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08-16-2011 BOS Adjourned Meeting~~~~. ~~~~~ Q ARD ~ ACKET B F S~pE~vISQ~s BO AR~D ~ IZ.N E~ BEET IN ~ A-D~ ®V -CJ GU ST 1 b' 2011 A 1767 pi PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ADJOURNED MEETING TUESDAY, AUGUST 16, 2011 7:00 P.M. GENERAL DISTRICT COURTROOM Ell WIN R. SHIELllS COURTHOUSE AllDITION CHATHAM, VA 24531 AGENDA Call to Order - 7:00 p.m. 2. Roll Cal( 3. Invocation 4. PledgeoPAllegiance Items to be added to the Agenda (a) Closed Session: Consultation with Legal Counsel and Briefings by Staff Members or Consultants pertaining to actual or probable litigation, where such consultations or briefings in open meeting would adversely affect the negotiating or litigation posture of the Public Body; and consultation with Legal Counsel employed or retained by a Public Body regarding specific legal matters requiring provision of legal advice by such Counsel. Authority: §2.2-3711(A)(7) Code of Virginia, 1950, as amended Subject Matter: Comprehensive Services Act Audit Purpose: Briefing on Litigation Status (b) Closed Session: Discussion concerning a prospective business or industry or the expansion of an existing business or industry, where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community. Authority: §2.2-3711(A)(5) of the Code of Virginia, 1950, as amended Subject Matter: Industry #12010-O1-03 Propose: Discussion ofincentives (c) Closed Session: Consultation with Legal Counsel and Briefings by Staff Members or Consultants pertaining to actual or probable litigation, where such consultations or briefings in open meeting would adversely affect the negotiating or litigation posture of the Public Body; and consultation with Legal Counsel employed or retained by a Public Body regarding specific legal matters requiring provision of legal advice by such Counsel. Authority: y2.2-3711(A) (7) Code of Virginia, 1950, as amended Subject Matter: Nancy B. Smith, et al. v. Pittsylvania County Board of Supervisors And Danville-Pittsylvania County Regional Industrial Facility Authority Purpose: Briefing on Litigation Status 6. Approval of Agenda HEARING OF THE CITIZENS CONSENT AGENllA 71 a) Letter of Commendation -Pittsylvania County E91 1 Response to Halifax County Tornado - Pages 10-13 7(b) Regional One -September- Pnge 1=1 7(c) National Night Out Appropriation -Page 1 S 7(d) Work Force Investment Act Incentive Appropriation-Pages I6-18 7(e) Court Reporter Appropriation Puge l9 7(t) Proclamation 201 I National Preparedness Month -Poxes 20-21 PUBLIC HEARINGS Rezoning Cases Case 1: Riceville Wildlife Management, [ne. -Banister District: R-L 1-031 (R-1, Residential Subtu~bcrn Subdivision Dis~ricl [o A-l, Agriculiurcd Drstr~ict) Case 2: Ruth W. Yarbrough and Others -Chatham/Blahs District: R-11-032 (R-1, Residential Suburban Suhdivision L)isiricl to A-/, Agricultao~al Dish•ictf Public Hearings 8. Year-end amendments to the Pittsylvania County budget for fiscal year 2010-2011 -Pages 23-26 9. Amendments to the Pittsylvania County budget for tscal year 2011-2012 -Pages 27-37 10. Amendments to Chapter 3Fi of the Pittsylvania County Code, to allow for recreational gate tees for the Department of Parks and Recreation. -Pnges 38-43 1 L Proposed amendment to the Pittsylvania Code Section 6-6.3. "fhe purpose of this proposed amendment would be to approve tax exemption for atax-exempt charity for two (2) vehicles valued at $805.80 owned by The White Oak Grove Outreach Center. -Pnges dd-h0 NEW BUSINESS 12. Recommendations from Computer/Radio/Telecommunications Committee -Page 62 (a) Recommendations on Vendor-E91 I Upgrades -Radios (b) Recommendations on Vendor-E911 Upgrades-'l'owers 13 0.,,,,..,.,,,.,.,a..«:,..... +_,..., r o,.:..i..«:, o ~~„„,.,,:««,.,. _ STRIKE FROM THE AGENDA r.~ n :..........:....,,au,,,.,.,,oat~iec ~,d 14. Recommendations from Fire & Rescue Policy and Procedures Committee - Pcrge <4 (a) Discussion of Emergency Billing Plan 15. Request for Waiver of I-firing Freese -Landfill Operator -Pages' h5-17 16. Bond Resohction Pages 68-73 17. Expenditure Refunds -End Budget Amendments Requires n motion and a 10-day layover - Puges 7d-75 18. Pittsylvania County Schools 2210-2011 Categorical Changes -Pages 76-79 19. Request for Public Hearing -Water Supply Plan and Drought Ordinance Page 80-87 20. Award Contract - E9l l System Upgrades -Radios -Refer to Teleconvnunications Commitlee Recommendations 21. Award Contract - E911 System Upgrades -Towers -Refer to 'L'elecommtenicctlions Committee Recornrnendations BOARD APPOINTMENTS 22. Appointments to Community Policy and Management Board (CPMB) - Pages R9-91 CLOSED SESSION 23. Discussion or consideration of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy oC the public body. Authority' §22-3711(8)(3) of the Code of [~irginin, 1950, as emended Subject A~tatter: Purchase of Renl Fstute Puzpose: Negaticdiozz BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL REPORTS FROM COUNTY ADMINISTRATOR - Pczge.c 96-101 ADJOURNMENT TO BE A 3DJ7 P7 HEARING O ci~rizEVs PB CONSENT AGENDA P9 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Letter of Commendation SUBJECT/PROPOSAL/REOUEST: Letter of Commendation - E911 STAFF CONTACT(S): William D. Sleeper AGENDA DATE: 08-16-2011 ACTION: CONSENT AGENDA: ACTION: Yes ITEM NUMBER: 7(a) INFORMATION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: At the August 1, 2011 meeting of the Board of Supervisors, the Honorable Mazshall Ecker requested the County Administrator draft a Letter of Commendation for the employees of the E911 Center that responded to the disaster in Halifax County caused by a tornado. DISCUSSION: Attached hereto, is a Letter of Commendation that will be written to each individual employee on the team that worked for Pittsylvania County on the E91 ]response to Halifax County's tornado. RECOMMENDATION: Staff recommends that the Boazd of Supervisors approve the attached Letter of Commendation to go into the files of each individual member participating in the event. P70 PITTSYLVANIA COUNTY VIRGINIA ~'CS4~v~f ~ `yf William D. Sleeper c 7~ Phone (434) 432-7710 County Administrator o P.O. Box 426 a L ~ ~ Fax (434) 432-77]4 Chatham, Virginia 24531 ~ ~ O d y Gretna/Hurt (434) 656-621] 's' Bachelors Hall/Whitme0 (434) 797-9550 dan.sleeper@pittgov.org 1767 August 12, 2011 Jim Davis Director of Emergency Service P.O. Box 426 Chatham, Virginia 24531 Re: LETTER OF COMMENDATION Dear Mr. Davis; The Pittsylvazua County Board of Supervisors takes pleasure in commending you for outstanding performance above and beyond the call of duty by performing support services to the County of Halifax during a recent disaster on April 27, 2011. The exemplary effort that you provided to support our neighbors on the behalf of Pittsylvania County is emblematic of the type of chazacter of our emergency service providers in Pittsylvania County. The Boazd of Supervisors of Pittsylvania County aze extremely proud of the job that you did, along with the representatives of the Pittsylvania County Office of Emergency Management, in providing the mobile command center deploying to the scene, establishing the staging area necessary to help Halifax County, and assistance to the citizens of Halifax County. The initial damage assessments provided by Pittsylvania County supported Halifax with the administrative burden of this disaster while they handled the necessary community support for the loss of their own citizens. The Board of Supervisors feels that your actions during this emergency representing Pittsylvania County reflected both highly upon yourself as well as Pittsylvania County and is carrying forth the tradition of emergency response teams providing protection and service to their community. A copy of this letter will be entered into yow personnel file, reflecting this superior performance above and beyond the call of duty on the behalf of the Pittsylvania County Board of Supervisors. Very Sincerely Yours, William D. Sleeper County Administrator Pittsylvania County, Virginia WDSlrf Cc: Honorable Members of the Pittsylvania County Board of Supervisors P11 PITTSYLVANIA C®U1VTY VIRGINIA 1`~gY LyA ' ti William D. Sleeper ¢ 9 County Administrator p o Phone (434) 432-77]0 P.O: Box 426 ~ ~ ~ [ Fax (434) 432-7714 Chatham, Virginia 24531 w ~ O y~i .z Grema/Hurt (434) 656-6271 dan.sleeper@pittgov.org 6 t' BachelorsHaB/Whitmell (434)797-9550 August 12, 2011 Devin Taylor Pittsylvania County Sheriff's Office P.O. Box 426 Chatham, Virginia 24531 Re: LETTER OF COMMENDATION Dear Mr. Taylor; The Pittsylvania County Board of Supervisors takes pleasure in commending you for outstanding performance above and beyond the call of duty by performing support services to the County of Halifax during a recent disaster on April 27, 2011. The exemplary effort that you provided to support our neighbors on the behalf of Pittsylvania County is emblematic of the type of character of our emergency service providers in Pittsylvania County. The Boazd of Supervisors of Pittsylvania County are extremely proud of the job that you did, along with the representatives of the Pittsylvania County Office of Emergency Management, in providing the mobile command center deploying to the scene, establishing the staging area necessary to help Halifax County, and assistance to the citizens of Halifax County. The initial damage assessments provided by Pittsylvania County supported Halifax with the administrative burden of this disaster while they handled the necessary community support for the loss of their own citizens. The Board of Supervisors feels that your actions during this emergency representing Pittsylvania County reflected both highly upon yourself as well as Pittsylvania County and is carrying forth the tradition of emergency response teams providing protection and service to their community. A copy of this letter will be entered into your personnel file, reflecting this superior performance above and beyond the call of duty on the behalf of the Pittsylvania County Board of Supervisors. Very Sincerely Yours, William D. Sleeper County Administrator Pittsylvania County, Virginia WDS/rf Cc: Honorable Members of the Pittsylvania County Board of Supervisors P12 PITTSYLVANIA COUNTY VIRGINIA S,~ ~ Y L Vg,t. William D. Sleeper Q ? 9 Coun Administrator O ~- n Phone (434) 432-7710 O. Box 426 .a ~~ '.J \ c Pax (434) 432-7714 e w n v x Gretna/Hurt (434) 656-6211 Chatham, Virginia 7A531 y ~ ~y dan.sleeper@pittgov.otg J' ~ Y BachelorsHall(Whitmell (434)797-9550 1767 August 12, 2011 Eddie Walker Pittsylvania County CERT P.O. Box 426 Chatham, Virginia 24531 Re: LETTER OF COMMENDATION Deaz Mr. Walker; The Pittsylvania County Board of Supervisors takes pleasure in commending you for outstanding performance above and beyond the call of duty by performing support services to the County of Halifax during a recent disaster on April 27, 2011. The exemplary effort that you provided to support our neighbors on the behalf of Pittsylvania County is emblematic of the type of character of our emergency service providers in Pittsylvania County. The Boazd of Supervisors of Pittsylvania County aze extremely proud of the job that you did, along with the representatives of the Pittsylvania County Office of Emergency Management, in providing the mobile command center deploying to the scene, establishing the staging area necessazy to help Halifax County, and assistance to the citizens of Halifax County. The initial damage assessments provided by Pittsylvania County supported Halifax with the administrative burden of this disaster while they handled the necessazy community support for the loss of their own citizens. The Board of Supervisors feels that your actions during this emergency representing Pittsylvania County reflected both highly upon yourself as well as Pittsylvania County and is carrying forth the tradition of emergency response teams providing protection and service to their community. A copy of this letter will be entered into your personnel file, reflecting this superior performance above and beyond the call of duty on the behalf of the Pittsylvania County Board of Supervisors. Very Sincerely Yours, William D. Sleeper County Administrator Pittsylvania County, Virginia WDS/rf Cc: Honorable Members of the Pittsylvania County Board of Supervisors P73 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Consent Agenda: Regional One-September SUBJECT/PROPOSAL/REOUEST: Approval of Contract Payment to Regional One for September 2011 STAFF CONTACT(S): Sleeper, VanDerHyde AGENllA DATE: 8-16-11 ACTION: CONSENT AGENDA: ACTION: Yes ITEM NUMBER: 7(b) INFORMATION: INFORMATION: ATTACHMENTS: No REVIEWED BY: .~ BACKGROUND: At an adjourned meeting, December 22, 2008, the Board of Supervisors approved to begin paying Regional One for back-up ambulance service to the County. At that time, the Board requested that payment to Regional One be approved on a monthly basis. A total of $70,000 has been appropriated for Regional One in the 2012 Budget, which will cover Regional One's monthly cost for the entire budget year. It is time to approve payment for Regional One for the month of September. The amount due to Regional One is $5,833.33 per month. This amount has already been appropriated in the FY2012 budget. RECOMMENDATION: Staff recommends that the Board of Supervisors approve $5,833.33 for payment to Regional One for September 2011. P14 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 8-16-11 ITEM NUMBER: 7(c) Consent Agenda: National Night Out -Requires a Roll Call Vote ACTION: INFORMATION: SUBJECT/PROPOSAL/REOUEST: Sheriffls Office -National Night Out Budget Amendment CONSENT AGENDA: ACTION: Yes INFORMATION: STAFF CONTACT(S): Sleeper, VanDerHyde ATTACHMENTS: No REVIEWED BY: BACKGROUND: National Night Out was held on August 2, 2011. It was a fun night of activities to strengthen the tie between the community and law enforcement to fight against crime. The Sheriff s Department solicited contributions from vendors to provide food and activities for this year's event. DISCUSSION: The Sheriff s Department collected a total of $1,500.00 during July 2011 to help out with this year's National Night Out. This amount has not been previously appropriated to the Sheriff's National Night Out expenditure line. This appropriation is needed to cover the expenditures for this year's event. RECOMMENDATION: Staff recommends that the Board amend the Sheriff s Office 201 I-2012 budget by appropriating $1,500.00 to line item 100-4-031200-5880. THIS APPROPRIATION REQUIRES A ROLL CALL VOTE. P15 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA llATE: ITEM UMBER: AGENDA TITLE: 8-16-11 7(d) Consent Agenda: Work Force Investment Act (WIA) ACTION: INFORMATION: ~j Incentive Appropriation I SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA: ~ ACTION: INFORMATION: II Appropriation of Incentive Grant Yes ATTACHMENTS: Yes STAFF CONTACT(S): Sleeper, VanDerHyde REVIEWED BY: Attached is a notification of obligation for the Workforce Investment Act showing an award of $10,000 to the Area 17 Work Force Investment Board (WIB). This amount was awarded to the Area 17 office for exemplary performance during 2009 as noted in the attached letter. RECOMMENDATION: Staff recommends that the Board of Supervisors accept this incentive award on behalf of the WIB Board and appropriate $10,000 to the WIA budget (Fund 251). P16 V. • 'S CO~eS July 19, 2011 Tim R. Bazber, Chairman Pittsylvania County Boazd of Supervisors P.O. Box 426 Chatham, VA 24531 Deaz Chairman Bazber: ~': JUl 2 2 2011 ~~ 1 _ _- Congratulations on receiving the PY 2009 Incentive Awazd. On June 9, 2011, the Virginia Workforce Council awazded your region a total of $10,000 in the following category: Exe~laryPerformance: $10.000 Total: $10,000 Attached is the Notice of Obligation. In a sepazate correspondence you will receive information on how to access the funds. Activities funded by this award must comply with the Workforce Investment Act of 1998 and Federal Circulaz A-87. If you have any questions, please contact George Taratsas at (804) 819-5387 or by email at atsas(c~vccs.edu. Thank you for your outstanding performance during PY 2009 under the Workforce Investment Act program. Sincerely, Dr. Craig Herndon Interim Vice Chancellor Workforce Development Services cc: West Piedmont Workforce Investment Boazd Pittsylvania County/Director of Finance 5 ~1 I `i+~. 