06-21-2011 BOS Adjourned Meeting~~6~~ ~~ ~~~~,
~~
BOARD PACKET
BOARD OF SUPERVISORS
ADJOURNED MEETING
JUNE 21, 2011
a
1767
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P[TTSYLVANIA COUNTY BOARD OF SUPERVISORS
ADJOURNED MEETING
TUESDAY, JUNE 21, 2011
7:00 P.M.
GENERAL DISTRICT COURTROOM
EDWIN R. SHIELDS COURTHOUSE ADDITION
CHATHAM, VA 24531
AGENDA
Call to Order - 7:00 p.m.
2. Roll Call
3. Invocation
4. Pledge of Allegiance
5. Items to be added to the Agenda
(a) Resolution Supporting Federal Aviation Administration Funding at the Danville Regional Airport
-Pages 7-8
(b) Resolution -Virginia Department of Aviation, Danville Regional Airport -Pages 9-10
(c) Amendments to Zoning Ordinance -Accessory Building -Pages !!-!2
6. Approval of Agenda
HEARING OF THE CITIZENS
CONSENT AGENDA
7(a) State Criminal Alicn Assistance Program (SCARP) Administrative Fee Appropriation -
Requires a Rall Call Yate Page- I S
PUBLIC HEARINGS
Rezoning Cases
Case 1: Timothy W. Dudley & Sandra B. Dudley -Staunton River District: R-11-021
(R-1, Residential Suburban Subdivision District to RMF Residential Multi-Family District)
Case 2: Eric C. Snead & Elizabeth R. Snead -Dan River District: R-11-022
(R-1, Residential Suburban Subdivision District to A-1, Agricultural District)
Case 3: John E. Snead & Nancy B. Snead -Dan River District: R-I1-023
(R-1, Residential Suburban Subdivision District to A-1, Agriculttral District)
Case 4: Amanda Pernell Cox -Tunstall District: R-11-024
(R-I, Residential Sttbttrban Subdivision District to R-l, Residential Suburban Subdivision District)
Case 5: Edward L. Millon & Brenda F. Mi11on -Tunstall District: R-11-025
(RC-1, Residential Combined Subdivision District to A-1, Agricultural District)
Case 6: JAD Builders, Inc. & Linda T. Marshall -Tunstall District: R-11-026
(A-1, Agricultural District to R-1, Residential Suburban Subdivision District)
Case 7: Withdrawn: R-11-027
8. Expenditure Refunds - (At the June 6, 2011 Board meeting, motion was made by Mr. Ecker,
seconded by Mr. Han~ille, for a re-appropriation of funds as follows: $135.00 to Sheriff-Wrecker
Service (100-4-031200-3/70), $816.23 to Sheriff-Parts (100-4-031200-6030), $233.25 to Fire &
Rescue-United Way Conh•ibution (100-4-032200-5667), $392.3/ to Extradition (100-4-033100-
5550), $125.00 m B&G-Training & Education (100-4-043100-5540), $2/,098.93 to WIA Rem (251-
4-3.13160-5420) which required a l0-day layover that has now been met). -Pages IS-20
9. Treasurer - DMV Stop Payment Fee Appropriation - (At the June 6, 2011 Board meeting, motion
was made by Mr. Harville, seconded by Mr. Snead for an appropriation of $40,000 to t{te
Treasurer's Office so that the stop fees can he paid to the DMV for FY20/0-2011, which required a
10-day layover that has now been nret). -Pages 2/-22
10. Solid Waste Appropriation Callahans Hill Site - (At the June 6, 2011 Board meeting, nrntion came
from the Solid Waste Committee to appropriate $40, 000 from unappropriated funds of the next year
2011/2012 Budget for upgrades to the C'nllahans Hill Compactor Site, which required a 10-day
layover that has now been met). - Page- 26
11. Appropriation of Funds -Pre-titling Survey and a Phase I Environmental on the old Chatham
Elementary School -Roll Call Vote - Page- 27
NEW BUSINESS
12. Training -Volunteer Fire Departments and Rescue Squads -Pages 29-33
13. Waiver of Water & Sewer Fces - Brosville Industrial Park-Page 34
14. Discussion of Request for Virginia Uranium, Inc. to Test Wells in the Coles Hi11 area Prior to
Further Drilling to Establish a Bench Mark -Page 35
15. Change Orders #5, #6 & #7 - Olde Dominion Agricultural Centcr Water & Sewer Extension -
Pages 36-41
16. Gretna Industrial Park Agreement -Amended Agreement between Town of Gretna and
Pittsylvania County -Pages 42-44
17. General Obligation Refunding Bonds, Series 2011-Legal Counsel -Pages 45-47
18. Amended Joint City/County Reimbursement Agreement -Pages 48-56
19. Workforce Investment Act (WIA) -End Budget Adjustments -Page 57
20. Jail Year-End Appropriation - Requires a motion and a ]0-day layover -Page 58
21. Comprehensive Services Act (GSA) -School Appropriation -Page 59
22. Financial Management Policy Update - (Fund Balance Policy) -Pages 60-85
BOARD APPOINTMENTS
23. Appointment to the Pittsylvania County Public Library Board of Trustees: Staunton River
District (Re-appointment of Ms. Lucy Johnson) -Page 87
24. Appointments to the Recreation Advisory Board -Page 88
25. -STRIKE FROM THE AGENDA -Page 89
26. Appointment to Social Services Board -Staunton River District -Page 90
BOARD ANNOUNCEMENTS
REPORTS FROM LEGAL COUNSEL
REPORTS FROM COUNTY ADMINISTRATOR - Pages
ADJOURNMENT
TO BE ADDED
P6
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
06-21-2011
ITEM NUMBER:
5(a)
Resolution Supporting Federal Aviation
Administration Funding at Danville Regional Airport
SUBJECT/PROPOSAL/REOUEST:
FAA Grant
STAFF CONTACT(S):
Mr. Sleeper
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
INFORMATION:
INFORMATION:
BACKGROUND:
Pittsylvania County Boazd of Supervisors has worked in partnership with the City of Danville over a number
of yeazs to help operate the Danville Regional Airport to support economic development and business
development in the region.
DISCUSSION:
The Federal Aviation Administration, over a period of several months, has developed the standards
concerning the number of aircrafr that land and takeoff below their capacity and the full time use of the
airport assets. In this classification, the FAA has seta 5,900 foot runway standard for the Danville Regional
Airport. The Danville Airport currently has 6,500 feet of runway, 150 feet in width. In order to do necessary
rehabilitation to that runway, they must narrow the runway and shorten its length in order to receive federal
funding. The City of Danville and the Danville Airport Commission have agreed this is the best benefit of
the commission to receive these funds and do the necessary work at the airport, which reduces its current
capacity to land larger planes and shorten the current length of the runway. In order to insure that the entire
project is done at one time, it is necessary to file support with the Federal Aviation Administration to insure
that one grant is done to do the necessary rehabilitation of the Danville Airport rather than two. The attached
resolution recommends the County's Congressional Delegation work at the national level with the FAA to
insure that one grant is awazded for the Danville Airport to act and construct the necessary improvements as
soon as possible.
RECOMMENDATION:
Staff recommends that the Boazd of Supervisors approve the attached resolution and authorize the County
Administrator to forward to the Congressional Delegation in Washington, D.C. to assist in single grant
funding.
P7
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION 2011-06-02
VIRGINIA: At the adjourned meeting of the Pittsylvania County Board of Supervisors held on Tuesday,
June 21, 2011, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the
following resolution was presented and adopted:
WHEREAS, Pittsylvania County has worked in partnership with the City of Danville over many
years to continue the support of the Danville Regional Airport and that the critical importance of the
transportation and economic development in this region; and
WHEREAS, the current construction of the Danville Regional Airport requires renovations to move
a highpoini and visual deficiency in the runway; and
WHEREAS, the Federal Aviation Administration has agreed to work with the City of Danville and
the Danville Airport Commission to provide 95% of the required funding necessary to do the renovations at
the Danville Regional Airport for shortening the runway by 600 feet to 5,900 feet and to reduce the landing
capacity from 120,000 pounds to 65,000 pounds while narrowing the runway from 150 feet to 100 feet; and
WHEREAS, this is a significant project requiring substantial rehabilitation of the Danville Airport
and the closing of the primary runway during this construction that is imperative that the project could be
completed in a single grant in order to avoid jeopardizing any additional impacts on the economic
development and transportation needs of the community; and
NOW, THEREFORE BE IT RESOLVED, that the Pittsylvania County Board of Supervisors
submits its full support of the City of Danville and the Danville Regional Airport Commission for the Federal
Aviation Administration funding necessazy to provide for the engineering and financial construction
expenses necessary to provide the rehabilitation of a 5,900 foot runway under a single grant for the Danville
Regional Airport; and
BE IT FURTHER RESOLVED, that the Boazd of Supervisors request the County Administrator to
forward copies of this resolution to the County's Congressional Representatives seeking their support and
insuring that the Federal Aviation Administration funds a single grant for the rehabilitation project of the
Danville Regional Airport.
Given under my hand this 21st day of June, 2011.
Tim R. Bazber, Chairman
Pittsylvania County Board of Supervisors
William D. Sleeper, Clerk
Pittsylvania County Boazd of Supervisors
P8
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
06-21-2011
ITEM NUMBER:
5(b)
Resolution -Virginia Department of Aviation,
Danville Regional Airport
ACTION:
Yes
INFORMATION:
SUBJECT/PROPOSAL/REO VEST:
State Funding -Regional Airport
CONSENT AGENDA:
ACTION:
INFORMATION:
STAFF CONTACT(S):
Mr. Sleeper
ATTACHMENTS:
Yes
BACKGROUND:
The City of Danville and the Danville Regional Airport Commission have filed for a grant with the Federal
Aviation Administration to do require renovations to the Danville Regional Airport, which would reduce the
size of the runway both in length and width, as well as its load bearing capacity.
DISCUSSION:
In order to supplement the Federal Aviation Administration's grant to renovate the Danville Regional Airport
runway to 5,900 feet, the City of Danville and the Danville Regional Airport Commission require funding
from the Commonwealth of Virginia to supplement the Federal Aviation Administration grant in the amount
of $2,200,000. This application has been submitted to the Virginia Aviation Boazd for their review and
approval that requires a 20% match from the City of Danville and it is necessary that the grant be approved in
the current cycle of the Virginia Aviation Board grants in order to supplement the Federal Aviation
Administration project at the Danville Regional Airport.
RECOMMENDATION:
Staff recommends that the Board of Supervisors approve the attached resolution and authorize the County
Administrator to forward to the Virginia Aviation Board with copies to the Governor and the County's
General Assembly Delegates.
