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04-16-2013 BOS PacketBOARD PACKET BOARD OF SUPERVISORS ADJOURNED MEETING APRIL 16, 2013 1767 PI PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ADJOURNED MEETING TUESDAY, APRIL 16, 2013 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA Call to Order — 7:00 p.m. 2. Roll Call Barber0 BarksdaleO BowmanO EckerO HagermanO Harville0 SneadO 3. Pledge of Allegiance 4. Emergency Items to be added to the Agenda Motion by BarberO BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 Barksdale0 BowntanO EckerO Hagerman0 HarvilleO SneadO (a) Gretna Volunteer Fire Department Vehicle - Pages 13 -14 (b) Charles Hawkins Research Building - Pages 15 -18 APPROVAL OF AGENDA Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarPilleO SneadO Seconded by Barber0 Barksdalea BowmanO EckerO Hagerman0 Harville0 SneadO HEARING OF CITIZENS P2 CONSENT AGENDA Motion by BarberO BarksdaleO BowmanO EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 Barksdale0 BowmanO EekerO HagermanO Harville17 SneadO 5. (a) Proclamation — Law Day — May 1, 2013 — Pages 21 -22 PUBLIC HEARINGS Rezoning Cases Open: Motion by BarberO BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by BarberO Barksdale0 BowmanO EckerO Hagerman0 Harville0 SneadO Close: Case 1: (Midland IRA, Inc.) (Continued by the Planning Commission) Open: R -13 -017 Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by BarberO BarksdaleO BowmanO EckerO Hagerman0 Harville0 SneadO Close: Case 2: (Dellis) (Continued by the Planning Commission) Open: R -13 -018 Motion by Barber0 Barksdale0 Bowman0 EckerO HagermanO Harville0 SneadO Seconded by BarberO BarksdaleO BowmanO EckerO HagermanO HarvilleO SneadO Close: Case 3: Boyd E. Motley & Carol B. Motley — Banister District; (M -1, Industrial District, Light Industry to A -1, Agricultural District) Roll Call Vote (Ro11 Call Vote Yor N) P3 R -13 -019 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ 1lageman ❑ ❑ ❑ Har ille ❑ ❑ ❑ Snead ❑ ❑ ❑ (Ro11 Call Vote Yor N) P3 R -13 -019 Motion by Barber0 BarksdaleO BowmonO EckerO HagermanO Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Open: Close: Case 4: Diane B. Harper — Chatham - Blairs District; R -13 -020 (R -1, Residential Suburban Subdivision District to A -1, Agricultural District) Open: Roll Call Vote (Roll Cat[ Vote YorN) Motion by Barber0 BarksdaleO BowmanO EckerO Hagerman0 HarvilleO SneadO Seconded by BarberO BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Close: Case 5: David Ray Miller & Ruthanne Miller - Banister District; R -13 -021 (RC -1, Residential Combined Subdivision District to A -1, Agricultural District) Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Cat[ Vote YorN) Motion by Barber0 BarksdaleO BowmanO EckerO Hagerman0 HarvilleO SneadO Seconded by BarberO BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Close: Case 5: David Ray Miller & Ruthanne Miller - Banister District; R -13 -021 (RC -1, Residential Combined Subdivision District to A -1, Agricultural District) Roll Call Vote (Roll Call Vote Y or N) P4 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Har ille ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Y or N) P4 Motion by BarberO Barksdale0 BowmanO EckerO HagermanO Harville0 SneadO Seconded by Barber0 BarksdaleO BowmanO EckerO HagermanO HarvilleO SneadO Open: Close: Case 6: Boswell Properties, Inc. - Banister District; R -13 -022 (Formerly Wilkinson & Associates, Inc.) (M -1, Industrial District, Light Industry to A -1, Agricultural District) Roll Call Vote (Roll Call Vote Y or N) P5 Y N A Barber ❑ C ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Har ille ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Y or N) P5 UNFINISHED BUSINESS Motion by Barber0 BarksdaleO BowmanO EckerO HagermanO Harville0 SneadO Seconded by Barber0 BarksdaleO BowmanO EckerO HagermanO Harville0 SneadO Open: Close: 6. FY2013/14 SCHOOL SAFETY INITIATIVE (Public Hearing was held on April 8, 2013) The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in the Pittsylvania County School Educational and Cultural auditorium located at 39 Bank Street in Chatham, Virginia Monday, April 8, 2013 at 7:00 p.m. to hear citizen input on the proposed School Safety Initiative for fiscal year 2014. The County budget proposes an 8¢ increase on the real estate tax rate from 56¢ to 64¢ per $100 of assessed value, 5¢ of which is needed to fund this initiative. Public meetings have been held by Sheriff Mike Taylor to discuss this new school safety initiative. This public hearing will allow the Board of Supervisors to receive citizen input on the inclusion of this safety initiative in the County's FY 2014 budget. Separate public hearings will be held for the proposed County budget and the proposed school budget. Requires a Motion and a Roll Call Vote — Pages 25 -28 Roll Call Vote (Rolf Call Vote Y or N) P6 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Snead ❑ ❑ ❑ (Rolf Call Vote Y or N) P6 Motion by Barber0 Barksdale0 BowmanO EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO Open: Close: 7. FY2013/14 PROPOSED PITTSYLVANIA COUNTY SCHOOL BUDGET (Public Hearing was held on April 8, 2013) The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in the Pittsylvania County School Educational and Cultural auditorium located at 39 Bank Street in Chatham, Virginia Monday, April 8, 2013 at 7:00 p.m. to hear citizen input on the proposed school budget for fiscal year 2014. The School budget is part of the overall County budget which proposes an 8¢ increase on the real estate tax rate from 56¢ to 64¢ per $100 of assessed value. Separate public hearings will be held for the proposed County budget and the proposed school safety initiative. Requires a Motion and a Roll Call Vote — Pages 29 -32 Roll Call Vote Y N A Barber ❑ ❑ Barksdale ❑ J ❑ Bowman ❑ C ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ .Snead ❑ ❑ ❑ (Roll Call Vote Y or N) P7 Motion by BarberO Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by Barber0 BarksdaleO BowmanO EckerO HagermanO HarviUeO SneadO Open: Close: 8. FY2013/14 PROPOSED PITTYSLVANIA COUNTY BUDGET (Public Hearing was held on April 8, 2013) The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in the Pittsylvania County School Educational and Cultural auditorium located at 39 Bank Street in Chatham, Virginia Tuesday, Monday April 8, 2013 at 7:00 p.m. to hear citizen input on the proposed 2013 -2014 County Budget. This budget will not be considered for adoption until seven (7) days after the public hearing. This notice is published pursuant to Sections 15.2 -2503, 15.2 -2506, and 22.1 -93 of the Code of Virginia, 1950, as amended. The following is a brief synopsis of the budget, which does include the school budget as well as the proposed school safety initiative. This budget proposes an 8¢ increase on the real estate tax rate from 56¢ to 64¢ per $100 of assessed value in order to fund this budget. Separate public hearings will be held to hear citizen input on the proposed school budget and the proposed safety initiative. Requires a Motion and a Roll Call Vote — Pages 33 -65 Roll Call Vote Y N A Barber L i ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ C ❑ Hagerman ❑ ❑ ❑ Har ille ❑ ❑ ❑ .Snead ❑ ❑ ❑ (Rott Caa Vote Yor N) P8 Motion by BarberO BarksdaleO BowmanO EckerO HagermanO HarvilleO SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO HagermanO Harville0 SneadO 9. Cherrystone and Roaring Fork Dams Preliminary Report for Spillways — Cost Sharing Request from Town of Chatham- At their regular meeting on April 1, 2013, a motion was made by Mr. Barksdale, seconded by Ms. Bowman, which required a 10 -Day Layover that has now been met. Roll Call Vote Required — Pages 66 -75 Roll Call Vote (Roll Call Vote YorN) Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO Seconded by Barber0 BarksdaleO BowmanO EckerO Hagerman0 HarvilleO SneadO 10. Jail- Telephone Commissions — At their regular meeting on April 1, 2013, a motion was made by Mr. Snead, seconded by Mr. Barber, which required a 10 -Day Layover that has now been met. Roll Call Vote Required — Pages 76 -77 Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote YorN) Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO Seconded by Barber0 BarksdaleO BowmanO EckerO Hagerman0 HarvilleO SneadO 10. Jail- Telephone Commissions — At their regular meeting on April 1, 2013, a motion was made by Mr. Snead, seconded by Mr. Barber, which required a 10 -Day Layover that has now been met. Roll Call Vote Required — Pages 76 -77 Roll Call Vote (Roll Call Vote Y or N) P9 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Y or N) P9 Motion by Barbera BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by Barbera Barksdalea Bowman0 Eckera HagermanO Harvillea SneadO 11. Expenditure Refunds —At their regular meeting on April 1, 2013, a motion was made by Ms. Bowman, seconded by Mr. Barber, which required a 10 -Day Layover that has now been met. Roll Call Vote Required — Pages 78 -79 Roll Call Vote (Roll Call Vote Y or N) Motion by Barbera Barksdalea Bowman0 Eckera Hagerman0 HarvilleO Sneada Seconded by Barbera Barksdale0 Bowmana EckerO HagermanO HarvilleO SneadO 12. Discussion of Watch for Children Signs — Mr. Hagerman — Pages 81 -89 13. 14. 15. Motion by Barbera Barksdalea Bowman0 Eckera HagermanO HarvilleO SneadO Seconded by Barbera Barksdalea Bowman L7 EckerO Hagerman0 Harvillea SneadO Virginia Retirement System (VRS) Resolution —Pages 90 -93 Motion by Barbera BarksdaleO Bowman0 Eckera HagermanO HarvilleO SneadO Seconded by Barbera Barksdalea Bowmana Eckera Hagermana Harvillea SneadO Change Orders — E911 Radio System — Pages 94 -97 Motion by Barbera Barksdale0 Bowman0 EckerO HagermanO Harvillea SneadO Seconded by Barbera Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO Lease Agreement — Smith Mountain Tower Site — Pages 98 -106 NO Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Y or N) Motion by Barbera Barksdalea Bowman0 Eckera Hagerman0 HarvilleO Sneada Seconded by Barbera Barksdale0 Bowmana EckerO HagermanO HarvilleO SneadO 12. Discussion of Watch for Children Signs — Mr. Hagerman — Pages 81 -89 13. 14. 15. Motion by Barbera Barksdalea Bowman0 Eckera HagermanO HarvilleO SneadO Seconded by Barbera Barksdalea Bowman L7 EckerO Hagerman0 Harvillea SneadO Virginia Retirement System (VRS) Resolution —Pages 90 -93 Motion by Barbera BarksdaleO Bowman0 Eckera HagermanO HarvilleO SneadO Seconded by Barbera Barksdalea Bowmana Eckera Hagermana Harvillea SneadO Change Orders — E911 Radio System — Pages 94 -97 Motion by Barbera Barksdale0 Bowman0 EckerO HagermanO Harvillea SneadO Seconded by Barbera Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO Lease Agreement — Smith Mountain Tower Site — Pages 98 -106 NO Motion by Barber0 Barksdale0 BowmanO EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO 16. Radio System Agreements — Mt. Herman Fire & Rescue — Ringgold Fire & Rescue — Pages 107 -111 Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by BarberO BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO 17. Altavista Lifesaving — Fuel Reimbursement — Pages 112 -113 Motion by Barber❑ Barksdale❑ Bowman❑ Ecker❑ Hagerman❑ Harville❑ Snead❑ Seconded by Barber0 BarksdaleO BowmanO EckerO Hagerman0 HarvilleO SneadO 18. Bid Award — Brosville /Cascade Public Library Sign — Pages 114 -116 Motion and a 10 -Day Layover Required Motion by Barber❑ Barksdale❑ Bowman❑ Ecker❑ Hagerman❑ Harville❑ Snead❑ Seconded by Barber0 Barksdale0 BowmanO EckerO HagermanO Harville0 SneadO 19. Bid Awards — Landfill Compactor — Pages 117 -118 Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO 20. Commonwealth's Attorney — Transfer and Additional Appropriation — Page 119 Roll Call Vote Required Roll Call Vote (Roa Cat/ Vote Y or N) P11 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roa Cat/ Vote Y or N) P11 BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL REPORTS FROM COUNTY ADMINISTRATOR — Pages 123 -125 Motion by BarberO Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman /7 Harville0 SneadO Entered Closed Session: CLOSED SESSION Re -enter Open Session: Motion by Barber0 BarksdaleU Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 Sneado CERTIFICATION Adjournment Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Time Adjourned: P12 Y N Barber ❑ ❑ Barksdale ❑ ❑ Bowman ❑ ❑ Ecker ❑ ❑ Hagerman ❑ ❑ Harville ❑ ❑ Snead ❑ ❑ Adjournment Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Time Adjourned: P12 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Gretna Volunteer Fire Department Vehicle SUBJECT/PROPOSAL/REOUEST: Request for Surplus Vehicle STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 4 -16 -2013 ACTION• Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: TBA 4(a) INFORMATION: INFORMATION: BACKGROUND: The Board of Supervisors authorizes various volunteer fire departments and rescue squads to receive surplus police vehicles to the utilization of both departments for fire and rescue activities. Gretna Volunteer Fire Department is requesting the Board of Supervisors to approve the surplus a County vehicle for non - emergency purposes for the Gretna Volunteer Fire Department. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the use of one (1) surplus County vehicle from the County's Surplus Fleet for the Gretna Volunteer Fire Department for non - emergency purposes, for training, meetings and picking up equipment and supplies. The Gretna Volunteer Fire Department will be responsible for all gas, insurance and maintenance and upkeep of this vehicle since it is for non - emergency purposes. P13 GRETNA VOLUNTEER FIRE DEPARTMENT, INC. P.O. BOX 615 GRETNA, VIRGINIA 24557 April 8, 2013 Mr. William D. Sleeper County Administrator Pittsylvania County P.O. Box 426 Chatham, VA 24531 RE: Surplus Vehicle Dear Mr. Sleeper: Gretna Volunteer Fire Department would like to request to receive one of the County's surplus vehicles. The vehicle would be used for non - emergency purposes such as attending training, meetings and picking up equipment and supplies. Gretna Volunteer Fire Department is a non - profit organization which receives most of its funding from County support and the support of the citizens. Your consideration in allowing Gretna Volunteer Fire Department to have a County surplus vehicle is greatly appreciated. Respectfully, Chad Hogan, Chief Gretna Volunteer Fire Department 434 - 250 -1507 P14 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Charles Hawkins Research Building S UBJECT/PROPOSAL/REOUE ST: Use of Building STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 4 -16 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: TBA 4(b) INFORMATION: INFORMATION: BACKGROUND: The County of Pittsylvania along with the City of Danville, jointly working with the Economic Development Administration (EDA), applied for a tobacco grant to match drawdown funds from the EDA to help construct the Charles Hawkins Research Building. DISCUSSION: The Charles Hawkins Research Building is owned by the Regional Industrial Facilities Authority and managed and used by the Institute for Advanced Learning & Research. There is a question concerning the EDA requirements for rental of that facility and the ability to rent it above or below the current market. RECOMMENDATION: Staff will make a report to the Board of Supervisors concerning the use of the Charles Hawkins Building in order to give guidance to the Regional Industrial Facilities Authority concerning the ownership and utilization of the building for research purposes. P15 CHARLES HAWKINS RESEARCH BUILDING Rent Analytics AT FULL OCCUPANCY (100 %) Market Rent Rate - Potential Annual Total Sq Ft estimate Rent Proceeds 30,495 $10.00 $304,950 AT CURRENT OCCUPANCY (15 %) Total Occupied Market Rent Rate - Annualized Rent Sq Ft estimate Proceeds 4685 $10.00 $46,850 AT HIGHEST OCCUPANCY TC Total Occupied Market Rent Rate - Sq Ft estimate 21,446 $10.00 Annual Maintenance Costs DATE (70 %) Annualized F Proceeds 138,000 Utilities at about $11,500/mo 19,000 Grounds Maintenance 8,000 Misc. Maintenance 6,000 Floor Care 3,300 RIFA Insurance Costs 174,300 Total Hard Costs $214,460 400,000 All -in Hard & Soft Costs (per L. Leightley's letter and M. Duncan) P16 Dan Sleeper From: Conner, Patricia K. <ConnePK @ci.danville.va.us> Sent: Tuesday, April 09, 2013 11:31 AM To: Dan Sleeper Subject: RE: Hawkins Building Rent Analytics Mr. Sleeper — please see below for ownership info and let me know if any additional info is needed. Institute Building — RIFA owns both the building and land. Building is leased to IALR at $1 /year. Sentec Building — IALR owns building. RIFA owns the land and leases land to IALR at $1 /year. The lease term is 240 months and began in September 2010. The IALR has the option to purchase the land for $100 at the end of the lease term. Research Building — RIFA owns land and building. Building is leased to IALR at $10 /year per square foot occupied. Thanks, Patricia From: Dan Sleeper [mailto:Dan.Sleeoer(c oittoov.org] Sent: Tuesday, April 09, 2013 10:02 AM To: Conner, Patricia K. Subject: RE: Hawkins Building Rent Analytics Patricia: you have the ownership data on the IALR and the two adjacent buildings on that campus? This is property ownership including the land. Dan Sleeper County Administrator County Administration PITTSYLVANIA COUNTY VIRGINIA Tel. (434) 432 -7710 Fax. (434) 432 -7714 Dau.Sleener', piagov.org www.pittgov.org I Center Street P.O. Box 426 Chatham, VA 24531 Any e -mail or other correspondence sent to a member of the Board of Supervisors, or any other public official and /or employee of Pittsylvania County, Virginia (the "County'), in the transaction of public business, is considered a public record, and such records are subject to the Virginia Freedom of Information Act ( "VA FOIA ). This means that Virginia law generally requires the County to provide a copy of any such e -mail, upon request, for inspection and copying to any citizen of the Commonwealth, or to any member of the news media, unless lawfully exempted from production7disclosure under VA FOIA. If you have received this email or any attachments in emor, please notify the sender immediately at (434) 432 -7700, and by reply email, and delete this email and any attachments to it from your in- box, sent items, and deleted items. Thank you. From: Conner, Patricia K. [mailto: Con nePK(aci.danville.va us] Sent: Tuesday, April 09, 2013 9:56 AM P17 pi tr I HEARING OF CITIZENS P19 CONSENT AGENDA P20 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Proclamation — Law Day SUBJECT/PROPOSAL/REOUEST: Proclamation STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 4 -16 -2013 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes ITEM NUMBER: 5(a) INFORMATION: INFORMATION: BACKGROUND: Each May the Pittsylvania County Board of Supervisors establishes and proclaims a Law Day for the celebration of the practice of law in the Commonwealth of Virginia and its heritage for liberty and equality. DISCUSSION: Attached hereto is a Proclamation for Law Day set for May 1, 2013. The Board of Supervisors requests the citizens of Pittsylvania County, Schools, Businesses, Civic Leaders and Legal Professionals to acknowledge the importance of our legal and judicial system in the United States, Commonwealth of Virginia and the County of Pittsylvania. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the attached proclamation and declare May 1, 2013 as Law Day in Pittsylvania County. P2t 1;i Y ITI K�'/ 1► /:�`►i��d1I11►Y 6181117\ 9I 11 OY119 MAT0 31 PROCLAMATION LAW DAY May 1, 2013 "Realizing the Dream: Equality for All" Whereas, Law Day is a day of public acknowledgment of our nation's and Virginia's heritage of justice, liberty and equality under the law, and May 1't has been declared "Law Day" by the United States Congress; and Whereas, The American Bar Association has declared the theme for Law Day 2013 as "Realizing the Dream: Equality for All "; and Whereas, this year's theme recognized the inextricable link between freedom and equality, the importance of living up the promise of equality under the law enshrined in our nation's founding documents, and the challenges that remain in realizing that ideal; and Whereas, the year 2013 marks the 150`h anniversary of the issuance of the Emancipation Proclamation, as well as the 50`h anniversary of the March on Washington for Jobs and Freedom and the Reverend Martin Luther King, Jr.'s "I have a Dream speech "; and Whereas, all Americans are entitled to equal protection to the law and to the unalienable rights of life, liberty, and the pursuit of happiness; then Now, Therefore, the Pittsylvania County Board of Supervisors, in accordance with Public Law 87 -20, as amended, does hereby proclaim May 1, 2013, as Law Day in Pittsylvania County and urge all community residents, school administrators, teachers and students, business and civic leaders, and legal professionals and law students to acknowledge the importance of our legal and judicial systems of the United States, the Commonwealth of Virginia, and the County of Pittsylvania, and to support this national day by participating in Law Day activities. Given under my hand this day 16`h day of April, 2013. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P22 PUBLIC HEARING P23 UNFINISHED BUSINESS P24 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: School Safety Initiative SUBJECT/PROPOSAL/REQUEST: School Initiative Budget STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 4 -16 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 6 INFORMATION: INFORMATION: BACKGROUND: The Pittsylvania County Board of Supervisors held a public hearing on Monday, April 8, 2013 at the Pittsylvania County School Education and Cultural Center Auditori um to receive citizen input on the School Safety Initiative. DISCUSSION: The Board has discussed the issue concerning the School Safety Initiative with the total package came $1.7 million and required at least a five (5¢) cent equivalent of a real estate rate of additional tax or revenue to fund this entire package. Many board members recommended that we move slowly or to only do certain portions of this initiative. RECOMMENDATION: Staff recommends that the Board of Supervisors do not put the School Initiative into the 2013/2014 budget until they decide what they want to accomplish and how they want to fund that specific activity. This Requires a Motion and a Roll Call Vote, if there is a tax increase. P25 NOTICE OF PUBLIC HEARING The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in the Pittsylvania County School Educational and Cultural auditorium located at 39 Bank Street in Chatham, Virginia Monday, April 8, 2013 at 7:00 p.m. to hear citizen input on the proposed School Safety Initiative for fiscal year 2014. The County budget proposes an 8¢ increase on the real estate tax rate from 56¢ to 64¢ per $100 of assessed value, 5¢ of which is needed to fund this initiative. Public meetings have been held by Sheriff Mike Taylor to discuss this new school safety initiative. This public hearing will allow the Board of Supervisors to receive citizen input on the inclusion of this safety initiative in the County's FY 2014 budget. Separate public hearings will be held for the proposed County budget and the proposed school budget. A summary copy of the proposed school safety initiative is available for public examination at the County Administrator's Office, 1 Center Street, Chatham, Virginia, Monday through Friday, 8:00 a.m. to 5:00 p.m. This summary will also be available at all four County libraries and on the County's website at www.piftgov.org. SCHOOL SAFETY INITIATIVE Proposed Budget 2013 -2014 REVENUES Local Funds -5¢ on Real Estate $1,785,000 EXPENDITURES 20 School Resource Officers plus Fringes $ 759,802 E9114 Dispatchers - Salaries & Fringes 145,623 Line of Duty Insurance 44,970 Dues & Memberships 5,140 Communication Equipment 80,000 Fuels - Vehicles 34,465 Vehicle Supplies 10,000 Police Supplies 30,000 Uniforms 20,000 Capital Outlay Vehicles 445,000 Capital Outlay Emergency Equipment 210.000 Total $1,785,000 P26 Star Tribune Wednesday, March 27, 2013 SCHOOL SAFETY INITIATIVE NOTICE OF PUBLIC I .A►R G . '' The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in the Pittsylvania County School Educational and Cultures auditorium located at 39'19afik Street in Chatham, v`irgihk Monday, April 8, 2013 at 7:00 p.m. to hear citizen input on the pro posed School Safety Initiative for fiscal year 2201.4. The County budget proposes an 80 increase on the real estate tax rata from 54 to 64tt per $100 of assessed value, 50 of which is needed to fund: this initiative. Public meetings have been held by Sheriff Mike Taylor to discuss this new school safety initiative. This public hearing will allow the Board of Supervisors to receive citizen input on the inelusion,of this safety initiative in the County's FY 201.4 budget. Separate pub lie hearings will be held for the proposed County budget and the proposed school budget. A summary copy of the proposed school safety initiative is available for public examination at the County Administrator's Offic o,, 1 Center Street, Chatham, Virginia, Monday through Psid3y, 8:00 aim, to 5:00 p.m. This summary will also be available at'all four County libraries and on the County's website at www.pittgov:org. Proposed Budget 13,201 - 12EVENUES Local Funds -5¢ on Real Estate $1;785,000 ISPENDffURES 20 School Resource Officers plus Fringes , $ 759,802 E911 -4 Dispatchers- Salaries &c Fringes 145,623 Line of Duty Insurance 44,970 Dues & Memberships 5,140 . Communication Equipment 80,000 Fuels- Vehicles -: 34,465 Vehicle Supplies ` 10,000 Police 5ypplies 30,400 " Uniforms 20,600 Capital Outlay Vehicles 445,000 Capital Outlay Emergency Equipment 210:000 0181 $1,785,900 P27 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ADJOURNED MEETING MONDAY, APRIL 089 2013 7:00 P.M. PITTSYLVANIA COUNTY EDUCATION AND CULTURAL CENTER 39 BANK STREET, CHATHAM, VIRGINIA AGENDA 1. Call to Order — 7:00 p.m. 2. Roll Call 3. Pledge of Allegiance APPROVAL OF AGENDA PUBLIC HEARINGS 4. FY2013/14 SCHOOL SAFETY INITIATIVE The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in the Pittsylvania County School Educational and Cultural auditorium located at 39 Bank Street in Chatham, Virginia Monday, April 8, 2013 at 7:00 p.m. to hear citizen input on the proposed School Safety Initiative for fiscal year 2014. The County budget proposes an 8¢ increase on the real estate tax rate from 56¢ to 64¢ per $100 of assessed value, 5¢ of which is needed to fund this initiative. Public meetings have been held by Sheriff Mike Taylor to discuss this new school safety initiative. This public hearing will allow the Board of Supervisors to receive citizen input on the inclusion of this safety initiative in the County's FY 2014 budget. Separate public hearings will be held for the proposed County budget and the proposed school budget. 