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02-07-2011 BOS Regular MeetingRegular Meeting February 7, 2011 Pittsylvania County Board of Supervisors Monday, February 7, 2011 Regular Meeting VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was held on Monday, February 7, 2011 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Tim R. Barber, Chairman, called the meeting to order at 7:01 p.m. The following members were present: Tim Barber James Snead William H. Pritchett Coy E. Harville Fred M. Ingram Marshall Ecker Henry A. "Hank" Davis, Jr. Tunstall District Dan River District Banister District Westover District Callands-Gretna District Staunton River District Chatham-Blairs District Mr. William D. Sleeper, County Administrator, Mr. J. Vaden Hunt, County Attorney, and Ms. Rebecca Flippen, Deputy Clerk to the Board, were also present. Mr. Davis gave the invocation and led the Pledge of Allegiance. Motion was made by Mr. Davis, seconded by Mr. Snead, to approve the agenda with the following deletions/additions: (a) To strike Item 5(a): Appointments to the Agricultural Development Board (b) To add Item 5(b): Emergency Declaration -Jail Equipment (c) To Strike Item 12: Recommendations from Animal Pound Committee Mr. Davis's motion was unanimously approved by the Board. Hearing of the Citizens Mr. Chip Royer, representing attorney of clients in the Eagle Pointe Shore subdivision, made comments concerning the roads in that subdivision that is approximately 0.9 miles (Brights Road) that is unpaved and due to lack of maintenance, near impassable via vehicle. This is a road included in state maintenance program, but nothing has been done to maintain the road and owners really can't get to their properties. While the owners realize the County doesn't maintain the roads, Mr. Royer asked the Board for any help they can give in encouraging the Virginia Department of Transportation (VDOT) in improving the road conditions so owners can get to their property. The Board did tell Mr. Royer that the Board has already sent a resolution to VDOT concerning the safety need for guardrails on Brights Road. Mr. Ecker stated he had also talked to representatives of VDOT-Randy Hamilton, Rob Carey and Ken Martin, as well as Delegate Charles Poindexter, to try to get someone working on this issue. Mr. Royer thanked the Board for anything that could be done to help resolve this issue. This concluded the Hearing of the Citizens Consent Agenda (a) Minutes: January 3, 2011-Re-Organizational Meeting January 18, 2011-Adjourned Meeting January 20, 2011-Work Session (b) Bill List -January 2011 Regular Meeting February 7, 2011 (c) Virginia Wireless Grant (d) Project Lifesaver Mr. Harville noted that on Page 8 of the Board Packet, in the January 3, 2011 minutes, a correction from "Mr. Harville to Mr. Barber making appointments "needed to be made. Mr. Harville then made a motion, seconded by Mr. Snead, to approve the minutes as amended, which was unanimously approved by the Board. Motion was then made by Mr. Davis, seconded by Mr. Harville to approve the remainder of the Consent Agenda, Items b,c, and d. The following Roll Call Vote was recorded: Mr. Harville-Yes; Mr. Ecker-Yes; Mr. Davis-Yes; Mr. Snead-Yes; Mr. Pritchett-Yes; Mr. Ingram- Yes; and Mr. Barber-Yes. The Board unanimously approved the Consent Agenda. Unfinished Business At the January 18, 2011 meeting of the Board, a motion had been made by Mr. Ecker, seconded by Mr. Ingram, to approve the following expenditure list for the month of December 2010: $12.98 to Central Accounting-Printing (100-4-012430-3500), $3,000.00 to Sheriff-DARE (100-4-031200-6002), $935.28 to Sheriff-Parts (100-4-031200-6030), $1,051.55 to Sheriff-Labor (100-4-031200-6031), $3.00 to Jail-Training & Education (100-4-033100-5540), $275.50 to Jail-Extradition (100-4-033100-5550), $150.00 to Animal Control-Donations (100-4-035100-5883), $260.00 to Library-Postage (100-4- 073100-5210), $13,353.12 to WIA-Rent (251-4-353160-5420). This motion required a 10-day layover that had now been met, and required a roll call vote. The following Roll Call Vote was recorded: Mr. Ecker-Yes; Mr. Davis-Yes; Mr. Snead-Yes; Mr. Pritchett-Yes; Mr. Ingram-Yes; Mr. Harville-Yes; and Mr. Barber-Yes. Mr. Ecker's motion was unanimously approved by the Board. At the January 18, 2011 meeting of the Board of Supervisors, a motion was made by Mr. Snead, seconded by Mr. Pritchett, to approve and appropriate $5,833.33 for payment to Regional One. This motion required a 10-day layover that had now been met. The following Roll Call Vote was recorded: Mr. Davis-Yes; Mr. Snead-Yes; Mr. Pritchett-Yes; Mr. Ingram-Yes; Mr. Harville-yes; Mr. Ecker-Yes; and Mr. Barber-Yes. Mr. Snead's motion was unanimously approved by the Board. New Business Motion was made by Mr. Pritchett, seconded by Mr. Snead, to approve a proclamation recognizing Black History Month in Pittsylvania County and to forward the proclamation to the local media, which was unanimously approved by the Board. Mr. Pritchett then read the proclamation to the public. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PROCLAMATION BLACK HISTORY MONTH Whereas, the month of February has been designated as Black History Month by the U. S. Congress; and Whereas, Black Heritage is a distinct factor in the history and the evolution of our government brought to national attention in 1926 by the work of the late historian, Dr. Carter G. Woodson, a native of Southside Virginia; and Whereas, the Board of Supervisors wishes to encourage all the Citizens of Pittsylvania County to better understand the role of Black Citizens in the formation and growth of our Nation, State and County. Regular Meeting February 7, 2011 Now, Therefore, Be It Hereby Resolved, by the Pittsylvania County Board of Supervisors that the month of February is hereby proclaimed Black History Month in Pittsylvania County and that the Pittsylvania County Schools, County Libraries and all of the Citizens of Pittsylvania County are encouraged to make a special effort to research and acknowledge the historical contributions made by Black Americans to the Nation, State and County. A motion came from the Finance Committee to direct the County Administrator to refer the cost of water and sewer of the Olde Dominion Agricultural Center (ODAC) to the Town of Chatham for electric service and service road to the pump station. Mr. Harville made a motion to amended the motion to include pump and haul costs for the ODAC to also be referred to the Town of Chatham since the pump station isn't working yet and thus the ODAC is using a holding tank that requires pumping, and to direct the County Administrator to draft a letter to the Town of Chatham regarding the Board's action, which was seconded by Mr. Davis. The Board unanimously approved the Finance Committee's motion and Mr. Harville's amendment to that motion. Motion came from the Economic Development Committee to de-obligate Site Diversification Funds of Grant #2045 of Tobacco Commission Funds in the amount of $579,000.00. The following vote was recorded: Mr. Davis-yes; Mr. Snead-Yes; Mr. Pritchett-Yes; Mr. Ingram-No; Mr. Harville- Yes; Mr. Ecker-Yes; and Mr. Barber-Yes. The motion to de-obligate funds of Tobacco Grant #2045 in the amount of $579,000.00 was approved by a 6-1 majority vote of the Board with Mr. Ingram in opposition. Mr. Ingram then made a motion, seconded by Mr. Snead for discussion, to do preliminary engineering reports for the Brosville Industrial Park and the Gretna Industrial Park, and Phase I environmental for the Hurt Industrial Park, in the amount of $45,000.00 to be paid out of economic development funds. Mr. Ecker made a secondary motion to lay the issue on the table, seconded by Mr. Davis. Mr. Ecker's motion to table the issue was approved by a majority vote of 6-1, with Mr. Snead in opposition. Motion was made by Mr. Harville, seconded by Mr. Ecker, that the Board has no comments concerning Nutri-Blend, Inc.'s application to be permitted by the Department of Environmental Quality for Land Application of Biosolids in Pittsylvania County. Mr. Harville's motion passed by a majority vote of 6-1, with Mr. Pritchett in opposition. Motion was made by Mr. Ecker, seconded by Mr. Ingram, to authorize the County Administrator to negotiate a contract with MED 3000, Inc. to provide ambulance billing services for six (6) transport agencies in Pittsylvania County. Mr. Ecker's motion was unanimously approved by the Board. Motion was made by Mr. Snead, seconded by Mr. Pritchett, to approve the March 2011 payment to Regional One and appropriate $5,833.33 for this payment. This motion required a 10-day layover. Motion was made by Mr. Harville, seconded by Mr. Snead, to re-appropriate the following expenditure refunds for the month of January 2011: $100.00 to Sheriff-Halloween-Contributions (100- 4-031200-5878), $11,575.00 to Sheriff-Capital Outlay-Vehicles (100-4-031200-8105), $210.74 to Jail- Extradition (100-4-033100-5550), $200.00 to Animal Control-Donations (100-4-035100-5883), $3,241.95 to Solid Waste Collections-Parts (100-4-042300-6030), $226.09 to Solid Waste Collections- Labor (100-4-042300-6031), $20.00 to Library-Computer Supplies (100-4-073100-6021), $91.22 to State Library-Books & Subscriptions (250-4-073300-6012), $1,730.00 to WIA-Admin-Insurance (251- 4-353160-5307), $22,065.63 to WIA-Rent (251-4-353160-5420), $637.48 to Fleet Management-Parts (310-4-094135-6030), $383.00 to Fleet Management-Labor (310-4-094135-6031), $13,222.08 to Moses Building Repairs (310-4-094150-818127). This motion required a 10-day layover. Motion was made by Mr. Ecker, seconded by Mr. Davis, to send a resolution to the General Assembly requesting that Pittsylvania County be allowed to apply a 5% sales tax on lottery tickets sold Regular Meeting February 7, 