09-06-2011 BOS Regular Meeting~~ ~1
IiOARI~ PA~I~ErI'
POARI~ OF SLJPER~TISORS
REG~JLAR MEE'TI1~G
SEPTEMPER 6, 2011
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
REGULAR MEETING
TUESDAY, SEPTEMBER 6, 2011
7:00 P.M.
GENERAL DISTRICT COURTROOM
EDWIN R. SHIELDS COURTHOUSE ADDITION
AGENDA
1. Call to Order - 7:00 p.m.
2. Roll Call
3. Invocation
4. Pledge of Allegiance
5. Items to be Added to the Agenda
(a) Resolution on Gate Fees Pages 8-9
(b) Amendment to Lease Purchase Agreement between Pittsylvania County and the
Town of Chatham -Pages 10-13
(c) Bid Award -Chatham Library Roof -Pages 14-IS
(d) Request for Proposal Engineering Services for Berry Hill Mega Park Connector
Road -Pages 16-24
(e) Interoperable Emergency Communications Grant Program Appropriation
-Pages 25-27
(f) Out of State Travel -Page 28
(g) Amended Resolution - No Through Trucks-Ringgold Road Pages 29-30
(h) Revenue Sharing Agreement -Virginia Department of Transportation (VDOT);
Mega Park Pages 31-37
6. Approval of Agenda
HEARING OF CITIZENS
CONSENT AGENDA:
7(a) Minutes: August 1, 2011 -Regular Meeting -Pages 40-44
August 18, 2011 -Adjourned Meeting -Pages 45-52
7(b) Out of State Travel -Page 53
7(c) Request to the Virginia Department of Transportation (VDOT) for Speed Study on Mt.
Tabor Road/SR 729 -Pages 54-55
7(d) Local Emergency Planning Committee (LEPC) Carryover -Page 56
7(e) Sheriff s Concession Fund Carryover -Page 57
7(f) Project Lifesaver -Page 58
7(g) No Wake Buoy -Sunset Bay Homeowners Association, Inc. -Pages 59-62
7(h) Resolution of Restoration of State Funding for Aid to Localities- Pages 63-64
7(i) Drought Declaration Resolution- Pages 65-69
PUBLIC HEARING
8. Amendments to the Pittsylvania County budget for fiscal year 2011-2012
Pages 71-82
9. Expenditure Refunds -Motion made by Mr. Fcker, seconded by Mr. Harville and had
now met the 10-day layover requirement -Pages 84-86
NEW BUSINESS
10. Recommendations from Finance Committee Meeting -Page 88
(a) Discussion of Amendments to the Pittsylvania County-budget for fiscal year
2011-2012
(b) Discussion of Conservation of Reserve Program (CRP) contract #475
11. Expenditure Refunds - Requires a motion and a 10-day layover -Pages 89-91
12. Courthouse Repairs -Page 92
13. Request from Public Hearing -Tax Exemption-New Chapel Church Cemetery
-Pages 93-95
14. Resolution for Landfill Bonds -Pages 96-104
CLOSED SESSION
15. 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: Indusby #12010-01-03
Purpose: Discussion of industrial prospect
BOARD ANNOUNCEMENTS
REPORTS FROM LEGAL COUNSEL
REPORTS FROM COUNTY ADMINISTRATOR - Pages
ADJOURNMENT
ITE S rI' ~ AD ED
P7
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Resolution on Gate Fees
AGENDA DATE:
09-06-2011
ITEM NUMBER:
5(a)
SUBJECT/PROPOSAL/REOUEST:
Resolution authorizing Gate Fees
STAFF CONTACT(S):
Mr. Sleeper
ACTION:
CONSENT AGENDA:
ACTION:
Yes
ATTACHMENTS:
Yes
INFORMATION:
INFORMATION:
BACKGROUND:
At the adjourned meeting of the Pittsylvania County Boazd of Supervisors on August 16, 2011, the
supervisors passed Article V of Chapter 36 of the Pittsylvania County Code, entitled "Recreational Gate
Fees."
DISCUSSION:
Chapter 36 was modified in order for the Boazd of Supervisors to have the authority to charge gate fees at
recreational games operated by the Pittsylvania County Department of Pazks and Recreation. Section 36-
5(A) authorizes the Pittsylvania County Boazd of Supervisors, by a resolution, to establish the recreational
gate fees for entry or attendance to any and all of the County's Pazks and~Recreation sponsored or affiliated
recreational games and contests. Attached hereto, you will find Resolution 2011-09-02, establishing the
current gate fee program for Pittsylvania County.
RECOMMENDATION:
Staff recommends the Boazd of Supervisors approve Resolution 2011-09-02 establishing the required gate
fees and setting up the accounting system for gate fees and attendance to all County Pazks and Recreation
games/contests.
PB
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION
2011-09-02
VIRGINIA: At the regulaz meeting of the Pittsylvania County Board of Supervisors held in the General
District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Tuesday
September 6, 2011, the following resolution was presented and adopted:
WHEREAS, Pittsylvania County operates a Parks and Recreation Department established to provide
recreational activities, games and contests within the jurisdiction of Pittsylvania County; and
WHEREAS, the operation of the Pittsylvania County Department of Pazks and Recreation is partially
funded by recreational gate fees for the entrance and attendance to any and all the County Pazks and
Recreation sponsored or affiliated games, contests and activities; and
WHEREAS, in accordance with Chapter 36 of the Pittsylvania County Code, a fee assessment must be
set by the Boazd of Supervisors via resolution; and
WHEREAS, no person shall be admitted to attend or gain entry to any recreational game or contested
by the County Department of Pazks and Recreation for which a fee is chazged without first paying the
fee; then
BE IT HEREBY RESOLVED, that the Pittsylvania County Boazd of Supervisors establishes a gate fee
of TWO DOLLARS ($2.00) per person for the entrance and attendance to any of the Pittsylvania
County Pazks and Recreation sponsored or affiliated recreational games, contests or activities; and
BE IT FURTHER RESOLVED, that the Director of the Pittsylvania County Pazks and Recreation
Department shall be responsible for the operation of a petty cash fund in the amount of THREE
HUNDRED DOLLARS ($300.00) to be utilized at various activities throughout the County during the
annual operation of Pazks and Recreation sponsored or affiliated recreational games, contests and
activities. The Director of Pazks and Recreation shall be responsible for the annual audit, balance and
receipt reporting to the Director of Finance of all gate fees received in accordance with this resolution.
BE IT STILL FURTHER RESOLVED, that this resolution shall be a standing resolution until such
time as the Boazd of Supervisors expressly authorizes a corrected resolution establishing a new or
revised gate fee.
Given under my hand this 6's day of September, 2011.
Tim R. Bazber, Chairman
Pittsylvania County Board of Supervisors
William D. Sleeper, Clerk
Pittsylvania County Board of Supervisors
P9
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Amendment to Lease Purchase Agreement -Town of 09-06-2011
II Chatham and Pittsylvania County
' ACTION:
SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA:
!, Amended Lease Purchase Agreement ACTION:
I Yes
STAFF CONTACT(S):
Mr. Sleeper; Kim Van Der Hyde
ITEM NUMBER:
5(b)
INFORMATION:
INFORMATION:
ATTACHMENTS: 1
Yes
REVIEWED BY:
BACKGROUND:
The Pittsylvania County Boazd of Supervisors entered into a Lease Purchase Agreement with the Town of
Chatham of a booster station to provide water and sewer services to the Olde Dominion Agricultural
Complex (ODAC) north of the Town of Chatham on November 22, 2010.
DISCUSSION:
Since this project is still under construction and changes have occurred, the Boazd of Supervisors voted to
approve the amount of $4,950 to be added to the original contract pending the approval of the Town of
Chatham of this additional chazge. Attached hereto is an amendment to the dated November 22, 2010,
adding $4,950.00 for a new revised total Schedule B of $98,950.00.
RECOMMENDATION:
Staff recommends the Boazd of Supervisors approve the amendment to this agreement dated November 22,
2010 to a new revised total of $98,950.00, and authorize the Chairman to sign on behalf of Pittsylvania
County pending the approval of legal counsel.
P70
AMENDMENT TO CONTRACT DATED NOVEMBER 22, 2010
BETWEEN PITTSYLVANIA COUNTY AND THE TOWN OF CHATHAM
FOR LEASE-PURCHASE AGREEMENT OF BOOSTER STATION
TO PROVIDE WATER/SEWER SERVICES TO THE OLDE DOMINION
AGRICULTURAL CENTER
This amendment is necessary because of an additional amount that was required to
complete the booster station project to provide water and sewer services to the Olde
Dominion Agricultural Center. This new amount, $4,950.00 has been added to the
original amount due to Pittsylvania County from the Town of Chatham. A revised
schedule B is attached reflecting the new amount due Pittsylvania County totalling
$98,950.00. Because this work has not yet been completed, payments for this lease
purchase will not commence until 08-O1-2012 and will be due each August for a period
of 10 yeazs.
COUNTY OF PITTSYLVANIA, VIRGINIA
By:
Title: Chairman, Boazd of Supervisors
By:
TOWN OF CHATHAM, VIRIGINIA
Title: Mavor
COMMONWEALTH OF VIRGINIA
CITY/COUNTY OF Pittsvlvania , to-wit:
The foregoing instrument was acknowledged before me this day of August,
2011 by Tim R. Bazber in his capacity as Chairman of the Boazd of Supervisors of the
COUNTY OF PITTSYLVANIA, VIRGINIA, a political subdivision of the
Commonwealth of Virginia.
My commission expires:
Registration No:
Notary Public
Pll
COMMONWEALTH OF VIRGINIA
CITY/COiJNTY OF Pittsylvania , to-wit:
The foregoing-instrument was acknowledged before me this day of August,
2011 by in his capacity as of the TOWN OF
CHATHAM, VIRGINIA, an unincorporated town in the Commonwealth of Virginia.
My commission expires:
Registration No:
Notary Public
P12
Amount of Loan:
Annual interest rate:
Term (Years):
Yearly Pay Periods:
Due date of First payment:
PERIODIC PAYMENT
Entered payment:
Calculated payment:
CALCULATIONS
Use payment of:
1st payment in table:
Chatham.amort_ex.xls
Table Calculation settin s
Amortization Table starts at date: 8t7Ya042. ;
or at payment number: ,
the table uses the calculated periodic payment amount,
unless you enter a value for "Entered payment "
oaiance at payment t:
Cumulative interest prior to payment 1:
Page 1
P13
PITTSYLVANIA COUNTY
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
AGENDA TITLE:
Bid Award - Replacement of Roof -
Pittsylvania County Public Library
SUBJECT/PROPOSAL/REOUEST:
Award of Bid
STAFF CONTACT(S):
Mr. Sleeper, Ms. Meeks
AGENDA DATE: ITEM NUMBER:
9/6/11 SC
ACTION: INFORMATION:
Yes
CONSENT AGENDA ACTION:
INFORMATION:
ATTACHMENTS:
Yes //~~ 1
ATi VTTi VUTi'Tl RV. /IA1
BACKGROUND:
An invitation to bid on a roof replacement for the Pittsylvania County Public Library was
mailed to six (6) vendors on August 19, 2011. The invitation to bid was also advertised and
posted on the public notice board and the County's website.
DISCUSSION:
Bids were received and publicly opened on Friday, September 2, 2011, at 11:00 a.m. The
County received three (3) responses. Only two responses met the County's specifications
and are therefore considered responsive. A bid tally sheet is attached. The lowest
responsive bidder is Melvin T. Morgan Roofing with a low bid of $49,327. There is
$50,000 budgeted for this project in line item #310-4.094150-819183 Capital Projects -
Library Roof.
RECOMMENDATION:
Staff recommends that the Board award the bid to Melvin T. Morgan Roofing at a cost of
$49,327.
P14
PITTSYLVANIA COUNTY PUBLIC LIBRARY
VENDOR
ROOF REPLACEMENT -BID TALLY SHEET
LUMP SUM BID
BEGIN DATE
Expert Aluminum Company
Hurt, VA
Melvin T. Morgan Roofing
Lynchburg, VA
$ 52,800.00
$ 49,327.00
(Based on 9/7/11 notification)
Sept. 12, 2011
Sept. 19, 2011
P15
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
09-06-2011
ITEM NUMBER:
5(d)
Request for Proposal-Engineering Services for Berry
Hill Mega Park Connector Road
Advertise Request for Proposal
STAFF CONTACT(S):
Mr. Sleeper
Mr. Sides
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
BACKGROUND:
INFORMATION:
INFORMATION:
The master plan for the Berry Hill Mega Pazk incorporates a proposed new connector road to run from Route
58 Bypass to Berry Hill Road. In a FY11 Tobacco Commission Special Projects -Megasite Grant, the
Danville-Pittsylvania County Regional Industrial Facility Authority received funding of $1,981,920 for
engineering and right-of--way acquisition for the new road. Pittsylvania County has also been awazded
$790,960 in Revenue Sharing funds from VDOT to be used towazds engineering of this project. Pittsylvania
County will be administering the road portion of the Megasite Grant and the City of Danville will be
administering the Electric and Gas portions of the Grant.
Pittsylvania County needs to issue a Request for Proposal for the engineering services necessary to choose the
route and design the new connector road. After following the prescribed interview and negotiation process,
staff will come back to the Board for approval of a contract. The draft RFP is attached.
Staff recommends that the RFP for Engineering Services for the Berry Hill Mega Pazk Connector Road be
advertised.
P16
PITTSYLVANIA COUNTY
BOARD OF SUPERVISORS
REQUEST FOR PROPOSAL
#11-
ENGINEERING SERVICES FOR BERRY HILL MEGA PARK CONNECTOR
ROAD, PITTSYLVANIA COUNTY, VIRGINIA
DATE
CONTACT: WILLIAM D. SLEEPER, COUNTY ADMINISTRATOR
(434)432-7710
GREGORY L. SIDES, ASSISTANT COUNTY ADMINISTRATOR
(434)432-7974
P17
RFP #
Engineering Services
PITTSYLVANIA COUNTY
REQUEST FOR PROPOSAL
ENGINEERING SERVICES
CONNECTOR ROAD TO BERRY HILL MEGA PARK
1.0 GENERAL CONDITIONS
1.1 Invitation
The Pittsylvania County Purchasing Department, on behalf of the
Pittsylvania County Boazd of Supervisors, hereby issues to qualified
engineering firms, licensed in the State of Virginia, a Request for Proposal
(hereinafter referred to as "RFP") for engineering services to perform
route studies and prepaze right-of--way and construction plans for a new
industrial access road (Connector Road) and other miscellaneous roadway
improvements (Project) to serve the new "Mega Park" located off Berry
Hill Road (Route 863).
1.2 Deadline
One original and five (5) copies of a sealed proposal shall be submitted no
later than 3:00 p.m., -------------, 2011, to the following:
Donna B. Meeks
Purchasing Manager
Pittsylvania County
Purchasing Department
P.O. Box 426 - 21 N. Main St.
Chatham, VA 24531
Proposals received afrer the deadline will be returned unopened.
1.3 Code Compliance
All provisions of the Virginia Public Procurement Act governing the
procurement of professional services will be adhered to.
Employment Discrimination Prohibited -During the performance of
this contract, the contractor agrees as follows:
P18
RFP #
Engineering Services
a. The contractor will not discriminate against any employee or applicant
or employment because of race, religion, color, sex or national origin,
age, disability, or any other basis prohibited by state law relating to
discrimination in employment. The contractor agrees to post in
conspicuous places, available to employees and applicants for
employment, notices setting forth the provisions of this
nondiscrimination clause.
b. The contractor, in all solicitations or advertisements for employees
placed by or on behalf of the contractor, will state that such contractor
is an equal opportunity employer.
c. Notices, advertisements and solicitations placed in accordance with
federal law, rule or regulation shall be deemed sufficient for the
purpose of meeting the requirements of this section.
The contractor will include the provisions of the foregoing paragraphs a, b
and c in every subcontract or purchase order of over $10,000 so that the
provisions will be binding upon each subcontractor or vendor.
The County does not discriminate against faith-based organizations.
1.4 Proposal Binding -Ninety (90) Days
Unless otherwise specified, all formal proposals submitted shall be
binding for ninety (90) calendar days following the closing date unless
extended by mutual consent of both parties.
1.5 Termination
The County may terminate the services of the firm at any time, by giving
the firm, thirty (30) days, written notice.