5. FY2013/14 PROPOSED PITTSYLVANIA COUNTY SCHOOL BUDGET The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in the Pittsylvania County School Educational and Cultural auditorium located at 39 Bank Street in Chatham, Virginia Monday, April 8, 2013 at 7:00 p.m. to hear citizen input on the proposed school budget for fiscal year 2014. The School budget is part of the overall County budget which proposes an 8¢ increase on the real estate tax rate from 56¢ to 64¢ per $100 of assessed value. Separate public hearings will be held for the proposed County budget and the proposed school safety initiative. 6. FY2013/14 PROPOSED PITTYSLVANIA COUNTY BUDGET The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in the Pittsylvania County School Educational and Cultural auditorium located at 39 Bank Street in Chatham, Virginia Tuesday, Monday April 8, 2013 at 7:00 p.m. to hear citizen input on the proposed 2013 -2014 County Budget. This budget will not be considered for adoption until seven (7) days after the public hearing. This notice is published pursuant to Sections 15.2 -2503, 15.2 -2506, and 22.1 -93 of the Code of Virginia, 1950, as amended. The following is a brief synopsis of the budget, which does include the school budget as well as the proposed school safety initiative. This budget proposes an 8¢ increase on the real estate tax rate from 56¢ to 64¢ per $100 of assessed value in order to fund this budget. Separate public hearings will be held to hear citizen input on the proposed school budget and the proposed safety initiative. ADJOURNMENT P28 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Pittsylvania County School Budget SUBJECT/PROPOSAL/REOUEST: Proposed School Budget STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 4 -16 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 7 INFORMATION: INFORMATION: BACKGROUND: The Pittsylvania County Board of Supervisors held a public hearing on Monday, April 8, 2013 at the Pittsylvania County School Education and Cultural Center Auditorium to receive citizen input on the Proposed 2013/2013 Pittsylvania County School Budget. DISCUSSION: The school budget does not require a specific tax increase and the Board of Supervisors must vote to approve it separately as an individual budget. In the past, the Board of Supervisors has approved the school budget by classification, which means the schools would have to request the Board of Supervisors to transfer money between categories. The Board also has the option to approve a lump sum total of the Pittsylvania County School Budget. Attached hereto, is a breakdown of the proposed classifications and school budget for 2013/2014 totaling $89,773,058. RECOMMENDATION: Staff recommends the Board of Supervisors approve the School Budget by the eight (8) classifications on the attached sheet totaling $89,773,058. Requires a Motion and a Roll Call Vote. P29 NOTICE OF PUBLIC HEARING The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in the Pittsylvania County School Educational and Cultural auditorium located at 39 Bank Street in Chatham, Virginia Monday, April 8, 2013 at 7:00 p.m. to hear citizen input on the proposed school budget for fiscal year 2014. The School budget is part of the overall County budget which proposes an 8¢ increase on the real estate tax rate from 56¢ to 64¢ per $100 of assessed value. Separate public hearings will be held for the proposed County budget and the proposed school safety initiative. A summary copy of the proposed school budget is available for public examination at the County Administrator's Office, I Center Street, Virginia, Monday through Friday, 8:00 a.m. to 5:00 p.m. This summary budget will also be available at all four County libraries and on the County's website at www.pittgov.org. SCHOOL BOARD Adopted Proposed Budget Budget 2012 -2013 2013 -2014 REVENUES From Sales Tax 9,065,767 9,411,495 From State Funds 45,781,292 46,915,949 From Federal Funds 8,372,272 8,620,468 From Local Funds 14,790,922 15,630,178 Cafeteria Receipts 4,957,312 5,071,523 From Other Funds 4.203334 4.123.445 Total $ 87,170,899 $89,773,058 EXPENDITURES Instruction 60,435,200 62,352,832 Admn. /Attend & Health Svcs 3,296,594 3,131,472 Pupil Transportation 5,790,314 6,050,434 Operation & Maintenance 6,638,528 7,542,255 Non - Instructional Operations 2,877,459 3,055,518 Facilities 648,229 - Technology 2,527,263 2,569,024 Cafeteria 957,312 5,071.523 Total $ 87,170,899 $89,773,058 P30 Star Tribune Wednesday, March 27, 2013 2013 -2014 PITTSYLVANIA COUNTY SCHOOL BUDGET NOTICIP OF PUBLIC HfEAPUNG The Board of Supervisors of Pittsylvania County,. Virginia, will hold a public hearing in the Pittsylvama County School ]Educational and Cultural attditoriuna located at 39 Bank Street in Chatham, Virginia Monday, April 8, 2013 at 7:00 Pm. ,to hear citizen input on t$e proposed school budget for fiscal year 2014, The School budget is part of the overall County- budget which proposes an 80 increase on the real estate tax, rate from 56¢ to 640 per $100 of assessed. value. Separate public hearings will be held for the proposed County budget and the proposed school safety initiative, A summary copy of the proposed, school budget is available for public examination at the County Administrator's Office, 1 Center Street, Chatham, Virginia, Monday through Friday, 8:00 a.m. to 5:00 p.m. This summary budget will also be available at all four County libraries and on the County's website at www,pittgov.org.. sclGitclol, �aARU Adopted Proposed Budget Budget 2012 -2013 2013 -2014 REVENIiES. From Sales Tax - 4,065,767 4,4i 1,495 From State Funds 45,781,292 46,915,949 ' Frobt Federal Funds 81372,272 8,620,468 From Local Funds 14,790,922 15,630,178 Cafeteria Receipts 4,957,312 5,071,523 From Other Funds 4.203.334 4,123A4 . Total S 87,170,899 $89,773,058 EXPENDITURES Instruction 60,435,200 62,352,832 AdmndAtterld & Health Svcs 3,296,594 3;131,472 Pupil Transportation "' 5,790,314 6,050,434 Operation c4& Maintenance 6,638,528 7,542,255 Non - Instructional Operations 2,877,459 3,055,518 Facilities 6481229 - Technology 2r527,26-1 21569,024 Cafeteria 4,.957-312 5.07 1.523 12W $ 87,170,899 $89,773,058 P31 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ADJOURNED MEETING MONDAY, APRIL 08, 2013 7:00 P.M. PITTSYLVANIA COUNTY EDUCATION AND CULTURAL CENTER 39 BANK STREET, CHATHAM, VIRGINIA AGENDA 1. Call to Order — 7:00 p.m. 2. Roll Call 3. Pledge of Allegiance APPROVAL OF AGENDA PUBLIC HEARINGS 4. FY2013/14 SCHOOL SAFETY INITIATIVE The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in the Pittsylvania County School Educational and Cultural auditorium located at 39 Bank Street in Chatham, Virginia Monday, April 8, 2013 at 7:00 p.m. to hear citizen input on the proposed School Safety Initiative for fiscal year 2014. The County budget proposes an 8¢ increase on the real estate tax rate from 56¢ to 64¢ per $100 of assessed value, 5¢ of which is needed to fund this initiative. Public meetings have been held by Sheriff Mike Taylor to discuss this new school safety initiative. This public hearing will allow the Board of Supervisors to receive citizen input on the inclusion of this safety initiative in the County's FY 2014 budget. Separate public hearings will be held for the proposed County budget and the proposed school budget. 5. FY2013/14 PROPOSED PITTSYLVANIA COUNTY SCHOOL BUDGET The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in the Pittsylvania County School Educational and Cultural auditorium located at 39 Bank Street in Chatham, Virginia Monday, April 8, 2013 at 7:00 p.m. to hear citizen input on the proposed school budget for fiscal year 2014. The School budget is part of the overall County budget which proposes an 8¢ increase on the real estate tax rate from 56¢ to 64¢ per $100 of assessed value. Separate public hearings will be held for the proposed County budget and the proposed school safety initiative. 6. FY2013/14 PROPOSED PITTYSLVANIA COUNTY BUDGET The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in the Pittsylvania County School Educational and Cultural auditorium located at 39 Bank Street in Chatham, Virginia Tuesday, Monday April 8, 2013 at 7:00 p.m. to hear citizen input on the proposed 2013 -2014 County Budget. This budget will not be considered for adoption until seven (7) days after the public hearing. This notice is published pursuant to Sections 15.2 -2503, 15.2 -2506, and 22.1 -93 of the Code of Virginia, 1950, as amended. The following is a brief synopsis of the budget, which does include the school budget as well as the proposed school safety initiative. This budget proposes an 8¢ increase on the real estate tax rate from 56¢ to 64¢ per $100 of assessed value in order to fund this budget. Separate public hearings will be held to hear citizen input on the proposed school budget and the proposed safety initiative. ADJOURNMENT P32 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Pittsylvania County Budget SUBJECT/PROPOSAL/REQUEST: Proposed County Budget STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 4 -16 -2013 ACTION: Yes CONSENT AGENDA: ITEM NUMBER: 8 INFORMATION: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED RV- BACKGROUND: The Pittsylvania County Board of Supervisors held a public hearing on Monday, April 8, 2013 at the Pittsylvania County School Education and Cultural Center Auditorium to receive citizen input on the Proposed 2013/2014 Pittsylvania County Budget. The advertised budget incorporated both the Pittsylvania County School Budget and the School Safety Initiative. This would have required an eight (8¢) cent real estate tax increase to fund the entire budget. It does not appear from the work session or input from individual board members that there is a specific alternative for a Pittsylvania County budget for 2013/2014. It is imperative that the Board of Supervisors review and approve a budget as early as April 16, 2013 in order for the Commissioner of Revenue to incorporate the rates into the land books and for the Treasurer to be able to receive those and review and develop the required tax tickets to get those tickets out at least 30 days before the June 5 deadline for taxes. There was no specific proposals presented that appeared to have the support of the majority of the Board of Supervisors for a proposed budget. RECOMMENDATION: Staff, working with the Chairman of Finance, is proposing a recommendation to the Board of Supervisors for their consideration at this meeting on April 16, 2013. This is proposing a budget of no tax increase and does not fund the School Initiative but does fund the proposed Pittsylvania County School Budget. By reducing part of the costs for the Vocational Training Center to just do a required preliminary architectural report and prepare it for submission to the Tobacco Commission for funding in January that would be approved in June 2014 would allow for a reduction in the amount necessary in the 2013/2014 budget. In addition to applying for Homeland Security Grant and reducing the design work for the E -911 Center to a preliminary engineering and architectural report to allow the Board of Supervisors to have a cost and a schedule necessary to move forward on work for that Center, would also reduce some of the proposed costs for the E -911 Center. In addition, the reassessment will end this year; therefore, over $560,000 of costs from this year's budget will not be carried into the next budget; therefore, one time revenues from unappropriated surplus could be utilized to pay for these one -time items and balance the 2013/2014 budget with no tax increase by utilizing $724,492 from unappropriated surplus to balance the budget. The attached 2013 -04 -01 resolution approves the current school budget and the new proposed county budget with no tax increase and appropriates the required budget for 2013/2014 with a new total of $180,887,346. Requires a Motion and a Roll Call Vote. P33 NOTICE OF PUBLIC HEARING The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in the Pittsylvania County School Educational and Cultural auditorium located at 39 Bank Street in Chatham, Virginia Monday, April 8, 2013 at 7:00 p.m. to hear citizen input on the proposed 2013 -2014 County Budget. This budget will not be considered for adoption until seven (7) days after the public hearing. This notice is published pursuant to Sections 15.2 -2503, 15.2 -2506, and 22.1 -93 of the Code of Virginia, 1950, as amended. The following is a brief synopsis of the budget, which does include the school budget as well as the proposed school safety initiative. This budget proposes an 8¢ increase on the real estate tax rate from 56¢ to 64¢ per $100 of assessed value in order to fund this budget. Separate public hearings will be held to hear citizen input on the proposed school budget and the proposed safety initiative. A full text is available for public viewing at the County Administrator's Office at 1 Center Street, Chatham, Virginia, Monday - Friday, 8:00 a.m. - 5:00 p.m. Copies will also be available in each of the four County libraries and an electronic version will be available on the County's website at www.pittgov.org. GOVERNMENT 2012 -2013 2013 -2014 EXPENDITURES ADOPTED PROPOSED General Gov't Expense 3,340,694 3,590,847 Judicial Admin. Expense 1,515,612 1,561,206 Public Safety 14,147,596 16,218,819 Health Dept. /Social Services 12,771,890 11,178,346 Public Works 3,004,765 3,252,973 Education Expense 87,179,680 89,781,839 Parks, Rec. & Cultural 1,309,545 1,450,585 Grants 4,674,001 4,210,389 Community Dev. Expense 11,394,786 10,142,697 Capital Projects 15,211,737 9,366,010 Debt Service 11,869,492 13,385,774 School Renovations 10,000 - Transfers 20,244,536 19,297,358 Misc/Non- Departmental 122,500 44.791 TOTAL $ 186,796,834 $ 183,481,634 2012 -2013 2013 -2014 REVENUES ADOPTED PROPOSED Local Funds 48,148,390 52,243,548 State Funds 82,549,453 81,801,402 Federal Funds 16,758,304 17,266,534 CIP Carryover 469,502 10,719,549 Carryover 3,056,537 1,231,832 Bond/Loan Proceeds 13,200,000 348,300 School Bonds 2,370,112 573,111 Transfers 20,244,536 19,297,358 TOTAL $ 186,796,834 $183,481,634 P34 Star Tribune Wednesday, March 27, 2013 PITTSYLVANIA COUNTY BUDGET NOTICE OF PUBLIC HEARING The Board of Supervisors of Pittsylvania County, Virginia, swill hold a public he ire. Pittsylvania County School Fducational and Cultural auotonnm located at 39 Bank _ Streei it Chatham, Virginia Monday, April 8, 2013 at 7:00 p.m to heal° citizen input on the proposed 2013-2014 County Budget. This budget wiitnot be considered for adoption MR seven (7) days after the public hearing. This notice is published pursuant to Secti ons 15.2-250, 15,2 -25U6, and 22.1 93 of the Code of Virginia, 1950, as. amended. The following is a brief synopsis of the budget, which does include the school budget as well as the proposed school safety initiative. This budget proposes an go increase on the real estate tax rate from 560 to 64¢ pet $100 of as- sessed value in order to fund this budget. ' Separate public hearings will be held to hear- cji input on the proposed school budget and the, proposed safety initiative. A full text is available for public viewing at the County Administtafofs Office at 1 Center Street, Chatham, Virginia, Monday -Friday, 8:00 a.- -in. - 5:00 p.m. Copies will also be available in each ofthe four County libraries and an electronic version will be available on the County's website at www.pittgov. GOVERNMENT 2012 -2013 777 20f3 3014 LXRENDITiTRE9 ADOPTED = PROPEIREB General Gov't Expense - 3,340,694 3,590,847 Judicial Admin. Expense 1,515,612 ' 1,561,206 Public Safety 14,147,596 16,218,819 Health Dept. /Social Services 12,774890 11,178,346 Public Works 3,004,705 3,252,973 Education Expense 87,179,680 89,781,839 Parks, Rec. & Cultural 1,309,545 1,450 585 Grants 4,674,001 4,210;3$9 CommunityDev. Expense 11,394,786 10,142,697 Capital Projects 15,211,737 9,366,010 Debt Service z" 11,869,492 13,385,7744 School Renovations toQp00 Transfers 20,244,536 19,297,358 Misc/Non- Deparuncntal 122 500 44,791 LOTAL $ 184,796,$34 $183,481,634 2012 -2013 2013 -2014 REVENUES ADOPTED P Q)of1S L.ocai Funds 48,148,390 52,243,548 State Funds 82,549;453 81;801,482 Federal Funds 16,758,304 17,266,534 C1P Carryover 469,502 10,719,519 Carryover 3,056,537 1,231,832 Bond/Loan Proceeds 13,200,000 348,3QO ; School Bonds 2,370,112 573,11 "1 Transfers 20.244.536 19 2 7 3: ,TOTAL S 186,796,834 S 183,481,634 P35 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ADJOURNED MEETING MONDAY, APRIL 08, 2013 7:00 P.M. PITTSYLVANIA COUNTY EDUCATION AND CULTURAL CENTER 39 BANK STREET, CHATHAM, VIRGINIA AGENDA 1. Call to Order — 7:00 p.m. 2. Roll Call 3. Pledge of Allegiance APPROVAL OF AGENDA PUBLIC HEARINGS 4. FY2013/14 SCHOOL SAFETY INITIATIVE The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in the Pittsylvania County School Educational and Cultural auditorium located at 39 Bank Street in Chatham, Virginia Monday, April 8, 2013 at 7:00 p.m. to hear citizen input on the proposed School Safety Initiative for fiscal year 2014. The County budget proposes an 8¢ increase on the real estate tax rate from 56¢ to 64¢ per $100 of assessed value, 5¢ of which is needed to fund this initiative. Public meetings have been held by Sheriff Mike Taylor to discuss this new school safety initiative. This public hearing will allow the Board of Supervisors to receive citizen input on the inclusion of this safety initiative in the County's FY 2014 budget. Separate public hearings will be held for the proposed County budget and the proposed school budget. 5. FY2013/14 PROPOSED PITTSYLVANIA COUNTY SCHOOL BUDGET The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in the Pittsylvania County School Educational and Cultural auditorium located at 39 Bank Street in Chatham, Virginia Monday, April 8, 2013 at 7:00 p.m. to hear citizen input on the proposed school budget for fiscal year 2014. The School budget is part of the overall County budget which proposes an 8¢ increase on the real estate tax rate from 56¢ to 64¢ per $100 of assessed value. Separate public hearings will be held for the proposed County budget and the proposed school safety initiative. 