2011 in Pittsylvania County. Mr. Ecker's motion failed by a 4-3 vote, with Mr. Harville, Mr. Snead, Mr. Pritchett and Mr. Barber opposing the motion. Mr. Ecker brought up the discussion on whether or not the Board was going to follow Robert's Rules of Order, 10`" Edition. After much discussion, motion was made by Mr. Davis, seconded by Mr. Harville, that the Board would follow Robert's Rules of Order, l Ot" Edition ,with use of common sense by the Board, along with the interpretation of the Chairman of the Board and the advice of the County Attorney, which was unanimously approved by the Board. Motion was made by Mr. Harville, seconded by Mr. Snead, to accept and appropriate an Emergency Management Program Grant from the National Preparedness Directorate and the Department of Homeland Security in the amount of $41,768.00 with a local match and amend the 2010/11 budget in this amount, and to authorize the procurement of services with Timmons Group referencing the Fairfax County Contract in the amount not to exceed $83,536 with the local match to come from 100-04-035500-810900 (Grants Local Match) as well as in-kind assistance. Mr. Harville's motion was unanimously approved by the Board. Motion was made by Mr. Pritchett, seconded by Mr. Harville, to approve the list of Pittsylvania County Comprehensive Economic Development Strategy Projects (CEDS) and authorize the County Administrator to submit the information to the West Piedmont Planning District Commission. Mr. Pritchett's motion was unanimously approved by the Board. Motion was made by Mr. Harville, seconded by Mr. Davis, to authorize the County Administrator work with Pittsylvania County Historical Society and the architects involved in the Moses Building renovations in using the existing pavers in front of the Courthouse and to bring back the cost of the repair to the Board. Mr. Harville's motion was unanimously approved by the Board. Added Items Motion was made by Mr. Harville, seconded by Mr. Snead, to ratify the declaration of emergency purchase for the replacement of smoke alarms in the Pittsylvania County Jail and to authorize the County Administrator to sign all necessary documentation. Mr. Harville's motion was unanimously approved by the Board. Appointments Motion was made by Mr. Davis, seconded by Mr. Pritchett, to re-appointment Mr. James E. Astin, Jr. to a 3-year term ending December 31, 2013, to the West Piedmont Planning District. Mr. Davis's motion was unanimously approved by the Board. Motion was made by Mr. Ingram, seconded by Mr. Harville, to re-appoint Mr. John Lindsey for a one year term as the Citizen Representative for Pittsylvania County to the Tri-County Lake Administration Commission. Mr. Ingram's motion was unanimously approved by the Board. Motion was made by Mr. Harville, seconded by Mr. Ecker, to appoint the following representatives to the 2011 Re-Districting Committee: Staunton River District: Mr. Jerry Caprario and Mr. Morgan Allen Dan River District: Ms. Sandra Miller and Mr. Ronnie Emerson Callands-Gretna District: Ms. Arlene Creasy and Ms. Gypsy Farthing Tunstall District: Mr. Ed Hairston and Mr. Doug Morrison Chatham-Blairs District: Mr. Richard Motley and Ms. Everlena Ross Westover District: Mr. Allen Lanoue and Mr. Ron McMahon Banister District: Mr. Robert Gilbert and Mr. Robert Neal. Mr. Harville's motion was unanimously approved by the Board. Mr. Sleeper stated the Re-Districting Committee would hold their first meeting on Thursday, February 10, 2011 at 7pm in the Moses Building Conference Room in Chatham. Regular Meeting February 7, 2011 Motion was made by Mr. Harville, seconded by Mr. Pritchett, to pay the County's normal travel rate of $0.51 per mile to and from meetings to the members of the Re-Districting Committee. Mr. Harville's motion was unanimously approved by the Board. Reports from Board Members Mr. Ingram asked that the handicap door in men's restroom in the courthouse be repaired. Mr. Harville stated that the Metropolitan Planning Organization (MPO) voted to join the VMPCO which held its first organizational meeting in Richmond. Mr. Harville stated he would provide the Board with more information on its meetings and discussions as they become available. Also, HB 1721 passed and allows localities that meet the criteria to hold a public hearing to determine if it's beneficial for the locality to have an urbanized area. Mr. Barber asked about the letter from the School Board concerning the Brosville Middle School cafeteria. Mr. Sleeper said the renovations to the cafeteria were never put in the renovations contract. Reports from County Administrator Mr. Sleeper state that he and Mr. J. Vaden Hunt, County Attorney, would be in Richmond the next day for the first informal hearing concerning the Comprehensive Services Act Audit. Adjournment Motion was made by Mr. Ecker, seconded by Mr. Ingram, to adjourn. The meeting adjourned at 8:17pm.