1 1 ~ a ~~1~J~' ~_) . myfuture.vccs.edu ~ 101 N. 14th Street, 15th Floar ~ Richmond, VA 23219 ~ t. 904-819-4979 ~ f 804-819-4773 P77 VIRGINIA COMMUNITY COLLEGE SYSTEM James Monroe Building 101 North Fourteenth Street Richmond, Virginia 23219 WORKFORCE INVESTMENT ACT 'Title I PY09 INCENTIVE A WARDS NOTICE OF OBLIGATION To: Pittsylvania County Award Period: July 1, 2011-.tune 30. 2012 Local Coordination Regional Collaboration Most Improved Performance Exemplary Performance Total All Programs * CFDA breakdown follows: Approved by: NOO No.: LWA 17-11-INCOl VCCS Program: 3006 Prior New Level CHANGE Level $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 $ 10,000 $ 10,000 $ 0 $ 10,000 $ 10,000 17.258 Adult 2,800 17.259 Youth 3,000 17.278 Dislocated Worker 4,200 itsas, )~esodfce Adtninistrator Administration & Resources (804)819-5387 cc: West Piedmont Workforce Investment Board Pittsylvania County/Director of Finance Date: // P18 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Consent Agenda: Court Reporter Appropriation SUBJECT/PROPOSAL/REQUEST: Appropriation of funds to cover a substitute Court Reporter STAFF CONTACT(Sl: Sleeper, Van Der Hyde AGENDA DATE: 8-16-11 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: No ITEM NUMBER: 7(e) INFORMATION: NFORMATION: BACKGROUND: The Pittsylvania County Circuit Court requests reimbursements from the state for court reporter fees. DISCUSSION: A substitute court reporter was used during FY2011 to cover court on two separate dates: November 4, 2010 and April ]2, 2011. Pittsylvania County requested and received reimbursement from the State for these two dates. However, the court reporter did not send a bill to the County until August 4, 2011 for these services, which should have been paid out of the FY2011 budget. An appropriation of $200.00 is therefore required from fees received last year to the Circuit Court pari-time line item. RECOMMENDATION: Staff recommends that the Board of Supervisors amend and appropriate the Circuit Court budget in the amount of $200.00 to line item 100-4-021100-1300. P19 PITTSYLVANIA COUNTY Board of Supervisors EXECi1TIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Proclamation -National Preparedness Month 08-1 b-2011 ~~~ SUBJECT/PROPOSAL/REOUEST: September 2011 -National Preparedness Month STAFF CONTACT(S): William D. Sleeper ACTION: INFORMATION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes INFORMATION: REVIEWED BY: BACKGROUND: Each yeaz local governments in the Commonwealth of Virginia recognize the National Preparedness Month recognizing all of the citizens responsible for their contribution in preparing for emergencies in Pittsylvania County, particularly the Pittsylvania County Citizens Corp and the Emergency Response Team. DISCUSSION: Attached hereto, is a Proclamation identifying National Preparedness Month for the month of September 2011. RECOMMENDATION: Staff recommends that the Board of Supervisors pass the attached Proclamation and authorize the County Administrative to send it to all news media on the behalf of the Boazd of Supervisors. P20 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PROCLAMATION by Virtue of the authority vested by the Constitution in the Governor of the Commonwealth of Virginia, there is hereby officially recognized: NATIONAL PREPAREDNESS MONTH WHEREAS, September is National Prepazedness Month, a time set aside to encourage Americans to take simple steps to prepaze for emergencies in their homes, businesses, and communities; and WHEREAS, this September mazs the ten-yeaz anniversary of the tragic terrorist attacks of 9/11, including a jet airplane crash into the Pentagon that killed 125 military and civilian public servants and 64 people on the plane; and WHEREAS, in observing this tenth anniversazy of September 11, 2001, we honor the memory of those who were lost by doing all we can to ensure that our Virginia communities aze prepazed to respond and recover from all types of disasters and hazards; and WHEREAS, those who aze prepared for emergencies recover faster and can help others who also may be affected, demonstrating community spirit in the face of adversity; and WHEREAS, emergency prepazedness is a shared' responsibility, and every family tlat is able should prepare to be self-sufficient for the first.72'hours after disaster strikes; and WHEREAS,' Virginia families can start their prepazedness actions by making an emergency plan and stocking at least three days' of essential supplies including water and food that won't spoil and a hand-crank or battery-powered radio and extra batteries to heaz emergency information; and NOW, THEREFORE, as designated by Governor Robert F. McDonnell, the Pittsylvania County Boazd of Supervisors do hereby recognize September 2011 as NATIONAL PREAPREDNESS MONTH in our COMMONWEALTH OF VIRGINIA, and they encourage all citizens to be ready by taking steps to prepaze for emergencies at home, at work and in communities of Pittsylvania County. Given under my hand this 1601 day of August 2011. Tim R. Bazber, Chairman Pittsylvania County Boazd of Supervisors William D. Sleeper, Clerk Pittsylvania County Boazd of Supervisors P21 PUBLIC HEARING P22 PiTTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY ', AGENDA TITLE: AGENDA DATE: 8-16-ll ITEM NUMBER: 8 Public Heazing: Year-end amendments to the Pittsylvania County budget for fiscal year 2010-2011 ACTION: Yes INFORMATION: SUBJECT/PROPOSAL/REOUEST: Public hearing for year-end amendments to the County budget for FY 2011 since such amendments exceed 1 % of the FY 2011 budget and approval by the Boazd of Supervisors for such amendments CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): ATTACHMENTS: Yes REVIEWED BY: ~/ BACKGROUND: At year-end, a review of all departments was performed to verifiy that sufficient funds were available to cover all expenditures. Adjustments to the FY 2011 budget exceed the 1 % threshold covered under the Code of Virginia, Section 15.2-2507, 1950 as amended. This code section states that "Any localiTy may amend its budget to adjust the aggregate amount to be appropriated during the current fiscal year as shown in the currently adopted budget as prescribed by section 15.2-2504. However, any such amendment which exceeds one percent of the total expenditures shown in the currently adopted budget must be accomplished by publishing a notice of a meeting and a public hearing once in a newspaper having general circulation in that locality at least seven days prior to the meeting date." DISCUSSION: Attached is the advertisement that ran in the Star Tribune on Wednesday, August 3, 2011, which meets the requirements of code section 15.2-2507. I have attached an expanded copy of the advertisement that shows the specific departments and agencies affected by this budget amendment. Also attached is a letter from Mr. Don Johnson requesting the Pittsylvania County School Board amendment to the budget, which has already been included in the attached advertisement. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the attached amendments necessary to adjust the 2010-2011 budget. P23 NOTICE OF PUBLIC HEARING The Boazd of Supervisors of Pittsylvania County will hold a public hearing in the General District Courtroom in the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Tuesday, August 16, 2011 at 7:00 p.m. to hear citizen input on yeaz-end amendments to the county budget for fiscal yeaz 2010-2011. A complete copy of the amendments to the county budget is available for public examination at the County Administrator's Office, 21 North Main Street, Chatham, Virginia, Monday through Friday, 8:00 a.m. to 5:00 p.m. Budget Amendment 2010-2011 Current Budgeted Revenues Local Funds 452,590.44 State Funds 1,905,456.35 Proposed Amended Revenues Current Budgeted Expenditures General Government Expense 55,244.89 Education Expense 1,675,177.72 Grants 627,624.18 Proposed Amended Expenditures $ 189,745,751.23 $ 192,103,798.02 $ 189,745,751.23 $192,103,798.02 P24 NOTICE OF PUBLIC HEARING The Boazd of Supervisors of Pittsylvania County will hold a public hearing in the General District Courtroom in the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Tuesday, August 16, 2011 at 7:00 p.m. to heaz citizen input on yeaz-end amendments to the county budget for fiscal year 2010-2011. A complete copy of the amendments to the county budget is available for public examination at the County Administrator's Office, 21 North Main Street, Chatham, Virginia, Monday through Friday, 8:00 a.m. to 5:00 p.m. Budget Amendment 2010-2011 Current Budgeted Revenues $ 189,745,751.23 Local Funds: 452,590.44 Unappropriated Surplus 27,073.03 (Amount needed to Cover Fire and Rescue and Building & Grounds budget deficits) Jail Commissions 28,171.86 (Telephone Commissions received on Jail Pay Phones) CSA-Local Portion 394,504.35 (Amount needed to reimburse Schools (CSA)) (Comprehensive Services Act) WIA-Local Donation 2,841.20 (Lucy P. Sale Donations received by WIA) (Workforce Investment Act) State Funds: 1,905,456.35 WIA-State Funds 624,782.98 (State Grants not previously appropriated) (Workforce Investment Act) CSA-State Portion 1,280,673.37 (Amount needed to reimburse Schools (CSA)) (Comprehensive Services Act) Proposed Amended Revenues $ 192,103,798.02 EXPENDITURES Current Budgeted Expenditures $ 189,745,751.23 General Government Expense: 55,244.89 Fire/Rescue 17,215.46 (Needed to Cover Over-expended Items) Jail-Telephone 28,171.86 (Needed to Cover Over-expended Jail Budget) Building & Grounds 9,857.57 (Needed to Cover Over-expended B&G Budget) Education Expense: 1,675,177.72 CSA Reimbursement 1,675,177.72 (Amount Paid by the Schools for CSA expenses) (Comprehensive Services Act) Grants 627,624.18 WIA Programs 627,624.18 (Grants/Donations not previously appropriated) (Workforce Investment Act) Proposed Ameuded Expenditures $ 192,103,798.02 P25 ' pf•q ~ p~ ~o S PITTSYLVANIA COUNTY SCHOOLS P.O. Box 232.39 Bank Street S.E. • Chatham, Virginia 24531 June 29; 2011 William D. Sleeper, County Administrator Pittsylvania County Boazd of Supervisors P. O. Box 426 Chatham, VA 24531 Mr. Sleeper: Mr. James E. McDaniel Division Superintendent The Pittsylvania County School Board requests an additional appropriation of $1,675,177.72 in order to close the June 2011 fiscal yeaz. This additional appropriation is due to the Board of Supervisors requesting that all CSA expenditures be paid by the school boazd and then reimbursed from the county. This additional revenue and expense was not included in our original appropriated budget. As of June 15, we have expended $2,980,067.81 and have only received reimbursement of $1,184,344.40 from the county. Please be aware that if this current practice continues the Boazd of Supervisors will need to make an additional appropriation for fiscal year 2011-12 budget. Thank you for your urgent attention to this matter. Donald . J son Assistant Superintendent of Business TELEPHONE NUMBERS: (434) 432-2761 • (434) 793.1620 (Danville) • (430) 656.6248 (Gretna) • FAX (434) 432-9560 P26 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 8-16-11 ITEM NUMBER: 9 Public Hearing: Amendments to the Pittsylvania County budget for fiscal year 2011-2012 ACTION: Yes INFORMATION: SUBJECT/PROPOSAL/REQUEST: Public hearing for amendments to the County budget for FY 2012 since such amendments exceed 1 % of the FY 2012 budget and approval by the Board of Supervisors for such amendments CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: INFORMATION: STAFF CONTACT(S): BACKGROUND: At the beginning of each yeaz, it is sometimes necessary to cazryover funds to cover items purchased before the end of the fiscal yeaz but not received until the new fiscal year. In addition to these adjustments, amendments aze necessary to appropriate donations or to appropriate unexpected expenditures not anticipated during the budget process. Because these adjustments exceeded the 1 % threshold covered under the Code of Virginia, Section 15.2-2507, 1950 as amended, it was necessary to hold tonight's public heazing. This code section states that "Any locality may amend its budget to adjust the aggregate amount to be appropriated during the current fiscal year as shown in the cunrently adopted budget as prescribed by section 15.2-2504. However, any such amendment which exceeds one percent of the total expenditures shown in the currently adopted budget must be accomplished by publishing a notice of a meeting and a public heazing once in a newspaper having general circulation in that locality at least seven days prior to the meeting date." DISCUSSION: Attached is the advertisement that ran in the Star Tribune on Wednesday, August 3, 2011, which meets the requirements of code section 15.2-2507. I have attached an expanded copy of the advertisement that shows the specific departments and agencies affected by these budget amendments. Also attached aze supporting letters and other documents from departments and agencies who specifically requested an amendment to the FY 2012 budget. Not all items have supporting documentation if the amendment was necessary due to routine accounting procedures. Staff recommends that the Board of Supervisors approve the attached amendments necessary to adjust the 2011-2012 budget. P27 NOTICE OF PUBLIC HEARING The Board of Supervisors of Pittsylvania County will hold a public hearing in the General District Courtroom in the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Tuesday, August 16, 2011 at 7:00 p.m. to heaz citizen input on year-end amendments to the county budget for fiscal yeaz 2011-2012. A complete copy of the amendments to the county budget is available for public examination at the County Administrator's Office, 21 North Main Street, Chatham, Virginia, Monday through Friday, 8:00 a.m. to 5:00 p.m. Budget Amendment 2011-2012 REVENUES Current Budgeted Revenues Local Funds 222,103.69 State Funds 4,090,774.18 Bond/Loan Proceeds 578,084.43 Proposed Amended Revenues Current Budgeted Expenditures General Government Expense 31,137.50 Judicial Administration Expense 45,662.00 Public Safety 111,977.14 Public Works 8,358.00 Education Expense 1,643,053.05 Parks, Recreation & Cultural 14,250.00 Community Development Expense 2,429,431.00 Capital Projects 607,093.61 Proposed Amended Expenditures $ 206,616,550.88 $ 211,507,513.18 $ 206,616,550.88 S 211,507,513.18 P28 NOTICE OF PUBLIC HEARING The Boazd of Supervisors of Pittsylvania County will hold a public heazing in the General District Courtroom in the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Tuesday, August 16, 2011 at 7:00 p.m. to heaz citizen input on amendments to the county budget for fiscal year 2011-2012. A complete copy of the amendments to the county budget is available for public examination at the County Administrator's Office, 21 North Main Street, Chatham, Virginia, Monday through Friday, 8:00 a.m. to 5:00 p.m. Budget - Ameudment 2011-2012 REVENUES Current Budgeted Revenues $ 206,616,550.88 Local Funds: 222,103.69 Unappropriated Surplus 54,497.18 (Funds for Circuit Ct Clerk-Local Share, Solid Waste Rent, Camp 15 Utilities, Recreation Coaches and Capital Projects-Local) Carryover Funds 150,622.64 (Carryover of Donations/purchases made but not received by 6-30-11) Local Grant Funds 16,983.87 (Schools-See attached letter) State Funds: 4,090,774.18 Tobacco Funds 2,429,431.00 (New Tobacco Grant-See attached awazd) State Education Funds 1,626,069.18 (See attached letter) Compensation Bd Funds 35,274.00 (Reimbursement for Circuit Court Cletk position) Bond/Loan Proceeds: 578,084.43 High School Bond Funds 530,520.98 (Bond funds remaining) Middle School Bond Funds 47,563.45 (Bond funds remaining) Proposed Amended Reveuues EXPENDITURES