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03-05-2012 BOS Regular MeetingRegular Meeting March 5, 2012 Pittsylvania County Board of Supervisors Monday, March 5, 2012 Regular Meeting VIRGINIA: "The Regular Meeting of the Pittsylvania County Board of Supervisors was held on Monday, March 5, 2012 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Tim R. Barber, Chairman, called the meeting to order at 7:05 p.m. The following members were present: Tim Barber Tunstall District James Snead Dan River District Jessie L. Barksdale Banister District Jerry A. Hagerman Callands-Gretna District Marshall Ecker Staunton River District Brenda H. Bowman Chatham-Blairs District Mr. Coy E. Harville, Westover District, was absent. Mr. William D. Sleeper, County Administrator, Mr. Greg L. Sides, Assistant County Administrator, Mr. J. Vaden Hunt, County Attorney, and Ms. Rebecca Flippen, Deputy Clerk to the Board, were also present. Mr. Barber led the Pledge of Allegiance. Approval of Agenda Motion was made by Mc Snead, seconded by Mr. Ecker, to approve the agenda, which was unanimously approved by the Board, with the exception of Mr. E-larville who was absent. Hearing of the Citizens Ms. Ellen Mayhew, of the Callands-Gretna District and a second grade teacher at the Mt. Airy Elementary School, listed the criteria teachers now face; that teachers had not had a pay raise in four years; made comments that Pittsylvania County Schools deserved more budgeted money than the bare minimum, and hoped the Board of Supervisors would put the school system at the top of their budget priorities. Ms. Kim Cassada, of the Chatham-Blairs District, made comments and presented the Board with hand out entitled "Invest in Pittsylvania County's Economic Development of the Future", supporting her comments that schools needed to be funded more so that trade skills programs could continue within the school system, helping to make students graduating from high school more marketable for local industries and businesses. Dr. Albert Payne, of the Westover District, asked the Board of Supervisors to consider and review the possibility of the County implementing a Business License 'Tax to help generate revenue for the County. Mr. David Satterfield, of the Chatham-Blairs District, supported the previous statements made concerning the Board to consider more than bare minimum funding for the schools. Ms. Dana Peters, of the Chatham-Blairs District, stated that she understood the shortfalls ahead for budget, in both the State and County budgets. Ms. Peters further said that statistics showed at-risk children fared better in smaller classroom settings and had a better academic outcome when in small classrooms. She did not believe an option should be in cutting the amount of teachers, but rather to be most efficient in educating children toward positive outcomes, such as graduation and being marketable in the workforce, dollars should be put towards teachers and cut in other areas. Regular Meeting March 5, 2012 Consent Agenda (a) Minutes: February 6, 2012 -Regular Meeting February 21, 2012 -Adjourned Meeting February 29, 2012 -Work Session February 29, 2012 -Work Session February 29, 2012 -Joint Meeting - Pittsylvania County Board of Supervisors and Danville City Council (b) Bill List -February 2012 (Available for viewing online) (c) Resolution from the Virginia Department of Transportation (VDOT) - Approving of Roads for Ripley Estates Subdivision Section 1. (d) Resolution-No Littering Sign-Straightstone Road Mr. Ecker; To approve the drafting of a resolution fora "No Littering" sign to be placed on Straightstone Road, State Route 761. (e) Out of State Travel -Director of Economic Development -The Director of Economic Development to attend an Automotive Industry Forum in Atlanta, Georgia on April I O - l2, 2012. (f) Out of State Travel -Director of Agricultural Development - "Fhe Director of Agricultural Development to attend the Joint Virginia/Maryland Agriculture Marketing Conference to be held in Frederick, MD on March 29 - 30, 2012. Motion was made by Mr. Ecker, seconded by Mr. Snead, to approve the Consent Agenda with the following amendment to the minutes of Work Session (2) February 29, 2or2: That on page q3, MI•. Barber should be listed as present with the other Board ))lembers. Mr. Ecker's motion was unanimously approved by the Board, with the exception of Mr. Harville, who was absent. The BuurJ of Su pcreisors of Pittsyl v:tn is County. in Uw rcgulnr mooting on tha; 5th dny •,f March, 2012, nduptud the li.llowing. KL3UL UT/(J/V 2012-03-O1 WHEREAS, the street(s) alesa:riheJ on [he :n etch uJ la Jalit is ats Fann1 AM-4.