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02-04-13 BOS PacketBOARD PACKET BOARD OF SUPERVISORS REGULAR MEETING FEBRUARY 4, 2013 a 1767 P1 c PITTSYLVANIA COUNTY BOARD OF SUPERVISORS REGULAR MEETING MONDAY, FEBRUARY 4, 2013 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA Call to Order — 7:00 p.m. 2. Roll Call BarberG Barksdaleo BowmanO Eckert HagermanU Harville0 SneadG 3. Pledge of Allegiance 4. Items to be Added to the Agenda Motion by Barbera BarksdaleO BowmanG EckerO Hagermana HarvilleO SneadG Seconded by Barbera BarksdaleO BowmanO Eckera HagermanO HarvNeO SneadG (a) Virginia Association of Counties (VACo) — Mr. Harville — Pages 9 -10 Motion by BarberG BarksdaleO Bowmana EckerO HagermanO HarvilleO SneadG Seconded by BarberG BarksdaleG Bowman0 Eckert HagermanO Harvillea SneadG (b) Resolution; Game & Inland Fisheries — Mr. Harville— Page 11 -12 APPROVAL OF AGENDA Motion by Barbera BarksdaleO BowmanG Eckert Hagermana Harvillea SneadG Seconded by Barbera BarksdaleO BowmanO EckerO Hagermana HarvilleG SneadG HEARING OF CITIZENS P2 CONSENT AGENDA Motion by Barber0 BarksdaleO BowmanO EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO HagermanO HarvilleO SneadO 5(a) Minutes: January 7, 2013 - January 15, 2013 January 15, 2013 January 22, 2013 January 23, 2013 January 29, 2013 January 29, 2013 Re- organizational Meeting— Pages 15 -21 — Work Session— Pages 22 -23 — Special Call Meeting— Pages 24 -31 — Adjourned Meeting— Pages 32 -35 — Special Call Meeting— Pages 36 -38 — Special Call Meeting— Pages 39 -41 — Joint meeting: Pittsylvania County Board of Supervisors / Pittsylvania County School Board Pages 42 -43 Motion by Barber0 Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO HagermanO HarvilleO SneadO 5(b) Bill List — January 2013 (on line) Motion by BarberO BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO Hagerman0 Harville0 SneadO 5(c) Proclamation — Black History Month — Pages 44 -45 Motion by Barber0 BarksdaleO BowmanO EckerO HagermanO HarvilleO SneadO Seconded by Barber0 BarksdaleO BowmanO EckerO HagermanO HarvilleO SneadO 5(d) Moses Building Stand -By Generator — Professional Engineering Services — Pages 46 -53 P3 UNFINISHED BUSINESS Motion by Barber0 BarksdaleO BowmanO EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleU SneadO 6. Whistleblower Policy— Pages 55 -57 Motion by Barber0 BarksdaleO BowmanO EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO 2013/14 Appointments to the Agricultural Development Board— Pages 58 -59 Motion by BarberO BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO 8. Tax Refund— Pages 60 -63 NEW BUSINESS Motion by BarberU Barksdale17 Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO 9. Recommendations from Finance Committee — The Finance Committee will meet at 4: 00pm on Monday, February 4, 2013. Any recommendations from that committee meeting will be presented to the full Board. — Pages 65 -66 (a) Presentation of 2012 County Audit by Robinson, Farmer & Cox Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO (b) Review of Budget Calendar Motion by Barber0 Barksdale0 Bowman0 EckerO HagermanO Harville17 SneadO Seconded by Barber0 BarksdaleU BowmanO EckerO HagermanO HarvilleO SneadO (c) Review of Revenues P4 Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by Barber❑ Barksdale❑ Bowman❑ Ecker❑ Hagerman❑ Harville❑ Snead❑ 10. Proposal for Installation of new Groundwater Monitoring Wells — Dewberry Engineering, Inc. —Pages 67 -75 Motion by Barber0 BarksdaleO Bowman0 EekerO Hagerman0 Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 EekerO Hagerman0 HarvilleO SneadO 11. - Piedmont Biol?.,.duets Pilot Faeil ty Postponed until a later date Motion by Barber0 Barksdale0 BOWmanO EekerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO 12. Expenditure Refunds — Requires a motion and a 10 -Day Layover— Pages 76 -78 (Roll Call Vote Y or A9 Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman17 Harville0 SneadO Seconded by Barber17 BarksdaleO Bowman L7 EckerO Hagerman0 HarvilleO SneadO 13. Jail Inmate Management — Additional Appropriation — Page 79 Motion by Barber17 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber17 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO 14. Reimbursement of Capital Outlay — Blairs Vol. Fire & Rescue Virginia — Page 80 P5 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman17 Harville0 SneadO Seconded by Barber17 BarksdaleO Bowman L7 EckerO Hagerman0 HarvilleO SneadO 13. Jail Inmate Management — Additional Appropriation — Page 79 Motion by Barber17 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber17 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO 14. Reimbursement of Capital Outlay — Blairs Vol. Fire & Rescue Virginia — Page 80 P5 Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by BarberO BarksdaleO BowmanO EckerO Hagerman0 Harville0 SneadO 15. Award Contract — Repairs to the Moses Building —Pages 81 -82 Motion by Barber0 BarksdaleO BowmanO EckerO HagermanO HarvilleO SneadO Seconded by BarberO BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO 16. Staunton River Medical Center, Inc., Hurt, Virginia - Contribution Request — Pages 83 -86 BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL REPORTS FROM COUNTY ADMINISTRATOR P6 Entered Closed Session: Motion by Barber0 BarksdaleO BowmanO EckerO Hagerman0 HarvilleO Sneado Seconded by Barber0 Barksdale0 BowmanO EckerO HagermanO HarvilleO Sneado CLOSED SESSION 17. Discussion 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, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. Authority: §2.2- 3711(A)(3) of the Code of Virginia, 1950, as amended Subject: Charles R. Hawkins Research Center Purpose: Discussion of Potential Transfer of Ownership Re -enter Open Session: Motion by Barber0 Barksdale0 Bowman0 EckerO HagermanO Harville0 SneadO Seconded by Barber0 BarksdaleO BowmanO EckerO Hagerman0 HarvilleO Sneado CERTIFICATION Adjournment Motion by BarberO BarksdaleO BowmanO EckerO HagermanO HarvilleO Sneado Seconded by Barber0 BarksdakO BowmanO EckerO HagermanO HarvilleO Sneado Time Adjourned: P7 Y N Barber ❑ ❑ Barksdale ❑ ❑ Bowman ❑ ❑ Ecker ❑ ❑ Hagerman ❑ ❑ Harville ❑ ❑ Snead ❑ ❑ Adjournment Motion by BarberO BarksdaleO BowmanO EckerO HagermanO HarvilleO Sneado Seconded by Barber0 BarksdakO BowmanO EckerO HagermanO HarvilleO Sneado Time Adjourned: P7 TO BE ADDED PA PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Virginia Association of Counties (VACo) — 1 02 -04 -2013 SUBJECU/PROPOSAUREOUEST: I ACTION: 2013 VACo Nominations Committee Appointment Yes STAFF CONTACT(S): Mr. Sleeper BACKGROUND: The Honorable Coy Attached Letter). CONSENT AGENDA: 4(a) INFORMATION: ACTION: INFORMATION: ATTACHMENTS: Yes ATi V7Ti \VTi it RV. V E. Harville has been appointed to the 2013 VACo Nomination Committee. (See Mr. Harville has asked that this topic be discussed during the Board's meeting on February 4, 2013. Staff submits this to the Board of Supervisors for their consideration. P9 President John D. Miller Middlesex County President -Elect Harrison A. Moody Dinwiddie County First Vice President Pablo Cuevas Rockingham County Second Vice President Penelope A. Gross Fairfax County Secretary- Treasurer Donald L. Hart, Jr. Accomack County Immediate Past President Catherine M. Hudgins Fairfax County Executive Director James D. Campbell, CAE General Counsel PhyllisA Errico, Esq., CAE 1207 E. Main St., Suite 300 Richmond, Va. 23219 -3627 Phone: 804.788.6652 Fax: 804.788.0083 E -mail: mail @vaco.org Web site: www.vaco.org Virginia Association of Countie January 9, 2013 Coy E. Harville Pittsylvania County - 548 River Bend Road Danville, VA 24541 Dear Coy: VACo Region 10 s Governments since 1934 I am pleased to appoint you to the 2013 VACo Nominations Committee. _A6 AA r Virginia Association of Counties As a member of this operations committee, you will assist your colleagues throughout the Commonwealth, as well as provide a valuable service to VACo. Your attendance at all meetings is important. Each committee is assisted by a VACo staff person. The staff person will advise you of scheduled meeting dates. Please advise Jim Campbell or me if you are unable to serve. Thank you for your participation. Your involvement helps to ensure that VACo remains an effective and vibrant organization. Sincerely, John D. "Jack" Miller, Jr. 2013 VACo President JDM /cic cc: James D. Campbell Larry J. Land P10 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Resolution — Virginia Department of Game & Inland Fisheries SUBJECT/PROPOSAUREOUEST: Resolution STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 02 -04 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes 67- ITEM NUMBER: 4(b) INFORMATION: INFORMATION: BACKGROUND: The Honorable Coy E. Harville has asked that this item be placed on the agenda for Tuesday, January 22, 2013. Since the full board was not present at that meeting, this item has been brought back for addition to the February 4, 2013 meeting of the Board. DISCUSSION: The Department of Game and Inland Fisheriers has established the 2013/14 deer hunting schedule for Pittsylvania County as follows (either -sex deer): November 24, December 1, and December 8, 2013 — January 5, 2014, with the exception of White Oak Mountain WMA, which is for November 24, 2013 and January 5, 2014. (See Attached) Mr. Harville requests the Board of Supervisors to authorize the County Administrator to draft a resolution requesting that the Department of Game and Inland Fisheries have a deer hunting schedule for Pittsylvania Counmty (either -sex deer) from November 24, 2013 — January 5, 2014. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review, consideration, and approval. P11 November 17 through January 5: In the counties (including the cities and towns within) of Accomack, Albemarle, Caroline, Charles City, Chesterfield, Clarke *, Culpeper (see season exception for C. F. Phelps WMA below), Essex, Fauquier* (see season exception for C. F. Phelps WMA below), Frederick* (see sea- son exceptionfor National forest lands below), Gloucester, Greene, Greeneville, Halifax, Hanover, Henrico, Isle of Wight, James City, King and Queen, King George, Lancaster, Loudoun *, Madison, New Kent, Northampton, Northumberland, Orange, Prince George, Prince William *, Rappa- hannock, Richmond, Southampton, Spot - sylvania, Stafford, Suffolk (westofthe Dismal Swamp line), Surry, Sussex, Westmoreland, and York. • In Arlington County, City of Hampton, and City of Richmond (in the City of Richmond: archery only, no special permit is required for archery deer hunting). Note: Local Ordinances prohibit the discharge of firearms in these areas (see Local Firearms Ordinances, pg. 21). • In the City of Lynchburg (on private lands for which a special permit has been issued by the Chief of Police). • In the City of Newport News: archery only, no special permit is required for archery deer hunting. • In Fairfax County*aspeciallandown- er permit is required to firearms deer hunt on private lands. Contactthe Div. of Animal Control, 4500 West Ox Road, Fairfax, VA 22030 for details. No special police permit is required for archery deer hunting. Season Exception: November 17 through December 1: On C.F. Phelps WMA and National Forest lands in Frederick County. Either -sex Deer Hunting Days: November 17 through January 5 (full season): In all areas unless otherwise noted below. November 24, December 1, and December 8 through January 5: On Rapidan WMA. November 24, December 1, and December 31 through January 5: On Mattaponi WMA. www.HuntFishVA.com November 24 and January 5: On G.R. Thompson WMA. December 1: On National Forest lands in Frederick County. November 24 and December 1: On C.F. Phelps WMA. Antlered deer only –no either -sex deer hunting days: On the Carlisle Tract of the Hog Island WMA, ChickahominyWMA, and - Ragged Island WMA. Special Youth Antlerless Deer Regulation applies. Late Antlerless -only, Firearms Deer Season During this season only antleriess deer may be taken. January 7, 2013 through March 30, 2013: In the counties (including the cities and towns within) of Fairfax, Fauquier, Loudoun, and Prince William, except on Department -owned lands. During this season only antlerless deer may be taken. To firearms deer hunt on private lands in Fairfax County a special landowner permit is required (see above). All legal deer hunting weapons includ- ing bows, crossbows, muzzleloaders, pistol, shotgun, and rifles are legal. Local firearms ordinances still apply. (`—_] November 17 through I December 1: In the counties (including the cities and towns within) of Lee, Page, Rockbridge, Russell, and Tazewell. Either -sex Deer Hunting Days: November 24, November 30 and December 1: In all areas unless otherwise noted below. December 1: On National Forest and Department- owned lands in Rockbridge County and on National Forest lands in Page and Tazewell counties and Clinch Mountain WMA, Hidden Valley WMA, and Channels State Forest. Antlered deer only–no either-sex deer hunting days: On National Forest lands in Lee County. Special Youth Antlerless Deer Regulation applies. P12 November 17 through January 5: In the counties (including the cities and towns within) of Amelia, Amherst (east of Rt. 29), Campbell (east of Norfolk South - ern Railroad), Cumberland, Goochland, King William, Louisa, Mathews, Middle-. sex, Nelson (east of Rt. 151), Nottoway, Pittsylvania, and Powhatan. Note: Dogs may not be used for deer hunting in Pitt- sylvania County (west of Norfolk Southern Railroad). Either -sex Deer Hunting Days: November 24, December 1, and December 8 through January 5: In all areas unless otherwise noted below. November 24 and December 1: On Cumberland State Forest. November 24, December 1, and December 31 through January 5: On Amelia W MA and Powhatan WMA. November 24 and December 31 through January 5: On James River WMA. November 24 and January 5: On White Oak Mountain WMA. November 17 through December 1: In the counties (including the cities and towns within) of Amherst (west of Rt. 29), Bedford *, Botetourt, Campbell (west of Norfolk Southern Railroad), Carroll, Craig, Giles, Grayson, Montgomery, Nelson (west of Rt. 151), Pulaski, Roanoke *, Shenandoah *, Warren *, and Wythe. Either -sex Deer Hunting Days: November 17 through December 1 (full season): In all areas unless otherwise noted below. November 24 and December 1: On National Forest lands and Depart- ment -owned lands in Carroll and Roanoke counties and on National For- est lands in Craig, Giles, Montgomery, Pulaski, and Wythe counties and on Big Survey WMA. December 1: On National Forest lands in Amherst, Bedford, Botetourt, Grayson, Nelson, Shenandoah, and Warren counties and on portions of Grayson Highlands State Park. *denotes EAB county 39 V M� r FBI y ' HEARING OF CITIZENS P13 CONSENT AGENDA P14 January 7, 2013 Re- organizational Meeting Pittsylvania County Board of Supervisors Re- Organizational Meeting January 7, 2013 VIRGINIA: The re- organizational meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, January 7, 2013 in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia. William D. Sleeper, County Administrator, called the meeting to order at 7:02 p.m. The following members were present: Tim R. Barber Tunstall District James H. Snead Dan River District Coy E. Harville Westover District Jessie L. Barksdale Banister District Jerry A. Hagerman Callands- Gretna District Brenda H. Bowman Chatham - Blairs District Marshall A. Ecker Staunton River District Mr. William D. Sleeper, County Administrator and Clerk of the Board; Mr. J. Vaden Hunt, County Attorney; and Rebecca Flippen, Deputy Clerk were also present. Mr. Sleeper led the Pledge of Allegiance. Approval of Items to be Added/Deleted/Moved Addition: 4(a) Danville - Pittsylvania County Health Department Refund; Deletions: Item 26 (b) Virginia Department of Transportation Resolutions for Rural Rustic Roads (these have already been passed by the Board) Move: Item 32 (presentation by Ken Bowman- Economic Development Director) to be heard after Item 29- Presentaton by Southern Virginia Regional Alliance Move: Item 26(c) — Whistleblower Policy, to be removed from the Consent Agenda and heard under New Business for further discussion Re- Oreanization of the Board: Election of Chairman Mr. Sleeper explained that under the By -laws adopted at the January 2012 Re- organizational Meeting, nominations for chairman and vice - chairman required both a nomination and a second, and that votes will be taken in the order that the nominations were made and it takes four votes, the majority of the board, in order to select a chairman. He further read the responsibilities of the Chairman, as per named in the Board's By -laws. Mr. Sleeper opened the floor for nominations for Chairman of the Board of Supervisors for 2013. Nomination was made by Mr. Hagerman, seconded by Mr. Barksdale, for Mr. Marshall Ecker as Chairman. Nomination was made by Mr. Snead, seconded by Mr. Harville, for James Snead as Chairman. Mr. Ecker was elected Chairman of the Board of Supervisors by a majority vote of 4 to 3 of the Board, with Mr. Harville, Mr. Snead, and Mr. Barber voting for Mr. Snead. Mr. Sleeper then turned the meeting over to Mr. Ecker. Election of Vice - Chairman Nomination was made by Mr. Harville, seconded by Mr. Barber, for James Snead as Vice - Chairman. Nomination was made by Mr. Barksdale, seconded by Mr. Hagerman, for P15 Re- Organization Meeting January 7, 2013 Brenda Bowman as Vice - Chairman. Ms. Bowman was elected Vice - Chairman by a 4 to 3 vote of the Board, with Mr. Harville, Mr. Snead, and Mr. Barber voting for Mr. Snead. By Laws and Rules of Order Motion was made by Ms. Bowman, seconded by Mr. Barksdale, to accept the By Laws, Rules of Procedure, and Standards of Conduct as recommended by the Legislative Committee and recommended to the full Board on November 20, 2012. Ms. Bowman's motion was approved by the 4 to 3 majority vote of the Board, with Mr. Harville, Mr. Snead, and Mr. Barber opposing. Motion was made by Mr. Hagerman, seconded by Mr. Barksdale, to approve Robert's Rules of Order, Newly Revised l la' Edition, as modified, by the Board of Supervisors to meet the necessary requirements of the Sate Code of the Commonwealth of Virginia as the official Rules of Order for Pittsylvania County, Virginia, which was unanimously approved by the Board. Set Day and Time of Regular Meeting Motion was made by Mr. Barksdale, seconded by Mr. Snead, to adopt the Day /Time of the Board meetings as presented, which was unanimously approved by the Board. Appointments of Committees by Chairman: Mr. Ecker appointed the following Board members to: Standing Committees (a) Finance /Insurance Committee: Mr. James H. Snead — Chairman, Mr. Jerry A. Hagerman; Mr. Jessie L. Barksdale; and Ms. Brenda H. Bowman (b) Personnel Committee: Ms. Brenda H. Bowman- Chairman, Mr. Jerry A. Hagerman, Mr. Tim R. Barber (c) Property/Building Committee: Mr. Jessie L. Barksdale- Chairman, Mr. Jerry A. Hagerman, Ms. Brenda H. Bowman (d) Legislative Committee: Ms. Brenda H. Bowman — Chairman, Mr. Jessie L. Barksdale, Ms. Brenda H. Bowman Special Committees (e) Solid Waste Committee: Mr. Tim R. Barber - Chairman, Mr. James H. Snead, Mr. Coy E. Harville 09 Computer /Radio/Telecommunications Committee: Mr. James H. Snead- Chairman, Mr. Coy E. Harville, Mr. Tim R. Barber (g) Board of Supervisors /School Board Liaison Committee: Mr. Jessie L. Barksdale- Chairman, Ms. Brenda H. Bowman, Mr. James H. Snead (h) Fire & Rescue Policies and Procedures Committee: Mr. Jerry A. Hagerman- Chairman, Mr. Jessie L. Barksdale, Mr. Coy E. Harville (i) Economic Development Committee: Mr. Jerry A. Hagerman- Chairman, Mr. Jessie L. Barksdale, Mr. Marshall A. Ecker (j) Agricultural Development Board: Mr. Jessie