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07-16-2013 BOS PKTit'll f ' a 1767 P1 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ADJOURNED MEETING TUESDAY, JULY 16, 2013 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA Call to Order — 7:00 p.m. 2. Roll Call Barber0 BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO Pledge of Allegiance 4. Emergency Items to be added to the Agenda Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman17 HarvilleO SneadO (a) APPROVAL OF AGENDA Motion by Barber17 Barksdale0 BowmanO EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO HagermanO Harville17 SneadO HEARING OF CITIZENS P3 CONSENT AGENDA Motion by Barber0 BarksdaleO Bowman 17 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO HagermanO HarvilleO SneadO 5. (a) Resolution — Arlene Creasy — Pages 18 -19 (b) Resolution — Roy N. Ford, Jr. — Pages 20 -21 PUBLIC HEARINGS Rezoning Cases Motion by Barber0 Barksdale0 Bowman0 EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO HagermanO Harville0 SneadO Open: Close: Case 1: Anthony Dawson Puccio — Dan River Election District; R -13 -034 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote (Roll Call Vote YorN) P4 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Feker ❑ ❑ ❑ Ilagennan ❑ ❑ ❑ ilarville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote YorN) P4 Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harvflle0 SneadO Seconded by BarberO BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO Open: Close: Case 2: William T. Willis, Jr. — Tunstall Election District; R -13 -035 A -4 Agricultural District to M -2, Industrial District, Heavy Industry Roll Call Vote (Roll Call Vote YorN) Motion by BarberO Barksdale0 Bowman0 EckerO Hagerman/7 Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Open: Close: Case 3: Mark Allen Martin — Dan River Election District; R -13 -036 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harvale ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote YorN) Motion by BarberO Barksdale0 Bowman0 EckerO Hagerman/7 Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Open: Close: Case 3: Mark Allen Martin — Dan River Election District; R -13 -036 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote (Roll Call Vote YorN) P5 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote YorN) P5 Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville17 Snead/7 Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Open: Close: Case 4: Marcus Dane Martin & Nancy Louise Martin — Dan River Election District; R -13 -037 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote (Roll Call Vote Yor N) Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Open: Close: Case 5: White I. Gatewood Estate — Callands /Gretna Election District; R -13 -038 R -1, Residential Suburban Subdivision District to C -1, Conservation District Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Hmille ❑ ❑ ❑ .Snead ❑ ❑ ❑ (Roll Call Vote Yor N) Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Open: Close: Case 5: White I. Gatewood Estate — Callands /Gretna Election District; R -13 -038 R -1, Residential Suburban Subdivision District to C -1, Conservation District Roll Call Vote (Roll Call Vote Y or N) P6 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Har ille ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Y or N) P6 Motion by Barber17 Barksdalell Bowman17 EckerO HagermanO HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman [7 EckerO Hagerman0 Harville0 SneadO Open: Close: Case 6: Charles F. Edwards & Nancy M. Edwards — ChathamBlairs Election District; R -13 -039 B -1, Business District, Limited to RMF, Residential Multi - Family District Open: Roll Call Vote (Roll Call Vote YorN) Motion by Barber17 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Close: Case 7: Shaneaka F. Minter — ChathamBlairs Election District; R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ .Snead ❑ ❑ ❑ (Roll Call Vote YorN) Motion by Barber17 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Close: Case 7: Shaneaka F. Minter — ChathamBlairs Election District; R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote (Roll Call Vote YorN) P7 R -13 -040 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote YorN) P7 R -13 -040 Open: Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 Barksdale0 Bowman EckerO Hagerman0 Harville0 SneadO Close: Case 8: Jason Miller & Marianne Ruth Miller — Callands /Gretna Election District; R -13 -041 C -1, Conservation District to M -1, Industrial District, Light Industry Roll Call Vote (Roll Call Vote Yor N) Motion by Barber0 Barksdale0 BowmanO EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO HagermanO HarvilleO SneadO Open: Close: Case 9: James Green & Gwendolyn A. Green - Tunstall Election District; R -13 -042 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Hmville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Yor N) Motion by Barber0 Barksdale0 BowmanO EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO HagermanO HarvilleO SneadO Open: Close: Case 9: James Green & Gwendolyn A. Green - Tunstall Election District; R -13 -042 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote (Roll Call Vote Yor N) P8 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Hawille ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Yor N) P8 Motion by Barber0 Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Open: Close: Case 10: Greg T. Haymore & Amy H. Haymore — ChathamBlairs Election District;R -13 -043 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote (Roll Call Vote Yor N) Public Hearines Motion by BarberO BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO Open: Close: 6. The Virginia Department of Transportation and the Board of Supervisors of Pittsylvania County, in accordance with Section 33.1 -70.01 of the Code of Virginia, will conduct a joint public hearing in the General District Courtroom of the Edwin R. Shields Courthouse Addition located in Chatham, Virginia at 7:OOpm on Tuesday, July 16, 2013. The purpose of this public hearing is to receive public comment on the proposed Secondary Six -Year Plan for Fiscal Years 2014 through 2019 in Pittsylvania County and on the Secondary System Construction Budget for Fiscal Year 2014. Pages 23 -29 Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ .Snead ❑ ❑ ❑ (Roll Call Vote Yor N) Public Hearines Motion by BarberO BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO Open: Close: 6. The Virginia Department of Transportation and the Board of Supervisors of Pittsylvania County, in accordance with Section 33.1 -70.01 of the Code of Virginia, will conduct a joint public hearing in the General District Courtroom of the Edwin R. Shields Courthouse Addition located in Chatham, Virginia at 7:OOpm on Tuesday, July 16, 2013. The purpose of this public hearing is to receive public comment on the proposed Secondary Six -Year Plan for Fiscal Years 2014 through 2019 in Pittsylvania County and on the Secondary System Construction Budget for Fiscal Year 2014. Pages 23 -29 Roll Call Vote (Roll Call Vote Y or N) P9 Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ .Snead ❑ ❑ ❑ (Roll Call Vote Y or N) P9 UNFINISHED BUSINESS Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman EckerO Hagerman0 Harville0 SneadO 7. Expenditure Refunds — At the July 1, 2013 Regular Meeting, a motion was made by Mr. Snead, seconded by Mr. Harville, which required a 10 -Day Layover that has now been met. Requires a Roll Call Vote — Pages 31 -33 Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Haville ❑ O ❑ Snead ❑ ❑ ❑ (Rol / Call Vote Y or N) Motion by Barber0 Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO 8. Year -End Transfers and Appropriations — At the July 1, 2013 Regular Meeting, a motion was made by Ms. Bowman, seconded by Mr. Snead, which required a 10 -Day Layover that has now been met. Requires a Roll Call Vote — Pages 34 -37 Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Hmille ❑ ❑ ❑ Snead I1 ❑ ❑ (Roll Call Vote Y or Ni NO NEW BUSINESS Motion by BarberO BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber17 Barksdale0 BowmanO EckerO Hagerman0 Harville0 SneadO 9. Request For Proposals — Economic Development/County Website — Page 39 Motion by Barber0 Barksdale0 BowmanO EckerO Hagerman0 Harville0 SneadO Seconded by BarberO Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO 10. Request for Donation of Surplus Vehicle — Cool Branch Rescue — Pages 40 -41 Motion by Barber0 Barksdale0 BowmanO EckerO Hagerman0 Harville0 SneadO Seconded by BarberO BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO 11. Request for New Radios — Altavista EMS — Pages 42 -47 Motion by BarberO BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville17 SneadO 12. 2013 Budget Amendments — Requires a Motion and a 10 -Day Layover — Pages 48 -50 Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 BowmanO Ecker17 Hagerman0 Harville0 SneadO 13. 2014 Budget Amendments — Requires a Motion and a 10 -Day Layover — Pages 51 -53 Motion by Barber0 BarksdaleO BowmanO EckerO Hagerman0 Harville17 SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO 14. Anthem Insurance Renewal — Page 54 Motion by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by BarberO BarksdaleO BowmanO EckerO HagermanO HarvilleO SneadO 15. 