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08-05-2013 BOS PKT6; �trdo � �e � �il(w z BOARD PACKET BOARD OF SUPERVISORS REGULAR MEETING AUGUST 5, 2013 1767 Pi PITTSYLVANIA COUNTY BOARD OF SUPERVISORS REGULAR MEETING MONDAY, AUGUST 5, 2013 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA Call to Order — 7:00 p.m. 2. Roll Call Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO 3. Pledge of Allegiance 4. Emergency Items to be Added to the Agenda Motion by Barber0 Barksdale0 Bowman0 EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 Bow man0 EckerO Hagerman0 Harville0 SneadO (a) — Pages APPROVAL OF AGENDA Motion by Barber0 Barksdale0 Bowman0 EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO HEARING OF CITIZENS CONSENT AGENDA Motion by BarberO Barksdale0 Bowman0 EckerO Hagerman17 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO 5(a) Minutes: July 1, 2013 — Regular Meeting — Pages 12 -18 July 16, 2013 — Adjourned Meeting — Pages 19 -28 Motion by Barber0 Barksdale0 Bowman0 Ecker17 Hagerman0 HarvilleO SneadO Seconded by Barber0 Barksdale0 BowmanO EckerO Hagerman0 HarvilleO SneadO 5(b) Bill List — July 2013 (Online) Motion by Barber0 BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO HagermanO Harville0 SneadO 5(c) Resolution — National Day to Serve — Pages 29 -34 Motion by Barber0 Barksdale0 Bowman0 Ecker17 Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO Snem/D 5(d) Resolutions — Rural Rustic Roads — Pages 35 -41 Motion by BarberO Barksdale0 Bowman0 EckerO Hagerman0 Harville17 SneadO Seconded by Barber0 Barksdale0 Bowman0 Ecker17 Hagerman0 HarvilleO SneadO 5(e) Proclamation — Farmer's Market Week — Pages 42 -44 Motion by Barber0 Barksdale0 Bowman0 Ecker17 Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO 5(f) Letter of Approval — Annual Sartomer Race — Pages 45 -47 PRESENTATIONS UNFINISHED BUSINESS Motion by BarberO BarksdaleO Bowman0 EckerO Hagerman17 Harville0 SneadO Seconded by BarberO Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO 6. 2013 Budget Amendments —At the July 16, 2013 Adjourned Meeting, a motion was made by Mr. Harville, seconded by Mr. Barksdale, which required a 10 -Day Layover that has now been met. Requires a Roll Call Vote. — Pages 49 -55 Roll Call Vote (Roll Call Vote Yor N) Motion by Barber0 Barksdale0 Bowman0 EekerO Hagerman0 HarVilleO SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO 7. 2014 Budget Amendments —At the July 16, 2013 Adjourned Meeting, a motion was made by Mr. Harville, seconded by Mr. Snead, which required a 10 -Day Layover that has now been met. Requires a Roll Call Vote. — Pages 56 -69 Roll Call Vote Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Yor N) Motion by Barber0 Barksdale0 Bowman0 EekerO Hagerman0 HarVilleO SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO 7. 2014 Budget Amendments —At the July 16, 2013 Adjourned Meeting, a motion was made by Mr. Harville, seconded by Mr. Snead, which required a 10 -Day Layover that has now been met. Requires a Roll Call Vote. — Pages 56 -69 Roll Call Vote (Roll Call Vote Yor N) Y N A Barber ❑ ❑ ❑ Barksdale ❑ ❑ ❑ Bowman ❑ ❑ ❑ Ecker ❑ ❑ ❑ Hagerman ❑ ❑ ❑ Harville ❑ ❑ ❑ Snead ❑ ❑ ❑ (Roll Call Vote Yor N) NEW BUSINESS Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber17 Barksdale0 Bowman0 EckerO HagermanO HarvilleO SneadO 8. Recommendations from Legislative Committee — The Legislative Committee will meet at 5: 00 pm on Monday, August 5, 2013, and any recommendations coming from that committee will be presented to the full Board of Supervisors —Pages 71 -72 (a) Special Setback Sub - committee — Fred Wydner (b) Proposed Credit Card Policy Update — Kim Van Der Hyde (c) Mass Communication Discussion — Tim Davis Motion by Barber0 Barksdale0 Bowman0 Ecker17 Hagerman0 HarvilleO SneadO Seconded by Barber17 Barksdale0 BowmanO EckerO Hagerman0 HarvilleO SneadO 9. Annual Contracts — Dewberry & Davis, Inc.; July 2013 -June 2014 Proposals for Storm Water Monitoring — Pittsylvania County Landfill, VPDES Permit No. VAR051524; Phase I & II Landfill Gas Monitoring, and Phase I & II Groundwater Monitoring for Pittsylvania County Landfill Permit No. 571 — Pages 73 -91 Motion by BarberO BarksdaleO BowmanO EckerO HagermanO Harville0 SneadO Seconded by Barber0 BarksdaleO BowmanO EckerO HagermanO Harville0 SneadO 10. Ratify Sole Source Award — Tobacco Grant — Precising Machining — Vo -Tech —92 -95 Pages Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO Seconded by Barber17 BarksdaleI7 Bowman EckerO Hagerman0 Harville0 SneadO 11. Scenic River Study Resolution — Banister District — Pages 96 -100 Motion by Barber0 BarksdaleO BowmanO EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO 12. Fire and Rescue - Carryover of Funds. Requires a motion and a 10 -Day Layover — Page 101 Motion by BarberO Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber17 Barksdale0 Bowman0 EckerO Hagerman17 Harville0 SneadO 13. Commissioner of Revenue - Additional Salary Appropriation. Requires a motion and a 10 -Day Layover —Page 102 Motion by Barber0 Barksdale0 Bowman0 EekerO Hagerman0 HarvilleO SneadO Seconded by Barber17 Barksdale0 Bowman0 EckerO Hagerman17 Harville0 SneadO 14. State Library Grant — Additional Appropriation. Requires a Roll Call Vote — Pages 103-104 Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO HagermanO Harville0 SneadO 15. Expenditure Refunds. Requires a motion and a 10 -Day Layover — Pages 105 -106 Motion by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 HarvilleO SneadO 16. Regional One — Contract Renewal — Pages 107 -128 Motion by Barber0 Barksdale0 BowmanO EckerO Hagerman17 HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harvi&17 SneadO 17. Virginia Department of Transportation — Resolution — State Route 1140 — Pages 129 -134 Motion by Barber0 Barksdale0 Bowman0 EckerO HagermanO Har'ville0 SneadO Seconded by Barber0 Barksdale0 Bowman17 EckerO Hagerman17 Harville0 SneadO 18. Matien 4e feseiiid riot, that _ eated Di plin...... Geni.nWe e (this A411 serve as a fie..e. under Rebe s n. les e f Order -). STRIKE FROM AGENDA Motion by Barber0 BarksdaleO BowmanO EckerO Hagerman0 HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO HagermanO Harville0 SneadO 19. Gamewood Change Order #5 — Smith Mountain Lake Tower — Pages 135 -136 Motion by Barber0 Barksdale0 Bowman0 EekerO Hagerman0 HarvilleO SneadO Seconded by Barber0 BarksdaleO Bowman0 EckerO Hagerman0 Harville0 SneadO 20. Appointment to the Danville/Pittsylvania Community Services Board — Callands /Gretna District — Mrs. Marie Young — Page 138 BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL REPORTS FROM COUNTY ADMINISTRATOR — Pages CLOSED SESSION Adjournment Motion by BarberO Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Seconded by Barber0 Barksdale0 Bowman0 EckerO Hagerman0 Harville0 SneadO Time Adjourned: TO BE ADDED P9 HEARING OF CITIZENS P1U CONSENT AGENDA Pll Regular Meeting July 1, 2013 Pittsylvania County Board of Supervisors Monday, July 1, 2013 Regular Meeting VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was held on Monday, July 1, 2013 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Marshall A. Ecker, Chairman, called the meeting to order at 7:01 p.m. The following members were present: Marshall Ecker Brenda H. Bowman Coy E. Harville James Snead Jessie L. Barksdale Jerry A. Hagerman Tim Barber Staunton River District Chatham - Blairs District Westover District Dan River District Banister District Callands- Gretna District Tunstall District Mr. William D. Sleeper, County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr. Greg L. Sides, Assistant County Administrator for Planning and Development, and Ms. Rebecca Flippen, Deputy Clerk to the Board, were also present. Mr. Ecker led the Pledge of Allegiance. Approval of Agenda Motion was made by Mr. Barber, seconded by Mr. Harville, to approve the agenda with the following addition: Additions: (a) Extended Contract for Motorola (b) Resolution of Support — Connection of Berry Hill Road and Danville Expressway (c) Resolution of Support from the Pittsylvania County on behalf of the City of Danville's application to the Strong Cities, Strong Communities Program (d) Request to set Public Hearing — Virginia Department of Transportation (VDOT) Six Year Plan for Fiscal Years 2014 through 2019 in Pittsylvania County and on the Secondary System Construction Budget for FY 2014. Mr. Barber's motion was unanimously approved by the Board. Hearing of the Citizens Ann Ecker of the Staunton River District thanked the Board for all they do for the citizens of Pittsylvania County, and offered a word of prayer. Andrew Lester of the Dan River District informed everyone of a movie called "Hot Water" in which issues concerning uranium mining in the western United States and how it affected that area. Mr. Lester encouraged everyone to attend its showing at Halifax County High School Auditorium at 7:OOpm on Saturday, July 13, 2013, and that there would be a question and answer session afterwards. George Stanhope of the Callands- Gretna District made comments concerning the amount of money spend on food at meetings board members attended, and recalled this being an item that had been cut back on 3 to 4 years earlier. Mr. Stanhope also believed that people appointed to serve as unpaid volunteers on committees, agencies and boards should be recognized when P12 Regular Meeting July 1, 2013 they retire or are no longer eligible for appointment, but citizens who are being paid to serve on such entities should not be recognized. Karen Maute of the Westover District made comments concerning potential changes in the County ordinance in regards to mining and giving consideration in using the terms "non -fuel mineral" and "fuel mineral" in the potential ordinance change. Ms. Maute also asked if the Regional Industrial Facilities Authority (RIFA) covenants had been written, or had any covenants been written for the Mega Park, and asked if mining occurred on that property, would the Tobacco Commission take back any funds given for the development of the park. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Harville, seconded by Mr. Snead, to approve the Consent Agenda (with the addition of the Business Appreciation Week Proclamation) and a correction to the May 21, 2013 draft minutes as follows: Page 24 of the Board packet, Mr. Hagerman's addition to be added to the proposed Credit Card Policy should read as follows: "No part of this document maybe changed or altered without the Board of Supervisors' vote of approval". Mr. Snead's motion was unanimously approved by the Board. Consent Agenda (a) Minutes: June 3, 2013 Regular Meeting June 18, 2013 - Adjourned Meeting June 24, 2013 — Joint Meeting of the Board of Supervisors & the Pittsylvania County Industrial Development Authority (b) Bill List June 2013 (Online) (c) Out of State Travel — Victim Witness Unfinished Business At the Board of Supervisors' adjourned meeting on Tuesday, June 18, 2013, a motion was made by Mr. Snead, seconded by Mr. Harville, to transfer the balance of the Orphanage Road Waterline Project of $125,000.00 to Ringgold Volunteer Fire Department Ladder Truck; plus $75,000.00 from Unappropriated Surplus, totaling $200,000.00 in order to approve a request from the Ringgold Volunteer Fire & Rescue Department for the County to donate $200,000.00 towards the purchase of a ladder truck, with the remainder of funds needed for the purchase be the responsibility of the Ringgold Volunteer Fire & Rescue Department. The remainder monies needed for the purchase could come from private civic groups and/or local industries that would benefit from the additional fire protection the ladder truck would offer, and that the Ringgold Volunteer Fire & Rescue Department would make the truck available for mutual from any other County department that called needing its use. Mr. Snead's motion required a 10 -Day Layover, which had now been met. A Substitute Motion was made by Mr. Barksdale, seconded by Ms. Bowman, to added the ladder truck to the County's Capital Improvement Plan (CIP) and allocate $50,000.00 now, and an additional $50,000.00 for the next three (3) years until the funds reach a total of $200,000.00. Both Mr. Barksdale and Ms. Bowman stated this was a worthy project, but should go through the CIP and have input from the Fire & Rescue Committee. After continued discussion, Mr. Snead called for the Question to end the debate and the Board unanimously voted to end discussion. The following Roll Call Vote was recorded for Mr. Barksdale's Substitute Motion: Mr. Snead -No; Mr. Barksdale -Yes; Mr. Hagerman-No; Ms. Bowman-Yes; Mr. Barber -No; Mr. Harville -No; and Mr. Ecker -Yes. Mr. Barksdale's Substitute Motion failed by a 3 to 4 vote of the Board. A Substitute Motion then came from Ms. Bowman, seconded by Mr. Barksdale, to refer the matter back to the Legislative Committee and the following Roll Call P13 Regular Meeting July 1, 2013 Vote was recorded: Mr. Hagerman-No; Ms. Bowman-Yes; Mr. Barber -No; Mr. Harville -No; Mr. Snead -No; Mr. Barksdale -Yes; and Mr. Ecker -Yes. Ms. Bowman's Substitute Motion failed by a 3 -4 vote of the Board. The following Roll Call Vote was recorded for the Main Motion made by Mr. Snead on June 18, 2013: Ms. Bowman-No; Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -No; Mr. Hagerman-Yes; and Mr. Ecker -No. Mr. Snead's motion passed by a 4 -3 majority vote of the Board. At the Board of Supervisors' adjourned meeting on June 18, 2013, a Motion was made by Mr. Harville, seconded by Mr. Snead, to amend the Board of Supervisors' Bylaws for the following: (1) 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). (2) Delete Section 2.11 concerning only matters of emergency nature may be added to an agenda and acted upon at that same meeting. Ms. Bowman made a Substitute Motion, seconded by Mr. Barksdale, that the matter be referred to the Legislative Committee. Ms. Bowman's Substitute Motion failed by a 3 -4 majority vote of the Board, with Mr. Harville, Mr. Barber, Mr. Snead and Mr. Hagerman in opposition. The Main Motion carried which required a 10 -Day Layover that had now been met. The following Roll Call Vote was recorded for the Main Motion: Mr. Hagerman -Yes; Ms. Bowman-No; Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; and Mr. Ecker -No. Mr. Harville's Main Motion from June 18, 2013 passed by a 4 to 3 majority vote of the Board. New Business Motion came from the Legislative Committee to request the County's local legislator's add Pittsylvania County to § 15.2 -1215 - Authority to cut growth of grass or lawn area in certain counties. The Legislative Committee's motion passed by a majority 4 to 3 vote of the Board, with Mr. Barber, Mr. Hagerman and Mr. Snead opposing the motion. Motion came from the Legislative Committee to have the Commissioner of Revenues Office adopt a permanent affidavit form for the Solid Waste Fee concerning property vacancy. The Chairman requested that this form include language inserted that once the residence has been occupied the landowner was to notify the Commissioner of Revenues' office, and once the Commissioner of Revenue had reviewed this proposed form, it was to be brought back to the Board of Supervisors for their approval. This was unanimously approved by the Board. Motion was made by the Legislative Committee to have the Director of Finance draft a proposed Credit Card Policy, and once drafted, submit back to the Legislative Committee for the committee's review, which was unanimously approved by the Board. Motion was made by Mr. Snead, seconded by Mr. Harville, to approve Amendment Number Iin order to extend the ongoing services contract with Federal Engineering to assist the County with the oversight of the current radio communications system upgrade project, and to authorize the County Administrator to sign the State of Work in the additional amount of $40,000.00, which was unanimously approved by the Board. Motion was made by Mr. Snead, seconded by Mr. Harville, for the reappropriation of the 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), P14 Regular Meeting July 1, 2013 $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). Mr. Snead's motion required a 10 -Day Layover. Motion was made by Mr. Barber, seconded by Mr. Hagerman, to appropriate a total of $787,690.00 in the 2013 budget to line item 325 -4- 081004 -3163, the newly established Vo -Tech Equipment line. (These funds were awarded to Pittsylvania County as a TIC grant for the implementation of precision machining equipment and tools for the Vo -Tech Center). The following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; and Mr. Ecker -Yes. Mr. Barber's motion was unanimously approved by the Board. Motion was made by Ms. Bowman, seconded by Mr. Snead, to approve 2012/13 Year - End Adjustments as presented by the Director of Finance reports. This motion required a 10- Day Layover. Motion was made by Mr. Harville, seconded by Mr. Barber, to approve a transfer of $16,234.75 from the Jail Architect line item 310 -4- 094150 -8186 to the Jail- Repairs and Maintenance Line item 100-4-033100-2210 to cover the current cost of underground pipe system repairs, which was unanimously approved by the Board. Motion was made by Mr. Harville, seconded by Mr. Snead, to amend the approved agenda to include adding a resolution for Dr. Carlyle Ramsey, which was unanimously approved by the Board. Items Added Motion came from Mr. Harville, seconded by Mr. Barber, to approve a resolution for Dr., Carlyle Ramsey, who was retiring as President of Danville Community College, which was unanimously approved by the Board. ,Vittopfbania Countp JBoarb of *uperbiar!5 RESOLUTION 2013 -07 -02 WHEREAS, Dr. Berkley Carlyle Ramsey has served with distinction as the President of the Danville Community College for more than two decades providing exemplary leadership and instituting new innovative programs that serve both the college and the community; and WHEREAS, Dr. Ramsey previously served as the Assistant Vice - Chancellor for Instructional Programs and Student Services for the Virginia Community College System; 1987 -1988, Dr. Ramsey was the Dean of Instruction and Student Development at the Danville Community College; 1984- 1987, he was the Vice - President of Academic Affairs for Union College in Barbourville, Kentucky; and WHEREAS, Dr. Ramsey is a graduate of the University of Florida where he earned a Master's Degree and a Doctorate from Florida State University; he also served as a Faculty Member from the Albany Junior College and as the Assistant Academic Dean at Southern Georgia University, as well as, Vice - President of Academic Affairs at Union College before coming to Danville Community College in 1987; and P15 Regular Meeting July 1, 2013 WHEREAS, Dr. Ramsey's outstanding leadership has provided numerous graduates from Danville Community College the ability to move forward to four -year degrees and other professional development with the knowledge and confidence that they will be successful in whatever adventure that they move forward on; and WHEREAS, Dr. Ramsey has overseen more than $34 million in renovation and expansion of the central campus and the regional facilities of the Danville Community College allowing them to provide additional services to their students, staff and faculty; and WHEREAS, Dr. Ramsey has worked with regional and state government and business leaders, as well as, industrial leaders to insure that Danville Community College, faculty and staff provide the necessary development for the innovative programs and approaches that were necessary to meet the demands of these businesses and industries and prepare the students to enter the workforce and serve their community with excellence; and WHEREAS, Dr. Ramsey lead the development of the establishment of the Danville Community College Regional Center for Advanced Technology and Training; this has become one of the most outstanding facilities in the Danville - Pittsylvania County area providing new skills for robotics and technology and making the students competitive in the workforce; and WHEREAS, Dr. Ramsey has developed successful programs at Danville Community College for raising funds, developing new innovative ideas, and providing new technologies and programs to improve, not only the college curriculum, but the life and development of the community around Danville and Pittsylvania County; then BE IT HEREBY RESOLVED, by the Pittsylvania County Board of Supervisors, that they commend Dr. Berkley Carlyle Ramsey for his distinguished career and exemplary service to the citizens of Pittsylvania County and the Danville community as President of the Danville Community College upon the occasion of his retirement; and BE IT FURTHER RESOLVED, that the Board of Supervisors express their sincere admiration and gratitude for his dedication to the community and wish him well in the future. Motion was made by Mr. Barksdale, seconded by Mr. Snead, to approve a 90 -day extension with Motorola and authorize taking $15,270.45 from FY2012/2013 E -911 Budget Line item 100 -4- 035500- 332000 and carry over to FY 2013/2014 and authorize the County Administrator to sign the contract with Motorola Solutions, Inc., which was unanimously approved by the Board. Motion was made by Mr. Harville, seconded by Mr. Barksdale, to approve Resolution 2013- 07 -01, supporting the Berry Hill Road/Danville Expressway Connector Road, which was unanimously approved by the Board. Vittolbauia Couutp Ooarb of 6uperbioor5 RESOLUTION SUPPORTING INTERCONNECTION BETWEEN ROUTE 863 (BERRY HILL ROAD) AND U.S. Route 58 (DANVILLE EXPRESSWAY) RESOLUTION 2013 -07 -01 WHEREAS, Virginia Route 863 (Berry Hill Road), from the Virginia/North Carolina state line to U.S. Route 58, is an important regional transportation corridor connecting the Commonwealth of Virginia and the State of North Carolina; and P16 Regular Meeting July I, 2013 WHEREAS, Route 863 connects the communities and employment centers of North Carolina to the communities and employment centers of Pittsylvania County and the City of Danville, Virginia; and WHEREAS, Pittsylvania County and the City of Danville are jointly developing the Berry Hill Mega Park, a regional industrial park of approximately 3,500 acres, to promote regional economic development and job creation; and WHEREAS, the Virginia Commonwealth Transportation Board has ordered by Resolution the transfer of Route 863 in Pittsylvania County, from the state line to U.S. Route 58, from the Secondary System of Highways to the Primary System of Highways; and WHEREAS, the safe and efficient flow of commercial and public traffic along Route 863 to U.S. Route 58 is important to regional economic and commercial development and the connection of Route 863 to U.S. 58 (Danville Expressway) is critical to the safe and efficient flow of regional traffic; then NOW, THEREFORE, BE IT RESOLVED: That the Board of Supervisors of Pittsylvania County supports the connection of Virginia Route 863 to U.S. Route 58, the Danville Expressway, through the construction of new access ramps, or any other means of access, interchange or connection deemed most appropriate by the Virginia Department of Transportation; and BE IT FURTHER RESOLVED: That a copy of this Resolution be forwarded to the Virginia Department of Transportation and the Virginia Secretary of Transportation. Motion was made by Mr. Harville, seconded by Mr. Barber, to support and approve a resolution of support from the Pittsylvania County on behalf of the City of Danville's application to the Strong Cities, Strong Communities Program, which was unanimously approved by the Board. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2013 -07 -03 RESOLUTION OF SUPPORT FROM PITTSVLVANIA COUNTY ON BEHALF OF THE CITY OF DANVILLE's APPLICATION TO THE STRONG CITIES, STRONG COMMUNITIES PROGRAM. VIRGINIA: At regular meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom in Chatham, Virginia on Monday, July 1, 2013, the following resolution was presented and adopted. WHEREAS, the City of Danville has been invited to apply to the Strong Cities, Strong Communities Program; and WHEREAS, Pittsylvania County and the City of Danville actively work together to better promote the region, to create a thriving community, and to overcome economic hardships; and WHEREAS, the utilization of regional partnerships and public - private partnerships to address the needs of our shared community and to address the future needs of our area are seen as beneficial; and P17 Regular Meeting July 1, 2013 WHEREAS, the programs goals to strengthen the capacity of local governments by providing necessary technical assistance and access to federal agency expertise are advantageous to our region moving forward; NOW, THEREFORE, BE IT RESOLVED, that Pittsylvania County supports this application; and hopes that this federal program will positively impact this region. Motion was made by Mr. Snead, seconded by Mr. Barksdale, to approve setting a public hearing date of Tuesday, July 16, 2013 to receive citizen input during a joint public hearing between the Virginia Department of Transportation and the Board of Supervisors of Pittsylvania County on VDOT's proposed Six Year Plan for Fiscal Years 2014 through 2019 in Pittsylvania County and on the Secondary System Construction Budget for FY 2014, which was unanimously approved by the Board. Adjournment Motion was made by Mr. Barber, seconded by Mr. Snead to adjourn, which was unanimously approved by the Board. The meeting ended at 8:07pm. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P18 Adjourned Meeting July 16, 2013 Pittsylvania County Board of Supervisors Tuesday, July 16, 2013 Adjourned Meeting VIRGINIA: The Adjourned Meeting of the Pittsylvania County Board of Supervisor; was held on Tuesday, July 16, 2013 in the General District Courtroom of the Edwin R. ShieldE Addition in Chatham, Virginia. Marshall A. Ecker, Chairman, called the meeting to order at 7:01 p.m. The following members were present: Marshall Ecker Staunton River District Brenda H. Bowman Chatham - Blairs District Coy E. Harville Westover District James Snead Dan River District Jessie L. Barksdale Banister District Jerry A. Hagerman Callands- Gretna District Tim Barber Tunstall District Mr. William D. Sleeper, County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr. Odic H. Shelton, Jr., Director of Code Compliance, and Ms. Rebecca Flippen, Deputy Clerk to the Board, were also present. Ms. Ecker led the Pledge of Allegiance. Amroval of Agenda Motion was made by Mr. Snead, seconded by Mr. Barksdale to approve the agenda with the following deletions: Deletions: (a) Item #16 — Personnel Decisions (b) Item #19 - 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: Ringgold East Industrial Park Purpose: Unannounced Industry Mr. Snead's motion was unanimously approved by the Board. Hearing of the Citizens Gerald Milliman of the Staunton River District offered a word of prayer. Phillip Lovelace of the Callands- Gretna District gave out copies of a news article on wells drying up in Campbell County and made comments about the need to protect water /wells within Pittsylvania County. Richard Shumate of the Westover District made comments opposing spending taxpayer money on the ladder truck for the Ringgold Fire & Rescue Department. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Harville, seconded by Mr. Barksdale to approve the Consent Agenda, which was unanimously approved by the Board. P19 Adjourned Meeting July 16, 2013 Consent Agenda: (a) Resolution — Arlene Creasy (b) Resolution — Roy N. Ford, Jr. Ms. Arlene Creasy was in attendance of the meeting and was presented the following resolution from the Board of Supervisors, thanking her for her service on the Pittsylvania County Social Services Board of Directors. 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, 2013; 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 Ms. 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. P20 Adjourned Meeting July 16, 2013 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 3 -year term, beginning on July 1, 2004 and ending on June 30, 2007; and WHEREAS, on May 7, 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 3 -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 3 -year term beginning July 1, 2010 and ending on June 30, 2013; WHEREAS, Mr. Roy N. Ford, Jr. has served a total of nine (9) 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. Public Hearings Rezoning Cases Case 1: Anthony Dawson Puccio — Dan River Election District: R -13 -034 Mr. Ecker opened the public hearing at 7:16pm. Mr. Shelton explained that Anthony Puccio had petitioned to rezone a total of 17.67 acres, six parcels of land, located on State Road 640 /Spring Garden Road and State Road 825 /Chestnut Level Lane, in the Dan River Election District from R -1, Residential Suburban Subdivision to A -1, Agricultural District (for agricultural use - livestock). The Planning Commission, with opposition, recommended denying the petitioner's request. Mr. Puccio was not present to represent the petition and the following persons signed P21 Adjourned Meeting July 16, 2013 up to speak. Larry Brumfield opposed to the rezoning stating he felt noise would be an issue and having livestock next to his property would lower his property value, and Mr. Brumfield submitted a petition with 18 names on it of persons who were opposed to rezoning this property. Barbara Jarman was opposed to rezoning the property from R -1 to A -1 because she felt it would devalue her property and under certain conditions, it would smell badly. Mark Adams also was opposed to rezoning the property, noting his property was downstream from Mr. Puccio's and was concerned about being downstream from the livestock. No one else signed up to speak and Mr. Ecker closed the property at 7:20pm. Motion was made by Mr. Snead, seconded by Mr. Harville, to deny rezoning the property, noting the subdivision had several restrictions and the property needed to remain zoned as R -1. The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; and Mr. Ecker -Yes. Mr. Snead's motion to deny rezoning Case 1; R -13 -034, from R -1 to A -1 was unanimously approved by the Board. Case 2: William T. Willis, Jr. — Tunstall Election District: R -13 -035 Mr. Ecker opened the public hearing at 7:21pm. Mr. Shelton explained that William T. Willis, Jr. has petitioned to rezone 0.785 acre (part of 13.11 acres) located on Highway 41/Franklin Turnpike, in the Tunstall Election District from A -1, Agricultural District to M -2, Industrial District, Heavy Industry (for a distillery). The Planning Commission, with opposition, recommended granting the petitioner's request. Mr. Willis was present to represent the petition and no one signed up to speak. Mr. Ecker closed the hearing at 7:22pm. Motion was made by Mr. Barber, seconded by Mr. Snead, to deny rezoning the property as it could be considered spot zoning and was not in the County's Comprehensive Plan. The following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; and Mr. Ecker -Yes. Mr. Barber's motion to deny rezoning Case 2, R -13 -035 from R -1 to M -2 was unanimously approved by the Board. Case 3: Mark Allen Martin —Dan River Election District: R -13 -036 Mr. Ecker opened the public hearing at 7:24pm. Mr. Shelton explained that Mark Martin had petitioned to rezone a total of 29.43 acres, two parcels of land, located of State Road 963/Mountain Lane, in the Dan River Election District from R -1, Residential Suburban Subdivision District to A -1, Agricultural District ( to make the zoning consistent and to combine with the adjacent parcels of land zoned A -1). The Planning Commission, with no opposition, recommended granting the petitioner's request. No one signed up to speak and Mr. Ecker closed the hearing at 7:25pm. Motion was made by Mr. Snead, seconded by Mr. Harville, to approve rezoning Case 3, R -13 -036 from R -1 to A -1 and the following Roll Call Vote was recorded: Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; Mr. Harville -Yes; and Mr. Ecker -Yes. Mr. Snead's motion to rezone Case R -14 -036 from R -1 to A- 1 was unanimously approved by the Board. Case 4: Marcus Dane Martin & Nancy Louise Martin: Dan River Election District R -13 -037 Mr. Ecker opened the public hearing at 7:26pm. Mr. Shelton explained that Marcus & Nancy Martin had petitioned to rezone a total of 16.61 acres, two parcels of land, located off State Road 963/Mountain Lane, in the Dan River Election District from R -1, Residential Suburban Subdivision District to A -1, Agricultural District to make the zoning consistent and to combine with the adjacent parcels of land zoned A -1). The Planning Commission with no opposition recommended granting the petitioner's request. No one signed up to speak and Mr. Ecker closed the hearing at 7:26pm. Motion was made by Mr. Snead, seconded by Mr. Barksdale, to approve rezoning Case 4, R -13 -037 from R -1 to A -1 and the following Roll Call Vote was recorded. Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; Mr. Harville -Yes; Mr. P22 Adjourned Meeting July 16, 2013 Snead -Yes; and Mr. Ecker -Yes. Mr. Snead's motion rezoned Case R -13 -037 from R -1 to A -1 was unanimously approved by the Board. Case 5: White I. Gatewood Estate - Callands /Gretna Election District: R -13 -038 Mr. Ecker opened the public hearing at 7:27pm. Mr. Shelton explained that the White I. Gatewood Estate had petitioned to rezone 8.89 acres located on State Road 612/Union Hall School Road, in the Callands- Gretna Election District from R -1, Residential Suburban Subdivision District to C -1, Conservation District (to make the zoning consistent and to combine with the adjacent parcel of land zoned C -1). The Planning Commission, with no opposition, recommended granting the petitioner's request. Mr. Robert Gatewood, Jr. was present to represent the petition and no one signed up to speak. Mr. Ecker closed the hearing at 7:28pm. Motion was made by Mr. Hagerman, seconded by Mr. Barber, to approve rezoning Case 5; R- 13 -038 from R -1 to C -1 and the following Roll Call Vote was recorded: Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; and Mr. Ecker -Yes. The Board unanimously approved Mr. Hagerman's motion to rezone Case R -13- 038 from R -1 to C -1. Case 6: Charles F. Edwards & Nancy M. Edwards- Chatham/Blairs Election District: R -13 -039 Mr. Ecker opened the public hearing at 7:29pm. Mr. Shelton explained that Charles and Nancy Edwards had petitioned to rezone 1.643 acre (part of 1.96 acre) located on U.S. Highway 41/Franklin Turnpike, in the Chatham - Blairs Election District from B -1; Business District, Limited to RMF, Residential Multi- Family District (for a twelve (12) unit apartment building.) The Planning Commission, with opposition, recommended denying the petitioners' request. Ms. Phyllis Marshall was present to represent the petition. Ms. Marshall stated the intent for rezoning the property to RMF was to be able to building twelve (12) apartment units on the property for senior housing. Ms. Marshall presented examples of other senior housing apartments her company had built that would be representative of those built on the property currently before the board for rezoning. The following persons from the Jackson Heights community signed up to speak who were against rezoning this property because of the problems they were already experiencing due to storm water, that they did not wish a Multi - Family Dwelling right up against their properties, felt it would devalue their property and would disturb the peaceful nature of their subdivision, didn't want the increase in traffic and wanted to keep the safety of the area that currently exists: Judy Adkins, Jodi Stone, Cindy Nichols, JOAnn Atkinson, Charles Edwards, Darren Reeves, Tom Worley, Mike Heogan, Allen Hollie, Wanda Hollie, Woodrow Hancock, Barry Lewis, Eric Hancock, Donald Adkins, Kitty Stone, Faye Brandon, Jean Worley, Mr. Calvin Oakes was in support of rezoning the property, noting how it could contribute to the tax base without increasing taxes to the citizens, how it would be beneficial for senior citizens looking to downsize their living arrangements, and could be considered part of the long range plan of helping people who wanted to invest in the area. Ms. Marshall stated that detailed site plans from Mr. Frank Shanks showed a retention pond for runoff water that the Jackson Heights residents spoke with concerns about, and that if the property were rezoned from B -1 to RMF, the apartments would have to be at least 30 feet from the property line, but it if remained B -1, as it was now, any business allowable could build within 10 feet of their properties. No one else signed up to speak and Mr. Ecker closed the hearing at 8:07pm. Motion was made by Ms. Bowman, seconded by Mr. Hagerman, to deny the petitioners' request to rezoning the property from B -1 to RMF, citing while she supports business growth along U.S. Highway 41, that the private subdivision of Jackson Heights was established in the 1950s and the largest portion of the property under consideration for rezoning was not on U.S. Hwy 41, but butts up to the Jackson Heights area, and due to the already existing property of water runoff and erosion, Ms. Bowman did not feel this area was suitable for RMF zoning. The following Roll P23 Adjourned Meeting July 16, 2013 Call Vote was recorded: Ms. Bowman-Yes; Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes and Mr. Ecker -Yes. Ms. Bowman's motion to deny rezoning Case R -13 -039 from B -1 to RMF was unanimously approved by the Board. Case 7: Shaneaka Minter- Chatham/Blairs Election District: R -13 -040 Mr. Ecker opened the public hearing at 8:21pm. Mr. Shelton explained that Shaneaka Minter had petitioned to rezone 1.34 acre, located on State Road 718/Dry Fork Road, in the Chatham - Blairs Election District from R -1, Residential Suburban Subdivision District to A -1, Agricultural District (for a Home Occupation, Class B- foreclosure business). The Planning Commission, with no opposition, recommended granting the petitioner's request. Ms. Shaneaka Minter Dodson was present represent the petition. No one signed up to speak and Mr. Ecker closed the hearing at 8:22pm. Motion was made by Ms. Bowman, seconded by Mr. Barber, to approve rezoning Case R -13 -040 from R -1 to A -1 and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; and Mr. Ecker -Yes. The Board unanimously approved Ms. Bowman's motion to rezone Case R -13 -040 from R -1 to A -1. Case 8: Jason Miller & Marianne Ruth Miller - Callands /Gretna Election District: R -13 -041 Mr. Ecker opened the public hearing at 8:23pm. Mr. Shelton explained that Jason and Marianne Miller had petitioned to rezone 5.08 acres, located on State Road 605/Walkers Well Road, in the Callands- Gretna Election District from C -1, Conservation District to M -1, Industrial District, Light Industry (for construction of portable storage buildings). The Planning Commission, with no opposition, recommended granting the petitioners' request. Mollie Holmes was represent to represent the petitioners and no on signed up to speak. Mr. Ecker closed the hearing at 8:24pm. Motion was made by Mr. Hagerman, seconded by Mr. Barber, to rezone Case R -13 -041 from C- 1 to M -1 and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes and Mr. Ecker -Yes. The Board unanimously approved Mr. Hagerman's motion to rezone Case R -13 -041 from C -1 to M -1. Case 9: James Green & Gwendolyn A. Green - Tunstall Election District: R -13 -042 Mr. Ecker opened the public hearing at 8:25pm. Mr. Shelton explained that James & Gwendolyn Green had petitioned to rezone 23.45 acres of land, located on State Road 703 /Cross Stitch Road, in the Tunstall Election District from R -1, Residential Suburban Subdivision District to A -1, Agricultural District (for agricultural use -a tree farm). The Planning Commission, with no opposition, recommended granting the petitioners' request. James Green was present to represent the petition. No one signed up to speak and Mr. Ecker closed the hearing at 8:26pm. Motion was made by Mr. Barber, seconded by Mr. Barksdale, to rezone Case R -13 -042 from R -1 to A -1 and the following Roll Call Vote was recorded: Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; Mr. Harville -Yes; and Mr. Ecker -Yes. Mr. Barber's motion to rezone Case R -13 -042 from R -1 to A -1 was unanimously approved by the Board. Case 10: Greg T. Haymore & Amy H. Haymore- Chatham/Blairs Election District: R -13 -043 Mr. Ecker opened the public hearing at 8:27pm. Mr. Shelton explained that Greg and Amy Haymore had petitioned to rezone 16.28 acres, located off State Road 1672 /Sycamore Circle, in the Chatham - Blairs Election District from R -1, Residential Suburban Subdivision District to A- 1, Agricultural District (to combine with the adjacent property of land zoned A -1). The Planning Commission, with no opposition, recommended approving the petitioners' request. Greg Haymore was present to represent the petition. No one signed up to speak and Mr. Ecker closed the hearing at 8:28pm. Motion was made by Ms. Bowman, seconded by Mr. Snead, to approve P24 Adjourned Meeting July 16, 2013 rezoning Case R -13 -043 from R -1 to A -1 and the following Roll Call Vote was recorded: Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead -Yes; and Mr. Ecker -Yes. Ms. Bowman's motion to approve rezoning R -13 -043 from R -1 to A -1 was unanimously approved by the Board. This concluded the Rezoning Cases. Public Hearings 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 7:00pm 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. Mr. Ecker opened the public hearing at 8:29pm. Kenneth Martin, Residency Maintenance Manager; Jay Craddock, Area Land Use Engineer and Assistant Residency Administrator, and Jay Brown, Engineer, representatives for the Virginia Department of Transportation (VDOT) presented the Secondary Six -Year Plan for FY 2014 -2019, and the Secondary System Construction Budget for FY2014 for Pittsylvania County. The following residents of Henry Drive in the Ringgold area spoke concerning the condition of their road and the problem with it washing out and/or creating impassable ditches during heavy rains, and were asking that VDOT consider taking the road into their rural additions: Mildred Ferguson, Joyce Fitzgerald, Virginia Woods and Odutdami Adaramola. Barbara Hudson made comments concerning the Berry Hill connector road and questioned why it was on the six -year plan before a feasibility study had been done. No one else signed up to speak and Mr. Ecker closed the hearing at 8:57pm. During discussion between VDOT and the Board of Supervisors, Mr. Ecker directed Mr. Sleeper to draft resolutions for the following roads to be added to the Rural Rustic Road: Rose Street/SR758; Mercury Road/SR755; Cooksburg Road/SR644 and Cedar Road/SR749. Ms. Bowman asked that Whitetail Avenue be included with Henry Drive for the Rural Addition request. Motion then came from Mr. Harville, seconded by Mr. Barksdale, to approve the VDOT Secondary Six -Year Plan for FY2014 -2019 and the Secondary System Construction Budget for FY2014 as presented by VDOT and authorize the County Administrator to sign all necessary documentation, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes and Mr. Ecker -Yes. Mr. Harville's motion was unanimously approved by the Board. Unfinished Business At the Board of Supervisors' regular meeting on July 1, 2013, a motion was made by Mr. Snead, seconded by Mr. Harville, for the reappropriation of the 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). Mr. Snead's motion required a 10 -Day Layover which had now been met and the following Roll Call Vote was recorded: Mr. Harville -Yes; Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes and Mr. Ecker -Yes. Mr. Snead's motion was unanimously approved by the Board. P25 Adjourned Meeting July 16, 2013 At the Board of Supervisors' regular meeting on July 1, 2013, a Motion was made by Ms. Bowman, seconded by Mr. Snead, to approve 2012/13 Year -End Adjustments as presented by the Director of Finance reports, appropriating a total of $151,747.98 and approve transfers of $48,529.34 as discussed in the Director of Finance report. This motion required a 10 -Day Layover that had now been met and the following Roll Call Vote was recorded: Mr. Snead -Yes; Mr. Barksdale -Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Barber -Yes; Mr. Harville -Yes; and Mr. Ecker -Yes. Ms. Bowman's motion was unanimously approved by the Board. New Business Motion was made by Mr. Snead, seconded by Mr. Barber, to direct the County Administrator to send out a Request For Proposals (RFP) for a vendor to develop a County Web Page as an Option A, and to develop an Economic Development Web Page as an alternate option B. A Substitute Motion came from Ms. Bowman to send out a Request For Proposals for a vendor to development and maintain the County Webpage that would include links to all departments and to obtain permission from said vendor for limited personnel to update and maintain changes to the website. Ms. Bowman's Substitute Motion failed to receive a second and the Board then voted and unanimously approved Mr. Snead's Motion. Motion was made by Mr. Barber, seconded by Mr. Hagerman, to approve the donation of a County surplus vehicle to the Cool Branch Rescue Squad, which was unanimously approved by the Board. Mark Moss, Chief of the Altavista EMS made a presentation to the Board of Supervisors and requested that Altavista EMS be given nine (9) Unity XG -1OOP portable radios; one for each vehicle and the ninth for the supervisor. After discussion between Mr. Moss, Jim Davis, the Director of Emergency Management, and the Board, a Motion came from Mr. Barksdale, seconded by Ms. Bowman, to approve the purchase of nine (9) XG -100P portable radios for Altavista EMS at an approximate cost of $29,700.00 and that they be purchased out of the radio upgrades project funds, if funds are available. Mr. Barksdale's motion passed by a 5 to 2 majority vote of the Board, with Mr. Snead and Mr. Barber opposing. Following the vote, Mr. Moss read a letter of grievance against Mr. Snead concerning the manner in which Mr. Snead spoke with Mr. Moss during a telephone conversation between the two on July 10, 2013. Motion was made by Mr. Harville, seconded by Mr. Barksdale, for appropriations necessary to complete FY2013, totaling $932,260.12 that affect the following departments: Sheriff, Jail, Library, Schools and Capital Improvements, as outlined in the report provided by the Director of Finance. Mr. Barksdale's motion required a 10 -Day Layover. Motion was made by Mr. Harville, seconded by Mr. Snead, to approve and appropriate the carryover funds from FY2013 budget to the FY2014 budget, totaling $1,009,326.96 and affects the following departments: Board of Supervisors, Independent Audit, Sheriff, Fire & Rescue, Jail, Animal Control, E911, Economic Development and Schools, as outlined in the report provided by the Director of Finance. Mr. Harville's motion required a 10 -Day Layover. Motion was made by Mr. Harville, seconded by Mr. Barber, to accept the four (4) School Resource Officer Grants and authorize the County Administrator to sign all necessary documentation related to the grant award process, which was unanimously approved by the Board. It is noted that the grant requires the County to pick up the full costs of all four (4) positions for one (1) year after the end of the grant. P26 Adjourned Meeting July 16, 2013 Motion came from Mr. Barksdale, seconded by Ms. Bowman, that pursuant to By -Laws and Rules of Order of the Board of Supervisors of Pittsylvania County, Virginia, specifically Article V, Standing Committee, Paragraph 5.3, that the Chairman appoint a special Disciplinary Committee, effective July 16, 2013 through December 31, 2015, consisting of two (2) Board members and two (2) citizens appointed at the discretion of the Chairman. Mr. Barksdale's motion passed by a 4 to 3 vote of the Board, with Mr. Barber, Mr. Harville, and Mr. Snead opposing. Mr. Ecker then appointed Mr. Barksdale as Chairman of the Disciplinary Committee, appointed Ms. Bowman to the Disciplinary Committee and appointed Mr. Phillip Lovelace and Ms. Karen Maute as the citizen representatives on the Disciplinary Committee. Board Announcements Closed Session Motion was made by Mr. Harville, seconded by Mr. Bowman, to enter into Closed Session for the following: (a) 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: Zoning Appeal, Case No. A -13- 001 -772 Purpose: Briefing by Legal Counsel Mr. Harville's Motion was unanimously approved by the Board and they entered into Closed Session at 10:18pm. Motion was made by Mr. Harville, seconded by Mr. Barber, to re -enter into Open Session. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Adjourned Meeting of the Pittsylvania County Board of Supervisors on Tuesday, July 16, 2013 the Board hereby certifies by a recorded vote that to the best of each board member's knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any member believes that there was a departure from the requirements of the Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the Board. P27 Vote Jerry A. Hagerman Yes Brenda Bowman Yes Marshall Ecker Yes Coy E. Harville Yes James H. Snead Yes Jessie L. Barksdale Yes Tim R. Barber Yes P27 Adjourned Meeting July 16, 2013 The Board unanimously approved Mr. Harville's motion and re- entered into Open Session at 10:32pm. Adjournment Motion was made by Mr. Harville, seconded by Mr. Snead, to adjourn, which was unanimously approved by the Board. The meeting ended at 10:33pm. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P28 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Resolution 2013 -08 -06 — Day to Serve SUBJECT/PROPOSAL/REOUEST: Resolution STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 08 -05 -2013 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes REVIEWED BY: 671� ITEM NUMBER: 5(c) INFORMATION: INFORMATION: "Day to Serve" is an event to set aside political, religious and cultural differences to strengthen our collective communities by coming together to "feed the hungry, protect and enhance the environment, as well as strengthen communities." "Day to Serve" has been endorsed by the Governors of Virginia, Maryland and West Virginia, and the Mayor of Washington, D.C. (see attached). Last year, "Day to Serve" resulted in over 750 community events with more than 14,000 volunteers, culminating in 26,000 hours of service rendered, resulting in over 600,000 pounds of food being donated to local food banks. These events also helped to improve the environment through planting trees, cleaning up parks and streams, and supporting "adopt a road" campaigns. DISCUSSION: The West Piedmont Planning District Commission is asking each locality to pass a resolution to support Governor McDonnell's proclamation for a "Day to Serve" this coming September 15 -29, 2013. Attached hereto, is Resolution 2013- 08 -06, supporting a "Day to Serve" in Pittsylvania County. RECOMMENDATION: Staff submits this resolution to the Board of Supervisors for their review, consideration and approval, and to forward a copy to Aaron Burdick, Executive Director of the West Piedmont Planning District Commission. P29 PITTSYLVANL4 COUNTYBOARD OFSUPERVISORS RESOL UTION 2013 -08 -06 DAY TO SERVE WHEREAS, the governors of Virginia, Maryland and West Virginia and the mayor of Washington, D.C., have come together to support "Day to Serve'; and WHEREAS, "Day to Serve" is unique event that has inspired a diverse group of people of our larger region to set aside their political, religious and cultural differences to strengthen our collective communities by coming together to "feed the hungry, protect and enhance the environment, as well as strengthening our communities "; and WHEREAS, the Honorable Robert F. McDonnell, Governor of Virginia has issued a proclamation encouraging all citizens of Virginia to participate in a Day of Service, between September 15 -29, 2013; and WHEREAS, since the inaugural "Day to Serve" in 2012, this remarkable and unprecedented event swept from the state capital to local churches, schools, neighborhoods and families and resulted in over 750 community events with more than 14,000 volunteers, culminating in 26,000 hours of service rendered, resulting in over 600,000 pounds of food being donated to local food banks; and WHEREAS, these events also helped to improve the environment through planting trees, cleaning up parks and streams, and "adopt a road" campaigns; and WHEREAS, the Governor of Virginia has requested Virginians redouble our efforts for 2013; THEREFORE BE IT RESOLVED that the Pittsylvania County Board of Supervisors supports the governor on this observance to call upon all faith based organizations, community organizations and Pittsylvania County residents to participateln a Day to Serve in their communities; BE IT FURTHER RESOLVED, that the Pittsylvania County Board of Supervisors encourages all of our West Piedmont Planning District localgovernments to adopt similar resolutions in their communities; BE IT FINALLY RESOLVED that the Pittsylvania County Board of Supervisors calls upon the Metropolitan Washington Council of Governments and Virginia's Planning District Commissions to adopt similar resolutions and encourage all localgovernments to support the "Day to Serve." Given under my hand this 5's day of August, 2013. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P30 CERTIFICATE of RECOGNITION By virtue ofthe authority vested by the Constitution in the Governor oflhe Commonwealth of Vwgima, there is hereby officially recognized. A DAY OF SERVICE WHEREAS, Virginia was the first state in America to establish an official policy of religious freedom when the Virginia General Assembly enacted Thomas Jefferson's Virginia Statute for Religious Freedom in 1796, and today our Commonwealth is blessed with a vibrant and diverse religious community represented by many different faiths and traditions from across the world; and WHEREAS, helping the poor and needy is a common thread that runs through the fabric of all religions, and, given the rising levels of unemployment, underemployment, and homelessness across the nation, it is fitting to encourage interfaith community action to improve the circumstances of those struggling with the effects of the global economic tumdown, natural disasters and other misfortunes and improve the quality of life in am Commonwealth; and WHEREAS, loving kindness is the moss valuable support to the well -being of those in need, and there is an abundance of opportunities throughout Virginia for citizens to take selfless action, such m volunteering at homeless shelters, food banks, and community agencies like the Red Cross; enabling others to become self-reliant by assisting displaced workers in finding jobs, teaching financial literacy and other life skills to the undereducated, and serving as mentors to at -risk youth and the underprivileged; and also helping communities organize resources, such as participating in food, clothes and blood drives or making charitable contributions to organizations; and WHEREAS, it is important and proper to recognize days in which Virginians are encouraged to make a concerted and united effort to care for the poor and needy, to give service, and to design projects where families and individuals can assist those in need and improve the quality of life in our Commonwealth's communities; and WHEREAS, hunger and poverty are issues of grave concern in the United States and the Commonwealth of Virginia; the Commonwealth of Virginia is committed to taking steps to raise awareness about the need to combat hunger in every part of am state and to provide additional resources to Virginians in need; and WHEREAS, hunger is a issue that transcends geographic and faith boundaries and more than 1,012,500 individuals in Virginia rely upon food provided by the members of the Federation of Virginia Food Banks annually; and WHEREAS, the members of the Federation of Virginia Food Banks distributed 122,774,942 pounds of food in 2012 through its network of food pantries, soup kitchens, shelters and other community organizations; and there are many ways to serve, including the giving of time, talent and monetary donations to this important cause; and WHEREAS, food banks across the country, including the seven members of the Federation of Virginia Food Banks; Blue Ridge Area Food Bank, Capital Area Food Bank, FeedMore, IncJCemml Virginia Food Bank, Feeding America Southwest Virginia, Fredericksburg Area Food Bank, Foodbauk of Southeastern Virginia and Foodbank of the Virginia peninsula will be hosting numerous events throughout the month of September to bring awareness and attention to Virginians encouraging involvement in efforts to end hunger in their local community; NOW, THEREFORE, 1, Robert F. McDonnell, do hereby encourage citizens in our COMMONWEALTH OF VIRGINIA to participate in A DAY OF SERVICE between SEPTEMBER 15-29,2013 and I call this observance to the attention of our citizens; and FURTHERMORE, I call upon all faith -based organizations, community groups, civic organizations, and Virginians to come together and perform service in their local communities. �� w! aan. tatw2 Secretory of the Common uealth P31 0 m o o O Y c a > +� � c° 3 a v m E M Y a E � 3 Q. r any = "Y�� o E c O a N N L ° CK rc L f0 c L V y_` = `-0 w— � E m �. Ln s' ++ 0 I va a vL inv L V Q � y S L Y tA V ° C ° 0 o E �o L' m � L m E o a m N a �O Y v °V = T O vi ° N L a 41= v ❑N ' JO o a � V t� •a'j � V � w a w m v h F� > > o Ln C C C N ° N y �. 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N m y r > j l q1 O Q d C L E= m T V V C V "O Q C Z m O 'D p LL O O E V C d w` Y — Ol o m a v=i ° 3 a �: 3 a N vqi ¢ `o c O >w, P33 July 23, 2013 Resolution 2013 -7 WEST PIEDMONT PLANNING DISTRICT COMMISSION DAY TO SERVE At a meeting of the West Piedmont Planning District Commission held on August 22, 2013, the following Resolution was adopted: WHEREAS, the governors of Virginia, Maryland, and West Virginia and the mayor of Washington, D.C., have come together to support "Day to Serve;" and WHEREAS, "Day to Serve" is a unique event that has inspired a diverse group of people of our larger region to set aside their political, religious and cultural differences to strengthen our collective communities by coming together to "feed the hungry, protect and enhance the environment, as well as strengthening our communities;" and WHEREAS, the governor of Virginia has issued a proclamation encouraging all citizens of Virginia to participate in a Day of Service, between September 15 -29, 2013; and WHEREAS, since the inaugural "Day to Serve" in 2012, this event resulted in over 750 community events with more than 14,000 volunteers, culminating in 26,000 hours of service rendered, resulting in over 600,000 pounds of food being donated to local food banks; and WHEREAS, these events also helped to improve the environment through planting trees, cleaning up parks and streams, and "adopt the road" campaigns; and WHEREAS, the governor of Virginia has requested Virginians redouble our efforts in 2013; NOW THEREFORE BE IT RESOLVED, that the West Piedmont Planning District Commission supports the governor on this observance to call upon all faith based organizations, community organizations, and Virginia residents to participate in a Day to Serve in their communities, and will have staff from the West Piedmont Planning District Commission actively serve in our community between September 15 -29, 2013; BE IT FURTHER RESOLVED, that the WPPDC Board of Commissioners encourages all of the local governments in Virginia's West Piedmont Region to adopt similar resolutions in their communities; BE IT FINALLY RESOLVED, that the West Piedmont Planning District Commission calls upon Virginia's Planning District Commissions to adopt similar resolutions and encourage all local governments to support the "Day to Serve." Certification The undersigned duly qualified and acting as authorized officials of the West Piedmont Planning District Commission certify that the foregoing is a true and correct copy of a resolution, adopted at a legally convened meeting of the Board of Commissioners of the West Piedmont Planning District Commission on August 22, 2013. Officer P34 Executive Director PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Virginia Department of Transportation — Rural Rustic 08 -05 -2013 5(d) Roads - Resolutions ACTION: INFORMATION: SUBJECT/PROPOSAL/REQUEST: CONSENT AGENDA: Resolutions ACTION: INFORMATION: Yes STAFF CONTACT(S): William D. Sleeper ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: §33.1 -70.1 of the Code of Virginia, 1950, as amended, permits the hard surfacing of certain unpaved roads deemed to qualify for designation as a Rural Rustic Road. DISCUSSION: Attached hereto, you will find four (4) resolutions (see attached) to be submitted to the Virginia Department of Transportation (VDOT) for the following roads in Pittsylvania County that qualify as a Rural Rustic Road: Resolution 2013- 08 -02: SR 758/Rose Street Resolution 2013- 08 -03: SR 755/Mercury Road Resolution 2013- 08 -04: SR 644 /Cooksburg Road Resolution 2013- 08 -05: SR 749 /Cedar Road RECOMMENDATION: Staff recommends the Board of Supervisors approve all four (4) resolutions and authorize the County Administrator to sign any necessary documentation, and to submit these approved resolutions to VDOT for their Rural Rustic Road program. P35 PITTSYLVANIA COUNTY VIRGINIA William D. Sleeper _ _ July 18, 2013 Kenneth C. Martin Residency Maintenance Manager Virginia Department of Transportation Halifax Residency 5211 Halifax Road Halifax, VA 24558 Re: Six Year Plan Dear Mr. Martin: 1 Center Street, Chatham, Virginia Phone (434) 432 -7710 Fax (434) 432 -7714 Website: www.pittgov_.ore A signed copy of the six year plan was hand delivered on Thursday, July 18, 2013 in Chatham, VA. The Board of Supervisors express their sincere appreciation for the representatives of the Virginia Department of Transportation for appearing at the public hearing on Tuesday. July 16, 2013 to receive input on the six year plan. In addition to the resolution passing this six year plan as recommended by the Virginia Department of Transportation, the Board of Supervisors is requesting that the Virginia Department of Transportation look into the following roads for action and incorporation into this six year program following the certification that they meet the necessary criteria for that incorporation. Rural Rustic: 1.) Rose Street, State Route 758 from Summersett Road, State Route 668 around to Summersett Road, State Route 668 a distance 2.43 miles 2.) Mercury Road, State Route 755 from Rockford School Road, State Route 665 to Marina Drive, State Route 642 a distance 1.41 miles 3.) Cooksburg Road, State Route 644 from Oxford Road, State Route 750 to existing pavement approximately 1.26 miles 4.) Cedar Road, State Route 749 from Blue Ridge Drive, State Route 634 to Rockford School Road, State Route 665 a distance of 0.87 miles Rural Additions: 1.) Henry Road off of Fall Creek Road, State Route 732 between Kentuck Road, State Route 729 and Cane Creek approximately 1.0 mile 2.) Whitetail Avenue off of State Route 41 0.6 mile East of Cedar Ridge Road, State Route 1129 approximately 1.44 miles P36 If you should have any questions concerning the roads listed above please do not hesitate to contact my office. Sincer , William D. Sleeper County Administrator W DS /kg Attachments Cc: Honorable Members of the Pittsylvania County Board of Supervisors J. Vaden Hunt; Esq., County Attorney Otis Hawker, Assistant County Administrator Greg Sides, Assistant County Administrator P37 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2013 -08 -02 VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Monday, August 5, 2013, the following resolution was presented and adopted: WHEREAS, Section 33.1 -70.1 of the Code of Virginia, permits the hard surfacing of certain unpaved roads deemed to qualify for designation as a Rural Rustic Road; and WHEREAS, any such road must be located in a low - density development area and have no more than 1,500 vehicles per day; and WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia ( "Board ") desires to consider whether Route 758 (Rose Street), From: Summerset Road/State Route 668 around Summerset Road/State Route 668 , a distance of 2.43 miles, should be designated a Rural Rustic Road; and WHEREAS, the Board is unaware of pending development that will significantly affect the existing traffic on this road; and WHEREAS, the Board believes that this road should be so designated due to its qualifying characteristics; and WHEREAS, this road is in the Board's six -year plan for improvements to the secondary system of state highways. NOW, THEREFORE, BE IT RESOLVED, the Board requests that this road be hard surfaced and, to the fullest extent prudent, be improved within the existing right -of- way and ditch -lines to preserve as much as possible the adjacent trees, vegetation, side slopes, and rural rustic character along the road in their current state. BE IT FURTHER RESOLVED that a certified copy of this resolution be forwarded to the Virginia Department of Transportation Residency Administrator. Recorded Vote Moved By: Seconded By: . Yeas: Nays: Signed Printed Name P38 A Copy Teste: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2013 -08 -03 VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Monday, August 5, 2013, the following resolution was presented and adopted: WHEREAS, Section 33.1 -70.1 of the Code of Virginia, permits the hard surfacing of certain unpaved roads deemed to qualify for designation as a Rural Rustic Road; and WHEREAS, any such road must be located in a low- density development area and have no more than 1,500 vehicles per day; and WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia ("Board') desires to consider whether Route 755 (Mercury Road), From: Rockford School Road/State Route 665 to Marina Drive /State Route 642 , a distance of 1.41 miles, should be designated a Rural Rustic Road; and WHEREAS, the Board is unaware of pending development that will significantly affect the existing traffic on this road; and WHEREAS, the Board believes that this road should be so designated due to its qualifying characteristics; and WHEREAS, this road is in the Board's six -year plan for improvements to the secondary system of state highways. NOW, THEREFORE, BE IT RESOLVED, the Board requests that this road be hard surfaced and, to the fullest extent prudent, be improved within the existing right -of- way and ditch -lines to preserve as much as possible the adjacent trees, vegetation, side slopes, and rural rustic character along the road in their current state. BE IT FURTHER RESOLVED that a certified copy of this resolution be forwarded to the Virginia Department of Transportation Residency Administrator. Recorded Vote Moved By: Seconded By:. Yeas: Nays: Signed Printed Name P39 A Copy Teste: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2013 -08 -04 VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Monday, August 5, 2013, the following resolution was presented and adopted: WHEREAS, Section 33.1 -70.1 of the Code of Virginia, permits the hard surfacing of certain unpaved roads deemed to qualify for designation as a Rural Rustic Road; and WHEREAS, any such road must be located in a low- density development area and have no more than 1,500 vehicles per day; and WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia (`Board ") desires to consider whether Route 644 (Cooksburg Road), From: Oxford Road/State Route 750 to existing pavement, a distance of 1.26 miles, should be designated a Rural Rustic Road; and WHEREAS, the Board is unaware of pending development that will significantly affect the existing traffic on this road; and WHEREAS, the Board believes that this road should be so designated due to its qualifying characteristics; and WHEREAS, this road is in the Board's six -year plan for improvements to the secondary system of state highways. NOW, THEREFORE, BE IT RESOLVED, the Board requests that this road be hard surfaced and, to the fullest extent prudent, be improved within the existing right -of- way and ditch -lines to preserve as much as possible the adjacent trees, vegetation, side slopes, and rural rustic character along the road in their current state. BE IT FURTHER RESOLVED that a certified copy of this resolution be forwarded to the Virginia Department of Transportation Residency Administrator. Recorded Vote Moved By: Seconded By: Signed Yeas: Printed Name Nays: Title P40 A Copy Teste: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2013 -08 -05 VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Monday, August 5, 2013, the following resolution was presented and adopted: WHEREAS, Section 33.1 -70.1 of the Code of Virginia, permits the hard surfacing of certain unpaved roads deemed to qualify for designation as a Rural Rustic Road; and WHEREAS, any such road must be located in a low- density development area and have no more than 1,500 vehicles per day; and WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia ("Board') desires to consider whether Route 749 (Cedar Road), From: Blue Ridge Drive /State Route 634 to Rockford School Road/State Route 665, a distance of 0.87 mile, should be designated a Rural Rustic Road; and WHEREAS, the Board is unaware of pending development that will significantly affect the existing traffic on this road; and WHEREAS, the Board believes that this road should be so designated due to its qualifying characteristics; and WHEREAS, this road is in the Board's six -year plan for improvements to the secondary system of state highways. NOW, THEREFORE, BE IT RESOLVED, the Board requests that this road be hard surfaced and, to the fullest extent prudent, be improved within the existing right -of- way and ditch -lines to preserve as much as possible the adjacent trees, vegetation, side slopes, and rural rustic character along the road in their current state. BE IT FURTHER RESOLVED that a certified copy of this resolution be forwarded to the Virginia Department of Transportation Residency Administrator. Recorded Vote Moved By: Seconded By: Yeas: Nays: Signed Printed Name P41 A Copy Teste: PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Proclamation — National Farmers' Market Week August 4-10,2013 SUBJECT/PROPOSAL/REOUEST: Proclamation of Recognition STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 08 -05 -2013 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes REVIEWED BY: G�- 5(e) INFORMATION: INFORMATION: BACKGROUND: Secretary Thomas J. Vilsack of the U.S. Department of Agriculture had issued a proclamation recognizing the important contributions of farmers' markets in America. (see attached). DISCUSSION: Attached hereto, you will find a Proclamation from the Pittsylvania County Board of Supervisors recognizing the week of August 4 -10, 2013, as National Farmers' Market Week in Pittsylvania County. RECOMMENDATION: Staff submits this proclamation to the Board of Supervisors for their review, consideration and approval. P42 UNITED STATES DEPARTMENT OF AGRICULTURE Office of the Secretary Washington, D.C. 20250 NATIONAL FARMERS MARKET WEEK August 4-10, 2013 By the Secretary of Agriculture of the United States of America A PROCLAMATION WHEREAS farmers markets are important outlets for agricultural producers nationwide, providing them with increased marketing opportunities; and WHEREAS thousands of farmers markets across the country offer consumers fresh, affordable, convenient, and healthful products sold directly from the farm; and WHEREAS farmers markets play a key role in developing local and regional food systems that support the sustainability of family farms, revitalize communities, and provide opportunities for farmers and consumers to interact; and WHEREAS farmers markets increasingly offer electronic benefits transfer technology for use by Supplemental Nutrition Assistance Program recipients in redeeming their benefits and also offer opportunities for low- income women, infants, and children and seniors P, rticipating in the WIC and Senior Farmers' Market Nutrition Programs, respectively, to redeem their benefits; NOW, THEREFORE, to further awareness of fanners markets and of the many important contributions fanners make to daily life in America, I, Thomas J. VOsack4 Secretary of the U.S. Department of Agriculture, do hereby proclaim the week of August 4-10,2013, as National Fanners Market Week I encourage the people of the United States to celebrate the benefits of farmers markets and the bountiful production of our Nation's farmers with appropriate observances and activities. IN WITNESS WHEREOF, I have hereunto set my hand this 3rd day of July 2013, the two-hundred thirty- seventh year of the Independence of the United �States Oof America. Vim' -C--.. THOMA�V LSACK Secretary P43 PITTSYLVANL4 COUNTYBOARD OFSUPERVISORS PROCLAMATION NATIONAL FARMERS' MARKET WEEK August 4-10,2013 WHEREAS, shopping at a farmers' market is a wholly unique experience that benefits farmers and producers directly, allowing them to go home with a greater share of the retail price than they would by selling wholesale; and WHEREAS, The Virginia Department of Agriculture and Consumer Services (VDACS) reports farmers' markets in Virginia continue to grow in popularity, from 88 markets in 2006 to more than 230 markets this year -a growth of more than 160% in just seven years; and WHEREAS, the continued growth of Virginia's farmers' markets helps maintain agriculture as the Commonwealth's number one industry with an economic impact of $52 billion annually and 357,000 jobs to its credit; and WHEREAS, by patronizing your local farmers' market, you hand your money to the person who grew or made the products in front of you; and WHEREAS, farmers' markets bring business to neighboring stores and communities where the market is located, and shopping at the markets keeps money circulating in the local community, helping to preserve and create local jobs; and WHEREAS, the Virginia Cooperative Extension reports show if each household in Virginia spent just $10 a week in locally grown agricultural products, consumers would invest an additional $4.65 billion back into the local economy each year; and WHEREAS, shopping at farmers' markets offers the consumer fresher, more unique products, more heirloom varieties, and more opportunities to build relationships and learn about healthy eating; and WHEREAS, price comparison studies show that produce was less expensive at farmers' markets compared to supermarkets, on average by 22 %, benefitting both the local agriculture industry and the local consumer; and WHEREAS, shopping at farmers' market located at the Olde Dominion Agricultural Complex is a community experience, where you can meet your neighbors, friends, and farmers, and where more dollars will stay in the Pittsylvania County community; then BE IT HEREBY PROCLAIMED by the Pittsylvania County Board of Supervisors that the week of August 4" thru 10", 2013 be proclaimed "National Farmers' Market Week" in Pittsylvania County and all citizens of Pittsylvania County are encouraged to visit local farmers' markets and celebrate the benefits of the markets and their bountiful fresh produce and products. Given under my hand this 51° day of August, 2013. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P44 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Letter of Support for annual Sartomer Race SUBJECT/PROPOSAL/REOUEST: Letter of Support STAFF CONTACT(S): William D. Sleeper AGENDA DATE: 08 -05 -2013 ACTION: ITEM NUMBER: 5 (f) INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: Yes ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: The Sartomer Race has been an annual event in the Town of Chatham for the past several years, with donations raised going to the Oak Grove Residential Care as well as volunteer fire and rescue squads. DISCUSSION: The Virginia Department of Transportation (VDOT) has informed organizers of the Sartomer Race that in order for VDOT to waive the typical permit and fees required to run the race on public highways (since the Sartomer Race is part of a non -profit organization) VDOT would require a letter of support for the race to be held on October 12, 2013 from Pittsylvania County. Attached hereto is a letter to VDOT supporting the annual Sartomer Race. RECOMMENDATION: Staff recommends the Pittsylvania County Board of Supervisors approve the letter of support and authorize the County Administrator to forward a to the Virginia Department of Transportation. P45 PITTSYLVANIA COUNTY VIRGINIA William D. Sleeper County Administrator 4 P.O. Box 426 ° +a Chatham, Virginia 24531 w o dan.sleeper @pittgov.org / l]6] August 6, 2013 David Shelton Virginia Department of Transportation P. O. 309 Chatham, VA 24531 Re: Annual Sartomer Race, Chatham, Virginia Dear Mr. Shelton; 1 Center Street, Chatham, Virginia Phone (434) 432 -7710 Fax (434) 432 -7714 Website: www.oittgov.org This is to inform you the Board of Supervisors of Pittsylvania County reviewed the request for utilization of streets in the Town of Chatham, Virginia, October 12, 2013 between the hours of 9:00am to 10:30am for the annual Sartomer Race and is in concurrence as exhibited by a vote to approve this Letter of Support at their regular meetings on Monday, August 5, 2013 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. If you require any additional information or support from the Board of Supervisors concerning this race, please do not hesitate to contact my office. Very Sincerely, William D. Sleeper County Administrator Pittsylvania County, Virginia WDS /rf Cc: Honorable Mike Taylor, Sheriff Edmund Giles, Manager, Town of Chatham Roderick J. Henderson, Sartomer Race Coordinator P46 Mr. William Sleeper P.O Box 426 Chatham, VA 24531 Subject: Letter regarding permission for the annual Sartomer Race. I SI Eli LJ �l 7r 1. VDOT requires a permit and fees to approve the request for the banner and the race. I talked to Mr. David Shelton and he informs me that the fees could be waivered because the race is non - profit with the donations going to the Oak grove residential care, Volunteer Fire Department, and the Rescue Squad. To do this I need a letter from the city approving this race; which I have applied for. They are also requesting that we have a letter from the county approving the race. To be held on October 12, 2013 from 0900 to 1030. Thank you for your attention to this matter. My number is 434 - 221 -9033. P47 UNFINISHED BUSINESS P48 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: 2013 Budget Amendments- Motion was made by Mr. Harville and seconded by Mr. Barksdale and has now met the 10 -day layover requirement SUBJECT/PROPOSAL/REOUEST• Year -End Transfers and/or Appropriations STAFF CONTACT(S): Sleeper. VanDerHvde AGENDA DATE: 8 -05 -13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 6 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. DISCUSSION: 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. MOTION WAS MADE BY MR. HARVILLE AND SECONDED BY MR. BARKSDALE AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. P49 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. DISCUSSION: 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. Pso e d c° � y � aN c y �m V S o N P51 n u n w o n h m w w $ n T w m r L m o ry o m 0 ry m o m M n m ^' oN N O C O E d d e c n x ry m o o N m N o T m a o M0 Oo N h m .Ni b VNf uNi O O O N O O m 'y 0 0 0 0 o d o 0 o d d 0 0 0 $ $ $ 0 0 c � N Y A J m m o E O o 'a c a a E E E c r N L d w yL, '-" °n Y a a o c a y C C v N a L v N a y O E d 6 w L a L > 6 o ., 'O .0 ,p a m o m o E c a 'E Oa E c n y v w °` `m p p u `o x c y a 3 0> v a w o Q > L v n a ¢ A Y cm c u m a c c of c c o o L >$ n E o 0 E E O U 1O m u m a m L 1a n n o w m $ M m 0 of ni n J O N d E !? ¢ n O 6 n c o > _ tt--� a 0 d m o a g o o m d ° v 0 w c v c E o O O O J.. 6 .m. d d ,ae, °o v o$ 0 0 0 $ s 0 v 0 oo 0 $ 0 $ °o 0$ °o $ °o }q{ S S > ° T O fY1 M T T T T T { O O C d E Y n d 0 d N N N VI P51 c v c � J y v° m 'c � m T � m m 6 0 N lA P52 N O] n n M -ii b N Val Of N 1� O O N OI a V N l0 O T VI N n N Ol W n lD m N m a n N N ei VI 1p V] m n � m 01 N O O O u 't J _ O M O ar � r O G 6 C o V O - V a Z °1 N S S t O m O n .s y m m m N m g d o� $ d d So' 0 J 0 g 0 d 0 q 0 o b tit Vf Vf N Yf V1 0 N 0 N 0 N 0 N 0 N 0 N ti M 9 d O p C r p J N y j y m o a o 0 m � a .o c ✓r a v v v a w a c r m a o a c 3 0'� m 01 c 3 0 v a v n vi p m m m m � g N m a V, `ri m N . C E N 4 � J IA W m q C � d O y W � � � N � C J � L V d a 11 L N L Vf j f O N N ry m op m g8S8 S S O O O Ih 1�1 M Aj N N N M C W O W C O O O L N 6 q V P52 114�t n �Lu( \1mti P.O. PITTSI(LVANIA COUNTY SCHOOLS Box 232.39 Bank Street S.E. e Chatham, Virginia 24531 July 10, 2013 William D. Sleeper, County Administrator Pittsylvania County Board of Supervisors P. O. Box 426 Chatham, VA 24531 Mr. Sleeper: Mc ,James E. McDaniel Division Superintendent Attached please find the FY 20122013 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 20122013 budget and to adjust the categories. Thank you for your attention on this matter. Sincerely, James E. McDam'ei� Division Superintendent 1 ELEPHONE NUMBFRS: ('434) 432 -2761 (434) 7931624 (Danville) • (434) 656 -6248 (Greta) ° FAX (434) 432 -9560 P53 ab 5 W 9 � w c < ®y P C M N O N W D d O C 0 Q X d m Ul 0 u m m` s 0 s 0 d y� L N m A P54 0o rtDOO�f m r n M O O M V O O r W O W iB N OD W M W mtnOO mn0 mc°o��ym ii nom WclI m M O N M No N {ID O V P m M oO 0 0 ooi n W so M cci M c+i N oai® N O V N_ C r m W F W fn0 V 7 U0 M �y3 N N O W ? ttp OO 0 NMr N r MO O N M O a m 0 mmlc W M cM N W W M N N O W W Q O N O O N N W 6 .