L. Barksdale (k) Animal Welfare Facility Committee: Mr. Coy E. Harville- Chairman, Mr. Tim R. Barber, Mr. James H. Snead (i) Beautification Committee: Ms. Brenda H. Bowman P16 Re- Organization Meeting January 7, 2013 Other Appointments by Mr. Ecker were: (a) Dan River Business Development Center: Ms. Brenda H. Bowman (b) Fire/Rescue Emergency Medical Services Advisory Committee (EMAC): Mr. Coy E. Harville (c) Local Elected Officials (LEO): Mr. Marshall A. Ecker (d) Metropolitan Planning Organization: Mr. Coy E. Harville, Mr. James H. Snead, Mr. Tim R. Barber; Alternate: Mr. William D. Sleeper (e) Pittsylvania County Community Action Agency: Mr. Jessie L. Barksdale (� Pittsylvania County Planning Commission: Mr. Jerry A. Hagerman (g) Sara Title III (LEPC): Mr. Tim R. Barber, Ms. Brenda H. Bowman (h) Social Services Board: Mr. Jessie L. Barksdale (i) Tri -County AEP Relicensing Committee: Mr. Jerry A. Hagerman, Mr. Marshall A. Ecker (j) Tri-County Lake Administrative Commission: Mr. Jerry A. Hagerman (k) Virginia Association of Counties Committee: Ms. Brenda H. Bowman (l) West Piedmont Planning Commission: Mr. Jessie L. Barksdale, Mr. James H. Snead (m) Roanoke River Basin Association: Mr. Jessie L. Barksdale Board Appointments Motion was made by Mr. Snead, seconded by Mr. Barber, to approve the following appointments to the Community Policy Management Team: Sherry Flanagan, Director, Pittsylvania County DSS Fran Elgin, Director, 22 "d District Court Services Unit Josie Loomis, Supervisor of Special Education, Pittsylvania County Schools James Bebeau, Executive Director, Danville - Pittsylvania Community Services Kim Van Der Hyde, Parent Representative Everlena Ross, Acting Director, Pittsylvania County Community Action Tonya Fowler, Executive Director, Arc of Southside Michael Taylor, Sheriff, Pittsylvania County Mr. Snead's motion was unanimously approved by the Board. Motion was made by Mr. Harville, seconded by Mr. Snead, to postpone appointing the nominations to the 2013/14 Agricultural Development Board until the January 22, 2013 meeting or until Mr. Harville receives a legal opinion on the list, which was unanimously approved by the Board. Motion was made by Mr. Snead, seconded by Ms. Bowman, to appoint Ms. Sonja Ingram as the Dan River Representative on the Beautification Committee, which was unanimously approved by the Board. Motion was made by Mr. Snead, seconded by Mr. Harville, to appoint Mr. Bobby Gene Atkinson as the Dan River Representative to the Pittsylvania County Service Authority, which was unanimously approved by the Board. P17 Re- Organization Meeting January 7, 2013 Anaroval of Agenda Motion was made by Mr. Barber, seconded by Ms. Bowman, to approve the agenda with the referenced additions, deletions, and item moves, which was unanimously approved by the Board. Hearing of Citizens Mr. Jason Andrews of the Callands- Gretna District thanked the Board for all they do for Pittsylvania County, and then offered a word of prayer. Mr. Richard Shumate of the Westover District offered a word of prayer, and then made comments hoping the Board would be cost - conscience in the upcoming year and not spend as much money as they had in the past. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Barber, seconded by Mr. Barksdale, to approve the Consent Agenda, with the deletion of item 26(c) and pulling Item 26(d) to be discussed separately, which was unanimously approved by the Board. (a) Minutes: December 3, 2012 Regular Meeting December 18, 2012 Adjourned Meeting Unfinished Business At their December 18, 2012 meeting, the Board of Supervisors held a public hearing for citizen input on a proposed amendment to Chapter 14 that would prohibit the posting of any fliers, signs, posters, or advertisements on any buildings, fences, poles, or other property owned by the County and that any person found guilty of violating this section shall be deemed guilty of a Class 3 misdemeanor. Because this is a billboard on property at Blairs at the compactor site, this issued was postponed until the Board's January 7, 2013 meeting. The County has been in contact with the owner of that sign and has offered the owner the opportunity to purchase fifteen feet of property that the sign is setting on, thus removing it from County owned property. The County has not received a response from the owner as of this meeting. Motion came from Ms. Bowman, seconded by Mr. Barksdale, to adopt Section 14 -4, Posting Generally, to the Pittsylvania County Code, to include the preface of "Notwithstanding any Federal or State Code... ". Mr. Barber pointed out that just over the weekend he had saw a flyer at the compactor site giving notice to a lost pet and how to contact the owner if found. Mr. Barber felt due to it being a high traffic area, this was an excellent place for people make others aware of such things. Mr. Harville agreed, stating that the Pepsi Company has made professional banners for charitable events and fundraisers for fire departments that are posted at the compactor sites. Ms. Bowman stated that in raising the awareness of beautification in the County, this proposal came about. Mr. Snead stated that he himself had posted a flyer letting people in his district know about the Countywide Cleanup Day. Mr. Ecker stated that he was in support of the ordinance because when he campaigned for office, he was told he could not put campaign signs up on County property, but he did witness campaign signs for others on County property. The following Roll Call Vote was recorded: Mr. Harville -No; Mr. Snead -No; Mr. Barksdale -Yes; Mr. Hagerman- No; Ms. Bowman-Yes; Mr. Barber -No; and Mr. Ecker -Yes. Ms. Bowman's motion failed by a 3 to 4 majority vote of the Board, with Mr. Harville, Mr. Snead, Mr. Hagerman, and Mr. Barber opposing the proposed amendment. Mr. Sleeper stated that since the proposed ordinance failed, there did not seem to be a reason to pursue the sign owner's consideration of purchasing the Pis Re- Organization Meeting January 7, 2013 property the billboard sign was located on. Mr. Ecker directed Mr. Sleeper to bring a spreadsheet to the Board of how much rent the County had collected over the years for the billboard owner's rent of the County property the sign is on, and the potential sale amount of the property. Ms. Sonja Ingram, representative of Preservation Virginia appeared before the Board to answer questions concerning an agreement from the Virginia Department of Historic Resources and Pittsylvania County. At their December 18, 2012 meeting, the Board had agreed to sponsor a grant application, at no cost to the County, on behalf of Preservation Virginia to conduct a survey of tobacco barns in Pittsylvania County. At that December meeting, an issue arose in the wording, "wherein any additional costs about the $7, 000 from the Historic Resources Commission would have to be funded by the County. " Ms. Ingram assured the Board this language could be modified. Motion was made by Mr. Harville, seconded by Mr. Barksdale, to have the agreement modified to remove this particular wording from the agreement, which was unanimously approved by the Board. New Business Ms. Leigh Cockram, Director of the Southern Virginia Regional Alliance (SVRA), gave a presentation to the Board of the SVRA's activities and achievements over the last two years, as well as proposals SVRA has for the future. Mr. Ken Bowman, Director of Economic Development, gave a presentation on his recent joint economic development trip with the City of Danville to China, sponsored in part by GOK International. Motion was made by Mr. Harville, seconded by Mr. Barber, for the reappropriation of funds as follows: $199.67 to Clerk of Court- Copier Lease (100 -4- 021600 - 60051), $6,821.09 to Sheriff -DARE Supplies (100 -4- 031200 - 6002), $841.09 to Sheriff -Parts (100 -4- 031200 - 6030), $1,079.40 to Sheriff -Svc Costs -Labor (100 -4- 031200 - 6031), $53.18 to Volunteer Fire Department (VFD) -Fuel (100 -4- 032200 - 6008), $32.64 to Jail- Extradition (100 -4- 033100 - 5550), $18,354.36 to WIA -Rent (251 -4- 353160 - 5420), $8,000.00 to Industrial Incentives (325 -4- 081500- 8222). This motion required a 10 -Day Layover. Mr. Ecker directed the County Administrator to send the 2014 Budget Guidelines as presented in the County Administrator's proposed memorandum to department heads, requesting them to submit a fiscally responsible budget to the Finance Office no later than Friday, January 25, 2013. Mr. Ecker directed the County Administrator and the Director of Economic Development to work with the Industrial Development Authority to work at a proposed stipend, to include where it would be funded from, and then come back to the Board with their recommendation. Motion was made by Mr. Snead, seconded by Mr. Barksdale, to approve Out of State Travel for Ken Bowman, Director of Economic Development, for January 27, 2013 through February 1, 2013 to Las Vegas, Nevada, and out of state travel for February 20, 2013 through February 22, 2013 to Fort Lauderdale, Florida for events for contacts and marketing of Economic Development in Pittsylvania County, which was unanimously approved by the Board. P19 Re- Organization Meeting January 7, 2013 Motion was made by Mr. Barksdale, seconded by Mr. Harville, to approve the County Administrator to advertise a Request For Proposals for Financial Advisors for Pittsylvania County, which was unanimously approved by the Board. Items Added Motion was made by Mr. Barber, seconded by Mr. Snead, to approve the Pittsylvania County Health Department's request to approve them to retain $10,271.62 from the funds that would have otherwise been refunded to the County to pay the 37.97% locality mandate of a 3% salary increase the Commonwealth of Virginia approved its employees, which was unanimously approved by the Board. Motion was made by Mr. Hagerman, seconded by Mr. Harville to send the proposed Policy XIII, Whistleblower Policy, back to the County Attorney to have it amended to state the Panel for preliminary inquiry/investigation of complaints from employees would be comprised of the County Administration, adding to include both the County Attorney and the Chairman of the Board of Supervisors to said Panel. Mr. Ecker stated this did not need a motion and directed the County Administrator and County Attorney to amend the policy to include Mr. Hagerman's and Mr. Harville's request. Closed Session Motion was made by Mr. Snead, seconded by Mr. Harville, to enter into Closed Session for the following: Discussion of plans to protect public safety as it relates to terrorist activity and briefings by staff members, legal counsel, or law - enforcement or emergency service officials concerning actions taken to respond to such activity or a related threat to public safety; or discussion of reports or plans related to the security of any government facility, building or structure, or the safety of persons using such facility, building or structure. Authority: §2.2- 3711(A)(19) of the Code of Virginia, 1950, as amended Subject Matter: Public Safety Purpose: Briefing from the Honorable Michael W. Taylor, Sheriff, Pittsylvania County Mr. Snead's motion was unanimously approved and the Board entered into Closed Session at 9:20pm. Motion was made by Mr. Harville, seconded by Mr. Barber, to re -enter into Open Session. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Regular Meeting of the Pittsylvania County Board of Supervisors on Monday, January 4, 2013 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 Jerry A. Hagerman Yes P20 Re- Organization Meeting January 7, 2013 Brenda Bowman Yes Marshall Ecker Yes Coy E. Harville Yes James H. Snead Yes Jessie L. Barksdale Yes Tim R. Barber Yes The Board returned to Open Session at 10:45pm. Adiournment Motion was made by Mr. Harville, seconded by Mr. Barber, to adjourn, which was unanimously approved by the Board. The meeting adjourned at 10:47pm. P21 Special Call Meeting January 15, 2013 Pittsylvania County Board of Supervisors Tuesday, January 15, 2013 Work Session VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors was held on Tuesday, January 15, 2013 in the Main Conference Room of the Captain Martin Building located at 1 Center Street in Chatham, Virginia.Marshall Ecke,rChairman, called the meeting to order at 7:03 p.m. The following members were present: Marshall Ecker Brenda H. Bowman Coy E. Harville James Snead Jessie L. Barksdale Jerry A. Hagerman Tim Barber Staunton River District Chatham - Blairs District Westover District Dan River District Banister District Callands- Gretna District Tunstall District (arrived at 5:09pm) 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. Motion was made by Mr. Snead, seconded by Mr. Barksdale, to approve the agenda, which was unanimously approved by the Board with the exception of Mr. Barber, who had not yet arrived. New Business The Board discussed the following: (1) The need to set goals for capital equipment. - Mr. Ecker directed the County Administrator to provide the Board with an inventory of equipment and properties owned by the Board, and to develop a Capital Improvement Plan (CIP) for the Board that would also be sent to the Finance Committee. (1) The need to development some sort of mass communication, either once or twice a year, to reach all households in Pittsylvania County, and possible ways this could be done. (2) The importance of good customer service for citizens when they contact or visit County offices. (3) Discussion of a mandated security law coming into effect by September 2013 that is an unfunded mandate. (4) Adding the Olde Dominion Agricultural Center as a place the Board of Supervisors can hold County Business meetings /events. Mr. Sleeper pointed out this would require an amendment to the Board's By Laws that currently states all County meetings would be held on the County Complex. Also discussed was working with the Agricultural Foundation to possible develop P22 Special Call Meeting January 15, 2013 an agreement that would waive rental fees for the County if they held meetings there. (5) Looking into any possible duplication of services provided by agencies/boards, as well as job performance in the sense are there job functions /duties duplicated. - Mr. Ecker directed the Board to submit recommendations on areas to look for duplication and report back to the Board in two weeks with their suggestions. Mr. Snead asked this information be passed onto the Finance Committee as well. (6) Addition of "Presentations" to the agenda format for the Board of Supervisors, which would be listed after Public Hearings. This would require a By Law Change. (7) By Lay amendment of the Hearing of Citizens portion. — The Chairman directed this item, as well as the consideration of adding "Presentations" to the agenda format be referred to the Legislative Committee. (8) Discussion of holding one meeting per month (the regular meeting) and the second meeting being a work session of the full board, and all public hearings for rezoning cases would be heard immediately after the work session. (9) Verbal additions to the agenda at meetings to be accompanied by Executive Summaries. — Referred to Legislative Committee (10) Model of Excellence statement referred back to Legislative Committee to have all bulleted sections removed and leave only the opening statement and the last statement . Mr. Ecker adjourned the meeting at 6:00pm, with the Board to reconvene in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia, for a Special Call Meeting of the Board to hearing Public Hearings. P23 Special Call Meeting January 15, 2013 Pittsylvania County Board of Supervisors Tuesday, January 15, 2013 Special Call Meeting VIRGINIA: The Special Call Meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, January 15, 2013 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Marshall A. Ecker, Chairman, called the meeting to order at 7:03 p.m. The following members were present: Marshall Ecker Staunton River District Brenda H. Bowman Chatham - Blairs District Coy E. Harville Westover District James Snead Dan River District Jessie L. Barksdale Banister District Jerry A. Hagerman Callands- Gretna District Tim Barber Tunstall District 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. Barksdale led the Pledge of Allegiance. Public Hearings Rezoning Cases Case 1: James & Areta Gibson - Callands- Gretna District; R -13 -001 Mr. Ecker opened the public hearing at 7:04pm. Mr. Greg Sides, Assistant County Administrator for Planning and Development, explained that James and Areta Gibson had petitioned to rezone the B -2, Business District portion of 12.57 acres (approximately 1.32 acres), located on RT 40/East Gretna Road in the Callands- Gretna Election District to R -1, Residential Suburban Subdivision District (to make the parcel one zoning designation to allow for expansion of an existing substation for Dominion Virginia Power). The Planning Commission, with no opposition, recommended granting the petitioner's request. Mr. Emmett Toms, Agent for Dominion Virginia Power, was present to represent the petition. No one signed up to speak and Mr. Ecker closed the hearing at 7:06pm. Motion was made by Mr. Hagerman, seconded by Mr. Barber, to approve granting Mr. and Ms. Gibson's request to rezoning Case R -13 -001 from B -2 to R -1. The following Roll Call Vote was recorded: Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead -Yes; and Mr. Ecker -Yes. Mr. Hagerman's motion to rezone Case R -13 -001 from B -2 to R -1 was unanimously approved by the Board. Case 2: Carson Lester — Chatham - Blairs District; R -13 -002 Mr. Ecker opened the public hearing at 7:07pm. Mr. Greg Sides, Assistant County Administrator for Planning and Development, explained that Carson Lester had petitioned to rezone 10.24 acres (8.87 acres from A -1, Agricultural District and 1.37 acres from R -1, Residential Suburban Subdivision District) to M -2, Industrial District, Heavy Industry, located off SR 744/Lester Lane, in the Chatham - Blairs Elections District (for a salvage yard/salvage license). Mr. Lester had also petitioned to rezone 0.91 acre, located on SR 1085 /Carson Lester Lane, in the Chatham - Blairs Election District from A -1, Agricultural District to M -1, Industrial District, Light Industry (to combine with GPIN #2412 -73 -5819 to make the zoning consistent). P24 Special Call Meeting January 15, 2013 The Planning Commission, with no opposition, recommended granting the petitioner's request provided the easement map is recorded up approval by the Board of Supervisors. Ms. Shelby Cody was present to represent the case. Mr. Jean Vernon, a resident of Danville, Virginia, and an adjacent property owner to the above referenced property owned by Carson Lester. Ms. Vernon stated that her property was located at the top of the mountain, behind Mr. Lester's and looking down on the property. She stated that she and Mr. Lester were friends, that she had spent $7,000 graveling the access road to her property that Mr. Lester had put in, and that he had not said anything to her about a salvage yard. Ms. Vernon pointed out that the proposed salvage yard would be 10 acres - equivalent to 10 football fields and would be the biggest salvage yard in Pittsylvania County, and could accommodate over 2,000 automobiles. Ms. Vernon questioned whether R &L Smith Road could accommodate traffic for that large of a salvage yard. Ms. Vernon stated that she was told the cars would be moved in and out in a matter of days, so she questions what a salvage yard that large would be needed if the turn- around period was so short. She suspects something besides a holding area is being done. Ms. Vernon stated environmental concerns of runoff from vehicle fluids into the nearby streams and