04-22-2014 BOS PKTBOARD PACKET
BOARD OF SUPERVISORS
ADJOURNED MEETING
APRIL 22, 2014
1767
PI
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
REGULAR MEETING
TUESDAY, APRIL 22, 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
Barber
Snead
4. Items to be Added to the Agenda
Bowman
Hagerman
Motion by: Harville Barber Snead
Blackstock
Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead
Blackstock
Bowman Hagerman Barksdale
(a) Change 61fdeFHmT-is- Radie E911
Postponed until May 5, 2014 Meeting
Motion by: Harville Barber Snead
Blackstock
Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead
Blackstock
Bowman Hagerman Barksdale
(b) Virginia Association of Counties
(VACo) Achievement Awards Application —
Barn Preservation Program —Page 10
Motion by: Harville Barber Snead
Blackstock
Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead
Blackstock
Bowman Hagerman Barksdale
(c) Appointment — Regional Industrial Facilities
Authority (RIFA) — Pages 11 -12
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) Resolution — Dan River Wildcats VHSL Group 2A Boys Basketball State
Championship — Pages 15 -16
PUBLIC HEARING
Rezoning Cases
Motion by:
Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
Seconded by:
Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
Open: Close:
Case 1: Duane and Eva Blevins — Dan River Election District; R -14 -016
R -1, Residential Suburban Subdivision District to M -1, Industrial District, Light Industry (for
metal fabrication and welding operations)
Roll Call Vote
� 11
Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
(Roll Call Vote Yor N)
PRESENTATIONS
Motion by:
Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
Seconded by:
Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
6. Eric Deaton — Danville Regional Medical Center (DRMC) CEO — Updates from DRMC
Page 19
UNFINISHED BUSINESS
Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
7. Jail Shower Renovations Appropriation — At their adjourned meeting on March 18, 2014, a
Motion was made by Mr. Harville, seconded by Mr. Barber, that required a 10 -Day Layover
which has now been met and a Roll Call Vote is Required — Pages 21 -24
Roll Call Vote
Y N A
Barber
Snead
Blackstock
Bowman
Hagerman
Harville
Barksdale
(Roll Call Vote Y or N)
Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
8. Expenditure Refunds — At their regular meeting on April 7, 2014, a Motion was made by
Mr. Harville, seconded by Mr. Barber that required a 10 -Day Layover which has now been
met and a Roll Call Vote is Required — Pages 25 -28
Roll Call Vote
Y N A
Barber
Snead
Blackstock
Bowman
Hagerman
Harville
Barksdale
(Roll Call Vote Y or N)
NEW BUSINESS
Motion by:
Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
Seconded by:
Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
9. FY2014 -2015 Pittsylvania County School Budget — Requires a Motion and a Roll Call
Vote Pages 30 -32
Roll Call Vote
Y N A
Barber
Snead
Blackstock
Bowman
Hagerman
Harville
Barksdale
(Roll Call Vote Y or N)
Motion by:
Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
Seconded by:
Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
10. FY2014 -2015 Pittsylvania County
Budget and
Adoption of
FY2014 -2015 Budget
Resolution 2014 -04 -03 — Requires a
Motion and a
Roll Call Vote
Pages 33 -49
Roll Call Vote
Y N A
Barber
Snead
Blackstock
Bowman
Hagerman
Harville
Barksdale
(Roll Call Vote Y or N)
Motion by:
Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
Seconded by:
Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
11. Virginia Retirement System (VRS) Rate Election Resolution — Pages 50 -51
Motion by: Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
Seconded by: Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
12.
Procurement Policy — Pages 52 -93
Motion by: Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
Seconded by: Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
13.
Byrne Justice Assistance Grant (JAG) Appropriation
— Pages 94 -98
Motion by: Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
Seconded by: Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
14.
Bid Award — Brosville
Industrial
Park —
Lots 7 & 9 Graded Pads
—Pages 99 -101
Motion by: Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
Seconded by: Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
15.
Sale of Voting Machine Equipment to the City of Danville — Pages 102 -106
Motion by: Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
Seconded by: Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
16.
Youth Commission —Pages 107 -110
APPOINTMENTS
BOARD ANNOUNCEMENTS
REPORTS FROM LEGAL COUNSEL
REPORTS FROM INTERIM COUNTY ADMINISTRATOR
CLOSED SESSION
Motion by:
Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
Seconded by:
Harville
Barber
Snead
Blackstock
Bowman
Hagerman
Barksdale
Time Adjourned:
TO BE ADDED
rz
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
Virginia Association of Counties (VACo) 04 -22 -2014 4(b)
Achievement Awards Application — Barn Preservation
Program ACTION: INFORMATION:
Yes
SUBJECT/PROPOSAL/REQUEST:
Approval for Application Process CONSENT AGENDA:
STAFF CONTACT(S): ACTION: INFORMATION:
ATTACHMENTS:
Mr. Hawker; Ms. Bowman No
BACKGROUND:
The VACo Achievement Awards is a competitive program open to local government members of the association.
Held annually, it recognizes local government programs in awards criteria that include innovation, cooperation and
model practices. VACo encourages all counties, big and small, to enter the Achievement Awards Program. The
winning entries will be recognized on VACo's Web site and in a news release sent to statewide media outlets.
VACo representatives also would like to visit BOS meetings to present the winners their certificates.
DISCUSSION:
The Honorable Brenda Bowman has been in contact with Ms. Sonja Ingram, with Virginia Preservation, on the
possible submission of the Barn Preservation Program as an entry for the VACo Achievement Awards competition
in the "Environmental" category. Ms. Ingram is expected to be present to answer any questions the Board may
have on the Barn Preservation Program.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review, consideration and approval.
NO
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Appointment — Regional Industrial Facilities 04 -22 -2014
Authority (RIFA)
SUBJECT/PROPOSAL/REOUEST•
Appointment to Vacancy
STAFF CONTACT(S):
Mr. Hawker
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
ITEM NUMBER:
4(c)
INFORMATION:
INFORMATION:
BACKGROUND:
At the Board of Supervisors Re- Organizational Meeting on January 6, 2014, a Motion was made by Mr.
Blackstock, seconded by Mr. Harville, to appoint Ms. Bowman to serve a four (4) year term on the Regional
Industrial Facility Authority as an alternate, which was unanimously approved by the Board.
DISCUSSION:
The Honorable Brenda Bowman has submitted a Letter of Resignation from RIFA. (See Attached). This leaves the
Alternate seat vacant with a remaining term from present through January 5, 2018.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review and consideration.
inn
PITTSYLVANIA COUNTY
VIRGINIA
Brenda Bowman, Supervisor y
Chatham- Blairs District o4 t: Phone (434) 724 -4343
300 Bowman Drive a ,irr C Email: nda.bowrrian@ i�ttggv org
Dry Fork, Virginia 24549 O y Website: MM-m-bie-ndabowman.com
w Y
1767
April 16, 2014
The Honorable Jessie Barksdale, Chairman
Pittsylvania County Board of Supervisors
P. O. Box 426
Chatham, VA 24531
Re: Danville - Pittsylvania Regional Industrial Facility Authority
Dear Chairman Barksdale:
As you know, my husband recently was selected to be the economic development director in a
nearby county in North Carolina. I am, therefore, resigning as an Alternate on the RIFA Board
effective immediately. As a person of integrity and one who would never betray trust placed in
me as a member of the RIFA Board, I am certainly aware that some people may perceive this to
be an issue.
I do not want to place our elected officials and other leadership in a position to feel
uncomfortable about discussing certain matters around me. I value the friendships that have
been built through the relationship between the county and the city. I feel it is in the best interest
for all that I ask you to remove me from the RIFA Board and appoint another board member as
the alternate representative for the rest of my term.
Although I have only attended a few meetings, I thoroughly enjoyed representing the county and
thank you for your trust in my ability to serve in this capacity.
Sincer ly
Brenda H. Bowman, Supervisor
cc: Mr. Otis Hawker, Interim County Administrator
P12
HEARING OF
CITIZENS
IJRJ
CONSENT
AGENDA
P14
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Resolution 2014- 04 -05: 2014 Dan River High School 04 -22 -2014
Boys Varsity Basketball Team
SUBJECT /PROPOSAL/REOUEST ACTION•
Resolution — 2014 VHSL Group 2A Boys Basketball CONSENT AGENDA:
State Champions ACTION•
Yes
STAFF CONTACT(S): ATTACHMENTS:
Yes
Mr. Hawker
ITEM NUMBER:
5(a)
INFORMATION:
INFORMATION:
BACKGROUND:
The Dan River Wildcats Varsity Boys Basketball Team had a successful 2014 season that earned them the 2014 2A
West Region title and the 2014 VHSL Group 2A Boys Basketball State Championship,
DISCUSSION:
Attached hereto, is Resolution 2014 -04 -05 from the Board of Supervisors to the Dan River High School Wildcats
Boys Varsity Basketball Team for 2014. Coach Kenny Murphy and members of the 2014 Dan River High School
Wildcats Boys Varsity Basketball Team will be present to accept this resolution from the Board of Supervisors.
RECOMMENDATION:
Staff recommends the Board of Supervisors approve and present this Resolution to the Coach and Team Members
of the 2014 Dan River High School Wildcats Boys Varsity Basketball Team.
P15
Vittotbauia Couutp Aoarb of 6uprrbigor!6
RESOLUTION
2014 -04 -05
VIRGINIA: At the adjourned meeting of the Pittsylvania County Board of Supervisors held on Tuesday, April 22,
2014, the following resolution was presented and adopted congratulating the Dan River Wildcats Boys Varsity
Basketball Team on their successful 2014 Season, and their capture of the VHSL Group 2A Boys Basketball State
Championship.
WHEREAS, the 2014 Dan River Wildcats Boys Varsity Basketball Team had an undefeated winning season; and
WHEREAS, the Dan River Wildcats Boys Varsity Basketball Team went on to capture the 2A West Region title by
defeating Floyd County High School, Virginia High School, and Martinsville High School consecutively in the that
title tournament; and
WHEREAS, the Wildcats of Dan River High School went on to defeat Brunswick High School in the Group 2A
semifinals and continued on to defeat the Bruton Panthers and captured Dan River High School's first VHSL Group
2A Boys Basketball State Championship; and
WHEREAS, the Dan River High School Wildcats ended their 2013/14 season as the only undefeated team in public or
private high school boys' basketball in Virginia with a record of 25 -0; and
WHEREAS, the Dan River Wildcats Boys Varsity Basketball Team exhibited exemplary sportsmanship and talent as
they defeated their opponents in the 2A West Region tournament and in the VHSL Group 2A Boys Basketball State
Championship games; and
WHEREAS, the Dan River Wildcats Boys Varsity Basketball Team has performed admirably throughout their
winning season of 2014, bringing recognition not only to themselves but to their school, their County, and its citizens;
then
BE IT HEREBY RESOLVED, that the Pittsylvania County Board of Supervisors, on the behalf of all the citizens of
Pittsylvania County, express their sincere appreciation, admiration and congratulations to the 2014 Dan River Wildcats
Boys Varsity Basketball Team for their winning season and bringing the VHSL Group 2A Boys Basketball State
Championship to Pittsylvania County; and
BE IT FURTHER RESOLVED that a copy of this Resolution be presented to the Coach and the Members of the
2014 Dan River Wildcats Boys Varsity Basketball Team.
Given under my hand this 22nd day of April, 2014
EEC
Jessie L. Barksdale, Chairman
Pittsylvania County Board of Supervisors
Otis S. Hawker, Interim Clerk
Pittsylvania County Board of Supervisors
PUBLIC HEARING
P17
PRESENTATIONS
mu
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Presentation by Eric Deaton, CEO of Danville 04 -22 -2014
Regional Medical Center (DRMC) — DRMC Updates
SUBJECT/PROPOSAL/REOUEST•
Presentation on Updates concerning DRMC
STAFF CONTACT(S)*
Mr. Hawker
BACKGROUND:
ACTION:
CONSENT AGENDA•
ACTION:
ATTACHMENTS:
No
ITEM NUMBER:
6
INFORMATION:
INFORMATION:
DISCUSSION:
Eric Deaton, CEO of Danville Regional Medical Center, will present a brief presentation on updates concerning
DRMC.
RECOMMENDATION•
Staff submits this to the Board of Supervisors for their consideration.
P19
UNFINISHED
BUSINESS
P20
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Appropriation — Jail Shower Renovations 04 -22 -2014
_SUBJECT/PROPOSAL/REQUEST• I ACTION:
Layover from March 18, 2014 meeting: Appropriation Yes
for Jail Shower Renovations
STAFF CONTACTT s ,
Mr. Hawker; Mrs. Meeks
BACKGROUND:
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
ITEM NUMBER:
7
INFORMATION:
INFORMATION:
DISCUSSION:
At their adjourned meeting on March 18, 2014, a motion was made by Mr. Harville, seconded by Mr. Barber, for
the appropriation of $145,500.00 to line item 310-4-094150418612, Jail Shower Renovations, from the following
lines: $20,000.00 from Jail Telephone Commissions (100 -3- 000000 - 160501); $50,000.00 from Jail Processing
Fund (Fund 315); and $75,500.00 from Jail Inmate Management Fund (Fund 311) for the Jail Shower Renovations
project that was awarded on March 18, 2014 by the Board to Daniel and Company. This motion for the
appropriation required a 10 -Day Layover that has not been met and a Roll Call Vote is required
RECOMMENDATION-
Staff recommends the Board of Supervisors approve the appropriation for $145,500.00 as described in the March
183 2014 Motion.
P21
PITTSYLVANIA COUNTY
Board of Supervisors
AGENDA TITLE:
Bid Award — Jail Shower Renovations
SUBJECT/PROPOSAL/REQUEST:
Bid Award
STAFF CONTACT(S):
Mr. Hawker, Mrs. Meeks
EXECUTIVE SUMMARY
AGENDA DATE:
3/18/14
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTAC l TS: ~
Yes
ITEM NUMBER:
"ia
INFORMATION:
INFORMATION:
BACKGROUND:
An invitation to bid on renovations to seven (7) shower units located at the Pittsylvania
County Jail was advertised by Devr>1. , the engineering and design firm for this project, on
February y 9, 2014. The invitation IQ bid was advertised in the newspaper, and posted on
the County's website and publk notide board. A mandatory pre -bid conference was held on
February 25, 2014. Four=4�, v c(Urs attended that conference.
The existing shower uts have split and cracked and are in need of replacement. The
Department of Cgij"oriS has deemed the Jail non - compliant with DOC standards. The
Department of C2reeti6ns has ordered that the shower units be replaced in order for the Jail
to maintain >ih r DOC certification. The existing units will be replaced with stainless steel
units.
DISCUSSION:
Bids were received and publicly opened on Tuesday, March 11, 2014, at 2:00 p.m. We
received responses from three (3) contractors. A bid tally sheet is attached. Daniel & Co.
is the apparent low bidder with a bid price of $145,500.
P22
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
BACKGROUND:
DISCUSSION:
Attached is a list of expenditure refunds for the month of March 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- 60051), $234.87 to Jail- Extradition (100 -4- 033100 - 5550)5 $35.00 to Animal Control- Donations
(100 4- 035100 - 5883), $10,175.28 to E911- Telephone (100 4- 035500 - 5230), $4,319.52 to Library -Full -Time
Salaries (100-4-073100-1100), $260.00 to Library- Postage (100 -4- 073100 - 5210), $1,331.60 to Library-
Computer Supplies (100-4-073100-6021), $1,311.75 to Ag Development - Travel (100 -4- 082500 - 5500),
$2600.00 to Memorial Gifts Fund -Books (265 -4- 073310- 6012), $12,893.14 to WIA -Other Operating (251 -4-
353853- 6014). MOTION MADE BY MR. HARVILLE AND SECONDED BY MR. BARBER AND HAS
NOW MET THE 10 -DAY LAYOVER REQUIREMENT. REQUIRES A ROLL CALL VOTE.
P25
AGENDA DATE:
ITEM NUMBER:
AGENDA TITLE:
4 -22 -14
g
Expenditure Refunds- Motion made by Mr. Harville
ACTION:
INFORMATION:
and seconded by Mr. Barber and has now met the 10-
Yes
day layover requirement. Requires a roll call vote.
CONSENT AGENDA:
ACTION:
INFORMATION:
SUBJECT/PROPOSAL/REOUEST:
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 March 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- 60051), $234.87 to Jail- Extradition (100 -4- 033100 - 5550)5 $35.00 to Animal Control- Donations
(100 4- 035100 - 5883), $10,175.28 to E911- Telephone (100 4- 035500 - 5230), $4,319.52 to Library -Full -Time
Salaries (100-4-073100-1100), $260.00 to Library- Postage (100 -4- 073100 - 5210), $1,331.60 to Library-
Computer Supplies (100-4-073100-6021), $1,311.75 to Ag Development - Travel (100 -4- 082500 - 5500),
$2600.00 to Memorial Gifts Fund -Books (265 -4- 073310- 6012), $12,893.14 to WIA -Other Operating (251 -4-
353853- 6014). MOTION MADE BY MR. HARVILLE AND SECONDED BY MR. BARBER AND HAS
NOW MET THE 10 -DAY LAYOVER REQUIREMENT. REQUIRES A ROLL CALL VOTE.
P25
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
AGENDA TITLE: 4 -07 -14
Expenditure Refunds- Requires a motion and a 10 -day ACTION:
layover Yes
SUBJECT/PROPOSAL/REOUEST-
Budget Amendment for expenditure refunds
STAFF CONTACT(S):
Hawker, VanDerHvde
BACKGROUND,
DISCUSSION:
Attached is a list of exl
the Board, the simple I
leaves room for errors.
budget so the budget wt
ITEM NUMBER:
14
ION:
for -Ahe month of March 2014 for review. As discussed earlier with
very refund back in the budget is extremely time consuming and
ice with the Treasurer, we need to reappropriate refunds into the
every expenditure refund.
Staff re c he ae ppropriation of funds as follows: $199.67 to Clerk of Courts- Copier Lease (100.4-
021600 Z .. $ 7 to Jail- Extradition (100 -4- 033100 - 5550)9 $35.00 to Animal Control- Donations
(100 -4 -03 N3100-1 3), $10,175.28 to E911- Telephone (100-4- 035500 - 5230), $4,319.52 to Library-Full -Time
Salaries (107 100 ), $260.00 to Library- Postage (100 -4- 073100 - 5210), $1,331.60 to Library-
0
Supplies (100-4-073100-6021), $1,311.75 to Ag Development- Travel (100 -4- 082500 - 5500),
$2600.00 to Memorial Gifts Fund -Books (265 -4- 073310- 6012)5 $12,893.14 to WIA -Other Operating (251 -4-
353853- 6014). THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER.
M
P26
PITTSYLVANL44L COUNTY
VIRGINIA
Finance Department
P.O. Box 426
Chatham, Virginia 24531
MEMO TO: Otis S. Hawker, I
FROM: Kim Van Der Hyde
Finance Director
Phone (4341432-7740
Fax 1434) 432 -7746
Gretna/Hurt (43416s6-6211
Bachelors Hall/Whitmell 14341 797 -9550
linistrator "`°'�"
SUBJECT: March Expenditure Refunds
DATE: April 29 2014
The list below shows ail expenditure refunds that were bot to th6 Finance Department
during the month of March. I am recommendin&AWt at£q #kie following expenditure
refunds be reappropriated by the Board of S isoIM '
X:
100 -4- 021600 -60051 Clerk : Cow% Copier Lease 199.67
Reimb 'ent
1004- 0331OO 550 *jetr"tion 234.87
100 -4 0351 `> Animal Control - Donations 35.00
v Donations
1 0230 E911- Telephone 10175.28
{t
_ . Reimbursement
�4 -73100 -1100 Library- Full -Time Salaries 4,319.52
E -rate Reimbursement Check
g 100 -4- 073100 -5210 Library- Postage 260.00
Donation
100 -4- 073100 4021 Library- Computer Supplies 1,331.60
Refund Check
100 -4- 082500 -5500 Ag Development - Travel 1,311.75
Airline Reimbursement
P67
P27
2654- 093310 -6012 Memorial Gifts Fund -Books 22600.00
Donation
251-4- 353853 -6014 WIA -Rent 12,893.14
Reimbursement
(251 -3- 000000- 150201)
TOTAL EXPENDITURE REFUNDS — MAR S 33,360 .
1� q
z= S
ray
x
3:.
'1
"s
P68
wl
NEW BUSINESS
P29
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
BACKGROUND:
It is a statutory requirement that the Pittsylvania County Board of Supervisors hold a separate public hearing
for citizen input on the school's budget. A public hearing was held on Thursday, April 10, 2014 to hear
citizen input on the proposed FY2015 Pittsylvania County School Budget with a total budget of $92,143,378.
This public hearing was held at least 7 days after the notice of public hearing was advertised in the Chatham
Star Tribune, which meets the requirement of the State Code. A copy of the affidavit and advertisement is
attached.
DISCUSSION:
Attached is a copy of the summary school budget, which outlines the categories associated with the total
school budget of $92,143,378. The Pittsylvania County Board of Supervisors has met all the statutory
requirements regarding the FY2015 budget for Pittsylvania County Schools.
RECOMMENDATION:
Staff recommends the Board of Supervisors approve and appropriate the total FY2015 budget of $92,143,378
for Pittsylvania County Schools.
P30
AGENDA DATE:
ITEM NUMBER:
AGENDA TITLE:
4 -22 -14
9
FY 2014 -2015 Pittsylvania County School Budget
ACTION:
INFORMATION:
Yes
SUBJECT/PROPOSAL/REQUEST:
CONSENT AGENDA:
Approval of FY 2014 -2015 Pittsylvania County
ACTION:
INFORMATION:
School Budget
ATTACHMENTS:
Yes
STAFF CONTACT(S):
REVIEWED BY:
%f
Hawker, VanDerH de
(y
BACKGROUND:
It is a statutory requirement that the Pittsylvania County Board of Supervisors hold a separate public hearing
for citizen input on the school's budget. A public hearing was held on Thursday, April 10, 2014 to hear
citizen input on the proposed FY2015 Pittsylvania County School Budget with a total budget of $92,143,378.
This public hearing was held at least 7 days after the notice of public hearing was advertised in the Chatham
Star Tribune, which meets the requirement of the State Code. A copy of the affidavit and advertisement is
attached.
DISCUSSION:
Attached is a copy of the summary school budget, which outlines the categories associated with the total
school budget of $92,143,378. The Pittsylvania County Board of Supervisors has met all the statutory
requirements regarding the FY2015 budget for Pittsylvania County Schools.
RECOMMENDATION:
Staff recommends the Board of Supervisors approve and appropriate the total FY2015 budget of $92,143,378
for Pittsylvania County Schools.
P30
NOTICE OF PUBLIC HEARING
The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in
the Pittsylvania County School Educational and Cultural Auditorium located at 39 Bank
Street in Chatham, Virginia, Thursday, April 10, 2014 at 7:00 p.m. to hear citizen input
on the proposed School Budget for fiscal year 2015. The School Budget is part of the
overall County Budget, which proposes a 5¢ tax increase making an effective tax rate of
59¢ per $100 of assessed value. Separate public hearings will be held on the proposed
County Budget and the proposed real property tax increase. A summary copy of the
proposed School Budget is available for public examination at the County
Administrator's Office, 1 Center Street, Virginia, Monday through Friday, 8:00 a.m. to
5:00 p.m. This summary budget will also be available at all four (4) County libraries and
on the County's website at www.pittgov.org. Below is a brief synopsis of the School
Budget, which shall be for informative and fiscal planning purposes only.
REVENUES
From Sales Tax
From State Funds
From Federal Funds
From Local Funds
Cafeteria Receipts
From Other Funds
Total
EXPENDITURES
Instruction
Admn. /Attend & Health Svcs
Pupil Transportation
Operation & Maintenance
Non - Instructional Operations
Facilities
Technology
Cafeteria
Total
SCHOOL BOARD
Adopted Proposed
Budget Budget
2013 -2014 2014 -2015
%411,495
46,915,949
8,620,468
15,630,178
5,071,523
4,123,445
9,278,215
48,288,156
8,829,847
16,482,595
5,141,120
4,123.445
$ 8997739058 $9291439378
62,218,661
63,985,897
39136,135
33259,461
69123,704
6,1573019
7,575,800
736965077
3,075,922
332053979
25571,313 2,697,825
5,071,523 5,141,120
899773,058 $92,1439378
P31
�a)lb lle *gigter & Pee
Advertising Affidavit
700 Monument Street
Danville, Virginia 24541
1434) 7932311
PITTSYLVANIA COUNTY
P.O. BOX 426
ArTN. FINANCE DEPT,
CHATHAM, VA 24531
Aceaunl Number
3459994
Oab
March 30, 2014
Dale Category Description Ad! Size Total COST
eV30/2014 ANY. Main DRS SCHOOL AD
3 x B 00 IN 507,611
emy anrm +m.+o...
'UBLIC HEARING
tsylvania County, Virginia, will hold
nia County School Educational and
39 Bank Street in Chatham, Virginia,
p.m. to hear citizen input on the
al year 2015. The School Budget is
et, which proposes a 54 tax increase
94 per $ 100 of assessed value.
held on the proposed County Budget
ax increase. A summary copy of the
Ible for public examination at the
Center Street, Chatham, Virginia,
T. to 5:00 P.M. "I'his summary
1 four (4) County libraries and on
gov.org. Below is a brief synopsis of
: for informative and fiscal planning
Adopted
Budget
2013.2014
9,411,495
46,915,949
8,620,468
15,630,178
5,071,523
4 1 t 44
$89,773,058
Proposed
Budget
91"W
9,278,215
48,288,156
8,829,847
16,482,595
5,141,120
1 4
$92,143,378
62,218,661
6305,897
3,136,135
3,2590461
6,123,704
6,157,019
7.575:880.
7,696,977
Publisher of the
Register & Bee
This is to certify that the attached SCHOOL AD was published by
the Register 8 Bee in the City of Danville, State of Virginia, on
the following dates:
03130/2014
The First insertion being given ... 03/30/2014
Newspaper reference: 0003242738
Sworn to and subscribed before me this
Notary Pu f tupervisor
SARAH D. GENTRY
Notery Publs
�' Cartimcnweanh of Vrginia
State of Virginia YV 0 HeO #320673x'
MV Cumudmi., Lava #y,u .,L
My Commission expire` --
A BILL. PLEASE PAY FROM INVOICE. THANK YOU
P32
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
FY 2014 -2015 Pittsylvania County Budget
SUBJECT/PROPOSAL/REOUEST•
Approval of FY 2014 -2015 County Budget
STAFF CONTACT(S):
AGENDA DATE:
4 -22 -14
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
ITEM NUMBER:
10
INFORMATION:
INFORMATION:
BACKGROUND:
It is a statutory requirement that the Pittsylvania County Board of Supervisors hold a public hearing for
citizen input on the county's budget. A public hearing was held on Thursday, April 10, 2014 to hear citizen
input on the proposed FY2015 Pittsylvania County Budget with a total budget of $175,804,277. This public
hearing was held at least 7 days after the notice of public hearing was advertised in the Chatham Star
Tribune, which meets the requirement of the State Code. A copy of the affidavit and advertisements is
attached.
DISCUSSION:
Attached is the budget resolution along with exhibits A & B that discuss the FY2015 budget and outlines the
categories associated with the total budget of $175,804,277. The Pittsylvania County Board of Supervisors
has met all the statutory requirements regarding the FY2015 budget for Pittsylvania County.
RECOMMENDATION•
Staff recommends the Board of Supervisors approve and appropriate the total FY2015 budget of
$175,804,277 for Pittsylvania County and approve Resolution 2014- 04 -03. Roll Call Vote Required
P33
NOTICE OF PUBLIC HEARING
The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in
the Pittsylvania County School Educational and Cultural Auditorium located at 39 Bank
Street in Chatham, Virginia, Thursday, April 10, 2014 at 7:00 p.m. to hear citizen input
on the proposed 2014 -2015 County Budget. This Budget will not be considered for
adoption until seven (7) days after the public hearing. This notice is published pursuant
to §§ 15.2 -25035 15.2 -2506, and 22.1 -93 of the Code of Virginia, 1950, as amended.
Below is a brief synopsis of the Budget, which shall be for informative and fiscal
planning purposes only. This Budget proposes a tax increase of 5¢ making the effective
real estate tax rate of 59¢ per $100 of assessed value. Separate public hearings will be
held to hear citizen input on the proposed School Budget and the proposed real property
tax increase. A full text is available for public viewing at the County Administrator's
Office at 1 Center Street, Chatham, Virginia, Monday - Friday, 8:00 a.m. - 5:00 p.m.
Copies will also be available in each of the four (4) County libraries, and an electronic
version will be available on the County's website at www.pitt ov.org.
GOVERNMENT
2013 -2014 2014 -2015
EXPENDITURES ADOPTED PROPOSE]
General Gov't Expense
3,629,115
31050,671
Judicial Admin. Expense
1,5611206
1,760,391
Public Safety
14,443,819
14,9903817
Health Dept. /Social Services
115178,346
11,338,541
Public Works
39217,483
3,243,931
Education Expense
895781,839
92,152,159
Parks, Rec. & Cultural
1,450,585
1,548,520
Grants
4,325,389
43252,133
Community Dev. Expense
10,142,697
11,268,850
Capital Projects
9,216,010
5615707
Debt Service
13,062,241
12,839,165
Transfers
18,833,825
18,6379867
Misc/Non- Departmental
44,791
1593525
TOTAL $
1809887,346
$ 175,8049277
2013 -2014
2014 -2015
REVENUES
ADOPTED
PROPOSED
Local Funds
499283,301
52,159,696
State Funds
81,8915402
86,927,969
Federal Funds
17,281,534
14,2101092
CIP Carryover
103719,549
1,992 018
Carryover
1,231,832
514,065
Bond/Loan Proceeds
348,300
-
School Bonds
573,111
Fund Balance
7245492
1,3625570
Transfers
18,833,825
18,637,867
TOTAL $
18098879346
$ 175,804,277
P34
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Am iFigglasgurA Am (;mmomi
.
sahemlm, WDom w Er9 r aqap; terms
9mu. aware AMosigns
mw Is gloa .
NOTICE OF PUBLIC HEARING
The Baud of supervisors of Pautilvunfe County. Virginia. will bold a public haunt in
the Patsylvanu County School Fduamiaal end Culwnl AW iwrium k Wm 91 39 Bank
Street in Chatham, Virginia. Thursday, April 10, W14 a 7AW P.M. w bear citiun ingot
on slaw proposed 2014 -2013 County BWgec This BWga will Imt hr crosidend for
adoptkm and ova (7) days after dw' public haring. This stake is publuhed Wrstant
to 91 15.2 -2503, 13.23506, red 23.1 -93 of the Code of Virginia. 1950, as amaded.
Below is a brbf synopsis of the Budge, whiab $hall be for nominative W lineal
planning p rpoaea ally. This Budget proposes a lea ircmme of 55 taking the allkmve
sal ewa fax ear of Sw per 0100 of aeaad value. S"ra Nblk beeinp will C
had to MN citlam origin an dre proposed Sehuol BWgat 1,W me promised gal popery
ax increase. A Poll WAt is Available for public viewing at the County Mountaineer
ORa et 1 (tnle Meal, Cha M. Vrginin, MDI . Friday. &W gm. - 5:00 is M
Copies will also h available in risen of tad fauns) County 111YWes, and an eleclronk
vests will he aaibbk on the County's "Wits at www a avnv otv
So. mNw,. u,wam,rttpY.. ad. hsY,e 2, Via .lap n,5
ShonTakes
32,1591696
28112014
fi
(uannW from rose IA
erd 1YY11 YF
up¢„aln lYryOrluu egnJ VwYmeL VI W.Lrywe Le. strung Jw],JVnadr,fa.
rl'IM 1111,01 W m bat, aWW IlwweW lbe @(awLel4MJVa,e- lea,rxxu.
nAWILLE - M 13n.4nW Pnun area LWd mwx
Puu4lemulv,.Mwwftm awl lern.,vl Oxb Mf j,ei y1,♦ 1WyeYMgNaewxgpolnu-
uMllwbn lam LMw4 mwnY rAalaL
or N, of "A wt., L, hr Wk. -Thaw 30 Ivan', alu. q,uewsn"mail
bw ll saws coat W do ingwxe atlw mn
She A" lux a 12,wh Ny. war. Imid b,, A j,.mu uN''Id, low ran y dW wo, hbupa.
PS>LMx[ra 1,,yWnYfvua.
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vpietur "lilt lmw'mwwJ 41"', I xxwl "go ,nb PelxlM uutle Jp,en
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uvlr.wh, wewwW amvx,v Wall wl,iJY.Y iRmaum®pu,nm,y
TrW anwaYa,nY
Massa W mission, Mums Iib,,,an Jr,neane,bav YJ. is
YaumMna:l wJw n.lwa
3243,931
ry 'WTm'aavmwnpew
PYa. roam deabaaz m aMn pw Me M fr
NOTICE OF PUBLIC HEARING
fw mwe xawmab, ara m dry MMa m -item.
Parus, Rim a Culmnl
mnmw0inx1k 101'°' "•cY^° "'l°''•tial
the BwNW Supervinaxs W'RltsYlrarlia lLwry. Virginia, will 1uMapuMic having in
Conn
the Albylvada C9 Ly Sehod EdWaliaoal rand! CNlurd Audim15um treated at 39 Bank
CIO 39RRd1 Requ uYSY
Scat in Caressing. Virginia. Thulsday.April 10.2014it 7410 p.m mbar citizen input am
pamJllE- x snow mw9mwegmom,mrI,6
cµ nwemwmx Nrtam.nwnn
0n School Bud tiw fiscal
poP ^ed ge Ymrgagem Theons an
map"aar
I'M mPm. •to.nxb swew.ewnxa,wwe Opel
P
efNgae hax rate4orfar
county Budget, whkh pnlpaesa Se vA imrcase making an effective ax nteW S9f pre
rlwa.nm.oww,.. nY S,m.u,. n.puw.M
Slid Uf 1,.Y wal value. SegPlale public hcuings will be bud on Ne plupnod County
wam,maYmn evwuwM soon IYwaa.
Budge) 1,W the pnrynned red propeDY Us unaware. A summary copy of We popauW
w,x�m8mwwmmaeaeMwn+n wnaw sal
ScluxO RWgel is available he pudic evamiauw al tad County AJmiNstrawrl Office,
amm m, SKAZIfton o,Yrma arwsmisr r- was
esu was am
I CcnwT Small. Claims, Vi Maaa4 through 8:W a m. b 5,M p.m. This
Biala. Y 8 Y.
aw am, Donn.
ca.wlt's
wbsuca budget adaMealall its as,labicwty's
wmmslow "W.aea cYV Mike
am m:Y.Jwn 9e.rw laaaJmw, wm.oh
sowpililldvz6e
illf4)CLNnth Sc Budget,
a8vvsu8_ Bduwgpurposs; m the Buda JBWgeLwduh andl
wlnu.. *wna.Mmr.M.mmaa 11tlw
heluLCalwative
be fa iNatatireuW 6uW paroling purposes; ably,
y,
MlRmum Wx
29141015
SCNWL &3ARD
D95�11IR tlr 8/9NM908/Y1
-r1, a u
Abe teal 0 P ^aved W
�a dMYllLE
pe9ww stwx,mwnxw mwmvwatwnrnr
Rutlget Budges
^w�o-e Nb,rc u1, candw
w amycYUwurstaP
zoo -z61a 2014 -3Q1. 5
ass dub onlWaanMa womIm, Ywm
aaaiwwmmaMm�re vw rows wn,wa
REVENUES
f,r'a was Ynww sal ,u,w anwlwrnga aa4y
a
swmmmm.w atzumn wYx.a tomato[.
From Sales Tan 9,111.693 9,218,215
so ton.wm nawMM mMwwJ hwh a9n w,aw
From $bee FUWe 46.915,919 68288x136
7�Iw�vMdm�xnv,�ypponl .,,mlmle
From FWmd Funds 8A20AM 8.929$47
„adawwmx aoJa
From LOat Funds 15.6)0,118 10.482.393
aAYmm nY ele5w,a wmbw,ml4'A.M
Carmagns Riessipils 5471,323 5,141,120
Frrlm Other Funds 4123.44 .112343
R�L�ETM-
aw�,ww3�wYn M
,38181 5 891173.938 892,113,178
Mn ma awn, an Iqw Ndpl, A04210 ts
ngot hQU.;,awy.
EXPENDITURE
yr . 141 alft v"Aam's
Plus, daw:o me wary.
Trw.sans n e.,,.mww, m v, a jxa,.
instruction 62218.61 63,995,891
xunbam Pweaa an uram.ae. rl,mm
aammpvo IA dsvMY, mnonW tlkAe b
AdmaJAing & Health 5va 3,136,133 3,259,461
nm.waw.m,.,anmaamm..n
Pupil 6 ,123,701 6157,019
m 'noreO,n11°"
w "„x,idwaF.
Opmtinn :& Mainte nanu 7.57388 7,696.011
vn mmc gas zo1-mas
Operxwa 6.071.92 1,205.979
Faifine$
9t9111R9191891 ga;*WWd
Tnclin gy 2371,313 2,697.$25
n.rNNL1Ew TMJiMray lwwa W,Yb. T,ua
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Am iFigglasgurA Am (;mmomi
.
sahemlm, WDom w Er9 r aqap; terms
9mu. aware AMosigns
mw Is gloa .
NOTICE OF PUBLIC HEARING
The Baud of supervisors of Pautilvunfe County. Virginia. will bold a public haunt in
the Patsylvanu County School Fduamiaal end Culwnl AW iwrium k Wm 91 39 Bank
Street in Chatham, Virginia. Thursday, April 10, W14 a 7AW P.M. w bear citiun ingot
on slaw proposed 2014 -2013 County BWgec This BWga will Imt hr crosidend for
adoptkm and ova (7) days after dw' public haring. This stake is publuhed Wrstant
to 91 15.2 -2503, 13.23506, red 23.1 -93 of the Code of Virginia. 1950, as amaded.
Below is a brbf synopsis of the Budge, whiab $hall be for nominative W lineal
planning p rpoaea ally. This Budget proposes a lea ircmme of 55 taking the allkmve
sal ewa fax ear of Sw per 0100 of aeaad value. S"ra Nblk beeinp will C
had to MN citlam origin an dre proposed Sehuol BWgat 1,W me promised gal popery
ax increase. A Poll WAt is Available for public viewing at the County Mountaineer
ORa et 1 (tnle Meal, Cha M. Vrginin, MDI . Friday. &W gm. - 5:00 is M
Copies will also h available in risen of tad fauns) County 111YWes, and an eleclronk
vests will he aaibbk on the County's "Wits at www a avnv otv
F.T:II?Cl *i
OWN StWASQM A MY9 light"
WVE.RNMENT
49.283,301
32,1591696
28112014
201$2015
EXPENDITURES
ADOM
PNOPO$ED
Gmead Will Expense
3.629,115
3,010,671
Judicial Admire. Examine
1,561,2W
11160 ,391
Publk$aMy
14,43,819
14.90,817
t1a11b Depe,SCeiul SDVkxs
11,111,34
11.33&]11
Pudkwaka
3,217,413
3243,931
Edceian Expense
89,781,839
92,152159
Parus, Rim a Culmnl
1,450,385
1,549,520
Conn
4,323.389
4252,133
CommumirY Der. Fxpeme
10,142.691
11268,850
hpiul Profais
9,216,010
561,707
Deal Service
13,062.241
12,839,165
Tlanafbn
18.133.92S
18,637.867
NiaMm- Depemnmal
-_lL21
_I a.513
MAL 5
ISUV,34
5175^4.. 1
20112014
29141015
F.T:II?Cl *i
OWN StWASQM A MY9 light"
Led FUmis
49.283,301
32,1591696
iNWWmoom:almg6inmwmMa9pde
Stan Funds
81,891,.912
M.927,069
a " =14 saa yawoeP wa IM) to
Fadebl Funds
11281,534
14210,092
swwmx Tar +o. w 6. vdmm a J r a a uw uwYna
t
CiPlomer r
10,119,349
1.992018
rtaa,
erewaw.ebem aware l+.m waepm. w1,
Cslrymve
1231,532
511.063
arum ham aa.ewas ermmer✓a susn6n,Y
Dond+L9m PrxCWS
315.300
Fv m. Hwn ley ,wwYa as mwc Itdn a 9 W w
,+Y ran am magm a,
Boa
Fund m
513.111
*ova w4PAm 1,W Dom. rmy wrnlmlmdws
Fund BrletEe
tt4A92
1.362,330
:inlwm",s «r
rnmfan
MUL113
114VAI
I::lo~w°aaa
a,
TOTAL
5 INA87JO
5175.NI,2Tf
P35
�attbi[Ce egi�ter & Pee
Advertising Affidavit
700 Monument Street
Danville, Virginia 24541
14 341 793-2311
PITTSYLVANIA COUNTY
PO BOX 426
ATTN'. FINANCE DEPT
CHATHAM, VA 24531
Account Number
3459994
Date
March 30, 2014
Date
Category
ADOPTED
Descriplion
A4 Size
Taal Coal
0 313 01201 4
ANY -Main
DRB
COUNTY AD
3v 110011]
69795
1
J
s of Pittsylvania County, Virginia,
in the Pittsylvania County School
utditorium located at 39 Bank Street
rsday, April 10, 2014 at 7:00 p.m. to
3roposed 2014 -2015 County Budget.
nsidered for adoption until seven (7)
g. This notice is published pursuant
and 22.1 -93 of the Code of Virginia,
a brief synopsis of the Budget, which
i fiscal planning purposes only. This
rease of 54 making the effective real
00 of assessed value. Separate public
r citizen input on the proposed School
al property tax increase. A full texf is
at the County Administrator's Office
1. Virginia, Monday - Friday, 8:00 a.m.
o be available in each of the four (4)
ctronic version will be available on the
sb9y,oJ$
1.a4 T:' u
2013- 2014
2014 -2015
ADOPTED
PROPOSED
31629,115
31050,671
1,561,206
1,760,391
14,443,819
142990,817
11,t 78,346
11,338,541
31217,483
35243,931
89,781,839
921152,159
114501585
1,548,520
4,325,389
4,2525133
Publisher of the
Register & Bee
This is to certify that the attached COUNTY AD was published by
the Register & Bee in the City of Danville, State of Virginia, on
the following dates:
031300014
The First insertion being given ... 03/30/2014
Newspaper reference: 0003242730
Sworn to and subscribed before me this
Notary Public Supervisor
AAinrrr1iY
r
1'
c�
H 8' ( 3
State of Virginia mw+��,.i 2 h 3I
My Commission expires _ = .M n M r
T A BILL. PLEASE PAY FROM INVOICE.
P36
PITTSYLVANIA COUNTY
Presented: April 22, 2014
Adopted: April 22, 2014
RESOLUTION 2014 -04 -03
VIRGINIA: At an adjourned meeting of the Pittsylvania County Board of
Supervisors on Monday, April 22, 2014 in the General District Courtroom in the Edwin
R. Shields Courthouse Addition in Chatham, Virginia, the following resolution on the
annual budget for Fiscal Year 2015 was presented and adopted.
WHEREAS, the laws of the Commonwealth of Virginia require the governing
body to prepare and approve a budget for fiscal and planning purposes, not withstanding
additional requirements for the schools, including revenues and expenditures for the
ensuing year by May 1, 2014; and
WHEREAS, the laws of the Commonwealth of Virginia control the distribution
of funds by appropriations giving the Board of Supervisors authority to set such
appropriations at such periodic basis as outlined in Section 15.2 -2506 of the Code of
Virginia, being further identified in this Resolution with Exhibit A and Exhibit B; and
WHEREAS, a public hearing has been properly advertised and held on April 10,
2014, in accordance with state statute as shown by the affidavit of the publisher; then,
BE IT HEREBY RESOLVED, by the Board of Supervisors of the County of
Pittsylvania, that there be hereby adopted and appropriated a budget for Fiscal Year 2015,
the full and complete budget is contained in the document entitled:
"PITTSYLVANIA COUNTY ADOPTED BUDGET"
FISCAL YEAR 2015
JULY 19 2014 - JUNE 30, 2015
TOTALING: $ 175,804,277
BE IT FURTHER RESOLVED, that the estimated budget total of $175,804,277
includes $16,482,595 total local effort for the Pittsylvania County Schools, and
$1,885,747 in reallocated carryovers for Industrial Development Local. Included in this
budget is an approval of supplements for employees of the Sheriff's Department
including the jail. In addition, it includes a continued supplement of $10,000 each for the
Treasurer, Commissioner of Revenue and Clerk of Courts and $5,000 for the
Commonwealth's Attorney for salary supplements.
P37
BE IT STILL FURTHER RESOLVED, that the funds of the School Budget,
the Library Board, and the Welfare Board shall be expended only by order and approval
of those respective boards and that no money shall be paid out for such contemplated
expenditures unless and until there has first been made an appropriation for such
contemplated expenditures by the Board of Supervisors; and,
BE IT STILL FURTHER RESOLVED that the School Budget estimate for FY
2014 -2015 be set at $92,143,378 with the local funds provided by the Board of
Supervisors set at $16,482,595 to be funded by classification as allowed by the Code of
Virginia, 1950 as amended, and the school board to report back in amounts requested to
be funded in each classification if different than shown in the approved budget.
The local funds include the following:
General Fund Local $16,482,595 (Includes $45,000 Solid Waste)
BE IT STILL FURTHER RESOLVED, that the Board of Supervisors shall
receive quarterly revenue and expenditure reports comparing receipts and expenditures to
the approved budget from the Office of the County Administrator; and,
BE IT STILL
FURTHER
RESOLVED,
that the unit tax levy for the year
commencing January 1,
2014 shall be
as follows:
Real Property:
Mobile Homes and Barns:
Machinery and Tools:
Contract Carrier:
Personal Property:
$.59 per $100 of assessed value, 100%
market value
$.59 per $100 of assessed value, 100%
market value
$ 4.50 per $100 of assessed value at 10%
of original cost
$4.50 per $100 of assessed value at fair
market value
$8.75 per $100 of assessed value, 30% of
market value.
In accordance with the requirements set forth in Section 58.1 -3524 (C) (2) and Section
58.1 -3912 (E) of the Code of Virginia, as amended by Chapter 1 of the Acts of Assembly
(2004 Special Session 1) and as set forth in Item 503.E (Personal Property Tax Relief
Program) of Chapter 951 of the 2005 Acts of Assembly any qualifying vehicle sitused
within the county commencing January 1, 2014, shall receive personal property tax relief
in the following manner:
■ Personal use vehicles valued at $1,000 or less will be eligible for 100% tax relief,
W-4,
• Personal use vehicles valued at $1,001 to $20,000 will be eligible for 57% tax
relief;
• Personal use vehicles valued at $20,001 or more shall only receive 57% tax relief
on the first $20,000 of value; and
• All other vehicles which do not meet the definition of "qualifying" (business use
vehicles, farm use vehicles, motor home, etc.) will not be eligible for any of tax
relief under this program.
Generating Equipment:
Capital Merchant Tax:
Consumer Utility Tax:
$.59 per $100 of assessed value, 100% of
market value
$ 2.75 per $100 of assessed value, 30% of
inventory value
20% of the first $15.00 monthly for
residential users and 20% of the first
$100.00 monthly for commercial or
industrial users, except as required
for Gas and Electricity, as defined by
Chapter 6 Section 13 of the
Pittsylvania County Code 1975 as amended
AND BE IT FURTHER RESOLVED that the following fees will also be
collected by Pittsylvania County for tax year beginning January 1, 2013 and for the fiscal
year beginning on July 1, 2013:
Motor Vehicle Fee: $38.75 per vehicle, except as specified by
ordinance
Solid Waste Fee: $5.00 per household per month, except as
specified by ordinance
AND BE IT FURTHER RESOLVED by the Pittsylvania County Board of
Supervisors that, for the fiscal year beginning on July 1, 2014, and ending on June 30,
2015, the following sections are hereby adopted.
Section 1. The cost center shown on the attached table labeled Appropriations
Resolution, Exhibit A, are hereby appropriated from the designated
estimated revenues as shown on the attached table labeled
Appropriations Resolution, Exhibit A. This appropriation does
include the unappropriated surplus. Funds may be appropriated by
the Board of Supervisors as needed during FY 2015 subject to the
Board's by -laws for appropriations.
P39
Section 2. Appropriations, in addition to those contained in this general
Appropriations Resolution, may be made by the Board of
Supervisors only if there is available in the fund unencumbered or
unappropriated sums sufficient to meet such appropriations.
Section 3. All appropriations herein authorized shall be on the basis of cost
centers for all departments and agencies excluding schools. The
regular school fund is specifically appropriated by category as
listed on Exhibit A.
Section 4. The School Board and the Social Services Board are separately
granted authority for implementation of the appropriated funds for
their respective operations. By this resolution the School Board
and the Social Services Board are authorized to approve the
transfer of any unencumbered balance or portion thereof from one
line item of expenditure to another within the same classification in
their respective funds in any amount. Transfers between
classification or funds require approval of the Board of
Supervisors.
Section 5. The County Administrator is expressly authorized to transfer any
unencumbered balance or portion thereof from one line item of
expenditure to another within the same cost center for the efficient
operation of government.
Section 6. All outstanding encumbrances, both operating and capital, at June
30, 2014 shall be reappropriated to the FY 2015 fiscal year to the
same cost center and account for which they are encumbered in the
previous year. A report of which shall be submitted to the Board.
Section 7. At the close of the fiscal year, all unencumbered appropriations
lapse for budget items other than the School Cafeteria Receipts
Fund 209, the State Restricted Seizure Fund - Sheriff 241, the
Federal Restricted Seizure Fund 242, the State Restricted Seizure
Fund — Commonwealth's Attorney 243, the Federal Restricted
Seizure Fund — Commonwealth's Attorney 244, the Animal
Friendly Plates Fund 245, the Grants Fund 250, the Work Force
Investment Act Fund 251, Law Library Fund 260, the Library
Memorial Gift Fund 265, Cash Bonds Fund 305, the County
Capital Improvements Fund 310, the Jail Inmate Management
Fund 311, the Courthouse Maintenance Fund 312, the Courthouse
Security Fund 314, the Jail Processing Fund 315, the Rural Roads
Fund 320, the Industrial Development Local Fund 325, the
Industrial Development Cyclical Fund 330, the School Bond Fund
410, the Landfill Bond Fund 415, the E911 Bond Fund 416, the
P40
Social Services Bond Fund 420, the Debt Service Reserve Fund
425, the Bond Fund- Schools 435, the Landfill Enterprise Fund
520, the Rescue Billing Fund 530, the Special Welfare Fund 733
and the Pittsylvania County Employees Health Plan 734. Thus, all
cancelled cash balances shall revert back to the General Fund.
Section 8. Appropriations designated for capital projects will not lapse at the
end of the fiscal year but shall remain appropriated until the
completion of the project or until the Board of Supervisors, by
appropriate ordinance or resolution, changes or eliminates the
appropriation. Upon completion of a capital project, the County
Administrator is hereby authorized to close out the project and
transfer to the funding source any remaining balances. This section
applies to all existing appropriations for capital projects at June 30,
2014 and appropriations in the FY 2015 Budget. The County
Administrator is hereby authorized to approve construction change
orders to contracts up to an increase of $10,000.00 and approve all
change order for reduction of contracts.
Section 9. The approval of the Board of Supervisors of any grant of funds to
the County shall constitute the appropriation of both the revenue to
be received from the grant and the County's expenditure required
by the terms of the grant, if any. The appropriation of grant funds
will not lapse at the end of the fiscal year but shall remain
appropriated until completion of the project or until the Board of
Supervisors, by appropriate resolution, changes or eliminates the
appropriation. The County Administrator may increase or reduce
any grant appropriation to the level approved by the granting
agency during the fiscal year. The County Administrator may
approve necessary accounting transfers between cost centers and
funds to enable the grant to be accounted for the in correct manner.
Upon completion of a grant project, the County Administrator is
authorized to close out the grant and transfer back to the funding
source any remaining balance. This section applies to
appropriations for grants outstanding at June 30, 2014 and
appropriations in the FY 2015 Budget.
Section 10. The County Administrator may reduce revenue and expenditure
appropriations related to programs funded all or in part by the
Commonwealth of Virginia and/or the Federal Government to the
level approved by the responsible state or federal agency.
Section 11. The County Administrator is authorized to make transfers to the
various funds for which there are transfers budgeted. The County
Administrator shall transfer funds only as needed up to amounts
P41
budgeted or in accordance with any existing bond resolutions that
specify the matter in which transfers are to be made.
Section 12. The Treasurer may advance monies to and from the various funds
of the County to allow maximum cash flow efficiency. The
advances must not violate County bond covenants or other legal
restrictions that would prohibit an advance.
Section 13. All purchases with funds appropriated herein shall be made in
accordance with the County purchasing ordinance and applicable
state statutes.
Section 14. It is the intent of this resolution that funds be expended for the
purposes indicated in the budget; therefore, budgeted funds may
not be transferred from operating expenditures to capital projects
or from capital projects to operating expenses without the prior
approval from the Board of Supervisors. Also, funds may not be
transferred from one capital project to another without the prior
approval of the Board of Supervisors.
Section 15. The County Administrator is authorized, pursuant to state statute,
to issue orders and warrants for payments where funds have been
budgeted, appropriated, and where sufficient funds are available. A
warrant register shall be presented to the Board of Supervisors not
less frequently than monthly.
Section 16. Subject to the qualifications in this resolution contained, all
appropriations are declared to be maximum, conditional and
proportionate appropriations — the purpose being to make the
appropriations payable in full in the amount named herein if
necessary and then only in the event the aggregate revenues
collected and available during the fiscal year for which the
appropriations are made are sufficient to pay all the appropriations
in full. Otherwise, the said appropriations shall be deemed to be
payable in such proportion as the total sum of all realized revenue
of the respective funds is to the total amount of revenue estimated
to be available in the said fiscal year by the Board of Supervisors.
Section 17. All revenue received by any agency under the control of the Board
of Supervisors or by the School Board or by the Social Services
Board not included in its estimate of revenue for the financing of
the fund budget as submitted to the Board of Supervisors may not
be expended by said agency under the control of the Board of
Supervisors or by the School Board or by the Social Services
Board without the consent of the Board of Supervisors being first
P42
obtained. Nor may any of these agencies or boards make
expenditures, which will exceed a specific item of an
appropriation.
Section 18. Allowances out of any of the appropriations made in this resolution
by any or all county departments, bureaus or agencies under the
control of the Board of Supervisors to any of their officers and
employees for expense on account of the use of such officers and
employees of their personal automobiles in the discharge of their
official duties shall be paid at the same rate as that established by
the Internal Revenue Service and shall be subject to change from
time to time to maintain like rates.
Section 19. The County Administrator is directed to establish eight (8) petty.
cash accounts under non - departmental from funds in this budget
for central purchasing, the landfill, building inspections, zoning
and recreationt in accordance with Section 15.2 -1229 of the Code
of Virginia as amended, 1950 with management plans as directed
by the County Auditor.
Section 20. All previous appropriation ordinances or resolutions to the extent
that they are inconsistent with the provisions of this resolution
shall be and the same are hereby repealed.
Section 21. This resolution shall be effective on July 1, 2014.
Given under my hand this day April 22, 2014.
Jesse L. Barksdale, Chairman
Pittsylvania County Board of Supervisors
Otis S. Hawker, Clerk
Pittsylvania County Board of Supervisors
P43
EXHIBIT A
April 22, 2014
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
APPROPRIATIONS RESOLUTION, EXHIBIT A
EXPENDITURES BY COST CENTERS
FOR FY 2015
COST CENTERS
TOTAL
ADOPTED ADOPTED
BUDGET BUDGET
ADMINISTRATION AND MANAGEMENT
OF GOVERNMENT:
Board of Supervisors
1385944
County Administrator
276,085
County Attorney
1873853
Auditors
805500
Commissioner of Revenue
591,996
Treasurer
686,726
Central Accounting
313,275
Fleet Management
1399500
Information Technology
332,129
Central Purchasing
117 222
Grants Administration
762424
Board of Elections
110,017
General Registrar
152,580
Non - Departmental
1597525
Total Administration and
Management of Government
39362,776
PUBLIC WORKS:
Public Works 163,955
Building and Grounds 998,495
Zoning 242,791
Public Works 1,405,241
ADMINISTRATION OF JUSTICE:
Circuit Court
141,748
General District Court
11,706
Magistrates
41500
Court Services
357,096
Juvenile & Domestic Relations Court
205750
VJCCCA - J & D Court Services Grant
41,765
Misc - Records Preservation
51000
Commissioner of Accounts
15850
Clerk of Circuit Court
6435222
P44
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
APPROPRIATIONS RESOLUTION, EXHIBIT A
EXPENDITURES BY COST CENTERS
FOR FY 2015
Commonwealth's Attorney
State Restricted Seizure - Commonwealth Attorney
Federal Restricted Seizure - Commonwealth Attorney
Law Library Fund
Victim/Witness Grant
Total Administration of Justice
LAW ENFORCEMENT:
Sheriff
Corrections
State Seizure - Sheriff
Federal Seizure - Sheriff
Medical Examiner
Justice Assistance Grant (JAG)
DUI Select Enforcement
CVTS Traffic Enforcement Grant
DMV Occupant Grant
RASAP Grant
Crisis Intervention Prevention Team Grant
Checkpoint Strikeforce Mini -Grant
BJA- Bulletproof Vest Partner Grant
DCJS - Chatham SRO
DCJS -Dan River SRO
DCJS- Gretna SRO
DCJS - Tunstall SRO
Jail Inmate Management Fund
Jail Processing Fund
Courthouse Security
Total Law Enforcement
PUBLIC SAFETY:
Volunteer Fire/Rescue Departments
VA Fire Program Grant
Fire Marshal
State Forestry
E911 Wireless Grant
VA Emergency Management
PSAP - Wireless Education Program
VFIRS Computer Grant
Animal Control
P45
COST CENTERS
TOTAL
ADOPTED ADOPTED
BUDGET BUDGET
707,135
20,000
5,000
25,800
71,648
2,057,220
6,259,256
4,188,497
120,091
40,000
2,500
25,000
35,000
5,000
6,500
2,500
173,809
3,000
23,000
47,488
47,488
47,632
47,632
26,100
2,200
125,000
11,227,693
1,785,660
185,000
90,757
33,984
55,185
22,800
2,000
4,000
269,875
EXHIBIT A
April 22, 2014
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
APPROPRIATIONS RESOLUTION, EXHIBIT A
EXPENDITURES BY COST CENTERS
FOR FY 2015
Veterinary Fund
Building Inspections
Rescue Billing
Emergency Management Services
Total Public Safety
ENVIRONMENTAL PRESERVATION
AND PROTECTION:
Solid Waste Collections
Solid Waste Disposal
Litter Control Grant
VPI & SU Extension
Resource Conservation
Total Environmental Preservation
and Protection
HUMAN AND SOCIAL SERVICES:
Public Health
Mental Health
Comprehensive Services Act - Pool
Social Services Administration/Administrative Expense
Public Assistance
Family Preservation
Baby Care Grant
Total Human and Social Services
ECONOMIC DEVELOPMENT:
Industrial Development - Local
Agricultural Economic Development Specialist
Industrial Development Authority
Workforce Investment Board
Community & Industrial Development
Total Economic Development
P46
COST CENTERS
TOTAL
ADOPTED ADOPTED
BUDGET BUDGET
900
315,737
207,500
1,225,748
4,199,146
1,172,003
909,478
25,000
79,314
121,370
2,307,165
507,570
259,412
4,500,427
4,850,252
1,120,000
45,000
55,880
IL338,541
10,349,408
82,401
12,595
3,073,257
330,971
13,848,632
EXHIBIT A
April 22, 2014
EXHIBIT A
April 22, 2014
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
APPROPRIATIONS RESOLUTION, EXHIBIT A
EXPENDITURES BY COST CENTERS
FOR FY 2015
COST CENTERS
TOTAL
ADOPTED ADOPTED
BUDGET BUDGET
PLANNING, HOUSING AND COMMUNITY
DEVELOPMENT:
Planning Commission 171,078
Chatham Train Depot Restoration 118 687
CDBG - Clarkstown 2,300
IRP - Clarkstown 19000
CDBG - Witcher Road Improvement 2,000
Total Planning, Housing and Community
Development 2959065
PUBLIC LIBRARIES:
Libraries
1,016,254
State Library Grant 149,442
Library Memorial Fund 657000
Total Public Library 192309696
CULTURAL & RECREATIONAL
PROGRAMS:
Recreation Department 262,204
J.T. Minnie Maude - Recreation Grant 29,000
Total Cultural & Recreational
Programs 291,204
CAPITAL INVESTMENTS:
Debt & Interest - General Fund
12,4495570
Debt & Interest - Landfill Fund
3899595
Solid Waste - Capital Outlay
200,500
Computer - Capital Outlay
30,000
Building & Grounds - Capital Outlay
40,000
Landfill - Capital Outlay
120,000
Community & Industrial Development Capital Outlay
569271
Rural Road Capital Outlay
503000
Social Services IDA Bonds
114,936
Total Capital Investments
13,450,872
P47
EXHIBIT A
April 22, 2014
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
APPROPRIATIONS RESOLUTION, EXHIBIT A
EXPENDITURES BY COST CENTERS
FOR FY 2015
PUBLIC EDUCATION:
School Fund:
Instruction
Admin. /Attend & Health Services.
Pupil Transportation
Operation & Maintenance
Non - Instructional Operations
Technology
Cafeteria
Danville Community College
Total Public Education
TRANSFERS:
Law Library Transfer
Social Services Department Transfer
School Board Transfer
Courthouse Maintenance Fund to General Fund
Capital Improvements Fund Transfer
Economic Development Transfer
Landfill Fund Transfer
Transfer from Debt Reserve Fund to General Fund
Total Transfers
COST CENTERS
TOTAL
ADOPTED ADOPTED
BUDGET BUDGET
63,985,897
3,259,461
6,157,019
7,696,077
3,205,979
2,697,825
5,141,120
92,143,378
8,781
92,152,159
9,800
893,892
16,482,595
30,000
20,000
377,684
806,576
17,320
18,637,867
GRAND TOTAL ALL EXPENDITURES $ 175,8049277
zu
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
APPROPRIATIONS RESOLUTION, EXHIBIT B
REVENUES BY FUND
FOR FY 2015
REVENUES
Local Funds
State Funds
Federal Funds
CIP Carryover
Carryovers
Fund Balance
Transfers
GRAND TOTAL ALL REVENUES
P49
Total
Adopted
Budget
52,15%696
86,927,969
14,210,092
1,992,018
514,065
1,362,570
18,637,867
$175,804,277
EXHIBIT B
April 22, 2014
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
BACKGROUND:
Item 468(H) of the 2014 Appropriation Act allows for localities to adjust the employer retirement rate for FY
2015 and following. The Board of Supervisors elected the alternate employer rate at their adjourned meeting,
May 15, 2012, which covered the last biennium FY 2013 -2014.
DISCUSSION:
During the budget process for FY 2015, it was determined that Pittsylvania County would benefit
tremendously from the ability to use the alternate employer retirement rate of 9.20% instead of the certified
rate from VRS of 11.50 %. In accordance with the 2014 Appropriation Act Item 468(H), Pittsylvania County
must pass a resolution to elect the alternate rate prior to July 1, 2014. In electing the alternate rate, it must be
noted that by choosing this lower rate, it will reduce contributions to our employer account and the
investment earnings they would have generated, which will mean there will be fewer assets available for
benefits. In addition, choosing the alternate rate will result in a lower funded ratio when the next Actuarial
Valuation is performed and, thus, a higher calculated contribution rate at that time. Lastly, the election of the
alternate rate will require that we include the Net Pension Obligation (NPO) under the Governmental
Accounting Standards Board (GASB) Standards in our financial statements.
RECOMMENDATION:
Staff recommends that the Board approve the attached resolution (Resolution 2014- 04 -04) to elect the
alternate employer rate of 9.20% effective July 1, 2014 with the Virginia Retirement System.
P50
AGENDA DATE:
ITEM NUMBER:
AGENDA TITLE:
4 -22 -14
11
Virginia Retirement System (VRS) — Employer
ACTION:
INFORMATION:
Retirement Rate Election Resolution
Yes
SUBJECT/PROPOSAL/REOUEST:
CONSENT AGENDA:
ACTION:
INFORMATION:
Approval of a resolution to set the employer
retirement rate effective July 1, 2014 for the Virginia
Retirement System
ATTACHMENTS:
Yes
REVIEWED BY:
STAFF CONTACT(S):
Sleeper, VanDerH de
BACKGROUND:
Item 468(H) of the 2014 Appropriation Act allows for localities to adjust the employer retirement rate for FY
2015 and following. The Board of Supervisors elected the alternate employer rate at their adjourned meeting,
May 15, 2012, which covered the last biennium FY 2013 -2014.
DISCUSSION:
During the budget process for FY 2015, it was determined that Pittsylvania County would benefit
tremendously from the ability to use the alternate employer retirement rate of 9.20% instead of the certified
rate from VRS of 11.50 %. In accordance with the 2014 Appropriation Act Item 468(H), Pittsylvania County
must pass a resolution to elect the alternate rate prior to July 1, 2014. In electing the alternate rate, it must be
noted that by choosing this lower rate, it will reduce contributions to our employer account and the
investment earnings they would have generated, which will mean there will be fewer assets available for
benefits. In addition, choosing the alternate rate will result in a lower funded ratio when the next Actuarial
Valuation is performed and, thus, a higher calculated contribution rate at that time. Lastly, the election of the
alternate rate will require that we include the Net Pension Obligation (NPO) under the Governmental
Accounting Standards Board (GASB) Standards in our financial statements.
RECOMMENDATION:
Staff recommends that the Board approve the attached resolution (Resolution 2014- 04 -04) to elect the
alternate employer rate of 9.20% effective July 1, 2014 with the Virginia Retirement System.
P50
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION TO SET EMPLOYER CONTRIBUTION RATES FOR COUNTIES, CITIES, TOWNS,
SCHOOL DIVISIONS AND OTHER POLITICAL SUBDIVISIONS
(In accordance with the 2014 Appropriation Act Item 468(H))
2014 -04 -04
BE IT RESOLVED, that Pittsylvania County 55171 does hereby acknowledge that its contribution rates
effective July 1, 2014 shall be based on the higher of a) the contribution rate in effect for FY 2014, or b) eighty
percent of the results of the June 30, 2013 actuarial valuation of assets and liabilities as approved by the
Virginia Retirement System Board of Trustees for the 2014 -16 biennium (the "Alternate Rate ") provided that, at
its option, the contribution rate may be based on the employer contribution rates certified by the Virginia
Retirement System Board of Trustees pursuant to Virginia Code § 51.1- 145(I) resulting from the June 30, 2013
actuarial value of assets and liabilities (the Certified Rate "); and
BE IT ALSO RESOLVED, that Pittsylvania County 55171 does hereby certify to the Virginia
Retirement System Board of Trustees that it elects to pay the following contribution rate effective July 1, 2014:
(Check only one box)
❑ The Certified Rate of 11.50% ❑ The Alternate Rate of 9.20 %; and
BE IT ALSO RESOLVED, that Pittsylvania County 55171 does hereby certify to the Virginia
Retirement System Board of Trustees that it has reviewed and understands the information provided by the
Virginia Retirement System outlining the potential future fiscal implications of any election made under the
provisions of this resolution; and
NOW, THEREFORE, the officers of Pittsylvania County 55171 are hereby authorized and directed in
the name of Pittsylvania County to carry out the provisions of this resolution, and said officers of Pittsylvania
County are authorized and directed to pay over to the Treasurer of Virginia from time to time such sums as are
due to be paid by Pittsylvania County for this propose.
Jesse L. Barksdale, Chairman
Pittsylvania County Board of Supervisors
CERTIFICATE
I, Otis S. Hawker , Clerk of the Pittsylvania County Board of Supervisors, certify that the foregoing
is a true and correct copy of a resolution passed at a lawfully organized meeting of the Pittsylvania County
Board of Supervisors held at Chatham, Virginia at 7 o'clock on ALL 22, 2014. Given under my hand and seal
of the Pittsylvania County Board of Supervisors this 22nd day of April, 2014.
Otis S. Hawker, Clerk
Pittsylvania County Board of Supervisors
P51
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
ITEM NUMBER:
04/22/14
12
Procurement Policy
ACTION:
INFORMATION:
SUBJECT/PROPOSAL/REOUEST•
Yes
Updating County Procurement Policy
CONSENT AGENDA:
ACTION:
INFORMATION:
STAFF CONTACT(S):
Mr. Hawker, Mrs. Meeks
ATTACHMENTS:
Yes
REVIEWED BY:
BACKGROUND:
The Pittsylvania County Board of Supervisors adopted a Central Purchasing Ordinance (Chapter
25) on December 6, 1982. The policy needs to be updated to be brought in line with the current
guidelines of the Virginia Public Procurement Act.
DISCUSSION:
Staff has updated the policy and it has been reviewed by the County Attorney. Staff would like
to present it to the Board for their review (see attached). The Board will need to schedule a
public hearing to hear citizen input on the proposed ordinance change.
RECOMMENDATION:
Staff recommends the Board authorize to advertise for a public hearing to hear citizen input on
the proposed changes to the County's Procurement Ordinance /Policy.
P52
CHAPTER 25
CENTRALIZED PURCHASING
An Ordinance to provide for the centralized purchasing of all supplies, equipment, materials,
contractual services, commodities and other personal property for all departments, divisions,
boards, agencies or other offices of the County: To sell, transfer and dispose of all surplus or
obsolete commodities and personal property, and establishing rules and regulations for same
and providing penalties for violations.
Be it ordained by the Board of Supervisors of Pittsylvania Count ima as follows:
SEC. 25 -1. DEFINITIONS (VA Code 15.2 -1234)
A. The terms "supplies ", "materials ", "equip ent" "commo ' s" as used
throughout this ordinance shall be construe can art "or all am or things
which shall be used by or furnished to ivision, board, ncy or
other office of the County government,,
B. The term "contractual supplies" shall be construed to mean any or all contracts for
utilities, maintenance services for real and, al property of the County, and all
other contracts necessary for the operation o business of thkounty.
C. The term "using department" shall be construed to mean all County departments,
officers and employees of the County, and the department of Welfare, the County
school board, under written eeme I of i�h derive their support from funds
appropriated by the County of Su 'sors.
D. The
the
mean the County Administrator as
E. g hasin al shall th ®detailed written guidelines as approved by the
Bard of Supe which incide with this ordinance.
The County Aall be the purchasing agent for the County and shall serve
as such at the pleas a Board of Supervisors or until such time as the Board of
Supervisors may make other disposition of the position. The County Administrator may
delegate such phases of the purchasing work as may be feasible, to responsible
employees, in order to facilitate the work of the purchasing agent and the operation of the
various agencies, departments or bureaus of the county government.
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SEC. 25 -3. BOND. (VA Code 15.2 -1543)
The Director of Purchasing shall give an official bond in such an amount as prescribed by
the Board of Supervisors and approved by the Commonwealth's Attorney.
SEC, 25 -4, SCOPE OF AUTHORITY (VA Code 15.2 -1543)
A. The Director of Purchasing shall have the authority, in accordance with the provisions
of this ordinance and subject to the approval of the County Board of Supervisors as
herein prescribed, to purchase or contract for all supplies, ials, equipment and
contractual services needed by any and all using depa55, except those with a
written agreement; to make transfers between departure 11 materials, supplies
and equipment which are surplus or to sell same; to inl deliveries; to have
charge of all storerooms now operated or hereafter established by the Board and to
perform such other duties as may be imposed on the Director of Purchasing by the
County Board of Supervisors.
B. The Director of Purchasing shall also establish suitable specifications and standards
for all supplies, materials and equipment to be purchased for all using departments
with the exception of the County School Board. The County School Board shall
establish suitable specificaticsfis and standards for all supplies, materials and
equipment to be purchased for school operations. do
(VA Code 15.2- 1238 - 15.2 -1239)
Except in emergency, no order for delivery on a contract or open market order for
supplies, material, equipment or contractual services for any County department or
agency shall be awarded until the chief financial officer shall have certified that the
unencumbered balance in the appropriation concerned, in excess of all unpaid
obligations, is sufficient to defr),e o, f such order. Whenever any department or
agency of the County vernm1 purchase or contract for any supplies, materials,
equip or contractu icrary to the provisions of this article or the rules
and re --- made purs rticle, such order or contract shall be void and of
no effect. head of suc dep or agency shall personally liable for the cost of
such order o tract and already paid for our of county funds, the amount thereof
may be recove a of the County in an appropriate action instituted therefore.
SEC. 25 -6. PURCHASES IBN EXCESS OF $10,0000 (VA Code 15.2 -1236)
All purchases of supplies, materials, equipment or contractual services estimated to
exceed the sum of ten thousand ($10,000) dollars shall be made on the basis of sealed
bids. The Director of Purchasing shall solicit sealed bids from prospective suppliers by
sending them copies of bid forms and specifications to acquaint them with the proposed
purchase. The Director of Purchasing shall further post a copy of said bid forms and
specifications on a public bulletin board in his office. The copy of the bid form shall
P54
remain posted at the time it is sent to prospective suppliers and shall remain posted until
after the bid opening deadline. Said bid forms shall also be published in the local
newspapers at least five (5) calendar days before the final date of submitting bids.
SEC. 25 -7. PURCHASES OF LESS THAT $10,000 BUT MORE THAN 1000
(VA Code 15.2 -1237)
All purchases of supplies, materials, equipment or contractual services estimated to cost
less that ten thousand ($10,000) dollars but more than one thousand ($1,000) may be in
the open market. All open market purchases shall be awarded on thelbs of the
quotation most advantageous to the County. The Director of Purc shall solicit
quotations by direct mail request or by telephone inquiry to pro vendors or
suppliers.
A Cod%k2 -123
The Director of Purchasing may, at his discretio ake o than onNe
thousand ($1,000) dollars without obtaining q ons pro d es are made,
on the basis of one of the following require s:
A. That the cost of the items pur e the to of the su 'tier's current price lists
on file in the office of the Director of Purchasing.
B. That it is known by the Director of Purchasing that all competitors have the same
price for the items to be purchased.
C. That the purcha on a `d or quolWon or a part thereof obtained within six
(6) moths prior to rop pure
All othepkase ail be maX accnce with the provision of this ordinance.
���• & . r''%Ur.ru I v nit ION 6 7 AND 8. (VA Code 15.2 -1237)
The provi of the abov thr ) preceding sections shall not apply to any purchases or
contracts to pliers, terials, commodities or equipment purchased from the State
Penitentiary or Co ealth of Virginia contracts.
SEC. 25 -10, EMERGENCY PURCHASES (VA Code 15.2 -1235)
A. Definition of "Emergency ". An emergency shall exist when a breakdown in an
essential service occurs or under any other circumstances when suppliers are needed
for immediate use in work which may vitally affect the safety, health or welfare of the
public. Purchasing procedures are defined in the purchasing manual.
P55
B. Procedures during office hours If an emergency occurs during office hours of the
office of the Director of Purchasing, the using department shall immediately notify
the Director of Purchasing, who shall either purchase directly or authorize the
purchase of the needed supplies.
C. Procedures after office hours. If an emergency occurs at a time when the office of the
Director of Purchasing is normally closed, the using department shall purchase
directly any supplies or services needed to meet such existing emergency. However,
the head of the using department shall send at no less than seventy -two (72) hours to
the Director of Purchasing, a requisition and a copy of the dvery record together
with a written explanation of the circumstances of the emergency as prescribed in
county purchasing manual.
D. Field Procurement Authorization. A field procurement authorization may be used by
a department only after a specific request to use this method is made to the Director
of Purchasing. This method of procurement is to be used only when a situation occurs
which would seriously handicap the op ion of a department or where protection
and preservation of County propert ould not be possible through standard
purchasing procedures. It is restrict those departments having rsonnel in the
field who must use fast moving parts in er to form their tonctt s.
E. Additional Regulations. tree f sing shall provide in the purchasing
manual such additional rules reg ns an ced for emergency purchases
as he may deem nece or d e eve ector of Purchasing deems
that the purchases and t ich not conform to this section,
he shall report his clusio the d of isors and request permission to
invoke the Dedh1ty nr ed i ectinn
era;, za -li, s: A WDEKD A N. (VA Code 15.2 -1237 and 11 -41)
A. Award. The Director o Chas shall open all bids publicly at the time and place
stated in the p is notice bid fo m. All open market orders or contracts made by
the County Dir of Pur sing or by any county department or agency shall be
awarded to the to st bidder, taking into consideration the qualities of the
articles to be supplie , tr conformity with specifications, their suitability to the
requi ents of th�sing department, and the delivery terms.
B. Reiection �.rVA Code 11 -42) The Director of Purchasing may reject any or all
bids. If all bids received on a pending contact are for the same unit price or total
amount, the Director of Purchasing shall have the authority to reject all bids and to
purchase the required supplies, materials, equipment or contractual services in the
open market, provided the price paid in the open market shall not exceed the bid
price. Each bid, with the name of the bidder, shall be entered on a record and each
record with the successful bid indicated thereon shall, after the award of the order or
contract, be open to public inspection.
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SEC. 25 -12, STORE REVOLVING FUND
The County Board of Supervisors may provide a stores revolving fund in such amount as
may be determined from time to time to be adequate to finance the purchase, storage and
issuance of standard supplies, materials and commodities to the advantage and for the
convenience of the County. The fund shall be in the custody of the County Treasurer and
shall be administered as other departmental funds are administered. The Director of
Purchasing shall be responsible for the actual operation of said fund and shall include in the
purchasing manual rules and regulations with respect thereto as approved by the Board of
Supervisors. AL
(VA Code 15.2 -1235)
The director of Purchasing shall prepare and maintain a purchasing manual, and from time to
time amend rules and regulations and procedures necessary for the proper admIN'%kation and
operation of the Office of the Director of Purchasing, in accordance with tfiWccepted
purchasing practices and pursuant to the prorsions of this ordinance and the laws of the
Commonwealth of Virginia. All such rules !% regulations and amendments thereto, shall be
approved by the County Board of Supervisors.
SEC, 25.14, CONFLICT OF INTERES A C 5.2- 1239, 15.2 -1240, 18 -1 -9)
Neither the Director of Pur nor any member of his o e staff, shall be financially
interested or have any of interest, either irectly or indirectly, in any
contract or purchase co ent any supplies, "erials, equipment or contractual
services used by or 'she ment, board or agency of the county government.
Nor shall such Directo urc any mem* of his staff, accept or receive, directly
or indirectly any pe fi or core` to which any contract or purchase order
may be awarde rebate, or otherwise, any money or anything of value whatsoever or
any projbli nor cont ;for future award or compensation.
This ordi a shall be in fullolWe effect on January 1, 1983, for all using departments
described in ion 1C hrlin.
The above effective all be followed by a period of three calendar month's orientation
before the application of the penalty as outlined in Section 5 herein.
The above ordinance was adopted by the Pittsvlvania County Board of Supervisors on
December 6,1982.
P57
a
PITTSYL
BOARD O
1767
..
/
PROCUREMENT POLICY
APPROVLp$YTHE PITTSYLVANIA COUNTY
BOARD OF SUPERVISORS:
2014
SUPEOCEDES CHAPTER 25 - PITTSYLVANIA COUNTY CODE
CENTRALIZED PURCHASING -ADOPTED BY THE PITTSYLVANIA
COUNTY BOARD OF SUPERVISORS: DECEMBER 6. 1982
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PITTSYLVANIA COUNTY
BOARD OF SUPERVISORS
PROCUREMENT POLICY
I. INTRODUCTION:
This policy sets forth the legal authority and res ` sibitfty for the
purchasing process. y
i
II. PURPOSE:
The purpose of this policy is to ensure that:
(a) The "County" obtains high quality goo services at reasonable
(b) All procurement procedures ark co ducted in a fair and impartial
manner without impropriety o" a ance of impropriety;
(c) All qualified vendors are gin *0
(d) No offeror is arbitrarily pr " r' for
(e) Com etition is max' ed. and spe
needs of the Couather than I
vendor;
(f) The rules
.... goyer fit4a /procurement
to County business;
excluded;
the
F
are made clear in advance of the
(g) The Count �+r nd`Vendors freely exchang a information concerning what
is sought to procured and what is offered.
rubhO purchvasing has a responsibility to the general public to ensure
th
procurements are accomplished in accordance with the intent of
the 'enacted by the appropriate legislative body. The intent of the
rg is General Assembly is set forth in the Virginia Public
urement Act (Code of Virginia, §2.2 -4300 etseq., 1950, as amended).
The County intends, through this policy, to assure the best quality and
price for products and services; to protect the assets and funds of the
County; and to maintain above -board relations with all suppliers within the
Procurement Laws and Business Ethics as dictated by federal, state,
and county governments. Therefore, the following Policy for purchasing
is hereby adopted by the Pittsylvania County Board of Supervisors on
and shall take effect immediately.
"IV
III, GENERAL PROVISIONS:
A. Application.
This Policy applies to all contracts for goods, services, insuranc and
construction entered into by the County. This Policy is established by
official action of the Pittsylvania County Board of Supervisors. All
provisions of this Policy are in conformance with Chapt r,43, §2.2-
4300 etseq. of the Virginia Code, 1950, as amended.
When the procurement involves the expenditure qfI or federal
assistance or contract funds, the procurement shall be conducted in
accordance with any applicable mandatary federal laws and
regulations which are not reflected in thisP(Aicy;
When this Policy does not specificfilly address a procurement
issue, the issue may be resolved in accordance with the applicable
section of the Commonwealth of.Virgir►ia's law and current policy.
Ile
B. Effective Date.
Contracts entered into prior to passage of this Policy shall continue to
be governed by the purchasing ordinance and regulations of the
County and Cornmoriuvealth of Virginia in effect at the time those
contracts were executed.
C. Severability'
If any,:provisi6n of this Policy or any application thereof is held invalid,
such nva)idity shall not affect other provisions or applications of this
Polio, - which can be given effect without the invalid provision or
alplication, and to this end the provisions of this Policy are
declared to be severable.
D Definitions.
1. Brand Name Specification. A specification by manufacturers'
names and catalog numbers.
2. Brand Name or Equal Specification. A brand name
specification to describe the standard of quality, performance,
and other characteristics needed to meet the County's
3
ME
requirements and which provides for the submission of equivalent
products.
3. Capital Asset. Land, improvements to land, easements,
buildings, building improvements, machinery, equipment, works
of art and historical treasures, infrastructure, and all other
tangible or intangible assets that are used in operations ano that
have initial useful lives extending beyond one year. `
4. Capital Improvement Projects. Acquisitions or cons ctlgn of
major equipment or facilities with a useful life of i more
years.
5. Confidential Information. Any information which +'s available to
an employee only because of the employe s 1 status as an
employee of the County and which is t a Matter of public
knowledge or available to the public on r
6. Construction. Building, altering, ai Ing, improving or
demolishing any structure, buildin it any draining, dredging,
excavation, grading, or similar worbn real property.
7. Goods. All material, a m` nt, supplies, printing and
automated data processi a are and software.
8. Governing Bodes. Pittsy ounty Board of Supervisors.
9. Informality. A mino d or variation of a bid or proposal from
the exact requir f the Invitation to Bid, or the Request for
Proposal, wh' es not affect the price, quality, or delivery
schedule f t goods, services or construction being
procured
10. Invita ' Bid. All documents, whether attached or
incprpo tad by reference, used for solicitation of competitive
s�dked bi s. Also referred to as "IFB."
1T.< bnpeofessional Services. Any services not specifically
icfgntified as professional services within this policy, or by the
Virginia Public Procurement Act, as amended.
Ii. Professional Services. Work performed by an independent
contractor within the scope of the practice of accounting, actuarial
services, architecture, land surveying, landscape architecture,
law, dentistry, medicine, optometry, pharmacy, or professional
engineering.
13. Public Bodv. Any legislative, executive or judicial body, agency,
office, department, authority, post, commission, committee,
institution, board, or political subdivision created by law to
4
P61
exercise some sovereign power or to perform some
governmental duty, and empowered by law to undertake the
activities described in this policy.
14. Purchasing Agent. The official in charge of procurement as
designated by the Pittsylvania County Board of Supervisors,
presently the County Administrator.
15. Request for Proposals. All documents, whether attached or
incorporated by reference, utilized for soliciting proposals. Iso
referred to as "RFP."
16. Responsible Bidder or Offeror. A bidder or offeror that has the
capability, in all respects, to perform fully the contract
requirements and the moral and business integrity and
reliability which will assure good faith performance, and who has
been pre - qualified, if required.
17. Responsive Bidder. A bidder that ha§ submitted a bid which
conforms in all material respects to the Invitation for Bid.
`
16. Services. Any work performed by� an independent contractor
which does not consist prirrrarily of acquisition of equipment or
materials, or the rental of efquipment, materials and supplies.
19. Supplies Materials E arglat and Commodities. Any goods or
articles which will b e as @d by or furnished to any department of
the County.
20. Using Departments. All departments, agencies, boards and
commissions; o the County, including unified support services,
and offices supported from funds approved by the County.
IV. PURCHASING AUTHORITY:
A. Estgbfthment and Appointment.
All purchasing activities shall be taken under the direction and
$uWvision of the Purchasing Agent in accordance with the
provisions in this policy. The County Administrator shall be the
Purchasing Agent for the County and shall serve as such at the
pleasure of the Pittsylvania County Board of Supervisors.
B. Authority of the Purchasing Agent.
The Purchasing Agent, as authorized by the Pittsylvania County
Board of Supervisors, shall have administrative responsibility for all
purchasing for the County and shall serve as the principal public
purchasing official for the County. This individual shall be
P62
v.
responsible for the procurement of goods, services, insurance, and
construction in accordance with this Policy, and the establishment of
regulations providing a foundation for an efficient and compliant
procurement system to meet the needs of the County. The Purchasing
Agent may delegate the responsibilities, to meet the needs of the
County, to responsible employees, in order to facilitate the work of
the Purchasing Agent and the operation of the various agencies and departments of the County's government.
Y
C. Delegation.
The Purchasing Agent, as authorized by the Pi�tsfvania County
Board of Supervisors, may delegate pure sing 'authority to the
Purchasing Manager, to purchase supplies
construction items. iipment, services, or
,
D. Revisory Authority.
The Purchasing Manager wil or*yrith the originating Department
to revise any purchaseions which, in the Purchasing
Manager's and /or Purcha,fent's professional opinion, appear
to restrict competitio , i r*r to avoid any potential bid protests
and maximize comneiit n_
Conditions forjjQ.
Pursuant,to N-
thNputhority
19502 , s�, amended.
proct Onenf agreement: inOWas efficiency or
pro a ment process.
granted by § 2.2 -4304 of the Virginia Code,
The County may enter into cooperative
> for the purpose of combining requirements to
reduce administrative expenses in the
procurement contracts entered into or used by the
!cooperative
unty shall be based on procurement principles contained in this
licy.
Except as otherwise prohibited in § 2.2 -4304 of the Virginia Code,
1950, as amended, the County may participate in or purchase goods
and services through contracts awarded by other governmental
bodies when it is determined that: (i) the cooperative procurement is in
P63
0
the best interest of the County; (ii) the cooperative procurement is
based on competitive procurement principles, and (iii) the cooperative
procurement includes cooperative language within the original
solicitation inclusive of addenda.
V1. CONTRACT FORMATION AND METHODS OF SOURCE SELECT40N
A. Competitive Sealed Bidding.
i. Conditions for Use. All contracts with nongovernmental
contractors for the purchase or lease of goods, or for the
purchase of services (other than professional services),
insurance, or construction in excess =of One Hundred Thousand
Dollars ($100,000) shall be awarded after competitive sealed
bidding, or by such other procedures required or authorized by
this Policy.
J
The competitive sealed bidding dollar amount level shall
automatically change pursuant to future lawful and active State
levels.
z. Pre - Qualification of Bidders. Bidders may be pre - qualified prior
to any solicittition,of bids, whether for goods, services, insurance
or constriction; The pre - qualification process shall be consistent
with the previsions of § 2.2 -4317 of the Virginia Code, 1950, as
amended: The application form used in such process shall set
forth the, criteria upon which the qualifications of prospective
ontrs�etors will be evaluated. The application form shall request
d' prospective contractors only such information as is
appropriate for an objective evaluation of all prospective
contractors pursuant to such criteria. Such form shall allow the
prospective contractor seeking pre - qualification to request, by
checking the appropriate box, that all information voluntarily
submitted by the contractor be considered a trade secret or
proprietary information subject to the requirements of § 2.2 -4342
of the Virginia Code, 1950, as amended. In all instances in which
pre - qualification of potential contractors is required for
construction projects, advance notice shall be given of the
deadline for the submission of pre - qualification applications. The
deadline for submission shall be sufficiently in advance of the date
7
P64
set for the submission of bids for such construction so as to allow
the procedures set forth in the provisions of § 2.2 -4317 of the
Virginia Code, 1950, as amended, to be accomplished.
3. Public _Notice of Invitation for Bid (IFB). Public notice of the
Invitation for Bid shall be posted in a public area in the C"q�Inty
Administration Building and on the County's Oeb e
(www.pittgov.org), at least ten (10) days prior to the I st1d k set
for the receipt of bids. The County may choose to pgbfsh'the
Invitation to Bid in a newspaper of general circulkiorr
The posting shall include a general descriptioq the proposed
purchase or sale and where solicitation 4u"ts may be
obtained. ..
i
Sealed bids shall also be solicited frorwiw*ebti've suppliers who
have requested their names to be adde *o 4 "vendor bidders list"
which the Purchasing Department ` O aintain. Invitations sent
to vendors on the "vendor biddars'list" shall be limited to
commodities that are similaOn cbaracter and ordinarily handled
by the trade group to whicMe yltations are sent. Placement on
the "vendor bidders list�� inc, uarantee of solicitation for bids
and /or quotes. It is �Asavi dor's responsibility to notify the
County of changes a d to be noted on the vendor bidder's
list, such as ma' ' r hysical address, phone numbers, email
addresses, cow person, etc.
4. Use of B I MaKnes. Unless otherwise provided in the Invitation
for Bi e e of a certain brand, make or manufacturer does
not re ict bidders to the specific brand name, make or
ufact rer, but rather conveys the general style, type,
bar' ter, and quality of the articles desired, and any article
ich is determined to be the equal of that specified, considering
gslality, workmanship, economy of operation, and suitability for the
t purpose intended, shall be accepted. The County has the sole
authority in deciding what is accepted as an equal.
Cancellation Resection of Bids and Waiver of Informalities. An
Invitation for Bid, a Request for Proposal, any other solicitation,
or any and all bids or proposals may be canceled or rejected in
whole or in part. The reasons for cancellation shall be made part
of the contract file. Informalities may be waived when the
determination is made that it is in the best interest of the County
to do so.
0
P65
6. Bid Opening. All bids must be opened in public.
7. Negotiation with Lowest Responsible Bidder. Unless canceled or
rejected, a responsive bid from the lowest responsible bidder shall
be accepted as submitted, except that if the bid from the lowest
responsible bidder exceeds available funds, negotiation `may
commence with the apparent low bidder to obtain a contract
price within available funds; however, such negotiation may be
undertaken only under conditions and procedures -dgscribed in
writing prior to issuance of the Invitation for! Bid and
summarized therein. ,
8. Withdrawal of Bid Due to Error. .
a. A bidder for a construction contract play withdraw his bid from
consideration if the price bid was substantially lower than the
other bids due solely to a mistake 'therein, provided the bid
was submitted in good faith, and` the mistake was a clerical
mistake as opposed to a ju rent mistake, and was actually
due to an unint metic error or an unintentional
omission of a quantity of wdrk, labor or material made directly
in the compilation of,a` bid, which unintentional arithmetic
error or unin"*onol omission can be clearly shown by
objective evidence drawn from inspection of original work
papers, d0bunfe Sts and materials used in the preparation of the
bid sovot'to be withdrawn.
The following procedure for bid withdrawal must be stated in
the Invjtation for Bids. The bidder shall give notice in writing
of his claim of right to withdraw his bid within two (2) business
day's after the conclusion of the bid opening procedure and shall
submit original work papers with such notice. The work
t/ papers, documents and materials may be considered trade
secrets or proprietary information subject to the conditions of
§ 2.2- 4342(F) of the Virginia Code, 1950, as amended. The
mistake shall be proved only from the original work papers,
documents and materials delivered as required herein.
b. Procedures for the withdrawal of bids for other than
construction contracts maybe established.
c. No bid may be withdrawn under this section when the
result would be the awarding of the contract on another bid of
OJ
IM
the same bidder or of another bidder in which the ownership of
the withdrawing bidder is more than five percent (5 %).
d. If a bid is withdrawn under the authority of this section, the
lowest remaining bid shall be deemed to be the low bid.
e. No bidder who is permitted to withdraw a bid shall for
compensation, supply any material or labor to or perfprm
subcontract or other work agreement for the persop«r firm to
whom the contract is awarded or otherwise benefit, O�r' tly or
indirectly, from the performance of the project for "�w ilch the
withdrawn bid was submitted.
f. The County shall notify the bidder in writi5q within five (5)
business days of its decision regardi. '1he bidder's request to
withdraw its bid. If withdrawal of a � 19 denied under the
provisions of this section, the bidd`eJ'* haH be notified in writing
stating the reasons for the deci and award the contract to
such bidder at the bid price, Vr6vided such bidder is a
responsible and responsi/e bidder. At the same time that the
notice is provided, The u hall return all work papers and
copies thereof that h e submitted by the bidder.
9. Bid Award. Bids shill warded to the lowest responsive and
responsible bid4l' r en the terms and conditions of the
invitation for s{grovide that multiple awards may be made,
awards may liig M ae to more than one bidder.
Unles a We or rejected in accordance with Section VI
(A.5° t is policy, a responsive bid from the lowest
r t onsilAe bidder shall be accepted as submitted except as
�Cgo ad in Section VI (A.7) of this policy.
V*t\
en the award is not given to the lowest bidder, a full and
complete statement of the reasons for placing the order
elsewhere shall be prepared and filed with the other papers
relating to the transaction.
1o. Tie Bids.
a. In the case of a tie bid, preference shall be given to goods,
services and construction produced in the County or provided
by persons, firms or corporations having principal places of
business in the County, if such a choice is available.
10
r7A
b. Except as provided in subsection (a.) above, in the case of a
tie bid, preference shall be given to goods, services and
construction produced in Virginia or provided by Virginia
persons, firms, or corporations, if such a choice is available.
c. Whenever the lowest responsive and responsible bidder. is a
resident of any other state and such state under its 6ws
allows a resident contractor of that state prefer "ce, alike
preference maybe allowed to the lowest responsible bidder who
is a resident of Virginia.
d. Notwithstanding the provisions of subsections (b;) and (c.), in
the case of a tie bid in instances where goods are being
offered, and existing price preferences have already been
taken into account, preference shall be given to the bidder
whose goods contain the greatest amount of recycled content.
e. In the event that none of the foreg "ding provisions of this section
resolve the tie, the tie is decide& by lot, or the solicitation is
cancelled and rebid. x'
11. Authority to Transact Pjaikipst in Virginia. If required by law, any
awarded bidder orf'offorpt shall maintain a valid certificate of
authority or registration to transact business in Virginia with the
Virginia State Corporation Commission as required by Title 13.1 or
Title 50 of tha Virg nia Code, 1950, as amended, during the term
of the contract or any contract renewal. The contractor as
awarded`sha. l not allow registration to lapse at or its certificate of
author4y,, or registration to transact business in the
Cotatmoftealth of Virginia to be revoked or cancelled at any time
O.OrFng the term(s) of the contract. If the awarded contractorfails
't9v remain in compliance with the provisions of this section, the
contract may be voided at the sole discretion of the County.
12. Contract Pricing Arrangement. Except in case of an emergency
affecting the public health, safety, or welfare, no contract shall be
awarded on the basis of cost plus a percentage of cost. A policy
or contract of insurance or prepaid coverage having a
premium computed on the basis of claims paid or incurred, plus
the insurance carrier's administrative costs and retention stated
in whole or part as a percentage of such claims, shall not be
prohibited by this section. Architect/engineer and similar contracts
which are based on a percentage of construction cost shall not
W:
11
be prohibited by this section, providing the construction contract
is not awarded by or to that architect/engineer or similar
contracts.
13. Multi -Term Contracts.
a. Specified Period. Unless otherwise provided by law, a con I*ct
for goods, services or insurance may be entered int6forlt ny
period of time deemed to be in the best interest of 0 County
provided the term of the contract and conditions Of, rengwaI or
extension, if any, are included in the solicitation ano funds are
available for the first fiscal period at the tinie f, contracting.
Payment and performance obligations for suoeeding fiscal
periods shall be subject to the availa.glity aW appropriation
of funds.
b. Cancellation Due to Unavaila ' it y unds in Succeeding
Fiscal Periods. When funds are propriated or otherwise
made available to support tin ation of performance in a
subsequent fiscal period c ntract shall be canceled.
14. Modification of the C
a. A contra950,000, ude provisions for modification of the
contract performance, but no fixed -price contract may
be increa more than twenty -five percent (25 %) of the
contr whichever is greater, without the
ad v tten approval of the Pittsylvania County Board of
Sup is rs. In no event may the amount of any contract,
thod� adequate consideration, be increased for any
p *pose, including, but not limited to, relief of an offeror
from the consequences of an error in its bid or offer.
b. Nothing in this section shall prevent the County from
placing greater restrictions on contract modifications.
15. Retainage on Construction Contracts.
a. In any contract for construction which provides for progress
payments in installments based upon an estimated
percentage of completion, the contractor shall be paid at least
ninety -five percent (95 %) of the earned sum when payment is
due, with not more than five (5 %) being retained to assure
12
P69
faithful performance of the contract. All amounts withheld
may be included in the final payment.
b. Any subcontract for a public project which provides for similar
progress payments shall be subject to the same limitations.
c. Nothing in this section shall preclude the establishment of
retention for contracts other than construction.
16. Bid Bonds on Construction Contracts. Except In, ca es of
emergency, all bids or proposals for construction contracts in
excess of One Hundred Thousand Dollars ($109,000) shall be
accompanied by a bid bond from a surety company $elected by the
bidder which is legally authorized to do bpsines� in Virginia, as a
guarantee that if the contract is aware et) to, such bidder, that
bidder will enter into the contract for thowork mentioned in the bid.
The amount of the bid bond shall not exceed five percent (5 %) of
the amount bid. Nothing in this,. section shall preclude a
requirement of bid bonds to - accompany bids or proposals for
construction contracts anticipated to be less than One Hundred
Thousand Dollars ($100,000)
No forfeiture under a bid bond shall exceed the lesser of (i) the
difference between the bids for which the bond was written and
the next low bid, or (I!) the face amount of the bid bond.
17. Performance and Payment Bonds for Construction Contracts.
a. UpOn th& award of any construction contract exceeding One
Hunc)red Thousand Dollars ($100,000) awarded to any prime
contractor or as otherwise required in §2.2 -4337 of the Virginia
Code, 1950, as amended, such contractor shall furnish to the
County the following bonds:
k
;4 y
1) A performance bond in the sum of the contract amount
conditioned upon the faithful performance of the contract
in strict conformity with the plans, specifications and
conditions of the contract.
2) A payment bond in the sum of the contract amount. Such
bond shall be for the protection of claimants who have
and fulfill contracts to supply labor or materials to the
prime contractor to whom the contract was awarded, or to
any subcontractors, in the prosecution of the work
13
P7o
provided for in such contract, and shall be conditioned
upon the prompt payment for all such material furnished
or labor supplied or performed in the prosecution of the
work. "Labor or materials" shall include public utility
services and reasonable rentals of equipment, but only for
periods when the equipment rented is actually used at the
site.
b. Each of such bonds shall be executed by one or Nrety
companies selected by the contractor which, egally
authorized to do business in Virginia.
c. Bonds shall be made payable to the County 1 al opriate.
d. Each of the bonds shall be filed in the trac ile.
e. Nothing in this section shall preclu41etounty from requiring
payment or performance bon jpr; construction contracts
below One Hundred Thousand D4Ilars ($100,000).
f. Nothing in this section h` I reclude such contractor from
requiring each subc9,1 A oar to furnish a payment bond with
surety thereon in th
do, 'of the full amount of the contract with
such subcontrapt st conditioned upon the payment to all
persons who a"'fulfill contracts which are directly with
the subcoyn or for performing labor and furnishing
materials [n „ rosecution of the work provided for in the
18. Action Performance Bonds. No action against the surety on a
p4r,fbrmAWce bond shall be brought unless brought within one (1)
,rdar -ofter (i) completion of the contract, including the expiration
';)t-all warranties and guarantees, or (ii) discovery of the defect or
a breach of warranty, that give rise to the action.
0. Action on Payment Bonds.
a. Any claimant who has a direct contractual relationship with the
contractor and who has performed labor or furnished material
in accordance with the contract documents in the
prosecution of work provided in any contract for which a
payment bond has been given, and who has not been paid
in full before the expiration of ninety (90) days after the day on
which such claimant performed the last of the labor or
14
P71
furnished the last of the materials for which he claims payment,
may bring an action on the payment bond to recover any
amount due him for the labor or material, and may prosecute
such action to final judgment and have execution on the
judgment. The obligee named in the bond need not be named
a party to such action.
b. Any claimant who has a direct contractual relationship with any
subcontractor but who has no contractual relationship,
express or implied, with the contractor, may bring an ,action
on the contractor's payment bond only if he
as given
written notice to the contractor within ninety (90) days from
the day on which the claimant performed the I4st of the labor
or furnished the last of the materials for ivh ch he claims
payment, stating with substantial °accuracy the amount
claimed and the name of the person for whom the work was
performed or to whom the material was furnished.
Notice to the contractor shall `^lie 'served by registered or
certified mail, postage prepaid, in an envelope addressed to
such contractor at and+' plAce where his office is regularly
maintained for the tron@ii ibn of business. Claims for sums
withheld as retainage with respect to labor performed or
materials furnished, > shall not be subject to the time
limitations state�dIn this is subsection.
c. Any action on a' payment bond must be brought within one (1)
year after theAay on which the person bringing such action
last,perfdrmed labor or last furnished or supplied materials.
d. Any %N*ver of the right to sue on the payment bond required by
this section shall be void unless it is in writing, signed by the
person whose right is waived, and executed after such
person has performed labor or furnished material in
accordance with the contract documents.
20. Alternative Forms of Security.
a. In lieu of a bid, payment, or performance bond, a bidder may
furnish a certified check, cashier's check, or cash escrow in
the face amount required for the bond.
b. If approved by the County Attorney, a bidder may furnish a
personal bond, property bond, or bank or savings
15
P72
institution's letter of credit on certain designated funds in the
face amount required for the bid, payment or performance
bond. Approval shall be granted only upon a determination
that the alternative form of security proffered affords
protection to the County equivalent to a corporate surety's
bond.
21. Bonds for Other than Construction Contracts. At the di§c{-dCidn
of the County, bidders may be required to submit with (Nr r'bid, a
bid bond in an amount previously determined and s`li in the
Invitation to Bid, as a guarantee that if the contract is rded to
such bidder, that the bidder will enter into thetI c" ntract for the
work mentioned in the bid. Additionally, The C`` r, may require
bid, payment, or performance bonds for,�o ntraa s for goods or
services if provided in the Invitation fbr. + ": Bid or Request for
Proposal.
22. Insurance. Vendors providing
adequate insurance to protep
case of accident, fire, theft;
service contract. Proof oboe
prior to acceptance of
requirements will uldec
Invitation for Bid. w
B. Competitive Neaatiat�.
1. CompetitlQN tiafinn fnr r;nt
sery st will be required to carry
Mitts vania County from loss in
e,t`� throughout the term of the
Date insurance shall be furnished
award. The specific insurance
in the Request for Proposal or
Upon a determination made in advance and set forth in
writing that competitive sealed bidding is either not
". practicable or not fiscally advantageous to the public,
o- goods, services, or insurance may be procured by
competitive negotiation. The writing shall document the
basis for this determination.
2) Construction may be procured only by competitive sealed
bidding, except that competitive negotiation may be used
in the following instances upon a determination made in
advance and set forth in writing that competitive sealed
bidding is either not practicable or not fiscally
16
P73
advantageous to the public, which writing shall document
the basis for this determination:
a) through a fixed price or not -to- exceed price design -build
or construction management basis in accordance with
§2.2 -4308 of the Virginia Code, 1950, as amended; or
t
b) for the construction of highways and any draining,
dredging, excavation, grading, or similar work upon teal
property. 4
b. Request for Proposal. The Purchasing Departrrrr'�ent shall issue
a written Request for Proposal indicating in nferal terms that
which is sought to be procured, specifying tie factors which
will be used in evaluating the proposal and containing or
incorporating by reference the other applicable contractual
terms and conditions, includin any unique capabilities or
qualifications which will be reged of the contractor. The
Purchasing Department shall work with the Using Department
to select evaluation committee members tasked with the
evaluation of proposals:,
c. Public Notice. Public notice of the Request for Proposal shall
be given at least ten (10)days prior to the date set for receipt
of proposals by publication in a newspaper with general
circulation in the County, posted in a public area in the County
Administr4tiori Building and on the County's website
(www.pittgoy org). In addition, proposals may be solicited
direcoy from potential contractors.
d.: R ceipt of Proposals. Proposals shall not be made public and
shall be handled so as to not permit disclosure of the contents
of any proposal to competing offerors or the general public
during the process of negotiation. At the time fixed for receipt
of proposal responses, the Purchasing Department will read,
and make available to the public on request, only the names of
the offerors.
e. Selection and Award. Selection shall be made of two (2) or
more offerors deemed to be fully qualified and best suited
among those submitting proposals, on the basis of the factors
involved in the request for proposal, including price if so stated
in the request for proposal. Negotiations shall then be
conducted with each of the offerors so selected. Price shall
17
P74
be considered, but need not be the sole determining factor.
After negotiations have been conducted with each offeror so
selected, the evaluation committee shall select the offeror
which, in its opinion, has made the best proposal, and shall
award the contract to that offeror. Contracts shall be
awarded to multiple offerors if so stated in the original
Request for Proposals. Should the evaluation com ►tee
determine in writing and in its sole discretion that only on l)
offeror is fully qualified, or that one offeror is clearly e1 'ghly
qualified than the others under consideration, a t may
be negotiated and awarded to that offeror.
Z,. ,
2. Competitive Neaotiation fnr Prnfeccinnni Rcrt: ic a
a. Conditions for Use. Contracts for.pr*§gional services, as
defined in Section III (D.12) of this icy, where the aggregate
cost is expected to exceed Sixty Dollars ($60,000), shall
be entered into in the following m ner:
f r
b. Request for Proposals. The ijthasing Department shall issue
a written Request for,, offal indicating in general terms that
which is sought to b op red, specifying the factors which
will be used in a uoing the proposal and containing or
incorporatin of rence the other applicable contractual
terms and o itions, including any unique capabilities or
qualificati ns'`a ich will be required of the contractor.
Profes n $ rvices Request for Proposals shall not, however,
req offerors furnish estimates of man -hours or cost
QblicrNotice. Public Notice of the Request for Proposal shall
be >given at least ten (10) days prior to the date set for receipt
of proposals by publication in a newspaper of general
circulation in the County, posted on the public notice board
in the County Administration Building and on the County's
Y website (www.pittgov.org). In addition, proposals may be
solicited directly from potential contractors.
d. Selection and Award. The County shall engage in individual
discussions with two (2) or more offerors deemed fully
qualified, responsible and suitable on the basis of initial
response and with emphasis on professional competence, to
provide the required services. Repetitive informal interviews
IM
P75
shall be permissible. The offerors shall be encouraged to
elaborate on their qualifications and performance data or staff
expertise pertinent to the proposed project, as well as
alternative concepts. In addition, offerors shall be informed of
any ranking criteria that will be used in the review of the
professional competence of the offeror. At the discussion
stage, the County may discuss non - binding estimates of total
project costs, including, but not limited to, life -cycle cosiing,
and where appropriate, non - binding estimates of ;prices for
services.
r
Proprietary information from competing offerors st-ll not be
disclosed to the public or to competitors. At thcc bnclusion of
the discussions, and upon the basis of e*uation factors
published in the request for proposal and` all information
developed in the selection process the County shall select, in
the order of preference, two or' more offerors whose
professional qualifications and proposed services are deemed
the most meritorious. Negotiations 'shall then be conducted,
beginning with the offeror ranked first. If a contract satisfactory
and advantageous to the County can be negotiated at a price
considered fair and,Teasonible, the award shall be made to
that offeror. Otherwise, negotiations with the offeror ranked
first shall be formally terminated and negotiations conducted
with the offeror racked second, and so on until such a
contract can tie negotiated at a fair and reasonable price.
Should the County determine in writing and in its sole discretion
that op y one,bfferor is fully qualified, or that one offeror is
clear` ptiore highly qualified and suitable than the others
under;` consideration, a contract may be negotiated and
awarded to that offeror.
The dollar amount level for competitive negotiation for
professional services shall automatically change pursuant to
future lawful and active State levels.
C. OPEA (Public Private Education Infrastructure Act of 2002)
The County shall be authorized to enter into public - private
partnerships pursuant to the Public- Private Education Facilities and
Infrastructure Act of 2002, Virginia Code Section 56 -575.1 et seq, as
amended, and in accordance with County adopted regulations related
hereto.
D. Sole Source Procurement.
P76
19
A contract may be awarded without competition when it is
determined in writing, after conducting a good faith review of
available sources, that there is only one source practicably
available for the required good, service, insurance or
construction item. Negotiations shall be conducted, as appropriate,
to obtain the best price, delivery, and terms. A written notice shall
be issued stating that only one source was determined t "I J?e
practicably available, identify that which is being procured, .16
contractor selected and the date on which the contract will be
awarded. For purchases exceeding One Hundr"t, bousand
Dollars ($100,000), a notice of sole source shall be pos led on the
Public Notice Board in the County Administration Buil `'ng nd on the
County's website (www.pittgov.org) on the day iof and or the
decision to award is announced, whichever occurs 41ost.
E. Emergency Purchases.
An emergency may arise in order to\ act personal safety, life
or property, such as, an occ ,,enc of a serious, urgent and
threatening nature that demid immediate action to avoid
termination of essential serve�s4, dangerous condition. In such
cases, a Purchase Ordert A�oc�htract may be awarded by the
Purchasing Agent wit f�oi -1 petitive bidding or competitive
negotiation, however, su *ocurement shall be made with as
much competition , acticable under the circumstances. A
written determin Q)iend justification establishing the basis for the
emergency and or t*4 `'Selection of the particular contractor /vendor
must be subt t6d k� the requesting department to the Purchasing
Departme Otto creating an obligation. The Purchasing Agent will
approve o isapprove the purchase as an emergency procurement.
The rov" written determination shall become part of the
prpc`br ent file. For purchases with a total cost in excess of One
H* ed Thousand Dollars ($100,000), a written notice, stating that
ethe ntract is being awarded, or has been awarded on an
gency basis shall be publicly posted on the Public Notice Board
e County Administration Building, and on the County's website
en (10) calendar days, beginning on the day of the award or
ecision t o award is announced, whichever occurs first, or as
soon thereafter as is practicable.
Notwithstanding the foregoing, if an emergency occurs at times other
than regular business hours, the concerned Department may
purchase directly the required goods or contractual services. The
requesting Department shall, however, whenever practicable,
20
P77
secure competitive telephone bids and order delivery to be made by
the lowest responsible bidder. The requesting department shall also,
as soon as practicable, submit to the Purchasing Department a
tabulation of bids received, if any, a copy of the delivery record and
a written explanation of the circumstances of the emergency.
F. Small Purchases.
Purchases where the estimated total cost of the `mate`rials,
equipment, supplies, shipping, insurance, construction, or service
are not expected to exceed One Hundred Thousand Dollars
($100,000) may be awarded in accordance with, procedures
delineated in the most recently approv3ed Purchasing
Procedures /Regulations. 1
Small purchase procedures shall include but are not limited to the
following provisions:
1. Purchases from nongovernmental sources where the estimated
total cost of the goods or s vtcee are $10,000 or greater but less
than $100,000 may be mad after soliciting a minimum of three (3)
written quotations.
2. Purchases from pQ4jgovernmental sources where the estimated
total cost of the goods or services is $1,000 or greater but less
than $10,000 `may be made after soliciting a minimum of three (3)
written, or- 4poumbented verbal ortelephonic quotations.
3. Purchases where the estimated total cost of the goods or
services W less than $1,000 may be made upon receipt of one (1)
fair aq4 reasonable price.
Purchase of used equipment, defined as equipment which has
been previously owned and used where the estimated total cost is
$5,000 or greater but less than $100,000, may be made after
soliciting a minimum of two (2) written quotations; award shall be
based on the offer deemed to be in the best interest of Pittsylvania
County. Prior to the award of a contract for used equipment, a
person technically knowledgeable of the type of equipment
sought shall document the condition of the equipment stating
that this purchase would be in the best interest of the County as
part of the purchase documentation; price reasonableness shall
be considered in determining award.
21
W]
5. Nothing in this section shall preclude requiring more stringent
procedures for purchases made under the small purchase
method.
G. Use of County Credit Cards for Small Purchases.
Small purchase may be made with a County credit card, V en
necessary, if authorized by the Purchasing Manager. ThO'County's
Credit Card Policy must be adhered to.
`Y
H. Exemptions and Exceptions.
The County may not enter into contracts without co "etition, except
those exemptions outlined in § §2.2 -4344 <e.' 2:2 -4346, Virginia
Code, 1950, as amended. The County m + I-r Tinto contracts
without competitive sealed bidding r coy ti
9 ttapebtrve negotiation for
insurance if purchased through ir;° association of which
Pittsylvania County is a member,,, Wthe association was formed and
is maintained for the purposeof" *oting the interest and welfare
of, and developing close re i s with, similar public bodies,
provided such associatio''ha ured the insurance by use of
competitive principles pip :iyded that a determination is made
in advance after re on ie notice to the public and set forth in
writing that compe i led bidding and competitive negotiation
are not fiscally tageous to the public. The writing shall
document the b iissf r this determination.
1. ObAN and
Professional
Licenses:
Professional
organization
*m ership dues and fees
to maintain
professional
licenses.
z nonoranaitntertainment: Payment for a service, such as
A authors, speakers, lecturers, musicians, and performing artists.
I License Agreements: License agreements with the owner of the
source code for existing software and /or manufacturer of
sophisticated scientific equipment.
4. Perpetual Software Support: Competitively purchased software
that requires annual support including upgrades to keep the
22
P79
product current, is considered both proprietary and perpetual, as
support cannot be provided by anyone other than the source code
or current program /software holder. For that reason, software
support does not require the same competitive justification as
other purchases so long as the original purchase is competitive and
the same company provides the support, until that product/software
is no longer utilized. Using Departments must verify that the pricing
is fair and reasonable and that the product/software is lst ll
available through the current provider with each purchase.
5. Media Purchases: Advertisements and legal notices such as in
newspapers, magazines, journals, radio, and television.
j
6. Other Agencies: purchases from the federal government, other
states and their agencies or institutions, and public bodies. Care
must be exercised to verify pricing as #'air, and reasonable.
7. Training:
a. Training provided b rdtessional organization: Classes,
workshops, or confere cis provided by a professional
organization rather thatt a training vendor or individual. This
exemption is limed td,drganizations that are associated with
professional addredJitation or certification.
b. Specialized training: Training that is specialized, proprietary,
and not typically available to the general public for which
conlpeetttlon' is generally unavailable. Specialized technical
tri tj g provided by a vendor for their equipment is included in
this category. Justification must be prepared to document
Verification of exclusivity.
8. Books, printed materials reprints and subscriptions: Books,
printed materials, reprints, and subscriptions, pre- recorded
audio and video material, when only available from the
publisher /producer.
). Collusion Among Bidders.
More than one (1) bid from an individual, firm, partnership, corporation,
or association under the same or different name will be rejected.
Reasonable grounds for believing that a bidder is interested in more
than one bid for the work contemplated will cause rejection of all bids in
which the bidder is interested. Any or all bids may be rejected if there
23
W1
is any reason for believing that collusion exists among the bidders.
Participants in such collusion may not be considered in future bids for
the same work. Each bidder, as a condition of submitting a bid, shall
certify that he is not a party to any collusive action as herein defined.
K. Contract Award Approval.
No contract resulting from a formally issued IFB or RFP that
exceeds One Hundred Thousand Dollars ($1,06 ;Dbo)
shall be awarded without the approval of the Pittsylvaiwa County
Board of Supervisors.
[ . Unauthorized Purchases.
1. Whenever any officer or employee of toe:Courtty purchases or
contracts for any supplies or sgrildo,s 'contrary to the
provisions of this Policy, such purchasees for contract shall be
void and shall not be considere'# to be an obligation of the
County.
2. Any County officer or emgfoeevrlaking or approving a purchase
contrary to the prove n ,..o this Policy, shall be personally
liable for the costs purchases or contract. If already
paid out of County u e amount thereof in the name of the
County, may b ` sr ered by deduction from that person's
compensatiogarRiKi ppropriate legal action instituted.
M. Public A_ cces* rocurement Information.
Excep#>as ovided herein, all proceedings, records, contracts and
oth o' �blic records relating to procurement transactions shall be
0 ;Atollhe inspection of any citizen, or any interested person, firm
-or 'corporation, in accordance with the Virginia Freedom of
a enation Act ( §2.2 -3700 et seq., Virginia Code, 1950, as
ded). Cost estimates relating to a proposed transaction
prepared by or for the County shall not be open to public inspection.
f, Any competitive sealed bidding bidder, upon request, shall be
afforded the opportunity to inspect bid records within a reasonable
time after the opening of all bids but prior to award, except in the
event that the County decides not to accept any of the bids and to
reopen the contract. Otherwise, bid records shall be open to public
inspection only after award of the contract.
24
M]
N.
Any competitive negotiation offeror, upon request, shall be afforded
the opportunity to inspect proposal records within a reasonable time
after the evaluation and negotiations of proposals are completed but
prior to award, except in the event the County decides not to accept
any of the proposals or decides to reopen the contract. Subject to
the provisions of this section, proposal records shall be open to public
inspection after award of the contract.
Any inspection of procurement transaction records under this
section shall be subject to reasonable restrictions to insure the
security and integrity of the records.
Pursuant to §2.2 -4342 of the Virginia Code,19 0,,' as amended,
trade secrets or proprietary information' aubmitied by a bidder,
offeror or contractor in connection with a procurement transaction or
pre - qualification application shall not be-subject to public disclosure
under the Virginia Freedom of Information,Act (§ 2.2 -3700 et seq.,
Virginia Code, 1950, as amended); however, the bidder, offeror or
contractor must invoke the protections of this section prior to or upon
submission of the data or other - mate0als, and must identify the data
or other materials to be prpfected and state the reasons why
protection is necessary.
Every contradfibf 5V6r $10,000 shall include the provisions contained in
subsectionsi1f, ;arid (2) below:
1. Wring the performance of this contract, the contractor agrees as
follows:
a. The contractor will not discriminate against any employee or
applicant for employment because of race, religion, color, sex,
national origin, age, disability, or other basis prohibited by
state or federal law relating to discrimination in employment,
except where there is a bona fide occupational qualification
reasonably necessary to the normal operation of the
contractor. The contractor agrees to post in conspicuous
places, available to employees and applicants for
employment, notices setting forth the provisions of this
nondiscrimination clause.
rs2
25
b. The contractor, in all solicitations or advertisements for
employees placed by or on behalf of the contractor, will state
that such contractor is an Equal Opportunity Employer.
c. Notices, advertisements and solicitations placed in
accordance with federal law, rule or regulation shall be
deemed sufficient for the purpose of meeting the
requirements of this section.
{
2. The contractor will include the provisions of the Ibregoing
paragraphs a, b and c in every subcontract or purcha�o order of
over $10,000 so that the provisions will be binding upon each
subcontractor or vendor.
o. Drug -Free Workplace !�
During the performance of any contr " with Pittsylvania County,
the contractor agrees to i) provide I h -free workplace for the
ees;
Contractor's employ n) post in cs'picuous places, available
to employees and app icants for employment, a statement
notifyingg employees that e; urilawful manufacture, sale,
distribution, dispensation p s ssion, or use of a controlled
substance or marijua s rohibited in the Contractor's
workplace and specs actions that will be taken against
employees for violati such prohibition; (iii) state in all
solicitations or adye ents for employees placed by or on
behalf of the NnOA tor�that the Contractor maintains adrug -free
workplace; aiiaxl{ide the provisions of the foregoing clauses
in every sub t or purchase order of over $10,000, so that
the provisio a binding upon each subcontractor or vendor.
VILDEBARMENT ;
A. Autho y to'*bar or Suspend.
.e
Afirn r ten (10) days written notice as provided for in VII (B) to the
er involved and with no legal action taken by that person per
r( ) of this Policy, a person may be debarred for cause from
c nsideration for award of contracts. The debarment shall be and
remain effective for a period commensurate with the seriousness of
the cause as determined. A person may be suspended from
consideration for award of contracts if there is probable cause to
believe that the person has engaged in any activity which might lead to
debarment. The suspension shall not be for a period exceeding six
(6) months. When debarment or suspension occurs, such debarment
or suspension shall be considered to be just cause for cancellation of
any existing contracts held by the person or business debarred or
suspended.
26
IM
The causes for debarment or suspension shall include:
1. Conviction for commission of a criminal offense relating to
obtaining or attempting to obtain a public or private contract or
subcontract, or in the performance of such contract or
subcontract;
2. Conviction under state or federal statues for embezzlement,
theft, forgery, bribery, falsification or destruction of records,
receiving stolen property, or any other offense indicating'a lack
of business integrity or business honesty;
g
3. Conviction under state or federal antitrust stat Ws rising out of
the submission of bids or proposals;
a. Deliberate failure without good cause tp perform in accordance
with the specifications or within OW time limit provided in the
contract;
y
S. A recent record of failure to .perform or of unsatisfactory
performance in accordance.>-with the terms of one (1) or more
contracts; provided that tcWdre to perform or unsatisfactory
performance caused by acts beyond the control of the contractor
shall not be considered to be a basis for debarment; and
6. Any other cause determined to be so serious and compelling as to
affect responsibjlity as a County contractor, including
debarment or suspension by another governmental entity for
any cause in this Policy; and for violation of the ethical
stapdards setforth in this Policy.
B. Dedision to Debar or Suspend.
Q written decision to debar or suspend shall be issued. The decision
shall state the reasons for the action taken and inform the debarred
or suspended person involved of his /her rights concerning judicial
review.
C. Notice of Decision.
A copy of the decision required by VII (B) shall befinal and conclusive
unless legal action is taken by the debarred or suspended person as
provided for in VIII (H) of this Policy.
27
ME
veil. APPEALS AND REMEDIES FOR BID PROTESTS:
A. Ineligibility of Bidder Offeror or Contractor.
As provided for in §2.2 -4357 of the Virginia Code, 1950, as amended,
any bidder, offeror or contractor refused permission to participa ,, or
disqualified from participating, in contracts shall be notified in wrti! mon
Such notice shall state the reasons for the action taken. dh&io
shall be final unless the bidder, offeror or contractor apps i3, wfthin
thirty (30) days of receipt by instituting legal action as pfokicfed in VIII
(H) of this Policy. I I
If, upon appeal, it is determined that the action take v`�as arbitrary or
capricious, or not in accordance with the Ponstiltion of Virginia,
applicable state law or regulations, t( : Abote relief shall be
restoration of eligibility. y
B. Appeal of Denial of Withdrawal of Bid.
A decision denying withdrawa of id'�nder the provisions of Section
VI (A.8) of this Policy shall b Ii5d conclusive, unless the bidder
appeals the decision with n days after receipt of the decision
by instituting legal acirio�
Policy. l s rovided in Section VIII (H.2) of this
1
If no bid bond 19sted, a bidder refused withdrawal of a bid
under the pro io of Section VI (A.8) of this Policy, prior to
appealing, a aver to the Purchasing Department a certified
check or
hlon'd in the amount of the difference between the bid
sought, to withdrawn and the next lowest bid. Such security
shal rel ased only upon a final determination that the bidder
wp"gnti d to withdraw the bid.
f-: .upon appeal, it is determined that the decision refusing
iihdrawal
of the bid was arbitrary or capricious or not in accordance with the
Constitution of Virginia, applicable state law or regulation, the sole
° relief shall be withdrawal of the bid.
C. Determination of Non - Responsibility.
As provided for in §2.2 -4359 of the Virginia Code, 1950, as
a m e n d e d , any bidder who, despite being the apparent low
bidder, is determined not to be a responsible bidder for a particular
28
P85
contract shall be notified in writing. Such notice shall state the basis
for the determination, which shall be final unless legal action is
taken within ten (10) days by the bidder as provided in Section VIII
(H.1) of this Policy.
If, upon appeal, it is determined that the decision was arbitrary or
capricious, or not in accordance with the Constitution of Virymia,
applicable state law or regulation or the terms and conditions of the
Invitation for Bid, and the award of the contract in ques%m has not
been made, the sole relief shall be a finding that the bidder or
offeror is a responsible bidder for the contract in' es'tion or
directed award as outlined in the Invitation for Bid. If it is termined
that the decision was arbitrary or capricious or not in accordance with
the Constitution of Virginia, applicable state law'orbregulation or the
terms and conditions of the Invitation for Bid, and the award has
been made, the relief shall be as set forth in' Section VIII (D) of this
Policy. A bidder or offeror contesting a determination that he is not a
responsible bidder or offeror for a partiWee contract shall proceed
under this section, and may not prosf the award or proposed
award under Section VIII (D) of this Policy.
Nothing contained in this secl*On'Shall be construed to require the
Count when �
County, procuring by ttve'Competitive Negotiation method to
furnish a statement of 'the reasons why a particular proposal was
not deemed to be the most advantageous.
D. Protest of /,war'd or Decision to Award.
i. Any° bidder or offeror who desires to protest the award or
decision to award of a contract shall submit such protest in
gw iting to the County Administrator as defined in the Terms and
onditions of the IFB or RFP, as applicable, no later than ten (10)
Clays after the award or the announcement of the decision to
award, whichever occurs first. No protest shall lie for a claim that
the selected bidder or offeror is not a responsible bidder or
offeror. The written protest shall include the basis for the protest
and the relief sought. The County Administrator shall issue a
decision in writing within ten (10) days stating the reasons for
the action taken. This decision shall be final unless the bidder
or offeror appeals within ten (10) days of the written decision by
instituting legal action as provided in Section VIII (H.3) of this
Policy.
29
2. If prior to an award it is determined that the decision to
award is arbitrary or capricious, then the sole relief shall be a
finding to that effect. The proposed award shall be cancelled or
revised to comply with the law. If, after an award, it is determined
that an award of a contract was arbitrary or capricious, then the
sole relief shall be as hereinafter provided. Where the awar (t�has
been made but performance has not begun, the performance ol3e
contract may be enjoined. Where the award has beeryn4aae and
performance has begun, the contract may be declaregl*6 fl upon
a finding that this action is in the best interest df he public.
Where a contract is declared void, the perfo" mgontractor
shall be compensated for the cost of performayf uO to the time of
such declaration. In no event, shall the perform "contractor be
entitled to lost profits.
r
3. When it is determined, after a hearing ?' eld`Jollowing reasonable
notice to all bidders, that there is p fe cause to believe that a
decision to award was basejo rau Qr' corruption or on an act in
violation of Article X of this award of the contract to a
particular bidder may be e�
E.
Pending final deter I%,O of a protest or appeal, the validity of a
contract awarde accepted in good faith in accordance with this
Policy shall not ted by the fact that a protest or appeal has
been filed.
F. Stay of A ring Protest.
An d need not be delayed for the period allowed a bidder or
o r t 4 protest, but in the event of a timely protest, no further
Tti to award the contract will be taken, unless there is a written
mination that proceeding without delay is necessary to protect
e t public interest or unless the bid or offer would expire.
G. Contractual Disputes.
Contractual claims, whether for money or other relief, shall be
submitted in writing no later than sixty (60) days after final payment,
however, written notice of the contractor's intention to file such
claim shall have been given at the time of the occurrence or beginning
of the work upon which the claim is based. Nothing herein shall
till
UM
preclude a contract from requiring submission of an invoice for final
payment within a certain time after completion and acceptance of the
work or acceptance of the goods. Pendency of claim shall not delay
payment of amounts agreed due in the final payment.
A procedure for consideration of contractual claims shall be included
in each contract. Such procedure, which may be incorporate�into
the contract by reference, shall establish a time limit for a final
decision in writing by the County Administrator.„
The decision of the County Administrator shall be final and:conclusive
unless the contractor initiates legal action as providgd•in § 1.2 -4364 of
the Virginia Code, 1950, as amended, within six (6) moriths of the date
of the final decision on a claim.
A contractor may not institute legal action as provided in Section VIII
(H) (5) of this Policy prior to receipt of the: County's decision on the
claim.
H. Legal Actions.
1. A bidder or offeror, ,actual or prospective, who is refused
permission or disqualified from participation in bidding or
competitive negotiation, or who is determined not to be a
responsible bidder, or offeror for a particular contract, may bring
an action in 9w Circuit Court of Pittsylvania County challenging
that decision wfjich shall be reversed only if the petitioner
establish" that the decision was arbitrary or capricious, or not
in acc iCe/with the Constitution of Virginia, applicable state
law or" ul`b'tion or the terms and conditions of the Invitation for
Bid, or in the case of pre - qualification denial, that such decision
,was "not based upon the criteria for denial of pre - qualification set
f rth in subsection VI (A.2).
Xr A bidder denied withdrawal of a bid under Section VIII (B), of this
Policy may bring an action in the Circuit Court of Pittsylvania
County challenging that decision, which shall be reversed only if
the bidder establishes that the decision was arbitrary or
capricious, or not in accordance with the Constitution of Virginia,
applicable state law or regulation or the terms and conditions of
the Invitation for Bid.
3. A bidder,
offeror or contractor may bring
an
action in
the Circuit
Court of
Pittsylvania County challenging
a
proposed
award or
UM1 1
31
IX.
the award of a contract, which shall be reversed only if the
petitioner establishes that the proposed award or the award is not
an honest exercise of discretion, but rather is arbitrary or
capricious or not in accordance with the Constitution of Virginia,
applicable state law or regulation, or the terms and conditions of
the Invitation for Bid or Request for Proposal.
4. If injunctive relief is granted, the court, upon request of theCo ty,
shall require the posting of reasonable security to protect the
County.
S. Subject to procedures in Section VIII of this Po, a contractor
may bring an action involving a contract dfs to ith the County
in the Circuit Court of Pittsylvania County.
YO% ~
6. Nothing herein shall be construed tq.t the County from
instituting legal action against a contr or.
a
Business Participation
The Purchasing Departwll
small, women -, mi and
businesses in the c ement
County grants nc p ences or
Purchasing do rt, ent shall
or proposals.
try to facilitate the participation of
service disabled veteran -owned
transactions of the County. The
set - asides to such businesses. The
assist any such business in
B. 041M nation Prohibited
t solicitation of awarding of contracts, The County shall not
s }'Hminate against any bidder or offeror because of race, religion,
for, sex, national origin, age, disability, status as a service
OON disabled veteran, or other basis prohibited by state or federal law
relating to discrimination in employment.
Pittsylvania County shall not discriminate against any faith -based
organizations.
X. ETHICS IN PUBLIC CONTRACTING
A. Purpose.
MM
32
The provisions of this Article supplements, but does not supersede,
other provisions of law including, but not limited to the following acts
contained within the Virginia Code, 1950, as amended, the State and
Local Government Conflict of Interests Act ( §2.2 -3100 et seq.), the
Virginia Governmental Frauds Act ( §18.2 -498.1 et seq.), and Articles
2 and 3 of Chapter 10 of Title 18.2 of the Virginia Code, 1950, as
amended. The provisions of this article apply notwithstanding; the
fact that the conduct described may not constitute a violation of the
State and Local Government Conflict of Interests Act.
B. Definitions.
t'
i
The words defined in this section shall have the meanings set forth
below throughout this policy section.
"Immediate family" shall mean spouse,'chtldren, parents, brothers
and sisters, and any other person livin_inthe same household as
the employee.
"Official responsibility" shall° rnearti administrative or operating
authority, whether intermedfate or final, to initiate, approve, and
disapprove or otherwise aftact a procurement transaction, or any
claim resulting therefrom.
"Pecuniary interest arising from the procurement" shall mean a
personal interest as defined in the State and Local Government
Conflict of Interests: Act (§ 2.2 -3100 et seq., Virginia Code, 1950, as
amended).
"Procurement transaction" shall mean all functions that pertain to
the, dbtaining of any goods, services or construction, including
decription of requirements, selection and solicitation of sources,
preparation and award of contract, and all phases of contract
administration.
"Employee" shall mean any person employed by Pittsylvania
County, including elected officials or appointed members of
governing bodies.
C. Prohibited Participation by Employees in Procurement Transactions.
No employee having official responsibility for a procurement
transaction shall participate in that transaction on behalf of the public
33
„i
D.
body, except as noted in §2.2 -3112 of the Virginia Code, 1950, as
amended, when the employee knows that:
1. The employee is contemporaneously employed by a bidder,
offeror, or contractor involved in the procurement transaction; or
2. The employee, the employee's partner, or any member oe
employee's immediate family holds a position with,,@ er,
offeror or contractor such as an officer, director, trust a ner
or the like, or is employed in a capacity involving ji al and
substantial participation in the procurement, - Arans 'tion, or
owns or controls an interest of more than flve,p:Orcept (5 %); or
3. The employee, the employee's partner, an member of the
employee's immediate family has a perry interest arising
from the procurement transaction; or
4. The employee, the employee's pa 1r, or any member of the
employee's immediate fagiffyt% is negotiating, or has an
arrangement concerning,��pp s ctive employment with the
bidder, offeror or contractor 4 ,
�,.
No employee havio'' cial responsibility for a procurement
transaction shal�4 °sp!? #, demand, accept, or agree to accept from a
bidder, offeror,': ;co Y ractor or subcontractor any payment, loan
subscriptions dva- ce, deposit of money, services or anything of
more thawRital value, present or promised, unless consideration
of substanf fly ' equal or greater value is exchanged. The County
ma, the value of anything conveyed in violation of this
E. I (osure of Subsequent Employment.
#io employee or former employee having official responsibility for
Procurement transactions shall accept employment with any bidder,
s offeror or contractor with whom the employee or former employee
dealt in an official capacity concerning procurement transactions
for a period of one (1) year from the cessation of employment by the
County, unless the employee or former employee provides written
notification to the County prior to commencement of employment by
that bidder, offeror or contractor.
kE
P91
F. Gifts by Bidders. Offerors Contractors or Subcontractors.
No bidder, offeror, contractor or subcontractor shall confer upon
any employee having official responsibility for a procurement
transaction any payment, loan, subscription, advance, deposit of
money, services or anything of more than nominal value, present or
promised, unless consideration of substantially equal or greater
value is exchanged.
G. Kickbacks.
No contractor or subcontractor shall demand or receive from any
of his supplies or subcontractors, as an inducement �f the award of
a subcontract or order, any payment, loan, subscription, advance,
deposit of money, services or anything, present or`promised, unless
consideration of substantially equal or greate ealtie is exchanged.
No subcontractor or supplier shall make, proffer to make, kickbacks
as described in this section.
No person shall demand or receive any payment, loan, subscription,
advance, deposit or money serviees or anything of value in return
for an agreement not to competds on a contract.
If a subcontractor or supplier makes a kickback or other prohibited
payment as described' in this section, the amount thereof shall be
conclusively prasurned= to have been included in the price of the
subcontract or order; and ultimately borne by the County and will be
recoverable from both the maker and the recipient. Recovery from
one offen4ir)g party shall not preclude recovery from other offending
parties:
IV
,.
H. tArWipation in Bid Preparation.
No person who is compensated to prepare an Invitation for Bid or
Request for Proposal for or on behalf of the County shall submit a bid
or proposal for that procurement or any portion thereof, or, disclose
to any bidder or offeror information concerning the procurement
that is not available to the public. However, the County may permit
such person to submit a bid or proposal for that procurement or any
portion thereof if the County determines that the exclusion of the
person would limit the number of potential qualified bidders or
offerors in a manner prior to the best interests of the County.
35
P92
L Misrepresentations Prohibited.
No employee having official responsibility for a procurement
transaction shall knowingly falsify, conceal, or misrepresent a
material fact; knowingly make any false, fictitious or fraudulent
statements or representations; or make or use any false writi or
document knowing the same to contain any false, fictitious or
fraudulent statement or entry.
s r
I. Penalty for Violation.
Any person convicted of a willful violation of any pr v95ion of Section
X of this policy shall be guilty of a Class?`1t misdemeanor. Upon
conviction, any public employee, in ad K` {di`` any other fine or
penalty provided by law, shall forfeit his /h emblovmant
LEGAL REFERENCE: Code of Virgil ial 1 50 as amended, § 2.2 -4300 et
seq., see also 22.1 -68, 22.1- Alif .1 -92 (A), 22.1- 296.1, Virginia
Code, 1950, as amended.
xl. SALE OF SURPLUS PROPERj:Y,�++,,
w�
All using departments ®„r� agencies shall, upon request, submit to
the Purchasing Ag report of all surplus, worn out, or obsolete
items which shout , be'ViMposed of. The Purchasing Agent shall have
the authority to fey "such surplus to other using departments and /or
agencies. Al not so transferred shall be exchanged, traded in
on new it s vaged, or sold as deemed appropriate by the
Purchasj#l' Ag t.
All sales of 'surplus property shall be made through an auction, either
pu"pp or, through the internet, or by solicitation of a sealed bid. Public
Au8j. ns require a minimum of ten (10) calendar days prior
vOttisement in a newspaper of general circulation in the County. If
the County chooses to dispose of surplus property through a
solicitation of sealed bids, then a public notice shall be advertised at
least once in a newspaper having County wide circulation, at least ten
(10) calendar days prior to the final date for the submission of sealed
bids.
Individual items may be scrapped, if in the opinion of the Purchasing
Agent, the cost of storage and sale exceeds the value of the item.
KR
P93
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Byrne Justice Assistance Grant (JAG) Appropriation —
Requires a Roll Call Vote
SUBJECT/PROPOSAL/REOUEST
Budget Amendment and Appropriation of Byrne
Justice Assistance Grant
STAFF CONTACT(S):
Hawker, Mills
BACKGROUND:
DISCUSSION:
AGENDA DATE:
04 -22 -14
ACTION:
Yes
ITEM NUMBER:
13
INFORMATION:
CONSENT AGENDA:
ACTION: INFORMATION:
ATTACHMENTS:
Yes
REVIEWED BY:
Pittsylvania County received notification of a grant award by the Department of Criminal Justice in the
amount of $965 in federal funds from the Byrne Justice Assistance Grant Program. The total grant award is
$1,072, which includes the required local cash matching funds of $107. This grant will be used towards the
Leads Online software subscription used by the Sheriff's Department. The required local cash matching
funds of $107 will come from the Sheriff's Grant Local Match line item (100-4-031200-8109). This requires
an amendment to the FYI 4 budget and appropriation of funds for the grant.
RECOMMENDATION:
Staff recommends that the Board of Supervisors amend the FY 14 budget, approve an appropriation of $965
for the Byrne Justice Assistance Grant, and approve the transfer of $107 from the Sheriff's Grant Local
Match line item (100 -4- 031200 -8108) to line item 250 -4- 031744 -8107. THIS ITEMS REQUIRES A ROLL
CALL VOTE.
P94
COMMONWEALTH of VIRGINIA
Garth L. Wheeler Department of Criminal
Director March 24, 2014
Mr. Otis Hawker
Interim County Administrator
Pittsylvania County
P. O. Box 426
Chatham, VA 24531
Title: Byrne Justice Assistance Grant, 14- FI225LO13
Dear Mr. Hawker:
'0 i00 Bank Sheet
la \°l It"TI, o Virginia 23219
oat 7864000
APR - 4 014 I ° 04)386 -8732
2
The Byme Justice Assistance Grant Program (JAG) makes federal funds available to localities to help support
their efforts to reduce crime and improve public safety. The Department of Criminal Justice Services has been
designated to administer a portion of the JAG funds reserved for Virginia and to make those funds available to local
units of government. I am pleased to advise you that we are awarding your locality $965.00 in federal funds. With
the required local cash matching funds of $107.00, your total award is $1,072.00.
Enclosed you will find a Statement of Grant Award and a Statement of Grant Award Special Conditions.
To indicate your acceptance of the award and conditions, please complete and sign the award acceptance and return
it to Janice Waddy, General Administration Manager II, Office of Grants Management, at the Department of
Criminal Justice Services (DCJS). Please review the conditions carefully; as they include specific requirements
about how the grant funds must be managed once you receive them. We are required to provide the entire federal
portion of your award in one distribution. Please refer to the enclosed "Post Award Instructions and Reporting
Requirements" for details on how to request funds using our online Grants Management Information System
(GMIS). All financial reports and request for funds must be submitted through GMIS.
In order to complete the award acceptance, you must also provide information on how your locality will use
the awarded federal funds. Instructions are attached.
We appreciate your interest in this grant program and will be happy to assist you in any way we can to assure
your project's success. If you have any questions, please contact Heather Smolka at (804) 371 -0635 or by email at
heather.smolka@dcjs.virginia.gov.
i Sincerely,
l� Garth L. Wheeler
Enclosures
cc: The Hon. Michael W. Taylor, Sheriff
Ms. Linda R. Mills, Grants Administrator
Ms. Heather Smolka, DCJS Monitor
Criminal Justice Service Board • Committee on Training • Advisory Committee on Juvenile Justice
Advisory Committee to Court Appointed Special Advocate and Children's Justice Act Programs
Private Security Services Advisory Board • Criminal Justice Information Systems Committee
www. dcj s. virginia.gov
P95
Department of Criminal Justice Services
1100 Bank Street, 12" Floor, Richmond, VA 23219
Byrne Justice Assistance Grant Statement of Award /Acceptance
Date: March 24, 2014
Grant Period:
Subgrantee: County of Pittsylvania
Grant No: 14- F1225LO13
April 1, 2014— December 31, 2014
Project Director
Project Administrator
Finance Officer
The Hon. Michael W. Taylor
Mr. Otis Hawker
Ms. Linda R. Mills
Sheriff
Interim County Administrator
Grants Administrator
Pittsylvania County
Pittsylvania County
Pittsylvania County
P. O. Box 407
P. O. Box 426
R O. Box 426
Chatham, VA 24531
Chatham, VA 24531
Chatham, VA 24531
Phone No: (434) 432 -7800
Phone No: (434) 432 -7710
Phone No: (434) 432 -7716
Federal
Sub grantee Cash Match
TOTAL
$ 965
$ 107
$19072
TOTAL PROJECT
This grant is subject to all rules, regulations, and special conditions included in this award.
1 7 ?
Garth L. Wheeler, Director
Please provide the information requested below. See attached instructions for completing the award acceptance. Enter the
amount of Federal funds you plan to spend in each category below. The total of Federal funds entered must equal the total of
Federal funds awarded in this Brant. Please round to the nearest dollar-
The undersigned, having received the Statement of Grant Award /Acceptance and the Conditions attached thereto, does hereby
accept this grant and agree to the conditions pertaining thereto, this day of -,20-.
Signature of Project Administrator:
Ur
Title:
Purpose Areas
Federal
Amount
Category
1,
Law Enforcement
a. Hiring
$
#
Current
Officers
b. Overtime
$
#
Officers
to Hire
c. Equipment:
#
Current
Support Personnel
1
Traditional Law Enforcement E ui ment
$
#
Support
Personnel to Hire
(2) Information Technology
$
Sworn
❑ Civilian ❑
2.
Prosecution & Courts
$
3.
Prevention & Education
$
4.
Corrections & Community Corrections
$
5.
Drug Treatment
$
6.
Planning, Education & Technology Improvement
$
The undersigned, having received the Statement of Grant Award /Acceptance and the Conditions attached thereto, does hereby
accept this grant and agree to the conditions pertaining thereto, this day of -,20-.
Signature of Project Administrator:
Ur
Title:
STATEMENT OF GRANT AWARD SPECIAL CONDITIONS
Department of Criminal Justice Services
1100 Bank Street, 12th Floor
Richmond, Virginia 23219
Byrne Justice Assistance Grant Program
Subgrantee: Pittsylvania County
Grant Number: 14- FI225LO13
Federal Catalog No.: 16.738
Title: Local L. E. Block Grant Date: March 24, 2014
The following conditions are attached to and made a part of this grant award:
1. By signing the Statement of Grant Award/Acceptance, the grant recipient agrees:
• to use the grant funds to carry out the activities subgrantee establishes in the Statement of Grant Award/Acceptance,
as modified by the terms and conditions attached to this award or by subsequent amendments approved by DCJS;
• to adhere to the approved budget contained in this award and amendments made to it in accord with these terms and
conditions;
• and, to comply with all terms, conditions and assurances attached to this award.
2. The subgrantee agrees to submit such reports as requested by DCJS.
3. By accepting this grant, the recipient assures that funds made available through it will not be used to replace state or local
funds that would, in the absence of this grant, be made available for the same purposes.
4. By accepting this grant, the recipient assures that a trust fund will be established in which to deposit grant funds. Any
interest gained from the trust fund may be used to add to the Federal award amount. Any interest earned must be spent
within the grant period, and on eligible program activities.
5. If these requirements can be met within the recipient's current financial management system, there is no need to establish a
separate account.
6. Grant funds are not to be used to purchase, lease, rent, or acquire tanks or armored vehicles, fixed -wing aircraft,
limousines, real estate, yachts, consultants, or any vehicle not used primarily for law enforcement.
7. The subgrantee agrees to forward a copy to the DCJS of the scheduled audit of this grant award.
8. All purchases for goods and services must comply with the Virginia Public Procurement Act. Procurement transactions,
whether negotiated or advertised and without regard to dollar value, shall be conducted in a manner so as to provide
maximum open and free competition. An exemption to this regulation requires the prior approval of the DCJS and is only
given in unusual circumstances. Any request for exemption must be submitted in writing to the DCJS.
9. PROJECT INCOME: Any funds generated as a direct result of DCJS grant funded projects are deemed project income.
Project income must be reported on forms provided by DCJS. The following are examples of project income: Service
fees; Client fees; Usage or Rental fees; sales of materials; income received from sale of seized and forfeited assets (cash,
personal or real property included).
10. The subgrantee agrees that it and all its contractors will comply with the following federal civil rights laws as applicable:
Title VI of the Civil Rights Act of 1964, which prohibits discrimination on the basis of race, color, or national origin
in the delivery of services (42 U.S.C. § 2000d), and the DOJ implementing regulations at 28 C.F.R. Part 42, Subpart
C;
The Omnibus Crime Control and Safe Streets Act of 1968, which prohibits discrimination on the basis of race, color,
national origin, religion, or sex in the delivery of services and employment practices (42 U.S.C. § 3789d(c)(1)), and
the DOJ implementing regulations at 28 C.F.R. Part 42, Subpart D;
P97
Page 2
Grant No: 14 -F 1225LO13
County of Pittsylvania
Section 504 of the Rehabilitation Act of 1973, which prohibits discrimination on the basis of disability in the delivery
of services and employment practices (29 U.S.C. § 794), and the DOJ implementing regulations at 28 C.F.R. Part 42,
Subpart G;
Title II of the Americans with Disabilities Act of 1990, which prohibits discrimination on the basis of disability in the
delivery of services and employment practices (42 U.S.C. § 12132), and the DOJ implementing regulations at 28
C.F.R. Part 35;
Title IX of the Education Amendments of 1972, which prohibits discrimination on the basis of sex in education
programs and activities (20 U.S.C. § 1681), and the DOJ implementing regulations at 28 C.F.R. Part 54;
The Age Discrimination Act of 1975, which prohibits discrimination on the basis of age in the delivery of services (42
U.S.C. § 6102), and the DOJ implementing regulations at 28 C.F.R. Part 42, Subpart I; and
The DOJ regulations on the Equal Treatment for Faith-Based Organizations, which prohibit discrimination on the
basis of religion in the delivery of services and prohibit organizations from using DOJ funding for inherently religious
activities (28 C.F.R. Part 38).
The Juvenile Justice and Delinquency Prevention Act of 1974, as amended, which prohibits discrimination in both
employment and the delivery of services or benefits based on race, color, national origin, religion, and sex in JJDPA-
funded programs or activities (42 U.S.C. § 5672(b)).
Section 1407 of the Victims of Crime Act (VOCA), as amended, which prohibits discrimination in both employment
and the delivery of services or benefits on the basis of race, color, national origin, religion, sex, and disability in
VOCA - funded programs or activities. (42 U.S.C. § 10604).
11. The subgrantee agrees that in the event a Federal or State court or Federal or State administrative agency makes a finding
of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability
against a recipient of funds, the recipient will forward a copy of the finding to the Office for Civil Rights, Office of Justice
Programs.
12. By accepting the accompanying grant award, you are agreeing to submit financial reports during the grant period, as well
as a final report to close out the grant. Financial reports are due no later than the close of business on the 12th
working day after the end of the quarter.
13. Grant funds, including match, must be expended and/or obligated during the grant period. All legal obligations must be
liquidated no later than 90 days after the end of the grant period. The grant recipient agrees to supply a final grant
financial report and return all unexpended grant funds to DCJS within 90 days of the end of the grant period.
14. No extensions of the grant period for this award will be permitted.
15. Prior to DCJS disbursing funds, the Grantee must comply with the following special conditions:
a) Submit a budget narrative outlining all expenditures.
f3ln
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Bid Award — Brosville Industrial Park: Lots 7 & 9 04 -22 -2014
Graded Pads
SUBJECT/PROPOSAL/REOUEST•
Award Bid
STAFF CONTACT(S):
Mr. Hawker
BACKGROUND:
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
ITEM NUMBER:
14
INFORMATION:
INFORMATION:
DISCUSSION:
Pittsylvania County received four (4) bids for graded pads on Lots 7 & 9 at the Brosville Industrial Park on April
10, 2014. Haymes Brothers, Inc. submitted the lowest bid in the amount of $1,150,000.00. (See attached). This
amount in within the funds budgeted for this project.
RECOMMENDATION•
Staff recommends that the Board of Supervisors award the Brosville Industrial Park Grading Project for Lots 7 & 9
to Haymes Brothers, Inc. in the amount of $1,150,000.00 and authorize the Interim County Administrator to sign all
necessary documentation.
P99
00
Reynolds Clark
April 15, 2014
Mr. Otis Hawker
County Administrator
Pittsylvania County
P.O. Box 426
Chatham, VA 24531
RE: Brosville Industrial Park — Lots 7 & 9 Graded Pads
Bid Results & Recommendation of Award
Dear Mr. Hawker,
Enclosed is the summary of bids received for the Brosville Industrial Park Grading
Project on April 10, 2014. Four (4) bids were received with Haymes Brothers, Inc.
submitting the lowest base bid in the amount of $1,150,000.00 and a deduct of $100,000.
The summary of all four bids is attached.
We recommend awarding the contract to Haymes Brothers, Inc for $1,150,000.00. Bid
Alternate (Deduct) #1 is not recommended since the base bid is within the budget. The
original budget was $1,735,381.00. To date, $254,510.00 has been spent for stream
credits and $50,262.00 has been spent for Engineering and Surveying, leaving
$1,430,609.00 for construction.
If you have any questions, please do not hesitate to contact me.
Sincerely,
Timothy C. Reynolds, P.E
Vice President
Cc: Donna Meeks, Purchasing Manager
112 South Main Street PO BOX 556 Gretna, VA 24557
434.656.8961 p 434.656.8995f
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P101
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Sale of Voting Equipment to the City of Danville
SUBJECT /PROPOSAL/REOUEST:
Ratification of the Sale of Voting Equipment to the
City of Danville
AGENDA DATE:
4 -22 -14
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
STAFF CONTACT(S): n
Hawker, Van Der Hyde REVIEWED BY: &
ITEM NUMBER:
15
INFORMATION:
INFORMATION:
BACKGROUND:
Last fall, Pittsylvania County purchased new voting equipment that was used for the first time at the
November 2013 election. The Board of Supervisors approved the sale of 17 machines to Campbell County at
their adjourned meeting, October 22, 2013. These machines were sold at a cost of $100 each. Campbell
County was billed for this voting equipment and paid a total of $1,700 in November, 2013.
The Registrar,
with the
permission of the
State Board of Elections, has sold 13 Unilect Patriot DRE
curbside
voting units to
the City
of Danville at a total cost of $100 each. The Board of Supervisors will need
to ratify
the sale of these machines to the City and
authorize Finance to bill the City $1300 for this equipment.
RECOMMENDATION:
Staff recommends that the Board of Supervisors ratify the sale of 13 voting units at a cost of $100 each to the
City of Danville and authorize Finance to bill the City $1300 for this equipment.
Plot
From: Fox, Gary (SBE) <Gary.Fox@sbe.v!rginia.gov>
Sent: Tuesday, January 28, 2014 2:01 PM
To: Petty, Peggy
Subject: FW: Danville DIRE request
Peggy
Below is the approval of the Secretary of SDE, Don Palmer f'or you to move forward with your purchase of
DREs for ADA purposes. Please let me know the quantity you have once you acquire them. Thank you!
Regards,
Gary W. Fox VREO
Voting Technology Specialist
Commonwealth of Virginia
State Board of Elections
1100 Bank Street
Richmond, VA 23219
(Email) Rary.foxCasbe.vireinia.eov
(Office) 804 - 864 -8919
(Cell) 804.461 -0857
(Fax) 804 - 786 -0760
NOTICE - This message is not legal advice, nor a binding statement of official policy. This message and any attachment(s)
are for authorized use by the intended recipient(s) only and may contain privileged or confidential information. Unless
you are an intended recipient, you may not use, copy, retain, or disclose to anyone any information contained in this
message and any attachment(s). If you are not an intended recipient of this message, please immediately contact the
sender and delete this message and any attachment(s). Furthermore, this message and any responses sent to this email
address may be subject to public disclosure under FOIA.
r,
From: Palmer, Don (SSE)
Seta:: Tuesday, January 28, 2014 10:00 AM
To: Fox, Gary (SSE)
Cc: Lee, Susan (SBE)
Subject: RE: Danville ORE request
The letter certifies that Danville EB needs these ADA ORE's for accessible needs. Approved.
�6) ✓e r
P103
Donald Palmer
Secretary, State Board of Elections
Commonwealth of Virginia
don.palmer0sbe.virein la.aov
Work Line: 804.864.8903
Blackberry: 804.382,1244
From: Fox, Gary (SBE)
Sent: Tuesday, January 28, 2014 9:49 AM
To: Palmer, Don (SSE)
Ce: Lee, Susan (SSE)
Subject: RN: Danville DIRE request
Importance: High
This needs your approval. Peggy called for an update this morning.
Regards,
Gary W. Fox VREO
Voting Technology Specialist
Commonwealth of Virginia
State Board of Elections
1100 Bank Street
Richmond, VA 23219
(Email) aary.fox@sbe.vir ini_a, a_eov
(Office) 804- 864 -8919
(Cell) 804- 461 -0857
(Fax) 804- 786.0760
NOTICE - This message is not legal advice, nor a binding statement of official policy. This message and any attachment(s)
are for authorized use by the intended recipient(s) only and may contain privileged or confidential information. Unless
you are an intended recipient, you may not use, copy, retain, or disclose to anyone any information contained in this
message and any attachment(s). If you are not an intended recipient of this message, please immediately contact the
sender and delete this message and any attachment(s). Furthermore, this message and any responses sent to this email
address may be subject to public disclosure under FOIA.
From: Petty, Peggy fmailt04cettvWnf cd.danville.va.ust
Ser+tt Friday, January 17, 201411:50 AM
To: Fox, Gary (SSE)
P104
Sylvesta L. Jennings
Secretary
Danville Electoral Board
Office of the Secretary
515 Main Street
Danville, Virginia 24541
434 - 799 -5167
Fax: 434-797-8987
e
F J
April 3, 2014
Jenny Lee Sanders
General Registrar
110 Old Chatham Elementary Lane
Chatham, VA 24531
RE: Purchase of 13 DRE Unilect Patriot Curbside Units
W. Ralph Hogg
Chairman
Ralph N. Polk
Vice Chairman
Danville City Office of Elections is purchasing thirteen (13) Unilect Patriot DRE
curbside voting units for $100 each (totaling $1,300.00) that Pittsylvania County
Office of Elections are no longer using for their elections. The voting units were
purchased with Help America Vote Act (HAVA) funds and according to the Virginia
State Board of Elections (SBE) are transferrable with permission from SBE. I have
attached a copy of the email received from SBE Voting Technology Specialist Gary
W. Fox granting Danville City permission to purchase the curbside units.
Please bill to Danville City Electoral Board, 515 Main Street, Danville, VA 24541.
Thank you,
Peggy M. Petty
General Registrar
City of Danville
P105
S Vvea Jennings
Se, Electoral Board
City of Danville
Peggy M. Petty
General Registrar
Citp of Manbi[Ce
Virginia
April 3, 2014
434 - 799 -6560
515 Main Street
Danville, VA 24541
Received from Jenny Sanders, General Registrar, Pittsylvania County, thirteen (13) Unilect
Patriot curbside units at a cost of $100 each for a total of $1,300.
Date Peggy l etty
General Registrar
City of Danville
P106
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Youth Commission
SUBJECT/PROPOSAL/REOUEST•
Proposal to Establish the Pittsylvania County Youth
Commission and Request to Apply for a "Make It
Happen" grant
STAFF CONTACT(S):
Mr. Hawker; Ms. Bowman
AGENDA DATE:
04 -22 -2014
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
ITEM NUMBER:
16
INFORMATION:
INFORMATION:
BACKGROUND:
At the April 7, 2014 Board of Supervisors meeting, Ms. Bowman requested permission from the Board to begin a
dialog with the Pittsylvania County Public School Division and School Board, the Danville - Pittsylvania County
Chamber of Commerce, and other interested parties regarding the possibility of establishing a Youth Commission.
DISCUSSION:
After discussions with various interested parties, the following comments and a plan of action are presented:
• There is great value in a joint effort to engage our high school students by giving them a forum for a voice
in the County to discuss needs, problems and issues affecting the youth;
• That the establishment of a student -led Youth Commission provides an opportunity for making
recommendations as to programs provided to the youth, and participate in the establishment when
appropriate, by increasing their knowledge of local government, by providing opportunities for leadership
skills development, and by planning and sponsoring community service projects and activities;
• Partners of support include the School Division, the School Board, the Chamber of Commerce, the
Pittsylvania County Sheriffs Department, Averett University & Danville Community College;
• The Pittsylvania County Youth Commission will consist of 14 high school students, two each from the
seven (7) magisterial districts, who will be interviewed and selected by an Advisory Panel upon receipt of
an application, essay and letter of recommendation;
• Applications for the 2014 -2015 school year will be provided on the County's website, the School Division's
website, and the Chamber's website. In addition, applications will be made available in the county's middle
and high schools for rising 9"', 10"', 11" and 12"' graders, in the County's Administration Office, the
Chamber, Danville Community College and Averett University.
• The deadline for receipt of applications will be 5:00 p.m., July 1, 2014.
• Students will be interviewed in July and will be subsequently be notified of their selection and to attend a
Press Conference /Orientation in August, 2014.
P107
• An Advisory Board will be established for the purpose of providing guidance to the Youth Commission;
members to include but not limited to Board of Supervisors members, School Division staff, School Board
members, Pittsylvania County staff, Chamber of Commerce representative, representatives from DCC and
Averett University, the Sheriff s Department and citizen parents.
• The Youth Commission will create its Mission and Bylaws, establish meeting dates, and report periodically
to the Board of Supervisors.
RECOMMENDATION:
Staff recommends that the Board of Supervisors:
(1) Authorizes the establishment of the Pittsylvania County Youth Commission;
(2) Authorizes Mrs. Bowman to apply for a "Make It Happen" grant through the Danville Regional Foundation,
which exists to engage more people and organizations in the transformation of the Dan River Region, by becoming
involved in making this a community of "bright spots and success stories" ; and
(3) Authorizes the Interim County Administrator to sign any documentation necessary concerning the "Make It
Happen" grant.
P108
P117SYLVANIA COUNTY
VIRGINIA
Students... Apply NOW
FOR THE 2014 -2015
Pittsylvania County Youth Commission
• Student Led (Grades 9 -12)
• Represent youth issues to County Supervisors
• Plan community service projects and activities
• Learn about County government
• Sponsor countywide high school social events
• Build leadership skills, team building, and much more
Download forms online or pick up from:
• The Pittsylvania County website — www.pittgov.org
w The Pittsylvania County School Board website: www.pcs.kl2.va.us /public /news
• The Danville- Pittsylvania County Chamber of Commerce website: www.dpchamber.org
• The Front Office of your school
• The Pittsylvania County Administration Building, 1 Center Street, Chatham, VA 24531
• The Danville - Pittsylvania County Chamber of Commerce, 8653 U S Highway 29, Blairs, VA 24527
DEADLINE: Application with supporting documents to be received by 5.00 p.m., July 1 2014
Sponsored by:
Pittsylvania County Board of Supervisors
P109
0PITTSYYLVANIA C OUNTY
'�`_ _ VIRGINIA
PITTSYLVANIA COUNTY YOUTH COMMISSION
GENERAL INFORMATION:
Name:
Home
School Attending Now & Grad(
School Attending 2014 -2015 &
County Voting District:
2014 -2015 APPLICATION
Home Phone:
Zip Code
• On a separate sheet of paper (1) list civic /service organizations /school club participation and
other volunteer experience, and (2) list two references, other than a parent or relative, who can
attest to your character and overall leadership abilities.
• Write an essay in response to this question: "why do you wish to be a member of the
Phisylvania County Youth Commission, and what would you hope to accomplish?"
• Essay should be typed on 8 '' /s" X 11" paper, double - spaced, minimum 250 words, and should
bear your full name and signature. Attach essay to this completed application form and mail or
deliver so that all items are received by July 1, 2014, at 5:00 p.m.
• In addition to the two references named, please attach one letter of recommendation written by
an adult who is familiar with your qualifications (not a parent or other relative). This should be
typed, describing in 250 words or less why the author feels that you should be appointed to the
Youth Commission. The letter must accompany this application and should include the author's
full name, address, daytime and evening phone numbers, signature, and a brief description of
his/her relationship with you, the applicant.
• Commitment Statement (Signed by Applicant and Parent/Guardian): Appointment to the
Youth Commission involves a commitment to consistent attendance at meetings and other
activities. We have read the attached "Boards and Commission Information Sheet" regarding the
purpose, structure and meeting requirements of the Pittsylvania County Youth Commission, and
are willing to accept and commit to those standards should the applicant be selected as a member
of the Youth Commission.
Student's Signature:
Name of Parent or Guardian:
Signature of Parent or Guardian:
Address:
Home Phone:
Work Phone:
Date:
Please mail or hand - deliver this completed form, your essay_, and the letter of recommendation to:
County Administrator's Office
1 Center Street - P. O. Box 426 - Chatham, VA 24531
Pilo
APPOINTMENTS
Pill
CLOSED SESSION
P112
REPORTS FROM
MEMBERS
P113
REPORTS FROM
LEGAL COUNSEL
P114
REPORTS FROM
INTERIM
COUNTY
ADMINISTRATOR
P115
ADJOURNMENT
P116