P9
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION 2011-06-03
VIRGINIA: At the adjourned meeting of the Pittsylvania County Boazd of Supervisors held on Tuesday,
June 21, 2011, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the
following resolution was presented and adopted:
WHEREAS, the City of Danville and the Danville Regional Airport Commission have filed two (2)
grant applications with the Virginia Aviation Board to provide necessary improvements at the Danville
Regional Airport; and
WHEREAS, the two grant applications incorporate one for the necessary engineering of
improvements to the Danville Regional Airport for extending the runway, providing changes to the
navigational equipment and drainage to match the improvements made by the Federal Aviation
Administration Grant; and
WHEREAS, a second grant is requested in a timely manner to provide supplemental funding for the
construction of the extension of the runway and the navigational aids to match the Federal Aviation
Administration improvements at the Danville Regional Airport; and
WHEREAS, the Danville Regional Airport is a critically important transportation and economic
development asset in the region providing required business and commercial jet aircraft service, as well as
the Averett University Flight School; and
WHEREAS, the approval of these grants by the Virginia Aviation Boazd is critical in providing the
necessary supplement funding and accomplishing the required crossed benefits of coordinating with the
existing construction and renovation project; then
BE IT RESOLVED, that the Pittsylvania County Board of Supervisors respectfully request the
Virginia Aviation Board to approve the two grant applications submitted by the City of Danville and the
Danville Regional Airport Commission for the required engineering and construction supplementing the
Federal Aviation Administration runway project at the Danville Regional Airport providing a 600 foot
extension and necessary navigational aids and drainage to that project; and
BE IT FURTHER RESOLVED, that the County Administrator is directed to provide a copy of this
resolution to the Honorable Robert F. McDonnell, Governor, Commonwealth of Virginia and the Honorable
Danny Marshall, the Honorable Ronald Merricks, the Honorable Chazles Poindexter and the Honorable Bill
Stanley.
Given under my hand this 21st day of June, 2011.
Tim R. Barber, Chairman
Pittsylvania County Board of Supervisors
William D. Sleeper, Clerk
Pittsylvania County Boazd of Supervisors
P10
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
06-21-201 ]
ITEM NUMBER:
5(c)
Amendments to Zoning Ordinance -Accessory
Building
ACTION:
Yes
INFORMATION:
SUBJECT/PROPOSAL/REOUEST:
Planning Commission Recommendation
CONSENT AGENDA:
ACTION:
INFORMATION:
STAFF CONTACT(S):
Mr. Sleeper
ATTACHMENTS:
Yes
BACKGROUND:
The Pittsylvania County Planning Commission sent a request to the Pittsylvania County Boazd of Supervisors
for their May 17, 2011 meeting. This recommendation was to delete part of the definition for accessory
buildings under Chapter 35 of the Pittsylvania County Zoning Ordinance. The Board of Supervisors did not
approve or deny the recommendation; they simply returned it to the Planning Commission with additional
recommendations.
DISCUSSION:
Attached hereto, you will find a memorandum from the Pittsylvania County Planning Commission stating
that they did not consider the recommended proposed changes from the Board of Supervisors and are re-
submitting to the Boazd of Supervisors a proposed amendment to the Pittsylvania County Zoning Ordinance
to delete part of the description: An aecessorv buildine shall not dominate a principal buildine in area.
extent or purpose.
RECOMMENDATION:
Staff recommends that the Boazd of Supervisors consider passing the proposal of the Planning Commission
since the Board of Supervisors has held a legally advertised public hearing and this proposal is the same as
was advertised for the Boazd's consideration. In addition, the Board shall consider legal guidance to insure
that this would be a proper action.
P11
PITTSYIJVANIA COUNTY
v~.cnviA
Department of Code Compliance
P.O. Drawer D
Chatham, Virginia 24391
Odie H. 8heltoa, Jr., Director
Phone Numbers:
Inspections (494) 432-7786
Zoning (494) 492-7781
Faz (494)492-7919
Gretna/Hart (494) 868-8211
MEMORANDUM
TO: William~D. Sleeper, County Administrator
FROM: Od~~~H. Shelton, Jr., Director of Code Compliance
DATE: June 16, 2011
SUBJECT: Amendment to the Zoning Ordinance
The Pittsylvania County Planning Commission met on Tuesday, June 7, 2011, and held a
discussion regarding the proposed amendment to the Pittsvlvania County Zoning
Ordinance, Chanter 35-Zoning, SEC.35-40.PRINCIPAL DEFR~TITIONS OF THE
The Planning Commission recommended by a 7 to 0 vote, with no opposition, that the
Board of Supervisors approve the proposed change without the added option to the
Pittsylvania County Zoning Ordinance as previously submitted to them.
Should you have any questions regazding this matter, please feel free to contact me at any
time.
OHS, Jr. /khb .
C: J. Vaden Hunt, County Attorney
Greg Sides, Assistant County Administrator
P12
p13
CONSENT
AGENDA
P14
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
AGENDA TITLE: 6-21-11
State Criminal Alien Assistance Program (SCAAP) ACTION:
Administrative Fee Appropriation-Requires a Roll
Vote
CONSENT AGENDA:
SUBJECT/PROPOSAL/REOUEST: ACTION:
Yes
SCAAP Administrative Fee Appropriation
ATTACHMENTS:
No
REVIEWED BY:
STAFF CONTACT(S):
Sleeper. Van Der Hvde
ITEM NUMBER:
7(a)
INFORMATION:
INFORMATION:
BACKGROUND:
The Sheriffs Office has been working in conjunction with Justice Benefit Services, Inc. to obtain monetary
benefits for housing illegal aliens in Pittsylvania County's Jail. Justice Benefit Services, Inc. has assisted the
County in securing funds from the Bureau of Justice Assistance through a program known as State Criminal
Alien Assistance Program (SCAAP). Justice Benefit Services receives 22% of this benefit as payment for
their services.
DISCUSSION:
Pittsylvania County recently received a total of $5,976.00 from the Department of Justice for housing illegal
aliens during FY2011. Justice Benefit Services is therefore due a total of $1,314.72 for their work in
securing these funds for Pittsylvania County.
RECOMMENDATION:
Staff recommends that the Board amend the Jail budget and appropriate $1,314.72 to line item 100-4-
033100-5899 (SCAAP Administration Fee).
P15
PUBLIC I-IEARyNG
P16
UNFI~TISIiED
BUSINESS
P17
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
AGENDA TITLE: 6-21-11
Expenditure Refunds-Motion made by Mr. Ecker, ACTION:
seconded by Mr. Harville and has met the 10-day Yes
layover requirement-requires a roll call vote
CONSENT AGENDA:
SUBJECT/PROPOSAL/REOUEST: ACTION:
Budget Amendment for expenditure refunds
STAFF CONTACT(S):
ATTACHMENTS:
Yes
REVIEWED BY:
ITEM NUMBER:
8
INFORMATION:
INFORMATION:
BACKGROUND:
Attached is a list of expenditure refunds for the month of May, 2011 for review. As discussed earlier with
the Board, the simple routine of putting every refund back in the budget is extremely time consuming and
leaves room for errors. To stay in balance with the Treasurer, we need to reappropriate refunds into the
budget so the budget would increase with every expenditure refund.
RECOMMENDATION:
Staff recommends the reappropriation of funds as follows: $135.00 to Sheriff-Wrecker Service (100-4-
031200-3170), $816.23 to Sheriff-Parts (1 00-4-03 1 200-603 0), $233.25 to Fire &Rescue-United Way
Contribution (100-4-032200-5667), $392.31 to Extradition (100-4-033100-5550), $125.00 to B&G-Training
& Education (100-4-043100-5540), $21,098.93 to WIA-Rent (25 1-4-3 53 1 60-5420). MOTION MADE BY
MR. ECKER, SECONDED BY MR. HARVILLE AND HAS MET THE 10-DAY LAYOVER
REQUIREMENT-REQUIRES A ROLL CALL VOTE.
P18
PLTTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
6-06- I 1
ITEM NUMBER:
17
Expenditure Refunds-Requires a motion and a 111-da1~ ACTION:
layover Yes
SUBJECT/PROPOSA L/REU VEST:
Budget Amendment for expenditure refunds
STAFF CONTACT(Sl:
CONSENT AGENDA:
ACTION:
INFORMATION:
INFORMATION:
ATTACHMENTS:
Yes
REVIEWED BY:
a~
BACKGROUND:
DISCUSSION:
Attached is a list of expenditure refunds for the. month of May, 201 ] for review. As discussed earlier with
the Board, the simple routine of putting every refund back in the budget. is extremely time consuming and
leaves room for errors. To stay in balance. with the Treasurer, we need to reappropriate refunds into the
budget. so the budget. would increase with every expenditure refund.
RECOMMENDATION:
Staff'recommends the reappropriation of funds as Collows: $135.00 to Sheriff-Wrecker Service (100-4-
031200-3170), $816.23 to Sheriff-Parts (100-4-031200-6030), $233.25 to Fire &Rescue-United Way
Contribution (100-4-032200-5667), $392..31 to Extradition (100-4-033100-SS50), $125.00 to B&G-Training
Education. (100-4-043100-5540), $21,098.93 to WIA-Rent (251-4-353160-5420), THIS ITEM REQUIRES
A MOT[ON AND A 10-DAY LAYOVER.
^'P19
PITTSYL'VANIA COUNTY
Finance Department
P.d. Box 426
Cbatbam, Virginia 24531
MEMU Td: William D. Sleeper, County Administrator
FRUM: Kim Van Der Hyde
Finance Director
Sl.(13JECT: May Expenditure Refiunis
DATE: June 3, 2011
VIRGINIA
"~ ' w. Phoge (434( 432.7740
. Fax (434( 432.7946
Gretna/Hurt (434( 656.6211
,. v • ~'' * ~' flachelore Hall/Wbitmefl (434) 79T-9550
The. list below shows all expenditure. refunds that were sent to the Finance Department
during the month of lvtay. 1 am rea~inrnending that all of Ehe following expenditure
refunds be reappropriated by the E3aard oESupervisor~:
100-4-031.200-3170
100-4-031.200-6030
1A0.4-032200-5667
Sheritl'-Wrecker Service.
htsuranc~ Reimbursement
Sheriff-Parts
dnsurance Rc•irnbtrtsement
13 5.00
816.23
233.25
392.31
125.00
21,098.93
Fire &. Rcscur
lJnited Way Contribution
100-3-000000-189912
100-4-033100-5550 .I a il-Extradition
100-4-043100-5540 B&(,-Training & Education
Reimbursement
251-4-353160-5420
W IA-Rent
Rent Payments
251-3-000000-150201
'CUTAL MAY EXPENDITURE REFCtNUS
522,800.72
Pzo
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
AGENDA TITLE: 6-21-11
Treasurer-Department of Motor Vehicles (DMV)-Stop ACTION:
Payment Fee Appropriation-Motion made by Mr. Yes
Harville, seconded by Mr. Snead and has met the 10-
day layover requirement-requires a roll call vote CONSENT AGENDA:
ACTION:
SUBJECT/PROPOSAL/REOUEST:
Appropriation of DMV Stop Fees ATTACHMENTS:
Yes
REVIEWED BY:
STAFF CONTACT(S):
ITEM NUMBER:
9
INFORMATION:
INFORMATION:
BACKGROUND:
The Pittsylvania County Treasurer's Office is attempting to collect unpaid vehicle license fees by placing
stops on DMV registration renewals. When a stop is removed, a $20 fee is chazged by DMV. The
Treasurer's Office in turn passes this $20 fee along with a $20 administrative fee on to the citizen whose
registration was stopped. Once the fees aze collected from the citizen, they are deposited in the General Fund
as DMV fees.
DISCUSSION:
During the budget process, no monies were budgeted for expenditures of stop fees to the DMV. The
Treasurer's Office has received a total of $76,374.94 in the 2010-2011 budget yeaz from citizen's whose
registrations were stopped by DMV for lack of payment to the Pittsylvania County Treasuerer. An estimated
total of $40,000 will be paid to the DMV prior to yeaz end for these fees.