ponds, and had contacted the Department of Environmental Quality with her concerns and was told Mr. Lester had a storm water permit. Ms. Vernon asked if the Board would postpone granting Mr. Lester's request until more investigation on his intents for the property and consequences to the environment if the salvage yard were put into place without property plans of action to prevent runoff contamination from auto fluids. And, as far as zoning and beautification was concerned, she would think a salvage yard was far from beautifying the County. The next person to speak was Mr. Mitch Guill, of the Chatham - Blairs District, another adjacent landowner to Mr. Lester, and had no problem with the petitioner's request to rezone the property. Ms. Cody presented a photo of the property, which has been a salvage yard for 37 years and is not something new. Mr. Lester intents to only use the 10 acres for a salvage yard, and not the entire property. Storm water has been tested on a consistent, periodic basis and has always passed. Mr. Harville stated that the problem he had was that all the cars there in the past had been crushed and moved. Mr. Harville stated that it could end up being 10 acres of junk cars, and as there's no proffer being offered on the future use of the property, it could legally be sold down the road. Mr. Hagerman questioned on what happened if there was a spillage and had cleanup concerns. Ms. Cody stated the State had given them books with the proper procedures, with the step by step process they must take in case of a spillage, and they had heavy duty equipment on the property to help with clean up as well. Mr. Sides pointed out this hearing was for rezoning only and that if it is rezoned at this meeting, the petitioner would still have to go through the process of obtaining a Special Use Permit and environmental questions brought up tonight would be discuss again before granting that permit. No one else signed up and Mr. Ecker closed the hearing at 7:21pm. Motion came from Ms. Bowman, seconded by Hagerman, to approve Mr. Lester's request rezone Case 2 from A -1 and R -1 to M -2. Mr. Harville stated he was voting against this based concerns he had on the frequent turnaround of the cars, that would create traffic not intended for that area, of concerns about it becoming the largest salvage yard in the County, and would prefer it remained as it was, with the Grandfather Clause it currently has that prevents the salvage yard from increasing. Ms. Bowman stated her reasons for supporting Mr. Lester's request to rezone were as follows. She personally visited the property with Mr. Richard Motley, Chatham- Blairs District representative on the Planning Commission, and then went back to visit with Ms. Vernon on her property located behind Mr. Lester's property. Ms. Vernon has approximately 60 acres located at the top of mountain. Ms. Bowman stated that they stood up, looking down on Mr. Lester's property, which totals approximately 300 acres, nearly the entire mountain except for the property owned by Ms. Vernon, Mr. Quill, and another owner who was not at the public hearing. Ms. Bowman stated that Mr. Vernon had cleaned up his entire property, and reduced down to the 10 acres in question at this hearing to be used for quick turn- around of salvage cars. Ms. Bowman stated P25 Special Call Meeting January 15, 2013 that the only reason any of that could be seen now was due to the lack of foliage this time of year. Once spring arrives and the trees re -leaf, none of Mr. Lester's property would be visible to Ms. Vernon. Fencing and trees are around the property in questions and Ms. Bowman has been told this area would be just for the rollbacks to come in and out with the cars. No other adjacent property owners were in opposition with the rezoning request. She understands Ms. Vernon's concerns, but Ms. Vernon doesn't leave there and Ms. Bowman feels comfortable in the rezoning. Mr. Harville stated that his only concern is that this request is coming without a property and once it's rezoned and if the Special Use Permit is granting, there's nothing to stop it from being sold to anyone else who could turn it into the largest salvage yard in the County. Mr. Barber stated that Mr. Lester used to be partners with someone who sold to CoPart, which is very similar. Mr. Barber stated that most cars involved in accidents have lost their fluids before reaching the salvage yards. Furthermore, Mr. Barber stated that the Board approved Hancock & Sons on Irish Road for a salvage yard, which has been fenced and well kept up. Mr. Barber said that when Mr. Lester began the amphitheater, it was a big controversy, but since it's not been a problem for the community. The salvage yard on the picture is larger than the 10 acres he wants to use and therefore, has no problem with rezoning the property. The following Roll Call Vote was recorded: Mr. Harville -No; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; and Mr. Ecker -Yes. Ms. Bowman's motion to approve rezoning Case R -13 -002 was approved by a 6 -1 majority vote of the Board, with Mr. Harville opposing. Case 3: Edward Dalton — Dan River District; R -13 -003 Mr. Ecker opened the public hearing at 7:31pm. Mr. Greg Sides, Assistant County Administrator for Planning and Development stated the Edward Dalton had petitioned to rezone a total of 19.66 acres, two parcels of land, located on SR 360 /Old Richmond Road and SR 713 /Oak Grove Road, in the Dan River Election District from R -1, Residential Suburban Subdivision District to A -1, Agricultural District (to make the zoning consistent with the adjacent parcels of land zoned A -1). The Planning Commission, with no opposition, recommended granting the petitioner's request. Mr. Dalton was present to represent the case and no one signed up to speak. Mr. Ecker closed the hearing at 7:32pm. Motion was made by Mr. Snead, seconded by Mr. Harville, to approve rezoning Case R -13 -003 from R -1 to A -1 to make it consistent with the surrounding property. The following Roll Call Vote was recorded: Mr. Snead -Yes; Mr. Barksdale. Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; and Mr. Ecker -Yes. Mr. Snead's motion to approve rezoning Case R -13 -003 from R -1 to A -1 was unanimously approved by the Board. Case 4: Nicholas J. Baker and Others — Tunstall District; R -13 -004 Mr. Ecker opened the public hearing at 7:33pm. Mr. Greg Sides, Assistant County Administrator for Planning and Development stated that Nicholas J. Baker and Others had petitioned to rezone a total of 37.50 acres, four parcels of land, located on SR 703 /Irish Road, in the Tunstall Election District from R -1, Residential Suburban Subdivision District to A -1, Agricultural District (to make the zoning consistent with the adjacent parcels zoned A -1). The Planning Commission, with no opposition, recommended granting the petitioners' request. Mr. Tom Baker was present to represent the petition. No one signed up to speak and Mr. Ecker closed the public hearing at 7:34pm. Motion was made by Mr. Barber, seconded by Mr. Harville, to grant the petitioners' request to rezone Case R -13 -004 from R -1 to A -1, making in consistent with the surround adjacent parcels zoned A -1. The following Roll Call Vote was recorded: Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead -Yes; and Mr. Ecker -Yes. Mr. Barber's motion to rezone Case R -13- 004 from R -1 to A -1 was unanimously approved. P26 Special Call Meeting January 15, 2013 Case 5: Michael Shelton — Banister District; R -13 -005 Mr. Ecker opened the public hearing at 7:35pm. Mr. Greg Sides, Assistant County Administrator for Planning and Development explained that Michael Shelton had petitioned to rezone 13.24 acres, located on U.S. Highway 29 North in the Banister Election District from R -1, Residential Suburban Subdivision to B -2, Business District, General (for future sale of the property). The Planning Commission, with opposition, recommended the petitioner's request be granted with a proffer stating the following conditions: (1) All old junk cars and car parts be removed from the property: (2) The old house located on the property be demolished and cleaned up. The petitioner had submitted a proffer state the above - referenced conditions as requested by the Planning Commission. Mr. Shelton was present to represent the petition. No one signed up to speak and Mr. Ecker closed the public hearing at 7:36pm. Motion was made by Mr. Barksdale, seconded by Mr. Snead, to rezone Case R -13 -005 from R -1 to B -2. Mr. Barksdale stated that the Shelton had already met the requirements of the proffer and provided a confirmation letter from R.G. Jones and Sons excavation confirming the work had been done. In addition, Mr. Barksdale said, the Sheltons had also taken down two trees in consideration of the neighbors, although that wasn't a requirement of the proffer. Mr. Harville also complimented the Sheltons on the expedience of meeting the proffer requirements. The following Roll Call Vote was recorded: Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; and Mr. Ecker -Yes. Mr. Barksdale's motion to rezone Case R -13 -005 was unanimously approved. Case 6: Robert Clinton Nuckles, Jr. — Dan River District: R -13 -006 Mr. Ecker opened the public hearing at 7:39pm. Mr. Greg Sides, Assistant County Administrator for Planning and Development stated that Robert Clinton Nuckles, Jr. had petitioned to rezone 0.45 of an acre (part of 1.27 acres), located on SR 729/Kentuck Road, in the Dan River Election District from B -2, Business District, General to A -1, Agricultural (to combine with the adjacent parcel of land zoned A -1 to construct a single-family dwelling). The Planning Commission, with no opposition, recommended granting the petitioner's request. Mr. Nuckles was present to present the case. No one signed up to speak and Mr. Ecker closed the public hearing at 7:40pm. Motion was made by Mr. Snead, seconded by Mr. Barber, to rezone Case R -13 -006 from B -2 to A -1, in order to make it consist with the A -1 zoning of surrounding properties. The following Roll Call Vote was recorded: Ms. Bowman-Yes; Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; and Mr. Ecker -Yes. Mr. Snead's motion to rezone Case R -13 -006 was unanimously approved by the Board. Case 7: Industrial Development Authority — Dan River District; R -13 -007 Mr. Ecker opened the public hearing at 7:41pm. Mr. Greg Sides, Assistant County Administrator for Planning and Development stated that the Industrial Development Authority of Pittsylvania County, VA, had petitioned to rezone 2.99 acres , located on SR 733/Barker Road, in the Dan River Election District from R -1, Residential Suburban Subdivision to M -1, Industrial District, Light Industry (for industrial development). The Planning Commission, with no opposition, recommended granting the petitioner's request. Mr. Sides or Mr. Sleeper offered to answer any questions on the behalf of the Industrial Development Authority. No one signed up to speak and Mr. Ecker closed the public hearing at 7:42pm. Motion was made by Mr. Snead, seconded by Mr. Barksdale, to approve rezoning Case R -13 -007 from R -1 to M -1. The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes and Mr. Ecker -Yes. Mr. Snead's motion to rezone Case R -13 -007 was unanimously approved by the Board. P27 Special Call Meeting January 15, 2013 Case 8: Jack Pruitt — Dan River District; R -13 -008 Mr. Ecker opened the public hearing at 7:44pm. Mr. Greg Sides, Assistant County Administrator for Planning and Development stated that Jack Pruitt had petitioned to rezone 0.827 of an acre (part of 1.22 acres) located on U.S. Highway 58 East/South Boston Highway, in the Dan River Election District from RC -1, Residential Combined Subdivision District to B -2, Business District, General (to be combined with an adjacent parcel of land zoned B -2 and for future lease of the property for truck sales). The Planning Commission, with no opposition, recommended granting the petitioner's request. Mr. Pruitt was present to represent the petition. No one signed up to speak and Mr. Ecker closed the hearing at 7:45pm. Motion was made by Mr. Snead, seconded by Mr. Barksdale, to rezone Case R -13 -008 from RC -1 to B -2. The following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; and Mr. Ecker -Yes. Mr. Snead's motion to rezone Case R -13 -008 from RC -1 to B -2 was unanimously approved by the Board. Case 9: R -13 -009 -Withdrawn Case 10: Dry Creek Properties, LLC — Chatham - Blairs District: R -13 -010 Mr. Ecker opened the public hearing at 7:46pm. Mr. Greg Sides, Assistant County Administrator for Planning and Development stated that Dry Creek Properties, LLC had petitioned to rezone 5.102 acres (part of 135.50 acres) located on U.S. Highway 29, in the Chatham- Blairs Election District from A -1, Agricultural District to B -2, Business District, General, (to make the zoning consistent with the adjoining parcels of land zoned B -2 and future sale of the property). The Planning Commission, with no opposition, recommended granting the property. Mr. Ramsey Yeatts was present to represent the petition. No one signed up to speak and Mr. Ecker closed the hearing at 7:47pm. Motion was made by Ms. Bowman, seconded by Mr. Barber, to approve rezoning Case R -13 -010 from A -1 to B -2 in order to make the zoning consistent with the adjacent properties. The following Roll Call Vote was recorded: Mr. Snead- Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; Mr. Harville- Yes; and Mr. Ecker -Yes. Ms. Bowman's motion to approve rezoning Case R13 -010 from A -1 to B -2 was unanimously approved by the Board. Case 11: Pauline M. Holland and Others — Tunstall District; R -13 -011 Mr. Ecker opened the public hearing at 7:50pm. Mr. Greg Sides, Assistant County Administrator for Planning and Development stated that Pauline M. Holland and Others had petitioned to rezone 4.34 acres, located on SR 750 /Whitmell School Road in the Tunstall Election District from B -2, Business District, General to R -1, Residential Suburban Subdivision District (to make the zoning consistent with the adjacent parcels of land zoned R -1). The Planning Commission, with no opposition, recommended granting the petitioners' request. Mr. Ramsey Yeatts was present to represent the petition. No one signed up to speak and Mr. Ecker closed the public hearing at 7:49pm. Motion was made by Mr. Barber, seconded by Ms. Bowman, to approve rezoning Case R -13 -011 from B -2 to R -1, in order to make the zoning of the property consisting with the adjacent properties. The following Roll Call Vote was recorded: Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead -Yes; and Mr. Ecker -Yes. Mr. Barber's motion to rezone Case R -13 -011 from B -2 to R -1 was unanimously approved by the Board. This concluded the rezoning cases. P28 Special Call Meeting January 15, 2013 Public Hearine Pursuant to §15.2- 2272(2) of the Code of Virginia, 1950, as amended, the Board of Supervisors of Pittsylvania County, Virginia held a public hearing to receive citizen input on the proposed vacation of the following portions of the Mountain Vista Estate Sudivision by Thomas and Jane McLean: Tract A, GPIN #1551 -98 -9619, 74.22 acres Lot 3, GPIN #1561 -19- 1451,17.09 acres; Lot 5, GPIN #1561 -28 -2624, 7.66 acres; Lot 6, GPIN #1561 -09 -1994, 43.30 acres; and "Residue ", GPIN #1561-08-8027,20.25 acres. Mr. Ecker opened the public hearing at 7:52pm. Mr. Seth Elmore, attorney for Thomas and Jane McLean, was present to represent the case. Mr. Elmore state that the Mr. and Mrs. McLean owned Mountain Vista Estate Subdivision located at the intersection of SR 626 /Smith Mountain Road and SR 779/Liberty Road, in Pittsylvania County, Virginia. In 2007, the McLeans had sold 4 lots of Mountain Vista Estates to private individuals. In November 2012, the McLeans formally requested via letter to vacate the following properties; Tract A, GPIN #1551 -98 -9619, 74.22 acres; Lot 3, GPIN #1561 -19 -1451, 17.09 acres; Lot 5, GPIN #1561 -28- 2624, 7.66 acres; Lot 6, GPIN #1561 -09 -1994, 43.30 acres; and "Residue ", GPIN #1561 -08- 8027, 20.25 acres. Mr. Elmore stated this was what was left of their original farm and the subdivision did not develop, that no irrepairable harm would be done to the other landowners who bought lots. It is the intent of the McLeans to re -enter Land Use once the subdivision has been vacated. Mr. Sleeper stated that since lots had been sold, it would be required by State statute that if the Board agreed to vacate the subdivision, it would be necessary to do so by an Ordinance of Vacation, which the County Attorney has prepared, and that if it was approved, this would be the first subdivision of this kind to be vacated in Pittsylvania County. Mr. Sides stated that vacating a subdivision is not a process the County takes lightly and that there is a process that must be gone through. There must be approval by the Virginia Department of Transportation, the Health Department's approval, and the approval of the County's Subdivision Agent. In this particular case, there was no new road that was built as part of the subdivision, so all of the lots front on an existing state road. The lots that were sold all have state road frontage. The property in case is completely undeveloped at this point other than the existing residences. It is a very heavily wooded area with rough terrain and Mr. Sides believed that under this particular set of circumstances it was understandable that this case may be one the Board may agree to vacation. Mr. Sides confirmed that owners of the lots that were sold had been contacted concerning this public hearing by certified mail. Mr. Ecker closed the public hearing at 8:OOpm. Motion was made by Mr. Hagerman, seconded by Mr. Barksdale, to approve an Ordinance of Vacation of a Subdivision Plat for Mountain Vista Estates, with the typographical corrections. The following Roll Call Vote was recorded: Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber - Yes; Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; and Mr. Ecker -Yes. Mr. Hagerman's motion was unanimously approved by the Board. Mr. Vaden Hunt, County Attorney, stated for the recorded that under State Code, this ordinance must be held from recording for thirty (30) days to allow someone to object to the vacation. If someone does object, they have the right to appeal to the Circuit Court. If no one objects during the thirty (30) day period, then the County will file this Ordinance of Vacation in Circuit Court. P29 Special Call Meeting January 15, 2013 AN ORDINANCE OF VACATION OF A SUBDIVISION PLAT PURSUANT TO § 15.2- 2272(2) OF THE CODE OF VIRGINIA, 1950, AS AMENDED RESOLUTION 2013 -01 -01 WHEREAS, § 15.2 -1427 of the Code of Virginia, 1950, as amended, enables a local governing body to adopt resolutions and ordinances generally; and WHEREAS, § 15.2- 2272(2) of the Code of Virginia, 1950, as amended, authorizes the Board of Supervisors of the County of Pittsylvania, Virginia, to vacate a subdivision plat by ordinance in cases where any lot within the subdivision has been sold; and WHEREAS, Thomas and Jane McLean (the "McLean ") are owners' of record of property known as the Mountain Vista Estates Subdivision ( "Mountain Vista Estates "), located at the intersection of State Route No. 626 (Smith Mountain Road) and State Route No. 779 (Liberty Road) in Pittsylvania County, Virginia; and WHEREAS, a plat and survey detailing the Mountain Vista Estates subdivision is recorded in the Clerk's Office of the Circuit Court of Pittsylvania County, Virginia, in Map Book 44, at page 64L; and WHEREAS, in 2007, the McLeans sold four (4) lots of Mountain Vista Estates to private individuals for monetary consideration; and WHEREAS, on