2014 School Resource Office (SRO) Grant Program — Pages 55 -56 PH Motion by Barber0 BarksdaleO Bowman17 EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman 17 EckerO Hagerman 17 Harville0 SneadO 16. Personnel Decisions —Page 57 Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO 17. Disciplinary Actions —Page 58 BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL P12 REPORTS FROM COUNTY ADMINISTRATOR Motion by Barber0 Barksdale0 Bowman0 EekerO Hagerman0 HarPilleO SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Entered Closed Session: CLOSED SESSION 18. 18. business or industfy where no previetis annetineement has been faade of the business' e ms's :nforest in i,.eating of expmiding its m� te., y e fies in the a flit, i A,Utherity: ii 371!(n)Ce Coode -ef Vir- ginia,,- 1950,, as- am:endeu Sub}eet Matter: Ringgold East industrial PAE PuTese! T rnanm -4..ne °a indtist—f . To be stricken from the Agenda. Announcement made by Governor McDonnell on July 11, 2013 P13 19. 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; and consultation with legal counsel by or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. Authority: §2.2- 3711(A)(7) of the Code of Virginia, 1950, as amended Subject Matter: Zoning Appeal, Case No. A -13 -001 -772 Apple Lane, Danville, VA 24540 Purpose: Briefing by Legal Counsel Re -enter Open Session: Motion by Barber0 Barksdale0 Bowman0 EckerI7 Hagerman0 Harville17 SneadD Seconded by Barber0 Barksdale0 Bowman17 EckerO Hagerman0 Harville0 Sneado Y N Barber ❑ ❑ Barksdale ❑ ❑ Bowman ❑ ❑ Ecker ❑ ❑ Hagerman ❑ ❑ Harville ❑ ❑ Snead ❑ ❑ Adjournment Motion by BarberO BarksdaleO BowmanO EckerO HagermanO Harville0 SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO HagermanO HarvilleO SneadO Time Adjourned: P14 TO BE ADDED lif: HEARING OF CITIZENS P16 CONSENT AGENDA P17 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Resolution for Service — Arlene Creasy 07 -16 -2013 SUBJECT/PROPOSAL/REQUEST: Resolution STAFF CONTACT(S): Mr. Sleeper ACTION: CONSENT AGENDA: ACTION: No ATTACHMENTS: No REVIEWED BY: ITEM NUMBER: 5(a) INFORMATION: INFORMATION: BACKGROUND: Ms. Arlene Creasy has been a long time representative for the Banister District on the Pittsylvania County Social Services Board. DISCUSSION: Attached hereto, you will fine Resolution 2013- 07 -05, thanking Ms. Creasy for her service as the Banister District Representative on the Social Services Board. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P18 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2013 -07 -05 VIRGINIA: At an adjourned meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom in Chatham, Virginia on Tuesday, July 16, 2013, the following resolution was presented and adopted. WHEREAS, Ms. Arlene Creasy has served on the Pittsylvania County Social Services Board; and WHEREAS, at their regular meeting on May 2, 2005, the Board of Supervisors appointed Ms. Arlene Creasy to represent the Banister 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 WHEREAS, at their adjourned meeting on June 16, 2009, the Board of Supervisors re- appointed Ms. Arlene Creasy to continue serving as the Banister District representative on the Pittsylvania County Social Services Board for another 4 -year term beginning July 1, 2009 and ending on June 30, 2012; WHEREAS, Ms. Arlene Creasy has served a total of eight (8) years as the Banister representative on the Pittsylvania County Social Services Board and has held the Chairmanship for a portion of her tenure on that board; then BE IT HEREBY RESOLVED, that the Pittsylvania County Board of Supervisors express their sincere appreciation to Mr. Arlene Creasy for her outstanding leadership, counseling and expertise on the behalf of the citizens of Pittsylvania County for her service as the Banister District representative on the Pittsylvania County Social Services Board; and BE IT FURTHER RESOLVED, that a copy of this Resolution be presented to Ms. Arlene Creasy on the behalf of the Pittsylvania County Board of Supervisors. Given under my hand this 16`h day of July, 2013. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P19 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Resolution for Service — Roy N. Ford, Jr. 1 07 -16 -2013 SUBJECT/PROPOSAL/REQUEST: Resolution STAFF CONTACT(S): Mr. Sleeper ACTION: CONSENT AGENDA: ACTION: No ATTACHMENTS: No REVIEWED BY: ITEM NUMBER: 5(b) INFORMATION: INFORMATION: BACKGROUND: Mr. Roy N. Ford, Jr. has been a long time representative for the Westover District on the Danville - Pittsylvania Community Services Board of Directors. Attached hereto, you will fine Resolution 2013- 07 -06, thanking Mr. Ford for his service as the Westover District Representative on the Danville- Pittsylvania Community Services Board of Directors. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P20 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2013 -07 -06 VIRGINIA: At an adjourned meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom in Chatham, Virginia on Tuesday, July 16, 2013, the following resolution was presented and adopted. WHEREAS, Mr. Roy N. Ford, Jr. has served on the Danville - Pittsylvania Community Services Board of Directors; and WHEREAS, in 2004, the Board of Supervisors appointed Mr. Roy N. Ford, Jr. to represent the Westover District on the Danville - Pittsylvania Community Services Board of Directors for a 4 -year term, beginning on July 1, 2004 and ending on June 30, 2007; and WHEREAS, in 2007, the Board of Supervisors re- appointed Mr. Roy N. Ford, Jr. to continue serving as the Westover District representative on the Danville - Pittsylvania Community Services Board of Directors for another 4 -year term beginning July 1, 2007 and ending on June 30, 2010; WHEREAS, at their Adjourned Meeting on May 18, 2010, the Board of Supervisors re- appointed Mr. Roy N. Ford, Jr. to continue serving as the Westover District representative on the Danville - Pittsylvania Community Services Board of Directors for a third 4 -year term beginning July 1, 2010 and ending on June 30, 2013; WHEREAS, Mr. Roy N. Ford, Jr. has served a total of twelve (12) years as the Westover representative on the Danville - Pittsylvania Community Services Board of Directors; then BE IT HEREBY RESOLVED, that the Pittsylvania County Board of Supervisors express their sincere appreciation to Mr. Roy N. Ford, Jr. for his outstanding leadership, counseling and expertise on the behalf of the citizens of Pittsylvania County for his service as the Westover District representative on the Danville- Pittsylvania Community Services Board of Directors; and BE IT FURTHER RESOLVED, that a copy of this Resolution be presented to Mr. Roy N. Ford, Jr. on the behalf of the Pittsylvania County Board of Supervisors. Given under my hand this 16'h day of July, 2013. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P21 PUBLIC HEARING P22 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Public Hearing — Virginia Department of Transportation (VDOT) Secondary Six -Year Plan Public Hearing STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 07 -16 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 6 INFORMATION: BACKGROUND: Each year the Board of Supervisors and the Virginia Department of Transportation (VDOT) hold the required public hearing in accordance with §33.1 -70.01 of the Code of Virginia, 1950, as amended, in order to receive citizen input on the proposed Secondary Six -Year Plan. The Board of Supervisors has properly advertised the required public hearing. A copy of the draft construction program for the Secondary Six -Year Plan is attached hereto. There are very few projects on the plan and this plan does not include any rural additions, they are approved after the Six -Year Plan has been adopted. Attached hereto, you will find a copy of Resolution 2013 -07 -04 approving both the Secondary Six - Year Road Plan (2014 through 2019) as well as the Construction Priority List (2014) RECOMMENDATION: Staff recommends that the Board of Supervisors hold the required public hearing; and (1) approve the Secondary Six -Year Road Plan (2014 through 2019) as well as the Construction Priority List (2014); and (2) approve Resolution 2013-07-04; and (3) Authorize the County Administrator to sign all necessary documentation; following input of the citizens and VDOT Representatives. P23 Vitt6p1bania Countp 38oarb of 6uperbiam RESOLUTION 2013 -07 -04 At an adjourned meeting of the Board of Supervisors of the County of Pittsylvania, held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Tuesday, July 16, 2013 at 7:00pm, the following resolution was presented and adopted: Present were: James H. Snead Jessie L. Barksdale Marshall A. Ecker Coy E. Harville Brenda H. Bowman Jerry A. Hagerman Tim R. Barber On motion by , seconded by Dan River District Banister District Staunton River District Westover District Chatham - Blairs District Callands- Gretna District Tunstall District and carried: WHEREAS, Sections 33.1 -23.1 and 33.1 -23.4 of the 1950 Code of Virginia, as amended, provides the opportunity for each county to work with the Virginia Department of Transportation in developing a Secondary Six -Year Road Plan, WHEREAS, this Board had previously agreed to assist in the preparation of