01-19-2016 BOS Adjourned Meeting Agenda PKT�9Td4e 5 - l
PITTSYLVANIA COUNTY
BOARD OF SUPERVISORS
ADJOURNED MEETING
BOARD PACKET
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JANUARY 19, 2016
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PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
ADJOURNED MEETING
TUESDAY, JANUARY 19, 2016
GENERAL DISTRICT COURTROOM
EDWIN R. SHIELDS COURTHOUSE ADDITION
AGENDA
1. Call to Order — 7:00 p.m.
2. Roll Call
Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Barber Barksdale Blackstock Davis Hagerman Scearce Warren
3. Moment of Silence
4. Pledge of Allegiance
5. Items to be added to the Agenda
(a)
APPROVAL OF AGENDA
Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Barber Barksdale Blackstock Davis Hagerman Scearce Warren
HEARING OF CITIZENS
CONSENT AGENDA
6. (a) Proclamation Black History Month February 2016 - Pages 14-15
Motion by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Seconded by. Barber Barksdale Blackstock Davis Hagerman Scearce Warren
PUBLIC HEARINGS
Rezoning Cases
Case 1: Wanda Kay Adkins — Dan River Election District: R -16 -001
R -1, Residential Suburban Subdivision District to A -1, Agricultural District
Open:
Close:
Motion by. Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Seconded by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Warren
Barksdale
(Roll Call Vote Y or N)
Case 2: Benny R. Saunders, Sr, — Staunton River Election District: R -16 -002
R -1, Residential Suburban Subdivision District to A -1, Agricultural District
Open: Close:
Motion by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Seconded by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Y N A
Warren
Barber
Blackstock
Scearce
Davis
Warren
Barksdale
(Roll Call Vote Y or N)
Case 3: Carl Mayo — Banister Election District: R -16 -003
A -1, Agricultural District to R -1, Residential Suburban Subdivision District
Open:
Close:
Motion by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Seconded by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Roll Call Vote
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Warren
Barksdale
(Roll Call Vote Y or N)
Case 4: Beatrice E. Robertson & Kimberly E. Rice — Staunton River Election District: R -16 -004
B -2, Business District, General to RC -1, Residential Combined Subdivision District
Open: Close:
Motion by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Seconded by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Roll Call l ote
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Warren
Barksdale
(Roll Call Vote Y or N)
Public Hearin
7. Public Hearing to receive citizen input on the proposed amendment to Chapter 6 -6.3,
Property Exempt by Classification or Designation, of the Pittsylvania County Code.
The proposed amendment would establish a tax exempt status for real property to include
Parcels #1377 -57 -3469 and #1377 -87 -4402 owned by Bachelors Hall Volunteer Fire
Department. —Pages 17 -26
Open: Close:
Motion by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Seconded by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Roll Call Vote
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Warren
Barksdale
(Roll Call Vote Y or N)
UNFINISHED BUSINESS
8. Expenditure Refunds — November 2015 — At the Board's meeting on December 7, 2015,
a motion was made by Mr. Blackstock, seconded by Mr. Harville, which required a 10-
Day Layover that has now been met. Roll Call Vote required. — Pages 28 -31
Roll Call Vote
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Warren
Barksdale
(Roll Call Dote Y or N)
NEW BUSINESS
9. Recommendations from Animal Welfare Facility Committee — The Animal Welfare
Facility Committee met at 3:30pm on Tuesday, January 19, 2016 and any
recommendations from that meeting will be submitted to the full Board of Supervisors
- Pages 33 -34
(a) Remarks by County Administrator
(b) Presentation by Dominion? Staff
(c) Presentation by Pittsylvania County SPCA
(d) Discussion /Comments /Questions from Committee
(e) Recommendations to Board of Supervisors from Committee
Motion by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Seconded by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Financial Matters
10. (a) Recommendations from Finance Committee — The Finance Committee met at
4: 30pm on Tuesday, January 19, 2016 and any recommendations from that
meeting will be submitted to the full Board of Supervisors - Pages 35 -36
(i) Presentation of FY201 SAudit
(ii) Discussion of School Debt Pending Financing
(iii) Year -to -Date Financial Report
(iv) Discussion & Approval of Budget 2016117 Calendar
(v) Guidance to Staff for FY 2016117 Budget
Motion by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Seconded by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
(b) Technology Trust Funds — Clerk of Circuit Court Roll Call mote required:
- Pages 37 -38
Roll Call Vote
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Warren
Barksdale
(Roll Call Vote Y or N)
(c) J.T. Minnie Maude — EMS Grant Roll Call Vote required. — Pages 39 -41
Roll Call Vote
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Warren
Barksdale
(Roll Call Vote Y or N)
(d) Expenditure Refunds for December 2015 - Pages 42 -44
Requires a Motion and Second, and a 10 -Day Layover
Motion by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Seeonded by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
(e) WorkForce Investment Act (WIA) Grants Roll Call Vote required — Pages 45 -54
Roll Call Vote
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Warren
Barksdale
(Roll Call Vote Y or N)
(f) Year -to -Date Finance Report (If the Board desires to hear the report as presented
to the Finance Committee) - Pages 55 -60
(g) Virginia Department of Fire Programs Grant — Riverbend - Pages 61 -63
Roll Call Vote required.
Roll Call Vote
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Warren
Barksdale
(Roll Call Vote Y or N)
11. Pittsylvania County Mount Hermon Library — Pages 64 -66
Motion by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Seconded by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
12. Pittsylvania County Fire & EMS Study — Next Steps - Page 67
Motion by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Seconded by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
13. Annual Conference Policy - Page 68
Motion by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Seconded by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
14. Presentation Policy - Pages 69 -72
Motion by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Seconded by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
APPOINTMENTS
15. Tri- County Lake Administrative Commission — Pittsylvania County Citizen
Representative - Page 74
Motion by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Seconded by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
16. Pittsylvania County Beautification Committee - Appointments Page 75
Motion by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
Seconded by: Barber Barksdale Blackstock Davis Hagerman Scearce Warren
BOARD ANNOUNCEMENTS
REPORTS FROM LEGAL COUNSEL
REPORTS FROM COUNTY ADMINISTRATOR:
1. Letter from Town of Hurt dated January 4, 2016 — Pages 79 -80
2. Out of State Travel — Page 81
ADJOURNMENT
Time:
TO BE ADDED
rii
HEARING OF
CITIZENS
P12
CONSENT
AGENDA
IN 3
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Proclamation — Black History Month
SUBJECT/PROPOSALIREOUEST:
Proclamation for Black History Month
STAFF CONTACT(S):
Mr
AGENDA DATE:
01 -19 -2016
ACTION:
ITEM NUMBER:
6(a)
INFORMATION:
CONSENT AGENDA:
ACTION: INFORMATION:
Yes
ATTACHMENTS:
Proclamation
RRVIF.WED BY:
BACKGROUND:
Each year the Pittsylvania County Board of Supervisors passes a Proclamation in the month of February to
commemorate Black History Month.
DISCUSSION:
Attached hereto, you will find a Proclamation for Black History Month for February 2016.
RECOMMENDATION:
The staff recommends to the Board of Supervisors to approve the attached Proclamation for Black History
Month and authorize the County Administrator to notify the necessary news media.
P14
Vittoprbania Countp 3Boarb of *uperbioor.5
Vrodamation
BLACK HISTORY MONTH
"Hallowed Grounds: Sites of African American Memories"
Whereas, the Board of Supervisors of Pittsylvania County takes pride in joining Americans
throughout the country in recognizing February 2016 as National Black History Month; and
Whereas, Black History Month pays tribute to the contributions that African Americans have
made to America in their struggles for freedom and equality to enhance our awareness and
understanding afour Nation's history; and
Whereas, the theme for 2016, "Hallowed Grounds: Sites of African American Memories"
acknowledges places that have been central in the making of African American memories, of
which the story of America cannot be told without preserving, and reflecting places where
African Americans have made history; and
Whereas, Virginia is the home of many sites along The African- American Heritage Trail that
provide a glimpse into the life ofAfrican- American; labors born by slaves, entrepreneurship of'
free blacks, the devotion to religion and education, and service to our country,- and
Whereas, all citizens are encouraged to visit these sites in order to learn and preserve valuable
history of not only African Americans, but also the making of our country; then
Now, Therefore, Be It Resolved, that the Pittsylvania County Board of Supervisors do hereby
proclaim the month of February, 2016, as Black History Month, and encourage the citizens of
Pittsylvania County to be actively involved in this observance with appropriate programs,
activities, and ceremonies.
Given under my hand this day 19`h day of January, 2016
Jessie L. Barksdale, Chair
Pittsylvania County Board of Supervisors
Clarence C. Monday, County Administrator
Pittsylvania County Board of Supervisors
P15
PUBLIC HEARING
P16
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Public Hearing to Amend Pittsylvania County Code
(PCC) Section 6 -6.3; Property Exempt by Classification
or Designation: Parcels #1377 -87 -3469 and #1377 -87-
4402 owned by Bachelors Hall Volunteer Fire
Department
SUBJECTIPROPOSAL /RE UEST:
Public Hearing
STAFF CONTACT(S):
Mr. Monday
AGENDA DATE:
01 -19 -2016
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
7
INFORMATION:
INFORMATION:
ATTACHMENTS:
1) Application for Real Estate - Personal Property Exemption by
Qualifying Classification or Designation
2) 12 -15 -2015 Executive Summary
3) Advertisement posted in Chatham Star Tribune
REVIEWED BY: f/J
BACKGROUND:
The Bachelors Hall Volunteer Fire Department in Pittsylvania County, Virginia, is a 501(c)(3) non - profit
organization that owns two parcels of property in Pittsylvania County: #1377 -87 -3469 and #1377 -87 -4402 and has
submitted an Application for Real Estate - Personal Property Exemption by Qualifying Classification or Designation
to the Commissioner of the Revenue's Office (attached), which would require a public hearing for citizen input. At
their adjourned meeting on December 15, 2015, the Board of Supervisors approved Bachelors Hall VFD's request
for a public hearing and authorized staff to advertise said hearing for 7:00 PM on January 19, 2016.
DISCUSSION:
Staff has duly advertised the public hearing notice (see attached). if the Board looks favorably on Bachelors Hall
VFD's Application for Real Estate- Personal Property Exemption by Qualifying Classification or Designation for
parcels known as #1377 -87 -3469 and #1377 -87 -4402, the Office of the Commissioner of the Revenue has
calculated the levy for #1377 -87 -3469 at $29.40 and the levy for 91377 -87 -4402 at $262.55. The total amount of
levy exemption would be $291.95.
RECOMMENDATION:
Staff recommends the Board of Supervisors conduct the duly advertised public hearing, and submits all information
attached to the Board for their review and consideration. If the Board desires to grant the requested exemption, the
motion should be as follows:
"The Board of Supervisors hereby designates theproperty owned by Bachelors Hall Volunteer Fire Department
known as
1) Tax Parcel #1377 -87 -3469, 0.46 acre located at 1301 Berry Hill Road, VA and is a portion of the
property being occupied by Bachelors Hall Volunteer Fire Department; and
2) Tax Parcel #1377-87-4402, a building located at 1301 Berry Hill Road, VA and is a portion of the
property being occupied by Bachelors Hall Volunteer Fire Department;
to be exempt by designation since said real property is used spec f tally far benevolent purposes'
rt7
_
(FOR ANY ANSWERS THAT REQUIRE MORE SPACE, PLEASE INCLUDE ATTACHMENTS)
APPLICATION FOR: REAL ESTATE PERSONAL PROPERTY ❑ BOTH ❑
TAX PARCEL ID# ' 0 l un oj. ACREAGE: -P V6 A 4 c-
(IF REAL ESTATE
APPLICANT ORGANIZATION-. u
MAILING ADDRESS: } Berry t l 6
(STREET) I CITY, STATE, GIP
FEDERAL ID #: lei � 0
PROPERTY ADDRESS. .: 1
(REAL ESTATE)
LEGAL DESCRIPTION OF PROPERTY: E P �r c f\ e
(REAL ESTATE)
PERSONAL PROPERTY: ATTACH A SCHEDULE SHOWING ALL PERSONAL PROPERTY FOR WHICH EXEMPTION 1S REQUESTED.
