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06-18-13 BOS PacketBOARD PACKET BOARD OF SUPERVISORS ADJOURNED MEETING JUNE 18, 2013 1767 P1 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ADJOURNED MEETING TUESDAY, JUNE 18, 2013 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA Call to Order — 7:00 p.m. 2. Roll Call Barber0 Barksdale0 Bowman0 EckerD Hagerman2 Harville0 SneadO 3. Pledge of Allegiance 4. Emergency Items to be added to the Agenda Motion by Barber0 Barksdale0 Bowman2 EckerD Hagerman0 HarvilleO Snead2 Seconded by Barber0 Barksdale0 Bowman0 EckerD HagermanD Harville0 Snead2 (a) Re- Appointment - Pittsylvania County Library Board of Trustees: Chatham - Blairs District —Page 18 (b) Special Election — Treasurer — Pages 19 -20 APPROVAL OF AGENDA Motion by Barber0 BarksdaleO BowmanO EckerD Hagerman2 Harville0 SneadO Seconded by Barber2 Barksdale2 Bowman0 EckerD Hagerman0 HarvilleD SneadO HEARING OF CITIZENS CONSENT AGENDA Motion by Barber0 BarksdaleO BowmanO EckerO Hagerman0 HarvilleO SneadO Seconded by BarberO BarksdaleO BowmanU EckerO Hagerman0 HarvilleO SneadO 5. (a) Certificates of Achievement — Pittsylvania County Technical Career Students - Virginia SkillsUSA State Medal Winners and National SkillsUSA Qualifiers — Pages 23 -26 (b) Certificates of Appreciation — Pittsylvania County Technical Career Instructors — Pages 27 -28 (c) Resolution — Jimmie Tickle — Pages 29 -30 (d) Resolution — Angela Rigney — Pages 31 -32 (e) Resolution — Arlene Creasy — Page 33 (f) Resolution — Ronnie Haymore — Page 34 -35 (g) Resolution — Carson Womack — Page 36 -37 (h) Resolution — National Dairy Month — Page 38 -39 PUBLIC HEARINGS Rezoning Cases Motion by Barber[] Barksdale[] Bowman[] EckeK7 Hagerman[] Harville0 SneadO Seconded by BarberO BarksdaleO BowmanO EckerO Hagerman[] HarvilleO SneadO Open: Close: (A) Midland IRA, Inc. — Staunton River District (Continued); R -13 -017 Roll Call Vote (Roll Call Vote Yor N) Motion by Barber[] BarksdaleO Bowman[] EckerO Hagerman[] HarvilleO SneadO Seconded by Barber[] Barksdale[] Bowman[] EckerO Hagerman[] Harville0 SneadO Open: Close: (B) Kisa H. Dellis — Staunton River District (Continued); R -13 -018 Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Hmme ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Yor N) Motion by Barber[] BarksdaleO Bowman[] EckerO Hagerman[] HarvilleO SneadO Seconded by Barber[] Barksdale[] Bowman[] EckerO Hagerman[] Harville0 SneadO Open: Close: (B) Kisa H. Dellis — Staunton River District (Continued); R -13 -018 Roll Call Vote (Roll Call Vote Yor N) Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ 1 ❑ (Roll Call Vote Yor N) Open: Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadG Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadG Close: Case 1: Kathy Phillips Hazelwood — Tunstall District; R -13 -029 R -1, Residential Suburban Subdivision District to B -2, Business District, General Roll Call Vote (Roll Cal[ Vote Yor ni Motion by BarberO Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadG Seconded by Barber0 BarksdaleO Bowman 17 EckerO Hagerman0 Harville0 SneadG Open: Close: Case 2: Michael D. Thomas & Sherri M. Thomas — Dan River District; R -13 -030 R -1, Residential Suburban Subdivision District portion to A -1, Agricultural District Roll Call Vote Y N A Barber ❑ ❑ ❑ Baksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Hawille ❑ ❑ ❑ Snead ❑ ❑ Cl (Roll Cal[ Vote Yor ni Motion by BarberO Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadG Seconded by Barber0 BarksdaleO Bowman 17 EckerO Hagerman0 Harville0 SneadG Open: Close: Case 2: Michael D. Thomas & Sherri M. Thomas — Dan River District; R -13 -030 R -1, Residential Suburban Subdivision District portion to A -1, Agricultural District Roll Call Vote (Ro[[CallVote YorM Y N A Barber ❑ ❑ ❑ Baksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Haville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Ro[[CallVote YorM Motion by Barber0 Barksdale0 BowmanO EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO Open: Close: Case 3: Elizabeth J. Gill — Banister District; R -13 -031 R -1, Residential Suburban Subdivision District to A4, Agricultural District Roll Call Vote (Roll Call Vote YorN) Motion by Barber0 Barksdale0 BowmanO EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO HagermanO Harville0 SneadO Open: Close: Case 4: Carolyn Diane Strange Bell & Linda Frenzola Strange Dilliard — Tunstall District; R -13 -032 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ 1larville ❑ ❑ ❑ .Snead ❑ ❑ ❑ (Roll Call Vote YorN) Motion by Barber0 Barksdale0 BowmanO EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO HagermanO Harville0 SneadO Open: Close: Case 4: Carolyn Diane Strange Bell & Linda Frenzola Strange Dilliard — Tunstall District; R -13 -032 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote (Roll Call Vote Y or N) Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ 1larville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Y or N) Motion by Barber[) Barksdale[) Bowman[) EckerO Hagerman[) Harville0 SneadO Seconded by Barber[) Barksdale[) Bowman[) EckerO Hagerman[) Harville0 SneadO Open: Close: Case 5: Steve Douglas Shields — Staunton River District; R -13 -033 A -1, Agricultural District to R -1, Residential Suburban Subdivision District Roll Call Vote (Roll Call Vote YorN) Public Hearings Open: Motion by Barber[) Barksdale[) Bowman[) Ecker[) Hagerman[) HarviRe[) Snead[) Seconded by Barber[) Barksdale[) Bowman[) EckerO HagermanO HarvilleO SneadO Close: 6. Public hearing to receive citizen input on the proposed amendment to Chapter 16; Sheriffs Department; Sec. 16- 2- Employment of Off -Duty Officers, of the Pittsylvania County Code to meet the requirements of §15.2 -1712 of the Code of Virginia, 1950, as amended. Pages 41 -47 Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote YorN) Public Hearings Open: Motion by Barber[) Barksdale[) Bowman[) Ecker[) Hagerman[) HarviRe[) Snead[) Seconded by Barber[) Barksdale[) Bowman[) EckerO HagermanO HarvilleO SneadO Close: 6. Public hearing to receive citizen input on the proposed amendment to Chapter 16; Sheriffs Department; Sec. 16- 2- Employment of Off -Duty Officers, of the Pittsylvania County Code to meet the requirements of §15.2 -1712 of the Code of Virginia, 1950, as amended. Pages 41 -47 Roll Call Vote (Roll Call Vote Y or N) Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Y or N) Motion by BarberO Barksdale[] Bowman[] EckerO Hagerman[] Harville0 SneadO Seconded by Barber[] BarksdaleO Bowman[] Ecker[] Hagerman[] HarvilleO SneadO Open: Close: 7. Public hearing to receive citizen input on the proposed amendment to Chapter 17; Solid Waste Disposal, of the Pittsylvania County Code to meet the requirements §15.2 - 2159(A) of the Code of Virginia, 1950, as amended, for code updates to become effective July 1, 2013 that would prohibit a Solid Waste Disposal Fee being levied upon persons whose residential waste is not disposed of in the County's Landfill, provided that said nondisposal is documents, to the reasonable satisfaction of the Commissioner of Revenue's Office, by the collector or generator of such waste. Pages 48 -57 Roll Call Vote (Roll Call Vote YorN) Motion by Barber[] Barksdale[] Bowman[] EckerO HagermanO HarvilleO SneadO Seconded by Barber[] Barksdale[] Bowman[] EckerO HagermanO HarvilleO SneadO Open: Close: 8. Public hearing to receive citizen input on the proposed amendment to Sec. 42- 8(B)(4)- Street and Road Names; Signage, of the Pittsylvania County Code. This proposed amendment would allow street signage that would reach private properties that are not in developments or subdivisions into the 911 System of Pittsylvania County; that the cost of such sign would be $150 for a double -faced sign and $50 for the installation and replacement at no cost to the citizen. Pages 58 -63 Roll Call Vote Y N A Barber C I Barksdale ❑ Bowman C Ecker �. Hagerman ❑ ❑ Harville z fl .Snead I. i I 1 L. (Roll Call Vote YorN) Y N A Barber ❑ ❑ Barksdale F Bowman 7 _ Ecker I f I ❑ Hagerman ❑ Harville Snead I ❑ (Roll Call Vote YorN) Motion by Barber[] Barksdale[] Bowman[] EckerO HagermanO HarvilleO SneadO Seconded by Barber[] Barksdale[] Bowman[] EckerO HagermanO HarvilleO SneadO Open: Close: 8. Public hearing to receive citizen input on the proposed amendment to Sec. 42- 8(B)(4)- Street and Road Names; Signage, of the Pittsylvania County Code. This proposed amendment would allow street signage that would reach private properties that are not in developments or subdivisions into the 911 System of Pittsylvania County; that the cost of such sign would be $150 for a double -faced sign and $50 for the installation and replacement at no cost to the citizen. Pages 58 -63 Roll Call Vote Y N A Barber C I Barksdale ❑ Bowman C Ecker �. Hagerman ❑ ❑ Harville z fl .Snead I. i I 1 L. (Roll Call Vote YorN) PRESENTATIONS 9. Presentation of Certificates of Achievement — Pittsylvania County Technical Career Students - Virginia Skills USA State Medal Winners and National Skills USA Qualifiers 10. Presentation of Certificates of Appreciation — Pittsylvania County Technical Career Instructors 11. Presentation of Resolutions to Jimmie Tickle & Angela Rigney 12. Presentation of Resolutions to Arlene Creasy, Ronnie Haymore and Carson Womack 13. Presentation of Resolution on National Dairy Month to local Dairies 14. Presentation by Paul Robinson entitled, "Your Health & Water are at Risk from Uranium Exploration" — Pages 65 -67 UNFINISHED BUSINESS Motion by Barber0 Barksdale0 Bowman0 EckerLl Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO HagermanO HarvilleO SneadO 15. Expenditure Refunds —At their regular meeting on June 3, 2013, a motion was made by Mr. Harville, seconded by Mr. Snead, which required a 10 -Day Layover that has now been met. Roll Call Vote Required — Pages 69 -71 Roll Call Vote Y N A Barber ❑- ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote YorN) Motion by Barber[] Barksdale0 BowmanO EckerO Hagerman0 Harville0 SneadO Seconded by Barber17 Burksdale0 Bowman0 EckerO Hagerman0 HarvflleO Snead[] 16. Local Government Agreement — Virginia Department of Health — Pages 72 -84 Motion by BarberO BarksdaleO Bowman0 Ecker17 HagermanO Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 Ecker[] HagermanO Harville0 Snead[] 17. Pending Refund Request — Commissioner of Revenue — Pages 85 -96 NEW BUSINESS 18. Recommendations from Legislative Committee — The Legislative Committee will meet at 4 :OOpm on Tuesday, June 18, 2013 and any recommendations following that meeting will be presented to the Board of Supervisors — Pages 98 -99 Motion by Barber0 Barksdale0 BowmanO EckerO Hagerman[] HarvilleO Snead[] Seconded by Barber0 Barksdale[] Bowman0 EckerO Hagerman17 Harville0 SneadO (a) Purchase Development Rights Motion by Barber0 Barksdale[] Bowman[] Ecker17 Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman[7 Ecker[] Hagerman[] HarvilleO Snead[] (b) Setback Sub - committee Update — Fred Wydner Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by Barber17 Barksdale[] BownumO EckerO HagermanO Harville0 Snead[] (c) Update County Ordinance to Address Uranium Issues to be Added Under Definitions Motion by Barber0 BarksdaleO BowmanO EckerO HagermanO HarvilleO Snead[] Seconded by Barber[] Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO Snead[] (d) Start Process of Updating County Ordinance Concerning Farm -Use Tags Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO (e) Review County Noise Ordinance Motion by Barber0 Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO (f) Develop Plan for Mass - communications to Households Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harvflle0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO (g) Discussion of a Proposed Grass Ordinance Motion by Barber0 Barksdale0 Bowman0 EckerO HagermanO Harville0 SneadO Seconded by BarberO BarksdaleO BowmanO EckerO Hagerman0 Harville0 SneadO (h) Discussion on How Solid Waste Fee Forms are Handled Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman 17 EckerO Hagerman0 Harvtlle0 SneadO (i) Discussion on a Proposed Registration for All Business Applications and Proposed Registration of All Existing Businesses Motion by Barber0 Barksdale0 Bowman0 EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO 0) Review of Proposed Amendments to Credit Card Policy Motion by BarberO Barksdale0 BowmanO EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO i be Motion by BarberD BarksdaleD BowmanO EckerD HagermanD HarvilleD SneadD Seconded by BarberD BarksdaleD BowmanO EckerD HagermanD HarvilleD SneadD 20. Library Transfers — Pages 100 -101 Motion by BarberD BarksdaleD BowmanO EckerD HagermanD HarvilleD SneadD Seconded by BarberD BarksdaleD Bowman0 EckerD HagermanD HarvilleD SneadD 21. Reimbursement Resolution — Voting Equipment — Pages 102 -105 Motion by BarberD BarksdaleD BowmanD EckerD HagermanD HarvilleD SneadD Seconded by BarberD BarksdaleD BowmanO EckerD HagermanD HarvilleD SneadD 22. American Fidelity Assurance — Employee Reimbursement Appropriation - Page 106 Motion by BarberD BarksdaleD BowmanO EckerD HagermanD HarvilleD SneadD Seconded by BarberD BarksdaleD BowmanD EckerD HagermanD HarvilleD SneadD 23, Grant Year -End Appropriations - Pages 107 -110 Motion by BarberD BarksdaleD BowmanO EckerD HagermanD HarvilleD SneadD Seconded by BarberD BarksdaleD BowmanD EckerD HagermanD HarvilleD SneadD 24. Ratify Sole Source Award - Pages 111 -114 Motion by BarberD BarksdaleD Bowman0 EckerD HagermanD HarvilleD SneadD Seconded by BarberD BarksdaleD BowmanD EckerD HagermanD HarvilleD SneadD 25. Bid Award — Janitorial Service for Chatham and Gretna Libraries - Pages 115 -116 Motion by BarberD BarksdaleD BowmanO EckerD Hagerman0 HarvilleD SneadD Seconded by BarberD BarksdaleD BowmanD EckerD HagermanD HarvilleD SneadD 26. Sole Source Purchase — Tobacco Grant- VoTech Precision Machining Program - Pages 117 -135 Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO Hagerman0 Harville0 SneadO 27. Grant Agreement — Piedmont Bio- Products - Pages 136 -152 Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO 28. Emergency Declaration for Construction — Jail - Page 153 Motion by BarberO Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO Hagerman0 HarvilleO SneadO 29. Penalty Waiver- Industry Tax; Intertape - Pages 154 -156 Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO HagermanO Harville0 SneadO 30. VHF Radio Antenna Agreement- Pages 157 -159 Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO HagermanO HarvilleO SneadO 31. Ringgold Volunteer Fire Department Ladder Truck - Page 160 Motion by Barber0 BarksdaleO BowmanO EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO 32. Contract for Financial Advisor Services — EDGE Municipal Advisors - Pages 161 -162 Motion by BarberO Barksdale0 BowmanO EckerO HagermanO Harville0 SneadO Seconded by BarberO Barksdale0 BowmanO EckerO HagermanO HarvilleO SneadO 33. Amendment to By -laws; Conflict of Interest — Mr. Harville - Pages 163 -177 Motion by Barber0 Barksdale0 BowmanO EckerO Hagerman0 Harville0 SneadO Seconded by BarberO Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO APPOINTMENTS 34. Appointments to the Pittsylvania County Social Services Board — Tunstall District; Chatham - Blairs District; Banister District — Page 179 Motion by BarberO BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO 35. Appointment to the Industrial Development Authority — Tunstall District — Page 180 BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL REPORTS FROM COUNTY ADMINISTRATOR Pages 184 -188 Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO Entered Closed Session: CLOSED SESSION 36. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community. Authority: §2- 2.3711(A)(5) of the Code of Virginia, 1950, as amended Subject Matter: Unannounced Business Purpose: Incentive Package 37. Consultation with legal counsel and briefings by staff members or consultants pertaining to actual or probable litigation, where such consultation or briefing in open meeting would adversely affect the negotiating or litigating posture of the public body. Authority: §2- 2.3711(A)(7) of the Code of Virginia, 1950, as amended Subject Matter: Building Graffiti Purpose: Consultation with legal counsel employed by or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. Re -enter Open Session: Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO Sneado Seconded by BarberO Barksdale17 Bowman 17 EckerO HagermanO Harville0 Sneado CERTIFICATION Adjournment Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 Sneado Seconded by BarberO BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO Sneado Time Adjourned: Y N Barber ❑ ❑ Barksdale ❑ ❑ Bowman ❑ ❑ Ecker ❑ ❑ Hagerman ❑ ❑ Harville ❑ ❑ Snead ❑ ❑ Adjournment Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 Sneado Seconded by BarberO BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO Sneado Time Adjourned: TO BE ADDED P17 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appointment — Pittsylvania County Public Library Board of Trustees Appointment — Chatham - Blairs District STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 06 -18 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: 4(a) INFORMATION: INFORMATION: BACKGROUND: Agencies, Boards, Commissions and Committees that operate under Pittsylvania County make nominations to the Board of Supervisors for appointments representing each election district within the County. The Pittsylvania County Public Library Board of Trustees is a board in which a representative from each district is appointed by the Board of Supervisors. The Board of Supervisors has requested before any nominations for appointments are made to any committees, boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the board meeting of the proposed candidate to be nominated for an appointment to that board, agency, committee, or commission. The Honorable Brenda H. Bowman has nominated the re- appointment of Ms. Ruth Jones to serve a 4 -year term beginning July 1, 2013 through June 30, 2017. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review, consideration and approval. P18 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Special Election - Treasurer SUBJECTIPROPOSAUREOUEST Special Election STAFF CONTACT(S), Mr. Sleeper BACKGROUND: AGENDA DATE: 06 -18 -2013 ACTION: Yes CONSENT AGENDA, ACTION: ATTACHMENTS: Yes ITEM NUMBER: 4b INFORMATION: The Honorable Teresa Easley, current Treasurer for Pittsylvania County, has given notice that she will retire on December 31, 2013. This will put an opening into her office that would require a writ of special election. DISCUSSION: Attached hereto you will find a copy of section 24.2- 228.1, election to fill a vacancy of a constitutional officer. This notice states that anytime the Board of Supervisors shall receive notification of a constitutional officer resigning with a stated date, they may immediately request the court to issue a writ for a call for election. If the Board asks the court to do it now, we can get it on the November election for 2013. RECOMMENDATION: The staff recommends that the Board of Supervisors vote to request the Circuit Court of Pittsylvania County to issue a writ of election for the office of Treasurer of Pittsylvania County and place it on the November ballot 2013. P19 Dan Sleeper From: J. Vaden Hunt Sent: Friday, June 14, 2013 1:23 PM To: Dan Sleeper Cc: Brenda Robertson; Teresa D. Easley; Otis Hawker, Greg Sides; Rebecca Flippen Subject: Writ of Special Election/Treasurer Mr. Sleeper: See below Virginia Code section. Please place this matter on the next BOS' agenda for the BOS to affirmatively vote to have me petition the Circuit Court for a Writ of Special Election. rev I next § 24.2- 228.1. Election to fill vacancy in constitutional office. A. Notwithstanding any provision of a charter to the contrary, a vacancy in any elected constitutional office, whether occurring when for any reason an officer -elect does not take office or occurring after an officer begins his term, shall be filled by special election. The governing body of the county or city in which the vacancy occurs shall, within 15 days of the occurrence of the vacancy, petition the circuit court to issue a writ of election to fill the vacancy as set forth in Article 5 (§ 24.2 -681 et seq.) of Chapter 6. Either upon receipt of the petition or on its own motion, the court shall promptly issue the writ ordering the election for a date determined pursuant to § 24.2 -682. Upon receipt of written notification by an officer or officer -elect of his resignation as of a stated date, the governing body may immediately petition the circuit court to issue a writ of election, and the court may immediately issue the writ to call the election. The officer's or officer- elect's resignation shall not be revocable after the date stated by him for his resignation or after the thirtieth day before the date set for the special election. Notwithstanding the foregoing provisions, a vacancy in any elected constitutional office in any county or city with a population of 15,000 or less, or shared by two or more units of government with a combined population of 15,000 or less, shall be held at a special election ordered by the court to be held at the next ensuing general election to be held in November. If the vacancy occurs within 90 days prior to that election, however, the writ shall order the election to be held at the second ensuing such general election. B. The highest ranking deputy officer, or, in the case of the office of attorney for the Commonwealth, the highest ranking full -time assistant attorney for the Commonwealth, if there is such a deputy or assistant in the office, shall be vested with the powers and shall perform all of the duties of the office, and shall be entitled to all the privileges and protections afforded by law to elected or appointed constitutional officers, until the qualified voters fill the vacancy by election and the person so elected has qualified and taken the oath of office. In the event that (i) there is no deputy officer or full -time assistant attorney for the Commonwealth in the office or (ii) the highest - ranking deputy officer or assistant attorney for the Commonwealth declines to serve, the court shall make an interim appointment to fill the vacancy pursuant to § 24.2 -227 until the qualified voters fill the vacancy by election and the person so elected has qualified and taken the oath of office. C. Notwithstanding any provision of law to the contrary, no election to fill a vacancy shall be ordered or held if the general election at which it is to be called is scheduled within 60 days of the end of the term of the office to be filled. P20 HEARING OF CITIZENS P21 CONSENT AGENDA P22 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Certificates of Achievement — Pittsylvania County 06 -18 -2013 Technical Career Students- Virginia SkillsUSA State Medal Winners and National SkillsUSA I ACTION: Qualifiers SUBJECT/PROPOSAL/REOUEST: Certificates of Achievement STAFF CONTACT(S): William D. Sleeper BACKGROUND: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes REVIEWED BY: 611� ITEM NUMBER: 5 (a) INFORMATION: INFORMATION: A number of County students from the Pittsylvania County Technical Career Program have received awards as Virginia SkillsUSA State Medal Winners. DISCUSSION: The Honorable Marshall Ecker has requested Certificates of Achievement on the behalf of the Pittsylvania County Board of Supervisors be presented to these students. Attached hereto is a list of the students who will be receiving certificates during the Presentations portion of the Board meeting. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review, consideration and approval. P23 PITTSYLVANIA CAREER & TECHNICAL CENTER 11700 US HWY 29 Chatham, VA 24531 434 - 432 -9416 (fax) 434 - 432 -0516 Pittsylvania County Public Schools Pittsylvania Career & Technical Center National SkillsUSA Qualifiers Virginia SkillsUSA State Medal Winners The following PCTC students to be recognized as Virginia SkillsUSA Medal Winners and National SkillsUSA qualifiers: Brian Cassidy - 1" Place — Collision Repair Technology Eric Mustan — Auto Body Repair 106 Brush Arbor Court, Danville, VA 24540 Senior — Tunstall High School Parents: Carolyn and Mickey Cassidy Brian will be competing in the National ShillsUSA Conference Stephanie Gibbs I" Place — Job Skill Demonstration "Open' Toni Morris — Criminal Justice 7164 Old Richmond Road, Danville, VA 24540 Junior — Dan River High School Father — David Gibbs Stephanie will be competing in the National SkillsUSA Contests Corey Matherly 1st Place — Industrial Motor Controls James Pollard, Jr. — Electricity — Industrial Motor Controls 3160 Mapleton Drive, Callands, VA 24530 Junior — Chatham High School Parents — Leon and Gracie Haynes Samuel Rash - I" Place — Prepared Speech Toni Morris — Criminal Justice 130 Foxberry Lane, Danville, VA 24541 Senior — Tunstall High School Parents — Jeff and Susan Rash Sam will be competing at the National SkillvUSA Conference P24 PITTSYLVANIA CAREER & TECHNICAL CENTER 11700 US HWY 29 Chatham, VA 24531 434- 432 -9416 (fax) 434 - 432 -0516 Katelyn Roach I" Place —Promotional Bulletin Board Toni Morris — Criminal Justice 889 Tightsqueeze Road, Chatham VA 24531 Junior — Chatham High School Parent — Rebecca and David Roach Katelyn will be competing in the Natiolial SAillsIISA Contest Kelsey Scott - I" Place — Emergency Medical Technician (EMT) David Wilson — EMT 856 Hunting Hills Road, Danville, VA 24540 Senior — Chatham High School Parents: Amanda and Steve Scott Natalie Motley - I" Place — Emergency Medical Technician (EMT) David Wilson - EMT 23418 US HWY 29, Chatham, VA 24531 Junior — Chatham High School Parents: Greg & Donna Motley Zachary Allen 2 "d Place — Employment Application Process James Pollard, Jr. — Electricity — Industrial Motor Controls 140 F.C. Beverett Road, Dry Fork VA 24549 Senior — Tunstall High School Parents — Mrs. Sara Allen Paige Mayhew 2nd Place — Essay Toni Morris — Criminal Justice 613 Meadowview Drive, Danville, VA 24541 Senior— Tunstall High School Parents: Donna Burton & Bobby Mayhew Blake Wallace 2 "d Place - Action Skills James Pollard, Jr. — Electricity — Industrial Motor Controls 4028 Whitmel School Road, Danville, VA 24549 Senior — Tunstall High School Parents — Mr. & Mrs. Randy Wallace Allison Satterfield 3rd Place - Job Skill Demonstration "A" Toni Morris — Criminal Justice 769 Laurel Grove Road, Sutherlin, VA 24594 Junior - Gretna High School Parents — Mr. & Mrs. Albert E. Satterfield, Jr. ["A ` E P25 PITTSYLVANIA CAREER & TECHNICAL CENTER 11700 US HWY 29 Chatham, VA 24531 434 - 432 -9416 (fax) 434- 432 -0516 Riley Smith Jr. - 3rd Place — First Aid / CPR David Wilson - EMT 330 Meadows Farm Road, Blairs VA 24527 Junior — Dan River High School Parents: Valene Britton and riley Smith Sr. If'1 �' 4 P26 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Certificates of Appreciation — Pittsylvania County 06 -18 -2013 Technical Career Instructors SUBJECT/PROPOSAL/REQUEST: ACTION: Certificates of Appreciation STAFF CONTACT(S): William D. Sleeper BACKGROUND: DISCUSSION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: No REVIEWED BY: Cj ITEM NUMBER: 5 (b) INFORMATION: INFORMATION: The Honorable Marshall Ecker has requested Certificates of Appreciation on the behalf of the Pittsylvania County Board of Supervisors be presented to the follo%ng instructors for the Pittsylvania County Technical Career students who are Virginia SkillsUSA State Mgdpl Winners and National SkillsUSA Qualifiers: Eric Mustan Toni Morris James Pollard, Jr. David Wilson The Certificates of Appreciation will be given to these instructors during the Presentations portion of the Board meeting. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review, consideration and approval. M' P27 0 ov �. o � . N w YO NW O '., P28 � o aU 0 o� a� �v n� U � 4Z o o� 9z: ;:I � o o o� �z �o a 4 a 0 •� o d � � a PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Resolution of Recognition- Jimmie L. Tickle SUBJECT/PROPOSA UREOUEST• Resolution STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 06 -18 -2013 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes ITEM NUMBER: 5(c) INFORMATION: INFORMATION: BACKGROUND: Mr. Jimmie L. Tickle is the principal of the Pittsylvania County Career and Technical Center located in Chatham, Virginia, where he manages career and technical training programs for secondary students that includes educational programs in agriculture, health, technology, trade & industrial, and ABE /GED /ISAEP. DISCUSSION: Attached hereto, you will find a resolution honoring Jimmie L. Tickle for his endeavors in helping to train students in becoming Pittsylvania County's technically trained workforce and an important part in the future economic development of Pittsylvania County. Mr. Tickle plans to be present at the Board's June 18, 2013 for acceptance of this resolution. RECOMMENDATION: Attached hereto is a proposed recommendation for the Board of Supervisors to review and consider. P29 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2013 -06-03 VIRGINIA: At the adjourned meeting of the Pittsylvania County Board of Supervisors held on Tuesday, June 18, 2013, the following resolution was presented and adopted: WHEREAS, in July 2006, Mr. Jimmie L. Tickle became principal of the Pittsylvania County Career and Technical Center; and WHEREAS, as principal of the Pittsylvania County Career and Technical Center, Mr. Tickle manages career and technical training in agriculture, health, technology, trade and industrial, and ABE /GED/ISAEP that students from Chatham High School, Dan River High School, Gretna High School, and Tunstall High School participate in; and WHEREAS, prior to coming to Pittsylvania County, Mr. Tickle has had a 40 -year career in technical education, beginning in 1973 when he was employed as a Coordinator for Marketing Education with Wythe County Public Schools, then as Assistant Principal at the Piedmont Technical Education Center in Culpepper, Virginia, beginning in July 1979; and WHEREAS, in July 1986, Mr. Tickle continued his technical education career when becoming Principal/Director of the Massanutten Technical Center in Harrisonburg, Virginia until taking on the position of Manager of Learning and Development & Public Affairs for Merck & Co., Inc., located in Elkton, Virginia; and WHEREAS, Mr. Jimmie Tickle became Program Development Manager for Horizons Youth Services in Harrisonburg, Virginia in November 2005 until coming as principal of the Pittsylvania County Career and Technical Center in July 2006 until present; and WHEREAS, and in 1996, Mr. Tickles won the prestigious award as National Vocational Educator of the Year from the Health Occupation Education & American Vocational Association; and WHEREAS, the 40 years of experience Mr. Jimmie L. Tickle possesses in technical education creates a unique and exceptional opportunity for the youth attending the Pittsylvania County Career and Technical Center; then BE IT HEREBY RESOLVED, that the Pittsylvania County Board of Supervisors would like to express their sincere gratitude for the above and beyond efforts of Mr. Jimmie L. Tickle and his efforts in working with Danville Community College to launch state -of -the -art equipment and technology in precision machinery at the Pittsylvania County Career and Technical Center to help strengthen the future workforce and economic development in Pittsylvania County; and BE IT FURTHER RESOLVED, that a copy of this Resolution be presented to Mr. Jimmie L. Tickle. Given under my hand this 186' day of June 2013. P30 Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Resolution of Recognition - Angela Rigney SUBJECTIPROPOSA UREOUEST• Resolution STAFF CONTACT(S): Mr. Sleeper BACKGROUND: Ms. Angela Rigney is County School System Education Center. AGENDA DATE: 06 -18 -2013 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes ITEM NUMBER: 5(d) INFORMATION: the Director of Career, Technical, and Adult Education for the Pittsylvania and supervises all aspects of the Pittsylvania County Career and Technical DISCUSSION: Attached hereto, you will find a resolution honoring Angela Rigney's endeavors in helping to train students in becoming Pittsylvania County's technically trained workforce and an important part in the future economic development of Pittsylvania County. Ms. Rigney plans to be present at the Board's June 18, 2013 for acceptance of this resolution. RECOMMENDATION: Attached hereto is a proposed recommendation for the Board of Supervisors to review and consider. P31 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2013 -06 -04 VIRGINIA: At the adjourned meeting of the Pittsylvania County Board of Supervisors held on Tuesday, June 18, 2013, the following resolution was presented and adopted: WHEREAS, Ms. Angela Rigney has been in education for thirteen years, the last twelve years of which have been with the Pittsylvania County School System and currently serves as the Director of Career, Technical and Adult Education; and WHEREAS, Ms. Rigney has been the Agriculture teacher for Dan River High School, Dan River Middle School, and Tunstall Middle School; and WHEREAS, prior to becoming the Director of Career, Technical and Adult Education, Ms. Angela Rigney served as the Assistant Principal for Chatham High School; and WHEREAS, Ms. Rigney is very passionate about Career and Technical Education and wants to provide every child in Pittsylvania County with the opportunity to experience what the Career and Technical Education has to offer; and WHEREAS, in helping to ensure these opportunities for the youth of Pittsylvania County, Ms. Rigney has been instrumental in seeking and/or organizing grants, federal funding, equipment needs, programs of study, student organizations, mentoring, industry certifications, and most recently, the Precision Machine Program Partnership between Danville Community College and the Pittsylvania County Career and Technical Center; then BE IT HEREBY RESOLVED, that the Pittsylvania County Board of Supervisors would like to express their sincere gratitude for the above and beyond efforts of Ms. Angela Rigney and her efforts in working with Danville Community College to launch state -of -the -art equipment and technology in precision machinery program at the Pittsylvania County Career and Technical Center to help strengthen the future workforce and economic development in Pittsylvania County; and BE IT FURTHER RESOLVED, that a copy of this Resolution be presented to Ms. Angela Rigney. Given under my hand this 18th day of June 2013. P32 Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Resolution for Service — Arlene Creasy 06 -18 -2013 SUBMCT/PROPOSAL/REOUEST• Resolution STAFF CONTACT(S): Mr. Sleeper ACTION: CONSENT AGENDA: ACTION: No ATTACHMENTS: No ITEM NUMBER: 5(e) INFORMATION: INFORMATION: BACKGROUND: Ms. Arlene Creasy has been a long time representative for the Banister District on the Pittsylvania County Social Services Board. DISCUSSION: Ms. Creasy is currently out of the country and but plans to attend the Board of Supervisors meeting on July 16, 2013 to be presented with a resolution. A resolution will be prepared for that meeting and ready for presentation. RECOMMENDATION: P33 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Resolution for Service — Ronnie Haymore SUBJECT/PROPOSAL/REQUEST: Resolution STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 06 -18 -2013 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes ITEM NUMBER: s(0 INFORMATION: INFORMATION: BACKGROUND: Mr. Ronnie Haymore has served the maximum allowed consecutive terms on the Pittsylvania County Social Services Board (two 4 -year consecutive terms, totaling 8 years) and is not eligible for re- appointment when his term ends June 30, 2013. DISCUSSION: Attached hereto is Resolution 2013 -06 -06 from the Board of Supervisors thanking Mr. Ronnie Haymore for his service on the Pittsylvania County Social Services Board. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review, consideration and approval. P34 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2013 -06 -06 VIRGINIA: At an adjourned meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom in Chatham, Virginia on Tuesday, June 18, 2013, the following resolution was presented and adopted. WHISEAS, Mr. Ronnie Haymore has served on the Pittsylvania County Social Services Board; and WHISEAS, at their adjourned meeting on June 21, 2005, the Board of Supervisors appointed Mr. Ronnie Haymore to represent the Tunstall District on the Pittsylvania County Social Services Board for a 4 -year term, beginning on July 1, 2005 and ending on June 30, 2009; and WHISEAS, and in June 2009 the Board of Supervisors re- appointed Mr. Ronnie Haymore to continue serving as the Tunstall District representative on the Pittsylvania County Social Services Board for another 4 -year term beginning July 1, 2009 and ending on June 30, 2012; WHISEAS, Mr. Ronnie Haymore has served a total of eight (8) years as the Tunstall representative on the Pittsylvania County Social Services Board; then BE IT HISEBY RESOLVED, that the Pittsylvania County Board of Supervisors express their sincere appreciation to Mr. Ronnie Haymore for his outstanding leadership, counseling and expertise on the behalf of the citizens of Pittsylvania County for his service as the Tunstall District representative on the Pittsylvania County Social Services Board; and BE IT FURTHIS RESOLVED, that a copy of this Resolution be presented to Mr. Ronnie Haymore on the behalf of the Pittsylvania County Board of Supervisors. Given under my hand this 18fl' day of June, 2013. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P35 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Resolution for Service — Carson Womack, III Resolution STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 06 -18 -2013 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 5(g) INFORMATION: INFORMATION: BACKGROUND: Mr. Carson Womack, III has served the maximum allowed consecutive terms on the Pittsylvania County Social Services Board (two 4 -year consecutive terms, totaling 8 years) and is not eligible for re- appointment when his term ends June 30, 2013. DISCUSSION: Attached hereto is Resolution 2013 -06 -07 from the Board of Supervisors thanking Mr. Carson Womack, III forms service on the Pittsylvania County Social Services Board. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review, consideration and approval. P36 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2013 -06 -07 VIRGINIA: At an adjourned meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom in Chatham, Virginia on Tuesday, June 18, 2013, the following resolution was presented and adopted. WHISEAS, Mr. Carson Womack, III has served on the Pittsylvania County Social Services Board; and WHISEAS, at their regular meeting on June 6, 2005, the Board of Supervisors appointed Mr. Carson Womack, III to represent the Chatham - Blairs District on the Pittsylvania County Social Services Board for a 4 -year term, beginning on July 1, 2005 and ending on June 30, 2009; and WHISEAS, and in June 2009 the Board of Supervisors re- appointed Mr. Carson Womack, III to continue serving as the Chatham - Blairs District representative on the Pittsylvania County Social Services Board for another 4 -year term beginning July 1, 2009 and ending on June 30, 2012; WHISEAS, Mr. Carson Womack, III has served a total of eight (8) years as the Chatham - Blairs representative on the Pittsylvania County Social Services Board; then BE IT HISEBY RESOLVED, that the Pittsylvania County Board of Supervisors express their sincere appreciation to Mr. Carson Womack, III for his outstanding leadership, counseling and expertise on the behalf of the citizens of Pittsylvania County for his service as the Chatham - Blairs District representative on the Pittsylvania County Social Services Board; and BE IT FURTHIS RESOLVED, that a copy of this Resolution be presented to Mr. Carson Womack, III on the behalf of the Pittsylvania County Board of Supervisors. Given under my hand this 18 "' day of June, 2013. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P37 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Resolution — National Dairy Month SUBJECT/PROPOSAL/REOUEST: Resolution STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 06 -18 -2013 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes ITEM NUMBER: 5(h) INFORMATION: INFORMATION: BACKGROUND: On June 14, 2010, Congress adopted a resolution declaring June as National Dairy Month. Pittsylvania County has eight (8) dairies; Mountain View Dairy (Roger Jefferson owns the largest dairy in the Commonwealth of Virginia, milking approximately 2500 cows); Van Der Hyde Dairy (the Van Der Hydes own the 3`d largest dairy in the Commonwealth of Virginia, milking approximately 1100); Hammock Dairy (Linday Hammock owns the 5`s largest dairy in the Commonwealth of Virginia, milking approximately 600 cows); Motley Dairy (owned by Tommy Motley, milking approximately 400 cows); Motley Dairy (owned by Tim Motley, milking approximately 200 cows); Waller Farms (owned by Roy Waller, milking approximately 200 cows); Herndon Farm (owned by Phillip Herndon, milking approximately 80 cows); and Moore Dairy (owned by James Moore, milking approximately 150 cows). Combined, these 8 dairies have a Rolling Herd Average (RHA =cows in milk production) of approximately 5230 annually, that produces approximately 12,426,000 pounds of milk that equals 1,441,532 gallons of milk annually within Pittsylvania County. Attached here is a resolution from the Board of Supervisors declaring June as National Dairy Month in Pittsylvania County, and honoring the dairies within the County that contribute not only to the revenue and employment within the County, but also for providing countless people throughout the United States with a high quality, nutritious product. Several of the 8local dairies have indicated they plan to be present to accept this resolution from the Board undering the Presentations portion of the Board's meeting. A complete list of those in attendance for the meeting will be submitted to the Chairman and Board just prior to the meeting. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review, consideration and approval. P38 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2013 -06-08 VIRGINIA: At the adjourned meeting of the Pittsylvania County Board of Supervisors held on Tuesday, June 18, 2013, the following resolution was presented and adopted: WHEREAS, on June 14, 2010 Congress, through a bi- partisan resolution, declared June as National Dairy Month throughout the United States; and WHEREAS, being that milk is the official beverage of the Commonwealth of Virginia, Governor Bob McDonnell has proclaimed June as Virginia Dairy Month in the Commonwealth; and WHEREAS, the Virginia Department of Agriculture and Consumer Services (VDACS) states the Virginia dairy industry has contributed to the development of the state's economy and the well -being of its citizens since dairy cows arrived in Jamestown in 1611, and more than 400 years later, Virginia's dairy industry consistently ranks near the top when compared to the state's other principal crops, livestock and livestock products; and WHEREAS, Pittsylvania County has the following eight (8) dairies in operation: Pittsylvania County has eight (8) dairies; Mountain View Dairy (Roger Jefferson owns the largest dairy in the Commonwealth of Virginia, milking approximately 2500 cows); Van Der Hyde Dairy (the Van Der Hydes own the 3" largest dairy in the Commonwealth of Virginia, milking approximately 1100); Hammock Dairy (Lindy Hammock owns the 5" largest dairy in the Commonwealth of Virginia, milking approximately 600 cows); Motley Dairy (owned by Tommy Motley, milking approximately 400 cows); Motley Dairy (owned by Tim Motley, milking approximately 200 cows); Waller Farms (owned by Roy Waller, milking approximately 200 cows); Herndon Farm (owned by Phillip Herndon, milking approximately 80 cows); and Moore Dairy (owned by James Moore, milking approximately 150 cows). Combined, these 8 dairies have approximately 5,230 cows in milk production that produce approximately 12,426,000 pounds of milk that equals 1,441,532 gallons of milk annually within Pittsylvania County; and WHEREAS, in addition to contributed revenue, these 8 dairies in Pittsylvania County create jobs to employ approximately 270 employees; and WHEREAS, the milk produced by these dairies is being purchased through four (4) buying cooperatives: Hemdon Farm and Moore Dairy sell to Dairy Farmers of America (DFA); Waller Farms sell to Cooperative Milk; Tim Motley (Motley Dairy) sells to Maryland/Virginia; and Mountain View Farm, Van Der Hyde Dairy, Motley Farm (Tommy Motley), and Hammock Dairy sell to Cobblestone; and WHEREAS, besides the great taste, dairy products are nutrient- dense, providing 72% of the calcium available in the American diet, along with nine essential vitamins and minerals, including potassium, riboflavin, phosphorus, vitamins A, D, and B -12, as well as protein, and studies indicate that eating three to four servings of dairy per day could help lower the risk of high blood pressure, osteoporosis and some forms of cancer, as well as assist with weight management, supporting the catch phrase, "Milk -it does a body good! "; then BE IT HEREBY RESOLVED, that the Pittsylvania County Board of Supervisors, declare June as National Dairy Month and milk as the official beverage of Pittsylvania County, and on behalf of all of the citizens of Pittsylvania County, express their sincere appreciation and congratulations to Mountain View Farm, Van Der Hyde Farm, Hammock Dairy, Motley Dairies, Waller Farms, Hemdon, Farm, and Moore Dairy for not only their contribution to the revenue and economic development in Pittsylvania County, but also for providing a high quality product of such important nutritious value; and BE IT FURTHER RESOLVED, that a copy of this Resolution be presented to each of the eight dairies, and a copy forwarded to local media sources.. Given under my hand this 18t' day of June 2013 P39 Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors PUBLIC HEARING P40 PITTSYLVANIA COUNTY Board of Supervisors AGENDA TITLE: Public Hearing — Chapter 16 -2 SUBJECT/PROPOSAL/REOUEST: Off-Duty Officers STAFF CONTACT(S): Mr. Sleeper EXECUTIVE SUMMARY AGENDA DATE: 06 -18 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 6 INFORMATION: INFORMATION: BACKGROUND: Several years ago the Board of Supervisors agreed that Sheriff Department Deputies that work various programs, such as the fair, football games, basketball games, funerals, special carnivals or other activities should be paid through the County of Pittsylvania with their regular overtime salary so it is consistent with Fair Labor Standards and that the County would bill or reimbursed by the organizations that have hired the deputies for their security protection. The County did not pass any ordinances related to this. DISCUSSION: Currently, there is a request to pass an amendment to Chapter 16 of the Pittsylvania County Code entitled, "16 -2, Employment of Off -Duty Officers of Pittsylvania County." This is in order to meet § 15.2 -1712 of the Code of Virginia, 1950, as amended, which would mean that the Board of Supervisors is authorizing the police power ofthe County of Pittsylvania to be utilized by these deputies on off -duty employment. RECOMMENDATION: Staff recommends that the Board of Supervisors approve amendments to Chapter 16 -2, Employment of Off -Duty Officers following the required public hearing and authorize the County Administrator to sign all necessary documentation. P41 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Request for Public Hearing — Chapter 16 SUBJECTIPROPOSAUREOUEST: Public Hearing Request STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 05 -21 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 7 INFORMATION• INFORMATION: BACKGROUND: The Commonwealth of Virginia, under Chapter 15.2 -1712, Code of Virginia, 1950, as amended, authorizes the governing body of a County to permit their law enforcement officers and deputy sheriffs to engage in off - duty employment which may upon occasion require their use of police power in the performance of such employment. Therefore, there must be an ordinance in place with the Board of Supervisors authorizing this action. Attached hereto, you will find a draft of a proposed amendment to Chapter 16 of the Pittsylvania County Code, based on the recommendations by the County Attorney that updates the chapter and will include "Employment of Off -duty Officers ". The Board of Supervisors had previously approved Off -Duty Officers to be paid through the County for said services and that the County would bill entities or agents that had requested this service at a fixed rate which would cover the required benefits of the County. This is a request to set a public hearing at the adjourned meeting on June 18, 2013 to receive citizen input on the amendments to Chapter 16 to authorize this use of police power. RECOMMENDATION: Staff recommends the Board of Supervisors authorize this public hearing to be set for the adjourned meeting on June 18, 2013 to amend Chapter 16 to authorize the use of police powers as identified and authorized by Section 15.2 -1712, Code of Virginia, 1950, as amended. P42 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, June 18, 2013 at 7:00 p. m. in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the proposed amendment to Chapter 16; Sheriff's Department; Sec. 16- 2- Employment of Off -Duty, of the Pittsylvania County Code to meet the requirements of § 15.2 -1712 of the Code of Virginia, 1950, as amended, A full text of the proposed changes is available in the office of the County Administrator, I Center Street, Chatham, Virginia Monday through Friday from 8:00 a. m. to 5:00 p. m. for public viewing and on the County's website: www.pitt og v.org. P43 Public Hearing Notice Star Tribune June 6, 2013 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, June 18, 2013 at 7:00 p. m. in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the proposed amendment to Chapter 16; Sheriffs Department; Sec. 16-2-Employment of Off-Duty, of the Pitt- sylvania County Code to meet the requirements of §15.2- 1712 of the Code of Virginia, 1950, as amended, A full text of the proposed changes is available in the of- fice of the County Administrator, 1 Center Street, Chatham, Virginia Monday through Friday from 8:00 a. m. to 5:00 p. m. for public viewing and on the County's website: www. pittgov.org. P44 Public Hearing Notice Star Tribune June 12, 2013 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, June 18, 2013 at 7:00 p. m. in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the proposed amendment to Chapter 16; Sheriffs Department; Sec. 16- 2- Employment of Off- -Duty, of the Pitt- sylvania County Code to meet the requirements of §15.2- 1712 of the Code of Virginia, 1950, as amended, A full text of the proposed changes is available in the of- fice of the County Administrator, l Center Street, Chatham, Virginia Monday through Friday from 8:00 a. m, to 5:00 p. m. for public viewing and on the County's website: www. pittgov.org. P45 PROPOSED PITTSYLVANIA COUNTY CODE CHAPTER l6 SHERIFF'S DEPARTMENT (ENFORCEMENT OFFICERS) 16 -1. Line of Duty 16 -2. Employment of Off -duty Officers P46 Chapter 16 ENFORCEMENT OF OFFICERS Article 1. SEC. 16 -1. LINE OF DUTY. Pursuant to Section 15.2 -136.1 et seq. of the Code of Virginia, 1950, as amended, all Law Enforcement Officers of the County of Pittsylvania, the Sheriff and all Deputy Sheriffs, and all members of the following rescue squads to wit: Danville Life Saving and First Aid Crew Incorporated, Chatham Rescue Squad, Incorporated Gretna Rescue Squad Incorporated, and the A1taVista Life Saving Crew, Incorporated and all Volunteer Fire Departments so identified in Section 31.2 and 31.2(A) of the Pittsylvania County as amended by the Board of Supervisors. (B.S.M. 11 -1 -82) SEC. 16 -2. EMPLOYMENT OF OFF -DUTY OFFICERS As authorized by Section 15.2 -1712 of the Code of Virginia 1950, as amended, the Board of Supervisors of Pittsylvania County, Virginia, shall permit law- enforcement officers and deputy sheriffs to be engaged in off -duty employment which may occasionally require the use of their police powers in the performance of such employment. The promulgation of reasonable rules applying to such off -duty employment shall be delegated by the Board of Supervisors of Pittsylvania County, Virginia, to the Pittsylvania County Sheriff. P47 AGENDA TITLE• Public Hearing Solid Waste Ordinance STAFF CONTACT(S): Mr. Sleeper PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: 06 -18 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACFIDMNTS: Yes REVIEWED BY: ITEM NUMBER: 7 INFORMATION: INFORMATION: Pittsylvania County Board of Supervisors passed a Solid Waste Ordinance Fee in accordance with requirements of changing §15.2-2159(A) of the Code of Virginia, 1950, as amended, last year. However, upon approval by the General Assembly, there were several items that needed to be added to the State Code Section to insure that Pittsylvania County could prohibit the levying of fees for residents who did not dispose of solid waste in the Pittsylvania County Landfill and used a private vendor. DISCUSSION: There is a public hearing to amend Chapter 17 of the Pittsylvania County Code to meet the requirements passed by the General Assembly in 2013 which will allow Pittsylvania County to prohibit solid waste fees, levies on persons or residences that do not dispose of trash in the Pittsylvania County Landfill and that their trash is picked up by private haulers or collectors. RECOMMENDATION: Staff recommends the Board of Supervisors approve the proposed amendments to Chapter 17 following the required public hearing and authorize the County Administrator to sign all necessary documentation. P48 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, June 18, 2013 at 7:00 p. m. in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the proposed amendment to Chapter 17; Solid Waste Disposal, of the Pittsylvania County Code to meet the requirements of §15.2 - 2159(A) of the Code of Virginia, 1950, as amended, for code updates to become effective July 1, 2013 that would prohibit a Solid Waste Disposal Fee being levied upon persons whose residential waste is not disposed of in the County's Landfill, provided that said nondisposal is documented, to the reasonable satisfaction of the Commissioner of Revenue's Office, by the collector or generator of such waste. A full text of the proposed changes is available in the office of the County Administrator, 1 Center Street, Chatham, Virginia Monday through Friday from 8:00 a. m. to 5:00 p. m. for public viewing and on the County's website: www.pitt og v_orQ. P49 Public Hearing Notice Star Tribune June 6, 2013 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, June 18, 2013 at 7:00 p. m. in the General District Courtroom of the Edwin R. Shields Court- house Addition in Chatham, Virginia to receive citizen input on the proposed amendment to Chapter 17; Solid Waste Dispos- al, of the Pittsylvania County Code to meet the requirements of §15.2- 2159(A) of the Code of Virginia, 1950, as amended, for code updates to become effective July 1, 2013 that would prohibit a Solid Waste Disposal Fee being levied upon per- sons whose residential waste is not disposed of in the County's Landfill, provided that said nondisposal is documented, to the reasonable satisfaction of the Commissioner of Revenue's Of- fice, by the collector or generator of such waste. A full text of the proposed changes is available in the office the County. Administrator, 1 Center Street, Chatham, Urgir Monday through Friday from 8:00 a. M. to 5:00 p. m. for pub viewing and on the County's website: www.pittgov.org. P50 Public Hearing Notice Star Tribune June 12, 2013 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, June 18, 2013 at 7:00 p. m. in the General District Courtroom of the Edwin R. Shields Court- house Addition in Chatham, Virginia to receive citizen input on the proposed amendment to Chapter 17; Solid Waste Dispos- al, of the Pittsylvania County Code to meet the requirements. of §15.2- 2159(A) of the Code of Virginia, 1950, as amended,' for code updates to become effective July 1, 2013 that would prohibit a Solid Waste Disposal Fee being levied upon per- sons whose residential waste is not disposed of in the County's Landfill, provided that said nondisposal is documented, to the reasonable satisfaction of the Commissioner of Revenue's Of- fice, by the collector or generator of such waste. A full text of the proposed changes is available in the office the County Administrator, 1 Center Street, Chatham, Virgir Monday through Friday from 8:00 a. m. to 5:00 p. m. for pub viewing and on the County's website: www.pittgov.org, P51 PROPOSED PITTSYLVANIA COUNTY CODE CHAPTER 17 SOLID WASTE DISPOSAL Article III. Solid Waste Disposal Fee § 17 -11. Title; Incorporation of State Code § 17 -12. Solid Waste Disposal Fee; Fee Schedule; Use of Fee; Effective Date § 17 -13. Payment of Solid Waste Disposal Fee § 17 -14. Collection of Solid Waste Disposal Fee; Commission § 17 -15. Due Date for Solid Waste Disposal Fee § 17 -16. Application of Solid Waste Disposal Fee to Towns in Count § 17 -17. Late Payment Provisions, Lien § 17 -18. Partial Exemption for Qualified Elderly or Disabled Persons § 17 -19. Application of Solid Waste Disposal Fee to Rental Property; Affidavit of Vacancy § 17 -20. Solid Waste Disposal Regulations; Scavenging; Ownership of Solid Waste § 17 -21. Violations of Chapter § 17 -22. Severability P52 Article M. Solid Waste Disposal Fee SEC. 17 -11. TITLE; INCORPORATION OF STATE CODE. This ordinance shall be known as the "Solid Waste Disposal Fee Ordinance" of the County of Pittsylvania, Virginia. The terms and provisions of Section 15.2 -2159 of the Code of Virginia, 1950, as amended, are adopted and incorporated herein by express reference and deemed a part of this Article. SEC. 17 -12. SOLID WASTE DISPOSAL FEE; FEE SCHEDULE; USE OF FEE; EFFECTIVE DATE. Pursuant to the provisions of and authority contained in Section 15.2 -2159 of the Code of Virginia, 1950, as amended, the Pittsylvania County Board of Supervisors does hereby establish a Solid Waste Disposal Fee. A Solid Waste Disposal Fee Schedule shall be adopted annually by the Board of Supervisors, via Resolution, following a duly advertised and conducted public hearing. Said fee shall not exceed the actual cost incurred by Pittsylvania County (the "County ") in procuring, developing, maintaining, and improving its Landfill and for such reserves as may be necessary for capping and closing such Landfill in the future. Such fee shall be deposited in a special account to be expended only for the purposes for which it was levied. The County's Solid Waste Disposal Fee shall be effective on or after July 1, 2012. Effective July 1, 2013, the Solid Waste Disposal Fee shall also be able to be used to purchase or subsidize the purchase of equipment used for the collection of residential solid waste disposed of at the County's landfill. SEC. 17 -13. PAYMENT OF SOLID WASTE DISPOSAL FEE. Every person owning or operating any house, apartment, rental house, rental residential unit, multiple residential units, trailer camp, or trailer court ( "households ") in the County or the Towns contained in the County shall pay said Solid Waste Disposal Fee based on said Solid Waste Disposal Fee Schedule, with the following exception, effective July 1, 2013, and as authorized by Section 15.2- 2159(A) of the Code of Virginia, 1950, as amended: no Solid Waste Disposal Fee shall be levied upon persons whose residential waste is not disposed of in the County's landfill, provided said nondisposal is documented, to the reasonable satisfaction of the Commissioner of Revenue's Office, by the collector