6. FY2013/14 PROPOSED PITTYSLVANIA COUNTY BUDGET The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in the Pittsylvania County School Educational and Cultural auditorium located at 39 Bank Street in Chatham, Virginia Tuesday, Monday April 8, 2013 at 7:00 p.m, to hear citizen input on the proposed 2013 -2014 County Budget. This budget will not be considered for adoption until seven (7) days after the public hearing. This notice is published pursuant to Sections 15.2 -2503, 15.2 -2506, and 22.1 -93 of the Code of Virginia, 1950, as amended. The following is a brief synopsis of the budget, which does include the school budget as well as the proposed school safety initiative. This budget proposes an 8¢ increase on the real estate tax rate from 56¢ to 64¢ per $100 of assessed value in order to fund this budget. Separate public hearings will be held to hear citizen input on the proposed school budget and the proposed safety initiative. ADJOURNMENT P36 0 A m 0 y o O �b 5 0< O�� o m c y C 'F g 5 0 to g s s �p y Q n S h+ O a� o o m b p G G m �r _ n ° � ',Y '� m •-� nC7 °c4 � 'A m.p � 5 o ao ° ;� N f�nt� d W D e2�i'n' W 0 o y n S n Cn ti vi5 p• o Soo 5. :, rn :: t�f O Qk' a.R n�f o o EL � m 3 o zp o s 3 ? d is 9 'O Do R O ry m c 'rf c rt 'TI 'y 5 n m O R S p A p S o a S m P a � b o RL p �. A ^ N O V� W N W W O O O O O 4� O Vi N N l0 U r W J O A A W O O O J to in 0 0 0 0 0 0 0 0 J W W O O O O O O O O A iA O O O O + Vr A O b W O O O O U A W U O O O O O O O O O O O 0 0 0 0 0 0 0 0 0 0 Oo O N pp W O N w W U J A J A W N � w A a O+ oNO oa w A O O O O O O O O O O O P37 O ro a OA z; � 9 d � � 0 C_ 'JJ o m t+1roe d9 Q y w O a e v P38 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUDGET SUMMARY REVENUES 2012 2012 2013 2014 SOURCE OF REVENUES ADOPTED REVENUES JUNE 30 REVENUES ADOPTEDREVENUES PROPOSED REVENUES DIFFERENCES GENERALFUND: Real Estate Taxes - Includes 86 inciesu 18,333,688 001 18,722,087.94 19,811,054.00 20,412,610.00 601,556.00 Roll Back Tax 3,000.00 1,025.21 4,000.00 5,000.00 1,000.00 Mineral Tax 10000 100.00 100.00 Real Estate Tax. -2005 Real Estate Taxes - 2006 20,000.00 15,143.24 Real Estate Tax. -2007 28,000.00 26,006.48 1 28,000.00 28,000.00 Real Estete Taxes -2008 50,000.00 1 43,995.87 1 30,000.00 1 26,000.00 4000.00 Real Estate Taxes -2009 200,000.00 1 126,098.24 35,00000 26,500.00 8,500.00 Real Estate Tex. -2010 300,000.00 306,472.25 100,000.00 22,000.00 78,000.00 Real Estate Taxes -2011 40,64603 350,000.00 102,000.00 248,00000 Real Estate Tinos - 2012 - 335,000.00 335,000.00 Public Sm. Corp RE Taxes-2008 696.29 Public Serv. Corp RE Taxes -2009 1,040.91 Public Serv. Corp PP Taxes - 2011 305,047.00 288,456.24 _ Public Serv. Corp RE Taxes - 2011 559,910.00 568,321.03 Public Serv. Corp PP Taxes -2012 305,048.00 34172 315519.00 315,519.00) Public Serv. Corp RE Taxes -2012 559,910.00 213,718.91 586,444.00 586,444.00 Public Serv. Corp PP Taxes -2013 - 315,518.00 336,590.00 21,072.00 Public Set-c. Corp RE Taxes - 2013 - 586,444.00 681,913.00 95,469.00 Public Serv. Corp PP Taxes -2014 - 336,590.00 336,590.00 Public Serv. Corp RE Taxes - 2014 - - 681,913.00 681,913.00 Personal Pmpffty Taxes 4,850,113.00 5,114,639.03 5,682,554.00 5,819,554.00 137,000.00 Personal Pmpeny Tax. -2006 30,000.00 7,854.71 Personal Property Taxes -2007 35,000.00 20,98840 50,000.00 50,000.00 Personal Pumenty Tax. -2008 45,000.00 35,321.05 65000.00 28,700.00 36,300.00 Personal ProperEy Taxes -2009 80,000.00 79,440.15 70,000.00 50,00000 20,000.00 Personal Propwy Tax. -2010 250,000.00 179,74103 85,000.00 70,000.00 15,000.00 Personal PropeM Taxes -2011 - 35,621.87 400,000.00 61,00000 339,000.00 Personal Property Tax. -2012 - - 199,160.00 199,160.00 Mobile Home Taxes 206,282.00 188,801.51 227,656.00 225,071.00 2,585.00 Mobile Home Taxes - 2006 1,500 00 749.60 Mobile Home Taxes -2007 3,500.00 2,467.79 1,500.00 1,500.00 Mobile Home Tax. -2008 4,000.00 3,509.43 2,000.00 1,200.00 800.00 Mobile Home Taxes -2009 5,000.00 6,494.56 2,500.00 1,800.00 700.00 Mobile Home Tax. -2010 11,500.00 14,454.96 10,00000 3,200.00 6,800.00 Mobile Home Taxes -2011 2,065.03 25,000.00 12,500.00 12,500.00 Mobile Home Taxes - 2012 - 14,000.00 14,000.00 MwMne & Tools Taxes 1,386,315.00 1,399,913.86 1,471,360.00 1,438,540.00 (32,820.00 Machin & Tools - 2008 730.02 -_ Machin &Tools -2009 864.45 Machin & Tools - 2010 864A5 M..I. tsCapital Tax. 199,980.00 213,148.44 197,991.00 204,601.00 6,610.00 Merchants Capital Taxes -2007 1,000.00 27.23 Merchants Capital Taxes - 2008 1,000 00 69.30 500.00 500.00 Merchants Capital Taxes -2009 3,000.00 158.29 500.00 100.00 400.00 Merchants Capital Tax. - 2010 500.00 569.98 500.00 100.00 400.00 Merchants C Capital Taxes -2011 - 388.]1 500.00 60000 00 Merchants Ca iW Taws -2012 - 100.00 00 Penalties - 2005 Pion. Tax 700.58 _ P.alti. -2006 .Tax 5,000.00 2,211.12 Penalties -2007 Pro . Tax 6,500.00 4,728.61 2 500.00 0 Penalties -2008 Pro.T. 10,000.00 7,938.42 5,000.00 2,000.00 0 M200,""000.00 Penalties -2009 Pro.Tax 16,000.00 19,241.97 9,000.00 4,000.00 0) Penalties -2010 Pro.Tax 85,000.00 48,382.75 11,000.00 11,000.00 Penalties -2011 Pro . Tax 16000000 17708398 90,000.00 19,000.00 0 Penalties -2012P .Tax - 2,706.20 200,000.00 100,000.00 0 Penalti. -2013 Pro . Tax 200,000.00 0 P38 P39 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUDGET SUMMARY REVENUES 2012 2012 2013 2014 SOURCE OF REVENUES ADOPTED REVENUES JUNE 30 REVENUES ADOPTED REVENUES PROPOSED REVENUES DIFFERENCES Interest - 2004 Pm p, Tax _ Interest -2005 Pro .Tax 5,27L581 Interest - 2006 P,.p Tax 25,000.00 1 11,000.76 Interest -2007 Pro. Tax 3000000 1 20,284.27 1 30,000.00 30,000.00)) Interest -2008 Prop. Tax 35,000.00 1 25,492.19 25,000.00 20,000.00 5,000.00 Interest -2009 Pro, Tax 40,00000 43,294.09 15,000.00 19,000.00 4,000.00 Interest -2010 Prop. Tax 40,000.00 60,76813 25,000.00 16,000.00 9,000.00 Intemst - 2011 Pm p. Tax 150,000.00 60,480.93 60,000.00 38,000.00 22,000.00 Interest -2012 Prop. Tax - - 80,000.00 52,000.00 28,000.00 Inmrest -2013 Pro. Tax - - 32,000.00 32,000.00 Delis uent Taxes Not Classified 75,000 00 35,365.60 70,000.00 35,000 00 35,000.00 Local Sales Tax 1,792,000 00 1,953,185.75 1,815,000.00 1,975,000.00 160,000.00 Co...'Ublt Taxes 1,350,000.00 1289,774.25 1,350,000.00 1,290,000.00 60,000.00 Consameon Tax 125,00000 202,454.27 150,000.00 240,000.00 90,000.00 State Communication Tax Reimbursem ®t 2,400,000.00 2.281,973.38 2,245,000.00 2,135,000.00 110,000.00) Coun Licaaws/Ufilfty Fmncldse 2,800.00 2,650.00 3,000.00 1 2,800.00 200.00 Meals Tax 595,000.00 645,172.28 650,000.00 705,000.00 55,000.00 Fmnchise License Tax/Cablevision 45,666.56 Motor Vehicle Licenses 2,131,245.00 2,028,131.12 1,991,500.00 1,900,000.00 91,500.00 DMV Fee 65,000.00 103,755.01 80,000.00 125,000.00 45,000.00 Vehicle License Fce DeOnumt 150,00000 187,507.82 150,000.00 185,00000 35,000.00 Bank Franchise Tax 35,200.00 58,495.17 50,000.00 60,000.00 10,00000 Cow Recordation Taxes 225,00000 201,827.65 220,000.00 200,000.00 20,000.00 Additional Tax on Deeds 68,000.00 51,433.80 75,000.00 60,000.00 15,000.00 Tower Rental 30,000,00 32,054.40 34,700.00 19,044.00 15,656.00 Animal Licenses 40,000.00 37,259.00 40,000.00 37,500.00 2,50000 Land Use Applib. Foes 2,200.00 2,108.12 3,750.00 3,600.00 150.00 Transfer Fees 1,600.00 1,703.67 2,000.00 2,000.00 Zoning Fees 13,500.00 13,166.68 12,600.00 12,300.00 300.00 Subdivision Fees 100.00 93.00 100.00 100.00 Buildin g Penults 65,000.00 73,467.77 81,250.00 90,000.00 8750.00 Reins ection Fees 300.00 90.00 375.00 150.00 225.00 Fire Prevention Code Feu - 5,000.00 5,100.00 100.00 Land Di.hbing Pemdts 1,200.00 1,416.00 1,200.00 1,400.00 200.00 Fines_.Costs...1nterest 100,000.00 105,448.59 100,000.00 105,000.00 5,000.00 Local Fines 2,000.00 310.00 2,00000 50000 1,500.00 Delinquent Fines 80,000.00 68,833.75 80,000.00 70,000.00 10,000.00 Interest on Bank D .sits 375,000.00 400,066.37 400,000.00 400,000.00 Rent of Pro perfy 225,000.00 218,860.47 225,000.00 220,000.00 5,000.00 Sale of Conwssions 94,34 _ Sale ofZo essions- Sheriff 312.02 Probate Fees Wills 10,000.00 17,040.49 12,000.00 15,000.00 3,000.00 SAC OfPh.[o ies Clerk 3,000.00 2,848.47 2,500.00 2,500.00 Sale ofPhotoco ies(Treas ) 52.00 S lus Funds -Tax Sale 52,708.23 Sale ofS lus Pro 796.03 Commonwealth Attom Fees 2,000.00 4,521.69 2,500.00 5,500.00 E4d Fees of Sheriff &D hes 3,500.00 3,348.49 3,500.00 4,50000 Sheriffs Extra ASST ed Du 65,00000 102,466.07 80,000.00 125,000.00 Tel hone Commissions -7ai1 33,520.93 Salciboard of Dogs 6,00000 4,160.00 7,000.00 5,000.00 R clin - 528.45 300.00 500.00 HealthD tRefids 5500000 19,041.22 20,000.00 1500000 Sale ofM s &Ordinances 600.00 1,616.30 1,500.00 1,000.00 Ex endinue Refunds 187,624.53 M(2,OOO.00) P. A. Refunds 25,000 00 48,024.47 3000000 30,000.00 Reimbursement -Tel hone 5,000.00 9,368.07 Gifts & Don. - Project Lifesaver 2,11733 P39 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUDGET SUMMARY REVENUES 2012 2012 2013 2014 n� SOURCE OF REVENUES ADOPTED REVENUES JUNE 30 REVEMIES AIIf1PTFD RFVFx1IRR PRnnnccn ncacmme @ Don. IRecovered Costs -WIB I eo no on —I ..,.I P40 Recovered Costs -Ci ofDwv 60,000.00 72,961.25 60,000.00 60,00000 Recovered Cosrs -DCC 9,000.00 10,051.04 9,000.00 10,000.00 1,000.00 Recovered Costs - Saciel Services 60,000.00 31,892.28 50,000 00 30,000.00 20,000.00 Recovered Costs -HeazN 2IIEarhncnt 45,00000 50,797.84 50,000.00 50,000.00 Miscellaneous Ov a ant -Not Refunded 15,000.00 67,06300 15,00000 20,000.00 5,000.00 Ae 'onal Authori Revenoe ax from Wrilute 8,500.00 52,049.21 25,000.00 50,000.00 25,000.00 Recovered Costs - SCAAP 3,384 00 Recovered Costs -Gaze Fas 80,000.00 62,0]7.78 65,000.00 65,000.00 Recovered Cosls-Town of Chatham - - - 11,306.00 11,306.00 Motor Vehicle Camiefs Tax 80,000.00 80,402.63 80,000.00 80,000.00 Recordanoa -State Tax 80,000.00 76,640.65 80,000.00 75,000.00 5,000.00 Mobile Home Titlin Taxes 120,000.00 89,024.38 120,000.00 90,000.00 30,000.00 Motor Vehicle Rental Tax 2,000.00 4,716.45 4,000.00 5,000.00 1,000.00 Shared Ex se -CA 501,307.00 489,514.09 492,043.00 541,845.00 49,802.00 Shared Ex ense - Sheriff Office 3,647,955.00 3,734,823.46 3,715,5]3.00 4,072,226.00 356,653.00 Shared Ex se- School Res Office 87,21].00 8],588.56 89,142.00 91,218.00 2,076.00 Shared Ex cu a SheriffTel hone 7,336.22 Jail Block Grant 255,360.00 253,439.00 255,360.00 215,509.00 39,851.00 Shared Ex se - Comm of Rev 139,223.00 1381897.70 139,288.00 14$63700 9,349.00 PPTRASwc Share 4,139,276.00 4,139,276.63 4,139,276.00 4,139,276.00 Shared Ez se- Treasurer 153,895.00 153,295.81 152,411.00 168,196.00 15,78500 ShareA Ex ense - Medical Exm Shared Ex se -Re istrar 60,000.00 59,020.47 45,500.00 47,400.00 1,900.00 Shared Ex wse- Cirwit Ct Clerk 348,037.00 393,445.01 383.521.00 412,866.00 29,345.00 Shared Ez se- Circw[Ct 55,000.00 70,920.00 60,000.00 75,000.00 15,000.00 C7Sal Reimbursement 10,000.00 9,556.00 10,000.00 9,556.00 444.00 CSA 4,781 2,092,57115 4,801,126.00 3,250,000.00 1,251,126.00 CPMB Misc Revenue/Co -P 80.15 500.00 500.00 Pitts Soil & Water Cw11. 132,667.00 120,410.42 106,912.00 116,482.00 9,570.00 Insurance Recoveries 1,000.00 7,799.71 1,000.00 10,000.00 9,000.00 - 724,492.00 724,492.00 Transfers from other Fords 2,404,621.00 3,344,331.96 2,418,377.00 1,424,943.00 (993,43400 TOTAL GENERAL FUND 55, 929, 723.00 54,438,419.93 58,123,444.00 57,673,888.00 449,556.00 VIA. FUND SOCIAL SERVICES Public Assistance -State 2,136,280.00 1,226,786.37 1,851,239.00 1,894,110.00 42,871,00 Miscellaneous Receipts (VPA Fwd 1,250,000.00 420,137.63 500,000.00 700,000.00 200,(X10.00 Comm -Based Foster Care Po v Grant Bab care Grant 51,955.00 25,176.38 52,79800 55,167.00 2,369.00 Public Assistance- Federal C overs 3,175,953.00 2,266,306.50 2,47!,234.00 2,389,582.00 81,652.00 Udlizanon Man ement -CPMB Transfer from General Fwd 87$'67.00 892,237.45 888,48300 893,892.00 5,409.00 TOTAL VPA FUND 7,492,355.00 4,830,644.33 5,763,751 5,932,751.00 168,997.00 SCHOOLFUND: Interest 0.37 State Sales Tax School Funds - Re afar 8,678,10100 44,040,696.00 8,686,828.46 44,668,324.58 9,065,767.00 45,781,292.00 9,411,495.00 46,915,949.00 345,728.00 1.134 657 00 School Mise. Recei is Adul[Educatiw- Federal 1,778,631.00 10,590,369.00 7,488,351.26 - 4,203,334.00 8,3]2,272.00 4,123,445.00 L 8,620,468.00 79,889.00 24$196.00 P40 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUDGET SUMMARY REVENUES 2012 2012 2013 2014 SOURCE OF REVENUES ADOPTED REVENUES TUNE 30 REVENUES ADOPTED REVENUES PROPOSED REVENUES DIFFERENCES Federal Stimulus 2,594,855.47 Title 2,425,888.19 National School Lunch Pro am 2,896,372.53 Title VI -B Flow Through 1,902,777.20 - - - Title I 377,002.87 Other Federal Pro s 75,143.49 Cafeteria Receipts 4,899,467.00 4,694,518.31 4,957,312.00 5,071,523.00 114,211.00 Cafeteria Carryover Taosfer lnm General Fmd 13,696,012.00 15,339,06505 14,790,922.00 15,630,178.00 839,256.00 Transfer to Debt Reserve Food TOTAL SCHOOL FUND 83,683,276.00 91,349,127.78 87,170,899.00 89,773,05 &00 2,602,159.00 STATE REST. SEIZURE - SHERIFF: 1nme. t 1,576.08 St Res[ Seiz Funds 20,000.00 708,799.49 55,000.00 125,09100 70,092.00 Transfer m Grants Fmd TOTAL ST REST SEIZ- SHERIFF 20,000.00 710,375.57 55,000.00 125,092.00 70,092.00 FED REST. SEIZURE - SHERIFF: Fed Rest Seiz Funds 40,000.00 24,340.00 40,000 00 40,000.00 Transfer to Gents Fmd _ TOTAL FED REST SEIZ - SHERIFF 40,000.00 24,340.00 40,000.00 40,000.00 STATE REST. SEIZURE - CWA: St. Rest Seiz Fords -CWA 5,000.00 16,532.28 20,000.00 20,000.00 FED REST. SEIZURE - CWA: Fed. Resl Seiz Funds - CWA 9,631.67 5,000.00 5,000.00 TOTAL VETERINARY FUND 735.00 1,209.51 700.00 900.00 200.00 GRANTS: DCJS- Victim Wimess-STATE 17,329.00 15,852.15 17,676.00 17,676.00 DCJS - Victim Witness -FED 51,988.00 47,556.53 53,027.00 53,027.00 Vi mia Juvenile Comm Crime 38,546.00 39,440.00 38,546.001 41,765.001 3,219.00 Records Preservation Gant 5,000.00 9,924.00 5,000.00 5,000.00 Virginia D.A.R.E. Pro am _ DUI Select Enforcement 44,948.00 27,727.77 35,000.00 35,000.00 ABC Enforcement _ DMV- Abandon Vehicles _ DMV Gant 95,000.00 - 95,000.00 (95,000.00 CVTS Tmffic Enforcement Grant 4,000.00 6,372.62 5,00000 5,000.00 DMV -O. ant Gant 6,365.20 6,500.00 6,500.00 Checkpoint Strikeforce Mini -Grant 3,000.00 3,000.00 3,000.00 Local Law Enfmcement Justice Aseistmmce Gan[ JAG 23,400.00 8,100.84 24,000.00 24,000.00 Orgmized Crime Doug Enforecement _ DCJS - Criminal Histot, Records Ian rovement 108,000.00 Bymc1JAG Criminal Justice 35,000.00 35,000.00 31,500.00 3,500.00 USDA -Sheriff Gant - - 25,000.00 25,000.00 BJA -Bulle roof Vest Partner 11,900.00 - 43,780.00 21,077.00 (22,70100 Comm. Gun Violence Pros. Pro am P41 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUDGET SUMMARY REVENUES 2012 2012 2013 2014 SOURCE OF REVENUES ADOPTED REVENUES JUNE 30 REVENUES ADOPTED REVENUES PROPOSED REVENUES DIFFERENCES Triad Crime Prevention Law Enfomment Tertoism Prevention 35,000.00 Gsa Prevention VA Domestic Violence Vimlm Ford Re Crime Info Sbarin Network DHS -EMS Re is Grant _ f Gant -VDH 1,000.00 - - - - l Ventilation Grant m Lake Dam Buffer Protection Grant 81,766.00 81,766.00 - n Leads On -Line 1,200.00 ternet CranesA Against Children 25,000.00 25,000.00 eless -E911 EH=lmd 217,606.00 75,039.49 76,000.00 55,185.00 (20,815.00 eless -PinsC /Danville 145,717.00 eless - Consultant Grant 28,000.00 30,000.00 2,000.00 Homeland Securi -Radui 4],768.00 Fire Pro Grant 170,000.00 156,022.00 170000.00 180,000.00 10,000.00 om u[m Chant 5,000.00 244.43 4,000.00 4,000.00 Fire Prevention Grant 10,000.00 10,000.00 10,000.00 Four for Life - EMS 70,000.00 63,412.44 70,000.00 75,000 00 5,000.00 VFSB Training Mw Grant 10,000.00 10,000.00 10,000.00 Grant 50,000.00 54,924.80 60,000.00 40,000.00 20,000.00 VA Em m Mm emert 18,605.00 18,605.00 18,605.00 Comm. Emer. R once Team CER 16,300.00 38,412.26 32,000.00 10,000 00 22,000.00 COPS Technolo Gant 35,000.00 4,639.78 35,000.00 35,000.00 Renal AED Grmt GEMS 25,000.00 _ Citizens Alertin S stem Pro'eet _ Hazardous Materials Eme en P tiredness _ RPAC -I ui anent 1,000,000.00 PSAP - Wireless Eductamn Pro am 1,358.00 2,000.00 2,00000 EMPG - Alternate EOC Genermor 150,000.00 150,000w E911 -Miti lion Grant - - 15000.00 ]5,000.00 State Lib Grants 154,647.00 143,568.00 149,432.00 149,43200 Gates Fomarksmn -Copt Ed Grant - - -_ OR o mud On Line Grant VA Breast Cancer Foundation Grant 400.00 Books for Babies _ EPA Gretna Water EPA Route 58 Water CDBG - Clarkson. Grant 3,000.00 2,308.04 3,000.00 3,000.00 IPR- Clarkaw. Grant 1,000.00 1,38273 1,000.00 1,000.00 EDA- Brosville Southeast Rural Cam Assistance Grant Transportation Safety Grant CDBG - Witcher Road Sewer _ CDBG - Witcher Road Water CDBG - Witcher Road hn rovemmt 700.00 - 1,000.00 2,000.00 1,000.00 Lakeside- Southern River Enhancement _ CDBG -Rail Access _ Southern Rivers ODAC Grant 50,000.00 Liner Co."] Grants 19,000.00 15,00100 19,000.00 24000.00 5,000.00 Chatham Train Dover Resmmtion 400,000.00 144,829.81 400,000.00 118,687.00 281,313.00 Conammi Foundation -Fire 10,000.00 _ Coommusity Foundation - Anneal _ Re 'onal Foundation -ODAC Study 15,438.00 J.T. Minnie Maude Grant -Rec 15,000.00 - 12,500.00 12,500.00 1.T. Minnie Maude Grant- Brosville 12,500.00 12,500.00 J.T. Mirmie M Gra aude Grant -CMS - - 12,50000 12,500.00 Expenditure Refunds _ Grants Carryovers P42 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUDGET SUMMARY REVENUES 2012 2012 2013 2014 SOURCE OF REVENUES ADOPTED REVENUES JUNE 30 REVENUES ADOPTED REVENUES PROPOSED REVENUES DIFFERENCES Transla from General Fund Transfer from Othar Funds 9,990.80 TOTAL- GRANTS 2,761,735.00 1,233,766.69 1,650566.00 1,201,954.00 448,612 00 WORKFORCE INVESTMENT BOARD Rentof Pro 181,366.60 Ex enditure Refunds 1,065.001 WIA Administrative 248,072.00 88,776.31 301,194.00 301,194.00 Liu, P. Sale Foundation Grant 1,500.00 1,500.00 Tobacco Commission/RObotics 82,352.14 WIA Dislocated Workers 574,168.00 737469.63 719,854.00 719,854.00 WIA Adult Pro 858,814.00 973,397.13 815,467.00 815,467.00 WIA.Youh: Out of School 433,899.00 420,280.39 470,168.00 470,168.00 WIA Youth: In School 612,232.00 615,226.04 705,25200 705,252.00 R id Response kl 21,963.54 Rapid R onse N2 255,200.26 Incentives -Adult - 2,800.00 2,800.00 2,800.00 lncennves- Dislocated Worker - 4,200.00 4,200.00 4,200.00 Incentives -Youth - 3,000.00 3,000.00 3,000.00 DOL Dislocated Worker 36,259.39 DOL Youth: Out of School 8,782.84 TOTAL - WORKFORCE INVESTMENT BOARD 2,727,185.00 3,414,573.59 3,023,435.00 3,023,435.00 LAW LIBRARY Law Lib. 1. 16,000.00 10,398.40 16,000.00 25,800.00 9,800.00 LIBRARY GIFTS FUND _ Copier Fees 6,000.00 8,979.01 6,000.00 6,000.00 Lihr, Fines - Lost Books 16,000.00 15,537.36 16,000.00 16,000.00 Gifts & Donations 43,000.00 15,542.52 43,000.00 43,000.00 Unappropitatod Surplus _ TOTAL - LIBRARY GIFTS FUND 65,000.00 40,058.89 65,000.00 65,000.00 CAPITAL IMPROVEMENTS FUND _ Expenditure Refunds Network Upgrade Loan Proceeds - 200,000.00 (200,000.00 Lease Purcahse -Voting Machines - - - 348,30O 0.O 34$300.00 USDA Funds _ IDA Bond Issue 22,000,000.00 - ova 830,450.00 469,502.00 (469,502.00 r from Other Funds r from Industrial Development Fund r from Grneml Fond 294,800.00 373,809.18 90,000.00 90000.00 L - CAPITAL IMPROVEMENTS FUND 23,125,250.00 373,809.18 669502.00 438,300.00 231,202.00 IDonations 'MATE MANAGEMENT FUND 16.98 Fee- Inmates 60,000.00 69,656.05 10,600.00 22,50000 11900.00 ecure Bounty 4,400.00 4,800.00 Medical C -Pa Revenue 3,600.00 7,347.96 - 3,600.00 3,600.00 Espenifiture Refunds Unappropriated S 1ua/C overs 12,600.00 23,400.00 TOTAL - JAIL INMATE MANAGEMENT FUND 80,600.00 105,220.99 10,600.00 26,100.00 15,500.00 P43 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUDGET SUMMARY REVENUES 2012 2012 2013 2014 SOURCE OF REVENUES ADOPTEDREVENUES JUNE30REVENUES ADOPTEDREVENUES PROPOSED REVENUES DIFFERENCES COURTHOUSE MAINTENANCE FUND CouMoase 15 ,000.00 15,000.00 15,000.00 E eaditare Refunds M3,566.99 Traffic & Criminal Action Fees C ovens 15,000.00 15,000.00 15,000.00 Transfers w Other Funds TOTAL - COURTHOUSE MAINT FUND 30,000.00 25,543.86 30,000.00 30,000.00 COURTHOUSESECURITY FUND Courthouse Security Fees 90,00000 56,589.92 90,000.00 55,000.00 35,000,00 Unaplirepiiated S lus/C ovens 35,000.00 35,000.00 70,000.00 1 35,00000 TOTAL - COURTHOUSE SECURITY FUND 12--,000.001 56,589.92 125,000.00 125,000.00 JAIL PROCESSING FUND Jail Administration Fee 2,000.00 5,179.12 2,000.00 2,20000 20000 Non - Consecutive Jail Time Fee 200.00 200.00 200.00 TOTAL - JAIL PROCESSING FUND 2,200.00 5,179.12 2,200.00 2,200.00 RURALROADSFUND New Road Bond Transfer from General Fund for Industrial Acceas Road Transfer Dom General Fwd Rural Roads Cacryoven 25,000.00 25,000.00 25,000 00 TOTAL -RURAL ROADS FUND 25,000.00 25,000.00 25,000.00 INDUSTRIAL DEVELOPMENT LOCAL Transferfrom Other Funds 930,000.00 1 939,747.71 983,140.00 387,166.00 595,974.00 Expeadivare Refunds 34,258.64 IDA Reimbursement 5,500.00 5,991.31 5,500.00 3,688.00 1,812.00 caffyovm 1,294,625.00 1,441,037.00 1,941,839.00 500,802.00 Tobacco Commission Funds 4,986,021.00 2,382,277.31 7,827,193.00 7,047,106.00 780,087.00 TOTAL - INDUSTRIAL DEVELOPMENT LOCAL 7,216,146.00 3,362,274.97 10,256,870.00 9,379,799.00 877,071.00 SCHOOL BOND FUND Bond Proceeds School Bond Issues Interest 17,689.63 Ca.ywer 2,368,86200 2,370,112.00 573,111.00 1,79700100 TOTAL. SCHOOL BOND FUND 2,368,861.00 17,689.63 2,370,112.00 573,111.00 1,797,001.00 E-911 RADIO EQUIPMENT BOND FUND Interest 2,596.59 Landfill Bond Iasaes 17,539,000.00 13,467,730.00 13,000,000.00 13,000,000.00 C .cars 8,777,710.00 TOTAL -E-911 BOND ISSUE 17,539,000.00 13,470,326.59 13,000,000.00 8,777,710.00 4,222,29000) DEBT SERVICE RESERVE FUND 5,759.00 5,519.13 821,832.00 821,832.00 P44 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUDGET SUMMARY REVENUES 2012 2012 2013 2014 [LANDFILL URCE OF REVENUES ADOPTED REVENUES JUNE 30 REVENUES ADOPTED REVENUES PROPOSED REVENUES DIFFERENCES ENTERPRISE FUND Interest -Solid Waste Household Fee 2,000.00 2,000.00 Intuest 4,975.581 T in Fee 58,41800 Roqcling $500.00 17,970.92 15,000.00 7,500.00 7,50000 Solid Waste Fees 200,000.00 188,923.51 185,700.00 205,000.00 19,300.00 Solid Waste Fees-Schools 45,000.00 45,000.00 45,000.00 45,000.00 Solid Wage Fees- Per Household - - 1,265,520.00 1,600,000.00 334,480.00 Expenditure Refunds 388.39 Landfill Bond !sues 3,000,000.00 2,875,786.89 C oe 1,540,5000 ,0. 1,240,500.00 Transfer from other Funds - 2,000,495 99 331,982.00 397,846.00 65,864.00 TOTAL - LANDFILL ENTERPRISE FUND 3,253,500.00 5,133,441.28 3,442,120.00 2,557,346.00 884,774.00 RESCUE BILLING ENTERPRISE FUND - 77,297.56 100,000.00 244,070.00 TOTAL -ALL FUNDS 206,512,326.00 1]$]11,9]0.89 186,787,034.00 180,887,346.00 6,053,558.00 P45 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUDGET SUMMARY - COUNTY ADMINISTRATOR'S CUTS EXPENDITURES 2013 2013 2014 DIFFERENCE DEPARTMENT ADOPTED ADJUSTED -thru 12131 PROPOSED BUDGET OVER ADJ BUDGET GENERAL FUND: Board of Supervisors 115,645.00 116,071.80 123,421.00 7,349.20 County Administrator 272,992.00 274,273.40 278,536.00 4,262.60 Legal Services 203,426.00 218,026.00 195,397.00 (22,629.00 Independent Audit 74,000.00 74,000.00 72,000.00 (2,000.00) Commissioner of Revenue 564,420.00 589,564.00 578,189.00 (11,375.00) Reassessment 360,060.00 360,060.00 562,074.00 202,014.00 Treasurer 636,155.00 639,429.00 651,528.00 12,099.00 Central Accounting 266,398.00 266,773.16 294,268.00 27,494.84 Information Technology 320,986.00 323,643.20 329,412.00 5,768.80 Fleet Management 116,500.00 116,500.00 119,500.00 3,000.00 Central Purchasing 112,338.00 113,219.86 116,326.00 3,106.14 Grants Administration 72,794.00 73,220.80 74,758.00 1,537.20 Electoral Board 87,519.00 97,919.00 95,919.00 (2,000.00) Registrar 137,461.00 139,941.86 137,787.00 (2,154.86) Circuit Court 130,991.00 136,417.80 134,251.00 (2,166.80) General District Court 14,161.00 18,257.88 11,706.00 (6,551.88) Magistrate 4,827.00 4,827.00 4,200.00 (627.00) Juvenile & Domestic Rel. Court 11,375.00 11,375.00 21,900.00 10,525.00 Clerk of Court 625,187.00 653,267.65 639,754.00 (13,513.65) Commissioner of Accounts 960.00 960.00 960.00 Commonwealth's Attorney 677,311.00 680,896.66 717,635.00 36,738.34 Sheriffs Department 5,797,339.00 - 6,034,479.49 6,002,724.00 (31,755.49) Fire Marshall 32,422.00 30,444.00 27,16100 (3,282.00 Volunteer Fire Departments 1,886,157.00 1,948,323.94 1,630,646.00 (317,677.94) Corrections & Detention 3,932,797.00 3,944,687.17 4,020,373.00 75,685.83 Court Services Unit - J &D Court 365,175.00 367,586.13 354,977.00 (12,609.13) Halifax- Pitts - Danville Court Services 6,095.00 6,095.00 6,095.00 Building Inspections 282,773.00 286,460.20 304,471.00 18,010 80 Animal Control 249,742.00 263,934.22 264,476.00 541.78 Medical Examiner 2,500.00 2,500.00 2,500.00 - E -911 Telephone System 1,259,096.00 1,386,164.10 1,247,033.00 (139,131.10) Public Works 156,782.00 157,236.06 160,757.00 3,520.94 Building & Grounds 976,363.00 986,508.00 948,555.00 (37,953.00) Public Health 490,000.00 490,000.00 498,600.00 8,600.00 Mental Health 152,318.00 152,318.00 251,856.00 99,538.00 CSA 6,365,818.00 6,366,672.60 4,495,139.00 (1871,533.60) DCC - Contributions 8,781.00 8,781.00 8,781.00 - Re oration 259,540.00 259,995.06 260,162.00 166.94 State Forestry Contribution 33,984.00 33,984.00 33,984.00 Library 915,521.00 917,978.91 922,452.00 4,473 09 Welcome Center (Chatham Depot) 35,500.00 35,500.00 35,500.00) Planning Commission 144,312.00 144,766.06 168,987.00 24,220.94 Community & Industrial Development 320,825.00 331,674.24 325,612.00 (6,062.24) Zoning 218,730.00 219,584.60 234,644.00 15,059.40 Soil & Water Conservation 106,912.00 106,912.00 116,482.00 9,570.00 icultural Economic Development Specialist 76,385.00 76,984.00 79,294.00 2,310.00 P46 rl i l SYLVAlNIA COUNTY BOARD OF SUPERVISORS BUDGET SUMMARY - COUNTY ADMINISTRATOR'S CUTS P47 2013 2013 2014 DIFFERENCE DEPARTMENT ADOPTED ADJUSTED -thru 12/31 PROPOSED BUDGET OVER ADJ BUDGET Economic Development 152,181.00 152,181.00 (152,181.00) Industrial Development Authority 23,800.00 20,200.00 12,095.00 (8,105.00) VPI Exten"Esfer 69,771.00 69,771.00 69,771.00 - Transfer ts 9,800.00 9,800.00 9,800.00 Social Servment Transfer 888,483.00 912,071.78 893,892.00 (18,179.78) School Bo 14,790,922.00 15,403,196.18 15,630,178.00 226,981.82 Grants Tra16,011.00 (16,011.00) Ca ital ImFund Transfer - 250,000.00 90,000.00 (160,000.00) Economic Development Fund Transfer 983,140.00 983,140.00 387,166.00 (595,974.00) Transfer to Debt Reserve Fund 821,832.00 821,832.00 - (821,832.00) Landfill Fund Transfer 331,982.00 1,617,168.28 397,846.00 (1,219,322.28) Non-Departmental 122,500.00 63,977.66 44,791.00 (19,186.66) Debt & Interest Services - County 11,047,660.00 9,765,476.00 12,613,066.00 2,847,590.00 TOTAL - GENERAL FUND 58 123 444.00 59 553 037.75 57 673 88.00 (1.879.149.75 VPA FUND (SOCIAL SERVICES): Social Services Administration 3,919,786.00 3,938,947.38 3,889,584.00 (49,363.38) Public Assistance 1,246,170.00 1,246,170.00 1,243,000.00 (3,170.00) Community Based Foster Care 45,000.00 45,000.00 45,000.00 Baby Care Grant 52,798.00 53,225.40 55,167.00 1,941 60 Administrative Expense 500,000.00 504,000.00 700,000.00 196,000.00 TOTAL - VPA FUND 5,763,754.00 5 787 42.78 5,932 751.00 145 408.22 SCHOOL OPERATING FUND: Instruction 60,435,200.00 61,279,837.72 62,218,661.00 938,823.28 Attendance/Health Services 3,296,594.00 3,348,784.00 3,136,135.00 (212,649.00) Trans orvdion Services 5,790,314.00 5,831,355.00 6,123,104.00 286,349.00 'Pupil Operation and Maintenance