04-01-2013 regular meetingRegular Meeting
April 1, 2013
Pittsylvania County Board of Supervisors
Monday, April 1, 2013
Regular Meeting
VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors
was held on Monday, April 1, 2013 in the General District Courtroom of the Edwin R. Shields
Addition in Chatham, Virginia. Marshall A. Ecker, Chairman, called the meeting to order at
7:02 p.m. The following members were present:
Tim Barber Tunstall District
James Snead Dan River District
Coy E. Harville Westover District
Jessie L. Barksdale Banister District
Jerry A. Hagerman Callands-Gretna District
Brenda H. Bowman Chatham-Blairs District
Marshall Ecker Staunton River District
Mr. William D. Sleeper, County Administrator, Mr. J. Vaden Hunt, County Attorney,
Mr. Greg L. Sides, Assistant County Administrator for Planning and Development, and Ms.
Rebecca Flippen, Deputy Clerk to the Board, were also present.
Mr. Barber led the Pledge of Allegiance.
Approval of Agenda
Motion was made by Mr. Barber, seconded by Mr. Snead, to approve the agenda with
the following additions/deletions:
Additions: (a) Closed Session – Personnel
Discussion of individual personnel matters concerning employment,
assignment, promotion, demotion, discipline, resignation, evaluation of
an employee of an y public body.
Authority: §2.2-3711(A)(1), Code of Virginia, 1950, as amended,
for personnel matters
Subject: Economic Development Office
Purpose: Discussion of Severance Package
(b) Emergency Repairs – Blairs Community Center
Deletions: Item #12 under New Business: Tri-County Lake Administrative Commission
Agreement
Mr. Barber’s motion was unanimously approved by the Board.
Hearing of the Citizens
Justin Speck of the Staunton River District offered a word of prayer.
Matthew Speck of the Staunton River District offered a word of prayer.
Dr. Doug Barber, Pastor of the Westover Baptist Church in Danvillle, offered a word of
prayer.
This concluded the Hearing of the Citizens.
Consent Agenda
Motion was made by Mr. Snead, seconded by Mr. Barksdale, to approve the Consen t
Agenda, to include the minutes corrections submitted, which was unanimously approved by the
Board.
Consent Agenda:
(a) Minutes : March 4, 2013 Regular Meeting
March 14, 2013 Special Call Meeting
March 19, 2013 Adjourned Meeting
(b) Bill List March 2013 (Online)
(c) Proclamation – Earth Week: April 15-20, 2013
(d) Out of State Travel – E911
Minutes Corrections Submitted:
(1) April 1, 2013 – Page 19 of the Board Packet, under Consent Agenda-last line that
reads” Mr. Harville’s motion was unanimously approved by the Board” needs to
be stricken.
(2) March 19, 2013-Page 45 of the Board Packet; line 4 of second paragraph should
read governing, not “government”.
Regular Meeting
April 1, 2013
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
PROCLAMATION
EARTH WEEK
APRIL 15-20, 2013
VIRGINIA: AT THE REGULAR MEETING OF THE PITTSYLVANIA COUNTY
BOARD OF SUPERVISORS IN THE GENERAL DISTRICT COURTROOM IN CHATHAM,
VIRGINIA ON MONDAY, APRIL 1, 2013, THE FOLLOWING PROCLAMATION WAS
PRESENTED AND ADOPTED:
WHEREAS, the global community now faces extraordinary challenges, such as global health
issues, food and water shortages, and economic struggles; and
Whereas, all people, regardless of race, gender, income, or geography, have a moral right to a
healthy, sustainable environment with economic growth; and
WHEREAS, it is understood that the citizens of the global community must step forward and
take action to create a green economy to combat the aforementioned global challenges; and
WHEREAS, a green economy in Pittsylvania County can be achieved on the individual level
through education efforts, public policy, and consumer activism campaigns; and
WHEREAS, all residents of Pittsylvania County have citizenship responsibility to protect and
care for the beauty and natural resources of Pittsylvania County; then
NOW, THEREFORE, BE IT HEREBY RESOLVED that the Pittsylvania County Board of
Supervisors officially recognizes and proclaims April 15-20, 2013 as Earth Week in Pittsylvania
County and encourages all citizens to participate in the annual Pittsylvania
County Spring Clean-Up on Saturday, April 20, 2013 sponsored by the Pittsylvania County
Beautification Committee and Litter Control Office; and
BE IT FURTHER RESOLVED that a copy of this proclamation be sent to all media sources.