or generator of such waste. Documentation provided by a collector of such waste pursuant to this exception shall not be disclosed by the County to any other person. To the extent allowed by law, the Board of Supervisors shall have the ability to waive, rebate, and/or reimburse any Solid Waste Disposal Fee due and owing the County. P53 SEC. 17 -14. COLLECTION OF SOLID WASTE DISPOSAL FEE, COMMISSION The County may either collect the fee itself, or enter into a contractual agreement to be negotiated by the County Administrator, or his/her designee, with a public service corporation as set forth and authorized in Section 15.2 -2159 of the Code of Virginia, 1950, as amended, for the collection of the fee. The commission for such collection service shall not exceed five percent (5 %) of the amount of the fees due and collected. SEC. 17-15. DUE DATE FOR SOLID WASTE DISPOSAL FEE Unless collected by a public service corporation pursuant to Section 17 -14 supra, an invoice for said fee shall be included in the semi - annual real estate tax assessment mailings. Payment of said fee shall be made to the Pittsylvania County Treasurer's Office. Households assessed the Solid Waste Disposal Fee shall have the option of paying said fee annually or semi - annually. If collected by the County, the Solid Waste Disposal Fee shall be due and owing each year, no later than the fifth (5th) day of June and the fifth (5`h) day of December of each year. Therefore, since the effective date of the County's Solid Waste Disposal Fee is July 1, 2012, the due date of the first payment of said fee shall be December 5, 2012, and payment thereafter shall be due on the aforementioned dates for each year thereafter. SEC. 17 -16. APPLICATION OF SOLID WASTE DISPOSAL FEE TO TOWNS IN COUNTY. Households located in the Towns of Hurt, Gretna, and Chatham shall also be assessed the Solid Waste Disposal Fee in accordance with the provisions of this Article. SEC. 17 -17. LATE PAYMENT PROVISIONS• LIEN. A. If payment of the fee is not made, then a notice of delinquency will be mailed to each property owner(s) not having paid the fee, advising that collection proceedings will begin in thirty (30) days. Supplemental assessments may be issued after the due dates and such assessments will be due thirty (30) days after mailing. B. Any person, owner, or household who fails to make payment of such fee or fails to make payment of such fee by the dates detailed in Sections 17 -15 herein shall be required to pay penalty on said fee as set forth in § 58.1 -3916 of the Code of Virginia, 1950, as amended. C. Any person, owner, or household who fails to make payment of such fee or fails to make payment of such fee by the dates detailed in Section 17 -15 herein shall be required to pay interest on said unpaid fee as set forth in § 58.1 -3916 of the Code of Virginia, 1950, as amended. P54 D. Any payment of the Solid Waste Disposal Fee shall be credited first against the most delinquent Solid Waste Disposal Fee account due and owing. E. Payment of all due and owing Solid Waste fees, penalties, and accrued interest shall be required prior to approval of an application for rezoning, special exception, variance, or other land use permit. F. Failure to pay the Solid Waste Disposal Fee can result, after due process, in the placement of a lien on the property in question in favor of the County. SEC. 17 -18. PARTIAL EXEMPTION FOR QUALIFIED ELDERLY OR DISABLED PERSONS. As authorized by Section 15.2- 2159(D)(6) of the Code of Virginia, 1950, as amended, there is a partial exemption of fifty percent (50 %) from this Solid Waste Disposal Fee for households of the elderly and/or disabled who qualify for such exemptions. Said exemption shall be governed by the conditions and income criteria as set forth in Section 6 -6 of the Pittsylvania County Code, as amended. Any and all information of or related to income or disability, and verification of same, shall be provided upon application for said exemption in accordance with the policy and procedures set forth by the Pittsylvania County Board of Supervisors and /or the Pittsylvania County Commission of the Revenue's Office. SEC. 17 -19. APPLICATION OF SOLID WASTE DISPOSAL FEE TO RENTAL AND NON - RENTAL PROPERTY; AFFIDAVIT OF VACANCY. Except as exempted in Section 17 -13 supra, the owner(s) of record of any house, apartment, rental residential unit, rental house, multiple residential units, trailer camp, or trailer court, shall be responsible for payment of the Solid Waste Disposal Fee. Initially, a Solid Waste Disposal Fee shall be assessed, individually, to /for each rental unit. However, a Solid Waste Disposal Fee shall not be due and owing for /on any vacant unit. It shall be the responsibility of the owner(s) of record or operators of said property to notify the Pittsylvania County Commissioner of Revenue's Office of any vacancies in units no later than the fifth (5`h) day of June and the fifth (5`h) day of December of each year. Following said notification, the burden of proof shall be on the owner(s) or operators of the property to demonstrate and prove to the reasonable satisfaction of the Commissioner of Revenue's Office the vacancies of /in any unit(s). The Solid Waste Disposal Fee shall be prorated accordingly for any vacancies in property proven to the reasonable satisfaction of the Commissioner of the Revenue's Office. Payment for said proration/reimbursement shall be made by the Pittsylvania County Treasurer's Office, after submission of an exoneration report and appropriate documentation by the Commissioner of Revenue's Office. Finally, said notice of vacancies shall be evidenced by a signed and sworn to Affidavit of Vacancy. The Affidavit of Vacancy form shall be provided by the Pittsylvania County Commissioner of Revenue's Office. Any misstatement, falsehood, or misrepresentation P55 on the Affidavit of Vacancy shall be deemed fraud, prosecuted by the appropriate County entity to the fullest extent of the law, and may subject the Affrant(s) to criminal /civil penalties, fines, and incarceration. For all rental and non - rental property, said fee shall be pro -rated if verification of residency, via a notarized affidavit of vacancy filed with the Commissioner of Revenue's Office, is less than twelve (12) months. SEC. 17 -20. SOLID WASTE DISPOSAL REGULATIONS; SCAVENGING; OWNERSHIP OF SOLID WASTE. It shall be unlawful to dump, destroy, or otherwise dispose of solid waste within the jurisdictional limits of the County of Pittsylvania, Virginia, except at approved and designated solid waste disposal facilities, subject to the following limitations and conditions: A. Only household trash, residential waste, and compactable refuse shall be deposited at solid waste convenience centers. B. No business, industrial, construction, demolition, medical, automotive, yard or landscaping, or commercial waste shall be deposited at solid waste convenience centers. C. No solid waste shall be deposited at solid waste convenience centers by non - County residents, except as provided or by local, state, or federal anti- littering programs. D. Unless subject to a special contract approved by the Pittsylvania County Board of Supervisors, no solid waste generated or originating from outside of the County shall be deposited in the Landfill. E. The following items shall also not be deposited at solid waste convenience centers: 1.) Explosives, gasoline, kerosene, and waste oil. 2.) Furniture or other bulky residential items that will not fit into a compactor chamber. 3.) Dead animals. 4.) Materials which constitute a hazard to personnel handling solid waste or to the public. F. It shall be unlawful to scavenge or attempt to salvage materials from waste delivered to or deposited at a convenience center site or the Landfill. G Upon delivery of solid waste to an approved disposal site, all rights of ownership and exclusive possession to lawfully deposited solid waste shall vest in Pittsylvania County. P56 SEC. 17-21. VIOLATIONS OF CHAPTER. A violation of the provisions of this Article shall constitute a Class 2 misdemeanor. Each day's continuance of a violation of this Ordinance is considered to be a separate offense. SEC. 17 -22. SEVERABILITY. Should any section or provision of this Ordinance be declared by a court of competent jurisdiction to be invalid, that decision shall not affect the validity of the Ordinance as a whole or any part thereof, other than the part so declared to be invalid. Adopted by the Board of Supervisors May 7, 2012. Amended by the Board of Supervisors March 19, 2013 P57 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Public Hearing — Chapter 42- 8(B)(4), Pittsylvania 06 -18 -2013 County Code ACTION: Yes SUBJECT/PROPOSAL/REQUEST: CONSENT AGENDA: Road Signs ACTION: STAFF CONTACT(S): Mr. Sleeper ATTACHMENTS: Yes ITEM NUMBER: 8 INFORMATION: Pittsylvania County Board of Supervisors in approving their new 911 system, in order to operate that system effectively had to name all of the streets in Pittsylvania County. Chapter 42 of the Pittsylvania County Code establishes those requirements. Most recently, it occurs that there is no ability to have private streets actually named or paid for by private individuals that were not public streets for the 911 system. Amendments to Chapter 42 -8b -4 of the Pittsylvania County Code would allow street signage that would reach private properties to be paid for by private individuals and be incorporated in the County's 911 system at a cost of $150 for a double -faced sign and $50 for the installation. Once it is in the 911 system, replacement of that sign will be done by the county. Following the required public hearing, staff recommends that the Board of Supervisors approve amendments to section 42 -8b -4 of the Pittsylvania County Code and authorize the County Administrator to sign all necessary documentation. P58 AGENDA TITLE: 911 Signs SUBJECT/PROPOSAUREOUEST: Amendments for the Ordinance STAFF CONTACT(S): Mr. Sleeper PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: 05 -21 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 9 INFORMATION: INFORMATION: BACKGROUND: In 1993, the Pittsylvania County Board of Supervisors established their street name and numbering ordinance for the 911 System of Pittsylvania County. In relation to signs, Section 42 -8 of the Pittsylvania County Code, specifically identifies the installation of signage; however, it only refers to developers of developments or subdivisions. Therefore, Mr. Harville has requested a proposal for private individuals to allow street signage that would reach private properties that are not in developments or subdivisions; therefore, there is a proposal identified as 42- 8(B)(4). RECOMMENDATION: As a recommendation for the Board of Supervisors, authorize that a public hearing be set to amend Section 42- 8(B)(4) to receive citizen input to be set for June 18, 2013. P59 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, June 18, 2013 at 7:00 p. m. in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the proposed amendment to Sec. 42- 8(B)(4)- Street and Road Names; Signage, of the Pittsylvania County Code. This proposed amendment would allow street signage that would reach private properties that are not in developments or subdivisions into the 911 System of Pittsylvania County; that the cost of such sign would be $150 for a double -faced sign and $50 for the installation and replacement at no cost to the citizen. A full text of the proposed changes is available in the office of the County Administrator, 1 Center Street, Chatham, Virginia Monday through Friday from 8:00 a. m. to 5:00 p. m. for public viewing and on the County's website: www.pittgov.org. P60 Public Hearing Notice Star Tribune June 6, 2013 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvama County will hold a public hearing on Tuesday, June 18, 2013 at 7:00 p. M. in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the proposed amendment to Sec. 42- 8(B)(4)- Street and Road Names; Signage, of the Ptttsylvania County Code. This proposed amendment would allow street signage that W) reach private properties that are not in developments or subdivisions into the 911 System of Pittsylvania County; that the cost of such sign would be $150 for a doublC faced sign and $50 for the installation and replacement at no cost to the citizen. Afull text of the proposed changes is available in the office of the County Administrator,1 Center Street, Chatham, Virginia Monday through Friday from 8:00 a. m. to 5:00 p. m. for pub- lic viewing and on the County's webstte: www.piftgov.org. P61 Public Hearing Notice Star Tribune June 12, 2013 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvenia County will hold a public hearing oo Tuesday, June 18, 2013 at V P. m. in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Irginia to receive citizen input on the proposed amendment to Sec. 42- 8(B)(4)- Street and Road Names; Signage, of the Pittsylvame Coun y Code. This proposed amendment would allow street signage that would reach private properties that are not in developments or subdivisions into the 911 System of Pittsylvania County; that the cost of such sign would be $150 for a double -faced sign and $50 for the installation and replacement at no cost to the citizen. A full text of the proposed changes is available in the office of the County Administrator, 1 Center Street, Chatham, Virginia Monday through Friday from 8:00 a. m. to 5:00 p. m. for pub- lic viewing and on the County's website: www.pittgov.org, P62 PROPOSED SEC. 42 -8. STREET AND ROAD NAMES; SIGNAGE A. After the effective date of this article, it shall be the responsibility of the developer(s) of any development and/or subdivision involving any new streets and roads, whether such streets and roads are to be dedicated to the public or are to remain private in nature and in title, to consult the Agent and the Pittsylvania County, Virginia Master Street and Road Name Guide prior to proposing names for such streets and roads. Proposed named for such streets and roads must be reviewed and approved by the Agent prior to final approval of any development plan and/or subdivision plat. In all cases, approved names for such streets and roads must be shown on each development plan and/or subdivision plat. B. After the effective date of this article, it shall be the responsibility of the developers of any development and /or subdivision involving any new streets and roads, whether public or private, to have street and road name signs fabricated at the expense of the developer in accordance with specifications to be provided by the Agent. Such street and road name signs shall be installed at the expense of the developer of such development and/or subdivision. 1. For streets and roads that are to be dedicated to the public, the Agent will review the proposed locations of street and road name signs in conjunction with the Virginia Department of Transportation prior to final plat approval of development plans and/or subdivisions. 2. For streets and road that are to remain private in nature and in title, the Agent will review the proposed locations of street and road names signs to ensure that such street and road name signs are proposed for placement upon private property and as such will not restrict sight clearance along the public way. 3. In all cases, the proposed locations of street and road name signs must be shown on each development plan and/or subdivision plat prior to final plat approval of same. 4. In cases to name a street or road that is to remain private in nature and in title -and no such name has already been assigned and whereas it is a single structure the owner, -at its own expense and upon consultation with the County Agent and the Pittsylvania County Virginia Master Street and Road Name Guide -as approved -will be required to fully and completely reimburse the Board of Supervisors the materials used for street signage -the time and installation of said sign and the placement of the signage's information on the County's Geographical Information System. Costs of material sign blade and pole shall be $150.00 and $50.00 installation fee shall be paid to the Treasurer of Pittsylvania County prior to the installation of the sign. C. Street and road name signs for any new streets and roads, whether public or private, in any development and/or subdivision created after the effective date of this article shall be installed at approved locations prior to the issuance of a certificate of occupancy for the first structure constructed within such development and/or subdivision. P63 PRESENTATIONS P64 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Roanoke River Basin Association (RRBA) Water and Public Health Risks of Uranium Mining STAFF CONTACT(S): Mr. Sleeper; Mr. Barksdale AGENDA DATE: 06 -18 -2013 ACTION: Yes CONSENT AGENDA: ITEM NUMBER: 14 INFORMATION: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: v After a record flood devastated the Roanoke River Basin in August 1940, destroying homes, crops and industry, concerned citizens recognized a need for flood control measures within the Basin. The Roanoke River Basin Association (RRBA) was formed in 1945 by leading citizens of both Virginia and North Carolina to promote construction of Kerr Dam (a.k.a. Buggs Island Dam, completed in 1953) as well as other dams such as the Smith Mountain Lake Dam, in the Roanoke River Basin. The Roanoke River Basin contains 9,580 square miles and over 400 miles of rivers, stretching from the foothills of the Blue Ridge Mountains in Virginia in an east - southeast direction to the Albemarle Sound near Plymouth, North Carolina. It includes the Roanoke, Dan, Smith, Staunton, Banister, Hyco and Cashie Rivers and numerous other rivers and streams. DISCUSSION: The RRBA is a non - profit, 501 ©(3) tax - exempt organization whose mission is to establish and carry out a strategy for the development, use preservation and enhancement of the resources of the Roanoke River Basin in the best interest of present and future generations of Basin residents. The subject of water prompted the formation of the RRBA and gives it a reason for continuing existence. For 68 years, the RRBA has been the voice for the development, use preservation, and enhancement of the Roanoke River Basin Resources in Virginia and North Carolina. The RRBA consists of hundreds of members, mostly located within the basin of the 410 - mile -long Roanoke River, including local governments, non - profits, civic and community organizations, regional government entities, businesses and individuals. The possibility of uranium mining in Pittsylvania County is arguably the greatest threat to the Basin in its history. The RRBA recognizes that a healthy and sustainable environment is important to the citizens, the economy, and the need for the supply of quality water in the Basin. The best available scientific information indicates that the social, environmental, health and economic impacts of proposed uranium mining and milling in Virginia outweigh expected benefits to the Basin residents in the Commonwealth of Virginia and the State of North Carolina. The RRBA supports keeping the 30 -year old ban on uranium mining. RECOMMENDATION: As requested by Mr. Barksdale, Supervisor, Banister District, and the Board of Supervisors' representative to the RRBA, staff recommends that the RRBA be allowed to provide a presentation to the Board on "Water and Public Health Risks of Uranium Exploration," not to exceed 15- minutes. P65 Biographical Sketch of Paul Robinson William "Paul" Robinson Research Director Southwest Research and Information Center PO Box 4524 Albuquerque, NM 87196 USA www.sric.org Email - sricpaul0earthli Phone - 505 -262- 1862 /Fax - 505- 262 -1864 William "Paul" Robinson is employed as Research Director at Southwest Research and Information Center in Albuquerque, New Mexico, a scientific and educational organization working to promote the health of people and communities, protect natural resources, ensure citizen participation, and secure environmental and social justice now and for future generations, where he has worked since 1976. Paul has prepared peer reviewed technical papers, contract publications, and educational materials and provided expert technical testimony related to uranium mines, mills and uranium policy throughout his 35 -year career. His consulting clients have included local and international non - governmental organizations, law firms, industry trade associations, project developers, and government regulatory and foreign assistance agencies. Paul earned his Masters in Community and Regional Planning with an emphasis on Natural Resource Management from University of New Mexico (UNM) in Albuquerque in 1992 and a BA from the Technology Assessment Program at Washington University, St. Louis, MO in 1974. The professional project for this Masters addressed "Planning for Reclamation of the Uranium Waste Sites in the Former East Germany." Paul developed and taught Environmental Assessment Methods and Environmental Policy courses at the undergraduate and graduate level at UNM between 1983 and 2000 and developed and taught a course on Sacred Site and Environmental Protection on Native American Lands in the Native American Studies Program at UNM. Paul's peer reviewed professional papers are included in publications of the British Columbia Chamber of Mines, New Mexico Bureau of Mining and Mineral Resources, Colorado School of Mines, Freiberg Technical Institute- Germany and European Union - Science and Technology Directorate. Paul has served as a technical expert in regulatory proceedings periodically since 1979 including proceedings for uranium facilities such as White Mesa uranium mill in UT;; Crow Butte in situ uranium mine in NE; Pitch Project in CO; Homestake- Grants, Bokum- Marquez, and Gulf -Mt. Taylor uranium mills in NM, and Vane Minerals Exploration Plan in Arizona in the US, the Elliot Lake uranium mill tailings and mine waste decommissioning in Canada and the adoption of regulations concerning mine operations and mine reclamation, pursuant to the Mew Mexico Mining Act, among other uranium and non - uranium mines. P66 "Your Health and Water are at risk from uranium exploration" • DO YOU KNOW that exploratory drilling for uranium took place without the public's knowledge or consent in 2007? • DO YOU KNOW that exploratory drilling may result in groundwater contamination and toxic water spills? • DO YOU KNOW that the VA Department of Mines, Mineral and Energy does not require uranium mining companies to notify the public before they can engage in uranium exploration? • DO YOU KNOW that although authorized by law, the Department of Mines, Mineral and Energy chose not to have regulations in place to protect the environment, public health, and public transparency but allowed VUI to proceed without public's knowledge or consent? • DO YOU KNOW that since 2007 VUI has had the permit to drill renewed multiple times without any public notice or public participation? You have the right to know! You can learn about the health and water risks of exploratory drilling for uranium and inadequacies of Virginia's current regulatory regime by attending the workshop by Paul Robinson, Director of Southwest Information and Research Center, NM. Mr. Robinson has experience in providing expert technical testimonies related to uranium mines, mills and uranium policy throughout his 35 -year career. WHEN: Monday, June 17th at 6pm WHERE: The Chatham Courthouse on Main Street 11 N Main St, Chatham, VA 24531 Light refreshments will be served Presented by: Roanoke River Basin Association, www.rrba.org UNFINISHED BUSINESS P68 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Expenditure Refunds- Motion made by Mr. Harville, seconded by Mr. Snead and has now met the 10 -day layover requirement SUBJECT/PROPOSAL/REOUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): BACKGROUND: AGENDA DATE: 6 -18 -13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: Gam/ ITEM NUMBER: 15 INFORMATION: INFORMATION: DISCUSSION: Attached is a list of expenditure refunds for the month of May 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: $199.67 to Clerk of Court- Copier Lease (100 -4- 021600- 60051), $60.00 to Sheriff -Parts (100 -4- 031200- 6030), $381.80 to Sheriff -Labor (1 00- 4- 03 1 200- 6031), $302.00 VFD- United Way Contributions (100 -4- 032200 - 5567), $871.91 to Fire & Rescue -Fuel (100- 4- 032200 - 6008), $404.22 to Jail- Extradition (100 -4- 033100 - 5550), $80.00 to Animal Control- Donations (100-4-035100-80.00). $2,551.00 to E911- Telephone (100 -4- 035500 - 5230), 12,984.98 to WIA -Rent (251 -4- 353160- 5420). MOTION MADE BY MR. HARVILLE, SECONDED BY MR. SNEAD AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. P69 AGENDA TITLE: PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: 6 -03 -13 Expenditure Refunds - Requires a motion and a 10 -day ACTION: layover I Yes SUBJECT/PROPOSAL /REOUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): Sleeper, VanDerHyde 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 May 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: $199.67 to Clerk of Court- Copier Lease (100 -4- 021600- 60051), $60.00 to Sheriff -Parts (100 -4- 031200 - 6030), $381.80 to Sheriff -Labor (100- 4- 031200- 6031), $302.00 VFD- United Way Contributions (100 -4- 032200 - 5567), $871.91 to Fire & Rescue -Fuel (100- 4- 032200 - 6008), $404.22 to Jail- Extradition (100-4-033100-5550), $80.00 to Animal Control- Donations (100 -4- 035100- 80.00). $2,551.00 to E911- Telephone (100 -4- 035500 - 5230), 12,984.98 to WIA -Rent (251 -4- 353160- 5420). THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER. P7o PITTSYLVANIA COUNTY VIRGINIA Finance Department P.O. Box 426 Chatham, Virginia 24531 MEMO TO: William D. Sleeper, County FROM: Kim Van Der Hyde Finance Director SUBJECT: May Expenditure Refunds DATE: May 31, 2013 Phone(434)432 -7740 Fax )434) 432 -7746 Gretna /Hurt (434) 656 -6211 Bachelors Hall/Whitmell (434) 797 -9550 The list below shows all expenditure refunds that were sent to the Finance Department during the month of May. I am recommending that all of the following expenditure refunds be reappropriated by the Board of Supervisors: 100 -4- 021600 -60051 Clerk of Court- Copier Lease 199.67 Reimbursement 100 -4- 031200 -6030 Sheriff -Parts 60.00 Restitution 100 -4- 031200 -6031 Sheriff -Labor 381.80 Insurance Reimbursement 100 -4- 032200 -5567 VFD- United Way Contributions 302.00 Donations - 100 -3- 000000 - 189912 100 -4- 032200 -6008 Fire & Rescue -Fuel 871.91 Restitution 100 -4- 033100 -5550 Jail- Extradition 404.22 1004- 035100 -5883 Animal Control - Donations 80.00 Donations 1004- 035500 -5230 E911- Telehpone 2,551.00 Intrado Reimbursement 251 -4- 353160 -5420 WIA -Rent 12,984.98 Rent Payments 251 -3- 000000- 150201 TOTAL MAY EXPENDITURE REFUNDS $17,835.58 P71 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Unfinished Business, Local Government Agreement, 06 -18 -2013 16 VA Department of Health ACTION: INFORMATION: No SUBJECUPROPOSAUREOUEST: CONSENT AGENDA: ACTION: INFORMATION: Presentation on Agreement STAFF CONTACT(S): I ATTACHMENTS: Mr. Sleeper Yes BACKGROUND: VA Department of Health sent a local governmental agreement to the Pittsylvania County Board of Supervisors for their review and approval for the fiscal year 2012 -2013. This was received in May 2013. DISCUSSION: The Board of Supervisors requested a representative from the VA Department of Health to attend the next board meeting which would be June 18 and make a presentation to the Board of Supervisors on the services provided by the VA Department of Health under this proposed agreement. The letter was forwarded to the office of the Danville - Pittsylvania Department of Health District and requested that a representative be present at this meeting. To date, no one has responded to that request. RECOMMENDATION: If no one agrees to come to the meeting from the Health Department, we will move it to the next meeting an send a follow up letter. P72 PITTSYLVANIA COUNTY Board of Supervisors AGENDA TITLE: Local Government Agreement SUBJECT/PROPOSAL/REQUEST: Intergovernmental Agreement STAFF CONTACT(S): William D. Sleeper BACKGROUND: EXECUTIVE SUMMARY AGENDA DATE: 06 -03 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 6 INFORMATION: INFORMATION: Each year Pittsylvania County approves a contract with the Virginia Department of Health to provide the health services in Pittsylvania County; wherein, the County pays approximately 40% of the cost to the operation of the department. DISCUSSION: Attached hereto, you will find the local government agreement for the year 2012 -2013 which ends June 30, 2013. Copies of this agreement just arrived in our office on May 20, 2013. We are requesting the Board of Supervisors to approve it in the minutes to insure that the approved contract shows up as approved by the local governing body. RECOMMENDATION• Staff recommends the Board of Supervisors to approve the current 2012 -2013 contract with the Pittsylvania County- Danville Health District and authorize the County Administrator to sign all necessary documentations. P73 Dear Mr. Sleeper: Three copies of the Local Government Agreement for the 2012 -2013 budget year are enclosed for your review and approval. If the agreement is acceptable, please have all three copies signed and returned to this office as soon as possible. They will be forwarded to Richmond for signature by the Commissioner of Health, and a fully executed copy will be returned to you for your files. We will process them in a timelier manner for the next budget year. If you have any questions or concerns, please contact me. Thank you for your assistance. If Enclosures Sincerely, Christopher S. Mitchell, MBA District Business Manager VID /OF HEALTHNT Rme .g3 ..d Y., brvlva t P74 CO1VFW,1ON YF LTH OF VIRGINIA Pittsylvania Dan w1le Health District Headquarters Office Dan wIle Health Department DANVILLE (434) 2995190 326 Taylor Drive CHATHAM (434) 432 -7232 FAX (434) 299 -5022 Danvdle, VA 24541 FAX (434) 432 -2235 Matthew Arroyo, MD, Acting Director_' n2 atthew,arrovoCa�Ydh. vireinia.eov I �� 3 S May 17, 2013 Mr. William D. Sleeper Pittsylvania County Administrator PO Box 426 Chatham, VA 24531 Dear Mr. Sleeper: Three copies of the Local Government Agreement for the 2012 -2013 budget year are enclosed for your review and approval. If the agreement is acceptable, please have all three copies signed and returned to this office as soon as possible. They will be forwarded to Richmond for signature by the Commissioner of Health, and a fully executed copy will be returned to you for your files. We will process them in a timelier manner for the next budget year. If you have any questions or concerns, please contact me. Thank you for your assistance. If Enclosures Sincerely, Christopher S. Mitchell, MBA District Business Manager VID /OF HEALTHNT Rme .g3 ..d Y., brvlva t P74 COMMONWEALTH OF VIRGINIA DEPARTMENT OF HEALTH STATEMENT OF AGREEMENT WITH the Board of Supervisors of PITTSYLVANIA COUNTY Under this agreement, which is created in satisfaction of the requirements of § 32.1 -31 of the Code of Virginia (1950), as amended, the Virginia Department of Health, over the course of one fiscal year, will pay an amount not to exceed $800,492.0 0, from the state general fund to support the cooperative budget in accordance with appropriations by the General Assembly, and in like time frame, the Pittsylvania County Board of Supervisors will provide by appropriation and in equal quarterly payments a sum of $490,000.0 0 local matching funds and $0 one - hundred percent local funds for a total of $490,000.00 local funds. These joint funds will be distributed in timely installments, as services are rendered in the operation of the Pittsylvania County Health Department, which shall perform public health services to the Commonwealth as indicated in Attachment A(1.), and will perform services required by local ordinances as indicated in Attachment A(2.). Payments from the local government are due on the third Monday of each fiscal quarter. The term of this agreement begins July 1. 