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12-21-2021 Work Session - FINALPITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ Work Session December 21, 2021 VIRGINIA: The Pittsylvania County Board of Supervisors’ (“Board”) Work Session was held on December 21, 2021, in the Elections and Training Center, 18 Depot Street, Chatham, Virginia 24531. CALL TO ORDER (4:30 PM) Warren called the Meeting to Order at 4:40 PM. ROLL CALL Attendee Name Title Status Arrived Robert ("Bob") W. Warren Chairman - Chatham Blairs District Present 4:14 PM Ronald S. Scearce Vice-Chairman - Westover District Present 4:02 PM Joe B. Davis Supervisor - Dan River District Present 4:29 PM Timothy W. Dudley Supervisor - Staunton River District Present 4:12 PM Ben L. Farmer Supervisor - Callands-Gretna District Present 4:23 PM William V. ("Vic") Ingram Supervisor - Tunstall District Present 4:16 PM Charles H. Miller, Jr. Supervisor - Banister District Present 4:00 PM AGENDA ITEMS TO BE ADDED Motion to add the following Closed Session to the Agenda: Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. (Staff Contact: J. Vaden Hunt, Esq.) (1) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matters: Reassessment Certification Extension Purpose: Legal Review/Consultation Regarding the Same RESULT: ADOPTED [UNANIMOUS] MOVER: Dudley SECONDER: Scearce AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller APPROVAL OF AGENDA Motion to approve Agenda as amended. Board of Supervisors December 21, 2021 Work Session RESULT: ADOPTED [UNANIMOUS] MOVER: Miller SECONDER: Davis AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller PRESENTATIONS a. 2021 Annual Financial Report Presentation (Staff Contact: Kimberly G. Van Der Hyde); (Presenter: Scott Wickham); (45 minutes) Scott Wickham, Robinson, Farmer, Cox Associates, presented the annual Financial Report to the Board. This report can also be found on the County’s website at www.pittsylvaniacountyva.gov. b. Shula Drive/U.S. Hwy. 29 Intersection Options Presentation (J. Craddock (VDOT)); (15 minutes) Jay Craddock, VDOT Assistant Resident Engineer, presented Shula Drive/U.S. Hwy. 29 intersection safety improvement options to the Board. Due to citizen concerns regarding crashes at this intersection, VDOT conducted a study on this area. There were flashing lights installed a few years ago, which has helped. Since the study, VDOT has put a pause on this to see the direction the Board would like to go. The Board requested VDOT bring more information back to the January Meeting. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Board's Reorganization Meeting Date Scheduling (Staff Contact: Kaylyn M. McCluster) Motion to hold the Reorganization Meeting on Tuesday, January 4, 2022, at 5:00 PM. RESULT: APPROVED [UNANIMOUS] MOVER: Scearce SECONDER: Dudley AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller BUSINESS MEETING DISCUSSION ITEMS a. Capital Improvements Plan ("CIP"); (Staff Contact: Kimberly G. Van Der Hyde) The Capital Improvements Plan document was recently updated by all County Departments and includes anticipated Capital Projects for the next five (5) years (2023- 2027). The CIP serves as an important guide to adequately plan for large Capital Projects to be incorporated into future County Budgets. County Staff desires the Board adopt the CIP for planning purposes. Motion to adopt the CIP as presented for planning purposes. Board of Supervisors December 21, 2021 Work Session RESULT: APPROVED [UNANIMOUS] MOVER: Scearce SECONDER: Ingram AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller b. Transient Occupancy Tax Revenue Allocation (Staff Contact: David M. Smitherman) The Board has been introduced to several organizations in the community who would like to utilize the additional two percent (2%) tax revenue from the County’s recently adopted Transient Occupancy Tax to assist the County with tourism efforts. These organizations include: the Olde Dominion Agricultural Foundation, Danville Destination Marketing Opportunities Organization, and the Pittsylvania County Historical Society. Motion that 60% of the 2% tax revenue will be designated towards the Olde Dominion Agricultural