06-17-2014 BOS PKTmlzcl�& 5 647
BOARD PACKET
BOARD OF SUPERVISORS
ADJOURNED MEETING
JUNE 17, 2014
1767
I
PI
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
ADJOURNED MEETING
TUESDAY, JUNE 17, 2014
GENERAL DISTRICT COURTROOM
EDWIN R. SHIELDS COURTHOUSE ADDITION
AGENDA
1. Call to Order — 7:00 p.m.
2. Roll Call Harville Barber Snead Blackstock Bowman Hagerman Barksdale
3. Pledge of Allegiance
4. Items to be Added to the Agenda
Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
(a) Presentation by Kate Berger, Treasurer — Page 12
Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
(b) TLAC Appointments — Pages 13 -14
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) — Pages
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: Donald N. Polsky & Colette H. Polsky — Westover Election District R -14 -019
M -1, Industrial District, Light Industry to R -1, Residential Suburban Subdivision District
Roll Call Vote
Y N A
Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
(Roll Catt Vote Yor N)
Open:
Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Close:
Case 2: David YL Walker And Others — Callands /Gretna Election District R -14 -020
R -1, Residential Suburban Subdivision District to A -1, Agricultural District
Roll Call Vote
Y N A
Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
(Roll Call Vote YorN)
Mahon by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Open: Close:
Case 3: Phillip Michael Henry — Staunton River Election District R -14 -021
R -1, Residential Suburban Subdivision District to A -1, Agricultural District
Roll Call Vote
Y N A
Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
(Roll Call Vote YorN)
Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Open: Close:
Case 4: Denis R. Auger & Leslie M. Auger — Callands /Gretna Election District R -14 -022
R -1, Residential Suburban Subdivision District to C -1, Conservation District
Roll tall tote
Y N A
Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
(Roll Call Vote Y or N)
Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Open: Close:
Case 5: Withdrawn
Roll Call Vote
Y N A
Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
(Roll Call Vote Y or N)
R -14 -023
Public Hearing
6. Public Hearing to receive citizen input on proposed amendments to the Pittsylvania County
Code ( "PCC ") involving revision to PCC Section 9 -47 and the insertion of new PCC
Sections 6 -6.5 and 6 -6 -.6. Requires a Motion and a Roll Call Vote Pages 18 -20
Roll Call Vote
Y N A
Barber
Barksdale
Blackstock
Bowman
Hagerman
Harville
Snead
(Roll Call Vote Y or N)
PRESENTATIONS
Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
7. Presentation by Amy Childress, Comprehensive Services Act (CSA) Coordinator, on
Community Policy Management Team (CPMT) Quarterly Report; Review of CPMT 2014
Annual Audit; and annual appointments to the CPMT — Page 22
UNFINISHED BUSINESS
Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
8. Expenditure Refunds — At the Board of Supervisors meeting on June 2, 2014, a motion was
made by Mr. Barber, seconded by Mr. Harville that required a 10 -Day Layover that has
been met. Requires a Roll Call Vote — Pages 24 -27
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. State Budget — Page 29
10. Recommendations from Economic Development Committee — the Economic Development
Committee will meet at S:OOpm on Tuesday, June 17, 2014 and any recommendations that
come from that meeting will be presented to the Board of Supervisors — Pages 30 -31
Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
(a) Discussion of Work Session on Economic Development Strategies
Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
(b) Funding Request from Dan River Business Development Center
Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
(c) Economic Development Update — Greg Sides
Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
(d) Closed Session — Discussion concerning a prospective business or industry or the
expansion of an existing business or industry where no previous announcement has
been made of the business' or industry's interest in locating or expanding its
facilities.
Authority: §2.2- 3711(A)(5) of the Code of Virginia, 1950, as amended
Subject Matter: Unannounced location or expansion
Purpose: Discussion of Project Cavalier, Project Tire, Project June,
Project Co -Op, Project Hokie
Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
11. Letter of Support — Town of Chatham — Pages 32 -33
Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
12. Library Fax Money Appropriation — Requires a Motion and a Roll Call Vote —
Pages 34 -36
APPOINTMENTS
Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
13. Danville/Pittsylvania County Community Services — Westover District — Page 38
Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
14. Southern Area Agency on Aging — Pages 39 -40
BOARD ANNOUNCEMENTS
REPORTS FROM LEGAL COUNSEL
REPORTS FROM INTERIM COUNTY ADMINISTRATOR
Animal Control Monthly Report — May 2014 Page 44
Conservators of the Peace Solid Waste Monitoring Report — May 2014 Page 45
ADJOURNMENT
Motion by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Seconded by: Harville Barber Snead Blackstock Bowman Hagerman Barksdale
Time Adjourned:
TO BE ADDED
P„
PITTSYLVANIA COUNTY
Board of Supervisors
AGENDA TITLE:
Presentation by Treasurer
SUBJECT/PROPOSAL/REQUEST:
Presentation
STAFF CONTACT(S):
Mr. Hawker
EXECUTIVE SUMMARY
AGENDA DATE:
06 -17 -2014
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
No
REVIEWED BY:
ITEM NUMBER:
4(a)
INFORMATION:
INFORMATION:
The Honorable M. Kate Berger, Treasurer for Pittsylvania County, has requested to give a brief presentation
concerning an error by the printing company in the header of some tax bills.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review and consideration.
