request that they take another look at the proposed related agreement and determine if there were any cost saving options. They have submitted a revised proposal in the amount of $298,000, compared to the original proposal for $322,000. Brian Bradner was present to answer any questions from the Board. Motion to authorize the County Administrator to execute an agreement with the West Piedmont District Commission for the work to be performed by Dewberry Engineers, Inc., for the Ringgold Rail Trail and Bridge Repair Project. RESULT: APPROVED [UNANIMOUS] MOVER: Davis SECONDER: Ingram AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller b. Courthouse Elm Trees Update (Staff Contact: Richard N. Hicks) Hicks stated this was brought to the Board previously and the Board requested an expert do an evaluation of the trees. An arborist inspected the two (2) elm trees at the Courthouse on Monday, November 9, 2020. Notification was received from the State that the County is eligible for a Grant from the State, but the money must be spent by December 30, 2020. Motion to accept the recommendations arborist’s recommendations regarding the two (2) Courthouse elms and authorize County Staff to act accordingly to utilize the related funding by the deadlines, not to exceed $5,000. Board of Supervisors November 17, 2020 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Farmer SECONDER: Ingram AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller NEW BUSINESS None. APPOINTMENTS a. IDA Appointment (Banister District); (Daniel Lovelace); (Supervisor Miller) Motion to appoint Daniel Lovelace as the County’s Banister District IDA Representative for a four (4) year term, beginning December 1, 2020, and expiring November 30, 2024. RESULT: APPROVED [UNANIMOUS] MOVER: Miller SECONDER: Davis AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller b. IDA Appointment (Dan River District); (Steven Merricks); (Supervisor Davis) Motion to appoint Steven Merricks as the County’s Dan River District IDA Representative for a four (4) year term, beginning January 1, 2021, and expiring December 31, 2025. RESULT: APPROVED [UNANIMOUS] MOVER: Davis SECONDER: Scearce AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller MATTERS FROM WORK SESSION (IF ANY) a. Committee Recommendations Smitherman presented the following Committee recommendations from the earlier Meetings: -Approval of Tunstall CIP funds -Approval of CIP training funds -Approval of one (1) year Harris radio contract -Sworn Deputies $500 bonus Approval -Recommendation for Solid Waste Equipment Purchase to full Board in December -Deny the Health Department’s refund request for the Shingles vaccine Board of Supervisors November 17, 2020 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Scearce SECONDER: Davis AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller BOARD MEMBER REPORTS • Ingram thanked all Veterans that have served. He also requested to be mindful for Fire and Rescue folks and thanked the Board for approving Tunstall's request for CIP apparatus funding. • Farmer thanked Chuck Angier for attending the Meetings. • Scearce wished everyone a Happy Thanksgiving. • Dudley wished everyone a Happy Thanksgiving. • Warren wished all citizens a Happy Thanksgiving and he also recognized Mr. Motley for his service on the Planning Commission. He also echoed Farmer's sentiments about Angier, and thanked Fitzgerald as well. COUNTY ADMINISTRATOR REPORTS Smitherman recognized Angier for his dedication to the community and congratulated the Electoral Board for the smooth running of the election. He also welcomed Brent Weinkauf, new County Pet Center Director. Smitherman also thanked Christine Warren for her hard work as Interim Director. He also stated that one of the Board’s goals for the year was to increase coordination and education with the Board and Commissions that are appointed, and things are underway to coordinate this. ADJOURNMENT Warren adjourned the Meeting at 8:16 PM.