2.0 PROJECT OVERVIEW
The Danville Pittsylvania Regional Industrial Facilities Authority (RIFA) owns a
3,750 acre Industrial Pazk (Mega Park) within the Berry Hill community of
Pittsylvania County. As indicated in the VDOT approved transportation study and
traffic impact analysis (Transportation Study Mega Park, dated November 5,
2009, and Traffic Impact Analysis Mega Park, revision dated October 29, 2010
prepazed by Dewberry) the Connector Road will serve the Mega Park with direct
access from the Route 58 Danville Expressway via the Oak Ridge Farms Road
Interchange. The miscellaneous roadway improvements include upgrades to Oak
P19
RFP #
Engineering Services
Hill Road and portions of Berry Hill Road. At the County's request, this project
may also include additional transportation studies, design, and prepazation of
construction plans associated with Oak Hill Road and Berry Hill Road
improvements as identified in past transportation studies and traffic impact
analysis. (See Attachment A -Mega Park Transportation Improvements)
3.0 SCOPE OF SERVICES
• Assemble all current engineering data completed on the Mega Park related to the
transportation network and the Connector Road.
• Perform alternative route studies as required for presentation to the public and the
County.
• Conduct additional traffic studies to identify traffic impacts to the Vandola Road
and Vandola Church Road with the implementation of the Connector Road. The
traffic studies will be submitted to VDOT for review and concurrence.
• Perform sufficient traffic analysis to develop a conceptual interchange design to
accommodate the full build out of the Mega Park (11,500 employees). Submit
analysis and conceptual design to VDOT for review and concurrence.
• Provide all necessary field surveying, environmental/geotechnical investigations
& permitting necessary for the construction of the roadway improvements and
acquisition of right-of--way by the County.
• Prepare sufficient level of highway design to identify the scope and limits of the
proposed highway in accordance with a rural collector (GS-3) for the partial build
out of the Mega Park (5,000 employees). Design shall include major culvert
crossings, bridge, stormwater management facilities, or other pertinences required
to identify the limits of required right-of-way.
Prepare final construction plans and specifications to construct two (2) lanes of a
planned four-lane highway. The grading shall be designed to accommodate the
planned four-lane divided highway.
4.0 TIME FRAME
Please provide a time frame for completing this project, after notification from the
County to proceed.
P20
RFP #
Engineering Services
5.0 FIRM'S RELATIONSHIP TO THE COUNTY
5.1 Independent Contractor
It is expressly agreed and understood that the Firm is in all respects an
independent contractor as to work and is in no respect any agent, servant,
or employee of the County. The contract shall specify the work to be done
by the Firm, but the method to accomplish the work shall be the
responsibility of the Firm.
5.2 Subcontracting
The Firm may subcontract services to be performed hereunder with the
prior approval of the County, which approval shall not reasonably be
withheld. No such approval will be constructed as making the County a
part of, or to, such subcontract, or subjecting the County to liability of any
kind to any subcontractor. No subcontract shall, under any circumstances,
relieve the Firm of its liability and obligation under this contract; and
despite any such subcontracting the County shall deal through the Firm,
and subcontractors will be dealt with as representatives of the Firm.
5.3 Novation
The Firm shall not assign or transfer, whether by Assignment or Novation,
any of its rights, duties, benefits, obligations, liabilities, or responsibilities
under this contract without the consent of the County.
6.0 EVALUATION CRITERIA
Each firm will be evaluated, based on the following:
• Overall qualifications of the firm.
• The methodology of approach proposed.
• Experience and success in providing similar services.
• Qualifications and experience of key personnel to be assigned to the project.
• Time frame in which the services can be provided.
• Overall structure and quality of the proposal.
P21
RFP #
Engineering Services
7.0 AWARD PROCEDURES
7.1 A selection committee shall review the proposals submitted. After each
proposal has been evaluated on the basis of the -Firm's approach to
meeting the County's needs, short listing procedures will narrow the list of
candidates to the two or more best qualified firms::::These firms will then
be invited to an interview at which time each firm-~wi11 be expected to
conduct a presentation on its proposal and to answer questions of the
selection committee.
7.2 Negotiations shall then be conducted beginning with the firm ranked first.
If a contract satisfactory and advantageous to the County can be
negotiated at a price considered fair and reasonable, the award shall be
made to that offerer.
7.3 The County reserves the right to reject any or all proposals submitted, and
to waive any informality in the proposals. The right is also reserved to
award the contract where it appears to be in the best interest of the County.
7.4 The County reserves the right to revise or amend this RFP prior to the date
set for receipt of the proposals. The date set for receipt of proposals may
be changed if deemed necessary by the County. Any revisions and/or
amendments will be in the form of an addendum to this RFP.
8.0 SUBMISSION OF PROPOSALS
8.1 Letter of Transmittal
Limit of two (2) pages. Make a positive commitment to perform the
required work within the time frame provided. Also, give the name(s) of
the person(s) who will be authorized to make representation, for your firm,
their title, and telephone number.
8.2 Firm's Experience
Indicate prior experience of your firm in performing work of this nature
(include references). Provide resumes for key personnel who would be
assigned to this project.
8.3 Approach
Indicate your understanding as to the scope of services requested and
describe your firm's approach.
P22
RFP #
Engineering Services
8.4 Time Projection
Proposals shall include a manpower availability chart to show the ability
of the firm to initiate and complete the work on this project in a timely
manner.
P23
".
pp~
~i
1
Y~
L
;.'
,. ;,
~.
~~
;^
3~
•~!r .
3
N i.;,.
7
=:1
G)
//
r O
\ R C
1 i; ~ ` Z
f - ~ ..
~=' ~
J ~ l L
.{1J) \.-~ ~Ni ''
_ ! `...1 ~
_" i 0
~~~ ~ P ,
~^~;
~_r _ r ~ ~ '
+ ~~ , ~
a S ' ~
~ ~~
,~ ~,. `
m ~ ~~.
o ~ ~.
l " tY i
I
, ~ ~ ~,~,~
~,~~,
,~-. Z ~~ ,
S ~'' ~ ~
Z p i
6
i O
.~,
~_ \
-_
o ~^
P24
i
\,~
F
_~ .
,\~
R~
a
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
'. 09/06/20]1 5(e)
Interoperable Emergency Communications Grant
Program Appropriation ACTION: INFORMATION:
SU BJECT/PROPOSAL/BEOU E ST:
CONSENT AGENDA:
FY 2010 Interoperable Emergency Communications ACTION: INFORMATION:
I Grant Program Appropriation of Grant Funds Yes
STAFF CONTACT(S): ATTACHMENTS: ~ ~
,Messrs. Sleeper, Davis, and Mrs. Mills Yes
__ __ REVIEWED BY: `
BACKGROUND:
The Virginia Department of Emergency Management has announced that Pittsylvania County has been
awarded funding under the FY 2010 Interoperable Emergency Communications Grant Program in the amount
of $28,518. This is for the Regional Communications Needs Assessment Phase II. Project/budget period:
06/01/2010 to 12/31/2012.
DISCUSSION:
Staff requests that the FY 2011-12 budget be amended and funds appropriated in the amount of $28,518.
RECOMMENDATION:
Staff recommends that the Board amend the FY 2011-12 budget and appropriate $28,518 for the Regional
Communications Needs Assessment Phase II project.
P25
,4
v
COMMONWEALTH of VIRGINIA
MICHAEL M. CLINE Department of Emergency Management
State Coordinator
JACK E. KING
Chief Deputy Coordinator
BRETT A. BURDICK
Deputy Coordinator
July 1, 2011
Mr. William D. Sleeper
County Administrator
Pittsylvania County
P.O. Box 426
Chatham, VA 24531
Deaz Mr. Sleeper:
70501 Trade Court
Richmond, Virginia 232363713
(804) 897b500
(TDD) 6742477
FAX (804) 897-6506
I am pleased to inform you that the Virginia Department of Emergency Management
Grants Office has approved the application for funding under the FY 2010 Interoperable
Emergency Communications Grant Program (CFDA #97.055) in the amount of $28,518.00. The
County of Pittsylvania will use grant funding to support Regional Communications Needs
Assessment Phase II.
Enclosed you will find the Grant Award and Special Conditions documents. Please return
this executed Grant Agreement and Special Conditions within thirty days from the receipt of this
letter. T~ris award is subject to all administrative and financial requirements, including the timely
submrssron of all financial and programmatic reports, resolution of all interim audit findings, and
the maintenance of a minimum level of cash-on-hand. Should you not adhere to these
requirements, you will be in violation of the terms of this agreement, and the award will be
subject to termination for cause or other administrative action as appropriate.
The Commonwealth will send grant funds to asub-grantee on a reimbursement basis for
allowable expenditures. To accomplish this, use the "Request for Funds" form. This form can be
found at httD://www.vaemersencv.com/arants/forms/. You are required to attach invoices and
proof of payment that reflect the spending plan you submitted with your application package.
Any changes to the budget will require preapproval by the VDEM Grants Office.
The end of the program period is December 31, 2012, for obligation purposes and March
31, 2012, to complete expenditures and finalize the close out reporting process. During this
program period, all subgrantees are required to submit quarterly progress reports. This form can
be found at httD://www.vaemereency.com/¢rants/forms/
"Working to Protect People, Property and Our Communities"
P26
Mr. William D Sleeper
July 1, 2011
Page 2
If you have questions regazding this award, please contact Jocelyn Bagby, grant
specialist, at (804) 897-9766. Congratulations, and we look forwazd to working with you.
Sincerely,
~~~ ~~~=
Michael M. Cline
MMC/jm
c: Honorable Terrie L. Suit, Secretary of Veterans Affairs and Homeland Security
Mr. James E. Davis Coordinator, Emergency Management
"Working to Protect People, Property and Our Communities"
P27
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
09-06-2011
Out-of-State Travel
ACTION:
SUBJECT/PROPOSAL/REOUEST:
CONSENT AGENDA:
Authorize Out-of--State Travel ACTION:
Yes
STAFF CONTACT(S):
ATTACHMENTS:
Mr. Sleeper No
Mr. Sides
REVIEWED BY:
BACKGROUND:
ITEM NUMBER:
5(f)
INFORMATION:
INFORMATION:
The Pittsylvania County Agricultural Development Director works with many agricultural products producers
to increase marketing and sales opportunities. The Director, Mr. Fred Wydner, has an opportunity to travel to
the Certified Angus Beef Annual Conference in Oregon. The trip will be from September 20 to 23. All costs
for the trip will be covered, without County funds. Because the trip relates to beef mazketing opportunities
and the establishment of business contacts, the time of the trip will be considered normal work hours.
Out-of--State Travel during normal work hours needs to be approved by the Board of Supervisors. There will
be no cost for the travel.
RECOMMENDATION:
Staff recommends that the Out-of--State Travel for the Agricultural Development Director to attend the
Certified Angus Beef Annual Conference in Oregon, at no cost to the County, be approved.
P28
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Amended Resolution -Ringgold Road
AGENDA DATE:
09-06-2011
ITEM NUMBER:
5(g)
Amended Resolution
STAFF CONTACT(S):
Mr. Sleeper
ACTION:
CONSENT AGENDA:
ACTION:
Yes
ATTACHMENTS:
Yes
INFORMATION:
INFORMATION:
BACKGROUND:
The Pittsylvania County Boazd of Supervisors requested the Virginia Transportation Boazd to place a "No
Thru Trucks" on Ringgold Road from U.S. RT 58 to the Cane Creek Pazkway off of Bazker Road.
The current description has not worked since trucks aze still leaving U.S. RT 58 and traveling down Ringgold
Road to the back entrance to Yorktowne Cabinetry and have therefore not reached the No Thru Traffic
designation of the Cane Creek Pazkway and the State Police cannot issue tickets. Attached hereto is a revised
resolution requesting the sign to be moved back to the intersection of Bazker Road and Ringgold Road in
order to reduce the through trucks in the residential section of Ringgold Road.
RECOMMENDATION:
Staff recommends the Board of Supervisors approve revised resolution; Resolution 2011-09-03, submit it to
the Virginia Transportation Boazd and request their guidance on any additional activities and hearings that
maybe required.
P29
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION
2011-09-03
RESOLUTION REQUESTING NO THRU TRUCK ON
RINGGOLD ROAD (STATE ROUTE 734)
WHEREAS, the Pittsylvania County Board of Supervisors requested the Virginia
Department of Transportation and the Virginia Transportation Boazd to place a "No Thru Truck"
restriction on Ringgold Road (SR 734) from U.S. Route 58 to the new Cane Creek Parkway
intersection on Barker Road (SR 733); and
WHEREAS, the current restrictions still allow semi-tractor trailers to drive on U.S. RT
S8 to SR 733 to the rear entrance of the existing Yorktowne Cabinetry division; and
WHEREAS, this additional semi-tractor trailer truck traffic is placing an unsafe
condition in a residential area on Ringgold Road (SR 734) where the alternate route of Cane
Creek Pazkway provides a much better and safer route for these semi-tractor trailers to travel
without interfering with residential community local traffic; and
WHEREAS, the County of Pittsylvania is receiving numerous complaints from citizens
on Ringgold Road (SR 734) concerning this continued traffic by industrial semi-tractor trailers;
then
BE IT RESOLVED, that the Pittsylvania County Board of Supervisors requests the
Virginia Department of Transportation and the Virginia Transportation Board to amend the
current "No Thru Truck" restriction from U.S. RT S8 to Cane Creek Pazkway to a new location
between U.S. RT S8 and the intersection of Bazker Road (SR 733); and
BE IT FURTHER RESOLVED, that this resolution be forwazded to the Virginia
Department of Transportation and the Virginia Transportation Board.
Given under my hand this 6`" day of September, 2011.
Tim R. Barber, Chairman
Pittsylvania County Boazd of Supervisors
William D. Sleeper, Clerk
Pittsylvania County Board of Supervisors
P30
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Revenue Sharing Agreement - VDOT/Mega Park
SUBJECT/PROPOSAL/REOUEST:
Revenue Sharing Project
~~
STAFF CONTACT(S):
Mr. Sleeper
AGENDA DATE:
09-06-2011
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes ,
REVIEWED BY:
ITEM NUMBER:
5(h)
INFORMATION:
INFORMATION:
BACKGROUND:
The Danville-Pittsylvania Regional Industrial Facility Authority received funding under a special projects
grant for engineering and right-of--way of connector road from the Route 58 West Bypass to the Mega Pazk
entrance off of Berry Hill Road.
DISCUSSION:
In relation to that project, the County of Pittsylvania applied for revenue sharing funds from the Virginia
Department of Transportation. They have been awazded revenue sharing funds in the amount of $790,960
from the Virginia Departrnent of Transportation under Project No. U000-071-R95. The required matching
fund of $790,960 of the local match comes from the special project funds awarded to the Regional Industrial
Facility Authority for this project. Because the project is in jurisdictional boundaries of Pittsylvania County,
Pittsylvania County will be required to do the standard administration agreement with VDOT. Attached
hereto is a copy of the standard project administration agreement and the State Aid Appendix A.
RECOMMENDATION:
Staff recommends that the Boazd of Supervisors approve the Standazd Project Administration Agreement and
authorize the County Administrator to sign on the behalf of Pittsylvania County pending final legal approval
by County Attorney. In addition, the County Administrator is authorized to sign all necessary documentation
relating to this revenue sharing project.
P31
STANDARD PROJECT ADMINISTRATION AGREEMENT
State-aid Projects
Project Number UPC Local Government
U000-071-R95 101207 Pittsylvania County
THIS AGREEMENT, made and executed in triplicate this _ day of
2011, by and between the County of Pittsylvania, Virginia, hereinafter referred to as the
LOCALITY and the Commonwealth of Virginia, Department of Transportation, hereinafter
referred to as the DEPARTMENT.
WHEREAS, the LOCALITY has expressed its desire to administer the work described in
Appendix A, and such work for each improvement shown is hereinafter referred to as the
Project; and
WHEREAS, the funds shown in Appendix A have been allocated to finance the
Project(s) and the funding currently allocated or proposed for the project(s) does not include
Federal-aid Highway funds; and
WHEREAS, both parties have concurred in the LOCALITY's administration of the
phase(s) of work for the respective Project(s) listed in Appendix A in accordance with applicable
federal, state and local laws and regulations.
NOW THEREFORE, in consideration of the mutual premises contained herein, the
parties hereto agree as follows:
The LOCALITY shall:
a. Be responsible for all activities necessazy to complete the noted phase(s) of each
Project shown in Appendix A, except for activities, decisions, and approvals which
aze the responsibility of the DEPARTMENT, as required by federal or state laws and
regulations or as otherwise agreed to, in writing, between the parties.
b. Receive prior written authorization from the DEPARTMENT to proceed with the
project.
c. Administer the project(s) in accordance with guidelines applicable to Locally
Administered Projects as published by the DEPARTMENT.
d. Provide certification by a LOCALITY official of compliance with applicable laws
and regulations on the State Certi£-cation Form for State Funded Projects or in
another manner as prescribed by the DEPARTMENT.
e. Maintain accurate and complete records of each Project's development of all
expenditures and make such information available for inspection or auditing by the
DEPARTMENT. Records and documentation for items for which reimbursement
will be requested shall be maintained for not less than three (3) years following
acceptance of the final voucher on each Project.