P12
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Appointments — Tri- County Lakes Advisory 06 -17 -2014
Commission (TLAC)
SUBJECT/PROPOSAL/REQUEST:
Appointments —TLAC
STAFF CONTACT(S):
Mr. Hawker
ACTION•
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
REVIEWED BY:
ITEM NUMBER:
4(b)
INFORMATION:
INFORMATION:
BACKGROUND:
As of July 1, 2014, the Tri - County Lake Administrative Commission shall be replaced by the Tri- County Lakes
Administrative Commission (TLAC) that will be operating under a new Cooperative Agreement (which the Board
of Supervisors approved at their April 7, 2014 meeting). TLAC has requested since it is a new operating
agreement, appointments /re- appointments would be appropriate. (See Attached Letter).
The Board of Supervisors has requested before any nominations for appointments are made to any committees,
boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the board meeting
of the proposed candidate to be nominated for an appointment to that board, agency, committee, or commission.
Pittsylvania County's appointments /re- appointments for TLAC to serve out the remainder of the year term of July
1, 2014 through January 31, 2015 are as followings:
1) Administrator— Clarence Monday
2) Supervisor — Jerry A. Hagerman
3) Citizen at Large — John Lindsey
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review, consideration and approval.
P13
Smilb 91urui/atn Lakr: T!>e Jeu•e/ of the Mile Rirl,e
Teri- Crn:NTV LAW: Annvvjs"rrxnvi7 CONWISS[ON
Memo
To: Mr. Otis Hawker, Interim Pittsylvania County Administrator
Mr. Rick Huff, Franklin County Administrator
Mr. David Laurrell, Campbell County Administrator
Mr. Mark Reeter, Bedford County Administrator
From: Mrs. Pam Collins, Lake Management and Project Coordinator
Date: June 11, 2014
Subject: Appointments to TLAC Board of Directors
As you know, on July 1st, the Tri- County Lake Administrative Commission shall be replaced by
the Tri- County Lakes Administrative Commission and shall have a new Cooperative Agreement.
It would be appropriate for each County to appoint or reappoint the Board members for the
remainder of this year (from July 1, 2014 through January 31, 2015).
The following appointments are necessary for the respective Counties:
Bedford, Franklin and Pittsylvania:
Administrator, Supervisor and Citizen at Large
Campbell:
Administrator and Supervisor
Additional:
It is also anticipated that Franklin County will be asked to appoint/reappoint the Smith Mountain
Lake Association representative.
Pittsylvania County has already appointed the Leesville Lake Association representative.
I would appreciate it if you would have the appropriate person forward an email or letter
to me confirming the appointments, so that we will have the documentation in our files.
Thank you.
P14
HEARING OF
CITIZENS
P15
CONSENT
AGENDA
P16
PUBLIC HEARING
P17
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Public Hearing — Proposed Amendments to Section 9- 06 -17 -2014
47 and new insertions of Sections 6 -6.5 and 6 -6.6 of
the Pittsylvania County Code ACTION•
Yes
SUBJECT/PROPOSAL/REQUEST:
Public Hearing CONSENT AGENDA:
ACTION:
STAFF CONTACT(S):
Mr. Hawker ATTACHMENTS:
Yes
ITEM NUMBER:
6
INFORMATION:
INFORMATION:
4
DISCUSSION:
At their adjourned meeting on May 20, 2014, the Board of Supervisors approved to advertise and hold a public
hearing on Tuesday, June 17, 2014 for citizen input on the following three (3) proposed changes to Chapter 9 of the
Pittsylvania County Code:
(1): SEC. . TREASURER'S DISCRETION FOR APPLICATION OF TAX PAYMENTS.
The treasurer shall not be required to apply any tax payments to the oldest outstanding account provided the
taxpayer has made a bona fide arrangement for payment of the existing tax delinquency.
(2): SEC. . BAD CHECK FEE.