Services 6,638,528.00 7,033,948.00 7,575,800.00 541,852.00 Non -Instructional Operations 2,877,459.00 2,877,714.00 3,075,922.00 198,208.00 Capital Expenses - Tri on Fund 648,229.00 284,930.00 (284,930.00) Technology 2,527,263.00 2,518,333.46 2,571,313 00 52,979.54 Cafeteria 4,957,312.00 4,957,312.00 5,071,523.00 114,211.00 TOTAL - SCHOOL OPERATING FUND 87 170 899.00 88,138 214.18 89 773 058.00 1,634.843.82 TOTAL - STATE RESTRICTED SEIZURE FUND 55,000.00 155,000.00 125,092.00 (29,908.00) TOTAL - FED. RESTRICTED SEIZURE FUND 40,000.00 40,000.00 40,000.00 TOTAL - ST. RESTRICTED SEIZURE FUND -CWA 1 20,000.00 20,000.00 20,000.00 TOTAL - FED RESTRICTED SEIZURE FUND -CWA 5,000.00 5,000.00 5,000.00 TOTAL - VETERINARY FUND 700.00 700.00 900.00 200.00 P47 P48 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUDGET SUMMARY - COUNTY ADMINISTRATOR'S CUTS EXPENDITURES 2013 2013 2014 DIFFERENCE DEPARTMENT ADOPTED ADJUSTED -thm 12131 PROPOSED BUDGET OVER ADJ BUDGET GRANTS: Victim Witness 70,703.00 70,703.00 70,703.00 Court Services Grant 38,546.00 39,824.00 41,765.00 1,941.00 Misc - Records Preservation 5,000.00 5,000.00 5,000.00 - SRO Dare Pro ram Grant _ _ DUI Select Enforcement 35,000.00 _ 51,011 00 _ 35,000 00 (16,011.00) ABC Enforcement DMV Abandon Vehicles DMV Grant 95,000.00 95,00000 - _ (95,00000) CVTS Traffic Enforcement Grant 5,000.00 5,000.00 5,000.00 DMV Occupant Grant 6,500.00 6,500.00 6,500.00 Check oint Strikeforce Mini -Grant 3,000.00 3,000.00 3,000.00 - .Justice Assistance Grant (JAG) 24,000.00 24,000.00 24,000.00 Criminal History Rec. Imp _ _ _ B e /JAG Criminal Justice 35,000 00 35,000.00 31,500.00 (3,500.00) USDA - Sheriff Grant 25,000.00 25,000.00 (251000.00) BJA- Bullet roof Vest Partner 43,780.00 43,780.00 21,077.00 (22,703.00) Triad Crime Prevention Law Enforcement Terrorism Prevention Regional Crime Info Sharing Network DHS -EMS Registry Grant ATV -Safety Registry Grant Smith Mm Lake Dam Buffer Project Grant Operation Leads On -Line DCJS Internet Crimes Against Children 25,000.00 1 25,000.00 1 25,000.00 E911 Wireless Grant 76,000.00 48,669.75 55,185.00 6,51525 Regional Wireless Grant -Pitts C /Danville _ Regional Wireless Consultant Grant 28,000.00 28,000.00 30,000.00 2,000.00 State Homeland Security-Radio Study - 30,000.00 VA Fire Program Grant 170,000.00 170,000.00 180,000.00 10,000.00 VFIRS Computer Grant 4,000.00 4,000.00 4,000.00 Fire Prevention & Safety Grant 10,000.00 10,000.00 10,000.00 - FourforLife - DMV 70,000.00 70,000.00 75,000.00 5,000.00 VFSB Training Mini Grant 10,000.00 10,000.00 10,000.00 RSAF- AL.SBLS Grant 60,000.00 60,000.00 40,000.00 (20,000.00) VA Emergency Management 18,605.00 18,605.00 18,605.00 Comm. Emer. Response Team (CERT) 32,000.00 32,000.00 10,000.00 22,000 00) COPS Technology Grant 35,000.00 35,000.00 Rural AED Grant OEMS Citizens Alertin System Program RPAC -1 Equi ment Grant M-(35,000.00)1 PSAP- Wireless Education Program 2,000 00 2,000.00 00) EMPG- Altemate EOC Generator 150,000.00 150,000.00 150,00 Emergency Management Perform Grant 3,000.00 E911- Mitigation Grant 15,000.00 15,000.00 State Library Grants 149,432 00 145,395 00 149,432.00 4,037.00 VA Breast Cancer Foundation Grant Books for Babies P48 Gretna Water BUDGET SUMMARY - COUNTY ADMINISTRATOR'S CUTS EXPENDITURES P49 BUDGET PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUDGET SUMMARY - COUNTY ADMINISTRATOR'S CUTS EXPENDITURES 2013 2013 2014 DIFFERENCE DEPARTMENT ADOPTED ADJUSTED -thm 12/31 PROPOSED BUDGET OVER ADJ BUDGET EPA Rt 58 E. Water -STAG Gran[ CDBG - Clarkstown 3,000.00 3,000.00 3,000.00 - IPR - Clarkstown 1,000.00 1,000.00 1,000.00 CDBG - Witcher Road -Sewer CDBG - Witcher Road -Water - CDBG- Witcher Road Improvement 1,000.00 1,000.00 2,000.00 1,000.00 Lakeside - Southem River Enhancement - - South= Rivers ODAC Grant Litter Control Grant 19,000.00 19,000.00 24,000.00 5,000.00 Chatham Train Depot Restoration 400,000.00 400,000.00 118,687.00 (281,313.00) Regional Foundation - Recreation Grant Regional Foundation -ODAC Economic Study Historic Resources -Train Depot The Community Foundation -Fire Marshal J.T. Minnie Maude Grant -Rec - 12,500.00 12,500 00 J.T. Minnie Maude Grant - Brosville 12,500.00 12,500.00 J.T. Minnie Maude Grant -CMS - 12,500.00 12,500.00 - TOTAL - GRANTS 1,650,566.00 1,694.487.75 1 201 954.00 459 533.75 WIA Administrative Expenses 301,194.00 407,504.95 301,194.00 (106,310.95) Lucy P. Sale Foundation 1,500.00 3,506.51 1,500.00 (2,006.51 RIG Grant Tobacco Commission/Robotics Grant _ WIA Dislocated Worker Program 719,854.00 906,773 74 719,854.00 (186,919.74) WIA Adult Pro ram 815,467.00 895,797.71 815,467.00 (80,330.71) WIA Youth: Out of School 470,168.00 470,168.00 470,168.00 WIA Youth: In School 705,252.00 705,252.00 705,252.00 - Incentives -Adult 2,800.00 2,800.00 2,800.00 Incentives - Dislocated Worker Program 4,200.00 4,200.00 4,200.00 Incentives -Youth 3,000.00 3,000.00 3,000.00 DOL- Administrative _ TOTAL - WORKFORCE INVESTMENT BOARD 3,023,435.00 3 399 002.91 3.023A35.00 375 67.91 TOTAL -LAW LIBRARY 25,800.001 25,800.00 1 25,800.00 TOTAL - LIBRARY GIFTS FUND 65,000.00 1 73,640.00 1 65,000.00 (8,640.00) CAPITAL OUTLAY: Computer 200,000.00 1 208,152.33 (208,152.33) Building & Grounds - 1 54,494.07 1 30,000.00 (24,494.07) Community & Industrial Development 469,502.00 1 493,623.45 1 408,300.00 (85,323.45) TOTAL - CAPITAL OUTLAY 669 502.00 756 69.85 1 438-300.00 1 7 969.85 TOTAL - JAIL INMATE MANAGEMENT 10 600.00 14 095.97 26 100.00 1 500.00 P50 PITTSYLVANLA COUNTY BOARD OF SUPERVISORS BUDGET SUMMARY - COUNTY ADMINISTRATOR'S CUTS EXPENDITURES 2013 2013 2014 DIFFERENCE DEPARTMENT ADOPTED ADJUSTED -thru 12/31 PROPOSED BUDGET OVER ADJ BUDGET TOTAL - COURTHOUSE MAINTENANCE FUND 30 000.00 30 000.00 30 000.00 COURTHOUSE SECURITY FUND 125,000.00 125 000.00 125 000.00 JAIL PROCESSING FUND 21200.00 2,200.00 2,200.00 TOTAL -RURAL ROADS FUND 25,000.00 25,000.00 25,000.00 - INDUSTRIAL DEVELOPMENT FUND (LOCAL) Vo -Tech Renovations 100,000.00 100,000.00 Industrial Development 1,988,640.00 3,655,769.60 1,471,294.00 (2,184,475.60) Beny Hill Road 1,044,327.00 - Berry Hill -Phase III- Environmental Permitting 200,000.00 81,057.50 - (81,057.50) Berry Hill -Water & Right of Way Acquisition 735,000.00 768,608.00 657,924.00 (110,684.00) Ringgold East Industrial Park-Developable Sites 2,504,431.00 2,451,572.63 - (2,451,572.63) Beny Hill Bonds 2,854,439.00 2,854,439.00 - (2,854,439.00 Bmsville Ind Park -Dev Ready 1,735,381.00 1,696,981.00 (38,400.00) Berry Hill -Phase I Sewer 5,453,600.00 5,453,600.00 Hurt-Klo man Mills Water & Sewer 930,033.00 715,040.03 - (715,040.03) TOTAL - INDUSTRIAL DEVELOPMENT FUND (LOCA 10 256,870.00 12,261 867.76 9,379,799.00 2 882 068.76 SCHOOL BONDS 2,370,112.00 2 70 112.00 573 111.00 1 (1,797,001.00 E911 BONDS 13 000 000.00 9.908.350.26 8 777 710.00 (1,130,640.26) DEBT SERVICE RESERVE FUND 821,832.00 821,832.00 821,832.00 LANDFILL ENTERPRISE FUND Solid Waste Collections 1,048,546.00 1,054,118.48 1,092,254.00 38,135.52 Solid Waste Disposal 823,074.00 826,026.19 845,417.00 Solid Waste - Capital Outlay 50,500.00 94,023.66 50,500.00 Landfill - Capital Outlay 20,000.00 24,382.01 120,000.00 Landfill -Bonds 1,500,000.00 2,145,829.70 - iE(2,1A45,829.70) Debt & Interest Services 1,282,184.00 449,175.00 TOTAL - LANDFILL ENTERPRISE FUND 3 442 120.00 5,426,564.04 2 557 4 (2,869,218.04 P51 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUDGET SUMMARY - COUNTY ADMINISTRATOR'S CUTS EXPENDITURES 2013 2013 2014 DIFFERENCE DEPARTMENT ADOPTED ADJUSTED -thru 12/31 PROPOSED BUDGET OVER ADJ BII DGET RESCUE BILLING ENTERPRISE FUND Postage 500.00 500.00 500.00 Med 3000 Administrative Fee 5,000.00 5,000.00 13,570.00 8,570.00 Blahs VFD Distribution 15,750.00 15,750.00 80,000.00 64,250.00 Cool Branch VFD Distribution 15,750.00 15,750.00 50,000.00 34,250.00 Callands VFD Distribution 15,750.00 15,750.00 45,000.00 29,250.00 Mount Cross VFD Distribution 15,750.00 15,750.00 30,000.00 14,250.00 Laurel Grove VFD Distribution 15,750.00 15,750.00 15,000.00 (750.00) 640 Rescue Distribution 15,750.00 15,750.00 10,000.00 (5,750.00) Transfers to Other Funds 99.25 (99.25) TOTAL - RESCUE BILLING ENTERPRISE FUND 100 000.00 100 099.25 244 070.00 14--3,970,75— TOTAL - ALL FUNDS 186 796 834.00 190 733 616.50 180,887 46.00 9,809 774.53 P52 Presented: April 16, 2013 Adopted: April 16, 2013 RESOLUTION 2013 -04 -01 VIRGINIA: At an adjourned meeting of the Pittsylvania County Board of Supervisors on Monday, April 16, 2013 in the General District Courtroom in the Edwin R. Shields Courthouse Addition in Chatham, Virginia, the following resolution on the annual budget for Fiscal Year 2014 was presented and adopted. WHEREAS, the laws of the Commonwealth of Virginia require the governing body to prepare and approve a budget for fiscal and planning purposes, not withstanding additional requirements for the schools, including revenues and expenditures for the ensuing year by May 1, 2013; and WHEREAS, the laws of the Commonwealth of Virginia control the distribution of funds by appropriations giving the Board of Supervisors authority to set such appropriations at such periodic basis as outlined in Section 15.2 -2506 of the Code of Virginia, being further identified in this Resolution with Exhibit A and Exhibit B; and WHEREAS, a public hearing has been properly advertised and held on April 08, 2013, in accordance with state statute as shown by the affidavit of the publisher; then, BE IT HEREBY RESOLVED, by the Board of Supervisors of the County of Pittsylvania, that there be hereby adopted and appropriated a budget for Fiscal Year 2014, the full and complete budget is contained in the document entitled: "PITTSYLVANIA COUNTY ADOPTED BUDGET" FISCAL YEAR 2014 JULY 1, 2013 - JUNE 30, 2014 TOTALING: $ 180,887,346 BE IT FURTHER RESOLVED, that the estimated budget total of $180,887,346 includes $15,630,178 total local effort for the Pittsylvania County Schools, and $1,941,839 in reallocated carryovers for Industrial Development Local. Included in this budget is an approval of supplements for employees of the Sheriff's Department including the jail. In addition, it includes a continued supplement of $10,000 each for the Treasurer, Commissioner of Revenue and Clerk of Courts and $5,000 for the Commonwealth's Attorney for salary supplements. P53 BE IT STILL FURTHER RESOLVED, that the funds of the School Budget, the Library Board, and the Welfare Board shall be expended only by order and approval of those respective boards and that no money shall be paid out for such contemplated expenditures unless and until there has first been made an appropriation for such contemplated expenditures by the Board of Supervisors; and, BE IT STILL FURTHER RESOLVED that the School Budget estimate for FY 2013 -2014 be set at $89,773,058 with the local funds provided by the Board of Supervisors set at $15,630,178 to be funded by classification as allowed by the Code of Virginia, 1950 as amended, and the school board to report back in amounts requested to be funded in each classification if different than shown in the approved budget. The local funds include the following: General Fund Local $15,630,178 (Includes $45,000 Solid Waste) BE IT STILL FURTHER RESOLVED, that the Board of Supervisors shall receive quarterly revenue and expenditure reports comparing receipts and expenditures to the approved budget from the Office of the County Administrator; and, BE IT STILL FURTHER RESOLVED, that the unit tax levy for the year commencing January 1, 2013 shall be as follows: Real Property: Mobile Homes and Barns: Machinery and Tools: Contract Carrier: Personal Property: $.56 per $100 of assessed value, 100% market value $.56 per $100 of assessed value, 100% market value $ 4.50 per $100 of assessed value at 10% of original cost $4.50 per $100 of assessed value at fair market value $8.75 per $100 of assessed value, 30% of market value. In accordance with the requirements set forth in Section 58.1 -3524 (C) (2) and Section 58.1 -3912 (E) of the Code of Virginia, as amended by Chapter 1 of the Acts of Assembly (2004 Special Session 1) and as set forth in Item 503.E (Personal Property Tax Relief Program) of Chapter 951 of the 2005 Acts of Assembly any qualifying vehicle sitused within the county commencing January 1, 2013, shall receive personal property tax relief in the following manner: ■ Personal use vehicles valued at $1,000 or less will be eligible for 100% tax relief; P54 • Personal use vehicles valued at $1,001 to $20,000 will be eligible for 58% tax relief; • Personal use vehicles valued at $20,001 or more shall only receive 58% tax relief on the first $20,000 of value; and • All other vehicles which do not meet the definition of "qualifying" (business use vehicles, farm use vehicles, motor home, etc.) will not be eligible for any of tax relief under this program. Generating Equipment: Capital Merchant Tax: Consumer Utility Tax: $.56 per $100 of assessed value, 100% of market value $ 2.75 per $100 of assessed value, 30% of inventory value 20% of the first $15.00 monthly for residential users and 20% of the first $100.00 monthly for commercial or industrial users, except as required for Gas and Electricity, as defined by Chapter 6 Section 13 of the Pittsylvania County Code 1975 as amended AND BE IT FURTHER RESOLVED that the following fees will also be collected by Pittsylvania County for tax year beginning January 1, 2013 and for the fiscal year beginning on July 1, 2013: Motor Vehicle Fee: $38.75 per vehicle, except as specified by ordinance Solid Waste Fee: $5.00 per household per month, except as specified by ordinance AND BE IT FURTHER RESOLVED by the Pittsylvania County Board of Supervisors that, for the fiscal year begirming on July 1, 2013, and ending on June 30, 2014, the following sections are hereby adopted. Section 1. The cost center shown on the attached table labeled Appropriations Resolution, Exhibit A, are hereby appropriated from the designated estimated revenues as shown on the attached table labeled Appropriations Resolution, Exhibit A. This appropriation does include the unappropriated surplus. Funds may be appropriated by the Board of Supervisors as needed during FY 2014 subject to the Board's by -laws for appropriations. P55 Section 2. Appropriations, in addition to those contained in this general Appropriations Resolution, may be made by the Board of Supervisors only if there is available in the fund unencumbered or unappropriated sums sufficient to meet such appropriations. Section 3. All appropriations herein authorized shall be on the basis of cost centers for all departments and agencies excluding schools. The regular school fund is specifically appropriated by category as listed on Exhibit A. Section 4. The School Board and the Social Services Board are separately granted authority for implementation of the appropriated funds for their respective operations. By this resolution the School Board and the Social Services Board are authorized to approve the transfer of any unencumbered balance or portion thereof from one line item of expenditure to another within the same classification in their respective funds in any amount. Transfers between classification or funds require approval of the Board of Supervisors. Section 5. The County Administrator is expressly authorized to transfer any unencumbered balance or portion thereof from one line item of expenditure to another within the same cost center for the efficient operation of government. Section 6. All outstanding encumbrances, both operating and capital, at June 30, 2013 shall be reappropriated to the FY 2014 fiscal year to the same cost center and account for which they are encumbered in the previous year. A report of which shall be submitted to the Board. Section 7. At the close of the fiscal year, all unencumbered appropriations lapse for budget items other than the School Cafeteria Receipts Fund 209, the State Restricted Seizure Fund - Sheriff 241, the Federal Restricted Seizure Fund 242, the State Restricted Seizure Fund — Commonwealth's Attorney 243, the Federal Restricted Seizure Fund — Commonwealth's Attorney 244, the Animal Friendly Plates Fund 245, the Grants Fund 250, the Work Force Investment Act Fund 251, Law Library Fund 260, the Library Memorial Gift Fund 265, Cash Bonds Fund 305, the County Capital Improvements Fund 310, the Jail Inmate Management Fund 311, the Courthouse Maintenance Fund 312, the Jail Operating Fund 313, the Courthouse Security Fund 314, the Jail Processing Fund 315, the Rural Roads Fund 320, the Industrial Development Local Fund 325, the Industrial Development Cyclical Fund 330, the School Bond Fund 410, the Landfill Bond Fund 415, P56 the E911 Bond Fund 416, the Social Services Bond Fund 420, the Debt Service Reserve Fund 425, the Bond Fund- Schools 435, the Landfill Enterprise Fund 520, the Rescue Billing Fund 530, the Special Welfare Fund 733 and the Pittsylvania County Employees Health Plan 734. Thus, all cancelled cash balances shall revert back to the General Fund. Section 8. Appropriations designated for capital projects will not lapse at the end of the fiscal year but shall remain appropriated until the completion of the project or until the Board of Supervisors, by appropriate ordinance or resolution, changes or eliminates the appropriation. Upon completion of a capital project, the County Administrator is hereby authorized to close out the project and transfer to the funding source any remaining balances. This section applies to all existing appropriations for capital projects at June 30, 2013 and appropriations in the FY 2014 Budget. The County Administrator is hereby authorized to approve construction change orders to contracts up to an increase of $10,000.00 and approve all change order for reduction of contracts. Section 9. The approval of the Board of Supervisors of any grant of funds to the County shall constitute the appropriation of both the revenue to be received from the grant and the County's expenditure required by the terms of the grant, if any. The appropriation of grant funds will not lapse at the end of the fiscal year but shall remain appropriated until completion of the project or until the Board of Supervisors, by appropriate resolution, changes or eliminates the appropriation. The County Administrator may increase or reduce any grant appropriation to the level approved by the granting agency during the fiscal year. The County Administrator may approve necessary accounting transfers between cost centers and funds to enable the grant to be accounted for the in correct manner. Upon completion of a grant project, the County Administrator is authorized to close out the grant and transfer back to the funding source any remaining balance. This section applies to appropriations for grants outstanding at June 30, 2013 and appropriations in the FY 2014 Budget. Section 10. The County Administrator may reduce revenue and expenditure appropriations related to programs funded all or in part by the Commonwealth of Virginia and/or the Federal Government to the level approved by the responsible state or federal agency. Section 11. The County Administrator is authorized to make transfers to the various funds for which there are transfers budgeted. The County P57 Administrator shall transfer funds only as needed up to amounts budgeted or in accordance with any existing bond resolutions that specify the matter in which transfers are to be made. Section 12. The Treasurer may advance monies to and from the various funds of the County to allow maximum cash flow efficiency. The advances must not violate County bond covenants or other legal restrictions that would prohibit an advance. Section 13. All purchases with funds appropriated herein shall be made in accordance with the County purchasing ordinance and applicable state statutes. Section 14. It is the intent of this resolution that funds be expended for the purposes indicated in the budget; therefore, budgeted funds may not be transferred from operating expenditures to capital projects or from capital projects to operating expenses without the prior approval from the Board of Supervisors. Also, funds may not be transferred from one capital project to another without the prior approval of the Board of Supervisors. Section 15. The County Administrator is authorized, pursuant to state statute, to issue orders and warrants for payments where funds have been budgeted, appropriated, and where sufficient funds are available. A warrant register shall be presented to the Board of Supervisors not less frequently than monthly. Section 16. Subject to the qualifications in this resolution contained, all appropriations are declared to be maximum, conditional and proportionate appropriations — the purpose being to make the appropriations payable in full in the amount named herein if necessary and then only in the event the aggregate revenues collected and available during the fiscal year for which the appropriations are made are sufficient to pay all the appropriations in full. Otherwise, the said appropriations shall be deemed to be payable in such proportion as the total sum of all realized revenue of the respective funds is to the total amount of revenue estimated to be available in the said fiscal year by the Board of Supervisors. Section 17. All revenue received by any agency under the control of the Board of Supervisors or by the School Board or by the Social Services Board not included in its estimate of revenue for the financing of the fund budget as submitted to the Board of Supervisors may not be expended by said agency under the control of the Board of Supervisors or by the School Board or by the Social Services P58 Board without the consent of the Board of Supervisors being first obtained. Nor may any of these agencies or boards make expenditures, which will exceed a specific item of an appropriation. Section 18. Allowances out of any of the appropriations made in this resolution by any or all county departments, bureaus or agencies under the control of the Board of Supervisors to any of their officers and employees for expense on account of the use of such officers and employees of their personal automobiles in the discharge of their official duties shall be paid at the same rate as that established by the Internal Revenue Service and shall be subject to change from time to time to maintain like rates. Section 19. The County Administrator is directed to establish eight (8) petty- cash accounts under non - departmental from funds in this budget for central purchasing, the landfill, building inspections, zoning and recreationt in accordance with Section 15.2 -1229 of the Code of Virginia as amended, 1950 with management plans as directed by the County Auditor. Section 20. All previous appropriation ordinances or resolutions to the extent that they are inconsistent with the provisions of this resolution shall be and the same are hereby repealed. Section 21. This resolution shall be effective on July 1, 2013. Given under my hand this day April 16, 2013. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P59 EXHIBIT A April 16, 2013 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS APPROPRIATIONS RESOLUTION, EXHIBIT A EXPENDITURES BY COST CENTERS FOR FY 2014 COST CENTERS TOTAL ADOPTED ADOPTED BUDGET BUDGET ADMINISTRATION AND MANAGEMENT OF GOVERNMENT: Board of Supervisors 123,421 County Administrator 278,536 County Attorney 195,397 Auditors 72,000 Commissioner of Revenue 578,189 Reassessment 562,074 Treasurer 651,528 Central Accounting 294,268 Fleet Management 119,500 Information Technology 329,412 Central Purchasing 116,326 Grants Administration 74,758 Board of Elections 95,919 General Registrar 137,787 Non - Departmental 44,791 Total Administration and Management of Government 3,673,906 PUBLIC WORKS: Public Works 160,757 Building and Grounds 948,555 Zoning 234,644 Public Works 1,343,956 ADMINISTRATION OF JUSTICE: Circuit Court 134,251 General District Court 11,706 Magistrates 4,200 Court Services 354,977 Halifax Court Services Unit 6,095 Juvenile & Domestic Relations Court 21,900 VJCCCA - J & D Court Services Grant 41,765 Misc - Records Preservation 5,000 Commissioner of Accounts 960 Clerk of Circuit Court 639,754 P60 EXH BIT A April 16, 2013 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS APPROPRIATIONS RESOLUTION, EXHIBIT A EXPENDITURES BY COST CENTERS FOR FY 2014 LAW ENFORCEMENT: Sheriff COST CENTERS Corrections TOTAL State Seizure - Sheriff ADOPTED ADOPTED Federal Seizure - Sheriff BUDGET BUDGET Commonwealth's Attorney 717,635 State Restricted Seizure - Commonwealth Attorney 20,000 Federal Restricted Seizure - Commonwealth Attorney 5,000 Law Library Fund 25,800 Byrne/JAG Criminal Justice 31,500 Victim/Witness Grant 70,703 Total Administration of Justice 2,091,246 LAW ENFORCEMENT: Sheriff 6,002,724 Corrections 4,020,373 State Seizure - Sheriff 125,092 Federal Seizure - Sheriff 40,000 Medical Examiner 2,500 Justice Assistance Grant (JAG) 24,000 DUI Select Enforcement 35,000 CVTS Traffic Enforcement Grant 5,000 DMV Occupant Grant 6,500 Checkpoint Strikeforce Mini -Grant 3,000 BJA- Bulletproof Vest Partner Grant 21,077 DCJS Internet Crimes Against Children 25,000 Jail Inmate Management Fund 26,100 Jail Processing Fund 2,200 Courthouse Security 125,000 Total Law Enforcement 10,463,566 PUBLIC SAFETY: Volunteer Fire/Rescue Departments 1,630,646 VA Fire Program Grant 180,000 Four for Life - DMV 75,000 Fire Marshal 27,162 State Forestry 33,984 E911 Wireless Grant 55,185 Regional Wireless Consultant Grant 30,000 VA Emergency Management 18,605 VFSB Training Mini Grant 10,000 Comm. Emer. Response Team (CERT) 10,000 VFIRS Computer Grant 4,000 RSAF- ALS/BLS Grant 40,000 Fire Prevention & Safety 10,000 EMPG- Alternate EOC Generator 150,000 E911- Mitigation Grant 15,000 Animal Control 264,476 Veterinary Fund 900 P61 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS APPROPRIATIONS RESOLUTION, EXHIBIT A EXPENDITURES BY COST CENTERS FOR FY 2014 Building Inspections Rescue Billing Emergency Management Services Total Public Safety AND PROTECTION: Solid Waste Collections Solid Waste Disposal Litter Control Grant VPI & SU Extension Resource Conservation Total Environmental Preservation and Protection HUMAN AND SOCIAL SERVICES: Public Health Mental Health Comprehensive Services Act - Pool Social Services Administration/Administrative Expense Public Assistance Family Preservation Baby Care Grant Total Human and Social Services ECONOMIC DEVELOPMENT: Industrial Development - Local Agricultural Economic Development Specialist Industrial Development Authority Workforce Investment Board Community & Industrial Development Total Economic Development P62 COST CENTERS TOTAL ADOPTED ADOPTED BUDGET BUDGET 304,471 244,070 1,247,033 4,350,532 1,092,254 845,417 24,000 69,771 116,482 2,147,924 498,600 251,856 4,495,139 4,589,584 1,243,000 45,000 55,167 11,178,346 9,379,799 79,294 12,095 3,023,435 325,612 12,820,235 EYJABIT A April 16, 2013 EXHIBIT A April 16, 2013 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS APPROPRIATIONS RESOLUTION, EXHIBIT A EXPENDITURES BY COST CENTERS FOR FY 2014 COST CENTERS TOTAL ADOPTED ADOPTED BUDGET BUDGET PLANNING, HOUSING AND COMMUNITY Planning Commission 168,987 Chatham Train Depot Restoration 118,687 CDBG - Clarkstown 3,000 IRP - Clarkstown 1,000 CDBG - Witcher Road Improvement 2,000 Total Planning, Housing and Community 408,300 Development 293,674 PUBLIC LIBRARIES: Libraries 922,452 State Library Grant 149,432 Library Memorial Fund 65,000 Total Public Library 1,136,884 CULTURAL & RECREATIONAL PROGRAMS: Recreation Department 260,162 J.T. Minnie Maude Grant- Recreation 12,500 J.T. Minnie Maude Grant - Chatham 12,500 J.T. Minnie Maude Grant- Brosville 12,500 Total Cultural & Recreational Programs 297,662 CAPITAL INVESTMENTS: Debt & Interest - General Fund 12,613,066 Debt & Interest - Landfill Fund 449,175 Solid Waste - Capital Outlay 50,500 Building & Grounds - Capital Outlay 30,000 Landfill - Capital Outlay 120,000 Community & Industrial Development Capital Outlay 408,300 E911 Radio System 8,777,710 Rural Road Capital Outlay 25,000 Total Capital Investments 22,473,751 P63 EXHIBIT A April 16, 2013 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS APPROPRIATIONS RESOLUTION, EXHIBIT A EXPENDITURES BY COST CENTERS FOR FY 2014 PUBLIC EDUCATION: School Fund: Instruction Admin. /Attend & Health Services Pupil Transportation Operation & Maintenance Non - Instructional Operations Capital Expense Technology Cafeteria Danville Community College Total Public Education TRANSFERS: Law Library Transfer Social Services Department Transfer School Board Transfer School Bond Fund to General Fund (Excess Bond Proceeds) Courthouse Maintenance Fund to General Fund Capital Improvements Fund Transfer Economic Development Transfer Landfill Fund Transfer Transfer from Debt Reserve Fund to General Fund Total Transfers COST CENTERS TOTAL ADOPTED ADOPTED BUDGET BUDGET 62,218,661 3,136,135 6,123,704 7,575,800 3,075,922 2,571,313 5,071,523 89,773,058 8,781 89,781,839 9,800 893,892 15,630,178 573,111 30,000 90,000 387,166 397,846 821,832 18,833,825 GRAND TOTAL ALL EXPENDITURES $ 180,887,346 P64 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS APPROPRIATIONS RESOLUTION, EXHIBIT B REVENUES BY FUND FOR FY 2014 REVENUES Local Funds State Funds Federal Funds CIP Carryover Carryovers Bond/Loan Proceeds School Bonds Fund Balance Transfers GRAND TOTAL ALL REVENUES P65 Total Adopted Budget 49,283,301 81,891,402 17,281,534 10,719,549 1,231,832 348,300 573,111 724,492 18,833,825 $180,887,346 EXHIBIT B April 16, 2013 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Cherrystone and Roaring Fork Engineering Report SUBJECT/PROPOSAL/REOUEST: Proposed Funding STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 4 -16 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 9 INFORMATION: INFORMATION: BACKGROUND: The Town of Chatham has requested the Pittsylvania County Board of Supervisors to share in a cost of the required preliminary engineering report on the spillways for both the Roaring Fork Reservoir and the Cherrystone Reservoir. DISCUSSION: At the April 1, 2013 meeting, a motion by Mr. Barksdale, seconded by Ms. Bowman, was presented to appropriate from unappropriated surplus, a total of $14,750 as a matching share for the Town of Chatham for the required preliminary engineering report. This motion required a 10 -Day Layover and that layover now has been met. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. Requires a Roll Call Vote P66 ��ZMAW Mayor 16 Court Place Town Council ROY P. BYRD, JR. PO Box 370 JANET BISHOP Town Manager Chatham VA 24531 BLACI EDMUND GILES 434 -432- 8153 -Office a p 7J Clerk- Treasurer 434- 432 -4817- Facsimile v IFF TIMOTHY D. HAMMELL char wm" ajr.comg1it na[ IEBKI Director of Public Works www.chatham- va.gov ROBE B OMP. ROBERTH.HANSON n APR 1 0 2013 WALE April 8, 2013 Honorable Members of the Pittsylvania County Board of Supervisors P.O. Box 426 Chatham, VA 24531 Dear Board Member, Recently Chatham Town Manager, Edmund Giles, requested financial assistance from the Board of Supervisors to help with costs preliminary engineering studies mandated by the state dam safety office to address spillway deficiencies at Cherrystone and Roaring Fork Dams. The amount requested was $14,750. Some members of the board expressed a negative opinion about providing any assistance to the town. The purpose of this letter is to provide you with additional information in the hope that more complete information regarding the value of these dams to this region will help produce an understanding that Pittsylvania County, as well as the Town of Chatham, has a compelling interest in seeing that these structures are kept in compliance with state regulations. That being done, I ask the board to reconsider this issue and encourage your help. The continued safe operation of the Cherrystone and Roaring Fork Dams is as important to the county as it is to the town of Chatham. These are simply not "Town" dams. They were built to prevent flooding on the Cherrystone watershed and both the town and county were signatories to the agreements to build the dams. Both the town and county citizens have benefited significantly from the flood protection afforded by these structures since construction in the mid 1960's. These reservoirs are critical for any development along the US 29 corridor in the county. Essentially every drop of processed water from the north side of White Oak Mountain to the Ag Center at Dry Bridge come through one or the other of these impoundments. Critical county customers include the Chatham Elementary, Middle and High Schools, Tightsqueeze shopping area, and the Greenrock prison. Twice in the last 6 years these reservoirs have prevented regional water shortages and rationing by being able to release water during periods of extended dry weather. No development can occur in this region without reliance on the storage in these facilities. P67 The Town of Chatham recognizes its responsibility to maintain the dams and does so at its expense. This includes routine inspections and mowing and compliance with state safety inspection requirements. However, the studies mandated by the state dam safety regulations to address the deficient spillway capacity affect design issues and not maintenance and as such, they are beyond the scope of the town agreements to act alone regarding remedial actions. Failure of one of these dams would inundate a number of homes and businesses in the county as well as US Highway 29 south of Chatham and VA Highway 57 west of town in Pittsylvania County. Their safe operation is paramount to the public welfare. The town has paid the full costs ( approximately $60,000) for dam break studies and the development of an emergency action plan that is now in the hands of the county emergency manager. The Preliminary Engineering Reports (PER'S) are required to show that local authorities are moving in good faith to meet state regulations. Failure to meet these regulations could result in fines or even the unlikely, but possible, issuance of directives to drain the reservoirs and remove the dams. The economic impacts that would be associated with that action would be incalculable. Pittsylvania County has two other dams which will face the same issues at some point. The Gretna water supply dam (Virginia Dam Safety Inventory Number 1433 1) is a high hazard dam with serious spillway and other deficiencies and will be required to undergo the same studies that the town of Chatham dams have been subjected to. Gretna can no more afford to fix this dam without county support than can Chatham. The Danville - Pittsylvania Industrial Authority has a dam (Virginia Dam Safety Inventory Number 143 80) that meets state size and storage standards for regulation and will eventually have to likewise under studies to meet operational compliance in accordance with state regulations. The county needs a strategy for dealing with all these dams that acknowledges the value of the water sources to the overall county development. It would seem appropriate that the county have a water supply strategy for the Highway 29 corridor that links all sources between the Dan River in the south to Staunton River in the north. The Cherrystone Dam would be integral and crucial to that system in providing reliable water supplies for public needs and would be the only structures of sufficient size to provide storage for emergence and drought needs. Any major development along the US 29 corridor will require reliable water supply and such a system would be every bit as valuable as another industrial park. The amount of assistance requested by the town at this point is only about $14,750. The town has already spent over $60,000 on required studies mandated by the state and also has no alternative but to fund the full $29,500 of these current studies unless some help can be provided. The $14,750 should not be a budget breaker for the county given the clear public interest and benefit both town and county by these dams. It is hoped that any future design and any construction needed will be funded in large part by the state and federal government. However, if that is the case, a new watershed agreement will be required and the county will be required to be a signatory to that new agreement since the structures are located in the county. P68 All Board of Supervisor members would benefit from being well informed on the current dam safety issues and state dam safety requirements and programs. Regards, Roy P. BAd, Jr. Mayor Cc: Mr. Dan Sleeper - County Administrator Members of the Town Council P69 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Cherrystone and Roaring Fork Engineering Report 1 04 -01 -2013 SUBJECT/PROPOSAL/REO UEST: Funding Request STAFF CONTACT(S): Mr. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 13 INFORMATION: INFORMATION: BACKGROUND: The Town of Chatham has operated the required permits and maintenance costs for the Roaring Fork and Cherrystone Reservoirs located west of the Town of Chatham. The water from these facilities are utilized in the Town of Chatham's Public Water System. This provides the water necessary to go to the areas around the Town, as well as the prison and the industrial parks adjacent to the Town. DISCUSSION: Attached hereto is a letter dated March 12, 2013 forwarded to the Honorable Brenda H. Bowman, Representative of the Chatham/Blairs District. requesting that the Board of Supervisors consider splitting the required cost of $29,500 that the Town has to pay for the preliminary engineering report necessary for new requirements on dam maintenance for reservoir facilities. This is a cost of $14,750. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. Further discussion should occur at the Board meeting on April 1, 2013. P79 P70 TOWN OF CEIATIJAM Mayor 16 Court Place Town Council ROY P. BYRD, JR. PO Box 370 JANET BISHOP Town Manager Chatham VA 24531 WILLIAM BLACK EDMUND GILES 434 - 432- 8153.Office Clerk - Treasurer 434 - 4324817 - Facsimile C. B. CUNDIFF TIMOTHY D. HAMMELL chathamva@comcast.net WILLIAM WIEBKING Director ofPuhlic Works www.ohatham- va.gov ROBERT B. THOMPSON ROBERT H. HANSON ANDREW WALL March 12, 2013 — -- - -- The Honorable- Brenda H— Bowman, — — -- — BOS Member, Chatham- Blairs District Pittsylvania County 300 Bowman Drive Dry Fork, VA 24549 RE: Required Analyses and Preliminary Engineering Report Of Cherrystone and Roaring Fork Dams Dear Mrs. Bowman, As you may be aware there have been changes in the State Dam regulation throughout the.State. Since the 2009 evaluation of the town dams mandated under the Virginia Office of Dam Safety, Dept of Conservation and Recreation (DCR) Impounding Structure Regulations, the town has been operating under a "Conditional -Permit".-Conditional permits are issued when a dam is not an imminent threat but where deficiencies have been identified. In the case of the town's two licensed dams, the issue identified in the 2009 dam break studies indicated spillways undersized for the flood size required by the state regulations. There were no other deficiencies identified in the dams. At the end of the last permit cycle, the town requested a renewal of the conditional certificate on both dams for another year. The state issued a 6 month extension and asked for a Preliminary Engineering Report (PER) addressing the spillway issue be submitted by March 2013. Failure to comply with the permit conditions could possibly result in fines by the state. The extent and severity of enforcement is not known but DCR has hired a lawyer on staff in the last couple years and the attitude toward enforcement has hardened. In 2010 the Town spent $58,666.00, as indicated in a letter to Mr. Sleeper dated January 27, 2011, for the required analyses of Cherrystone and Roaring Fork Dams, Inundation Mapping and an Emergency Action Plan which was required by the State (DCR). Now the State is requiring the Town to do the PER for the spillways. Council voted to have Dewberry Engineers, Inc. to do this at a cost of $29,500.00. As to date the Town has had to bear all the expense for these studies and PER reports. As you are aware the County owns half of the water P71 that the Town water plant produces and this water supply is not only critical to the Town but to the County as well for the economical growth and jobs for this area. The Town of Chatham recognizes its responsibilities as the licensee regarding maintenance of the Dams. We are not asking for any cost associated with maintenance. However, the one -time study required by the regulations and the preliminary engineering report are not maintenance cost and should be borne equitably by all who benefit from the availability of the water impounded in these reservoirs. Therefore the Town of Chatham is respectfully requesting your positive consideration to help with, at least, the most recent cost of the PER of $29,500.00 by paying half of this cost. forward to meeting with you or any of the County representatives to discuss this in detail. Should you have any questions please don't hesitate to contact me. Also it is our hope that through a partnership of this regional water supply we can see continued growth for this area. With Regard, aj Edmund Giles Town Manager Cc: Honorable Members of Town Council:_ Honorable Marshall Ecker - Chairman BOS Honorable Jessie L. Barksdale — Banister District BOS Dan Sleeper — County Administrator Joseph H. Rogers, P.E. P72 Memo for Record January 15, 2012 Subject: Town of Chatham Dams — Meeting with US Natural Resource Conservation Service (MRCS) Attendees: Edmund Giles — Town Manager, Town of Chatham Joe Rogers, PE Dan Sleeper— Pittsylvania County Administrator Steve Cassada — NRCS, Pittsylvania County Conservationist Matt Lyons — NRCS, Dam Safety Coordinator, State of Virginia Purpose: Discuss Virginia DCR Dam Safety Office comments regarding conditional certification for town dams 1. Mr. Rogers reviewed the background of the recent evaluations of the two dams licensed by Virginia Department of Conservation and Recreation (DCR), Office of Dam Safety. Required dam break studies indicate auxiliary spillways for each dam to be undersized for current criteria. It was noted that both dams are in good condition and show no structural defects and that the only current issue is auxiliary spillway capacity. Each dam was well designed and met all criteria at the time they were designed by NRCS (then The US Soil Conservation Service — SCS) and that the issue results from a change in state flood criteria and not a design error. The spillway design floor required under present state regulations is 85% of the PMF ( probable maximum flood) for Cherrystone Dam #1 ( Cherrystone) and 75% of the PMF for Cherrystone Dam 2A ( Roaring Fork) . Current spillway capacity is estimated at about 25 % -35% of the PMF despite meeting 50% PMF criteria at time of design. The 50% was appropriate for the dam classification at the time of design. 2. Mr. Lyons explained the process under which the dams were designed and constructed. Due to frequent flooding in the Cherrystone Creek watershed, local officials entered into an agreement with NRCS for design and construction services to build two flood control dams, one on Cherrystone Creek and one on the Roaring Fork tributary to Cherrystone. Responsibilities of the various parties to the agreement were defined in watershed work plan agreement. Local sponsors and signatories included the town of Chatham and the Pittsylvania Board of Supervisors. NRCS (then SCS) provided federal funding for design and for the flood control aspects of the dams, basically paying most of the construction costs with local assurers being responsible for paying for real estate acquisition, water supply storage and non —flood features. Upon completion and Operation and P73 Maintenance Agreement was signed for each structure. The Town of Chatham was the only signatory to this agreement. NRCS does not own the dam, they only provided funding for design and construction (technical assistance) and, in turn, required maintenance to their standards to protect federal taxpayer investments. It is important to note that the NRCS agreements are independent of any subsequent requirements imposed by the State of Virginia under the dam safety program. Basically, two governmental entities have some jurisdiction over the dams, each independent of the other. The state's function is public safety. However, any modifications to meet state mandates must also be approved by NRCS. In fact, until the state developed dam safety laws in the late 1970's, the town was only responsibility to NRCS for maintenance. 3. An important point about the current situation is that while the town is responsible for Operation and Maintenance, the issue is not really an O &M issue, it is a state regulatory issue. There is no spillway capacity issue with NRCS at this point as they apply their own criteria independent of the state and their hazard classification ( which determines the size flood a spillway must pass) remains unchanged while the new state regulations took the classification of both dams from "significant" to "high" resulting the spillway undersize determination. Regardless, the state issues must be addressed in good faith. 