OAG Approved 12/17/2010
P32
County of Pittsylvania
UPC 101207
f No more frequently than monthly, submit invoices with supporting documentation to
the DEPARTMENT in the form prescribed by the DEPARTMENT. The supporting
documentation shall include copies of related vendor invoices paid by the
LOCALITY and also include an up-to-date project summary and schedule tracking
payment requests and adjustments.
g. Reimburse the DEPARTMENT all Project expenses incurred by the DEPARTMENT
if due to action or inaction solely by the LOCALITY the project becomes ineligible
for state reimbursement, or in the event the reimbursement provisions of Section
33.1-44 or Section 33.1-70.01 of the Code of Virginia, 1950, as amended, or other
applicable provisions of state law or regulations require such reimbursement.
h. On Projects that the LOCALITY is providing the required match to state funds, pay
the DEPARTMENT the LOCALITY'S match for eligible Project expenses incurred
by the DEPARTMENT in the performance of activities set forth in paragraph 2.a.
i. Administer the Project in accordance with all applicable federal, state, and local laws
and regulations, Failure to fulfill legal obligations associated with the project may
result in forfeiture ofstate-aid reimbursements
j. If IegaI services other than that provided by staff counsel are required in connection
with condemnation proceedings associated with the acquisition of Right-of--Way, the
LOCALITY will consult the DEPARTMENT to obtain an attorney from the list of
outside counsel approved by the Office of the Attorney General. Costs associated
with outside counsel services shall be reimbursable expenses of the project.
k. For Projects on facilities not maintained by the DEPARTMENT, provide, or have
others provide, maintenance of the Project upon completion, unless otherwise agreed
to by the DEPARTMENT.
2. The DEPARTMENT shall:
a. Perform any actions and provide any decisions and approvals which are the
responsibility of the DEPARTMENT, as required by federal or state laws and
regulations or as otherwise agreed to, in writing, between the parties.
b. Upon receipt of the LOCALITY'S invoices pursuant to paragraph l.f, reimburse the
LOCALITY the cost of eligible Project expenses, as described in Appendix A. Such
reimbursements shall be payable by the DEPARTMENT within 30 days of an
acceptable submission by the LOCALITY.
c. If appropriate, submit invoices to the LOCALITY for the LOCALITY'S share of
eligible project expenses incurred by the DEPARTMENT in the performance of
activities pursuant to paragraph 2.a.
d. Audit the LOCALITY'S Project records and documentation as may be required to
verify LOCALITY compliance with applicable laws and regulations.
OAG Approved 12/17/2010 2
P33
County of Pit[sylvania
UPC 101207
e. Make available to the LOCALITY guidelines to assist the parties in carrying out
responsibilities under this Ageement.
3. Appendix A identifies the funding sources for the project, phases of work to be
administered by the LOCALITY, and additional project-specific requirements ageed to
by the parties. There may be additional elements that, once identified, shall be addressed
by the parties hereto in writing, which may require an amendment to this Ageement.
4. If designated by the DEPARTMENT, the LOCALITY is authorized to act as the
DEPARTMENT'S agent for the purpose of conducting survey work pursuant to Section
33.1-94 of the Code of Virginia, 1950, as amended.
Nothing in this Ageement shall obligate the parties hereto to expend or provide any
funds in excess of funds ageed upon in this Ageement or as shall have been included in
an annual or other lawful appropriation. In the event the cost of a Project is anticipated to
exceed the allocation shown for such respective Project on Appendix A, both parties
agee to cooperate in providing additional funding for the Project or to terminate the
Project before its cost exceeds the allocated amount, however the DEPARTMENT and
the LOCALITY shall not be obligated to provide additional funds beyond those
appropriated pursuant to an annual or other lawful appropriation.
6. Nothing in this ageement shall be construed as a waiver of the LOCALITY's or the
Commonwealth of Virginia's sovereign immunity.
The Parties mutually agee and acknowledge, in entering this Ageement, that the
individuals acting on behalf of the Parties are acting within the swpe of their official
authority and the Parties agee that neither Party will bring a suit or assert a claim against
any official, officer, or employee of either party, in their individual or personal capacity
for a breach or violation of the terms of this Ageement or to otherwise enforce the terms
and conditions of this Ageement The foregoing notwithstanding, nothing in this
subpazagaph shall prevent the enforcement of the terms and conditions of this
Ageement by or against either Party in a competent court of law.
The Parties mutually agee that no provision of this Ageement shall create in the public,
or in any person or entity other than parties, rights as a third party beneficiary hereunder,
or authorize any person or entity, not a party hereto, to maintain any action for, without
limitation, persona] injury, property damage, breach of contract, or return of money, or
property, deposit(s), cancellation or forfeiture of bonds, financial inshuments, pursuant to
the terms of this of this Ageement or otherwise. Notwithstanding any other provision of
this Ageement to the contrary, unless otherwise provided, the Parties agee that the
LOCALITY or the DEPARTMENT shall not be bound by any ageements between the
either party and other persons or entities concerning any matter which is the subject of
this Ageement, unless and until the LOCALITY or the DEPARTMENT has, in writing,
receive a true copy of such ageement(s) and has affirmatively agreed, in writing, to be
bound by such Ageement.
OAG Approved 12/17!2010
P34
County of Pittsylvania
UPC 101207
This agreement may be terminated by either party upon 30 days advance written notice.
Eligible Project expenses incurred through the date of termination shall be reimbursed in
accordance with paragraphs l.f, l.g, and 2.b, subject to the limitations established in this
Agreement and Appendix A. Upon termination and unless otherwise agreed to, the
DEPARTMENT shall retain ownership of plans, specifications, and right of way for
which state funds have been provided, unless all state funds provided for the Project have
been reimbursed to the DEPARTMENT by the LOCALITY, in which case the
LOCALITY will have ownership of the plans, specifications, and right of way.
THE LOCALITY and DEPARTMENT acknowledge and agree that this Agreement has
been prepared jointly by the parties and shall be construed simply and in accordance with its fair
meaning and not strictly for or against any party.
THE LOCALITY and the DEPARTMENT further agree that should Federal-aid
Highway funds be added to the project, this agreement is no longer. applicable and shall be
terminated. The LOCALITY and the DEPARTMENT mutually agree that they shall then enter
into a Standard Project Administration Agreement for Federal-aid Projects.
THIS AGREEMENT, when properly executed, shall be binding upon both parties, their
successors, and assigns.
THIS AGREEMENT may be modified in writing by mutual agreement of both parties.
The remainder of this naee is BLANK
OAG Approved 12/17/2010
P35
County of Pittsylvania
UPC 10]207
IN WITNESS WHEREOF, each party hereto has caused this Agreement to be executed
as of the day, month, and yeaz first herein written.
COUNTY OF PITTSYLVANIA, VIRGINIA:
Typed or printed name of signatory
Title Date
Signature of Witness Date
NOTE: The official signing for the LOCALITY must attach a certified copy of his or her
authority to execute this agreement.
COMMONWEALTH OF VIRGINIA, DEPARTMENT OF TRANSPORTATION:
Commissioner of Highways Date
Commonwealth of Virginia
Department of Transportation
Signature of Witness
Attachment
Appendix A -UPC 101207
OAG Approved 12/17/2010 5
Date
P36
State Aid Appendix A
Proiect Number: 0000-071-R95
UPC: 101207
Scope: Engineering for Connector Road to Berry Hill Mega Park _ ~I
Vim: Interchange of U.S. Route 58 and Oak Ridoe Farm Rd +
Locality Project Manager Contact info: Mr. William Sleeper (434) 432-7710 ~I
Department Project Coordinator Contact Info: Ms Sharon White (434) 856-8220
Phase
Estimated Project Costs Estimated Eligible Project Estimated Eligible VDOT
Costs Project Expenses Estimated Reimbursement
to Locality
Preliminary Engineering $1,561,920 $1,581,920 $2,500 $788,460
Right of Way & Utilities $0 $0 $0 $0
Construction $0 $0 $0 $0
otal Estimated Cost $1,581,920 $1,581,920 $2,500 $788,460
Total Maximum Reimbursement I Payment by Locality to VDOT $0
Total Maximum Reimbursement by VDOT to Locality $790,960
Revenue Sharing State Revenue Shadng Local Locality Funds II
Matchinc Funds Matchinc Funds CrIl 100°/ <fund source D> Acorecate Allocations
• This project shalt be administered in accordance with VDOT's Locally Administered Projects Manual
• This project is a Revenue Sharing project and must follow the procedures set forth in the Revenue Sharinc Guidelines.
• This is a limited fund source project. All costs exceeding available Revenue Sharing Funds will be borne 100% by the Locality.
• Estimated eligible VDOT expenses are based on VDOT processing SERP (if applicable) and inspection. Any additional assistance
necessary may result in additional VDOT charges to the project.
• VDOT will reimburse locality 50% of eligible costs up to Maximum Reimbursement Amount, less any VDOT expenditures.
• In accordance with §33.1-23.05 of the Code o/Virginia, this project must be initiated and at least a portion of the funds expended by
June 14, 2014 or the project may be subject to de-allocation.
• Revenue Sharing Funds above consist of the following Fiscal Years:
o FY12 Funds - $790,960 ($395,480 locality and $395,480 VDOT)
o FY13 Funds - $790,960 ($395,480 locality and $395,480 VDOT)
This attachment is certified and made an official attachment to this document by the parties to this agreement
Authodzed Locality Official and date Authorized VDOT Official
Recommendation and Date
Typed or printed name of person signing
Typed or printed name of person signing
P37
~IEAIl~TG ®F 'TIDE
CITIZEl~TS
P38
C®NSENrI' ADEN A
P39
Regular Meeting
August 1, 2011
Pittsylvania County Board of Supervisors
Monday, August 1, 2011
Regular Meeting
VIRGINIA: The Regulaz Meeting of the Pittsylvania County Boazd of Supervisors was
held on Monday, August 1, 2011 in the General District Courtroom of the Edwin R. Shields
Addition in Chatham, Virginia. Tim R. Bazber, Chairman, called the meeting to order at
7:OOp.m. The following members were present:
Tim Barber
James Snead
William H. Pritchett
Coy E. Harville
Mazshall Ecker
Henry A. "Hank" Davis, Jr.
Fred M. Ingram
Tunstall District
Dan River District
Banister District
Westover District
Staunton River District
Chatham-Blairs District
Callands-Gretna District
Mr. William D. Sleeper, County Administrator, Mr. J. Vaden Hunt, County Attorney,
Greg L. Sides, Assistant County Administrator, and Ms. Rebecca Flippen; •Deputy Clerk to the
Board, were also present.
Mr. Harville gave the invocation and led the Pledge of Allegiance.
Motion was made by Mr. Ecker, seconded by Mr. Snead, to approve the agenda, with the
addition of the 5(a) Sartomer Race, and moving Item 9, Altavista EMS, to be heazd before the
Public Hearings, which was unanimously approved by the Boazd.
Hearing of the Citizens
Ms. Eloise Nenon of the Chatham-Blairs District thanked the Board for appointing her to
the Southern Area Agency on Aging, and for re-appointing her to the Pittsylvania County
Library Boazd as the Chatham-Blairs representative.
Mr. James Turpin of the Westover District made comments in favor of the Ferry Road
waterline project, stating there were distressed wells in the area and that the waterline would help
the citizens with fire protection.
Mr. Richazd Shumate, Jr. of the Westover District felt the Boazd should have allowed Mr.
Sleeper to serve on the committee studying the socio-economic impact of uranium mining in the
County and made comments that referred to a previous meeting when a lack of a second to a
motion stopped discussion of a topic he felt the Boazd should have at least discussed.
Ms. Barbaza Hudson of the Callads-Gretna District stated she felt the board minutes
weren't detailed enough when summazizing items of discussion, in particular her comments
under Hearing of the Citizens.
This concluded the Hearing of the Citizens.
Consent Agenda
(a) Minutes: July 5, 2011 -Regular Meeting
July 19, 2011-Adjourned Meeting
(b) Bill List -July 2011
(c) Proclamation -National Farmer's Market Week
P40
Regular Meeting
August 1, 2011
Motion was made by Mr. Harville, seconded by Mr. Ingram, to approve the
Consent Agenda, which was unanimously approved by the Board.
PITTSYLVANL4 COUNTY BOARD OFSUPERVISORS
PROCLAMATION
NATIONAL FARMERS MARKET WEEK
August ~h -13`h, 2011
Whereas, thousands of American farmers markets offer affordable and healthful products sold
directly from the farm in their freshest possible state, increasing access to fresh fruits and
vegetables for children and families, which can help promote child health and reduce childhood
obesity; and
Whereas, Tamers markets play a key role in developing local and regional food systems, support
family farms, revitalize local communities, provide important outlets for producers and the
opportunity for farmers and consumers to interact; and
Whereas, the United States Department of Agriculture strongly supports farmers markets and
other direct-to-consumer marketing activities for agricultural producers; and
Whereas, farmers markets offer fresh healthy food via the Supplemental Nutrition Assistant
Program, Senior Farmers Market Nutrition Program, and Women, Infants and Children
Nutrition Program and address hunger through donations of unsold food; and
Therefore, Be It Resolved, to further awareness of farmers markets and of the contributions
farmers make to daily life in Pittsylvania County, the Pittsylvania County Board of Supervisors
proclaims the week of August 7`h - 13`x, 2011 to be National Farmers Market Week in
Pittsylvania County, Virginia, and encourage the citizens of Pittsylvania to celebrate the benefits
by visiting their local farmers markets.
Unfinished Business
At the July 19, 201 I meeting, a motion had been made by Mr. Ecker, seconded by Mr.
Ingram, to approve and appropriate $8,198.48 for fuel reimbursement to the Altavista EMS and
appropriate a total of $10,000.00 ($5,000 for FY2011 and $5,000 for FY2012) for block funding
for Altavista EMS. This motion required a 10-day layover, which now had been met. After
discussion of some multiple calls to the same E911 addresses with Mazk Moss, representative for
the Altavista EMS, the following roll call vote was recorded: Mr. Harville-Yes; Mr. Ecker-Yes;
Mr. Davis-Yes; Mr. Snead-Yes; Mr. Pritchett-Yes; Mr. Ingram-Yes; and Mr. Barber-Yes. The
boazd unanimously approved Mr. Ecker's motion. Mr. Harville requested that Priority Dispatch
be an item referred to the Fire and Rescue Policy and Procedure Committee when they next met.
Public Hearine
Joint Public Hearing of the Virginia Department of Transportation (VDOT) and the
Pittsylvania County Board of Supervisors -Proposed Secondary Six-Year Plan for Fiscal
Years 2011/12 through 2016/17 and on the Secondary System Construction Budget for FY
2012.
Mr. Bazber opened the public hearing at 7:30pm. Mr. Randy Hamilton, representative from
VDOT, covered the Six-Year Plan for FY 2011/12-2016/17. Ms. Deborah Dix, of the Chatham-
Blairs District, asked Mr. Hamilton why weren't all secondazy roads lined. Mr. Hamilton
responded that State Code required a road to be a minimum of 18 feet from shoulder to shoulder
Pot
Regulaz Meeting
August I, 2011
to get lined. Mr. Allen Gross asked what the tonnage limitation for the Taylors Mill Bridge was.
Mr. Hamilton stated he would be happy to discuss that in detail with Mr. Gross after the public
hearing. No one else signed up to speak and Mr. Barber closed the public hearing at 7:37pm.
Motion was made by Mr. Ingram, seconded by Mr. Davis, to approve the proposed Secondary
Six-Yeaz Plan for Fiscal Years 2011/12 through 2016/17 and on the Secondary System
Construction Budget for FY 2012. Mr. Ingram's motion passed by a 6-1 majority vote of the
Board, with Mr. Ingram opposing.
New Business
Motion was made by Mr. Pritchett, seconded by Mr. Snead, to approve the Danville-
Pittsylvania County Community Services FY 2012 Performances Contract and authorize the
County Administrator to sign all necessazy documentation, which was unanimously approved by
the Boazd.
Mr. Dan Richardson, Environmental Health Manager for the Danville-Pittsylvania
Department of Health, discussed House Bill 2185 (currently tabled) that proposed establishing
procedures for requiring every application for an onsite sewage system permit a certification
letter and alternative discharging system to include a site and soil evaluation report from a
licensed onsite soil evaluator (OSE) or a professional engineer working in consultation with a
licensed OSE (OSE/PE). A motion was made by Mr. Harville, seconded by Mr. Ecker, to refer
this topic to the Legislative Committee, and have the committee to meet at S:OOpm on August 16,
2011, and to ask local legislative representatives to attend the meeting, which was unanimously
approved by the Boazd. Mr. Richazdson also discussed the 2008 well water testing of Mr. Allen
Grossman's well and told Mr. Grossman he would be happy to discuss that in more detail with
him.