Foundation, with the remainder being split between the Danville Destination Marketing Opportunities Organization and the Historical Society through the Library at 20% each. RESULT: APPROVED [UNANIMOUS] MOVER: Farmer SECONDER: Ingram AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller c. Cool Branch CIP Funding Allocation (Staff Contact: Kimberly G. Van Der Hyde) Previously, the Board allocated $230,000 of Capital funds to the Cool Branch Fire and Rescue Agencies (“Cool Branch”), contingent upon an equal match of private contributions. Cool Branch submitted a notarized verification memorandum indicating that a total of $230,000 was raised and requests that the County match be disbursed. Provided to the Board was the Vehicle CIP Funds Memorandum of Agreement (“MOA”) that must be signed by Cool Branch to receive funds budgeted in the County's Capital Account. County Staff requested the Board approve the release of funds to Cool Branch upon receipt of an executed MOA. Motion to approve, contingent on receiving the document, that those funds be released to Cool Branch. RESULT: APPROVED [UNANIMOUS] MOVER: Farmer SECONDER: Ingram AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller d. Minimum Wage Pay Scale Adjustment (Staff Contact: Kimberly G. Van Der Hyde) On January 1, 2022, the minimum wage law change commences, changing the minimum wage from $9.50 to $11.00 per hour, a $1.50 per hour increase. The County’s Finance Department has been working diligently to determine how to effectively apply this new change, without causing a salary compression issue. The County’s Finance Department has determined that it would be in Board of Supervisors December 21, 2021 Work Session the County’s best interest to increase everyone on the County’s Pay Plan, Grades 1 - 35, by $1.50 per hour. For Full-time employees, this would equate to $3,120.00 annually. The total impact to the General Fund would be approximately $294,000 and would cover both full-time and part-time positions. The Water and Sewer Fund and the Solid Waste Fund will cover their increases. The impact to these funds would be just under $81,000; approximately $11,500 for the Water and Sewer Fund and $69,500 for Solid Waste. Motion to select option # 3 and approve the increase in all salaries by $1.50 per hour for all part- time employees and employees on Grade Levels 1-35 to meet the minimum wage requirement. RESULT: APPROVED [UNANIMOUS] MOVER: Scearce SECONDER: Ingram AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller CLOSED SESSION Motion to enter Closed Session. The Board entered Closed Session at 5:49 PM. RESULT: ADOPTED [UNANIMOUS] MOVER: Dudley SECONDER: Scearce AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller a. Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. (Staff Contact: J. Vaden Hunt, Esq.) (1) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matters: Solar Siting Agreements and Reassessment Certification Extension Purpose: Legal Review and Consultation/Advice Regarding the Same RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION The Board returned to Open Session at 6:42 PM, and the following Certification was recorded. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ CLOSED MEETING CERTIFICATION BE IT RESOLVED that at the Pittsylvania County Board of Supervisors’ (“Board”) Meeting on December 21, 2021, the Board hereby certifies by a recorded vote that to the best of each Board Member’s knowledge only public business matters lawfully exempted from the Open Meeting requirements of the Virginia Freedom of Information Act (“Act”) and identified in the Motion authorizing the Closed Meeting were heard, discussed, or considered in the Closed Meeting. If any Board Member believes that there was a departure from the requirements of the Board of Supervisors December 21, 2021 Work Session Act, he shall so state prior to the vote indicating the substance of the departure. The Statement shall be recorded in the Board's Minutes. Vote Joe B. Davis Yes Timothy W. Dudley Yes Ben L. Farmer Yes William V. (“Vic”) Ingram Yes Charles H. Miller, Jr. Yes Ronald S. Scearce Yes Robert (“Bob”) W. Warren Yes ADJOURNMENT Warren adjourned the Meeting at 6:44 PM.