4. NRCS has a dam rehabilitation program for structures they originally designed that is active and accepting applicants. It is currently unfunded but dams are still accepted into the program. The program potentially pays for 65% of the total project modification cost up to 100% of the construction cost. The application process requires the same parties to commit to the application as did the original project and the overall process and agreements are essentially the same. Basically, the dam modifications would follow the same process as if the project was starting from scratch. It would require a cost sharing agreement as did the original construction. The studies would look at various options including non - structural solutions such as buying impacted property in the floodway. Mr. Lyons said that in the past, inclusion of a dam into the NRCS program has been a satisfactory corrective approach for DCR. 5. Conclusions and recommendations. a. Draining the lakes is not an option due to costs as well an adverse impact on regional water supply. Further, such actions would increase the flooding frequency for small storms while providing little additional protection for major PMF) type storms which have a very long recurrence interval. b. Regardless of the probability that NRCS will have funding to do the design studies and take the project to construction, the Town of Chatham ( and county) must, in the taxpayer's interest, try this approach. P74 c. Cooperation must be obtained for the county to enter into the necessary agreement/application. A meeting will be held with Mr. Sleeper, Supervisor Bowman and Board Chairman Ecker as soon as practical to hopefully get a buy - in. d. The current DCR conditional certification condition still exists for a preliminary design report (PDR) by mid March 2013. e. A scope of work needs to be developed and issued to an engineering firm for preparation of the application and the PDR as the two are linked. The engineering firm should coordinate with NRCS, Mr. Lyons during the process. Scope needs to be developed and approved as soon as practical. ALL costs associated with any aspect of the work need to be tracked because they can be credited to the local sponsor's share of any future work. Joe Rogers, PE P75 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 4 -16 -13 Appropriation of Jail Telephone Commission - Motion made by Mr. Snead, seconded by Mr. Barber and has ACTION: now met the 10 -day layover requirement Yes SUBJECT/PROPOSAL/REQUEST: Appropriation of funds received by the Jail for telephone commissions. STAFF CONTACT(S): ITEM NUMBER: 10 INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: Yes "I REVIEWED BY: BACKGROUND: The Jail has pay phones that are located in the facility for inmates to use. These pay phones generate a profit that is returned to the General Fund. The total received so far for fiscal year 2013 for Jail - Telephone Commissions is $33,977.99. DISCUSSION: A total of $33,977.99 needs to be appropriated to the Jail's operating budget. These funds have not been previously obligated and should be appropriated to line item 100 -4- 033100 -1200. RECOMMENDATION: Staff recommends that the Board amend the Jail's budget and approve an appropriation of $33,977.99 as outlined above. At the April 1, 2013 meeting a MOTION WAS MADE BY MR, SNEAD, SECONDED BY MR. BARBER AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. REQUIRES A ROLL CALL VOTE P76 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appropriation of Jail Telephone Commission- Requires a motion and a 10 -Day Layover SUBJECT/PROPOSAL/REOUEST: Appropriation of funds received by the Jail for telephone commissions. AGENDA DATE: 4 -01 -13 ACTION: Yes CONSENT AGENDA: ACTION• ATTACHMENTS: No ITEM NUMBER: 14 INFORMATION: INFORMATION: STAFF CONTACT(S): I REVIEW11 BY• f/%/ Sleeper, VanDerH de BACKGROUND: The Jail has pay phones that are located in the facility for inmates to use. These pay phones generate a profit that is returned to the General Fund. The total received so far for fiscal year 2013 for Jail- Telephone Commissions is $33,977.99. A total of $33.977.99 needs to be appropriated to the Jail's operating budget. These funds have not been previously obligated and should he appropriated to line item 100 -4- 033100 -1200. RECOMMENDATION: Staff recommends that the Board amend the Jail's budget and approve an appropriation of $33,977.99 as outlined above. THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER. P85 P77 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: AGENDA TITLE: 1 4 -16 -13 Expenditure Refunds- Motion made by Ms. Bowman, ACTION: seconded by Mr. Barber and has now met the 10 -day Yes layover requirement SUBJECT/PROPOSAL/REOUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): BACKGROUND: CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 11 INFORMATION: INFORMATION: DISCUSSION• Attached is a list of expenditure refunds for the month of March 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. RECOMMENDATION: Staff recommends the reappropriation of funds as follows: $490.83 to Circuit Court-Books & Subscriptions (100 -4- 021100- 6012), $199.67 to Clerk of Court-Copier Lease (100 -4- 021600 - 60051), $788.24 to Sheriff - Vehicle Fuels (100 -4- 031200- 6008), $1,961.43 to Sheriff -Parts (100 -4- 031200- 6030), $2,831.14 to Sheriff - Labor (100 -4- 031200- 6031), $130.10 to Jail- Extradition (100-4-033100-5550), $2,551.00 to E911- Telephone (100 -4- 035500 - 5230), $11,962.59 to CPMB -CSA Pool Program (100 -4- 053500- 7003), $942.99 to WIA- Electricity (251-4-0353160-5110), $17,725.17 to WIA -Rent (251-4-353160-5420), $3,981.52 to Memorial Gifts Fund - Furniture (265 -4- 073320 - 6003). MOTION MADE BY MS. BOWMAN, SECONDED BY MR. BARBER AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. REQUIRES A ROLL CALL VOTE P78 AGENDA TITLE: PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: 4 -01 -13 Expenditure Refunds - Requires a motion and a 16 -day I ACTION: layover Yes SUBJECT /PROPOSAL /REQUEST: CONSENT AGENDA: ACTION: Budget Amendment for expenditure refunds STAFF CONTACT(S): BACKGROUND: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 17 INFORMATION: INFORMATION: DISCUSSION: Attached is a list of expenditure refunds for the month of March 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. RECOMMENDATION: Staff recommends the reappropriation of funds as follows: $490.83 to Circuit Court-Books & Subscriptions (100 -4- 021100- 6012), $199.67 to Clerk of Court- Copier Lease (100-4-021600-60051), $788.24 to Sheriff - Vehicle Fuels (100 -4- 031200 - 6008), $1,961.43 to Sheriff -Parts (100 -4- 031200- 6030), $2,831.14 to Sheriff - Labor (1004-011200-6031), $130.10 to Jail- Extradition (100-4-033100-5550), $2,551.00 to E911- Telephone (1004- 035500 - 5230), $11,962.59 to CPMB -CSA Pool Program (100 -4- 053500- 7003), $942.99 to WIA- Electricity (251-4-0353160-5110), $17.725.17 to WIA -Rent (251 -4- 353160 - 5420), $3,981.52 to Memorial Gifts Fund - Furniture (265 -4- 073320- 6003). THIS ITEM REQUIRES A MOTION AND A 10 -DAY LA1'OVE,W P90 P79 NEW BUSINESS P80 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Watch for Children Signs SUBJECT/PROPOSAL/REOUEST: Guidance for Watch for Children Signs STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 4 -16 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 12 INFORMATION: INFORMATION: BACKGROUND: Mr. Jerry Hagerman, of the Callands /Gretna District, has requested the Board of Supervisors to review the VDOT guidelines concerning Watch for Children Signs or Children at Play Signs. DISCUSSION: Because the Board of Supervisors has to pay the necessary funds for the manufacturing and installation of these signs, as well as a maintenance fee, Mr. Hagerman is requesting that the Board authorize the County Administrator to sign and enter into an agreement with VDOT to install and maintain such signs in any District of the County as long as the required Land Use permits is obtained then the Board of Supervisors can simply approve the location of these signs in the various districts of the County and have them installed at a County cost. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P81 VIRGINIA DEPARTMENT OF TRANSPORTATION TRAFFIC ENGINEERING DIVISION I►yjI:IkXC LV zED I RUN GENERAL SUBJECT: NUMBER: TE -280.1 ENGINEERING AND ADMINISTRATION SUPERSEDE: TO SUPERSEDE: WARNING SIGNS TE SPECMC SUBJECT: DATE: GUIDANCE ON INSTALLATION OF November 7, 2012 SUNSET DATE: WATCH FOR CHILDREN SIGNS N/A DIRECTED TO: SIGNATURE: State Traffic Engineer District Administrators Regional Operations Directors Residency Administrators District Land Use Engineers Regional Traffic Engineers Regional Operations Maintenance Managers This updated memorandum is issued to address changes in the Code of Virginia and to provide additional guidance not contained in the current 2011 Edition of the Virginia Supplement to the MUTCD: hLtp://www.virvir,iadot.org/business/virginia muted supplement asp In the 2012 General Assembly, HB 914 was passed to amend §33.1 -210.2 of the Code of Virginia, which became effective July 1, 2012. The amended code provides that the county or town may install and maintain "Watch for Children" warning signs (W15-VI) at certain locations through an agreement with the Commissioner and that the county or town will pay for the associated purchase, installation & maintenance costs. The amended section deleted previous language stipulating the particular source of funding to be used by the County for such signs. § 33.1 - 210.2. Installation and maintenance of certain signs in counties and towns. The governing body of any county or town may enter into an agreement with the Commissioner allowing the county or town to install and maintain, at locations specified in such agreement, signs alerting motorists that children may be at play nearby. The cost of the signs and their installation shall be paid by the county or town. The provisions of this section shall not apply to any county that has withdrawn its roads from the secondary system of state highways under the provisions of § 11 of Chapter 415 of the Acts of 1932 and has not elected to return. Traffic Engineering Division Memorandum TE -280.1 MDN November 1, 2012 P8 Page 1 of 3 Guidance In accordance with the revised statute, a County or Town may initiate the installation of these signs only by entering into an agreement with VDOT whereby the county or town is solely responsible for installation and maintenance of the signs as per the conditions spelled out in the agreement as attached to this memorandum. The process prescribed in the previous statute whereby a County or Town could request by resolution, that VDOT install these sign(s) is no longer an option. Likewise, installation of these signs by VDOT on behalf of a county or town is no longer an option. As specified in the revised statute, the County or Town must pay for the signs. Secondary roadway construction or maintenance funds or any other VDOT monies may not be used. In 2011 dollars, the average cost to purchase and install a single such sign is $850. In all cases where the County or Town is installing and maintaining the signs directly or through another party, a land use permit is required. This document includes a template for the agreement that should be used for handling requests from a county or town for these signs and an addendum to be used where additional signs are subsequently requested. The agreement template incorporates VDOT's requirements (other than conditions of the land use permit) as well as criteria for the appropriate sign and its placement, installation, maintenance and replacement. To process requests from a County/Town for additional signs (subsequent to those indicated in the original signed agreement) the addendum shall be used so that the additional sign locations become part of the agreement. VDOT's Land Use Office will issue a single land use permit for each county /town request for a sign or series of signs that are indicated in the request and meet the conditions of the agreement. An additional land use permit is required for each subsequent request for a sign or series of signs as per the attached addendum. The District Administrator is the only party authorized to enter into agreements with localities on behalf of the Commissioner therefore his or her signature is required on each agreement. However, the VDOT Area Land Use Engineer is the only VDOT signature required for the addendum. Maintenance & Replacement of Existing W15-VI Signs Maintenance of existing (yellow) W15-VI signs installed by VDOT remain the responsibility of VDOT and may remain until they reach the end of their useful life at which time they may or may not (at the discretion of VDOT) be replaced in accordance with current standards, where they meet the requirements stipulated in this agreement for appropriate placement, otherwise they shall be removed and not replaced. Existing inventories of the yellow background W15-VI may be utilized for maintenance replacements. Traffic Engineering Division Memorandum TE -280.1 MDN November 1, 2012 P83 Page 2 of 3 References • Code of Virginia, §§ 33.1 -210.2 • FHWA's Manual on Uniform Traffic Control Devices ( MUTCD) • Virginia Supplement to the MUTCD • VDOT Road & Bridge Standards CC: Mr. Greg Whirley Mr. Charles Kilpatrick, P.E. Mr. Malcolm T. Kerley, P.E. Regional Traffic Engineers District Transportation and Land Use Directors Regional Operations Maintenance Managers Residency Administrators Traffic Engineering Division Memorandum TE -280.1 MDN November 1, 2012 P84 Page 3 of 3 AGREEMENT FOR THE INSTALLATION AND MAINTENANCE OF "WATCH FOR CHILDREN" SIGNS BY COUNTY OR TOWN WHEREAS, it is the desire of the COUNTY OR TOWN OF , to enter into an agreement with the Virginia Department of Transportation (VDOT), to install and maintain W15 -Vl "Watch for Children" sign(s), at locations within its legal boundaries that are indicated on the attached sheet(s), in accordance with the conditions outlined in this agreement. FURTHER, all future installations of such signs at locations (not specified in this agreement) shall likewise conform to the stipulations of this agreement and shall be submitted to VDOT using the addendum included in this document for that purpose. Type of Sign to be used • The size and type of sign to be used to alert motorists that children may be at play nearby is the W 15 -V 1, detailed in the latest edition of the Virginia Supplement to FHWA's Manual on Uniform Traffic Control Devices (MUTCD). See http://www.virginiadot.or&Lbusiness/manuals-default.as . • New installations of the W15-VI shall be fluorescent yellow -green background color. • The sign materials shall be in accordance with the latest edition of the VDOT Road & Bridge Specifications. See http://www.virginiadot.orgfbusiness/manuals-default.asp. Placement of W15-VI Signs • Within a subdivision, a single sign may be placed on streets that are major entry points where the statutory or posted speed limit is 35 mph or less, beyond but not within 200 feet of, the posted speed limit sign. • At the major approach(s) to a residential development not within or part of a subdivision where there is 1/3 mile or more of residential development (either side of roadway) with direct frontage /access and where the speed limit has been reduced to 35 mph or less; a single sign may be installed beyond but not within 200 feet from, the (reduced) posted speed limit sign. • As generally outlined in the latest edition of MUTCD. See htip://www.virginiadot.org/business/manuals- default.asp • Signs shall not be installed where indicated as follows: - On any roadway where the speed limit exceeds 35 mph - In lieu of a standard Playground sign (W15-1), used to warn motorists of a designated playground - At a location where School warning signs are in place - In combination (same pole) with any other regulatory or warning signs - Preceding any existing regulatory or warning signs - Closer than 200 feet to any existing regulatory or warning signs Should VDOT determine that another regulatory or warning sign must be placed such that it would violate the rules above, the VDOT sign will take priority and the Watch for Children sign will be relocated by the county /town at their expense. AGREEMENT FOR THE INSTALLATION AND MAINTENANCE OF Page I of 3 Nov. 1, 2012 "WATCH FOR CHILDREN" SIGNS BY COUNTY OR TOWN P85 Installation of W15 -V1 Signs The sign installation shall be in accordance with the latest edition of the VDOT Road & Bridge Standards. See http://www.viryiniadot.org[business/manuals-default.asp. Maintenance & Replacement of W15-VI Signs Signs not installed or maintained in accordance with the latest edition of the MUTCD, the VDOT Road & Bridge Standards, the conditions of the land use permit and other requirements stipulated in this agreement will be removed by VDOT at the expense of the county or town. THEREFORE, the COUNTY OR TOWN shall conduct the purchase, installation and maintenance of new W15- V1 signs and shall maintain such signs as outlined in this agreement and in accordance with requirements of the land use permit. FURTHERMORE, it is mutually agreed between the COUNTY OR TOWN and VDOT that all W15 -Vl signs shall (1) conform to requirements indicated in this agreement, in the MUTCD and the Virginia Supplement to the MUTCD, the VDOT Road & Bridge Standards, the VDOT Road & Bridge Specifications and; (2) the COUNTY OR TOWN will bear all costs pertaining to the purchase, installation and maintenance of such sign(s) and accessories necessary for proper erection of the signs and; (3) in the event the COUNTY OR TOWN should fail to locate, install and maintain such sign(s) according to this agreement and the stipulations of the land use permit, the signs will be removed by VDOT at the expense of the COUNTY/TOWN. SIGNATURE of COUNTY OR TOWN Title Date (The Locality shall submit this AGREEMENT to their local VDOT representative) Approved: For VDOT Use Only (District Administrator) Date AGREEMENT FOR THE INSTALLATION AND MAINTENANCE OF Page 2 of 3 Nov. 1, 2012 "WATCH FOR CHILDREN" SIGNS BY COUNTY OR TOWN P86 DATE: _ / / 20_ Page 1 of LOCATIONS WHERE SIGNS ARE TO BE INSTALLED AS PER ORIGINAL AGREEMENT Route/Street Name Location of sign(s) (e.g. 150' east Rte. 725/Main St, southbound direction) Attach additional pages as needed AGREEMENT FOR THE INSTALLATION AND MAINTENANCE OF Page 3 of 3 Nov. 1, 2012 "WATCH FOR CHILDREN" SIGNS BY COUNTY OR TOWN P87 ADDENDUM # TO ORIGINAL AGREEMENT FOR THE INSTALLATION AND MAINTENANCE OF "WATCH FOR CHILDREN" SIGNS ADDITIONAL SIGN LOCATIONS WHEREAS, it is the desire of the COUNTY OR TOWN OF , to conduct the purchase, installation and maintenance of the additional W15 -V1 signs specified in the list attached to this addendum, FURTHER, all the additional signs indicated in this addendum shall be in accordance with the original signed agreement as attached to this document and, FURTHER, the additional signs indicated in this addendum MAY NOT be installed without issuance of a land use permit. SIGNATURE of COUNTY OR TOWN Title Date (The Locality shall submit this AGREEMENT to their local VDOT representative) ---------------- - - - - -- For VDOT Use Only Approved: (Area Land Use Engineer) Date ADDENDUM TO ORIGINAL AGREEMENT FOR THE INSTALLATION AND Page 1 of 2 Nov 1, 2012 MAINTENANCE OF "WATCH FOR CHILDREN" SIGNS BY COUNTY OR TOWN P88 DATE: / _ / 20 Page 1 of ADDENDUM # FOR ADDITIONAL LOCATIONS WHERE SIGNS ARE TO BE INSTALLED Route/Street Name Location of sign(s) (e.g. 150' east Rte. 725/Main St, southbound direction) Attach additional pages as needed ADDENDUM TO ORIGINAL AGREEMENT FOR THE INSTALLATION AND Page 2 of 2 Nov 1, 2012 MAINTENANCE OF "WATCH FOR CHILDREN" SIGNS BY COUNTY OR TOWN P89 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Virginia Retirement System — Resolution SUBJECT/PROPOSAL/REQUEST: Resolution STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 4 -16 -2013 ACTION- Yes CONSENT AGENDA: ACTION• ATTACHMENTS: Yes ITEM NUMBER: 13 INFORMATION: INFORMATION: BACKGROUND: The Board of Supervisors has previously agreed to pay the required one (I%) percent increase in salaries as designated by the General Assembly for the changes that occurred in the Virginia Retirement System. DISCUSSION: The Virginia Retirement System is requiring a formal signed resolution to be submitted by Pittsylvania County no later than July 10, 2013 identifying with what the Board of Supervisors that already approved in 2012. Attached hereto is a copy of that resolution. RECOMMENDATION: Staff recommends the Board of Supervisors approve the formal resolution required by the Virginia Retirement System and authorize the County Administrator to sign all necessary documentation and submit the resolution to the Virginia Retirement System. P90 Mugm1c1 Retirement System March 22, 2013 Dear Employer, HO. Box 2500, Rkhmond, Virginia 23218 -2500 Toll free: 1- 888 -V \RFCTIR (827 -3847) Web site: w w.varetire.org E -mail: vrs(a,svaretire.org Employer Code: 55171 Last spring, you elected to phase in the 5 percent member contribution for Plan 1 and Plan 2 employees hired before July 1, 2012 to comply with actions taken by the 2012 General Assembly. For fiscal year 2013, your governing body elected a 1% percent member contribution for your Plan I and Plan 2 employees. Using the enclosed resolution, your local governing body must elect to increase the member contribution by at least 1 percent for fiscal year 2014, as required by Virginia Code. Or, you may elect to increase it by more than 1 percent up to the full 5 percent. In addition, you must certify in the resolution that employees will receive an offsetting salary increase effective July 1, 2013. Please send the formal signed resolution to VRS no later than July 10, 2013 (Attn: Susan Keith, P.O. Box 2500, Richmond, VA 23218 - 2500). Chapter 822 of the 2012 Acts of Assembly requires all Plan 1 and Plan 2 school division and political subdivision employees to begin paying the 5 percent member contribution effective July 1, 2012. The statute allows employers to phase in the member contribution for employees hired before July 1, 2012. The full 5 percent phase -in must be complete by July 1, 2016. Phase -in increases must be in whole percentages of at least 1 percent of creditable compensation per year, with required offsetting salary increases. If you have any questions about the information in this packet, contact ZaeAnne Sferra, employer coverage coordinator, at zsferrakvaretire.ore or(804)775-3514. Sincerely, f Robert Schultze VRS Director (Enclosure) An independent 4genei of the Conmronweahh o/ Virginia P91 Member Contributions by Salary Reduction for Counties, Cities, Towns, and Other Political Subdivisions (In accordance with Chapter 822 of the 2012 Acts of Assembly (SB497)) Resolution WHEREAS, the [Political Subdivision Name] [employer code] employees who are Virginia Retirement System members who commence or recommence employment on or after July 1, 2012, shall be required to contribute five percent of their creditable compensation by salary reduction pursuant to Internal Revenue Code § 414(h) on a pre -tax basis upon commencing or recommencing employment; and WHEREAS, the [Political Subdivision Name] employees who are Virginia Retirement System members and in service on June 30, 2012, shall be required to contribute five percent of their creditable compensation by salary reduction pursuant to Internal Revenue Code § 414(h) on a pre -tax basis no later than July 1, 2016; and WHEREAS, such employees in service on June 30, 2012, shall contribute a minimum of an additional one percent of their creditable compensation beginning on each July 1 of 2012, 2013, 2014, 2015, and 2016, or until the employees' contributions equal five percent of creditable compensation; and WHEREAS, the [Political Subdivision Name] may elect to require such employees in service on June 30, 2012, to contribute more than an additional one percent each year, in whole percentages, until the employees' contributions equal five percent of creditable compensation; and WHEREAS, the second enactment clause of Chapter 822 of the 2012 Acts of Assembly (SB497) requires an increase in total creditable compensation, effective July 1, 2013, to each such employee in service on June 30, 2013, to offset the cost of the member contributions, such increase in total creditable compensation to be equal to the percentage increase of the member contribution paid by such pursuant to this resolution (For example, if the member contribution paid by the employee increases from two to three percent pursuant to this resolution, the employee must receive a one percent increase in creditable compensation.) BE IT THEREFORE RESOLVED, that the [Political Subdivision Name] does hereby certify to the Virginia Retirement System Board of Trustees that it shall effect the implementation of the member contribution requirements of Chapter 822 of the 2012 Acts of Assembly (SB497) according to the following schedule for the fiscal year beginning July 1, 2013: PLAN 1 Percent Employer Paid Member Contribution Employee Paid Member Contribution "o Total 5% PLAN 2 Percent Employer Paid Member Contribution Employee Paid Member Contribution Total 5% (Note: Each column must add up to 5 percent.); and P92 BE IT FURTHER RESOLVED, that such contributions, although designated as member contributions, are to be made by the [Political Subdivision Name] in lieu of member contributions; and BE IT FURTHER RESOLVED, that pick up member contributions shall be paid from the same source of funds as used in paying the wages to affected employees; and BE IT FURTHER RESOLVED, that member contributions made by the [Political Subdivision Name] under the pick up arrangement shall be treated for all purposes other than income taxation, including but not limited to VRS benefits, in the same manner and to the same extent as member contributions made prior to the pick up arrangement; and BE IT FURTHER RESOLVED, that nothing herein shall be construed so as to permit or extend an option to VRS members to receive the pick up contributions made by the [Political Subdivision Name] directly instead of having them paid to VRS; and BE IT FURTHER RESOLVED, that notwithstanding any contractual or other provisions, the wages of each member of VRS who is an employee of the [Political Subdivision Name] shall be reduced by the amount of member contributions picked up by the [.Political Subdivision Name] on behalf of such employee pursuant to the foregoing resolutions; and BE IT FURTHER RESOLVED, that in accordance with the Appropriation Act, no salary increases that were provided solely to offset the cost of required member contributions to the Virginia Retirement System under § 51.1- 144 of the Code of Virginia will be used to certify that the salary increases required by the Appropriations Act have been provided. NOW, THEREFORE, the officers are hereby authorized and directed in the name of the [Political Subdivision Name] to carry out the provisions of this resolution, and said officers are authorized and directed to pay over to the Treasurer of Virginia from time to time such sums