Motion was made by Mr. Harville, seconded by Mr. Snead, to approve the Grant
Agreement between the Danville Regional Foundation and the Pittsylvania County Board of
Supervisors that would fund an Economic Development Impact Analysis for the Olde Dominion
Agricultural Complex to be performed by Jack Faucett Associates of Bethesda, Maryland, with
the Foundation supplying $15,438 and the County $7,741, making the grant total $23,179.00 and
authorize the County Administrator to sign alt necessary documentation; and that the Boazd of
Supervisors approve the contract between Jack Faucett Associates and Pittsylvania County for a
contract total of $23,179 to complete the impact study and authorize the County Administrator to
sign all necessary documentation following the review and approval of legal counsel. The
following Roll Call Vote was recorded: Mr. Ecker-Yes; Mr. Davis-Yes; Mr. Snead-Yes; Mr.
Pritchett-Yes; Mr. Ingram-Yes; Mr. Harville-Yes; and Mr. Bazber-Yes;. Mr. Harville's motion
was unanimously approved by the Boazd.
Motion was made by Mr. Harville, seconded by Mr. Ingram, to authorize the County
Administrator to seek Requests for Proposals from engineering firms concerning required
engineering for the Ferry Road Waterline Project. Mr. Ecker asked were there signatures from
51% of the citizens on the proposed waterline azea agreeing to hook up to the waterline. Mr.
Hazville stated that Mr. James Turpin had gotten signatures on a petition but that he did not know
what had become of the petition. Mr. Ecker then made a substitute motion, seconded by Mr.
Davis, to lay the issue on the table until the signature sheet could be located. Mr. Ecker and Mr.
Davis supported Mr. Ecker's motion while Mr. Snead, Mr. Pritchett, Mr. Ingram, Mr. Harville
and Mr. Barber opposed the motion, thus Mr. Ecker's substitute motion failed by a 2-5 vote of
the Board. Mr. Harville's motion then passed by a 6-1 majority vote of the Boazd, with Mr.
Ecker in opposition.
Motion was made by Mr. Ingram, seconded by Mr. Ecker, and unanimously approved by
the Boazd, to have Mr. Sleeper send letters to U.S. Senators Jim Webb and Mark Warner and to
P42
Regular Meeting
August 1, 2011
U.S. Congressman Robert Hurt concerning getting federal approval for a highly underutilized
business district zone (HUBZone) in Pittsylvania County.
Added Items
Motion was made by Mr. Harville, seconded by Mr. Snead, to approve authorizing the
County Administrator to draft a the Letter of Support request made by Roderick Henderson,
Sartomer Race Coordinator, and to forward the Letter of Support to the Virginia Department of
Transportation, which was unanimously approved by the Boazd.
Closed Session
Motion was made by Mr. Harville, seconded by Mr. Snead, to enter into Closed Meeting
for the following:
1. -Consultation with Legal Counse] 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 regazding specific legal matters requiring provision of legal advice by such
Counsel.
Authority: ,¢2.2-3711 (A)(7) of the Code of Virginia, 1950, as amended
Subject Matter: Pittsylvania County & Others vs. Verizon Virginia, Inc.
Verizon South, Inc.
Purpose: Briefing on Litigation Status Update
2.- 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 #12010-01-03
Purpose: Discussion of industrial prospect
Mr. Harville's motion was unanimously approved by the Boazd and they went into Closed
Session at 8:OOpm.
Motion was made by Mr. Davis, seconded by Mr. Snead, to return to Open Session,
which was unanimously approved by the Board.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CERTIFY CLOSED MEETING
BE IT RESOLVED that at the Adjourned Meeting of the Pittsylvania County Boazd of
Supervisors on August 1, 2011, the Boazd hereby certifies by a recorded vote that to the best of
each boazd member's knowledge only public business matters lawfully exempted from the open
meeting requirements of the Virginia Freedom of Information Act and identified in the motion
authorizing he closed meeting were heazd, discussed or considered in the closed meeting. If any
member believes that there was a departure from the requirements of the Code, he shall so state
prior to the vote indicating the substance of the departure. The statement shall be recorded in the
minutes of the Boazd.
PA3
Regular Meeting
August 1, 2011
Vote
Coy E. Harville Yes
Marshall A. Ecker Yes
Henry A. Davis, Jr. Yes
James H. Snead Yes
William H. Pritchett Yes
Fred M. Ingram Yes
Tim R. Bazber Yes
The Board re-entered Open Session.
Motion was made by Mr. Harville, seconded by Mr. Snead, to withdraw the Boazd's
contract with Sands Anderson concerning the 'Verizon v. SCC-PST-2009-00033 & 00032' case
and authorize the County Administrator and County Attorney to work in closing out the contract,
which was unanimously approved by the Board.
Board Announcements
Mr. Snead reminded everyone of the National Night Out event for Tuesday, August 2,
2011.
Renorts from County Administrator
Mr. Sleeper stated the County had received a positive preclearance letter for the
Department of Justice concerning the County's submission of the Proposed Plan B Redistricting
Plan.
Adjournment
Motion was made by Mr. Snead, seconded by Mr. Davis, to adjourn, which was
unanimously approved by the Board. The meeting adjourned at 8:OSpm..
P44
Adjourned Meeting
August 16, 2011
Pittsylvania County Board of Supervisors
Tuesday, August 16, 2011
Adjourned Meeting
VIRGINIA: The Adjourned Meeting of the Pittsylvania County Board of Supervisors
was held on Tuesday, August 16, 2011 in the General District Courtroom of the Edwin R.
Shields Addition in Chatham, Virginia. Tim R. Bazber, Chairman, called the meeting to order at
7:03p.m. The following members were present:
Tim Barber
James Snead
William H. Pritchett
Coy E. Harville
Marshall Ecker
Henry A. "Hank" Davis, Jr
Fred M. Ingram
Tanstall District
Dan River District
Banister District
Westover District
Staunton River District
Chatham-Blairs District
Callands-Gretna District
Mr. William D. Sleeper, County Administrator, Mr. J. Vaden Hunt, County Attorney,
Greg L. Sides, Assistant County Administrator, Odie H. Shelton, Jr., Director of Code
Compliance, Kim Van Der Hyde, Director of Finance, Ken Bowman, Director of Economic
Development, and Ms. Rebecca Flippen, Deputy Clerk to the Boazd, were also present.
Mr. Pritchett gave invocation, which was followed by a short invocation by Mr. Davis,
Mr. Snead, Mr. Ingram, Mr. Harville, Mr. Ecker and Mr. Bazber.
Motion was made by Mr. Ingram, seconded by Mr. Harville, to approve the agenda, with
the addition of three (3) additional Closed Meeting Items;
(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 regazding 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 #12010-01-03
Purpose: Discussion of incentives
(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 regazding 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: Nancy B. Smith, et al. v. Pittsylvania County Board of
Supervisors &Danville-Pittsylvania County Regional Industrial
Facility Authority
Purpose: Briefing on Litigation Status
P45
Adjourned Meeting
August 16, 2011
Mr. Ingram's motion was unanimously approved by the Boazd.
Letters of Commendation were read by Mr. Sleeper for Mr. Jim Davis, Director of
Emergency Management for Pittsylvania County, Devon Taylor of the Pittsylvania County
Sheriff's Office, and Mr. Eddie Walker, member of the Pittsylvania County CERT for their
outstanding performance above and beyond the call of duty by performing support services to the
County of Halifax during their tornado disaster of April 27, 2011. A motion was then made by
Mr. Harville, seconded by Mr. Snead, approving the letter and requesting the original letters be
mounted on a plaque and presented to Mr. Davis, Mr. Taylor and Mr. Walker.
Hearing of the Citizens
Mr. George Stanhope of the Callands-Gretna District made comments concerning his
opinion of how the Board of Supervisors follow rules and regulations, comments on whether or
not all guidelines had been following on citizens pledging to hook onto the Ferry Road Waterline
and whether 51% of the people on the road had told the Service Authority they were going to
hookup, and closed by making comments on Mr. Sleeper's ability to guide the Boazd in law-
abiding decision-making.
This concluded the Heazing of the Citizens.
Consent Agenda
(a) Letters of Commendation
(b) Regional One -September
(c) National Night Out Appropriation
c) National Night Out Appropriation
(d) Work Force Investment Act Incentive Appropriation
(e) Court Reporter Appropriation
(f) Proclamation - 2011 National Prepazedness Month
Motion was made by Mr. Ingram seconded by Mr. Hazville, to approve the
Consent Agenda, which was unanimously approved by the Boazd.
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 prepare for emergencies in their homes, businesses, and
communities; and
WHEREAS, this September mars the ten-yeaz anniversazy 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 anniversary of September I1, 2001, we honor the memory
of those who were lost by doing all we can to ensure that our Virginia communities are prepared
to respond and recover from all types of disasters and hazazds; and
P46
Adjourned Meeting
August 16, 2011
WHEREAS, those who aze prepazed for emergencies recover faster and can help others who
also may be affected, demonstrating community spirit in the face of adversity; and
WHEREAS, emergency preparedness is a shazed responsibility, and every family that 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 ahand-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 Board 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 prepare for emergencies at home, at work
and in communities of Pittsylvania County.
Public Hearine
Rezoning Cases
Case 1: Riceville Wildlife Management, Inc.-Banister District: R-11-031
Mr. Bazber opened the public hearing at 7:16am. Mr. Shelton explained that the Riceville
Wildlife Management, Inc., had petitioned to rezone 2.54 acres located off SR 702/McDaniel
Road, in the Banister Election District from R-1, Residential Suburban Subdivision District to A-
1, Agricultural District (for construction of a 24x32 building to be used for a hunting clubhouse
and a storage building). The Planning Commission, with no opposition, recommended granting
the petitioner's request. Mr. Kenneth Eades was there to represent the petition. No one signed
up to speak and Mr. Bazber closed the hearing at 7:17pm. Motion was made by Mr. Pritchett,
seconded by Mr. Snead, to approve the petitioner's request to rezone the property from R-1 to A-
1. The following Roll Call Vote was recorded: Mr. Ingram-Yes; Mr. Harville-Yes; Mr. Ecker-
Yes; Mr. Davis-Yes; Mr. Snead-Yes; Mr. Pritchett-Yes; and Mr. Bazber-Yes. Mr. Pritchett's
motion to rezone Case R-11-031 was unanimously approved by the Board.
Case 2: Ruth W. Yarbrough and Others -Chatham-Blairs; R-11-032
Mr. Barber opened the public hearing at 7:18pm. Mr. Shelton explained that Ruth W. Yarbrough
and Others had petitioned to rezone a total of 25.17 acres, three pazcels, located on SR
838/Waller Lane, in the Chatham-Blairs Election District from R-1, Residential Suburban
Subdivision District to A-I, Agricultural District (for future subdivision of the properties for
family members). The Planning Commission, with no opposition, recommended granting the
petitioner's request. Mr. Russell Waller was present to represent the petition. No one signed up
to speak and Mr. Bazber closed the hearing at 7:20pm. Motion was made by Mr. Davis,
seconded by Mr. Pritchett, to approve rezoning Case R-11-032 from A-1 to R-1. The following
Roll Call Vote was recorded: Mr. Harville-Yes; Mr. Ecker-Yes; Mr. Davis-Yes; Mr. Snead-Yes;
Mr. Pritchett-Yes; Mr. Ingram; and Mr. Barber-Yes. Mr. Davis' motion to rezone Case R-11-
032 was unanimously approved by the Boazd.
This ended the rezoning cases.
Year-end amendments to the Pittsylvania County budget for fiscal year 2010-2011.
Mr. Bazber opened the public hearing at 7:21pm. Mr. Sleeper explained Budget amendments for
2010-201 I exceeded the I% threshold covered under Section 15.2-2507 of the Code of Virginia,
1950 as amended. Therefore, the County properly advertised for a public hearing for citizen
input. No one signed up to speak and Mr. Barber closed the hearing at 7:21pm. Motion was
made by Mr. Snead, seconded by Mr. Pritchett, to approve the following amendments necessary
to adjust the FY 2010/11 budget:
P47
Adjourned Meeting
August 16, 2011
REVENUES
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 Servi ces Act)
Grants 627,624.18
WIA Programs 627,624.18 (Grants/Donations not previously appropriated)
(Workforce Investment Act)
Proposed Amended Expenditures $ 192,103,798.02
The following Roll Call Vote was recorded: Mr. Ecker-Yes; Mr. Davis-Yes; Mr. Snead-Yes;
Mr. Pritchett-Yes; Mr. Ingram; Mr. Harville-Yes; and Mr. Bazber-Yes. Mr. Snead's motion was
unanimously approved by the Boazd.
Amendments to the Pittsylvauia County budget for fiscal year 2011-2012.
Mr. Bazber opened the public heazing at 7:22pm. Mr. Sleeper explained that Budget
amendments for 2011-2012 exceed the 1% threshold covered under Section 15.2-2507 of the
Code of Virginia, 1950 as amended. Therefore, the County has lawfully held the required public
hearing notices for citizen input. No one signed up to speak. A motion was made by Mr. Davis
to continue the public hearing until the next boazd meeting on September 6, 2011 and to refer the
expenditures to the Finance Committee, which should be scheduled to meet prior to the Board
meeting on September 6, 2011. Mr. Davis' motion was seconded by Mr. Ecker and unanimously
approved by the Board. Mr. Harville stated the Finance Committee would meet at S:OOpm on
September 6, 2011.
P4B
Adjourned Meeting
August 16, 2011
Amendments to Chapter 36 of the Pittsylvania County Code, to allow for recreational gate
fees for the Department of Parks and Recreation.
Mr. Barber opened the public heazing at 7:32pm. Mr. Sleeper explained one of the main
operations of the youth sports which pays for the officials, maintenance of the fields and
necessazy 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. A proposed amendment to Chapter 36 relating to the recreational gate fees
authorizing gate fees for the entry and attendance of any County Pazks and Recreation run or
sponsored event. It is necessazy for this to be established in order to have authority for gate fees
and recreational activities. No one signed up to speak and Mr. Bazber closed the public hearing
at 7:32pm. Motion was made by Mr. Davis, seconded by Mr. Snead, to approve the following
proposed amendment;
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 aze 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 Boazd 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
Boazd 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.
The following Roll Call Vote was recorded: Mr. Davis-Yes; Mr. Snead-Yes; Mr. Pritchett-Yes;
Mr. Ingram-Yes; Mr. Harville-Yes; Mr. Ecker-Yes; and Mr. Barber-Yes. Mr. Davis' motion was
unanimously approved by the Board.
Proposed Amendment to Chapter 6-6.3 of the Pittsylvania County Code for a proposed tax
exempt status on personal property owned by the White Oak Grove Outreach Center
Mr. Bazber opened the public hearing at 7:36pm. Mr. Sleeper explained 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 Adached). A public heazing 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. No one signed up to speak and Mr. Barber closed the public heazing at 7:39pm. Mr.
Davis and Mr. Barber declazed they had a conflict of interest in this case as they serve of the
White Oak Grove Outreach Center Board. Motion was made by Mr. Snead, seconded by Mr.
Pritchett, to amend Chapter 6-6.3 of the Pittsylvania County Code to include a tax waiver on the
vehicles brought before the Board for this public hearing. The following Roll Call Vote was
P49
Adjourned Meeting
August 16, 2011
recorded: Mr. Snead-Yes; Mr. Pritchett-Yes; Mr. Ingram-Yes; Mr. Harville-Yes; Mr. Davis-
Abstained, and Mr. Barber-Abstained. The voting Boazd had a unanimous vote of 5, and Mr.
Davis and Mr. Barber abstained from voting due to a conflict of interest.
This concluded the public hearings.
New Business
Recommendation came from the Sub-Committee of the
Computer/Radio/Telecommunications Committee and comes to the committee after deliberation
and discussion with proposers to RFP 11-02-01 and 11-02-02 700 MKZ Project 25. The
selection committee made up of six staff members and two members of the full Committee
represented the County during the review and evaluation process. The selection committee
ranked the vendors based on RFP criteria in closed meeting. The selection committee negotiated
a proposed contract with a vendor ranked first. A number of questions and issues have arisen
recently that require additional investigation. Therefore, the
Computer/Radio/Telecommunications Committee recommends to the Boazd of Supervisors that
they postpone indefinitely any action on RFP 11-02-01 and 11-02-02 until these questions can be
fully clarified. The Board unanimously approved the Committee's recommendation.
