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01-19-2021 Business Meeting - FINALJanuary 19, 2021 Business Meeting PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUSINESS MEETING VIRGINIA: The Pittsylvania County Board of Supervisors’ Business Meeting was held on January 19, 2021, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531. CALL TO ORDER (7:00 PM) Warren Called the Meeting to Order at 7:00 PM. ROLL CALL The following Board Members were in attendance: Attendee Name Title Status Arrived Warren Chairman; Chatham Blairs District Present 6:50 PM Scearce Vice-Chairman; Westover District Present 6:45 PM Davis Supervisor; Dan River District Present 6:50 PM Dudley Supervisor; Staunton River District Present 6:54 PM Farmer Supervisor; Callands-Gretna District Present 6:51 PM Ingram Supervisor; Tunstall District Present 6:45 PM Miller Supervisor; Banister District Present 6:50 PM AGENDA ITEMS TO BE ADDED Motion to add the following items to the Consent Agenda: 1. FFRCA Extended Leave Interim Policy Approval 2. Project Impala LPA Approval 3. Revise Legislative Priorities to include School Language as was discussed at the earlier Work Session RESULT: ADOPTED [UNANIMOUS] MOVER: Farmer SECONDER: Ingram AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller APPROVAL OF AGENDA Motion to approve Agenda with revisions. Board of Supervisors January 19, 2021 Business Meeting RESULT: ADOPTED [UNANIMOUS] MOVER: Davis SECONDER: Farmer AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller CONSENT AGENDA Motion to approve Consent Agenda with the presented changes. RESULT: ADOPTED [UNANIMOUS] MOVER: Davis SECONDER: Dudley AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller a. Minutes Approval (Staff Contact: Kaylyn M. McCluster) b. Bill List Approval (December 2020; online); (Staff Contact: Kimberly G. Van Der Hyde) c. Mid-Year Budget Appropriations (Staff Contact: Kimberly G. Van Der Hyde) d. Personnel Manual Revisions Adoption (Staff Contact: Holly E. Stanfield) e. 22021 Legislative Priorities Approval (Staff Contact: David M. Smitherman) f. Danville Community College Educational Foundation Cares Money Change in Scope/Expenditure Approval (Staff Contact: David M. Smitherman) g. FFRCA Extended Leave Interim Policy h. Project Impala LPA Approval HEARING OF THE CITIZENS Donny Boswell, Westover District, spoke on behalf of five (5) families that live on Bachelor Hall Road regarding a proposed Resolution. He stated that on December 16, 2020, Ray Rozado sent an email to property owners of State Route 1055 regarding modifications to the road to extend and connect to the proposed connector road. The Board adopted Resolution # 2020-09-03 supporting the design changes. He stated he wished for a cul-de-sac be installed at the end of the road and the road not be connected to the connector road. They were never notified that the Board would have the final say in this decision, and if they had been notified, they would have been present and voiced their concerns at the September 15, 2020, Meeting. He stated his disappointment in this process as it relates to the quality of their road. He provided a signed letter from the six (6) property owners and a letter to Hunt. He requested the Board to reconsider the Resolution and the cul-de- sac. Will Pace, Mayor of Town of Chatham and citizen of Chatham-Blairs District, spoke regarding his disappointment to those who spoke out in opposition regarding the Roy P. Byrd Bridge naming. He does support the naming of the Clyde Banks Bridge, but was saddened of the way it was handled. Anita Royston, on behalf of WKBY Radio, wanted to thank Caleb Ayers for his radio piece. She Board of Supervisors January 19, 2021 Business Meeting stated he has upped their listeners and it was a brilliant idea to have this piece. UNFINISHED BUSINESS a. Landfill Equipment Purchasing Bid Award Approval (Staff Contact: Richard N. Hicks) Hicks stated that recently the Board authorized the purchase of a larger trash compactor for the County Landfill based on Carter Machinery’s related proposal. County Staff developed a set of specifications for a Request for Proposals (“RFP”) a completely rebuilt compactor comparable to a Caterpillar 836. The County received seven (7) RFP responses. In evaluating said responses, Carter Machinery’s response and Marcel Equipment’s #2 proposal were the lowest cost and the most comparable to the requested machine. It appears that Carter Machinery has the best short- term warranty, but their cost is $70,418 higher. Marcel Equipment is a Canada Company, purchased the County’s old compactor that was destroyed in the fire a few years ago. Their bid priced includes delivery to the County Landfill. Marcel Equipment provides a CAT Machine Component Rebuild Warranty. The major CAT components would be covered under the warranty and could be performed by the local CAT Dealer. The County currently has a maintenance contract with Carter Machinery to maintain all its major Landfill equipment. The County has no history with the other manufacturers and would be concerned with maintenance response time. There was discussion regarding seeking to see if the County could get a new model for a small difference in price, due to the amount of hours on the lower cost machine. Motion to allow County Staff to purchase a compactor from Marcel Equipment not to exceed the higher price. RESULT: APPROVED [UNANIMOUS] MOVER: Ingram SECONDER: Dudley AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller NEW BUSINESS a. Resolution # 2021-01-01 (Support of Naming the Chatham South Bridge the "Clyde L Banks, Sr., Memorial Bridge") Resolution Adoption (Contact: Supervisor Miller) Miller stated Mr. Fitzgerald has been very active in lobbying for recognition of Clyde L. Banks, Sr. Miller proposed to name the South Chatham Bridge the Clyde L. Banks, Sr. Memorial