SCHEDULE MUST INCLUDE VEHICLE IDENTIFICATION NUMBERS AS WELL AS A COMPLETE DESCRIPTION. NOTE: IF EXEMPTION
APPROVED AND ADDITIONAL PROPERTY OBTAINED, A NEW LIST MUST BE FILED WITH THE COUNTY ADMINISTRATION REQUESTING THE
ADDITIONAL PROPERTY BE INCLUDED IN THE EXEMPTION ORDINANCE.
PLEASE ANSWER THE FOLLOWING QUESTIONS REGARDING THE ORGANIZATION:
1. INDICATE THE TYPE OF EXEMPTION DESIRED: CLASSIFICATION: DESIGNATION.
2. IS THE PROPERTY OWNERSHIP CHARTERED OR INCORPORATED UNDER THE LAWS OF THE COMMONWEALTH OF VIRGINIA?
YES N/ NO I (IF YES, ATTACH A COPY OF THE CHARTER)
3. FOR WHAT PURPOSE IS THE OWNERSHIP CHARTERED, INCORPORATED OR OTHERWISE IN EXISTANCE?
4. FOR WHAT PURPOSE IS THE PROPERTY BEING USED? PLEASE BE SPECIFIC AND INCLUDE USE OF ACREAGE, IF APPLICABLE.
IF THERE ARE SEVERAL TYPES OF USE, INDICATE SUCH USAGES BY ACRES OF THE BUILDING, FLOOR LOCATIONS AND LAND
ALLOCATIONS.
ACREAGE /PORTION DESCRIPTION OF USE BEGINNING DATE f r
P18
PITTSYLVANIA COUNTY, VIROINIA
Samuel W. Swanson, Jr., Commissioner of the Revenue
PO Box 272 Chatham, VA 2469
i
_-
Phone; 434 - 432 -7940 Fax: 434 -4 7
Email• sam,swansun ci €tt ov.org
Website: www.DittQov org
_
(FOR ANY ANSWERS THAT REQUIRE MORE SPACE, PLEASE INCLUDE ATTACHMENTS)
APPLICATION FOR: REAL ESTATE PERSONAL PROPERTY ❑ BOTH ❑
TAX PARCEL ID# ' 0 l un oj. ACREAGE: -P V6 A 4 c-
(IF REAL ESTATE
APPLICANT ORGANIZATION-. u
MAILING ADDRESS: } Berry t l 6
(STREET) I CITY, STATE, GIP
FEDERAL ID #: lei � 0
PROPERTY ADDRESS. .: 1
(REAL ESTATE)
LEGAL DESCRIPTION OF PROPERTY: E P �r c f\ e
(REAL ESTATE)
PERSONAL PROPERTY: ATTACH A SCHEDULE SHOWING ALL PERSONAL PROPERTY FOR WHICH EXEMPTION 1S REQUESTED.
SCHEDULE MUST INCLUDE VEHICLE IDENTIFICATION NUMBERS AS WELL AS A COMPLETE DESCRIPTION. NOTE: IF EXEMPTION
APPROVED AND ADDITIONAL PROPERTY OBTAINED, A NEW LIST MUST BE FILED WITH THE COUNTY ADMINISTRATION REQUESTING THE
ADDITIONAL PROPERTY BE INCLUDED IN THE EXEMPTION ORDINANCE.
PLEASE ANSWER THE FOLLOWING QUESTIONS REGARDING THE ORGANIZATION:
1. INDICATE THE TYPE OF EXEMPTION DESIRED: CLASSIFICATION: DESIGNATION.
2. IS THE PROPERTY OWNERSHIP CHARTERED OR INCORPORATED UNDER THE LAWS OF THE COMMONWEALTH OF VIRGINIA?
YES N/ NO I (IF YES, ATTACH A COPY OF THE CHARTER)
3. FOR WHAT PURPOSE IS THE OWNERSHIP CHARTERED, INCORPORATED OR OTHERWISE IN EXISTANCE?
4. FOR WHAT PURPOSE IS THE PROPERTY BEING USED? PLEASE BE SPECIFIC AND INCLUDE USE OF ACREAGE, IF APPLICABLE.
IF THERE ARE SEVERAL TYPES OF USE, INDICATE SUCH USAGES BY ACRES OF THE BUILDING, FLOOR LOCATIONS AND LAND
ALLOCATIONS.
ACREAGE /PORTION DESCRIPTION OF USE BEGINNING DATE f r
P18
Continued
Applicant:
5. DOES ANY OTHER INDIVIDUAL, ORGANIZATION, ASSOCIATION OR CORPORATION OCCUPY OR USE ANY PART OF THE
PREMISES? YES NO
IF YES, PLEASE GIVE DETAIL: (HOW OFTEN, WHAT PAR OF THE BUILDING OR PROPERTY, NAME OF ORGANIZATION)
6. IS ANY INCOME, BE IT EARNEST MONEY OR IN KIND SERVICES, RECEIVED FROM THE USE OF ANY PORTION OF THE
PROPERTY BY OTHER INDIVIDUALS OR GROUPS, WHETHER CONSIDERED RENT OR REIMBURSEMENT FOR NECESSARY
EXPENSED FOR SERVICES INCURRED? YES NO
IF YES, PLEASE GIVE DETAIL:
7. DOES YOUR OWNERSHIP GROUP HAVE AN EXEMPjTION U R U.S. INTERNAL REVENUE CODE SO THAT GIFTS TO YOUR
GROUP ARE DEDUCTIBLE BY THE DONOR? YES 1/ NO
(A) IF YES, GIVE DATE OF INTERNAL REVENUE RULING: _� - a
(B) GIVE INTERNAL REVENUE IDENTIFICATION NUMBER: ao .1 `Z 1
8. HAS THE ABC BOARD ISSUED A CURRENT ANNUAL ALCOHOL BEVERAGE LICENSE FOR SERVING ALCOHOL BEVERAGES TO
THE ORGANIZATION FOR USE ON THE PROPERTY FOR WHICH TAX EXEMPTION IS SOUGHT? YES NO
9. DOES ANY DIRECTOR, OFFICER, OR EMPLOYEE OF THE ORGANIZATION RECEIVE COMPENSATION IN EXCESS OF A
REASONABLE ALLOWANCE FOR SALARIES OR OTHER COMPENSATION FOR PERSONAL SERVICES WHICH SUCH DIRECTOR,
OFFICER, OR EMPLOYEE ACTUALLY RENDERS? YES NO
10. DOES THE ACTIVITIES OF THE ORGANIZATION INVOLVE CARRYING ON PROPAGANDA, OR OTHERWISE ATTEMPTING TO
INFLUENCE LEGISLATION AND DOES THE ORGANIZATION PARTICIPATE IN OR INTERVENE IN ANY POLITICAL CAMPAIGN ON
BEHALF OF ANY CANDIDATE FOR PUBLIC OFFICE? YES No
11. REQUIRED DOCUMENTATION
i ATTACH TO THIS APPLICATION YOUR MOST RECENT FINANCIAL STATEMENT, INCLUDING, WHERE APPLICABLE, IRS
l� FORMS 900; 99 990EZ; 990T; REFLECTING INCOME AND EXPENDITURES FOR THE MOST CURRENT TWELVE (12)
MONTH REPORTING PERIOD, WHICH STATEMENT WILL BECOME A PART OF THIS APPLICATION. THE ATTACHED
FINANCIAL STATEMENT IS FOR THE PERIOD FROM +- t- L4 TO a 6
ATTACH A COPY OF SAID ORGANIZATION'S IRS SECTION 501 (C) (3) STATUS CERTIFICATION OR DOCUMENTATION,
ATTACH A COPY OF THE ORGANIZATION'S CONSTITUTION, BY -LAWS, ARTICLES OF INCORPORATION, AND /OR OTHER
RELATED DOCUMENTS.
i' i1�7 ATTACH A LIST REFLECTING THE NAMES OF ALL TRUSTEES OR CORPORATE /ORGANIZATION O- FFICERS, THE DATE
APPOINTED OR ELECTED, AND THE COURT IN WHICH THEY QUALIFIED OR IDENTIFY THE INSTRUMEN1-TN WHICH THEY
WERE OFFICIALLY APPOINTED,
P19
Continued Applicant: B th C 14-C (& s F/4 /f i)
(E) IF INVESTMENTS, SUCH AS STOCKS OR BONDS, ARE REFLECTED ON THE FINANCIAL STATEMENT, ATTACH A LIST OF ALL
SUCH INVESTMENTS, INCLUDING NAME OF STOCK, DATE RECEIVED AND VALUE.
(F) IF APPLYING FOR EXEMPTION BY DESIGNATION, YOU WILL BE RESPONSIBLE FOR THE APPLICABLE COST FOR THE
PUBLICATION NOTICE AS REQUIRED UNDER VA. CODE §58.1 -3651. YOU SHALL RECEIVE AN INVOICE FOLLOWING THE
ADVERTISEMENT FOR EXEMPTION AND PAYMENT SHALL BE MADE TO PITTSYLVANIA COUNTY PRIOR TO BOARD
CONSIDERATION. NOTE: IF PAYMENT NOT RECEIVED PRIOR TO PUBLIC HEARING APPLICATION WILL CONSIDERED
WITHDRAWN.
(G) ANY OTHER CRITERIA, FACTS AND CIRCUMSTANCES THAT THE GOVERNING BODY DEEMS PERTINENT TO THE ADOPTION
OF SUCH ORDINANCE. (APPLICANT WILL BE NOTIFIED IF NEEDED).
APPLICATION COMPLETED BY:
TITLE:
CONTACT PERSON:
t-
DATE SUBMITTED: 1ofI
TELEPHONE NUMBER: ! — 7 ✓ `�
I, , AN APPOINTED OR ELECTED TRUSTEE /OFFICER FOR THE ABOVE
NA 14 jo RGANIZATION, CERTIFY UNDER PENALTY OF LAW THAT THIS APPLICATION AND ALL ATTACHMENTS HERETO HAVE BEEN
EXAMINED BY ME AND ALL INFORMATION IS TRUE AND CORRECT.
1
SIGNATURE OF TRUSTEE /OFFICER:
TITLE: 1 6 j " (� DATE:
SUBSCRIBED AND SWORN TO BEFORE ME TkJS _ DAY OF ! ]4LsP l' L [Le v- C —
NOTARY PUBLIC:
MY COMMISSION EXPIRES:
P20
JOAN ROZrMOZ
NOTARY PUBLIC
COMMONWEALTH OF VIRGINIA
MY COMMISSION EXPIRES AUG. 31.2019
OOIMMISSION A 1=10
PITTSYLVANIA COUNTY, VIRGINIA
Samuel W. Swanson, Jr., Commissioner of the Revenue
,! ,f PO Box 272 Chatham, VA 24531
�`- Phone: 434 - 432 -7940 Fax: 434- 432 -7957
Email: sam.swanson(&Pittgov.org
Website: www.pittgov.oL9
REAL ESTATE /PERSONAL PROPERTY TAX EXEMPTION
WORKSHEET FOR EXEMPT REVENUE
APPLICANT: f ti t t \r' of —L ue.
REAL ESTATE :
REQUESTED PARCEL ID(S)
13 11 - $r7- 34 W
9- 1441)aj
PERSONAL PROPERTY:
DESCRIPTION OF PROPERTY
Date of public hearing:
Effective Date of exemption:
ASSESSED VALUE
ASSESSED VALUE
1 n
LEVY
i.
A iso .!5b—
LEVY
TOTAL LOSS OF REVENUE IF EXEMPT: C� U o 6
Approved or Disapproved:
Signature of County Official:
if approved, exemption granted only for above listed items. Any changes to property must be reportf
to the County for an addendum to the adopted ordinance.
(Please submit copy to Commissioner of the Revenue after public hearing and Board of Supervisor action taken)
P21
12/10/2015
caplus.myossi.com/gscwebplprc.aspx?pval= 13T7-87-3469
BACHELORS HALL VOL FIRE DEPT INC Acct :
4390 Dst:
02
AC:Tx
0.4600 Map 4: 1377 -87 -3469
Card 1 of ]
Date :
12/05/14 Cls:
2
Ap
0.46 Desc ST RD 878 LOTS 1 -4 .46 AC
161B8010000C
1301 BERRY HILL RD Bk /Pg:
LR14/05802
Zon:
R -1
Mkt L
Printed :08/04/
Mb /Lt:
B795/526 Nhd:
100
0%
Lc Util:
Updated :TAI
DANVILLE, VA 24541 Cans :
60000 Rd :
01
PAVED
Topo
Att:
878
Appr: S5 Date:06/07/13
Info: EOE Time: 10:38
BnBmUse MhCdDes
5nLm5eg Type Ac Frnt Dpth Sf
1FV1000 SITE VALUE 0.46
Rem
http:// caplus .myossi,comlgscweWprc,aspx ?pvai =1377 -87 -3469
P22
Ayb CndUnits Rate PdFo RsnEo RsnlcValue
TFctrLtUp Adj %Value Remarks
0 5,000
Mkt
Val L
5,1
Mkt
Val B
Mkt
Val T
5,1
Def
Val
Net
Val
5,1
Old
Mkt L
S,1
old
Mkt B
Old
Def
Old
Net
5,1
12/10/2015
caplus.myossi.com / gscweDWprc.aspx rpvai= i3/ r- or -,+wuc
BACHELORS HALL VOL FIRE DEPT INC Acct : 4390 Dst: 02 AC:Tx 0.0000
Map #:
1377 -87 -4402
Card 1 of 1
Date : 12/05/14 Cls:
2 Ap 0
Desc
ST RD 878 LOT C
161BOO10000000
Printed:08 /04/15
I301 BERRY HILL RD Bk /Pg: LR14/05802
Zoo: R -1
Updated:KS
Mb /Lt: 6587/503 Nhd:
100 0%
Lc
Util: WELL,SEPTIC
DANVILLE, VA 24541 Cons : 60080 Rd
: 01 PAVED
Topo
Att:
Bn: 1 By Meth:R Item Size Rate
Value
+---- D12- +----- E16 -
-+
SCALE 1:171
Use : 0101 SINGLE FAM Bldg area 1216 65.48
79624
1 1
I
MH Code: Fuel: Heat STOVE 1216 -1.50
-1824
D8 D7
E7
Yr BIt A/C NO CE 1216 0.00
0
I PLA E7 OPP
Yr Rmd Baths 1.0
0
I 96 I 112
+---- C14- +- Dl2Al2- +-- €l6Al6 - -+
Cond 03 FAIR Attc Ufin
Style : 02 CONVENTIONAL Attc Fin
i
Nbr Sty: 1.0 Fp
1
Foundtn: 10 CINDER BLOCK OPS 280 15 -00
4200
I
W1 Strc: 01 WOOD WDR 252 13.00
3276
I I
Fxt :HARDBOARD PLA 96 0
0
Roof: 02 METAL OPP 112 9.00
1008
CIB A18
I
Bsmt-. 0 Fin: 0 0401 1 00.00
7500
I WDR C18
I
Attc: 0 Fin: 0
252
I
Ems: 4 Brms: 1
I I
I
Bths: F 1 H 0
I
Fp: Chmy: 0
I f
F1r:PINE
Int:02 SHEETROCK /DRYWALL
+--- -C14 -+
A40
Des: NEW ROOF 2009 Bldg SubTl
93,784
I MLA
I
Rem: Grd Fctr D -5
0.80
I 1120
I
Replc
75,027
Gr: Phys -60
- 45,016
I
878 Func 0
0
I
Econ 0
0
A22
% Comp 100
0
I
Nhd 0
0
i
Bldg Val
30,000
I
�
I
Appr: GB Date:08
/14/13
I
Info: E *E Time: 10:26
I
I
I
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1MLA 1120 1.0DU22 /DU18 /DR12 /DR16 /DD40 /DL28/
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20PS 280 DD10 /DR28 /DU10 /DL28/
3WDR 252 MU22 /DU18 /DL14 /DD18 /DR14/
I
I
4PLA 96 1.0MU40 /DUB /DR12 /DD1 /DD7 /DL12/
610
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SOPP 112 MR28 /MU40 /DU7 /DL16 /DD7 /DR16/
oPS
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Mkt
Val T 44,500
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Val 0
Net
Val 44,500
Old
Mkt L 12,000
Old
Mkt B 32,500
old
Def 0
Old
Net 44,500
hftp://caplus.myossi.com/gscwebplprc.aspx?pval= 13T7-87-4402
P23
4214nfgnl r caous. myos si.com /gscwebplprc.aspx ?pval= 1377- 87 -44UZ
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P24
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Request for Public Hearing
SUBJECT/PROPOSAL/REQUEST:
Request for Public Hearing to Amend Pittsylvania
County Code (PCC) Section 6 -6.3; Property Exempt by
Classification or Designation.- Parcels #1377 -87 -3469
and #1377-87-4402 owned by Bachelors Hall Volunteer
Fire Department
STAFF CONTACT(S):
Mr. Monday
AGENDA DATE:
12 -15 -2015
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACIIME:
1) Application for
Qualifying Class,
ITEM NUMBER:
14
INFORMATION:
N
ATION:
4
sll Property Exemption by
1��
BACKGROUND:
The Bachelors Hall Volunteer Fire Department in Danv'll rgim is a 501(c)(3) non -profit organization.
DISCUSSION:
Bachelors Hall Volunteer Fire Department o two p ce f property in Pittsylvania County: #1377 -87 -3469
and # 1377 -87 -4402 and has submitted an Ap canon fo at Estate - Personal Property Exemption by Qualifying
Classification or Designation to the Co si er f the Revenue's Office (attached), which would require a
public hearing for citizen input.
Should the Board of Supervisor -ppr ding a public hearing on amending PCC § 6 -6.3, a public hearing
would be held at the Board'sy,�i 9, 16 meeting.
Staff recommends t ipervisors approve the request for a Public Hearing to be held on January 19,
2016 for the purp f it n put on amending PCC § 6 -6.3 to include Parcels #1377 -$7 -3469 and #1377 -87-
4402 owned b ache s 1 Volunteer Fire Department tax exempt by classification/designation.
P25
The Board of Supervisors
of Piittsyfvania County
will hold a public hearing on
Tuesday, January 19, 2015, at
7:00p.m. in the General District
Courtroom located on the second
floor of the Edwin R. Shields Court-
house Addition in Chatham, Virginia
to receive citizen input on the pro-
posed amendment to Chapter 6 -6.3,
Property Exempt by Classification
or Designation, of the Pittsylvania
County Code. The proposed amend-
ment would establish a tax exempt
status for real property to include
Parcels #1377-87-3469 and #1377-
87-4402 owned by Bachelors Hall
Volunteer Fire Department. A full
text concerning this public hearing is
available in the office of the Coun-
ty Administrator, 1 Center Street,
Chatham, Virginia, Monday through
Friday from 8:00am to 5:00pm for
public viewing and on the County's
website at
www.pittsylvaniacountyva.gov .
P26
UNFINISHED
BUSINESS
P27
P'ITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Expenditure Refunds for November 2015- Motion
made by Mr. Blackstock and seconded by Mr. Harville
and has now met the 10-day layover requirement.
SUBJECT/PROPOSAL/REOUEST:
Budget Amendment for expenditure refunds
STAFF CONTACT(S):
Monday, VanDerHyde
BACKGROUND:
AGENDA DATE:
1 -19 -16
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Expenditures Refunds Memo
REVIEWED BY: C " "
ITEM NUMBER:
8
INFORMATION:
INFORMATION:
DISCUSSION:
Attached is a list of expenditure refunds for the month of November 2015 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 $55,801.55 as follows: $1,000.00 to County Attorney -Legal Fees
(100 -4- 012210- 3150), $100.00 to Clerk of Court - Copier Lease (100 -4- 021600- 60051), $480.07 to Sheriff -
Subsistence & Lodging (100 -4- 031200 - 5530), $200.00 to Sheriff - Halloween Contributions (100- 4- 031200-
5878), $1,925.56 to Jail- Extradition (100 -4- 033100 - 5550), $78.00 to Jail -Food Supplies (100-4-033 100-
6002), $13,618.87 to B &G- Repairs & Maintenance (100 -4- 043100 - 3310), $348.20 to Ag Development -
Travel (100 -4- 082500 - 5500), $32,481.85 to WIA -Rent (251 -4- 353853- 6014), $1,250.00 to WIA -Other
Operating (251 -4- 353878 - 6014), $4,319.00 to Landfill Collections- Repairs (520 -4 -042300 - 3310). MOTION
MADE BY MR. BLACKSTOCK AND SECONDED BY MR. HARVILLE AND HAS NOW MET THE 10-
DAY LAYOVER REQUIREMENT.
P28
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE: ITEM NUMBER:
AGENDA TITLE: 12 -07 -15 14
Expenditure Refunds for November 2015- Requires a ACTION: F IATION:
motion and a 10 -day layover. Yes
CONSENT AGENT:
SUBJECTMIZOPOSAL/REQUEST: ACTION: & INFORMATION:
Budget Amendment for expenditure refunds
ATTAC S:
en ' nds Memo
STAFF CONTACTS :
Monday, VanDerH de VI ED BY:
BACKGROUND:
DISCUSSION:
Attached is a list of expe r afor the month of November 2015 for review. As discussed earlier
with the Board, the simp u e putting every refund back in the budget is extremely time consuming
and leaves room for t in balance with the Treasurer, we need to reappropriate refunds into the
budget so the budgewo ease with every expenditure refund.
Staff reco ds the reappropriation of $55,801.55 as follows: $1,000.00 to County Attorney -Legal Fees
(100 -4- 012210 - 3150), $100.00 to Clerk of Court - Copier Lease (100 -4- 021600- 60051), $480.07 to Sheriff -
Subsistence & Lodging (100 -4- 031200 - 5530), $200.00 to Sheriff- Halloween Contributions (100-4-031200-
5878), $1,925.56 to Jail- Extradition (100 -4- 033100 - 5550), $78.00 to Jail -Food Supplies (100- 4- 033100-
6002), $13,618.87 to B&G- Repairs & Maintenance (100 -4 -043100- 3310), $348.20 to Ag Development -
Travel (100 -4- 082500- 5500), $32,481.85 to WIA -Rent (251 -4- 353853 - 6014), $1,250.00 to WIA -Other
Operating (251 -4- 353878 - 6014), $4,319.00 to Landfill Collections- Repairs (520 -4- 042300 - 3310). THIS
ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER.
P29
PITTSYLVANIA COUNTY
VIRGINIA
IRA T�
Finance Department
P. O. Box 426
Chatham, Virginia 24531 * * o
MEMO TO: Clarence C. Monday
County Administrator
FROM: Kim Van Der Hyde A104
Finance Director
SUBJECT: November Expenditure Refunds
DATE: December 3, 2015
Phone 1434) 432 -7740
Fax 14341432 -7746
Gretna /Hurt 1434) 656 -6211
Bachelors Hall /Whitme11(434) 797 -9550
The list below shows all expenditure refunds that were sent to the Finance Department
during the month of November. I am recommending that all of the following expenditure
refunds be reappropriated by the Board of Supervisors:
100 -4- 012210 -3150 County Attorney -Legal Services 1,000.00
Donation
100 -4- 021600 -60051 Clerk of Court- Copier Lease 100.00
Reimbursement
100 -4- 031200 -5530 Sheriff - Subsistence & Lodging 480.07
Reimbursement
1004- 031200 -5878 Sheriff - Halloween Contributions 200.00
Donations (100 -3- 000000 - 189913)
100 -4- 033100 -5550 Extradition 1,925.56
Extradition
100 -4- 033100 -6002 Jail -Food Supplies 78.00
Reimbursement
100-4-043100-3310 B&G- Repairs & Maintenance 13,618.87
Insurance Claim
100 -4- 082500 -5500 Ag Development- Travel 348.20
Travel Reimbursement
251 -4- 353853 -6014 WIA -Rent 32,481.85
Rent Payments (251 -3- 000000 - 150201)
P30
251 -4- 353878 -6014 WIA -Other Operating 1,250.00
Community Impact Grant (251 -3- 000000 - 353878)
520 -4- 042300 -3310 Landfill Collections - Repairs 4,319.00
Insurance Claim
TOTAL NOVMEBER EXPENDITURE REFUNDS $55,801.55
P31
NEW BUSINESS
Paz
PITTSYLV.ANIA COUNTY
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
Recommendations from Animal Welfare Facility 01 -19 -2016 9
Committee
ACTION: INFORMATION:
Yes
SUBJECT/PROPOSAL/REQUEST:
Recommendations from Animal Welfare Facility CONSENT AGENDA:
Committee ACTION:
STAFF CONTACT(S):
Mr. Monday
BACKGROUND:
DISCUSSION:
INFORMATION:
ATTACHMENTS:
01 -19 -2016 Animal Welfare Facility Committee Agenda
REVIEWED BY:
The Animal Welfare Facility Committee of the Pittsylvania County Board of Supervisors will meet at 3:30 pm on
Tuesday, January 19, 2016. (See attached agenda). Any recommendations from that committee will be presented
to the full Board of Supervisors.
(a) Remarks by County Administrator
(b) Presentation by Dominion? Staff
(c) Presentation by Pittsylvania County SPCA
(d) Discussion/Comments /Questions from Committee
(e) Recommendations to Board of Supervisors from Committee
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their consideration.
P33
ANIMAL WELFARE FACILITY COMMITTEE
Pittsylvania County Board of Supervisors
Tuesday, January 19, 2016
3:30 PM
Main Conference Room
Captain Martin Building
1 Center Street
Chatham, Virginia
AGENDA
1. Call to Order 3:30 pin
2. Roll Call
3. Approval of Agenda
4. New Business
(a) Remarks by County Administrator
(b) Presentation by Dominion? Staff
(c) Presentation by Pittsylvania County SPCA
(d) DiscussionJComments /Questions from Committee
(e) Recommendations to Board of Supervisors from Committee
5. Next Steps
6. Adjournment
P34
PITTSYLVANIA COUNTY
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Recommendations from Finance Committee 01 -19 -2016
SUBJECTIPROPOSAL/RE VEST:
Recommendations from Finance Committee
STAFF CONTACT(S):
Mr. Monday
BACKGROUND:
ACTION:
Yes
CONSENT AGENDA:
ACTION:
INFORMATION:
ITEM NUMBER:
10 (a)
INFORMATION:
ATTACHMENTS:
01 -19 -2016 Finance Committee Agenda
REVIEWED BY:
DISCUSSION:
The Finance Committee of the Pittsylvania County Board of Supervisors will meet at 4:30 pm on Tuesday, January
19, 2016. (See attached agenda). Any recommendations from that committee will be presented to the full Board of
Supervisors.
(a) Presentation of FY2015 Audit
(b) Discussion of School Debt Pending Financing
(c) Year -to -Date Financial Report
(d) Discussion & Approval of Budget 2016117 Calendar
(e) Guidance to Staff for FY 2016/17 Budget
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their consideration.
P35
FINANCE COMMITTEE
Pittsylvania County Board of Supervisors
Tuesday, January 19, 2016
4:30 PM
Main Conference Room
Captain Martin Building
1 Center Street
Chatham, Virginia
AGENDA
1. Call to Order 4:30 pm
2. Roll Call
3. Approval of Agenda
4. - New Business
(a) Presentation of FY2015 Audit
(b) Discussion of School Debt Pending Financing
(c) Year -to -Date Financial Report
(d) Discussion & Approval of Budget 2016117 Calendar
(e) Guidance to Staff for FY 2016/17 Budget
5. Adj ournment
P36
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Technology Trust Funds (TTF) -Clerk of Court -
Requires a roll call vote
SUBJECT/PROPOSAL/RE UEST:
Budget Amendment for Technology Trust Fund
monies
STAFF CONTACT(S):
Monday, VanDerHyde
AGENDA DATE:
1 -19 -16
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
10(b)
INFORMATION:
INFORMATION:
ATTACHMENTS:
Memo -Clerk of Court Request
REVIEWED BY:
BACKGROUND:
During the budget process, Technology Trust Fund monies were not included because the amount was
undetermined at the time.
DISCUSSION:
H,F. Haymore, former Clerk of Court received notification from the State Compensation Board that there are
additional technology trust funds available to Pittsylvania County in the amount of $5,288.00 for FY 2016.
These funds will be used for service contracts and data processing. These funds will be reimbursed 100%
from the State Compensation Board. Therefore, the following budget amendment needs to be approved and
the monies appropriated from the State Compensation Board.
100 -4- 021600 -3320 2,600.00
100 -4- 021600 -3161 2,688.00
5,288.00
RECOMMENDATION:
Staff recommends that the Board of Supervisors appropriate $5,288.00 to the Clerk of Court Budget. Mark
Scarce, the new Clerk of Court is aware of this request and is in agreement with the use of these funds. The
breakdown of these funds is listed above. THIS MOTION REQUIRES A ROLL CALL VOTE.
P37
H. F. Hayntore, Jr.
Clerk of Court
Ann Roach
Chief ' Deputy
QICterh of Court
Pittsylvania County Circuit Court
F. O. Drawer 31 Deputies:
Chatham, Virginia 24531 Terri Clark
434 - 432 -7887 Kathy K. Jones
Leslie Jones
Leecy Kitchens
Jane Marsh
Suzanne Meadows
Katie Owen
Judv W. Pierce
a
Arlene Worley
TO: Kim Vanderhyde
FROM: H. F. Haymore, Jr.
SUBJECT: TTF Fund Additions to Bu get
DATE: December 28, 2015
Please make the following additions to line items below for TTF funds:
421600 — 332000 - $2,600.00
#21600 — 3161000 - $2,688.00
P38
Thanks
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
J.T. Minnie Maude Grant — EMS Grant- Requires a
Roll Call Vote
SUBJECT/PROPOSAL/REQUEST:
Appropriation of J.T. Minnie Maude Grant Funds to
purchase rescue equipment
STAFF CONTACT(S):
Hawker, Van Der Hyde
BACKGROUND:
AGENDA DATE:
1 -19 -16
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
10(c)
INFORMATION:
INFORMATION:
ATTACHMENTS:
J.T. Minnie Maude Grant Agreement
REVIEWED BY: 0!
DISCUSSION:
Pittsylvania County recently received notification of a grant awarded by the J.T. Minnie Maude Charitable
Trust in the amount of $22,578.40 to purchase rescue equipment. This grant is to be used for purchasing "28
EZ -10 Aero Power Drivers and accessories intravenous Vascular Systems." This grant does not require a
local match.
RECOMMENDATION:
Staff recommends that the Board of Supervisors approve an appropriation of $22,578.40 for J.T. Minnie
Maude Grant. THIS MOTION REQUIRES A ROLL CALL VOTE.
P39
GRANTAGREEMENT
App# 7087 Ser# 1655
The grant to Pittsylvania County from the J.T. — Minnie Maude Charitable Trust is for the
purpose(s) described below and is subject to your organization's acceptance of the terms and
conditions herein. To acknowledge this agreement, to accept its conditions, and to be eligible
to receive payment of the grant funds, PLEASE RETURN TWO SIGNED COPIES TO THE TRUST. A
countersigned copy will be returned to you for your organization's records.
GRANTEE:
Amount of Grant. $22,578.40
Grant bequest Date: 10/1/2015
Grata Purpose: 28 EZ -ID Aero PowerDrivers and accessories Intravenous Vascular Systems
Payment Schedule:
$22,578.40 -- approximately December 15, 2015
Grantee further agrees:
1. The grant monies must be spent within one year of award, for the grant purposes stated
within this grant agreement and must be for the benefit of the residents of
Danville /Pittsylvania County, Virginia.
1. The Trust requires documentation of three (3) bids for every construction /renovation
project and copies of permits where required by local jurisdictions.
2. To repay to Grantor any portion of the grant funds not used within one year or which
were not used for the purpose(s) stated above.
3. To submit to Grantor a "Post -Grant Report", with supporting documentation such as
purchase receipts, paid invoices, deposit slips, cancelled checks, etc., within one year
following the receipt of grant funds awarded under this agreement, concerning the
matter in which said funds were spent and the progress made in accomplishing the
purpose(s) herein.
4. To keep adequate records of expenditures to enable such records to be readily
reviewed.
5. To keep records of such expenditures, as well as copies of any and all reports submitted
to Grantor, for at least four years following the completion of the expenditure of grant
funds.
6. To notify Grantor if any changes occur which could lead to a change In the Grantee's tax
exempt status or public charity classification and to repay to Grantor any unspent grant
funds if the Grantee's tax exempt status is revolted or it ceases to be a public charity.
7. To notify Grantor if any changes occur In the program or project for which funding is
given, as specifically set out in the purposes and conditions of this grant agreement.
P40
m e
8. To fully cooperate with a representative of Grantor in evaluation of the effective use of
the funds awarded.
9. To use no portion of the grant funds to: 1) influence the outcome of any specific public
election, or to carry on directly or indirectly any voter registration drive; 2) carry on
propaganda otherwise to attempt to influence legislation (within the meaning of the IRC
Section 4945 (d)(1); or 3) undertake any activity for any purpose other than a charitable,
educational, etc. purpose described in IRC Section 174 (c)(2)(B).
10. To repay to Grantor upon demand the full amount of the grant funds if there is a failure
to comply with any provision of this Grant Agreement.
11. Grantee understands that renewal of this grant is not automatic.
12. The Grantee may acknowledge the Trust's support of this project in any or all
announcements and written materials. Please list any such acknowledgements as the
"J.T. — Minnie Maude Charitable Trust."
Grantor:
J.T. —Minnie Maude Charitable Trust
By (Fred K. Webb Jr., Executive Director)
Date: 3a
The terms and conditions of this Grant Agreement have been read, are understood and are
accepted, and it is confirmed that there has been no change in the tax exempt status and public
charity classification of Grantee.
Grantee:
Name of organization: Pittsylvania County
By (signature of Officer or Trustee):
Printed Name: �• Title Al I S
Date:
P41
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Expenditure Refunds for December 2015- Requires a
motion and a I0 -day layover.
SUBJECT/PROPOSAL/REOUEST:
Budget Amendment for expenditure refunds
STAFF CONTACT(S):
Monday, VanDerHyde
BACKGROUND:
AGENDA DATE:
1 -19 -16
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Expenditures Refunds Memo
REVIEWED BY: (: " '
ITEM NUMBER:
10(d).
INFORMATION:
INFORMATION:
DISCUSSION:
Attached is a list of expenditure refunds for the month of December 2015 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 $39,075.51 as follows: $100.00 to Clerk of Court- Copier Lease
(100 -4- 021600 - 60051), $301.72 to Sheriff - Subsistence & Lodging (100 -4- 031200 - 5530), $50.00 to Sheriff -
Parts (100 -4- 031200 - 6030), $350.00 to Sheriff - Halloween Contributions (100 -4- 031200 - 5878), $4,000.00 to
Sheriff-DARE Supplies (100 -4- 031200- 6002), $20.11 to Sheriff -Fuel (100 -4- 031200- 6008), $3,375.00 to
Sheriff - Capital Outlay Vehicle (100 -4- 031200 - 8105), $4,414.52 to VFD- Communication Equip. (100 -4-
032200- 6004), $43.30 to VFD- United Way Contribution, $15.85 to Building Inspections - Training (100 -4-
034000- 5540), $65.10 to Animal Control- Professional Health Services (100 -4- 035100- 3110), $25.00 to
Animal Control- Donations (100 -4- 035100 - 5883), $1,105.65 to Recreation -Ree. Supplies (100- 4- 071100-
6014), $260.00 to Library - Postage (100 -4- 073100 - 5210), $110.13 to Library- Office Supplies (100- 4- 073100-
6001), $26.00 to Library -Books & Subscriptions (100 -4- 073100- 6012), $285.47 to Youth Commission (100-
4- 081200 - 5696), $30.00 to Non - Departmental - Awards & Certificates (100 -4- 091200- 5840), $500.00 to
SOVA AMP Tour - Administrative Expense (250 -4- 094227 - 5899), $22,747.66 to WIA -Rent (251- 4- 353853-
6014), $1,250.00 to WIA -Other Operating (251 -4- 353878. 6014). THIS ITEM REQUIRES A MOTION
AND A 10 -DAY LAYOVER.
P42
PITTSYLVANIA COUNTY
VIRGINIA
Finance Department
P. G. Box 426
Chatham, Virginia 24531
MEMO TO: Clarence C. Monday
County Administrator
FROM: Kim Van Der Hyde ffil
Finance Director
SUBJECT: December Expenditure Refunds
DATE: January 11, 201E
Phone (4341432-7740
Fax (434) 432 -7746
Gretna /Hurt (434) 656 -6211
Bachelors Hall /Whitmen 14341797-9550
The list below shows all expenditure refunds that were sent to the Finance Department
during the month of December. I am recommending that all of the following expenditure
refunds be reappropriated by the Board of Supervisors:
100 -4 -021600 -60051 Clerk of Court- Copier Lease 100.00
Reimbursement
100-4 -031200 -5530 Sheriff - Training & Education 301.72
Reimbursement
100 -4- 031200 -6030 Sheriff Parts 50.00
Restitution/Insurance Claim
100 -4- 031200 -5878 Sheriff - Halloween Contributions 350.00
Halloween Donations
100-3- 000000 - 189913
100 -4- 031200 -6002 Sheriff -DARE Supplies 4,000.00
DARE Donation
100 -3- 000000 - 189915
100 -4- 031200 -6008 Sheriff Fuel 20.11
Reimbursement
100 - 4-031200 -8105 Sheriff-Capital Outlay Vehicle 3,375.00
Insurance Claim
1004- 032200 -6004 WD-Communication Equip 4,414.52
Insurance Claim
P43
100 -4- 032200 -5667 VFD- United Way Contributions 43.30
United Way Contributions
100 -3- 000000 - 189912
100 -4- 034000 -5540 Building Inspections - Training 15.85
Reimbursement
100 -4- 035100 -3110 Animal Control - Professional Health 65.10
Reimbursement
100 -4- 035100 -5883 Animal Control- Donations 25.00
Donation
100 -4- 071100 -6014 Recreation -Rec Supplies 1,105.65
Reimbursement
100 -4- 073100 -5210 Library- Postage 260.00
Friends of the Library Reirnb
100 -4- 073100 -6001 Library - Office Supplies 110.13
Friends of the Library Reimb
100 -4- 073100 -6012 Library -Books & Subscriptions 26.00
Donation
100 -4- 081200 -5696 Youth Commission - Donations 285.47
Youth Commission Donations
100 -3- 000000 - 189917
100 -4- 091200 -5840 Non - Departmental- Awards & Cert 30.00
Christmas Party
250 -4- 094227 -5899 SOVA AMP Tour -Admin 500.00
Donation
251 -4- 353853 -6014 WIA -Rent 22,747.66
Rent Payments (251 -3- 000000 - 150201)
2514- 353878 -6014 WIA -Other Operating 1,250.00
Community Impact Grant
(251 -3- 000000 - 353878)
TOTAL DECEMBER EXPENDITURE REFUNDS $39,075.51
P44
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Workforce Investment Act (WIA) Grants- This item
requires a motion and a roll call vote
SUBJECT/PROPOSAL/REQUEST:
Appropriation of Workforce Innovation and
Opportunity Act (WIOA) Transition Grant for
Dislocated Workers and appropriation of The Dan
River Region Collaborative (DRRC) Grant
STAFF CONTACTS
Monday, VanDerHyde
BACKGROUND:
AGENDA DATE:
1 -19 -16
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
10(e)
INFORMATION:
INFORMATION:
ATTACHMENTS:
WIOA Notice of Obligation (NOO)
DRRC Grant Contract
REVIEWED BY: j
DISCUSSION:
ived notication of two separate grants for the Workforce Investment Board. The first
Pittsylvania County rece
Notice of Obligation (NOO) was received from the Virginia Community College System, state fiscal agent,
for the Workforce Investment Act for a Worforce Innovation and Opportunity Act (WIOA) Transition Grant
in the amount of $15,000. This grant is to be used for dislocated workers.
The second grant was received from the Dan River Region Collaborative and totals $22,000. This grant does
not require a local match but does require the WIB to perform various employment recruitment efforts to
secure the funding as outlined in the attached agreement.
RECOMMENDATION:
Staff recommends that the Board of Supervisors appropriate a total of $37,000.00 to the WIA (Fund 25 1)
Budget. THIS ITEM REQUIRES A MOTION AND A ROLL CALL VOTE.
P45
Ill iii ll 1 ➢.. 1 ,r'.'r;
December 18, 2015
- Brenda'Bowmaw.Chairman
Pittsylvania County Board of Supervisors
39 Bank Street
P.O. Box 426
Chatham, VA 24531
Dear Chairman Bowman:
I am pleased to inform you that the Virginia Co murrity College System (VCCS), serving as the
state administrative entity for WIOA Title I funds, is providing the attached award to assist your local
workforce development area in fully implementing the Workforce innovation and Opportunity Act
(WIOA) of 2014. W10A supersedes the Workforce Investment Act of 1998 (WIA) and is designed to
improve job and career options for our nation's workers and jobseekers through an integrated system.
Section 121 of the WIOA `Establishment of One -stop .Delivery Systems" prescribes the responsibility of
one -stop partners to contribute to the infrastructure costs of the one -stop delivery system in a local area.
Attached is a Notice of Obligation for $15,000 to support activities leading to the establishment of
a one-stop service delivery system agreement among partners and an infrastructure funding model
in your local workforce development area consistent with this section. Eligible activities trust be
concluded by June 30, 2016.
Enclosed with the Notice of Obligation are the Terms and Conditions for this award containing the
scope of work including allowable costs, award deliverables and the applicable USDOL TEGL No.
34-14: Workforce Innovation and Opportunity Act Transition Authority Allotment of Program Year
(PY) 2014 Dislocated Worker National Reserve Funds for W10A Implementation Activities
Should you have any questions regarding this award, please contact George Taratsas, Administrator
of Federal Workforce Programs, at (804) 819-5387 or by email at gtara&M@vices.2&. We look
forward to continuing the implementation of the Workforce Innovation and Opportunity Act with
your local workforce development area.
Sincerely,
M. Craig Herndon, PhD
Vice Chancellor for Workforce Development Services
Enclosure: Notice of Obligation Authority
cc: Chair, West Piedmont Workforce Development Board
Executive Director, West Piedmont Workforce Development Board
ti ww tmedu , 300 Arburmitt -m P1 =, S0e 200 � Richmond, `A 23236 � t.904-819-4901 ) f.804-819-4766
An Equal Opporrunity /AtTirnmo ve &.tian laajo -yer
P46
VIRGINIA COMMUNITY COLLEGE SYSTEM
Arboretum III • 300 Arboretum. Place, Third Floor, Suite 200
Richmond, Virginia 23236
NOT ICE OF OBLIGA'i'if?i�d
WORKFORCE U14NOVATION AND OPPORTUNITY ACT
DISLOCATED WORKER NATIONAL RESERVE FUNDS FOR WIOA IMPLEMENTATION
ISSUED BY: U. S. DEPARTMENT OF LABOR, EMPLOYMENT AND TRAINING ADMINISTRATION
PASS - THROUGH ENTITY: VIRGINIA COMMUNITY COLLEGE SYSTEM
ISSUE DATE: JUNE 23, 2015
GRANT NUMBER: Mi- 27276- 15- 64 -A -51
To: Pittsylvania County
C)F`DA Fur#d Tune
17,281 National Reserve for W10A Implementation
17.278 WIOA Statewide Dislocated Worker
Total
NOO No.: LWDA 17- 15-01 NR
Effective Date: January 1, 2016
Expiration Date: June 30, 2016
Program Code. 2700
Prior New
Level CHAN E Level
$ _ $ 3,020.00 $ 3,020.00
8 $ 11,980.00 $ 11,980.00
$ $ 13,000d}0 $ 15,000.00
This Notice of obligation awards USDOL Dislocated Worker National Reserve Funds for WIOA Implementation
and WIOA Statewide Dislocated Worker fluids to undertake the Scope of Work and Deliverables included in
30 2016
attached Terms and Conditions, including TEGL 34-14. Activities under this Notice must be completed by Jun.
The subrecipient must follow Office of Management and Budget (OMi3) Uniform Administrative Requirements, Cost
Principles, and Audit Requirements for Federal Awards at 2 CFR Chapter 1, Chapter H, Part 200 et al. including the
Department of labors exceptions codified at 2 CFR fart 2940•
Approved by:
enJ irator of Federld Workforce Prograros
orkr, f orce Development Services
(g04) 819.5387
cc: West Piedmont Workforce Development Board
I'ittsylvania County/Director of Finance
P47
in
`i MGINU COMMUNITY COLLEGE SYSTEM
Arboretum JU - 300 ArWretm Plwe, Thkd Flog, Suite 200
Rkhmtmd, Virginia 23236
WORKFORCE INVESTMENT ACT
To: Pittsyly TOO No.: iLWA 17- 14 -UT�n
eve Date: ,Jana 71, 2015
gxpirotion Date: June 30, 2016
Progrm Code:. 2700
Prior New
� N !
974,715 $ 0 $ 974,715
17258 Adult Program $ 1,010,995 $ 0 s 1,010,995
17.259 Youth Programs 0 $ 5
17MO Dislocates worker Progrons � $ 0 $ 2
Subtotal
17,278 W10A TramidGn Activities $ $ - -- - - 0 $
Total All Program $ 2,482' $ 0 2�
I,& Note of Dblipgon reflects o no°cmt extension of the W10A T ranOtion Acdvides award 4 period
� sd fog
to dwe 30, 2016. TEGL No. 12-14'. A1lorwa%lc Uses and pWW t:S L ujits of WIA Progt�n Year
WIOA'ImxWtion Activities cantimm to aPP1Y
Date:
Approved by: -
• Tarat�
r trator of Fed" Worlforce Programs
Workforce Developer Service
(804) $19 -387
cc: West PWWout Workforce Development Board
pitWAVauia County/Dh*aoor of Finance
P48
CONTRACT FOR YOUNG ADULT CASE MANAGEMENT
SERVICES
between
The Institute for Advanced Learning and Research (acting on behalf of the
Dan River Region Collaborative)
and
the West Piedmont Workforce Investment Board
This contract for Young Adult Case Management Services (Contract) is between the West
Piedmont Workforce Investment Board (Contractor) and the Institute for Advanced Learning and
Research (IALR), a political sub- division of the Commonwealth of Virginia, acting on behalf of
and as fiscal agent for the Dan River Region Collaborative (Collaborative).
PERIOD OF PERFORMANCE
Unless sooner terminated as provided below, the Period of Performance for this Contract shall be
from October 20, 2015 to June 20, 2016.
SCOPE
The West Piedmont Workforce investment Board will provide case management services
targeting young adults, ages 18 — 24, living in Danville, Martinsville, Henry County, Patrick
County, or Pittsylvania County who are primarily not currently employed and/or not enrolled in
college or training. In this capacity, the Contractor will support the mission of the Dan River
Region Collaborative (DRRC) in working to identify system change opportunities which will (1)
simplify how employers connect to regional systems in addressing workforce and talent
development needs, (2) identify and reduce barriers to employment for young adults and (3)
increase the job placement opportunities for young adults. The goal is to identify opportunities to
leverage Workforce Investment Board funding with the Collaborative's pooled flexible funding
to achieve improved outcomes for employers and young adults.
DELIVERABLES and DEADLINES
Subject to the provisions of this Contract, the Contractor will be responsible for the following
deliverables:
Proposed Deliverables Detail Timeline
Signed contract Contractor and IALR sign contract Oct. 20, 2015
Case Management tool The Contractor will work with Collaborative Nov. 3, 2015
leadership to develop a case management tool
that collects demo hic data and information
Init /
P49
USE OF SUBCONTRACTORS
IALR and the Collaborative acknowledge that the Contractor may choose to subcontract a
portion of the contracted services. It is the responsibility of the Contractor to meet the
deliverables as noted in this Contract and establish the appropriate contractual relationship with
its Subcontractors. The Collaborative and IALR do not have any Contract with the selected
Subcontractors, if any.
FEES and PAYMENT
The Collaborative agrees to pay the Contractor a total of $22,000 (twenty -two thousand dollars)
upon satisfactory completion of items enumerated in the Deliverables and Deadlines section of
this contract. IALR anticipates, based on the deliverables, the following payment schedule:
OA
P50
Init
regarding barriers to employment for young
adults.
Recruitment and
Contractor will provide evidence of recruitment
Ongoing
Identification of
efforts that identify potential young adult
throughout
prospective young adult
candidates. Efforts documented on invoices.
contract period.
clients
Identify employment
Contractor will work collaboratively with the
Ongoing
opportunities for young
Chambers of Commerce and the Business
throughout
adults
Services representative(s) to identify
contract period .
employment opportunities for young adults.
Contractor will partner with employers to
provide sLApport for new young adult hires.
Case files noting follow-
Contractor will use the case management tool to
Ongoing
up calls, training, and
collect information on workforce challenges
employment efforts.
and opportunities that can inform recruitment,
retention, and training needs for young adults;
Minimum caseload of: 100 young adults
Job placement or training: 20
Contractor will work with the DRRC's third
party evaluator to collect and share data for
reporting as needed to DRRC Funders, the
NFWs and the SiF.
Final Report
Contractor will provide a final report with the
June 25, 2016
June 2016 invoice noting the number of young
adults served, the number placed in training, the
number earning certificates, and the number
placed in jobs. The report will include
identification of barriers to employment for
young adults and potential solution strategies
along with opportunities to leverage state
workforce funds.
USE OF SUBCONTRACTORS
IALR and the Collaborative acknowledge that the Contractor may choose to subcontract a
portion of the contracted services. It is the responsibility of the Contractor to meet the
deliverables as noted in this Contract and establish the appropriate contractual relationship with
its Subcontractors. The Collaborative and IALR do not have any Contract with the selected
Subcontractors, if any.
FEES and PAYMENT
The Collaborative agrees to pay the Contractor a total of $22,000 (twenty -two thousand dollars)
upon satisfactory completion of items enumerated in the Deliverables and Deadlines section of
this contract. IALR anticipates, based on the deliverables, the following payment schedule:
OA
P50
Init
ITEM
Fee
Rationale/Detail
Due
Invoice 1
$7,500
Signed contract; case management
December 25, 2015
tool; initial recruitment list; progress
towards deliverables; data shared
with evaluator
Invoice 2
$4,500
Successful progress towards
February 25, 2016
deliverables (case load, job
placement, formative assessment);
data shared with evaluator
Invoice 3
$4,500
Successful progress towards
April 25, 2016
deliverables (case load, job
placement, formative assessment);
data shared with evaluator
Invoice 4 (Final)
$5,500
Successful progress towards
June 25, 2016
deliverables (case load, job
placement, formative assessment);
FINAL report; data shared with
evaluator
TOTAL
$22,000
TERMINATION
With or without cause, IALR, acting as DRRC's fiscal agent, may terminate this Contract with at
least thirty (30) calendar -days prior written notice to the Contractor. The Contractor may
terminate this Contract with or without cause, with at least thirty (30) calendar -days prior written
notice to IALR. In the event of such termination, the Contractor shall promptly, but in no event
later than thirty (30) calendar days after the date of such termination, deliver to IALR (i) all
digital newsletters, press releases, and supporting documents (including without limitation drafts
and works in progress) prepared in connection with, or in preparation for, the work by the
Contractor under this Contract and (ii) a final progress report to date. in addition, upon such
termination, IALR shall no longer be obligated to pay any further installment of the Contract Fee,
except for any unpaid installment payment or payments covering deliverables made prior to the
date of such termination. The provisions in this paragraph shall specifically and without
limitation survive the termination of this Contract for whatever reason.
AMENDMENT
This Contract and the rights and obligations under it may not be modified, amended, or waived,
whether in whole or part, except by a written Amendment signed by authorized representatives
of both parties.
3
PSI
Init f
RELATIONSHIP OF PARTIES
Nothing in this Contract shall be construed so as to create a relationship of agency, employment,
joint venture or partnership between the Contractor and IALR. Neither party to this Contract
shall make any representations to third parties tending to create apparent agency, employment,
joint venture or partnership. Neither party to this Contract will have authority to act for the other
in any manner to create obligations or debts binding on the other, and neither party will be
responsible for any obligations or expenses whatsoever of the other (except as specifically set
forth in this Contract for reimbursement of certain expenses of the Contractor).
OWNERSHIP OF DOCUMENTS AND DATA
The ownership and right of control all IALR/DRRC Documents and Data (as defined above)
shall vest exclusively in IALR. Contractor agrees and understands that Contractor's creation,
authorship, or collection of IALR/DRRC Documents and Data constitute a work made for hire,
as that term is defined in Section 101 of Title 17 of the United States Code. If all or part of
IALR/DRRC Documents and Data is, for any reason, deemed not to be a work made for hire,
Consultant agrees to execute all documents necessary to transfer to IALR the ownership of any
and all rights, including but not limited to copyrights, that Contractor may have in IALR/DRRC
Documents and Data. To the extent that Consultant has any moral rights or similar rights in
IALR/DRRC Documents and Data under the law of any jurisdiction, Contractor expressly
waives those rights. Contractor waives any right to have IALR/DRRC Documents and Data
attributed to Contractor or to prevent IALR/DRRC Documents and Data from being modified,
edited, transformed, or otherwise adapted as IALR may deem necessary.
SEVERABILITY
If any part, term, or provision of this Contract shall be held void, illegal, unenforceable, or in
conflict with any law of a federal, state, or local government having jurisdiction over this
Contract, the validity of the remaining portions or provisions shall not be affected thereby.
ENTIRE AGREEMENT
This Contract constitutes the entire agreement between the parties and supersedes any prior or
contemporaneous understanding or agreement, oral or written, with respect to matters herein.
NON- WAIVER
No waiver of any term or condition of this Contract by any party shall be deemed a continuing or
further waiver of the same term or condition or a waiver of any other term or condition of this
Contract.
HEADINGS
The descriptive headings in this Contract are inserted for convenience only and do not constitute
a part of this Contract.
NOTICES
Any notice required or contemplated to be given to a party by the other party shall be in writing
and shall be given by hand delivery, certified or registered United States mail, or a private
courier service which provides evidence of receipt as part of its service, as follows:
4
P52
Init !
If to Contractor: if to IALR:
Lisa Fultz The Institute for Advanced Learning and
West Piedmont Workforce Research
Investment Board Attention: Dr. Julie Brown
300 Franklin St., Suite 241 150 Slayton Avenue
Martinsville, VA 24112 Danville, Virginia 24540
Any party may change the address to which notices hereunder are to be sent to it by giving
written notice of such change in the manner provided herein. A notice given hereunder shall be
deemed given on the date of hand delivery, deposit with the United States Postal Service
properly addressed and postage prepaid, or delivery to a courier service properly addressed with
all charges prepaid, as appropriate.
GOVERNING LAW; VENUE; INTERPRETATION
The parties hereby submit to the exclusive jurisdiction of the state court located in Danville,
Virginia, or the U.S. District Court for the Western District of Virginia (Danville Division), in
any action or proceeding arising out of, or related to this Contract, and the parties hereby agree
that all claims in respect of any action or proceeding shall be heard or determined only in either
of these courts. The parties agree that a final judgment in any action or proceeding shall, to the
extent permitted by applicable law, be conclusive and may be enforced in other jurisdictions by
suit on the judgment, or in any other manner provided by applicable law related to the
enforcement of judgments. If any ambiguity or question of intent or interpretation arises, this
Contract shall be construed as if drafted jointly by the parties and no presumptions or burden of
proof shall arise favoring or disfavoring any party by virtue of authorship of any of the
provisions of this Contract.
NO THIRD -PARTY BENEFICIARIES
Nothing in this Contract is intended, nor will be deemed, to confer any rights or remedies upon
any person or legal entity not a party to this Contract.
BINDING EFFECT
This Contract shall be binding upon and inure to the benefit of the parties hereto and their
respective successors, assigns, and legal representatives.
GENDER AND NUMBER
Throughout this Contract, wherever the context requires or permits, the neuter gender shall be
ingular number to include the plural,
deemed to include the masculine and feminine, and the s
and vice versa.
SURVIVAL rovisions which
Any termination, cancellation or expiration of this Contract notwithstanding, p
are by their terms intended to survive and continue shall so survive and continue.
Init
5
P53
WITNESS the following signatures to this Contract for Young Adult Case Management as of
the date first above written:
Contractor:
Executive Director
West Piedmont Workforce Investment Board
Date:
0
IALR:
Institute for Advanced Learning and Research
(IALR), a political sub - division of the
Commonwealth of Virginia, acting on behalf of
and as fiscal agent for the Dan River Region
Collaborative
By:
Date:
P54
IALR Authorized Official
Init 1
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
FY 2016 2"d Quarter Financial Report
SUBJECT/PROPOSAL/RE UQ EST:
Presentation of 2nd Quarter Financial Report
STAFF CONTACT(S):
Monday, VanDerHyde
BACKGROUND:
AGENDA DATE-
1-19-16
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
2°1 Quarter Financial Report
Budget Supplement Report
REVIEWED BY:
ITEM NUMBER:
10(f)
INFORMATION:
INFORMATION:
DISCUSSION:
Attached is the Financial Report for Pittsylvania County for the 2 "d Quarter 2016. The Finance Director will
be available to present this report and answer any questions you may have.
RECOMMENDATION:
Staff recommends the approval of the attached financial report.
P55
General Fund Revenues
Real Estate Revenues: At December 31, 2015, the County had collected a total of 41.93% of Real Estate
Revenues. This compares favorably with the rate collected at December 31, 2014 when the total collected at
that time was 40.83 %. One might think that this percentage should be closer to 50% since /3 of the year has
been completed but you must bear in mind that many Pittsylvama County taxpayers pay their entire tax bill in
June. The amount prepaid in June for the 2 billing totaled $2,434,671.02. If this amount is considered with
the amount collected thus far in 2015, the County collection rate would stand at 53 %.
Mobile Homes: At December 31, 2015, the County had collected a total of 38.44% of Mobile Home Revenues.
Compared with 1 year ago, the rate collected stood at 32.98 %.
Personal Pro ert : At December 31, 2015, the County had collected a total of 40.74% of Personal Property
Revenues. The rate collected at this same time last year was 38.44 %.
Machinery & Tools: At December 31, 2015, the County had collected a total of 44.49% of Machinery & Tools
Revenues compared with 71.34% in 2014. Timing of these payments skews the percentages.
Merchants Capital: At December 31, 2015, the County had collected a total of 54.96% of Merchants Capital
Revenues compared with 61.16% in 2014. Timing of these payments skews the percentages
Public Service Co orations: At December 31, 2015, the County had collected a total of 60% of Public Service
Corps. Revenues compared with 56.00% o.
Delinquent Tax Collections: It is important to discuss our delinquent tax collection efforts since a greater
emphasis has been placed on collecting these funds. The County employed a new third party collector, TACS
to help with these efforts. At the end of the second quarter, 2016, TACS has collected in excess of $700,000 to
date.
In every major category, with the exception of Machinery and Tools and Merchants Capital, the collection rate
increased over the prior year. This has attributed to the increase in the General Fund Revenues.
General Fund Expenditures
General Fund Expenditures: General Fund expenditures through December 31, 2015 totaled $29,266,580.37,
which is 42% of the appropriated budget. The appropriated budget has increased from the original budget by
$7,680,083.64 (See attached appropriations). Most of the increase in the appropriation is from the appropriation
of $4,945,000.00 that was added to pay down principal on the 2012 School Notes. General Fund expenditures
through December 31, 2014 totaled $27,556,975.49, which was 45 % of the appropriated budget. The
appropriated budget increased by $1,877,947.73 during the same time frame last year (July — December 2014).
P56
Entegprisc Fund
Landfill Revenues
Solid Waste Household Fee: At December 31, the County had collected a total of 44.35% of the Solid Waste
Household Fee compared with 3692 %o at the same time last year. However, it is important to that note that the
December 5a` payment was the last installment of the solid waste household fee since it was eliminated by the
Board of Supervisors on October 5, 2015.
Solid Waste Fees: At December 31, the County had a collected a total of 47.60 % of budgeted Solid Waste
Fees. This collection rate is slightly up from last year when the rate was 44.62 %. This revenue line item
records the amount received by Pittsylvania County Landfill to reecive trash into the landfill. These funds are
received daily and landfill accounts are billed monthly. This amount can fluctuate based on the tons that are
received and billed for the Pittsylvania County Landfill.
Landfill Expenditures
Landfill Expenditures: Landfill expenditures through December 31, 2015 totaled $1,695,729.16, which is 48 %
of the appropriated budget. The appropriated budget has increased from the original budget by $368,196.32.
Landfill expenditures through December 31, 2014 totaled $1,639,020.21, which was 52% of the appropriated
budget. The appropriated budget increased by $333,152.16 during the same time frame last year (July —
December 2014).
Summary
Pittsylvania County is continues to maintain a stable financial position. The County recently made a proactive
choice to pay down $4945 million in principal on the High School Notes that were originally issued in 2008.
This payment will be made on January 19'h and will leave a balance on these notes of $15,000,000. As we
begin the budget process several items need to be considered:
• Obtaining permanent financing of the $15,000,000 notes. We need to decide if continuing to wait for
Literary Funding is worth continuing to pay interest only.
• Searching for possible funding sources for the construction of the new Animal Shelter.
• Determining the impact of the elimination of the Solid Waste Fee to the Landfill Enterprise Fund for the
FY 2017 budget. The gap left by the elimination of this fee is $1.5 million
• Minimizing the usage of unassigned fund balance to cover any 2017 shortfall that may exist. Use of
unassigned fund balance should only be used for non - recurring expenditures. A total of $1.8 million
was budgeted from unassigned fund balance for FY2016.
P57
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P59
09 :05:42 07 JAN 2016 Page
KIM-APPROP`VS_BUDGET PITTSYLVANIA COUNTY
APPROPRIATIONS VS BUDGET FIGURES
Report dates 07/01/2015 - thru - 12/31/2015
15 -16 ADJUSTMENTS 15 -16 BALANCE
ACCOUNT NUMBER DESCRIPTION BUDGET TO BUDGET AD3 BUDGET
TOTALS 173,309,354.00 11,909,081.15 185,215,435.15 101,028,289.42
P60
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Virginia Fire Programs Grant - Riverbend
SUBJECT/PROPOSALIRE UEST:
Fire & Rescue - Hardware Grant for Riverbend VFD
STAFF CONTACT(S):
Monday. VanDerHvde
BACKGROUND:
AGENDA DATE:
1 -19 -16
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
10(g)
INFORMATION:
INFORMATION:
ATTACHMENTS:
Award Letter - Virginia Department of Fire Programs
REVIEWED BY: Cr-"*
DISCUSSION:
Pittsylvania County recently received notification of a grant award from the Virginia Department of Fire
Programs. This grant in the amount of $700 is to be used to purchase hardware for Riverbend Volunteer Fire
Department. This grant does not require a local match.
RECOMMENDATION:
Staff recommends that the Board of Supervisors approve and appropriate $700 to the VFIRS- Hardware Grant
(250 -4- 032402 -5 107) and to authorize the County Administrator to complete the appropriate paperwork to
accept the grant.
P61
' C
COMMIGA' WE LM (o WRGMVIA
Melvin D. Carter Finance Branch
execurrve DiRECroR Virginia Department of Fire Programs 1005 Technology Park Drive
Glen Allen, VA 23059.4500
phone, W41371-0220
Fax: 804! 371 -3358
143
January 7, 2016
Clarence Monday
County Administrator, Pittsylvania
PO Box 426
Chatham, VA 24531
Dear Mr. Monday:
The locality was considered for the award of an FY -2016 VFIRS Hardware Grant from the
Commonwealth's FIRE PROGRAms FUND. Applications were reviewed by the Fire Prevention and
Control Committee of the Virginia Fire Services Board (VFSB), and awards were approved by the full
VFSB on December 14, 2015. As such, the locality has been awarded a grant of 6700 ($700 each) to
purchase a computer in accordance with the program specifications for V FIRS for the following Fire
Department(s):
Riverbend Vol. Fire Dept. (FD1D 74304)
In order to remain eligible for this award, the enclosed Award Acceptance Certification must be
returned no later than Fe€ raary 5, 2016. The grant funds will be disbursed to the locality by February
29, 2016.
The performance end date is June 30, 2016, and the after action reporting deadline is 30 days of project
completion or July 31, 2016 at the latest. The after action reporting is a brief summary of how the funds
were spent and includes a copy of the invoice /receipt to support all expenditures.
The VFIRS Policy and VFIRS Practice documents for the program guidelines are located on the VDFP
website at www.vafire.com. To reduce the financial burden on the locality, feel free to contact me if the
locality has questions on allowable items with VFIRS grants funds.
Thank you for your interest in the VFIRS Hardware Grant program! If you have any questions, please
contact me at 804 - 249 -1958 or via email at Theresa.Hunter{r s vdfp.virginia.gay.
Respectfully,
Theresa Hunter
Budget and Grants Manager
Enclosure
www.vafire.com
P62
Award Acceptance Certification
All completed acceptance statements must be received by VDFP not later than 5:00prn Friday, February 5,
2016; VDFP assumes no responsibility for lost, delayed, or incomplete paperwork. Properly completed acceptances
not otherwise received timely may result in the award having then expired. In the foregoing it is highly recommended
O that completed paperwork be returned via USPS Certified Mail RETURN RECEIPT REQUESTED — or -- through the
use of a private transfe, service such as UPS, FedEx or the like.
0 . It is solely the grant award recipient's responsibility to assure that all FIN„ FIPS, and EFT information is complete &
L. accurate. Be sure that if a transfer (EFT) into other than your jurisdiction's ATL allocation receiving account is used,
that the proper account information is listed and returned on or before the deadline..
All entries must be made in ink or type - written.
l= Pittsylvania County (943)
0
RS
You have been awarded a VFIRS Hardware grant from the Virginia Fire Services Board in the amount
of $700. This grant is to be used for $700 each to the following Fire Departments in your jurisdiction as
r,L indicated on your application.
•F+
Riverbend Vol. Fire Dept, (FDID 94304)
It is a pleasure to be able to support your department and its reporting efforts.
LL
The offer of this award shall expire effective 5 :04pm Friday, February 5, 2016, if not otherwise accepted by that time.
This grant is awarded effective this date for acceptance of any above specific terms & conditions and the general terms &
conditions as enumerated under the Board's current VFIRS policy_ In accepting this award the recipient agrees to use such
funds only for the specific purpose(s) granted and further agrees, in the event of non - compliance, to the full repayment of all
grant monies received, such made to the Commonwealth's FIRE PROGRAMS FUND through a prompt & complete
reimbursement to the "Treasurer of Virginia" and tendered to the VIRGINIA DEPARTMENT OF FIRE PROGRAMS.
Mark only one — failure to
The award ❑ Accepted
is... I Q declined
this entry may result in expiration of the award
(Signature) (Date)
(Typed ! Printed Name) (Title)
FORM MIDST BE SIGNED BY: County Administrator I Executive, City Manager, Town Mayor I Town Administrator,
Deputy - or -- Other duly authorized official whereby the application is accompanied by a copy of an `Ordinance' or
other such formal instrument clearly granting that party such authority.
State of Virginia
City i County of
On this day of in 2016, before me, the undersigned a Notary Public for the Commonwealth of
Virginia, personally appeared to me known (or to me proved) to be the identical person
named herein and having in my presence executed the above, and acknowledged that they executed same as their voluntary
act and deed.
My Commission expires.:
P63
Notary Public
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Pittsylvania County Mount Hermon Library 1 01 -19 -2016
SUBJECT/PROPOSAL/REQUEST:
Presentation from Diane Adkins
STAFF CONTACT(S):
Mr. Monday; Ms. Adkins
BACKGROUND:
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
11
INFORMATION:
INFORMATION:
ATTACHMENTS:
1. Letter from PC Library Board of Trustees dated 01/11/2016
2. Mt. Hermon Library Growth 2012 -2015
REVIEWED BY: U "
DISCUSSION:
Diane Adkins will appear before the Board of Supervisors to explain the need for re- locating the Mount Hermon
Branch Library, which is currently in a small leased space in the Mt. Hermon Courtyard. The currently location can
no longer adequately meet public needs.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review and consideration.
P64
PITTSYLVANIA COUNTY PUBLIC LIBRARY
24 Military Drive
Chatham, VA 24531
January 11, 2016
Dear Members of the Board of Supervisors:
Phone: 434 -432 -3271
Fax 434 - 432 -14 05
www.pcplib.org
pcplib.org
The Mt. Hermon Branch Library, which is currently in a small leased space in the Mt. Hermon
Courtyard, has outgrown its facility. The branch, which has been funded for the fewest number
of hours of operation of our regular branches, is second only to the main library in the numbers
of people using it and the items which are checked out each month.
In order to adequately meet the needs of the Mt. Hermon community, we instructed the library
director, Diane Adkins, to search for a site that will provide more space for the collection. We
also need a meeting room to accommodate the many programs this branch hosts, which include
award - winning early literacy classes and services to tweens and teens.
Ms. Adkins has located a property near the current site that is available for lease. It will more
than triple the space available in the current branch.
We respectfully request the Board's consideration of this site as a new location for the Mt.
Hermon Library.
Sincerely,
Ruth Jones, Chair
Board of Trustees, Pittsylvania County Public Library System
P65
150°/ increase in program
participation since 2013
48,903
books in 2015
s --
37,422 in 2012
circulation
ins elinbin.g
1,250 19,247
Audiobooks DVDs
in 2015 in 2015
723 in 2012
15,748 in 2012
`1 4 3 V 0
Ji
s _
Internet demand is clear:
public computer usage is
maxed out at about
12,000 sessions per year :
P66
Patron
Visits
M. ::1
PITTSYLVANIA COUNTY
PUBLIC LIBRARY
►.nvw.pcpiib.org
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Pittsylvania County Fire & EMS Study — Next Steps 01 -19 -2016
SUBJECT/PROPOSAL/REQUEST:
Pittsylvania County Fire & EMS Study
STAFF CONTACT(S):
Mr. Monday; Mr. Davis; Mr. Fowler
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
None
REVIEWED BY:
ITEM NUMBER:
12
INFORMATION:
INFORMATION:
BACKGROUND:
B October 2014, the Board of Supervisors approved Resolution 2014 -10 -03 formally requesting the completion of
In a Comprehensive Analysis (Study) of the County's Fire/EMS System and directed the County Administrator to take
necessary action to request the same from the Virginia Fire Services Board (VFSB).
DISCUSSION:
The Virginia Fire Services Board has completed the study, and recommendations were reported to the Board of
Supervisors on December 7, 2015. At that time, the Board requested the matter be placed on the January 19, 2016
agenda for discussion.
RECOMMENDATION:
Staff recommends the Board of Supervisors authorize the County Administrator to work with the President of the
Fire & Rescue Association to form a committee to review study recommendations.
P67
PITTSYLVANIA COUNTY
Board of Supervisors
AGENDA TITLE:
Annual Conference Policy
SUBJECT/PROPOSAL/RE UEST:
Annual Conference Policy
STAFF CONTACT(S):
Mr. Monday
BACKGROUND:
EXECUTIVE SUMMARY
AGENDA DATE:
01 -19 -2016
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
No
REVIEWED BY:
ITEM NUMBER:
13
INFORMATION:
INFORMATION:
DISCUSSION:
Each year members of the Board of Supervisors and the County Administrator attend the annual Virginia
Association of Counties Conference. Each locality is guaranteed 3 hotel rooms where the conference is being held.
Beyond that, those wishing to attend are on a wait -list. The Board of Supervisors does not have a written policy on
how reservations for the guaranteed rooms are decided. Staff respectfully requests the Board of Supervisors
consider and approve a policy from one of the selections provided, or provide their own policy that meets the Board
intent.
(A) Chair, VACo Representative (if same as Chair, then VACo Steering Committee member), County
Administrator
(B) First 3 sign -ups (with sign -up requests submitted no sooner than July 1St of conference year)
(C) By Rotation
(D) By Lottery
The policy's intent is not to limit the number of members wishing to attend the conference, the intent is for staff to
know the priority for reserving the guaranteed rooms.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review and consideration.
P68
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Proposed Presentation/Recognition Policy 01 -19 -2016
SUBJECT/PROPOSAL/RE VEST:
Policy Proposal
STAFF CONTACT(S):
Mr. Monday
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
14
INFORMATION:
INFORMATION:
ATTACHMENTS:
1. Proposed Policy on Presentations/Recognitions
2. Emai I from Chair Bowman dated I l -14 -2015
3. Executive Summary from 12 -07 -2015
REVIEWED BY: *
BACKGROUND:
At their meeting on December 7, 2015, a proposed policy was presented for the Board of Supervisors' review and
consideration concerning presentations /recognitions by the Board. The Board elected to table action until the new
2016 Board of Supervisors took office in January and have that Board consider it after its' re- organization meeting.
DISCUSSION:
Attached hereto, is the proposed policy for the Board of Supervisors' review and consideration concerning
presentations/recognitions by the Board.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review and consideration.
P69
Pittsylvania County Board of Supervisors
Policy on Recognitions
Adopted
The purpose of certificates, resolutions or plaques is to memorialize or commend individuals or groups for such
distinctions as:
Certificates (To be mailed
Resolutions (Formal
Plaques and /or Jefferson
County Staff
with cover letter — no
presentation at a BOS
Cups (Formal
Recognitions
formal presentation)
Meeting)
presentation at BOS
Meeting)
Eagle Scouts and Girl Scout
Upon the death or retirement
Upon retirement or end of
At discretion of
Gold Awards and other local,
of prominent members of the
term for members of the
County
regional, or statewide
community, with 25 or more
Board of Supervisors
Administrator's Office
distinctions or designations,
years` service to the
(flowers for deaths,
including community service
community
annual awards
achievement/
recognitions,
awards;
anniversaries,
retirements,
birthdays of staff).
Individuals or teams
Individuals or teams receiving
Other individual or groups
receiving first place in a local
first place in a statewide or
to be determined by 805
or regional event,
national event, competition, or
on a case -by -case basis
competition, or
championship
championship
Anniversaries (50th, 75th)
Significant anniversaries of
organizations, businesses,
churches (25 -year increments)
Anniversaries of Pastors
Upon death, retirement or end
with Churches (25th or
of term for constitutional
more, in five -year
officers (Sheriff, Clerk of Court,
increments)
Commissioner of Revenue)
Birthdays (100 or older)
P70
Rebecca Fiippen
From:
Brenda H. Bowman
Sent:
Saturday, November 14, 2015 1:26 PM
To:
Pittsylvania County Board of Supervisors
Cc:
Clarence Monday; Rebecca Flippen
Subject:
Board Recognitions
Attachments:
Recognitions Policy_pdf
All: As we near the end of the year, there have been numerous requests for recognitions of citizens and we will also be
recognizing those elected officials whose terms will end on December 31stto include 3 constitutional officers and 3 of
our own Board members. Mr. Monday and I had a meeting this week and agreed that, in order to be consistent, we
should have a policy in place and there will be no question as to what we do; and to not set precedents by doing
something for one and not all, etc. Having worked in the General Assembly for years, I am aware of the policies in place
for such recognitions by the House and Senate. I contacted Delegate Marshall's office and obtained a copy of their
policy. I have made some modifications to align with what we have done in the past, and included some recent
suggestions by Mr. Harville. Attached is a draft of a policy for us to consider, which will be on the December 7t"
agenda. Our December 15`" meeting, which is last one of the year, will include quite a few recognitions.
This will be a stand -alone policy that can be reviewed and modified at any time the Board sees fit. If everything looks
okay to you, just respond with an "okay." If you have any suggestions /revisions, please email or call me.
Thanks.
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JifG� ua�rra C'aWZ(g J` arrnd (' (.SecpercMO"
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P71
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
Proposed Presentation/Recognition Policy 12 -07 -2015 13
SUBJECT/PROPOSAL/REQUEST: ACTION: 0* ATION:
Yes
Policy Proposal
CONSENT AGEND
STAFF CONTACT(S): ACTION: FORMATION:
Mr. Monday ATTACHM
1. Proposed Poli : Pseptations/Recognitions
2. Email fr , hA n dated 11 -14 -2015
Attached hereto, is a proposed policy for the board of Supervisors' review
presentations/recognitions by the Board.
RECOMMENDATI
Staff submits this t the zard 6f Supervisors for their review and consideration.
P72
and consideration concerning
APPOINTMENTS
P73
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Appointment Tri- County Lake Administrative 01 -19 -2016
Commission (TLAC); Citizen Representative
ACTION:
Yes
SUBJECT/PROPOSAL/REQUEST: CONSENT AGENDA:
ACTION:
Appointment
ATTACHMENTS:
STAFF CONTACT(S): I No
11 Mr. Monday
BACKGROUND:
ITEM NUMBER:
15
INFORMATION:
INFORMATION:
DISCUSSION:
Tri -Lakes Administrative Commission's appointments are for a one -year term, beginning February 1, 2016
through January 31, 2017.
Pittsylvania County appoints a citizen representative to this Commission. Mr. John Lindsey, the current
appointment has expressed that he does not want to be re- appointed. Nominations for this appointment may
be made at the Board of Supervisors' January 19, 2016 meeting.
RECOMMENDATION:
The staff submits this to the Board for their review and consideration.
P74
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Re- Appointments / Appointments — Beautification
Committee
SUBJECT/PROPOSAL /REOUEST:
Appointments
STAFF CONTACT(S):
Mr. Monday
BACKGROUND:
AGENDA DATE:
01 -19 -2016
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
REVIEWED BY: 0-/'
ITEM NUMBER:
16
INFORMATION:
INFORMATION:
DISCUSSION:
Members of the Pittsylvania County Beautification Committee serve a one (1) year term. The term for the current
members expired December 31, 2015. The new term runs from 01 -01 -2016 thru 12 -31 -2015. The following
members are eligible for re- appointment and have indicated they would be agreeable to re- appointment:
George Henderson -- Tunstall District
Mollie Holmes — Banister District
Marie Young -- Callands /Gretna District
Mary Lee Black — ChathamBlairs District
Diane Donnelly — Staunton River District
Re- appointments, if so desired, can be made in one motion for all five representatives listed above.
Nomination for a Board of Supervisors representative to this committee, as well as the Dan River and Westover
District representatives may be presented at the January 19, 2016 Board of Supervisors meeting.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review, consideration and approval.
P7s
REPORTS FROM
[D-1-7mWIV, "Ikk
MEMBERS
P76
REPORTS FROM
LEGAL COUNSEL
P77
REPORTS FROM
COUNTY
ADMINISTRATOR
P78
The To%n of 3purt
Incorporated in 1967
HURT, VIRGINIA 24563 -0760
P.O. Box 7601 Phone 434-324-4411
533 Pocket Road January 4, 2016 FAX 434 -324 -9247
Mr. Clarence Monday
Pittsylvania County Administrator
I Center Street
P.O. Box 426
Chathatn, VA 24531
Re: Town Sewer Service Extension Project
Dear Mr. Monday:
We are pleased to have the sewer line and pump station for our new Family Dollar
store completed and operational. The store is expected to open in the near future.
During its May 20, 2014 meeting, the Pittsylvania County Board of Supervisors agreed
to partner with the Town of Hurt in funding this project. Specifically, the county's
commitment was set at the lesser of $69,347.40 or 60% of the project's total cost, with
the town paying the remainder. Please refer to the enclosed letters from Interim
County Administrator Otis Hawker dated June 10 and June 12, 2014 for clarification.
Mr. Temple C. Moore, Project Engineer, has confirmed satisfactory completion in
accordance with the advertised plans and specifications, at a total cost amounting to
$116,193.69. A copy of his statement is enclosed for your documentation.
In keeping with the aforementioned agreement, an invoice is included with this letter
in the amount of $69,347.40 for the county's portion of the project's final cost. Please
feel free to contact us if any questions should arise in processing this transaction.
On behalf of Hurt citizens, Council, and staff, I wish to extend much gratitude to
Pittsylvania County for its support in this endeavor. When local governments join in
cooperation to improve infrastructure, it is ultimately a win -win situation for all.
Finally, I would like to express my hope that we can and will continue to collaborate in
the future, bringing other mutually beneficial projects to fruition. If I or anyone in our
offices can be of assistance to you, please know that our doors are open.
Respectfully yours,
P61;1_1JVt_
Gary Poindexter
Mayor, Town of Hurt
"An Equal opportunity Employer"
P79
Temple C. Moore, P.E.
Engineering Solutions
2441 Callands Rd., Chatham, Va. 24531
tcm pore. peggamewood. net
December 16, 2015
Ed Hodges — Public Works Director
Town of Hurt
533 Pocket Road
Hurt, Va. 24563
RE: Hurt Rt. 29
Sewer Pump Station
Project Closeout
Dear Mr. Hodges,
This letter is for your use in certifying to Pittsylvania County that that the pump station and sewer line
to serve the new Family Dollar store in Hurt, Va. has been completed in accordance with the advertised
plans and specifications. The station is now online.
Also this letter is to certify the money spent by the Town of Hurt for completion of the project. A
breakdown is as follows:
1. RACO, Inc. - RT. 29 Sewer Pump Station Bid - $99,008.69
2. Plans and Specs, Project Admn —Engineering Solutions - $14,750.00
3. LE &D Professionals, PC — Easement plats $ 2 X 085.00
4. Southeastern Survey — PS layout $ 350.00
Total ---------------------------------- - - - - -- $116,193.69
I trust this information is sufficient to satisfy the County as to the project budget and status. Should
you need any further information, let me know,
Sincerely,
z ��2
Temple C t oore, P.E.
Project Engineer
P80
PITTSYLVANIA COUNTY
VIRGINIA
Gregory L. Sides
K `
Assistant County
Administrator CD
for Planning & Development
r -r, '
P.O. Box 426 � j R O i
Chatham, Virginia 24531
Memorandum
1 Center Street
Chatham, Virginia
Phone (434) 432 -7974
Fax (434) 432 -7714
-,vti�v plttsylyaiiiacountyva.gov
Greg.sides agpittgov.org
To: Clarence Monday, County Administrator
From: Gregory L. Sides, Assistant County Administrator
Date: January 14, 2016
Subject: Out of State Travel for Agricultural Development
Mr. Fred Wydner, Agricultural Development Director, will be traveling to the
International Production & Processing Expo in Atlanta, Georgia from January 25, 2016
through January 28, 2016. This travel is consistent with his job position description to
promote agribusiness development in Pittsyivania County and funding for the travel was
planned in advance and is available in the current Agriculture Development budget.
GLS/
Cc: Matthew Rowe, Director of Economic Development
P81
ADJOURNMENT
P82