-M W W ra» NPi W O W N N M n O W p M W Q Q O tD CB 0 0 �ro00 WWOOOfPO NN � 00 CD ._. d ro c 0 v d N O 0 0 0 S W w br 0 0 0 o v N W V M N 6D W N O O r O W N r O O M O m N .- 9 r Wn Mol n N A E 0- W, 0r ui M, .6 wc�s.WOm p QMSrinN N� o LD d N � N C G LU O O O O G d d C'V U 69 CQ 0.0; M N O N W D d O C 0 Q X d m Ul 0 u m m` s 0 s 0 d y� L N m A P54 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 P55 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: 8 -05 -13 2014 Budget Amendments- Motion was made by Mr. Harville and seconded by Mr. Snead and has now met ACTION: the 10 -day layover requirement Yes SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA: ACTION: 2014 Budget Adjustments STAFF CONTACT(S): BACKGROUND: ATTACHMENTS: Yes REVIEWED BY: 0, ITEM NUMBER: 7 INFORMATION: INFORMATION: DISCUSSION: Attached is a listing of appropriations necessary to carryover funds from the FY 2013 budget to the FY 2014 budget. 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. RECOMMENDATION: Staff recommends that the Board review the attached listing of proposed 2013 carryover as well as the attached request letters. MOTION WAS MADE BY MR.14ARVILLE AND SECONDED BY MR. SNEAD AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. P56 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: 2014 Budget Amendments - Requires a Motion and 10- day Layover SUBJECT/PROPOSAL/REQUEST: 2014 Budget Adjustments STAFF CONTACT(S): Sleeper, VanDerHvde BACKGROUND: AGENDA DATE: 7 -16 -13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 13 INFORMATION: INFORMATION: DISCUSSION: Attached is a listing of appropriations necessary to carryover funds from the FY 2013 budget to the FY 2014 budget. 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. RECOMMENDATION: 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. P57 L u° m a « o v E a Q m i i ° o ° - E w a L o E w e t v o te L ° E ro a p U U mO Q� O O a m N w ei O ul N ry N V1 m m O N O O w m m e w 0 ti '1 N O O O O O O O O O O O O O O v w i v e v v o e d d e e e 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 v o w o n w v a ° m V1 m IA N Vf VI In P58 °m n � o o v v^i r ry m m m m r r N N m m o o1pO r ro ° n . .�'i m m q � � O O N N N N Y Y1 1 1p 1 1� O O N N l lD N N d d O N C O E Q i d a c o O O O N N 1 1 ° ° O W W W W O O O O O _« N N m o � �n L Ln e O O O O ro y O O m m m w w w w w o oN 0 0 0 0 0 0 o o r e e e r y u ui i in . .n � �n m m O . 0 0 o 1 ol o `• � � . l _ ' N r .+ i o 0 e . _ N o . ry 0 ° r°d . v O .°o • * i e ° d d d v v e e o o 0 °.O ` ° 0 ° ° °° ° ° ° ° o •O 0 i 0 0 0 ° 0 ° .N i i .`y i i . .fi l 'N N 1 o o L ° >> y y w a D D o o m c w w a a` $ $ v v I I E E w m a w c a > > > > > > o a '" > > y y E u o o c ^ w« a a V O O C O Q O D Ou 9 w L O J O Q O C O O D 91 w L O J L P 1° � Q v ° ° z O O w o om ° ° °° L L v o o Z ° r r u 01 �n ° — c •• ' i 'o c i a P59 w �oE a a d E `0 5 > E n o° w> c °c .� �.. C E ° C tt y W j o ¢ 0 E a pz o a c a o m `o o c c i s N Hti cw u ca u p° n un v u E v i0 u m e m n m m m rn Q �e r= a m "' mi m °° v c .'°i m m o o a m a a m ti N C E O C > p kF E u C n E C d ti ti o w o N of O m m m o c m o o vmi m m v m m m m m a a a 2Q5 d q „°.� 0 O o p d p o O $ A N C E o° o i c U ° p V n E W y� P59 P60 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 P60 FY 12 =13 Encumbrance Carryovers LG0502 OPEN PO LIST Page 1 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 37110 04/17/13 13 THE GUN SHOP 37250 05/09/13 13 HALEY AUTO MALL OF FARMVILLE 37250 05/09/13 13 HALEY AUTO MALL OF FARMVILLE 37251 05/09/13 13 HALEY AUTO MALL OF FARMVILLE 37251 05/09/13 13 HALEY AUTO MALL OF FARMVILLE 37310 05/16/13 13 HEATH LANDSCAPING 12963.22 37365 05/24/13 13 CAPITAL PONTIAC -GMC TRUCK 37365 05/24/13 13 CAPITAL PONTIAC -GMC TRUCK 37365 05/24/13 13 CAPITAL PONTIAC-GMC TRUCK 37413 06/04/13 13 REFUSE EQUIPMENT CORPORATION 37434 06/05/13 13 BASSETT OFFICE SUPPLY 37435 06/05/13 13 HARRIS OFFICE FURNITURE CO. 37435 06/05/13 13 HARRIS OFFICE FURNITURE CO. 37517 06/13113 13 CARTER MACHINERY CO. INC. 37519 06/13/13 13 AMERIMARK DIRECT 37519 06/13/13 13 AMERIMARK DIRECT 37519 06/13/13 13 AMERIMARK DIRECT 37525 06/13/13 13 BASSETT OFFICE SUPPLY 4047.00 100 -4- 031200- 601000 (backordered ammo) 2298.10 P61 2298.10 1 00 -4- 03 1200- 810500 (Sheriff's Cars) 32408.05 100 -4- 031200- 810500 115575.00 147983.05 100 -4- 033100- 810500 (Jail Cars) 4623D.00 100 -4- 033100 - 810500 12963.22 59193.22 420-4-094411 - 821200 (Landscape Work at 4731.00 Human Services Ctr) ---------- 4731.00 100 -4- 035500- 810500 (Vehicle for Emergency 19459.00 100-4-035500-810500 Mgmt. - D. Kendrick) 26.60 100 -4- 035500- 810500 14.00 19499.60 250 -4- 082600 - 580000 (Newspaper Recycling 6533.00 Container - Litter) ......... 6533.00 604-4-012530-600100 (General District 2744.90 Chairs) 2744.9D 604-4-012530-600100 (Herman Miller Chairs 993.30 604 -4. 012530- 600100 for GDC) 88.70 1082.00 520 -4- 094401. 810200 (Landfill Compactor) 559625.00 559625.00 250 -4- 082600 - 580000 (Pencils - Litter) 362.50 250- 4-082600-580000 466.10 250 -4- 082600 - 580000 15.00 843.60 604 -4- 012530- 600100 (Forensic Tables) 698.00 P61 LG0502 OPEN PO LIST Page 2 P62 Open...... Po Number Po Date. Year Name .......................... Budget........ ............................... Req Id.. EncS...... 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 COW GOVERNMENT INC. 604-4- 012530- 600100 (V -W 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 06/19113 13 JEFFREYS MANUFACTURING SOLUTIO 325 -4- 081004- 810200 15960.00 NS 37546 06/19113 13 JEFFREYS MANUFACTURING SOLUTIO 325 -4- 081004- 810200 7960.00 NS 37546 06/19113 13 JEFFREYS MANUFACTURING SOLU710 325. 4-081004-810200 2360.00 NS 37546 D6/19/13 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 06/21113 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 P62 LG0502 Po Number Po Date. 44 records listed. OPEN PO LIST Year Name .......................... Budget........ ............................... Req Id. P63 Page 3 Open...... EncS...... 333300.00 1743714.47 gp1ERdFp t< VA, pd'$ Cb NfehaeCW. 7ay(Or Sheriff The Office of the sheriff Pi tsyCvanta County Ph"E (434) 432 -7800 or (434) 656 -62rr Fj (434) 432-7823 2mai(- ycs0(Pyitt,q".org 1Nebsite- wdvw.pittsy[vaniashertffOrg Kim Van Der Hyde, Director of Finance County of Pittsylvania P.O. Box 426 Chatham, VA 24531 Via: email Dear Kim: July 11, 2013 Re: Fiscal Year End Balance 2012 -2013 ��retd;� An v u... �`�, ggency P.O BOX 407 Chathan,l�.A 2453r 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: 100-4- 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 100 -4- 031200 - 331000: $20,000 (Moses Building re Authentic Verification mandate) 9) Capital Outlay Vehicles Line Item 100-4 - 031200- 810500: $46,000 (to replace two vehicles with 157,000 mileage; both out -of- service for transmission issues; estimated costs to repair; $3,500 each) 10) Communications Equipment Line Item 100 - 4-031200- 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 1 remain, VeAMich truly yours, e l W. Taylor Sheriff Cc: The Honorable James Snead, Chairman of the Finance Committee William D. Sleeper, County Administrator MWT /sc P64 Pittsylvania County MEMO TO: William D. Sleeper County Administrator ) �� 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: Biairs Fire & Rescue Callands Fire & Rescue Cool Branch Rescue Gretna Rescue Mt. Hermon Fire & Rescue 640 Rescue Squad Total: Cascade VFD (Apparatus Funding Balance) (100- 4.032200.5660) GRAND TOTAL CARRYOVER. P65 $3,730.75 (FY 11 -12) (Rescue) $1,285.00 (FY 10-11) (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) $7,500.00 (FY 12 -13) $7,500.00 (FY 11 -12) $7,500.00 (FY 11 -12) $7,500.00 (FY 10- 11) (Rescue) $7,500.00 (FY 12 -13) $72,515.75 $ 4,196.85 576j12.6 Fire & Rescue Carryover une 28, 2013 Page 2 If you have any questions please don't hesitate to give me a call. SGF /dbm CCL,9t`fi`-Vanderhyde, Finance Director Donna B. Meeks, Purchasing Manager P66 Kim Van Der Hvde 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 Coordinator emergency Managemenf ,& Contmitnications P1`1'T8VLVAN1A COUNTY VIRG!PaliA Tel. (434) 432 -7920 ax. (434) 432 -7950 Iim.davisCa�piftaov ors sawev.pitteov.o ft /e911! 53 North Main Street P.O. 6oa 426 Chatham, V,4 24531 Any e-mail or other ,,,spondance sent to a member of the Boats of Supervisors, or any other public offidal andforampbyee ofYiitsyNen %County, Virginia (the °County J in the transaction of public lac business, a quconsidered re i th ed o public record, end such records are su4}&d to the Virg/nla Freedom of Information Ad ('VA the Co This means that Virginia law generally them requires the County to provide a copy of any such a -mail, upon request, for inspection and copying to any oftiren of me Commonwealth, or to any member of the news roadie, unless lawfully exempted from produdloiVdisciosum under VA F01A. If you have received this email of any attachments in error, please notify the sender immadately at (434) 432 -7700, and by mply emeit, and delete this email and any attachments to d from your in- box, sent items, and deleted items, Thank you. P67 %51 PITTSYLVANIA COUNTY SCHOOLS P.O. Box 232 a 39 Dank Street S.E. • Chatham, Virginia 24.531 July 10, 2013 William D. Sleeper, County Administrator Pittsylvania County Board of Supervisors P.O. Box 426 Chatham, VA 24531 Mr. Sleeper: Mr, James E. McDaniel Division Superintendent 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, James E. Iv9cDaniel Division Superintendent 'E BLEPRONE NUMBERS: (434) 432.2761 • (434) 793 -1624 (Danville) - (434) 656.6248 (Gretna) - PAN (4341432.9560 P68 Pittsylvanin County Schools Revenue, Expenditure and Fund Balance Report for Fiscal Year Ending June 30, 2013 Revenue Sales Tax State Funds Federal Funds Local Funds Other Funds 'totals Expenditures Instruction Administration/Attendance & Health Pupil Transportation Operation & Maintenance Non - Instructional Operations Facilities Technology Totals Total Revenues Less: Total Expenditures Ending Fund (Cash) Balance Less: Designated Carry -Over Funds. Book Buddies Grant Engineering for All Grant School Security Improvements Textbooks Virginia Preschool Program Non - Designated Fund (Cash) Balance Budget Actual Balance $9,065,767.00 $9,036,762.04 $29,004.96 546,226,192.55 $45,821,554.86 $404,637.69 $8,714,308.38 $9,215,228.36 - $500,919.98 $14,761,995.00 $14,761,995.00 $0,00 $4,720,801.38 $4,622,604.74 $98,196.64 $83,489,064.31 $83,458,145.00 $30,919,3I $59,792,582.10 $59,686,484.10 $106,098.00 $3,075,810.94 $3,075,810.94 $0.00 $6,966,800.77 $6,966,800.77 $0.00 $7,692,367.76 $7,418,123.03 $274,244.73 $3,234,896.30 $3,234,896.30 $0.00 $284,930.00 $284,93000 $0.00 $2,441,676.44 $2,441,676.44 $0,00 $83,489,064.31 $83,108,721.58 5380,342.73 $83,458,145.00 $832108,721.58 $349,423.42 $33.12 (grantfunds) $1,590.20 (grant funds) $274,244.73 (state funds) $58,482.94 (state funds) $15,072.43 (state funds) P69 $349,423.42 50.00 NEW BUSINESS P70 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Legislative Committee SUBJECT/PROPOSAL/REOUEST: Committee Recommendations STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 08 -05 -2013 ACTION: ITEM NUMBER: 8 INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: Yes ATTACHMENTS: Yes RFVIFWFD RV. C/ BACKGROUND: The Legislative Committee is scheduled to meet at 5:00pm on Monday, August 5, 2013. There will be three (3) items of discussion: Special Setback Sub - committee recommendations; the Proposed Credit Card Policy Update from the Finance Director back to the Legislative Committee; and the Mass Communication Discussion concerning a countywide newsletter to the Star Tribune. DISCUSSION: RECOMMENDATION: Staff will submit recommendations following the Legislative Committee meeting. P71 LEGISLATIVE COMMITTEE Pittsylvania County Board of Supervisors Monday, August 5, 2013 5:00 pm Conference Room Captain Martin Building 1 Center Street Chatham, Virginia AGENDA 1. Call to Order 5:00 pm 2. Roll Call 3. Approval of Agenda 4. New Business: (a) Special Setback Sub - Committee — Fred Wydner (b) Proposed Credit Card Policy Update — Kim Van Der Hyde (c) Mass Communication Discussion — Tim Davis 5. Adjournment P72 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Annual Contracts — Dewberry & Davis, Inc.; July 2013 - June 2014 Proposals for Storm Water Monitoring — Pittsylvania County Landfill, VPDES Permit No. VAR051524; Phase I & II Landfill Gas Monitoring, and Phase I & II Groundwater Monitoring for Pittsylvania County Landfill, Permit No. 571 SUBJECT/PROPOSAL/REQUEST: Annual Contracts — Pittsylvania County Landfill STAFF CONTACT(S): William D. Sleeper; Otis S. Hawker AGENDA DATE: ITEM NUMBER: 08 -05 -2013 ACTION: INFORMATION: Yes CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: In 2004, the Department of Environmental Quality (DEQ) started required storm water monitoring at the Pittsylvania County Landfill through the Virginia Pollutant Discharge Elimination System ( VPDES) Permit No. VAR051524. Furthermore, the Pittsylvania County Landfill operates under DEQ Permit #571 and consists of approximately 440 acres in four (4) phases and is currently operating in Phase II. The Board of Supervisors has been operating required storm water, groundwater, and gas monitoring programs at the Pittsylvania County Landfill since 1999. DISCUSSION: Pittsylvania County has negotiated with Dewberry & Davis, Inc. to amend the Engineering Services Agreement to provide the necessary storm water monitoring services at the Pittsylvania County Landfill for the next fiscal year, beginning July 1, 2013, for a lump sum of $7,000 and an additional estimated $2,500 in laboratory fees, for a total estimated cost of $9,500. Funding for this cost was anticipated and is in the 2013/14 budget Under Permit #571, the DEQ and Subtitle D regulations requires methane gas monitoring on a quarterly basis as a permit condition. Gas quarterly reports have to be submitted to the State to verify compliance. Dewberry & Davis, Inc. has submitted contract amendments for Phase I for the landfill gas monitoring at a cost of $3,400 and $3,400 for Phase 1I gas monitoring, for a total gas monitoring cost of $6,800. Their amendments to their 1999 contract for landfill gas monitoring of Phase I and for Phase II are attached. Funding for this cost was anticipated and is in the 2013/14 budget. Because groundwater monitoring is an intensive project that requires significant background and date keeping over a number of years, attached hereto you will find a proposal from Dewberry & Davis, Inc. to amend their 1999 contract for the landfill groundwater monitoring program for Phase I at a cost of $24,000, with laboratory fees of $30,000; and Phase II at a cost of $20,000, with laboratory fees of $15,000; for a total amendment cost of $89,000. Funding for this cost was anticipated and is in the 2013/14 budget. RECOMMENDATION: Staff recommends the Board of Supervisors approve the July 2013 -June 2014 proposals for: 1) Storm water monitoring of the Pittsylvania County Landfill, VPDES Permit No. VAR051524, to include laboratory fees for a total estimated cost of $9,500; 2) Gas monitoring for Phase I & Phase II for Pittsylvania County Landfill, DEQ Permit #571, at a cost totaling $6,800; and 3) Groundwater monitoring for Phase I and Phase II, including laboratory fees, for the Pittsylvania County Landfill, DEQ Permit #571, at a cost totaling $89,000; and authorize the County Administrator to sign all necessary documentation. P73 Dewberry Dewberry Engineers Inc. 551 Piney Forest Road J U L i l 2013 Danville, VA 24540 -3353 434.797.4497 July 10, 2013 434.797.4341 fax www.dewberry.com Mr. Otis Hawker Assistant County Administrator Pittsylvania County P.O. Box 426 Chatham, VA 24531 RE: July 2013 —June 2014 Proposal for Storm Water Monitoring Pittsylvania County Landfill, VPDES Permit No. VAR051524 Dear Mr. Hawker: Dewberry Engineers Inc. (Dewberry) is pleased to present our proposal to conduct storm water monitoring activities for the fiscal 2013 -2014 monitoring year as required under the Virginia Pollutant Discharge Elimination System ( VPDES) Permit Number VAR051524. The revised VPDES Permit became effective July 1, 2009 and expires June 30, 2014. This proposal includes corrective actions which will likely be required in order to insure that the Facility is in compliance with the revised permit regulations. Minor updates to the existing Storm water Pollution Prevention Plan (SWPPP) are also included in this proposal. UNDERSTANDING OF THE PROJECT Storm water discharges from the Facility are regulated under General VPDES Permit for Discharges of Storm Water Associated with Industrial Activity (9VAC25- 151 -10 et seq.). The SWPPP prepared by Dewberry in January 2004, revised November 2012 outlines the monitoring requirements for the Facility. Under this general permit, storm water runoff monitoring will be conducted at Outfalls 001, 002, 003, 004 and 005. The facility shall perform and document quarterly visual examinations of storm water discharges of Outfalls 001, 002, 003, 004, and 005. The examinations shall be made at least once in each of the following three -month periods: January through March, April through June, July through September, and October through December. Collection and analysis of storm water runoff must be performed annually at the Facility for Outfalls 001, 002, 003, 004 and 005. If at any time the outfall monitoring results exceed an effluent limitation, immediate corrective actions must be taken to eliminate the exceedances. The corrective actions may include updating the SWPPP and implementation of BMPs. Follow -up sampling is required to evaluate the BMPs effectiveness. P74 Mr. Otis Hawker Page 2 July 10, 2013 SCOPE OF SERVICES Item I: Quarterly Storm Water Visuals Dewberry will conduct quarterly storm water visual examinations of Outfalls 001, 002, 003, 004, and 005. Visual examination reports will be prepared and submitted to the Facility for their file and use. Item II: Annual Storm Water Monitoring Dewberry will conduct annual storm water monitoring of Outfalls 001, 002, 003, 004, and 005. A Discharge Monitoring Report (DMR) will be prepared for each monitoring event and submitted to DEQ and a copy provided to the Facility for their file and use. Item III: Corrective Actions In the event that a constituent exceeds the effluent limit, corrective action measures will need to be implemented as per Part I.A.l.c.5 of the Final Draft of the proposed VPDES permit. Dewberry will review and modify the SWPPP when necessary within thirty days (30) of a constituent exceedance. Dewberry will develop and supervise implementation of any corrective actions that may be necessary to restore the outfall into compliance. Follow -up monitoring will be conducted to verify corrective actions that were implemented have succeeded in reducing the constituent(s). FEES Dewberry's services will be provided either lump sum or hourly as per Dewberry's Standard Hourly Billing Rate Schedule (Attachment A). Item I: Quarterly Storm Water Visuals Four quarters at $1,000 each ............................... ............................... .........................$4,000 (Lump Sum) Item II: Annual Storm Water Monitoring .............. .........................$3,000 (Lump Sum) Item III: Corrective Actions Design and /or Modify BMPs....... Hourly Not to Exceed $5,000 Follow -up Monitoring ............................... ............................... Hourly Not to Exceed $1,500 Total Lump Sum Fees .................................... ............................... $7,000 (Does not include Hourly Estimates) P75 Dewberry Mr. Otis Hawker Page 3 July 10, 2013 The fees listed above do not include fees charged by the laboratory for analytical costs: Laboratory Fees Total laboratory Estimate ............................ ............................... .........................$2,500 (Does Not Include Follow -Up Monitoring) All laboratory fees will be paid directly by the County in order to present a 15% cost savings to the County. If DEO should require additional outfalls to the monitoring program, the cost for storm water monitoring will be re- evaluated at that time. The terms and conditions of this amendment will be consistent with those presented in the original agreement. We appreciate your business and the opportunity to provide environmental services to Pittsylvania County. If you should have any questions regarding any part of this proposal or the storm water program, please feel free to contact us. Sincerely, Dewberry Engineers Inc. Troy A. Shelton Environmental Department Manager TAS /tas /vnl cc: Mr. U Burgess — Pittsylvania County Landfill AttachmentA — Standard Hourly Billing Rate Schedule (July 28, 2012) R: \Proposal Letters \Environmental \2013 -7 -10 Pitfil Stormwater.doc The foregoing proposal of Dewberry Engineers Inc. is accepted: Print (Type) Individual, Firm, or Corporate Name Signature of Authorized Representative Date Print (Type) Name of Authorized Representative and Title Dewberry P76 Attachment A STANDARD HOURLY BILLING RATE SCHEDULE Dewberry $95.00 - $110.00 Engineering/ Planning / Landscape /Architecture/Surveying Services/MC Services $80.00 - $90.00 - $100.00 Hourly Rates Principal $225.00 Admin Assistant/Professional I - 11- 111 - N $55.00 - $65.00 - $75.00 - $85.00 Architect I - 11 - III $75.00 - $85.00 - $95.00 Architect N - V - VI $110.00 - $125.00 - $140.00 Architect VII - VIll - IX $155.00 - $170.00 - $190.00 CADD Technician I - U - III - IV $60.00 - $70.00 - $80.00 - $90.00 Construction Administrator I -11 $95.00 - $110.00 Engineer /Planner /Landscape/MC 1- II -111 $80.00 - $90.00 - $100.00 Engineer/Planner/Landscape/MC N - V - VI $115.00 - $130.00 - $140.00 Engineer /Planner/Landscape /MC VII - Vill - IX $160.00 - $175.00- ($190.00 - $200.00) Interior Designer I - U - III- IV $60.00 - $70.00 - $100.00- $125.00 Geographer /GIS 1 -11- Ill $70.00 - $80.00 - $90.00 Geographer /GIS 1V - V - VI $100.00 - $115.00 - $130.00 Geographer /GIS VU - Vlll - IX $150.00 - $160.00 - $190.00 Resident Engineer I - n - III - N $75.00 - $85.00 - $100.00 - $120.00 Resident Construction Technician I- it $55.00- $65.00 Survey /Computor I - Il - III $65.00 - $75.00 - $85.00 Survey /Computor IV - V - VI $100.00 - $115.00 - $130.00 Technical Assistant I - U - III - N- V $50.00 - $60.00 - $70.00 - $80.00 - $90.00 Surveyor 1 - 11 - III $50.00 - $60.00 - $70.00 Surveyor N - V - VI $80.00 - $90.00- $105.00 Surveyor VII - VIII - IX $135.00 - $150.00 - $165.00 Reimbursable Expenses (Including sub - consultants, courier, postal services, etc.) Cost + 15% Revised July 28, 2012 Subject to revision P77 Schedule STD Dewberry® D v v Dewberry Engineers Inc. 551 Piney Forest Road J U L 1 1 2013 Danville, VA 24540 -3353 434.797.4497 434.797.4341 fax July 10, 2013 -- www.dewberry.com Mr. Otis S. Hawker Assistant County Administrator Pittsylvania County P.O. Box 426 Chatham, Virginia 24531 Re: July 2013 -June 2014 Proposal for Phase I Landfill Gas Monitoring Pittsylvania County Landfill, Permit No. 571 Dear Mr. Hawker: Dewberry Engineers Inc. (Dewberry) is pleased to provide a proposal for the landfill gas monitoring at the Phase I area of the Pittsylvania County Landfill per the Phase I Facility's Gas Management Plan. This proposal is subject to our conditions included in our original open end contract with Pittsylvania County for Landfill and Environmental Services. UNDERSTANDING OF THE PROJECT As per 9VAC 20 -81 -200, gas monitoring at the Phase I landfill must be conducted no less frequently than quarterly. This frequency of monitoring will be sufficient to detect landfill gas migration. Monitoring frequency may change if deemed necessary based on subsurface conditions and changing landfill conditions such as partial or complete capping, landfill expansion, gas migration, control system operation or failure, construction of new or replacement structures, and /or changes in land use practices. SCOPE OF SERVICES Item 1: Quarterly Landfill Gas Monitoring Quarterly landfill gas monitoring will be conducted on eight (8) gas monitoring probes with the following identification numbers: GP -1, GP -2, GP -3, GP -4A, GP -5A, GP -6, GP -7, and GP -8. The majority of the Phase I gas monitoring wells contain three (3) nested probes (shallow, middle, and deep). This allows gas sampling to be conducted at various subsurface depths. Dewberry will also monitor seven (7) leachate collection points located throughout the Phase I area of the landfill (LC -1, LC -3 through LC -8). Dewberry will sample six (6) of the temporary occupied landfill buildings (Bldg -1 through 6) and the two (2) Pittsylvania County Sheriff shooting range buildings (Range Bldg -1 & 2). P78 Mr. Otis Hawker Page 2 July 10, 2013 Monitoring will be performed using a portable methane gas detection meter. After each quarterly gas monitoring event has been completed, a gas monitoring report will be prepared in accordance with the Facility's Gas Management Plan. On behalf of the County, the report will be forwarded to the Virginia DEQ. Copies will be sent to the County. FEE Dewberry will provide the services identified above for the following lump sum fees: Item: Quarterly Gas Monitoring 3rd Quarter Event (August 2013) ............................................................. ............................... $850 4 1h Quarter Event (November 2013) ........................................................ ............................... $850 1" Quarter Event (February 2014) .......................................................... ............................... $850 2nd Quarter Event (May 2014) ................................................................. ............................... $850 Total........................................................................................... ............................... $3,400 We appreciate your business and the opportunity to provide environmental services to Pittsylvania County. If you should have any questions regarding any part of this proposal or gas monitoring program, please feel free to contact us. Sincerely, Dewberry Engineers Inc. roy A. Shelton Environmental Department Manager TAS /tas /vnl cc: Mr. U Burgess — Pittsylvania County Landfill R: \Proposal Letters \Environmental \2013 -7 -10 Pitril Phase 1 Gas.doc The foregoing proposal of Dewberry Engineers Inc. is accepted: Print (Type) Individual, Firm, or Corporate Name Signature of Authorized Representative Date Print (Type) Name of Authorized Representative and Title Dewberry, P79 Dewberry U Dewberry Engineers Inc. 551 Piney Forest Road Danville, VA 24540 -3353 JUL 1 1 2013 434.797A497 July 10, 2013 434.797.4341 fax www.dewberry.com Mr. Otis S. Hawker Assistant County Administrator Pittsylvania County P.O. Box 426 Chatham, Virginia 24531 Re: July 2013 — June 2014 Proposal for Phase II Landfill Gas Monitoring Pittsylvania County Landfill, Permit No. 571 Dear Mr. Hawker: Dewberry Engineers Inc. (Dewberry) is pleased to provide a proposal for the landfill gas monitoring at the Phase II area of the Pittsylvania County Landfill per the Phase II Facility's Gas Management Plan. This proposal is subject to our conditions included in our original open end contract with Pittsylvania County for Landfill and Environmental Services. UNDERSTANDING OF THE PROJECT As per 9VAC20 -81 -200 gas monitoring at the Phase II landfill must be conducted no less frequently than quarterly. This frequency of monitoring will be sufficient to detect landfill gas migration. Monitoring frequency may change if deemed necessary based on subsurface conditions and changing landfill conditions such as partial or complete capping, landfill expansion, gas migration, control system operation or failure, construction of new or replacement structures, and /or changes in land use practices. SCOPE OF SERVICES Item 1: Quarterly Landfill Gas Monitoring Quarterly landfill gas monitoring will be conducted on seven (7) landfill gas monitoring probes with the following identification numbers: GP -9, GP -10, GP -11, GP -12, GP -13, GP -14, and GP -15. All of the Phase II gas monitoring wells contain (3) three nested probes (shallow, middle, and deep). This allows gas sampling to be conducted at various subsurface depths. Monitoring will be performed using a portable methane gas detection meter. After each quarterly gas monitoring event has been completed a gas monitoring report will be prepared in accordance with the Facility's Gas Management Plan. On behalf of the County, the report will be forwarded to the Virginia DEQ. Copies of the report will be sent to the County. P80 Mr. Otis Hawker Page 2 July 10, 2013 FEE Dewberry will provide the services identified above for the following lump sum fees: Item: Quarterly Gas Monitoring 3rd Quarter Event (August 2013) ............................................................. ............................... $850 4 m Quarter Event (November 2013) ........................................................ ............................... $850 15` Quarter Event (February 2014) .......................................................... ............................... $850 2nd Quarter Event (May 2014) ................................................................. ............................... $850 Total........................................................................................... ............................... $3,400 We appreciate your business and the opportunity to provide environmental services to Pittsylvania County. If you should have any questions regarding any part of this proposal or the gas monitoring program, please feel free to contact us. 0 Sincerely, Dewberry Engineers Inc. Troy A. Shelton Environmental Department Manager TAS /tas /vnl cc: Mr. U Burgess — Pittsylvania County Landfill R: \Proposal Letters \Environmental \2013 -7 -10 PFlfil Phase 2 Gas.doc The foregoing proposal of Dewberry Engineers Inc. is accepted: Print (Type) Individual, Firm, or Corporate Name Signature of Authorized Representative Date Print (Type) Name of Authorized Representative and Title Dewberry P81 Dewberry JUL 1 1 2013 July 10, 2013 Mr. Otis Hawker Assistant County Administrator Pittsylvania County P.O. Box 426 Chatham, VA 24531 RE: July 2013 - June 2014 Proposal for Phase I Groundwater Monitoring Pittsylvania County Landfill, Permit No. 571 Dear Mr. Hawker: Dewberry Engineers Inc. 551 Piney Forest Road Danville, VA 24540 -3353 434.7974497 434.797.4341 fax www.dewberry.com Dewberry Engineers Inc. (Dewberry) is pleased to present our proposal to conduct groundwater monitoring activities for the fiscal 2013 -2014 monitoring year required under 9VAC20 -81 -250 of the Virginia Solid Waste Management Regulations (VSWMR) at the Phase I area of the Pittsylvania County Landfill (Facility). This proposal also includes the 2013 Groundwater Annual Report which will summarize all of the groundwater monitoring activities as well as the accompanying laboratory analytical results collected during the monitoring year. This proposal reflects recent monitoring frequency changes that the Facility was allowed to pursue. The ongoing successful collaboration between the County, Dewberry, and DEQ has allowed the Phase I portion of the Facility to convert from quarterly to semiannual groundwater monitoring, thus translating into a $10,000 savings to the County. UNDERSTANDING OF THE PROJECT The Phase I area of the Pittsylvania County Landfill Facility is currently monitoring groundwater under the Assessment Monitoring Program (9VAC20- 81- 250.8.3) due to concentrations of certain monitoring parameters being in exceedance of the Groundwater Protection Standards (GPS). As part of the assessment monitoring program the Facility must conduct semiannual groundwater sampling with one of the events being analyzed for the Table 3.1 Column -B parameter suite and the subsequent event analyzed for Table 3.1 Column -A and for those constituents in Column -B that have previously been detected. A report will be submitted to DEQ discussing the analytical results and statistical analysis of the data from the sampling event. P82 Mr. Otis Hawker Page 2 July 10, 2013 SCOPE OF SERVICES Item I: Groundwater Monitorine • Dewberry will perform semiannual groundwater sampling on one (1) up- gradient compliance monitoring well MW -1A and seven (7) down gradient compliance monitoring wells (MW -3, MW- 4, MW -11, MW -13A, MW -23, MW -27, and MW -28A). • Dewberry will perform semiannual groundwater sampling on eleven (11) performance wells: MW- 3ANES, MW -15A, MW- 15ANES, MW -29, MW -25A, MW- 16B(S), MW- 16B(M), MW -26, MW- 30, MW- 27B(S), and MW- 28C(D). • Dewberry will perform semiannual groundwater sampling on eight (8) sentinel wells in the Phase I area. The sentinel wells include MW- 15BNES, MW -25C, MW- 25NES(D), MW- 16B(D), MW- 27B(D), MW -27C, MW- 28C(S), and MW -28D. • Dewberry will perform semiannual surface water sampling at two (2) locations along the Banister River. The sites are listed in the revised permit as: SSL -3ANES and SSL -2. The purge water from each sampling event will be placed in drums at each monitoring well which the Facility has provided. This scope also includes semiannual groundwater monitoring reports to DEQ. Each report will include: statistical analysis, a current potentiometric map, trend graphs, summary tables, a discussion of findings and results, conclusions and recommendations. Dewberry will use Pace Analytical, Inc. to perform the analysis unless the County has a specific laboratory preference. Item II: Verification Event In the event that a constituent is detected at a concentration which exceeds GPS or has not been historically detected, a verification re- sample may be required. Dewberry will notify DEQ within fourteen (14) days of the exceedance and the verification event will be conducted within the thirty (30) day compliance period. Item III: Groundwater Annual Report To satisfy the requirements of 9VAC20 -81 -250 E.2.a an annual report of the groundwater monitoring activities of the year is required. The Groundwater Annual Report (GWAR) will be prepared for groundwater data collected during the 2013 groundwater monitoring year. V Dewberry P83 Mr. Otis Hawker Page 3 July 10, 2013 Item IV: Additional DEQ Correspondence Recent regulatory changes within the groundwater program have lead to repeated additional requests from DEQ for technical information concerning the groundwater monitoring program at the Facility. Dewberry will coordinate with, prepare, and provide the necessary correspondences to DEQ. This line item does not include any extensive studies, but rather letter reports and request for additional information correspondences. FEES Dewberry's services will be provided either lump sum or hourly as per Dewberry's Standard Hourly Billing Rate Schedule (Attachment A). Item I: Groundwater Monitoring 2 "d Semiannual Event (October 2013) .......... ............................... ........................$10,000 (lump sum) 1'` Semiannual Event (April 2014) ................. ............................... ........................$10,000 (lump sum) Item II: Verification Event ...................................... ............................... (Hourly as Needed) ($1,800 hourly estimate per event) Item III: 2013 Groundwater Annual Report (GWAR) ........................ .........................$4,500 (lump sum) Item IV: Additional DEQ Correspondence ............................. Hourly Not to Exceed $5,000 TotalLump Sum ............................................................... ............................... $24,500 (Does Not Include Verification Event) The fees listed above do not include fees charged by the laboratory for analytical costs. Laboratory Fees Total Laboratory Estimate ................................................ ............................... $30,000 (Does Not Include Verification Re- sampling) All laboratory fees will be paid directly by the County in order to present a 15% cost savings to the County. If DEQ should require adding additional wells to the monitoring program, the cost for groundwater monitoring will be re- evaluated at that time. The terms and conditions of this amendment will be consistent with those presented in the original agreement. .l Dewberry° P84 Mr. Otis Hawker Page 4 July 10, 2013 We appreciate your business and the opportunity to provide environmental services to Pittsylvania County. If you should have any questions regarding any part of this proposal or the groundwater monitoring program, please feel free to contact us. Sincerely, Dewberry Engineers Inc. Troy A. Shelton Environmental Department Manager TAS /tas /vnl Attachment A — Standard Hourly Rate Schedule (July 28, 2012) cc: Mr. U Burgess — Pittsylvania County Landfill R: \Proposal Letters \Environmental \2013 -7 -10 Pitfil Phase 1 GW.doc The foregoing proposal of Dewberry Engineers Inc. is accepted: Print (Type) Individual, Firm, or Corporate Name Signature of Authorized Representative Date Print (Type) Name of Authorized Representative and Title Dewberry P85 Attachment A STANDARD HOURLY BILLING RATE SCHEDULE Dewberry Engineering /Planning/ Landscape /Architecture/Surveying Services/MC Services 6 Dewberry Revised July 28, 2012 Schedule STD Subject to revision P86 Hourly Rates Principal $225.00 Admin Assistant/Professional I - II - III - IV $55.00 - $65.00 - $75.00 - $85.00 Architect I - II -111 $75.00 - $85.00 - $95.00 Architect tV - V - VI $110.00 - $125.00 - $140.00 Architect VII - VIII - IX $155.00 - $170.00 - $190.00 CADD Technician I - II - in - IV $60.00 - $70.00 - $80.00 - $90.00 Construction Administrator I -11 $95.00 - $110.00 Engineer/Planner /Landscape/MC I - 11 - 111 $80.00 - $90.00 - $100.00 Engineer/Planner/landscape/MC IV - V - VI $115.00 - $130.00 - $140.00 Engineer /Planner/Landscape /MC VII - V Ill - IX $160.00 - $175.00 - ($190.00 - $200.00) Interior Designer I - R - III- IV $60.00 - $70.00 - $100.00- $125.00 Geographer /GIS I - Il - III $70.00 - $80.00 - $90.00 Geographer /GIS IV - V - V1 $100.00 - $115.00 - $130.00 Geographer /GIS VII - V Ill - IX $150.00 - $160.00 - $190.00 Resident Engineer I - II - III - IV $75.00 - $85.00 - $100.00 - $120.00 Resident Construction Technician I - II $55.00 - $65.00 Survey /Computor I -11 -111 $65.00 - $75.00 - $85.00 Survey /Computor IV - V - VI $100.00 - $115.00 - $130.00 Technical Assistant I - 11 -III - IV- V $50.00 - $60.00 - $70.00 - $80.00 - $90.00 Surveyor 1 - II - Ill $50.00 - $60.00 - $70.00 Surveyor IV - V - VI $80.00 - $90.00 - $105.00 Surveyor VII - V Ill - IX $135.00 - $150.00 - $165.00 Reimbursable Expenses (Including sub - consultants, courier, postal services, etc.) Cost + 15% 6 Dewberry Revised July 28, 2012 Schedule STD Subject to revision P86 Dewberry U v I Dewberry Engineers Inc. 551 Piney Forest Road Danville, VA 24540 -3353 JUL 1 1 2013 434.797.4497 434.797.4341 fax www.dewberry.com July 10, 2013 Mr. Otis Hawker Assistant County Administrator Pittsylvania County P.O. Box 426 Chatham, VA 24531 Re: July 2013 — June 2014 Proposal for Phase II Groundwater Monitoring Pittsylvania County Landfill, Permit No. 571 Dear Mr. Hawker: Dewberry Engineers Inc. (Dewberry) is pleased to present our proposal to conduct groundwater monitoring activities for the fiscal 2013 -2014 monitoring year required under 9VAC20 -81 -250 of the Virginia Solid Waste Management Regulations (VSWMR) at the Phase II area of the Pittsylvania County Landfill (Facility). This proposal also includes the 2013 Groundwater Annual Report which will summarize all of the groundwater monitoring activities as well as the accompanying laboratory analytical results collected during the monitoring year. UNDERSTANDING OF THE PROJECT The Phase II Landfill area of the Pittsylvania County Landfill operates under Permit No. 571. The existing permit was amended in 1996 and includes a 450 acre site, of which, 26.8 acres is the Phase II disposal area. The Phase II disposal area was permitted and constructed in 2003. The Phase II landfill began accepting waste in June 2005 and as a result began monitoring under the detection monitoring program as per 9VAC20- 81- 250.B.2 until 2009. Organic constituents were quantified during each quarterly monitoring event of 2008. Due to a Statistically Significant Increase (SSI) over background being determined, an assessment monitoring program was implemented during the 2nd quarter 2009 monitoring event. The Facility is within the regulated range of proximity to down gradient wetland areas, under Section 10.1- 1408.5 Code of Virginia the Facility must conduct quarterly groundwater sampling with one of the quarterly events being analyzed for Table 3.1 Column -B parameter suite and the remaining three quarterly events of each monitoring year being analyzed for Table 3.1 Column -A and for those constituents in Column -B that have previously been detected. P87 Mr. Otis Hawker Page 2 July 10, 2013 SCOPE OF SERVICES Item I: Groundwater Monitoring Dewberry will perform quarterly groundwater sampling on two (2) up- gradient wells MW1A and MW101. Five (5) down gradient compliance monitoring wells: MW -102, MW -104A, MW -108, MW -109A, and MW -110. • Dewberry will perform quarterly groundwater monitoring on one (1) performance well labeled MW -109A NES. • Dewberry will perform quarterly groundwater monitoring on two (2) sentinel wells MW- 109B(s) and MW- 1098(d) The purge water from each sampling event will be placed in drums at each monitoring well which the Facility has provided. This scope also includes quarterly groundwater monitoring reports to DEQ. Each report will include: statistical analysis, a current potentiometric map, trend graphs, summary tables, a discussion of findings and results, conclusions and recommendations. Dewberry will use Pace Analytical, Inc. to perform the analysis unless the County has a specific laboratory preference. Item II: Verification Event In the event that a constituent which exceeds GPS or has not been historically detected, a verification re- sample may be required. Dewberry will notify DEQ within fourteen (14) days of the exceedance and the verification event will be conducted within the thirty (30) day compliance period. Item III: Groundwater Annual Report To satisfy the requirements of 9VAC 20 -81 -250 E.2.(a) an annual report of the groundwater monitoring activities of the year is required. The Groundwater Annual Report (GWAR) will be prepared for groundwater data collected during the 2013 groundwater monitoring year. Item IV: Additional DEQ Correspondence Recent regulatory changes within the groundwater program have lead to repeated additional requests from DEQ for technical information concerning the groundwater monitoring program at the Facility. Dewberry will coordinate with, prepare, and provide the necessary correspondences to DEQ. This line item does not include any extensive studies, but rather letter reports and request for additional information correspondences. If Dewberry P88 Mr. Otis Hawker Page 3 July 10, 2013 FEES Dewberry's services will be provided either lump sum or hourly as per Dewberry's Standard Hourly Billing Rate Schedule (Attachment A). Item I: Quarterly Groundwater Monitoring 3rd Quarter Event (July 2013) ......................... 4th Quarter Event (October 2013) ................. 1n Quarter Event (January 2014) 2nd Quarter Event (April 2014).... Item II: Verification Event ...................... Item III: 2012 Groundwater Annual Report. Item IV: Additional DEQ Correspondence ........................ .........................$4,000 (lump sum) ........................ .........................$4,000 (lump sum) ........................ .........................$4,000 (lump sum) ....................... .........................$4,000 (lump sum) ........ ............................... (Hourly as Needed) ($1,800 hourly estimate per event) ................... .........................$4,000 (lump sum) ............ (Hourly Not to Exceed $5,000) TotalLump Sum ............................................................... ............................... $20,000 (Does Not Include Verification Re- sampling) The fees listed above do not include fees charged by the laboratory for analytical costs. Laboratory Fees Total Laboratory Estimate ................................................ ............................... $15,000 (Does Not Include Verification Event) All laboratory fees will be paid directly by the County in order to present a 15% cost savings to the County. The terms and conditions of this amendment will be consistent with those presented in the original agreement. x Dewberry.. P89 Mr. Otis Hawker Page 4 July 10, 2013 We appreciate your business and the opportunity to provide environmental services to Pittsylvania County. If you should have any questions regarding any part of this proposal or the groundwater monitoring program, please feel free to contact us. Sincerely, Dewberry Engineers Inc. Troy A. Shelton Environmental Department Manager TAS /tas /vnl Attachment A— Standard Hourly Billing Rate Schedule (July 28, 2012) cc: Mr. U Burgess — Pittsylvania County Landfill R: \Proposal Letters \Environmenta1\2013 -7 -10 Pitfil Phase 2 GW.doc The foregoing proposal of Dewberry Engineers Inc. is accepted: Print (Type) Individual, Firm, or Corporate Name Signature of Authorized Representative Date Print (Type) Name of Authorized Representative and Title Dewberry P90 Attachment A STANDARD HOURLY BILLING RATE SCHEDULE Dewberry EngineeringI Planning /Landscape/Architecture /Surveying Services/MC Services Hourly Rates Principal $225.00 Admin Assistant/Professional I - 11- In - IV $55.00 - $65.00 - $75.00 - $85.00 Architect I -1I -111 $75.00 - $85.00 - $95.00 Architect IV - V - VI $110.00 - $125.00 - $140.00 Architect V11 - Vlll - IX $155.00 - $170.00 - $190.00 CADD Technician I - n - III - IV $60.00 - $70.00 - $80.00 - $90.00 Construction Administrator I -11 $95.00 - $110.00 Engineer /Planner /Landscape/MC 1- 11- III $80.00 - $90.00 - $100.00 Engineer/Planner/Landscape/MC IV - V - VI $115.00 - $130.00 - $140.00 Engineer /Planner/Landscape /MC Vll- VIII- IX $160.00- $175.00- ($190.00 - $200.00) Interior Designer I - D - ID- IV $60.00 - $70.00 - $100 -00- $125.00 Geographer /GIS I - u -111 $70.00 - $80.00 - $90.OD Geographer /GIS IV - V - VI $100.00 - $115.00 - $130.00 Geographer /GIS VII - VIII - IX $150.00 - $160.00 - $190.00 Resident Engineer I - II - III - N $75.00 - $85.00 - $100.00 - $120.00 Resident Construction Technician I- 11 $55.00 - $65.00 Survey /Computor I - 11- 111 $65.00 - $75.00 - $85.00 Survey /Computor IV - V - VI $100.00 - $115.00 - $130.00 Technical Assistant I - 11 - RI - IV- V $50.00 - $60.00 - $70.00 - $80.00 - $90.00 Surveyor I - 11 - ID $50.00 - $60.00 - $70.00 Surveyor IV - V - VI $80.00 - $90.00 - $105.00 Surveyor VII - VIII - IX $135.00 - $150.00 - $165.00 Reimbursable Expenses (Including sub- consultants, courier, postal services, etc.) W ++ Wv"= Revised July 28, 2 Subject to revision P91 Cost+ 15% Schedule STD PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: 8/5/13 10 Ratify Sole Source Award ACTION: INFORMATION: SUBJECT/PROPOSAL/REQUEST: Yes Sole Source Award — Tobacco Grant — Precision CONSENT AGENDA: Machining — Vo -Tech ACTION: INFORMATION: STAFF CONTACT(S): ATTACHMENTS: Mr. Sleeper, Ms. Meeks Yes REVIEWED BY: BACKGROUND: The County received a Tobacco Grant in the amount of $787,690 for the purchase of equipment for the Precision Machining Program that will be offered at the Pittsylvania County Career & Technical Center, beginning with the new school year on August 12, 2013. The equipment and tools to be purchased for the program must be the same that is used in the Danville Community College Precision Machining Lab. Sandvik Coromant brand tools need to be purchased for the program. Sandvik Coromant has provided a sole source letter stating that Master Gage & Tool is the single sole source provider for those tools in our area. Master Gage & Tool provided a quote in the amount of $22,733.50. In order to get the tools in by the date needed the County Administrator approved to issue a purchase order to Master Gage & Tool, as a sole source provider. 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 of the Sandvik Coromant tools in the amount of $22,733.50 from Master Gage & Tool Co., Danville, Virginia, and charge the purchase to 325- 4.081004.8102 Tobacco Grant — Vo -Tech — Precision Machining Project. P92 PO Box 3305 Danville. VA 24543 V7rda Office: Ca Hna's Office: 112 Maplewood Sheet Carding Center Business Park Dwwffle, VA 24540 2828 -L Queen City Drive Phone: (434) 836 -4243 Charlotte,NC 28208 Fu: (434) 835 -0008 (Sales Office) Phone: (704) 393 -1995 Fa : (434) 835 -0007 (Metrology Lab) Fu: (704) 393 -3650 Pittsylvania County Board of Supervisors June 26, 2013 c/o Troy Simpson Proposal #JM062613Q1 Subject: Pittsylvania County Lathe Tooling Package Board of Supervisors: MASTER GAGE & TOOL CO. is pleased to provide the enclosed proposal for your consideration. We appreciate the opportunity to provide this quotation and hope that we may be of service. If you should have any questions regarding this quotation, please do not hesitate to contact US. Sincerely, ,john E. 'Mead John E. Mead e -mail: johnm @mastergt.com Attachments JM /bw JM062613L1 P93 d Y V R a _G 0 d tC J w C 0 U A C lC N 11 P94 0 0 0 0 0 0 0 M 0 0 0 0 0 0 0 0 0 0 0 0 0 o I b O N N N N N M M W N O M n O N n N O N O O N M Y> M YI Yf h f9 M _ U W M W V M '_ V N_ W_ W N V M_ M W N N n W n M W N N N W H N H IA N H N N tli W � tN0 f � I L O O O O O O O O O YJ M O �O b t0 C W N 10 O 10 Yl 0 0 � W n W M M �O N .� W W b W n W W h f9 f9 M to f9 W f9 f9 _O f9 M f9 W f9 f9 Hi f9 _ N J u `R �-D o a` Q� W � o �n o 00000 1± m N N O O N n N N O 2 2 N LL O 10 r (J W? mIm O a. K .2 y m K U O ON H O bI�O i0 m E `r .N- M O N O LL M M t+J M ryaf N N N M N m O zNO:��n U N N y U> 0 U LL J 6 O Z Z Z Z J J' U U A F fn Q U A> F- F 0 f E- LD m E c .9 c s° m m c o d m >>> C 0 o .@ 2] O L z z z -o E E E L m m m m `m m QI o n d c t E w o o x 2 x o o u m umi cr m om"I m r ' d h O x C m C Z Z Z mm a a m N O O O W O O m> m m m C ia- O. f0 A N F° Y' M o 00 Q E E E o E N N Y H Y !- U m = C m C C m C m Um S L Om cc NON O Y tr m m C O . 9 L L Ltq ~ N N N o v o =n = O m j pE U N N � O F p n n n n U m r m O h Y Y m m m O O O n C G 7 C awrn tZ u �"pm m m�3'v3 >> d O 0❑- o -n m to 0 o m m 10 10 iN �O - i0 - i0 O c d c m c m �O L N O O .Y' A J m A_ G W �O m n n n n N Ur (D Ur F" U U 1 t0 m C C O c O m T A A ? m m p C m .