this Plan, in accordance with the Virginia Department of Transportation policies and procedures, and participated in a public hearing on the proposed Plan (2014 through 2019) as well as the Construction Priority List (2014) on Tuesday, July 16, 2013 after duly advertised so that all citizens of the County had the opportunity to participate in said hearing and to make comments and recommendations concerning the proposed Plan and Priority List, WHEREAS, Kenneth Martin, Residency Administrator, Virginia Department of Transportation, appeared before the board and recommended approval of the Six -Year Plan for Secondary Roads (2014 through 2019) and the Construction Priority List (2014) for Pittsylvania County, NOW, THEREFORE, BE IT RESOLVED that since said Plan appears to be in the best interests of the Secondary Road System in Pittsylvania County and of the citizens residing on the Secondary System, said Secondary Six -Year Plan (2014 through 2019) and Construction Priority List (2014) are hereby approved as presented at the public hearing. A COPY, TESTE: William D. Sleeper, County Administrator P24 Public Hearing Notice The Virginia Department of Transportation and the Board of Supervisors of Pittsylvania County, in accordance with Section 33.1 -70.01 of the Code of Virginia, will conduct a joint public hearing in the General District Courtroom of the Edwin R. Shields Courthouse Addition located in Chatham, Virginia at 7:OOpm on Tuesday, July 16, 2013. The purpose of this public hearing is to receive public comment on the proposed Secondary Six -Year Plan for Fiscal Years 2014 through 2019 in Pittsylvania County and on the Secondary System Construction Budget for Fiscal Year 2014. Copies of the proposed Plan and Budget may be reviewed at the Lynchburg District Office of the Virginia Department of Transportation, located at 4219 Campbell Ave., Lynchburg, Va., 24501 or at the Pittsylvania County office located at 1 Center Street, Chatham, Virginia, or on the County's website at www.pittgov.org . All projects in the Secondary Six -Year Plan that are eligible for federal funds will be included in the Statewide Transportation Improvement Program (STIP), which documents how Virginia will obligate federal transportation funds. P25 Public Hearing Notice Star Tribune July 3, 2013 Public Hearing Notice The Virginia Department of Transportation and the Board of Supervisors of Pittsylvania County, in accordance with Section 33.1 -70.01 of the Code of Virginia, will conduct a joint pub- lic hearing in the General District Courtroom of the Edwin R. Shields Courthouse Addition located in Chatham, Virginia at 7:OOpm on Tuesday, July 16, 2013. The purpose of this public hearing is to receive public comment on the proposed Sec- ondary Six -Year Plan for Fiscal Years 2014 through 2019 in Pittsylvania County and on the Secondary System Construc- tion Budget for Fiscal Year 2014. Copies of the proposed Plan and Budget may be reviewed at the Lynchburg District Office of the Virginia Department of Transportation, located at 4219 Campbell Ave., Lynchburg, Va., 24501 or at the Pittsylvania County office located at 1 Center Street, Chatham, Virginia, or on the County's website at www.pittgovorg . All projects in the Secondary Six -Year Plan that are eligible for federal funds will be included in the Statewide Transpor- tation Improvement Program (STIP), which documents how Virginia will obligate federal transportation funds. P26 Secondary System Pittsylvania County Construction Program Estimated Allocations Fund FY2014 FY2015 FY2016 FY2017 FY2018 FY2019 Total CTB Formula - Unpaved State $21,909 $179,017 $269,762 $305,187 $305,187 $305,187 $1,386,249 Formula Secondary State $0 $0 $0 $353,557 $436,321 $523,260 $1,313,138 Secondary Unpaved Roads $0 $0 $0 $159,655 $197,029 $236,288 $592,972 TeleFee $184681 $192,676 $192,676 $192,676 $192,676 $192,676 $1,148,061 Residue Parcel $0 $0 $0 $0 $0 $0 $0 e Ta — — a ® Q ® — — — T01a1 ® ®m $206,590 — m ®o _ _ $3]1,693 — —$ 6 _ o $462,438 e _ — — $1,011,075 ®3 — — $1,137,273 _ — ®m ®m $1,257,411 _ — $4,440,420 Page 1 of 3 Board Approval Date: Director of Program Management Date County Administrator Date P27 District: Lynchburg County: Pittsylvania County Board Approval Date: PPMS ID Accomplishment Type of Funds Type of Project 2014 -15 through 2018 -19 of Work enor ry s Length Ad Date 0726 KENTUCK CHURCH ROAD PE $1,243,849 2824 954 0726071278 RW $4,101,122 Reconstruction w/o Added Capacity RAAP CONTRACT RTE 726 - RECONSTRUCTION CN $3,610,854 14004 STP 0.003 MILE NORTH OF RTE 729 Total $8,955,825 REGULAR CONSTRUCTION SECONDARY-ONE 0.691 MILE NORTH OF RTE 729 HEARING DESIGN 07 11/11/2014 0001.01 0863 BERRY HILL ROAD PE $1,581,920 101207 08630711395 RW $0 Preliminary Engineering NON VDOT RTE 863 - PITTSYLVANIA COUNTY MEGA PARK CN $0 3J015 REVSH - CONNECTOR ROAD Total $1,581,920 REGULAR CONSTRUCTION RTE 58 0001.02 RTE 863 3.1 1083 ROACH MEMORIAL DRIVE PE $1,000 61 103511 1083071PO1 RW $0 Resurfacing STATE FORCES /HIRED RTE 1083 - RURAL RUSTIC (SURFACE TREAT CN $124,000 16005 EQUIPMENT NON -HARDSURFACE) Total $125,000 UNPAVED CONSTRUCTION S RTE 670 No Plan DEAD END 6/28/2013 0002.01 0.5 0643 DERBY ROAD PE $25,000 58 103518 0643071P02 RW $0 Resurfacing STATE FORCES /HIRED RTE 643 - RURAL RUSTIC (SURFACE TREAT CN $275,000 16005 EQUIPMENT NON -HARDSURFACE) Total $300,000 UNPAVED CONSTRUCTION S RTE 1018 No Plan RTE 653 6/28/2013 0002.02 1.1 0643 DERBY ROAD PE $25,000 132 103519 0643071P03 RW $0 Resurfacing STATE FORCES /HIRED RTE 643 - RURAL RUSTIC (SURFACE TREAT CN $75,000 16005 EQUIPMENT NON - HARDSURFACE) Total $100,000 UNPAVED CONSTRUCTION S RTE 665 No Plan RTE 748 6/28/2013 0002.03 0.3 0637 JACOBS ROAD PE $5,000 260 -8386 0637071PO4 RW $0 Resurfacing STATE FORCES /HIRED RTE 637 - PAVE IN PLACE (SURFACE TREAT CN $315,000 16005 EQUIPMENT NON -HARDSURFACE) Total $320,000 UNPAVED CONSTRUCTION RTE 642 No Plan RTE 638 0002.04 1.3 Page 2 of 3 P28 District: Lynchburg County: Pittsylvania County Board Approval Date: 2014 -15 through 2018 -19 Route Road Name Estimated Cost Traffic Count PPMS ID Project # Scope of Work Accomplishment Description FHWA# Type of Funds FROM Comments Type of Project TO Priority # Length Ad Date 0761 =IGHTSTONE ROAD PE $350,000 470 101037 0761071694 RW $225,000 Bridge Replacement w/o Added Capacity RAAP CONTRACT RTE 761 - BRIDGE & APPROACHES OVER CN $2,116,928 14011 SR STRAIGH7STONE CREEK Total $2,691,928 CTB DISCRETIONARY BRIDGE FUNDS Single Hearing 0.200 MILES EAST OF RTE 639 FUNDING IS SUBJECT TO CHANGE BASED 0003.01 0.400 MILES EAST OF RTE 639 ON CTB AND DISTRICT PRIORITIES 0.2 0622 CASCADE ROAD PE $384,922 1020 95951 0622071680 RW $356,428 Bridge Replacement w/o Added Capacity RAAP CONTRACT RTE 622 - BRIDGE & APPROACHES OVER CN $2,450,309 14011 BR CASCADE CREEK Total $3,191,669 CTB DISCRETIONARY BRIDGE FUNDS Single Hearing 0.058 MILES SOUTH OF CASCADE CREEK FUNDING IS SUBJECT TO CHANGE BASED 0.113 MILES NORTH OF CASCADE CREEK ON CTB AND DISTRICT PRIORITIES 0003.02 11/10/2015 0.2 0676 TAYLORS MILL ROAD PE $666,174 182 82516 0676071460 RW $242,502 Bridge Replacement w/o Added Capacity RAAP CONTRACT RTE 676 - BRIDGE & APPROACHES OVER CN $2,320,861 16011 BROS WHITETHORN CREEK Total $3,229,537 CTB DISCRETIONARY BRIDGE FUNDS SECONDARY-ONE 0.161 MILE SOUTH WHITETHORN CREEK FUNDING IS SUBJECT TO CHANGE BASED HEARING DESIGN 0.123 MILE NORTH WHITETHORN CREEK ON CTB AND DISTRICT PRIORITIES 4/8/2014 0003.03 0.3 4005 PE $0 0 100081 1204005 RW $0 Preliminary Engineering COUNTYWIDE ENGINEERING & SURVEY CN $0 16015 S VARIOUS LOCATIONS IN COUNTY Total $0 MINOR SURVEY & PRELIMINARY VARIOUS LOCATIONS IN COUNTY ENGINEERING FOR BUDGET ITEMS AND INCIDENTAL TYPE WORK 0006.01 4008 PE $0 0 100320 1204008 RW $0 Right of Way COUNTYWIDE RIGHT OF WAY ENGR. CN $0 16016 S VARIOUS LOCATIONS IN COUNTY Total $0 USE WHEN IMPRACTICAL TO OPEN A VARIOUS LOCATIONS IN COUNTY PROJECT: ATTORNEY FEES AND ACQUISITION COST 0006.02 4007 PE $0 0 99844 1204007 RW $0 Safety COUNTYWIDE TRAFFIC SERVICES CN $0 16021 S VARIOUS LOCATIONS IN COUNTY Total $0 TRAFFIC SERVICES INCLUDE SECONDARY VARIOUS LOCATIONS IN COUNTY SPEED ZONES, SPEED STUDIES, OTHER NEW SECONDARY SIGNS 0006.03 4003 PE $0 0 100001 1204003 RW $0 Reconstruction w/o Added Capacity COUNTYWIDE RURAL ADDITIONS CN $0 16004 S VARIOUS LOCATIONS IN COUNTY Total $0 RURAL ADDITIONS - SECTION 33.1 -72.1. VARIOUS LOCATIONS IN COUNTY ROLLOVER OF FUNDS CAN BE FOR FIVE YEARS 0006.04 Page 3 of 3 P29 UNFINISHED BUSINESS P30 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: AGENDA TITLE: 1 7 -16 -13 Expenditure Refunds- Motion made by Mr. Snead and I ACTION: seconded by Mr. Harville and has now met the 10 -day Yes layover requirement CONSENT AGENDA: SUBJECT/PROPOSAL/REOUEST: ACTION: Budget Amendment for expenditure refunds ATTACHMENTS: Yes STAFF CONTACT(S): ITEM NUMBER: 7 INFORMATION: INFORMATION: DISCUSSION: Attached is a list of expenditure refunds for the month of June 2013 for review. As discussed earlier with the Board, the simple routine of putting every refund back in the budget is extremely time consuming and leaves room for errors. To stay in balance with the Treasurer, we need to reappropriate refunds into the budget so the budget would increase with every expenditure refund. Staff recommends the reappropriation of