}, tidly ina:nrpnrat cal herein by ref'crcncc, arc shaavn on pl:OS rcconlod in the Clark's C)rlicc of the Circuit Court of Pit tsyh•:mia County, :uul WHEI2EA S, the rupresmatu[ive li+r the Virginia L7upart ntcnt a.f Trmtsportution has ualvised this Board tha Ihu slrcut(s) ma:W lhu rcyuitemons atablisl wal by thu Virginia Da: p:n'I ntent or ~IYansportnlian's Subdivision Slrccl Itcquirom ant s, anal NO\V, 'r FI l3n EFC:)It 15, HI°_ 1"1' RESOI_V E6, this Ru:u al tvyuusls tho \'irginiu IJep:n'lment of 'I'ran spurt atiun'to add the wreut(sl dczc rih«1 nn the on ucha;al Aalditi.+ns Perm AM-4.i to the sccnnalary system uY slnlc highways, pursuant ta. ~tl.1-220. Cualc of Virginia. :uul the Ucpm'Uneut's Subdicis ion tio'uot It ey uirr u.onlS. altoP roooiving n cope ur Ihis resulan ion :utd all uuutnnafing teas anJ ducuntcnls rcyuircal ol'tho dcvcl,gxr, which ever ucc.u rs last intimc. BE 1"I' I°U RTH F_R RhS[7LV E1~, this Ba+:ual gu:uantucs n uluar anal um uwri uteri right-ol=way. as alescribcd, anal any necessary cascmamts li+r arms, tills anal drninngc, and BE I'1' PUIt"1'I-1 L'-It KESOLV EIJ, that a ccrtitiod ax+py orthis resolution he fima•anloal to tho Resident Engineer liar Iho Virginia nepart mom of'Transpurtation. R eca.rda:d van.- A ca,),y -rea«: Moved By: Marshall 6elcr Seconded By: -1 ®axo Snead Yeas: G Signed: ~ Nnys: O I'ri meal N:nn e: W111tam D- Siccocr Ahnenee 1 ~ritlc: Cooney Admiaiatrator Regular Meeting March 5, 2012 Unfinished Business At the February 21, 2012 meeting of the Board of Supervisors, a motion was made by Mr. Ecker, seconded by Mr. Harville, to appropriate $10,000 to the Rescue Billing Enterprise Fund for management fees and postage that required a l0-Day Layover which had now been met. The following Roll Call Vote was recorded: Mr. Snead-Yes; Mr. Barksdale-Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Ecker-Yes; and Mr. Barber-Yes. Mr. Ecker's motion was unanimously passed, with the exception of Mr. I-larville who was absent. New Business Ms. Susan Mathena, Coordinator for Community Health Education and Cancer Needs Assessment of the Danville-Pittsylvania Flealth Department gave a presentation on findings of the comprehensive cancer needs assessment in the local area. This assessment was done in collaboration between the Virginia Commonwealth University Cancer Center and the Virginia Tobacco Indemnification and Community Revitalization Commission. Ms. Mathena stated the full assessment would be available on the Massey website later in the spring at www.masseY.vcu.edu/ . Ms. Amy Rice, Comprehensive Services Act Coordinator for Pittsylvania County, appeared before the Board to explain the current benefits and activities of the program, in addition to current problems she still has with the program. Ms. Rice stated that expenditures has been reduced by $2,419,754 from the $6,708,817 spent in 2008-2009 for 225 children to the current projection of $4,289,063 for 75 children, and that she looked for the current projection to be lowered even more before year's end. Furthermore, she said that there were checks and balances in place to verify all expenditures incurred. She also stated that if the school system would file for the Medicaid payments the program was entitled to, that amount could be greatly reduced. She concluded that a need of working with the public school system on reducing private day placements was another area that needed attention. The Chairman then directed the County Administrator to write a letter to the school superintendent on filing for the eligible Medicaid to help reduce the cost to the County. Motion was made by Mr. Ecker, seconded by Mr. Snead, to approve Resolution 2012-03- 02, dissolving the Regional Danville-Pittsylvania Comprehensive Policy Management Board and to form the Pittsylvania County Comprehensive Policy Management Team. The following Roll Call Vote was recorded: Mr. Snead-Yes; Mr. Barksdale-Yes; Mr. Fagerman-Yes: Ms. Bowman- Yes; Mr. Ecker-yes; Mr. Harville-Absent; and Mc Barber-Yes. Mc Gekers motion was unanimously approved by the Board, with the exception of Mr. Harville, who was