Motion was made by Mr. Harville, seconded by Mr. Davis, to approve a hiring freeze
waiver to replace a landfill operator and a landfill welder, which was unanimously approved by
the Boazd.
Motion was made by Mr. Ecker, seconded by Mr. Harville, to apprave the following
categorical transfers to the School Boazd's 2010/11 budget.
Instruction (690,185.35)
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-
This motion required a 10-day layover.
Motion was made by Mr. Harville, seconded by Mr. Ecker, to hold a public hearing
concerning a proposed Drought Ordinance, which was unanimously approved by the Boazd.
Motion was made by Mr. Snead, seconded by Mr. Harville, to appoint Ms. Kim Van Der
Hyde as the pazent representative for FY 2011/12 on the Danville-Pittsylvania Community
Policy and Management Boazd, which was unanimously approved by the Boazd
Closed Session
Motion was made by Mr. Harville, seconded by Mr. Davis, to enter into Closed Meeting
for the following:
(a) 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 regazding 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
P50
Adjourned Meeting
Augus[ 16, 2011
Purpose: Briefing on Litigation Status
(b) 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 #12010-01-03
Purpose: Discussion of incentives
(c) 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: Nancy B. Smith, et al. v. Pittsylvania County Boazd of
Supervisors & Danville-Pittsylvania County Regional Industrial
Facility Authority
Purpose: Briefing on Litigation Status
(d) 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 bazgaining position or negotiating strategy of the public body.
Authority: §2.2-3711(A)(3) of the Code of Virginia, 1950, as amended
Subject Matter: Purchase of Real Estate
Purpose: Negotiation
Mr. Harville's motion was unanimously approved by the Boazd and they went into Closed
Session at 8:48pm.
Motion was made by Mr. Snead, seconded by Mr. Davis, to return to Open Session,
which was unanimously approved by the Board.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CERTIFY CLOSED MEETING
BE IT RESOLVED that at the Adjourned Meeting of the Pittsylvania County Board of
Supervisors on August 16, 2011, the Boazd hereby certifies by a recorded vote that to the best of
each boazd member's knowledge only public business matters lawfully exempted from the open
meeting requirements of the Virginia Freedom of Information Act and identified in the motion
authorizing he closed meeting were heazd, discussed or considered in the closed meeting. If any
member believes that there was a departure from the requirements of the Code, he shall so state
prior to the vote indicating the substance of the departure. The statement shall be recorded in the
minutes of the Board.
Vote
Coy E. Harville Yes
Mazshall A. Ecker Yes
Henry A. Davis, Jr. Yes
James H. Snead Yes
William H. Pritchett Yes
Fred M. Ingram Yes
Tim R. Bazber Yes
The $oazd re-entered Open Session at 8:58pm.
P51
Adjourned Meeting
August 16, 201 ]
Motion was made by Mr. Hazville, seconded by Mr. Snead, to a motion to permit Moral
Obligation for outfitting the building in the Ringgold East Pazk, subject to Legal Counsel in
agreement to the IDA as a third party, which was unanimously approved by the Boazd.
Motion was made by Mr. Ecker, seconded by Mr. Snead, to approve Resolution 2011-08-
02, accepting the Tobacco Regional Opportunity Fund Grant for the Ringgold East Industrial
Park Shell Building in the amount of $100,000.00 for property improvements, which was
unanimously approved by the board.
RESOLUTION ACCEPTING TOBACCO REGIONAL OPPO RTUNITV FUND
GRANT FOR RINGGOLD EAST INDUSTRIAL PARK, PI'1"I'SYLVANIA
COUNTY, VIRGINIA
2011-08-02
WHEREAS, Pitlsylvanix County has been im peeled by [he decline of the tobacco
industry causing a negative impact on economic development and growth throughout the
County, and
WHEREAS, the "Tobacco Indemnincation and Community Re~italiiation
Commission has developed an economic development program to help tobacco related
localities to change and revitalize their economy, and
WHEREAS, grants from the Tobacco Regional Opportunity Fund will assist
Pittsylvania County in transforming its economy to replace the decline in the tobacco
agro-business community by encouraging businesses to locutc uru] e.cpand their
operations in Pittsylvania County, then
BE IT HEREBY RESOLVED, that the Buaral of Supervisors of Pittsylvania
County accepts the Tobacco Regional Opportunity Fund grant, in the amount of
$100,000, for real property improvements et 2273 Cnne Creek Parkway, in the Ringgold
East Industrial Park, and authorizes the County Administrator to sign the necessary
Pertbrmance Agreement, and all necessary cotxspondence relating to the Tobacco
Indemnification and Community Revitalization Commission, Tobacco Regional
Opportunity Fund and [o be responsible for the accuracy of the application and for the
appropriate use of fungi s. The Board of Supervisors of Pittsylvania County further
resolves that the County will be liable to the Tobacco Indemnification and Community
Revitalization Commission if certain specified employment and investment goals are not
met within 36 months, and that all received "tobacco Regional Opportunity Funds, for
this specific project, will be spent on on-site real property improvements.
Given under my hand this l61° day of August 201 1 .
i ~z , c 3 ~.,~~
Tim R. Bar r, Chairman
Pittsylvar~County Board of Supervisors
Yiusylvania County B6ard of
Adjournment
Motion was made by Mr. Snead, seconded by Mr. Davis, to adjourn, which was
unanimously approved by the Board. The meeting adjourned at 8:OSpm..
P52
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
September 6, 2011 7(b)
Out of State Travel -Jim Davis
ACTION: INFORMATION:
SUBJECT/PROPOSAL/REOUEST: Yes
Approve and Authorize the E-911 Radio Sub-Committee CONSENT AGENDA:
to travel out of State ACTION: INFORMATION:
STAFF CONTACT(S):
ATTACHMENTS:
No
Messrs. Davis, Sleeper,
REVIEWED BY:
BACKGROUND:
Staff is finalizing a recommendation to the Pittsylvania County Radio/Telecommunications Committee for a
contract awazd to the new P-25 700Mhz Radio System. Before bringing the final recommendation and a
negotiated contract to the Committee, staff needs to conduct site visits with other localities with like systems.
A sub-committee of representatives from the Sheriff s Office, Fire & Rescue, E-911, Information Technology
and County Administration has reviewed RFP's and interviewed selected vendors for the radio infrastructure
and towers. This sub-committee needs to visit sites that have been installed and aze operational. It is anticipated
that this trip will take no more than three days. Site visits include the State of Pennsylvania and Maryland.
Travel expenses would be paid for out of the E-911 Budget account number 100-4-035500-583999 not to
exceed $1500.00 for six representatives. Potential travel dates will be either the third week of September or the
fourth week of September. Once finalized a list of representatives will be given to the County Administrator for
reference as to who will be going.
RECOMMENDATION:
Staff recommends the Board of Supervisors to authorize the travel request.
P53
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Request for Speed Study - Mt. Tabor Road
SUBJECT/PROPOSAL/REOUE ST:
Requesting Speed Study - Mt. Tabor Road (SR 968)
STAFF CONTACT(S):
AGENDA DATE:
09-06-2011
ACTION:
CONSENT AGENDA:
ACTION:
Yes
ITEM NUMBER:
7(c)
Mr. William D. Sleeper
ATTACHMENTS:
Yes
REVIEWED BY:
INFORMATION:
INFORMATION:
BACKGROUND:
In order for speed limit changes to occur in residential azeas or in special azeas that require safety consideration, the
Boazd of Supervisors must send a request to the Virginia Department of Transportation (VDOT) to do a speed
study and to reduce the speed as necessary in accordance with the request to the Board of Supervisors.
DISCUSSION:
The Honorable James Snead has requested that speed study be done on Mt. Tabor Road (SR 729) beginning from
the intersection of the Old Richmond Road (SR 360) and Mt. Tabor Road (SR 729) to the intersection of Mt. Tabor
Road (SR 729) and Randolph Drive (SR 662), and to request a speed reduction from 55 miles per hour (mph) to
45mph on this designated section of Mt. Tabor Road.
Staff recommends the Board of Supervisors authorize the County Administrator to forwazd this request for a speed
study/speed reduction on this designated area of Mt. Tabor Road (SR 729) to VDOT.
P54
mt. tabor rd ana Kanaolpri dnve, keeling va - (ioogle Maps Page 1 of 1
~~ maps Save trees. Go green! ,,
l~ovm5oad Goode Maps on your
phone at gmogle.cofn/gmm
~ nmoya mm •-.
~~
~ ~ ~ ~ y'
,J
5 ~
a ,. ~°Rd 452 rp ~t} eM`
- p&
"~ • 3@4n
°
® ~'~,
C ~ 4d CG'I ~ ,
i ~ Q Ingram
,~0~ •' ~
°m
g
~.
~A e
~ n
'~
~ v
IIO ~
T ® ~~
s:
0 ~FO v
St6{e
'~ ~. ,
~ORd P°3 n
o ~
_
~
§
2D 9
P
o~
A
o ~
gy
` Rd °
m
~
~ 4iP gP0
oeF
~~
cP ~
'
n • ~
4
G° ~ f ~av~ RO
~0 RQ 6iU
51a1a koala D29
A
v
,
~p9 ~ laurel
u G(OVB
'~rsnti Crgf
PO
~ p ~ a"t, RO
G,mu E ®2011 Google -'41ap data ®2011 Google -
http://maps.google.com/maps?f=d&source=s d&sa~P55 mt±tabor+rd+and+Randolph+dnve... 4/2/2011
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
9-06-11
ITEM NUMBER:
7(d)
Consent Agenda: Local Emergency Planning
Committee (LEPC) Carryover
SUBJECT/PROPOSAL/REOUEST:
Local Emergency Planning Committee (LEPC)
Carryover of donated funds
ACTION:
CONSENT AGENDA:
ACTION:
Yes
ATTACHMENTS:
No
REVIEWED BY:
NFORMATION:
I
I
INFORMATION: .,
BACKGROUND:
The Pittsylvania County Local Emergency Planning Committee is a committee that was established to
discuss All Hazazds Planning for our locality. This group meets on a bi-monthly basis and is charged with
the responsibility to review Tier II reports submitted by local companies and address potential hazards within
our County. The committee also represents the County's new Citizen Corp Council. The role of this Council
is to promote disaster prepazedness, fire safety, disaster medical operations, seazch and rescue training, and
the Community Emergency Response Team (CERT). The committee utilizes State grant funds to meet all of
these requirements but have recently begun a campaign to solicit funds from industries within the
community. This funding will be used by the committee to broaden plans for training objectives to
emergency services organizations and further the public education campaign.
At 6-30-11, Pittsylvania County LEPC had a balance of $849.24 from unspent contributions. Jim Davis has
requested that these funds be carried over to the 2011-2012 budget yeaz so that the committee can continue to
utilize these funds.
RECOMMENDATION:
Staff recommends that $849.24 be appropriated to the FY 2011-2012 budget to the LEPC Expense line item
(100-4-081200-5679) to help with the expenses incurred by this committee for training and other related
expenses. THIS ITEM REQUIRES A ROLL CALL VOTE.
P56
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE: ITEM NUMBER:
I AGENDA TITLE: 9-06-11 7(e)
Consent Agenda: Sheriff Concession Fund Carryover ACTION:
SUBJECT/PROPOSAL/REO UEST:
Carryover of Concession Funds collected by the
Sheriff s Department
STAFF CONTACT(S):
CONSENT AGENDA:
ACTION:
Yes
ATTACHMENTS:
No
INFORMATION:
INFORMATION:
BACKGROUND:
There is a Dodson Snack machine located on the Sally Port behind the Jail. This machine is used exclusively
by the deputies. Pittsylvania County receives profit checks from Dodson for the use of this snack machine.
On October 4, 2010, the Board of Supervisors approved to allow the Sheriff to use this money for the benefit
of his employees since his employees are responsible for the profits earned.
A total of $607.17 remained of the Sheriffs concession fund at 6-30-11. The Sheriff has requested an
appropriation of these funds to the 2012 Sheriff s budget.
RECOMMENDATION:
Staff recommends that the Board approve an appropriation of $607.17 to the Employee Fund line item in the
Sheriffs FY 2012 budget (100-4-031200-6029). THIS ITEM REQUIRES A ROLL CALL VOTE.
P57
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE: ITEM NUMBER:
9-06-11 7(f)
Consent Agenda: Project Lifesaver
SUBJECT/PROPOSAL/REOUEST:
Sheriff sOffice -Project Lifesaver Budget
Amendment
ACTION: INFORMATION:
CONSENT AGENDA:
ACTION: INFORMATION:
Yes
ATTACHMENTS:
No
STAFF CONTACT(S):
BACKGROUND:
Project Lifesaver is a program that was implemented by the Pittsylvania County Sheriffs Office in June,
2000, to assist in locating missing Alzheimer and dementia patients.
DISCUSSION:
The program is currently self-supporting, operating on donations. During the month of August, 201 ] the
Sheriff s Office received $150.54 in donations.
RECOMMENDATION:
Staff recommends that the Board amend the Sheriffs Office budget and appropriate the $150.54 to line item
100-4-031200-5882. THIS APPROPRIATION REQUIRES A ROLL CALL VOTE.
P58
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
ITEM NUMBER:
No Wake Buoy -Sunset Bay Homeowners
Association, Inc.
Request for No Wake Buoy
STAFF CONTACT(S):
Wiliam D. Sleeper
09-06-2011
ACTION:
fi(g)
INFORMATION:
CONSENT AGENDA:
ACT10N: INFORMATION:
Yes
ATTACHMENTS:
Yes
REVIEWED BY:
In December of 1999, the Pittsylvania County Board of Supervisors developed Chapter 44 of the Pittsylvania
County Code as an ordinance for the review, application and the placement of no-wake buoys at Smith
Mountain Lake. As development has begun to grow on Leesville Lake, there have been requests for no-wake
buoys at the Leesville Lake, particulazly in coves where erosion is high. As of this year, the Tri-County Lake
Administrative Commission (TLAC), of which Pittsylvania County is a member, has included Leesville
Lake in their planning duties, which would include the placement of No Wake Buoys.
DISCUSSION:
Attached hereto is a request from the Sunset Bay Homeowners Association, Inc., requesting a No Wake Buoy
be placed at the Sunset Bay Cove.
RECOMMENDATIONS:
Staff recommends the Board of Supervisors forward this request to TLAC for their consideration and
approval.
P59
SUNSET BAY
HOMEOWNERS ASSOCIATION, INC
231 E. JOHNSON ST., UNIT G
CARY, NC 27513
Date: 08/15/11
To: Mr. William D. Sleeper
P.O. Box 426
Chatham, VA 24531
From: Dale R. Sharp, President
Sunset Bay Homeowners Association
Subject: No Wake Buoy
•.9 {co t, i;.
;; ,:
'.,i1!i `~`; ~ AUG 1 9 2011 `~`Ll ~I
I have been asked by the Sunset Bay Homeowners to apply for and pursue the installation of a
No Wake Buoy at the entrance to our cove and neighborhood dock.
Our cove seems to be a favorite fishing spot, as well as a good spot for people to anchor their
boats and swim. Unfortunately in many cases, the arrival and departure to our cove is done
very quickly causing large wakes behind the boats. We feel the need to place a No Wake
Buoy in this area to ensure the safety of all, as well as to protect the shoreline from further
erosion caused by the boat wakes.
So I am formally requesting an application /information to accomplish this goal.
I understand per our conversation about a month ago, that any cost associated with the
installation of a No Wake Buoy for Sunset Bay Cove is the responsibility of the Sunset Bay
Homeowners Association, and I have been authorized to proceed with the process of meeting
the requirements for the approval of the No Wake Buoy at our cove.
I am enclosing a several maps depicting the area, as well as a preferred location of a No Wake
Buoy, along with Latitude and Longitude coordinates.
Please let me know if any other information is needed, as well as what the next step in the
process is. I can be reached at my office during business hours at 91960-9440 or after
hours on my cell at 919-524-4179.
Thank you
~-,~~,~
Dale R. Sharp
President -Sunset Bay HOA
P60
J
0
D
4
0
~_
P6`
a
0
V
P62
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
09-06-2011
ITEM NUMBER:
7(h)
Resolutiou -Restoring of State Funds
SUBJECT/PROPOSAL/REOUEST:
ACTION:
CONSENT AGENDA:
ACTION:
Yes
INFORMATION:
INFORMATION:
Restoration of State Funding
STAFF CONTACT(S):
Mr. Sleeper
ATTACHMENTS:
Yes
REVIEWED BY:
State budgets for funding in support of priority programs such as public education, health, human services,
public safety and constitutional officers has been reduced from 2009 through 2012.