funds as follows: $199.67 to Clerk of Court- Copier Lease (100 -4- 021600- 60051), $200.00 to Sheriff - Wrecker Service (100 -4- 031200 - 3170), $60.00 to Sheriff -Parts (100 -4- 031200- 6030), $27.03 to VFD- United Way Contributions (100 -4- 032200 - 5567), 216.61 to Jail- Extradition (100 -4- 033100 - 5550), $2,551.00 to E91 I- Telephone (100 -4- 035500 - 5230), $3,093.28 to Library- Fumiture & Fixtures (100 -4- 073100- 6003), $31,353.87 to WIA -Other Operating Activities (251 -4- 353853- 6014), $275.00 to WIA -Other Operating Activities (251 -4- 353853- 6014). MOTION MADE BY MR. SNEAD AND SECONDED BY MR. HARVILLE AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. THIS ITEM REQUIRES A ROLL CALL VOTE. P31 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: AGENDA TITLE: 1 7 -01 -13 Expenditure Refunds- Requires a motion and a 10 -day ACTION: layover I Yes Budget Amendment for expenditure refunds STAFF CONTACT(S): Sleeaer, VanDerHvde BACKGROUND: ITEM NUMBER: 11 INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: DISCUSSION: Attached is a list of expenditure refunds for the month of June 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), $200.00 to Sheriff - Wrecker Service (100-4-031200-3170), $60.00 to Sheriff -Parts (100 -4- 031200- 6030), $27.03 to VFD- United Way Contributions (100 -4- 032200 - 5567), 216.61 to Jail- Extradition (100 -4- 033100 - 5550), $2,551.00 to E911- Telephone (100 -4- 035500 - 5230), $3,093.28 to Library- Furniture & Fixtures (100 -4- 073100 - 6003), $31,353.87 to WIA -Other Operating Activities (251 -4- 353853- 6014), $275.00 to WIA -Other Operating Activities (251 -4- 353853- 6014). THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER. P32 Finance Department P.O. Box 426 Chatham, Virginia 24531 PITTSYLVANIA COUNTY VIRGINIA MEMO TO: William D. Sleeper, County Administrator FROM: Kim Van Der Hyde -01 Finance Director SUBJECT: June Expenditure Refunds DATE: June 28, 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 June. 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 -3170 Sheriff - Wrecker Service Insurance Reimbursement 100 -4- 031200 -6030 Sheriff -Svc Costs -Parts Restitution 100 -4- 032200 -5567 VFD- United Way Contributions Donations - 100 -3- 000000 - 189912 100 -4- 033100 -5550 Extradition 100 -4- 035500 -5230 E911- Telehpone Intrado Reimbursement 100 -4- 073100 -6003 Library -Furs & Fixutres Insurance Reimbursement 251 -4- 353853 -6014 WIA -Other Operating Activities Rent Payments 251 -3- 000000 - 150201 251 -4- 353853 -6014 WIA -Other Operating Activities Certification Reimbursement TOTAL NNE EXPENDITURE REFUNDS P33 200.00 60.00 27.03 216.61 2,551.00 3,093.28 31,353.87 275.00 $37,976.46 AGENDA TITLE: PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: 7 -16 -13 Year -End Transfers and Appropriations - Motion made by Ms. Bowman, seconded by Mr. Snead and has now ACTION: met the 10 -day layover requirement Yes SUBJECT/PROPOSAL/REOUEST: Year -End Transfers and/or Appropriations STAFF CONTACT(S): Sleeper, VanDerHyde BACKGROUND: CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 8 INFORMATION: INFORMATION: DISCUSSION: After carefully reviewing the financial status of County Departments for fiscal year 2012 -2013, several items need to be transferred and /or appropriated to eliminate bottom line deficits in these departments. The departments affected are: Treasurer, Electoral Board, Registrar, Building Inspections, Agricultural Economic Development, Pittsylvania Soil and Water Conservation District, Department of Social Services -CSA reimbursement, State Restricted Seizure Funds- Commonwealth's Attorney, Virginia Fire Program Grant. The attached listing shows the deficit, reason for the deficit and the corrective action required to rectify these deficiencies. Attached is a CORRECTED list of these transfers and appropriations. RECOMMENDATION: Staff recommends that the Board appropriate a total of $151,747.98 and approve transfers of $48,529.34 as discussed on the attached CORRECTED listing. These items will be adjusted in the FY 2013 budget. MOTION MADE BY MS. BOWMAN, SECONDED BY MR. SNEAD AND HAS NOW MET THE 10- DAY LAYOVER REQUIREMENT. THIS ITEM REQUIRES A ROLL CALL VOTE. P34 O m n N ° c n °1 0. E a c J � u y G m .e c y m0 a o- � M a n N d N C O � N f' a a d z P35 n n N M N N O QOM a �/Y � O n G n � a z � O d H LL a a � ac LL LL ¢ Z na � m N O N r O d o °- a a T E a d u a n ? 2 o q m c u m a d p ^y ° a v w '^ r •� a ° •` ° m OO' c o o `o m E q N d u3i c n m c 1O90 m 'v E '« «. M o a oa o b c a n c a E c .'"n N ... o ° w c E a E w .t r w gi E° O 0 C C r o « ti E V a m_ m E p o °- m w E b« E O o' N M a o m O o y !_° 0 h vi c v m E om °c m W° 3 e o ° f H n b m Z m a 0 w m o � ic i o o E nn a a i y w pn, o « v v a m N m m o- m .np o �^ .°.. T° c y'°s m m F m m « a R w ro Y - a. m O O E v E o m w w 9 o 'a ¢ te a ✓t m¢ O m ut -° r_ 5 c> n a y ov a c !^ t a r o ¢ in c ti¢ a n n ti a d d N _ n n 1O c p Nr t o y j LL c C p O m n m n d a W y C N Y N d d m O 7 T nd. w c c a a v a c c O O « « m L« d m Yi G y m� o a o « 3" a d a a> E d J d J d J V E A m V a u m m ° O Ep a s a v d H A o 0 c m o u « E ``d `w `a o N o O m O L. O O c r m �• m CO V 1p V O N O N d •y O 1p Vl b Iff N O O S 1� 10 l0 N tV O rl °i 0 °q V1 V1 N N V! N N Vl N 0 N N N d 8 O O O O O O LL N C O a � a E N L � 3 L m � E c � V � V m n d d C c E y m ° N O C w m � m m E d P35 n n N M N N O QOM a �/Y � O n G n � a z � O d H LL a a � ac LL LL ¢ Z na � m N O N r O PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Year -End Transfers and Appropriations- Requires a motion and a 10 -day layover SUBJECTIPROPOSAL/REQUEST: Year -End Transfers and /or Appropriations STAFF CONTACT(S): BACKGROUND: AGENDA DATE: 7 -01 -13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS. Yes ITEM NUMBER: 13 INFORMATION: INFORMATION: DISCUSSION: After carefully reviewing the financial status of County Departments for fiscal year 2012 -2013, several items need to be transferred and /or appropriated to eliminate bottom line deficits in these departments. The departments affected are: Treasurer, Electoral Board, Registrar, Building Inspections, Agricultural Economic Development, Pittsylvania Soil and Water Conservation District, Department of Social Services -CSA reimbursement, State Restricted Seizure Funds- Commonwealth's Attorney, Virginia Fire Program Grant. The attached listing shows the deficit, reason for the deficit and the corrective action required to rectify these deficiencies. RECOMMENDATION: Staff recommends that the Board review the attached listing of year -end corrections. Since several of these items require a 10 -day layover, the entire list will be voted on at the Board of Supervisors' adjourned meeting, July 16, 2013. P36 0 .q 0 c n d n � Q � � o o ¢ c u y m m c � W � O � > n N C 'I � N ~ a Q P37 v o mv '_� LL y +. > `° m. y E w n o a o N v o Y °c E o. m c = a° v z c c a w o m m m m '� o 'w .E 'V vii ,� '^ n c° E v « w o« L° v m° m° v «O v m 'o j v 7` w o o w¢ a v° Y '� E w y¢ N c O O C H d N �i E Q E Q iLL O 00 H d C E d 9 E N w N d E L p p d a C O `I O d v O p O O C C O .p O .4 'O C O m N L ry v E v vm'r o n' LL a 3 0o z c 0 O �- o y m m m 0 O O O Y" ry s ° Oo 1 3 L o -p oo .°n o E ti v . c t r 3 o o vo f n o .° o .O o O ° c n c a o ° E o p w v w ti n E o> n n o n H 'o c v a 3 v 9 ui °' n °w m o 3> o. >> c �n o m O 1O ¢ .n T �- � n a w o v m c— M M a v c o v LL a m o E v c m m S m v o m > o E mu c v C c t O C O w m p LL C d w C d a `a° 0 m v c v c o c c c 'w n m j. m a m u a v v v u u w m N L L O CI C O C d t r � fL L C « « 7 3 h v v '> E m v° m o 0 a u a v' c v v c c E m v v v w « E H m O O O c M O .n m w L H O Z n Q ¢ O m O O O c F a m m v N a m N o N C N O OJ 9C M u1 N O O d V V �p 1p L r-I N O N Ol y N N rl N O p Z r M o O O O O O O LL LL LL d C O c ¢ v �+ - E z a � m c O E E c a Z v E d c ¢ E E 0 u N M o U p d w V o C C 3 d Em C O m 0 c V O d N m m d p d n m o ✓ W Y C d v m c m Y E s LL N O •+ O V m d N d d •> i++ v Y m P37 NEW BUSINESS P38 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Request for Proposal — Economic Development/County Web Page SUBJECT/PROPOSAL/RE OUEST: Request for Proposal STAFF CONTACT(S): Mr. Sleeper BACKGROUND: AGENDA DATE: 07 -16 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: 9 INFORMATION: INFORMATION: Web Page design is a very special field in computer science and it is difficult to expect local staff to have the expertise to develop and maintain an active and interactive web page. DISCUSSION: The County needs to develop a new web page for Economic Development. Most of the counties and cities in Virginia have web design and maintenance from professional web design companies. The County needs to have both the County main web page and a special web page for Economic Development. The County has not had an active Economic Development web page since it took over Economic Development. RECOMMENDATION: Staff recommends the County Administrator be directed to send out a Request for Proposals to develop a County Web Page and an Economic Development Web Page. P39 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Donation of County Vehicle — Cool Branch Rescue SUBJECT/PROPOSAL/REQUEST: Surplus Vehicle STAFF CONTACT(S): Mr. Sleeper, Ms. Meeks BACKGROUND: AGENDA DATE: 