Current Budgeted Expenditures General Government Expense: 31,137.50 Commissioner of Revenue Electoral Boazd Registraz $ 211,507,513:18 $ 206,616,550.88 26,637.50 (Audit fees and expenditure carryover) 2,500.00 (See attached a-mail) 2,000.00 (See attached a-mail) Judicial Administration Expense: 45,662.00 P29 Clerk of Court 45,662.00 (See attached letter-fringes were added to the the requested amount) Public Safety: 111,977.14 Fire/Rescue 37,303.10 (See attached letter) E911 44,195.02 (Grants Local Match carryover) Sheriff 27,770.89 (Donations/expenditure carryover) Animal Control 2,708.13 (Donation carryover) Public Works: 8,358.00 Building & Grounds 758.00 (Expenditure carryover) Camp 15 Utilities 7,000.00 (Unexpected cost) Solid Waste Collections 600.00 (Rent for compactor site not previously budgeted) Education Expense: Engineering Grant High School Project Pal's Tutors Fund Virginia Preschool Textbook Funds Minnie Maude Grant Pazks, Recreation & Cultural: Youth Baseball Recreation Scoreboazds 1,643,053.05 10,226.00 (See attached letter) 841,144.70 (See attached letter) 18,094.93 (See attached letter) 72,446.16 (See attached letter) 694,383.39 (See attached letter) 6,757.87 (See attached letter) 14,250.00 7,500.00 (Youth Coaches not previously budgeted) 6,750.00 (Expenditure carryover) Community Development Expense: 2,429,431.00 Ringgold East Ind Pazk 2,429,431.00 (New Tobacco Grant-See attached awazd) Capital Projects 607,093.61 Capital Imp Fund 29,009.18 (Additional Funds needed to fund capital projects found in FY 2012 budget) High School Project 530,520.98 (Amount remaining to be spent on four high Schools-does not include contingencies) Brosville School Project 47,563.45 (Middle school funds remaining for this project) Proposed Amended Expenditures $ 211,507,513.18 P30 ~ •, pf ace o v ~ a e ; ~.S ` •~~uf ~to.k ~ PITTSYLVANIA COUNTY SCHOOLS P.O. Box 232.39 Bank Street S.E. • Chatham, Virginia 24531 June 30, 201 I Pittsylvania County Board of Supervisors P. O. Box 426 Chatham, VA 24531 Gentlemen: Mr. James E. McDaniel Division Superintendent Attached you will find the 2010-2011 end of fiscal year financial report for the Pittsylvania County Schools. A total fund balance of $1,643,053.05 remained at the end of the budget yeaz. Of this amount $1,643,053.05 will be carried over to fiscal yeaz 2011-2012. The Pittsylvania County School Boazd requests that the following 2010- 2011 end of yeaz fund balances be carried over to the 2011-2012 fiscal yeaz: Engineering for All Grant High School Project Pal's Tutors Funds Virginia Preschool Program Textbook Funds Minnie Maude Grant S 10,226.00 $ 841,144.70 $ 18,094.93 $ 72,446.16 $ 694,383.39 $ 6,757.87 $ 1,643,053.05 The Pittsylvania County School Boazd also requests that the 2011-2012 school system budget be amended by the above listed amounts and that these amounts be added to the lump-sum appropriation previously approved by the Pittsylvania County Boazd of Supervisors. I appreciate your prompt attention to these requests. Should there be any questions please contact my office. Respectfully, ~,~ James E. McDaniel, Jr. Division Superintendent C: Treasurer's Office TELEPHONE NUMBERS: (434) 432-2761 • (434) 793-1624 (Danville) • (434) 656-6248 (Gretna) • FAX (434) 432-9560 P31 Pittsylvania County Schools Revenue, Expenditure and Fund Balance Report for Fiscal Year Ending June 30, 2011 Revenue Sales Tax State Funds Federal Funds Local Funds Other Funds Totals Expenditures Instruction AdministratioNAttendance 8 Health Pupil Transportation Operation 8 Maintenance Non-Instructional Operations Facilities Technology Totals Budget $8,054,664.00 $44,290,594.91 $10,157,645.16 $14,089,803.00 $5,558,191.65 $82,150,898.72 $60,068,904.37 $3,076,013.25 $6,304,707.33 $7,201,867.54 $2,967,804.52 $0.00 $2,531,601.71 $82,150,898.72 Actual $8,370,406.60 $44,715,847.52 $9,649,401.46 $14,089,803.00 $5,320,757.79 $82,146,216.37 Balance Total Revenues Less: Total Expenditures Ending Fund (Cash) Balance Less: Designated Carry-Over Funds: Engineering for All Grant High School Project Pal's Tutors Virginia Preschool Program Textbooks Minnie Maude Grant Non-Designated Fund (Cash) Balance $82,146,216.37 $80,503,163.32 $56,427,926.84 $3,076,013.25 $6,304,707.33 $7, 201, 867.54 $2,967,804.52 $0.00 $2,524,843.84 $80,503,163.32 $1,643,053.05 $10,226.00 (grant funds) $841,144.70 (state funds) $18,094.93 (state funds) $72,446.16 (state funds) $694,383.39 (state funds) $6,757.87 (grant funds) vat $1,643.053.05 50.00 TICRC OFFICE USE ONLY , LETTER OF AGREEMENT -GRANT FUNDS '. Grant p 23I I The Tobacco Indemnification and Community Revitalization Commission ("Commission") has awarded a grant to PittUVlvania Conntv ("Grantee") in the amount of 52,429.431 (the "Grant") based on the information provided in the application (the "Application") approved Mav 26.':2011 (the "Award Date"), which by this reference is incorporated into and made a part of this Letterof Agreement -Grant Funds (this "Agreement"), to complete the project entitled Rina¢old East lodustrial Pant - Develooment Readv Sites (the "Project")described in Exhibit A hereto. WITNESSETH: WHEREAS the Commission has as one of its purposes to stimulate the economic growth and development of tobacco-dependent communities in the Southside and Southwest regions of the Commonwealth, and can award gents to fund projects that the Commission determines to be consistent with and in furtherance of its purposes, and WHEREAS the Project has been determined by the Commission to be for the benefit of a tobacco~dependent community in the Commonwealth, and consistent with and in furtherance of the Commission's purposes, and WHEREAS the Commission and the Grantee desire to set forth their understanding and agrcement as to the use of the Grant and the obligations of the Grantee regarding the use of the Grant, NOW, THEREFORE, in consideration of the foregoing, the mutual benefits, promises and undertakings of the parties to this Agreement, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties hereto hereby represent, warrant, covenant and agree as follows: 1. Definitions. The following capitalized terms used in this Agreement have the meanings set forth below: "Aathorittd Expenditures" means the expenditures to be paid on behalf of, or reimbursed to, the Grantee in connection with the Grant as set forth in the Project Budget. "Capital E:peoditure" means any cost of a type that is properly chargeable to capital account (or would be so chargeable with (or but for) a proper election or the application of the definition of "placed in service" under Treas. Rags. §1.150-2(c)) under general federal income tax principles, determined at the time the expenditure is paid. "Commission-Related Party" means a Person that is a Related Party to the Commission, the Issuer or the Commonwealth. "Commonwealth" means the Commonwealth of Virginia. "Controlled Group" means a group of entities controlled directly or indirectly by the same entity or group of entities within the meaning of this definition. (i) The determination of direct control is made on the basis of all the relevant facts and circumstances. One entity or group of entities (the controlling entity) generally -1- P33 Financial Information: Budgeted Expenditures Use this page ro show the amount of each project activity that wdl be accomplished using Commission funds, as opposed ro funds received from other sources. Use the Budget Narrative on the next page to describe how these funds wdl be used, provide additional detail for distinct elements of the Program (e.g. construction versus operation), r]arify future sources of operating funds, and ezplamn how the estimated expenditures were determined. Proposed Project Budget )une 1, 2011 Begiaaing Date of Project Period June 1, 2014 Ending Date of Project Period TICRC State Feaknl Local Private Otber f Total Fantle (m-kind, etc. Pascal Services r mss, ~~, Benefits) Cmtraetual Serviees f (AdrE, ~+ ~~. ~'a'tf°°el' $231,000 $5,000 $236,000 S~ptia & Materida ~ ~i (,nsurmce, k;ax Da7meats. utilities) Property & IroptOVlNtap ~ "911t°O~ sin $2,198,431 $270,000 $35,209 $2,503,640 development, ear-) Egtdpmwt (compeers, pLwea, 5mmittue, fi:naea, mmufacturing Phut & Imptoremmn (~~g ccasrruction/rmovatioa) Bond or Ioan ObligsNoae ~~~ TOTALCOS"TS: x,429,431 $275,000. $35,209 _ $2,739,640 Icehttk Duly if Capiml Expenditures, or if unresttrictal fends are being requested. Other/in-triad coatribudoos must be described in the Budget Narrative. P34 Kim Vanderhyde From: Jennylee Sanders Sent: Thursday, June 30, 2011 4:24 PM To: Dan Sleeper Cc: Kim Vanderhyde Subject: budge carry over Mr. Sleeper, I have talked w/Kim about possible amount for carry-over. I think there is about $2500.00 in Electoral Board Budget and they have authorized me to request that we ask to carry over that amount into the 2011-2012 budget and put it in part-time salary line. This is due to all the extra help/time involved in redistricting process as well as other duties of the office. There is about $2000.00 in Registrars Budget and I would like to do the same thing w/that amount. We would like to put it in part-time salaries but there is a possibility that we may move that into the office supply line. Again it would really help if we have this "cushion". Of course if you have questions please let me know. Thank you Jenny Lee Jenny Lee Sanders, General Registrar 110 Old Chatham Elementary Ln Chatham, virginia 24531 434.432.7971 434.432.7973 (fax) 7/1 /2011 P35 ~ier~ of court K F. Haymore, Jr. Clerk of Court Dorothea McLaughlin Chief Deputy To: Kim Pittsylvania County Circuit Court P. O. Drawer 31 Chatham, Virginia 24531 434-432-7887 Van der Hyde '~ From: H. F. Haymore, Jr. 'I' Subject: Budget Amendment ,~ Date: July 5, 2011 Deputies: Grace Allen Bonnie Haskins Kathy K. Jones Leeq~ Kitchens Jane Marsh Suzanne Meadows Katie Owen Judy W. Pierce Ann Roach This memo is to respectfully request that line item #21600-11000 salary and wages be increased by $33,067.00. The funding will come from the Compensation Board to fill the vacant position in this office since May,2009. It has been brought to my attention that if the position is not reinstated, I could lose same and may not reinstate. Your cooperation in this matter would be greatly appreciated. P36 MEMO T0: Kimberly G. Vanderhyde Finance Director t~ ~ hJ~ FROM: Stephen G. Finkner /~ President - P.C.F.R.A. SUBJECT: Fire/Rescue Carryover Funds DATE: June 30, 2011 In accordance with the action of the Pittsylvania County Board of Supervisors at the June 3, 1996 meeting, approving carryover of capital funding in line item 100-4.032200.5661 of the budget, I am requesting that the balances from the FY 2010-2011, shown for each of the following agencies, be carried over to the 2011-2012 budget: Blahs VFD (Rescue) $ 1,285 Callands Fire & Rescue (Rescue) $15,000 Cascade VFD $ 7,500 Mt. Hermon Fire & Rescue (Rescue) $ 7,500 GRAND TOTAL -CAPITAL: $31,285 If you have any questions please don't hesitate to give me a call. SGF/dbm CC; William D. Sleeper, County Administrator P37 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 08-16-11 ITEM NUMBER: 10 Public Hearing- Proposed Gate Fee Ordinance SUBJECT/PROPOSAL/REOUEST: Ordinance Change -Sec. 36-5 of the Pittsylvnaia County Code: Recreation Gate Fees STAFF CONTACT(S): Mr. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: INFORMATION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: The Pittsylvania County Board of Supervisors established a Department of Parks and Recreation for the fiscal year 2011-2012. One of the main functions for that department was to take over existing activities concerning youth sports in Pittsylvania County. One of the main operations of the youth sports which pays for the officials, maintenance of the fields and necessary electricity and other items related to the actual field or basketball activities is the gate fees. Since the Pittsylvania County Department of Parks and Recreation is a County department, it requires an ordinance that authorizes the collection of gate fees for recreational activities in Pittsylvania County. Attached hereto, for Chapter 36, is an amendment relating to the recreational gate fees authorizing gate fees for the entry and attendance of any County Parks and Recreation run or sponsored event. It is necessary for this to be established in order to have authority for gate fees and recreational activities. At their July 19, 2011 adjourned meeting, the Board of Supervisors voted to hold the required public heazing for citizen input concerning this proposed ordinance change. RECOMMENDATION: Staff recommends, after the required public hearing is held, that the Board of Supervisors approve the proposed amendments to Chapter 36 of the Pittsylvania County Code to allow for recreational gate fees for the Department of Parks and Recreation. P38 PUBLIC HEARING NOTICE The Pittsylvania County Board of Supervisors will hold a public hearing at 7:00 p.m. on Tuesday, August 16, 2011 in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on proposed amendments to the Pittsylvania County Code Chapter 36 -Fee Assessment; Sec. 36-5- Recreation Gate Fees. The purpose of this proposed amendment would be to allow for recreational gate fees for the Department of Pazks and Recreation. A full text of the proposed amended changes are available in the Office of the County Administrator, 21 North Main Street, Chatham, Virginia, Monday through Friday between the hours of 8:00 a. m. and 5:00 p. m. as well as on the County's website at www.pittgov.org P39 Star-T'r~une I~Ievvs August 10, 2®11 PUBLIC HEARING NOTICE The Pittsylvania County Board of Supervisors will hold a public hearing at 7:00 p.m. on Tuesday, August 16, 2011 in the Gen- eral DisMct Courtroom of the Edwin R. Shields Courthouse Ad- dition in Chatham, Virginia to receive citizen input on proposed amendments to the Pittsylvania County Code Chapter 36-Fee ~! Assessment; Sec. 36-5-Recreation Gate Fees. The purpose of this proposed amendment would be to allow for recreational gate fees for the Department of Parks and Recreation. A full text of the proposed amended changes are available in the Office of the CountyAdminisfrator, 21 North Main Street, Cha- tham, Vrginia, Monday through Friday between the hours of 8:00 a. m. and 5:00 p. m. as well as on the County's website at www.pittgov.org. P40 Star-Tribune August 3, 2011 PUBLIC HEARING NOTICE The Pittsylvania County Board of Supervisors will hold a public hearing at 7:00 p.m. on Tuesday, August 16, 2017 in the Gen- eral District Courtroom of the Edwin R. Shields CourthouseAd- dition in Chatham, Virginia to receive citizen input on proposed amendments to the Pittsylvania County Code Chapter 36 -Fee Assessment, Sec. 36.5-Recreation Gate Fees. The purpose of this proposed amendment wouM be to allow for recreational gate fees for the Departrnent of-Parks and Recreation. A full text of the proposed amended changes are available in the Office of the County Administrator, 21 North Main Street, Cha- tham, Yrginia, Monday through Friday between the hours of 6:00 a. m. and 5:00 p. m. as wall as on the County's website at www.pittgov.org. P41 PITTSYLVANIA COUNTY $oard of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 07-19-11 ITEM NUMBER: 21 Proposed Gate Fee Ordinance SUBJECT/PROPOSAL/REO VEST: Ordinance Change -Recreation Department STAFF CONTACT(S): Mr. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes BACKGROUND: INFORMATION: INFORMATION: ~ The Pittsylvania County Board of Supervisors established a Department of Parks and Recreation for the fiscal year 2011-2012. One of the main functions for that department was to take over existing activities concerning youth sports in Pittsylvania County. DISCUSSION: One of the main operations of the youth sports which pays for the officials, maintenance of the fields and necessary electricity and other items related to the actual field or basketball activities is the gale fees. Since the Pittsylvania County Department of Parks and Recreation is a Counry department, it requires an ordinance that authorizes the collection of gate fees for recreational activities in Pittsylvania County. Attached hereto, for Chapter 36, is an amendment relating to the recreational gate fees authorizing gate fees for the entry and attendance of any Counry Pazks and Recreation run or sponsored event. It is necessary for this to be established in order to have authority for gate fees and recreational activities. RECOMMENDATION: Staff recommends the Board of Supervisors set the required public hearing for amendments to Chapter 36 of the Pittsylvania County Code, to allow I'or recreational gate fees for the Department of Parks and Recreation. P42 PITTSYLVANIA COUNTY CODE CHAPTER 36 r -_ - - - - - - - - - - FEE ASSESSMENT m PROPOSED ~~~ m-----------ta Article V. ---°°-----° SEC. 36-5. RECREATION GATE FEES. A. The Board of Supervisors shall be expressly authorized, via resolution, to establish recreation gate fees for entry and attendance of any and all County Parks and Recreation-run, sponsored, or affiliated recreation games and contests within the County's jurisdiction. A copy of the adopted fee schedule shall be posted in or at the recreational facility at points where such fees are to be collected. B. No person shall be permitted to attend or gain entry into any recreational game or contest described above for which fees are chazged without first paying the fee, C. Fees may be suspended by order of the Board of Supervisors and/or the County Administrator or his/her designee, for good cause. D. No fees paid under paragraph A shall be refunded, without the express approval of the Board of Supervisors, the County Administrator or his designee, or the Director of Parks and Recreation or his designee. State law reference: Va. Code § 15.2-1806. P43 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Public Hearing -Proposed Amendment to Section 6- 08-16-2011 6.3 of the Pittsylvania County Code SUBJECT/PROPOSAL/REOUEST: ACTION: Yes Request for Tax Waiver -White Oak Grove Outreach CONSENT AGENDA: Center ACTION• ATTACHMENTS: Yes STAFF CONTACT(S): William D. Sleeper REVIEWED BY: ITEM NUMBER: 11 INFORMATION: BACKGROUND: The White Oak Grove Outreach Center has submitted a request through the County Administrator for tax exemption on two vehicles used for charitable purposes by their organization. In order to exempt these vehicles, the County's Board of Supervisors must hold a public hearing. DISCUSSION: At their July 19, 2011 adjourned meeting, the Board of Supervisors voted to set the required public hearing for citizen input on the proposed amendment to Section 6-6.3 of the Pittsylvania County Code for August 16, 2011. The White Oak Grove Outreach Center has a 501(C) 3 tax exempt status and the center is exempt from tax per Sec. 6-6.3 of the Pittsylvania County Code (Board of Supervisor Meeting 12-19-2006). Presently, the White Oak Grove Outreach Center is requesting exemption for personal property tax fora 2007 Ford van and a 2010 Ford van used to transport people to and from the center. The Office of the Commissioner of Revenue states this would be a total of $805.80 of personal property tax to be exempt. (See Attached). RECOMMENDATION: Staff recommends, after holding the required public hearing, that the Boazd of Supervisors approve White Oak Grove Outreach Center's request for personal property exemption for the above referenced vehicles amounting to $805.80. P44 PUBLIC HEARING NOTICE The Pittsylvania County Board of Supervisors will hold a public heazing at 7:00 p.m. on Tuesday, August 16, 2011 in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on proposed amendments to the Pittsylvania County Code Section 6-6.3. The purpose of this proposed amendment would be to approve tax exemption for atax-exempt chazity for two (2) vehicles valued at $805.80 owned by The White Oak Outreach Center. A full text of the proposed amended changes are available in the Office of the County Administrator, 21 North Main Street, Chatham, Virginia, Monday through Friday between the hours of 8:00 a. m. and 5:00 p. m. as well as on the County's website at www.pittgov.org P45 Danville register & fee August 8, 2011 P46 Danville Register & Bee August 1, 2011 P47 Star-'T'ribune August 3, 2011 PUBLIC HEARING NOTICE The Pittsylvania County Board of Supervisors will hold a public hearing at 7:00 p.m. on Tuesday, August 16, 201 t in the Genera! District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to ; i receive citizen input on proposed amendments fo the Pittsylvania County Code Section 6-6.3. The purpose of this proposed amendment would be to approve tax exemption for atax-exempt charity for two (2} vehicles ' ~ valued at $805.80 owned by The White Oak OuVeach Center. A full text of the proposed amended changes ; ; are available in the Office of the County Administra-; tor, 21 NoRh Main Street, Chatham, Virginia, Monday ' j through Friday between the hours of 8:00 a. m. and I 5:00 p. m. as well as on the County's website at www. ~ ' pittgov.org. P48 Star-Tribune July 27, 2011 PUBLIC HEARING NOTICE The Pittsylvania County Board of Supervisors will hold a public hearing at 7:00 p.m. on Tuesday, August 16, 2011 in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on proposed amendments to the PiYtsylvania County Code Section 6-6.3. The purpose of this proposed amendment would be to approve tax exemption for atax-exempt charity for two (2) vehicles valued at $805.80 owned by The White Oak Outreach Center. A full text of the proposed amended changes are available in the Office of the County Administra- tor, 21 North Main Street, Chatham, Virginia, Monday through Friday between the hours of 8:00 a. m. and 5:00 p. m. as well as on the County's website at www. pittgov.org. P49 REGISTER & BEE Virginia Newspapers, Inc. A Media General Company This is to certify thaTthe attached Order of Publication was published In the Register & Bee, a newspaper Published in the City of Danville, Virginia Times on --~,.1. 4 ~cIFJ~~ Given under my hand on the 0 day Of , ~~~ l~ ~~' 20~ Classified/New'spiiaper Rgepre9Entative AccountNo.3'l~n~ )~~ Total amount for this ~ column ~ ~ line(s) v v Insertion is $ ~ Off; State of Virginia, Ci~tynof Lync~hbuprg, To-~Wi(t~ ~ ~f I 111~f1191~k- 1~,~!v1R~__l_(_AI~IP.~ , a Notary Public in and for the State and fifty Aforesaid certify that the foregoing Is an Accurate record taken before me on Wlglp~ltl~'C ~1 , 20~ Notary Public-Registration # ~ 5v39 77- My Commission Expires: _~~1' aG13 ,~µENEE ~ Monique Renee Crawley J q g0 ,~OMWFro 4 NOTARY PUBLIC i °u of ~ m Commonwealth o! Virginia ~ Reg. #7303972 y~ ` ` ires My n lgRY P~e` January 31 20 S P50 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Personal Property Tax Exemption Request-White Oak Grove Outreach Center 07-19-2011 23 SUBJECT/PROPOSAL/REOUEST: Request for Public Hearing STAFF CONTACT(Sl: William D. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes KEVIEWED BY: BACKGROUND: INFORMATION: INFORMATION: ~ The White Oak Grove Outreach Center has submitted a request through the County Administrator for tax exemption on two vehicles used for charitable purposes by their organization. In order to exempt these vehicles, the County's Board of Supervisors must hold a public hearing. DISCUSSION: The White Oak Grove Outreach Center has a 501(C) 3 tax exempt status and the center is exempt from tax per Sec. 6-6.3 of the Pittsylvania County Code (Board ofSupervisor• tifee7ing I1-19-2006). Presently, the White Oak Grove Outreach Center is requesting exemption for personal property tax fora 2007 Ford van and a 2010 Ford van used to transport people to and from the center. The Office of the Commissioner of Revenue states this would be a total of $805.80 of personal property tax to be exempt. (See A!lached). A public hearing would be required to amend Sec. 6-6.3 of the Pittsylvania County Code to include this tax exemption for the White Oak Grove Outreach Center. RECOMMENDATION: Staff recommends the Board of Supervisors set a public hearing to be held for August 1, 201 ] for cilizen input concerning the White Oak Grove Outreach Center's request for personal property exemption for the above referenced vehicles. _P57 PROPOSED SEC. 6-6.3. PROPERTY EXEMPT BY CLASSIFICATION OR DESIGNATION. AN ORDINANCE EXEMPTING ENVIRONMENTAL RESTORATION SITES FROM LOCAL REAL PROPERTY TAXATION WHEREAS, Section 58.1-3664, Code of Virginia, 1950, as amended, declares that environmental restoration sites, as defined therein, are declared to be a sepazate class of property and shall constitute a classification for local taxation separate from other such classification of real property; and WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia is empowered and authorized by the aforesaid statute of the Commonwealth of Virginia to exempt or partially exempt such property from local taxation annually for a period not in excess of five (5) yeazs; and WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia, does hereby state that the voluntary remediation of environmental contamination of lands in Pittsylvania County such to abate or prevent pollution to the atmosphere or waters of the Commonwealth of Virginia aze acts which are beneficial to the health, safety, and general, welfaze of the citizens of Pittsylvania County, Virginia; and WHEREAS, the Boazd of Supervisors desires to foster such voluntary remediation and provide certain incentives for such voluntary remediation as is hereafter provided. NOW, THEREFORE, BE IT, ORDAINED, at a regularly scheduled and called meeting of the Boazd of Supervisors of Pittsylvania County, Virginia, duly held on the 6"' da o Mav. 2002, that the owners of the following environmental restoration sites aze hereby granted an exemption for one hundred percent of the annual real property taxation assessed by Pittsylvania County, Virginia; provided that this Ordinance shall be effective only from Ja uary 1, 2003 through December 31. 2003 and; that this Ordinance shall not be renewed for the benefit of any property for a period in excess of five years, and; provided that the property is subject to voluntary mediation pursuant to Section 10.1-1429.1 of the Code of Virginia, 1950, as amended, and; provided that the property or the owner thereof receives a certificate of continued eligibility from the Virginia Waste Management Boazd during each year which the property qualifies for the tax treatment and submits the same to the Commissioner of Revenue of Pittsylvania County, Virginia: A. l.) Tax pazcel I.D. number 151-38-1, containing 20 acres, more or less 2.) Tax pazcel LD. number 151-38-2, containing 69.36 acres, more or less B. "Environmental Restoration Site" means real estate which contains or did contain environmental contamination from the release from hazardous substances, hazazdous wastes, solid waste or petroleum, the restoration of which would abate or prevent pollution to the atmosphere or waters of the Commonwealth and which (i) is subject to voluntary remediation pursuant to Section 10.1-1429.1 and (ii) receives a certificate of continued eligibility from the Virginia Waste Management Board during each year which it qualifies for the tax treatment described in this section. P52 C. In accordance with 58.1-3651 of the Code of Virginia, 1950, as amended, the Boazd of Supervisors hereby designates the equipment owned by God's Pit Crew, Inc. located at 296 Still Spring Drive, Danville, VA 24541 to be exempt by classification since the equipment is used specifically for charitable purposes, further that God's Pit Crew, Inc. is designated as a 501 (c) (3)non-profit corporation with ID #31264. Equipment as follows: Yeaz/Make/Model Assessed Value 2000 Kenworth Road Tractor $ 12,690 2000 Kenworth Road Tractor $ 7,000 2002 Kenworth Road Tractor $ 9,740 2000 Ford F-550 $ 8,400 2001 United Trailer $ 3,240 2005 United Trailer $ 2,510 2003 United Trailer $ 800 1995 Dorse Trailer $ 130 1995 H di Trailer $ 1,880 1996 Strou Trailer $ 1,250 2007 Gooseneck Trailer $ 2,500 1998 Great Dane Trailer $ 2,880 2005 Case Skid Steer Loader $ 8,250 2005 Case Skid Steer Loader $ 8,250 2005 Kabota RTV900G-K $ 2,750 2005 Car Mate Shower Trailer $ 3,300 2008 F-450 Ford Picku $ 13,850 1987 Stou ton 48' Caz o Trailer $ 750 (B.S.M. 6-02-08) D. ORDINANCE EXEMPTING THE REAL PROPERTY OF WHITE OAK GROVE OUTREACH CENTER FROM TAXATION WHEREAS, White Oak Grove Outreach Center owns certain real property consisting of 6.568 acres, with improvements thereon, located at 1461 Dry Fork Road, Dry Fork VA; and WHEREAS, White Oak Grove Outreach Center is anon-profit organization which is exempt from taxation pursuant to Section 501(c) of the Internal Revenue Code of 1954; and WHEREAS, the White Oak Grove Outreach Center is used for religious, charitable, patriotic, benevolent and cultural purposes; and WHEREAS, White Oak Grove Outreach Center has no rule, regulation, policy or practice which unlawfully discriminates on the basis of religious conviction, race, color, sex or national origin; and WHEREAS, the real property which is the subject of this Ordinance has an appraised value of $41,100.00 for the land and $898,000.00 for improvements, for a total appraised value P53 of $939,100.00, and the real property taxes assessed against the property are $4,507.68 per year; and WHEREAS, a public hearing was duly held following the required public notice as provided for in Section 58.1-3651, Code of Virginia, 1950, as amended, said cost of publication having been collected by the Board of Supervisors of Pittsylvania County, Virginia from White Oak Grove Outreach Center; and WHEREAS, at the public heazing the Boazd of Supervisors of Pittsylvania County did consider all questions required of them to be considered by Section 58.1-3651, Code of Virginia, 1950, as amended including the general appropriateness of the grant of the tax exemption requested. And upon consideration THEREFORE, IT IS HEREBY ORDAINED, that the real property of White Oak Grove Outreach Center located at 1461 Dry Fork Road, Dry Fork VA and identified as tax pazcel identification number 2413-63-5541 is hereby designated as exempt from real property taxes. BE IT FURTHER ORDAINED, that the continuation of the exemption shall be contingent upon the continued use of the property in accordance with the purpose for which the organization is designated, to wit: religious, charitable, patriotic, benevolent or cultural uses. This Ordinance is effective on December 31, 2006 at midnight, eastern standazd time. (B.S.M. 12-19-06). E. In accordance with 58.1-3651 of the Code of Virginia, 1950, as amended, the Board of Supervisors hereby designates the equipment owned by Sky Cross, Inc. located at 2913 Hazbor Drive, Hurt, Virginia, 24563, to be exempt by classification since the equipment is used specifically for charitable purposes, further that Sky Cross Inc. is designated as a 501 (c) (3)non-profit corporation with ID #31182. (B.S.M. 8-19-09) Equipment as follows: Yeaz/Make/Model Assessed Value 2008 Chevrolet Pick-up Truck $ 5,000 2008Im erial Trl $ 480 F. In accordance with 58.1-3651 of the Code of Virginia, 1950, as amended, the Boazd of Supervisors hereby designates the Property owned by Northern Pittsylvania County Food Center, Inc. located at ST RD 792/Millstream Drive, Lot 1, 2.10 acres of land and equipment to be exempt by classification and Designation since the property and equipment is used specifically for charitable purposes, further that Northern Pittsylvania County Food Center, Inc. is designated as a 501 (c) (3) non-profit corporation with ID #31258 EMP# 54-1857846 and VASE# 541857846F03132014. (B.S.M. 8-17-10) P54 Property: Parcel ID/GPIN ~ Assessed Value ~ Tax Levy 2530-38-8407 ~ $21,000 ~ $109.20 Equipment as follows: Year/Make/Model Assessed Value Tax Levy 1998 International Trk $1,400 $119.00 G. In accordance with 58.1-3651 of the Code of Virginia, 1950, as amended, the Boazd of Supervisors hereby designates the Gretna Little Theatre, Inc. located at '101 Main Street, Gretna, VA 24557, to be tax-exempt for charitable purposes. Further, the Gretna Little Theatre, Inc. is designated as a 501 (c) (3) non-profit corporation with ID #31611 EMP #27-1967877 and DLN #17053252313000. (B.S.M. 06-06-11) H. In accordance with 58.1-3651 ojthe Code ojVrrginia, 1950, as amended, the Board of Supervisors hereby designates the equipment owned by While Oak Grove Outreach Center, located at 1461 Dry Fork Road, Virginia, 24549, to be exempt by class cation since the equipment is used specifically jor transporting people to and from the center. Further the White Oak Grove Outreach Center is designated as a. 801 (c) (.3) non profit organization with ID #01-0688619. Equipment as follows: Idea&frcation Assessed Tax Levy YeadMake/Model Number Value 2007 Ford Van IFBSS31L07DB02173 S 11,200 $ 285.60 2010 Ford Yan IFBSS3BLSADASti798 $ 10,400 $ 520.20 P55 ~ .. -_~ 'F:1.. Il~pj~1/1'' Q~ysrre(i A(Idws~ ~ ;~,QQ: ~~Oaa 1 t13 t/ibt S@uy`Jo~k`~?md S~uy'3aui., Win. Z/i549 C~jry ~j~, ~Ua~ 24549 ge(,al{on~ 434 -2 50- f 649 / 4 34 -4 3 2 -R t !7 '$eKw~awd stti~ 4'°' 96"`~d'r ~deso~.oey~ July Il, 2011 Dear Mr. Steeper, 1 am writing this Letter to request a Personal Property Tax Exemption for the White Oak Crove Outreach Center vehicles. We have a 2007 Ford van, vehicle identification number; 1 FBSS31 L07DB01175 and a 1010 Ford van, vehicle identification number: 1 FBSS3BLSADA56798. These vehicles are used to transport people to and from the Outreach Center. The White Oak Grove Outreach Center has a S01(C)3 Tax Exempt status. The Tax ID# is Ul -0688619. It !s a Non-Profrt organization seeking to make our community better by serving its• people. WB are also requesting that this exemption be retroactive to January 1, 2011, Please give this reques- your utmost consideration. If you have Any guestians Or need more information, please contact me at (434)432-8117 or (434)150-1649. In service jot Christ, ~5~-- Edward L. Pope, President 7a a~~fa 3~t]~J9 NGO 31IHF56 59IBLEb LL~Bi iiOL/90/L0 1461 ~5uy cdou647md ~.