UNFINISHED BUSINESS
At their adjourned meeting on March 19, 2013, a motion was made by Mr. Barber,
seconded by Mr. Barksdale, to award a contract to repair the 973 loader motor to J.B. Heavy
Equipment Repair, Inc., in the amount of $18,600.00, and to appropriate $18,600.00 from
unappropriated surplus to pay for the repair of this required machinery at the landfill. The
motion for the appropriation required a 10-Day Layover that had now been met. The following
Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Harville-Yes; Mr. Snead-Yes; Mr.
Barksdale-Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes and Mr. Ecker-Yes. Mr. Barber’s
motion was unanimously approved by the Board.
NEW BUSINESS
Motion came from the Property & Buildings Committee to authorize the County
Administrator to issue a Request For Proposals (RFP) for a structural engineering report on the
Blairs Community Center Building, and that the report should include designs for repairs to the
roof, which the Board unanimously approved.
Motion was made by Mr. Harville, seconded by Mr. Barber, to award a contract to
Elliot Electric as the low bidder at $119,080.00 for a Standby Generator for the Moses
Building as an additional backup for the E911 Center, and to authorize the County
Administrator to transfer the necessary grant match from the Sheriff and the E911 Center to the
Grants line for the Standby Generator, which was unanimously approved by the Board.
Motion was made by Mr. Harville, seconded by Mr. Barksdale, to award, pending
review of the contract by legal counsel, a bid to Carter Machinery for the purchase of the
Landfill Compactor at a cost of $559,625.00, to include the County’s request for the compactor
wheels to be equipped with Terra Twist-Torque/Scissor Combo Cleats, which Carter agreed to
provide with no additional cost. Mr. Harville’s motion was unanimously approved by the
Board.
Motion was made by Mr. Harville, seconded by Mr. Snead, to approve the alternative
amusement device inspection process utilizing certified inspectors at the require 50% reduced
permit fee, as authorized by the Code of Virginia, §36-98.3, and in accordance with the
Regular Meeting
April 1, 2013
Virginia Administrative Code, 13 VAC 5-31-75, which was unanimously approved by the
Board.
Motion was made by Mr. Hagerman, seconded by Mr. Harville, to review and consider
the “Royal Flush” and the Mobile Septic Tank Pumpout Program submitted by the Tri -County
Lake Administrative Commission (TLAC). After discussion, the Board decided that before
any motion on the agreement could be made, all the Counties (Pittsylvania, Bedford, Franklin,
and also Campbell County if they become a part of TLAC) needed to be on board with this
proposed program running an operation such as Royal Flush, a mobile septic holding tank boat
that pumps out septic from boats on Smith Mountain Lake, and/or if it is possible that a private
company do this instead of partnering with the Virginia Department of Health as Royal Flush
has been doing. No action was taken by the Board.
Motion was made by Mr. Barksdale, seconded by Ms. Bowman, to split the $29,500.00
cost with the Town of Chatham that the Town has to pay for the preliminary engineering report
necessary for new requirements on dam maintenance for reservoirs at Roaring Fork and
Cherrystone, which would be a cost to Pittsylvania County of $14,750.00. This motion
required a 10-Day Layover since funds had not been appropriated for this cost.
Motion was made by Mr. Snead, seconded by Mr. Barber, to amend the Jail’s budget
and approve an appropriation of $33,977.00 to line item 100-4-033100-1200, from profits
generated from pay phones utilized by inmates. This motion required a 10-Day Layover.
Motion was made by Mr. Barber, seconded by Mr. Snead, to approve a contract
renewing Robinson, Farmer, Cox Associates for an additional 2 years, and authorize the
County Administrator to sign all necessary documentation, which was unanimously approved
by the Board.