November 5, 2012, pursuant to § 15.2- 2272(2) of the Code of Virginia, 1950, as amended, the McLeans formally requested via letter that the following certain property contained in Mountain Vista Estates and the plat detailing the same be vacated by ordinance: Tract A, GPIN 1551 -98 -9610, 74.22 acres; Lot 3, GPIN # 1561 -19 -1451, 17.09 acres; Lot 5, GPIN # 1561 -28 -2624, 7.66 acres; Lot 6, GPIN # 1561 -09 -1994, 43.30 acres; and "Residue," GPIN # 1561 -08 -8027, 20.25 acres; and WHEREAS, pursuant to § 15.2- 2272(2) of the Code of Virginia, 1950, as amended, the proper notice has been provided as required by § 15.2 -2204 of the Code of Virginia, 1950, as amended, which clearly describes the plat to be vacated and stated the time and place of the meeting at which the Board of Supervisors would consider and vote upon the Ordinance of Vacation, which was scheduled for Tuesday, January 15, 2013, at 7:00 p.m. in the General District Courtroom of the Edwin R Shields Courthouse Addition in Chatham, Virginia; and WHEREAS, the full text of the subdivision vacation advertisement and ordinance was available for public inspection in the Office of the County Administrator, County Administration Building, I Center Street, Chatham, Virginia, Monday through Friday, from 8:00 a.m. to 5:00 p.m. for public inspection and viewing; and WHEREAS, individual notice was provided by Pittsylvania County staff to all owners of property included in and affected by the plat and subdivision vacation request; and WHEREAS, pursuant to § 15.2- 2272(2) of the Code of Virginia, 1950, as amended, all persons were permitted to appear at the Board of Supervisors' meeting conducted on Tuesday, January 15, 2013, for the purpose of objecting to the adoption of the Ordinance of Vacation; and P30 Special Call Meeting January 15, 2013 WHEREAS, this matter having been given due notice, public comment, and thorough and appropriate consideration by the Board of Supervisors of the County of Pittsylvania, Virginia, NOW, THEREFORE, BE IT ORDAINED AND ENACTED that, pursuant to authority granted by § 15.2 -1427 of the Code of Virginia, 1950, as amended, and in accordance with 15.2- 2272(2) of the Code of Virginia, 1950, as amended, the subdivision plat and acreage identified above is hereby vacated; and BE IT FURTHER ORDAINED that a certified copy of this Ordinance of Vacation shall be recorded after the expiration of thirty (30) days from the date hereof, unless appealed to the Circuit Court for the County of Pittsylvania, Virginia, and thereafter, if this Ordinance of Vacation is affirmed by said Court, in the Clerk's Office of the Circuit Court of Pittsylvania County, Virginia; and BE IT FURTHER ORDAINED AND ENACTED that, in accordance with the provisions of § 15.2 -2274 of the Code of Virginia, 1950, as amended, the recordation of this Ordinance of Vacation as required in the preceding paragraph shall operate to destroy the force and legal effect of the Plat described above herein and so vacated and vest fee simple title free and clear of any rights of the public or other owners of lots shown on the aforesaid plat, but subject to the rights of the owners of any public utility installations which have been previously erected therein. ADOPTED BY THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA ON JANUARY 15, 2013. Adiournment Motion was made by Mr. Snead, seconded by Mr. Barber, to adjourn, which was unanimously approved by the Board. The meeting adjourned at 8:06pm. P31 Adjourned Meeting January 22, 2013 Pittsylvania County Board of Supervisors Tuesday, January 22, 2013 Adjourned Meeting VIRGINIA: The Adjourned Meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, January 22, 2013 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Marshall A. Ecker, Chairman, called the meeting to order at 7:03 p.m. The following members were present: Tim Barber James Snead Jessie L. Barksdale Jerry A. Hagerman Marshall Ecker Brenda H. Bowman Tunstall District Dan River District Banister District Callands- Gretna District Staunton River District Chatham - Blairs District Mr. Coy E. Harville, Westover District, was absent from the meeting. 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. Harville led the Pledge of Allegiance. Approval of Agenda Motion was made by Mr. Barber, seconded by Mr. Barksdale, to approve the agenda, with the removal of Item 16- Westover Representative Appointment to the Purchase Rights Development Subcommittee, which was unanimously approved by the Board, with the exception of Mr. Harville, who was absent. Hearin¢ of the Citizens Karen Maute of the Westover District made comments to the Board concerning the inferred reference in current House and Senate Bills under discussion in the General Assembly that uranium mining "uranium mining would ultimately be up to the County". Ms. Maute assumes this means through the mining company's application for a Special Use Permit. Gerald Milliman of the Staunton River District, thanked the Board of all they do, and offered a word of prayer. Kay Patrick of the Callands- Gretna District also made comments concerning House Bill 1804 and Senate Bill 919 currently being discussed in General Assembly committees. Mr. Louie Wyatt of the Chatham- Blairs District made comments concerning the mining issue and does not support mining/milling in the County. Merle Ruttledge of the Chatham - Blairs District made comments and complaints about the Sheriff's Department and stated that there needed to be an investigation launched. Deborah Lovelace of the Callands- Gretna District made comments concerning the proposed tax levy in proposed Senate Bill 919. Ray Wright declined to comment at this time. Michael Hudson of the Town of Hurt, made comments that the entire Town of Hurt needed to have a leash law enforced. This concluded the Hearing of the Citizens. Consent Agenda (a) Reorganization Resolution (b) Region One — February P32 Adjourned Meeting January 22, 2013 (c) Beautification Committee - Annual Re- appointments Board. Motion was made by Barber, seconded by Ms. Bowman, to approve the Consent Agenda, which was unanimously approved by the Board, with the exception of Mr. Harville, who was absent. Unfinished Business At the January 4, 2013 Board of Supervisors' Re- organizational Meeting, a motion was made by. Harville, seconded by Mr. Barber, for the reappropriation of funds as follows: $199.67 to Clerk of Court- Copier Lease (100 -4- 021600 - 60051), $6,821.09 to Sheriff -DARE Supplies (100 -4- 031200 - 6002), $841.09 to Sheriff -Parts (100 -4- 031200 - 6030), $1,079.40 to Sheriff -Svc Costs -Labor (100 -4- 031200 - 6031), $53.18 to Volunteer Fire Department (VFD) -Fuel (100 -4- 032200- 6008), $32.64 to Jail- Extradition (100 -4- 033100 - 5550), $18,354.36 to WIA -Rent (251- 4- 353160 - 5420), $8,000.00 to Industrial Incentives (325 -4- 081500 - 8222). This motion required a 10 -Day Layover that had now been met. The following Roll Call Vote was recorded: Mr. Harville- Absent; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; and Mr. Ecker -Yes. Mr. Harville'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 Mr. Barksdale, to approve the amended State Survey and Planning Funds Agreement between Pittsylvania County and the Virginia Department of Historic Resources for Preservation Virginia, which was unanimously approved by the Board with the exception of Mr. Harville, who was absent. New Business Motion came from the Legislative Committee on the following amendments to the By Laws for the Board of Supervisors: (a) Section 2.1 — Meeting in Government Complex- to remove the section stating that all Board of Supervisors meetings must be held on the County Complex (b) Section 2.6 (i)- Agenda- To include "Presentations" as a section of the Agenda, immediately following the Public Hearing Section. (c) Section 2.6 (ii) — Consent Agenda — . No person shall be permitted to address the Board more than once on the same subject in any one meeting, but may also address the Board once on more than one subject. (d) Section 2.11- Agenda Additions and Approval - Unless an emergency or timely action is required, items presented under this heading requiring action will be for future agenda items or for additional information from staff members only. No item presented under this heading or at any point during the meeting will be acted upon at the meeting at which presented. However, such item shall be scheduled for Board action at a subsequent meeting within a reasonable period of time or unless withdrawn by the advocate Board member. (e) Section 2.11 — the word "memorandum" is replaced with "executive summary" (f) 5.4 - The Chairman shall be authorized to temporarily participate, including voting, in any committee of the Board of Supervisors for the purpose of creating a quorum and/or action (g) Standards of Conduct- to be signed and returned to the County Administrator's Office by members appointed to committees, boards and agencies within 30 days of recipient of the form. This motion required a 10 -Day Layover. P33 Adjourned Meeting January 22, 2013 Motion came from the Legislative Committee to hold a public hearing on Tuesday, February 19, 2013 for public input on amendments to the Land Use Ordinance to include proposed Forms LUl and LU2 as the officially approved County forms for Land Use Revalidation. This motion was unanimously approved by the Board with the exception of Mr. Harville, who was absent. Mr. Ecker directed the County Administrator to table discussion of a fuel reimbursement request until a complete audit of all fire and rescue fuel reimbursement requests was conducted. Motion was made by Mr. Barksdale, seconded by Mr. Snead, to approve the appropriation of $33,5000.00 to Line Item 410 -4- 094400 -3150 (Legal/Bond Fees) in order to pay closing costs associated with the refunding of 2012 General Obligation School Notes, which was unanimously approved by the Board, with the exception of Mr. Harville, who was absent. Motion was made by Mr. Snead, seconded by Mr. Barksdale, to approve Change Order 3 with Gamewood Technologies, Inc. in the amount of $12,750.00 in connection with the E911 Tower -Radio System Upgrade project, which was unanimously approved by the Board with the exception of Mr. Harville, who was absent. Motion was made by Mr. Barksdale, seconded by Mr. Snead, to amend the Sheriff Office 2012/13 budget and appropriate $2,807.90 to line item 100 -4- 031200 -5878 for donations made to this year's Trunk or Treat event, which was unanimously approved by the Board with the exception of Mr. Harville, who was absent. Motion was made by Mr. Hagerman, seconded by Ms. Bowman, to set a public hearing on February 19, 2013 to citizen input on a proposed amendment to 2.22- Running at Large Restrictions, of the Pittsylvania County Code to include Sunset Bay Subdivision, which was unanimously approved by the Board, with the exception of Mr. Harville, who was absent. Motion was made by Mr. Snead, seconded by Mr. Barksdale, to appropriate $23,274.13 from unappropriated surplus to the Treasurer of Pittsylvania County and authorize the amount to be paid to Alltel Communications, LLC for 2011 taxes paid in error. This motion required a 10 -Day Layover. Board Appointments Motion was made by Mr. Hagerman, seconded by Ms. Bowman, to appoint Mr. John Lindsey as the Citizen Representative to the Tri- County Lake Administrative Commission, which was unanimously approved by the Board with the exception of Mr. Harville, who was absent. Board Announcements Mr. Ecker called a Special Call Meeting of the Board of Supervisors to be held on Wednesday, January 23, 2013 at 3pm in the Main Conference Room of the Captain Martin located on 1 Center Street in Chatham, Virginia for the purpose a purposed resolution concerning uranium mining/milling in Pittsylvania County. P34 Adjourned Meeting January 22, 2013 Closed Session Motion was made by Mr. Barber, seconded by Mr. Snead, to enter into Closed Session for the purpose of: Consultation with legal counsel and briefings by staff members or consultants pertaining to actual or probable litigation, where such consultation or briefing in open meeting would adversely affect the negotiation and litigating posture of the public body. Authority: 2- 2.3711(A)(7), Code of Virginia, 1950, as amended Subject Matter: Barbara Hudson v. Pittsylvania County, Virginia and Board of Supervisors of Pittsylvania County, Virginia Purpose: Briefing by Legal Counsel Mr. Barber's motion was unanimously approved by the Board with the exception of Mr. Harville, who was absent. The Board entered into Closed Session at 8:25pm. Motion was made by Mr. Barber, seconded by Mr. Snead, to return to Open Session. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Regular Meeting of the Pittsylvania County Board of Supervisors on Tuesday, January 22, 2013 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. The Board returned to Open Session at 8:35pm. Adjournment Motion was made by Mr. Snead, seconded by Mr. Barksdale, to adjourn, which was unanimously approved by the Board. The meeting adjourned at 8:36pm. P35 Vote Jerry A. Hagerman Yes Brenda Bowman Yes Marshall Ecker Yes Coy E. Harville Absent James H. Snead Yes Jessie L. Barksdale Yes Tim R. Barber Yes The Board returned to Open Session at 8:35pm. Adjournment Motion was made by Mr. Snead, seconded by Mr. Barksdale, to adjourn, which was unanimously approved by the Board. The meeting adjourned at 8:36pm. P35 Special Call Meeting January 23, 2013 Pittsylvania County Board of Supervisors Tuesday, January 23, 2013 Special Call Meeting VIRGINIA: The Special Call Meeting of the Pittsylvania County Board of Supervisors was held on Wednesday, January 23, 2013 in the Main Conference Room of the Captain Martin Building located at 1 Center Street in Chatham, Virginia. Marshall A. Ecker, Chairman, called the meeting to order at 2:32 p.m. The following members were present: Marshall Ecker Brenda H. Bowman James Snead Jessie L. Barksdale Jerry A. Hagerman Tim Barber Staunton River District Chatham - Blairs District Dan River District Banister District Callands- Gretna District Tunstall District Mr. Coy E. Harville, Westover District, was absent from the meeting. 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. Ms. Bowman led the Pledge of Allegiance. New Business After the Board's discussion of Senate Bill 919 and House Bill 1804, and Senate Bill 1353 and House Bill 2330, Mr. Barber presented a resolution and Mr. Snead had been working on concerning keeping the moratorium on the banning of uranium mining in place. After going through the resolution paragraph by paragraph, it was the majority consensus of the Board to eliminate paragraphs 4, 5, 6, and 7. Motion was then made by Mr. Barber, seconded by Mr. Snead, to approve Resolution 2013- 01 -03. The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Harville- Absent; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr Bowman-No; and Mr. Ecker -Yes. Mr. Barber's motion passed by a 5 -1 Board, with Ms. Bowman in opposition and Mr. Harville being absent. P36 . Hagerman-Yes; Ms. majority vote of the Special Call Meeting January 23, 2013 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS URANIUM RESOLUTION 2013 -01 -03 WHEREAS, the Board of Supervisors of Pittsylvania County has received input from numerous sources over the past five (5) years concerning uranium mining and milling within the boundaries of Pittsylvania County, and WHEREAS, the National Academy of Science (NAS) study states that it would take the state of Virginia at least four years (4) years to set up a uranium mining regulating system and the actual uranium mining would not begin for five (5) to eight (8) years after a license is issued, and WHEREAS, the NAS study concluded that the commonwealth of Virginia has no experience with uranium mining, that the federal government has little or no experience applying existing laws and regulations to states with wet climates and extreme precipitation events, and that "there are gaps in legal and regulatory coverage for activities involved in uranium mining, processing, reclamation, and long- term stewardship ... [and] ... steep hurdles to be surmounted before mining and/or processing could be established within a regulatory environment that is appropriately protective of the health and safety of workers, the public, and the environment;" and WHEREAS, the authority for licensing of a uranium mine comes from the State Corporation Commission, by agreement with the Department of Mines, Minerals, and Energy, the Department of Environmental Quality, the Department of Health, and the U.S. Nuclear Regulatory Commission, then BE IT HEREBY RESOLVED that the Board of Supervisors of Pittsylvania County, Virginia desires to protect the health safety and welfare of the citizens from undesirable affects of uranium mining and milling, including surface water, ground water, air, and agriculture, and therefore requests the General Assembly to leave the moratorium in place and not approve any senate bill or house bill that may come before them related to uranium mining and milling, and BE IT FURTHER RESOLVED that a copy of this resolution be forwarded to the Governor of the Commonwealth of Virginia and all the representatives in the Virginia General Assembly. Given under my hand this 23d day of January 23, 2013. Marshall A. Eck&, Chairman Pittsylvania County Board of Supervisors William D. Sleeper Jerk Pittsylvania Coun y Board of Supervisors Motion was made by Mr. Barber, seconded by Mr. Snead, to authorize the County Administrator to sign and approve disbursement of forfeited assets on the behalf of the P37 Special Call Meeting January 23, 2013 Commonwealth's Attorney to the Virginia Criminal Justice Foundation, Inc. from March 2011 - March 2012, totaling $4,373.65. The following Roll Call Vote was recorded: Mr. Harville- Absent; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber - Yes; and Mr. Ecker -Yes. Mr. Barber's motion was unanimously approved by the Board, with the exception of Mr. Harville, who was absent. Motion was made by Mr. Hagerman, seconded by Mr. Barber, to approve the Chatham Train Depot Agreement between the Pittsylvania County Historical Society, the Pittsylvania County Public Library, and Pittsylvania County dated January 1, 2013 through June 30, 2013, and to extend it year by year thereafter; and to authorize the County Administrator and the County Attorney to sing on behalf of the Board of Supervisors, pending approval by the County Attorney, which was unanimously approved by the Board, with the exception of Mr. Harville, who was absent. Adjournment Motion was made by Mr. Snead, seconded by Mr. Barber, to adjourn the meeting, which was unanimously approved by the Board, with the exception of Mr. Harville, who was absent. The meeting adjourned at 3:36pm. P38 Special Call Meeting January 29, 2013 Pittsylvania County Board of Supervisors Tuesday, January 29, 2013 Special Call Meeting VIRGINIA: The Special Call Meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, January 29, 2013 in the Conference Room of the School Administration Building located at 39 Bank Street in Chatham, Virginia. Marshall A. Ecker, Chairman, called the meeting to order at 5.34 p.m. The following members were present: Marshall Ecker Brenda H. Bowman James Snead Jessie L. Barksdale Jerry A. Hagerman Tim Barber Coy E. Harville Staunton River District Chatham - Blairs District Dan River District Banister District Callands- Gretna District Tunstall District Westover District 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. Barksdale led the Pledge of Allegiance. New Business Motion was made by Mr. Hagerman, seconded by Mr. Barksdale, to approve Resolution 2013 -01 -04 concerning requests for