2012. This agreement will be automatically extended on a state fiscal year to year renewal basis under the terms and conditions of the original agreement unless written notice of termination is provided by either party. Such written notice shall be given at least 60 days prior to the beginning of the fiscal year in which the termination is to be effective. Any increase or decrease in funding allocation shall be made by an amendment to this agreement. The parties agree that: Under this agreement, as set forth in paragraphs A, B, C, and D below, the Commonwealth of Virginia and the Virginia Department of Health shall be responsible for providing liability insurance coverage and will provide legal defense for state employees of the local health department for acts or occurrences arising from performance of activities conducted pursuant to state statutes and regulations. A. The responsibility of the Commonwealth and the Virginia Department of Health to provide liability insurance coverage shall be limited to and governed by the Self- Insured General Liability Plan for the Commonwealth of Virginia, established under § 2.2 -1837 of the Code of Virginia. Such insurance coverage shall extend to the services specified in Attachments A(1.) and A(2.), unless the locality has opted to provide coverage for the employee under the Public Officials Liability Self- Insurance Plan, established under § 2.2 -1839 of the Code or under a policy procured by the locality. B. The Commonwealth and the Virginia Department of Health will be responsible for providing legal defense for those acts or occurrences arising from the Performance of those services listed in Attachment A(1.), conducted in the performance of this contract, as provided for under the Code of Virginia and as provided for under the terms and conditions of the Self - Insured General Liability Plan for the Commonwealth of Virginia. LOA- Revised August 2011 P75 C. Services listed in Attachment A(2.), any services performed pursuant to a local ordinance, and any services authorized solely by Title 15.2 of the Code of Virginia, when performed by a state employee, are herewith expressly excepted from any requirements of legal defense or representation by the Attorney General or the Commonwealth. For purposes of assuring the eligibility of a state employee performing such services for liability coverage under the Self- Insured General Liability Plan of the Commonwealth of Virginia, the Attorney General has approved, pursuant to 3 2.2 -507 of the Code of Virginia and the Self - Insured General Liability Plan of the Commonwealth of Virginia, the legal representation of said employee by the city or county attorney, and the Pittsylvania Board of Supervisors hereby expressly agrees to provide the legal defense or representation at its sole expense in such cases by its local attorney. D. In no event shall the Commonwealth or the Virginia Department of Health be responsible for providing legal defense or insurance coverage for local government employees. Title to equipment purchased with funds appropriated by the local government and transferred to the state, either as match for state dollars or as a purchase under appropriated funds expressly allocated to support the activities of the local health department, will be retained by the Commonwealth and will be entered into the Virginia Fixed Asset Accounting and Control System. Local appropriations for equipment to be locally owned and controlled should not be remitted to the Commonwealth, and the local government's procurement procedures shall apply in the purchase. The locality assumes the responsibility to maintain the equipment and all records thereon. 3. Amendments to or modifications of this contract must be agreed to in writing and signed by both parties. Cynthia C. Romero, M.D., F.A.A.F.P. Local authorizing officer signature State Health Commissioner Virginia Department of Health Date Authorizing officer printed name Authorizing officer title Date Approved as to form by the Office of the Attorney General on August 29, 2011 Attachments: Local Government Agreement, Attachment A(L) Local Government Agreement, Attachment A(2.) LGA- Revised August 2011 P76 AFPROVEpT RM J. VAI EN HUNT, ESQ, ATTORNEY, PITTSYLVANIA COUNTY LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(1.) VIRGINIA DEPARTMENT OF HEALTH COMMUNITY HEALTH SERVICES BASIC PUBLIC HEALTH SERVICES TO BE ASSURED BY LOCAL HEALTH DEPARTMENTS INCOME LEVEL A IS DEFINED BY THE BOARD OF HEALTH TO BE MEDICALLY INDIGENT (32 -11) For Each Service Provided, Check Block for Highest Income Level Served Defined by Income Federal COMMUNICABLE DISEASE SERVICES A only Regulations All (specify income level Childhood Immunizations if not ALL As provided for in 32.1 -46 X Sexually transmitted disease screening, diagnosis, treatment, and surveillance 32.1 -57 X Surveillance and investigation of disease 32.1 -35 and 32.1 -39 X HIV /AIDS surveillance, investigation, and sero prevalence survey 32.1 -36, 32.1 -36.1, 32.1 -39 X Tuberculosis control screening, diagnosis, treatment, and surveillance 32.1-49,32.1 -50.1, and 32.1 -54 X Defined by Income Federal CHILD HEALTH SERVICES A only Regulations All Children Specialty Services; diagnosis, treatment, follow -up, and parent teaching 32.1 -77, 32.1 -89 and 32.1 -90 X Screening for genetic traits and inborn errors of metabolism, and provision of dietary supplements X 32.1 -65 and 32.1 -69 Well child care up to age 18 (enter year) Board of Health X WIC Federal grant requirement X EPSDT DMAS MOA X Blood lead level testing CDC X Outreach Community Education X 32.1 -11.3 and 32.1 -23 X Pre - school Physicals for school entry 22.1 -270 X Disabled disability Waiver Screenings DMAS MOA X Services for Children with Special health care needs Title V, Social Security Act X Child restraints in motor vehicles 46.2 -1095, 46.2 -1097 Babycare DMAS MOA X Revised 8/2011 P77 LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(1.) VIRGINIA DEPARTMENT OF HEALTH COMMUNITY HEALTH SERVICES BASIC PUBLIC HEALTH SERVICES TO BE ASSURED BY LOCAL HEALTH DEPARTMENTS INCOME LEVEL A IS DEFINED BY THE BOARD OF HEALTH TO BE MEDICALL7NDIGENT (32.1 -11) For Each Service Provided, Check Block for Highest Income Level Served Defined by Income Federal All MATERNAL HEALTH SERVICES A only Regulations Prenatal and post partum care for low X risk and intermediate risk women 32.1 -77, Title V, Social Security Act Babycare Services X DMAS MOA WIC X Federal grant requirement Defined by Income Federal All FAMILY PLANING SERVICES A only Regulations Clinic services including drugs and Contraceptive supplies X Family Planning Population Research Act of 1970, Title X Pregnancy testing and counseling Family Planning Population Research Act of 1970, X Title X Revised 8/2011 P78 Revised 8/2011 LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(1) VIRGINIA DEPARTMENT OF HEALTH COMMUNITY HEALTH SERVICES ENVIRONMENTAL HEALTH SERVICES BASIC PUBLIC HEALTH SERVICES TO BE ASSURED BY LOCAL HEALTH DEPARTMENTS P79 LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(1.) VIRGINIA DEPARTMENT OF HEALTH COMMUNITY HEALTH SERVICES OTHER PUBLIC HEALTH SERVICES BASIC PUBLIC HEALTH SERVICES TOBE ASSURED BY LOCAL HEALTH DEPARTMENTS The followin the provisioi of the Boarc procedures Medicaid NL DMAS MOA Comprehen: 2.2- 5201 -2. Vital Record 32.1 -25425 Early Interve Revised 8/2011 P80 LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(l.) VIRGINIA DEPARTMENT OF HEALTH COMMUNITY HEALTH SERVICES OPTIONAL PUBLIC HEALTH SERVICES For Each Service Provided, Check Block for Highest Income Level Served M COMMUNICABLE DISEASE SERVICES Forei n Travel Immunizations CHILD HEALTH SERVICES School health services Sick child care Other: Revised 8/2011 P81 LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(1.) VIRGINIA DEPARTMENT OF HEALTH COMMUNITY HEALTH SERVICES OPTIONAL PUBLIC HEALTH SERVICES For Each Service Provided, Check Block for Highest Income Level Served GENERAL MEDICAL SERVICES Income A only Defined by Federal Regulations All Activities of Daily Living Community Education x General Clinic Services Outreach Occupational health services Personal care x Pharmacy services - Alternate Drug Delivery Site Hypertension screening, referral, and counseling Respite care services Other: Adult Immunizations x SPECIALTY CLINIC SERVICES (List) Income A only Defined by Federal Re ulations All DENTAL HEALTH SERVICES Income A only Defined by Federal Regulations All Preventive Clinic Services- Children x Preventive Clinic Services - Adults Restorative Clinic Services x Community Education x Other: Adult preventive, restorative, and emergency as time permits. x Revised 8/2011 P82 Revised 8/2011 LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(2.) VIRGINIA DEPARTMENT OFHEALTH COMMUNITY HEALTH SERVICES PUBLIC HEALTH SERVICES PROVIDED UNDER LOCAL ORDINANCE Neither the Code of Virginia nor Regulations of the Board of Health requires the following services to be provided by the local health department Place an X in this column if service is Local ordinance Provided for localitv code cite Accident Prevention Air Pollution Bird Control Em to ee Physicals General Environmental Housing - BOCA & local building codes Insect control Noise Plumbin Radiolo ical Health Rodent Control Solid Waste Swimming facilities Weeds Smokinq Ordinances Other environmental services (identify) P83 LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(2.) VIRGINIA DEPARTMENT OF HEALTH COMMUNITY HEALTH SERVICES PUBLIC HEALTH SERVICES PROVIDEDUNDER LOCAL ORDINANCES OR CONTRACT WITH LOCAL GOVERNMENTS OPTIONAL PUBLIC HEALTH SERVICES For Each Service Provided, Check Block for Highest Income Level Served Defined by Income Federal All A only Regulations Employee physicals Primary rare for inmates in local 'ails or correctional institutions Other medical services (List) Other (please list) Revised 8/2011 P84 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Unfinished Business, Pending Refund Request — 06 -18 -2013 Commissioner of Revenue ACTION• SUBJECT/PROPOSAUREOUEST: CONSENT AGENDA: Tax Abatement Refund ACTION: STAFF CONTACT(S): Mr. Sleeper BACKGROUND: ATTACHMENTS: ITEM NUMBER: 17 INFORMATION: INFORMATION: At the May adjourned meeting, the Board of Supervisors requested that the Commissioner of Revenue or a representative from his office come to the Board of Supervisors to explain the operation of the Land Use program and why this particular property was eligible for land use. The Commissioner's Office will be present at the meeting of the Board of Supervisors on June 18, 2013. They have asked if the Board of Supervisors will move them up closer to the front of the agenda so they can answer the question and leave the meeting. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P85 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Pending Refund Request — Commissioner of Revenue 06 -03 -2013 ACTION: Yes SUBJECT/PROPOSAL/REQUEST: Refund Request CONSENT AGENDA: ACTION: STAFF CONTACT(S): William D. Sleeper BACKGROUND: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 7 INFORMATION: INFORMATION: The Betty R. Edwards Estate on Clover Road in Hurt, Virginia, requested a review of the required taxes paid on the property since there appeared that they were paying full assessed value. Attached hereto is a letter from the Honorable Samuel W. Swanson, Jr., Commissioner of Revenue, pursuant to §58.1 -3981 of the Code of Virginia, 1950, as amended, notifying the Board of a pending refund due to the Betty R. Edwards Estate. This refund is due and that nine (9) parcels were inadvertently assessed at their fair market value after the proper application for land use had been submitted and filed. Therefore, the Commissioner's office is requesting the amount of $6,768.84 to be refunded to the Betty R. Edwards Estate by the Honorable Teresa Easley, Treasurer of Pittsylvania County. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review, consideration and approval. P86 OFFICE OF COMMISSIONER OF THE REVENUE Pit I'SYLVANIA MUNJ ) PO BOX 272 Sanmel w. "Sam" S,canson. Ir (lnnini «inner May 24, 2013 Mr. William D. Sleeper Pittsylvania County Administrator PO Box 426 Chatham, VA 24531 RE: 2013 REAL ESTATE REFUND Dear Mr. Sleeper: (. 11AI I IAM. VIRGINIA 24 >3I (111) - 112.79-}0 43a 1 nt(, -h? I I I AX (71- 1) - 1?_' -?9�7 �nnt v,�on xni �� I'iilgu, nrt Pursuant to 58.1 -3981, this letter is to notify the Pittsylvania County Board of Supervisors of a pending refund in the amount of $6,768.84 for real estate taxes paid by Betty R. Edwards, Estate C/O Forrest Smith, 822 Clover Road, Hurt, VA 24563. This is a result of nine parcels inadvertently assessed at fair market value after proper application had been made for the Land Use Program. Mr. Smith paid the 2013 tax amount due before questioning the amount. At that time it was discovered he had not been assessed at the land use value. We are therefore requesting approval in the amount of $6,768.84 to be refunded by Ms. Teresa Easley, Treasurer of Pittsylvania County. This is the amount of taxes that should have been deferred under the land use assessment. Enclosed are copies of the refund letters to be submitted to Ms. Easley upon approval by the Board of Supervisors. Should you have any questions regarding this, please contact our office. Regards, Samuel W. {( Swanson, Jr. Commissioner of the Revenue Enclosures Cc: Honorable Teresa D. Easley, Treasurer Pittsylvania County Kim VanDerHyde, Finance Director, Pittsylvania County P87 m ePo, s OFFICE OF COMMISSIONER OF THE REVENUE a PITTSYLVAN[A COUNTY P.O. BOX 272 CHATHAM, VIRGINIA 24531 Samuel W. "Sam" Swanson, Jr. Commissioner May 23, 2013 Teresa Easley, Treasurer Pittsylvania County Chatham, VA Dear Mrs. Easley: (434) 432 -7940 (434) 656 -6211 FAX (434) 432 -7957 sam.swanson@pittgov.org The following taxpayer(s) property was incorrectly taxed for the taxable year(s) 2013. The taxpayer states taxes have been paid and is requesting a refund under Sec. 58.1 -3990 Code of Virginia. Account: #139724 Parcel I.D. #1581 -18 -6024 Full or Partial Name: Edwards, Betty R Estate C/O Forrest Smith 822 Clover Rd Hurt, VA 24563 2013: Assessed amount: $74,800 Tax: $336.00 Thank you for your attention in this matter. Regards, l Samuel W. Swanson Jr. Commissioner of the Revenue SWS, JR/kgk P88 OFFICE OF COMMISSIONER OF THE REVENUE ® PITTSYLVANIA COUNTY i P.O. BOX 272 CHATHAM, VIRGINIA 24531 Samuel W. "Sam" Swanson, Jr. Commissioner May 23, 2013 Teresa Easley, Treasurer Pittsylvania County Chatham, VA Dear Mrs. Easley: (434) 432 -7940 (434) 656 -6211 FAX (434) 432 -7957 s am. swan songpittg ov. org The following taxpayer(s) property was incorrectly taxed for the taxable year(s) 2013. The taxpayer states taxes have been paid and is requesting a refund under Sec. 58.1 -3990 Code of Virginia. Account: #139724 Parcel I.D. 41572 -70 -8264 Full or Partial Name: Edwards, Betty R Estate C/O Forrest Smith 822 Clover Rd Hurt, VA 24563 2013: Assessed amount: $239,600 Tax: $1,031.52 Thank you for your attention in this matter. Regards, Samuel W. Swanson Jr. Commissioner of the Revenue S W S, JR/kgk P89 OFFICE OF COMMISSIONER OF THE REVENUE a PITTSYLVANIA COUNTY °•n,, ,wa° P.O. BOX 272 CHATHAM, VIRGINIA 24531 Samuel W. "Sam" Swanson, Jr. Commissioner May 23, 2013 Teresa Easley, Treasurer Pittsylvania County Chatham, VA Dear Mrs. Easley: (434) 432 -7940 (434) 656 -6211 FAX (434) 432 -7957 sam.swanson@pittgov.org The following taxpayer(s) property was incorrectly taxed for the taxable year(s) 2013. The taxpayer states taxes have been paid and is requesting a refund under Sec. 58.1 -3990 Code of Virginia. Account: #139724 Parcel I.D. #1581 -26 -1251 Full or Partial Name: Edwards, Betty R Estate C/O Forrest Smith 822 Clover Rd Hurt, VA 24563 2013: Assessed amount: $180,000 Tax: $764.40 Thank you for your attention in this matter. Re 7 ds, Samuel W. Swanson Jr. Commissioner of the Revenue S W S, JR/kgk P90 OFFICE OF COMMISSIONER OF THE REVENUE Samuel W. "Sam" Swanson, Jr. Commissioner May 23, 2013 Teresa Easley, Treasurer Pittsylvania County Chatham, VA Dear Mrs. Easley: PITTSYLVANIA COUNTY P.O. BOX 272 CHATHAM, VIRGINIA 24531 (434) 432 -7940 (434) 656 -6211 FAX (434) 432 -7957 sam. Swanson @pittgov. org The following taxpayer(s) property was incorrectly taxed for the taxable year(s) 2013. The taxpayer states taxes have been paid and is requesting a refund under Sec. 58.1 -3990 Code of Virginia. Account: #139724 Parcel I.D. #1571 -76 -1916 Full or Partial Name: Edwards, Betty R Estate C/O Forrest Smith 822 Clover Rd Hurt, VA 24563 2013: Assessed amount: $125,000 Tax: $566.16 Thank you for your attention in this matter. Regards, Samuel W. Swanson Jr. Commissioner of the Revenue SWS, JR/kgk ulr�a-44��, yl' P91 OFFICE OF COMMISSIONER OF THE REVENUE Samuel W. "Sam" Swanson, Jr. Commissioner May 23, 2013 Teresa Easley, Treasurer Pittsylvania County Chatham, VA Dear Mrs. Easley: PITTSYLVANIA COUNTY P.O. BOX 272 CHATHAM, VIRGIN T1A 24531 (434) 432 -7940 (434) 656 -6211 FAX (434) 432 -7957 sam.swanson@pittgov.org The following taxpayer(s) property was incorrectly taxed for the taxable year(s) 2013. The taxpayer states taxes have been paid and is requesting a refund under See. 58.1 -3990 Code of Virginia. Account: #139724 Parcel I.D. #1582 -45 -7895 Name: Edwards, Betty R Estate CIO Forrest Smith 822 Clover Rd Hurt, VA 24563 2013: Assessed amount: $162,900 Thank you for your attention in this matter. Regards, Samuel W. Swanson Jr. Commissioner of the Revenue S W S, JR/kgk P92 Full or Partial Tax: $691.60 OFFICE OF COMMISSIONER OF THE REVENUE PITTSYLVANIA COUNTY P.O. BOX 272 CHATHAM, VIRGINIA 24531 Samuel W. "Sam" Swanson, Jr. Commissioner May 23, 2013 Teresa Easley, Treasurer Pittsylvania County Chatham, VA Dear Mrs. Easley: (434) 432 -7940 (434) 656 -6211 FAX (434) 432 -7957 sam.swanson@pittgov.org The following taxpayer(s) property was incorrectly taxed for the taxable year(s) 2013. The taxpayer states taxes have been paid and is requesting a refund under See. 58.1 -3990 Code of Virginia. Account: #139724 Parcel I.D. #1582 -46 -5432 Full or Partial Name: Edwards, Betty R Estate C/O Forrest Smith 822 Clover Rd Hurt, VA 24563 2013: Assessed amount: $108,000 Tax: $465.92 Thank you for your attention in this matter. Regards, 44-11�wzv \ r � � l r Samuel W. Swanson Jr. Commissioner of the Revenue SWS, JR/kgk P93 a� ev�a, OFFICE OF COMMISSIONER OF THE REVENUE a PITTSYLVANIA COUNTY AN P.O. BOX 272 CHATHAM, VIRGINIA 24531 Samuel W. "Sam" Swanson, Jr. Commissioner May 23, 2013 Teresa Easley, Treasurer Pittsylvania County Chatham, VA Dear Mrs. Easley: (434) 432 -7940 (434) 656 -6211 FAX (434) 432 -7957 sam.swanson @pittgov. org The following taxpayer(s) property was incorrectly taxed for the taxable year(s) 2013. The taxpayer states taxes have been paid and is requesting a refund under Sec. 58.1 -3990 Code of Virginia. Account: #139724 Parcel I.D. #1582 -30 -4687 Full or Partial Name: Edwards, Betty R Estate C/O Forrest Smith 822 Clover Rd Hurt, VA 24563 2013: Assessed amount: $240,500 Thank you for your attention in this matter. Regards, Samuel W. Swanson Jr. Commissioner of the Revenue SWS, JR/kgk P94 Tax: $1,029.84 OFFICE OF COMMISSIONER OF THE REVENUE e PITTSYLVANIA COUNTY d_ P.O. BOX 272 CHATHAM, VIRGINIA 24531 Samuel W. "Sam" Swanson, Jr. Commissioner May 23, 2013 Teresa Easley, Treasurer Pittsylvania County Chatham, VA Dear Mrs. Easley: (434) 432 -7940 (434) 656 -6211 FAX (434) 432 -7957 sam.swanson @pittgov.org The following taxpayer(s) property was incorrectly taxed for the taxable year(s) 2013. The taxpayer states taxes have been paid and is requesting a refund under Sec. 58.1 -3990 Code of Virginia. Account: #139724 Parcel J.D. #1571 -97 -2655 Full or Partial Name: Edwards, Betty R Estate C/O Forrest Smith 822 Clover Rd Hurt, VA 24563 2013: Assessed amount: $147,400 Thank you for your attention in this matter. Regards, o/) amuel W. Sw son Jr. / Commissioner of the Revenue SWS, JR/kgk P95 Tax: $662.48 OFFICE OF COMMISSIONER OF THE REVENUE ® PITTSYLVANIA COUNTY P.O. BOX 272 CHATHAM, VIRGINIA 24531 Samuel W. "Sam" Swanson, Jr. Commissioner May 23, 2013 Teresa Easley, Treasurer Pittsylvania County Chatham, VA Dear Mrs. Easley: (434) 432 -7940 (434) 656 -6211 FAX (434) 432 -7957 sam.swanson@pittgov.org The following taxpayer(s) property was incorrectly taxed for the taxable year(s) 2013. The taxpayer states taxes have been paid and is requesting a refund under Sec. 58.1 -3990 Code of Virginia. Account: #139724 Parcel I.D. #1582 -44 -0164 Name: Edwards, Betty R Estate C/O Forrest Smith 822 Clover Rd Hurt, VA 24563 2013: Assessed amount: $285,300 Thank you for your attention in this matter. Regards, Samuel W. Swanson Jr. I Commissioner of the Revenue S W S, JR/kgk P96 Full or Partial Tax: $1,221.92 NEW BUSINESS P97 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Recommendations from Legislative Committee 1 06 -18 -2013 SUBJECUPROPOSAUREOUEST: Recommendations from Committee STAFF CONTACT(S): Mr. Sleeper BACKGROUND: ACTION: CONSENT AGENDA: ACTION: ATTACHMENTS: ITEM NUMBER: 18 INFORMATION: INFORMATION: The Legislative Committee of the Pittsylvania County Board of Supervisors will meet at 4:00p.m. on Tuesday, June 18, 2013 to discuss the following issues: a.) purchase development rights b.) set back subcommittee c.) update county ordinances, uranium, under definition d.) start process for updating county ordinances concerning farm use tags e.) review county noise ordinance f.) develop a plan for mass communication to households g.) discussion of a proposed grass ordinance h.) discussion of how solid waste fee forms are handled i.) discussion of proposed registration for business applications and all existing businesses j.) review proposed amendments to the credit card policy DISCUSSION: The following committee meetings recommendations will be brought to the Board of Supervisors Recommendations will be submitted following committee action P98 LEGISLATIVE COMMITTEE Pittsylvania County Board of Supervisors Tuesday, June 18, 2013 4:00 PM Conference Room 2 Captain Martin Building 1 Center Street Chatham, Virginia AGENDA 1. Call to Order 4:00 pm 2. Roll Call 3. Approval of Agenda 4. New Business (a) Purchase Development Rights (PDR) Sub - committee Update -Fred Wydner (b) Setback Sub - committee Update — Fred Wydner (c) Update County Ordinance to address Uranium Issues to be added Under Definitions (d) Start Process of Updating County Ordinance Concerning Farm -Use Tags (e) Review County Noise Ordinance (f) Develop Plan for Mass - communication to Households (g) Discussion of a Proposed Grass Ordinance (h) Discussion on how Solid Waste Fee Forms are handled (i) Discussion on a Proposed Registration for All Business Applications and Proposed Registration of All Existing Businesses 0) Review of Proposed Amendments to Credit Card Policy 5. Adjournment P99 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Library Transfers SUBJECT/PROPOSAL/REOUEST: Approval of library transfers for year -end STAFF CONTACT(S): Sleeper, Van Der Hyde BACKGROUND: AGENDA DATE: 6 -18 -13 ACTION: Yes ITEM NUMBER: 20 INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: Yes Dullru "Aru" uv. G Attached is a list of transfers approved by the Board of Trustees for the Library at their May 20, 2013 meeting. These transfers are necessary to complete transactions for year -end. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the attached transfers. P100 PITTSYLVANIA CO PUBLIC LIBRARY NOTE: BUDGET TRANSFERS REQUESTED BASED ON BALANCES AS OF APRIL 2013 FY 2012 -2013 Approved by the Board of Trustees t at their 5/20/13 meeting. To be submitted for approval to the Board of Supervisors at their next meeting. to accounts where needed: 1004- 073100 -1100 100 -4 -073100 -1300 100 -4- 073100 -2100 1004- 073100 -2210 100-4- 073100 -2301 1004-073100 -2400 100 -4 -073100 -5110 100 -4 -073100 -5120 100 -4 -073100 -5130 1004-073100 -5210 100 -4 -073100 -5230 100 -4 -073100 -5302 1004-073100 -5305 100 -4- 073100 -5540 100 -4- 073100 -6003 100 4- 073100 -6005 1004-073100 -6008 jioo4- 073100 -6012 r' FIT Salaries P/T Salaries FICA VRS Dental Life Insurance Unemployment Ins Electricity Heating Fuels Water & Sewer Postage Telephone Fire Insurance Motor Vehicle Ins Training & Education Furniture & Fixtures Janitorial Supplies Fuels - Vehicle Computer Supplies Memorial Gift Fund Sery Cent - Equip Books &Subscriptions Rep & Maint Off Equip PREPARED BY:Susan Harbrook 35,000.00 3,500.00 3,500.00 7,500.00 240.00 1,000.00 (300 00) 4,000.00 300.00 100.00 (500.00) 1,400.00 295.96 135.73 (74.00) (9,539.07) (100.00) (2000.00) (39458.62) (5000.00) (4.82) 4.82 696.00 (696.00) 57,672.51 (57,672.51) GRAND TOTAL TRANSFERS REQUESTED: 57,672.51 (57,672.51) Plot 6/4/2013 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Reimbursement Resolution- Voting Equipment SUBJECT/PROPOSAL/REOUEST: Approval of reimbursement resolution for the purchase of new voting equipment STAFF CONTACT(S): Sleeper, Van Der Hyde AGENDA DATE: 6 -18 -13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 21 INFORMATION: INFORMATION: BACKGROUND: During the 2014 budget process, Ms. Jenny Lee Sanders, Registrar for Pittsylvania County presented the need for new voting equipment for the County. It was decided during this process that the County would seek financing for this equipment through a 5 year lease purchase agreement. A total of $348,300 was budgeted for this equipment with an annual payment budgeted of $75,000. The Registrar has received a letter from the U.S. Department of Justice that states that the "Attorney General does not interpose any objection to the specified change " - voting machines. Ms. Sanders is concerned that if these machines are not ordered soon, they will not be received to be used for the November election. This type of voting machine is built when the company receives the order so they are not readily available for purchase. The attached resolution allows the County to proceed with the purchase of the voting equipment before securing financing. The resolution makes it possible for the County to reimburse itself when financing is secured. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the attached reimbursement resolution - Resolution #2013- 06 -02. P102 TCH:RSB:JBG:IAD:tst DJ 166 -012 -3 2013 -1461 Mr. William Sleeper County Administrator P.O. Box 426 Chatham, Virginia 24531 Dear Mr. Sleeper: U.S. Department of Justice Civil Rights Division Voting Section - NWB h �� 950 Pennsylvania Avenue, NW r` -- - Washinglon, i June 5, 2013 1 This refers to the change in voting method for Pittsylvania County, Virginia, submitted to the Attorney General pursuant to Section 5 of the Voting Rights Act of 1965, 42 U.S.C. 1973c. We received your submission on April 30, 2013; additional information was received on May 31, 2013. The Attorney General does not interpose any objection to the specified change. However, we note that Section 5 expressly provides that the failure of the Attorney General to object does not bar subsequent litigation to enjoin the enforcement of the change. Procedures for the Administration of Section 5 of the Voting Rights Act of 1965, 28 C.F.R. 51.41. P103 Resolution 2013 -06 -02 RESOLUTION OF THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA DECLARING ITS INTENTION TO REIMBURSE THE COST OF CERTAIN EXPENDITURES WHEREAS, Pittsylvania County, Virginia (the "County ") desires to acquire certain voting machines for use by the County registrar (the "Equipment "); and WHEREAS, the County has made or will make expenditures (the `Expenditures ") in connection with the Equipment; and WHEREAS, the County may determine that the funds advanced and to be advanced to pay Expenditures will be reimbursed to the County from the proceeds of one or more tax- exempt obligations to be issued by the County (the "Indebtedness "); NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA (THE `BOARD "): 1. The Board hereby adopts this declaration of official intent under Treasury Regulations Section 1.150 -2 and declares that the County intends to reimburse itself with the proceeds of Indebtedness for Expenditures made on, after or within 60 days prior to the date hereof with respect to the Equipment, except that Expenditures made more than 60 days prior to the date hereof may be reimbursed as to certain de minimis or preliminary expenditures described in Treasury Regulations Section 1.150 -2(f) and as to other expenditures permitted under applicable Treasury Regulations. 