DISCUSSION:
The Commonwealth of Virginia for the ending of fiscal year 2011 has ended the yeaz with more than $540
million in surplus after completing their reduced budget of 2011. With this significant surplus, it would be
highly recommended that they restore the State funding for aid to localities that had been reduced for FY2011
and FY2012. Attached hereto is a resolution requesting the support of restoration of State funding for aid to
localities.
RECOMMENDATION:
Staff recommends the Boazd of Supervisors approved the attached Resolution and forward it on to
representatives of the General Assembly and the Governor of the Commonwealth of Virginia.
P63
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION
2011-09-04
IN SUPPORT OF RESTORATION OF STATE FUNDING FOR AID TO LOCALITIES
WHEREAS, state financial assistance for mandated and high priority programs, including public education, health and
human services, public safety and constitutional officers, is $800 million less in FY2012 than it was in FY2009; and
WHEREAS, cities and counties in the Commonwealth of Virginia aze struggling to balance their budget in a difficult
economic time in which future state assistance in unreliable, federal stimulus dollars aze dwelling, and real estate
assessment are declining; and
WHEREAS, the Virginia Appropriation Act contains $60 million in across-the-board cuts to cities and counties for both
FY2011 and FY2012, under which localities are required to either elect to take reductions in particulaz State Aid
Programs, or send the State a check for the amount determined by the Department of Planning and Budget; and
WHEREAS, these reductions are applied to essential services, including law enforcement, jail administration, foster care
and child protective services, comprehensive services programs, election services, and the administration of social service;
and
WHEREAS, the state budget cuts are not accompanied by any reduction in the state imposed mandates, standards and
service requirements, nor do they provide any administrative flexibility for local agencies; and
WHEREAS, the County of Pittsylvania remitted $505,161 in FY2011 and will be required to remit another $542,536 in
FY 2012; and
WHEREAS, these reductions shift a State costs to local taxpayers and artificially increase the amount of the State surplus
revenues while reducing the ability of a locality's to utilize local revenues for local support; and
WHEREAS, the Commonwealth of Virginia has reported a surplus in excess of $544 million for FY201 I; then
BE IT HEREBY RESOLVED, by the Pittsylvania County Board of Supervisors in regular session on Tuesday,
September 6, 201 I, that they respectfully request Governor Bob McDonnell to submit a budget amendment for the 2011
Session of the General Assembly to reverse the $60 million a year reduction in the current year for FY2012 and to
eliminate the aid to locality reduction and the budget submitted for FY2013 and FY2014; and
BE IT FURTHER RESOLVED, that the Board of Supervisors of Pittsylvania County respectfully request the County
Representatives to the General Assembly support a budget amendment for 2012 Session of the General Assembly to
reverse the $60 million a year reduction for the current FY 2012, and to eliminate the aid to locality reduction in the
budget submitted for FY2013 and FY2014.
Given under my hand this 6`s day of September, 2011
Tim R. Barber, Chairman
Pittsylvania County Board of Supervisors
William D. Sleeper, Clerk
Pittsylvania County Board of Supervisors
P64
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
09-06-2011
ITEM NUMBER:
7(i)
Drought Declaration Resolution
ACTION:
INFORMATION:
SUBJECT/PROPOSAL/REOUEST:
Drought Resolution for Agricultural Activities
CONSENT AGENDA:
ACTION:
Yes
INFORMATION:
STAFF CONTACT(S):
William D. Sleeper
ATTACHMENTS:
Yes
BACKGROUND:
During times of extreme drought in Pittsylvania County, the Boazd of Supervisors has passed resolutions in
the past requesting the Governor of the Commonwealth of Virginia to declare Pittsylvania County a disaster
area due to the extreme drought condition, in order to provide a means for those affected to qualify for relief
assistance.
DISCUSSION:
Attached hereto, you will find a request from the Virginia Cooperative Extention-Pittsylvania County, stating
that due to below average rainfall and scorching extreme heats, both crops and livestock have suffered
significantly in Pittsylvania County. They aze requesting the Boazd to request Pittsylvania County to be
declared a disaster area due to the drought conditions. Attached hereto is a proposed resolution for the Board
of Supervisors.
RECOMMENDATION:
Staff recommends the Board of Supervisors approve the attached resolution and authorize the County
Admnistrator to forward it to the Honorable Robert McDonnell, Governor of the Commonwealth of Virginia.
P65
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION
2011-09-01
VIRGINIA: At the regulaz meeting of the Pittsylvania County Board of Supervisors held in the General
District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Tuesday
September 6, 2011, the following resolution was presented and adopted:
WHEREAS, Pittsylvania County has experienced an intense eazly to mid season drought that
encompassed the entire geographical azea of the County and has significantly affected many annual
crops and most perennial crops including hay and pasture; and
WHEREAS, livestock watering has been affected with creeks drying, wells drying up and report
of one well collapsing, producers are reducing herd numbers and feeding hay, and weight gain decreases
due to the severe nature of this drought and there is an increased incidence of pink eye; and
WHEREAS, the loss of revenue due to these environmental factors has caused a significant
financial burden on the agricultural community in Pittsylvania County; and
WHEREAS, conservative figures estimates the following crop losses due to the environmental
conditions experienced thus faz this year: corn (non-imgated)-60%, soybeans-45%, pasture-40%, hay
land-40%; irrigated Burley Tobacco-15%; irrigated Flue Tobacco-20%; non-irrigated Flue Tobacco-
30%; Dark Fire Tobacco-15%; and Wheat-15% ;then
BE IT HEREBY RESOLVED, that the Pittsylvania County Boazd of Supervisors declare a
disaster area in Pittsylvania County due to the extreme drought and petition the Honorable Robert F.
McDonnell, Governor of the Commonwealth of Virginia, to declaze Pittsylvania County a disaster area
due to the extreme drought conditions in order to provide the means for those affected to qualify for any
available relief assistance; and
BE IT FURTHER RESOLVED, that a copy of this Resolution be forward to the Honorable
Robert F. McDonnell, Governor of the Commonwealth of Virginia, respectfully requesting that he
forward this resolution to the U.S. Department of Agriculture on the behalf of Pittsylvania County.
Given under my hand this 6`" day of September, 2011.
Tim R. Barber, Chairman
Pittsylvania County Board of Supervisors
William D. Steeper, Clerk
Pittsylvania County Boazd of Supervisors
P66
Virginia Cooperative Extension
A partnership of Virginia Tech and Virginia State University
®Vi niaTech
~ ~ rf'!:lr ,,
College o/AgrlCUltufe
and Life Sciences Y ~ - '
Pittsylvania County Office
P. O. Box 398 - 1 Center Street
Chatham, VA 24531-0398
434/432-7770 or 656-6211, Ext. 7770
Fax: 434/432/7777;....____. -_ ._
jnstowe(rDvt.eiiu ~_ ~ :;=; +'~
htto://offices:ext.vt eiiufoiltsylyania
August 5, 2011
Mr. Dan Sleeper
County Administrator,
P. O. Box 426
Chatham, VA 24531
Pittsylvania County
Dear Mr. Sleeper:
AUG 8 2011 ~' '!
In the spring of 2011 we had plentiful rain, grass was green and thick, and crops began
growing with a bang. During June the amounts of rainfall declined and rain received was very
spotty within the county with the northern areas of the county becoming dry and experiencing
drought conditions early on. July brought detrimental conditions to the whole county and it
seemed that things turned downhill overnight and continue to decline.
Due to these continua4ly deteriorating condilions, the Food and Agriculture Committee
composed of Virginia Cooperative Extension, Farm. Service Agency and Natural Resources
Conservation Service, met in the beginning of August to conduct an initial estimate of crop
losses due to the environmental conditions experienced thus far this year. Our estimates are
as follows:
Corn (non-irrigated) 60% loss
Soybeans 45% loss
Pasture 40% loss
Hay Land 40% loss
Burley Tobacco (irrigated) 15% loss
Flue Tobacco (irrigated) 20% loss
Flue Tobacco (non-irrigated) 30% loss
Dark Fire Tobacco 15% loss
Wheat 15% loss
In addition to these estimated crop losses, livestock watering has been affected with creeks
drying up, wells drying up and report of one well collapsing, producers are reducing herd
numbers and feeding hay, weight gain decreases in this type of weather and there is increased
incidence of pink eye.
t~v1~~.exf.ut.edu
Extension is a joint program of Virginia Tech, Virginia State University, the U. S. Department of Agriculture, and state and local governments.
Virginia Cooperative Extension programs and employment are open to all, regardless of race, color, national ongin, sex, religion, age, disability,
political beliefs, sexual orientation, or marital or family status. An equal opportunity/aKrmative action employer.
P67
Virginia Cooperative Extension-Pittsylvania County Office requests that you present this
information to the Board of Supervisors and ask that they pass a resolution to petition the
Governor to request that Pittsylvania County be declared a drought disaster for this growing
season. If you should have any questions or need clarification, please let me know. Thank
you for your assistance and attention to this matter.
Sincerely,
Q/YrLtc ~~k~P
amie N. Stowe
Extension Agent, ANR (Animal Science)
~'~'y~.
Stephen Barts
Extension Agent, ANR (Crop Science)
C: Brian Calhoun
JNS:sb
P68
u~~
Dan Sleeper
From: Stowe, Jamie [jnewby@vt.edu]
Sent: Friday, August 05, 2011 11:31 AM
To: Dan Sleeper
Subject: Drought Declaration Request
Importance: High
Attachments: Summer 2011 Drought Declaration Request.pdf
Dear Mr. Sleeper,
The FAC committee met yesterday to estimate initial crop losses due to drought conditions. I am
attaching my request for the board of supervisors to submit a request to the Governor for a drought
declaration. I will be sending a hard copy with signatures through the mail, but wanted to get it into
your hands as soon as possible.
Also, our District Director has requested that all Unit Coordinators in our district begin providing an
Extension update in person to their Boards of Supervisors on a quarterly basis. This would just be a
quick update on highlights of Extension programming lasting a couple of minutes. What is the
procedure to make this request to you to be on the agenda or how do I need to proceed to provide
these updates as requested by my immediate supervisor? Thank you very much for your time and
assistance!
Sincerely,
Jamie N. Stowe
Jamie N. Stowe
Extension Agent, ANR (Animal Science)
Virginia Cooperative Extension-Pittsylvania County
19783 US Hwy 29 S, Suite C
Chatham, VA 24531
Phone: 434-432-7770
Fax: 434-432-7777
jnstowe@vt.edu
8/5/2011
P69
PIJI,IC I~EARINGS
(~®®KLET and/®r ENCL®SLTRE)
P70
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
9-06-11
ITEM NUMBER:
8
Public Hearing: Amendments to the Pittsylvania
CounTy budget for fiscal year 201 ] -2012
ACTION:
Yes
SUBJECT/PROPOSAL/REOUEST:
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
STAFF CONTACT(S):
CONSENT AGENDA:
INFORMATION:
ACTION: INFORMATION:
ATTACHMENTS:
Yes
REVIEWED BY:
BACKGROUND:
At the beginning of each yeaz, it is sometimes necessary to carryover 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 are 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 hearing. 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 these budget amendments. Also attached are 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. This public hearing remains open from the Board of Supervisors adjourned
meeting, August 16, 2011.
RECOMMENDATION:
Staff recommends that the Board of Supervisors approve the attached amendments necessary to adjust the
2011-2012 budget.
P71
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
g-16-11 9
Public Hearing: Amendments to the Pirisylvania
County budget for fiscal yeaz 2011-2012 ACTION: INFORMATION:
Yes
' SUBJECT/PROPOSALlREOUEST:
~ CONSENT AGENDA:
Public hearing for amendments to the County budget ACTION: INFORMATION: ~
j for FY 2012 since such amendments exceed 1 % of the
FY 2012 budget and approval by the Board of
Supervisors for such amendments ATTACHMENTS:
Yes
;'
i
REVIEWED BY:
it STAFF CONTACTIS):
Slee eq VanDerH de
BACKGROUND:
At the beginning of each year, it is sometimes necessary to carryover 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 are 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, ]950 as amended, it was necessary to hold tonight's public hearing. 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."
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. 1 have attached an expanded copy of the advertisement that shows
the specific departments and agencies affected by these budget amendments. Also attached are 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.
RECOMMENDATION:
Staff recommends that the Boazd of Supervisors approve the attached amendments necessary to adjust the
2011-2012 budget.
FF72
NOTICE OR PUBLIC BEARING
The Board of Supervisors of Pittsylvarua County will hold a public hearing in the General
District Courtroom in the Edwin R. Shields Courthouse Addition in Chatham, V irginia 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 2011-2012. A complete copy of the amendments to the
county budget is available for public examinafion at the County Administrator's Office,
21 North Main Street, Chathazn, Virginia, Monday through Friday, 8:00 a.m. to 5:00 p.m.
Budget
Amendment
2011-2012
REVENUES
Current Budgeted Revenues
$ 206,616,550.88
Local Funds
State Funds
Bond/Loan Proceeds
Proposed Amended Revenues
EXPENDTfURES
Current Budgeted Expenditures
General Government Expense
Judicial Administration Expense
Public Safety
Public Works
Education Expense
Parks, Recreation & Cultural
Community Development Expense
Capital Projects
Proposed Amended Eapenditures
222,103.69
4,090,774.18
578,084.43
S 211,507,513.18
$ 206,616,550.88
31,137.50
45,662.00
l 11,977.14
8,358.00
1,643,053.OS
14,250.00
2,429,431.00
607,093.61
S 211,507,513.18
n.P73
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 l6, 2011 at 7:00 p.m. to hear citizen input on 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, V irginia, Monday through Friday, 8:00 a.m. to 5:00 p.m.
Budget
Amendment
2011-2012
REVENUES
Current Budgeted Revenues $ 206,616,550.88
Local Funds: 222,] 03.69
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 6-30-1 ])
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 award)
State Education Funds 1,626,069.18 (See attached letter)
Compensation Bd Funds 35,274.00 (Reimbursement for Circuit Court Clerk
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 Revenues
Current Budgeted Expenditures
General Government Expense:
31,137.50
Commissioner of Revenue
Electoral Boazd
Registrar
$ 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
Fp~q
Clerk of Court 45,662.00 (See attached letter-fringes were added to the
the requested amount)
Public Safety: I 11,977.14
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
Parks, Recreation & Cultural:
Youth Baseball
Recreation Scoreboards
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 (Sec 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 Park 2,429,431.00 (New Tobacco Grant-See attached award)
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 E:peoditures $ 211,507,513.18
^•P75
•~ ~ n
~• ~
~ 6
< D ,
PITTSYLVANIA COUNTY SCHOOLS
P.O. Box 232.39 Bank Street S.E. • Chatham, Virginia 24531
June 30, 2011
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 year. Of this amount $1,643,OS3.OS will be carried over to fiscal yeaz
2011-2012.
The Pittsylvania County School Board requests that the following 2010-
2011 end of year fund balances be carried over to the 2011-2012 fiscal year:
Engineering for All Grant
High School Project
Pal's Tutors Funds
Virginia Preschool Program
Textbook Funds
Minnie Maude Grant
$ 10,226.00
$ 841,144.70
$ 18,094.93
$ 72,446.16
$ 694,383.39
S 6.757.87
$ 1,643,053.05
The Pittsylvania County School Board also requests that the 20]1-2012
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
Board of Supervisors.
I appreciate your prompt attention to these requests. Should there be any
questions please contact my office.
Respectfully,
/~j~
James E. M/cDaniel, Jr.
Division Superintendent
C: Treasurer's Office
TELEPHONE NUMBERS: (434) 432-2761 • (434) 793-11124 (Danville) • (434) 656.6248 (Gretna) • FAX (434) 432.9560
~P76
Pittsylvania County Schools
Revenue, Expenditure and Fund Balance Report
for Fiscal Year Ending June 30, 2011
Revenue Budget Actual
Sales Tax $8,054,664.00 $8,370,406.60
State Funds $44,290,594.91 $44,715,847.52
Federal Funds $10,157,645.16 $9,649,401.46
Local Funds $14,089,803.00 $14,089,803.00
Other Funds $5,558,191.65 $5,320,757.79
Totals $82,150,898.72 $82,146,218.37
Expenditures
Instruction $60,068;904.37 $58,427,926:84
AdminisiratioNAttendance & Health 53,076,013.25 $3,076,013.25
Pupil Transportation $6,304,707.33 $6,304,707.33
Operation 8 Maintenance $7,201,867.54 $7,201,867.54
Non-Instructional Operations $2,967,804.52 $2,967,804.53
Facilities $0.00 $0.00
Technology $2,531 801.71 $2,524 843.84
Totals S82,150,888.72 $80,503,163.32.