a Certification of Public Need currently under review by the State Health Department. Mr. Hagerman's motion passed by a 4 to 3 majority vote of the Board, with Mr. Harville, Mr. Barber and Mr. Snead opposing. P39 Special Call Meeting January 29, 2013 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFICATE OF PUBLIC NEED RESOLUTION 2013 -01 -04 WHEREAS, the Board of Supervisors of Pittsylvania County has approved two past resolutions in support of Certificates of Public Need for new or upgraded medical facilities and services in Pittsylvania County, and WHEREAS, the applicants for the Certificates of Public Need are Centra Health, Inc, ( "Centra'l which has proposed a comprehensive medical care facility in Gretna, Virginia, that includes a 24/7 emergency department with a CT scanner, and Danville Diagnostic Imaging Center, LLC ( "DDIC "), which has proposed placing a CT scanner in Chatham, Virginia, and WHEREAS, there is a significant need for the medical facilities and services for both economic development reasons and improved services to the citizens of the County, particularly in the central and northern ends of the County, and WHEREAS, the Virginia Department of Health's Division of Certificate of Public Need ( "DCOPN "), held a public hearing on Thursday, January 11, 2013, to receive citizen input on DDIC's Certificate of Public Need application for a CT scanner in Chatham, Virginia and on Centra's Certificate of Public Need application for its comprehensive medical facility and CT scanner in Gretna, Virginia, and this hearing was attended by over 700 County citizens making it one of the largest public hearings for a Certificate of Public Need ever held by DCOPN, and WHEREAS, the DCOPN staff report recommends that the Commissioner of Health conditionally approve both applications for Certificates of Public Need, which would provide over $2,000,000 in equipment and 10 new jobs in Chatham, Virginia and over $23.8 million in building and equipment and 74 new jobs in Gretna, Virginia, providing the desperately needed improvements to medical services and economic development in the County, and WHEREAS, in spite of the overwhelming show of community support and need for improved medical facilities in the County, DDIC has filed a letter in opposition to the staff report and requested an Informal Fact Finding Conference be convened by February 4, 2013 and further in spite of the fact that DCOPN recommended that DDIC's project be approved exactly as DDIC had requested in its application, then BE IT HEREBY RESOLVED that the Board of Supervisors of Pittsylvania County, Virginia strongly disagrees with DDIC's letter and the delay it will cause in the implementations of the proposed improvements needed in Pittsylvania County and requests that the Commissioner of Health accept the DCOPN staff report and move forward with the approval of the projects and with the issuance of the Certificates of Public Need, and P40 Special Call Meeting January 29, 2013 BE IT FURTHER RESOLVED that a copy of this resolution be forwarded to the Commissioner of Health, The Director of the Division of l.icensure and Certification and the Director of the Division of Certificate of Public Need and all the local representatives in the Virginia General Assembly. Given under my hand this 29nd day of January, 2013. Adiournment Motion was made by Mr. Snead, was unanimously approved by the Board. arshall A. Ecker, Chairman County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors seconded by Mr. Barber, to adjourn the meeting, which The meeting adjourned at 5:39pm. P41 Joint Meeting - Pittsylvania County Board of Supervisors / Pittsylvania County School Board January 29, 2013 Pittsylvania County Board of Supervisors Tuesday, January 29, 2013 Joint Meeting - Pittsylvania County Board of Supervisors / Pittsylvania County School Board VIRGINIA: The Joint Meeting of Pittsylvania County Board of Supervisors and the Pittsylvania County School Board of the Pittsylvania County Board of Supervisors was held on Tuesday, January 29, 2013 in the Conference Room of the School Administration Building located at 39 Bank Street in Chatham, Virginia. Marshall A. Ecker, Chairman, called the meeting to order at 6:02 p.m. The following members were present: Marshall Ecker Brenda H. Bowman James Snead Jessie L. Barksdale Jerry A. Hagerman Tim Barber Coy E. Harville Staunton River District Chatham- Blairs District Dan River District Banister District Callands- Gretna District Tunstall District Westover District The following members of the Pittsylvania County School Board were present: Calvin D. Doss W. Wayne Robertson Charles H. Millner, Jr. Don C. Moon Callands- Gretna District Chatham - Blairs District Banister District Staunton River District R. Todd Sanders Westover District Morris C. Stowe Tunstall District Mr. W. Neal Oakes, Dan River District, was absent. Mr. James McDaniel, Superintendent of the Pittsylvania County Schools and Ms. Janet Hancock, Clerk for the School Board, were also present. The Pledge of Allegiance was given. New Business A presentation was given to the Boards by Mr. Troy Simpson and Mr. Chris Ezel, from Danville Community College (DCC), concerning a proposed partnership program between the college and the Pittsylvania County School System that would allow high school students to earn college credits through Danville Community College's Advanced Technology & Training Center in an effort to build a more competitive workforce for Pittsylvania County. It was discussed in depth how many advanced manufacturing industries in today's market needed precision machinists, welders, and maintenance technicians that were lacking in this area. A program like that proposed by DCC and the schools could help young people learn those trades with a greatly reduced college tuition cost if they could begin their education and training in these fields while still in high school. It was agreed by all that this program would be an economic investment for the County. P42 Joint Meeting - Pittsylvania County Board of Supervisors / Pittsylvania County School Board January 29, 2013 Ms. Angela Rigney and Mr. Jimmie Tickle, covered the basics of the Pittsylvania County Public School's Career Technical Program and how extremely successful the program has been, with students for the past two years earning National Awards, as well as ranking State awards for several years in a row. It was discuss among all present that the Career Technology Center was in great need of updating, and that the two Boards would meet soon to tour the Center and come up with ideas to make the partnership program for an advanced training program between Danville Community College and the Pittsylvania County Public Schools a reality. Mr. Ecker stated that he wanted this meeting to be a new beginning for the two boards to work together as partners to work towards problem- solving some of the economic problems the County is facing. Mr. Doss agreed with Mr. Ecker. Mr. Ecker directed Mr. Sleeper and Mr. Doss directed Mr. McDaniel, to review the costs of paper and fuel of their respective departments, with the thought in mind of any possibility of merging Central Purchasing, and report their findings back to their respective boards. It was suggested the two Boards jointly meet on at least a semi - annually basis, and Mr. Snead invited the entire School Board to attend this year's public hearing on the School Budget and the County Budget. Mr. Ecker thanked the School Board for hosting the Joint Meeting. Adioumment Motion was made by Mr. Snead, seconded by Mr. Barber, to adjourn the meeting, which was unanimously approved by the Board. The meeting adjourned at 7:37pm. P43 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Proclamation — Black History Month 02 -04 -2012 SUBJECUPROPOSAL/REQUEST: Proclamation for Black History Month STAFF CONTACT(Sl: Mr. Sleeper ACTION: ITEM NUMBER: 5(c) INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: Yes ATTACHMENTS: Yes //{ "�`7 rTATIUILUV 1 RV- �/ BACK_ GR Each year the Pittsylvania County Board of Supervisors passes a Proclamation in the month of February to commemorate Black History Month. DISCUSSION: Attached hereto, you will find a Proclamation for Black History Month for February 2013. RECOMMENDATION: The staff recommends to the Board of Supervisors to approve the attached Proclamation for Black History Month and authorize the County Administrator to notify the necessary news media. P44 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PROCLAMATION BLACK HISTORY MONTH February 2013 Whereas, the theme of this year's celebration is "At the Crossroads of Freedom and Equality: The Emancipation Proclamation and the March on Washington "; and Whereas, 2013 marks the 150'' and 50`h year anniversaries, respectively, of two parallel events, occurring in 1863 and 1963;and Whereas, in 1863, President Abraham Lincoln issued the Emancipation Proclamation, freeing all slaves in the United States and beginning the journey to freedom and equality; and Whereas, a full century later, in 1963, hundreds of thousands of Americans participated in a March on Washington to assemble at the memorial to Abraham Lincoln and reemphasize the pursuit of freedom, equality, and justice; and Whereas, 2013 also marks the 50a' anniversary of Dr. Martin Luther King, Jr.'s celebrated I have a Dream speech, which was delivered on the steps of the Lincoln Memorial during the March on Washington, with a message of justice and brotherhood; and Whereas, the dream and hope of freedom, equality and fairness shared by President Lincoln and Dr. King, coupled with the hard and painstaking labor of countless Americans, both famous and ordinary, has brought us to a moment when the dream of equal opportunity is within reach for people of every color and creed; and Whereas, Black History Month is a time to tell of those stories of freedom won and honor the individuals who helped raise the pillars of democracy; then Now, Therefore, the Pittsylvania County Board of Supervisors do hereby proclaim the month of February as Black History Month in Pittsylvania County and that the Pittsylvania County Schools, County Libraries and all of the Citizens of Pittsylvania County are encouraged to make a special effort to research and acknowledge the contributions of President Lincoln, Dr. King, and of all the individuals who spoke, marched, toiled, and bled shoulder -to- shoulder, risking everything to realize the God -given rights of the basic principles of freedom, equality, and democracy for all races; and Given under my hand this 4' day of February 2013. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P45 PITTSYLVANIA COUNTY Board of Supervisors AGENDA TITLE: Moses Building Standby Generator SUBJECT/PROPOSAL/REOUEST: Engineering Contract STAFF CONTACT(S): Mr. Sleeper EXECUTIVE SUMMARY AGENDA DATE: 02 -04 -2013 ACTION: Yes ITEM NUMBER: 5(d) INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: In this current budget, the Board of Supervisors approved the funding for an application for a grant from the Virginia Department of Emergency Management to assist the County in installing a generator in the Moses Building to provide backup power for the Sheriff's Department and their computer systems during an emergency. DISCUSSION: Attached hereto is a proposed contract with Dewberry Engineers, Inc. for $11,000.00 to do the necessary design work, and the bidding and construction work administration for the installation of a generator in the Moses Building. This project has a $100,000.00 budget; $50,000.00 is covered in the grant from the Virginia Department of Emergency Management for this generator installation. RECOMMENDATION: Staff recommends the Board of Supervisors; (1) Approve the contract with Dewberry Engineers, Inc. for the required generator design, and for the bidding and construction work administration for the generator installation for an amount of $11,000.00; and (2) Authorize the County Administrator to sign all necessary documentation. P46 Dewberry January 14, 2013 Mr. Otis Hawker Assistant County Administrator Pittsylvania County P. 0. Box 426 Chatham, VA 24531 Reference: Moses Building Stand -by Generator Professional Engineering Services Dear Mr. Hawker: Dewberry Engineers Inc. 551 Piney Forest Road Danville, VA 24540 -3353 434.797.4497 434.797.4341 fax www.dewberrycom Dewberry Engineers Inc. (Dewberry) thanks you for the opportunity to present our proposal for professional engineering and technical services for the above referenced project. We are sincerely interested in this project, and are confident that our capabilities and related experience uniquely qualify us to provide the necessary consulting services. UNDERSTANDING OF PROJECT It is our understanding that Pittsylvania County desires professional engineering services for the design of a generator to serve the entire Moses Building. The electrical service is rated for 400 ampere at 120/240 volts, 1- phase, 3 -wire. A pole mounted utility transformer is located behind the building with an underground service to a CT cabinet on the exterior of the building. The owner has requested that the existing feeder be intercepted at this location and the new generator and associated equipment to be installed approximately 10 to 15 feet from the building. The new generator will be approximately 125kva. Electrical demand loads for the past year has been requested from Dominion Power by the Owner. The fuel source for the generator will be natural gas. There is currently an existing natural gas service at the building serving the existing boiler. SCOPE OF SERVICES A. Generator Design Dewberry will provide electrical engineering services for the design of the generator. Electrical design will include new work generator and distribution equipment layouts as well as respective riser diagrams. The distribution equipment will consist of enclosed outdoor rated service entrance circuit breakers and automatic transfer switch. Design will also include grounding details and any necessary connection and installation details. A proposed sequence of construction and detail of planned outage will also be included. Additionally electrical technical specifications will be provided for the scope of work including the generator, service enclosed circuit breaker, and distribution switchgear if necessary. Structural design will include concrete pad details for generator and distribution switchgear if necessary. P47 Mr. Otis Hawker January 14, 2013 Page 2 Dewberry will produce a 100% Construction Document review set for the owner. Review set will include plans, technical specifications, and estimate cost of construction. It is expected that the owner will provide review comments within one week. Dewberry will attend a review meeting (in Danville) with owner to go over the submittal and address any questions or comments. At that point Dewberry will issue Final Construction /Permitting drawings within one week. B. Bidding and Construction will be limited to the following: • Printing and distribution of plans /specifications • Answer questions during bidding • Prepare contract for construction • Review /approve shop drawings • Conduct one inspection during construction at substantial completion SCHEDULE Notice to Proceed from Owner ............................. ........................January 16, 2013 100% Construction Documents ............................ ........................February 7, 2013 Advertise.............................. ............................... ........................February 21, 2013 BidOpening ............................ ............................... ..........................March 14, 2013 Contract Signed / Notice to Proceed ......................... ..........................April 1, 2013 Mobilization, Submittals, Equipment Lead Time (16 weeks) ........... August 1, 2013 Construction, Inspection, Testing ....................... ......................September 1, 2013 FEE Dewberry proposes to complete the Scope of Services listed above for the following lump sum fees: GeneratorDesign ........................................................... ............................... $8,100 Bidding and Construction Administration ............................ ......................... $2,900 Total .............................. $11,000 EXCLUSIONS 1. Excludes design of infrastructure to support remote monitoring of generator. 2. Excludes site and topographic survey. 3. Review of pay requests, change order proposals and RFIs during construction. 4. Excludes design of new distribution system downstream of existing main distribution panel. 5. Excludes sitework grading and /or retaining wall design. Dewberry P48 Mr. Otis Hawker January 14, 2013 Page 3 ADDITIONAL SERVICES Any item not contained in the Scope of Services or items outlined as Exclusions will be deemed as additional services. Additional services will be provided if requested by Client in accordance with Standard Hourly Billing Rate Schedule attached. STANDARD TERMS & CONDITIONS Dewberry's modified Standard Terms and Conditions are contained in Attachment B which is annexed to this proposal and incorporated into it by reference. Sincerely, Dewberry Engineers Inc. R. Alan Burchette, AIA Senior Associate Architectural Department Manager 611-A Y, ( — Brian K. Bradner, PE, CPESC Associate Vice President Office Manager Attachment A - Standard Hourly Billing Rate Schedule (July 28, 2012) Attachment B - Standard Terms and Conditions (3/03) R: \Proposal Letters \Architechure \2013.01.14.Moses Building stand -by Generator.docx The foregoing proposal of Dewberry Engineers Inc. is accepted Print (Type) Individual, Firm, or Corporate Name Signature of Authorized Representative Date Print (Type) Name of Authorized Representative and Title Dewberry P49 Attachment A STANDARD HOURLY BILLING RATE SCHEDULE Dewberry Engineering / Planning/ Landscape/Architecture/Surveying Services/MC Services Dourly Rates $225.00 Principal $55.0(1 - $65.00 - $75.00 - $85.00 Admin AssistanUProfessional I - fl - ID - IV $75.00 - $85.00 - $95.00 Architect I - II -III $110.00 - $125.00 - $140.00 Architect N - V - VI $155.00 - $170.00 - $1911.00 Architect VII - VIII - IX $60.00 - $70.00 - $80.00 - $90.00 CADD Technician I - II -III - N $95.00 - $110.00 Construction Administrator 1- II $80.00 - $90.00 - $100.00 Engineer/Planner/l andscapeJMC I - II -III $115.00 - $130.00-$140.00 Engineer/Planner/Landscape/MC N - V - VI $175.00 - ($190.00 - $200.00) Engineer/Planner/Landscape /MC VII- VIII- IX $]60.00 - $125.00 $60.00 - $70.00 - $100.00- Interior Designer I- II - III- N $70.00 - $80.00 - $90.00 Geographer /GIS I -II -III $100.00 - $115.00 - $130.00 Geographer /GIS N - V - VI $150.00 - $160.00 - $190.00 Geographer /GIS VII - VID - lY $75.00 - $85.00 - $100.00 - $120.00 Resident Engineer I - II - ID - IV $55.00 - $65.00 Resident Construction Technician I - II $65.00 - $75.00 - $85.00 Survey /Computor I - II - ID $100.00 - $115.00 - $130.00 Survey /Computor N - V - VI $50.00 - $60.00 - $70.00 - $80.00 - $90.00 Technical Assistant I - II -III - IV- V $50.00 - $60.0(1- $70.00 Surveyor I - II - III $80.00 - $90.00 - $105.00 Surveyor N - V - VI $135.00 - $ 150.00 - $165.(10 Surveyor VII- VIII - IR Reimbursable Expenses Cost + 15 % (Including sub-consultants, courier, postal services, etc.) V Dewberry* Revised July 28, 2012 Subject to revision P50 Schedule STD ATTACHMENT A STANDARD TERMS AND CONDITIONS Tha,o 5lariadT nn >mxlClndir 'Si( I to n'ly,rr IM ie mar If It the lore of'f nr ^I. ur prapluallthc'Ay rvWentlbe LCrm Do +bcm r °uc+ our r ant 1 1 1 .a r n' r :r Ih I t -. -:r. f v 1 1 a, ,,III e'_ nog -ar r pl r rt. tit. r- 5, r 7 h,n: Site a, I u w v lust n tt Ib ; x,te fill, i nh m ht bed, at 1h At, e n n .and shall per. edn an) term 1 p- in eMr „her, In th iyrt, mrnr .r <orthu a d m..