2. The maximum principal amount of Indebtedness expected to be issued for the Equipment is $300,000. 3. This Resolution shall take effect immediately upon its adoption. P104 The undersigned Clerk of the Board of Supervisors of Pittsylvania County, Virginia hereby certifies that the foregoing constitutes a true, correct and complete copy of a Resolution duly adopted by the Board of Supervisors of Pittsylvania County, Virginia at a meeting duly called and held on June 18, 2013, during which a quorum was present and acting throughout, by the vote set forth below, and that such Resolution has not been repealed, revoked, rescinded or amended: Board Member Present/Absent Vote Marshall A. Ecker Brenda H. Bowman Tim R. Barber James H. Snead Jerry A. Hagerman Coy E. Harville Jessie L. Barksdale WITNESS my signature as Clerk of the Board of Supervisors of Pittsylvania County, Virginia, this _ day of June, 2013. #20504494v1 Clerk Board of Supervisors of Pittsylvania County, Virginia P105 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: American Fidelity Assurance- Employee Reimbursement Appropriation SUBJECT/PROPOSAL/REOUEST: Appropriation of American Fidelity Assurance Company Refund to Employees STAFF CONTACT(S): AGENDA DATE: 6 -18 -13 ACTION: Yes ITEM NUMBER: 22 INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: No REVIEWED BY: BACKGROUND: The County recently received a refund check from American Fidelity Assurance Company. This check represented the amount remaining of unspent Flexible Spending Accounts paid in by Pittsylvania County and the Department of Social Services employees during the plan year. This benefit is optional for employees and is elected by each individual employee. These employees are responsible for 100% of the cost of this benefit. DISCUSSION: The check received by the County totaled $595.42. These funds need to be appropriated to individual departments so that employees participating with the flexible spending benefit can receive their portion of this refund. The accounts below need to be appropriated in the following manner: 100 -4- 012530 -1100 $ 39.69 100 -4- 013200 -1100 39.69 100 -4- 021600 -1100 39.69 100 -4- 031200 -1100 119.07 100 -4- 041000 -1100 39.69 100 -4- 071100 -1100 39.69 100 -4- 073100 -1100 119.07 100 -4- 081100 -1100 39.69 201 -4- 053100 -1100 119.07 Staff recommends that the Board of Supervisors approve the appropriation totaling $595.35 (amount not exact due to rounding) as listed above. THIS MOTION REQUIRES A ROLL CALL VOTE. 1`106 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Grant Year -End Appropriations SUBJECUPROPOSAUREOUEST• AGENDA DATE: 6 -18 -13 ACTION: Yes Appropriation of additional funds to three separate I CONSENT AGENDA: grants: Court Services Grant (021910), Four for Life ACTION: Grant (032410) and Litter Control Grant (082600) STAFF CONTACT(S): ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 23 INFORMATION: INFORMATION: BACKGROUND: During the budget process, grants are often budgeted based on past grant awards and anticipated awards for the coming year. Because grant years vary from grant to grant, these figures most often times have to be readjusted during the year to mirror the actual grant award. DISCUSSION: Attached are breakdowns for three grants that need to be adjusted before year end. The grant names and appropriation amounts are listed below: Court Services Grant (021910) $29,130.62 Four For Life Grant (032410) 103,235.81 Litter Control Grant (082600) 16,793.64 RECOMMENDATION: Staff recommends that the Board of Supervisors approve the above appropriations for the grants listed. P107 COURT SERVICES GRANT BREAKDOWN OF EXPENDITURES VS REVENUES DEPARTMENT 021910 BALANCE BROUGHT FORWARD FROM JUNE 30, 2011 29,130.62 REVENUE: 7/1712012 Cash Receipts Entry 10,441.00 10/2312012 Cash Receipts Entry 10,441.00 1/22/2013 Cash Receipts Entry 10,441.00 4/1/2013 EDI 8,501.00 TOTAL REVENUE 39,824.00 EXPENDITURES: 250-4- 021910 -2172 CONTRACTUAL SERVICES - 250-4- 021910 -3187 SUBSTANCE ABUSE TREATMENT 1,150.00 250A- 021910 -3183 OUTREACH DETENTION 7,974.00 250-4- 021910 -3188 LAW REALTED EDUCATION - 250 -4- 021910 -3320 SVC CONTRACT - OFFICE EQUIPMENT 250-4- 021910 -3184 ANGER MANAGEMENT 4,818.00 250-4- 021910- 318410 FPS 1,750.00 250-4- 021910 - 3188 - LAW & COMMUNITY AWARENESS - 250-4- 021910 -3182 EMP CHARGES 2,867.00 250-4- 021910 -5830 REFUNDS 22,978.10 250-4 - 021910 -3186- SUPERVISED PLANNED SER. - TOTAL EXPENSES 41,537.10 REVENUE LESS EXPENSES - CURRENT PERIOD (1,713.10) Current Balance in Court Services Grant 05/31/13 27,417.52 Current Appropriation 1,713.10 Appropriation Needed 29,130.62 P108 FOUR FOR LIFE -EMS BREAKDOWN OF EXPENDITURES VS REVENUES DEPARTMENT 032410 BALANCE BROUGHT FORWARD FROM JUNE 30, 2012 110,115.09 REVENUE: 4/16/2013 EDI & EFT 63,120.72 TOTAL REVENUE 63,120.72 EXPENDITURES: 250 -4- 032410 -5540 TRAINING & EDUCATION 5,211.26 250 -4- 032410 -5600 CONTRIBUTIONS - 250-4- 032410 -6004 SUPPLIES 24,559.85 250-4- 032410 -8102 CAPITAL OUTLAY- EQUIPMENT 57,470.54 TOTAL EXPENSES 87,241.65 REVENUE LESS EXPENSES - CURRENT PERIOD (24,120.93) Current BALANCE IN FOUR FOR LIFE GRANT- 05 -30 -13 85,994.16 Current Appropriation 17,241.65 Appropriation Needed 103,235.81 P109 LITTER CONTROL GRANT BREAKDOWN OF EXPENDITURES VS REVENUES DEPARTMENT 082600 Balance from 6/30/12 13,365.64 REVENUE: 10/5/2012 CASH RECIEPTS ENTRY 22,428.00 TOTAL REVENUE 22,428.00 EXPENDITURES: 250-4- 082600 -1100 SALARIES AND WAGES - REGULAR 250-4- 082600 -1300 PART -TIME SALARIES AND WAGES 1,527.62 250-4- 082600 -2100 FICA 111.91 250-4- 082600 -2210 VRS - 250 -4- 082600 -2300 BCBS - 250- 4- 082600 -2600 UNEMPLOYMENT INSURANCE 3.52 250-4- 082600 -2700 WORKMAN'S COMP 8.85 250-4- 082600 -3500 PRINTING - 250-4- 082600 -5210 POSTAGE 14.95 250-4- 082600 -5230 TELEPHONE 316.59 250A- 082600 -5500 TRAVEL EXPENSES 60.46 250-4- 082600 -5530 SUBSISTENCE & LODGING - 250-4- 082600 -5540 TRAINING & EDUCATION - 250-4- 082600 -5800 MISCELLANEOUS 9,514.80 250-4- 082600 -5840 AWARDS AND CERTIFICATES - 250-4- 082600 -6001 OFFICE SUPPLIES 73.80 250-4- 082600 -6002 FOOD 250-4- 082600 -6022 CAMERA AND FILM SUPPLIES 250-4- 082600 -8102 CAPITAL OUTLAY -EQUIP 250-4- 082600 -8107 CAPITAL OUTLAY COMPUTERS TOTAL EXPENSES 11,632.50 REVENUE LESS EXPENSES - CURRENT PERIOD 10,795.50 SUI NOT REPORTED Total Litter Control - 05/30/13- Actual Cash Balance 24,161.14 Amount Currently Appropriated 7,367.50 Additional Appropriation Needed 16,793.64 Pilo PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE. ITEM NUMBER: 6/18/13 24 Ratify Sole Source Award ACTION: INFORMATION: SUBJECT/PROPOSAL/REQUEST: Yes Sole Source Award – Live Scan Machine CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): Mr. Sleeper, Sheriff Taylor, Ms. Meeks ATTACHMENTS: Yes REVIEWED BY: 6 -O� BACKGROUND: The Live Scan System at the Jail had to be replaced. ID Networks is the sole source provider for this equipment (see attached sole source letter). The Compensation Board has approved $18,965 for the purchase of the Live Scan Equipment for the Jail (see attachement – Compensation Board Action). The funds will go in the Sheriff's Office budget line item 100- 4.031200.6021, Sheriff s Office – Computer Supplies. In order for the Compensation Board to pay 100% of this cost, the equipment must be ordered and received by June 30, 2013. In order to meet this deadline the County Administrator approved to issue a purchase order at a cost of $12,210 for the Live Scan equipment. DISCUSSION: The Board needs to ratify the sole source award for this purchase. RECOMMENDATION: Staff recommends that the Board of Supervisors ratify the sole source purchase for the purchase of the new Live Scan System for the Pittsylvania County Jail from ID Networks at a cost of $12,210 and charge the purchase to line item 100 - 4.031200.6021 Sheriffs Office – Computer Supplies. Pill ADA k1l A forks IDENTIFICATION TECHNOLOGIES Sales Quotation April 25, 2013 ❑+ Replacement System ❑ New System ,!;Uq*t 143mgo5.01:_ _ ;_,__ __ BILL TO: SHIP TO: ID Networks, Inc. Company 1 Company 7720 Jefferson Road Contact $7,250 Contact Ashtabula, Ohio 44004 Address 1 Year Warranty and Maintenance on Scanner Only Address $0 $0 Pittsylvania County Sheriff Office TS- IMPLEM- REMOTE Phone 800.982 -0751 1 Captain J.M. Crews $500 Fax 440- 992 -1109 Phone james.crews@pittgov.org Phone $150 $150 434 -432 -7926 Fax E -mail twheelcckralidnetworks.com FaX $3,495 $3,495 Rep Name John Wheelock Email Trade -in of existing LITE -Xe Scanner (offer valid till 9/3012013) E -mail Web Site www.idnetworks.com Website 7 Method _.. Item Part#, Description 7 Qty Unit Price ` - Extended Pride. 1 FR- GUARDIAN -VA LSCAN GUARDIAN 10 -Print Scanner (w/ auto capture) 1 $7,250 $7,250 2 WARRANTY -IYR 1 Year Warranty and Maintenance on Scanner Only 1 $0 $0 3 TS- IMPLEM- REMOTE Remote Implementation,Training & Certification (Half Day rate) 1 $500 $500 4 SUPPLYKIT- GUARDIAN GUARDIAN Supply Kit (5 silicone pads & 5 tape cleaner pads) 1 $150 $150 5 Rugged Cabinet Fixed Height Rugged Cabinet w/ 27' LCD 1 $3,495 $3,495 6 TRADEIN -LITEX Trade -in of existing LITE -Xe Scanner (offer valid till 9/3012013) 1 -$500 -$500 7 PC- LS- WIN722 -VA Windows 7 Desktop PC with 22' LCD and UPS Unit 1 $1,295 $1,295 Subtotal: Pricing: ❑' State ❑ Federal ❑ Commerbal Sales Tax: ❑ Non Exempt Q Exempt Sales Tax: Shipping & Handling: Payment Terms: Other: Q Net Terms ❑ Contract ❑ 50% Down, Balance due upon installation TOTAL: $12,190 $20 $12,210 Notes: Scanner comes with a 1 year warranty. Future annual maintenance costs will be adjusted accordingly. Once warranty period is over, annual mantenance will go back to current rate. Customer / e Approval: CA Id J. Title Nam -wig tore Date PO #: L r t,_.J VA - Pittsylvania Cc SO EOL Livescan Quote 04- 25- 13.xls - Quote Form P112 r ?:ID111etKrorks March 21, 2013 To whom it may concern: This letter is to confirm that ID Networks is the sole source vendor that can supply and service the Virginia State Police (IDS) Livescan Software. No other vendor is authorized to sell or service this software. The State Contract # for the Live Scan Software (IDS) is 15603- 021DS. Here are some benefits to going with IDN's/VSP's (IDS) Livescan Software: • Free software that is owned by VSP and is jointly improved and maintained by both VSP and ID Networks. • VSP provided 2417 support first level support • Used by most criminal agencies in VA • Automatic updates • A built in Web interface (by which the status and contents of records can be viewed from just about any computer) • Fingerprints scanner independent • PC independent • FIPS complaint DameWare remote connectivity software If you have any questions, please contact me at any time. Sincerely, ID Networks, Inc. John Wheelock Inside Sales Manager Phone: (440) 992 -0062 iwheelock aaidnetworks com P113 7720 Jefferson Road Ashtabula, Ohio 44004 Phone: (440) 992 -0062 Fax: (440) 992 -1109 www.idnetworks.com _ 2�a&! JJ� !!% ®� £ k�! %\I �E R 2 ,a� 2 � $ a\27 G ®`2 ~ !g2 ( �2 2 \n $\\� � G #m� E§ }) \k \§ /# (� !m {� # \ \o \ \\� 'l +k \ \\ � #k (/( P.1, E�66S i| k�! kk, R 2 ,a� ))sue ~ !g2 2 [GE $\\� G #m� \ � m {� ! \§ (\ 7E /] / §#« !!2} } Ml 3 \ \/ 3 � #\ 7i! § [ # cn _\ \ S I q e $ « 2 § 3 § \ \ PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY FTITLE: AGENDA DATE: ITEM NUMBER: 06/18/13 25 d — Janitorial Service for Chatham and raries ACTION: INFORMATION: Yes T/PROPOSAL/REOUEST CONSENT AGENDA: Award of Bid ACTION• INFORMATION• STAFF CONTACT(S): ATTACHMENTS: Mr. Sleeper, Ms. Meeks Yes REVIEWED BY: BACKGROUND: An invitation to bid on janitorial services for the Pittsylvania County Chatham & Gretna Libraries was mailed on May 30, 2013. The invitation to bid was also advertised and posted on the County's website and the public notice board. DISCUSSION: Bids were received and publicly opened at 3:00 p.m., Thursday, June 13, 2013. We received four (4) responses. Derrick's Cleaning Service, Inc. is the apparent low bidder with an annual cost of $10,800. A bid tally sheet is attached. This is a three (3) year contract, annually renewable, pending appropriation of funds. The first year's contract begins on July 1, 2013 and ends on June 30, 2014. RECOMMENDATION: Staff recommends that the Board award the bid for Janitorial Services for the Chatham and Gretna Public Libraries to Derrick's Cleaning Service, Inc. at an annual cost of $10,800. P115 46S 60S J00 9=° E; [/ Ef& En #p >0 « \\§ C) �/\ w \§ �cf 2 &mf ®tee �E\ ~/z »* « z \ / ( fD � � / 2 46S 60S 60-) 619 00 41 CD P116 / 2 2 § ¥ § A ¢ ) r § A § � 2 ] $ §f r =n \ \j z *= 4� 0 �A$ K ®m \j§ r c \ C'n 2 z 00 41 2 \ \ 7 P116 / 2 2 § ¥ § A ¢ ) r § A § � 2 ] $ §f r =n \ \j z *= 4� 0 �A$ K ®m \j§ r c \ C'n 2 z PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Sole Source Purchase — Tobacco Grant -Vo -Tech Precision Machining Program SUBJECU/PROPOSAL/REOUEST: Sole Source Purchase Award STAFF CONTACT(S): Mr. Sleeper, Ms. Meeks Lt11.11V11V Ul \L" AGENDA DATE: 06/18/13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: (5_� ITEM NUMBER: 26 INFORMATION: INFORMATION: A Tobacco Grant has been awarded in the amount of $787,690 (see attached budget worksheet) for the purchase of equipment for the Precision Machining Program that is to be offered at the Pittsylvania County Career & Technical Center, beginning with the new school year in August, 2013. This program is in conjunction with the program being offered at Danville Community College. In order for the students to complete their degree at Danville Community College upon graduation from high school, they must learn to operate the same equipment that is used in the Precision Machining Lab at Danville Community College. DISCUSSION: The equipment purchases are from the following sole source vendors: $310,208 to Hass Factory Outlet and $290,535 to Dominion Air & Machinery, per the attached equipment breakdown, for a total cost of $600,743. The purchases will be charged to line item 325- 4.081004.8102 Capital Outlay- Equipment. RECOMMENDATION: Staff recommends the Board award the sole source purchases to Hass Factory Outlet in the amount of $310,208 and Dominion Air & Machinery in the amount of $290,535. P117 TICRC Grant Application Budget Worksheet 1. FhtKidt ■knupoDeawl{ekd �apdsAiarSa . 7Le u6b 6ebwr�eNoaWoKk�a4on �¢ inaed6ae .Y(FmwtaYtl�Saeoeacfk�ds) TheaamambfiaoUa'f[CRC Ftm� °calt®wAtW "TLW Ptmt lsGl�g'iooHI��wdbdlattertdMmtlae �#9+pit�n°•. -.._ Proposed Project Budget Total Matching TICRC Funds State Local Federal Private In -Kind Funds Gnnd Totst Personal Services 566,000.00 566,000.00 fK000.00 (Salaries, Wages, Benefits, etc.) Contractual Services 575,00000 575,00U.00 E75,U00,00 (A &E, Legal, Printing, Media, Travel, Training, Supplies & Materials (Engineering Supplies, Building & Mechanical Rer-mm SUpplies. bduggl2aill Supplies. cc.) Continuum Charges II ce Lease Psvnn:nts Util'ti etc) Property & Improvements (Land AcQuisifino, Sue De loo t ate 1 Equipment (Computers, Phones, Furniture, Fixtures, $787,690.00 $94,900,M) $102,50000 5197,400.00 5985,090.00 Manufactyrung Eg L ItS.1 Plant & Improvements (Building Acquisition, Construction/Renovahon, tc ) Transfer Payments (S.holarships. Incentim. etc.1 5787,690.00 S235,900.00 $102,500.00 $338,400.00 $1,126,090.00 Total Casts: P118 ►q O O a O O J O Z 2 V w (7 Z _Z 2 v CQ L Z O u W a I H W H Q 2 V D a H Z W a cr w w F Z W V J U Z 2 V W H D Z Q CC W W Q v F- Z D O U Q Z J H A w 2 Q cJ G O O O O J a Z a U z V N J H O O o6 0 N O �-I m y/} F- N O U J 0 (D z J cJ G W a w w Z Y J a U w > N O a � U iD J i/} L tr t!"1 w z U U 2 J a w a o V) I 2 W L/) N z _O I- a U m J U O H o a 0 O `r' P- m D ih a Li (n m D U J J cr a W � Z o Z F- Z O U w a O W W a 2 o 2 (7 00 O N m Izi rlj W N J w y/} W O Z O W U U z J w a W z o V1 w F-- 2 w 00 2 w a L!1 2 W 2 U w O O U } z W z O O LL v1 Q S V) } LU W LL w LL O z a N > o a w > o O 0 w m N N Z Q w 0 u = c a cz 1r a O - z 0 o O eo " X o m o a C) N a w Y o Z a P119 O O m �r 0 0 t4 J O H z a (7 June 4, 2013 Haas Factory Outlet A Division of Jeffreys Pittsylvania Board of Supervisors RV. nitntatinn Nn- FRO66413RI TL -1 CNC/Manual Toolroom Lathe; 16" x 29" (406 x 737 mm) max capacity, 16" (406 mm) swing, 7.5 hp (5.6 kW) vector drive, 2000 rpm, A2 -5 spindle, Intuitive Programming System, 1 MB program memory, memory lock keyswitch, 15" color LCD monitor and USB port. No workholding, toolpost or toolholders included. Operates on single- or three -phase power. Enclosure required for CE compliance. $ 27,995.00 ATS ATS -3 Jaw Adjustable Chuck 1,295.00 MTS Manual Tailstock, MT4 manual quill 1,995.00 RTAPMM Rigid Tapping 1,395.00 30 -7777 Chip Enclosure Kit 3,795.00 WLTL Work Light 495.00 ABG Air Blow Gun with coiled hose and bracket 295.00 TP3 /4 Quick -Change Tool Post; 2 position, 4 each 3/4" turn face, F each 1.0" boring bar holder and T -nut 995.00 EWV -1 1 -Year Extended Warranty(includesI -year standard warranty) 6,195.00 CSMD Control Simulator Module; dual software (mill and lathe), LCD display, USB port, slim dimensions; only 7" (178 mm) deep. 1,695.00 Dorian D35CXA -35 Drill Chuck & Holder #733101 -01442 350.00 Royal #10664 Live Center 592.00 Total Cost $47,092.00 Special School Discount - 11,716.00 Special School Price $35376.00 Freight & Rigging 3,400.00 Total $38,776.00 8 Machine Total $310,208.00 * *Total Saving on 8 TL -1 Machines $93,728.00 8500 Triad Drive — Colfax, NC 27235 Phone: 336- 665 -1080 — Fax: 336 - 665 -1980 E -mail: sales @jeffreysmfg.com — Web: w .haascncxom Other Locations: Haas Factory Outlet/ Simpsonville, SC. - Alpharetta, GA. - Franklin, TN. Little Rock, AR. - Birmingham, AL. P120 F.O.B.: Oxnard, CA Delivery: 2 -3 weeks, subject to prior sale A.R.O. Terms: Standard terms are net fifteen (15) days from shipment at factory and subject to credit approval. A 10% down payment is required to process the order. Validity: This quotation is valid for thirty (30) days from date of issue. Warranty: Machine 1 Year Control 1 Year An order resulting from this proposal should be addressed as follows: Jeffreys Manufacturing Solutions Haas Factory Outlet 8500 Triad Drive Colfax, NC 27235 FAX: 336 - 665 -1980 Email: tvincentnaphillipscorp.com Thank you for your time and consideration, please do not hesitate to call. Sincerely, JEFFREYS/Manufacturing Solutions Ed Blackburn Sales Engineer Cell: 336 - 210 -8319 Email: eblackbum @phillipscorp.com 8500 Triad Drive — Colfax, NC 27235 Phone: 336- 665 -1080 — Fax: 336 - 665 -1980 E -mail: sales @jeffreysmfg.com — Web: w .haascncxom Other Locations: Haas Factory Outlet/ Simpsonville, SC. - Alpharetta, GA. - Franklin, TN. Little Rock, AR. - Birmingham, AL. P121 Training /Preventive Maintenance Lifetime Training and Support ................. ............................... ......................$1,995.00 • When "Lifetime Training & Support" is purchased you are entitled to send up to two (2) people to the HFO for complete operator and programming training prior to receipt of your machine. This training will consist of teaching all machine set up functions and basic programming format for drilling, milling, tapping and/or simple turning. At any subsequent time, for as long as you own your Haas, you may send additional personnel for this training at no additional charge. All travel and living expenses of your personnel are your responsibility. • You may elect to purchase the above training for one person, one class for $795.00. • We also provide On -Site Training at your facility by our Applications Engineer for $1,300.00 per day. CNCSkillsTraining.com Single User Course Suite Pricing through Jeffreys (List $ 995 ) .....................$400.00 Price per Suite if you have Lifetime Training ....................... ........................$300.00 CNCSkillsTraining Course Suites include the following for one year: • Interactive Instructions • 24/7 Access — Work at your Speed • Competency Completion Requirements • Administrative Access • CNCSkillsTraining.com Certification Preventive Maintenance Program Protect your investment and maximize your productivity by utilizing locally available Haas factory- certified professionals to keep your machine in the best possible condition: Mechanical System / Way Lube System / Air System / Electrical System • PM Programs available for all Haas machines ranging in price from $1,095.0. 0__- $1,495.00 • Please visit our website at www.ieffreysmfg.com or give our service department a call for full details. 8500 Triad Drive — Colfax, NC 27235 Phone: 336 - 665 -1080 — Fax: 336 - 665 -1980 E -mail: sales @jeffreysmfg.com — Web: w .haascncxom Other Locations: Haas Factory Outlet/ Simpsonville, SC. - Alpharetta, GA. - Franklin, TN. Little Rock, AR. - Birmingham, AL. P122 June 13, 2013 Haas Automation, Inc. To Whom It May Concern: This is to certify that Haas Factory Outlet, a Division of Jeffreys Manufacturing Solutions, with its Registered office at: 8500 Triad Drive Colfax, NC 27235 Is the sole Authorized Haas Distributor in the State of North Carolina, South Carolina, Virginia and Georgia. Haas Automation, Inc. only sells through our authorized distributor network. Each Haas Factory Outlet is assigned exclusive territories and may only sell Haas machine tools within that defined area. All Haas Factory Outlets must have their service and applications personnel certified by Haas. To achieve certification, they must complete specialized training programs at the Haas factory. This exclusive network of distributors insures that all Haas products are properly installed and serviced through the warranty period and beyond. Authorized Signatory Scott Gasich Headquarters: 2800 Sturgis Road, Oxnard, California 93030 Telephone: 805- 278 -1800 • Fax: 805 -988 -6918 • www.HaasCNC.com P123 P.O. Box 13806 Roanoke, VA 24037 (800) 476 -2882 DOMINIONFax (540) (540) 366-2122 & MACHINERY ERY CO. June 4, 2013 Quotation No. B -8448 Mr. Troy Simpson PITTSYLVANIA COUNTY BOARD OF SUPERVISORS Chatham, VA 24531 Dear Mr. Simpson: We are pleased to quote the following for your consideration: ❑ Four (4) Each — Interlube Automatic Lubrication System Installed on the SELECT /FIRST LC -142VS Vertical Knee Type Milling Machines PRICE: $895.00 ea. Terms: Net 30 Days F.O.B.: Destination Delivery: Stock, Subject To Prior Sale Quote Validity: 30 Days Greensboro, NC Salisbury, MD Richmond, VA Blacksburg, SC Lynchburg, VA We appreciate this opportunity to quote. If you have any questions, please do not hesitate to call. Sincerely, Dale Allman DOMINION AIR & MACHINERY COMPANY P124 Sole Source Vertical Mill Danville Community College has purchased four Select /First LC -142VS Vertical Knee Type milling machines for the Pittsylvania County Career and Technical Center. It is necessary to purchase five additional Select /First LC -142VS Vertical Knee Type milling machines to standard instructional equipment. P125 P.O. Box 13806 Roanoke, VA 24037 (800) 476 -2882 366-2000 DOMINION Fax ( 540) 366 - 2122 V / ACI Z %NE" CO* June 4, 2013 Quotation No. B -8446R PITTSYLVANIA COUNTY BOARD OF SUPERVISORS Chatham, VA 24531 We are pleased to quote the following for your consideration: ❑ Five (5) Each — SELECT /FIRST LC -142VS Vertical Knee Type Milling Machine, 3Hp, 230 -Volt, 3Ph, 60 Hz s -z y Z ti t 97 Shown with optional coolant tray P126 Greensboro, NC Salisbury, MD Richmond, VA Blacksburg, SC Lynchburg, VA SPECIFICATIONS: • Table Size • Travel: • X Y • Knee • Maximum Quill Travel • Quill Diameter • Spindle Taper • Spindle Speed Range • Quill Feeds Per Revolution In Auto Feed • Spindle Motor • Power Requirement • Machine Weight • Floor Space Features: ISO 9002 Certified: Quality Up To World Industry Standards. Meehanite Casting: Highest Grade Of Casting Possible. 42" x 9" 30" 12" 16" 5" 3 -3/8" R8 60 - 4500 RPM 0.0015 ", 0.003 ". 0.005" 3 Hp 220V or 440V/ 3 Phase 2,5001bs. T W x 6.5'D x 6.75H A Pair Of High Out -Put Fans: Keeps Head And 3 -Hp Motor Cool, To Run Jobs For Extended Periods Without Damaging The Motor, Belts And Bearing. A Pair Of Precision ABEC -7 Angular Contact Bearings To Support Spindle. The Quill Is Ground And Chromed To Fit The Housing: This Insures A Spindle Runout Of .0002" T.I.R. Motor Shaft And Varidrive Pulleys Are Dynamically Balanced, Then Chromed For A Flawless Fit, Ground Ribs On Inside Diameter: For Smooth Speed Changes. Motor Shaft Has An Oil Channel In The Center That Is Fed By A Grease Fitting On The Lower End: To Keep Van -Drive Pulley Moving Smoothly On The Shaft. The LC -150VS Mill Uses A Roller Bearing For The Lower Support Of The Shaft: It Ensures Proper Loading, Support And Alignment It Also Prevents The Shaft From Being Distorted By The Tension Of The Belt: For Quiet, Accurate Operation At Any Speed For Years And Years. P127 One Shot Lubrication System: For Lubrication Of Ways And Lead Screws. (X,Y And Z -Axis) Hand Scraped Saddle And Knee: For Better Oil Retention. It Avoids Having Chips And Dirt Embed In The Knee And Damage The Sliding Surface. Oil Groove Are Milled: For Maximum Lubrication On All Wear Areas. Table And Saddle Backlash Is Controlled By Double Nut Design: Keeps Lead Screw In Contact With Bronze Nuts An All Times To Keep Backlash At .0008" Within 20 ". Table And Saddle Are Mounted With Thrust Bearings That Are Pre Loaded: Eliminating Endplay For Precisely Controlled Lateral Movement. Patient Knuckle Design Uses 6 Bolt 3 Per Side, Securing Them From The Outside: This Method Locks The Head Securely Resulting In Better Accuracy And Performance. Ways Are Hard Chrome Dovetail On Saddle And Column. PRICE: $8,570.00 ea. OPTIONAL EOUIPMENT: • Kurt D688 Anglock Vise • Servo 150 ft. lb. X -Axis Powerfeed Installed (M- 3700 -150) • Newall DP700 Two Axis Digital Readout System Installed • Interlube Automatic Lubrication Installed • Jacobs 14N 0 —' /z" Super Ball Bearing Chuck, 3JT • Jacobs R8 — 3JT Arbor • Lyndex 11PC. R8 Collet Set (2ea. Yd', lea. 5/16 ", 2ea. 3/8 ", 2ea. • Lyndex 7/8" Solid End Mill Holder • Lyndex 1" Solid End Mill Holder • Freight /Y ", 2ea. 5/8 ", 2ea.' /d') P128 $ 499.00 ea. $ 885.00 ea. $ 2,081.00 ea. $ 895.00 ea. $ 195.00 ea. $ 95.00 ea. $ 242.00 ea. $ 72.00 ea. $ 71.00 ea. $ 475.00 ea. Total Price of the Five Machines with Above Options: $70,400.00 Special Price of the Five Machines with Above Options: 62,675.00 Terms: Net 30 Days F.O.B.: Destination Delivery: 12 — 14 Weeks, ARO Quote Validity: 30 Days Warranty: Two Years (Parts & Labor) We appreciate this opportunity to quote. If you have any questions, please do not hesitate to call. Sincerely, Dale Allman DOMINION AIR & MACHINERY COMPANY P129 Sole Source Manual Lathe It is necessary for the Pittsylvania County Career and Technical Center to purchase ten Select Model 1630 G manual lathes for the Precision Machining lab. The students will be required to operate the same equipment when they transfer to Danville Community College to complete their degree. P130 L OM /N /ON 6 MACHINERY COO June 4, 2013 Quotation No. B -8447R PITTSYLVANIA COUNTY BOARD OF SUPERVISORS Chatham, VA 246531 We are pleased to quote the following for your consideration: P.O. Box 13806 Roanoke,VA 24037 (800) 476 -2882 (540) 366 -2000 Fax(540)366 -2122 ❑ Ten (10) Each - SELECT Model 1630G 16" x 30" High -Speed Precision Engine Lathe, 7.5Hp, 230 -Volt, 3 -Phase P731 Greensboro, NC Salisbury, MD Richmond, VA Blacksburg, SC Lynchburg, VA SPECIFICATIONS: • Swing Over Bed 16.9" • Swing Over Crosslide 9.52" • Swing Over Gap, Width 25.5 ", 9.75" • Distance Between Centers 30" • Spindle Nose Type D1 -6 Camlock • Spindle Bore 2.28" • Spindle Speeds [12] 40 -2,000 RPM • Taper Of Spindle Bore MT #6 • Longitudinal Feeds - In/Rev [18] 0.002 - .032" • Number Of Crossfeed - In/Rev [17] 0.001 - .0094" • Number Of Threads Per Inch [36] 4 -56 TPI • Number Of Metric & Module Threads [ 17] 0.5 -7mm • D.P. Threads [36] 4 -56mm • Leadscrew Pitch, Diameter 4 TPI, 1 -3/8" • Crosslide Travel 9.8" • Compound Rest Travel 4.9" • Bed Width 11.81" • Quill Travel (Graduated) 5.9" • Quill Diameter 2.25" • Quill Taper MT#4 • Spindle Motor (220/440V, 3Ph, 60Hz) 7.5 Hp • Weight 3,700 lbs. • Dimensions 75 "L x 32 "W x 47H FEATURES: • High Quality Meehanite Cast Bed With Induction Hardened and Precision Ground Guideways • Single Speed Motor Provides Power To All Gear Ranges • High Stiffness Spindle Arrangement Mounted On High Precision Taper Roller Bearings and a Single Ball Bearing Rear Support • High Rigidity One Piece Cast Base • Adjustable "IN FEED" Load Device on Apron For Cutting Force Adjustment • Latched, Lever Operated Spindle Start/Stop • Adjustable Spindle Balancing Feature For Irregular Shaped Workpieces • High Rigidity Tailstock • Universal Gearbox, Providing a Comprehensive Range of Inch and Metric Threads Without Changing the Machine End Train Gears. Dial Indicator For Multi Start Threading ■ Automatic Stop /Off Device With Adjustable Saddle Stops For Turning to Shoulders P132 STANDARD EOUIPMENT: • Coolant System • Work Light • Full Length Splash Guard • Chuck Guard • Steady Rest • Follower Rest • 4 -Way Tool Post PRICE: $15,900.00 ea. OPTIONAL EQUIPMENT: • Bison 8" 3 -Jaw Set -Tru Chuck w/ D1 -6 Adapter • Pratt Burnerd PB23 -D6 5C Sjogren Handwheel Collet Chuck • Lyndex 510 -015 15PC. 5C Collet Set (1/8"— 1" x 16ths) • Royal 4MT Heavy Duty Spindle Type Live Center (10104) • Newall DP700 Two Axis Digital Readout System Installed • Dorian SD35CXA -TS Super Quick Change Tool Post Set • Jacobs 14N 0 —' /z" Super Ball Bearing Chuck 3JT • Jacobs 4MT — 3JT Arbor • Freight Total price of the Ten lathes with the above options: $ 241,090.00 Special price of the Ten lathes with the above