Pittsylvania County, Virginia, and any and all of its associated Constitutional Officers, shall have the authority to
charge and collect up to $35.00 for the uttering, publishing or passing of any check, draft, or order for payment of
taxes or any other sums due, which is subsequently returnedfor insufficientfunds, or because there is no account
or the account has been closed, or because such check, draft, or order was returned because of a stop payment
order placed in bad faith on the check draft, or order by the drawer.
(3): SEC. 9 -47. ASSESSMENT OF LICENSE FEE.
A. There is hereby assessed to any person owning or leasing a motor vehicle, trailer or semi - trailer, normally
garaged, stored or parked in Pittsylvania County on January 1 of each year a Pittsylvania County motor vehicle
license fee.
B. Reserved.
C. The chief of each volunteer fire department and volunteer emergency rescue squad will prepare and certify a list
of active members and active auxiliary members or former members who served at least ten (10) years in the
County of his department or squad and who regularly respond or responded to calls or perform or performed other
duties for the department or squad and who reside in the County outside the corporate limits of the Towns of
P18
Chatham, Gretna, and Hurt. The certified list and affidavit by the chief will include the complete name of each
individual, his residence address and dates of service of active member, active auxiliary member, or former
member who served at least ten (10) years in the County to be certified for exemption. Each individual so certified
will complete the required application form which shall include the name ofthe individual, his residence address,
the department making the certification, vehicle identification number and description of the vehicle owned or
leased by such active member, active auxiliary or former member who served at least ten (10) years, and which
shall include an affidavit swearing to its contents, submit it to his chief who will attach all individual applications
to the certified listing and submit to the Treasurer of the County by March 1 of each year. After reviewing and
comparing the certified listing, applications, and affidavits, with the Virginia Division of Motor Vehicle records,
and the personal property tax rolls, the Treasurer will issue an exemption certificate to each certified member
without charge except the Treasurer shall deny for the current year the issuance of the vehicle license fee without
charge to an otherwise qualified applicant who has failed to pay any personal property taxes for any prior years
due the County which is unpaid by the March 1 due date of the application. No member of a volunteer rescue squad
or volunteer fire department shall be issued an exemption certificate for more than one (1) vehicle free of charge.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review and consideration.
P19
Advertised in the Chatham Star Tribune on June 4 and June 11, 2014 1
PUBLIC HEARING
NOTICE
The Board of Supervisors of Pittsylvania
County, Virginia, will hold a public hearing
on Tuesday, June 17, 2014, at 7:00 p.m., in
the General District Courtroom of the Edwin
R. Shields Courtroom Addition in Chatham,
Virginia, to receive citizen input on proposed
amendments to the Pittsylvania County Code
( "PCC ") involving revision to PCC § 9 -47
and the insertion of new PCC §§ 6 -6.5 and
6 -6.6. A full text of the proposed PCC amend-
ments is available in the Office of the County
Administrator, Captain Martin Building, 1
Center Street, Chatham, Virginia, on Monday
through Friday, from 8:00 a.m. to 5:00 p.m.
P20
PRESENTATIONS
P21
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
CPMT member appointments/ CPMT attendance
records/ Review of CMPT 2014 Annual Audit
SUBJECT/PROPOSAL/REOUEST:
CPMT member appointments / updating reports
STAFF CONTACT(S):
Mr. Hawker; Amy Childress
AGENDA DATE:
06 -17 -2014
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
No
ITEM NUMBER:
7
INFORMATION:
INFORMATION:
BACKGROUND:
Resolution 2014 -03 -01 was adopted by the Pittsylvania County Board of Supervisors on March 3, 2014.
Pittsylvania County Board of Supervisors agreed to appoint CPMT members for fiscal year terms, each June.
Amy Childress will present the Community Policy Management Team (CPMT) quarterly attendance records,
review of the CMPT 2014 annual audit, and CPMT member appointments.
RECOMMENDATION:
Staff submits for the Board of Supervisors consideration the following appointments to the CPMT:
Current 5 CPMT members, effective July 1 2014- June 30 2015•
Parent Representative- Kim Van Der Hyde
Government Representative- James Snead
Representative of a Private Organization- Tonya Fowler
Representative of Pittsylvania County Sheriff's Office- Mike Taylor
Director of Pittsylvania County Community Action- Everlena Ross
P22
UNFINISHED
BUSINESS
P23
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
AGENDA TITLE: 1 6 -17 -14
Expenditure Refunds- Motion made by Mr. Barber ACTION:
and seconded by Mr. Harville and has now met the Yes
10 -day layover requirement. Requires a roll call vote.