~ 93aw 103 S'DS,y. `do.~ Na 24549 S~iwy `doffs `Ua 24549 Y,elrp6ow 434 -432.0494 / 434.432 -0495 `~eawny~and a'1aiuJn y ~oget~.r~ ~o• ~i ~a 9~et[4v ~.amnwnit~~ FAX NUM$ER: (434)432-0155 IF YOi! IIO 1~IOT RECEIVE ALL OF THE PAGES, PLEASE CALL BACK AS SOON AS POSSI$LE; OTHERWISE; IT WILL BE CONSIDERED AS RECEIVED, AATE• 7~//~?-a/o TO: ~c~~e cc ~ F/rP~,/ FROM: TOTAL NUMBER OE PAGES INCLUDING COVER RAGE: _ ~.. COMMENTS:~~cc4c •.d,/ n<-_d ,,,..s,.~ ,_~,,.,.~,~,,./ ~<sr~ s~~.~ I0 39Vd 3AOt19 )1170 31IHM __p57 QG LpZCb ~rcar Trn~/on i,n Vehicle Summary With NADA Values NADA Used Car Guide Wednesday, July 13, 2011 Cufde Edition: Eastern Used Cnr Guide -January 201 1 Vehicle Dacriptlon:.. 2007 FORD?RUCK tconoline E350 Wag-V8 Super Dury Extended Wagon VIN: I p6SS31 LW D802175 Weight: 61 ] 3 Stock M: MSRP: 529,905 " Rough Avg. Clnn Clean NADA Tredc•In Tradrln Tradrla Loan [Sasc Values S4,E00 SI1,20D 512,350 SI 1,123 I4111eage: N/A WA NIA N(A N!A ACCC&SOrIC3 SO SD SO SO NADA Adjusted Values sv.EOO Su?oo St2,3so Sn,i25 Appraiser So So SO SO Adjuslmcnl Adjuatcd Value S9,E00 511,200 T12,1S0 511,125 Accessories; Trade Loan Retail Rau Air Conditioning wlbodr w/Aody w16W)y (1i~b X 3° Clean Retail• slss7s N!A SO 513.373 so 515,373 33b0 x$50 =ags6o Appraiser Item: Value Appreiser Item: Value NADA nyyupNl,ro rtyveniyfMy ur tuMMr frc en)'rnWV w nmutinna or ~' M1'Ma'N of wYblAxlf nH0[ IrI' NIiaA' Yn IMI RQpM. All NADA valsa Y't rtpnNrJ •va, MA+iuim of NADA Ilud t'nr Gum, NAnA$['. P58 Vehicle Summary With NADA Values NADA Used Car Guide Wednesday, July 13, 2p11 Cuide Edition: Eastern Used Car Guide - ]anuary 201 I Vehicle Description: 2010 FORD TRUCK Econolinc E350 Wag-VS Super Duty F.xtenQed Wagun VIN: 1 FBS538L SA DA56798 Weight: 6448 Stack k: MSRP: 532,870 Rough Avg. Clean Clean NADA Trade•Tn Tradc-In Tredrln Loan Base Values SI8,75U 520.400 S2f,750 519,575 Mileage: N/A NIA N/A N/A NIA Accessories SO Su YO SD NADA Ad}ustcd Valucs 518,750 520,400 f21,730 219s7S Appreiser so su Su SO Adjustment Adjusted Values 516,750 220,400 521,750 519,575 Accessaries: Trade Loan Retail Rwr Air Conditionina wlbady w;bod5' ~'~Y Clean Retail szs,soo NIA SO 225.500 so rzs,sao ao yoo x3o ~~ao x ~.so =Sao. aD Appraiscr Itcm: Valuc AppraiserTtcm: Value 4A17A m,nmm no NspumitiM1n' nr nddllq' fw \m, urrct rc rmivinu a oy rrririwn w tlddrom nmde 0Y Nyuneon aua nyut. All NADA •Yw. vc n7vinted with m'rmiv"m of NAUA UrN Cu Guidr, NAn,\SC. P59_ Rebecca Flippen From: Shirley Hammock Sent: Wednesday, July 13, 2011 2:17 PM To: Rebecca Flippen Subject: RE: Tax Exemption Request- Personal Property -White Oak Grove Outreach Center Attachments: WHITE OAK-GROVE OUTREACH CENTER 001.jpg; WHITE OAK GROVE OUTREACH CENTER 002.jpg Rebecca, The 2010 Ford Van was purchased 6-9-11. The assessment is based on January 1, 2011 NADA values with projected revenue loss calculated on those figures and the current tax rate. Attached are reports from NADA showing the average trade in X 30% assessment ratio to arrive at the assessed values. I have calculated the levy on the attached reports. Should you have any questions, please feel free to call. Thanks Shirley Y. Hammock (434}432-7942 Shiriey.Hammock@pittgov,org Master Chief Deputy Commissioner of the Revenue Pittsylvania County From: Rebecca Flippen Sent: Wednesday, July 13, 2011 2 To: Shirley Hammock Subject: Tax Exemptbn Request Good afternoon, Shirley; 10 PM Personal Property -White Oak Grove Outreach Center Rev. Edward L Pope, President of the White Oak Grove Outreach Center is requesting Persona} Property Tax Exemption for White Oak Grove Center vehicles. The Center already receives a tax exemption tax from the County and this would incorporate the Center's vehicles into their current tax exempt status. I need to know what the tax amount on the vehicles listed below that the Center is asking exemption for. 200 Ford van; VIN 1FBSS3zIAyDBo21~5 201o Ford van; VIN 1FBSS3BLSe1DA,56~9B Thank you for your help. -Rebecca 'R,.b.~ Tom. F'rp,... Deputy Clerk Pittaylvania County P.O. Box 426 21 N Main St p6o ~iEW BUS VESS P61 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Recommendations from Computer -Radio - 08-16-2011 12 'Telecommunications Committee ACTION: INFORMATION: SUBJECT/PROPOSAL/REOUEST: Yes Recommendations from CONSENT AGENDA: Computer -Radio -Telecommunications Committee ACTION: INFORMATION: (a) Recommendations on Vendor-E911 Upgrades - + Radio ATTACHMENTS: / (b) Recommendations on Vendor-E911 Upgrades- No Towers REVIEWED BY: STAFF CONTACT(S): William D. Sleeper u BACKGROUND: The Computer/Radio/Telecommunications Committee of the Pittsylvania County Board of Supervisors has been meeting and working on required changes to the Pittsylvania County E911 Radio System since May 2010. DISCUSSION: The County and the Committee have made major strides in completing the necessary tasks to meet the Federal Communication Commission mandate of 2013. Frequency seazches were carved out. Additional consultants hired to locate frequencies that would meet narrowbanding requirements. RFPs for engineers to design the necessary radio system and towers were submitted and received. Federal Engineering was selected as consultants, who collected the necessary design specifications for proposals for the radio system and towers. The Committee has been in negotiation over the past 2 months conceming this issue. RECOMMENDATION: It is the intent of the Committee to submit recommendations to the Board of Supervisors concerning Agenda Item 20-Award of the Contract for E911 System Upgrades; Radios and Item 21-Award Contract for E911 System Upgrades -Towers; following their meeting on Tuesday, August 16, 2011 at 4:00 pm in the County Administration Conference Room at 21 N. Main, Chatham. P62 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Recommendations from Legislative Committee SUBJECT/PROPOSALlREOUEST: Recommendations from Legislative Committee (a) Discussion of House Bi112185 STAFF CONTACT(S1: William D. Sleeper Dan Rich. Board of f Bi112185. 08-16-2011 A T CHMENT~ No REVIEWED BY: ITEM NUMBER: 13 INFORMATION: ylvania Health Depz on Monday, August House Bill 2185~was sponsored this yeaz County in the Eastern Shore. The basi require soil samples done by private to make better evaluations of that HB 2185 was laid upon the t le with that bill since. citation to the Pittsylvania County the proposed legislation of House W. Lewis of House District 100 in Accomack ~~1185 is that it would require the Health Department to on each septic tank permit in order for the Health Department the time spent by the Health Department on permit evaluations. meeting in February 2011. No action or activity has occurred Recommen ns to t of Supervisors from Legislative Committee will follow the committee meeting that will be hel 5:0 uesday, August 16, 201 I in the County Administration Conference Room at 21 N. Main Stree m. P63 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Recommendations from Fire & Rescue Policy and 08-16-2011 Procedures Committee ACTION: SUBJECT/PROPOSAL/REOUEST: Yes Recommendations from Fire & Rescue Policy and CONSENT AGENDA: Procedures Committee ACTION: (a) Discussion of Emergency Billing Plan ATTACHMENTS: No REVIEWED BY: STAFF CONTACT(S): William D. Sleeper BACKGROUND: ITEM NUMBER: 14 INFORMATION: INFORMATION: At the August 1, 201 I meeting of the Pittsylvania County Board of Supervisors, discussion concerning the current status of Ambulance Billing and the departments that were participating in that process needed to submit their contracts and agreement to the Fire & Rescue Policy and Procedures Committee. In addition, priority dispatching for the E911 System was discussed and recommended to the Fire & Rescue Policy and Procedures Committee. DISCUSSION: The Fire & Rescue Policy and Procedures Committee meeting is set for 5:00 pm on Tuesday, August 16, 201 I in the County Administration Conference Room at 21 N Main Street, Chatham, to review contracts and participants in the E911 billing system, and to discuss further action concerning priority dispatch, which is directly related to the Ambulance Billing system. RECOMMENDATION: Recommendations to the Board of Supervisors will be submitted from the Fire & Rescue Policy and Procedures Committee following their committee meeting on August 16, 2011. P64 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Waiver of Hiring Freeze -Landfill Operator AGENDA DATE: 08-16-2011 ITEM NUMBER: 15 SUBJECT/PROPOSAL/REQUEST: Waiver of Hiring Freeze STAFF CONTACT(S): William D. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: INFORMATION: INFORMATION: BACKGROUND: The Pittsylvania County Landfill has been short of several employees due to accidents and health over a period of several months. An existing employee has retired from the landfill and was an equipment operator running equipment on the solid waste side of the landfill operations. DISCUSSION: Attached hereto, is a job description of the Pittsylvania County Landfill Heavy Equipment Operator. RECOMMENDATION: Due to the shortage of employees at the landfill, it is the recommendation of staff that the Board of Supervisors approve the waiver of the hiring freeze and allow the County Administrator to advertise for a landfill operator. P66 TITLE: LANDFILL HEAVY EQUIPMENT OPERATOR FLSA: NoN-EXEMPT SUMMARY: Under general direction, operates lazge, heavy mobile equipment, performs routine maintenance, grades on-site roads and landfill surfaces, cleans and maintains equipment, and performs ground maintenance functions. DISTINGUISHING CHARACTERISTICS: This is a journey level position; reports to Manager, Landfill Operations. ESSENTIAL Jos FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks. • Operates a vaziety of machinery to move and cover refuse and materials; operates bulldozers, compactors, excavators and scrapers. • Maintains and cleans equipment and working area; performs routine maintenance on assigned equipment. • Identifies and reports mechanical defects or equipment requiring maintenance. • Grades on-site roads and landfill surfaces using heavy power-driven equipment. • Assists in the operation of the landfill by directing users to proper dump azeas and answering inquiries from the public. • Assists in the sepazation and loading of salvageable materials and hazazdous waste. • Performs random loadchecking to prevent hazardous and prohibited waste from disposal in the landfill. • Provides assistance in the performance of routine grounds maintenance tasks. • Performs clerical duties; prepazes and maintains routine records and reports of solid waste disposal activities. • Perfonns other duties as assigned or required. MINIMUM QUALIFICATIONS REQUIRED KNOWLEDGE AND SKILLS: • Knowledge of the operation, care, maintenance and minor adjustment and capabilities of heavy power-driven equipment. • Knowledge of the methods of tools, materials and equipment used in the maintenance of a landfill facility. • Knowledge of occupational safety and health practices and handling of hazazdous materials. • Knowledge of applicable statutes rules ordinances, codes and regulations. • Knowledge of applicable County and Department policies and procedures. • Skill in safely operating heavy equipment. • Skill in working within deadlines to compete projects and assignments. Job Description Heavy Equipment Operator Page 1 oft P66 Skill in assessing, analyzing, identifying and recommending solutions to problems. Skill in establishing and maintaining effective working relations with co-workers, and other County employees and public. EDUCATION, EXPERIENCE, CERTIFICATIONS AND LICENSES: • Three (3) yeazs experience operating heavy equipment. • Possession of a valid State of Virginia Driver's License. ENVIRONMENTAL FACTORS AND CONDITIONS/PHYSICAL REQUIREMENTS: • Work is performed in an outside environment. May be required to lift and carry items weighting up to 50 pounds. May be exposed to potential dangerous machinery, hazardous materials and extreme weather conditions. EQUIPMENT AND TOOLS UTILIZED: • Standazd equipment includes bulldozers, compactors, excavators and scrapers. Job Description Heavy Equipment Operator Page 2 of 2 P67 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Bond Resolution 08-16-2011 16 SUBJECT/PROPOSAL/REOUEST: ACTION: Yes INFORMATION: ', Bond Resolution - E91 I System/Pittsylvania County Landfill CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: , ~ Yes REVIEWED BY: ' STAFF CONTACT(S): William D. Sleeper BACKGROUND: The Pittsylvania County Boazd of Supervisors, through the Solid Waste Committee and the Radio/Computer/Telecommunications Committee, as well as the Finance Committee, has been discussing the ability to provide financing through the Industrial Development Authority (IDA) for the purchase of E911 Emergency Radio equipment and necessary construction improvements and equipment at the Pittsylvania County Landfill. DISCUSSION: Attached hereto, is a resolution from Steve Johnson, Bond Counsel, for the Board of Supervisors concerning the issuance of these bonds, not to exceed $18 million. The current estimated costs of equipment and construction for the E911 System and the Pittsylvania County Landfill is roughly $16 million, without any specific provisions for contingenciesand/or the required closing cost legal fees for the bond issue. Therefore, to ensure it was completely covered Bond Counsel has listed a "not to exceed " amont. RECOMMENDATION: Staff recommends the Board of Supervisors approve the attached Bond Resolution to authorize the requirements for submitting to the IDA Lease Purchase Agreement for E911 Upgrades and Pittsylvania County Landfill expansion costs and equipment. P68 RESOLUTION OF THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY. VIRGINIA 2011-08-Oi WHEREAS, the Boazd of Supervisors of Pittsylvania County, Virginia (the "Board of Supervisors") has determined that Pittsylvania County, Virginia (the "County") has an immediate need for (i) certain capital improvements to the County's landfill, including but not limited to the construction of a new cell (the "Landfill Project") and (ii) the acquisition, construction and equipping of an emergency 911 radio communications system, including communications towers and other infrastructure necessary in connection therewith (the "911 Project" and, together with the Landfill Project, the "Projects"); WHEREAS, there has been presented to the Boazd of Supervisors a plan for the lease financing of the Projects which would not create debt of the County for purposes of the Virginia Constitution; WHEREAS, pursuant to such financing plan, the Industrial Development Authority of Pittsylvania County, Virginia (the "Authority") would issue its lease revenue bonds in an amount not to exceed $18,000,000 (the "Bonds") to fmance the Projects and pay the costs of issuance; and WHEREAS, there have been presented to this meeting preliminary drafts of the following documents (collectively, the "Documents") in connection with the transactions described above, copies of which shall be filed with the records of the Board of Supervisors; (a) Ground Lease, dated a§ of September 1~ 2011 (the "Ground Lease"), between the County and the Authority conveying to the Authority interests in certain real property; (b) Lease Agreement, dated as of September 1, 2011 (the "Lease"), between the Authority and the County conveying to the County a leasehold interest in a portion of the Projects; (c) Indenture of Trust, dated as of September 1, 2011 (the "Indenture"), between the Authority and U.S. Bank National Association (the "Trustee"), pursuant to which the Bonds are to be issued; (d) Deed of Trust and Security Agreement, dated as of September 1, 2011 (the "Deed of Trust"), from the Authority to the individual trustees named therein; (e) Assignment of Rents and Leases, dated as of September 1, 2011 (the "Assignment"), between the Authority and the Trustee, assigning to the Trustee certain of the Authority's rights under the Ground Lease and the Lease; (f) Bond Purchase Agreement, to be dated the date of the sale of the Bonds (the "Bond Purchase Agreement"), among the County, the Authority and Davenport & Company LLC (the "Underwriter"); and P69 (g) Preliminary Official Statement with respect to the offering and sale of the Bonds (the "Preliminazy Official Statement"). BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA: I. The Board of Supervisors hereby finds and determines that it is in the best interests of the County to proceed with the financing of the Projects. 2. The Bonds to be issued by the Authority shall have such terms as are approved by the Authority in a duly adopted resolution; provided, that the Bonds shall be subject to the following terms and conditions: (a) the aggregate principal amount of the Bonds shall not exceed $18,000,000, (b) the weighted average maturity of the Bonds shall not exceed seventeen (17) years, (c) the "true" interest cost of the Bonds shall not exceed 5.00% per annum, after taking into account any original issue discount or premium, (d) the sale price of the Bonds to the Underwriter (exclusive of original issue discount and premium) shall not be less than 98% of the aggregate principal amount thereof and (e) the Bonds may be optionally redeemed no later than ten and one-half yeazs after the issuance thereof at a redemption premium not in excess of two percent (2.00%) of the principal amount of the Bonds to be optionally redeemed. 3. The Chairman and Vice Chairman of the Boazd of Supervisors, either of whom may act, aze each hereby authorized and directed to execute the Ground Lease, the Lease, the Bond Purchase Agreement and the final Official Statement relating to the Bonds. The County Administrator and the County Attorney aze hereby authorized to record or cause to be ..........._. __ _ ___ recorded the Ground Lease, the Lease (or a memorandum thereof), the Deed of Trust and the Assignment in the Clerk's Office of the Circuit Court of the County. 4. The Chairman and Vice Chairman of the Boazd of Supervisors, either of whom may act, aze each hereby authorized and directed to acknowledge and consent, if necessary, to the provisions of the Indenture and the Assignment. 5. The Documents shall be in substantially the forms submitted to this meeting, which aze hereby approved, with such completions, omissions, insertions and changes as may be subsequently approved by the Chairman or Vice Chairman of the Board of Supervisors, which approval shall be evidenced conclusively by the execution and delivery of the Documents to which the County is a party by the Chairman or Vice Chairman. 6. The appropriate officers and agents of the County are hereby authorized and directed to prepaze the Preliminary Official Statement with respect to the issuance and sale of the Bonds, with such supplements as either the Chairman or Vice Chairman may consider necessary or desirable in connection therewith. The Chairman and Vice Chairman of the Boazd of Supervisors aze each authorized, on behalf of the County, to deliver the Preliminary Official Statement to the Underwriter and to deem the Preliminary Official Statement to be in final form as of its date within the meaning of Rule 15c2-12 of the Securities and Exchange Commission, -2- P70 except for the omission of certain pricing and other information allowed to be omitted pursuant to such Rule 15c2-12. The delivery of the Preliminary Official Statement to the Underwriter shall be conclusive evidence that it has been deemed final as of its date by the County, except for the omission of such pricing and other information. The Underwriter is hereby authorized to distribute the Preliminary Official Statement to potential investors. The appropriate officers and agents of the County are hereby authorized and directed to assist with the preparation of a final Official Statement, appropriately dated, in the form of the Preliminary Official Statement, with appropriate completions, insertions, omissions and changes as shall be necessary to accurately describe, among other things, the Bonds, the security therefor, and the Documents. The Chairman and the Vice Chairman of the Board of Supervisors, either of whom may act, aze each authorized and directed to execute and deliver the final Official Statement on behalf of the County. The use and distribution by the Underwriter of such fmal Official Statement aze hereby approved. 7. The Boazd of Supervisors approves the issuance and sale of the Bonds by the Authority to the Underwriter. The Board hereby selects and designates Troutman Sanders LLP as Bond Counsel with respect to the Bonds, and the Authority is hereby requested to designate them as such. The Chairman and the Vice Chairman, either of whom may act, are authorized to select the trustee for the Bonds and to request that the Authority likewise select such entity to serve as trustee. 8. The County covenants that it shall not take or omit to take any action the taking or omission of which will cause the Bonds fo be "arbitrage bonds",within the meaning of Section 148 of the lntemal Revenue Code of 1986, as amended, including regulations issued __. __ pursuant thereto (the "Code"), or otherwise cause interest on the Bonds to be includable in the gross income for federal income tax purposes of the registered owners thereof under existing law. Without limiting the generality of the foregoing, the County shall comply with any provision of law that may require the County at any time to rebate to the United States any part of the earnings derived from the investment of the gross proceeds of the Bonds. 9. All acts of the Chairman and Vice Chairman of the Board of Supervisors and other officers of the County, regazdless of whether such acts occurred prior to or occur after the adoption of this Resolution, that aze in conformity with the purposes and intent of this Resolution and in furtherance of the plan of financing, the issuance and sale of the Bonds and the undertaking of the Projects aze hereby approved and ratified. The officers and staff of the County aze authorized and directed to execute and deliver all agreements, certificates and instruments, including without limitation the Continuing Disclosure Agreement, and to take all such further action as may be considered necessary or desirable in connection with the issuance, sale and delivery of the Bonds by the Authority. 10. The Projects aze hereby declazed to be essential to the efficient operation of the County, and the Boazd of Supervisors anticipates that the Projects will continue to be essential to the operation of the County during the term of the Lease. The Boazd of Supervisors, while recognizing that it is not empowered to make any binding commitment to make -3- P71 appropriations beyond the current fiscal yeaz, hereby states its intent to make annual appropriations in future fiscal yeazs in amounts sufficient to make all payments under the Lease and hereby recommends that future Boazds of Supervisors do likewise during the term of the Lease. If the County exercises its right not to appropriate money for rent payments under the Lease, the Trustee may terminate the Lease or otherwise exclude the County from possession of those portions of the Projects in which it has been granted a leasehold interest. 11. This Resolution shall take effect immediately. Adopted: August 16, 2011 -4- P72 The undersigned Clerk of the Boazd of Supervisors of Pittsylvania County, Virginia hereby certifies that the foregoing constitutes a true, correct and complete copy of a Resolution duly adopted by the Boazd of Supervisors of Pittsylvania County, Virginia at a meeting duly called and held on August 16, 2011, during which a quorum was present and acting throughout, by the vote set forth below, and that such Resolution has not been repealed, revoked, rescinded or amended: Board Member PresenUAbsent Vote Tim R. Bazber James Snead Fred M. Ingram Coy E. Harville Mazshall A. Ecker William H. Pritchett Henry A. Davis, Jr. WITNESS my signature as Clerk of the Board of Supervisors of Pittsylvania County, Virginia, this 16th day of August, 2011. Clerk Boazd of Supervisors of Pittsylvania County, Virginia N2065379 223160.000024v2 -5- P73 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 8-16-11 ITEM NUMBER: 17 Expenditure Refunds-Requires a motion and a 10-day layover SUBJECT/PROPOSAL/REOUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): ACTION: Yes CONSENT AGENDA: INFORMATION: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: DISCUSSION: Attached is a list of expenditure refunds for the month of July, 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: $563.00 to Sheriff-Parts (100-4-031200-6030), $147.32 to Sheriff-Labor (100-4-031200-6031), $4,954.00 to Solid Waste Collections-Repairs (100-4- 042300-3310), $100.00 to Animal Control-Donations (100-4-035100-5883), $260.00 to Library-Postage (100-4-073]00-5210), $13,318.9] to WIA-Rent (251-4-353160-5420), $17,650.00 to Jail Inmate Management-Vehicles (311-4-033400-8105). THIS ITEM REQUIRES A MOTION AND A 10-DAY LAYOVER. P74 PITTSYLVANIA COUNTY Finance Department P.O. Box 426 Chatham, Virginia 24531 MEMO TO: William D. Sleeper, County Administrator FROM: Kim Van Der Hyde Finance Director SUBJECT: July Expenditwe Refunds DATE: August 12, 2011 Phone (434) 432-7740 Fax (4341432-7746 Gretna/Hurt (4341 656-6211 Bachelors Hall/WhitmeB (434) 797-9550 The list below shows all expenditwe refunds that were sent to the Finance Department during the month of July. I am recommending that all of the following expenditwe refunds be reappropriated by the Boazd of Supervisors: 100-4-031200-6030 Sheriff-Parts Insurance Reimbwsement/Restitution 100-4-031200-6031 Sheriff-Svc Costs-Labor Inswance Reimbwsement 100-4-042300-3310 Solid Waste Collections-Repairs Insurance Reimbwsement 100-4-035100-5883 Animal Control-Donations Donations 100-4-073100-5210 Library-Postage Friends of the Library Reimbursement 251-4-353160-5420 WIA-Rent Rent Payments 251-3-000000-150201 311-4-033400-8105 Jail Inmate Management-Vehicles Insurance Reimbwsement TOTAL JULY EXPENDITURE REFUNDS $36,993.23 VIRGINIA 563.00 147.32 4,954.00 100.00 260.00 13,318.91 17,650.00 P75 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Pittsylvania County Schools 2010-2011 Categorical Changes AGENDA DATE: 8-16-11 ACTION: Yes ITEM NUMBER: i 18 INFORMATION: ', Approval of Schools-Categorical Transfers STAFF CONTACT(S): CONSENT AGENDA: ACTION: ATTACHMENTS: Yes INFORMATION: BACKGROUND: The Boazd of Supervisors approves the School Board budget by category during the budget process each yeaz. Attached is the adopted budget from the Pittsylvania County School Boazd by Category. The bottom line of this budget is the amount approved by the Pittsylvania County Boazd of Supervisors on May 18, 2010. Also attached is a letter from the School Board requesting changes within their approved budget. The following categorical changes need to be made in order to minor the School Boazd budget. These changes do include the appropriation requested in 2010-2011 public hearing concerning CSA expenditures. Instruction (690,185.3 5) Attendance/Health Services (77,505.75) Pupil Transportation (58,701.67) Operation & Maint 398,815.54 Non-Instruction 309,002.52 Technology 118,574.71 Net Change -0- RECOMMENDATION: Staff recommends that the Boazd approve the categorical transfers to the School Board's 2010-2011 budget based on the attached documentation from the School Board. P76 N O i W U °~ i~ Q U °` a r •C `~ N / ~ ` r O N N ^t~ I..L m e e e o 0 3° d= ;e e e e o 0 0 OI i~ NN NDO r r~omaoo ~ n ,t,9 ~ m v'htC~ Oi p O~ rr ~U O v Oi m a ~ $ ~ m0 ~r N Qp~ p ~ O M M O N O ~+ Oi NN p 0 '1 V O!` M O 1 t +I. N t O. i { 0 V y ~ 3 f0 O<N v ONO t 0 M ~~O NCO NYN r-~~ 0 OI t0" ~ v m e 1 - ~ ..- ..- ... ) ~ C a N m r v C yy aa O~ t0 ~~00 0 9 ~.~ fo v.-m 1D ^ r~OOa 0 ~ ~ A O) O COIN 9 ' O)Oi Oir ~O10 aD~ V MM ~t7 OO N MUI ~{ppO N V Y N 0 0 O X0000 r M~-thm O] h QmO W V O~~- O n t0 ~>f0 t0 tV fV V1 N O 10O N~00 f~ ~NSOf N Or n ~ MMOO OI N NOO IAN V tOM N ry ~ ~ ((Npp L Mr O O) ~~IeeV~~ ~0p0p00ab O OOM V O uI m 01 O~ ~ Y ~Nr O ~1 M ~ O m S ~ N OI ' N tp OD t f0 1 fV IV f 0 N O ~ ~- . ~ ~ ~ ~ ~ ~ NO O aN ~ y N O ~ ~ ~ ' ' N ~ . 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Box 232.39 Bank Street S.E. • Chatham, Virginia 24531 June 30, 2011 William D. Sleeper, County Administrator Pittsylvania County Board of Supervisors P. O. Box 426 Chatham, VA 24531 Deaz Mr. Sleeper: Mr. James E. McDaniel Division Superintendent Attached please find the 2010-2011 Categorical Budget breakdown with adjustments. Transfers are required between all categories to cover actual operating expenses for the fiscal year. This adjustment does not require an amendment or additional appropriation. We ask the Boazd of Supervisors to adjust the categories for the 2010-2011 FY Budget. Thank you for your attention on this matter. nce ly, Donald R. Jo n Assistant S erintendent of Business TELEPHONE NUMBERS: (434) 432.2761 • (434) 793.1624 (Danville) • (434) 654.6248 (Gretna) • FAX (434) 432.9560 P78 fn`'1N Mt0 NO I~ r Y d 7 m N u Y U O N O O N S~o~g°o~ ~mo~~~ ~~ c_ao ~ov~n .-o (D I~ O O f 0 M N LL OOMNO) ~O OM(O 1~ N N N N M N lO h V N O ~ O M1~f0 v>ulon o N N 1 A (V 0 7 0 RI 0 0 O 1~ l0 1~ O O N ~ o n cd ad rn a6 Cf W f~NO)O ~ t f~ ' M M ~ F n 0 0 0 0 0 0 r dmm0 U 00 N OMi y O h O O N O N 70i MthM ro M O 'N ~(OON Q r M O N V OM(O tON NN O M C N O S O O O O N Of~O 00001 anoooocor m n n •c o ~ ~ n~ ~ p Q m C O a C 9 Q S O O O O O O O ~ ~ OOOOO IN > ~ N W O O O ~~ n U fV (V 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 n~ O N O O r CI f~10O Oa0 .