>e S I(s up; -r I Period of OffBr. t' J rue dcude, ut unn s 1 enr nd the P nrd I r accrpl r e b e of our pn.p teal_) u 6a,a v0 ,wyp from one pnrpo,al Ja¢ W m,apl t prop -I. 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Ihli Sot e• 1 ti I.Ir : r H - -- r M nU'l pit rp -d� rlher h l rt l �Id:d th rp Fl('hnll un a W o rld r iy etc rh Nbh 1r1 rn llI'i it, ,n , -I, ernlol . n.inn oral PO N,, In nnaY l: it .tall moth. n ^r Ih(1[nr, rnn'I t talc tnlr nI I.I ,u loo nlnla 11 rPt hl hi rnv.t•Nr,1aJl n.d ba. pau,linc.�a RI r l a tell Iar dt n Set' - n 7r 1 rd r Ih - root i -r I 1 t "n'. r um i 5 ti l l r p n Iv r 1 If tlr -fill A -Dm nrJl - c, r I III : It I )IC I IIFL d I I el Oil Ii hll r -1 hC ..eP hl -i: -m .011 vor,,c4lencE litop ir Nile or in part FI Yount P.Jilial, it, Fill idle icLurati, III Ruch ""On I 'I .d Jtt s n 1 I plan Proreming. ll a rt nhmir plan al d "1 lea Ihr . d cum n1 I p rbi', aye n m: for Ippl al D e:, it may he r r,v...I In O'de, nh s tie sour u e ee +e and need• flit m o perform sprrial pwce..tnn •a,F a, antndug meeln_aa ind,onferet,es If Ill. different aprnuu. hat d,Im,og lam or tiller Iller dt,anent, unn apeu,a , Dewberry' P51 Lch, 1IG to agency. and otber special services These special Bert ices are not included in the basic fee and shall be perfomxd as additional scr aces on ant hourly, fee basis in accordance with our applicable bonny rate schedule 1 Meetings and Conferences.A the extant the agreement pmvida, x•nwill attends Project and conferences acul you, of your scopeantmiiturreasonablereguire. Funhemare. we will meet on an as- needed basis with public agencies that might be invoiced m the Projttt Because we cannot forecast the scope and notate of these m.etinas and conferences. as will perform meeting and conference services on an hourly fee basis m accordance with rim applicable hourly rte schedule. 13. Your Clnims. V a. all lijuism a any . a you shall give us written notice within 10 days of the date that you diseases, 0, should. in the exercise of ordinary care, have discovered that you hoc., or may hate. a claim against ux. If you fail to give as wrinen- nettse within such I an) days. then such claim shall forever be band and extinguished. It if we ztcept the claim, we shall hale a Teasonebie time to Cora any error m omission and any damage. This shell be your sole remedy, and you must not base caused the ertm m omission, or any damage resulting from the tenet or omisimI lobe cured, tf we are ready, willing and able to do so. c. if ae rejmt the claim, we shall g+ve you aTinen nW ice of such reiectim within 3U days of our receipt of the nonce of cli in from you. You shall then ben e 60 days within which u famish us with an 'pinion from a recognized expen in the appropriate discipline. corroborating Your claim That we committed an error or omission. and esublishtng that mar or omission arose from oar fmiare to use the degree of care mdinmYly used by professionals in that discipline In the jurisdiction local in the Yroject. If you fail to famish us such as opinion from a recogmrnd expert wiptm 60 days from the date we send you notice'f our rejection of the damn, pten such claim shall for goer he barred aM extinguished. d We shall have 60 days from recerpt of the women opinion of your expert within which to reevaluate any claim asserted by you if we again reject such claim . or if the 60 day flood fmm reettpl of the wTinen opinion of your expert elapses without action by us, than you may hate recourse to such other remedies as Maybe provided under this Agreement- 14 Haaardo.s or Tonic Nastes or Substaaee; YolluHOn or Coataminalion. } °ou acktwwledge thM Stn ices rendered unlit Ibis Agreemem may, m u ilL im0 1 or be affected by hazardous.( toxic wastes car substances, or p'llunom or conuminalmn dire to the presence of hazardous or toxic wastes or substances. To induce us to enter moo then Agrecmmt, loom agree m imd.ify and hold us harmless from liability, loss and damages of any nature. including acual anome)'s fees and related costs and expens- es, arising out of claims made against us that relate. m an) wan, to both (al hazardar or toxic wastes or substances, m pollution m conaminatmn due in the presence of I unions or toxic wastes m subsunces, and IS) the performance by us of our obligations under the Agreement, whwha or not such performance by -,ts Is claimed to hart bun. m was, or may base been, negligent Unless otherwise expressly set forth in this Agreement, we shall have no responsibility for searching fur, or minifying. any hazardous or toxic wastes or substances. or pollution or contamination due to the presence of hazardous or toxic wastes or substances, but if., dyu.,al or suspect the presence of any such wastes, subsiancrx, pollution m ennumina.on due to the presence .f hazardous or toxic castes or substanees. than we, in our sole diserermn, and at any time, may stop wad Under. or rmatoare, this Agreement, in which even( an will hose no further liabdits to you for performance under this Agreement, and you shall make the payments In as regmrttl. K, Paragraph I s ufthe STCs 15 Ternainattom. Either, party may t.rmirwm the Agreement it the other park materially breaches the Agreement You shall immediately Pay us for our stn leas rendered and expenses manurial through the arboretum date. including fees and expenses That w. incur as a insult of the temtmrion. 16 Payment of other Professionals. if this .Agrmmert includes WUIU,mari.n of services frogmen) other archileds, engineers • planners, seneyors. or usher pn:- fessmamis, we may suspend rim services mall] you make amngements satisfactory id such other professionals for payment If satisfactory arrangements have not been made within a time determined by as to be reasonable, then we may in our sole discretion terminate this Agreement. 17 Asslgnmmt and Third -Party, Beneficiaries. Neither party, shall assign or transfer any rights. interests or claims arising under this Agreamenl without the wlil- ten sxvsem of the other. This Agreement shalt not confer am benefit or right upon any person or entity other than you, us and our partners. member=_, managers, directors, om- cers employees, agents and subconmacmrs Om pincers, members. managers. directors. Officers employees. agents and subcontractors shall have and shall be entitled le the moment. afforded as under Paragraphs 1U, 13, 14, 1 ?, '.l and 23 of this Agreement Duspite any in this Paragraph 1 . m the comrary, we mar employ independent cuu- vallsoM essociatcx ,. nand sobconmCton as we nay damn necessary to render the Services and we ma} assign our right to anake compensation Under this Agreement. yl Applicable (.aw cad Fnr.m 5elmtion. The Commonwealth of Virginia's laws shall gmem this Agreement m all respects. Including mattes of consm.euor., oalydoss, and pernxm um, Except As provided m Paragraph 19, the parties agree that the mutts of Di'luma , nouther,'Ybuns, ) shall have exclusive jurisdiction over any connovarny, including matters ofconstmdion, validly. and performance, arising out of this Agreement. The parties corsmt to the jurisdiction of ncc Coups and waive any objection either party might otherwise be emitted W assert regarding junwhctlon. The parries Irteoocabty waive ail right to mill by jury m any, atrium. proceeding, .r counterclaim arising out of or related to this Agreement. 19 Arbiteaioo of Oar Claim' far CLmP"Satnan Instead of proceeding in noun we to our sole and absolute drscretmn, trial submit any claim for eompensa- dun due us under this Agreement to mtrhmnum in Fuels, in aerordanic unh the Constriction Industry Arbitration Rules of the American Arbnranu Aasoriatl.r... and judgment upon the "Situation award may be entered in any coon basing jurisdiction. You agree rent m assert an. counterclamt or any defense by w ay of sc:. off in such arbdran'n, and that the animator Or paint shall hone no authony t. consider, or to render, an award based upon any such counterclaim or defense by way of ;et-otf We shall base the right 1. sif onall our demand for whtnatiue at any time before the arbitration hearing ;nits by gi,ing written notice nn the arbitrate nr panel and you; and upon the guying of such nonce b) us. the arbitration shall leminare. nu award shall be rendered, and we may then pursue our remedies in accordance with Paragraph IS above. 20 S"embility. if am post, terra or pmsiswn of this Agreement is held to be illegal w unenforceable, the sandmy and enforceability of the remaining pans. toms. and prosisions of this Agreement shall not be affected, cad each party's lights shall be unmanned and enforced as If the .Agreement did n.I contain the illegal or unenforceable pan, rem.. or proenaion. 21 f.tttdutlma on liability. Vur liability for any loss. property damage or bodily injury of or to you caused in whole or in pan by us m the Pedurrnaocc of IFtS .Agreement. as this agreement nay from time to rime be amended, or m the performance of any supplementary stn ices in any way related In this Agreement, shall be limited in the aggregate to the amount of fees that you base paid In us for the Sun ices. The parties intend thus the f.regomg itmitaham on liability shall apply to all claims chapter sound- ing in ton, in cnnmd, ur in 'arrant} y.0 release. auoe, and shall not seek counibutmn mom m mdenmification by. us for dny claims of any nature mode against you by any other person who ma} anffer my loss. propenj damage nr both)% Injury ' in any manner associated wllh our services, or wr partners.. members. managers. directors, officers. employees. agent. and subeantracmm under this Agn,,mem. as this Agreement may tr.m rime w time be amended, a am ,supplementary sew ices In any auy related to this Agreemem. Ne shall our rip liable m you. in any .ant m for env amount, for delays, or for cons q f E pit Id I' d Ital d ages or Ibr pontes or exemplary' damo_ges. Easier miLw.ummuiu�.- Should you find the toms of this Yaragmph 31 cemebl n pored to t t mad f 22 payment of Atmrney's Fees, The III pan) shall pay the winning pony's reannable johr ney s fees and expense, for the prosecution or defense of any cause Of action. claim of demand aasmg under this Agreement in any court or in arbitration i// a3 Indemmificatbn _ _ , 0 24. Integration Clause, The Agreement represents the enure agreement of the parties. N on or representations. statements, or mrducements made by either us. you. or the respective agents of either. that rs net consumed in the Agreement shall enlarge. modify, alter. or others se %an the women terms of the .Agreement unless lbo are made in wnting and made a pan of the Agreement by coachmen, incorporated by reference in the.Agreament or signed m initiated no behalf of both fames. i.iA +. 3413 P52 �\ COMMONWEALTH OF VIRGINIA Vie iniaO 9 epartrnem of Emergency Managemen¢ I I 10501 Trade Court, Richmond, VA 23236 GRANT ADJUSTMENT NOTICE SUBflECIPIENT NAME AND ADDRESS (INCLUDING LP CODE) 3 GRANTNUMDEF 1syNania County North Main Street k20�1.,,EMPG atham, Virginia 24531 USTMENT NL Generator 15, 2013 Davis SECTION 1. DEOBLIGATIONS & REOBLIGATIONS PREVIOUS GRANT AMOUNT B DEOSLIGAPION /REOBLIGATION AMOUNT ADJUSTED AWARD AMOUNT CHANGE GRANT MANAGER CHANGE GRANT PERIOD 14. SECTION 11. CHANGES TO FROM_ 14/i/10 -4W13 TO 10rV1081MV13 SECTION III. OTHER ADJUSTMENTS & INFORMATION s grant adjustment is being issued 10 extend the period of perl0emanCe. 1 project will have untl June 30, 2013 to obligate funds and July 30, 2013 to Complete expendaures and finalize rJ�ut process. TYPED NAME OF SAA OR DESIGNATED OFFICIAL 6 $IGNAT Cheryl J. Adkins VDEM Grants Director �I P53 0 UNFINISHED BUSINESS P54 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Whistleblower Policy SUBJECUPROPOSAUREOUEST: New Policy STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 02 -04 -2012 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 6 INFORMATION: INFORMATION: BACKGROUND: The Whistleblower Policy was a recommendation from the County's auditors, Robinson, Farmer & Cox. It was submitted to the Board of Supervisors for their review and approval at their January 7, 2013 meeting. At that meeting, the Honorable Jerry Hagerman asked the item be removed from the agenda and revised by the County Attorney such that the County Administrator, the Chairman of the Board, and the County Attorney would be the panel of individuals that complaints should be directed to. Attached hereto, you will find a revised copy of Policy XIII, Whistleblower Policy, for the Pittsylvania County Policy and Procedures Manual. RECOMMENDATION• The staff recommends to the Board of Supervisors approve Policy XIII, Whistleblower Policy, for the Pittsylvania County Policy and Procedures Manual. P55 POLICY XIII WHISTLEBLOWER POLICY - 2013 Section 1 - Purpose The Whistleblower Policy encourages employees to come forward with credible information on illegal practices or serious violations of Pittsylvania County, Virginia (the County"), policies and procedures. This policy describes how to report suspected wrongdoing and specifies that the County will protect the reporting person from retaliation. Section 2- Encouragement of Reportine The County expects reports about illegal practices or serious violations of County policies, including illegal or improper conduct by the County itself, by its leadership, or by others on its behalf. Appropriate subjects to raise under this policy include: • Financial improprieties, accounting. or audit matters, ethical violations, or other similar illegal or improper practices or policies. • Matters of alleged discrimination or harassment via Human Resources channels, unless those channels are themselves implicated in the wrongdoing. • This policy is intended to encourage reporting of wrongdoing, and is not intended to provide a means of appeal for general adverse employment decisions. Section 3 — Protection from Retaliation The County prohibits retaliation against staff or volunteers for making good faith complaints, reports, or inquiries under this policy. This protection extends to those whose allegations are made in good faith but prove to be mistaken. Retaliation is any adverse action taken against an employee for reporting information pursuant to this policy. The County reserves the right to discipline persons who make knowingly false complaints, reports, or inquiries in bad faith. Section 4 — Where to Report Complaints, reports or inquiries may be made under this policy on a confidential or anonymous basis. The report of the incident shall include: • Names of involved employee(s) and other parties; and • Factual description in detail of the specific violation. Complaints should be directed to a panel of individuals comprised of the County Administrator, the Chairman of the Board of Supervisors (the "Board "), and the County Attorney (the "Panel'); if a person or persons in said Panel are implicated in the complaint, report, or inquiry; it should be directed to an Assistant County Administrator and the remaining Board members. The Panel shall conduct a prompt, discreet, and objective preliminary investigative review into the complaint, report, or inquiry. If the preliminary investigation review determines the complaint, report, or inquiry contains any merit, the Panel shall promptly forward all relevant information to the Pittsylvania County Sheriffs Office and/or the Virginia State Police and request that it conduct a formal investigation of the matter(s). Employees must recognize that the Panel, during the preliminary investigative review, may be unable to fully evaluate a vague or general complaint, report, or inquiry that is made anonymously. P56 Section 5 — Discipline of Retaliating Employee Any employee of the County who retaliates against an individual in violation of this policy will be subject to discipline up to and including termination. Section 6 — Administration The County Administrator shall be responsible for administration of this policy. P57 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Nominations — Proposed Slate of Directors to the Pittsylvania County Agricultural Development Board (ADB) 2013 Nominations STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 02 -04 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 7 INFORMATION: INFORMATION: BACKGROUND: The Pittsylvania County Board of Supervisors makes political appointments to various committees, boards and commissions of Pittsylvania County. DISCUSSION: The Chairman of the Board of Supervisors has requested before any nominations for appointments are made to any committees, boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the board meeting of the proposed candidate to be nominated for an appointment to that board, agency, committee, or :6107111011F33 D7111 Attached hereto is the ADB nomination committee's proposed slate of directors to the Pittsylvania County 2013 Agricultural Development Board. Please note the change in nomination for the Horticulture representative. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P58 1 CQ H z W Q w ice. iYi 0 N F z 0 U F� H QI P59 u k Y S � 'w0 b •O � � � > y Q � ' Y A � S aY+ •Cw A � S � A � � A � S 'S p� A aQQ A � S to w� �a Uc5 m U5 F Uc5 Ui7 U 0 ay" O O O O O O O O O O O O O W fi Y F e Ee F C u e °• a o Y e n 'o a � e E v •� w •a .. 'C w e 'S Y L a E w e di Y ti Y H M •-- W ^ ^ ^ �n N O O O O 'S U N r h F M M M M M u M N N M M M , O> O y 7 Q Y W Of O .� O E W = '3 'O p' O t O y�jt �r7'r .N. C ^ �-. +rTi l•Lr �.l h Q NU --� Q U U < U U C U ^a hU C C m y h w 3 3 wo' A V O E cC U C L Y C T L H Y V L 9 Y LO LLV .