� Z N N J m c Q E a 3 wo m P94 John Mead, President Master Gage & Tool Danville, VA John, This is to certify that Master Gage & Tool is the single source supplier of Sandvik Coromant tooling to Pittsylvania County Schools. Thank you for your assistance for the Pittsylvania County School Program. John Traylor\ Sandvik Coromant Regional Sales Manager 540 -556 -5517 P95 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Resolution 2013 -08 -07 — Scenic River Study Resolution - Banister River SUBJECT/PROPOSAL/REQUEST: Resolution of Support STAFF CONTACT(S): Mr. Sleeper Mr. Sides AGENDA DATE: 08 -05 -2013 ACTION: Yes CONSENT AGENDA: ACTION: No ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 11 INFORMATION: INFORMATION: BACKGROUND: The Pittsylvania County Board of Supervisors has previously approved and supported Scenic River status for the Banister River from the Route 640 bridge to the County line. The Board subsequently requested that the Virginia Department of Conservation and Recreation (DCR) conduct a study of the Banister River, from Bearskin Creek to the Route 640 bridge, to determine its eligibility for Scenic River designation. On May 1 and 2, 2013, DCR staff and local citizens completed their study. Due to stream channel and water accessibility issues the project study began at the point where the Banister River passes under the Route 29 bridge. DCR has determined that the Banister River segment from the Route 29 bridge to the Route 640 bridge qualifies for designation as a Virginia Scenic River. Based on this assessment, the Banister River Scenic River designation can be extended to run from the Route 29 bridge to the Pittsylvania/Halifax County Line. The new total length of the designation, including the portion in Halifax County, would be 63.33 miles. The Pittsylvania County Board of Supervisors needs to pass a resolution of support for extending the Banister River designation. Attached hereto, is that supporting Resolution 2013- 08 -07. Staff recommends the Board of Supervisors approve Resolution 2013- 08 -07, supporting the request to the Department of Conservation and Recreation that the Banister River designation as a Virginia Scenic River be extended, and authorize the County Administrator to forward the resolution to the Department of Conservation and Recreation and request our local General Assembly representatives to serve as patrons for legislation to codify the new limits of the designation. P96 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS SCENIC RIVER DESIGNATION — BANISTER RIVER RESOLUTION 2013 -08 -07 VIRGINIA: At a meeting of the Pittsylvania County Board of Supervisors on Monday, August 5, 2013 in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following resolution was presented and adopted: WHEREAS, the Virginia Scenic Rivers Program was enacted by the Virginia General Assembly in 1970 for the purpose of identification, protection, and preservation of certain rivers, or sections of rivers, which possess high quality natural beauty; and WHEREAS, the Virginia Department of Conservation and Recreation has been charged with administering the Scenic Rivers Program and developing an objective evaluation process to judge the suitability of river segments; and WHEREAS, several Pittsylvania County residents joined staff from the Virginia Department of Conservation and Recreation to visit the Banister River and evaluate its eligibility for Scenic River designation; and WHEREAS, the Virginia Department of Conservation and Recreation completed its evaluation and determined that the portion of the Banister River under review in Pittsylvania County was found to qualify as a Virginia Scenic River; then THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of Supervisors does hereby support the designation of the Banister River, from the Route 29 bridge in Pittsylvania County to the point where the Banister River leaves the County at the Pittsylvania/Halifax County line, as a Virginia Scenic River; and NOW, THEREFORE, BE IT FURTHER RESOLVED, that Pittsylvania County will contact our General Assembly representatives to request that they serve as patrons for the legislation that will codify the Scenic River designation. Given under my hand this 5th day of August, 2013. Marshall A. Ecker, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P97 Douglas W. D omunech David A. Johnson Secretary of Natural Resources Director COMMONWEALTH of VIRGINIA DEPARTMENT OF CONSERVATION AND RECREATION 600 Fail Main Street, W Floor Richmond, Virginia 23219 (804)786.6124 July 16, 2013 Mr. William D. Sleeper Pittsylvania County Administrator Post Office Box 426 Chatham, Virginia 24531 Re: Scenic River Study of a Banister River Segment within Pittsylvania County Dear Mr. Sleeper: At your request on behalf of the Pittsylvania County Board of Supervisors, Department of Conservation and Recreation (DCR) staff conducted a study of a Banister River segment in Pittsylvania County. You requested that the study begin at Bearskin Creek and Strawberry Creek; however, DCR staff began the evaluation where the river was accessible. The specific segment found to meet the program criteria is from the Route 29 bridge to the Route 640 bridge, which is the beginning of the current Scenic River designation enacted by the General Assembly in March of 2013. The field evaluation was performed on May 1 and 2, 2013. DCR staff, along with support from the Virginia Tech Community Design Assistance Center (CDAC), local citizens, and the Halifax Town Manager, paddled the study corridor. Staff is very appreciative of the support received from the local representatives who guided the trip. Background research for the study started during the spring of 2013 and continued through June. Based on the completed work, the 24.9 -mile segment of the Banister River from the Route 29 bridge to the Route 640 bridge has been found to qualify for designation, and, if the County wishes to proceed with the process, the length of the current Banister Scenic River will be extended from to 38.4 miles to 63.33 miles. Should the Board of Supervisors wish to continue with the designation process, please notify Lynn Crump of my staff. The Board will need to pass a resolution of support for extending the designation of the Banister. Extending a Scenic River designation is comparatively uncomplicated as it does not require a full report. Another part of the designation process is for the County to contact your local General Assembly representatives to request that they serve as patrons for the legislation that will codify the designation. The attached draft legislation should prove helpful in this regard. State Parks • Nonpolnl Pollution Prevention • Outdoor Reereatlon Planning Natural Heritage • Dam Safety and Floodplaln Management • Land Conservation P98 Mr. William D. Sleeper July 16, 2013 Page Two The proposed river section will be presented to the Board of Conservation and Recreation at their September 11, 2013, meeting for the membership to consider endorsing the extension of the Banister Scenic River as described in this letter and the attachment. We look forward to hearing from you regarding your interest in pursuing the formal designation. In addition, please send this office a copy of the Board resolution of support. We anticipate that the necessary requirements can be completed in a relatively short time so that designation legislation can be presented in the 2014 General Assembly. If you would like Department of Conservation and Recreation staff to participate in any general or public informational meetings, let us know, as we are happy to assist. We appreciate your interest in the Scenic Rivers Program, and we want to help wherever possible to facilitate extending the designation of the Banister. For additional information, please direct your questions to Lynn M. Crump, Environmental Programs Planner, (804) 786.5054, or Lynn.Crump@dcr virnia gov. Sincerely, Danette Poole, Division Director Planning and Recreation Resources Attachment C: Greg Sides, Assistant Pittsylvania County Administrator Mark W. Moore, Pittsylvania County Director of Parks and Recreation Carl Espy IV, Halifax Town Manager Lynn M. Crump, DCR, Environmental Programs Planner P99 Banister River Code — extended § 10.1- 411.3. Banister State Scenic River. A. The Banister River from the Route 649-29 bridge in Pittsylvania County to the confluence with the Dan River in Halifax County, a distance of approximately 36 -463.3 miles, is hereby designated a component of the Virginia Scenic Rivers System. B. Nothing in this section shall preclude the Commonwealth or a local governing body from constructing, reconstructing, or performing necessary maintenance on any road or bridge. Ntoo PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Fire and Rescue - Carryover of Funds - Requires a motion and 10 -day layover SUBJECT/PROPOSAL/REOUEST: Appropriation of FY 2013 carryover funds to offset the cost of radios needed for the E911 upgrade STAFF CONTACT(S): AGENDA DATE: 8 -05 -13 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No REVIEWED BY: ITEM NUMBER: 12 INFORMATION: INFORMATION: BACKGROUND: The E911 department is currently upgrading the E911 system. With this upgrade, there is a need to program existing APX 7000 and APX 7500 P25 radios to function on the new P25 trunked system and also to purchase additional equipment to be used with the APX 7000 portables in order for the fire and rescue agencies to communicate with the new E911 system. DISCUSSION: The Fire and Rescue budget had a total of $201,343.85 that could be carried over from the FY 2013 budget to help offset the cost of programming existing equipment, purchase new equipment and for equipment maintenance due to the E911 upgrade. RECOMMENDATION: Staff recommends that $185,343.85 be appropriated to Volunteer Fire and Rescue Communication Equipment line item (100 -4- 032200 -8103) and $16,000 be appropriated to Volunteer Fire and Rescue -Data Management Software line item (100 -4- 032200 - 8104). THIS ITEM REQUIRES A MOTION AND A 10- DAY LAYOVER. P101 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Commissioner of Revenue - Additional Salary Appropriation - Requires a motion and a 10 -day layover SUBJECT/PROPOSAL/REQUEST: Request Budget Amendment and Appropriation for the Commissioner of Revenue to include a 9.3% increase for the Commissioner's certification STAFF CONTACT(S): Sleeper, Van Der Hvde AGENDA DATE: 8 -05 -13 ACTION: Yes INFORMATION: CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: 13 INFORMATION: BACKGROUND: When the 2013 -2014 budget was adopted, the County had not received notification from the State Compensation Board of the Commissioner's 9.3% salary increase for his certification. DISCUSSION: The State Compensation Board approved a 9.3% salary increase for the Commissioner of Revenue for his certification. This increase was not budgeted originally and the County was notified of this increase until May 2013. This budget change requires an increase to state revenue for the Commissioner in the amount of $8,125.00. The local share of this increase is $1,244, which can be transferred from line items within the Commissioner's existing budget. RECOMMENDATION: Staff recommends that the Board of Supervisors appropriate an additional $8,125 to the Commissioner of Revenue's budget from the State Compensation Board. THIS ITEM WILL REQUIRE A MOTION AND A 10 -DAY LAYOVER. P102 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: State Library Grant- Additional Appropriation - Requires a Roll Call Vote SUBJECT/PROPOSAL/REQUEST: Request Budget Amendment and Appropriation for the Library for State Library Grant STAFF CONTACT(S): Sleeper, Van Der Hvde AGENDA DATE: ITEM NUMBER: 8 -05 -13 14 ACTION: Yes INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: When the 2013 -2014 budget was adopted, the library had not received final notification on the state funding for the upcoming year, therefore we adopted a state budget of $149,432. DISCUSSION: The revenue amount has been verified from the library as $156,137 for 2013 -2014. Therefore, the budget needs to be amended by $6,705. This is all state monies. A copy of this breakdown is attached. RECOMMENDATION: Staff recommends that the Board of Supervisors amend the library state budget (250- 073300) by $6,705 and also appropriate these funds for expenditure. REQUIRES A ROLL CALL VOTE. P103 Kim Van Der Hyde From: Susan Harbrook <susan.harbrook @pcplib.org> Sent: Wednesday, July 24, 2013 10:57 AM To: Kim Van Der Hyde Subject: State Aid FY2013 -2014 Hi Kim, Here are the amounts for the State Aid FY2013 -2014. 250 -4- 073300 - 1100.....16,446.00 250 -4- 073300 - 3320.....187.00 250 -4- 073300 - 6001.....5000.00 250 -4- 073300- 6003.....4500. 250 -4- 073300 - 6012.....117004.00 250 -4- 073300 - 6021.....13000.00 Total..... 156,137.00 Thanks and let me know if you have any questions. Susan Susan R Harbrook Bookkeeper /Administrative Assistant Pittsylvania County Public Library 24 Military Dr Chatham VA 24531 phone: 434 - 432 -3271 fax: 434-432-1405 susan.harbrook(a.pcplib.ore P104 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: AGENDA TITLE: 1 8 -05 -13 Expenditure Refunds- Requires a motion and a 10 -day I ACTION: layover Yes SUBJECT/PROPOSAL/REOUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): BACKGROUND: CONSENT AGENDA: ITEM NUMBER: 15 INFORMATION: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: DISCUSSION: Attached is a list of expenditure refunds for the month of July 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), $215.30 to Sheriff - Subsistence & Lodging (100-4-031200-5530), $60.00 to Sheriff -Parts (100 -4- 031200 - 6030), $300.56 VFD- United Way Contributions (100 -4- 032200 - 5567), $1399.29 to Jail - Extradition (100-4-033100-5550), $2,551.00 to E911- Telephone (100 -4- 035500 - 5230), $7,523.76 to WIA- Rent (251 -4- 353160 - 5420), $4,125.14 to Landfill- Engine Accessories (520 -4- 042300 - 6032). THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER. P105 PITTSYLVANIA COUNTY Finance Department P.O. Box 426 Chatham, Virginia 24531 MEMO TO: William D. Sleep VIRGINIA FROM: Kim Van Der Hyde T t Finance Director SUBJECT: July Expenditure Refunds DATE: August 2, 2013 Phone 1434) 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 July. I am recommending that all of the following expenditure refunds be reappropriated by the Board of Supervisors: 100 -4- 021600 -60051 Clerk of Courts- Copier Lease Reimbursement 100 -4- 031200 -5530 Sheriff - Subsistence & Lodging Reimbursement 100 -4- 031200 -6030 Sheriff -Parts Insurance Reimbursement/Restitution 100 -4- 032200 -5567 VFD- United Way Contributions Donations - 100 -3- 000000 - 189912 100 -4- 033100 -5550 Jail - Extradition 100 -4- 035500 -5230 251 -4- 353160 -5420 E911- Telehpone Intrado Reimbursement WIA -Rent Rent Payments 251 -3- 000000 - 150201 520 -4- 042300 -6032 Landfill- Engine Accessories Insurance Reimbursement TOTAL JULY EXPENDITURE REFUNDS $16,374.72 P106 199.67 215.30 60.00 300.56 1,399.29 2,551.00 7,523.76 4,125.14 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Regional One — Contract Renewal SUBJECT /PROPOSAL /REQUEST: Contract Renewal STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 08 -05 -2013 ACTION: Yes ITEM NUMBER: 16 INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: The Board of Supervisors has been annually approving or re- approving a contract with Regional One Ambulance Service in Pittsylvania County. The original contract was September 1, 2008. DISCUSSION: Attached hereto, you will find copies of the original contract dated September 1, 2008, with a letter of agreement from Regional One stating that they will place a unit in the Town of Gretna, as per the request of the Board of Supervisors. This was done in 2010. The Board of Supervisors needs to review the existing contract and determine that it contains all of the informational matters necessary for a new contract approval, and if necessary, submit to the Fire & Rescue Committee of the Board of Supervisors for modification. The Board should approve its contract by the mid - August meeting to meet the September 1, 2013 deadline for a new contract. RECOMMENDATION: Staff recommends that the Board of Supervisors refer the contract to the Fire & Rescue Committee for any necessary additions or specific changes to be negotiated with Regional One. P107 t h a 0 9 ��R�YEO1t 135 Forestdale Drive Danville, Virginia 24540 Phone: (434) 838.8494 Fax: (434) 838 -0997 Email: tdufter @regionaloneinc.com August 16, 2010 William D Sleeper County Administrator P.O. Box 426 Chatham, VA 24531 RE: Back Up Service Contract Dear Mr. Sleeper This letter is to respond the request of Pittsylvania County Board of Supervisors in their August 2, 2010, meeting in reference to Regional One EMS placing an EMS unit in the town of Gretna or in the Gretna area. Regional One EMS will comply with this request in the following manner. Regional One will always look at call volumes to make truck assignments based on call demands by time of day or locations. Based on the data I have for Pittsylvania County the main problem is between 7(AM) and 7(PM). Based on this data Regional One EMS will stage a unit in the Gretna area during this peak time. This unit will report to the Gretna area at the start of each shift and report back to the area after each call. For the PM time frame the unit will respond from the base at the dry bridge. Also, Regional One EMS will add an additional unit to Base 3 this will decrease response times for both Chatham and Gretna. By having a truck in Gretna during the peak time and the additional truck at Base 3, Regional One will be able to meet the request of the county in the most efficient way possible at this time. I also will monitor the call demand in this area closely and will make necessary changes as needed to better serve this area. Please contact me if you have further questions. I hope this will meet the county's request. Regional One EMS has enjoyed working with Pittsylvania County and wishes to continue. Tim Duffer Executive Director P108 PITTSYLVANIA COUNTY VIRGINIA William D. Sleeper County Administrator P.O. Box 426 Chatham, Virginia 24531 dan.aleeper @pittgov.otg August 5, 2010 Tim Duffer Executive Director Region One 135 Forestdale Drive Danville, VA 24540 Re: Back Up Service Contract Dear Mr. Duffer: Phone (434) 432 -7710 Fax (434) 432 -7714 Gretna/Hurt (434) 656 -6211 Bachelors Hall/Whitmell (434) 797 -9550 This is to notify you that the Pittsylvania County Board of Supervisors, at their regular meeting on Monday, August 2, 2010, voted to approve the continuation of our existing contract with Region One for one (1) year, contingent on Region One locating a response center in Gretna, Virginia, or in the Gretna area. Therefore, I am requesting that you take steps to work towards satisfying this criteria as soon as possible and notify my office of your response. Your attention to this matter is greatly appreciated. If you should have any questions, please do not hesitate to call my office. Sincere) , William D. Sleeper County Administrator W DS /rf Cc: Honorable Members of the Pittsylvania County Board of Supervisors Honorable John P. Light, Legal Counsel Otis Hawker, Assistant County Administrator Jim Davis, Director of Emergency Management Steve Finkner, President, Fire & Rescue Association 1`109 PITTSYLVANIA COUNTY VIRGINIA William D. Sleeper County Administrator P.O. Box 426 Chatham, Virginia 24531 dan.sleeper@pittgov.org Tim Duffer, Executive Director 135 Forestdale Drive Danville, VA 24540 January 8, 2009 RE: Amended Contract - Region One Dear Mr. Duffer; Phone (434) 432 -7710 Fax (434) 432 -7714 Gretna /Hurt (434) 656 -6211 BachelorsHall /Whitmell (434) 797 -9550 This is to notify you that the Board of Supervisors of Pittsylvania County have agreed to the approval of the amendments of the Region One contract per Sections 3.2 and they have appropriated the necessary funds for Fiscal Year 2008 -2009. 1 am requesting you forward me two (2) original signed contracts from Region One EMS, with the modified sections of 3.2. 1 will sign and return a copy to your office and retain one for our office and funding will be forwarded to you from September 2008 to January 2009. Your attention in this matter is greatly appreciated. Sincerely William D. Sleeper � County Administrator WDS /rf Cc: Otis S. Hawker, Assistant County Administrator Kim Van Der Hyde, Director of Finance Jim Davis, Director of Emergency Services Pilo _A/ Re Tonal One EMS 135 Forestdale Drive �ARAMEMC Danville, Virginia 24540 Phone: (434) 836 -0994 Fax: (434) 11 Email tdu8er @regionabneinc.com From the Office of the Executive Director Dan Sleeper County Administrator Pittsylvania County P.O. Box 426 Chatham, VA 24531 Mr. Sleeper Attached is the amended contract between Regional One, Inc and Pittsylvania County for EMS services. The only changes made were to Article 3 with the addition of subsection 3.2, That addresses the subsidy that was agreed to in the committee meeting. Please review the amended contract a contact me with any addition or correction that need to be made Tim Duffer Executive Director Enclosure (1) Pill Ambulance Services Agreement This Ambulance Services Agreement ( "Agreement ") is made as of the day of tembcr ?0 by and between Pittsylvania County, Virginia, a political (Deleted Jwn 2006 subdivision of the Commonwealth of Virginia (`Pittsylvania County"), and Regional One, Inc., a Virginia corporation, d/b /a Regional One EMS and Van's Med- 'fee Transport and Services (' "Regional One") WIf NfSSGTH WHEREAS the Pittsylvania Count- Board of Supervisors issued a Request for Proposal (k06- 03 -02) dated March 17, 2006 ( "RFP ") seeking proposals for: 1) emergency ambulance services to back up the existing Pittsylvania County rescue squads when they are not available; and 2) non - emergency ambulance services, for the citizens of Pittsylvania County, as more fully set out in the RFP; and WHEREAS Regional One is licensed by the Commonwealth of Virginia as an Advanced Life Support EMS Agency and operates a business that provides emergency medical treatment and emergency and non - emergency transportation services throughout the Commonwealth of Virginia; and WHEREAS Regional One submitted a timely proposal in response to the REP and subsequently presented its proposal to Pittsylvania County; and WHEREAS the Pittsylvania County Board of Supervisors selected Regional One as the vendor to provide the services requested in the REP. NOW THEREFORF, for and in consideration of the mutual covenants and agreements herein contained and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows: Article 1. Responsibilities of Regional One 1.1 Provision of Services. Regional One shall provide for the citizens and residents of Pittsylvania County: 1) emergency ambulance services to back up the existing Pittsylvania County rescue squads when they are not available; and 2) non - emergency ambulance services, twenty -four (24) hours per day, seven (7) days per week, beginning on the Effective Date as defined below, pursuant to the terms set out herein. A. E ui ment. Regional One shall maintain the following equipment during the term of this Agreement: P112 1. Two (2) Advance Life Support ambulances equipped as required by the Virginia Emergency Medical Services regulations, one (1) of which shall be based within Pittsylvania County. ii. A single -party telephone service for the receipt and dispatch of ambulance services for use by the citizens of Pittsylvania County. iii. A two -way radio communications system capable of maintaining radio contact between Pittsylvania County's 911 Center and Regional One's office(s) and each of its assigned ambulances on a designated VHF frequency licensed to Pittsylvania County by the Federal Communications Commission. B. Personnel. Regional One shall provide only qualified and trained personnel to perform services on its behalf under this Agreement, and at a minimum, shall assign one (i) Emergency Medical Technician (Basic EMT -B) and one (1) Emergency Medical Technician (Intermediate) (EMT -1) or Paramedic to each ambulance designated for use hereunder. C. Response Times. Regional One shall be present at the scene as directed by dispatch and shall log on to the scene with dispatch within an average of twenty (20) minutes of receiving the initial dispatch call for emergency ambulance services from Pittsylvania County. 1.2 Compliance with Regulations. Regional One shall comply with all local, state and federal regulations applicable to the services it provides under this Agreement. 1.3 Insurance. Regional One shall keep in force during the term of this Agreement general liability insurance against any and all claims for bodily injury and property damage arising out of the performance of this Agreement. Such insurance shall have a combined single limit of not less than $1,000,000.00 per occurrence, including a $500,000.00 limit for bodily injuries per occurrence and a 5100,000.00 limit for property damage per occurrence. Article 2. Responsibilities of Pittsylvania County 2.1 Referral of Ambulance Services Calls to Regional One. Pittsylvania County hereby designates Regional One as the provider of ambulance services within Pittsylvania County as follows: A. Emereencv Ambulance Services. During the term of this Agreement, Pittsylvania County shall request Regional One to answer all calls received for emergency ambulance services when the existing Pittsylvania County rescue squads are not available to timely respond to such calls. Pittsylvania County shall attempt to first dispatch all existing emergency ambulance service providers, and shall dispatch Regional One only if and when no such other P113 providers are available to answer the call. Pittsylvania County shall dispatch Regional One utilizing a VI IF frequency licensed to Pittsylvania County by the Federal Communications Commission. For purposes of this Agreement, the existing Pittsylvania County Rescue Squads shall be deemed to be not available to timely respond to calls for emergency ambulance services when, after a period of six minutes made by dispatch to the volunteer agency having primary responsibility or to its mutual aid agency and there has been no response received by dispatch from the volunteer agency having primary responsibility or its mutual aid agency. B. Non - Emergency Ambulance Services. All calls for non - emergency ambulance services received by Pittsylvania County shall be promptly referred to Regional One. C. Definition. For purposes of this Agreement, the tern "emergency ambulance services" is deemed to mean the emergency transportation to a medical facility of persons in need of immediate medical attention. The term "non- emergency ambulance services" is deemed to mean the transportation of persons not in need of immediate medical attention D. Duty of County. The duties of Pittsylvania County, pursuant to this Agreement, acting by and through its E911 Dispatch Center shall be to make reasonable judgments based upon information provided by third parties as to whether or not a particular call is deemed to be a call for emergency ambulance services or a call for non - emergency ambulance services. The parties hereto agree that the County nor any of its agents or employees, shall have any liability to Regional One based upon simple negligence in the determination of whether or not a particular call is determined to be a call for emergency ambulance services or a call for non - emergency ambulance services. The parties hereto further agree that no negligent determination as to whether or not a particular call is for emergency ambulance services or for non - emergency ambulance services shall be deemed to be a breach of the terms and conditions of this Agreement, or default in the performance of the Agreement. 