Total Revenues $82,148,216.37
Less: Total Expenditures $80,503,183.32
Endtng Fund (Cash) Balance $1,643,053.05
Less: Designated Carty-Over Funds:
Engineering for All Grant $10,228.00 (grent funds)
High School Project E841,144.70 (state funds)
Pal's Tutors $18,094.93 (state funds)
Virginia Preschool Program E72,448.18 (state funds)
Textbooks $884,383.38 (state funds)
Minnie Maude Grant $6,757.87 (grant /unds)
Eii~:;F7C~If~11~Fj
Non-Deslgnatad Fund (Cash) Balance $0.00
~•P77
TICRC OFFICE USE ONLY
LETTER OFAGREEMENT -GRANT FUNDS Grant q 2311
The Tobacco Indemnification and Community Revitalization Commission ("Commission") has
awardod a grant to PittSvlvaaia CoantY ("Grantee") in the amount of 2 4 9 431 (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 Letter of Agrct+ment -Grant
Funds (this "Agreement"), to complete the project entitled RlartaoW East ladratrial Park -
Devebrrmeet Aeadv Sites (the "Project") described in Exhibit A hereto.
WITNESSETH:
WHEREAS the Commission has es 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 grants to fund projects that the Commission determines to be t:onsistrnt
with and in furtherance of its purposes, and
WF~REAS the Project has been determined by the Commission to be for the benefit of a
tobnccodependrnt community in the Commonwealth, and consistent with and in fiutheronce of the
Commission's purposes, and
WHEREAS the Commission and the Grantee desire to tat forth their urtdetstanding and
agreement as to the use of the Grant and the obligations of the Grantee regrading the use of the Grant,
NOW, TNEREFOR£, in consideration of the foregoing, the mutual benefits, promises and
undertakings of the parties to this Agreemem, and other good and valuable consideration, the receipt end
sufRciency of which are hereby acknowledged, the panics hereto hereby represent, warrant, covenant and
agree u follows:
1. Deflaidotu. The following capitalised terms used in this Agreement have the nteaeringa
sat forth below:
"Aratltotited E:peoditara" means the expenditures to be paid on behalf of, or reimbursed to,
the Grantee in cormection with the Gram es set forth in the Project Budget.
"CapNal E:peodNaro" means any cost of a type that is properly chargeable to capital account
(or would be so chergesbk with (or but for) a proper election or the application of the defitition of
"placed in service" under Treat. Rags. § 1.150-2(c)) under general federal income tax principles,
determined at the time the expenditure k paid.
"Commheioe-Related Party" means a Person that is a Related Party to the Commission, the
Issuer or the Commonwealth.
"Commoaw~ealth" means the Commonwealth of V irginia.
"Coatrotled Group" means a group of entities controlled directly or indirectly by the same entity
or group of entities within the morning of this definition.
(i) The determination of direct control is made on the basis of all the
relevant facts end circumstances. One amity or group of entities (the controlling amity) generally
-1-
rPie
Financial Information: Budgeted Sxpendituree
Use this page ro show the amount of each project activiry that w~71 be accomplished using
Commission funds, u opposed ro funds received from oche: sources. Use the Budget Namtive on
the next page ro desrnbe how then funds wdl be used, provide additional detail for distinct dements
of the Program (e.g. construction versus operation), clarify future sources of operating funds, and
explain how the eatignted expenditures were determined.
Proposed ProiecfButlget
)une 1, 2011
&gioaing Daa of Project Period
)une 1, 2014
F.ndiog Date of Project Pmad
CRC Sane... Federd' Ioal Privau ether Toml
Foam Cm-~d,
~~~. ~e~ etc.) ~~
Peuooat Servioea ~
~>. w~.
>~aa)
Canuremsl Smkes r ~®r
(AdrB, legltl, tdeeom,
~"' ~• E231,000 $5.000 1236,000
t~
~~
(,murmtx, kau
paTmmn, uufitin)
~f ~
p
~ "~1°tl00o~ aik $?,198,431 X270,000 x15,209 $?,503,640
developmmt,et)
89~ _.
(• pis.
banner,
msoabctnaog
Ftm Ac Imptotetrms
~~
cauntrucfioa/aoovatioo)
Head atom
Obtlaadoae
~~ee
TO?A1.COB'IS: 12.429.431 1275.000 , (35.209 12.739.610
` Itkhtde oatiy itCapitd Eapeadimra, m iFtwrestricted (adds nre berm requested.
1 Other/in-Ymd coatrlbodota mwt be described is the HudRet Nnrrodve.
~P79
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 Registrar's 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 Sander, General Registrar
110 Old Chatham Elementary Ln
Chatham,virginia 24531
434.432.7971 434.432.7973 (fax)
7/1!2011
rP80
H. F. Haymwre, Jr.
Clerk of Coun
Dorothea McLaughlin
Chief Deputy
~rer~ of court
Pittsylvania County Circuit Court
P. O. Drawer 31 Deputies:
Chatham, Virginia 24531 Grace Allen
434-432-7887 Bonnie Haskins
Kathy K. Jones
Leery Kitchens
Jant Marsh
Suzanne Meadows
Katie Owen
Judy W. Pierce
Ann Roach
To: Kim Van der Hyde )~
From: H. F. Haymore, Jr.
Subject: Budget Amendment
L
Date: July 5, 2011
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.
nPal
Pittsylvania County
Fiee ~ Rescne
Association
P.O. Box 426
Chatham, Virginia 24531
MEMO T0: Kimberly G. Vanderhyde
Finance Director t~
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 Boazd 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:
Blairs 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
PP82
Ull~FIl~IS D LTSIESS
P83
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
9-06-11
ITEM NUMBER:
9
Expenditure Refunds-Motion made by Mr. Ecker, ACTION:
seconded by Mr. Harville and has now met the 10-day Yes
layover requirement
SUBJECT/PROPOSAL/REOUEST:
CONSENT AGENDA:
ACTION:
Budget Amendment for expenditure refunds
STAFF CONTACT(S):
ATTACHMENTS:
Yes / t
REVIEWED BY:
INFORMATION:
INFORMATION:
BACKGROUND:
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 (100-4-031200-603]), $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
(100-4-073100-5210), $13,318.91 to WIA-Rent (251-4-353160-5420), $17,650.00 to Jail Inmate
Management-Vehicles (3 1 1-4-033400-81 05). MOTION MADE BY MR. ECKER, SECONDED BY MR.
HARVILLE AND HAS NOW MET THE 10-DAY LAYOVER REQUIREMENT
P84
PBTTSYLVANIA 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 ACTION:
"' layover Yes
SUBJECT/PROPOSAL/REOUEST:
Budget Amendment for expenditure refunds
STAFF CONTACT(S):
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
REVIEWED BY:
INFORMATION:
INFORMATION:
BACKGROUND:
DISCUSSION:
Attached is a list of expenditure refunds for the month of July, 201 I 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
(100-4-073100-5210), $13,318.91 to WIA-Rent (251-0-353160-5420), $17,650.00 to Jail Inmate
Management-Vehicles (311-4-033400-8105). THIS ITEM REQUIRES A MOTION AND A 10-DAY
LAYOVER.
Ip85
PITTSYLVANIA C®UNTY
Flnaaen Department
P.O. Box 426
Chatham, Virginia 24331
MEMO T0: William D. Sleeper, County Administrator
FROM: Kim Van Der Hyde
Finance Director
SUBJECT: July Expenditure Refunds
DATE: August 12, 2011
Phone (434) 432-7740
Fan (4341432-7746
Gretna/Hurt (4341 656-6211
Bachelors Hall/Whitmell (434) 797-9550
The list below shows all expenditure refunds that were sent to the Finance Department
during the month of July. 1 am recommending that all of the following expenditure
refunds be reappropriated by the Board of Supervisors:
100-4-031200-6030 Sheriff-Parts
Insurance Reimbursement/Restitution
100-4-031200-6031 Sheriff-Svc Costs-Labor
Insurance Reimbursement
100-4-042300-3310 Solid Waste Collections-Repairs
Insurance Reimbursement
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 Reimbursement
TOTAL JULY EXPENDITURE REFUNDS 536,993.23
VIRGINIA
563.00
14732
4,954.00
100.00
260.00
13,318.91
17,650.00
-P86
l~TEW I.TSIl®TESS
P87
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
ITEM NUMBER:
Recommendations from Finance Committee
SUBJECT/PROPOSAL/REOUEST:
Committee Recommendations
STAFF CONTACT(S):
William D. Sleeper
09-06-2011
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
No ~ 1
REVIEWED BY: ~~
I
10
INFORMATION:
INFORMATION:
BACKGROUND:
DISCUSSION:
Two items will be discussed at the Finance Committee meeting that will be held on Tuesday, September 6, 201 ] at
S:OOpm in the County Administration Conference Room of the Moses Building in Chatham.
1. Discussion of Amendments to the Pittsylvania County Budget for FY 2011/12
2. Discussion of Conservation of Reserve Program (CRP) contract #475
RECOMMENDATION:
Recommendations will be submitted following the Finance Committee meeting to the Board of Supervisors.
P88
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
i
AGENDA TITLE:
AGENDA DATE:
9-06-11
I Expenditure Refunds-Requires a motion and a 10-day ACTION:
layover Yes
SUBJECT/PROPOSAL/REOUEST:
Budget Amendment for expenditure refunds
STAFF CONTACT(S):
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
REVIEWED BY:
ITEM NUMBER:
1]
INFORMATION:
INFORMATION:
BACKGROUND:
DISCUSSION:
Attached is a list of expenditure refunds for the month of August, 2011 for review. As discussed eazlier with
the Boazd, 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: $268.74 to Sheriff-Copier Lease (100-4-031200-
6005), $4,369.15 to Sheriff-Parts (100-4-031200-6030), $3,673.80 to Sheriff-Labor (100-4-031200-6031),
$242.56 to Jail-Professional Health Services (100-4-033100-3110), $1,037.19 to Extradition (100-4-033100-
5550), $10.44 to Jail-Medical Supplies (100-4-033100-6004), $35.00 to Animal Control-Donations (100-4-
035100-5883), $364.42 to Library-Books (100-4-073100-6012), $13,308.63 to WIA-Rent (251-4-353160-
5420). THIS 1TEM REQUIRES A MOTION AND A 10-DAY LAYOVER.
P89
PITTS~LVANIA COUNT
VIRGINIA
Finance Department
p.0. Sox 426
Chatham, Virginia 24531
MEMO TO: William D. Sleeper, County Administrator
FROM: Kun Van Der Hyde
Finance Director
SUBJECT: Expenditure Refunds
DATE: September 1, 2011
Phoae 1434) 432-7740
Fax (434) 432-7746
Gretna/Hurt (4341 656-6211
Bachelors Hall/Whitmell 1434) 797-9550
The list below shows all expenditure refunds that were sent to the Finance Department
during August and September. I am recommending that all of the following expenditure
refunds be reappropriated by the Boazd of Supervisors:
100-4-031200-6005 Sheriff-Copier Lease
Lease Reimbursement
100-4-031200-6030 Sheriff-Parts
Restitution/Insurance Claim
100-4-031200-6031 Sheriff-Labor
Insurance Claim
100-4-033100-3110 Jail-Professional Health Services
Reimbursement
100-4-033100-5550 Extradition
100-4-033100-6004 Jail-Medical Supplies
Reimbursement
100-4-035100-5883 Animal Control-Donations
Donations
100-4-073100-6012 Library-Books
Reimbursement
268.74
4,369.15
3,673.80
242.56
1,037.19
10.44
35.00
364.42
P90
251-4-353160-5420 WIA-Rent
Reimbursement
13,308.63
TOTAL AUGUST EXPENDITURE REFUNDS $ 23,309.93
P91
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Courthouse Repairs
SUBJECT/PROPOSAL/REOUEST:
Courthouse Repairs
STAFF CONTACT(S):
Mr. Sleeper
AGENDA DATE:
09-06-2011
ACTION:
Yes
CONSENT AGENDA:
ACTION:
INFORMATION:
ATTACHMENTS:
No
REVIEWED BY:
BACKGROUND:
Majority of Virginia recently Felt the impacts of an earthquake centered in the Town of Mineral in Louisa
County and traveled across the State causing major and minor damages to public and private facilities.
DISCUSSION:
Results of the earthquake in Pittsylvania County provided an additional separation of the portion of the
northwest comer of the Pittsylvania County Historic Courthouse. Emergency renovations are underway to
protect this historic facility.
RECOMMENDATION:
Staff recommends the Boazd of Supervisors authorize emergency repairs to the northwest corner of the
Pittsylvania County Historic Courthouse, not to exceed $25,000.
ITEM NUMBER:
12
INFORMATION:
P92
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Request for Public Heazing -Tax Exemption-
New Chapel Church Cemetery
SUBJECT/PROPOSAL/REOUEST:
Public Heazing/Church Cemetery
STAFF CONTACT(S):
Mr. Sleeper
AGENDA DATE:
09-06-2011
ACTION:
Yes
ITEM NUMBER:
13
INFORMATION:
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes ~
REVIEWED BY:
INFORMATION:
BACKGROUND:
Pittsylvania County Boazd of Supervisors held a required public hearing on May 2, 2011 to modify Chapter 5
of the Pittsylvania County Code adding a public cemetery for the New Chapel Church in Gretna, Virginia.
This is off of Summerset Road on State Route 768 at the intersection of State Route 758 in the Brights
Community.
DISCUSSION:
Apparently, some issues occun•ed on the closure of the property for the New Chapel Church as proposed on
May 2, 2011 and they aze requesting the Boazd of Supervisors to amend the description of their cemetery for
the New Chapel Church and Chapter 5 of the Pittsylvania County Code to a one acre tract on State Route
763, Weatherford Drive.
RECOMMENDATION:
Staff recommends that the Board of Supervisors require that a survey be completed of the one acre tract of
the proposed cemetery and that a real estate contract with the current owners of the property be signed and
submitted prior to the Boazd of Supervisors expending any additional costs for public hearings for this
cemetery change until the corrections have been verified.
P93
000000000
0 0000 00
U.a o oa~oo ar~
o.~
~ym~
y ,,,
e ermm rm
om.7 U r rmmr mm
oN.] .~ ,-~ .~.1 .a .a
womb ro
Uom •• >
.~o~N iUi .]wF .7m
071ro" N Nrl rlfi rlL LW1]
~d.+u~o+~ a aaaaroxxmv
s,maau »»>££qz
roo~pa
u o
.,,,,,w,~rorovro
°i E~fozoooo
m
a
0
w
v
a
x
c~
u 5
v F O
w m ~ a
o a ~ [,
m
a U
~
U x
Mq a
,y .]
a C E Ow
. W
M E b l
~0 3 F' UC7 U
mm u a
~ 00000
~ 000
m Q ~ aaN
ry m ~ 71 •TOr
N r ~N.+m
N .i.1
N mi ;
.. .. :. .. dp O O O O O
~U O b
O
U a
i U
N7 ooo
£q .7F 000
~I1mN
O N.I rI
O
NN
rr
a
mm n
mm u
a
N
ai
xa U
Fa.1 q ~ w
~
a
Q o H
o
Q m
a
Oo
a
~o
.+ ~
o of N.~I o O
.. N
gUr~a O y
n H
'+
~o ~.q
w am
a m r .C
d~ d~ L
~ ~
aw ^
wo
.. .. mu .. aac w
u u a\ ~ FL'" w
aow~u° w
m
N ut O in
q rooor
ro •o ~o
~
a
w ~ mOm
Q
N
[.
a
~1
N 7. U
~
(Q
77
yy
~ a~ Q P 0.
x
h
F W NJW3 Wfmil
2 oo U
O
a 7l t
u
O>o
w U
JC 2 'j V
j ~DrmUW
H m E E
]
qq
a o C ~0 ~ i
C~Nnau
r1 m H r ~y u1
3 N
P9A
l.,
4 •~c.
P95
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
09-06-2011
ITEM NUMBER:
14
Resolution -Landfill Bond
SUBJECT/PROPOSAL/REOUEST:
Resolution on Bonds
STAFF CONTACT(S):
Mr. Sleeper
ACTION:
Yes
INFORMATION:
CONSENT AGENDA:
ACTION: INFORMATION:
ATTACHMENTS: ~
Yes
REVIEWED BY:
BACKGROUND:
The Boazd of Supervisors originally proposed to do $3million worth of bonds for the Pittsylvania County
Landfill in association with the E911 Radio Communication financing.