Motion was made by Mr. Harville, seconded by Mr. Barber, to approve a transfer of
$8,000.00 from the Bond Arbitrage Fee line item 100-4-091200-5850 to Zoning-Advertising
line item 100-4-081400-3600, which was unanimously approved by the Board.
Motion was made by Mr. Barksdale, seconded by Mr. Barber, to approve 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). This motion required a 10-Day Layover.
Emergency Added Items
Motion was made by Mr. Barksdale, seconded by Mr. Harville, to authorize the
approval of the current emergency repairs to the soffit and fascia along 95 feet of the southwest
face of the gymnasium building at the Blairs Community Center, with funds being available in
the budget under Capital Outlay for the repairs, which was unanimously approved by the
Board.
Board Announcements
Mr. Harville stated since the County was now paying for Watch for Children signs,
both these signs and E911 signs damaged from vehicle accidents needs to be turned in as
insurance claims by the County to the responsible parties for reimbursements for
repairs/replacements of these signs damaged.
Ms. Bowman reminded everyone of the County’s annual Spring Clean Up on Saturday,
April 20, 2013.
Mr. Ecker reminded everyone of the upcoming School Safety Initiative, School Budget,
and County Budget public hearings to be held at 7:00pm on April 8, 2013 at the Cultural
Center Auditorium, and of the Special Call Meeting of the Board of Supervisors to be held at
5:00pm on April 9, 2013 in the Conference Room at the Captain Martin Building, for
discussion only, of the public hearings comments and the proposed budget, and that at 7:00pm
on April 9, under that same Special Call Meeting, there would be a Closed Session with legal
counsel concerning the ACLU case.
Regular Meeting
April 1, 2013
Mr. Harville inquired when the County could be doing a Forgiveness Day at the landfill
to accept chemicals and paints.
Mr. Hagerman stated there were still accidents occurring at the underpass of
SR634/Blue Ridge Drive, and asked Mr. Sleeper to send another letter to the Virginia
Department of Transportation requesting that either a stop sign or signal light be installed at the
tracks, or some kind of indicator.
Closed Session
Motion was made by Mr. Snead, seconded by Mr. Barksdale, to enter into Closed
Session for the following reason:
Discussion of individual personnel matters concerning employment,
assignment, promotion, demotion, discipline, resignation, evaluation of
an employee of any public body.
Authority: §2.2-3711(A)(1), Code of Virginia, 1950, as amended,
for personnel matters
Subject: Economic Development Office
Purpose: Discussion of Severance Package
Ms. Bowman stated that she was recusing herself from the Closed Session since the severance
package in question concerned her husband. Mr. Snead’s motion was unanimously approved
by the Board. The Board entered into Closed Session at 8:22pm, with Ms. Bowman recused
from sitting in on the Closed Session.
Motion was made by Mr. Barber, seconded by Mr. Harville to return to Open Session.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CERTIFY CLOSED MEETING
BE IT RESOLVED that at the Regular Meeting of the Pittsylvania County Board of
Supervisors on Monday, April 1, 2013 the Board hereby certifies by a recorded vote that to the best of
each board member’s knowledge only public business matters lawfully exempted from the open
meeting requirements of the Virginia Freedom of Information Act and identified in the motion
authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any
member believes that there was a departure from the requirements of t he Code, he shall so state prior to
the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the
Board.
Vote
Jerry A. Hagerman Yes
Brenda Bowman Recused/Abstained
Marshall Ecker Yes
Coy E. Harville Yes
James H. Snead Yes
Jessie L. Barksdale Yes
Tim R. Barber Yes
The Board re-entered into Open Session at 8:36pm.
Motion was made by Mr. Snead, seconded by Mr. Barber, to approve the proposed
severance package, which was unanimously approved by the Board, with the exception of Ms.
Bowman who recused herself from voting.
Adjournment
Motion was made by Mr. Snead, seconded by Mr. Harville, to adjourn, which was
unanimously approved by the Board. The meeting adjourned at 8:38pm.
_______________________________________
Marshall A. Ecker, Chairman
Pittsylvania County Board of Supervisors
_______________________________________
William D. Sleeper, Clerk
Pittsylvania County Board of Supervisors