2.2 Provision of Information. During the term of this Agreement, Pittsylvania County shall timely provide Regional One with such information and documentation as may be reasonably necessary for Regional One to perform its duties hereunder, including adequate information pertaining to the nature of any calls for emergency assistance, and the identity, characteristics, location and condition of the person(s) in need of emergency assistance. P114 Article 3. Compensation 3. I Compensation. Regional One shall be solely responsible for billing and collecting from third parties the fees it charges for its services, which fees are attached hereto on Appendix A. 3.2 Pittsylvania County agrees to pay a subsidy to Regional One Inc in the amount of $70,000 ner contract year. This rnonev will be used to cover, non covered medical and I SLstmport services provided by Regional One !'avment_ fpr this subsidyv can he sehlD in Mgnt_Fily, Qt!@rteLl�. or YeTrly_paymenL_ 3.3 Pittsylvania County further agrees to assist Regional One in its efforts to timely obtain any permitting or zoning allowances that may be necessary for the establishment by Regional One of a base of operation within Pittsylvania County as required under Article 1.1(A)(i) hereof The parties agree that the foregoing does not constitute a commitment of any form of zoning approval. All parties acknowledge that any ultimate decision on any zoning matter must be made by the appropriate authorities, based upon sound and established zoning principles. Article 4. Term and Termination 4. I Effective Date. The date of this agreement shall be the Effective Date. 4.2 Term. The initial tern of this Agreement is one (1) year, beginning on the Effective Date, and shall automatically renew for successive one (1) year terms, unless notice is given by one party to the other within sixty (60) days prior to the end of the current term of its intention not to renew the Agreement. 4.3 Early Termination Rights. A. Immediate Termination. Either party may terminate this Agreement if the other party breaches any term, condition or provision of this Agreement and fails to correct, remedy or remove the breach within thirty (30) days after it receives written notice issued by the other party of the breach and that party's intention to terminate. Pittsylvania County may terminate this Agreement upon Regional One becoming insolvent or making an assignment for the benefit of its creditors or liquidating or having a receiver appointed with respect to its assets, and such insolvency is not remedied or such receivership is not vacated within thirty (30) days after it receives written notice issued by the other party. Any immediate termination under the above provision shall be effective upon the delivery of written notice thereof to the other party in compliance with this Agreement. P115 Formatted: Bullets and Numbering Formatbed: Bullets and Numbering B. Other Termination Rights. With respect to any breach of this Agreement other than one giving rise to immediate termination as set forth above, the non- breaching party may terminate this Agreement thirty (30) days following the delivery of written notice to the other parry describing the act or omission constituting the breach and the intent to terminate if the other party fails to cure said breach within the thirty (30) day period. Upon the early termination of this Agreement as allowed above, all rights and obligations of the parties hereunder shall cease. Article 5. Documentation 5.1 Record - Keeping. During the term of this Agreement, Regional One shall maintain such records related to the services it provides hereunder as are required to be kept by it under the regulations applicable to it as an Advanced Life Support EMS Agency licensed by the Commonwealth of Virginia, and shall reasonably make all such records available to the County Administrator upon request as allowed by law and Regional One's privacy practices. 5.2 Confidentiality. Each party shall use its best efforts to preserve the confidentiality of all nonpublic financial information, manuals, protocols, marketing, and strategic information, client lists, patient lists, other information regarding the operations of each party, and all patient records and other protected health information ("Confidential Information "). Neither party shall disclose to third parties any of the other party's Confidential Information without prior written consent of the other party. Each party shall comply with applicable state and federal laws and regulations with respect to all Confidential Information. 5.3 Patient/Client Records and Other Documents. All books, reports, patient records and other documents prepared by or on behalf of Regional One in connection with the services provided under this Agreement shall be the property of Regional One, and the originals of such records shall be maintained at the offices of Regional One. The parties acknowledge that all information and records obtained in the course of Regional One providing services hereunder are subject to confidentiality and disclosure provisions of applicable state and federal laws and regulations. 5.4 Access to Records by Third Parties. The parties acknowledge that Regional One is required to make available to the Secretary of the U.S. Department of Health and Human Services (HHS), the U.S. Comptroller General, or their duly authorized representatives, this Agreement, any subcontracts, and such books, documents, and records that are necessary to certify the nature and extent of costs for services pursuant to 42 U.S.C. 1395x (v)( I )(l) and 42 C.E.R. 420. 300 et seq.. Any disclosure under this paragraph shall not be construed as a waiver of any legal rights to which Regional One may be entitled. P116 Article 6. Indemnification 6.1 Regional One. Regional One shall indemnify, defend and hold harmless Pittsylvania County against and from any and all claims, demands, actions, causes, costs, expenses liabilities and losses arising from (i) Regional One's negligence or willful misconduct in providing services hereunder; (ii) any breach or default in the performance of any obligation on Regional One's part hereunder; (iii) any act of negligence or willful misconduct of Regional One or any officer, agent or employee thereof that is the proximate cause of an injury. Article 7. General Provisions 7.1 Independent Contractors. Nothing herein shall be deemed to establish a partnership or joint venture between the parties. No personnel of either party shall be deemed an employee of the other. No party has the authority to act for any other party except as may be expressly provided herein. 7.2 Compliance with Federal Laws. Other provisions of this Agreement notwithstanding, each party shall comply with applicable state and federal laws in performing its duties under this Agreement, including but not limited to Title VI of the Civil Rights Act of 1964, and all applicable regulations of HHS regarding discrimination on the ground of race, age, color, sex, handicap, national origin, religion, disability, or exclusion tiom participation or denial of benefits under any program or activity provided by any party. Nothing in this Agreement requires the referral of any patient or the purchase of any item or service, or shall be construed as an offer or payment of any cash or other remuneration, whether directly or indirectly, overtly or covertly, for patient referrals or arranging the purchase or lease of any item or service. All amounts paid hereunder are intended to reflect fair market value for the services rendered, and are not intended to be an inducement or payment for the referral of patients or for arranging the purchase, lease or order of any item or service. 7.3 Governing Law. This Agreement shall be governed by the laws of the Commonwealth of Virginia and any applicable local and federal laws, including but not limited to the rules and regulations of HHS and any federal or state health insurance program. Any provision of law that invalidates or is inconsistent with the terms of this Agreement or that would cause any of the parties to be in violation of law shall be deemed to have superseded the terms of this Agreement. 7.4 Notices. Any notice required or permitted hereunder shall be in writing, effective as of the date of hand delivery, fax, or date of delivery by the U.S. Postal Service by certified or registered mail, postage prepaid, return receipt requested, and P117 7.9 Choice of Forum. Any and all disputes between the parties hereto shall be resolved in the court of competent jurisdiction located in Pittsylvania County, Virginia, IN WITNESS WHEREOF, the parties have signed this Agreement effective as of the first date written above. Pittsylvania County, Virginia Regional One, Inc. d/b /a Regional One EMS and Van's Med- Tee Transport and Services By: By: Ira Van Elliott, Jr. President HIS COMMONWEALTH OF VIRGINIA CITY /COUNTY OF , to-wit: I, the undersigned, a Notary Public in and for the above jurisdiction, hereby certify that this day personally appeared before me, in my said jurisdiction, _,whose name is signed to the foregoing Agreement as _ of Pittsylvania County, Virginia, and acknowledged the same. GIVEN under my hand this day of My commission expires _ Notary Public COMMONWEALTH OF VIRGINIA CITY /COUNTY OF , to -wit: 2006. I, the undersigned, a Notary Public in and for the above jurisdiction, hereby certify that this day personally appeared before me, in my said jurisdiction, IRA VAN ELLIOTT, JR., whose name is signed to the foregoing Agreement as President of REGIONAL ONE, INC., and acknowledged the same. GIVEN under my hand this day of 2006. My commission expires Notary Public P119 Ambulance Services Agreement This Ambulance Services Agreement ( "Agreement ") is made as of the I' day of September 2008 by and between Pittsylvania County, Virginia, apolitical subdivision of the Commonwealth of Virginia ( "Pittsylvania County "), and Regional One. Inc., a Virginia corporation, d/b /a Regional One EMS and Van's Med- Tee Transport and Services ("Regional One "). WITNESSETH WHEREAS the Pittsylvania County Board of Supervisors issued a Request for Proposal ( #06- 03 -02) dated March 17, 2006 ( "RFP ") seeking proposals for: 1) emergency ambulance services to back up the existing Pittsyivania County rescue squads when they are not available; and 2) non- emergency ambulance services, for the citizens of Pittsylvania County, as more fully set out in the RFP; and WHEREAS Regional One is licensed by the Commonwealth of Virginia as an Advanced Life Support EMS Agency and operates a business that provides emergency medical treatment and emergency and non - emergency transportation services throughout the Commonwealth of Virginia; and WHEREAS Regional One submitted a timely proposal in response to the RFP and subsequently presented its proposal to Pittsylvania County; and WHEREAS the Pittsylvania County Board of Supervisors selected Regional One as the vendor to provide the services requested in the RFP. NOW THEREFORE for and in consideration of the mutual covenants and agreements herein contained and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows: Article 1. Responsibilities of Regional One 1.1 Provision of Services. Regional One shall provide for the citizens and residents of Pittsylvania County: 1) emergency ambulance services to back up the existing Pittsylvania County rescue squads when they are not available; and 2) non - emergency ambulance services. mt!nty -four 1,24) hours per day, seven (7) days per week, beginning on the Effective Date as defined below, pursuant to the terms set out herein. A. Equinment. Regional One shall maintain the following equipment during the term of this Agreement: P120 i. Two (2) Advance Life Support ambulances equipped as required by the Virginia Emergency Medical Services regulations, one (1) of which shall be based within Pittsylvania County. ii. A single -party telephone service for the receipt and dispatch of ambulance services for use by the citizens of Pittsylvania County. iii. A two -way radio communications system capable of maintaining radio contact between Pittsylvania County's 911 Center and Regional One's office(s) and each of its assigned ambulances on a designated VHF frequency licensed to Pittsylvania County by the Federal Communications Commission. B. Personnel. Regional One shall provide only qualified and trained personnel to perform services on its behalf under this Agreement, and at a minimum, shall assign one (1) Emergency Medical Technician (Basic EMT -B) and one (1) Emergency Medical Technician (Intermediate) (EMT 4) or Paramedic to each ambulance designated for use hereunder. C. Response Times. Regional One shall be present at the scene as directed by dispatch and shall log on to the scene with dispatch within an average of twenty (20) minutes of receiving the initial dispatch call for emergency ambulance services from Pittsylvania County. 1.2 Compliance with Regulations. Regional One shall comply with all local, state and federal regulations applicable to the services it provides under this Agreement. 1.3 Insurance. Regional One shall keep in force during the term of this Agreement general liability insurance against any and all claims for bodily injury and property damage arising out of the performance of this Agreement. Such insurance shall have a combined single limit of not less than $1,000,000.00 per occurrence, including a $500,000.00 limit for bodily injuries per occurrence and a $100,000.00 limit for property damage per occurrence. Article 2. Responsibilities of Pittsylvania County 2.1 Referral of Ambulance Services Calls to Regional One. Pittsylvania County hereby designates Regional One as the provider of ambulance services within Pittsylvania County as follows: A. Emergency Ambulance Services. During the term of this Agreement, Pittsylvania County shall request Regional One to answer all calls received for emergency ambulance services when the existing Pittsylvania County rescue squads are not available to timely respond to such calls. Pittsylvania County shall attempt to first dispatch all existing emergency ambulance service providers, and shall dispatch Regional One only if and when no such other P121 providers are available to answer the call. Pittsylvania County shall dispatch Regional One utilizing a VHF frequency licensed to Pittsylvania County by the Federal Communications Commission. For purposes of this Agreement, the existing Pittsylvania County Rescue Squads shall be deemed to be not available to timely respond to calls for emergency ambulance services when, after a period of six minutes made by dispatch to the volunteer agency having primary responsibility or to its mutual aid agency and there has been no response received by dispatch from the volunteer agency having primary responsibility or its mutual aid agency. B. Non-Emergency Ambulance Services. All calls for non- emergency ambulance services received by Pittsylvania County shall be promptly referred to Regional One. C. Definition. For purposes of this Agreement, the term "emergency ambulance services" is deemed to mean the emergency transportation to a medical facility of persons in need of immediate medical attention. The term "non- emergency ambulance services" is deemed to mean the transportation of persons not in need of immediate medical attention D. Duty of County_ The duties of Pittsylvania County, pursuant to this Agreement, acting by and through its E911 Dispatch Center shall be to make reasonable judgments based upon information provided by third parties as to whether or not a particular call is deemed to be a call for emergency ambulance services or a call for non - emergency ambulance services. The parties hereto agree that the County nor any of its agents or employees, shall have any liability to Regional One based upon simple negligence in the determination of whether or not a particular call is determined to be a call for emergency ambulance services or a call for non - emergency ambulance services. The parties hereto further agree that no negligent determination as to whether or not a particular call is for emergency ambulance services or for non - emergency ambulance services shall be deemed to be a breach of the terms and conditions of this Agreement, or default in the performance of the Agreement. 2.2 Provision of Information. During the term of this Agreement, Pittsylvania County shall timely provide Regional One with such information and documentation as may be reasonably necessary for Regional One to perform its duties hereunder, including adequate information pertaining to the nature of any calls for emergency assistance, and the identity, characteristics, location and condition of the person(s) in need of emergency assistance. t P122 Article 3. Compensation 3.1 Compensation. Regional One shall be solely responsible for billing and • collecting from third parties the fees it charges for its services, which fees are attached hereto on Appendix A. 3.2 Pittsylvania County agrees to pay a subsidy to Regional One, Inc in the amount of $70,000 per contract year. This money will be used to cover, non - covered medical and EMS support services provided by Regional One. Payment for this subsidy can be setup in Monthly, Quarterly, or Yearly payment. 3.3 Pittsylvania County further agrees to assist Regional One in its efforts to timely obtain any permitting or zoning allowances that may be necessary for the establishment by Regional One of a base of operation within Pittsylvania County as required under Article 1.1(A)(i) hereof. The parties agree that the foregoing does not constitute a commitment of any form of zoning approval. All parties acknowledge that any ultimate decision on any zoning matter must be made by the appropriate authorities, based upon sound and established zoning principles. Article 4. Term and Termination 4.1 Effective Date. The date of this agreement shall be the Effective Date. 4.2 Term. The initial term of this Agreement is one (1) year, beginning on the Effective Date, and shall automatically renew for successive one (1) year terms, unless notice is given by one party to the other within sixty (60) days prior to the end of the current term of its intention not to renew the Agreement. 4.3 Early Termination Rights. A. Immediate Termination. Either party may terminate this Agreement if the other party breaches any term, condition or provision of this Agreement and fails to correct, remedy or remove the breach within thirty (30) days after it receives written notice issued by the other party of the breach and that party's intention to terminate. Pittsylvania County may terminate this Agreement upon Regional One becoming insolvent or making an assignment for the benefit of its creditors or liquidating or having a receiver appointed with respect to its assets, and such insolvency is not remedied or such receivership is not vacated within thirty (30) days after it receives written notice issued by the other party. Any immediate termination under the above provision shall be effective upon the delivery of written notice thereof to the other party in compliance with this Agreement. P123 B. Other Termination Rights. With respect to any breach of this Agreement other than one giving rise to immediate termination as set forth above, the non - breaching party may terminate this Agreement thirty (30) days following the delivery of written notice to the other party describing the act or omission constituting the breach and the intent to terminate if the other party fails to cure said breach within the thirty (30) day period. Upon the early termination of this Agreement as allowed above, all rights and obligations of the parties hereunder shall cease. Article S. Documentation 5.1 Record - Keeping. During the term of this Agreement, Regional One shall maintain such records related to the services it provides hereunder as are required to be kept by it under the regulations applicable to it as an Advanced Life Support EMS Agency licensed by the Commonwealth of Virginia, and shall reasonably make all such records available to the County Administrator upon request as allowed by law and Regional One's privacy practices. 5.2 Confidentiality. Each party shall use its best efforts to preserve the confidentiality of all nonpublic financial information, manuals, protocols, marketing. and strategic information, client lists, patient lists, other information regarding the operations of each party, and all patient records and other protected health information (`Confidential Information "). Neither party shall disclose to third parties any of the other party's Confidential Information without prior written consent of the other party. Each party shall comply with applicable state and federal laws and regulations with respect to all Confidential Information. 5.3 Patient/Client Records and Other Documents. All books, reports, patient records and other documents prepared by or on behalf of Regional One in connection with the services provided under this Agreement shall be the property of Regional One, and the originals of such records shall he maintained at the offices of Regional One. The parties acknowledge that all information and records obtained in the course of Regional One providing services hereunder are subject to confidentiality and disclosure provisions of applicable state and federal laws and regulations. 5.4 Access to Records by Third Parties. The parties acknowledge that Regional One is required to make available to the Secretary of the U.S. Department of Health and Human Services (HHS), the U.S. Comptroller General, or their duly authorized representatives, this Agreement, any subcontracts, and such books, documents, and records that are necessary to certify the nature and extent of costs for services pursuant to 42 U.S.C. 1395x (v)(1)(I) and 42 C.F.R. 420.300 et seq.. Any disclosure under this paragraph shall not be construed as a waiver of any legal rights to which Regional One may be entitled. P124 Article 6. Indemnification 6.1 Regional One. Regional One shall indemnify, defend and hold harmless Pittsylvania County against and from any and all claims, demands, actions, causes, costs, expenses liabilities and losses arising from (i) Regional One's negligence or willful misconduct in providing services hereunder; (ii) any breach or default in the performance of any obligation on Regional One's part hereunder; (iii) any act of negligence or willful misconduct of Regional One or any officer, agent or employee thereof that is the proximate cause of an injury. Article 7. General Provisions 7.1 Independent Contractors. Nothing herein shall be deemed to establish a partnership or joint venture between the parties. No personnel of either party shall be deemed an employee of the other. No party has the authority to act for any other party except as may be expressly provided herein. 7? Compliance with Federal Laws. Other provisions of this Agreement notwithstanding, each party shall comply with applicable state and federal laws in performing its duties under this Agreement, including but not limited to Title VI of the Civil Rights Act of 1964, and all applicable regulations of HHS regarding discrimination on the ground of race, age, color, sex, handicap, national origin, religion, disability, or exclusion from participation or denial of benefits under any program or activity provided by any party. Nothing in this Agreement requires the referral of any patient or the purchase of any item or service, or shall be construed as an offer or payment of any cash or other remuneration, whether directly or indirectly, overtly or covertly, for patient referrals or arranging the purchase or lease of any item or service. All amounts paid hereunder are intended to reflect fair market value for the services rendered, and are not intended to be an inducement or payment for the referral of patients or for arranging the purchase, lease or order of any item or service. 7.3 Governing Law. This Agreement shall be governed by the laws of the Commonwealth of Virginia and any applicable local and federal laws, including but not limited to the rules and regulations of HHS and any federal or state health insurance program. Any provision of law that invalidates or is inconsistent with the terms of this Agreement or that would cause any of the parties to be in violation of law shall be deemed to have superseded the terms of this Agreement. 7.4 Notices. Any notice required or permitted hereunder shall be in writing, effective as of the date of hand delivery, fax, or date of delivery by the U.S. Postal Service by certified or registered mail, postage prepaid, return receipt requested, and P125 addressed to the recipient requested at the address identified below. Either party may change its notice address from time to time by written notice to the other party in compliance herewith. If To Pittsylvania County: Pittsylvania County ATTN: Dan Sleeper P.O. Box 426 Chatham, VA 24531 If To Regional One: Regional One, Inc. ATTN: Tim Duffer 135 Forestdale Drive Danville, VA 24540 7.5 Severability/Waiver. If any portion of this Agreement shall be determined to be legally invalid or unenforceable, such portion shall be ineffective only to the extent of such invalidity or unenforceability, and the remaining portions thereof and of this Agreement shall remain in full force and effect. A waiver of any breach or failure to assert rights under this Agreement shall not be construed as a continuing waiver of such rights. 7.6 Default. In the event that a party to this Agreement defaults in the performance of any of the terms or obligations imposed upon such party by this Agreement or the transactions contemplated hereby, the non - defaulting party may institute legal proceeding to enforce the provisions of this Agreement. In such instance, in addition to any other remedy, the defaulting party shall be responsible for the reasonable attorneys' fees incurred by the non - defaulting party in pursuing such action. The parties retain all rights at law and in equity to enforce the provisions of this Agreement in accordance with applicable law. 7.7 Entire Agreement. This Agreement contains the complete and entire agreement of the parties with respect to the subject matter addressed, supersedes all prior agreements or negotiations, and may be amended only upon the written, signed agreement of the parties. 7.8 Non - Assignability. The rights and obligations of the parties hereunder shall not be assignable to any third party, and any attempted assignment shall automatically and immediately terminate this Agreement. 7 1`126 7.9 Choice of Forum. Any and all disputes between the parties hereto shall be resolved in the court of competent jurisdiction located in Pittsylvania County, Virginia. IN WITNESS WHEREOF, the parties have signed this Agreement effective as of the first date written above. Pittsyl ania County, Virginia C Titl1 P127 Regional One, Inc. d/b /a Regional One EMS and Van's Med- Tee Transport and Ses S Executive COMMONWEALTH OF VIRGINIA CITY /COUNTY Or__2 i-i}nt 1 I ynn to -wit: 1, the undersigned, a Notary Public in and for the above jurisdiction, hereby certify that this day ersonally a peared before me, in my said jurisdiction, whose name is signed to the foregoing Agreement as ! (9g_ of Pittsylvania County, Virginia, and acknowledged the same. GIVEN under my hand this 13 day 0 L126 , 2009. My commission expires -01 KATHY W. PARRISH Notary Public NOTARY PUBLIC Commonwealth of Virginia Reg. #19837 My Commission Expires COMMONWEALTH OF VIRGINIA CITY /COUNTY OF /_ & i, ; . / /r,- - . to -wit: 1, the undersigned, a Notary Public in and for the above jurisdiction, hereby certify that this day personally appeared before me, in my said jurisdiction, "Timothy J.Duffer, whose name is signed to the foregoing Agreement as Executive Director of REGIONAL ONE, INC., mid acknowledged the same. GIVEN under my hand this / c day of = e, /' ,,1 ,'Y .2009. My commission expires = 6' L'e Notary Public LAWRENCE E. HYLTON, JR. NOTARY PUBUC REGIISTRATWN 0 389453 CO►MIONIIYEILLTH OF VIRGINIA MY COMAMSSION E%PMtE3 FEBRUARY 28, 2010 P128 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Virginia Department of Transportation Resolution/State Route 1140 SUBJECT /PROPOSAL /REQUEST: Resolution of Acceptance STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 08 -05 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 17 INFORMATION: INFORMATION: BACKGROUND: Staff received an email from the Virginia Department of Transportation stating that their records did not indicate an acceptance of a re- aligned road on State Route 1140 due to the construction on U.S. Route 58. It was never officially entered into the system. Attached hereto is Resolution 2013- 08 -01, which requests the Virginia Department of Transportation to place this specific road alignment of State Route 1140 from VDOT Project #6058- 071 -E15, C504. This will allow the Virginia Department of Transportation to enter this section of the road into the Secondary System officially. RECOMMENDATION: Staff recommends that the Board of Supervisors approve Resolution 2013- 08 -01, authorizing the acceptance of this road. P129 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2013 -08 -01 The Board of Supervisors of Pittsylvania County, in regular meeting on the 5th day of August, 2013, adopted the following: WHEREAS, the Virginia Department of Transportation has completed project 6058- 071 -E15, C504), and WHEREAS, the project sketch and VDOT Form(s) AM4.3, attached and incorporated herein as part of this resolution, defines adjustments required in the Secondary System of State highways as a result of construction, and WHEREAS, certain segments identified on the incorporated Form AM4.3 appear to no longer serve public convenience and should be abandoned as a part of the Secondary System of State Highways, and WHEREAS, certain segments indentified on the incorporated Form AM4.3 are ready to be accepted into the Secondary System of State Highways, and NOW THEREFORE, BE IT RESOLVED, this board hereby requests the Virginia Department of Transportation to take the necessary action to abandon those segments identified on the attached AM4.3 Form and project sketch as a part of the Secondary System of State Highways, pursuant to §33.1 -155, Code of Virginia, 1950, as amended, and BE IT FURTHER RESOLVED, this board requests the Virginia Department of Transportation to add the segments identified on the incorporated Form AM4.3 to the Secondary System of State highways, pursuant to §33.1 -229 of the Code of Virginia, for which sections this Board hereby guarantees the right of way to be clear and unrestricted, including any necessary easements for cuts, fills, and drainage, and BE IT FINALLY RESOLVED, that a certified copy of this resolution be forwarded to the Virginia Department of Transportation. Recorded Vote Moved By: _ Seconded By: _ Yeas: Nays: P130 A Copy Teste: William D. Sleeper, Clerk Rebecca Flippen From: Craddock, Joseph (VDOT) < Joseph .Craddock @VDOT.Virginia.gov> Sent: Thursday, July 25, 2013 12:02 PM To: Rebecca Flippen Subject: FW: Rt. 1140 Pittsylvania County - Road realignment (addition and abandonment) due to realignment and project on Route 58 Attachments: Scanned from a Xerox multifunction device001.pdf Hi Rebecca, I was just made aware that there is a segment of road that was realigned with construction of the Rt. 58 Bypass which was never officially entered into our system (see email below). Somehow this got overlooked, but now that we've discovered this error, we need to get a resolution from the board to abandon /add these segments of road shown in the sketch. Could you please let me know what date this could be voted on by the board so that Ms. Tingler can prepare the package? Also, I'm assuming that you would want her to send a resolution - let me know if the county wants to write its own. Thanks! Jay Craddock, P.E. VDOT - Lynchburg District Area Land Use Engineer / Assistant Residency Administrator Pittsylvania & Halifax Counties 434- 316 -8898 cell 434- 856 -8068 office - - - -- Original Message---- - From: Tingler, Mary (VDOT) Sent: Thursday, July 25, 2013 11:27 AM To: Craddock, Joseph (VDOT) Subject: Rt. 1140 Pittsylvania County - Road realignment (addition and abandonment) due to realignment and project on Route 58 Hi Mr. Craddock: Please find attached a "draft sketch" - it appears that this segment was never legally changed in DACHS... We need to do the following: 1. abandon a section of 1140 (noted in blue as Node C to Node B - 0.26 mi) on the sketch. Since this is a VDOT project (6058 - 071 -E15, C504) and this is a "project related change" we can take this to the Commissioner for his signature. I will take care of that here - 2. legally add that section of Rt 1140 (noted in Red on the sketch as Node C to Node B - 0.29 mi - we will have to take the addition through the local BOS for their final resolution). I have attached a draft sketch - if it looks ok to you let me know and I will clean it up, and then enter the data to DACHS (using Christmas day 2020 as the resolution date). I£ you will work with the locality to get a date on the Pittsylvania County BOS agenda I will update the DACHS paperwork based on that date and send you the AM4.3 (I can send you a resolution, too - let me know if the county uses our language or if they like to write their own). 1 P131 THANKS, Jean Tingler 804- 786 -2463 P132 �..�. A 2 d J 1� � p J Y O _9 � a C G -n Z ro I P133 C SlV, � G pPr ftpcc 1 Z T P134 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Change Order E -911 Radio System SUBJECT/PROPOSAL/REOUEST: Change Order 6- Gamewood/Kimbanet STAFF CONTACT(S): Davis, Sleeper AGENDA DATE: 08 -05 -2013 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 19 INFORMATION: INFORMATION: BACKGROUND: Gamewood- Kimbanet is the County's E-911 700Mhz Radio System contractor for the new tower sites. DISCUSSION: Our contractor has provided a change -order to allow us to perform the required structural tower modifications to the Smith Mountain Williams Pipeline- Transco Tower Site. This Change Order will include: Site improvements at the Smith Mountain Tower location, to include: Site, Tower and Foundation Drawings, Application for Building Permit, Soil Analysis for Foundation Design, Bearing Test for new Tower Guy Anchor Foundations, Excavation, Pour and Backfill of new additional Tower Guy Anchor Foundations, Testing of Concrete for Compressive Strength, Improvements to the Existing Grounding Field to tie in new Guy Anchors and Wires, Fence Repairs and Gravel as Necessary, All Steel, Guy Wires, Anchors and Hardware to reinforce existing Tower Per Vertical Structures Recommendation in Report Job #2013 - 999 -020 dated 06 -20 -13 and drawings dated 06 -13 -13 and Installation of all Reported Tower Reinforcement Materials RECOMMENDATION: Staff recommends the Board of Supervisors to authorize the County Administrator to sign the change order in the amount of $89,022.00. This will be paid from the E -911 Loan Proceeds. P135 0 Gcxm -cwood Technology Group, Inc. "Your Total Solution Provider" 07/31/2013 CHANGE ORDER 6 ADDITIONAL CHARGE /REFUND FOR CHANGES AS ITEMIZED PLEASE INITIAL APPROVED ITEMS DESCRIPTION ADDITIONAL CHARGE /CREDIT APPROVED Site improvements at the Smith Mountain Tower location, to include: Site. Tower and Foundation Drawings, Application for Building Permit, Soil Analysis for Foundation Design, Bearing Test for new Tower Guy Anchor Foundations, Excavation, Pour and Backfill of new additional Tower Guy Anchor Foundations, Testing of Concrete for Compressive Strength, Improvements to the Existing Grounding Field to tie in new Guy Anchors and Wires, Fence Repairs and Gravel as Necessary, All Steel, Guy Wires, Anchors and Hardware to reinforce existing Tower Per Vertical Structures Recommendation in Report Job #2013 - 999 -020 dated 06 -20 -13 and drawings dated 06 -13 -13 and Installation of all Reported Tower Reinforcement Materials. Payments for this work and the Change Order #4 work will be as scheduled: 50% due when Notice to Proceed is issued 25% due when Concrete Foundations are Completed 15% due when Site is handed over to County for Final Inspection 10% due upon County's acceptance of the Site $89,022 Total Charges $89,022 Change Order # 6 Date of existing contract 1/17/2012 Project: Pittsylvania County, Virginia, Towers, Shelters and Generators It is mutually agreed the contract price is increased /decreased by the sum of the approved line items above and is payable /refundable as per the methods described on each line item. Please note that the changes will add to the time needed to complete the project by the times noted in each line item above. This change order is incorporated into and governed by the above mentioned contract and is incorporated therein. Contractor Customer 165 Deer Run Road • Danville, VA 24541 • PH: (434) 792 -2253 • FAX: (434) 792 -3113 VA - DCJS 11 -6149 • VA — Class A Contractors License # 2705107938A SOUND 4 Gnmewood 4*, Ab1e Telecom SQ UTIONS e d mco M Gwne.M, Inc. No& a division of Gamewood, Inc. P136 APPOINTMENTS P137 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appointment — Danville - Pittsylvania Community Services Board of Directors SUBJECT/PROPOSAL/REQUEST: Appointment to Danville - Pittsylvania Community Services Board of Directors: Callands- Gretna District Representative STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 08 -05 -2013 ACTION: Yes CONSENT AGENDA: ITEM NUMBER: 20 INFORMATION: ACTION: INFORMATION: ATTACHMENTS: No REVIEWED BY: Agencies, Boards and Commissions that operate under Pittsylvania County make nominations to the Board of Supervisors for appointments representing each election district within the County. The Danville - Pittsylvania Community Services Board of Directors is a board in which a representative from each district is appointed by the Board. 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 Jerry Hagerman has nominated Mrs. Marie Young as the Callands- Gretna District Representative to serve on the Danville - Pittsylvania Community Services Board. Mrs. Young's term would be for a three (3) year term beginning July 1, 2013 through June 30, 2016. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P138 REPORTS FROM MEMBERS P139 REPORTS FROM LEGAL COUNSEL P140 REPORTS FROM COUNTY ADMINISTRATOR P141 PITTSYLVANIA COUNTY William D. Sleeper County Administrator P.O. Box 426 Chatham, Virginia 24531 e -mail: dsleeper @pittgov.org VIRGINIA 11u1� 0 MEMORANDUM To: Otis S. Hawker, Assistant County Administrator From: Henry Boswell, Jr., Chief Animal Control Officer Date: August 2, 2013, Subject: Animal Control Activity Report Phone (434) 432 -7710 Fax (434) 432 -7714 Gretna/Hurt (434) 656 -6211 During the period of June 28, 2013 through July 31, 2013, the Animal Control Officers responded to 499 calls as per Henry Boswell, Chief Animal Control Officer, resulting in the following: Description Number Remarks Animals taken into custody: 223 Dogs 112 Cats 103 Other 8 Animals on hand at month end 16 Animals dispatched 49 14 cats 1 opossum 34 dogs Licenses checked 87 Court cases 10 Summons 20 Animals Adopted 2 Animals returned to owners 15 Cats taken to the Humane Society 89 Animals Transferred 47 DAHS 4, FCHS 20 MHCSPCA 23 Injured animals picked up 1 Animals found in traps 88 Exposures: Human /Saliva 1 Exposures: Dogs/Cats/Wildlife 10 Dog Bites 5 Cat Bites 3 Cruelty Checks 1 Well -being Checks 16 Cat/Dog Fights 2 Investigated killings by dogs/cats 1 Investigate killings by Coyotes 0 If you have any questions concerning this, please do not hesitate to contact me. cc: William D. Sleeper, County Administrator P142 PITTSYLVANIA COUNTY VIRGINIA YL��� William D. Sleeper Q1 = r 434 County Administrator o � � � Phone ( ) 432 -7710 +11 Fax (434) 432 -7714 P.O. Box 426 .� c d ✓ Chatham, Virginia 24531 o �• z Gretna /Hurt (434) 656 -6211 y w y e -mail: dsleeper @pittgov.org 1767 t MEMORANDUM To: Otis S. Hawker, Assistant County Administrator From: Henry Boswell, Jr., Chief Animal Control Officer Date: August 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 June 28, 2013 through July 31, 2013 Description Number Remarks Total hours monitored 36 hrs During this period there where 22 working days; 4 of which only 1 officer working, due to vac sickness days. Only 2 Animal Control Vehicles entering sites 624 Officers employed at this time. Vehicles checked 23 Summons' issued 4 Court Cases 3 Convictions 3 If you have any questions concerning this, please do not hesitate to contact me. cc: William D. Sleeper, County Administrator P143 PITTSYLVANIA COUNTY VIRGINIA �t SYLVq Darrell W. Dalton, Superintendent c� ' h9 Building & Grounds Department o n Phone (434) 432 -1768 Fax (434) 432 -2294 51 N. Main St. a 1 0 z Gretna /Hurt (434) 656 -6211 Chatham, Virginnia ia 24531 P.O. Box N ,r Bachelors Hall /Whitmell (434) 797 -9550 � 1J6J E -mail: darrell.dalton @pittgov.org G /„_ _ A MEMORANDUM To: Otis S. Hawker, Assistant County Administrator From: Kaylyn Giles, Secretary II, County Administration *AAfT CV A_J, Date: August 1, 2013 Subject: COMPLETED WORK ORDERS — July 2013 Attached please find a listing, by department, of completed work orders for the month of July. This list does not reflect work orders in progress but not yet completed, actual expenses incurred, or routine maintenance necessary for the smooth operation of the County facilities. However, it does reflect the total number of man- hours. Presently, there are approximately 18 work orders still outstanding. If you have any questions concerning this, please do not hesitate to contact me. KG Attachment cc: William D. Sleeper, County Administrator Darrell W. Dalton, Director of Buildings and Properties P144 BUILDING & GROUNDS MAINTENANCE WORK ORDERS COMPLETED FOR MONTH OF JULY 2013 NO. W/O MAN -HOURS P145 ANIMAL CONTROL ARMORY A S C S / EXTENSION / USDA -FSA HOARD OF SUPERVISORS BUILDING & GROUNDS BUILDING INSPECTIONS CAPTAIN MARTIN BLDG 1 1 CENTRAL ACCOUTING CENTRAL PURCHASING CIRCUIT COURT 2 7 CLERK OF COURT 3 3 CODE COMPLIANCE (PLANNING COMMISSSION & ZONING 2 2 COMMISSIONER OF REVENUE 2 2 COMMONWEALTH ATTORNEY COMMUNITY POLICY AND MGMT. BOARD COMPACTOR SITE COUNTY ADMINISTRATOR AND ASST. COUNTY ADMIN. 2 3 COUNTY ATTORNEY 1 4 COURTHOUSE (1968 ANNEX) COURTHOUSE (EDWIN R. SHIELDS) 2 2 CSA - CPMB DEPOT BUILDING 1 2 ECONOMIC DEVELOPMENT EMERGENCY 911 FACILITY 4 5 ENVIRONMENTAL HEALTH FINANCE 4 7 FIRE MARSHAL GENERAL DISTRICT COURT GRANTS ADMISTRATION HEALTH DEPARTMENT 5 6 HUMAN SERVICES FACILITY INDUSTRIAI, PARKS INFORMATION TECHNOLOGY JAIL 42 31 JUVENILE & DOMESTIC COURT 7 14 JUVENILE & DOMESTIC COURT SERVICES UNIT LANDFILL 1 2 LIBRARY 8 10 LITERACY MAGISTRATE 2 4 MOSES BUILDING 1 2 OLD DOMINION AG. COMPLEX 1 8 PCED BUILDING REASSESSMENT RECREATION: RAIL -TRAIL & WAYSIDE PARK 1 4 RECREATIONAL REGISTRAR -VOTING PRECINCTS 1 2 SHERIFF 5 7 SOCIAL SERVICES 4 9 TREASURER VICTIM WITNESS OTHER: 4380 BERRY HILL RD RINGGOLD DEPOT CALLANDS CLERKS OFFICE OLD CHATHAM ELEMENTARY SCHOOL YATESTAVERN TOTAL WORK ORDERS COEIPLETED- JULY2013 102 137 YEAR To DATE 0710112013 - 06/30/2014 102 137 P145 PITTSYLVANIA COUNTY VIRGINIA 4`�•S SYLV,g �r Darrell W. Dalton, Superintendent K 9� Phone (434) 432 -7958 Building &Grounds Department o p Fax (434) 432 -2294 51 N. Main St. d k o y Gretna /Hurt (434) 656 -6211 P.O. Box 426 Bachelor: Hall/Whitmell (434) 797 -9550 Chatham, Virginia 24531 1767 darrell.datton @pittgov.org / n r , „ P MEMORANDUM To: Otis S. Hawker, Assistant County Administr at From: Darrell W. Dalton, Director of Buildings and Date: August 1, 2013 or �v 1 Propertie do Subject: County Fleet Maintenance & Repairs — JULY 2013 Attached please find listing, by line items, the maintenance and repairs to all county fleet for the month of July. Listed you will find the department name, vehicle number, repairs to the vehicle and the cost of the repairs and/or maintenance to the vehicle. If you have any questions concerning this matter, please do not hesitate to contact me. DWD/kg Attachment cc: William D. Sleeper, County Administrator P146 County Fleet Maintenance and Repairs - July 2013 Vehicle Supplies - 012520 -6009: Dept & Maintenance Repairs: Cost: Parts - 012520 -6030: Dept & Maintenance Repairs: Cost: B &G #2203 - Bed Protector $199.95 Spare #2705 - Mirror Control Switch $48.00 Spare #2705 - Remote Transmitter $80.00 Spare #2705 - Window Sealer $15.00 Code Complaince # 2901 - 4 Passenger Tires $540.88 Total $883.83 Labor - 012520 -6031: Dept & Maintenance Repairs: Cost: B &G #2203 - Repair Rt Bed Upper $405.00 Spare #2705 - Repair Remote Mirrors $30.00 Spare #2705 - Repair #2 Remote $20.00 Spare #2705 - Reprogram New Remote $60.00 Spare #2705 - Repair Vibration at winshield base $30.00 Code Compliance #2901 - Mount & Balance $68.00 Total $613.00 Total of Vehicle Supplies, Parts & Labor: $ 1,496.83 P147 PITTSYLVANIA COUNTY CODE COMPLIANCE MONTHLY REPORT & FEES July 2013 TYPES OF PERMITS 115 BUILDING PERMIT FEES COLLECTED $15,404.73 115 LEVY COLLECTED $308.41 0 SUBDIVISION FEES COLLECTED $0.00 36 ZONING PERMIT FEES COLLECTED $170.00 0 REINSPECTION FEES COLLECTED $0.00 10 LAND DISTURBING FEES COLLECTED $130.00 276 TOTAL FEES COLLECTED $16,013.14 MONTHLY BUILDING VALUES 4 NEW DWELLINGS $725,000.00 3 MOBILE HOMES /OFFICE TRAILERS 39,500.00 6 DOUBLE -WIDE MOBILE HOMES 393,300.00 4 MODULAR 600,176.00 26 COMMERCIAL CONSTRUCTION 11,346,619.00 72 MISCELLANEOUS 375,939.00 115 TOTAL $13,480,534.00 NONTAXABLE: $3,772,802.00 $33,590,117.00 MONTHLY ACTIVITY REPORT NUMBER OF BUILDING INSPECTIONS MADE REZONING FEES COLLECTED 222 NUMBER OF REJECTIONS OF WORK SPECIAL USE PERMIT FEES COLLECTED 43 NUMBER OF E & S INSPECTIONS VARIANCE & APPEAL FEES COLLECTED 120 NUMBER OF MILES INSPECTORS TRAVELED APPEALS 3,211 XAnXTTT-TT V 7nNTNC3 FF.F.S 4 REZONING FEES COLLECTED $703.48 2 SPECIAL USE PERMIT FEES COLLECTED 321.19 0 VARIANCE & APPEAL FEES COLLECTED 0.00 2 APPEALS 339.84 8 TOTAL $1,364.51 Respectfully Submitted, Odsp�ie` . Shelton, r. Director of Code Compliance/ Zoning Administrator P148 i 1 PITTSYLVANIA COUNTY LITERACY PROGRAM INC. POST OFFICE BOX 1093 • CHATHAM, VIRGINIA 24531 • (434) 432 -7789 Board ot'Directors Angeles Atkinson Marie Bush1q Patricia Craft Frances Hurt Elizabeth Smith Lucy Brinkley Phyllis Collins Portia Fitzgerald Patsy Pickral Mary Tallant Bob Burris Brenda Craft Eleanor Haskins July 15, 2013 William D. Sleeper, County Administrator P. O. Box 426 Chatham, VA 24531 Dear Mr. Sleeper: On behalf of the Pittsylvania County Literacy Program's Board of Directors, our volunteer tutors, our students, and myself, we thank you for your continued financial support of the Pittsylvania County Literacy Program. Your funding of $5,000 for the 2013 /2014 fiscal year, will allow our program to serve adult residents of Pittsylvania County with various educational goals. We also attempt to teach children the importance of literacy by distributing age appropriate books purchased with grant money at two book fairs for the Chatham Boys and Girls Club. Our program also sends readers to the county's Head Start classes and presents all of the children with a copy of the book read to them. We have been successful in writing and receiving grants that assist our program somewhat with teaching materials and books, but unfortunately the grants do not cover routine operating expenses or the part time director's salary. Your annual support is vital for the Literacy Program's continued success. Sincerely, P w . AL" Patsy W. Pickral Program Director P149 Rebecca Flippen From: Jenny Lee Sanders Sent: Monday, July 22, 2013 10:08 AM To: Dan Sleeper Cc: Rebecca Flippen Subject: Graduation Attachments: Attachment I -Press Release 2013.pdf Thought you might like to share this with BOS, maybe in their packet. I would like to thank them and you for funding this process. Jenny Lee eiso The Election Center national association of voter registration and election officials 21946 Royal Montreal Suite 100 Katy. TX 77450 Phone281- 396 -4309 Fax281- 396 -4315 Website: www.clectioncenter.org Email:cera @electioncenter.org July 22, 2013 For Further Information Contact: R. Doug Lewis 713 -516 -2875 FOR IMMEDIATE RELEASE: Jenny Lee Sanders, General Registrar for Pittsylvania County will be designated as a Certified Elections/Registration Administrator (CERA), the highest professional achievement, in ceremonies conducted by the Election Center at the Hyatt Regency Hotel, Savannah, GA, at 12:30 p.m. on Friday, August 16, 2013. CERA designation is achieved only through a multi -year course of study conducted by The Election Center's Professional Education Program and completion of twelve core courses taught by the Master's in Public Administration faculty of Auburn University (Auburn, Alabama) ranging from ethics, to voter registration and elections law, planning, communications, and voter participation, among others. The intent of the program is to professionalize the management of voter registration and elections administration in promoting and preserving public trust in the democratic process. "This is the highest designation available to elections and voter registration officials," said R. Doug Lewis, director of the Center. "Of more than 21,000 elections and voter registration officials throughout America, this graduating class of 57 professionals takes us to 791 election officials who have achieved the CERA status. This is an outstanding accomplishment." " Pittsylvania is indeed fortunate to have Ms. Sanders as one of the top designated professionals in America. Obtaining and maintaining CERA status means that she has committed to a career long process of continuing education to improve the electoral process in Virginia and the nation," he stated. "These truly are the people who make democracy possible," Lewis said. Jenny Lee Sanders and other CERA professionals serve as the nation's protectors of the democratic process. Because of them, Americans have a trust and public confidence in the election process. They have assurance that the system is fair, free, honest and accurate. In many parts of the world, their citizens have no faith in the form of democracy offered in their home countries. The importance of what Ms. Sanders is doing for Pittsylvania is incredible but rarely noticed... unless something goes wrong." Jenny Lee Sanders, an elections official for eight years, said "This is one of the most challenging education programs I have ever participated in. We covered the law, and ethical considerations in how to better serve the public. We also became more aware of how important it is to nurture and care for the democratic process. "It is my great honor to assure that the public's will is accurately reflected in our elections," Sanders said. "I see my role to dignify all potential voters and to remove as many barriers as possible to participation in the democratic process. Our office cannot be responsible for how many actually turn out for each election, but we can certainly be sure that they have the opportunity to vote and have their votes counted accurately." The Professional Education Program is sponsored by The Election Center, a non - profit association of voter registrars and elections administrators throughout America. Its membership is comprised of township, city, county and state elections officials. The Center's primary purpose is education for local and state voter registrars and elections officials to promote and improve the democratic process. Professional Education Program participants receive continuing education credit from Auburn University as well as professional training credits from The Election Center. The Professional Education Program was recognized in 1996 as the top continuing education program in America by the National University Continuing Education Association. "Normally most Americans don't even know the election officials exist in their community and that they work constantly to protect the democratic process for its citizens," Lewis said. "Due to Election 2000, we now know just how important and complicated elections can be. In my opinion, the elections officials deserve the highest recognition that a community can give. If they don't do their job well, then citizens have no faith in the democratic process itself. Without faith in the process, it is almost impossible to believe in government itself — and that is a very large responsibility." P151 ADJOURNMENT P152