options: $ 224,280.00 Warranty: Two Years (Parts & Labor) Terms: Net 30 Days F.O.B.: Destination Delivery: Eight Machines: Stock, Subject To Prior Sale Two Machines: 12 —14 Weeks, ARO Validity: 30 Days P133 $ 1,582.00 ea. $ 1,475.00 ea. $ 390.00 ea. $ 582.00 ea. $ 2,572.00 ea. $ 899.00 ea. $ 196.00 ea. $ 38.00 ea. $ 475.00 ea. We appreciate this opportunity to quote. If you have any questions, please do not hesitate to call. Sincerely, Dale Allman DOMINION AIR & MACHINERY CO. P134 Se %t Machine bwl Grom Inc. Machine Too/ 1401 Coulter Drive, NW importers: Roanoke, VA 24012 •iAMWI Machines`' (800)575.1343 •ECOCA® FAX (540)777 -2009 TaksmilO www.selectmachine.com Pittsylvainia County Board of Supervisors Attn: Donna Meeks RE: Dominion Air & Machinery, Co. June 13, 2013 Dear Donna Meeks, In reference to your request for information, the Select Machine Tool Group. Inc. machinery quoted by Dominion Air and Machinery company was imported to the United States by our company, Select Machine Tool Group, Inc. Dominion Air and Machinery Co, is the authorized sole distributor for Select Machine Tool Group machinery, for the state of Virginia, and also is the authorized provider for after sale warranty and repair. Should you have any questions, please feel free to call. Tha ou, Robert Stevenson. Manager P135 PITTSYLVANIA COUNTY EXECUTIVE SUMMARY AGENDA TITLE: Grant Agreement — Piedmont BioProducts SUBJECT/PROPOSAL/REQUEST: Approve Grant Agreement form for Piedmont BioProducts and authorize signature. STAFF CONTACT(S): Mr. Sides Mr. Sleep BACKGROUND: AGENDA DATE: 06 -18 -2013 ACTION: YES ITEM NUMBER: 27 INFORMATION: CONSENT AGENDA: ACTION: INFORMATION• ATTACHMENTS: Yes REVIEWED BY: G� Pittsylvania County submitted an application to the Tobacco Commission's Research & Development Fund on behalf of Piedmont BioProducts for a pilot facility to be located in the Gretna Industrial Park. By Resolution (2012- 08 -05), the Board agreed to serve as the fiscal agent with the understanding that no local matching funds will be required from the County. The grant request, in the amount of $4,000,000, was approved by the Tobacco Commission on January 8, 2013, subject to terms of the Grant Agreement. The County received a Letter of Agreement — Grant Funds, dated January 11, 2013. A follow -up transmittal from the Tobacco Commission staff stated that the wrong agreement form was sent and that a revised Research & Development agreement template was under development by the Commission's legal counsel. We received another grant approval letter and new Grant Agreement Form dated April 3, 2013. Due to the delays in processing this grant that were beyond the control of the County, we requested and received an extension of time in order to review and accept the agreement. An extension to August 2, 2013 was granted. In the review process, County staff has offered comments and suggested revisions on several occasions. Staff has attended two off -site meetings with the Tobacco Commission to discuss the agreement and reach terms that are acceptable to the County. The most recent version (attached) from the Commission included revisions requested by the County, and the County Attorney has initialed the document as approvable by the Board. RECOMMENDATION: Staff recommends that the Board review the attached documents and approve the Grant Agreement Form for the Piedmont BioProducts project in Gretna, and authorize the County Administrator to sign the agreement on behalf of the Grantee. P136 The Honorable Terry G. Kilgore Chairman The Honorable Frank M. Ruff Vice Chairman Neal E. Noyes Executive Director 701 E. Franklin Street, Suite 501 Richmond, Virginia 23219 804- 225 -2027 [ Phone 1 1-877- 807 -1086 [ Toll -Free 1 804- 786 -3210 [ Fax 1 w Aic.virginia.gov THE VIRGINIA TOBACCO INDEMNIFICATION & COMMUNITY REVITALIZATION COMMISSION January 11, 2013 Mr. William D. Sleeper County Administrator Pittsylvania County P.O. Box 426 Chatham, VA 24531 Re: Piedmont BioProducts Pilot Facility (Grant# 2638) Dear W. Sleeper: On behalf of the Commission, I hereby confirm that your request for a grant to fund the subject project was approved on January 8, 2013 in the amount of $4,000,000 subject to the terms described in the enclosed Letter of Agreement. Please review the enclosed documents, beginning with the one entitled "Grant Management Issues and Information for Grantees," which will guide you through the process of using the grant funds. Your first step will be to complete and return the required documents to this office before funds can be released. Pay particular attention to the document entitled "Letter of Agreement — Grant Funds ". You must review the document, sign it, and return the same to me no later than February 15, 2013. Documents received after that date will cause significant delays in the funding of this grant. The grant is also conditioned upon Commission participation in all press conferences or announcements related to this grant. Please contact our office to coordinate any press announcement that you may wish to make. I look forward to working with you to ensure that the funds awarded by the Commission will bring new jobs and new opportunities to the citizens in your region. Enclosure cc: Ken Moss 0 Si cerely, r ��_N Neal E. Noyes Executive Director 1`137 Greg Sides From: Capps, Sarah (TIC) <sarah.capps @tic.virginia.gov> Sent: Tuesday, January 29, 2013 10:56 AM To: Greg Sides; Dan Sleeper Cc: 'Sherry Moss'; Pfohl, Tim (TIC); Stephenson, Ned (TIC); Patterson, Suzette (TIC) Subject: agreement for R &D award #2638 sent in error Attachments: 2638_ = LOA[1].pdf RE: TICR #2638, Pittsylvania County Piedmont BioProducts Pilot Facility Dear Dan & Greg — With apologies the attached letter of agreement for TICR #2638 was sent in error and needs to be retracted. The version that was sent out is our standard letter of agreement, whereas we have a different three -party agreement that is used with the R &D grant awards. A revised version of the R &D agreement template is currently under review by our counsel. It may be — May before this process is complete. While we will not be able to disburse grant funds until there is an executed agreement, the start date on this award of January 8, 2013 remains, and once the R &D agreement is in place we will be able to reimburse eligible expenses incurred from this date forward. Sincerely, Sarah Capps Southside Grants Program Administrator Virginia Tobacco Indemnification and Community Revitalization Commission 615 -A South Main St, Chatham, VA 24531 Office: (434) 432 - 7203; Fax: (434) 432 - 7207 P138 The Honorable Terry G. Kilgore Chairman The Honorable Frank M. Ruff Vice Chairman Neal E. Noyes Executive Director 701 E. Franklin Street, Suite 501 Richmond, Virginia 23219 804 - 225 -2027 1 Phone 1 1 -877- 807 -1086 [ Toll Free 1 804 - 786 -3210 [ Fax I www.tic.virginia.gov VIRGINIA TOBACCO INDEMNIFICATION AND COMMUNITY REVITALIZATION COMMISSION April 3, 2013 Mr. William D. Sleeper County Administrator Pittsylvania County P.O. Box 426 Chatham, VA 24531 Re: Piedmont BioProducts Pilot Facility (Grant# 2638) Dear Mr. Sleeper: On behalf of the Commission, I hereby confirm that your request for a grant to fund the subject project was approved on January 8, 2013 in the amount of $4,000,000.00 subject to the terms described in the enclosed Grant Agreement. Please review the enclosed documents, beginning with the one entitled "Grant Management Issues and Information for Grantees," which will guide you through the process of using the grant funds. Your first step will be to complete and return the required documents to this office before funds can be released. Pay particular attention to the document entitled "Grant Agreement ". You must review the document, sign it, complete and execute page 8 as applicable and return the same to me no later than May 3, 2013. Documents received after that date will cause significant delays in the funding of this grant. The grant is also conditioned upon Commission participation in all press conferences or announcements related to this grant. Please contact our office to coordinate any press announcement that you may wish to make I look forward to working with you to ensure that the funds awarded by the Commission will bring new jobs and new opportunities to the citizens in your region. Enclosure cc: Ken Moss Sincerely Neal E. Noves Executive Director P139 PITTSYLVANIA COUNTY VIRGINIA William D. Sleeper County Administrator P.O. Box 426 Chatham, Virginia 24531 dan.sleeper @pittgov.org April 15, 2013 Mr. Neal E. Noyes, Executive Director Virginia Tobacco Indemnification and Community Revitalization Commission 701 E. Franklin Street, Suite 501 Richmond, VA 23219 Re: Piedmont BioProducts Pilot Facility (Grant #2638) Dear Mr. Noyes: 1 Center Street, Chatham, Virginia Phone (434) 432 -7710 Fax (434) 432 -7714 Website: w .pingov.org Due to several questions that have arisen concerning the Grant and the Memorandum of Understanding between the County and the Company, I am requesting the Tobacco Commission to allow us sixty (60) more days until Friday, August 2, 2013 to respond with the required signed grant agreement for the Piedmont BioProducts Pilot Facility. If you should have any questions concerning this request for an extension, please do not hesitate to contact my office. Your attention in this matter is greatly appreciated. William D. Sleeper County Administrator WDS/kp Cc: Ken Moss, Piedmont BioProducts ,--Ned Stephenson, Virginia Tobacco Commission Tim Kohl, Virginia Tobacco Commission Sarah Capps, Virginia Tobacco Commission Greg Sides, Assistant County Administrator J. Vaden Hunt, Esquire, County Attorney JI APR 2 3 20 13 P140 C c,.erau7f' ye rsi o n L - io - 7,013 GRANT AGREEMENT TICRC OFFICE USE ONLY Grant # aRequest_ID» This Grant Agreement (this "Agreement ") made and entered this 14th day of May, 2013 (the "Award Date "), by and among the Tobacco Indemnification and Community Revitalization Commission, a body corporate and political subdivision of the Commonwealth of Virginia (the "Commission "), Pittsvlvania County Virginia, a political subdivision of the Commonwealth of Virginia (the "Grantee "), and Piedmont BioProducts, LLC, a Virginia limited liability company (the "Company"), WITNESSETH: WHEREAS, the Virginia General Assembly created the Commission to, among other things, stimulate the economic growth and development of tobacco - dependent communities in the Southside and Southwest regions (the "Region ") of the Commonwealth of Virginia (the "Commonwealth "), and WHEREAS, the Grantee has submitted an application, which by this reference is incorporated herein and made a part of this Agreement (the "Application "), to the Commission for funding to induce the Company to acquire, construct, improve, equip, furnish and/or otherwise undertake the project entitled Piedmont BioProducts Pilot Facility described on Exhibit A attached hereto (the "Project "), and WHEREAS, the Grantee has indicated its desire to tender the Grant to the Company for its use and benefit, provided that the Company agrees to comply with the terms of this Agreement, and WHEREAS, the Commission, in reliance upon the information set forth in the Application, has determined that the Project benefits the Region and is consistent with and in furtherance of the Commission's public purposes and approved a grant to the Grantee in the amount of $4,000,000 (the "Grant ") to fund the Project, the approval and funding of such Grant the Commission has determined constitutes a valid public purpose for the expenditure of public funds and is the animating purpose for the Grant, and WHEREAS, the Commission, the Company and the Grantee desire to set forth their understanding and agreement as to the use of the Grant and the obligations of the Company and the Grantee regarding the use of the Grant, NOW, THEREFORE, in consideration of the foregoing, the mutual benefits, promises and undertakings of the parties to this Agreement, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties hereto hereby represent, warrant, covenant and agree as follows: 1. Project and Budget. The Grantee agrees to use the Grant to provide funds to the Company for that portion of the Project not being paid from other sources as set forth in the /13 P141 rev. _/13 budget for the Project attached hereto as Exhibit B (the "Project Budget "). No portion of the Grant shall be used for any purpose whatsoever other than the Project without the prior written approval of the Executive Director of the Commission (the "Executive Director "). No material changes shall be made in the scope of the Project or to the Project Budget without the prior written approval of the Executive Director. Any document signed by the Executive Director accepting a change in the scope of the Project or to the Project Budget shall set forth with specificity the accepted change. If the maximum authorized amount of the Grant exceeds the amount necessary to complete the Project, the excess shall not be disbursed to the Grantee but shall remain with the Commission or, if previously disbursed, be returned to the Commission within thirty (30) days of the earlier of the completion of the Project or the expiration of this Agreement. The Company agrees to cause the Project to be acquired, constructed, improved, equipped, furnished and/or otherwise undertaken as described in Exhibit A and will cause the Project to be completed on or before the expiration of this Agreement. The Company represents and warrants that Grant funds and funds available from the other sources specified in the Project Budget will be sufficient to cause the Project to be completed. The Company agrees to comply with any applicable governmental requirements pertaining to the Project and the use and application of Grant funds provided hereunder, including but not limited to, applicable requirements of the Virginia Public Procurement Act (Virginia Code Section 2.2 -4300 et seq., as amended). 2. Payment of Grant Funds. Subject to the terms of this Agreement, including but not limited to, satisfaction by the Company, in the sole discretion of the Commission, of the conditions set forth on Exhibit C attached hereto, the Grant shall be disbursed to the Grantee on a reimbursement basis upon submission of a signed payment request on the Commission's then current form ( "Payment Request Form ") with adequate supporting documentation. The Company and the Grantee agree to comply with the Commission's General Funding Policies, Grant Disbursement Guidelines and Guidelines for Advance of Funds as adopted by the Commission as in effect from time to time and applied in the sole discretion of the Commission. Expenses incurred prior to the Award Date are not eligible for reimbursement. Prior to any disbursement, the Commission shall have on record documentation from the Grantee designating the officers, employees or agents authorized to make a reimbursement request (such documentation may be in the form of a resolution or minutes of the Grantee appointing such designee). Reimbursement requests shall be submitted not more frequently than quarterly, unless the Commission otherwise agrees. Appropriate supporting documentation shall be attached to all Payment Request Forms and may include, but is not limited to, invoices from goods purchased and services performed, receipts, vouchers, reporting forms or other evidence of the actual payment of costs related to the Project and consistent with the Project Budget. The Grantee and the Company, as appropriate, shall also provide appropriate supporting documentation of the expenditure and application of any required matching funds for the Project as set forth on Exhibit C attached hereto. The Commission may in its sole discretion refuse to make a disbursement if the documentation is not adequate or if such disbursement does not appear to be within the Project Budget or otherwise contrary to or in violation of the provisions hereof. The Commission in its sole discretion may refuse to disburse any funds to the Grantee if the Grantee /13 -2- P142 rev. /13 has previously received a grant award and a final grant report for the previous grant award has not been received by the Commission. Unless otherwise agreed in writing by the parties hereto, the Grantee shall disburse the Grant funds to the Company within thirty (30) days of receipt of such disbursement from the Commission or return such disbursement to the Commission. The Grantee may request in writing an advance of up to twenty -five percent (25 %) of the Grant if the Company lacks sufficient working capital to fund the Project. Approval of such request shall be in the sole discretion of the Commission and shall be available no earlier than ninety days (90) prior to the start of the Project. If an advance is disbursed, the Grantee may request additional disbursements only upon submission of signed Payment Request Forms with adequate supporting documentation for actual expenditures incurred for which the previous disbursement was used. 3. Quality of Work. The Commission, and its members, employees and agents, shall have the right to inspect the Project at reasonable times from time to time. Upon a determination that the quality of work done or the progress toward completion of the Project is unsatisfactory, the Commission may take whatever action is necessary to preserve the integrity of the Grant and its original intended purpose, including but not limited to, the actions set forth in Section 9 of this Agreement. The Project may be monitored through on -site visits by representatives of the Commission or in any other manner deemed appropriate by the Executive Director. 4. Parties' Relationship. In connection with the award or the administration of the Grant, the Commission does not and shall not assume any liability for any financial or other obligations of the Company or the Grantee made to third parties, whether or not related to the Project. The Company shall provide written notice to all vendors, contractors and any other party retained to work on the Project that neither the Commission nor the Commonwealth shall be liable for the Project or any payment failure or other obligation related thereto. Such written notice shall provide that by accepting work on the Project, all such vendors, contractors and other parties release and relinquish the Commission and the Commonwealth from any claim which might otherwise be asserted, and that each party accepting such work thereby indemnifies and holds the Commission, and its members, employees and agents, harmless against any and all such obligations; and further, that if any action is brought against the Commission, or its members, employees or agents, the party accepting such work shall be liable for all legal expenses and other costs related to such action. The Company is and will be acting as an independent contractor in the performance of the Project, and agrees to be responsible, where found liable and to the extent not covered by insurance or specified by statute, for the payment of any claim for loss, personal injury, death, property damage, or otherwise arising out of any act or omission of its members, employees or agents in connection with the performance of the Project. Nothing contained herein shall be deemed an express or implied waiver of the sovereign immunity of the Commission or the Commonwealth. In the event the Commission is required to take legal action under this Agreement, the Company shall be liable for any of the Commission's costs expended for the administration and enforcement of this Agreement, including but not limited to, reasonable attorney's fees and court costs that are attributable to failure by the Company to comply with its obligations hereunder. In /13 -3- P143 rev. _/13 addition, to the extent permitted by law, the Grantee shall be liable for any of the Commission's costs expended for the administration and enforcement of this Agreement, including but not limited to, reasonable attorney's fees and court costs that are attributable to failure by the Grantee to comply with its obligations hereunder. 5. Recordkeeping. The Company shall maintain proper books of record and account with respect to the Grant and the Project in which accurate and timely entries shall be made in accordance with generally accepted accounting principles, consistently applied, during the term of this Agreement. Grant funds shall be held in a separate and segregated account (the "Fund ") and the Fund shall reflect all activity of the Grant funds received for the Project, itemized by category of expenses in the same manner as in the Project Budget. The Company shall retain all invoices from goods purchased and services performed, receipts, vouchers, reporting forms or other evidence of the actual payment of costs related to the Project. All books of record and account and all records of receipts and expenditures with respect to the Grant and the Project and copies of Payment Request Forms with supporting documentation and annual and final reports submitted to the Commission shall be retained for at least three (3) years after the later of the completion of the Project or the expiration of this Agreement. The Commission, and its members, employees and agents, shall have the right at reasonable times from time to time to inspect and make copies of the books and records of the Company and the Fund. 6. Annual Reports. The Company shall submit to the Commission annual financial and narrative reports reflecting activity in the Fund and progress made toward completion of the Project. Annual financial reports shall be presented on the Commission's grant reporting form then in effect (the "Grant Reporting Form "). Annual narrative reports shall indicate the progress made toward achieving the goals of the Grant and shall be submitted with the Grant Reporting Form. Annual reports shall be due one year from the Award Date and annually thereafter until the Project is complete. The Commission reserves the right to request additional information to supplement the information provided in the Grant Reporting Form or the annual narrative reports, including but not limited to, the Company's audited financial statements. 7. Final Report. The Company shall provide a final financial and narrative report to the Commission within thirty (30) days of the earlier of the completion of the Project or the expiration of this Agreement. The final report shall contain the type of information contained in the annual reports, including a narrative as to the success of the Project and a description of the long -term achievements and expectations for the Project. The Commission may withhold final disbursement of up to ten percent (10 %) of the Grant until receipt of a final report that is in all respects satisfactory to the Commission. After the completion of the Project and expiration of this Agreement, the Commission may in its sole discretion require additional reporting on the long -term achievements and expectations of the Project. 8. Interim Reports. In addition to the annual reports and final report required by Sections 6 and 7 of this Agreement, the Commission may reasonably request that the Company submit additional or interim information from time to time to ensure that the provisions of this Agreement are properly carried out, administered and enforced. /13 -4- P144 rev. _/13 9. Misuse of Award; Rights of Commission. If the Commission determines that the Grantee has failed to comply with any material term or condition or obligation of the Grantee in this Agreement, including but not limited to, the Grantee making in any material respect a false or misleading statement or other written or oral representation, warranty or statement firmished or made to the Commission in this Agreement, the Application or otherwise, the Commission in its sole discretion may withhold any further disbursements to the Grantee and, in addition: (a) rescind the Grant by written notice to the Company and the Grantee, in which event the Grantee, without regard to whether the Grantee has received repayment from the Company, shall be obligated to return to the Commission, within five (5) days following receipt of such notice, an amount, from legally available funds, equal to all Grant payments received pursuant to this Agreement, plus interest from the date of receipt of such notice at the prime rate set forth in the Wall Street Journal on the date of such notice; (b) require the Grantee to take whatever action at law or in equity the Commission may direct in order to recover any Grant funds not used for the actual payment of costs related to the Project and consistent with the Project Budget, and comply with any procedures that the Commission may direct in order to prevent further improper use of the Grant; (c) take any other action as necessary to preserve the integrity of the Grant and to preserve Grant funds for appropriate uses; (d) determine that the Grantee is ineligible to receive future grant funding through the Commission; (e) withhold any and all disbursements requested by the Grantee from the Commission under any other grant previously approved by the Commission; and/or (f) take such judicial action as is necessary to collect any amounts owed, including legal action for breach of this Agreement, pursuant to this Section or as otherwise provided in this Agreement. If the Commission determines that any part of the Grant has not been used for the Project or for a purpose otherwise approved in writing by the Executive Director, or that the Company has failed to comply with any material term or condition or obligation of the Company in this Agreement, including but not limited to, the Company complying with the reporting requirements of this Agreement or making in any material respect a false or misleading statement or other written or oral representation, warranty or statement furnished or made to the Commission in this Agreement, the Application or otherwise, the Commission in its sole discretion may withhold any further disbursements to the Grantee and, in addition: /13 (g) rescind the Grant by written notice to the Company and the Grantee, in which event the Company shall be obligated to return to the Commission, within five (5) days following receipt of such notice, an amount equal to all Grant payments received - 5 - P145 rev. _/13 pursuant to this Agreement, plus interest from the date of receipt of such notice at the prime rate set forth in the Wall Street Journal on the date of such notice; (h) require the Company to take whatever action at law or in equity the Commission may direct in order to recover any Grant funds not used for the actual payment of costs related to the Project and consistent with the Project Budget, and comply with any procedures that the Commission may direct in order to prevent further improper use of the Grant; (i) take any other action as necessary to preserve the integrity of the Grant and to preserve Grant funds for appropriate uses; and/or 0) take such judicial action as is necessary to collect any amounts owed, including legal action for breach of this Agreement, pursuant to this Section or as otherwise provided in this Agreement. The Company agrees to pay the Commission's attorneys' fees and actual costs incurred in the collection of funds or for the enforcement of any obligations of the Company set forth in this Agreement. To the extent permitted by law, the Grantee agrees to pay the Commission's attorneys' fees and actual costs incurred in the enforcement of any obligations of the Grantee set forth in this Agreement. The Commission reserves the right to modify or withhold any disbursement of Grant funds if the Commission in its sole discretion determines that it is necessary in order to protect the purposes and objectives of the Commission and the Grant or to comply with any law or regulation applicable to the Commission, the Grant, the Company and/or the Grantee. 10. Sale or Encumbrance; Security Interest. Until the Commission has determined that the public purposes of the Grant have been satisfied, none of the assets or property acquired, constructed, improved, equipped, and/or furnished as part of the Project shall be leased, sold, exchanged, disposed of, hypothecated, mortgaged or encumbered without the prior written approval of the Executive Director. In the event that such asset or property is leased, sold, exchanged, disposed of, hypothecated, mortgaged or encumbered without the prior written approval of the Executive Director, the Commission may assert its interest in the asset or property to recover the Commission's share of the value of such asset or property and /or recover from the Company, unless otherwise prohibited by law. The Company hereby pledges, delivers and assigns to the Commission and, as its interests may be, to the Grantee, a security interest in, to and on all property purchased with the Grant, which security interest shall be held by the Commission and, as applicable, the Grantee to secure the Company's full performance under this Agreement. Upon the request of the Commission and, as applicable, the Grantee, the Company will execute, provide and sign all documents necessary to establish and/or perfect Commission's and, as applicable, the Grantee's security interest in such property, including deeds of trust, supplemental deeds of trust, amendments or modifications hereto, financing statements, continuation statements or other instruments and documents which may be reasonably required from time to time. The Commission —/—/13 _6_ rev. _ /13 P146 will release its security interest upon the Company's full performance under this Agreement, including, without limitation, the Company's full compliance with all reporting requirements required herein, and once the Commission has determined that the public purposes of the Grant have been satisfied. 11. Press Releases. Each of the Company and the Grantee agrees that it shall not issue any press releases or other public statements regarding the Grant without the prior written consent of the Commission. 12. Future Funding. The Grant provided pursuant to this Agreement shall not be deemed to be an actual or implied promise of the Commission to fund the Project except as provided for herein. No representation by the Commission, or its members, employees or agents, shall be binding unless set forth in writing and signed by the Executive Director. In addition to the other remedies provided by law or in this Agreement, if the Company or Grantee fails to comply with the terms of this Agreement, the Project shall not be entitled to additional funding by the Commission. 13. Entire Agreement. To the extent there are inconsistencies between this Agreement and its supporting documents, including the Application and the exhibits attached hereto, this Agreement shall control. This Agreement expresses the entire understanding and all agreements between the Commission, the Company and the Grantee and may not be modified except in a writing signed by the Commission, the Company and the Grantee. 14. Governing Law; Jurisdiction; Venue. This Agreement shall be governed by the applicable laws of the Commonwealth. The venue of any judicial action shall be in the Circuit Court of the City of Richmond, Virginia, and such litigation shall only be brought in such court. 15. Limitation of Commission's Liability. Nothing herein shall be deemed to be a covenant, agreement or obligation of a present or future member of the Commission or of an employee or agent of the Commission. No member, employee or agent of the Commission shall incur any personal liability with respect to any action taken by him or her pursuant to this Agreement. 16. Severability. If any provision of this Agreement shall be held invalid by any court of competent jurisdiction, such holding shall not invalidate any other provision hereof. 17. Public Documents. Unless specifically exempted pursuant to the Virginia Freedom of Information Act (Virginia Code Section 2.2 -3700 et seq., as amended), all reports, documents, financial data and other information provided to the Commission shall be public records. 18. Notices. Unless otherwise provided for herein, all notices, approvals, consents, correspondence and other communications pursuant to this Agreement shall be in writing and shall be deemed received upon receipt or refusal after mailing of the same in the United States Mail by certified mail, postage fully pre -paid or by overnight courier (refusal shall mean return of certified mail or overnight courier package not accepted by the addressee) to (a) the Commission at 701 East Franklin Street, Suite 501, Richmond, Virginia 23219, Attention: /13 -7- P147 rev. /13 Executive Director, (b) the Grantee at the address set forth below, or (c) the Company at the address set forth below. 19. Conditional Funding. In the event that disbursement of Grant funds is contingent upon the happening of an event or events described herein that have not yet occurred as of the Award Date, the Commission may withdraw the Grant if such event or events have not been substantiated with appropriate documentation satisfactory to the Commission within twelve (12) months of the Award Date. This Agreement is subject to the availability of Commission funds. If such funds become unavailable and the Commission is unable to obtain sufficient funds, this Agreement shall be amended or terminated, as appropriate. 20. Expiration. Thirty -six (36) months after the date on which the Grant is approved, the Grant shall be automatically rescinded with respect to all funds not yet disbursed by the Commission, unless an extension is granted in writing by the Commission. 21. Survival. The rights and remedies available to the Commission shall survive any expiration or termination of this Agreement, including but not limited to, Sections 4, 7, 9, 10 and 21. 22. Counterparts. This Agreement may be executed in counterparts, each of which shall be an original, and all of which together shall constitute but one and the same instrument. _/_/13 [Remainder of this page intentionally left blank.] -8- P148 rev. _/13 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date first written above. TOBACCO INDEMNIFICATION AND COMMUNITY REVITALIZATION COMMISSION, a body corporate and political subdivision of the Commonwealth of Virginia Signature of Executive Director: Printed Name of Executive Director: Date: Pittsylvania County Signature of Grantee's Chief Executive: Printed Name of Grantee's Chief Executive: Date: Grantee Information: Phone # e -mail Federal ID # Peidmont BioProducts, LLC Signature of Company's Chief Executive: Printed Name of Company's Chief Executive: Date: Company Information: Phone # e-mail Federal ID # /13 !SIR P149 APPROV/�D,'AS T F RM 7U' fM Uh � J. VADEN HUNT, ESQ. ATTORNEY, PITTSYLVANIA COUNTY rev. _/13 1/ /13 Project Description A -1 P150 Exhibit A rev. _/13 1% 13 Project Budget ME Pisa Exhibit B rev. /13 Exhibit C Grant Conditions Disbursement Limitations. Grant funds shall not, directly or indirectly, be used for any purpose whatsoever outside of the Region without the prior written approval of the Executive Director. Matching Requirement. The Company shall obtain non - Commission funding commitments for the Project in an amount at least equal to the Grant (i.e., the Commission will fund no more than fifty percent (50 %) of the costs related to the Project). Prior to the disbursement of any Grant funds, Grantee shall provide documentation satisfactory to the Commission of the Company's eligible non - Commission funds. Non - Commission funds expended prior to the Award Date are not eligible. Unless otherwise approved by the Commission, eligible non - Commission funds shall mean cash available to the Company to pay costs related to the Project. Project Commercialization. In the event that products or services created, developed, invented, manufactured or tested using Grant funds are produced or sold (any or all of such is to "Commercialize" or a "Commercialization "), such Commercialization must first and fully occur within the Region to satisfy the public purposes of the Grant. Until the Commission has determined that the public purposes of the Grant have been satisfied and all commitments of the Company and the Grantee with respect to the Project have been fulfilled, the Company shall not, nor permit any of its affiliates, subsidiaries, successors or assigns to, Commercialize outside of the Region those products or services created, developed, invented, manufactured or tested using Grant funds without the express written approval of the Executive Director. The Company agrees to provide not less than thirty (30) days written notice to the Commission of the occurrence of any Commercialization, whether within or without the Region, as provided herein. Reimbursement for Administrative Expenses Limitations. In accordance with the Project Budget, no more than ten percent (10 1/o) of Grant funds shall be disbursed to cover costs related to the administration of the Grant and/or management of the Project (e.g., non - scientific, administrative, marketing or legal services). _/_/13 C -1 P132 rev. _/13 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NJ Emergency Declaration for Construction - Jail 1 06 -18 -2013 28 ACTION: INFORMATION: SUBJECT/PROPOSAUREOUEST: Emergency Declaration CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): Mr. Sleeper I ATTACHMENTS: BACKGROUND: In the past weekend, some issues arose in the Pittsylvania County Jail concerning the number of insects, which led to an addition problem concerning broken pipes under the slab of the existing jail. In accordance with section 2.2- 4303 -F of the Code of VA 1950 as amended for purchasing requirements in the case of an emergency staff is recommending the Board of Supervisors declare an emergency for purchasing in the Pittsylvania County Jail and to ratify current actions of county staff and the sheriff's department in order to protect employees an inmates in the Pittsylvania County Jail and correct current construction problems concerning piping under the slab in the Pittsylvania County Jail. RECOMMENDATION: The staff recommends the Board of Supervisors declare an emergency for purposes of purchasing under section 2.2- 4303 -F of the Code of VA 1950 as amended and ratify actions of staff and the sheriff's department for emergency purchases necessary for the protection of employees and inmates of the Pittsylvania County Jail beginning June 1, 2013 authorizing that all purchases are made from appropriated funds in the 2012 -2013 budget. P153 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Penalty Waiver- Industry Tax SUBJECUPROPOSAUREOUEST: Request for Penalty Waiver STAFF CONTACT(S): Mr. Sleeper BACKGROUND: AGENDA DATE: 06 -18 -2013 ACTION: CONSENT AGENDA: ACTION: ATTACHMENTS: 29 INFORMATION: INFORMATION: Whereas Pittsylvania County issues tax tickets twice a year and requires that they be paid by June 5 and December 5 and that a 10% penalty is automatically assessed when the taxes are late. Attached hereto is a letter from one of Pittsylvania County's honored corporate citizens that due to the fact that their head office is in another state and another country they had difficulty with the mail system of getting the taxes to the treasurer's office on time and they appear to have arrived one day late. In consideration of the history that this company has provided for Pittsylvania County, the staff recommends that the Board of Supervisors consider waiving the penalty since they have already paid the required taxes. RECOMMENDATION: The staff recommends that the Board of Supervisors vote to waive the required penalty for late payment considering the time and the history of this corporate citizen. P154 June 5, 2013 / �� William D. Sleeper County Administrator Pittsylvania County P.O. Box 426 Chatham, VA 24531 RE: Intertape Polymer Corp. FEIN: 57-1088158 Account Number 85239 Late Filing Penalty - 2013 Business Personal Property Taxes Dear Mr. Sleeper, We are writing this letter in reference to the 2013 Business Personal Property Tax Bill we received for Intertape Polymer Corp. ( "IPC" or "the Company "). In addition to the assessment of $509,105.70 for 2013 tangible personal property taxes, the bill included a late tilinl; penalty of $50,910.57. The Company filed its 2013 Manufacturer's Reporting Form for Tangible Personal Property on the afternoon of February 15, 2013. The person responsible for mailing it prepared a certified mail return receipt for the package and drove it to the nearest post office to ensure a timely filing. However, due to inexperience, she unintentionally failed to obtain the stamp on the certified mail receipt. Instead, she placed the package in a post office box because the box indicated a pick -up time of a time later that afternoon. Upon receiving the tax statement with the assessed penalty, she called the Commissioner of Revenue's office and was informed that the post office did not postmark the envelope until February 16, 2013 and, hence, a late filing penalty was assessed. As you may know from our recent announcements, the Company has been making significant investments to improve the business with our plant rationalization plans, including efforts to move additional operations into our Danville plant. As such, a penalty of $50,910.57 would be a significant financial burden at this time. Given our positive history as a corporate citizen of the city of Danville and the county of Pittsylvania for the last 26 years in timely remitting approximately $500,000 in property taxes each year and timely filing all returns (e.g., income, sales /use, property, annual filings, etc.) along with our good faith efforts to remit the 2013 return in a timely manner, we respectfully request abatement of the $50, 910.57 penalty for the one -day late postmarking of the property tax return filed in February 2013. Please also find attached a copy of the check for the first installment of our 2013 business personal property taxes of $254,552.85 and a tracking slip for the package. a ent, Land sury 3 • • intertape polymer group- VENDOR NO. 101708 CHECKDATE 06/05/13 NO. 114772 DATE I INVOICE NO AMOUNT DISCOUNT NET AMOUNT 060313 2013PPT- MACHIN. &TOOLS 1ST 254,552.85 254.552.85 254,552.85 254,552.85 .. ntertape polymer group'" VENDOR NO. 101708 CHECK DATE o8/o5 /1s NO. 114772 DATE INVOICE NO AMOUNT DISCOUNT NET AMOUNT 060313 2013PPT- MACHIN. &TOOLS IST 254,552.85 —_- 254.5.52.85 254,552.85 254,552.85 et DETACH BEFORE DEPOSITING No. 114772 • •ry intertape polymer group" 17 3 514 Wets Forgo Bank NA. [pan Wert, OH y�e Check Deb 08!05/13 e12 9600152544 PAY TWO HUNDRED FIFTY FOUR THOUSAND FIVE HUNDRED FIFTY TWO AND M /100 ........... * - -MOUNT $+ ;`254,552.$5 VMA 1W D" P•y®Ie neY se= TO THE TREASURER PITTSYLVANIA COUNTY ORDER SHIRLEY 1. SIMPSON OF PO BOX 230 Aubwk d 64nW vY CHATHAM VA 24531 -230 I,utn «W4 Spronne asI Lt, 7721" i:0Ls L 20 30 2Li: 9600 LS2S44'to P156 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: VHF Radio Antenna Agreement SUBJECUPROPOSAUREOUEST: Mutual Aide Agreements — Town of Gretna STAFF CONTACT(S): Mr. Sleeper BACKGROUND: AGENDA DATE: 06 -18 -13 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes ITEM NUMBER: 30 INFORMATION: INFORMATION: Pittsylvania County's Emergency 911 Center is installing new tower sites throughout the County for the new P25 700Mhz Radio System. DISCUSSION: Mr. Davis has had a discussion with the Town Manager for the Town of Gretna 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 the County would be allowed to access with a backup emergency radio communications system for the northern end emergency responders. In exchange, the County will have access within the Dispatch Consoles to communicate on their radio systems in an emergency. The Town technically does not own the repeater but they have the FCC License in their name. The repeater belongs to the Gretna Fire Department and the Gretna Rescue Squad. The County will not be responsible for the maintenance of their repeater equipment. This repeater will be for the exclusive use of the Fire and Rescue Members and the Pittsylvania County Department of Emergency Management. The two volunteer agencies had to replace their old repeater for this new one. The cost of the repeater was shared between the two agencies. 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 yearly agreement with the Town of Gretna for the Radio Mutual Aid Agreement. Staff recommends that the Board of Supervisors provide a one -time reimbursement of $1,000.00 to the Town of Gretna, who would in turn issue a check to the Gretna Fire Department and the Gretna Rescue Squad equally in the amount of $500.00. This reimbursement would assist in the volunteer agencies cost of their new repeater. This will be paid from the E -911 line item 100 -4- 035500- 810700 — Capital Outlay P157 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 the TOWN OF GRETNA, VIRGINIA, (the "Town" and/or "WNLP244 Station Members "). WITNESSETH WHEREAS, it is deemed to be mutually beneficial to both the County and WNLP244 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 the County, said equipment 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 WNLP244 Station Members desire that the terms and conditions of the Agreement be established; WHEREAS, the BOS will provide a one -time contribution to the Town to help recover its repeater costs at an amount not to exceed $1,000.00. This repeater will be for the exclusive use of the Fire and Rescue Members and the Pittsylvania County Department of Emergency Management. NOW, THEREFORE, that for and in consideration of the mutual benefits to be derived by the County and WNLP244 Station Members from this Agreement, said parties hereby covenant and agree, each with the other, as follows: 1. The Town owns a repeater with FCC Call Sign WNLP244 Emergency Radio Station; 2. The Town 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 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. Page 1 of 2 P158 IN WITNESS WHEREOF, William D. Sleeper, County Administrator, County of Pittsylvania, Virginia, and David Lilly, Town Manager, Town of Gretna, Virginia, 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 TOWN OF GRETNA David Lilly Title: Town Manager APPROVED S TO FORM: TP4 J. Vaden Hunt, Esq. Pittsylvania County Attorney Page 2 of 2 P159 PITTSYLVANIA COUNTY Board of Supervisors AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Ringgold Volunteer Fire Department Ladder Truck 1 06 -18 -2013 31 ACTION: INFORMATION: SUBJECUPROPOSAU/REOUEST: Yes Funding CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): Mr. Sleeper ATTACHMENTS: No BACKGROUND: Industries and businesses in the Ringgold Volunteer Fire Department Service Area have asked for several years for a ladder truck to be available particularly for the industrial buildings to be able to get over top of the middle of the building if there is a fire. In the 2013 -2014 budget, staff had proposed a $200,000 funding source to help purchase this ladder truck. This was cut during the budget process. Some industries have contacted the County Administrators office requesting the support of a ladder truck in the Ringgold service area, particularly the Cane Creek Center. Ringgold Volunteer Fire Department has built on to their fire station in order to house a ladder truck. RECOMMENDATION• The staff submits this to the Board of Supervisors for their review and consideration. P160 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Contract for Financial Advisor Services — EDGE 1 06 -18 -2013 Municipal Advisor SUBJECT/PROPOSAL/REQUEST: Contract Proposal STAFF CONTACT(S): Mr. Sleeper BACKGROUND: ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 32 INFORMATION: INFORMATION: The Board of Supervisors agreed to sign a contract with EDGE Municipal Advisor Service working specifically with Ned Smithers in Midlothian, VA. The Board requested a proposal of estimated costs before any actions requesting financial advisory assistance was asked for. Attached hereto are three proposed program needs the county has to look at with its financial advisor and the estimated cost for those needs is: a.) Modeling county's debt portfolio - $4,320 b.) Developing five year forecast model including CIP - $13,500 c.) Interactive modeling - $2,700 These costs are the maximum based on the proposed hours for a top financial consultant. The staff recommends that the Board of Supervisors authorize that Program A begin immediately, $4,320, the Board approve necessary funding to bring financial advisor to a work session of the Board to explain the modeling and interactive financial modeling to the Board and the board to be able to meet Mr. Ned Smithers. P161 EDGE MUNICIPAL ADVISORS To: Dan Sleeper County Administrator From: Ned Smither Edge Municipal Advisors Topic: Initial Tasks, Financial Advisory Engagement Date: 6/10/13 Dan, Per our conversation, I would like to outline the initial tasks to be completed for you and your Board of Supervisors. I have outlined these tasks with a brief description and estimated hours as follows: 1) Initial modeling of County's debt portfolio in a method that will provide EDGE with the capabilities of (16 hours estimated by EDGE): a. Understanding existing issues and timing of payments that face the County b. Continued monitoring of existing refunding alternatives. This will give the County and EDGE the opportunity to react quickly, preparing in advance, for these opportunities as they occur in the marketplace. After initial modeling, this database gets updated when new debt is issued or when existing debt is refunded, with minimum additional hours. 2) Development of financial forecast model for the County, projecting future fund balances, tax rates, debt ratios and debt capacity. a. The model will become the basis for future planning for the County's long term financial plan. The initial plan is more time intensive as the County's historical financial data is reviewed and studied to make sure that the base numbers in the forecast models are fundamentally sound. (40 -60 hours estimated by EDGE) b. Upon the development of the base forecast model, County staff and Board of Supervisors members will be able to "layer on" proposed capital projects and operating budget decisions in an effort to see the long term financial impact of that decision, including (estimated 8 -12 hours per meeting): 1. Optimal timing for the capital project 2. Impact on County debt and fund balance policies 3. Projected tax rates c. The model is interactive, providing the opportunities to instantly see the impact of "what if' questions that often occur in planning sessions. Please let me know if you would like to proceed with these services. IYifiif!�? P162 AGENDA TITLE: Amendment to By -laws SUBJECU/PROPOSAUREOUEST• Amendments STAFF CONTACT(S): Mr. Sleeper BACKGROUND: PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: 06 -18 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 33 INFORMATION: INFORMATION: The Board of Supervisors by -laws authorize amendments to be presented and must be laid over until the next meeting of the Board before action can be taken. Honorable Coy E. Harville has requested two (2) amendments to current by -laws that a number of counties have adopted as follows: (1) See attached wording concerning Voting and Conflict of Interest (2) To eliminate Section 2.11 of the By -Laws (see Attached) RECOMMENDATION: Attached hereto is a proposed recommendation for the Board of Supervisors to review and consider. P163 Rebecca Flippen From: J. Vaden Hunt Sent: Friday, June 14, 2013 2:28 PM To: Dan Sleeper Cc: Rebecca Flippen; Brenda Robertson Subject: FYI Each member present when a question is put shall vote "yes" or "no." No member shall be excused from voting except on matters involving the consideration of his own official conduct or where his own financial interests are involved or where he may have a conflict of interest, pursuant to the Virginia State and Local Government Conflict of Interests Act (Title 2.2, Chapter 31 of the Code of Virginia, Section 2.2 -3100, 1950, as amended). J. Vaden Hunt Pittsylvania County A €toraey Pittsylvania County attorney's 0Mce PITTSYLYANIA COUNTY VIRGINIA Tel. (434) 432 -7918 Mobile. (434) 822 -3891 Fax. (434) 432-7714 vaden.hunt@pittgov.org www.pittgov.org/county_attorney.htm VSB #: 65574 1 Center Street P.O. Box 426 Chatham, VA 24531 THIS EMAIL AND ANY ATTACHMENTS HERETO ARE CONFIDENTIAL AND NOT FOR REDISTRIBUTION. THIS EMAIL AND ANY ATTACHMENTS MAY NOT BE RELEASED UNDER THE VIRGINIA FREEDOM OF INFORMATION ACT WITHOUT PRIOR APPROVAL. This email and any attachments may contain confidential personnel matters andror protected legal information, communications protected by attorney /client privilege, items or information protected by the attorney work product doctrine, information related to pending litigation orprepared in anticipation of litigation, andror confidential settlement negotiations. The receipt of such information or items by any unauthorized person does not constitute a waiver of those privileges. If you have received this email or any attachments in error, please notify the sender immediately at (434) 432 -7720, and by reply email, and delete this email and any attachments to it from yourin -box, sent items, and deleted items. Thank you. P164 Rebecca From: J. Vaden Hunt Sent: Friday, June 14, 2013 2:35 PM To: Dan Sleeper Cc: Rebecca Flippen; Brenda Robertson Subject: I would propose to add Mr. Harville's no abstention addition to the following BOS bylaw 2.13. Quorum and Method of Voting At any meeting a majority of the supervisors shall constitute a quorum. All questions submitted to the Board for decision shall be determined by a viva voce vote of a majority of the supervisors voting on any such question, unless otherwise provided by law. The name of each member voting and how he or she voted must be recorded. The Board of Supervisors has elected not to have a tie breaker as provided for by the Code of Virginia, and a tie vote on any motion shall be considered defeated as provided for in Section 15.2 -1420 of the Code of Virginia, 1950, as amended. J. Vaden Hunt Pittsylvania County Attorney Pittsylvania County Attorney's Office PITTSYLVANIA COUNTY VIRGINIA Tel. (434) 432 -7918 Mobile. (434) 822 -3891 Fax. (434) 432 -7714 vaden.hunt@pittgov.org www. pittgov, org /coup ty_attorn ey. htm VSB #: 65574 1 Center Street P.O. Box 426 Chatham, VA 24531 THIS EMAIL AND ANY ATTACHMENTS HERETO ARE CONFIDENTIAL AND NOT FOR REDISTRIBUTION. THIS EMAIL AND ANY ATTACHMENTS MAY NOT BE RELEASED UNDER THE VIRGINIA FREEDOM OF INFORMATION ACT WITHOUT PRIOR APPROVAL. This email and any attachments may contain confidential personnel matters and/or protected legal information, communications protected by attomey /client privilege, items or information protected by the attorney work product doctrine, information related to pending litigation orprepared in anticipation of litigation, and/or confidential settlement negotiations. The receipt of such information or items by any unauthorized person does not constitute a waiver of those privileges. If you have received this email or any attachments in error, please notify the sender immediately at (434) 432 -7720, and by reply email, and delete this email and any attachments to it from your in -box, sent items, and deleted items. Thank you. P165 BY -LAWS, RULES OF PROCEDURE AND STANDARDS OF CONDUCT OF THE BOARD OF SUPERVISORS PITTSYLVANIA COUNTY, VIRGINIA (B.S.M. 2/02/04, 4/15/08, 2/02/09, 2/01/10, 4/20/10, 9/20/11, 6/19/12,1/7/13, 2/04/13) PURPOSE: To establish and set forth certain rules to provide for the orderly conduct of County business, to prescribe the manner and procedure by which the Board of Supervisors shall conduct matters of business, and to provide for the efficient handling thereof. GENERAL: The term `Board of Supervisors" shall also be understood to mean "the Board" wherein it appears. ARTICLE I. Election, Composition, and Function of the Board 1.1. The Board shall be composed of seven members who shall be elected by the qualified voters of the County; one member shall be elected from each of the seven election districts for a concurrent term of four years. 1.2. At the first regular meeting of the Board in January each year, there shall be elected a chairman to serve for a period of one year expiring on December 315, or until replaced by the Board membership. The County Administrator, serving as temporary Chairman, shall take nominations. Nominations require a second, and the vote will be taken in the order the nominations are made. A majority vote is required; a majority shall mean four (4) votes. It shall be the Chairman's duty to preside at all Board meetings, to maintain the orderly conduct thereof, and rule on all matters of parliamentary procedure. He shall sign all voucher warrants of the County; and when the Board is not in session, he shall provide policy guidance to the County Administrator and the County Attorney. The Chairman shall continue to be a voting member of the Board. 1.3. The Board shall also elect a Vice - Chairman to serve a concurrent term with the Chairman. In absence or incapacity of the Chairman, the Vice - Chairman shall assume all the duties and functions of the Chairman. In the case where the Chairman and Vice Chairman are absent from a meeting, the members present shall choose one of their number as temporary Chairman. 1.4. The Board shall have both administrative and legislative responsibilities, some of which shall be discharged in their role as governing body and some of which they derive as an administrative political subdivision of the Commonwealth. The powers and duties of the Board shall include, but not be limited to, the following: preparation and adoption of the County Budget, levying of taxes, appropriating funds, constructing and maintaining County buildings, making and enforcing ordinances, providing for the general health safety and welfare of the public, and P166 generally exercising all other powers and functions normally attributed to government and permitted by the Laws of the Commonwealth. ARTICLE 11. Meetings 2.1. The Board shall meet regularly on the first Monday and the third Tuesday of each month at 7:00 p.m. in the County Courthouse for the purpose of discharging their administrative and legislative responsibilities. 2.2. All such meetings shall be open to the public and shall be conducted in an orderly fashion with "Robert's Rules of Order" modified by State Law, being used as the parliamentary procedure. 2.3. The Sheriff of the County or his designee shall act as "Sergeant of Arms" at all meetings of the board and shall, when so directed by the Chairman, expel any person or persons from such meetings. 2.4. For the purpose of address and order, the Board and its staff shall sit in front of the "public rail" in the Courtroom and all other persons shall sit behind the "public rail ". 2.5. Agendas shall be prepared by the Board's staff and used at all meetings. All items requested to be placed on the agenda shall be submitted in writing to the County Administrator five (5) working days before the meeting; however, members of the Board of Supervisors may make oral requests. Any items received after that time shall appear on the next regular meeting agenda unless all members of the Board are present and by a unanimous vote to place such items upon the agenda. 2.6. The order of business at all regular meetings of the Board shall be as follows: No additional items of business shall be considered after the agenda is approved. Call to Order Roll Call Pledge of Allegiance Items to be Added to the Agenda Approval of Agenda Hearing of Citizens Consent Agenda Public Hearing (if any) P167 Presentations (if any) Unfinished Business New Business Appointments Reports from Board Members Reports from Officers and Committees Reports from County Administrator Closed Meeting (if needed) Adjournment 2.7. All presentations to the Board shall normally be limited to no more than ten (10) minutes, except as herein provided. 