-h G t~) C) t7 PI N (V V C Fd A O NMt0 tDN N~ _.... O C ~ d O N A p c v N c U C Z ~ m y a ~ t O o O ~ C m C = o ~ o 0 p C l C U C C` Q 'C O C N p p O ¢ jv~~io ~ ~ c ` U U N ~~ 6 p A i~ c)5¢aoz ~ N 7 9 C7 N C L L 3 N O m a 9 O a Q p m d 'C O d A U P79 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 8-16-2011 Request for Public Heazing -Water Supply Plan and Proposed Drought ACTION: Ordinance Yes SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA: ACTION: Water Supply Plan and Drought Ordinance STAFF CONTACT(S): Mr. Sleeper ATTACHMENTS: Yes BACKGROUND: ITEM NUMBER: ]9 INFORMATION: INFORMATION: The State Water Control Board's regulation 9 VAC 25-780 requires that local governments conduct a comprehensive water supply planning process and develop a Water Supply Plan. Pittsylvania County notified the Virginia Department of Environmental Quality in 2008 that we would participate in a regional water supply plan coordinated by the West Piedmont Planning District Commission. Our partners in this plan are: Henry County, Patrick County, City of Danville, City of Martinsville, Town of Stuart, Town of Ridgeway, Town of Chatham, Town of Gretna, and Town of Hurt. DISCUSSION: There were a number of participant meetings and public meetings during the plan development process. There is now a draft plan available. All participating localities must hold a public hearing to adopt the water supply plan and to adopt a drought ordinance. The drought ordinance is a standardized document that implements the Drought Response and Contingency Plan, which is part of the overall water supply plan. RECOMMENDATION: Staff recommends that the Board schedule and advertise a public hearing for adoption of the West Piedmont Planning District Commission Regional Water Supply Plan and the Pittsylvania County Drought Ordinance, notifying the public that both documents are available for review. P80 PUBLIC HEARING NOTICE The Pittsylvania County Boazd of Supervisors will hold a public hearing on ------------ ------- ----- ---, 2011, in the General District Courthouse of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the adoption of the local/regional Water Supply Plan, developed in partnership with the West Piedmont Planning District Commission, and a County Drought Ordinance, which includes the following: • Existing Water Source Information; =`~" • Existing Water Use Information; '°;~`;.,_ • Existing Resource Information; • Water Demand Management, or current conservation`practices;^'';' ;;, • Drought Response and Contingency Plans; • Projected Water Demand Information; -`~`.`'_ • Statement of Need based on the adequacy uf~e,~{isting water sources - to meet cun•ent and projected water demand ovei.the planning period x;~. (a minimum of 30 yeazs to a maximum of 50 years):;;:; ~` A full text of the Draft Water Supply~#~lan and Drought~Odiznance is on display for public viewing in the County Administrator's'':offide;at 21 North NIBin, .Street, Chatham, Virginia Monday -Friday between the hours of 8:OUa.m ~atid_S:O.Op.m. ' `:~>` P81 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2011- - VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held on 20] I, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following resolution was presented and adopted: WHEREAS, Virginia State Water Control Board Regulation 9 VAC>25-780, Local and Regional Water >; P Supply Planning, requires all counties, cities and towns in the Cominorivealth of Virginia to prepare and submit a water supply plan to the Department of Environmental Quality (D~(,~: and .:ii~:.. =.:~. WHEREAS, Pittsylvania County is a participant in the.'Wesf'-Piedmont PlaiSiiing District Commission Regional Water Supply Planning Group as reportedkto DEQ by letter before ~Yii~e. November 2, 2008 deadline; and ~",_, WHEREAS, on _, 2011, Pittsylvania County heldapuls7ic hearing to accept public comment on the Regional Water Supply Plan; and WHEREAS, the adopted Regional Water Sapply;.,,Plan will be' siihtnitted to the DEQ on or before November 2, 201 L ~ ~- ;.. j :; y'f:. NOW, THEREFORE BE IT R>~SOLVED, that.the Board o#'~uperYisors of, Pittsylvania County hereby ,.,: adopts the West P~edmonf•~'lannrng,District Comtission Regidp3l•`Water Supply Plan as it pertains to Pitts lvania Count . A"'`royal anrhrado tion of this re zonal Tan indicates su ort for the eneral Y Y Pl?, , P S P PP g agreement with the~~eg7f>jial planning approach, but does not indicate approval or disapproval of conclusions and recommeritliitions presented in the platt;.•as they pertain to other localities. Pittsylvania Coun reserves: the n ht to comment ott ecific water su I altematives in the future even thou h such tY ~. ~P .,. , PP Y g 3. Y ~ :. altematives maj~'be~recornmended•~nthis adopte~pl~n: Pittsylvania County will not be limited to specific waters . `ly alternatives ari this adopted, plan and reserves the right to recommend additional altematives for co ` deration in the future. , ,,.,. BE IT FUR'iCR RESOLVED,,that the°$oard of Supervisors of Pittsylvania County intends that the Regional Water ~iu~ly Plan shall!.be revised to reflect changes in relevant data at least once every five years and resubmitted to 17EQ every ten`years in accordance with the regulation and sound planning practice. Given under day of , 2011. Tim R. Barber, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P82 PROPOSED PITTSYLVANIA COUNTY CODE CHAPTER 21 WATER AND SEWER ARTICLE III DROUGHT ORDINANCE SEC. 21-22. AUTHORITY TO DECLARE WATER EMERGENCIES. During the continued existence of climatic, hydrological and othen.extraordinary conditions, the protection of the health, safety, and welfare of the residents of Pittsylvania County, Virginia (the "County") may require that certain uses of water, not essential to public health, safety, and welfare, be reduced, restricted, or curtailed. As the shortage of raw or potable water becomes increasingly more critical, conservation measures to'reduce consumption, or curtail nonessential water use, may be necessazy. The definitionns, water emergency criteria, and water use restrictions referenced in this Ordinance are presented in greater detail in the County's Drought Response and Contingency Plan, which is incorporated herein by reference. Pursuant to authority granted in §§ 15.2-923 and 15.2-924 of the Code of Virginia, 1950, as amended, the County Administrator of Pittsylvania Coietity, Virginia (the "County Administrator"), is authorized to declaze a water emergency in the County restricting the use of water in any area of the County. The County Administrator will work closely with the Pittsylvania County Service Authority (the "Authority") to,designate the appropriate stage of water emergency. All; wata'r stages are built upon and require compliance with previous water stages. For example,. when a Drought Emergericy -Stage 1 is declared, all provisions of a Drought Warning are in.effect. Also, the County Administrator may declare any of the four (4) stages; they do not have fo;be declared sequentially. SEC. 2i=23. PUBLICATIONOF DECLARATION. Upon~the;declazation of a water emergency, the County Administrator shall immediately post a written notiee of the emergency at the front door of the County Administration Building and shall place a.notice in a newspaper of general circulation in the azea in which such emergency has been declared. SEC. 21-24. WATER USE CONSIDERATIONS. Upon the declaration of a water shortage or emergency, the County Administrator is authorized and directed to implement conservation measures by ordering the restricted use, or absolute curtailment, of the use of water for certain nonessential purposes for the duration of the water shortage or emergency in the manner hereinafter set forth. 1n exercising this discretionary authority, and making the determinations set forth herein, the County Administrator shall give due consideration to streamflow conditions, water levels, available/usable storage on hand, draw down rates, and the projected supply capability in the County; system purification and pumping capacity; daily water consumption and consumption projections of the system's customers; Exhibit C P83 prevailing and forecast weather conditions; fire service requirements; pipeline conditions, including breakages, stoppages, and leaks; supplementary source data; estimates of minimum essential supplies to preserve public health and safety, and such other data pertinent to the past, current, and projected water demands. SEC. 21-25. LIMITATION OF RESTRICTIONS. The provisions of this Article shall not apply to any governmental activity, institution, business, or industry which shall be declared by the County Administrator, upon;a proper showing, to be necessary for the public health, safety, and welfaze, or the preventioh of severe economic hardship or the substantial loss of employment. Any activity;,=institution, business, or industry aggrieved by the finding of the County Administrator mayfappeal`Yliat decision to the Boazd of Supervisors of Pittsylvania County, Virginia (the "Board of Supervisors";);;,• SEC. 21-26. WATER CONSERVATION Upon a determination by the County Administi•at the County Administrator shall take the following County: (a) Drought Watch: When moderate but~lin~it'ec~ Watch is declazed in accordance with the`Drou Administrator shall, through appropriate means prudent restraint in water usage. Public outrea general population oft4tie potential for drougki conservation activities?that may Iiiutilized. (b) Drought Warning: due to imminattt;;ons are existetlce of the followi~g;conditions, tliatslall apply to all watei users in the ,;, . supplies of water_,are available and a Drought ght Response and'Cflatt~tigency Plan, the County call upon the geteral population to employ ch~'activtttes;,sl}alI be identified to inform the t"condrtions?~to intensify and potential water stage includes voluntary water conservation actions ught ,event. When a drought warning exists, the Voluntary, coriiiiercial, manufacturing, institutional and residential conservation npasures will be strongly eiiCOUraged and recommended including the following: .,, ;,= t.: o ~ T%spect and repeat all faulty and defective parts of faucets and toilets. o Use'Shower for;Iiathing, rather than bathtub, and limit shower to no more than five o Do not l`e'ave faucets running while shaving, rinsing dishes, or brushing teeth. o Limit use of clothes washers and dishwashers, and, when used, operate fully loaded. o Limit lawn watering to that necessary for plant survival. o Water shrubbery the minimum required, reusing household water when possible. o Limit vehicle washing. o Do not wash down outside azeas such as sidewalks, patios, driveways, etc. o Install water flow restrictions in showerheads and other water saving devices. P84 o Use disposable and biodegradable dishes where possible. o Install water saving devices in toilets, such as eazly closing flapper valves. o Do not fill swimming pools. • An extensive publicity campaign will be initiated using public media and specialized methods to inform the public of an impending water shortage. • Water supply line pressure should be reduced where feasible to reduce water consumption, if it will not affect operation of fixtures, equipment, or public safety ~,.:: devices. • Conservation in public buildings, institutions, dormitories, and similaz facilities is ;, ~,;., encouraged by reducing pressure at plumbing: "fz'tures and by installation of restricting devices. • All residents, business, and institutions areiequested to delay,,°IIew landscape work, until the water shortage has ended. ' • Water conservation should be followed. during all phases of ~coi~truction related activities. Where appropriate, water needgd should=,~be obtained fro~s}tpplemental sources and construction related activitiesfvt"hichYregaire water, shoulii~6e delayed, until such time as the water emergency has eutlirrl All industrial, manufacturing, and com~fieiycial,enterprises sfi~ll;reduce consumption to any degree feasible with a goal of a reduction of ten ped;Cent (10%). ;~. (c) Drought Emergency P Stage 1: As drought. condrttQns, Continue to worsen, a Drought Emergency -Stage l:~nay~~ez?declazed by thewCounty Adii~riistrator, or his/her designee, in ,~ ~: accordance with the;~~~'ought Response and Contingency Plan. When a Drought Emergency - Stage 1 exists, the'foll'tssviug will lq~prohibited: • W,ateMllg,lawns, gds, shr=tttibecy, trees,-flower, and vegetable gazdens, except by hand hey lapse, contaii}er, or dritp stion system, except persons regulazly engaged in the sale o#`~tlants will be permitted to use water for irrigation of their commercial ..stock and golf fi,~itirses ma~ water greens; ~,;:. •"%)~?~ling of newlyrpnstruct~ swimming pools and/or wading pools or refilling sw~tuning and/or wading pools, which have been drained; Ft' • Opei~dtig water co'Dled air conditioners or other equipment that does not recycle ~: cooling'~afer, except when health and safety are adversely affected; ;::., . • Washing a#tYorrlohiles, trucks, trailers, boats, airplanes, or any other type of mobile equipment, 'C~cept persons regulazly engaged in the business of washing motor vehicles, and any commercial caz wash facility will be permitted to use water for such purposes; • Washing down outside azeas such as streets, driveways, service station aprons, pazking lots, office buildings, exteriors, or existing or newly constructed homes or apartments, sidewalks, or patios, or to use water for similaz purposes; • Operation of ornamental fountain, pool, or pond or other structure making similaz use of water; P85 • Serving drinking water in restaurants, cafeterias, or other food establishments, except as requested by the customer; • Using public or private fire hydrants for any purpose other than fire suppression or other public emergency or Utility Department need; • Using water for dust control or compaction; and • Using water for any unnecessazy purpose or intentionally waste water. All industrial, manufacturing, and commercial enterprises shall reduce consumption to any degree feasible with a goal of a reduction of at least ten to fifreen percent (10-15%). (d) Drought Emergency -Stage 2: As drought conditions `'continue to worsen, a Drought Emergency -Stage 2 may be declared by the County Administrator; or his/her designee, in accordance with the Drought Response and Contingengy, Plan. When sfDrought Emergency - stage 2 exists, in addition to the restrictions imposed-under the Drought`Eiergency -Stage 1, the following will be prohibited: • Watering lawns, grass, shrubbery, trees, or flowers,;ezcept persons regii~2rly engaged in the sale of plants shall be permitted to use`water for imgation of their commercial stock and golf courses may water greens; • Watering any vegetable gazdei except by hand heldhose, container, or drip irrigation _.,,, system; • All nonessential use of water for oommercialor public uses `', • Using water outside a structure for any: use other;,than' an emergency use involving fire or as needed by~the water utihty,to'mamtaintlie water system; • Operating:`an evaporative air conditioning unit which recycles water, except as may be required'fgz_health and safety; and • Other restrictions , as :may. _be deemed `appropriate and adopted by the Boazd of ,: Supervisors. All industrial, manufacturing, and commercial enterprises shall reduce consumption to any degree feasible with a goal ofa reduction of at least fifreen to twenty-five percent (15-25%). SEC. 21 27 'PENALTY AND`~NFORCEMENT. (a) Any person who:_violates ariy provision of this article shall be subject to the following civil penalties: (1) For the first offense, violators shall receive a written warning delivered in person or posted by a representative of the County. (2) For the second offense, violators shall be fined fifty dollazs ($50.00), the fine to be imposed on the violator's next water bill, or in the case of violators not on the public water system, in a written notice. P66 (3) For the third and each subsequent offense, violators shall be fined one hundred dollars ($100.00) for each offense, the fine to be imposed on the violator's next water bill, or in the case of violators not on the public water system, in a written notice. (4) Each violation by a person shall be counted as a separate violation by that person, irrespective of the location at which the violation occurs. (b) Persons who have been assessed a penalty shall have the right to challenge the assessment by providing a written notice to the County Administrator within ten;;(~~), days of the date of the assessment of the penalty. The County Administrator, or his/her:~esignee, shall determine that the penalty was properly assessed and notify the complaiu~g!,person in writing of his determination. ~ ..... , (c) The County Administrator, or his/her designee, that the violation occurred due to no fault of the oen SEC. 21-28. NOTIFICATION OF END OF WA' The County Administrator, following,.,discussions with Supervisors when, in his/her opinion; `the, water emet concurrence of the Boazd of Supervisors;{ttt~~w~ter em When this declazation is made, the infornalion_sha~l.b~ .,.. the news media. ... ,r..