Bridge. Clyde L. Banks, Sr., a former Chatham resident and a respected civil rights and community leader, died on June 7, 2008. Miller desires for the Board to adopt Resolution #2021- 01-01, attached, supporting naming the Chatham South Bridge the “Clyde L. Banks, Sr., Memorial Bridge.” Motion to adopt Resolution # 2021-01-01 as presented. RESULT: APPROVED [UNANIMOUS] MOVER: Miller SECONDER: Scearce AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller APPOINTMENTS Board of Supervisors January 19, 2021 Business Meeting a. Appointment: IDA (Staunton River District); (Contact: Supervisor Dudley) Motion to appoint Tim Reynolds to serve as the IDA’s Staunton River District Representative for a term beginning January 20, 2021, and ending January 20, 2025. RESULT: APPROVED [UNANIMOUS] MOVER: Timothy W. Dudley, Supervisor - Staunton River District SECONDER: Charles H. Miller, Supervisor - Banister District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller b. Appointment: Ratification of TLAC's Election of its Leesville Lake Associate Representative (Dave Rives); (Staff Contact: Kaylyn M. McCluster) Motion to ratify TLAC’s appointment of Mr. Rives as its Leesville Lake Association Representative for a one (1) year term beginning February 1, 2021, and ending January 31, 2022. RESULT: APPROVED [UNANIMOUS] MOVER: Faremer SECONDER: Davis AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller c. Appointment: TLAC Citizen Representative (Emily Ragsdale); (Contact: Supervisor Farmer) Motion to appoint Emily S. Ragsdale as the TLAC Citizen Representative for a term beginning February 1, 2021, and ending February 1, 2022. RESULT: APPROVED [UNANIMOUS] MOVER: Farmer SECONDER: Davis AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller d. Appointments: Fire and Rescue Commission (Staff Contact: Christopher C. Slemp) Motion to reappoint Chuck Angier as the FRC’s Northwest Quadrant citizen representative, to reappoint Tim Duffer as the FRC’s Southeast Quadrant firefighter representative, and to appoint Kermit King as the FRC’s Northeast Quadrant firefighter representative, all for four (4) year terms beginning January 19, 2021, and ending January 19, 2025. RESULT: APPROVED [UNANIMOUS] MOVER: Scearce SECONDER: Miller AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller e. BZA Appointment Judicial Recommendations (Staff Contact: Kaylyn M. McCluster) Motion to recommend to Judge Moreau the following BZA reappointments/appointments: (1) Joseph A. Craddock; (2) R. Alan Easley; (3) Ryland Brumfield; and (4) Herschel Stone. Board of Supervisors January 19, 2021 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Scearce SECONDER: Dudley AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller MATTERS FROM WORK SESSION (IF ANY) Motion to approve the following items as presented in the Work Session: 1. Landfill Solar Lease Award to AC Power, New York 2. Shell Building VRA Borrowing Resolution and Related Documents Approval 3. Revised Hurt EMS Building Project Construction Bid Award to Daniel Builders, LLC 4. Authorization to Apply for Federal Funds for Cherrystone and Roaring Fork Dam Projects Approval RESULT: APPROVED [UNANIMOUS] MOVER: Scearce SECONDER: Davis AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller BOARD MEMBER REPORTS • Ingram spoke on the Volunteer of the Week, Lee Barker, and thanked the volunteer fire and rescue individuals. He also recognized George and Jackie Henderson on their anniversary. He congratulated Trooper Joseph Worley, and thanked Ryan Haygood of VDOT for stopping and helped get pig out of the road. He also remembered Tommy Pruitt and his family, as he died unexpectedly last week. • Miller stated he is a lifelong resident of Pittsylvania County. He has seen the Board all his life, and in this first term of being a part of the Board, he absolutely honors and appreciates the men who serve on the Board with him and there has never been an instance in which the Board has shown its courtesy, love, and respect, to the County African American community like they have tonight. Not only the Board, but the County Administrator and the County Attorney as well. Everyone worked together to bring this night to historical fruition. He also mentioned Greg Harrison, Attorney, and Chairman of the Board of Directors of Pittsylvania County Community Action Agency, as his father recently died and asked for condolences for his family. • Davis thanked Staff for their hard work over the last year. He also thanked each Board member for their work as well. • Scearce applauded the Governor's comments on the opening of the school system and stated he would like the mask mandate to be gotten rid of. He urged citizens to contact the Governor to reopen the State and asked for prayers for our nation. • Warren stated he thinks it is great to do the employee and volunteer of the month and he is thankful the County has the Public Relations position and is also thankful for the future visions of the Board Members and for working together. He is proud of County Staff for being smart with COVID relief money purchases. There were laptops for schools bought, there was money sent to DCC to help with tuition, there were laptops put in the Sheriff vehicles, and many other things to better help the citizens of the County. He also asked for Board of Supervisors January 19, 2021 Business Meeting everyone to remember the Waller family. COUNTY ADMINISTRATOR REPORTS Smitherman stated the Board Meeting Room is the result of utilizing the COVID funds. Soon the new Elections and Training Center will be available and was also used with COVID funds. We have a new partnership with pilots in Maine for Pet Center, and this relieves us of dozens of cats at a time. Condolences to the family of Mike Waller, a sixteen (16)-year employee of the County. ADJOURNMENT Warren adjourned the Meeting at 8:07 PM.