� G C a O Y A .a 4+ O ai vii F E P59 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Tax Refund SUBJECT/PROPOSAL/REQUEST: Tax Refund — Commissioner of Revenue STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 02 -04 -2012 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes car ITEM NUMBER: 8 INFORMATION: INFORMATION: BACKGROUND: At their January 22, 2013 meeting of the Pittsylvania County Board of Supervisors, the County Administrator presented a request from the Honorable Samuel L. Swanson, Jr., Commissioner of Revenue, concerning a partial repayment for Alltel Communications, LLC. DISCUSSION: Attached hereto, you will the executive summary and the letters from the Commissioner of Revenue's office concerning the partial repayment for Alltel Communications, LLC. A motion was made by the Honorable James Snead, seconded by the Honorable Tim Barber, to approve the appropriation of $23,274.18 from uanppropriated surplus to the Treasurer of Pittsylvania County, and authorize the amount be paid to Alltel Communications, LLC. This motion required a 10 -Day Layover that has now been met. A Roll Call Vote is now required. RECOMMENDATION: The staff recommends to the Board of Supervisors approve the appropriation of $23,274.18 from uanppropriated surplus to the Treasurer of Pittsylvania County, and authorize the amount be paid back to Alltel Communications, LLC. This requires a Roll Call Vote. P60 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Tax Refund SUBJECT/PROPOSAL/REOUEST: Refund STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 01 -22 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 14 INFORMATION: INFORMATION: BACKGROUND: Alltel Communications had filed an amended assessment with the State Corporation Commission (SCC) in accordance with §58.1 -3917 of the Code of Virginia, 1950, as amended. DISCUSSION: Attached hereto, is a letter from the Honorable Samuel L. Swanson, Jr., Commissioner of Revenue, concerning partial repayment to Alltel Communications, LLC in the amount of $23,274.13 for 2011 taxes paid in error. This amount was held from last year's request as reviews were ongoing with Alltel and Verizon about equipment changes and submissions to the SCC. Staff now agrees this amout is due to Alltel Communications, LLC. RECOMMENDATION: Staff recommends the Board of Supervisors appropriate $23,274.13 from unappropriated surplus to the Treasurer of Pittsylvania County and authorize the amount to be paid to Alltel Comminications, LLC. This appropriation requires a motion and a 10 -Day Layover. P61 OFFICE OF COMMISSIONER OF THE REVENUE e� PITTSYLVANIA COUNTY P.O. BOX 272 CHATHAM, VIRGINIA 24531 Samuel W. "Sam" Swanson, Jr. Commissioner December 20, 2012 Mr. William D. Sleeper County Administrator PO Box 426 Chatham, VA 24531 RE: REFUND —ALLTEL COMMUNICATIONS, LLC Dear Mr. Sleeper: (434) 432 -7940 (434) 656 -6211 FAX (434) 432 -7957 sam.swanson @pittgov. org I! r. i This letter is to advise you pursuant to Pittsylvania County Code Section 6 -6.2 Refund of Local Taxes Assessed and Paid in Error of a pending refund for the above referenced taxpayer that may have an adverse effect on County finances. I am therefore requesting pursuant to this section, the Board's advice and guidance in authorizing the refund be made by the local Treasurer. In 2011 Alltel Communications, LLC was assessed pursuant to Virginia Code 58.1 -3917 based on the preceding year's assessment received from the State Corporation Commission. When the correct figures came in later that year, the assessment for Alltel Communications, LLC had dropped tremendously. We immediately contacted the State Corporation Commission and they advised of the sale of a number of Alltel's assets, thereby reducing the assessment and the possibility of additional corrections forthcoming. During the last audit by Cox, Robinson and Farmer we were questioned the status of the refund request. We are enclosing a copy of the letter of refund requesting the Treasurer to refund Alltel Communications, LLC $23,274.13 for 2011 taxes paid in error. Please feel free to contact us if you have any questions. Regards, 7 ( Y �a Samuel W. Swanson, Jr. Commissioner of the Revenue S W S /syh Cc: Honorable Teresa Easley, Treasurer Kim VanDerHyde, Finance Director P62 OFFICE OF COMMISSIONER OF THE REVENUE Samuel W. "Sam" Swanson, Jr. Commissioner November 1, 2012 Teresa Easley, Treasurer Pittsylvania County Chatham, VA Dear Mrs. Easley: PITTSYLVANIA COUNTY P.O. BOX 272 CHATHAM, VIRGINIA 24531 EC aply (434) 432 -7940 (434) 656 -6211 FAX (434) 432 -7957 sam. Swanson @pittgov.org The following taxpayer(s) property was incorrectly taxed for the taxable year(s) 2011. The taxpayer states taxes have been paid and is requesting a refund under Sec. 58.1 -3990 Code of Virginia. Account: #173702 Parcel 1.D.: SCC REAL EST PROP Full or Partial PARTIAL Name: ALLTEL COMMUNICATONS, LLC d /b /a ALLTEL CONNIE MATTUS, ANALYST P O BOX 7028 BEDMINSTER, NJ 07921 2011: Assessed amount: $4,475.794 Tax: $23.274.13 Thank you for your attention in this matter. Regards, Samuel W. Swanson Jr. Commissioner of the Revenue S WS, JR/rct P63 NEW BUSINESS P64 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Recommendations from Finance Committee 1 02 -04 -2012 SUBJECT/PROPOSAL/REQUEST: Action concerning budget STAFF CONTACT(S): Mr. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes cl- � ITEM NUMBER: 9 INFORMATION: INFORMATION: BACKGROUND: Staff is currently working on the 2013/14 budget of the Pittsylvania County Board of Supervisors. A presentation will be made by Robinson, Farmer & Cox, the County's auditors, on the 2012 County Audit and a recommended calendar will be presented to the Finance Committee along with the current revenues. Any action that may come from the Finance Committee after their meeting at 4pm on Monday, February 4, 2013 will be presented to the Board, which may involve the auditors' 2012 audit presentation and the budget calendar for the Board's approval. RECOMMENDATION: Recommendations will be forwarded from the Finance Committee following its 4pm meeting on Monday, February 4, 2013. P65 FINANCE COMMITTEE Pittsylvania County Board of Supervisors Monday, February 4, 2013 4:00 PM Main Conference Room Captain Martin Building 1 Center Street Chatham, Virginia AGENDA 1. Call to Order 4:00 pm 2. Roll Call 3. Approval of Agenda 4. New Business (a) Presentation of 2012 County Audit by Robinson, Farmer & Cox (b) Review of Budget Calendar (c) Review of Revenues 5. Adjournment P66 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Proposal for Installation of new Groundwater 1 02 -04 -2013 Monitoring Wells- Dewberry of Danville SUBJECT/PROPOSAL/REOUEST: Contract Proposal STAFF CONTACT(S): Mr. Sleeper; Mr. Hawker ACTION: Yes CONSENT AGENDA: ITEM NUMBER: 10 INFORMATION: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED RV: L9 -/ BACKGROUND: As part of the recent amendment to Permit #571 and the approved Corrective Action Plan for the Pittsylvania County Landfill, the County is required to install an additional four (4) groundwater monitoring wells in the landfill monitoring network by March 2013 to meet permint requirements. DISCUSSION: Dewberry Engineers, Inc. have submitted a proposal to design and oversee the well installations and prepare the necessary documents to be sent to the Department of Environmental Quality (DEQ) for a total estimated amount of $23,445.00. This was an anticipated cost and funds are in the existing budget. RECOMMENDATION: Staff recommends the Board of Supervisors approve the proposal from Dewberry Engineers, Inc. for the design and installation of the four identified groundwater monitoring wells, and their submittal of necessary reports to the DEQ for a cost amount of $23,445.00, and authorize the County Administrator to sign all necessary documentation. P67 Dewberry A fit?'.__ _ . .. ,..._., _ __ _� _..� ... January 11, 2013 Mr. Otis Hawker Assistant County Administrator Pittsylvania County P.O. Box 426 Chatham, VA 24531 RE: Proposal for Installation of Four Groundwater Monitoring Wells Pittsylvania County Landfill, SWP 571 Dear Mr. Hawker: Dewberry Engineers Inc. 551 Piney Forest Road Danville, VA 24540 -3353 434.797.4497 434.797.4341 fax www.dewberry.com As instructed in section XIV.G. of the recently issued solid waste permit amendment, Dewberry Engineers Inc. (Dewberry) submits this proposal for the installation of four (4) groundwater monitoring wells at the Pittsylvania County Landfill (Facility). The proposed well locations are shown on Figure 1 (attached) of the approved Corrective Action Plan. UNDERSTANDING OF THE WORK On December 13, 2012 the Department of Environmental Quality (DEQ) issued an amendment to the Facility's Solid Waste Permit (SWP 571). As a result of an exceedance of groundwater protection standards (GPS) the Facility is in corrective action. The corrective action remedy chosen for the Facility is Monitored Natural Attenuation (MNA) with Long Term Performance (LTP) monitoring of inorganic constituents. Permit Module XIV details the implemented corrective action processes. The four (4) groundwater monitoring wells will be installed as per the regulations of the "RCRA Groundwater Monitoring: Draft Technical Guidance Document." As per permit module XIV.G. the monitoring wells are to be installed within 90 days of the 2012 permit amendment issuance. The permit amendment was issued on December 13, 2012; therefore the wells will need to be installed by March 13, 2013. Dewberry proposes the following scope of services for the installation of the groundwater monitoring wells: SCOPE OF SERVICES Item I: Site Management, Log Soil Borings and Well Development Dewberry will coordinate the placement of the four (4) groundwater monitoring wells and provide project management of the driller to ensure that the wells are installed properly. During drilling, P68 Mr. Otis Hawker January 11, 2013 Page 2 Dewberry will record geologic field logs of each boring and supervise the handling of the well cuttings and purge water in order to determine whether the soil and /or ground water generated during the well installation meet the definition of a solid or hazardous waste. After the wells are installed Dewberry will develop the wells to remove any turbidity using an electric submersible pump. Item II: Well Installation Dewberry will coordinate with a licensed driller to install the four (4) groundwater monitoring wells. The borings will be drilled using a six -inch diameter air rotary type drill rig. The groundwater monitoring wells will be constructed with two -inch diameter PVC piping. A PVC well screen will be installed in each well with 0.01 -inch slots and two -inch PVC casing riser pipe will run from the screened interval to the ground surface. The screen and pipe will be placed inside the borings and the annular space around the screen will then be packed with coarse sand for filtration and support. Once the well screen is packed with the filter sand, a minimum two -foot thick layer of 3/8 -inch diameter pelletized bentonite will be added above the filter pack sand to seal the well from surface infiltration. The bentonite will then be hydrated and the remaining annular space around the casing will be filled with either cement grout or bentonite to within two -feet of the ground surface. A minimum of two- feet in thickness of concrete will fill the final two -feet of annular space below ground level to support a lockable, steel, protective riser casing. Item III: Installation Report Dewberry will prepare an installation report and submit it to DEQ. The installation report will include boring logs, well construction diagrams, description well development practices, static water elevations, and a summary of the installation activities. Item IV: Survey Services Dewberry will provide surveying services to initially stake the location of the four (4) wells. After the installation of the wells, Dewberry will survey their final locations and provide as- builds. Dewberry will update the existing master plan of the Facility in order to incorporate the new wells. FEES Dewberry will provide the services identified above for the following lump sum amounts: Item I Site Management, Log Soil Borings, and Well Development ..... .........................$7,650 Item III Installation Report ....................................... ............................... .........................$3,800 ItemIV Survey Services ............................................ ............................... .........................$2,600 TotalDewberry Fees .................................................................... ............................... $14,050 Dewberry P69 Mr. Otis Hawker January 11, 2013 Page 3 OTHER FEES Drilling will be paid directly by Pittsylvania County. This represents a 15% savings in processing fees. As per your request, Dewberry will review invoices for accuracy before submitting them to the County for payment. Item II Drilling Fees ....................................................... ............................... $9,395 (estimated) To accept this proposal, please sign both the original and the enclosed copy of this proposal and send either the signed original or the signed copy to our office. This proposal is subject to our Standard Terms & Conditions included herein as Attachment A. We appreciate your business and the opportunity to provide environmental services to Pittsylvania County. If you should have any questions regarding any part of this proposal please feel free to contact US. Sincerely, Dewberry Engineers Inc. Tr A. Shelton Environmental Department Manager Ian K. Brad er, E, CPESC Associate Vice President Office Manager Attachments: Standard Terms & Conditions (3/03) Figure 1— Proposed Well Locations Drilling Cost Estimate cc: Mr. U Burgess, Pittsylvania County R: \Proposal Letters \Environmental \2013 -11 Pitfil Phase 1 Well Installation.doc The foregoing proposal of Dewberry Engineers Inc. is accepted: Print (Type) Individual, Firm, or Corporate Name Signature of Authorized Representative Date Print (Type) Name of Authorized Representative and Title P70 AI1A( 11 NILNI A S I It RD 1 @R %IS AND ( UADI'IIONS Of Dewberry` P71 r � ' - . ♦ I I : L , 1 I I -� . _.: ♦ L I _ I:I i .J f � L . m r I ♦ !'. 1. _ :.. :. �._ 1_1'1:... v .. .. [ i.. I.- .:I4 ... ♦, .III:' . .I I I ;. :,, IF rll:r._.I 1. '':. -.:. .....11.. IF I I I Ijt.l I.L. - ♦: „! Il I, IF .. Its .I. .I- r,..)t . ♦.: ".: li 1 11 1! .! t t t v L:. ,._ .t..l it v r. J:.. .::'. ,..1 .. 1.,;::., I.. -:1.: :.Ilr If, .I ..:I '. ♦: n.i..l 1.. I.J. 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I'- a, J-11 ,_,.I Ildii, 0— itil.—I . t,: t i P72 From: Butch Schaffer Richard Simmons Drilling Co., Inc. 60 Drill Rig Drive Buchanan, VA 24066 540 - 254 -2289 Fax 540- 254 -1268 Cell k 540 - 400 -4412 b. schatter @ simmonsdrilling -com Date: January 9, 2013 NW - 15B NES (Est 60' ) Cost Estimate To: Troy Shelton Dewberry Inc. 551 Piney Forest Road Danville, VA 24549 434 - 797 -4497 Fx 434 - 797 -4341 Tsheiton@dewberry.com Project: 4 ea 2inch wells City: Pittsylvania County Landfill Price Quantity Total 6" Air Drilling (est 80') $ 14.00 80 $ 1,120.00 Temp 6" casing installed & removed (per ft) $ 20.00 If Required 6" Permanent casing installed (per ft) $ 25.00 If Required 2" Monitoring Well Installation lest 80') $ 14.00 80 $ 1,120.00 Includes following 2" x 10' .010 slot screen lest 10' ) Sand Pack 12'= 5 bg ( est 5 bg) additional per as $ 12.00 If Required Bentonite Seal 2'= 1 bg ( est 1 bg ) 2" PVC Sch 40 Riser (est 70') Bent grout riser est 67'= (est 5 bg)additional bg $ 18.00 If Required 4'x 4'x 4" Pad w /4" x 4" x 5' Covers (est 1 ea) $ 350.00 1 $ 350.00 MW - 25C (est 50') 6" Air Drilling lest 50') $ 14.00 50 $ 700.00 Temp 6" casing installed & removed (per ft) $ 20.00 If Required 6" Permanent casing installed ( per ft ) $ 25.00 If Required 2" Monitoring Well Installation (est 50') $ 14.00 50 $ 700.00 Includes following 2" x 10' .010 slot screen lest 10' ) Sand Pack 12'= 5 bg ( est 5 bg) additional per ea $ 12.00 If Required Bentonite Seal 2'= 1 bg ( est 1 bg ) 2" PVC Sch 40 Riser lest 40') Bent grout riser est 38 ' = lest 3 bg)additional bg $ 18.00 If Required 4'x 4'x 4" Pad w /4" x 4" x 5' Covers (est 1 ea) $ 350.00 1 $ 350.00 MW - 27C (est 65' ) 6" Air Drilling lest 65') $ 14.00 65 $ 910.00 Temp 6" casing installed & removed (per ft) $ 20.00 If Required 2" Monitoring Well Installation (est 65') $ 14.00 65 $ 910.00 Includes following 2" x 10'.010 slot screen lest 10' ) Sand Pack 12'= 5 bg ( est 5 bg) additional per ea $ 12.00 If Required Bentonite Seal 2'= 1 bg ( est 1 bg ) 2" PVC Sch 40 Riser lest 55') P73 Bent grout riser est 53 ' = lest 4 bg)additional bg $ 18.00 If Required 4'x 4'x 4" Pad w /4" x 4" x 5' Covers lest 1 ea) $ 350.00 1 $ 350.00 MW - 28D (est 30') $ 175.00 2 $ 350.00 6" Air Drilling lest 30') $ 14.00 30 $ 420.00 Temp 6" casing installed & removed (per ft) $ 20.00 If Required 2" Monitoring Well Installation (est 30') $ 14.00 30 $ 420.00 Includes following $ 525.00 1 $ 525.00 2" x 10'.010 slot screen lest 10' ) $ 120.00 6 $ 720.00 Sand Pack 12'= 5 bg ( est 5 bg) additional per ea $ 12.00 If Required Bentonite Seal 2'= 1 bg ( est 1 bg ) 2" PVC Sch 40 Riser (est 20') Bent grout riser est 18' = lest 2 bg)additional bg $ 18.00 If Required 4'x 4'x 4" Pad w /4" x 4" x 5' Covers (est 1 ea) $ 350.00 1 $ 350.00 Well Development Pumping Shallow Wells w /whale Pump (per hr) $ 200.00 If Required Decontamination If Needed Estimated 2 -3 days Estimated Total $ 9,395.00 Decon Rigs & Tooling (per hr) (est 2 hr) $ 175.00 2 $ 350.00 Equipment Rental (per day) lest 1 day) $ 100.00 1 $ 100.00 Temporary Decon Structure (per ea) $ 400.00 If /As Req Mobilization / Demobilization Mob /Demob Drill /Service Truck/One Ton $ 525.00 1 $ 525.00 Per Deim est 3 men 2 days $ 120.00 6 $ 720.00 Standby /Delay (per hr) $ 300.00 If Required Wealth & Safety Level "D" PPE Included Equipment Rental Jackhammer w /compressor (per day) $ 180.00 If Needed Concrete Saw (per day) $ 85.00 If Needed Tractor w /forks & bucket for soils & drums (per wk) $1,000.00 If Needed Investigative Derived Waste Management Assumes we will spread cuttings at boreholes 55 gal DOT Drums (per ea) If Needed Labor to fill drums (per ea) If Needed Stage drums on -site (per ea) If Needed Estimated 2 -3 days Estimated Total $ 9,395.00 P74 Richard Simmons Drilling (RSD) Terms and Conditions: 1. This quotation is based on the scope of work as described in your inquiry. RSD is a drilling Company performing drilling related services only as described in the SOW and as directed by the Client's' field representative. 2. This quotation is a Line Item Price Quotation. Not a firm price quotation (unless specified on RSD's Quote) based on the SOW in your inquiry. 3. The client or others are responsible for obtaining necessary permits, and for all overhead and underground utility surveys including but not limited to: T.V., fiber optics, telephone, power lines, sewer, security systems, gas transmission water lines, etc. Client or others are responsible for repairs from damage caused due to mismarked or unmarked utilities. 4. Client is to provide accesss within a reasonable distance to potable water at no cost to RSD. 5. All drill cuttings, decon and development fluids will be placed in drums or as directed, and left at the borehole or moved to an onsite staging area. Transportation to an off -site disposal area will be for others. 6. All work to be performed in Level "D" conditions unless otherwise specified, % surcharge would apply to upgrades. 