~, he/she determines ry, shall notify the Boazd of ion no longer exists. Upon l be declazed to have ended. o~the general public through P87 APPOINTIVIENTS P88 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Danville-Pittsylvania Community Policy & 08-16-2011 Management Board (CPMB)-Parent Representative ACTION: SUBJECT/PROPOSAL/REQUEST: Yes Appointment STAFF CONTACT(S): Mr. Sleeper CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 22 INFORMATION: BACKGROUND: The joint County-City CPMB alternates appointments every other year for the local govemment official and the pazent representative DISCUSSION: Staff recommends Kimberly G. Van Der Hyde, Director of Finance for Pittsylvania County, as the parent representative for FY 2011/2012. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. Pes Pittsylvania County Danville-Pittsylvania County Community Policy and Management Board Members for FY 2011-2012 Sherry Flanagan, Director Pittsylvania County Department of Social Services Fran Elgin, Director 22"d District Court Services Unit (County and City) Dr. Jeff Eazly, Assistant Superintendent of Support Services Pittsylvania County Schools (recommended by Mr. McDaniel for FY 2011-2012) Dr. Laura Gateley, Director, Southside Health District Pittsylvania-Danville Health District (County and City) James Bebeau, Director, Danville-Pittsylvania Community Services (County and City) Dr. Frank Wickers, Child Development Clinic, Danville-Pittsylvania County Health Department (Private Provider) Ranjana Clazk, Administrative Aide to Director of Nursing Southern Virginia Mental Health Institute Everlena Ross, Director of Programs Pittsylvania County Community Action Ann Stratton, Executive Director, Smazt Beginnings Danville-Pittsylvania (At Lazge Representative) Kimberly Van Der Hyde, Pittsylvania County Pazent Representative P90 y`•\ pl •cr nC n PITTSYLVANIA COUNTY SCHOOLS ~ ~S P.O. Box 232.39 Bank Street S.E. • Chatham, Virginia 24531 •InA \\~,k July 18, 2011 Mr. W. Dan Sleeper County Administrator Pittsylvania County P. O. Box 426 Chatham, VA 24531 Deaz Mr. Sleeper: 111r. James E. McDaniel Division Superintendent ~ ~~ i JUL 2 0 2011 ~~~ ~ •. ~ iJ i It has been requested that I consider the appointment of a "department head or one of the top special education officials" on the Community Policy and Management Board (CPMB) to meet the requirements and guidelines of the State for this program. I am submitting the name of Dr. Jeff Early, Assistant Superintendent for Support Services, to represent Pittsylvania County Schools on the CPMB. Mr. Al Klugh, Supervisor of Elementary School Special Education, will serve as alternate. Please consider these individuals as my official designees for service. Should you have questions or need additional information, please feel free to contact me at your earliest convenience at (434) 432-2761, ext. 5001. Respectfully, ~~.~ James E. McDaniel Division Superintendent C: Dr. Jeff Eazly, Assistant Superintendent for Support Services Mr. Al Klugh, Elementary School Special Education Supervisor Ms. Amy Rice, CSA Coordinator Ms. Sherry Flanagan, CPMB Chair TELEPHONE NUMBERS: (434) 432-2761 • 1434) 793-1624 (Danville) • (434) 656-6248 (Grctnal • FAX (434) 332-95611 P91 CLOS:±. J )'IE ~TI~iG P92 REPOR i S FROVd BOARD v;EV~BExs P93 RE?OR'CS FR011 LEGAL COUNSEL P94 REPOR ~'S FROVd COLJ1iTY ADVIl~IIST ~ATOi3 P95 P.O. Box 5268 ~`~~~- Martinsville, VA 24115-5268 West Piedmont Phone: (276) 638-3987 Fax: (276) 638-8137 Poc 12 Planning District Commission a-mail: staff~wppdc org Serving Franklin, Henry, Petrick, and Pittsylvanla Counties -Cities of Danville and Martinsville -Town of Rocky Mount -Since 1970 .: _ - 'J I.? August 4, 2011 - - ~ 'i l~ ~ I,. {',I . '.i AUG _ 5 2011 i; '!' Mr. William D. Sleeper ~-`•~ ~!J~i Pittyslvania County Administrator . J Jf --~--T~~ P.O. Box 426 __~.__.__-_._------~------' Chatham, VA 24541 Dear Prospective Strategy Committee Member: In 1992, the U.S. Department of Commerce, Economic Development Administration (EDA), designated the West Piedmont Planning District (WPPD) Commission as an "Economic Development District." The WPPD Board serves as the Regional Comprehensive Economic Development Board and, as such, was required to develop a Regional Comprehensive Economic Development Strategy (CEDS) with Annual Updates. In order for the localities in the region to be eligible to receive EDA funding and assistance under its public works, economic adjustment, and most planning programs, they must participate in the CEDS planning process. This year, EDA revised the guidelines of the CEDS development to include a Strategy Committee identified by the Planning District Commission. As such, the Committee will be responsible for developing, revising, or replacing the CEDS. EDA's guidelines state that: "The Strategy Committee must represent the main economic interests of the region, and must include Private Sector Representatives (defined in CFR, Section 300.3, with respect to any for-profit enterprise, as any senior management official or executive holding a key decision making position, or that person's designee) as o majority of its membership. In addition, the Planning Organization (i.e., the PDC/EDD) should ensure that the Strategy Committee also includes: public officials, community leaders, representatives of workforce development boards, representatives of institutions of higher education, minority and labor groups, and private individuals." The West Piedmont Planning District Commission staff contacted the local government administrators for potential representatives to serve on the Strategy Committee. By receipt of this letter, you are one of the selected individuals to sit on this Committee. Here is an overview of the responsibilities of the CEDS Strategy Committee members: • Attend 2-3 meetings per year to assist in update the CEDS document; • Review CEDS and staff recommendations for changes; • Review recommended list of projects from local governments; • Review draft CEDS and make a recommendation to the WPPD Board which will take the final action on document approval in May. P96 We would like to hold our first meeting during the last week of September to introduce you to the CEDS document and discuss the Vision Statement, District Goals, and the Project Priority Process. This will be followed by a November meeting to review the Region's Potentials and Constraints, and finally for a third time in mid-February to review the Project Priority List. The 2011 CEDS document is currently available on our website at www.wppdc.ore. A hard copy of the document will be distributed to each Committee member at the first meeting in September. This is a very important document as the West Piedmont region has benefited from significant funding totaling nearly $23 million from EDA since 1992. Examples of EDA-funded projects include site work and infrastructure at a number of local industrial parks such as the Patrick County Business Park in Stuart, Rich Creek Corporate Park in Patrick County, the Patriot Centre at Beaver Creek in Henry County, and Cane Creek Centre in Danville/Pittsylvania County; funding for the Mid-Atlantic Broadband Cooperative fiber-optic backbone project and a number of other initiatives are the results of EDA grant opportunities. Attached is a list of EDA funded projects for your review. We appreciate your willingness to serve on this very important Committee. At this time, please contact either myself or Leah Manning by Friday, August 19, at 276-638-3987 by phone or by email at aaronburdickCalwppdc.ore or Imannine@wppdc.orR and include the preferred meeting date and time for the week of September 26 through September 30, 2011. If you are not able to commit, please contact your local government administrator at your earliest convenience so that an alternative may be designated to serve. Yours truly, ~~ Aaron Burdick Executive Director Attachment P97 EDA Funded Projects in the West Piedmont Planning District: Year locality Project Amount Status 1985 Patrick County Patrick County Industrial Park (now EDA: $293,600 Funded! Patrick County Business Park) Local: 73,400 completed Improvements 1986 Pittsylvania, Nalifax, Economic Adjustment Strategy na na Brunswick, Mecklenburg, Focusing on Developments in South Lunenburg, ,Prince Central Virginia's Shoe Industry Edward, Nottoway, Buckingham Counties 1987 Henry County Beaver Creek Industrial Park-Phase I EDA: $600,000 Funded/ Local: 400,000 completed 1992 Rocky Mount Sewage System Improvements- EDA: $1,020,000 Funded/ Interceptor Sewer, Pump Station, and Local: $1,023,000 completed Farce Main 1992 Pittsylvania County Chatham South Industrial Park EDA: $612,000 Funded! Local: $612,050 completed 1993 Henry County Beaver Creek Industrial Park-Phase II EDA: $477,500 Funded/ Local: 204,700 completed 1994 Martinsville- Regional Economic Adjustment EDA: $63,000 Funded/ Henry County Strategy(focusing on impacts of City/ completed downsizing of textile 8 apparel County: 21,000 industries) - 1996 Martinsville Clearview Business Park-Phase I EDA: $700,000 Funded/ Local: 728,100 completed State: 450 000 1998 Danville & Dan River Business Development EDA: $1,000,000 Funded! Pittsylvania County Center (Business Incubator) City: 513,250 completed County: 513,250 State: 300,000 RCP: 100,000 1999 West Piedmont Grant for GIS software and equipment EDA: $4,100 Equipment Planning District PDC: 41D0 Purchased 2000 West Piedmont Regional Economic Adjustment EDA: $ 60,000 Funded! Planning District Strategy (focusing on NAFTA impacts PDC: 27,500 Completed and changes in agricultural sector of Local Region's economy) Govts: 32,500 2000 Martinsville Industrial Martinsville Business Incubator- EDA: $700,000 Funded/ Development Authority Renovation City: $250,000 Completed VDBA: $250 000 2000 Martinsville Industrial Martinsville Business Incubator- USDA Funded/ Development Authority One-Year Operation 8 Maintenance RD: $99,897 Completed Funded; Project 2001 Henry County Public Route 220 South Industrial Water Line EDA: $840,000 not undertaken Service Authority to serve VF Imagewear, Inc. (2000 County: $560,000 due to plant closure 2001 Patrick County Industrial Rich Creek Corporate Park -Phase II EDA: $820,000 Funded! Development Authority Site Development County: $369,000 Completed VDOT: $284,000 P98 2002 Danville City; Pittsyl Cyber Park- Phase I Development EDA: $1,500,000 Funded! County; Danville-Pittsyl Local: $1,945,233 Completed Regional Industrial Facilities Authority 2003 Danville City; Pittsyl County; Danville-Pittsyl Regional Industrial Facilities Authority Research Annex al the Institute for Advanced Learning & Research EDA: $3,000,000 Funded/ Local: $2,000,000 Completed 2003 Henry County; City of Patriot Centre ai Beaver Creek EDA: $1,500,000 Funded) Martinsville; Henry Co Industrial Park -Site Development Local: $696,500 Completed Industrial Development State: $1,375,000 Authority 2004 Mid-Atlantic Broadband Regional Backbone Initiative for EDA: $6,000,000 Funded/ Cooperative Incorporated Southside Virginia Tobacco Completed Comm: $6,000,000 2005 Pittsylvania County Brosville Industrial Park EDA: $1,000,000 Funded) Board of Supervisors County: $943,950 Completed Stte: $959,200 2006 Franklin County Board of Franklin County Workforce Center EDA: $1,000,0000 Funded/ Supervisors State: $2,370,704 Completed Local; $2,173,993 2007 Franklin County Board of Supervisors 2009 Danville-Pittsylvania Regional Industdal Facilities Authority; Pittsylvania County Technology Equipment for New Workforce Development Center Cane Creek Centre -Site DevelopmenUUtil'Ay Infrastructure USDA RD: Funded; $176,000 Completed EDA: $2,275,030 Funded: Tobacco Underway Comm: $ 426,568 Local: $ 142,190 2009 Henry County Board of Utility Infrastructure for Commonwealth EDA: $1,720,000 NDT FUNDED Supervisors Crossing Business Centre -Henry Tobacco BY EDA; ' County Comm: $1,720,000 SBA/V rIC funds SBA: $ 800,000 awanfed Ccunty: $ 60,000 OTHER EDA-RELATED PROJECT TECHNICAL ASSISTANCE WITH GRANTS: 2003-2004: Center for tnnovative Technology -Rural Broadband Aggregation and Development in Virginia EDA: $60,000; CIT: $60,000 (funded) 2004: Philpott Manufacturing Extension Partnership: Manufacturing Process Technology Transfer to Support Innovation and Competitiveness Project EDA: $250,000; VMEP: $166,670 (funded) 2005: Danville Community College/Center for innovative Technology: Grant Proposal for Nanomanufacturing Cluster Analysis Federal: $42,000; CIT: $28,000 (funded) 2009: Danville-Pittsylvania Regional Industrial Facilities Authority and Pittsylvania County: Grant to VA Tobacco Commission for Cane Creek Centre -Site DevelopmenUUtility Infrastructure; $426,568 (Funded contingent on EDA Approval of Grant) (funded) P99 Rebecca Flippen From: Dan Sleeper Sent: Thursday, August 04, 2011 4:49 PM To: Rebecca Flippen Subject: FW: ODAC Lease rates Attachments: JTEECC Rental Rates.doc Rebecca Put this in tlxe next BOS pax~Acet as FYt From: Stephanie Weiss [mailto:okidorninionaafourd(~amail.oom] Sent: Thursday, August 04, 2011 3:51 PM To: Dan Sleeper Cc: Corey Rowland Subject: ODAC Lease rates Good afternoon Mr. Sleeper, ~~~ The Board of Directors of the Olde Dominion Agricultural Foundation would like to provide you with a copy of the conference center lease rates for your information. If possible could this be included in the next packet given to the Board of Supervisors? This was suggested to Mr. Corey Rowland during a conversation with Mr. Ecker that it would be helpful for the entire Board to have this information. Thanks for all your help and I hope to see you at the Farmers Market Opening this Saturday. Sincerely, Stephanie Weiss Stephanie Reynolds Weiss Fundraising Administrator ®lde ~'anzLrelan ~~~ou.,tdatt~m 19783 US Highway 29 ,Suite G Chatham, VA 24531 434-432-8026 office 434-710-0460 cell P100 ~ ~° u - ae ~ ~. i -- _ ~... ~~.~ James T. Emerson Education & Conference Center at the OCde Dominion .~lgricuCturaCCompCex Lease Rates The Education & Conference Center has a maximum capacity of 500 people. The prices below include the use of fifty 72" round tables and five hundred chairs. Rental of entire Center - $1,000.00 Clean-up and deposit - $300.00 (May be refunded if lessee opts to clean afterward.) Set up of tables and chairs - $100.00 {Fee waived if renter sets up.) Take down of tables and chairs - $100.00 (Fee waived if renter takes down.) The deposit of $300.00 is due to hold a date. The remaining fee is due 30 days prior to the event. If the facility is left cleaned and undamaged the $300.00 will be refunded within 30 days. The Center also contains three classrooms which accommodate up to 100 people: C. Wayne Ashworth Classroom Maxey Farms, Inc Classroom JTI Leaf Services Classroom Single Classroom Rental - $400.00 Clean-up and deposit - $100.00 (May be refunded if lessee opts to clean afterward.) Set up of tables and chairs - $50.00 (Fee waived if renter sets up.) Take down of tables and chairs - $50.00 (Fee waived if renter takes down.) The deposit of $100.00 is due to hold a date. The remaining fee is due 30 days prior to the event. If the facility is left cleaned and undamaged the $100.00 will be refunded within 30 days. Call 434-432-8026 or email olddominionagfound@gmail.com for more information and to schedule an event. 19783 US Hwy. 29 South PO Box 1014 Chatham, VA 24531 (434) 710-0460 (o} (434) 432-0509 (q www.oldeag(oundation.org P101 An,~auRVV~EVT P102