DISCUSSION:
Since changes have occurred concerning the E911 Radio Communication System, staff has submitted with
the Virginia Resource Authority the ability to purchase the necessary bonds for the Pittsylvania County
Landfill. Mr. Steve Johnson, Bond Counsel, will drag the required resolution authorizing the Boazd of
Supervisors to move forward with the Virginia Resource Authority in order to provide the necessary funding
for the Pittsylvania County Landfill. Attached hereto are two draft resolutions: Resolution Option 1 -
Revenue Bond and Resolution Option 2 -Lease, in setting up this required financing.
RECOMMENDATION:
Staff recommends that the Board of Supervisors approve the Landfill Resolution authorizing the issuance of
bonds through the Virginia Resource Authority for the Pittsylvania County Landfill and authorize the County
Administrator to sign all necessary documentation.
P96
RESOLUTION AUTHORIZING THE UNDERTAHING
OF CERTAIN PRELIMINARY ACTIONS
WITH RESPECT TO THE FINANCING OF LANDFILL IMPROVEMENTS
BY PITTSYLVANIA COUNTY, VIRGINIA
WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia (the
"Boazd") has determined that Pittsylvania County, Virginia (the "County") has an immediate
need for certain capital improvements to the County's landfill, including the construction of a
new cell (the "Project");
WHEREAS, the Board is seeking to obtain financing for the Project from the
Virginia Resources Authority (the "VRA");
WHEREAS, the County has submitted an application (the "Application") to the
VRA to participate in the VRA's Virginia Pooled Financing Program for the Fall of 2011 (the
"Pool Program");
WHEREAS, VRA requires that prospective participants in the Pool Program
make a final decision to participate by September 16, 2011 or be liable for any costs incurred in
withdrawing from the Poo] Program after such date up to the date of the execution of a local
bond sale agreement or local lease acquisition agreement, after which no withdrawal is
permitted;
WHEREAS, the Pool Program offers two financing structure options that aze
applicable to the financing of the Project, one in the form of a revenue bond issued by the County
(the "Revenue Bond Option") secured by a pledge of Project revenues set aside in a specially-
created enterprise fund and further secured by a moral obligation or support agreement from the
County to VRA to fund any deficits in the debt service payments due to VRA and any shortfall in
the payment of the Project's operating expenses, and the second in the form of a lease obligation
(the "Lease Option") secured by a pledge by the County of collateral having an assessed value
P97
and other particulars acceptable to VRA and with the payments under the lease being subject to
annual appropriation; and
WHEREAS, the VRA desires that the Board select either the Revenue Bond
Option or the Lease Option so that the necessary documents can be drafted and due diligence
conducted;
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF
SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA:
L It is hereby determined to be in the best interests of the County to
undertake the financing of the Project with VRA.
2. The Boazd hereby ratifies, approves and confirms the filing of the
Application with VRA for participation by the County in the VRA's Pool Program.
3. The Boazd acknowledges that the County will not be able to withdraw its
Application afrer September 16, 2011 without being liable for costs incurred by VRA and VRA's
counsel, including without limitation the drafting of documents and the conducting of due
diligence.
4. The County Administrator and his staff are authorized to work with VRA
in connection with the financing of the Project, including the provision of such financial and
other information as may be necessary for VRA to approve the Application and the financing of
the Project contemplated thereby.
5. The Board hereby selects the Revenue Bond Option as the financing
structure for the Project and authorizes the County Administrator and his staff to take such
actions in connection therewith as may be deemed necessary or desirable, it being understood
-2-
P98
that all documents to be executed by the County in connection with the Revenue Bond Option
shall be subject to approval by the Boazd by resolution adopted at a subsequent meeting.
6. The County Administrator, his staff and other officers of the County aze
further authorized to take any other actions that they may feel are necessary or desirable in
connection with the matters set forth herein.
7. This Resolution shall take effect immediately upon its adoption.
Adopted: September 6, 2011
-3-
P99
CLERK'S CERTIFICATE
At a regulaz meeting of the Board of Supervisors of Pittsylvania County, Virginia, held on
the 6`" day of September, 2011, at which the following members were present and absent:
Board Member Present/Absent Vote
Tim R. Bazber
James Snead
Fred M. Ingram
Coy E. Harville
Marshall A. Ecker
William H. Pritchett
Henry A. Davis, Jr.
The foregoing resolution, a true and correct copy of which precedes this certification, was
adopted by the affirmative roll call vote of a majority of all members of the Boazd of Supervisors,
the ayes and nays being recorded in the minutes of the meeting as follows:
Board Member PreseaUAbsent Vote
Tim R. Barber
James Snead
Fred M. Ingram
Coy E. Harville
Marshall A. Ecker
William H. Pritchett
Henry A. Davis, Jr.
WITNESS my hand as Clerk of the Board of Supervisors of Pittsylvania County,
Virginia, this day of September, 2011.
Clerk, Board of Supervisors of Pittsylvania County,
Virginia
H2O82438
223160.000024
-4-
P100
RESOLUTION AUTHORIZING THE UNDERTAHING
OF CERTAIN PRELIMINARY ACTIONS
WITH RESPECT TO THE FINANCING OF LANDFILL IMPROVEMENTS
BY PITTSYLVANIA COUNTY, VIRGINIA
WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia (the
"Boazd") has determined that Pittsylvania County, Virginia (the "County") has an immediate
need for certain capital improvements to the County's landfill, including the construction of a
new cell (the "Project");
WHEREAS, the Boazd is seeking to obtain financing for the Project from the
Virginia Resources Authority (the "VRA");
WHEREAS, the County has submitted an application (the "Application") to the
VRA to participate in the VRA's Virginia Pooled Financing Program for the Fall of 2011 (the
"Pool Program");
WHEREAS, VRA requires that prospective participants in the Pool Program
make a final decision to participate by September 16, 2011 or be liable for any costs incurred in
withdrawing from the Pool Program afer such date up to the date of the execution of a local
bond sale agreement or local lease acquisition agreement, after which no withdrawal is
permitted;
WHEREAS, the Pool Program offers two financing structure options that aze
applicable to the financing of the Project, one in the form of a revenue bond issued by the CounTy
(the "Revenue Bond Option") secured by a pledge of Project revenues set aside in a specially-
created enterprise fund and further secured by a moral obligation or support agreement from the
County to VRA to fund any deficits in the debt service payments due to VRA and any shortfall in
the payment of the Project's operating expenses, and the second in the form of a lease obligation
(the "Lease Option"} secured by a pledge by the County of collateral having an assessed value
P101
and other particulazs acceptable to VRA and with the payments under the lease being subject to
annual appropriation; and
WHEREAS, the VRA desires that the Boazd select either the Revenue Bond
Option or the Lease Option so that the necessary documents can be drafted and due diligence
conducted;
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF
SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA:
1. It is hereby determined to be in the best interests of the County to
undertake the financing of the Project with VRA.
2. The Board hereby ratifies, approves and confirms the filing of the
Application with VRA for participation by the County in the VRA's Pool Program.
3. The Boazd acknowledges that the County will not be able to withdraw its
Application after September 16, 2011 without being liable for costs incurred by VRA and VRA's
counsel, including without limitation the drafting of documents and the conducting of due
diligence.
4. The County Administrator and his staff aze authorized to work with VRA
in connection with the financing of the Project, including the provision of such financial and
other information as may be necessary for VRA to approve the Application and the financing of
the Project contemplated thereby.
5. The Board hereby selects the Lease Option as the financing structure for
the Project and authorizes the County Administrator and his staff to take such actions in
connection therewith as may be deemed necessary or desirable, it being understood that all
-2-
P102
documents to be executed by the County in connection with the Lease Option shall be subject to
approval by the Board by resolution adopted at a subsequent meeting.
6. The County Administrator, his staff and other officers of the County aze
further authorized to take any other actions that they may feel aze necessary or desirable in
connection with the matters set forth herein.
7. This Resolution shall take effect immediately upon its adoption.
Adopted: September 6, 2011
-3-
P103
CLERK'S CERTIFICATE
At a regular meeting of the Board of Supervisors of Pittsylvania County, Virginia, held on
the 6a' day of September, 2011, at which the following members were present and absent:
Board Member
Present/Absent
Vote
Tim R. Bazber
James Snead
Fred M. Ingram
Coy E. Harville
Mazshall A. Ecker
William H. Pritchett
Henry A. Davis, Jr.
The foregoing resolution, a true and correct copy of which precedes this certification, was
adopted by the affirmative roll call vote of a majority of all members of the Boazd of Supervisors,
the ayes and nays being recorded in the minutes of the meeting as follows:
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 hand as Clerk of the Boazd of Supervisors of Pittsylvania County,
Virginia, this day of September, 2011.
Clerk, Board of Supervisors of Pittsylvania County,
Virginia
N2083640
223160.000024
-4-
P104
CL SE SESSIN
P1OS
D A
ANN®UNCElVIENTS
P706
REP® TS R®l~I LEGAL
C®t.TNSEL
P107
I~~oI~Ts
FIB®M
C®iTNTY
AI)MINISTRAT®IZ
P107
PITTSYLVANIA COUNTY
VIRGINIA
William D. Sleeper
Couvty Admiaistntor
P.O. Box 426
Chatham, Virginia 24531
mail: dsleeper@pittgov.org
MEMORANDUM
To: Otis S. Hawker, Assistant County Administrator
From: Henry Boswell, Jr., Chief Animal Control Officer
Date: Sept 1, 2011 Subject: Animal Control Activity Report
Phone (434) 432-7710
Fax (434)432-7714
Gretna/Hurt (434) 656.6211
During the period of 7-28-2011 through, August3l, 2011, the Animal Control Officers responded to 496
calls as per Henry Boswell, Chief Animal Control Officer, resulting in the following:
Description Number Remarks
Animals taken into custody: 356
Dogs 106
Cats 244
Other 6 Raccoon -1 goose-1 Goat-1 3-opossum
Animals on hand at month end 32
Animals dispatched 55 40-dos others -15
Licenses checked 207
Court cases 37
Summons 69
Animals Adopted 4
Animals returned to owners 19
Cats taken to the Humane Society 230
Animals Transferred 34 FC-32 DAHS-2
Injured animals picked up 3
Animals found in traps 210 195-cats IS-dogs
Exposures: Human/Saliva 0
Exposures: Dogs/Cats/Wildlife _ 0 ~ __ _
Do>; Bites 5
Cat Bites 2
Cruelty Checks 4
Well-being Checks 32
Cat/Dog Fights 4
Investigated killings by dogs/cats 0
Investieate killings by Coyotes 0 ~
If you have any questions concerning this, please do not hesitate to contact me
ec: William D. Sleeper, County Administrator
P108
PITTSYLVANIA COUNTY
VIRGINIA
William D. Sleeper
County Administcator
P.O. Box 426
Chatham, Virginia 24531
e-mail: dsleeper@pittgov. org
Phooe (434) 432-7710
Fax (434)432-7714
Grema/Hurt (434) 656-621]
MEMORANDUM
To: Otis S. Hawker, Assistant County Administrator
From: Henry Boswell, Jr., Chief Animal Control Officer
Date: September 1, 2011
Subject: Conservators of the Peace
Solid Waste Monitoring Report
The Animal Control Officers whom have been appointed to the position of Conservators of the Peace
monitoring solid waste sites in Pittsylvania County, as per Henry (Pete) Boswell, Chief Animal Control
Officer, for the period of July 28, 2011 thru August 31,2011
Description Number Remarks
Total hours monitored 13
Vehicles entering sites 120
Vehicles checked 26
Summons' issued 0
Court Cases 0
Convictions
If you have any questions concerning this, please do not hesitate to contact me.
cc: William D. Sleeper, County Administrator
P109
PITTSYL~I~NI~ COUNTY
VIRGINIA
C~S~LIr'1 ~1
Darrell W. Dalton, Superintendent a' Tyr 9
Building & Gtounds Deparm~ent o a Phone (434) 432-7958
~ ~ o Fax (434)432-2294
51 N. Main St. ~ C
a ~ p ~ :c Gretna/Hurt (434) 656-6211
P.O. Box 426 N ~ Y' Bachelors Hall/Whitmell (434) 797-9550
Chatham, Virginia 24531 7767
E-mail: darrell.dalton@pittgov.org `fin ,gyp.
MEMORANDUM
To: Otis S. Hawker, Assistant County Administrator
~~ ~n~t,
From: Heather Inge, Secretary of Building & Grounds ~ 0
Date: September 1, 2011
Subject: COMPLETED WORK ORDERS -AUGUST 2011
Attached please find a listing, by department, of completed work orders for the month of
August. This list does not reflect work orders in progress but not yet completed, actual
expenses incurred, or routine maintenance necessary for the smooth operation of the County
facilities. However, it does reflect the total number ofman-hours.
Presently, there aze approximately 8 work orders still outstanding.
If you have any questions concerning this, please do not hesitate to contact me.
HI
Attachment
cc: William D. Sleeper, County Administrator
Darrell W. Dalton, Superintendent of Building & Grounds
P110
WORK ORDERS COMPLETED FOR MONTH OF AUGUST 2011
NO W/O MAN-HOURS
AMMAL CONTROL
ARMORY
A S C 5 /EXTENSION /USDA-FSA
BOARD OF SUPERVISORS
BUILDING & GROUI~IDS
BUILDING INSPECTIONS i
CENTRAL ACCOUTING
CEMRAL PURCHASING
CIRCUIT COURT j 4
CLERK OF COURT 3 3
CODE COMPLIANCE (PLANNING COMMISSSION & ZONING 2 q
COMMISSIONER OF REVENUE j j
COMMONWEALTH ATTORNEY
COMPACTOR SITE 4 11
COUNTY ADMINISTRATOR AND ASST COUNTY ADMIN.
COUNTY ATTORNEY
COURTHOUSE (1968 ANNEX)
COURTHOUSE (EDWIN R. SHIELDS)
CSA - CPME
DEPOT BUR.DING
EMERGENCY 9] 1 FACILITY 2 2
ENVIRONMENTAL HEALTH 1 4
FINANCE 1 1
FIRE MARSHAL
GENERAL DISTRICT COURT j j
GRANTS ADMISTRATION
HEALTH DEPARTMENT 6 11
HUMAN SERVICES FACILITY
INDUSTRIAL PARKS
INFORMATION TECHNOLOGY
NVENII,E & DOMESTIC COURT 2 2
IUVENILE & DOMESTIC COURT SERVICES UNIT
IAB. 41 55
LANDFILL
LIBRARY 7 1 O
LITERACY ] j
MAGISTRATE
MOSES BUILDING
OLD DOMINION AG. COMPLEX
PCED BUILDING 2 3
REASSESSMENT
RECREATION: RAIL-TRAB. & WAYSIDE PARK 2 36
REGISTRAR-VOTING PRECINCTS 4 6
RINGGOLD DEPOT
SHERIFF 1 1
SOCIAL SERVICES 6 ~
TREASURER j 2
VICTIM WITNESS
OTHER: BERRY HILL RD
BROSVILLE IND PARK
SMALL BUSINESS DEV. CENTER
CAMOR HOUSE
TOTAL WORK ORDERS COMPLETED -AUGUST 2011 $9 165
YEAR 10 DATE 07/01/2011 - 06/30/2012 192 340
PITTSYLVANIA COUNTY CODE COMPLIANCE
MONTHLY REPORT & FEES
August 2011
TYPES OF PERMITS
105 BUILDING PERMIT FEES COLLEC ED 7,095.50
105 LEVY COLLECTED $141.91
0 SUBDIVISION FEES COLLECTED $0.00
37 ZONING PERMIT FEES COLLECTED $175.00
0 REINSPECTION FEES COLLECTED $0.00
6 LAND DISTURBING FEES COLLECTED $60.00
253 TOTAL FEES"COLLECTED $7,472.41
MONTHLY BUILDING VALUES
5 NEW DWELLINGS $481,000.00
8 MOBILE HOMES/OFFICE TRAILERS
2 DOUBLE-WIDE MOBILE HOMES
3 MODULAR
9 COMMERCIAL CONSTRUCTION
78 MISCELLANEOUS
143,546.00
206,000.00
328,572.00
83,181.00
610,914.00
105 TOTAL $1;853;213.00
MONTHLY ACTIVITY REPORT
NUMBER OF BUILDING INSPECTIONS MADE
NUMBER OF REJECTIONS OF WORK
NUMBER OF E & S INSPECTIONS
421
47
83
NUMBER OF MILES INSPECTORS TRAVELED 2,748
MONTHLY ZONING FEES
4 REZONING FEES COLLECTED $715.57
2 SPECIAL USE PERMIT FEES COLLECTED 338.47
0 VARIANCE & APPEAL FEES COLLECTED 0.00
0 SIGN PERMIT FEES COLLECTED 0.00
6 TOTAL $1,054.04
R~eis~pectfully Submitted,
Odie .Sher
Director of Code Compliancel
Zoning Administrator
P112