as are due to be paid by the [Political Subdivision Name] for this purpose. Governing Body Chairman CERTIFICATE I> [Title, e.g. Clerk, Secretary] of the [Political Subdivision Name], certify that the foregoing is a true and correct copy of a resolution passed at a lawfully organized meeting of the [Political Subdivision Name] held at Virginia at o'clock on 2013. Given under my hand and seal of the [Political Subdivision Name] this day of 2013. Clerk is resolution must be passed prior to July 1, 2013 and received by VRS no later than July 10, 2013. P93 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Change Order E -911 Radio System SUBJECT/PROPOSAL/REQUEST: Change Order- Gamewood/Kimbanet STAFF CONTACT(S): Davis, Sleeper AGENDA DATE: 4 -16 -13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 14 INFORMATION: INFORMATION: BACKGROUND: Gamewood - Kimbanet is the County's E -911 700Mhz Radio System contractor for the new tower sites. DISCUSSION: Our contractor has provided a change -order to allow us to relocate our existing shelter from the Smith Mountain AEP Site to the Smith Mountain Williams Pipeline_ Transco Tower Site. This Change Order will include: Site Drawings, Application for Building Permit and New Electrical Service, Relocated Shelter Foundation Design, Bearing Test for new Relocated Shelter Location, Excavation, Pour and Backfill of a New Concrete Pad for the Relocated Shelter, Concrete Pads for the Relocated Propane Tank, Improvements to the Existing Grounding Field to bring it to Harris Standards, Conduits for the New Electrical Service and the Relocated Propane Fuel Line, Fence Repairs and Gravel as Necessary, New Ice Bridge from Shelter to Tower, New 200 Amp Electrical Service on Steel H- Frame, Transportation of Shelter from existing AEP Site on Smith Mountain to the Site and Installation of Shelter on Pad, Relocation and Installation of Existing Propane Tank. This move is required due to a structural analysis on our current Smith Mountain AEP tower site and the analysis showed the tower will fail without modifications to the tower. As mentioned in the previous summary the cost to modify and potentially rebuild that tower new from the ground level up was cost prohibitive. The County will be able to relocate our existing shelter and move it to the new lease site with Williams Pipeline and save the County money that was not budgeted for this project. This new site will be able to accommodate the new P25 700Mhz radio equipment without any tower modification work. In order to make the move from one site to the other we will have complete civil work on the site which will include the aforementioned work at the new site. This change order is within the budget. RECOMMENDATION: Staff recommends the Board of Supervisors to authorize the County Administrator to sign the change order in the amount of $60,313.00. This will be paid from the E -911 Loan Proceeds. P94 Gam -ewood Technology Group, Inc. "Your Total Solution Provider" 03/18/2013 CHANGE ORDER 4 ADDITIONAL CHARGE /REFUND FOR CHANGES AS ITEMIZED PLEASE INITIAL APPROVED ITEMS DESCRIPTION ADDITIONAL CHARGE /CREDIT APPROVED Site improvements at the Smith Mountain Tower location, to inclJPad Drawings, Application for Building Permit and New Electrical Se Relocated Shelter Foundation Design, Bearing Test for new Rel Shelter Location, Excavation, Pour and Backfill of a New Concrfor the Relocated Shelter, Concrete Pads for the Relocated ProTank, Improvements to the Existing Grounding Field to bring it tStandards, Conduits for the New Electrical Service and the ReloPropane Fuel Line, Fence Repairs and Gravel as Necessary, N Bridge from Shelter to Tower, New 200 Amp Electrical Service on Steel H- Frame, Transportation of Shelter from existing AEP Site on Smith Mountain to the Site and Installation of Shelter on Pad, Relocation and Installation of Existing Propane Tank. $60,313 Total Charges $60,313 Change Order # 4 Date of existing contract 12/20/2012 Project: Pittsylvania County, Virginia, Towers, Shelters and Generators It is mutually agreed the contract price is increased /decreased by the sum of the approved line items above and is payable /refundable as per the methods described on each line item. Please note that the changes will add to the time needed to complete the project by the times noted in each line item above. This change order is incorporated into and governed by the above mentioned contract and is incorporated therein. Contractor Customer 166 Deer Run Road • Danville, VA 24541 • PH: (434) 792 -2253 • FAX: (434) 792 -3113 VA - DCJS 11 -6149 • VA — Class A Contractors License # 2705 107938A SOUND 4?Gamewood q► Able Telecom s TIONS a Eivisicn of Gameawtl. Inc. a division of Gamewood, Inc. P95 Fund 416 - E911 Equipment Financing Original Funding - Duetsche Bank (1,830,923.00) 13,467,730.00 Interest Earned 8,182.50 8,182.50 Draw Down Requests: (12,750.00) Change Order #4 Draw #1- 4 -23 -12 (122,025.00) 731,694.40 Draw #2- 4 -26 -12 (731,694.40) Draw #5 Draw #3 -5 -16-12 (2,053,743.00) 102,899.10 Draw #4- 6 -26 -12 (517,362.15) Draw #5- 8-01 -12 (135,371.78) Draw #6- 8 -01 -12 (1,780.00) Draw #7- 8 -22 -12 (110,039.10) Draw #8- 9 -28 -12 (187,987.06) Draw #9- 12 -17 -12 (208,328.20) Draw #10-3-04-13 (146,471.10) (4,214,801.79) TOTAL FINANCING FUND AVAILABLE 9,261,110.71 Regional Wireless Grant - 250-4- 031778 -3163 28,518.00 Regional Wireless Grant -LOCAL MATCH 7,568.84 TOTAL FUNDS AVAILABLE 9,297,197.55 HARRIS CONTRACT (10,795,000.00) Change Order - 3 -06 -13 (28,876.62) Draw #3 2,053,743.00 Draw #4 513,435.75 TOTAL REMAINING (8,256,697.87) GAMEWOOD CONTRACT (1,830,923.00) Change Order #1 14,351.60 Change Order #2 (54,500.00) Change Order #3 (12,750.00) Change Order #4 (60,313.00) Draw #2 731,694.40 Draw #4 3,926.40 Draw #5 108,151.20 Draw #7 102,899.10 Draw #10 146,471.10 TOTAL REMAINING (997,46330) FEDERAL ENGINEERING CONTRACT Change Order #1 Draw #5 Draw #7 Paid from Grant -2504- 031778 -3163 Paid from Grant -2504- 031778 -3163 Paid from Grant -2504- 031778 -3163 Paid from Grant -2504- 031778 -3163 Paid from Grant -2504- 031778 -3163 Paid from Grant -2504- 031778 -3163 Paid from Grant -2504- 031778 -3163 Paid from Grant -2504- 031778 -3163 TOTAL REMAINING (120,000.00) (10,800.00) 27,180.58 7,140.00 2,550.00 3,230.00 6,970.00 8,366.84 3,825.00 1,800.00 1,800.00 7,545.00 (60,392.58) APCO CONTRACT (1,780.00) P96 APCO TOWER IMPROVEMENTS -SM MTN - Draw #6 1,780.00 TOTAL REMAINING DEWBERRY CONTRACT (3,600.00) Draw #1 3,600.00 TOTAL REMAINING CLOSING COSTS /ADMINITRATRIVE (118,465.00) Draw #1 118,425.00 Draw #5 40.00 TOTAL REMAINING CAPITALIZED INTEREST PAYMENTS (356,333.69) 9/15/2012 -Draw #8 187,987.06 March 15, 2013 - RECAP OF FUNDING: E911 Lease Funds Interest on Lease Funds Wireless Grant Funds and Local Match Funds Harris Contract Harris- Change Order (3- 06 -13) Gamewood Contract Gamewood Change Order #1 Gamewood Change Order #2 Gamewood Change Order #3 Gamewood Change Order #4 Federal Engineering Federal Engineering Change Order #1 APCO APCO TOWER IMPROVEMENTS -SM MTN Dewberry Contract Closing Costs Capitalized Interest Payments TOTAL 10,795,000.00 28,876.62 1,830,923.00 (14,351.60) 54,500.00 12,750.00 60,313.00 120,000.00 10,800.00 1,780.00 3,600.00 118,465.00 356,333.69 (168,346.63) 13,467,730.00 8,182.50 36,086.84 13,511,999.34 13,378,989.71 Total Amount Remaining 133,009.63 P97 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Lease Agreement SUBJECT/PROPOSAL/REQUEST: E -911 Lease Agreement Williams Pipeline STAFF CONTACT(S): Davis, Sleeper AGENDA DATE: 4 -16 -13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 15 INFORMATION: INFORMATION: BACKGROUND: The E -911 Radio System has utilized a Tower Lease Agreement with American Electric Power (AEP) since 2003 on Smith Mountain. In order for the County to continue using the site for the new radio system it will require substantial structural modification to the tower. A structural analysis on the tower was completed by AEP and the analysis showed the tower will fail without modifications to the tower. DISCUSSION: AEP contacted the County on January 31, 2013 and advised us that "From a paper view, it does not appear we can do it without taking a large amount of earth and re- leveling the site. This would mean a larger tower, then getting an exemption because of the easement issues. Also, since this is basically on granite, we are not sure if it is even feasible. If it is, it is going to be very expensive ". It was at this point that the original AEP site was going to be cost prohibitive to modify and re -build from the ground up to a larger tower. AEP was not going to place any funds into this due to the modification requirements were to allow our equipment to be installed and no new beneficial use of their equipment. Jim Davis, our Emergency Services Director begin searching for new options. Another site was located on Smith Mountain at the Williams Pipeline Tower Site. Negotiations with Williams Pipeline and Mr. Davis were successful for the County. The tower is not going to need any modifications to hold our new equipment. A new 15 year lease has been obtained and the County Attorney has reviewed and approved to form. This site with our equipment typically leases for $25,000.00 per year. Mr. Davis was able to acquire a lease for $12.00 per year throughout the term of the agreement. RECOMMENDATION: Staff recommends the Board of Supervisors to authorize the County Administrator and County Attorney to execute the lease with Williams Pipeline. P98 TOWER SITE LEASE AND USE AGREEMENT This Antenna Site Lease Agreement (the "Agreement ") is entered into this _ day of May, 2013, between TRANSCONTINENTAL GAS PIPE LINE COMPANY, LLC (formerly Transcontinental Gas Pipe Line Corporation), a Delaware limited liability company, having an office at 2800 Post Oak Boulevard, Houston, Texas 77056 (hereinafter called "Transco" or "Landlord "), and the BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA (the "Tenant "), a political subdivision of the Commonwealth of Virginia. For good and valuable consideration, the Landlord hereby agrees to lease to Tenant, and the Tenant hereby agrees to rent from Landlord the Premises described herein, upon all of the terms and conditions hereinafter act forth. 1. PREMISES. Transco is the owner of that certain tract of land situated in the County of Pittsylvania, Virginia, described by Deed from Roanoke - Staunton River Power Corporation et al. dated September 28, 1950, and by deed from James E. Riely et al dated January 18, 1952, to Transco, recorded in Deed Book 324, Page 259, and in Deed Book 334, Page 220, respectively, in the Office of the Clerk of the Circuit Court for said County, being herein referred to as the "Premises." Landlord hereby grants permission to install, operate, and maintain radio communication equipment ( "Tenant's Equipment ") on or in the Landlord's radio tower facility located at: Address: 1831 Jasmine Road Sandy Level, Virginia 24161 2. EQUIPMENT. A Federal Communication Commission ( "FCC ") issued radio license, as required, shall be furnished to Landlord and attached hereto as Exhibit "two" Tenant shall also prominently display a copy of the valid FCC License, as required, near Tenant's Equipment. All Equipment installed shall be distinctly marked with Tenant's name, address, phone number, call sign, frequency, power, and GPS location. 3. USE. The Premises shall be used and occupied by Tenant for the sole purpose of installing, operating, and maintaining radio communication equipment, and for any other lawful purpose related to radio communications. Tenant shall comply with all applicable rules and regulations of the FCC and applicable electrical and any other compliance Codes of its Locality and /or State. 4. TERM. The Term of this Agreement (the "Term ") shall be for five (5) year, commencing on the day of 2013 (the "Commencement Date "), and terminating on the 1st day of May, 2018. This Agreement will automatically renew itself for two additional (5) year terms, unless written notice is delivered to either the Landlord/Tenant by the other party wishing to terminate the Agreement. Notwithstanding anything in this Agreement to the contrary, Tenant shall have the right to terminate this Agreement, upon ninety (90) days prior written notice to Landlord. Notwithstanding anything in this Agreement to the contrary, Landlord shall have the right to terminate this Agreement, upon ninety (90) days prior written Page 1 of 8 P99 notice to Tenant. Upon such termination, Landlord and Tenant shall thereafter be released from further liability under this Agreement. 5. UTILITIES. Tenant shall provide, at Tenant's sole expense, electrical service to the Premises with reasonable capacity to operate Tenant's equipment. Landlord shall not be liable for interruption in supply of such electrical service arising from any cause other than Landlord's proven negligence. In the event of an interruption caused by Landlord's proven negligence, the Landlord shall not be responsible for any damages that may occur due to such interruptions. In the event of an interruption caused by Landlord's proven negligence which continues for thirty (30) or more days, the Tenant may cancel this Agreement by giving Landlord written notice of its intent to do so, effective upon the giving of notice. Tenant understands and agrees that its exclusive remedies for interruption of service shall be the right to terminate this Agreement. 6. TAXES. Tenant shall pay when due all taxes, assessments, fees, and other charges arising from the installation or operation of Tenant's equipment, or other personal property located on the premises. The parties hereto stipulate that the rights herein granted relate to real property. 7. INSURANCE. Tenant, at their sole expense, shall procure and maintain throughout the entire term of this Agreement, Commercial General Liability insurance with combined single limits of $1,000,000 each occurrence and annual aggregates of $1,000,000 for bodily injury and property damage, including coverage for premises- operations, blanket contractual liability, personal injury liability, independent contractors, products - completed operations, and explosion, collapse and underground. Tenant shall include Landlord as additional insured. Tenant, at Tenant's sole expense, shall procure and maintain fire and extended coverage insurance, with vandalism and malicious mischief endorsements, in an amount not less than the full replacement value of Tenant's personal property and equipment on the premises. The proceeds from any such policy shall be used for the replacement and restoration of such personal property and equipment. To the extent allowed by Virginia law, Tenant agrees to waive and shall require their insurers to waive any rights of subrogation they may have against Landlord, its parent, subsidiary and affiliated companies to the extent of indemnity or liability obligations assumed by Tenant under this Agreement. Tenant shall provide Landlord with a certificate or other evidence of insurance evidencing the existence of the required insurance, terms and conditions of this Insurance section. 8. DESTRUCTION /CONDEMNATION /FORCE MAJEURE. In the event of fire, storms, or other casualty, or a taking as a result of the exercise of the power of eminent domain of the premises, or due to government zoning or regulations of such nature and extent as to interfere with the use of the Premises, Tenant may be required to vacate the Premises on less than thirty (30) days' notice, and the Rent payable by Tenant hereunder shall be reasonably abated. If appropriate, Landlord may elect to repair any damages and restore the Premises to a proper condition for use by Tenant as soon as reasonably possible. If such repair and restoration is not substantially completed within thirty (30) days, Tenant may cancel this Agreement Page 2 of 8 P100 by giving Landlord written notice of its election to do so, effective upon giving of notice. If the damage or taking is of such nature and extent as to prevent the use of the premises by the Tenant, this Agreement shall terminate as of the date of such damage or taking. Tenant shall be entitled to that portion of any award granted for either partial or total taking, which portion represents Tenant's damages. 9. INTERFERENCE. Neither party shall engage in, or permit others to engage in, any activity causing electronic interference with the normal operation and use of the other party's equipment. Landlord shall use its best efforts to coordinate Tenant's Equipment with that of any other tenants to be located on the Premises. Any tenants responsible for causing interference to other tenants of the Premises shall pay any and all costs incurred in eliminating such electronic interference, or be subject to immediate eviction from the Premises for cause. In the event that the operation of Tenant's Equipment causes interference to other radio operations in the vicinity of the Premises, it will be the responsibility of the Tenant to promptly take all steps necessary to eliminate the interference. In the event that the interference is not corrected within a reasonable time, not to exceed fifteen (15) days after notification, then Tenant may be required to cease operations until the interference is corrected. 10. TOWER LIGHTING /PAINTING /MARKINGS. Landlord has the responsibility of compliance with all FCC, Federal Aviation Administration ( "FAA "), state, and local tower lighting, painting, and safety requirements, including repairs and correction of same. Tenant shall have a duty to notify Landlord of any actual or potential tower lighting, painting, or safety violations of which it has knowledge. 11. DEFAULT BY TENANT. In the event of any failure by Tenant to observe and perform the terms and conditions of this Agreement, which failure shall continue for thirty (30) days after written notice thereof from Landlord to tenant, (unless such failure cannot be reasonably cured within said thirty (30) day period, in which event, Tenant shall not be deemed to be in default, if Tenant shall, within such period, commence action to cure and thereafter diligently prosecute the same to completion. Landlord may terminate this Agreement by giving written notice of such intention effective as of the date notice is given. 12. TITLE TO EQUIPMENT. Tenant shall retain title at all times to its Equipment or personal property installed and operated by Tenant pursuant to this Agreement. 13. ACCESS. Landlord shall provide to Tenant the full, non - exclusive legal right of ingress and egress to the Premises during reasonable hours for the purpose of installation, maintenance, removal, and repairs of Tenant's Equipment. It is further agreed; however, that only qualified contractors approved by Landlord in writing, or persons under Landlord's direct supervision, will be permitted to install or remove antenna or coaxial cable or to enter or climb the tower structure itself. Coaxial cable must be permanently identified as the Tenant's at the top and bottom of the line. Page 3 of 8 P101 14. ASSIGNMENT. Tenant shall not assign or sublet its rights hereunder, nor change the frequency, power, or character of its Equipment, without first obtaining the expressed written consent of Landlord. Upon such assignment and the assumption of such assignee of the obligations of Tenant under this Agreement, assignee shall be responsible for all obligations hereunder. 15. HOLD HARMLESS. To the extent allowed by Virginia law, Tenant does hereby agree to indemnify and save Landlord harmless from any claims, demands, or causes of action for property damage or personal injuries caused by the Tenant, the Tenant's officers, agents, employees, contractors, and customers, arising out of Tenant's occupancy of the premises or the installation, maintenance, and operation of Tenant's Equipment except, only damages caused solely by the proven negligence of Landlord. The parties hereto agree that Landlord shall in no way be liable for loss of use or other damage of any nature arising out of the loss, destruction, or damage to the premises, the tower, equipment, building, or to Tenant's Equipment located thereon, by fire, explosion, windstorm, theft, water, or any other casualty or acts of third parties. 16. WAIVER. The failure of either party hereto to enforce or insist upon compliance with any of the provisions of this Agreement or the waiver thereof in any instance shall not be construed as a general waiver or relinquishment of any provision, but the same shall, nevertheless, be and remain in full force and effect. 17. RULES OF INTERPRETATION. In the event that this Agreement requires interpretation, such interpretation shall not presume that the terms hereof shall be more strictly construed against one party by reason of any rule of construction than a document is to be construed more strictly against the party who prepared the same. 18. ENTIRE AGREEMENT. This writing constitutes the entire agreement between the parties as to the subject matter hereof and supersedes and merges all prior discussions between the parties hereto, and this Agreement cannot be changed or amended in any manner other than by a written agreement of both such parties which agreement shall be set forth as an amendment to this Agreement. 19. RENT. The Tenant agrees to pay Transco, or its duly authorized agent or representative, during the Term of this Lease an annual rental of $12.00 (Twelve Dollars) payable in advance on the commencement date on each anniversary of the commencement date during the Term; provided however, that if Transco is unable to deliver possessing of the Leased Premises at the date of commencement of the lease hereby created, the Tenant shall not be liable for any rent hereunder until possession has been tendered or delivered to the Tenant, and it is further agreed that if Transco is unable to deliver possession at the date of commencement of this Lease, the Tenant at its option, may terminate this Lease at no cost to the Tenant and /or extend the life of this Lease by changing the beginning date as of the day possession is effective. The initial payment of rent shall be submitted with the Tenant's executed Lease. Page 4 of 8 P102 All rents or other sums due or to become due hereunder shall be payable at 2800 Post Oak Boulevard, Houston, Texas77056 (Attn: Manager, Land Department) or at such other place as Transco may from time to time designate in writing to the Tenant and payments thereof the Tenant to Transco shall be considered as duly delivered upon receipt by Transco at such address, subject to collection. 20. CHOICE OF LAW VENUE. This Agreement shall be governed by the laws of the State of Virginia. Venue shall be in the appropriate court in Pittsylvania County Virginia or the nearest appropriate Federal Court. 21. SEVERABILITY. If any provision of this Agreement is in conflict with any applicable statute, rule of law, or regulation, then such provision shall be deemed to be null and void to the extent that it may conflict therewith but without invalidating the remaining provisions hereof. 22. COUNTERPARTS. This Agreement may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one and the same Agreement. 