2.8. Public hearings shall be conducted as follows and any person wishing to address the Board shall do so in this manner: Each person addressing the Board shall step up, give his/her name and district in an audible tone of voice for the record, and unless further time is granted by the Chairman, shall limit his/her address to three (3) minutes; speakers for a group shall be limited to ten (10) minutes. Speakers shall conclude their remarks at that time unless the consent of the Board is affirmatively given to extend the speakers allotted time. No person shall be permitted to address the Board more than once on the same subject in any one meeting, but may also address the Board once on more than one subject. All remarks shall be addressed to the Board as a body and not to any individual member thereof. No person, other than the Board and the person having the floor, shall be permitted to enter into any discussion, either directly or indirectly or through a member of the Board, without first being recognized by the Chairman. No question shall be asked a Board member except through the Chairman. 2.8.1 Hearing of Citizens shall be indentifred on the agenda of regular meetings of the Board of Supervisors. Each person addressing the Board shall be a resident or land owner of Pittsylvania County, or the registered agent of such resident or land owner. Each person shall step up, give his/her name and district in an audible tone of voice for the record, and unless further time is granted by the Chairman, shall limit his/her address to three (3) minutes. Speakers shall conclude their remarks at that time, unless the consent of the Board is affirmatively given to extend the speaker's allotted time. All remarks shall be addressed to the Board as a body and not to any individual member thereof. No person, other than the Board and the person having the floor, shall be permitted P168 to enter into any discussion, either directly or indirectly or through a member of the Board, without first being recognized by the Chairman. No question shall be asked a Board member except through the Chairman. 2.9. The Board may from time to time hold special, adjourned, and informational meetings in accordance with the Laws of the Commonwealth. 2.10. Each oral motion or resolution shall betaken down by the Deputy Clerk or Chairman and read back to the whole Board by the Deputy Clerk or the Chairman before any vote is taken. 2.11. Matters presented by the Board are generally used for individual Board members to share information with other members of the Board and the public. Unless an emergency or timely action is required, items presented under this heading requiring action will be for future agenda items or for additional information from staff members only. No item presented under this heading or at any point during the meeting will be acted upon at the meeting at which presented. However, such item shall be scheduled for Board action at a subsequent meeting within a reasonable period of time or unless withdrawn by the advocate Board member. Prior to the agenda being prepared, a member of the Board may contact the Clerk or Deputy Clerk and have an item included under this heading. The County Administrator shall prepare an Executive Summary which will inform other members of the Board of the particulars pertaining to this item. 2.12. Closed Meetings of the Board shall be requested in the same manner as prescribed in Section 2.5 or by a motion to suspend the rules carried by a majority of the Board; provided all Board members are present. 2.13. Quorum and Method of Voting At any meeting a majority of the supervisors shall constitute a quorum. All questions submitted to the Board for decision shall be determined by a viva voce vote of a majority of the supervisors voting on any such question, unless otherwise provided by law. The name of each member voting and how he or she voted must be recorded. The Board of Supervisors has elected not to have a tie breaker as provided for by the Code of Virginia, and a tie vote on any motion shall be considered defeated as provided for in Section 15.2 -1420 of the Code of Virginia, 1950, as amended. 2.14. Procedure for Roll Call for Board Members (1) The Members of the Board shall cast votes in district order on a rotating basis. (2) The Chairman of the Board of Supervisors shall cast the last vote. P169 Article III. County Administrator 3.1. The Board may appoint a County Administrator who shall serve at the pleasure of the Board. Once appointed, the County Administrator shall be the Chief Administrative Officer of the County and shall perform his/her duties in accordance with the laws of the commonwealth and the policies of the County as established by the Board in regular or special session for that purpose. When the Board is not in session, the County Administrator shall receive guidance concerning policy from the Chairman, and in his absence, the Vice - Chairman. 3.2. The County Administrator shall be in complete charge of personnel of the County and shall, in accordance with established policy, hire and fire. Any action of the County Administrator concerning dismissal of personnel is subject to review by the Board and can be reversed by two - thirds vote of the Board. Such review shall be limited to charges of discrimination and failure to follow personnel policies on the part of the Administrator in the conduct of dismissal. 3.3 The County Administrator shall serve as the purchasing agent for the County as defined by Chapter 26- Section 2 of the Pittsylvania County Code. 3.4. He shall have charge of the administration of the financial affairs of the County and to that end shall have authority and be required to: (a) Cooperate with the Board of Supervisors in compiling estimates for the current expense and capital budgets. (b) Supervise and control all encumbrances, expenditures, and disbursements to insure that budget appropriations are not exceeded; and keep the Board of Supervisors advised as to the financial needs of the County. (c) Require at such intervals as he may deem expedient or as instructed by the Board of Supervisors, report of receipts from each of the departments, boards, commissions, agencies, and he may prescribe the times at and the manner in which money is received by them shall be paid to the County Treasurer of deposited subject to modifications as prescribed and set forth in the general laws of the Commonwealth of Virginia. (d) Examine all contracts, purchase orders, and other documents, which create financial obligations against the County, and approve the same only upon ascertaining that money has been appropriated and allotted therefore, subject, however, to the provision that the Board of Supervisors may in its discretion and judgment, amend, modify, and alter this requirement to meet a specific need or requirement of a particular piece of legislation approved by the Board of Supervisors. P170 ARTICLE IV. Standing Committees 5.1. The Standing Committees of the Board shall be as follows: (a) Finance/Insurance: To aid and advise in the preparation on the County Budget and make recommendations concerning Fiscal Policy. (b) Personnel: To review policies and practices and make recommendations regarding the same. (c) Property/Building: To view buildings and grounds and make recommendations regarding the same. (d) Legislative Committee: The Legislative Committee, in collaboration with the County Attorney, shall: Review and propose changes the Bylaws, Rules of Order and Standards of Conduct of the Pittsylvania County Board of Supervisors; the Pittsylvania County Board of Supervisors Policies and Procedures Manual; and propose changes to the Pittsylvania County Codes and Compliances. 5.2. Membership to the above committees shall be appointed by the Board Chairman from the membership of the Board and may include citizen membership. Any appointment so made shall be for a specific term of office as determined by the Chairman. 5.3. The Board may, from time to time, direct that the Chairman appoint committees for a specific purpose with a limited duration. 5.4 The Chairman shall be authorized to temporarily participate, including voting, in any committee of the Board of Supervisors for the purpose of creating a quorum and/or action. ARTICLE V. Certain Ordinances and Resolutions to Lie Over 6.1. No ordinance or resolution imposing taxes or appropriating money from general fund balances, not included in the adopted budget, in excess of $5,000 shall be passed until after ten (10) days from the introduction thereof This shall not restrict the appropriation of State, Federal, or other funds not in the current General Fund balances P171 ARTICLE VI. Recordation of Ordinances and Resolutions 7.1. Every ordinance upon its final passage shall be recorded in a book kept for that purpose, and shall be authenticated by the signature of the presiding officer and the County Administrator. 7.2. Every resolution shall be authenticated and recorded in the same manner as in 7.1 above. 7.3 Every motion appropriating funds or adopting an ordinance shall be by roll call vote. ARTICLE VII. Standards of Conduct Preamble The citizens and businesses of Pittsylvania County, Virginia, are entitled to have fair, ethical, and accountable local government, which has earned the public's full confidence for integrity. The effective functioning of democratic government requires that public officials, both elected and appointed, comply with both the letter and spirit of the laws and policies affecting the operations of government; that public officials be independent, impartial, and fair in their judgment and actions; that public office be used for the public good, not for personal gain; and that public deliberations and processes be conducted openly, unless legally confidential, in an atmosphere of respect and civility. To this end, the Pittsylvania County Board Conduct for members of the Board and committees, to assure public confidence effective and fair operation. 1. Act in the Public Interest of Supervisors has adopted this Standards of of the County's boards, commissions, and in the integrity of local government and its Recognizing that stewardship of the public interest must be their primary concern, members will work for the common good of the people of Pittsylvania County and not for any private or personal interest, and they will assure fair and equitable treatment of all persons, claims, and transactions coming before the Pittsylvania County Board of Supervisors, boards, commissions, and committees. 2. Comply with the Law Members shall comply with the laws of the nation, the Commonwealth of Virginia, and the County of Pittsylvania, Virginia, in the performance of their public duties. These laws include, but are not limited to: the United States and Virginia constitutions; the Code of the County of Pittsylvania, Virginia; laws pertaining to conflicts of interest, election P172 campaigns, financial disclosures, employer responsibilities, and open processes of government; and County ordinances and policies. 3. Conduct of Members The professional and personal conduct of members must be above reproach and avoid even the appearance of impropriety. Members shall refrain from abusive conduct, personal charges, or verbal attacks upon the character or motives of other members of the Board of Supervisors, boards, commissions, and committees, the staff or public. 4. Respect for Process Members shall perform their duties in accordance with the processes and rules of order established by the Board of Supervisors and boards, committees, and commissions governing the deliberation of public policy issues, meaningful involvement of the public, and implementation of policy decisions of the Board of Supervisors by County staff. 5. Conduct of Public Meetings Members shall prepare themselves for public issues; listen courteously and attentively to all public discussions before the body; and focus on the business at hand. They shall refrain from interrupting other speakers; making personal comments not germane to the business of the body; or otherwise interfering with the orderly conduct of meetings. 6. Decisions Based on Merit Members shall base their decisions on the merits and substance of the matter at hand, rather than on unrelated considerations. 7. Communication Members shall publicly share substantive information that is relevant to a matter under consideration by the Board of Supervisors or boards, committees, and commissions, which they may have received from sources outside of the public decision - making process. 8. Conflict of Interest In order to assure their independence and impartiality on behalf of the common good, members shall not use their official positions to influence government decisions in which they have a material financial interest and shall disclose any substantial organizational responsibility or personal or business relationship to the parties in any matter coming before them. This paragraph is not intended to unduly restrict members who have minor business or professional dealings with clients whose matters come before them. In accordance with the law, members shall disclose investments, interests in real property, sources of income, and gifts; and they shall abstain from participating in deliberations and decision - making where conflicts may exist. 9. Gifts and Favors A member should never accept for himself or herself or for family members, favors or benefits under circumstances which might be construed by reasonable persons as influencing the performance of governmental duties. P173 10. Confidential Information Members shall respect the confidentiality of information concerning the property, personnel, or affairs of the County. They shall neither disclose confidential information without proper legal authorization, nor use such information to advance their personal, financial, or other private interests. 11. Use of Public Resources Members shall not use public resources that are not available to the public in general, such as County staff time, equipment, supplies, or facilities, for private gain or personal purposes. 12. Representation of Private Interests In keeping with their role as stewards of the public interest, members of the Board shall not appear on behalf of the private interests of third parties before the Board of Supervisors or any board committee commission or proceeding of the County, nor shall members of boards, committees, or commissions appear before their own bodies or before the Board of Supervisors on behalf of the private interests of third parties on matters related to the areas of service of their bodies. 13. Advocacy Members shall represent the official policies or positions of the Board of Supervisors, boards, commissions, or committees to the best of their ability when designated as delegates for this purpose. When representing their individual opinions and positions, members shall explicitly state they do not represent their body or Pittsylvania County, nor will they allow the inference that they do. 14. Policy Role of Members The Board of Supervisors determines the policies of the County with the advice, information, and analysis provided by the public, boards, commissions, and committees, and County staff. The Board of Supervisors delegates authority for the administration of the County to the County Administrator. Members, therefore, shall not interfere with the administrative functions of the County or the professional duties of County staff, nor shall they impair the ability of staff to implement Board policy decisions. Inquiries to staff shall be made through the County Administrator or the appropriate department manager or director. 15. Independence of Board and Commissions Because of the value of the independent advice of boards, committees, and commissions to the public decision - making process, members of the Board of Supervisors shall refrain from using their positions to unduly influence the deliberations or outcomes of board, committee, or commission proceedings. P174 16. Positive Work Place Environment Members shall support the maintenance of a positive and constructive workplace environment for County employees and for citizens and businesses dealing with the County. Members shall recognize their special role in dealings with County employees and in no way create the perception of inappropriate direction to staff. 17. Implementation As an expression of the standards of conduct for members expected by the County, the Pittsylvania County Standards of Conduct is intended to be self - enforcing. Therefore, it becomes most effective when members are thoroughly familiar with and embrace its provisions. For this reason, ethical standards shall be included in the regular orientations for candidates for the Board of Supervisors, applicants to boards, committees, commissions, and newly elected and appointed officials. Members entering office shall sign a statement affirming they have read and understood the Pittsylvania County Standards of Conduct. in addition, the Board of Supervisors, boards, committees, and commissions, shall annually review the Standards of Conduct and the Board of Supervisors shall consider recommendations from boards, committees, and commissions to update it as necessary. 18. Compliance and Enforcement The Pittsylvania County Standards of Conduct expresses standards of ethical conduct expected of members of the Pittsylvania County Board of Supervisors, boards, committees, and commissions. Members themselves have the primary responsibility to assure that ethical standards are understood and met, and that the public can continue to have full confidence in the integrity of government. The chairs of boards, committees, and commissions and the Chairman of the Board of Supervisors have the additional responsibility to intervene when actions of members that appear to be in violation of the Standards of Conduct are brought to their attention. As allowed by law, the Board of Supervisors may impose sanctions and fines on members whose conduct does not comply with the County's ethical standards, such as public or private reprimand, formal censure, loss of seniority or committee assignment, or budget restriction. Where allowed by law, the Board of Supervisors also may remove members of Board - appointed boards, committees, and commissions from office. A violation of this Standards of Conduct shall not be considered a basis for challenging the validity of a Board of Supervisors, board, committee, or commission's decision. P175 MODEL OF EXCELLENCE PITTSYLVANIA COUNTY BOARD OF SUPERVISORS, BOARDS, COMMITTEES, AND COMMISSIONS MEMBER STATEMENT As a member of the Pittsylvania County Board of Supervisors, or of a Pittsylvania County board, committee, or commission, I agree to uphold the Standards of Conduct for elected and appointed officials adopted by the County. I affirm that I have read and understand the Pittsylvania County Standards of Conduct. Signature Date: Name (printed): Office /Board/Committee /Commission: P176 ARTICLE VIII. Amendments and Adoptions 8.1. Amendments to these By -Laws, Rules of Procedure and Standards of Conduct may be made at any meeting of the board by a majority vote of the Board present, after a notice of intent to amend has been given to each Board member not less than ten (10) days prior to such meeting. 8.2. Adoption of the By -Laws and procedures shall be by simple majority vote of the Board and shall be in force and effect on the day after their passage. Adopted by the Board of Supervisors, 01/22/13. P177 APPOINTMENTS P178 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appointments — Social Services Board SUBJECTIPROPOSAL/REOUEST• Appointments — Tunstall District; Chatham - Blairs District; Banister District STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 06 -18 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: 34 INFORMATION: INFORMATION: BACKGROUND: Agencies, Boards, Commissions and Committees that operate under Pittsylvania County make nominations to the Board of Supervisors for appointments representing each election district within the County. The Social Services Board is a board in which a representative from each district is appointed by the Board of Supervisors. DISCUSSION: The Board of Supervisors has requested before any nominations for appointments are made to any committees, boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the board meeting of the proposed candidate to be nominated for an appointment to that board, agency, committee, or commission. The Honorable Tim Barber has nominated Ms. Gracie May to serve as the Tunstall District representative on the Social Services Board. Ms. May would serve a 4 -year term beginning July 1, 2013 through June 30, 2017. The Honorable Brenda H. Bowman has nominated Mr. Earl C. Hodnett to serve as the Chatham - Blairs District representative on the Social Services Board. Mr. Hodnett would serve a 4 -year term beginning July 1, 2013 through June 30, 2017. The Honorable Jessie Barksdale has nominated Ms. Susan Paynter to serve as the Banister District representative on the Social Services Board. Ms. Paynter would serve a 4 -year term beginning July 1, 2013 through June 30, 2017. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review, consideration and approval. P179 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appointment — Industrial Development Authority Appointment — Tunstall District STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 06 -18 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: 35 INFORMATION: INFORMATION: Agencies, Boards, Commissions and Committees that operate under Pittsylvania County make nominations to the Board of Supervisors for appointments representing each election district within the County. The Industrial Development Authority Board is a board in which a representative from each district is appointed by the Board of Supervisors. DISCUSSION: The Board of Supervisors has requested before any nominations for appointments are made to any committees, boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the board meeting of the proposed candidate to be nominated for an appointment to that board, agency, committee, or commission. The Honorable Tim Barber has nominated Mr. Ronnie Haymore to fill the open seat left when Mr. David Long resigned as the Tunstall District representative on the Industrial Development Authority Board. Mr. Haymore's term would begin immediately to serve out the current term, which will expire on 11 -30 -2013. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P180 REPORTS FROM MEMBERS P181 REPORTS FROM LEGAL COUNSEL P182 REPORTS FROM COUNTY ADMINISTRATOR P183 PITTSYLVANIA COUNTY, VIRGINIA TERESA D. EASLEY, TREASURER STATEMENT OF THE TREASURER'S ACCOUNTABILITY Mav 31, 2013 Assets held by the Treasurer: Cash on Hand Cash in Banks: First Citizens First Citizens (Pittsylvania County Employee Health) First Citizens (Pittsylvania County Cafeteria Account) First Citizens (Pittsylvania County School Escrow Accounts) First Citizens (State Restricted Seizure - Sheriff) First Citizens (Federal Restricted Seizure - Sheriff) First Citizens (Special Welfare Account) First Citizens (State Restricted Seizure Trust Account) First Citizens (Jail Medical Co- Payment Account) American National Bank Investment Account American National Bank (Cafeteria Receipts) Certificates of deposit, repurchase agreements, savings: Bank of America LGIP (Local Government Investment Pool) First State Bank (Certificate #1) First State Bank (Certificate #2) Carter Bank and Trust (Certificate #3) Carter Bank and Trust (Certificate #4) Carter Bank and Trust (Certificate #5) American National Bank (Certificate #i) American National Bank (Certificate #4) American National Bank (Certificate #6) Com of Va - Current Debit Account (State Jury Claims) First Citizens (Social Services IDA Bond Account) U.S. Bank (School Bond Issues) U.S. Bank (Virginia SNAP) 2009 Bond Restructure 2010 Bond Restructure 2012 Bond Restructure Deutsche Bank E -911 Bond Issues P184 5,480.86 11,404, 777.69 4, 061, 088.08 292,300.36 5,036.17 232,998.03 48,845.97 10,062.41 575,099.71 22,983.00 2,502.49 179.787.57 36,264.69 536,191.03 536,502.46 2,058,223.55 4,122, 712.46 3,236,605.24 113,124.23 924,493.53 7,415,764.16 4,740.00 111,923.15 595,080.65 589,925.67 $ 9,274.41 $ 3,606.87 $ 4,423.07 $ 5,715,548.77 $ 42,855,366.28 Liabilities of the Treasurer: Fund Balances: Com of Va - Current CrAccount (State Collections) $ General Fund 21,491,860.61 School Fund $ 3,307,328.38 Pittsylvania County School Cafeteria Fund $ 292,300.36 Cafeteria Receipts Fund $ 179,787.57 Virginia Public Assistance Fund 165,570.30 State Restricted Seizure Fund - Sheriff $ 796,435.66 Federal Restricted Seizure Fund - Sheriff $ 48,845.97 State Restricted Seizure Fund - Comm Atty $ 48,523.61 Federal Restricted Seizure Fund - Comm Atty $ 9,631.67 Animal Friendly Plates Revenue Fund $ 798.84 Grants Fund $ 786,203.52 Workforce Investment Fund $ 37,274.57 Law Library Fund $ 14,455.76 Library Gifts Fund $ 17,760.32 Cash Bonds Fund $ 352,572.00 Capital Improvements Fund $ 272,512.72 Jail Inmate management Fund $ 101,103.42 Courthouse Maintenance Fund $ 52,533.33 Jail Operations Fund Courthouse Security Fund $ 556,746.57 Jail Processing Fund $ 51,065.06 Rural Roads Fund $ 244,674.36 Industrial Development Fund (Local) $ 2,173,145.54 Industrial Development Fund (Cyclical) $ 60,663.58 Pittsylvania County School Bond Fund $ 596,542.05 E -911 Bond Fund $ 4,899,086.73 Social Service IDA Bond Fund $ 111,923.15 Debt Service Reserve Fund $ 1,043,224.29 Bond Fund - Schools $ 2,400.00 Landfill Enterprise Fund $ 961,623.56 Rescue Billing Fund $ 110,910.75 Central Stores Fund $ (63,792.68) Commonwealth Atty Current Credit Account $ 35.00 Local Sales Tax Fund $ 29,151.48 Building Code Academy Fund $ 341.44 Treasurer's Deferred Credit Account $ (632.03) Treasurer's Clearing Account $ 31,608.33 Special Welfare Fund $ 10,062.41 Pitt. Co. Employees'Health Plan $ 4,061,088.08 Total Liabilities $ 42,855,366.28 I hereby affirm that this is a true and correct statement of the financial condition of my office at the close of business on May 31, 2013 to the best of my knowledge. _- Treasurer: P185 PITTSYLVANIA COUNTY William D. Sleeper County Administrator P.O. Box 426 Chatham, Virginia 24531 e -mail: dsleeper @pittgov.org VIRGINIA IIIII� \ i MEMORANDUM To: Otis S. Hawker, Assistant County Administrator From: Henry Boswell, Jr., Chief Animal Control Officer Date: June 2, 2013, Subject: Animal Control Activity Report Phone (434) 432 -7710 Fax (434) 432 -7714 Gretna /Hurt (434) 656 -6211 During the period of May 1, 2013 through May31, 2013, the Animal Control Officers responded to 418 calls as per Henry Boswell, Chief Animal Control Officer, resulting in the following: Description Number Remarks Animals taken into custody: 213 Dogs 108 Cats 101 Other 4 Opossum -3, Goat -1 Animals on hand at month end 13 Animals dispatched 52 38-dogs, 14 -Cats Licenses checked 66 Court cases 18 Summons 25 Animals Adopted 5 Animals returned to owners 20 Cats taken to the Humane Society 86 Animals Transferred 35 FC -28 DAHS -4, MHC -3 Injured animals picked up 2 Animals found in traps 84 68- cats 13- dos 3- others Exposures: Human/Saliva 0 Exposures: Dogs/Cats/Wildlife 1 Dog Bites 8 Cat Bites 0 Cruelty Checks 0 Well -being Checks 11 Cat/Dog Fights 1 Investigated killings by do /cats 2 Investigate killings by Coyotes 1 If you have any questions concerning this, please do not hesitate to contact me. cc: William D. Sleeper, County Administrator P186 PITTSYLVANIA COUNTY VIRGINIA LV9N William D. Sleeper C ? 9 County Administrator o o Phone (434) 432 -7710 P.O. Box 426 a c Fax (434) 432 -7714 Chatham, Virginia 24531 a o z Gretna /Hurt (434) 656 -6211 w � � y e -mail: dsleeper @pittgov.org iP 1767 t MEMORANDUM To: Otis S. Hawker, Assistant County Administrator From: Henry Boswell, Jr., Chief Animal Control Officer Date: May 2, 2013 Subject: Conservators of the Peace Solid Waste Monitoring Report The Animal Control Officers whom have been appointed to the position of Conservators of the Peace monitoring solid waste sites in Pittsylvania County, as per Pete Boswell, Chief Animal Control Officer, for the period of May 1, 2013 through May 31, 2013 Description Number Remarks Total hours monitored 39 hrs. 50min. Out of 20 working days in May 12 days there were only 2 officers working due to, sickness, vacc. Vehicles entering sites 630 Vehicles checked 21 Summons' issued 0 Court Cases 1 Convictions 1 If you have any questions concerning this, please do not hesitate to contact me. cc: William D. Sleeper, County Administrator P187 PITTSYLVANIA COUNTY LITERACY PROGRAM INC. POST OFFICE BOX 1093 • CHATHAM, VIRGINIA 24531 • (434) 432 -7789 Board of Directors Angeles Atkinson Alarie Bushley Patricia Craft Frances Hurt Mary Tallent Lucy Brinkley Phyllis Collins Portia Fitzgerald Patsy Pickral .Jennie Wagner Bob Burris Brenda Craft Eleanor Haskins Elizabeth Smith May 15, 2013 William D. Sleeper, Administrator Pittsylvania County P.O. Box 426 Chatham, Virginia 24531 Dear Mr. Sleeper, On behalf of the Pittsylvania County Literacy Program, the volunteers, the students, the Board of Directors, and myself, we thank you and the Pittsylvania County Board of Supervisors for the $5,000 grant that we received for the upcoming budget year. Your annual support is vitally important to the continuation of our literacy program. For the past few years, our program has been successful in securing grants and donations for educational materials and office supplies, but most foundations do not approve funds for salary. The county's grant helps to keep PCLP office open by providing salary for a part -time director, and the in -kind physical resources that you provide allows PCLP to continue offering our free literacy services to Pittsylvania County residents. Thank you. Sincerely, Patsy Pickral Program Director P188 MAY 1 6 [013 CLOSED SESSION P189 ADJOURNMENT P190