07/16/13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: ITEM NUMBER: 10 INFORMATION: INFORMATION: In the past the Board has donated surplus vehicles to fire and rescue agencies in the County. The fire /rescue agency is responsible for all of the expense incurred for that vehicle. DISCUSSION: Cool Branch Rescue Squad is requesting the donation of a surplused County vehicle to be used as a First Responer vehicle for the squad. RECOMMENDATION: Staff recommends the Board approve the donation of a County surplus vehicle to Cool Branch Rescue Squad. P40 Donna Meeks From: Devin Taylor Sent: Monday, July 08, 2013 4:13 PM To: Donna Meeks Subject: Surplus Car Donna please get added to the BOS agenda that Cool Branch Rescue squad would like to obtain (1) of the surplus Sheriff's office cars to be used as a first response car. Thank you Pitts_ylvania County Sker &s Office 434 - 432 -7803 (Office) 434- 441 -0075 (Cell) www.pittsvlyanigsheriff.org The information in this e-mail message may be privileged, confidential, and protected from disclosure. If you are not the intended recipient, any dissemination, distribution or copying is strictly prohibited. If you think that you have received this e-mail message in error, please immediately notify the sender via e-mail and permanently delete this e-mail and attachments. Thank you. P41 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Request for New Radios — Altavista EMS 1 07 -16 -2013 ACTION: SUBJECT/PROPOSAVREOUEST: Yes Funding of Equipment CONSENT AGENDA: ACTION: STAFF CONTACTISI: Mr. Sleeper ATTACHMENTS: Yes BACKGROUND: ITEM NUMBER: 11 INFORMATION: INFORMATION: Pittsylvania County is near completion of the installation of a new E -911 Emergency Communications System. This is a very expensive venture for the County, totaling over $13 million including the erection of, or retrofitting nine (9) new and existing radio towers with transmitting equipment, including radios for all emergency vehicles and sheriff s cars, plus all deputies and emergency volunteers in County Departments. DISCUSSION: Altavista Rescue Squad is requesting the County provide 25 Unity XG10013 Portable Radios one for each of their members (see attached letter). The County Program already included mobile radios for all outside agencies serving the County totaling $76,000, (see attached memo). Centra Health is working with the County and purchasing their own mobiles to communicate with Central Dispatch, as is Regional One. The XG100P Portable Radios cost $3,300 each and the only County units with these radios are the deputies, County Emergency Management staff, Animal Control, and eight (8) portable radios for County EMS vehicles. All County volunteers have the XG -75 Portable Radio that costs $1,900 each. If the County provides one Portable XG100P Radio for each EMS Unit outside the County, it will cost $64,800 not available in the current Lease - Purchase Program. Please review memo carefully to understand that mobiles are in vehicles, and there are two (2) types of portables in the system (XG -75 and XG100P). Outside agency volunteers with a high band radio can reach County Central Dispatch, and all the dispatcher has to do is push two (2) buttons to patch that volunteer through to any one on the County System. All of this was taken into account in the system design. This Patch will also work for all surrounding counties and cities, police and fire going through the County Central Dispatch. County staff submits this to the Board of Supervisors for their review and consideration. P42 Altavista EMS Office of rite Chief' P.0. Box 1 / 1510 Main Street Altavista, VA 24517 mmoss(t altavistaems.com Phone (434) 369 -4716 www.AltavistaEMS.com Fax (434) 369 -4306 July S, 2013 Board of Supervisors Pittsylvania County P.O. Box 426 Chatham, VA 24531 Mr. Chairman and Supervisors: I hope this letter finds you all well. With that, I am writing to ask for your help in rectifying a grave situation that is the result of the county award of $13 Million to Harris to deploy a new Public Safety Communications System. The implementation of this new Harris system has resulted in the county having to buy new radios that are compatible with this new system. Unfortunately, the county has neglected to provided radios to all entities who will rely on this essential system to provide Public Safety within the county. It has come to our attention that the county will not be providing Altavista EMS with any portable radios. This comes as a great alarm for the safety and well being of our EMS providers and community. Without this essential piece of equipment, we will lack a much needed resource that will undermine the mission at hand as well as the objectives set forth by the county in implementing the new communications system. Some of the main concerns this system was to address was the lack of a unified and reliable way to stay in contact with CECOM and each other. The mobile radios installed in our units by the county provide this contact only when providers are inside the vehicle. When providers are on- scene outside the unit, they will not be able to be in contact with CECOM. Having personnel on -scene inside a residence or other location without radio contact with CECOM puts EMS personnel in danger. Having to go back and forth from a residence or scene to the unit to communicate with CECOM for additional resources underserves the patient and will cause delays in care. Furthermore, going back and forth to the unit to be in contact with CECOM may not be an option depending on the situation on -scene resulting in EMS personnel being harmed or delay in patient care. Other Public Safety agencies who serve the county received portable and mobile radios. I am unsure why our agency, who serves the county at a level greater than most agencies, is slated to A Oigatfizati n die E"'aJJun€ nity Ctim Depend' an Mace 1946 receive no portable radios. The citizen's we serve are as important as other citizens within the county and the agency who serves them should not be denied the necessary equipment to provide this service. We ask that Pittsylvania County provide Altavista EMS with 25 Unity XG -100P portable radios. This is one of the models being provided to agencies within the county and will better meet our communication needs. That quantity will not outfit all members of our agency with a radio; however, this will provide enough saturation to ensure personnel answering a call will have access to one. I would appreciate your help in rectifying this situation and ensuring Altavista EMS gets the necessary portable radios. They are essential to providing Public Safety for the county and thus have been distributed to the other emergency entities. I look forward to working with you to rectify this problem. Thank you I am, Mark A. Moss Chief A Organization Me Cominanay' (76-n 05epe d on Siffee 19'46 PITTSYLVANIA COUNTY VIRGINIA James E. Davis, ENP, Coordinator % SY rVq� Emergency ¢ r Management & Communications o 9 o Phone (434) 432 -7920 +� [ Fax (434) 432 -7950 P.O. Box 426 Q Chatham, Virginia 24531 O z Gretna /Hurt (434) 656 -6211 � � `� v s Jim.davis @pittgov.org /767 July 10, 2013 Memorandum TO: Mr. William D. Sleeper, County Administrator FROM: James E. Davis, ENP, Coordinator SUBJ: Altavista Rescue Letter of Request to the Board of Supervisors Background: VHF Voice Communications In today's radio environment Halifax County, Henry County, Franklin County, Campbell County, and the City of Danville all surrounding Pittsylvania County with the exception of Bedford County utilize V14F Conventional radio systems. Within those jurisdictions are the public safety agencies that have the existing communications capability with Pittsylvania County public safety agencies. This type of system, today, makes coordination seamless and beneficial for all users. When Pittsylvania County switches over to the digital 700Mhz radio system, without the proper radio equipment in place, we would effectively be an island in the stream and therefore we would only be able to talk to our County based public safety responders and no one else. Pittsylvania County's Solution VHF Conventional (Analog not Digital) Simulcast System Harris is installing a six site, single channel, narrowband VHF, Simulcast system that will support voice communications and two -tone sequential paging as well as providing an interoperability channel. The VHF Simulcast system will share the Backhaul System equipment and Dispatch Consoles with the 700 MHz P25 system. The transmit sites will be co- located with six of the 700 MHz trunked system sites. The VHF interoperability solution provides for countywide on- street coverage. The definition of interoperability in two -way radio is, compatible communications paths (compatible frequencies, equipment and signaling). With the Harris radio solution, we will be able to communicate to those agencies that surround Pittsylvania County simply by those agencies signing an agreement and their re- programming of mobiles and portables to the newly installed VHF Interoperable Channel. Greater Capability and Functionality The equipment that has been purchased from Harris will provide mobile radios for three outside agencies whom provide daily EMS services to the residents in the area that they serve. Altavista Rescue Squad, Danville Lifesaving Crew and North Halifax Fire & EMS. The County purchased Unity mobiles which will provide full communications capability to both the existing VHF radio system and our new 700 MHz P25 system. These mobiles were installed on EMS vehicles located within their facility which serves Pittsylvania County. Each mobile radio costs approximately $3,800.00 each. Page 1 P45 Equipment Delivered Altavista EMS 8 mobile radios = $30,400.00 Danville Lifesaving Crew 9 mobiles = $34,200.00 North Halifax Fire & EMS 3 mobiles = $11.400.00 $76,000.00 With the solution as provided by Harris, Pittsylvania County did not purchase portable radios for these outside agencies due to two reasons. The first is portable radios were purchased for in -county fire and ems members because this is also how they will be alerted for a call. The outside agencies are dispatched and alerted by their respective jurisdiction where they are based. The second reason is this was outside of the budget originally planned. Altavista EMS is requesting 25 portable radios, and if Danville Lifesaving Crew has 118 and North Halifax has 30 members. This would be an additional 173 portable radios. If the County has to purchase these radios for the outside agencies, and if we are to provide the radio type that is being requested by Altavista EMS it will cost $629,000.00. If the County is required to provide them the same type of portable radio as we are providing our fire and ems members the cost will reduce to $328,700.00. Altavista EMS Letter to the Board of Supervisors With all due respect to their letter, Altavista EMS will be able to communicate to the 911 Center on the new VHF Conventional Interoperability Channel that Harris is providing. While even the new system will not be 100% guaranteed for in- building coverage for a portable radio, with the additional two new sites as compared to the 4 sites we have today will improve our communications capability in the VHF system. In speaking to Chief Moss, he stressed that there will be issues for him to be able to communicate to the other agencies within the County if he is on the VHF system and the others are on the 700Mhz system. The system being installed by Harris will provide cross -over communications from system to system with the dispatcher patching in the two channels. This is not automatic and it will require the dispatcher to touch two buttons on the new radio console for them to communicate. All mobile communications will be seamless and without any dispatcher intervention. All will be able to communicate on the same P25 700Mhz System. If the County was to purchase one portable radio (XG -75 Radio that is being provided for the County Fire & EMS) for each outside agency to assign to their EMS Units it would cost $38,000.00. or $1900.00 ea with County discount. If the County was to purchase one portable radio type (XG -100) that is being requested by Altavista EMS for each outside agency to assign to their EMS units it would costs $64,480.00. or $3300.00 ea with County discount. As stated before all outside agencies will be provided an Interagency Memorandum of Understanding that must be signed by their Chief Officer. Once the form is signed by the County and their designee, we would provide the programming codes whereby they could program their radio equipment at their expense. (Form included). P46 Interagency Memorandum of Understanding Radio Frequency Authorization Purpose: This agreement and authorization is for the purpose of establishing interoperable and mutual aid radio communications between personnel of the agency listed below and Pittsylvania, VA. Pittsylvania agrees: To allow fleet programming of the following frequencies, privacy tones, and network access codes: Insert Jurisdiction Name agrees: (Jurisdiction, Agency or Department) To provide programming, maintenance and physical security of each radio that is programmed for these authorized channels. To ensure all radios programmed with these frequencies use appropriate unit identifiers. To only allow use of these channels by units working within the boundaries of Pittsylvania County, VA. To take appropriate action in the event of any misusing of these channels outside of the guidelines and procedures established by the jurisdiction. To only use the channels for mutual aid and interoperable purposes. It is further agreed that this agreement may be cancelled by either party at anytime by providing written notice, sent to the current business address of the party notified. This agreement will remain in force, unless canceled. Chief Officer Name: Jurisdiction or Agency: Chief Officer Signature: P47 On behalf of Pittsylvania, VA and as primary FCC license holder, James E. Davis, Coordinator of Emergency Management PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: 2013 Budget Amendments - Requires a Motion and 10- day Layover SUBJECT/PROPOSAL/REQUEST: Year -End Transfers and /or Appropriations STAFF CONTACT(S): AGENDA DATE: 7 -16 -13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 12 INFORMATION: INFORMATION: BACKGROUND: The Board of Supervisors will approve the first year -end adjustments to the FY 2013 budget at tonight's meeting. Because year -end can sometimes be a tedious process, additional budget amendments are required to finalize year -end numbers. Attached is a listing of appropriations necessary to complete FY 2013. These appropriations total $932,250.12 and affect the following departments: Sheriff, Jail, Library, Schools and Capital Improvements. Included in this listing are categorical changes for the Schools and an adjustment for additional revenue received by the Schools during FY 2013. Also attached is a letter from Mr. James E. McDaniel, Superintendent of Schools, requesting the categorical changes and the appropriation of additional revenue. RECOMMENDATION: Staff recommends that the Board review the attached listing of year -end 2013 budget adjustments as well as the attached request letter sent by Mr. McDaniel. THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER. 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These appropriations total $1,009,326.96 and affect the following departments: Board of Supervisors, Independent Audit, Sheriff, Fire & Rescue, Jail, Animal Control, E911, Economic Development and Schools. This listing includes encumbrance carryovers from the previous year, which are for items that were ordered in June but will not be received until after the new fiscal year. Attached is the listing of encumbrance carryovers from the Purchasing Department. As a matter of note, the only carryover funds included on the attached spreadsheet are for the General Fund since the other fund balances will automatically rollover. Also attached are carryover requests from the Sheriff, the Fire & Rescue Association, E911 and Schools. Staff recommends that the Board review the attached listing of proposed 2013 carryover as well as the attached request letters. THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER. P51 `v Z u 0 N} � LL s� q C W m E a a N L v E E E ¢ v d a m a 0 N P52 0 0 0 ai 0 m ry .+ m e m ry o 0 o m n vi m �o Z o o N m m N m b m m n o I m M .+ oo m .n vi o r7 �o n o N O C 0 O E a a m c q 00 M N m M m O O N N m m N N 40 O v b t0 0 0o w m o o N o o .+ m O o m 0 0 m 0 0 �o w m b b vl b m Vt l0 m v N m y o 0 0 0 0 0 0 0 0 0 2 0 0 0 0 0 0 0 0 c �0 0 0 0 0 0 0 0 0 0 0 0 0 ep N ~ M M M M M M M M M rl O O O O O O O O O O O O O O O O O O O O O v 0 O O O O O O O O O O O O O O O O O O 0 m L c i v o r a > 'v `o `oo a D a a v t y H N a c c o n' u y w O 0 0 c v o a o v q 0 c c .n c a a v o o W v v m� m > w m u u > c o � o am ' o '3 E Z' o Z n v v L v � LL 75 u o u w u u O N O O m O W V N N h O O vl vl 0 0 M m a m m o O o n m o X00 o w m 2, O O N V O O O C m O m N m b m m O N m m m M m rl V1 V M b n N N V1 10 n O m N Q U I n 0 c 0 0 E a C 5 E y > v a q y ^ C O m o_ `o LL o x — .. v c o °+ O y > .Z o. a m w o rv° Q V > c n m y 'n — o E N n Z _ v m u V y q — - � v O c o _— 0 ON N m O ti N m O O N N m 1!1 fl l0 '1 O vl N N N m b 0 o c0 m W o0 O 0 0 O m o O m b b b b E M m m m m b m b b m b v ° °a °a °a ° 00 00 00 00 00 00 0 0 00 d O N N N O N 8 $ N N N N N N 00 N N L N N N rl fi 'i fi M M M N N N O 0 0 0 0 O O O O O O o 0 0 e e v a v v a v a v e v e e 0 0000 0 0 0 0 0 0 0 0 0 o 00 o 0 0 0 0 0 0 0 0 0 0 v Y a G Z v m m g c v v v 0 v a q r v r r r s r v v v L (D l0 VI VI VI P52 O R C d a u e 0 S i a c n V G p a L V a > o O > a a ,j O y m O C a m .o 'n g � m n v o g o N m mn o m G a a d a q n d d g d o O O O O H C E o c 0 E .+ r .+ °c °° = E w w P53 o r ry m m o o h h 0 00 o o m m m m b b o v v o o b br m m n m m d a 1 1". p ri a a o oo m m e e pm d N n N N O N M O e ei O O N N a a N O S Sri N M v ° °i m m v vi m m . .ti d d o o m m u ui a a o of N O O rl W C C C O � � C a a N N N m c c � � O N N m m O O V VI m m m m O OI ' 'I O O O O l0 p VI M M m m 6 m M M N N ' 'pi g O O pm V 6 m gym{ O V VOf N N a a O O O O N N 0 00 S SO Q O O O O q q O O 9 9 9 9 9 9 O O 0 00 b a a a a d d d d e e a a d d d d d d o d d d d $ $ d d d ddd � �i L Lh I In 0 O O 0 0 0 0 0 0 0 0 � � N N N N > ° ° = = E w E E ° ca °a a a v v � E w > a a .. a a m m E a a > a a ° ° �°0 « a > > o o n a ado ° °' n g a Z Z E E 0 0 9 > > . .m n g o v . .� c c m E o « « o E E ''� z z W WU p a c c o o O O d p p o o 0 0 o p c o o N Q Q d a a w w e c c O O c c 0 i m i r r a U U a u u w w 5 n u u V V a n U U a H 0 V V m ¢ ¢ O N N m m V V1 O O C C O O N N b b O V V m m d O r rl O O N N O O y y p p It m m e ^ ^' a • •+ E P53 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Anthem Insurance Renewal SUBJECT/PROPOSAL/REQUEST: Report on the County's annual insurance renewal with Anthem Blue Cross Blue Shield and Delta Dental STAFF CONTACT(S): AGENDA DATE: 7 -16 -13 ACTION: No CONSENT AGENDA: ACTION: ATTACHMENTS: No REVIEWED BY: ITEM NUMBER: 14 INFORMATION: INFORMATION: BACKGROUND: Anthem Blue Cross Blue Shield is the County's health insurance provider for employees and Delta Dental is the County's dental insurance provider for employees. The County recently received renewal rates from Anthem and from Delta. DISCUSSION: Pittsylvania County and Pittsylvania Schools are in the same group for health and dental insurance. The Health Insurance Committee for this group decided that this year was a good time to bid out the County's health and dental coverage to make sure that we are receiving quality coverage for a good price. It is with great pleasure that I inform you that after reviewing the bid documents received, the County and Schools determined that it is in our best interest to remain with our current providers at no additional cost. The Health Insurance Committee did decide that the County and Schools would benefit significantly from changing from a fully insured dental plan to a self - insured plan, which provides significant savings. Currently, the Board of Supervisors pays 100% of the employee's share of the KeyCare 1,000 insurance plan and pays $12 per month on the dental plan. RECOMMENDATION: This summary is being provided to you for informational purposes only and does not require Board action. P54 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: 2014 School Resource Officer (SRO) Grant Program SUBJECT/PROPOSALBEOUEST: Acceptance of 2014 School Resource Officer Grant Program Awards STAFF CONTACT(S): Sleeper, VanDerHyde, Mills AGENDA DATE: 07 -16 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 15 INFORMATION: INFORMATION: BACKGROUND: During the budget process, the School Safety Initiative was discussed at length. This program was removed from the 2014 adopted budget with the understanding that other sources of income would be investigated to help fund this program including grants. The Sheriffs Department submitted four applications for the 2014 School Resource Officer Grant Program to the Department of Criminal Justice Services on May I, 2013. The Department of Criminal Justice Services has approved four grants under the School Resource Officer Grant Program, which includes $137,352 in State funds and $45,180 in Local Cash Match for a total award of $182,532. The grant period is July 1, 2013 -June 30, 2014. The grant also requires the County to pick up the full costs of all four (4) positions for one (1) year after the end of the grant. Grant #: 14- A3101FR14 $ 34,338.00 $11,295.00 $ 45,633.00 14- A3102FR14 34,338.00 11,295.00 45,633.00 14- A3103FR14 34,338.00 11,295.00 45,633.00 14- A3104FR14 34,338.00 11,295.00 45,633.00 $137,352.00 $45,180.00 $182,532.00 Attached hereto is a letter from the Sheriff with a spreadsheet of the costs of deputies and equipment for these four (4) positions. It is the Sheriffs intent to match those grant positions with carryover funds from the 2012 -2013 budget end of year balances from his department, in addition the vehicles, and radios for these four (4) positions are P55 coming from surplus equipment currently being repaired to provide limit services (vehicles have in excess of 150,000 miles). The Sheriff is trying very hard to implement this program with the least impact possible to the County and the Budget. The Sheriff is seeking additional outside funds and support for officers in the remaining elementary schools. The local share is based on the school's composite index of .2475. RECOMMENDATION: Staff recommends that the Board of Supervisors accept these four (4) School Resource Officer Grants and authorize the County Administrator to sign any documents related to the grant award process. P56 AGENDA TITLE: Personnel Decisions SUBJECT/PROPOSA LIREOUEST: Discussion STAFF CONTACT(S): Mr. Sleeper BACKGROUND: PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: 07 -16 -2013 ACTION: CONSENT AGENDA: ACTION: ATTACHMENTS: This item was requested by the Chairman, the Honorable Marshall Ecker. Staff has no additional information on this item. RECOMMENDATION: P57 ITEM NUMBER: 16 INFORMATION: AGENDA TITLE: Disciplinary Actions SUBJECT/PROPOSAUREOUEST: Action as Necessary STAFF CONTACT(S): Mr. Sleeper BACKGROUND: PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: 07 -16 -2013 ACTION: CONSENT AGENDA: ACTION: ATTACHMENTS: This item was requested by the Chairman, the Honorable Marshall Ecker. Staff has no additional information on this item. P58 ITEM NUMBER: 17 INFORMATION: INFORMATION: REPORTS FROM MEMBERS P59 REPORTS FROM LEGAL COUNSEL P60 REPORTS FROM COUNTY ADMINISTRATOR P61 CLOSED SESSION P62 ADJOURNMENT P63 d� Place 2o c PITTSYLVANIA COUNTY SCHOOLS Mr.James E.McDaniel Division Superintendent PS P .O.Box 232.39 Bank Street S.E.• Chatham,Virginia 24531 ,ind■An*. ATTACHMENT #12 July 10,2013 William D. Sleeper,County Administrator Pittsylvania County Board of Supervisors P. O.Box 426 Chatham,VA 24531 Mr. Sleeper: Attached please find the FY 2012-2013 Categorical Budget breakdown with adjustments. Transfers are required between all categories to cover actual operating expenses for the fiscal year. There is also an amendment for additional revenues received during the fiscal year that requires an appropriation. We ask the Board of Supervisors to amend the FY 2012-2013 budget and to adjust the categories. Thank you for your attention on this matter. I Sincerely, Qi James E. McDanie Division Superintendent i 1 ELEPHONE NUMBERS:(434)432-2761•(434)793-1624(Danville)•(434)656-6248(Gretna)•FAX(434)432-9560 1 I aWig oa�S e� 03rnm EREILIVil mMGOt- ce) Nc C .� r O)m r' r liltiNggg 1.1RIgflAill m M N O .NN pp pp pp pp pp N h 0 0 0 0 VV. >- 0 0 0 0 2 0 1 t2 N 3 }7 c O 2 2 O O W O 8 N C mc+) K> C) 0 - � atio 0_1..- w.o Q$l1 too m oO g 2 O 4 G s (s1APN ad 1 W 0 c g v e .Q 0 = m �, 0 .O 3 o a V a s O $812! .8 N IfluIIi o ti 1 FY 2012-13 Additional Appropriation Revenue Source: School Food-Federal 313,167.42 Title I-Federal 36,832.71 Perkins Funds-Federal 6,272.96 Adult Education-Federal (18,909.00) Project Connect-PCCA-Grant Funds (16,722.00) School Breakfast-State 10,678.55 Early Reading-State (54,036.00) Miscelaneous Revenues-Other 30,877.20 Total 308,161.84 1 i I I 1 1 ATTACHMENT #13 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ENCUMBRANCE CARRYOVERS FY 12-13 June 30,2013 100 General Fund $233,020.97 250 Grants Fund $ 7,376.60 310 Capital Improvements Fund $333,300.00 325 Vo-Tech Renovations(Machining Program) $600,743.00 420 Bonds Fund $ 4,731.00 520 Solid Waste $559,625.00 604 Central Stores $ 4,917.90 GRAND TOTAL: $1,743,714.47 FY 12-13 Encumbrance Carryovers LGO502 OPEN PO LIST Page 1 a Open Po Number Po Date. Year Name Budget Req Id.. EncS 36310 12/28/12 13 SOUTHERN POLICE EQUIP. CO. 100-4-033100-601000 (backordered tasers) 4047.00 4047.00 37110 04/17/13 13 THE GUN SHOP 100-4-031200-601000 (backordered ammo) 2298.10 2298.10 37250 05/09/13 13 HALEY AUTO MALL OF FARMVILLE 100-4-031200-810500 (Sheriff's Cars) 32408.05 37250 05/09/13 13 HALEY AUTO MALL OF FARMVILLE 100-4-031200-810500 115575.00 147983.05 37251 05/09/13 13 HALEY AUTO MALL OF FARMVILLE 100-4-033100-810500 (Jail Cars) 46230.00 37251 05/09/13 13 HALEY AUTO MALL OF FARMVILLE 100-4-033100-810500 12963.22 59193.22 37310 05/16/13 13 HEATH LANDSCAPING 420-4-094411-821200 (Landscape Work at 4731.00 Hunan Services Ctr) 4731.00 37365 05/24/13 13 CAPITAL PONTIAC-GMC TRUCK 100-4-035500-810500 (Vehicle for Emergency 19459.00 37365 05/24/13 13 CAPITAL PONTIAC-GMC TRUCK 100-4-035500-810500 Kgmt. - D. Hendrick) 26.60 37365 05/24/13 13 CAPITAL PONTIAC-GMC TRUCK 100-4-035500-810500 14.00 19499.60 37413 06/04/13 13 REFUSE EQUIPMENT CORPORATION 250-4-082600-580000 (Newspaper Recycling 6533.00 Container - Litter). 6533.00 37434 06/05/13 13 BASSETT OFFICE SUPPLY 604-4-012530-600100 (General District 2746,90 Chairs) 2744.90 37435 06/05/13 13 HARRIS OFFICE FURNITURE CO. 604-4-012530-600100 (Herman Miller Chairs 993.30 37435 06/05/13 13 HARRIS OFFICE FURNITURE CO. 604-4-012530-600100 for GDC) 88.70 4 1082.00 i 37517 06/13/13 13 CARTER MACHINERY CO. INC. 520-4-094401-810200 (Landfill Compactor) 559625.00 J #k 559625.00 37519 06/13/13 13 AMERIMARK DIRECT 250-4-082600-580 0 (Pencils - Litter) 362.50 37519 06/13/13 13 AMERIMARK DIRECT 250-4-082600-580000 466.10 37519 06/13/13 13 AMERIMARK DIRECT 250-4-082600-580000 15.00 843.60 37525 06/13/13 13 BASSETT OFFICE SUPPLY 604-4-012530-600100 (Forensic Tables) 698.00 . i LG0502 OPEN PO LIST Page 2 Open Po Number Po Date. Year Name Budget Req Id.. Enc$ 698.00 37526 06/13/13 13 PRINT N COPY CENTER 604-4-012530-600100 (Soc Sery Business 49.00 37526 06/13/13 13 PRINT N COPY CENTER 604-4-012530-600100 Cards) 49.00 98.00 37539 06/14/13 13 CDW GOVERNMENT INC. 604-4-012530-600100 (V-11 Pgm Backordered 295.00 Printer) 295.00 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325-4-081004-810200 (Vo-Tech Equipment 13560.00 NS Machining Program) 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325-4-081004-810200 2800.00 NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325-4-081004-810200 4736.00 NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325-4-081004-810200 30360.00 NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325-4-081004-810200 157432.00 NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325-4-081004-810200 49560.00 NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325-4-081004-810200 10360.00 NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325-4-081004-810200 15960.00 NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325-4-081004-810200 7960.00 NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325-4-081004-810200 2360.00 NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325-4-081004-810200 11160.00 NS 37546 06/19/13 13 JEFFREYS MANUFACTURING SOLUTIO 325-4-081004-810200 3960.00 NS 310208.00 37547 06/19/13 13 DOMINION AIR AND MACHINERY CO. 325-4-081004-810200 (Vo-Tech Equipment 224280.00 37547 06/19/13 13 DOMINION AIR AND MACHINERY CO. 325-4-081004-810200 Machining Program) 62675.00 37547 06/19/13 13 DOMINION AIR AND MACHINERY CO. 325-4-081004-810200 3580.00 290535.00 37548 06/21/13 13 ELECTION SYSTEMS & SOFTWARE 310-4-094150-819175 (New Voting Machines) 200400.00 37548 06/21/13 13 ELECTION SYSTEMS & SOFTWARE 310-4-094150-819175 3150.00 37548 06/21/13 13 ELECTION SYSTEMS & SOFTWARE 310-4-094150-819175 3150.00 37548 06/21/13 13 ELECTION SYSTEMS & SOFTWARE 310-4-094150-819175 1575.00 37548 06/21/13 13 ELECTION SYSTEMS & SOFTWARE 310-4-094150-819175 120000.00 37548 06/21/13 13 ELECTION SYSTEMS & SOFTWARE 310-4-094150-819175 1575.00 37548 06/21/13 13 ELECTION SYSTEMS & SOFTWARE 310-4-094150-819175 3450.00 1 LG0502 OPEN PO LIST Page 3 Open Po Number Po Date. Year Name Budget Reg Id.. Enc$ 333300.00 1743714.47 44 records Listed. soEmF The Office of the Sheriff codNA, . PIttsytvania County p • None(4341432-7800 or(434)656-6211 fax(434)43Z 7QY9 , . , ai! pcsofepittgov.org Wthsite- www.pittsyfvantashergorg gSen�'I ,.p 9llfchaeCW.?ayar 7.0 dox 4o7 Sheri,' July 11,2013 Cbatfiatn,'VA 24531 Kim Van Der Hyde,Director of Finance County of Pittsylvania P.O.Box 426 Chatham,VA 24531 Via:email Re:Fiscal Year End Balance 2012-2013 Dear Kim: Please accept this as my request to carryover from our 2012-213 year's end balance to the 2013-2014 appropriations for the identified line items referenced below: 1) Salaries and Wages Line item 100-4-031200-12000:$45,244(our locality's 25%match for the School Resource Officer Grant Program Award) 2) Part time Salary and Wages 100-4-031200-130000:$30,000 3) Uniform Line item 100-4-031200-601100:$12,210(School Resource Officer Grant Program Award) 4) Police Supplies Line item:100-4-031200-601000:$12,408(School Resource Officer Grant Program Award) 5) Dues and Assessment Line item:1004-031200-581000:$1,028(School Resource Officer Grant Program Award Academy Assessment) 6) Training and Education line Item 100-4-031200-554000:$13,000(Polygraph School) 7) Subsistence and Lodging Line item:100-4-031200-553000:$10,000(10 week Polygraph School that requires lodging throughout the week) 8) Repairs and Maintenance Line Item 1004-031200-331000:$20,000(Moses Building re Authentic Verification mandate) 9) Capital Outlay Vehides Line item 100-4-031200410500:$46,000(to replace two vehides with 157,000 mileage;both out-of-service for transmission issues;estimated costs to repair:$3,500 each) 10) Communications Equipment line Item 1004-031200-600400:$20,496(Communications equipment for two replaced vehicles) I respectfully appeal to the Board of Supervisors to consider this request.If the Finance committee would like to discuss this request I will gladly schedule a time. With kindest regards I remain, Very truly yours, Mich el W.Taylor Sheriff Cc:The Honorable James Snead,Chairman of the Finance Committee William D.Sleeper,County Administrator MWT/sc Pittsylvania County `4=`•- Fire & Rescue Association P.O.Box 426 Chatham,Virginia 24531 MEMO TO William D.Sleeper County Administrator 4211? FROM Stephen G. Finkner President—Pittsylvania County Fire& Rescue Association SUBJECT: Fire/Rescue Capital Carryover Funds DATE: June 28,2013 In accordance with the action of the Pittsylvania County Board of Supervisors at the June 3, 1996 meeting,approving carryover of capital funding in line item 100-4.032200.5661 of the budget,I am requesting that the balances from FY 2012-2013,shown for each of the following agencies,be carried over to the 2013-2014 budget: Blairs Fire&Rescue $3,730.75(FY 11-12)(Rescue) $1,285.00(FY 10-11)(Rescue) Callands Fire&Rescue $7,500.00(FY 12-13)(Rescue) $7,500.00(FY 11-12)(Rescue) $7,500.00(FY 10-11)(Rescue) $7,500.00(FY 09-10)(Rescue) Cool Branch Rescue $7,500.00(FY 12-13) $7,500.00(FY 11-12) Gretna Rescue $7,500.00(FY 11-12) Mt. Hermon Fire&Rescue $7,500.00(FY 10-11)(Rescue) 640 Rescue Squad $7,500.00(FY 12-13) Total: $72,515.75 Cascade VFD(Apparatus Funding Balance) $4,196.85 (100-4.032200.5660) GRAND TOTAL CARRYOVER: $76.712.60 Fire&Rescue Carryover tune 28, 2013 Page 2 If you have any questions please don't hesitate to give me a call. SGF/dbm CCtoi(m Vanderhyde, Finance Director Donna B. Meeks,Purchasing Manager • Kim Van Der Hyde From: Jim Davis Sent: Wednesday,July 10,2013 12:26 PM To: Kim Van Der Hyde Cc Jim Davis Subject FY2013 Rollover Importance: High Kim: I am requesting that you take before the Board my year end balance and have it appropriated to the FY2013/2014 E-911 Budget.The purpose of this is to keep up from having to go back to the board for any further site improvements that may be needed for the new radio project.When we originally begin this project, it was anticipated that we would have to fund the Smith Mountain Tower Site for structural modifications.With my contingencies funds in the loan balance getting very low, I feel that this request that I have not done in the past, be considered. I am requesting that all of these funds be placed in the 2014 account of 100-4-035500-583999.Any grant funding from the 2013 line items, please just roll them into their respective accounts for 2014. Thank you. Jim Davis Tel.(434)432-7920 Coordinator Fax.(434)432-7950 Emergency Management&Communications iim.davisQpittgov.org www.nitteov.ore/e911/ 53 North Main Street PITTSYLVANIA COUNTY P.O. Box 426 VIRGINIA Chatham,VA 24531 My e-mw7 or other correspondence sent to a member of the Board of Supervisors,or any other public official andbr employee of P ttsyfwnla County, Virginia(the 'County,in the transaction of public business,is considered a public moors and such records are subject* the Virginia Freedom of Inhumation Act('VA FOIA". This means that Virginia law generally requires the County to provide a copy of any such e-mail,upon request for inspection and ogpying to any cbizen of the Commonwealth,orb any member of The news media,w*ss lawfully exempted from productbngisclosure under VA FOIA. M you have received This email or any attachments i»an paeass note the sender irnnmmadatey at(434)432-7700,and by reply em at and delete this em&and any attachments bit hom you in- box,sent isms,and deleted items. Thank you. 1 of place To 9 PITTSYLVANIA COUNTY SCHOOLS Mr.James E.McDaniel 7 Division Su liar pS am,Virginia 24531 P.O.Box 232.39 Bank Street S.E.•Chath Superintendent And w014- July 10, 2013 William D.Sleeper,County Administrator Pittsylvania County Board of Supervisors P.O. Box 426 Chatham,VA 24531 Mr.Sleeper: Attached please find the June 30, 2013 Year End Financial Statement for Pittsylvania County Schools. The School Board asks that the Board of Supervisors approve the designated carryovers and amend and appropriate the FY 2013-2014 budget by this amount. Thank you for your attention on this matter. Sincerely, 411. li/ v James E. McDaniel Division Superintendent 1ELEPHONE NUMBERS:(434)432-2761•(434)793-1624(Danville)•(434)656-6248(Gretna)•FAX(434)432-9560 i Pittsylvania County Schools Revenue,Expenditure and Fund Balance Report for Fiscal Year Ending June 30,2013 Revenue Budget Actual Balance Sales Tax $9,065,767.00 $9,036,762.04 '--P ' State Funds $46,226,192.55 $45,821,554.86 Federal Funds $8,714,308.38 $9,215,228.36 "` ° ',3 Local Funds $14,761,995.00 $14,761,995.00 Other Funds $4,720,801.38 $4,622,604.74 _ Totals $83,489,064.31 $83,458,145.00 ', , Expenditures Instruction $59,792,582.10 $59,686,484.10 Administration/Attendance&Health $3,075,810.94 $3,075,810.94 Pupil Transportation $6,966,800.77 $6,966,800.77 ..,; , Operation&Maintenance $7,692,367.76 $7,418,123 03 r Non-Instructional Operations $3,234,896.30 $3,234,896.30 g._ ;a Facilities $284,930.00 $284,930.00 Technology $2,441,676.44 $2,441,676.44 Totals $83,489,064.31 $83,108,721.58 r• x k ,._ << s <' Total Revenues $83,458,145.00 Less:Total Expenditures $83,108,721.58 Ending Fund(Cash)Balance $349,423.42 Less:Designated Carry-Over Funds: Book Buddies Grant $33.12 (grant funds) Engineering for All Grant $1,590.20 (grant funds) School Security Improvements $274,244.73 (state funds) Textbooks $58,482.94 (state funds) Virginia Preschool Program $15,072.43 (state funds) $349,423.42 Non-Designated Fund(Cash)Balance $0.00