7. Terms: Net 30 days, interest at 2 % per month will begin accudng 60 days from invoice date. (Unless otherwise specified. B. Notice to proceed requires signature by authorized company representative (taxed copy is acceptable) ' Client refers to firm requesting quotation from RSD. Signature Of Authorized Company Representative Va" Se44orn Butch Schaffer, Environmental Drilling Manager P75 Date Title 2013 -01 -09 Date PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Expenditure Refunds- Requires a motion and a 10 -day layover Budget Amendment for expenditure refunds STAFF CONTACT(S): BACKGROUND: AGENDA DATE: 2 -04 -13 ACTION: Yes 12 INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: Attached is a list of expenditure refunds for the month of January 2013 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. Staff recommends the reappropriation of funds as follows: $17,906.44 to Sheriff - Overtime (100- 4- 031200- 1200), $199.67 to Clerk of Court- Copier Lease (100 -4- 021600- 60051), $150.00 to Sheriff -DARE Supplies (100 -4- 031200 - 6002), $60.00 to Sheriff -Parts (100 -4- 031200 - 6030), $250.00 to Sheriff -Svc Costs -Labor (100 -4- 031200 - 6031), $26.39 to Volunteer Fire Department (VFD)- Telephone (100 -4- 032200 - 5230), $308.00 to VFD- United Way Contributions (100 -4- 032200 - 5567), $1708.08 to Jail- Extradition (100 -4- 033100- 5550), $18,001.49 to E911- Telephone (100 -4- 035500 - 5230), $260.00 to Library- Postage (100 -4- 073100- 5210), $4,389.72 to Library- Computer Supplies (100 -4- 073100 - 6021), $12,984.98 to WIA -Rent (251 -4- 353160 - 5420), $5,487.74 to Memorial Gifts Fund - Funiture and Fixtures (265 -4- 073320 - 6003). THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER. P76 Finance Department P.O. Box 426 Chatham, Virginia 24531 PITTSYLVANIA COUNTY VIRGINIA MEMO TO: William D. Sleeper, County Administrator FROM: Kim Van Der Hyde viol Finance Director SUBJECT: January Expenditure Refunds DATE: February 1, 2013 Phone(434)432 -7740 Fax (434) 432 -7746 Gretna /Hurt(434)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 January. I am recommending that all of the following expenditure refunds be reappropriated by the Board of Supervisors: 100 -4- 031200 -1200 Sheriff - Overtime 17,906.44 Reimbursement for the Democratic National Convention 100 -4- 021600 -60051 Clerk of Court- Copier Lease 199.67 Reimbursement 1004- 031200 -6002 Sheriff -DARE Supplies 150.00 Donations- 100 -3- 000000 - 189915 100 -4- 031200 -6031 Sheriff -Labor 250.00 Insurance Claim 100 -4- 031200 -6030 Sheriff -Parts 60.00 Restitution 100 -4- 032200 -5230 VFD- Telephone 26.39 Verizon Reimbursement 100 -4- 032200 -5567 VFD- United Way Contributions 308.00 Donations- 100 -3- 000000 - 189912 P77 100 -4- 033100 -5550 Extradition 1,708.08 100 -4- 035500 -5230 E911- Telehpone 18,001.49 Verizon and Intrado Reimbursement 100 -4- 073100 -5210 Library- Postage 260.00 Friends of the Library Donation 100 -4- 073100 -6021 Library- Computer Supplies 4,389.72 Pittsylvania County Historical Society Reimbursement 251 -4- 353160 -5420 WIA -Rent 12,984.98 Reimbursement (251 -3- 000000 - 150201) 265 -4- 073320 -6003 Memorial Gifts Fund- Furn/Fixtures 5,487.74 Pittsylvania County Historical Society Reimbursement TOTAL EXPENDITURE REFUNDS — JAN S 61,732.51 P78 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Jail Inmate Management- Additional Appropriation - Requires a Roll Call Vote SUBJECT/PROPOSAL/REOUEST: Additional Appropriation for the Jail Inmate Management Fund STAFF CONTACT(S): AGENDA DATE: 2 -04 -13 ACTION: Yes CONSENT AGENDA: ITEM NUMBER: 13 INFORMATION: ACTION: INFORMATION: ATTACHMENTS: No REVIEWED BY: BACKGROUND: During the budget process, an estimated amount is budgeted in the Jail Innate Management account. This budget never consumes the total amount available for expenditure from this fund. DISCUSSION: The Jail Inmate Management Fund is currently experiencing a deficit in their Inmate Management line item. This deficit currently stands at $17,468.09. This line item covers purchases of supplies for the inmates in the jail. Expenditures will continue from now until June 30, 2013 and will need adequate funding to continue these purchases. The balance in the Jail Innate Management Fund at 1/31/13 was $64,975.71. RECOMMENDATION: Staff recommends that the Board approve and appropriate $35,000 to line item 311 -4- 033400 -5860. This amount will be transferred from the balance available from the Jail Inmate Management Fund and will not require additional local funding. This item requires a roll call vote. P79 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Reimbursement of Capital Outlay — Blairs Vol. Fire 02 -04 -2012 14 & Rescue ACTION: INFORMATION: Yes SUBJECUPROPOSAL/REOUEST: Reimbursement — Capital Outlay CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): Mr. Sleeper ATTACHMENTS: BACKGROUND: The Board of Supervisors operates a vehicle reimbursement program to volunteer fire and rescue departments in the County wherein the Board of Supervisors provides $85,000.00 a year for a contribution for a fire truck and $70,000.00 a year for rescue squad vehicles. Blairs Volunteer Fire/Rescue Department purchased an EMS vehicle at a cost of $150,000.00, wherein Pittsylvania County had reimbursed approximately $65,000.00, leaving a balance of $5,020.75. Since the vehicle had been paid off and there was no ability to file for reimbursement that balance has been carried over. The Blairs Volunteer Fire /Rescue Department is requesting the Board of Supervisors to approve the reimbursement of $5,020.75 to Blairs for an EMS vehicle since they did meet the matching funds for the vehicle. RECOMMENDATION: Staff recommends the Board of Supervisors approve the payment of $5,020.75- current balance, to the Blairs Volunteer Fire /Rescue Department that is listed in carryover funds in the 2013/14 budget. This does not require a layover or a Roll Call Vote. P80 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Award Contract — Repairs to the Moses Building 02 -04 -2012 SUBJECT/PROPOSAL/REOUEST: Contract for ceiling and waterproofing Moses Building STAFF CONTACT(S): Mr. Sleeper ACTION: Yes CIUM Di" W4ClI 31 MIT ITEM NUMBER: 15 INFORMATION: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: The Board of Supervisors of Pittsylvania County approved a significant capital outlay fund for waterproofing of the Moses Building which included all of the repairs and contract work in the front of the building, removing all vegetation and available drainage from the street back to the building. In addition, there were other needs of sealing all of the windows and the masonry around the roof area that water was leaking into. DISCUSSION: The Pittsylvania County Sheriff's Office sent out bid request for doing the caulking and sealing of the windows, as well as the caulking on the masonry around the roof of the building. BenTTree Enterprises was the lowest responsive bidder with a $8,756.92. (See Attached). RECOMMENDATION: Staff recommends the Board of Supervisors award this contract to BenTTree Industries in the $8,756.92 . Funds are currently available in the 310 Account for this project. P81 BenTTree Enterprises d /bla Phil Lohan Renovations 1100 Mt. Tabor Road Vernon Hill, VA 24597 (434) 432 -2233 (434) 770 -3632 Pittsyivania County Sheriff Mike Taylor 21 North Main Street Chatham, VA 24531 Description Ben ee Enterprises Labor Windows to be repaired - 67 total New window panes - 29 total Restore window - 1 total Repoint all natural block and art deco block Remove old caulk and replace with non shrinking mortar Painting ofwindows Supplies Mortar Caulk Paint Panes of glass Glazing Wood filler Subtotal Overhead Ship To Deposit of one third is due with signed acceptance. One third of this Estimate is $2,918,9T Date Estimate # EM 6 1 1 29 1 1 9/6!2012 1061 Total 6,950.00 255.54 155.11 96.60 88.45 203:67 3456 7,783.93 972:99 Total $8,756.92 This Estimate is void after 30 calendar days from the date of the Estimate. Any changes to the Estimate, made by the Customer, require a Change Order. Customer acceptance of Estimate requires a signature and date at the bottom of the Estimate that is being accepted. Prices do not reflect hidden problems/issues which may change the final price. These items will be discussed with the Customer. Upon acceptance of this estimate, a deposit of one third of estimate is due, for materials. All checks are to be made payable to BenTTree <Enterprises. Signature 8 Date: _..._ P82 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Staunton River Medical Center Inc. — Contribution 02 -04 -2012 Request ACTION: Yes SUBJECT/PROPOSAL/REOUEST: Contribution Request CONSENT AGENDA: ACTION: STAFF CONTACT(S): Mr. Sleeper ATTACHMENTS: Yes 1 W ITEM NUMBER: 16 INFORMATION: INFORMATION: BACKGROUND: The Board of Supervisors of Pittsylvania County is aware that the Staunton River Medical Center in the Town of Hurt, Virginia, caught fire and was totally destroyed. In order to rebuild this medical center, it was necessary for MD Resource and Central Virginia Family Physicians to work together with the non -profit corporation of Staunton River Medical Center to rebuild the medical facility in Hurt, Virginia. In order to make the economic decision to rebuild this facility, it was necessary to purchase various types of equipment to ensure that it stayed competitive and that it has what is needed for the citizens of Pittsylvania County. The non -profit corporation, Staunton River Medical Center, is requesting the Board of Supervisors to make a contribution towards the non -profit corporation in order to assist them in helping acquire the needed equipment for the facility. Attached are letters from MD Resource and Central Virginia Family Physicians supporting the need for imaging equipment, as well as a letter from the non - profit corporation of Staunton River Medical Center requesting a contribution of $100,000.00 to assist in equipment and the outfitting of this medical facility. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review, consideration and approval. P83 JAN 1 5 2013 January 13, 2013 Mr. William D Sleeper P. O. Box 426 Chatham, VA 24531 RE: Staunton River Medical Center — Hurt VA Dear Mr. Sleeper: I spoke with you some time back about the possibility of some county funding to help with the purchase of some medical equipment, specifically digital x -ray equipment. I had asked that someone who had the authority to make a written commitment to provide a letter for you stating that commitment in detail to rebuilt on the same site in Pittsylvania County. I had also asked that they spell out the equipment needs and an approximate amount needed to purchase the equipment. The enclosed letter from Dr. Elliott and an email to Dr. Elliott from Central Virginia Family Physicians was provided for me to pass on to you. It does not have the details that I had asked for. It also does not provide an amount, although the amount given to the medical center board in Hurt, of which I am treasurer, was $100,000. An approximate amount, I am sure, and I believe this amount may have been mentioned to you in some of your discussions with Dr. Elliott. I hope this will give you something to work with. If not, we will go back to them and try again. Sincerely, Steven Watson Treasurer. Staunton River Medical Center Inc Enclosures: P84 Tradition and Excellence 0 Ap84alfax Fahlyhiiii P.O. Box 607 Apponeauax, VA 24522 (414) = 614.735 ('94)3524` January Januar 9, 2013 ° CPA DA00dic Arvin, 2137 Lakeside Dove, Suite 103 Lynchburg, VA 24501 (1341 966138! (41418161678) CPA hMnei Care ° ""° Woods 14 W5 Wards Road, C A To Whom It May Concern; Lynchburg, VA 24501 , (431)1360131 ")1304480 hx ° Aabn at Amino Square 200 Article. Square Madison Heights, VA 24572 (4m)a mfm This letter is regarding Staunton River Family Physicians 7Uh iqtli I00 ° 2213kos rebuilding after the fire July 14, 2012. Lynhburg, VA 24501 (41418164176 (434) 9656816far, ° A~ Fee57 Physkiro The facility would again like to provide medical services for the P.O. Be. 389 Forest, 5224551 community in our former location. In order to X-ray (4141 6154561 provide services Y P Y (i' ° ;hiiikla for patients that need urgent care and for those needing x -rays for ° falft , P.O. Box 1060 Madison Bright,. VA 24572 clinical diagnosis, the facility is in need of digital x -ray equipment. (491) 8168411 (bwLan This equipment would have the same standards as Radiolo Radiology ❑ FMw Fait' 0recficr FAo Loe6n 1088 London Links Road Forest. VA 24551 Consultants & Central VA Imaging. (494) 6346668 (494)6346606far °2°"teSP"� Brad ° We would also like to have media technologies to be able to provide Lynchburg. VA 24501 (1941 84567374 patient education for individual and group sessions. (431)6461818f. ❑ RBeem dCPA 2137 Lakeside Drive, Suite 104 Lynchburg, VA 24501 Thank You, (134) 1823806 (494) 3167138far ❑ RuaYm8 Fa ce 925 Village Highway Ronburg,2 -24588 (4141 3927967 (131) 29&1767 fax ffit"Albui Ow Fa87 Po)wlAeN 527 Pucker Road Hurt, VA 24563 (431) 3144166 Robert I. Elliott, M.D. (4141 5214141 far ° 17.nw(eRe Fa67 RU6ee 203047 nswake Road RIE /tmb Lyoehburg, VA 24502 (434) 237!471 (43) 1974610 far P.O. Box 2449 Fores, VA 24551 (4941 594!716 (4341 5166741far ❑ A�07 RO, Box Forth, VA 24551 (434) 3851116 ext. 2 (43) 0"736f. ❑ 16®w Bnowgee (434) 3613110 (434) 6946881 fax P85 Terry Brooks From: Dr. Robert Elliott <relliott@md- resource.com> Sent: Monday, January 07, 2013 2:56 PM To: tbrooks @cvfp.net Subject: FW: Documentation for Marjorie Dalton Terry See if this works for Marjorie Robert I. Elliott, M.D. Assistant Clinical Professor of Family Medicine University of Virginia School of Medicine Staunton River Family Physicians 527 Pocket Rd. Hurt, Va 24563 Office 434- 324 -9150 4WD k -„ 2 rM,iyMryru nrrx., /�. -.d1,/ „m pru rui nux+M�+w rtrnA From: Gary Hutcherson rM@ilL0:QHutc:hersonGcyfI).net Sent: Monday, January 07, 2013 10:12 AM To: Dr. Robert Elliott Subject: Documentation for Marjorie Dalton Dr. Elliott, The CVFP Board approved rebuilding SRFP at the October 18, 2012 Board meeting: After reviewing the pros and cons of rebuilding the Staunton River Family Physicians office building, the Board voted to proceed with rebuilding. Gary Hutcherson Central Virginia Family Physicians MD Resource, LLC Phone: (434) 382 -1126 Fax: (434) 525 -6738 Email: ghutcherson0cvfo.net From: Dr. Robert Elliott fmailto:relliott(&md- resource.com] Sent: Friday, January 04, 2013 5:04 PM To: Gary Hutcherson Subject: FW: Documentation for Marjorie Dalton Gary See below do you have the minutes of the CVFP board meeting that approved rebuilding SRFP? This would probably suffice to get the request below going P86 REPORTS FROM MEMBERS P87 REPORTS FROM LEGAL COUNSEL P88 REPORTS FROM COUNTY ADMINISTRATOR P89 PITTSYLVANIA COUNTY VIRGINIA William D. Sleeper County Administrator P.O. Box Box 426 a Chatham, Virginia 24531 w mail: dsleeper @pittgov.org 1767 To: Otis S. Hawker, Assistant County Administrator From: Henry Boswell, Jr., Chief Animal Control Officer Date: February 1, 2013, , Subject: Animal Control Activity Report Phone (434) 432 -7710 Fax (434) 432 -7714 Gretna /Hurt (434) 656 -6211 During the period of January 1,2013through January 31, 2013, the Animal Control Officers responded to 354 calls as per Henry Boswell, Chief Animal Control Officer, resulting in the following: Description Number Remarks Animals taken into custody: 113 Dogs 71 Cats 40 Other 2 Domestic Rabbits Animals on hand at month end 13 Animals dispatched 25 24 -dos 1 cats Licenses checked 92 Court cases 26 Summons 14 Animals Adopted 2 Animals returned to owners 7 Cats taken to the Humane Society 39 Animals Transferred 30 FC 11 DAHS -11, MHC -8 Injured animals picked up 0 Animals found in traps 38 27 cats / / /11 dogs Exposures: Human/Saliva 0 Exposures: Dogs/Cats/Wildlife 0 Dog Bites 4 Cat Bites 2 Cruelty Checks 2 Well -being Checks 16 Cat/Dog Fights 3 Investigated killings by dogs/cats 3 Investigate killings b Coyotes 0 If you have any questions concerning this, please do not hesitate to contact me. cc: William D. Sleeper, County Administrator P90 PITTSYLVANIA COUNTY VIRGINIA S Y L v'9.V l William D. Sleeper ¢ 9 County Administrator o n Phone (434) 432 -7710 P.O. Box 426 a q Fax (434) 432 -7714 Chatham, Virginia 24531 o .pr : Gretna /Hurt (434) 656 -6211 e -mail: dsleeper @pittgov.org °' 1767 I To: Otis S. Hawker, Assistant County Administrator From: Henry Boswell, Jr., Chief Animal Control Officer Date: February 1, 2013 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 January 1.2013 throueh January 31.2013 Description Number Remarks Total hours monitored 65 19.5 working days in January; 13 days there were only 2 officers working due to, sickness,vac,holidays,snow. Vehicles entering sites 616 Vehicles checked 11 Summons' issued 0 Court Cases 12 Convictions 11 If you have any questions concerning this, please do not hesitate to contact me. cc: William D. Sleeper, County Administrator P91 PITTSYLVANIA COUNTY VIRGINIA 5 Y L V„t L Darrell W. Dalton, Superintendent Ql 7 Building & Grounds Department p n Phone (434) 432 -7955 51 N. Main St. .a �� .4 q Fax (434) 432 -2294 P.O. Box 426 �*. O N y Gretna /Hutt (434) 656 -6211 Chatham, Virginia 24531 J -- b Bachelors Hall/Whitmell (434) 797 -9550 darrell.dalton @pittgov.org MEMORANDUM To: Otis S. Hawker, Assistant County Administrator From: Darrell W. Dalton, Superintendent of Building & Grou ds n 11JJvv Date: January 31, 2013 Subject: County Fleet Maintenance & Repairs — JANUARY 2013 Attached please find listing, by line items, the maintenance and repairs to all county fleet for the month of December. Listed you will find the department name, vehicle number, repairs to the vehicle and the cost of the repairs and/or maintenance to the vehicle. If you have any questions concerning this matter, please do not hesitate to contact me. DWD /kg Attachment cc: William D. Sleeper, County Administrator P92 County Fleet Maintenance and Repairs - January 2013 Vehicle Supplies - 012520 -6009: Dept & Maintenance Repairs: Cost: Parts - 012520 -6030: Dept & Maintenance Repairs: Cost: *B & G Maintenance - #2203 AC Belt $ 15.45 *B & G Maintenance - #2203 Water Pump $ 135.90 *B & G Maintenance - #2203 Thermostat $ 13.80 *B & G Maintenance - #2203 Hose Clamp $ 1.25 *B & G Maintenance - #2203 Gallon antifreeze $ 13.95 $ 180.35 Labor - 012520 -6031: Dept & Maintenance Repairs: Cost: *B & G Maintenance - #2203 Replace AC Belt $ 35.00 *B & G Maintenance - #2203 Check for cooling system leak $ - *B & G Maintenance - #2203 Replace water pump and thermostat $ 165.00 $ 200.00 Total of Vehicle Supplies, Parts & Labor: $ 380.35 P93 PITTSYLVANIA COUNTY VIRGINIA C sYL Darrell W. Dalton, Superintendent 9 K Phone (434) 432-7958 Building &Grounds Department 51 N. Main St Ey t Fax (434) 432 -2294 �' G t ✓ CD Gretna /Hurt (434) 656-6211 P.O. Box 426 �+ `N y Chatham, Virginia 24531 J /76 Y Bachelors Hall/Whitmell (434) 797 -9550 E -mail: darrell.dalton @pittgov.org n___,XP MEMORANDUM To: Otis S. Hawker, Assistant County Administrator From: Kaylyn Giles, Secretary of Building & Grounds Date: January 31, 2013 Subject: COMPLETED WORK ORDERS — JANUARY 2013 Attached please find a listing, by department, of completed work orders for the month of November. 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 of man - hours. Presently, there are approximately 21 work orders still outstanding. If you have any questions concerning this, please do not hesitate to contact me. KG Attachment cc: William D. Sleeper, County Administrator Darrell W. Dalton, Superintendent of Building & Grounds P94 BUILDING & GROUNDS MAINTENANCE WORK ORDERS COMPLETED FOR MONTH OF JANUARY 2013 NO. W/O MAN -HOURS ANIMAL. CONTROL 1 3 ARMORY 1 2 A S C S / EXTENSION / USDA -FSA BOARD OF SUPERVISORS BUILDING & GROUNDS BUILDING INSPECTIONS 1 4 CAPTAIN MARTIN BLDG 4 8 CENTRAL ACCOUTING CENTRAL PURCHASING CIRCUIT COURT 4 6 CLERK OF COURT CODE COMPLIANCE (PLANNING COMMISSSION & ZONING 1 4 COMMISSIONER OF REVENUE COMMONWEALTH ATTORNEY 2 3 COMMUNITY POLICY AND MGMT. BOARD 1 2 COMPACTOR SITE COUNTY ADMINISTRATOR AND ASST. COUNTY ADMIN. COUNTY ATTORNEY COURTHOUSE (1968 ANNEX) COURTHOUSE (EDWIN R. SHIELDS) 3 4 CSA -CPMB DEPOT BUILDING 1 4 ECONOMIC DEVELOPMENT EMERGENCY 911 FACILITY 5 9 ENVIRONMENTAL HEALTH FINANCE FIRE MARSHAL GENERAL DISTRICT COURT 1 2 GRANTS ADMISTRATION HEALTH DEPARTMENT 4 5 HUMAN SERVICES FACILITY INDUSTRIAL PARKS INFORMATION TECHNOLOGY JAIL 36 57 JUVENILE & DOMESTIC COURT I 1 JUVENILE & DOMESTIC COURT SERVICES UNIT LANDFILL 6 12 LIBRARY 8 109 LITERACY MAGISTRATE 1 2 MOSES BUILDING OLD DOMINION AG. COMPLEX PCED BUILDING REASSESSMENT RECREATION: RAIL -TRAIL & WAYSIDE PARK RECREATIONAL REGISTRAR- VOTING PRECINCTS 4 8 SHERIFF 2 3 SOCIAL SERVICES 4 4 TREASURER 2 3 VICTIM WITNESS OTHER: 4380 BERRY HILL RD RINGGOLD DEPOT CALLANDS CLERKS OFFICE OLD CHATHAM ELEMENTARY SCHOOL TOTAL WORK ORDERS COMPLETED - JANUARY2013 93 255 YEAR TO DATE 0710112012 - 06/3012013 668 1,221 P95 PITTSYLVANIA COUNTY CODE COMPLIANCE MONTHLY REPORT & FEES January 2013 TYPES OF PERMITS 57 BUILDING PERMIT FEES COLLECTED $6,676.77 57 LEVY COLLECTED $133.64 0 SUBDIVISION FEES COLLECTED $0.00 16 ZONING PERMIT FEES COLLECTED $65.00 0 REINSPECTION FEES COLLECTED $0.00 12 LAND DISTURBING FEES COLLECTED $70.00 1 FIRE INSPECTION FEES COLLECTED $450.00 142 TOTAL FEES COLLECTED $6,945.41 MONTHLY BUILDING VALUES 6 NEW DWELLINGS $927,000.00 3 MOBILE HOMES /OFFICE TRAILERS 22,000.00 1 DOUBLE -WIDE MOBILE HOMES 70,325.00 2 MODULAR 270,000.00 15 COMMERCIAL CONSTRUCTION 993,493.00 30 MISCELLANEOUS 150,003.00 57 TOTAL $2,432,821.00 NONTAXABLE: $507,347.00 $2,432,821.00 MONTHLY ACTIVITY REPORT NUMBER OF REJECTIONS OF WORK NUMBER OF E & S INSPECTIONS NUMBER OF MILES INSPECTORS TRAVELED MONTHLY ZONING FEES 23 43 1 REZONING FEES COLLECTED $196.25 2 SPECIAL USE PERMIT FEES COLLECTED 340.75 0 VARIANCE & APPEAL FEES COLLECTED 0.00 0 SIGN PERMIT FEES COLLECTED 0.00 3 TOTAL $537.00 Respectfully Submitted, Odie H. Shelton, Jr. Director of Code Compliance/ Zoning Administrator P96 CLOSED MEETING P97 ADJOURNMENT P98