absent. Regular Meeting March 5, 2012 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2U12-03-02 VIRGINIA: At the regular meeting of the Board of Supervisors of Pittsylvania County held in the General District Courtroom of the Edwin R. Shields Courtroom Addition in Chatham, Virginia, on Monday, March 5, 2012 the following resolution was presented and adopted: WHEREAS, the County of Pittsylvania and the City of Danville acting through Iheirrespcctivc governing bodies, adopted~a Joirit Resolution #L992-07-651 and #1992-07- 14 respectfully in July of .i992;\creating the Danville-Pittsylvania Community Policy and Management Board for,Services to At-Risk Youths; and : WHEREAS,significant changes have occurred over the years, as.the program has changed and evolved there is a need t~ separate the two.jurisdictions into,sepamte Boards as authorized bysection 2.2-5204 of the Code of Virgiiiii 1950, as'amcnded; and WHEREAS, the City of `Danville and the Cbun(y:~of~ Pittsylvania adopted an intergovernmental agreement July 1, 1995~io provide additiona6administrative'policies and procedures for the operation of the joint Danville-Pittsylvania Community Policy and Management Board, which states "the Agreement will automatically terminate if Danville- Pittsylvania-Community Policy and Management-Board should cease to exist'as a joint agency of [he,City and the County"; and WHEREAS, the dissolution of the existing;l3oard will require a transition period, then the existing Board should stay in place until the newly appointed Board can meet and vote to takeover. the County cases currently active under the existing program; and NOW, THF,REFORE BE IT HEREBY RESOLVED, that the Board of Supervisors of the Cuunty of Pittsylvania does dissolve and disbanded the existing join[ Danville-Pittsylvania Cotrimunity Policy and Management. Board and creates the Pittsylvania County Commimity,Policy and Management Team. TEAM COMPOSITION "fhc Pittsylvania County Community Policy and Management 1'e<vn shall be composed ot" the following members: (I) County Government Official (elected or appointed) (1) Director of Community Services Board (1) Director of Department of Social Services (1) Director of Department of Flealth (1) Director of 22"d District Court Services (I) Superintendant of Pittsylvania County Public Schools (l) Representative of Pittsylvania County Sheritl's Office (I) A Parent ofa Special Needs Child (l) Director of Pittsylvania County Community Action Inc. Regular Meeting March 5, 2012 There may be an alternate member appointed by the designated member to represent their Agency, only in emergencies. I('a member is absent fur two (2) consecutive meetings, no more cases for that Agency will be approved for funding under CSA Funds until the member returns and the full Community Policy and Management "Team votes to reinstate funding. "fhe Pittsylvania County Comprehensive Services coordinator shall be an ex-otlicio member to provide information and services [o the team. LENGTH OF TENURE The following representatives will be appointed to serve one (I) yeaz term, a) a parent representative, b) local government administrative representative, c) Community Action, Inc representative all other appointments representing services agencies will be on an ongoing basis, contingent upon the'continued employmenuin their respective positions. TN:AM PURPOSE The purpose of the Pittsylvania ;County Community k'olicy and Management 'learn shall be to oversee the implementation oPpolicies and procedures governing: I) The receipt and expendihires of State Pool-and Trust funds earmarked for, services to At-Risk and troubled youth; 2) the words of interagency teams that assess nd plan services for youth and families; 3) the long-range planning and evaluation of services on a community-wide basis and 4) the development of a comprehensive data based tracking system to ensure a current, accurate information exchange on all levels_'I'he'1'eam shall otherwise comply with .._.. all provisions of the Virginia Comprehensive services Act For At-Risk Youth and Families. BE IT FURTHER RESOLVED, that a copy of this resolution be submitted to Danville City Council on behalf of the Pittsylvvtia County Roard of Supervisors. Given.under my hand this 51h day of March 2012. /.= ~ , 3 «~ Tim R. Barber; Chairman Pittsylvania County Board of Supervisors William D. Sleeper, C erk Pittsylvania County Boazd of Supervisors Approved as to form ~•V County Attorney Regular Meeting March 5, 2012 Motion was made by Mr. Hagerman, seconded by Mr. Ecker, to dissolve Board of Supervisors Sites Liaison Committee since it was formed to specifically identify sites necessary for the middle school upgrade projects and continued to operate throughout the high schools' renovation projects, of which both projects were now complete leaving no need for this particular committee to continue; and to dissolve the Recreation Advisory Board as it had now completed its task of developing a Master Plan for Parks and Recreation in Pittsylvania County. After discussion, Mr. Hagerman amended his motion to further include the Transportation Safety Committee as it had been years since that committee had met, and to withdraw from participation with the Roanoke River Basin Committee since the County no longer allocated any funding to that committee, which Mr. Ecker seconded. The Board unanimously approved Mr. Hagerman's amended motion, with the exception of Mr. Harville, who was absent. At this time, the Board presented Mr. George Winn, Chairman of the Pittsylvania County Recreation Advisory Board, and Mr. Donald Hylton, Westover District Representative for the Recreation Advisory Board, with Certificates of Service For their time spent serving the needs of Pittsylvania County. Certificates of Service would be mailed to the members of the Recreation Advisory Board who were not present for the meeting. Motion was made by Mr. Snead, seconded by Mr. Ecker, to amend the Economic Development budget and appropriate $1,561,842 of Tobacco Punds and approve the transfer of a required local match of $173,539 from Economic Development to the Brosville Industrial Park -Tobacco Grant. "this motion required a 10-Day Layover. Motion was made by Mr. Ecker, seconded by Ms. Bowman, for the reappropriation of funds as follows: $700.00 Sheriff-Wrecker Service (100-4-031200-3170), $6,059.19 to Sheriff- Vehicle Supplies (100-4-031200-6009), $577.03 to Sheriff-Undercover (100-4-031200-6024), $3,241.91 to Sheriff-Parts (100-4-031200-6030), $4,107.73 to Sheriff-Labor (100-4-031200- 6031), $1,338.11 to Extradition (100-4-033100-5550), $4,048.00 to Non-departmental-Worker's Compensation (100-4-091200-2700), $7,513.68 to WIA-Rent (251-4-353160-5420), $81.14 to Industrial Development (325-4-081500-8223), all of which totals $27,666.79. This motion required a 10-Day Layover. Motion was made by Mr. Snead, seconded by Mr. Fagerman, to appropriate an amendment to the Sheriffs budget of $400.35 for Project Lifesaver; line item 1 00-4-03 1 200- 5882. The following Roll Call Vote was recorded: Mr. Barksdale-Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Ecker-Yes; Mr. I-iarville-Absent; Mr. Snead-Yes; and Mr. Barber-Yes. Mr. Snead's motion was unanimously approved by the Board with the exception of Mr. Harville, who was absent. Motion was made by Mr. Barksdale, seconded by Mc Snead, to authorize the County Administrator and County Attorney to draft a deed to return Camp 15 to the Virginia Department of Transportation. Mr. Barksdale's motion was unanimously approved by the Board, with the exception of Mr. Harville who was absent. Motion was made by Mr. Snead, seconded by Mc Hagerman, to re-appoint Ms. Lillian P. Fitzgerald for a second 4-year appointment to the Danville Community Cullege Board, for a term that will begin July 1, 2012 and end June 30, 2016, which was unanimously approved by the Board with the exception of Mr. Harville, who was absent. Board Announcements Mr. Snead stated that he appreciated the teachers coming out and speaking at the Board meeting and hoped they had also been in attendance at their school board's meetings, and reminded them that the Board has been financially supportive of the schools in the amount of Regular Meeting March 5, 2012 $100 million worth of bonds the County is paying off for the new middle schools that were built and the renovation project of the four high schools. Furthermore, he felt that the school system could have better spent the $ I million they used for building 4 storage buildings. Mr., Barksdale attended, along with Ken Bowman, Director of Economic Development, a meeting of the Virginia Cooperative Extension Planning District 12, which includes Pittsylvania, I-lenry, Patrick and Franklin Counties and the Cities of Danville and Martinsville, on February 27, 2012. Dr. Edwin Jones, Director, was presented with a hand crafted golden tobacco leaf from the Gold Leaf Farm in Pittsylvania County. Ms. Bowman also thanked teachers for coming out tonight; they are the County's largest employers and want to keep it that way. She also thanked the members of the Beautification Committee for coming out tonight and reminded them of their meeting on March 20, 2012. She encouraged everyone to participate in the first county-wide cleanup on April 21s` and tell everyone they know to help-churches, civic groups, neighbors, boy scouts, etc, and let people know. Mr. Ecker also thanked the teachers for coming out, agrees with many of the comments they made, and sympathizes with them. He understands [hey are underpaid, as are other employees of the County. He also agrees with Mc Snead in that there are some areas in which money funded to the schools could be better spent that would help improve the teachers' situation. He does feel that education should be a priority in the budget process. FIe also feels that combining the County's and the School Board's Central Purchasing Department could possibly be a savings. He hoped they were attending their own board's meetings because the School Board could be paying the teachers more if they wanted to. The Board of Supervisors gives the money to the School Board, and it's the School Board who controls how it gets spent. Mr. Barber also thanked the teachers for coming out and agreed with many comments Mr. Ecker made concerning them. Reports by the County Administrator Mr. Sleeper reminded the Board of the following meetings: (a) board of Supervisors Retreat Meetings on Tuesday, March 13, 2012 from Sam-Spm and on Wednesday, March 14, 2012 from Sam-Spm, at the Captain Martin Building located at I Center Street Chatham, Virginia. The purpose of the Retreat is to meet with Constitutional Officers and Department Heads that report to County Administration to discuss their views on the budget and brief the Board members on the workings of their respective departments. (b) Board of Supervisors Work Session Thursday, March I5, 2012 at Spm, also in the Captain Martin Building. The purpose of the Work Session is for a presentation by the County Attorney that will cover Robert's Rules of Order. (c) Joint Meeting of the Pittsylvania County Board of Supervisors and the Pittsylvania County Service Authority on Thursday, March I5, 2012 at 7pm, also in the Captain Martin Building. The purpose of this meeting was to discuss: (1) Update of Pittsylvania County 1991 Water & Sewer Comprehensive Plan; and (2) Discussion of Water & Sewer Projects. Closed Meeting Motion was made by Mr. Snead, seconded by Mr. Barksdale, to enter into a Closed Meeting for the following: Consultation with legal counsel and briefing by staff members or consultants pertaining to actual or probable litigation, where such consultation or briefing in open meeting would adversely affect the negotiating posture of the public body and consultation with legal counsel employed by a public body regarding specific legal matters. Authority: §2.2-371 I (A)(7) Code of Virginia, 1950, as amended Subject Matter: Performance Agreement Regular Meeting March 5, 2012 Purpose: Discussion of Incentives Mr. Snead's motion was unanimously approved by the Board with the exception of Mr. Harville, who was absent. Closed Meeting began at 8:47pm. Motion was made by Mr. Snead, seconded by Mr. Ecker, to enter back into Open Session, which was unanimously approved by the Board with the exception of Mr. Harville, who was absent. YITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE [T RESOLVED that at the Regular Meeting of the Pittsylvania County Board of Supervisors on March 5, 2012 the Board hereby certifies by a recorded vote that to the best of each board member's knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed meeting were heard, 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 Absent Marshall A. Ecker Yes Brenda H. Bowman Yes James H. Snead Yes Jessie L. Barksdale Yes Jerry A. Hagerman Yes "fim R. Barber Yes The Board re-entered Open Session at 9:22pm. Adjournment Motion was made by Mr. Snead, seconded by Mr. Hagerman, which was unanimously approved by the Board with the exception of Mr. Harville, who was absent. The meeting adjourned at 9:23pm.