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06-15-2021- Business Meeting Minutes - FINALBoard of Supervisors June 15, 2021 Business Meeting PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUSINESS MEETING June 15, 2021 VIRGINIA: The Pittsylvania County Board of Supervisors’ Business Meeting was held on June 15, 2021, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531. Robert W. Warren, 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 6:46 PM Ronald S. Scearce Vice-Chairman; Westover District Present 6:46 PM Joe B. Davis Supervisor; Dan River District Present 6:46 PM Timothy W. Dudley Supervisor; Staunton River District Present 6:47 PM Ben L. Farmer Supervisor; Callands-Gretna District Remote William V. ("Vic") Ingram Supervisor; Tunstall District Present 6:46 PM Charles H. Miller, Jr. Supervisor; Banister District Present 6:48 PM Farmer participated remotely via phone from 328 West Sandpiper Terrace, Nags Head, North Carolina 27959. AGENDA ITEMS TO BE ADDED Motion to add the following items to the Consent Agenda: •Finance Committee Recommendations as a Block Vote: -Keeling and Callands Volunteer Fire Departments to be the two (2) Agencies to be audited -Monies for a Jail van and Bulletproof Vests for the Sheriff’s Department should be appropriated from the FY22 Contingency line -Staff be authorized to advertise for two (2) Public Hearings in July; 1.) to potentially raise the County Meals Tax from 4% to 6%, and 2.) to implement a Transient Occupancy Tax -Create a full-time Parks and Recreation Position -Each Comp Board affected employee receive a letter as presented in the packet -Fire and Rescue recommendations be adopted and the appropriations be approved •DPCS Appointment - Chatham-Blairs District; Brent Shelton RESULT: ADOPTED [UNANIMOUS] MOVER: Davis SECONDER: Dudley AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller APPROVAL OF AGENDA Motion to approve Agenda. Board of Supervisors June 15, 2021 Business Meeting RESULT: ADOPTED [UNANIMOUS] MOVER: Miller SECONDER: Scearce AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller CONSENT AGENDA Motion to approve Consent Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Davis SECONDER: Ingram AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller a. Minutes Approval (Staff Contact: Kaylyn M. McCluster) b. Bill List Approval (on-line); (Staff Contact: Kimberly G. Van Der Hyde) c. Resolution # 2021-06-01 (Rescind COVID-19 Local State of Emergency Declaration) Adoption (Staff Contact: Kaylyn M. McCluster) d. Resolution # 2021-06-02 (VDOT Rural Rustic Roads Designation); (Staff Contact: Kaylyn M. McCluster) e. Resolution # 2021-06-03 (VDOT Six (6)-Year Plan) Adoption (Staff Contact: Kaylyn M. McCluster) f. DPCS Appointment (Tunstall District); (Supervisor Ingram) g. DSS Appointments (4); (Banister; Callands-Gretna; Chatham-Blairs; Tunstall); (Staff Contact: Kaylyn M. McCluster) h. Library Appointments (3); (Chatham-Blairs; Town of Hurt; Callands-Gretna); (Staff Contact: Kaylyn M. McCluster) i. CPMT Appointments (2); (Staff Contact: Cheryl J. Boswell) j. Sheriff's Department Canine Ownership Transfers Approval (Contact: Sheriff Taylor) k. Time and Attendance EFP Bid Award (Staff Contact: Connie M. Gibson) l. Award of Bid for Solid Waste Roll off Truck (Staff Contact: Richard N. Hicks) m. Finance Committee Recommendations n. DPCS Appointment - Chatham-Blairs District; Brent Shelton PRESENTATIONS a. Refuse Rangers Residential Solid Waste Permit Potential Approval (Staff Contact: Chris Adcock) Travis Fitzgerald spoke on behalf of his Refuse Rangers Residential Solid Waste Permit application. Motion to approve Refuse Rangers Residential Solid Waste Permit application as Board of Supervisors June 15, 2021 Business Meeting presented. Scearce stated the vehicles should obtain the proper insurance. Ingram amended his Motion to include the insurance component. Miller abstained from the vote due to having a family member involved. RESULT: APPROVED [6 TO 0] MOVER: Ingram SECONDER: Scearce AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram ABSTAIN: Miller HEARING OF THE CITIZENS Julie Owen, Dan River District, spoke on the First Piedmont Landfill and feels like the voices of the Music Festival are being heard more than theirs. Deborah Dix, Chatham-Blairs District, spoke on future mining in the County by a Canadian company and that hard rock mining may be coming to our area again. She requested the Board to consider attempting to stop this action. PUBLIC HEARINGS Rezoning Public Hearings Case 1: Public