RECOMMENDATION:
Staff recommends the Board of Supervisors consider an appropriation of $40,000 to the Treasurer's Office so
that the stop fees can be paid to the DMV for FY2010-2011. MOTION MADE BY MR. HARVILLE,
SECONDED BY MR. SNEAD AND HAS MET THE 10-DAY LAYOVER REQUIREMENT-REQUIRES
A ROLL CALL VOTE.
P21
PITTSYLVANIA COUNTY
Board of Supervisors
EXECIJTIVE SUMMARY
AGENDA TITLE:
AGENUA DATE:
6-06-I1
ITEM NUMBER:
1R
'Treasurer-Department of Motor Vehicles (DMV)-Stop ACTION:
Payment Fee Appropriation-Requires n motion and n Ycs
10-duy layover
SUBJECT/PRO PO SA L/REO U EST:
Appropriation of DMV Stop Fees
STAFF CONTACT(S):
CONSENT AGENDA:
INFORMATION:
ACTION? INFORMATION:
ATTACHMENTS:
No n n
REVIEWEll BY: /y/ X ~-
BACKGROUND:
'Che Pittsylvania County Treasurer's Off ice is attempting to collect unpaid vehicle license fees by placing
stops on DMV registration renewals. When a stop is removed, a fee is charged by DMV. 'The 'Treasurer's
Office. in tum passes these fees on to the citizen whose registration was stopped. Once the fees are collected
from the citizen. they are deposited in the General Fund as DMV fc~s.
DISCUSSION:
During the budget process, no monies were budgeted for expenditures of stop fees to the DMV. The
Treasurer's Office has received a total of $7G,374.9G in the 2010-2011 budget yeaz from citizen's whose
registrations were stopped by DMV for lack of payment to the Pittsylvania County Treasuerer. An estimated
total of $40,000 will be paid to the DMV prior to year end for these fees.
RECOMMENDATION:
Staff recommends the Board of Supervisors consider an appropriation of $40,000 to the 'Treasurer's Office so
that the stop fees can be paid to the DMV for FY2010-2011. THIS AMENDMENT' REQUIRES A MOTION
AND A 10-DAY LAYOVER
~~P22
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE;
AGENDA DATE:
06-21-2011
ITEM NUMBER:
10
Solid Waste Appropriation -Callahans Hill
SUBJECT/PROPOSAL/REOUEST:
ACTION:
Yes
INFORMATION:
Appropriation Recommendation
CONSENT AGENDA:
ACTION:
STAFF CONTACT(S):
Mr. Sleeper
ATTACHMENTS:
NO
INFORMATION:
BACKGROUND:
At the June 6, 2011 regular meeting of the Pittsylvania County Boazd of Supervisors, the Solid Waste
Committee made a recommendation to the Board of Supervisors to appropriate $40,000 from unappropriated
surplus funds for next yeaz's budget 2011-2012 to upgrade the Callahans Hill Compactor Site. This required
a 10-day layover.
DISCUSSION:
Motion on the floor to appropriate $40,000 from unappropriated funds to the 2011-2012 budget. This
requires a Roll Call Vote.
Staff recommends that the Board of Supervisors approve the appropriation by Roll Call Vote.
azs
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
06-21-2011
ITEM NUMBER:
11
Appropriation of Funds -Old Chatham Elementary
School
ACTION:
Yes
INFORMATION:
SUBJECT/PROPOSAL/REQUEST:
Appropriation Funds
CONSENT AGENDA:
ACTION:
INFORMATION:
STAFF CONTACT(S):
Mr. Sleeper
ATTACHMENTS:
No
BACKGROUND:
At the June 6, 2011 regulaz meeting of the Pittsylvania County Board of Supervisors, the Board voted to have
the County Administrator do aPre-titling Survey and get a Phase I Environmental on the old Chatham
Elementary School. A motion was made by Mr. Davis and seconded and properly voted on; however, it is an
appropriation of $5,000 from unappropriated surplus. This requires a Roll Call Vote.
DISCUSSION:
RECOMMENDATION:
Staff is requesting the Board of Supervisors review the motion and re-pass it with a roll call vote as an
appropriation of $5,000 from unappropriated surplus. This does not require a 10-day layover because it is a
$5,000 appropriation.
P27
NEB' BiISdNESS
P28
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE: ITEM NUMBER:
AGENDA TITLE: 6-21-11 12
Training -Volunteer Fire Departments and Rescue ACTION: INFORMATION:
Squads Yes
SUBJECT/PROPOSAL/REOUEST:
CONSENT AGENDA:
Training for Volunteer Fire Departments and Rescue ACTION: INFORMATION:
Squads
ATTACHMENTS:
Yes
STAFF CONTACT(S):
Mr. Slee er REVIEWED BY:
BACKGROUND:
The County Grants Administrator received a request from the Mt. Cross Volunteer Fire Department for re-
imbursement for two (2) rescue squad members that had attended required EMS training in Caswell County,
North Cazolina. They were requesting that this be paid for out of the Four-For-Life Fund for their
department. In checking with the Commonwealth of Virginia for approval, the State of Emergency Service
would not approve the reimbursement for training as the classes were taken outside of the Commonwealth of
Virginia.
DISCUSSION:
Attached hereto, you will find copies of the guidelines for expenditures of the Four-For-Life Fund. Nowhere
in that proposal does it identify restrictions to the Commonwealth of Virginia, however, it is Commonwealth
funds and we must follow the State of Emergency Service guidelines. The Board will also find the minutes
of June 30, 2010 of the Pittsylvania County Fire & Rescue Association that set up reimbursements for EMT
classes for Pittsylvania County local funds. As you can see, they only fund $150.00 for 1 s` Responders and
EMT, and $300.00 for Enhanced Intermediate Paramedic. These classes are very expensive. Mt. Cross
reimbursed their members in excess of $2,000.00. The Boazd of Supervisors should consider the expensive
cost and time required to do this type of training and provide some supplement in order to enhance
requirement for the County departments.
RECOMMENDATION:
Staff recommends the Board of Supervisors consider special funding reimbursements on a case by case basis
and if possible, split the cost currently lost by the Mt. Cross Volunteer Fire Department due to interpretations
by the State on the Four-For-Life Fund.
P29
GUIDELINES FOR THE EXPENDITURE
OF THE 26% RETURN TO LOCALITY
SHARE OF EMS FOUR-FOR-LIFE FUNDS
§ 46.2-694 of the Code of Virginia
Purnose of the Fund
To provide fimding for training of volunteer or salaried emergency medical service (EMS) personnel of
licensed, nonprofit emergency medical services agencies and for the purchase of necessary equipment and
supplies for use in such locality by licensed non-arofit emergency medical and rescue services.
Such funds shall be in addition to arty local appropriations and local governing bodies shall not use these
funds to supplant local fiords.
In any case in which the local governing body grants the funds to a designated regional emergency medical
services council to be distributed to the licensed, nonprofit emergency medical service agencies and rescue
squads, the local governing body shall retrain responsible for the proper use of the fiords. If a report on the use
of these funds has not been received from a local governing body, any funds due to that local governing body
for the next fiscal yeaz shall be retained tmtil such time as the report has been submitted.
Expenses associated with training programs include:
• EMS textbooks, workbooks and periodicals(magazines
e Supplies (used in training programs), such as disposable gloves, bandages, syringes, needles, etc.
• Equipmett (manikins, films, videotapes, etcJ
e Expenses assotated with state certification and recertification programs to include but not limited to
course tuition, state test site fees, and travel expenses (mileage, lodging and per diem) not to exceed
the state or local government rates.
e Expenses associated with specialty training progtarrlS to include but not limited to COttrSC tuition and
travel expenses (mileage, lodging and per diem) not to exceed the state or local government rates.
e Regional training activities such as disaster response drills or other field exercises. Expenses
associated with these activities include but not limited to course tuition and travel expenses (mileage,
lodging and per diem) not to exceed the state or local government rates.
Purchase of necessary equipment and supplies needed to:
e Gain access to a patient
e Assess the patient's medical condition
e Provide immediate medical care
e Transport the patient to a medical facility
o Communicate with the dispatcher and medical facility
e Personal Protective Equipment (PPE) for EMT personnel
Maintenance and service contracts for medical egtripmertt utilized in the direct provision of patient
care Or tr8lrling of EMS personnel. Note: When entering into these contracts, ensure the agreement form is closely
examined for clauses that wonldvoid the agreement and/or for items not covered taller the agreement
o What are the clauses in the mainteoauce conhact that would make it null and void? For example, if the equipment
was dropped or mishandled, tvaild that be e>pugh to void the agreement.
P30
I
o Is the cost of the agreement reasonable for the services being provided? IS so, is the cost of replacement
significant enough to warrant the agreement cost?
Items that do NOT conform to the intent:
• Items funded and purchased with RSAF Grant Funds (see below note)
• Furnishings or appliances for squad building
• Vehicle or building maintenance items
• Building utilities (electric, gas, water, telephone, etc)
• Housekeeping expenses
• Capital improvements
• Special use equipment for fire suppression
• Firefighter PPE/tumout gear
• Fund raising or public relations expenses
• Articles of clothing (t-shirts, hats, etc) that are not personal protective clothing
• Office management expenses
• Law enforcement expenses
Note: "Any funds received from Section 46.2-694 by a non-state agency cannot be used to match any other
funds derived from Section 46.2-694 6y that same non-state agency. " Simply put, ftmds returned to localities
cannot be used as the matching share of any grants offered using FourvFor-Life funds.
Additional C;uidance:
These guidelines are very broad in nature; however the Code of Virginia is specific in that these funds
must be used for EMS training and the purchase of necessary equipment and supplies. Always ask
yourself and in the opinion of your locality's administrator or financial director, would this purchase
withstand the scrutiny of an auditor an inquiry by a legislator and meet the intent of the program? If
you and they believe a strong case can be made, then please move forward on that expenditure. If not,
contact the Office of EMS to discuss the item(s) and issues.
The Office of EMS (OEMS) will always recommend that the Four for Life funds be used for equipment
and supplies that can easily be -inked to direct natieat care or the trainin¢ of EMTa. For those
questionable items, OEMS will suggest that those expenditures be paid from other sources of revenue
such as donations, insurance payments or other fund sources.
Carryover funds - These funds should be used within one year after receipt. OEMS discourages the
carryover of fiords into future fiscal years. 'Itte carryover of fiords raises a red Bag and Cite locality may
be asked by OEMS for a spending plan of action
P31
Fire & Rescue Association
Tune 3Q 2010
Page 2
Education:
Reimburse up to $150.00 for classes far 1~ Responders and EMT once they have
gassed with a copy of certification. Will pay $300.00 for Enhance and E, I 8t P classes.
t?n conference or seminars for two people per agency to attend wr71 pay $ 150.0(1 per
person. Will. pay for FF I & II books. IUD's wait unh7 end of yearto see if any finding
is left over. e~i~.
Mr. Finkner will make a list out with what will be reimbursement from the list that
was made tonight and a copy wt71 be given to each agency.
Mr. Finlmer asked about conservation recommendations. He encourages everyone if
you can get by with only one vehicle, don't send vehicles if not need.
If anyone needs to request grant money let Mr. Finkner lmow. The radios were
approved but the touglrbooks was not funded.