SUBJECT/PROPOSAL/REQUEST:
Budget Amendment for expenditure refunds
STAFF CONTACT(S):
BACKGROUND:
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
REVIEWED BY:
ITEM NUMBER:
8
INFORMATION:
INFORMATION:
IN
Attached is a list of expenditure refunds for the month of May 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: $25.33 to County Attorney - Office Supplies (100-
4- 012210 - 6001), $49.53 to Purchasing - Salaries & Wages (100-4-012530-1100), $49.53 to Registrar - Salaries
& Wages (100-4-013200-1100), $49.53 to Clerk of Court- Salaries & Wages (100 -4- 021600 - 1100), $199.67
to Clerk of Courts- Copier Lease (100 -4- 021600 - 60051), $99.06 to Sheriff - Policemen (100 -4- 031200 - 1039),
$1,412.58 to Sheriff -Parts (100 -4- 031200- 6030), $1,478.60 to Sheriff -Labor (100-4-031200-603 1),
$4,300.00 to Sheriff - Capital Outlay Vehicle (100 -4- 031200 - 8105), $35.30 to VFD- United Way Contribution
(100 -4- 032200 - 5667), $10,528.83 to Jail- Extradition (100-4-033100-5550), $3,798.64 to E911- Telephone
(100 -4- 035500 - 5230), $49.53 to Public Works - Salaries & Wages (100-4-04100-1100), $49.53 to Recreation -
Salaries & Wages (100 -4- 071100 - 1100), $99.06 to Library- Salaries & Wages (100 -4- 073100- 1100), $260.00
to Library- Postage (100 -4- 073100 - 5210),$49.53 to Planning - Salaries & Wages (100-4-081100-1100) $250.00 to Ag Development - Travel (100 -4- 082500 - 5500), $198.12 to DSS- Social Worker (201- 4- 053100-
1034), $43.49 to WIA Administration -Other Operating (251-4-353160-6014), $8,086.62 to WIA -Other
Operating (251 -4- 353853- 6014). MOTION MADE BY MR. BARBER AND SECONDED BY MR.
HARVILLE AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. REQUIRES A ROLL
CALL VOTE.
P24
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
AGENDA TITLE: 1 6 -02 -14
Expenditure Refunds- Requires a motion and a 10 -day ACTION:
layover I Yes
SUBJF,CT/PROPOSAL/REOUEST:
Budget Amendment for expenditure refunds
STAFF CONTACT(S):
Hawker, VanDerHyde
BACKGROUND:
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
REVIEWED BY:
ITEM NUMBER:
12
INFORMATION:
INFORMATION:
DISCUSSION:
Attached is a list of expenditure refunds for the month of May 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: $25.33 to County Attorney -Office Supplies (100-
4- 012210- 6001), $49.53 to Purchasing- Salaries & Wages (100-4-012530-1100), $49.53 to Registrar- Salaries
& Wages (100 -4- 013200 - 1100), $49.53 to Clerk of Court- Salaries & Wages (100 -4- 021600 - 1100), $199.67
to Clerk of Courts - Copier Lease (100 -4- 021600- 60051), $99.06 to Sheriff - Policemen (100 -4- 031200 - 1039),
$1,412.58 to Sheriff -Parts (100 -4- 031200- 6030), $1,478.60 to Sheriff -Labor (100 -4- 031200 - 6031),
$4,300.00 to Sheriff - Capital Outlay Vehicle (100-4-031200-8105), $35.30 to VFD- United Way Contribution
(100 -4- 032200 - 5667), $10,528.83 to Jail- Extradition (100 -4- 033100 - 5550), $3,798.64 to E911- Telephone
(100 -4- 035500 - 5230), $49.53 to Public Works - Salaries & Wages (100-4-04100-1100),$49.53 to Recreation -
Salaries & Wages (100-4-071100-1100), $99.06 to Library- Salaries & Wages (100-4-073100-1100), $260.00
to Library- Postage (100 -4- 073100 - 5210), $49.53 to Planning - Salaries & Wages (100 -4- 081100 -1100)
$250.00 to Ag Development-Travel (100 -4- 082500 - 5500), $198.12 to DSS- Social Worker (201- 4- 053100-
1034), $43.49 to WIA Administration -Other Operating (251 -4- 353160- 6014), $8,086.62 to WIA -Other
Operating (251 -4- 353853 - 6014). THIS ITEM REQUIRES A MOTION AND A ]0 -DAY LAYOVER.
Pilo
P25
PITTSYLVANIA. COUNTY
Finance Department
P.O. Box 426
Chatham, Virginia 24,531
MEMO TO: Otis S. Hawker
Interim County Administrator
VIRGINIA
FROM: Kim Van Der Hyde 1't�
Finance Director
SUBJECT: May Expenditure Refunds
DATE: May 29, 2014
Phone (4341432-7740
Fax (4341432 -7746
Gretna /Hurt (434) 656.6211
Bachelors LB /V MtmeB (434) 797 -9550
The list below shows all expenditure refunds that were sent to the Finance Department
during the month of May. I am recommending that all of the following expenditure
refunds be reappropriated by the Board of Supervisors:
100 -4- 012210 -6001 County Attorney - Office Supply 25.33
FOIA payments
100 -4- 012530 -1100 Purchasing- Salaries & Wages 49.53
American Fidelity Refund
1004-013200 -1100 Registrar - Salaries & Wages 49.53
American Fidelity Refund
100 -4 -021600 -1100 Clerk of Court - Salaries & Wages 49.53
American Fidelity Refund
100- 4021600 -60051 Clerk of Court - Copier Lease 199.67
Reimbursement
100 -4- 031200 -1039 Policeman 99.06
American Fidelity Refund
100 -4- 031200 -6030 Sheriff -Parts 1,412.58
Insurance Claims/Restitution
100 -4- 031200 -6031 Sheriff -Labor 1,478.60
Insurance Claims
100 -4- 031200 -8105 Sheriff- Capital Outlay Vehicle 4,300.00
Insurance Claim
Pill
P26
100 -4 -032200-5667 VFD- United Way Contribution 35.30
Donation (100 -3- 000000 - 189912)
1004- 033100 -5550 Extradition 10,528.83
100 -4- 035500 -5230
E911- Telephone
3,798.64
Intrado Reimbursement
1004- 041000 -1100
Public Works - Salaries & Wages
49.53
American Fidelity Refund
100 -4- 071100 -1100
Recreation - Salaries & Wages
49.53
American Fidelity Refund
100 -4- 073100 -1100
Library- Salaries & Wages
99.06
American Fidelity Refund
1004-073100 -5210
Library- Postage
260.00
Friends of the Library Postage
100 -4- 081100 -1100
Planning - Salaries & Wages
49.53
American Fidelity Refund
1004- 082500 -5500 Ag Economic Development - Travel 250.00
Farm Credit Trip Contribution
201-4 -053100 -1034 Social Worker 198.12
American Fidelity Refund
251 -4- 353160 -6014 WIA Administration -Other Operating 43.49
Overpayment
2514- 353853 -6014 WIA -Rent 8,086.62
Rent Payments
251 -3- 000000- 150201
TOTAL MAY EXPENDITURE REFUNDS
P112
P27
S31,112.48
NEW BUSINESS
P28
PITTSYLVANIA COUNTY
Board of Supervisors
AGENDA TITLE:
State Budget
SUBJECT/PROPOSAL/REQUEST:
State Budget
STAFF CONTACT(S):
Mr. Hawker
BACKGROUND:
DISCUSSION:
EXECUTIVE SUMMARY
AGENDA DATE:
06 -17 -2014
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
No
ITEM NUMBER:
9
INFORMATION:
INFORMATION:
This topic will be covered by the Interim County Administrator, if necessary, at the Board of Supervisors meeting.
RECOMMENDATION:
P29
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Recommendations from Economic Development 06 -17 -2014
Committee
SUBJECT/PROPOSAL/REOUEST:
Committee Recommendations
STAFF CONTACT(S):
Mr. Hawker
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
ITEM NUMBER:
10
INFORMATION:
INFORMATION:
DISCUSSION:
The Pittsylvania County Board of Supervisors Economic Development Committee will meet at 5:00p111 on
Tuesday, June 17, 2014. (Agenda attached). Any recommendations that come from the committee will be
presented to the Board of Supervisors.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review and consideration.
P30
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
ECONOMIC DEVELOPMENT COMMITTEE
5:00 P.M.
TUESDAY, JUNE 17, 2014
MAIN CONFERENCE
CAPTAIN MARTIN BUILDING
I CENTER STREET
CHATHAM, VIRGINIA
AGENDA
Call to Order — 5:00 P.m.
2. Roll Call
3. Approval of Agenda
4. (a) Discussion of Work Session on Economic Development Strategies
(b) Funding Request from Dan River Business Development Center
(c) Economic Development Update — Greg Sides
CLOSED SESSION
Discussion concerning a prospective business or industry or the expansion of an existing
business or industry where no previous announcement has been made of the business' or
industry's interest in locating or expanding its facilities
Authority: §2.2- 3711(A)(5) of the Code of Virginia, 1950, as amended
Subject Matter: Unannounced location or expansion
Purpose: Discussion of Project Cavalier, Project Tire, Project June,
Project Co -Op, Project Hokie
ADJOURNMENT
P31
PITTSYLVANIA COUNTY
Board of Supervisors
AGENDA TITLE:
Letter of Support — Town of Chatham
SUBJECT/PROPOSAL/REOUEST:
Letter of Support
STAFF CONTACT(S):
Mr. Hawker
BACKGROUND:
EXECUTIVE SUMMARY
AGENDA DATE:
06 -17 -2014
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
REVIEWED BY:
ITEM NUMBER:
11
INFORMATION:
INFORMATION:
DISCUSSION:
The Town of Chatham is submitting an application to the Virginia Tobacco Indemnification Commission (VTIC)
for grant funds to assist the Town with upgrades to the potable water supply system that services Pittsylvania
County facilities. The Town is requesting a Letter of Support from Pittsylvania County to increase the Town's
chances of obtaining grant funding for the upgrades. This Letter of Support is not to obligate the County in any
way for funding, but rather to indicate how the water is used in the County's daily operations and what impacts
occur to County operations if and when the water service is interrupted. Should the Board approve the Town's
request; the Letter of Support will need to be submitted to the Town of Chatham no later than July 1, 2014 so that it
may be included in their application to VTIC. (See attached letter).
RECOMMENDATION:
Staff recommends the Board of Supervisors approve the Interim County Administrator draft a Letter of Support as
requested by the Town of Chatham.
P32
Mayor
ROY P. BYRD, JR.
Town Manager
EDMUND GILES
Clerk- Treasurer
TIM HAMMELL
Director of Public Works
ROBERTH.HANSON
Mr. Otis Hawker
Assistant County Administrator
Pittsylvania County
PO Box 426
Chatham, VA 2453',
1NT OF
16 Court Place
PO Box 370
Chatham VA 24531
434 - 432- 8153-Office
434 - 432 4817- Facsimile
w .thammell @chatham- va.gov
May 28, 2014
RE: Town of Chatham Raw Water Supply System Improvements
Request for Support
Dear Mr. Hawker:
(
JUN
2 2014
Town Council
JANET BISHOP
WILLIAM BLACK
C.B. CUNDIFF
The Town will be submitting an application to the Virginia Tobacco Indemnification Commission (VTIC) for grant
funds to assist with upgrades to the potable water supply system that services your facilities. These improvements will
address the significant issues identified with the raw water supply system which have the potential to restrict the supply
of treated water during extended drought periods as identified by the Town's engineering consultant. The primary focus
of these improvements is to increase the overall reliability and performance of the water treatment plant raw water
intake and storage reservoirs during periods of extended drought.
During the summer of 2002, the greatest drought on historical record was experienced by the Town where potable
surface water resources in the Cherrystone and Roaring Fork Reservoirs were nearly depleted. Water levels were drawn
down well below the gravity outfall weir of the outfall structures. To more efficiently utilize the water in the
Cherrystone reservoir and to allow for access to impounded water in the Roaring Fork reservoir, improvements to the
outlet structures at both of these reservoirs are needed. Additionally, the intake at the water treatment plant is
approximately 90 years old, is in deteriorated condition, and must be replaced.
Because water service is such an important aspect of operating a business, we are asking for your letter of support. This
letter is vital for increasing the Town's chances to obtaining grant funding for the upgrades to the raw water supply
system. In your letter please indicate how water is used in your daily operations and describe any impact to your
operations that will occur (or has occurred) if water service is interrupted. Due to the timely nature of this
application, we ask that you submit your letter to the Town Hall no later than July 1, 2014.
If you should have any question regarding the information contained in this letter, please contact Edmund Giles, Town
Manager or Tim Hammell, Town Treasurer at (434) 432 -9515.
Sincerely,
The Town of Chatham,
P33
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Library Fax Money Appropriation - Requires a motion
and a Roll Call Vote
SUBJECT /PROPOSAL /REQUEST:
Appropriation of Library fax money
STAFF CONTACT(S):
Hawker, Van Der Hyde
AGENDA DATE:
6 -17 -14
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
ITEM NUMBER:
12
INFORMATION:
INFORMATION:
BACKGROUND:
The Library charges a fee for the use of the fax machines at the County libraries. The Library has collected a
total of $3,312.05 for the use of the fax machines at all branches of the County library during FY 2013 -2014.
These monies are appropriated by the Board of Supervisors each year so that the library may utilize these
funds.
DISCUSSION:
Attached is a memo from Susan Harbrook, Library Accountant requesting the use of $3,312.05 of fax money
to help cover the shortage in the Library's current 2013 -2014 operating budget.
RECOMMENDATION:
Staff recommends that the Board of Supervisors amend the library's budget and appropriate $3,312.05 to the
telephone line item (100 -4- 073100 - 5230). THIS ITEM REQUIRES A MOTION AND A ROLL CALL
VOTE.
P34
PI TTSYLVANIA COUN Y
t
wtivsv.pc :i>tii�.r3rcf
Memo
To: Kim Vanderhyde
From: Susan Harbrook
Date: 06/09/2014
Re: Transfer remainder of Fax monies
Hello Kim,
This is requesting the remainder of the Fax money ($3312.05) be
appropriated to the telephone account (100 -4- 073100 -5230) to be
transferred to accounts where needed to make up shortfall.
The total fax monies collected was $8311.05.
1 already requested $4999.00 to be transferred.
Thanks,
Susan Harbrook
P35
24 Military Drive
Chatham VA 24531
434 -432 -3271
PITTSYLVANIA COUNTY PUBLIC LIBRARY
DAILY PETTY CASH - ANNUAL SUMMARY
AS OF THE MONTH OF: MAY 2014
* * ** *ALL BRANCHES COMBINED**"..
MONTH
COPIES
FINES
LOST
BOOKS
FAX
GIFTS
TOTAL
July, 2013
$
2,583.92
$
4,507.98
$
746.59
$
1,108.40
$
325.13
$
9,272.02
August, 2013
$
978.15
$
7,606.32
$
263.90
$
854,00
$
1,070.00
$
4,772.37
September, 2013
$
1,121.70
$
1,407.00
$
218.39
$
829.00
$
384.04
$
3,960.13
October, 2013
$
1,195.80
$
1,571.09
$
301.77
$
822.00
$
131.11
$
4,021.77
November, 2013
$
642.60
$
784.55
$
186.26
$
571.00
$
74.06
$
2,258.47
December, 2013
$
871.35
$
1,246.89
$
128.89
$
715.55
$
3,477.13
$
6,439.81
January, 2014
$
958.71
$
1,332.89
$
218.28
$
920.10
$
581.39
$
4,011.37
February, 2014
$
697.85
$
861.98
$
195.26
$
387.00
$
1,282.64
$
3,424.73
March, 2014
$
1,092.90
$
1,546.36
$
123.21
$
837.00
$
232.52
$
3,831.99
April, 2014
$
931.35
$
966.00
$
208.33
$
767.00
$
210.62
$
3,083.30
May, 2014
$
632.81
$
768.60
$
188.91
$
500.00
$
346.95
$
2,437.27
June, 2014
$
-
$
-
$
-
$
-
$
-
$
-
$ 47,513.23
PREPARED BY: Susan Harbrook
P36
3.23
FY2013 -2014
DATE: 6/9/2014
APPOINTMENTS
P37
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Appointment — Danville - Pittsylvania County 06 -17 -2014
Community Services Board of Directors
SUBJECT/PROPOSAL/REQUEST:
Appointment — Westover District Representative
STAFF CONTACT(S):
Mr. Hawker
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
No
ITEM NUMBER:
13
INFORMATION:
INFORMATION:
BACKGROUND:
Agencies, Boards, Commissions and Committees that operate under Pittsylvania County make nominations to the
Board of Supervisors for appointments representing each election district within the County. The Danville -
Pittsylvania County Community Services is a board in which a representative from each district as well as an at-
large seat that is appointed by the Board of Supervisors. Members of the Danville - Pittsylvania County Board of
Directors are limited to serving three consecutive 3 -year terms.
DISCUSSION:
The Board of Supervisors has requested before any nominations for appointments are made to any committees,
boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the board meeting
of the proposed candidate to be nominated for an appointment to that board, agency, committee, or commission.
The Honorable Coy E. Harville has nominated Ms. Faith Stamps to serve as the Westover District Representative
on the Danville - Pittsylvania County Community Services Board of Directors for a 3 -year term beginning July 1,
2014 and ending June 30, 2017.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review, consideration and approval.
P38
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Appointment — Southern Area Agency on Aging 1 06 -17 -2014
SUBJECT/PROPOSAL/REQUEST:
Appointment request
STAFF CONTACT(S):
Mr. Hawker
BACKGROUND:
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
ITEM NUMBER:
14
INFORMATION:
INFORMATION:
DISCUSSION:
The Pittsylvania County Board of Supervisors appoints two County residents to represent Pittsylvania County on
the Southern Area Agency on Aging (SAAA) Board of Directors. Recently, Rev. John Clark, one of Pittsylvania
County's two representatives, passed away. The SAAA respectfully requests the Board of Supervisors consider an
appointment to serve out Rev. Clark's term, which would end June 5, 2015. According to the attached letter from
the SAAA, board members terms are for 3 years; a member may serve two consecutive terms; the SAAA meetings
are typically held every other month on the last Monday of the month at 1 PM at the Agency's office in Martinsville;
and board members are reimbursed by the SAAA for all agency - related travel, including board and committee
meetings, at the current mileage rate set by the IRS.
RECOMMENDATION:
Staff submits this for the Board of Supervisors review and consideration. Any nomination submitted will be set for
approval at the following Board of Supervisors meeting.
P39
SOUTHERN( AREA
AGENCY(s ON c AGING
204 CLEVELAND AVENUE, MARTINSVILLE, VA 24112
(276) 632 -6442 TOLL FREE NO. 1 800 468 -4571 FAX (276) 632 -6252
May 30, 2014
Otis S. Hawker, Interim County Administrator
County of Pittsylvania
P.O. Box 426
Chatham, VA 24531
Dear Mr. Hawker:
It's with much sadness that I'm writing to request that Pittsylvania County fill a
vacancy on the Board of Directors of Southern Area Agency on Aging (SAAA), due to
the recent passing of Rev. John Clark.
Rev. Clark was a faithful member of the Board; continuing to attend meetings as
his health began to significantly decline. He will be missed.
Pittsylvania County's appointee, when named by the County, will fill the
unexpired term of Rev. Clark which ends June 5, 2015. According to SAAA's by -laws,
board members' terms are for three years, a member may serve two consecutive terms.
The Agency's board meetings are generally held every other month, on the last Monday
of the month at 1 p.m. at the Agency's offices in Martinsville. Board members are
reimbursed for all agency - related travel, including board and committee meetings, at the
current mileage rate set by the IRS.
Please don't hesitate to co otact ,me if *.here are questions. Enclosed you'll find
some agency brochures that you can share with possible prospects. Thank you for your
consideration.
Encls.
Sincerely,
CT e a C. Fontaine
Executive Director
promoting Jn4enclence and QaaCitry
P40
REPORTS FROM
MEMBERS
P41
REPORTS FROM
LEGAL COUNSEL
P42
REPORTS FROM
INTERIM
COUNTY
ADMINISTRATOR
P43
PITTSYLVANIA COUNTY
VIRGINIA
Otis Hawker, Interim
County Administrator
P.O. Box 426
Chatham, Virginia 24531
e -mail: dsleeper @pittgov.org
0
MEMORANDUM
To: Otis S. Hawker, Interim County Administrator
From: Pete Boswell., Chief Animal Control Officer
Date: May 31, 2014, Subject: Animal Control Activity Report
Phone (434) 432 -7710
Fax (434) 432 -7714
Gretna /Hurt (434) 656 -6211
During the period of May 1, 2014 through May 31, 2014, the Animal Control Officers responded to
_287 calls; 15_ follow up calls as per Pete Boswell, Chief Animal Control Officer, resulting in the
following:
Description
Number
Remarks
Animals taken into custod
130
Dogs
68
Cats
40
Other
22
Opossums
Animals on hand at month end
7
Animals dispatched
38
Cat -1 Other -22 Dog-15
Licenses checked
58
Court cases
11
Summons
22
Animals Adopted
6
Out of 35 adoptable ones
Animals returned to owners
18
Cats taken to the Humane Society
37
Animals Transferred
39
FC -22 MHCSPCA -15 DAHS -2
Injured animals picked up
3
Animals found in traps
52
Exposures: Human /Saliva
1
Exposures: Dogs/Cats/Wildlife
0
Dog Bites
2
Cat Bites
0
Cruelty Checks
2
Well -being Checks
7
Cat/Dog Fights
2
Investigated killings by dogs/cats
1
Investigate killings by Coyotes
1
n you nave any questions concerning this, please do not hesitate to contact me.
P44
PITTSYLVANIA COUNTY
VIRGINIA
Lv94
Otis Hawker, Interim 41 s 434
County Administrator o �' Phone ( ) 432 -7710
434 432 -7714
P.O. Box 426 a Fax a : ( )
Chatham, Virginia 24531
t z Gretna /Hurt (434) 656 -6211
w �c. o t✓ y
e -mail: dsleeper @pittgov.org °' 1
1767
MEMORANDUM
To: Otis S. Hawker, Interim County Administrator
From: Pete Boswell., Chief Animal Control Officer
Date: May 31, 2014
Subject: Conservators of the Peace
Solid Waste Monitoring Report
The Animal Control Officers whom have been appointed to the position of Conservators of the Peace
monitoring solid waste sites in Pittsylvania County, as per Pete Boswell, Chief Animal Control Officer,
for the period of May 1, 2014 through May 31, 2014
Description
Number
Remarks
6 hrs
Total hours monitored
57
Vehicles entering sites
2
Vehicles checked
0
Summons' issued
0
Court Cases
0
Convictions
If you have any questions concerning this, please do not hesitate to contact me.
P45
CLOSED SESSION
P46
ADJOURNMENT
P47