Hearing: Case R-21-013: George and Kathy Jones; Rezoning from B-1, Business District, Limited, to R-1, Residential Suburban Subdivision District (Supervisor Farmer) Warren opened the Public Hearing at 7:24 PM. George Jones was present to represent the Petition. No one signed up to speak and Warren closed the Public Hearing at 7:25 PM. Motion to approve the rezoning of 0.083 acres from B-1, Business District, Limited, to R-1, Residential Suburban Subdivision District, to allow the subject property to be consolidated with an adjacent parcel. The rezoning would be consistent with the County’s Comprehensive Plan. RESULT: APPROVED [UNANIMOUS] MOVER: Farmer SECONDER: Dudley AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller Case 2: Public Hearing: Case R-21-014: Robert Vaughan; Rezoning from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (Supervisor Dudley) Warren opened the Public Hearing at 7:26 PM. Robert Vaughan was present to represent the Petition. No one signed up to speak and Warren closed the Public Hearing at 7:27 PM. Motion to approve the rezoning of 34.40 acres from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, to allow for agricultural use. The rezoning would be consistent with the County’s Comprehensive Plan. Board of Supervisors June 15, 2021 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Dudley SECONDER: Davis AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller Case 3: Public Hearing: Case R-21-015: Ronnie Warren; Rezoning from R-1, Residential Suburban Subdivision District, to A-1, Agricultural (Supervisor Ingram) Warren opened the Public Hearing at 7:28 PM. Ronnie Warren was present to represent the Petition. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:29 PM. Motion to approve the rezoning of 6.45 acres, from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, to allow a second dwelling on the property. The rezoning would be consistent with the County’s Comprehensive Plan. RESULT: APPROVED [6 TO 1] MOVER: Ingram SECONDER: Dudley AYES: Warren, Scearce, Dudley, Farmer, Ingram, Miller NAYS: Davis Other Public Hearings 1. Public Hearing: Potential Music Festival Ordinance Revisions Adoption (Staff Contact: Emily S. Ragsdale) Pittsylvania County Code (“PCC”), Chapter 10 (Music Festivals), regulates music or entertainments festivals conducted in open spaces that continue for longer than six (6) hours. Since this Ordinance has not been revised since 1991, and with large planned future music festivals in the County, County Staff are proposing the attached revisions to ensure that the Ordinance remains relevant and that the interest of the public health, safety, and welfare of County residents continue to be protected. Warren opened the Public Hearing at 7:33 PM. Gene Owen, Chatham-Blairs District, wanted to share prayer with the Board regarding its decision on the Music Festival. Kathy Nixon, Chatham- Blairs District, would like to see the specific hour of the event be replaced with the number of tickets sold and she asked the Board to continue to take this seriously all the way to the end. Deborah Dix, Chatham-Blairs District, stated the Ordinance is not strict enough and her main concern is security. She also has capacity concerns about that many people being on 120 acres, and requested the Board consider stricter security. Joey Bray, Chatham-Blairs District, stated he is a sixty (60) year resident of the County. He lives on R&L Smith and the traffic is his concern. Warren closed the Public Hearing at 7:43 PM. Motion to approve the revisions to PCC Chapter 10 (Music Festivals) as presented and to include fees listed in Exhibit A. Board of Supervisors June 15, 2021 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Ingram SECONDER: Scearce AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller UNFINISHED BUSINESS None. NEW BUSINESS a. Solid Waste Bulldozer Bid Award (Staff Contact: Chris Adcock) Request for Proposal (“RFP”) # 2021-04-19 was issued for purchase of a rebuilt/used bulldozer for County Landfill operations. Six (6) RFP responses were received on May 14, 2021. A Committee comprised of Public Works employees reviewed and ranked each RFP response based on the following three (3) categories: (1) Qualifications/Experience of the offeror; (2) Completeness/Responsiveness of the RFP response; and (3) Cost. As discussed in the Finance Committee earlier, the Committee recommended the Board approve the purchase of Marcel #2. Motion to approve the purchase of the bulldozer as presented. RESULT: APPROVED [UNANIMOUS] MOVER: Scearce SECONDER: Davis AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller b. Solid Waste Landfill Cell "C" Construction Bid Award (Staff Contact: Chris Adcock) Bids for the construction of Phase 2, Cell C, at the County Landfill were received on June 3, 2021. The lowest bid came in at $1,424,600 from Sargent Corporation. Based on the bids received and Project references provided by Sargent, it is LaBella’s recommendation that Sargent be awarded a contract in the amount of $1,424,600. Motion to award the contract to Sargent Corporation as presented. Board of Supervisors June 15, 2021 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Dudley SECONDER: Miller AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller c. Resolution # 2021-06-04 (Virginia Tobacco Commission Loan) Approval (Staff Contact: Matthew D. Rowe) In September 2020, the County applied for and was awarded a $4.5M loan from the Virginia Tobacco Commission that would be utilized to relocate an existing 69-Kv transmission line that currently cuts across the main developable area of the Southern Virginia Megasite. The line is owned by Appalachian Electric Power Company (“AEP”) who has reserved a crew to complete the work by the end of the year if funds are received by June 30. By moving the line, it also positions the Megasite to receive the coveted Quest Megasite Certification, which the County, City, and SVRA are jointly pursuing via a grant from DRF. Finally, the timeline to remove the funds has become time sensitive due to the requirement from several serious and transformative prospects that are conducting due diligence and facility layouts on the Property. Per the loan agreement between the County, City, and RIFA, the loan with have an accumulating interest rate of 1.5%. RIFA has an agreement with AEP, that once a power load tenant is located on the Megasite within ten (10) years, AEP will repay the loan. RIFA would be responsible for the interest that has accumulated at the time of tenant locating on the property. Should a tenant not locate on the property within the next ten (10) years, then RIFA would structure a loan repayment plan with the Tobacco Commission to repay the funds. Regardless, the existing 69-Kv line is the last physical deterrence impacting the Megasite. Should all parties approve the Agreement(s), then RIFA would close on the loan June 22, transfer the funds to AEP, and work would commence in September and be completed by year’s end. Danville has agreed to assume half of the loan liability with the County, thus turning this into a RIFA led initiative. Motion to approve Resolution # 2021-06-04 as presented, which will enable the financial closing to occur on June 22, 2021, to continue positioning the site for prospective companies. RESULT: APPROVED [UNANIMOUS] MOVER: Scearce SECONDER: Davis AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller MATTERS FROM WORK SESSION (IF ANY) None. BOARD MEMBER REPORTS • Ingram stated the Board passed a Resolution last month for Mr. Shelton, and he recently passed away. He congratulated the Tunstall Trojans Baseball Team for its recent wins. • Dudley thanked County Staff for their hard work behind the scenes. Board of Supervisors June 15, 2021 Business Meeting • Miller asked Farmer a question regarding a lady in his District. Farmer requested to handle that topic next month. • Davis echoed the sentiments of Dudley and thanked County Staff. • Warren is very pleased to see that restaurants and other places are opening and people can come out more, and he agreed with Ingram and thanked all Fire and Rescue volunteers. He congratulated all the graduating seniors, and complimented the entire County Staff, especially Ragsdale for all her work that she has put in during the Music Festival Ordinance revisions. Warren also thanked his colleagues on the Board. COUNTY ADMINISTRATOR REPORTS Smitherman stated the County is in the hiring business right now. The job market is very tight, and the County will soon employ new tactics to recruit the best available. The County is currently developing a hiring campaign to advertise for good people, and the County is working hard to fill its ranks with good people moving forward. Smitherman thanked the security forces that are working hard to bring the Music Festival together. ADJOURNMENT Warren adjourned the Meeting at 8:06 PM. __________________________________________ Robert W. “Bob” Warren, Chair Pittsylvania County Board of Supervisors __________________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors