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02-18-2014 BOS PKTBOARD PACKET BOARD OF SUPERVISORS ADJOURNED MEETING FEBRUARY 18, 2014 a 1767 Pi PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ADJOURNED MEETING TUESDAY, FEBRUARY 18, 2014 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA 1. Call to Order — 7:00 p.m. 2. Roll Call Harville Barber Snead Blackstock Bowman Hagerman Barksdale 3. Pledge of Allegiance 4. Items to be Added to the Agenda Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale (a) APPROVAL OF AGENDA Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale HEARING OF CITIZENS CONSENT AGENDA Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 5. (a) Proclamation — National Red Cross Month — March 2014 — Pages 14 -15 Motion by. Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale (b) Road Name Change (from Swedwood Drive to IKEA Drive) — Pages 16 -17 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale (c) Ratify 100° Birthday Letter for Ms. Mattie Luck — Pages 18 -19 PUBLIC HEARING Rezoning Cases Open: Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Close: Case 1: Hershel M. Stone & Lauren B. Stone — Chatham/Blairs Election District; R -14 -004 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote Y N A Barber Barksdale Blackstock Bowman Hagerman Harville Snead (Roll Call Vote Y or N) Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Open: Close: Case 2: Boyd E. Motley & Carol B. Motley — Callands /Gretna Election District; R -14 -005 R -1, Residential Suburban Subdivision District to A -1, Agricultural District & M -1, Industrial District, Light Industry to A -1, Agricultural District Roll Call Vote Y N A Barber Barksdale Blackstock Bowman Hagerman Harville .Snead (Roll Call Vote Y or N) Open: Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Close: Case 3: Darren C. Moore & Amy Hodnett Moore — Dan River Election District; R -14 -006 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote Y N A Barber Barksdale Blackstock Bowman Hagerman Harville .Snead (Roll Call Vote Yor N) Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Open: Close: Case 4: Robert Clinton Nuckles, Jr. — Dan River Election District; R -14 -007 RC -1, Residential Combined Subdivision District to A -1, Agricultural District Roll Call Vote Y N A Barber Barksdale Blackstock Bowman Hagerman Harville Snead (Roll Call Vote Y or N) Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Open: Close: Case 5: Brosville Business Group, LLP - Tunstall Election District; R -14 -008 B -1, Business District, Limited to B -2, Business District, General Roll Call Vote Y N A Barber Barksdale Blackstock Bowman Hagerman Harville Snead (Roll Call Vote YorN) Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Open: Close: Case 6: Kenric D. Dews & Connie L. Dews - Staunton River Election District; R -14 -009 R -1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote Y N A Barber Barksdale Blackstock Bowman Hagerman Harville .Snead (Roll Call Vote Yor N) Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Open: Close: Case 7: Garrett Trust Dated 05 -09 -07 — Callands /Gretna Election District; R -14 -010 R- 1, Residential Suburban Subdivision District to A -1, Agricultural District Roll Call Vote Y N A Barber Barksdale Blackstock Bowman Hagerman Harville .Snead (Roll Call Vote Y or N) Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Open: Close: Case 9: Jefferson L. Smith - Westover Election District; R -14 -012 R -1, Residential Suburban Subdivision District to B -2, Business District, General Roll Call Vote Y N A Barber Barksdale Blackstock Bowman Hagerman Harville Snead (Roll Call Vote Y or N) Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 6. Expenditure Refunds —At their regular meeting on February 3, 2014, a motion was made by Mr. Barber, and seconded by Mr. Snead, that required a 10 -Day Layover that has now been met. Roll Call Vote Required — Pages 22 -24 Roll Call Vote Y N A Barber Snead Blackstock Bowman Hagerman Harville Barksdale (RoR Cat/ Vote Y or )V) Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 7. Recommendations from Personnel Committee — The Personnel Committee will meet at 4:00 pm on Tuesday, February 18, 2014. Any recommendations from that committee meeting will be presented to the full Board — Page 16 -27 (a) Closed Session — Discussion, consideration, or interviews ofprospective candidates for the appointment of specific public offzcers of any public body. Authority: §2.2- 3711(A)(1) of the Code of Virginia, 1950, as amended Subject Matter: County Administrator Purpose: Review Applications received for County Administrator Vacancy Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 8. Recommendations from Finance Committee — The Finance Committee will meet at 5: 06pm on Tuesday, February 18, 2014. Any recommendations from that committee meeting will be presented to the full Board — Pages 28 -29 (a) Submission of Interim County Administrator's Recommended Budget for FY2013 -14 Motion by. Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 9. Fuel Bids — Rejection of Bids —Page 30 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 10. Surplus Property — old White Oak Tower Site equipment — Pages 31 -34 Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale 11. Re- appointments to the Beautification Committee — Tunstall District and Callands /Gretna District — Page 36 BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL REPORTS FROM INTERIM COUNTY ADMINISTRATOR Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Entered Closed Session: CLOSED SESSION 12. 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: Review of Potential TROF Agreement Purpose: Discussion concerning the expansion of an existing business where no previous announcement has been made of the business' interest in expanding its facilities in the community. Re -enter Open Session: Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on Tuesday, February 18, 2014, the Board hereby certifies by a recorded vote that to the best of each committee 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. Y N A Harville Barber Snead Blackstock Bowman Hagerman Barksdale Action Motion (if any) Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale ADJOURNMENT Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale Time Adjourned: TO BE ADDED P>> HEARING OF CITIZENS P12 CONSENT AGENDA 111L, PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Proclamation — Red Cross Month SUBJECT/PROPOSAL/REOUEST: Proclamation STAFF CONTACT(S): Mr. Hawker BACKGROUND: March 2014 is American Red Cross Month. AGENDA DATE: 02 -18 -2014 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes ITEM NUMBER: 5(a) INFORMATION: INFORMATION: Attached hereto is a proclamation declaring March 2014 as American Red Cross Month, encouraging all Americans and the citizens of Pittsylvania County to pledge their support to the American Red Cross, to continue to provide the helping hand necessary during disasters, wars and medical emergencies. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the attached Proclamation and authorize the Interim County Administrator to distribute this notification throughout Pittsylvania County and the required news media to encourage support for the American Red Cross in our region. P14 Vittsplbauia (Couutp Jgoarb of 6uperbiooro Vrodamatfon AMERICAN RED CROSS MONTH March 2014 Whereas, March is American Red Cross Monty, a time to recognize and thank our everyday heroes who reach out to help their neighbors in times of need; and Whereas, American Red Cross heroes are on the front lines every day. The volunteer their time, give blood, take life- saving courses or provide financial donations to help those in need; and Whereas, the Board of Supervisors would like to honor our local heroes, here in Pittsylvania County, who give to those in need. They work tirelessly when disasters strike, provide life- saving blood, or simply offer comfort. They provide round - the -clock support to members of the military, veterans and their families, and teach lifesaving classes in CPR, aquatics safety and first aid; and Whereas, across the country and around the world, the American Red Cross responded to hurricanes, tornadoes, floods and wildfires, the tragedy at the Boston Marathon, and typhoon Haiyan in the Philippines; and Whereas, when an injured service member is in a hospital, far from home, the American Red Cross responds with help and hope. When a hospital patient needs blood the American Red Cross blood donors help. When a lifeguard jumps in to save a drowning child or someone steps up to help a heart attack victim, the American Red Cross is there; then Now, Therefore, We, the Pittsylvania County Board of Supervisors, proclaim March as American Red Cross Month in Pittsylvania County as a dedication to all those who support the American Red Cross, which relies on donations of time, money and blood to fulfall its humanitarian mission; and media. Be it Furthermore Proclaimed that a copy of this proclamation is forwarded to local Given under my hand this day 18th day of February, 2014. P15 Jessie L. Barksdale, Chairman Pittsylvania County Board of Supervisors Otis S. Hawker, Interim County Administrator Pittsylvania County Board of Supervisors PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: 02 -18 -2014 5(b) Road Name Change ACTION: INFORMATION: SUBJECT /PROPOSAL /REQUEST: Road Name Change CONSENT AGENDA: ACTION: INFORMATION: Yes STAFF CONTACT(S): Hawker, Sides ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: An original road name of Swedwood Drive was given by the Pittsylvania County Board of Supervisors when the Industry of Swedwood Danville, LLC located to the Industrial Park. Swedwood Danville, LLC has changed its business name to IKEA Danville, LLC. DISCUSSION: Mr. Greg Sides, Assistant County Administrator has received a request form formerly Mr. Robert Vaughan, Jr, Attorney, for Swedwood Danville, LLC to change the road name to IKEA Drive, consistent with its new name. RECOMMENDATION: Staff brings this request to the Board of Supervisors for approval to change the name of the road on the E- 911 maps and road signage. P16 ROBERT T. VAUGHAN, JR. ROBERT T. VAUGHAN, JR., P.C. ATTORNEY AT LAW 772 MAIN STREET DANVILLE, -VIRGINIA 24541 January 13, 2014 Greg Sides Assistant . oumv Administrator fur Planning and DevelopnleHi I Center Street Chatham, VA 24531 Dear Mr. Sides: TELEPHONE: (434) 792 -5005 FACSIMILE: (434) 7924615 E-MAIL rvaughan@robertvaughan.net Re: Change of street name: Swedwood Drive to IKEA Drive I represent IKEA Danville, LLC, a Delaware Limited Liability Company ( "IKEA "). It has been suggested that 1 contact you because IKEA'S manufacturing facility within Cane Creek Centre Industrial Park is physically located in Pittsylvania County. IKEA recently changed its name from Swedwood Danville. LLC to IKEA Danville, LLC. The manufacturing facility is located at the end of Swedwood Drive which intersects Cane Creek Parkway at or near the entrance to the IKEA property. IKEA desires to change the name of Swedwood Drive to IKEA Drive, consistent with its new name. On behalf of ]KEA, I ask that you bring IKEA's request to change the name of Swedwood Drive to IKEA Drive before the Danville Pittsylvania County Regional Industrial facility Authority for consideration and approval at the earliest av::ilable date Please contact me if you need any further information or action from IKEA regarding the request. avf Respectfully yours, ROBERT T. VAUGHAN, JR., P.C. Robert T. Vaughan, Jr. v P17 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Ratify 100 Birthday Letter for Mattie Luck SUBJECT/PROPOSAL/REQUEST: Ratify Centenarian Letter STAFF CONTACT(S): Mr. Hawker BACKGROUND: AGENDA DATE: 02 -18 -2014 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes ITEM NUMBER: 5(c) INFORMATION: INFORMATION: Attached hereto is a letter from the Board of Supervisors that has been sent to Ms. Mattie Sue Luck who celebrated her 100u birthday on January 31, 2014. Staff recommends that the Board of Supervisors ratify the letter sent to Ms. Luck from Chairman Barksdale on behalf of the Board of Supervisors, congratulating her 100th birthday. um / ; =, �\ .t � el \ 17o„ February 10, 2014 Ms. Mattie Sue Luck 132o Riceville Road Java, Virginia 24565 Dear Ms. Luck: Happy 1oo1h Birthday! On behalf of the Pittsylvania County Board of Supervisors I would like to express my sincerest wishes on this memorable occasion. What a pleasure it is to share this important occasion with you. It is wonderful and remarkable that you have had the privilege of living through loo years of events and milestones. As you think of all the living you have done along the way, I hope your heart is filled with happy, cherished memories. Congratulations on your birthday, and may you enjoy many more happy years as a centenarian. Sincerely, Jessie L. Barksdale, Chairman Pittsylvania County Board of Supervisors P19 PUBLIC HEARING P20 UNFINISHED BUSINESS _; PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY BACKGROUND: DISCUSSION: Attached is a list of expenditure refunds for the month of January 2014 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 Courts- Copier Lease (100 -4- 021600-6005 1), $1,789.93 to Sheriff -Parts (100 -4- 031200- 6030), $1,473.20 to Sheriff -Labor (100- 4- 031200- 6031), $100.00 to Recreation- Recreation Supplies (100 -4- 071100- 6014), $13,283.74 to WIA -Other Operating (251 -4- 353853- 6014). MOTION MADE BY MR. BARBER AND SECONDED BY MR. SNEAD AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. P22 AGENDA DATE: ITEM NUMBER: AGENDA TITLE: 2 -18 -14 6 Expenditure Refunds- Motion made by Mr. Barber and ACTION: INFORMATION: seconded by Mr. Snead and has now met the I0 -day Yes layover requirement CONSENT AGENDA: SUBJECT/PROPOSAL/REOUEST: ACTION: INFORMATION: Budget Amendment for expenditure refunds ATTACHMENTS: Yes REVIEWED BY: STAFF CONTACT(S): Hawker, VanDerH de BACKGROUND: DISCUSSION: Attached is a list of expenditure refunds for the month of January 2014 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 Courts- Copier Lease (100 -4- 021600-6005 1), $1,789.93 to Sheriff -Parts (100 -4- 031200- 6030), $1,473.20 to Sheriff -Labor (100- 4- 031200- 6031), $100.00 to Recreation- Recreation Supplies (100 -4- 071100- 6014), $13,283.74 to WIA -Other Operating (251 -4- 353853- 6014). MOTION MADE BY MR. BARBER AND SECONDED BY MR. SNEAD AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. P22 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: AGENDA TITLE: 1 2 -03 -14 Expenditure Refunds - Requires a motion and a 10 -day ACTION: layover I Yes SUBJECT /PROPOSAL /REO UEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): Hawker. VanDerHvde BACKGROUND: CONSENT AGENDA: ACTION: ATTACHM T Yes y, REVD20M,,j Y: ITEM NUMBER: 13 INFORA&T.IM: 4FsdRMATION: DISCUSSION: Attached is a list of expenditure refunds for month of January 2014 for review. As discussed earlier with the Board, the simple routine of putting cv ° 'month back in the budget is extremely time consurning and leaves room for errors. To.44 v in balance with the Treasurer, we need to reappropriate refunds into the budget so the budget would incri A6 every expenditure refund. RECOMMEND Staff recom nds,ktie �eappropriation of funds as follows: $199.67 to Clerk of Courts- Copier Lease (100 -4- 021600- 11 5$19.93 to Sheriff Parts (100 -4- 031200- 6030), $1,473.20 to Sheri ff-Labor (100-4-031200- 6031), $ 00 to Recreation - Recreation Supplies (100 -4- 071100- 6014), $13,283.74 to WIA -Other Operating (2 A - 353853 - 6014). THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER. P71 P23 VIRGINIA FUM Phone (4341432 -7740 Fax (434) 432 -7746 Gretna /Hurt(434165"211 Bachelors Hatl/Whttffiell 14341797 -9550 MEMO TO: Otis S. Hawker, Interim County Administrator FROM: Kim Van Der Hyde Finance Director SUBJECT: December Expenditure Refunds DATE: January 31, 2014 i, The list below shows all expenditure refunds that were sent to the Finance Department during the month of January. I am recommending that all of these expenditure refunds be reappropriated by the Board of Supervisors.; 100-4- 021600 -60051 Cilcuit Ct Clerk- Copier Lease Reiinlmrsement ,Sheriff -Parts Restitution/Insurance Claims L 251-4- 353853 -6014 Sheriff -Labor Insurance Claims WIA -Rent Rent Reimbursement (251 -3- 000000 - 150201) TOTAL EXPENDITURE REFUNDS — JAN P72 P24 199.67 1,789.93 1,473.20 MI Et 13,283.74 $16,846.54 Y L 251-4- 353853 -6014 Sheriff -Labor Insurance Claims WIA -Rent Rent Reimbursement (251 -3- 000000 - 150201) TOTAL EXPENDITURE REFUNDS — JAN P72 P24 199.67 1,789.93 1,473.20 MI Et 13,283.74 $16,846.54 NEW BUSINESS V25 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Recommendations from Personnel Committee SUBJECT/PROPOSAL/REQUEST: Recommendations from Committee STAFF CONTACT(S): Mr. Hawker AGENDA DATE: 02 -18 -2014 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 7 INFORMATION: INFORMATION: BACKGROUND: The Personnel Committee of the Board of Supervisors will meet at 4:00pm on February 18, 2014 as per the approved budget calendar for the following: CLOSED SESSION: Discussion, consideration, or interviews of prospective candidates for the appointment of specific public officers of any public body. Authority: §2.2- 3711(A)(1) of the Code of Virginia, 1950, as amended Subject Matter: County Administrator Purpose: Review Applications received for County Administrator Vacancy DISCUSSION: RECOMMENDATION: Recommendation, if any, will be received by the full Board of Supervisors from the Finance Committee on Monday, February 18, 2014. P26 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PERSONNEL COMMITTEE 4:00 P.M. TUESDAY, FEBRUARY 189 2014 MAIN CONFERENCE CAPTAIN MARTIN BUILDING 1 CENTER STREET CHATHAM, VIRGINIA AGENDA 1. Call to Order — 4:00 P.m. 2. Roll Call 3. Approval of Agenda CLOSED SESSION 4. Discussion, consideration, or interviews of prospective candidates for the appointment of specific public officers of any public body. Authority: §2.2- 3711(A)(1) of the Code of Virginia, 1950, as amended Subject Matter: County Administrator Purpose: Review Applications received for County Administrator Vacancy ADJOURNMENT P27 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Recommendations from Finance Committee Recommendations from Committee AGENDA DATE: 02 -18 -2014 ACTION: Yes CONSENT AGENDA: ACTION• ITEM NUMBER: 8 INFORMATION: INFORMATION: STAFF CONTACT(S): ATTACHMENTS: Mr. Hawker Yes Q REVIEWED BY: 104 - The Finance Committee of the Board of Supervisors will meet at 5:00pm on February 18, 2014 as per the approved budget calendar for the following: (a) Submission of Interim County Administrator's Recommended Budget for FY2013/14 RECOMMENDATION: Recommendation, if any, will be received by the full Board of Supervisors from the Finance Committee on Tuesday, February 18, 2014. W FINANCE COMMITTEE Pittsylvania County Board of Supervisors Tuesday, February 18, 2014 5:00 PM Main 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) Submission of the Interim Budget for FY2013/14 5. Adjournment P29 County Administrator's Recommended PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Fuel Bids — Rejection of Bids SUBJECT/PROPOSAL/REQUEST: Rejection of Bids STAFF CONTACT(S): Mr. Hawker, Mr. Hunt, Ms. Meeks BACKGROUND: AGENDA DATE: 02/18/14 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: ITEM NUMBER: 9 INFORMATION: INFORMATION: A request for bids for fuels (gasoline, diesel fuel & propane) was issued in October, 2013. The invitation was mailed to seven (7) vendors that were listed on the County's vendor /bidders list. The invitation was advertised in the Danville Register & Bee, posted on the public notice board and also posted on the County's website. DISCUSSION: The County received three (3) responses. After review with Legal Counsel, it is the recommendation from staff, to reject the bids and authorize to re -bid the fuels. This recommendation is based on the following: two different types of unleaded fuel were bid, one bidder was non - responsive, discrepancies concerning terminals used and an issue concerning vendor owned tanks that will have to be replaced. RECOMMENDATION: Staff is recommending that the Board reject all bids and authorize to re -bid the fuels. P30 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY BACKGROUND: Pittsylvania County's (the "County ") Emergency 911 Center has installed new tower sites throughout the County for the new P25 700Mhz Radio System. DISCUSSION: Jim Davis ( "Mr. Davis "), the County's Director of Emergency Services, has had discussion with Chief Woodall of the Danville Lifesaving Crew ( "DLSC "). It desires to lease antenna equipment on site with Crown Castle, Inc. Currently, the County is leasing this site and is in the process of decommissioning the site, resulting in the requirement of removing all equipment therefrom. This includes the following: microwaves, antennas, cabling, tower shelter, fencing, and concrete foundation. Mr. Davis has researched the costs of the removal of said equipment, and it should be a minimum of $15,000.00 (possibly more). Mr. Whitt, DLSC's Business Manager, has proposed to acquire the shelter, antennas, and leave everything in place on -site, if the County would surplus it to DLSC. DLSC would then enter into its own Lease with the tower owner; thereby, relieving the County of its removal obligation. Photographs of the shelter are provided. If the County agrees, the only charge that the County will incur will be for tower microwave removal at the cost of $3,200.00. RECOMMENDATION: Staff recommends that the Board of Supervisors surplus the above - referenced equipment, and authorize the County Attorney to write an Agreement between the County and DLSC, which would assign the surplus equipment and stipulate that DLSC would assume all liability, insurance requirements, and maintenance of said equipment throughout the life of its Lease with the tower owner. At the end of said Lease, DLSC would remove equipment as required at its sole expense. Staff also recommends that the Board of Supervisors authorize the Interim County Administrator to issue a letter of surplusing the above - referenced property, and releasing and assigning the same from the County's possession to DLSC's. This letter will release the County's obligation from Crown Castle, Inc., and satisfy its Termination of Lease at no additional charges to the County. P31 AGENDA TITLE: Surplus of Tower Shelter AGENDA DATE: 02 -18 -2014 ITEM NUMBER: 10 SUBJECT/PROPOSAL/REOUEST: ACTION: INFORMATION: Request of Communications Shelter — Danville Life Saving and First Aid Crew, Inc. CONSENT AGENDA: ACTION: Yes INFORMATION: STAFF CONTACT(S): ATTACHMENTS: Mr. Hawker; Jim Davis Yes REVIEWED BY: BACKGROUND: Pittsylvania County's (the "County ") Emergency 911 Center has installed new tower sites throughout the County for the new P25 700Mhz Radio System. DISCUSSION: Jim Davis ( "Mr. Davis "), the County's Director of Emergency Services, has had discussion with Chief Woodall of the Danville Lifesaving Crew ( "DLSC "). It desires to lease antenna equipment on site with Crown Castle, Inc. Currently, the County is leasing this site and is in the process of decommissioning the site, resulting in the requirement of removing all equipment therefrom. This includes the following: microwaves, antennas, cabling, tower shelter, fencing, and concrete foundation. Mr. Davis has researched the costs of the removal of said equipment, and it should be a minimum of $15,000.00 (possibly more). Mr. Whitt, DLSC's Business Manager, has proposed to acquire the shelter, antennas, and leave everything in place on -site, if the County would surplus it to DLSC. DLSC would then enter into its own Lease with the tower owner; thereby, relieving the County of its removal obligation. Photographs of the shelter are provided. If the County agrees, the only charge that the County will incur will be for tower microwave removal at the cost of $3,200.00. RECOMMENDATION: Staff recommends that the Board of Supervisors surplus the above - referenced equipment, and authorize the County Attorney to write an Agreement between the County and DLSC, which would assign the surplus equipment and stipulate that DLSC would assume all liability, insurance requirements, and maintenance of said equipment throughout the life of its Lease with the tower owner. At the end of said Lease, DLSC would remove equipment as required at its sole expense. Staff also recommends that the Board of Supervisors authorize the Interim County Administrator to issue a letter of surplusing the above - referenced property, and releasing and assigning the same from the County's possession to DLSC's. This letter will release the County's obligation from Crown Castle, Inc., and satisfy its Termination of Lease at no additional charges to the County. P31 Rebecca Flippen From: Jim Davis Sent: Tuesday, February 04, 2014 11:57 AM To: Otis Hawker Cc: Rebecca Flippen Subject: FW: attachment Attachments: DLSC - Crown Castlejpg For your records and the upcoming board meeting Sim Laves Tel. (434) 432 -7420 Coordinator Fax. (434) 432 -7950 Emergency Managemert & Communications pfsr,4ayis�Dp; gaaA KZ wwwogidfae�>,,n, /,?F 1/ 53 North Main v..23. PIT SY VANIIA, COUNTY F.O. Box 426 °71RGINXA,. Chatham, VA 24531 Any e-mail or other correspondence sent to a member of the Board of Supervisors, or any other public official and/or employee of Pittsylvania County, Virginia (the "County'), in the transaction of public business, is considered a public record, and such records are subject to the Virginia Freedom of Information Act ( "VA FOIA ). This means that Virginia law generally requires the County to provide a copy of any such e-mail, upon request, for inspection and copying to any citizen of the Commonwealth, or to any member of the news media, unless lawfully exempted from production /disclosure under VA FOIA. If you have received this email or any attachments in error, please notify the sender immediately at (434) 432 -7700, and by reply email, and delete this email and any attachments to it from your in- box, sent items, and deleted items- Thank you From: Jim Davis Sent: Tuesday, February 04, 2014 11:21 AM To: Otis Hawker Cc: J. Vaden Hunt; Keister Whitt (keister.whittOverizon. net); rwoodall365)woodallauto.com; Jim Davis Subject: FW: attachment Mr. Hawker, Attached you will find a letter to you from the Danville Lifesaving Crew. They are requesting that the Board of Supervisors surplus the old White Oak Tower site equipment shelter and 3 dipole antennas to them. We have ceased transmissions with that site and I have spoken to Crown Castle in regards to what they need from us to terminate our lease. We have budgeted the monthly payments until June 30, 2014. These funds will not be re- appropriated next year due to our decommissioning of the site. In accordance to the terms of our agreement with Crown Castle, under section 19.3 we can notify them within 30 days of non - annual appropriation to the budget. This is the approach we will have to take to leave that site. The DLSC is wanting to enter into negotiations with Crown Castle to takeover the equipment shelter and antenna related equipment from the County and thus leave it there as part of their new lease agreement. We would have to (upon authorization from the BOS) send a letter to Crown Castle indicating that the County had officially transferred that shelter and equipment property to them. I will be working with Mr. Hunt to prepare such letter to Crown Castle upon the BOS vote to surplus the equipment to the DLSC. P32 I await your instructions. Jim Davis TO. (434) 432-7920 Coordinator Fax. (1341432 -7950 Emergency Management & Communications jinmdav_ia o,pittgov.0rg wcaw.nittgay.or 911i 53 North Main; Street Chatham, iii_ 24531 Any e-mail or other correspondence sent to a member of the Board of Supervisors, or any other public official and/or employee of Pittsylvania County, Virginia (the "County'), in the transaction of public business, is considered a public record, and such records are subject to the Virginia Freedom of Information Act ( "VA FO /A') . This means that Virginia law generally requires the County to provide a copy of any such e-mail, upon request, for inspection and copying to any citizen of the Commonwealth, or to any member of the news media, unless lawfully exempted from production7disclosure under VA FOIA. If you have received this email or any attachments in error, please notify the sender immediately at (434) 432 -7700, and by reply email, and delete this email and any attachments to it from your in- box, sent items, and deleted items. Thank you. From: Keister Whitt [mailto:keister whittC&verizon.net] Sent: Tuesday, February 04, 2014 11:12 AM To: Jim Davis; Robbie Woodall Subject: attachment forgot attachment C. Keister Whitt III CFSP Work (434) 793 -5511 Home (434) 822 -7005 Mobile (434) 203 -9260 NRP P33 ORGANIZED SEPTEMBER 18, 1945 202 CHRISTOPHER LANE DANVILLE, VIRGINIA 24541 SS PHONE: 804 792 -2739 February 4, 2014 Mr. Otis S. Hawker, Interim County Administrator P.O. Box 426 Chatham, Virginia 24531 Re: Is' Piedmont JDE Business Unit 871309, License 181638 Dear Mr. Hawker, WWREM The Danville Life Saving Crew is working with Jim Davis and Crown Castle concerning the property on their above reference site. The crew is willing to receive the surplus property if an affordable arrangement can be made with Crown Castle. At this point the crew needs a statement from the county that they are willing to allow the Danville Life Saving Crew to take control and custody of the county surplus building, coax and antennas at the site. This statement would then allow the crew to enter into contract negotiations with Crown Castle. Thank you for your assistance in the project. Sincerely, C. Keister Whitt III Business Manager P34 APPOINTMENTS P35 PITTSYLVANIA COUNTY Board of Supervisors 11—* xKMi%WYi1u'luI\t" AGENDA TITLE: AGENDA DATE: Appointments to the Pittsylvania County 02 -18 -2014 Beautification Committee — Tunstall District and Callands -Gretna District Representatives ACTION: Yes SUBJECT/PROPOSAL/REQUEST: Appointment/Re- Appointment STAFF CONTACT(S): Otis S. Hawker CONSENT AGENDA: ACTION: ATTACHMENTS: No REVIEWED BY: 11 INFORMATION: INFORMATION: Agencies, Boards, Commissions and Committees that operate under Pittsylvania County make nominations to the Board of Supervisors for appointments representing each election district within the County. The Pittsylvania County Beautification is a board in which a representative from each district is appointed by the Board of Supervisors. The Board of Supervisors has requested before any nominations for appointments are made to any committees, boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the board meeting of the proposed candidate to be nominated for an appointment to that board, agency, committee, or commission. After review, it appears 2014 representative appointments for the Callands /Gretna and Tunstall Districts still need to be made. Mr. George Henderson is eligible for re- appointment as the Tunstall District Representative and Ms. Maurissa Doss is eligible for re- appointment as the Callands- Gretna District Representative. Their terns would be for January 1, 2014 through December 31, 2014. RECOMMENDATION: Staff submits this nomination to the Board of Supervisors for their review, consideration and approval. P36 CLOSED SESSION P37 REPORTS FROM W REPORTS FROM LEGAL COUNSEL P39 REPORTS FROM INTERIM COUNTY ADMINISTRATOR P40 ADJOURNMENT vni