Mr. Finkner discussed the recommendations needs to be made for the September
Cycle and everyone advised more radios.
The VDFP Hardware Grant is due on 8-31=2010 and put three down last year and did
not get them and now we are going to add ST 33 to the list. Frank Dolan, Dry Fork VFll
wants to be reimbursed for their computer.
The Training Mini-Grant for the Fire Deparnnents is due 9-30.10. If you can think of
anything that can help with training let Mr. Finkner know-
" Mr. Finkner advised that the printers came in for the hospitals. They are for Halifax,
Moorehead, Martinsville, DRMC and Lynchburg General.
Mr. Finkner would ldce for Chiefs, Captains and Treasurer changing in departments.
He would filte to schedule a meeting with a meal to show reimbursement guidelines an
billing working, RFP and etc. He would like for a representative and the department
Treasurer to attend.
Henry Myers discussed 640's Internet being repaired. Has been out for a while now.
Questions asked about billing. Woiliing on the RFP for ambulance billing.
Tim Smith discussed inc~m~nce liability if someone has an accident without a driver's
licenses. liven rt mey are responriing to me station with their vehicle light on bot done
have t~cense.
P32
Priorities for Reimbursement
Maintenance Contracts
Fire -Pump Test, SCBA Compressor/Cascade, PM
EMS - AED, Cot
Major Equipment Repairs/Maintenance
Engine, Pump, Drive Train, Box AC
Oil, Tires, Batteries
SCBA Cylinder Hydro Testing
EMS Supplies
02, Defib Pads, Hep6 vaccinations, bandages, suction,
Immobilization equipment
Education Reimbursement
i~ Responder $150
EMT $150
EMT - E, I, P $300
Conferences
Symposium 2 per $150
Mid-Winter 2 per $150
One to Each 2 per $150
FFI and FFII Text Books
CPR/CEU
ACLS 16/20 hrs. $100
P33
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Waiver of Water & Sewer Fees- Brosville Industrial
Pazk
SUBJECT/PROPOSAL/REOUEST:
AGENDA DATE:
6-21-11
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
13
Reimbursements or Waiver of Fees
STAFF CONTACT(S):
Mr. Sleeper
ATTACHMENTS:
No
INFORMATION:
INFORMATION:
BACKGROUND:
The County's Enterprise 7_one requirements authorize the County to reimburse businesses and industries in
the Enterprise Zone that provide twenty-five (25) jobs or more, for sewer and water tap fees by the
Pittsylvania County Service Authority.
DISCUSSION:
Brosville Industrial Pazk is not in an Enterprise Zone; however properties adjacent to Industrial Drive with
entrances off of [hat drive aze considered supportive of that industrial park. It seems reasonable that the
Boazd of Supervisors should consider businesses and industries that provide twenty-five (25) jobs or more
should receive the same incentive benefits for providing that many jobs as an Enterprise Zone.
RECOMMENDATION:
Staff recommends the Boazd of Supervisors consider a policy for the County industrial pazks, or business and
industries utilizing industrial pazk roads for development, be offered the same incentive for providing twenty-
five (25) jobs or more as the Enterprise Zone. This is a specific request for $7,500.00 for incentives of the
Brosville Industrial Drive for a new enterprise from the Danville Regional Medical Center for providing
twenty-five (25) jobs or more at this facility. This would be from unappropriated surplus and would require a
10-day layover.
P34
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
AGENDA TITLE: 6-21-11
Discussion of Request for Virginia Uranium, Inc. to
Test Well in the Cole Hill azea Prior to Further I ACTION:
Drilling to Establish a Bench Mazk Yes
SUBJECT/PROPOSAL/REOUEST:
Request for Action
CONSENT AGENDA:
ACTION:
STAFF CONTACT(S):
Mr. Sleeper
ATTACHMENTS:
No
ITEM NUMBER:
14
INFORMATION:
INFORMATION:
BACKGROUND:
The Honorable Marshall Ecker, Staunton River District, requested that the Boazd of Supervisors consider a
request coming from citizens in the area of Cole Hill, requesting that prior to any further drilling by Virginia
Uranium, Inc., that a bench mark background be set up.
DISCUSSION:
This would be a request from the Pittsylvania County Board of Supervisors to request Virginia Uranium, Inc.
to agree to establish a ground water and well water background for the Coles Hill azea, to be utilized as a
standazd before any further drilling occurs
RECOMMENDATION:
This is submitted to the Boazd of Supervisors for their review, consideration and action.
P35
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
AGENDA TITLE: 6-21-11
Change Orders #5, #6, & #7- Olde Dominion
Agricultural Complex (ODAC) Water & Sewer ACTION:
Extension Yes
SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA:
ACTION:
Change Orders - ODAC Water & Sewer Extension
ATTACHMENTS:
Yes
STAFF CONTACT(S):
Mr. Sleeper
ITEM NUMBER:
15
INFORMATION:
INFORMATION:
BACKGROUND:
The Board of Supervisors approved a contract with Steve Martin Trenching, of Martinsville, Virginia, to
install the necessary water and sewer to the Olde Dominion Agricultural Complex (ODAC) on RT 29.
DISCUSSION:
In May, the Boazd of Supervisors reviewed Change Orders #5 and #6, and approved them attached. However
Change Order 5 & 6 did incorporate a required cost of Change Order #7, which was a directional boring that
was done in the same project as the reductions calculated in Change Order #5. Therefore, I am requesting
that the Boazd of Supervisors approve Change Orders #5, #6, and #7 for a new project total of $938,877.16.
RECOMMENDATION:
Staff recommends the Boazd of Supervisors approve Change Orders #5, #6, and #7 for a new project total of
$938,877.16 and authorize the County Administrator to sign all necessary documentation. This does not
require any layover and does not require a roll call vote.
P36
C
Reynolds Clark
TRANSMITTAL
To: Otis Hawker
Company: Pittsylvania County
Address: P.O. Box 426
Chatham, VA 24531
We are sending you:
Date: 06/01 /2011
Re: Olde Dominion
Agricultural Center Water
and Sewer Extension
Cc:
Co ies Date Descri Hon
1 05/02/2011 Chan e Order No. 5
1 05/02/2011 Chan e Order No. 6
3 05/31/201 ] Chan e Order No. 7
Remarks:
Please see enclosed executed Change Order No. 5 and Change Order No. 6 that we
discussed on the phone. Also enclosed is Change Order No. 7. Please sign the change
order and return two (2) executed copies to our office. Please let me know if you have
any questions.
Sincerely,
~l ~J'~CSv/ j'~
' ty H. Wolfe v
Project Manager
112 SouUi Main Street PO BOX 556 Gretna, VA 24557
434.656.8961 p 434.656.6995 f
www.reyrgldscla rkcom
P37
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-
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P40
Steve Martin's Trenching, Inc.
3119 Stones Dairy Road
Bassett, VA 24055
5-27-i1
CHANGE ORDER REQUEST
OLDE DOMINION AG CENTER LINE ITEM 10 - 21N WATER MAIN JACK AND BORE
Reynolds-Clark
112 South Main Street
Gretna,Va 24557
ATTN:Tim Reynolds
Descriotion
Original quote and contract for 1131ft at $75.00 per Ift= $8475.00
Change order request for Sin HDPE directional hored at $50.00 per ft x 113 Ift =$5650.00
A savings of $2825.00 to the County.
Please contact for any further information
~5~2 ~~~~
Steve Martin
SMT, Inc.
3119 Stones Dairy Road
Bassett, VA 24055
P41
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Gretna Industrial Park Agreement - Amended
Agreement between Town of Gretna and Pittsylvania
County
SUBJECT/PROPOSAL/REOUEST:
AGENDA DATE:
6-21-11
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
16
INFORMATION:
INFORMATION:
Contract Agreement
STAFF CONTACT(S):
Mr. Sleeper
ATTACHMENTS:
Yes
BACKGROUND:
The Town of Gretna has approved this agreement. It is being brought back to the Boazd of Supervisors to
ensure that this contract, dated December 13, 2010, be approved and that the signature page be changed for
Pittsylvania County and the Town of Gretna only, and approved by Legal Counsel.
RECOMMENDATION:
Staff recommends the Boazd of Supervisors move this item to the Consent Agenda, or approve this item as
presented, and authorize the Chairman to sign on the behalf of Pittsylvania County.
P42
THIS AGREEMENT made this ~ day of December, 2010, by and between the COUNTY OF
PITTSYLVANIA, VIRGINIA, a political subdivision of the Commonwealth (hereafter referred to as
"County") and the TOWN OF GRETNA, VIRGINIA, a political subdivision of the Commonwealth, (Hereafter
know as TOWN
WITNESSETH THAT
WHEREAS, the County has transferred ownership of the Gretna Industrial Pazk to the Town allowing the Town
to create its own economic development program; and
WHEREAS, the Town owns the existing water and sewer treatment facilities to provide the necessary utilities
to the pazk, and is charged with the responsibility to provide services for Site Selection, Purchase, Planning,
Development, and Mazketing of such sites for economic development; and
WHEREAS, the County and the Town recognize the importance and benefit of working together in a
partnership for economic development purposes, then
BE fI' HEREBY AGREED that The Pittsylvania County Board of Supervisors, and the Gretna Towa Council by
vote at regularly scheduled meetings of each respective Boazd adopt this Agreement; and further
1. The County agrees, through its office of Economic Development, to provide guidance, logistics,
planning and marketing assistance to the Town.
2. The Town agrees to undertake the engineering and design service for the environmental
assessment, lot layout, transportation improvements, and necessary utility infrastnrcture design, and construction
to meet the marketing requirements. The Town will be responsible for requests for proposals (RFP), contract
administration and project management.
3. The County agrees, through the Assistant County Administrator for Planning and Development, to
assist the Town, as necessary and at their request, with Tobacco Commission Economic Development Grant
Applications.
4. The County and Town agree to support their individual required components of this agreement; the
Town will budget and provide the required support for the Town's components, the County will provide the
necessary funding for the County Departments w provide the required economic development assistance to the
Town.
5. All Above Funding shall be Subject to annual appropriation.
Either party hereto may cancel this agreement by a written notice to the other party 30 days prior to the
requested termination of the agreement.
P43
WITNESS the following Seals and Signatures:
COUNTY OF PITTSYLVANIA, VIRGINIA
By:
(Title)
PITTSYLVANIA COUNTY ECONOMIC
DEVLOPMENT INCORPORATED
TOWN OF GRETNA, VIRGINIA
(Title)
~~ fA~,,,,~, (Title)
Approved As To Form "' ~" '"
County Attorney
P44
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
General Obligation Refunding Bonds, Series 2011
AGENDA DATE:
06-21-11
ITEM NUMBER:
17
SUBJECT/PROPOSAL/REOUEST:
Legal Costs -General Obligation Bonds
STAFF CONTACT(S):
Mr. Sleeper
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
INFORMATION:
INFORMATION:
BACKGROUND:
The Boazd of Supervisors approved a resolution authorizing Bond Counsel, the County Administrator and
financial advisors from Davenport and Company to begin the process of developing the required refunding of
General Obligations Bonds, Series 2011. Legal Counsel performed all required work.
Attached hereto, you will find legal fees for Troutman Sanders LLP for Steve Johnson, Bond Counsel, for
providing services to Pittsylvania County, including analyzing the tax issue, drafting the provisions for the
preliminary resolution, drafting the bond resolution, drafting the preliminary official statement and
continuing disclosure agreements, as well as Appendix A required for the bond mazket. The total cost of this
work, which is completed, is $14,310.50.
RECOMMENDATION:
Staff recommends the Board of Supervisors appropriate $14,310.50 from unappropriated surplus to pay the
required fees from Troutman Sanders LLP concerning General Obligations Refunding Bonds, Series 2011
and litigation information identified in the required billing. This motion requires a 10-day layover.
P45
STEPHEN L. JOHNSON
004.697.1216 lelep hon e
004.696.5110 facsimile
steve.joh nson@troutm a n s and ers.com
TROUTMAN
SAI~IDERS
TROUTMAN $ANDER$ LLP
Attorneys al Law
Troutman Sanders Building
1001 Hazall Point
P.O. Bon 1122(23210-1122)
Richmond, Virginia 23219
804 697,12001elephone
804.697 1339 facsimile
-- ^---troulman cTS,cgm_~ '.
! ')r~ ~~~ lit
~~1
'~ ;; MAY 2 3 2011
I ~ I
ill '~
i
May 20, 2011
Mr. William D. Sleeper
County Administrator
Pittsylvania County
Post Office Box 426
21 North Main Street
Chatham, Virginia 24531
Dear Dan:
Pittsylvania County, Virginia
General Obligation Refunding Bonds,
Series 2011
I have enclosed our invoice in connection with the work that we performed on the
refunding bond issue that the Board of Supervisors had originally approved but then decided not
to pursue. This invoice obviously does not cover our work on the excess bond proceeds issues
for the 2008A Notes, 2008B Bonds and 2010A Notes, with respect to which we still need to
finalize the County's use of proceeds certificate.
Please let me know if you have any questions.
Very truly yours,
Stephen L. Johnson
Enclosure
2053889v1
ATLANTA CHICAGO HONG KONG LONDON NEW YORK NEWARK NORFOLK ORANGE COUNTY PORTLAND
RALEIGH RICHMOND SAN DIEGO SHANGHAI TYSONS CORNER VIRGINIA BEACH WAS HINGTO N, DC
P46
IN ACCOUNT WITH
TROUTMAN SANDERS LLP
A T T O R N E Y S A T L A W
• LIY It FD LIYBILIIY VYX iXEX]HI>
1111 EAST MAIN STREET
P.O. BOe 1122
RICHMOND. VIR6I NIA 23218-1122
SOa-69T-1226
Bll,LING MQU621ES
FACSIMILE: 804-697-1339
Mr. William D. Sleeper
County Administrator
Pittsylvania County
21 North Main Street
Chatham, Virginia 24531
May 20, 2011
223160.000023
Pittsylvania County, Virginia
General Obligation Refunding Bonds, Series 2011
FEES: Fee for legal services performed as Bond Counsel to Pittsylvania County,
Virginia in connection with the General Obligation Refunding Bonds,
Series 2011 (the "Bonds"), including (1) analyzing of tax issues relating to
economic life of assets due to extension of principal payments in
refunding; (2) drafting of and revisions to Preliminary Resolution, Bond
Resolution and Bond form; (3) drafting of Preliminary Official Statement
and Continuing Disclosure Agreement and of bond opinion for inclusion
in POS; (4) drafting of portions of Appendix A of County to POS; (5)
analyzing of ability to issue bank qualified bonds; and (6) telephone
conferences and emails with working group members regarding
documents, information needed, potential for litigation from Barbara
Hudson and impact on schedule, etc ............................................................... $14,310.50
zosao3lvl
P47
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Amended Joint City/County Reimbursement
Agreement
SUBJECT/PROPOSAL/REOUEST:
AGENDA DATE:
06-21-11
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
18
Reimbursement Agreement -City/County
STAFF CONTACT(S):
Mr. Sleeper
ATTACHMENTS:
Yes
INFORMATION:
INFORMATION:
BACKGROUND:
The Boazd of Supervisors and the Danville City Council have made agreements over several yeazs
concerning a reimbursement agreement between the County and the City concerning property purchased at
the Mega Park on Berry Hill Road.
DISCUSSION:
Attached hereto, you will find copies of the approved contract by the Boazd of Supervisors from their
meeting on March 7, 2011 forwazded to the City of Danville and amended contracts through discussions
between County Attorney and City Attorney, adding several paragraphs concerning mediation and
governmental law under Chapter 6.
RECOMMENDATION:
Staff recommends the Board of Supervisors review and approve the amended contract, authorize the County
Administrator to sign on the behalf of Pittsylvania County, and forwazd to the City of Danville for their
signature.
P48
THIS AGREEMENT, ("Agreement") made and entered as of the day of ,
2011, by and between THE CITY OF DANVILLE, VIRGINIA, a political subdivision of the
Commonwealth of Virginia (the "City"), and THE COUNTY OF PITTSYLVANIA, VIRGINIA,
a political subdivision of the Commonwealth of Virginia (the "County").
WITNESSETH
FOR and in consideration of the mutual promises and undertakings of the parties in this
Agreement, the parties do hereby agree as follows:
Section 1. Recitals: The parties to this Agreement recite the following:
A. Danville-Pittsylvania Regional Industrial Facility Authority, a political
subdivision of the Commonwealth of Virginia ("RIFA") is in the process of
acquiring real property for the purpose of establishing a Mega Park to be
located in Pittsylvania County, Virginia.
B. The City has advanced funds to RIFA for the purpose of purchasing such real
property for the establishment of the Mega Park, with the understanding that
upon a bond issue by RIFA, the City will be reimbursed.
C. The County has agreed that in the event RIFA is unable to reimburse the City
through a bond issue, the County shall reimburse the City for one-half of any
amounts so advanced by the City, as more particularly set forth herein.
Section 2. Agreement: The parties agree that, in the event RIFA is unable to reimburse
the City through a bond issue, the County shall, upon notice from the City to the County
Administrator or the Assistant County Administrator, reimburse the City for one-half of
any amounts advanced by the City for the acquisition by RIFA of real property for the
Mega Park, plus interest at the Local Government Investment Pool ("LGIP") rates on said
sum not previously paid to the City by virtue of the money being absent from the account
of the City.
Section 3. Amendment and Modification: The parties to this Agreement may amend,
modify, and/or supplement this Agreement in such manner as may be agreed upon by the
parties, provided such amendments, modifications and/or supplements are reduced to
writing and signed by the parties to this Agreement or their successors in interest.
Section 4. Non-Appropriation Provision: Notwithstanding any other provision in this
Agreement to the contrary, if the County fails during any fiscal year to appropriate or
allocate sufficient funds to pay the amounts to be paid by the County pursuant to the
provisions of this Agreement which become due or payable during such fiscal yeaz, then
this Agreement and all the obligations of the County hereunder shall automatically
lof3
P49
terminate at the end of the fiscal year in which such non-appropriation occurs. The
County agrees to use its reasonable efforts to obtain any necessary funding contemplated
by this Agreement, on an annual basis.
Section 5. Severability: Any provision or provisions of this Agreement which shall
prove to be invalid, void, or illegal shall in no way affect, impair, or invalidate any other
provision hereof, and the remaining provisions hereof shall nevertheless remain in full
force and effect.
Section 6. Governin Law a':~l_,_..c;!_i:~;,_i: This Agreement shall be governed by and
construed in accordance with the laws of the Commonwealth of Virginia,._ac ii .l%„u)
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2of3
P50
;1 a::;C iq;rJ~ i!1:"~f'ICiY (: `,}~ ;. .,, .._: j.(!) •il!I( /<'t'.. :':i J ~I :. ~.i i tl. .. .Cj ._ I:J
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Section 7. Binding Effect: This Agreement shall be binding upon and inure to the
benefit of the parties hereto and their respective successors, assigns and legal
representatives.
Section 8. Authority to Act:
A. This Agreement is executed on behalf of the City by its duly authorized City
Manager, he having been so authorized to act by motion duly adopted by
Danville City Council at its meeting on the day of
2011.
B. This Agreement is executed on behalf of the County by its duly authorized
County Administrator, he having been so authorized to act by motion adopted
by the Board of Supervisors of the County at its meeting on the 7`h day of
March, 2011.
WITNESS the following signatures and seals:
3of3
P51
THE CITY OF DANVILLE, VIRGINIA
By:
Title:
Attest:
Title:
Approved as to form:
Attorney for the City of Danville, Virginia
THE COUNTY OF PITTSYLVANIA, VIRGINIA
By:
Title:
Attest:
Title:
Approved as to form:
Attorney for the County ofPittsylvania, Virginia
4of3
P52
PITTSYLVANIA C®UNTY
VIRGINIA
~~SYL
William D. Sleeper c~ ~ ~
County Administrator o n
P.O. Box 426 ~ ~ ~ z
Chatham, Virginia 24531 ;~ ° ~ e
dan.sleepet@pittgov.org ~ °°'
~RGLN~~
March 24, 2011
Mr. Joe King
City Manager
City of Danville
P.O. Box 3300
Danville, VA 24541
Re: Re-payment Agreement
Deaz Mr. King:
Phone (434) 432-7710
Fax (434) 432-7714
Gretna/Hurt (434) 656-6211
Bachelors Hall/Whitmell (434) 797-9550
Attached hereto, you will find two (2) executed originals of an agreement between Pittsylvania
County and the City of Danville for the payment of interest and re-payment on up-front funds by
the City of Danville for the purchase of property at the Mega Pazk on Berry Hill Road. I am
requesting that you get this approved by City Council and please sign both originals, returning on
fully executed agreement to my office for the Pittsylvania County files.
Your attention to this matter is greatly appreciated.
Sincerely,
William D. Sleeper
County Administrator
WDS/rf
Attachment
Cc: Otis S, Hawker, Assistant County Administrator
Crreg Sides, Assistant County Administrator
Kim Van Der Hyde, Assistant County Administrator
Vaden Hunt, Legal Counsel
P53
THIS AGREEMENT, ("Agreement") made and entered as of the _ day of ,
2011, by and between THE CITY OF DANVILLE, VIRGINIA, a political subdivision of the
Commonwealth of Virginia (the "City"), and THE COUNTY OF PITTSYLVANIA, VIRGINIA,
a political subdivision of the Commonwealth of Virginia (the "County").
WITNESSETH
FOR and in consideration of the mutual promises and undertakings of the parties in this
Agreement, the parties do hereby agree as follows:
Section 1. Recitals: The parties to this Agreement recite the following:
A. Danville-Pittsylvania Regional Industrial Facility Authority, a political
subdivision of the Commonwealth of Virginia ("RIFA") is in the process of
acquiring real property for the purpose of establishing a Mega Park to be
located in Pittsylvania County, Virginia.
B. The City has advanced funds to RIFA for the purpose of purchasing such real
property for the establishment of the Mega Pazk, with the understanding that
upon a bond issue by RIFA, the City will be reimbursed.
C. The County has agreed that in the event,RIFA is unable to reunburse the City -;;:
through a bond issue, the County shall reimburse the City for one-half of any
• amounts so advanced by the City, as mole particularly set forth herein.
Section 2. Agreement: The parties agree that, in the event RIFA is unable to reimburse
the City through a bond issue, the County shall, upon notice from the City to the County
Administrator or the Assistant County Administrator, reimburse the City for one-half of
any amounts advanced by the City for the acquisition by RIFA of real property for the
Mega Pazk, plus interest at the Local Government Investment Pool ("LGIP") rates on said
sum not previously paid to the City by virtue of the money being absent from the account
of the City.
Section 3. Amendment and Modification: The parties to this Agreement may amend,
modify, and/or supplement this Agreement in such manner as may be agreed upon by the
parties, provided such amendments, modifications and/or supplements are reduced to
writing and signed by the parties to this Agreement or their successors in interest.
Section 4. Non-Annropriation Provision: Notwithstanding any other provision in this
Agreement to the contrary, if the County fails during any fiscal year to appropriate or
allocate sufficient funds to pay the amounts to be paid by the County pursuant to the
provisions of this Agreement which become due or payable during such fiscal year, then
this Agreement and all the obligations of the County hereunder shall automatically
1of3
P54
terminate at the end of the fiscal year in which such non-appropriation occurs. The
County agrees to use its reasonable efforts to obtain any necessary funding contemplated
by this Agreement, on an annual basis.
Section 5. Severability: Any provision or provisions of this Agreement which shall
prove to be invalid, void, or illegal shall in no way affect, impair, or invalidate any other
provision hereof, and the remaining provisions hereof shall nevertheless remain in fu]]
force and effect.
Section 6. Governing Law: This Agreement shall be governed by and construed in
accordance with the laws of the Commonwealth of Virginia.
Section 7. Binding Effect: This Agreement shall be binding upon and inure to the
benefit of the parties hereto and their respective successors, assigns and legal
representatives.
Section 8. Authoriri to Act:
A. This Agreement is executed on behalf of the City by its duly authorized
City Manager, he having been so authorized to act
by resolution duty adopted by Danville City Council at its meeting on the -
day of
B. This Agreement is executed on behalf of the County by its duly authorized
County Administrator, he having been so authorized to act by resolution
adopted by the Board of Supervisors of the County at its meeting on the '7 yh
day o~/f7~,/
WITNESS the following signatures and seals:
THE CITY OF DANVILLE, VIRGINIA
By:
Title:
Attest:
Title:
2of3
P55
THE
By:
Title
Attest: / e~% ~ ~~J y~>-'-J
Title: ~~a.,~ C..iler~
_T._ 7
3of3
P66
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
AGENDA TITLE: 6-21-11
Workforce Investment Act (WIA) Year-End Budget ACTION:
Adjustments No
SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA:
ACTION:
This item needs to be removed from the agenda
ATTACHMENTS:
STAFF CONTACT(S):
ITEM UMBER:
19
INFORMATION:
INFORMATION:
BACKGROUND:
DISCUSSION:
This item will be placed on the agenda for the regular meeting, July 5, 201 I. The reason for this change is
due to the aggregate amount of year-end budget appropriations exceeding 1% of the 2011 budget, which
requires a public heazing. The public heazing will be set for the adjourned meeting, July 19, 2011.
RECOMMENDATION:
Please remove this item from the agenda.
P57
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
AGENDA TITLE: 6-21-1 ]
Jail Year-End Appropriation ACTION:
No
SUBJECT/PROPOSAL/REOUEST:
CONSENT AGENDA:
This item needs to be removed from the agenda ACTION:
ATTACHMENTS:
STAFF CONTACT(S):
Sleeper, VanDerHyde
ITEM UMBER:
20
INFORMATION:
INFORMATION:
BACKGROUND:
DISCUSSION:
This item will be placed on the agenda for the regular meeting, July 5, 2011. The reason for this change is
due to the aggregate amount of yeaz-end budget appropriations exceeding 1% of the 2011 budget, which
requires a public hearing. The public heazing will be set for the adjourned meeting, July 19, 2011.
RECOMMENDATION:
Please remove this item from the agenda.
P58
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
6-21-11
ITEM UMBER:
21
Comprehensive Services Act (CSA)-School
Appropriation
SUBJECT/PROPOSAL/REQUEST:
This item needs to be removed from the agenda
STAFF CONTACT(S):
ACTION:
No
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
No
INFORMATION:
INFORMATION:
BACKGROUND:
This item will be placed on the agenda for the regular meeting, July 5, 2011. The reason for this change is
due to the aggregate amount of yeaz-end budget appropriations exceeding 1% of the 2011 budget, which
requires a public heazing. The public heazing will be set for the adjourned meeting, July 19, 2011.
RECOMMENDATION:
P59
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
AGENDA TITLE: 6-21-11
Financial Management Policy update-Fund Balance ACTION:
Policy Yes
SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA:
ACTION:
Review and approval of changes to the existing
financial management policies
ATTACHMENTS:
Yes
STAFF CONTACT(S): REVIEWED BY:
Sleeper, VanDerHyde
ITEM UMBER:
22
INFORMATION:
INFORMATION:
BACKGROUND:
The current Fiancial Management Policy was adopted by the Boazd of Superviosrs on May 2, 1994.
DISCUSSION:
Attached is the revised Financial Management Policy. This policy is being revised to comply with General
Governmental Standazds Board (GASB) requirements. The two main changes in this revision pertain to
changes in debt management as well as the inclusion of a new policy. The Debt Management Policy was
updated to increase the current debt ceiling from 3% of all taxable property to 5% of all taxable property.
Also included in this document is a new policy, the Fund Balance Policy. This policy is necessary to be in
compliance with GASB Statement no. 54, Fund Balance Reporting and Govenmental Fund Type Definitions.
RECOMMENDATION:
Staff recommends that the Board of Supervisors review the attached policy and approve the necessary
changes and additions.
P60
FINANCIAL MANAGEMENT POLICIES
PITTSYLVANIA COUNTY, VIRGINIA
THE PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
JAMES B. WILLIAMS, CHAIRMAN
WILLIAM H.PRITCHETT, VICE CHAIRMAN
HENRY A.DAVIS, JR.
DALE HYLER
MICHAEL L. IRBY
FLOURNOY A. KEATTS
LIONEL L. REYNOLDS, JR.
GEORGE E. SUPENSKY
COUNTY ADMINISTERATOR
ADOPTED: MAY 2, 1994
REVISED: JUNE 21, 2011
P67
TABLE OF CONTENTS
INTRODUCTION .................................................................................................................
EXECUTIVE SUMMARY ...................................................................................................
POLICY I RESERVES ....................................................................................................
POLICY II ANNUAL FISCAL PLAN ............................................................................
POLICY III REVENUES ...................................................................................................
POLICY IV CAPITAL IMPROVEMENT PROGRAM ....................................................
POT.TCY V DF.RT MANAGEMENT
POLICY VI CASH MANAGEMENT ...............................................................................
POLICY VII ASSESSMENTS ............................................................................................
POLICY VIII PROPERTY TAX COLLECTIONS ..............................................................
POLICY IX PROCUREMENT ..........................................................................................
POLICY X RISK MANAGEMENT .................................................................................
POLICY XI ECONOMIC DEVELOPMENT ....................................................................
POLICY XII ACCOUNTING AND FINANCIAL REPORTING .....................................
POLICY XIII AVOIDANCE OF UNSOUND PRACTICES ...............................................
POLICY XIV POLICY REVIEW .........................................................................................
POLICY XV SCHOOL FUNDING .....................................................................................
POLICYXVI FUND BALANCE POLICY .......................................................
i
P62
INTRODUCTION
As Pittsylvania County continues to grow, it is important to establish and update its financial
policies. Accordingly, the primary object of "Financial Management Policies" is for the
Pittsylvania County Board of Supervisors to provide guidance to staff when making and
recommending financial decisions. By following a consistent and coordinated approach to the
resolution of financial issues, the sound financial management of the County's resources will be
achieved. Further, by following these policies the County's image and credibility with the
public, bond rating agencies and investors will be enhanced in the coming years.
Although Pittsylvania County's tax base has historically grown larger during recent years, three
factors make prudent financial planning imperative:
• Public demand for services and facilities, which in a lazge rural environment tend to
escalate at a more rapid rate than population growth;
• State and federal mandates for services and standards, which are too often not
accompanied by sufficient funds to provide the services or meet imposed standazds; and
• Potential decline in growth due to the impact of adverse national or local economic
conditions on the County's revenue base.
Pittsylvania County is currently operating on a sound financial basis, as indicated by its
investment grade bond ratings of "A" "A2"with both Moody's Investors Service, Inc., and "A+"
with Standard and Poor's Corporation. A municipal bond rating represents the business
community's assessment of the investment quality of a local govermnent. The rating serves as a
shorthand statement of a locality's economic, financial and managerial condition. The most
obvious advantage of a high bond rating is the ability of a locality to successfully market its
bonds and borrow money at reduced interest rates. Since bond ratings aze based on general
managerial competence as well as financial and demographic statistics, high bond ratings also
support economic development activities and provide citizens with an indication of the quality of
their local government.
ii
P63
FINANCIAL MANAGEMENT POLICIES
The County's long-term financial goal is to achieve and maintain an AA bond rating. Some
factors required an AA bond rating (e.g., a stabilized rate of population growth and
diversification of the County's tax base) can be influenced, but not controlled by County
government. However, the County government should insure that the factors under its control-
the quality of its financial and overall management-meet the standards required.
Characteristics of the County's financial operation should not stand in the way of the County's
achieving a higher bond rating. The following financial policies contained in this document are
consistent with the standards associated with favorable bond ratings.
George E. Suspensky
County Administrator, 1994
Reviewed and Revised by
William D. Sleeper
County Administrator, 2011
iii
P64
FINANCIAL MANAGEMENT POLICIES
Executive Summary
The following is a summary of the financial management policies recommended by the Finance
Committee of the Pittsylvania County Board of Supervisors and adopted by the Pittsylvania
County Boazd of Supervisors at their regular meeting on May 2, 1994.
Reserves
o Establish and maintain a minimum General Fund Balance equal to 10% of the average
annual General Fund revenues over the preceding five years; and
o Limit the use of this General Fund Balance to non-recurring operating expenditures of an
emergency nature.
o "".w.:;u... u;c F::.d~ ~^° °~- ~'°a ~~ aa,. (covered under Policy XVI-
..r....
Fund Balance Policy)
Annual Fiscal Plan
o Limit current expenditures to current revenues plus projected turnback;
o Establish a Contingency Appropriation not to exceed 1 % of the adopted County General
Fund Revenue budget.
. Prepare
ftve year projections with a ftve year Capital Improvement Plan (CIP)
o Implement a formal budget review process to monitor the status of the current year's
fiscal plan.
o Integrate performance measurement and production indicators where possible within the
annual budget process.
o Replace capital assets on a cost effective and scheduled basis; and
o Prepare annual budget consistent with guidelines established by the Government Finance
Officers Associations.
Revenues
o Maintain a diversified and stable revenue system;
o Recognize the full cost of services provided when establishing user charges and services;
and
o Pursue intergovernmental aid for only those programs or activities that address
recognized needs and are consistent with the County's long-term objectives.
iv
P66
FINANCIAL MANAGEMENT POLICIES
Genital Improvement Program
o Adopt annually an updated comprehensive multi-year capital improvement program; and
o Dedicate °°-•••°"° ° •-•~~~-•-••-•~ °CCO~ °F amounts from General Fund revenues allocated
to the County's operating budget to ~~-•~'°' ~~••-•-°••°--•°~*~ meet the Capital Improvement
Plan (GIP).
Debt Mana eg ment
o Limit debt outstanding to a maximum of ~ 5% of the estimated mazket value of all
taxable real property;-aac~to meet Governmental Accounting Standards Board (GASB)
requirements.
r :....:. r_°..°_,.i n...,a n,.t~. c°_..:,.,, ,. °..a:..._°...,. °F i not ,.c .~.° r_°..°_°i
~°-~~T (omit)
Cash Mana eg ment
o Maximize investment yield only after legal, safety and liquidity criteria are met; and
o Invest a minimum 100% of total book cash balances at all times.
Assessments
o Maintain sound appraisal procedures to keep property values current and equitable; and
o Assess all property at 100% of market value.
Property Tax Collection
o Collect current taxes, delinquent taxes and late penalties at a rate in excess of the current
tax levy; and
o Increase tax collection ratios by taking advantage of all available legal enforcement
powers.
Procurement
o Achieve economies through the central purchasing of quality goods and services; and
o Maintain a procurement process that guards against fraud, waste and favoritism in the
purchase of goods and services.
v
P66
FINANCIAL MANAGEMENT POLICIES
Risk Management
o Maintain a strong risk management program; and
o Establish and maintain an actuarially determined fund for self-insured loss
exposures.
Economic Development
o Expand and diversify the County's economic basis;
o Emphasize attracting industrial and commercial enterprises that will employ the
local labor force; and
c~ ~lel;.~:e ~~ ~coi ...,..._~Ide:a?~l :~.: ~w~e r... ...~.e..,, tl:. «,. ^ ^f
...~ ~., ... ..~ .6 y.. ...b.. v
^'~~°a••°'~~°''°°'~^°^'-°'10~ ° •^"°. (Not legal in Virginia)
Accounting and Financial Reporting
o Comply with generally accepted accounting principles (GAAP);
o Prepare annual financial report in compliance with the Government Finance
Officers Association's Certificate for Excellence in Financial Reporting; and
o Engage an independent annual audit of major financial reports.
School Fundine
o r nn:..., „ ~noi ^e r ,.,.,,, T^-.,,,, n..:aen,.^, Meet required Standards of Quality
(SOQ).
Policy Review
o Update and reaffirm the County's financial policies a minimum of once every two
years.
o Provide the Board of County Supervisors an annual status report on the County's
compliance with these policies.
vi
P67
FINANCIAL MANAGEMENT POLICIES
Policy I Reserves
Pittsylvania County's General Fund balance provides the County with sufficient working capital
and some ability to address emergencies without borrowing. To further provide the stable
management of County services, the County's fiscal integrity, a stable and equitable tax rate and
a high credit rating to minimize borrowing costs, the County shall establish the following
minimum General Fund Balance elements:
o A General Fund Balance of not less than ] 0% of the average actual General Fund
revenues for the preceding five fiscal years to address natural and manmade
disasters and to offset budget fluctuations.
o This General Fund Balance shall not be used to support recurring operating
expenditures outside of the current budget year and this shall be done only on the
basis of a shortfall in revenues. In the ensuing year the County will increase its
General Fund revenues or decrease its expenditures to prevent using this General
Fund Balance two years in a row to subsidize General Fund Operations.
o Funds in excess of the General Fund Balance "target" at the close of the fiscal
year shall be considered to address mid-year request for critical expenditures.
vii
P68
FINANCIAL MANAGEMENT POLICIES
Policy II Annual Fiscal Plan
The County's annual operating budget must continue to show fiscal restraint with the objective
of providing public services at the lowest possible cost. However, delivering services
economically is not sufficient; the quality of service delivery is expected to remain high.
Therefore, to receive maximum benefit from the dollazs spent, the County must integrate
performance measurement and productivity indicators where possible within the annual budget
process. Duplication of services and inefficiency in delivery should be eliminated wherever they
are identified.
The County will fund current expenditures with current revenues and other recurring funding
sources such as tumback, which is defined as the projected underexpenditure of current budget
appropriations. The County will avoid budgetary procedures that balance current expenditures at
the expense of meeting future yeazs' expenses, such as postponing expenditures, accruing future
years' revenues or rolling over short-term debt.
If a deficit is subsequently projected during any fiscal year, the County will reduce expenditures
or increase revenues to the extent necessary to ensure a balanced budget at the close of the fiscal
year.
The County shall establish a Contingency Appropriation as part of the annual General Fund
budget process not to exceed 1% of the adopted County budget, excluding transfers, to meet
unexpected expenditure increases for General Fund supported agencies.
Equipment (e.g., vehicles) should be replaced on a cost effective basis (i.e., whenever they
become unsafe or to expensive to maintain). To address this objective, the County will maintain
a comprehensive replacement program comprised of a schedule of capital assets to be replaced
and the scheduled expenditures by fiscal year. These scheduled expenditures will be
programmed into future budget periods to provide a more consistent approach to the replacement
of capital assets, thereby contributing to the stability of the County's tax rate.
viii
P69
FINANCIAL MANAGEMENT POLICIES
In order to assist with financial planning decisions, the County will 3` prepare a five year
projection of General Fund revenues and expenditures. This projection will use detailed analyses
and economic forecasts. These analyses and forecasts will enable the County to focus on the
long-range financial impact of proposed program expenditures and future revenue trends that
may affect the delivery of services.
To monitor the status of the current yeazs' fiscal plan, a formal budget review process shall be
implemented. The objectives of this review aze twofold. First, the review shall highlight the
expenditure of funds against budget by function and revenue trends. Second, the review shall
provide a status report on the major programs and project initiatives contained in the adopted
fiscal plan. This report shall be presented at the conclusion of the second, third and fourth
quarters of the current fiscal year.
The County will continue to annually prepare a budget consistent with the guidelines established
by the Govemment Finance Officers Association under its Distinguished Budget Award
Program. In order to receive this awazd, a governmental unit must publish a budget document
that meets rigorous program standazds as a policy document, as an operations guide, as a
financial plan, and as a communication tool. This award, along with the Certificate of
Achievement for Excellence in Financial Reporting, would help Pittsylvania County present a
quality image.
ix
P70
FINANCIAL MANAGEMENT POLICIES
Policy Ill Revenues
The County will establish and maintain a diversified and stable revenue base to protect it from
short-run fluctuations in any one revenue source. The County will estimate its annual revenues
by an objective, analytical process and project
projection annually. Each existing and potential
part of this process.
revenues for the next five years; updating this
revenue source will be re-examined annually as
The County will establish all user charges and fees at an appropriate level afrer recognition of the
cost of providing the services. Periodically, the County will recalculate the full costs of activities
supported by user fees to identify the impact of inflation and other cost increases. It is
recognized that occasionally competing policy objectives will result in user fee levels that
recover only a portion of service costs.
Pittsylvania County should pursue intergovernmental aid for only those programs and activities
that address a recognized need and are consistent with the County's long-range objectives. Any
decision to pursue intergovernmental aid should be preceded by the consideration of the
following fiscal consideration:
o Present and future funding requirements;
o Cost of administering the funds; and
o Costs associated with special conditions or regulations attached to the grant
awazd.
The County should attempt to recover all allowable costs -both direct and indirect -associated
with the administration and implementation of programs funded through intergovernmental aid.
In the case of State and federally mandated programs, the County should attempt to obtain as
much funding as possible from the governmental entity requiring that the service be provided.
P71
FINANCIAL MANAGEMENT POLICIES
Policy IV Capital Improvement Program
The County will adopt an annually updated multi-year capital improvement program that sets
forth desired capital improvements and the sources of funding for such improvements. Where
general obligation bonds or other types of long-term debt are proposed, their impact on the
County's debt ratios and real property tax rate will be examined. The expenses of operating
proposed facilities and any new programs associated with them are vital and will be included in
the annual capital budgeting process. The revenues necessary to fund these expenditures are to
be estimated and provided as part of the overall financial impact of the capital improvement
program. The utilization of this process will result in an orderly approach to meeting capital
requirements and a manageable schedule for the payment of debt service and operating costs.
A contribution from current revenues to the County's capital improvement program reduces
future debt services requirements and provides a safety margin to protect the County from
revenue shortfalls. It shall be the County's objective to dedicate ~~ the required
amount of the annual General Fund revenues allocated to the County's operating budget to fund
projects included in the County's Capital Improvement Plan (CIP).
xi
P72
FINANCIAL MANAGEMENT POLICIES
Policy V Debt Management
According to nationally recognized financial standards that are recommended by recognized
financial advisors, debt ratios must be maintained at the following levels:
o Outstanding General Fund Debt Service as a percentage of the estimated market
value of all taxable property (real and personal) in the County should not exceed
3~6 5% to meet Governmental Accounting Standards Board (GASB)
requirements; and
o Annual debt and lease purchase financing for capital facilities will be used in
computing debt ratios for financial planning and reporting purposes.
School debt and lease purchase financing for capital facilities will be used in computing debt
ratios for financial planning and reporting purposes.
xii
P73
FINANCIAL MANAGEMENT POLICIES
Policy VI Cash Management
Effective cash management is an essential part of good financial management, particularly at a
time when rising costs place mounting pressures on local revenues. Maximization of County
investment returns on funds not immediately required for County operations can help offset this
presswe. The County investment program must meet four criteria which aze listed in the order
of their importance: (1) legality, (2) safety, (3) liquidity, and (4) yield. The legality and safety
of public investments aze crucial. To allow for unforeseen expenditures, it must be possible to
liquidate investments quickly without loss of principal. Only after these criteria are met should
the maximization of investment yield be pursued.
Investment performance will be based upon the comparison of the County's investment yield to
the average yield on the 91 day U. S. Treasury Bill; Donoghue's Money Mazket Fund Average
and the average annual rate of return experienced by other jurisdictions.
Within the constraints of normal trade practices, the County should increase the amount of funds
available for investment by rapid collection of money owed to the County and decelerated
payment of obligations. At all times total cash invested shall at a minimum equal ] 00% of total
book cash balances.
A timely report of this information should be prepazed by the Treasurer and submitted to the
Board of Supervisors . on a monthly basis.
xiii
P74
FINANCIAL MANAGEMENT POLICIES
Policy VII Assessments
Through sound appraisal practices, the County will ensure that real property is assessed every
four years and personal property is assessed annually on a fair and equitable basis within
standards established by the International Association of Assessing Officers regarding the level
of assessment and assessment equity. Real and personal property will be enforced to ensure that
the tax burden is shared equitably among all taxpayers. The level of assessment on January 151
will be the legally mandated ratio of 100% of mazket value. The achievement of the requirement
for real estate shall be measured against the Virginia Department of Taxation's annual study
which reports each local government's assessment to sales ratio. The County's goal is to achieve
an annual assessment to sales ratio of at least 94%, under current real estate market conditions,
when January 151 assessment is compared to sales in the succeeding calendar year.
A report on assessment ratios shall be submitted annually to the Board of Supervisors by the
Commissioner of Revenue.
xiv
P75
FINANCIAL MANAGEMENT POLICIES
Policy VIII Property Tax Collection
The County must continue to strive toward increasing its property tax collection ratio by taking
advantage of all available legal enforcement powers (liens on bank accounts, attachment of
property, public sale of real property, etc.).
The County's total collections each year of current taxes, delinquent taxes and late penalties
should equal the full tax levy for the current year. ~D7i*°•~'•~°°~° ~°~•°'°'°'°'°' '°° °°"°°'~°~'~_
r, ;~, nog .. °.. , nco~ °r °..~,.....,... ~,.... ~ This amount is shown annua/ly in the County audit.)
xv
P76
FINANCIAL MANAGEMENT POLICIES
Policy IX Procurement
The primary objectives of the County's procurement process center upon economy and
efficiency. One objective is to obtain supplies, equipment and services as economically as
possible. A second objective is to purchase materials that are best suited to the specific needs of
operating departments. Most importantly, needed materials should be available in a timely
manner to avoid any interruptions in the delivery of services to the public. To achieve these
objectives, five essential components are necessary: (1) sufficient and competent personnel, (2)
centralized organization, (3) formal regulations, (4) standardization and specifications, and (5)
effective operating procedures.
Finally, the procurement process must guard against fraud, waste and favoritism in the purchase
of goods and services.
xvi
P77
FINANCIAL MANAGEMENT POLICIES
Policy X Risk Management
Pittsylvania County is to be protected against accidental loss or losses which would significantly
affect personnel, property, the budget or the ability of the County to continue to fulfill its
responsibilities to taxpayers and the public. Potentially hazardous situations, practices, and
conditions will continue to be evaluated and where feasible and cost effective, reduced or
eliminated. Since 1992, the County has been self-insured with respect to certain insurance
programs. The County muss therefore maintain actuarially sound insurance reserves that will
indemnify the County and its employees against potential loss. The maintenance of an
actuarially determined self-insurance fund serves to further enhance the professional financial
management image of the County.
xvii
P78
FINANCIAL MANAGEMENT POLICIES
Policy XI Economic Development
Pittsylvania County shall continue to expand and diversify its economic base by attracting
industrial and commercial firms to the County. Special emphasis should be given to industrial
and commercial enterprises that will employ the local labor force. In addition, the County will
continue to utilize a network of public facilities which links planned industrial and commercial
areas with its growing residential areas. Further diversification of the County's tax base through
industrial and commercial development will serve to provide employment stability in the area
and tend to reduce the tax burden of individual taxpayers.
0
0
~. (Not legal in Virginia)
xviii
P79
FINANCIAL MANAGEMENT POLICIES
Policy XII Accounting and Financial Reporting
The County will comply with generally accepted accounting principles (GAAP) in its accounting
and financial reporting system, as contained in the following publications:
o Codification of Governmental Accounting and Financial Reporting Standazds,
issued by the Governmental Accounting Standazds Boazd (GASB).
o Governmental Accounting Auditing and Financial Reporting (GAAFR), issued
by the Governmental finance Officers Association of the United States and
Canada.
o Uniform Financial Reporting Manual for Virginia Counties and Municipalities,
prepared by the Commonwealth of Virginia Auditor of Public Accounts.
o Audits of State and Local Governmental Units, an industry audit guide published
by the American Institute of Certified Public Accountants.
The County will annually prepare its financial report in compliance with the principles and
guidelines established by the Government Finance Officers Association's Certificate of
Achievement for Excellence in Financial Reporting Program. The Certificate of Achievement,
which is issued for excellence in financial reporting, provides national recognition for
jurisdictions that qualify and increases the mazketability of their debt offerings. Conformance
with the Association's standazds also increases the compazability of the County's reports to those
of other jurisdictions following the same standazds.
The County's annual financial statements, federal grant reports, and Uniform Financial Reports
will be audited yearly by a qualified, independent public accounting firm. An independent audit
provides objective evidence that the County's financial transactions aze properly handled,
recorded, and reported. This assurance increases the confidence of third parties (banks, bond-
holders, bond rating agencies, etc.) and the general public in the County's annual financial
reports.
xix
P80
FINANCIAL MANAGEMENT POLICIES
Policy XIII Avoidance of Unsound Practices
The County must never resort to unsound fiscal practices to achieve a balanced budget or to
provide needed capital improvements. Such things as moving tax payment dates forwazd to
produce one-time "windfalls" or using fund balance for recurring expenditures aze examples of
such unsound financial practices which must be avoided.
xx
P81
FINANCIAL MANAGEMENT POLICIES
Policy XIV Policy Review
Policies will be reviewed periodically by the Board of Supervisors.
xxi
P82
FINANCIAL MANAGEMENT POLICIES
Policy XV School Funding
The amount of annual School Funding as evidenced by the Transfer from the General Pund to
the School Operating Fund shall be determined as follows:
A. Local Tax Revenues
Local taxes are used to fund the required Transfer to the School Operating Fund.
Tntnl All t ^^^~ Tn.,,,n ii„n.. «~,...,. io,.nn.. _en._:nlna r .. ..«,.,.: r.,. ,,,,~ ~noi
~ 6 7 Y Y"
This Calculation shall be based on revenue estimates used in the budget process.
n. Iw„ ,.«a ,.a IU„ .. ,.«a i. ...«IU. ,.e It.n r. n,.ni .~.,. .. .«. ,.r ..n,.,.,.1_a o,.t,. _i
........ ......... u... ~.,.,.,.... y:. . ",
Il.u n u«h Fnnn~ .
B. Standards of Ouality
The County shall meet the "Standards of Quality" (SOQ) requirements, as defined by the
Commonwealth of Virginia, as the minimum funding requirements for School use.
xxii
P83
FINANCIAL MANAGEMENT POLICIES
Policy XVl Fund Balance Policy
I. Purpose
The Board of Supervisors of the Pittsylvania County is dedicated to maintaining an
appropriate level of fund balance sufficient to mitigate current and future financial
risks and to ensure stable tax rates; and, therefore, formally establishes this policy
for the County's Fund Balance. This policy also authorizes and directs the Finance
Director to prepare financial reports which accurately categorize fund balance as
required by GASB Statement No. 54, Fund Balance Reporting and Governmental
Fund Type Definitions.
L Components of Fund Balance
Fund balance is the difference between the assets and liabilities reported in a
governmental fund. The following five fund balance classifications describe the
relative strength ojthe spending constraints placed on the purposes for which the
resources can be used:
Nonspendable fund balance -amounts that are not in spendable form (such as
inventory and prepaids) or are required to be maintained intact (corpus of a
permanent fund);
^ Restricted fund balance -amounts constrained to specific purposes by their
providers (such as grantors, bondholders, and higher levels ojgovernment),
through constitutional provisions, ar by enabling legislation;
Committed fund balance -amounts constrained to spec fc purposes by a
government itself, using its highest level of decision-making authority; to be
reported as committed, amounts cannot be used for any other purpose unless
the government takes the same highest level action to remove or change the
constraint;
^ Assigned fund balance - amounts a government intends to use for a specific
purpose; intent can be expressed by the governing body or by an official or body
to which the governing body delegates the authority; for all funds except the
general fund, assigned fund balance is the residua[ fund balance classification;
^ Unassigned fund balance -amounts [hat are available for any purpose; positive
amounts are only reported in the general fund.
II. Committed Fund Balance Policy
The Board of Supervisors is the County's highest level ojdecision-making
authority and the formal action that is required to be taken to establish, modify, or
rescind a fund balance commitment is a resolution approved by the Board of
Supervisors. The resolution must either be approved or rescinded, as applicable,
xxiii
P84
prior to the last day of the fiscal year for which the commitment is made. The
amount subject to the constraint may be determined in the subsequent period.
III. Assigned Fund Balance Policy
The Board ojSupervisors has authorized the County's Finance Director as the
offecial authorized to assign fund balance to a specific purpose as approved by this
fund balance policy.
IV. Minimum Unassigned Fund Balance Policy
The County will maintain an unassigned fund balance in the general fund equal to
10% of expenditures/revenues as referenced in Policy I -Reserves. The County
considers a balance of less than 10% to be cause for concern, barring unusual or
deliberate circumstances.
V. Resource Flow Policy
When fund balance resources are available for a specific purpose in more than one
classification, it is the County's policy to use the most restrictive funds first in the
following order: restricted, committed, assigned, and unassigned as they are
needed.
xxrv
P85
P86
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
6-21-11
ITEM NUMBER:
23
Re-Appointment -Pittsylvania County Public Library ACTION:
Boazd of Trustees: Staunton River District Yes
SUBJECT/PROPOSAL/REOUEST:
Re-Appointment
STAFF CONTACT(S):
Mr. Sleeuer
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
No
REVIEWED BY:
INFORMATION:
INFORMATION:
BACKGROUND:
DISCUSSION:
The Pittsylvania County Public Library Board of Trustees has an appointment for the Staunton River District
representative that will expire June 30, 2010. Members from Pittsylvania County serve a 4-year term, and
can be re-appointed by the Board of Supervisors. The Honorable Mazshall Ecker has nominated Ms. Lucy
Johnson to be re-appointed as the Staunton River respresentative to this boazd.
RECOMMENDATION:
Staff submits this to the Boazd of Supervisors for their review and consideration.
P87
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
AGENDA TITLE: 6-21-11
Appointments - Pittsylvania County Recreation ACTION:
Advisory Board Yes
SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA:
ACTION:
Appointments
ATTACHMENTS:
No
STAFF CONTACT(S): REVIEWED BY:
Mr. Sleeper
ITEM NUMBER:
24
INFORMATION:
INFORMATION:
BACKGROUND:
The Pittsylvania County Recreation Advisory Board has 8 appointments that will expire June 30, 2011.
Members serve a 1-year term and can be re-appointed by the Board of Supervisors. The following are
eligible for re-appointment: Jean B. Shields-Chatham-Blairs District; Donald Hylton-Westover District;
Donnie DeVall, Jr. - Tunstall District; T.O. Rowland-Staunton River District; George Winn-Callands-Gretna
District; Willie H. Craft-Banister District; L.C. Moore-Dan River District; and Mr.. W. Neal Oakes -School
Board Representative.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review and consideration.
P88
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
AGENDA TITLE: 6-21-11
Appointment -Dan River Alcohol Safety Aciion ACTION:
Program No
SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA:
ACTION:
This appointment has been completed and is to be
removed from the agenda.
ATTACHMENTS:
No
STAFF CONTACT(S):
Mr. Sleeper
REVIEWED BY:
ITEM NUMBER:
25
INFORMATION:
INFORMATION:
BACKGROUND:
DISCUSSION:
RECOMMENDATION:
P89
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
AGENDA TITLE: 6-21-11
Appointment-Social Services Boazd; Staunton River ACTION:
District Yes
SUBJECT/PROPOSAL/REOUEST:
CONSENT AGENDA:
Appointment ACTION:
ATTACHMENTS:
No
STAFF CONTACT(S):
Mr. Sleeper
ITEM NUMBER:
26
INFORMATION:
INFORMATION:
DISCUSSION:
The Staunton River representative seat on the Pittsylvania CounTy Social Services Boazd will expire on July
30, 2011. Members are appointed by the Boazd of Supervisors, serve a 4-year term and can service 8
consecutive yeazs, then be off the Boazd for 2 yeazs before being eligible for re-appointment. Currently Mr.
Raymond Cobb serves as the Staunton River representative on the the Social Services Board and would be
eligible for re-apppointment when his current term ends July 30, 2011.
RECOMMENDATION:
Staff submits this to the Boazd of Supervisors for their review and consideration.
P90
REPORTS FROM
BOARD
MEMBERS
P91
IBEPORTS F'ROldI
LEGAL COiJNSEL
P92
REPORTS FROM
COUNTY
ADMINISTRATOR
ADJOURNMENT