23. NOTICES. For the purpose of this Agreement, all notices shall be in writing and shall be deemed given when delivered via telefaxed, emailed, or mailed with first class postage prepaid to the following addresses: For Landlord: Transcontinental Gas Pipe Line Company, LLC C/o Michael A. Vicknair, IM Supervisor 2800 Post Oak Boulevard Houston, Texas 77056 Attn: Michael A. Vicknair Phone: (713) 215 -2745 Email: Mike.A.Vicknair @williams.com For Tenant: Director of Emergency Management & Communications P.O. Box 426, 1 Center Street Chatham, Virginia 24531 Attn: Jim Davis Phone (434) 432 -7921 Email: Jim. Davis @pittgov.org Or to such other address as the parties hereto shall subsequently provide by a written notice. IN WITNESS WHEREOF, the Parties hereto have therefore executed this Agreement and it shall be effective as of the date first above mentioned. Page 5 of 8 P103 TRANSCONTINENTAL GAS PIPE LINE COMPANY, LLC Name: Barbara Kent Title: Director IM — Atlantic -Gulf OA State of Texas County of Harris to wit: The foregoing instrument was acknowledged before me this _ day of 2013 by Notary Public My Commission Expires: BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA Name: Marshall A. Ecker Title: Chairman State of Virginia County of Pittsylvania to wit: The foregoing instrument was acknowledged before me this _ day of 2013, by My Commission Expires: Approved as to Form: J. Vaden Hunt, Esq. Pittsylvania County Attorney Notary Public Page 6 of 8 P104 EXHIBIT ONE: DESCRIPTION OF TENANT'S EQUIPMENT 700 TX Antenna SE414- SF3PALDF_A =105 Mounting Height (FT) 102 Mounting Height (M) 31.1 Azimuth(Deg) 140.0 Coax Size 15/8- Frequency(Mhz) XXXXXXXX 700 TX Antenna SE414- SF3PALDF_A =105 Mounting Height (FT) 110 Mounting Height (M) 33.5 Azimuth(Deg) 140.0 Coax Size 7/8" Frequency(Mhz) XXXXXXXX VHF Antenna 103- 36A -5 -EA Mounting Height (FT) 103 Mounting Height (M) 31.4 Azimuth (Deg) 225.0 Coax Size 7/8" Frequency (Mhz) XXXXXXXX Microwave Dish Center Height (FT) Center Height (M) Azimuth (Deg) Waveguide Frequency (Mhz) Commscope UHX6 -59L 51 15.5 81.8 XXXX XXXXXXXX Microwave Dish PAD6 -W57B Center Height(FT) 46 Center Height(FT) 14.0 Azimuth(Deg) 151.0 Waveguide E60 Frequency(MHz) XXXXXXXXX Page 7 of 8 P105 Page 8 of 8 P106 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: 4 -16 -13 16 VHF Radio Antenna Agreement ACTION: INFORMATION: SUBJECT/PROPOSAL/REQUEST: Yes Mutual Aide Agreements — Ringgold -Mt. Herman I CONSENT AGENDA: Fire & Rescue ACTION: INFORMATION: STAFF CONTACT(S): Mr. Sleeper BACKGROUND: ATTACHMENTS: Yes Pittsylvania County's Emergency 911 Center is installing new tower sites throughout the County for the new P25 700Mhz Radio System. Mr. Davis has had discussion with the Ringgold Fire Chief and the Mt. Herman Fire Chief to enter into an Agreement concerning mutual aid with regard to the provision of emergency radio communications in times of disaster, either man -made or natural, and in times of E -911 telephone and/or Radio communications failure within Pittsylvania County. In this Agreement both agencies would be allowed to install their repeaters (Ringgold at the new Dan River Tower Site), (Mt. Herman at the new White Oak Tower Site), inside the County's shelter. This Agreement will benefit the County with a backup emergency radio communications system for the southern end emergency responders. In exchange, the County will have access within the Dispatch Consoles to communicate on their radio systems in an emergency. The County will allow both agencies access to the towers at no cost to them. The agencies will be responsible for the maintenance of their own repeater equipment. This Agreement may be terminated at any time by either party with a 30 day written notice. RECOMMENDATION: Staff recommends to the Board of Supervisors to authorize the County Administrator to enter into the zero dollar agreement with the Ringgold Fire & Rescue and the Mt. Herman Fire & Rescue Agencies. Staff also recommends that the Board of Supervisors pay for the installation of the antennas on the towers at a cost not to exceed $2000.00. This will be paid from the E -911 line item 100 -4- 035500- 810700 — Capital Outlay P107 EMERGENCY RADIO EMERGENCY SERVICES ANTENNA AGREEMENT This EMERGENCY RADIO ANTENNA AGREEMENT ( "the Agreement ") is made and entered into this day of , 2013, by and between the COUNTY OF PITTSYLVANIA, VIRGINIA (the "County "), a political subdivision of the Commonwealth of Virginia, and KEELING, KENTUCK, AND RINGGOLD, VIRGINIA, VOLUNTEER FIRE DEPARTMENTS ( "WNGS266 Station Members "). WITNESSETH WHEREAS, it is deemed to be mutually beneficial to both the and WNFS266 Station Members to enter into this Agreement concerning mutual aid with regard to the provision of emergency radio communications in times of a disaster, either man-made or natural, and in times of E -911 telephone and /or Radio communications failure within Pittsylvania County, Virginia, that is owned and operated by the Pittsylvania County Board of Supervisors ( "BOS ") under the direct control of the Pittsylvania County Department of Emergency Management; WHEREAS, the County and WNFS266 Station Members desire that the terms and conditions of the Agreement be established; WHEREAS, the BOS owns a three hundred foot (300') emergency communications tower located at 325 Dodson Lane, Ringgold, Virginia; WHEREAS, the BOS will provide spacing on the tower at the height so designated by the County's Emergency Services Coordinator ( "ESC ") to Ringgold Fire & Rescue; WHEREAS, the BOS will provide equipment space within the shelter located at the base of the tower with electricity and emergency generating power without charge and; WHEREAS, the BOS will provide twenty -four (24) hour ingress and egress to the shelter, compound, and tower for maintenance work as required by Ringgold Volunteer Fire & Rescue for its equipment, antenna, and coaxial cabling, provided said conditions do not impose any costs to the County and the ESC is notified prior to entry. NOW, THEREFORE, that for and in consideration of the mutual benefits to be derived by the County and WNFS266 Station Members from this Agreement, said parties hereby covenant and agree, each with the other, as follows: 1. Ringgold Volunteer Fire & Rescue owns a repeater with FCC Call Sign WNFS266 Emergency Radio Station; 2. Ringgold Volunteer Fire & Rescue will allow the County free and unlimited open access to the use of the repeater in times of a disaster, either man-made or natural, Page 1 of 2 P108 and in situations where the E -911 telephone and/or radio communications has failed, or in daily use for tactical operations to utilize in radio communications and authorized usage; 3. Notwithstanding anything to the contrary contained in this Agreement, nothing herein is intended or shall be construed to require either party to indemnify or save or hold harmless the other party, including, its officers, agents, and employees, from any liability for any act or omission occurring during or in connection with the performance of this Agreement; and 4. This Agreement may be amended only in writing, signed by an authorized representative of each party, and may be terminated at any time by either party giving thirty (30) days written notice to the other party. IN WITNESS WHEREOF, William D. Sleeper, Pittsylvania County Administrator, and Mike Neal, Ringgold Volunteer Fire & Rescue Chief, have caused this Agreement to be executed by authority granted by their respective organization herein detailed all as of the day and year first above written. COUNTY OF PITTSYLVANIA, VIRGINIA William D. Sleeper Title: County Administrator KEELING, KENTUCK, AND RINGGOLD, VIRGINIA, VOLUNTEER FIRE DEPARTMENTS Mike Neal Ringgold Volunteer Fire & Rescue Fire Chief APPROVED AS O FORM: . g� 7744 J. Vaden Hunt, Esq. Pittsylvania County Attorney Page 2 of 2 P109 EMERGENCY RADIO EMERGENCY SERVICES ANTENNA AGREEMENT This EMERGENCY RADIO ANTENNA AGREEMENT ( "the Agreement ") is made and entered into this day of ,2013, by and between the COUNTY OF PITTSYLVANIA, VIRGINIA (the "County "), a political subdivision of the Commonwealth of Virginia, and Mount Herman Volunteer Fire & Rescue Agency, a ( "Mount Herman"). WITNESSETH WHEREAS, it is deemed to be mutually beneficial to both the County and Mount Herman to enter into this Agreement concerning mutual aid with regard to the provision of emergency radio communications in times of a disaster, either man-made or natural, and in times where E -911 telephone and/or Radio communications fail within Pittsylvania County that is owned and operated by the Pittsylvania County Board of Supervisors ( "BOS ") under the direct control of the Pittsylvania County Department of Emergency Management; WHEREAS, the County and Mount Herman desire that the terms and conditions of the Agreement be established; WHEREAS, the BOS owns a three hundred foot (300') emergency communications tower located at 535 Tower Lane, Blairs, Virginia; WHEREAS, the BOS will provide spacing on the tower at the height so designated by the County's Emergency Services Coordinator ( "ESC ") of Mount Herman; WHEREAS, the BOS will provide equipment space within the shelter located at the base of the tower with electricity and emergency generating power without charge; and WHEREAS, the BOS will provide twenty -four (24) hour ingress and egress to the shelter, compound, and tower for maintenance work as required by Mount Herman for its equipment, antenna, and coaxial cabling, provided said conditions do not impose any costs to the County and the ESC is notified prior to entry; and NOW, THEREFORE, that for and in consideration of the mutual benefits to be derived by the County and Mount Herman from this Agreement, both parties hereby covenant and agree, each with the other, as follows: 1. Mount Herman owns a repeater with FCC Call Sign KVD502 Emergency Radio Station; 2. Mount Herman will allow the County free and unlimited open access to the use of the repeater in times of a disaster, either man-made or natural, and in situation where the E -911 telephone and/or radio communications has failed, or in daily Page 1 of 2 Pilo use for tactical operations to utilize in radio communications and authorized usage; 3. Notwithstanding anything to the contrary contained in this Agreement, nothing in this Agreement is intended or shall be construed to require either party to indemnify or save or hold harmless the other party, including, its officers, agents, and employees, from any liability for any act or omission occurring during or in connection with the performance of this Agreement; and 4. This Agreement may be amended only in writing, signed by an authorized representative of each party, and may be terminated at any time by either party giving thirty (30) days written notice to the other party. IN WITNESS WHEREOF, William D. Sleeper, Pittsylvania County Administrator, and Ernest Terry, Mount Herman Fire Chief, have caused this Agreement to be executed by authority granted by their respective organization all as of the day and year first above written. COUNTY OF PITTSYLVANIA, VIRGINIA William D. Sleeper Title: County Administrator MOUNT HERMAN VOLUNTEER FIRE & RESCUE AGENCY Ernest Terry Mount Herman Vol. Fire & Rescue Fire Chief APPROVED AS TO FORM: T44� J. Vaden Hunt, Esq. Pittsylvania County Attorney Page 2 of 2 P111 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Altavista Life Saving Crew — Fuel Reimbursement SUBJECT/PROPOSAL/REOUEST: Fuel Reimbursement STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 4 -16 -2013 ACTION: Yes CONSENT AGENDA: ACTION• ATTACHMENTS: Yes ITEM NUMBER: 17 INFORMATION: INFORMATION: Altavista Life Saving Crew has requested the Board of Supervisors to reimburse their fuel costs on parts of 2011 and 2012. The County Administrator requested time to audit and review this and discuss it with the Fire & Rescue Association. DISCUSSION: We have reviewed and verified the actual costs of the fuel and a number of trips responded to by Altavista, as well as the gas mileage and the traveling miles from Altavista to Lynchburg for the required trips. Using only average estimates, the audit costs were 91% of the requested amount with no other measuring tools. The requested amount seemed within reason. RECOMMENDATION: Staff recommends the Board of Supervisors approve the reimbursement of $37,198.88 to Altavista Life Saving Crew for fuel and request the Board of Supervisors to ask the Fire & Rescue Committee establish a more detailed policy for reimbursements of fuels and taking into account that a majority of emergency medical service facilities in Pittsylvania County are doing ambulance billing based on loaded miles. Some new policy needs to be developed concerning fuel reimbursement because of this. P112 Dan Sleeper From: Dan Sleeper Sent: Wednesday, March 20, 2013 4:19 PM To: mmoss @altavistaems.com Cc: Marshall Ecker; Kim Van Der Hyde Subject: Fuel Reimbursements Tracking: Recipient Read mmoss@altavistaems.com Marshall Ecker Read: 3/20/2013 4:30 PM Kim Van Der Hyde Read: 3/20/2013 4:21 PM Mark I am trying to develop the Reciept document for the payment requested by Altavista EMS can you explain how you arrived at the figure of $37,198.88? In addition do you have an Emergency Transport vehicle that uses Unlead Gasoline? We have a total of $70,500.68 on the Foster Fuel Billing for the time period and you are requesting reimbursement for 53% of those billings is that correct? Dan Sleeper County Administrator County Administration PITTSYLVANIA COUNTY VIRGINIA Tel. (434) 432 -7710 Fax. (434) 432 -7714 Dan.Sleeneroz),,yittgoy.or www.nittaov.ore 1 Center Street P.O. Box 426 Chatham, VA 24531 Any e -mail or other correspondence sent to a member of the Board of Supervisors, or any other public official and /or employee of Pittsylvania County, Virginia (the "County'), in the transaction of public business, is considered a public record, and such recofds are subject to the Virginia Freedom of Information Act ( "VA FOIA ). This means that Virginia law generally requires the County to provide a copy of any such e-mail, upon request, for inspection and copying to any citizen of the Commonwealth, or to any member of the news media, unless lawfully exempted from production /disclosure under VA FO/A. if you have received this email or any attachments in error, please notify the sender immediately at (434) 432 -7700, and by reply email, and delete this email and any attachments to it from your in- box, sent items, and deleted items. Thank you PROVED Na J' J Date: P113 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: 4/16/13 18 BID AWARD — BROSVILLE CASCADE PUBLIC LIBRARY SIGN ACTION: INFORMATION: Yes SUBJECT /PROPOSAL/REOUEST: CONSENT AGENDA: BID AWARD ACTION: INFORMATION: STAFF CONTACT(S): ATTACHMENTS: Mr. Sleeper, Mrs. Meeks, Mrs. Adkins Yes REVIEWED BY: Ilea BACKGROUND: An invitation to bid on an electronic sign, with the Library logo and an LED message center, for the Brosville Cascade Public Library was mailed to four (4) vendors on March 22, 2013. The invitation to bid was also advertised and posted on our website and public notice board. DISCUSSION: Bids were received and publicly opened on Tuesday, April 9, 2013, at 3:00 p.m. We received two (2) responses. The apparent low bidder is Powers Signs, Inc., Danville, Virginia, with a lump sum bid of $26,993. Funding for the sign is as follows: $10,000 from the PPL Foundation, $6,000 from the Brosville Friends of the Library, $2,284.16 from 250- 4.073300.6003 State Library Funds — Furniture & Fixtures. $8,708.84 from 100- 4.073100.6003 Library — Local Funds — Furniture & Fixtures. An appropriation is needed for the $16,000 that the County will receive from the PPL Foundation and the Brosville Friends of the Library. RECOMMENDATION: Staff recommends that the Board award the bid to Powers Signs, Inc., at a cost of $26,993. and appropriate the $16,000. The action to appropriate the $16,000 will require a motion and a 10 day layover. P114 PITTSYLVANIACOl1NTY PUBLIC LIBRARY 35.75 in BROSViLLE ® CASCADE LIBRARY in 4 in I 30 in -� P115 P116 J W Q 0 V) a a g Ln U) O Z J LA 06 Y LU W 3 ao o >- z ° vs t9 > - J W N,N W IL � N Y. O D � 0 M m — V J d W W J rn ID Z W Q J H a Uc N •" m M "� Q V W m Z J > W j p CZ m o o _H ri w z 0 � 0 2 > U Q z N W 3 W {A WJ 3 o J z a W `" CL 0 P116 J W Q 0 V) a a PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Bid Award — Landfill Compactor SUBJECT/PROPOSAUREOUEST: Bid Award STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 4 -16 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 19 INFORMATION: INFORMATION: BACKGROUND: Pittsylvania County solicited bids concerning a compactor for the Pittsylvania County Landfill. DISCUSSION: At the April 1, 2013 meeting of the Pittsylvania County Board of Supervisors, staff recommended that the Board of Supervisors award the bid to the lowest bidder, Caterpillar, Inc. Al jon Manufacturing, LLC, another bidder has filed a protest stating that they felt that Caterpillar was a nonresponsive bidder and that the Board of Supervisors needed to recheck their bid and award to Al jon. RECOMMENDATION: Staff recommends the Boards of Supervisors reject all bids and authorize the County Administrator to seek new bids or other approved governmental bids concerning this equipment and bring it back to the Board of Supervisors for their approval. P117 ARMON Keeping it simple, building it strong April 5, 2013 Pittsylvania County Administrative Office ATTN: Mr. Dan Sleeper Pittsylvania County 1 Center Street Chatham, VA 24531 RE: Formal protest of landfill compactor Bid #13-03-01. Dear Mr. Sleeper: VIA: dan.sleeper @pittgov.org This letter will serve as a request to protest the award of one landfill compactor on bid #13-03-01. The landfill compactor bid opened on March 29, 2013 and awarded by the Pittsylvania County Board of Supervisors on April 1, 2013. Basis for protest: • The evaluation criteria defined in IFB #13 -03 -01 pages 6 and 7, was not properly followed as defined by the Pittsylvania County mechanism for the evaluation of all information received. • Compliance with specifications was not considered in award. • Pittsylvania County entered into separate and private negotiations with awarded bidder after the bid opening until awarded. • Awarded bidder negotiated changes to the original submitted machine specifications. Per page 5 of the bid, it states the County of Pittsylvania reserves the right to negotiate with the lowest responsible bidder if the low bid exceeds the available funds. All bids proved to be within your approved budget. • Awarded bidder was not responsive bidder based on bid specifications. To our knowledge 17 exceptions were noted by the awarded bidder. In good faith, AI jon proposal included all components to meet or exceed the published technical bid specification. Al jon elected to be responsive to the bid rather than to bid non - compliant components. Examples but not limited to; Ansul Fire Suppression, Lincoln Data Logger Auto Lube and Terra wheels and cleats. If these specs were not important in the awarded process, AI jon would have bid a separate machine which would have enable AI jon to bid at a significant lower price. Relief sought: Reverse decision and award to AI jon as the lowest most responsive bidder Or reject all bids and resubmit proposal which meet county specifications or most responsive. AI jon Manufacturing LLC has requested information under the Virginia Freedom of Information Act. Until such items are received and reviewed, AI jon reserves the right to change our basis for protest and relief sought. We thank you for your promptness. Please let us know if you have any questions or need clarification Sincerely, John Portwood VP Sales & Marketing AI jon Manufacturing, LLC P118 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 4 -16 -13 Commonwealth's Attorney- Transfer and Additional Appropriation - Requires a Roll Call Vote ACTION: Yes SUBJECTIPROPOSAL/REOUEST: Budget adjustments are needed for the Commonwealth's Attorney's office in the form of an additional appropriation and a transfer from non- departmental STAFF CONTACT(S): CONSENT AGENDA: ITEM NUMBER: 20 INFORMATION: ACTION: INFORMATION: ATTACHMENTS: No REVIEWED BY: /L BACKGROUND: The Commonwealth's Attorney's office staff handles collection of delinquent court fines. The time worked on these cases as well as the supplies used for collection efforts are appropriated from the fines collected. DISCUSSION: A total of $1,500 from collection funds needs to be appropriated to the Commonwealth's Attorney's FY 2013 budget in order to ensure that sufficient funds exist to cover collection related expenses. In addition, the Commonwealth's Attorney's budget will be short of sufficient funds in office supplies in order to finish the FY 2013 budget year. This is due to the addition of new printers in his office and the courts that require numerous printer cartridges. Staff recommends that this shortage of $5,000 be transferred from Non - Departmental. RECOMMENDATION: Staff recommends that the Board amend the budget by $6,500 as outlined above. This does require an appropriation of $1,500. THIS ACTION DOES REQUIRE A ROLL CALL VOTE. P119 REPORTS FROM MEMBERS P120 REPORTS FROM LEGAL COUNSEL P121 REPORTS FROM COUNTY ADMINISTRATOR PI22 Douglas N'. Domenech 7 i, Secretan of Natural Resources COMMONWEALTH of VIRGINIA DEPARTMENT OF CONSERVATION AND RECREATION 203 Governor S(reet Richmond, Virginia 23219 -2010 (804) 786 -1712 March 21, 2013 Mr. William D. Sleeper County Administrator Pittsylvania County Pittsylvania County Courthouse P.O. Box 426 Chatham, VA 24531 Re: Pittsylvania County Erosion and Sediment Control Program Dear Mr. Sleeper: David A. Johnson Director In response to information presented to the Virginia Soil and Water Conservation Board by the Department of Conservation and Rectreation Staff on February 26, 2013, The Board approved the following motion: "The Virginia Soil and Water Conservation Board commends Pittsylvania County for successfully implementing the County's Erosion and Sediment Control program to be fully consistent with the requirements of the Virginia Erosion and Sediment Control Law and Regulations, thereby providing better protection for Virginia's soil and water resources." We congratulate Pittsylvania County on this substantial accomplishment and recognize the County's efforts to proactively protect Virginia's soil and water resources through implementation of effective erosion and sediment control. Sincerely, E Mc /At� Cutcheon Training and Certification Program Manager cc: Karen Hayes, Pittsylvania County Timothy Ott, DCR, Christiansburg Regional Office Jim Echols, DCR Staunton Regional Office Kenneth Harper, DCR Local Program Compliance Coordinator Stale Parks • Stormwater Management • Outdoor Recreation Planning Natural Heritage • Dam Safegv and Floodplain Management • Land Conservation P123 PITTSYLVANIA COUNTY VIR GINIA SY L�R Darrell W. Dalton, Superintendent Building Grounds Department a c> Phone (434) 4327958 dtng p ty 41 o Fax (434) 4322294 51 N. Main St. a � v ? Gretna /Hurt (434) 656211 P.O. Box 426 Chatham, Virginia 24531 J' " 1767 Y Bachelors Hall /Whitmell (434) 797 -9550 : -mail: darrell.dalton@pittgov.org Ip, ,A�� To: Otis S. Hawker, Assistant County Administrator From: Kaylyn Giles, Secretary of Building & Grounds , G , (r CNA —U-'�D Date: April 1, 2013 Subject: COMPLETED WORK ORDERS — MARCH 2013 Attached please find a listing, by department, of completed work orders for the month of March. 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 10 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 P124 BUILDING & GROUNDS MAINTENANCE WORK ORDERS COMPLETED FOR MONTH OF MARCH 2013 NO. W/O MAN -HOURS ANIMAL CONTROL 2 2 ARMORY A S C S / EXTENSION / USDA -FSA BOARD OF SUPERVISORS BUILDING & GROUNDS BUILDING INSPECTIONS CAPTAIN MARTIN BLDG I I CENTRAL ACCOUTING CENTRAL PURCHASING CIRCUIT COURT 3 3 CLERK OF COURT 1 I CODE COMPLIANCE (PLANNING COMMISSSION & ZONING 1 4 COMMISSIONER OF REVENUE COMMONWEALTH ATTORNEY 2 2 COMMUNITY POLICY AND MGMT. BOARD COMPACTOR SITE COUNTY ADMINISTRATOR AND ASST. COUNTY ADMIN- 1 2 COUNTY ATTORNEY 1 1 COURTHOUSE (1968 ANNEX) COURTHOUSE (EDWIN R. SHIELDS) CSA -CPMB DEPOT BUILDING ECONOMIC DEVELOPMENT EMERGENCY 911 FACILITY 4 13 ENVIRONMENTAL HEALTH FINANCE FIRE MARSHAL GENERAL DISTRICT COURT 1 2 GRANTS ADMISTRATION HEALTH DEPARTMENT HUMAN SERVICES FACILITY INDUSTRIAL PARKS INFORMATION TECHNOLOGY I 1 JAIL 24 31 JUVENILE & DOMESTIC COURT 2 3 JUVENILE & DOMESTIC COURT SERVICES UNIT 1 16 LANDFILL 2 14 LIBRARY 3 49 LITERACY MAGISTRATE MOSES BUILDING I I OLD DOMINION AG. COMPLEX 1 I PCED BUILDING REASSESSMENT RECREATION: RAIL -TRAIL & WAYSIDE PARK RECREATIONAL REGISTRAR -VOTING PRECINCTS SHERIFF 2 3 SOCIAL SERVICES 5 5 TREASURER 1 2 VICTIM WITNESS OTHER: 4380 BERRY HILL RD RINGGOLD DEPOT CALLANDS CLERKS OFFICE OLD CHATHAM ELEMENTARY SCHOOL YATESTAVERN TOTAL WORK ORDERS COMPLETED - MARCH 2013 60 157 YEAR TO DATE 0770172012 - 06/30/2013 839 1,573 P125 CLOSED SESSION P126 ADJOURNMENT P127