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03-07-2016 BOS Regular Meeting Agenda PKT"4�4& 5 61 fz BOARD PACKET BOARD OF SUPERVISORS REGULAR MEETING MARCH 7, 2016 1767 P1 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS REGULAR MEETING MONDAY, MARCH 7, 2016 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA 1. Call to Order — 7:00 p.m. 2. Roll Call Barber Hagerman Blackstock Davis Scearce Warren Barksdale 3. Moment of Silence 4. Pledge of Allegiance 5. Items to be added to the Agenda a) Barber Hagerman Blackstock Davis Scearce Warren Barksdale APPROVAL OF AGENDA Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale HEARING OF CITIZENS CONSENT AGENDA 6. (a) Minutes: February 1, 2016 — Re- organizational Meeting Pages —12 -14 February 16, 2016 — Adjourned Meeting Pages —15 -21 (b) Bill List — February 2016 (on line) (c) Proclamation — Boys & Girls Club Week, March 7 -13, 2016 Pages — 22 -23 (d) Proclamation - National Agriculture Day, March 15, 2016 Pages — 24 -25 (e) Declaration of Surplus Property & Authorization for Sale Pages — 26 -28 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale PRESENTATIONS 7. Economic Development Updates — Matthew Rowe, Director of Economic Development Page - 30 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments. 8. Report from Agricultural Development Board (ADB) — Jay Calhoun, ADB Chairman Page - 31 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: 3USINESS 9. Finance (a) Recommendations from Finance Committee — The Finance Committee met on February 25, 2016; March 4, 2016; and March 7, 2016 Any recommendations from the Finance Committee will be presented to the full Board of Supervisors. Page - 33 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments. (b) Expenditure Refunds — January / February 2016 - Requires a Motion and a 10 Day Layover Pages — 34 -36 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second: Barber Hagerman Blackstock Davis Scearce Warren Barksdale (c) Appropriation — Landfill Compactor Repair - Requires a Motion and a 10 -Day Layover Pages — 37 -41 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second: Barber Hagerman Blackstock Davis Scearce Warren Barksdale 10. Fire & Rescue Study Committee Report Page — 42 -43 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: 11. Agricultural Development Board — Proposed Amendment of Bylaws Pages — 44 -55 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: 12. Resolution 2016- 03 -01; SHORE Act Pages — 56 -68 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: 13. Solar Panels — Discussion from the Honorable Joe B. Davis Page - 69 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: 14. Chatham Armory Pages — 70 -71 Motion: Barber Second. Barber Comments: Hagerman Hagerman Blackstock Blackstock Davis Davis Scearce Scearce Warren Warren Barksdale Barksdale Barksdale Second: Barber Hagerman Blackstock Davis Scearce Warren Barksdale 15. Firefighter Training Program Motion: Barber Hagerman Second: Barber Hagerman Comments: — Discussion from Blackstock Davis Blackstock Davis the Honorable Jerry Page - 72 Scearce Warren Scearce Warren A. Hagerman Barksdale Barksdale 16. Request for Road Abandonment —portion of Georges Lane /SR 946 Pages-73-76 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: 17. Road Viewer Board —Follow up as discussed on February 16, 2016 Pages 77 -79 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL REPORTS FROM COUNTY ADMINISTRATOR 1. Building/Grounds Monthly Report: February 2016 — Pages 83 -84 2. Animal Control /CoP Monthly Report — February 2016 — Pages 85 -86 2. Code Compliance Monthly Report: February 2016 — Page 87 CLOSED SESSION Time Entered in Closed Session: Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale Roll Call Vote Y N A Barber Hagerman Blackstock Scearce Davis Warren Barksdale (Roll Call Vote Y or N) 18. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating its facilities in the community. Legal Authority: §2.2- 3711(A)(5), Code of Virginia, 1950, as amended Subject: Project Bell Propose: Discussion of Potential Economic Development Incentive Package Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second: Barber Hagerman Blackstock Davis Scearce Warren Barksdale 19. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating its facilities in the community. Legal Authority: §2.2- 3711(A)(5), Code of Virginia, 1950, as amended Subject: Project 950 Propose: Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating its facilities in the community Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second: Barber Hagerman Blackstock Davis Scearce Warren Barksdale RETURN TO OPEN SESSION AND CERTIFICATION Motion to return to Open Session: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Time Returned to Open Session: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on March 7, 2016, the Board hereby certifies by a recorded vote that to the best of each board member's knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any member believes that there was a departure from the requirements of the Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the Board. ADJOURNMENT Motion: Vote Tim R. Barber Yes/No Jerry A. Hagerman Yes/No Elton W. Blackstock Yes/No Joe B. Davis Yes/No Ronald S. Scearce Yes/No Robert W. Warren Yes/No Jessie L. Barksdale Yes/No ADJOURNMENT Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale Time Adjourned: TO BE ADDED z HEARING OF CITIZENS rlo CONSENT AGENDA P11 Regular Meeting February 1, 2016 Pittsylvania County Board of Supervisors Monday, February 1, 2016 Regular Meeting VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was held on Monday, February 1, 2016 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Jessie L. Barksdale, Chair, called the meeting to order at 7:00 p.m. The following members were present: Jessie L. Barksdale Elton W. Blackstock Tim Barber Ronald S. Scearce Jerry A. Hagerman Robert W. Warren Joe B. Davis Banister District Staunton River District Tunstall District Westover District Callands- Gretna District Chatham - Blairs District Dan River District Mr. Clarence C. Monday, County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr. Otis S. Hawker, Assistant County Administrator for Operations, and Ms. Rebecca Flippen, Deputy Clerk to the Board were also present. Mr. Barksdale led the Moment of Silence, and then the Pledge of Alliance. Approval of Agenda Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the agenda with the following addition: (a) Appointment to the West Piedmont Planning District Executive Committee Mr. Blackstock's motion was unanimously approved by the Board. Hearing of the Citizens Jimmy Wilkerson of the Dan River District commented on how high he felt the tax on motor homes was and asked the Board of Supervisors to consider lowering those tax rates. Richard Shumate of the Westover District offered a word of prayer; commented he felt the Board could be using some of cars parked as surplus; and commented on the motor home tax rates and that he too felt it was too high. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Barber, seconded by Mr. Hagerman, to approve the Consent Agenda, which was approved by the Board of Supervisors. (a) Minutes: January 4, 2016 — Re- organizational Meeting January 19, 2016 — Regular Meeting (b) Bill List — January 2016 (c) Ratify Declaration of Emergency — Effective January 22, 2016 Mr. Barber's motion was unanimously approved by the Board. P12 Regular Meeting February 1, 2016 Presentations The Board of Supervisors presented 2016 Black History Month Proclamation approved at their January 19, 2016 meeting to Mr. Willie Fitzgerald, President of the local chapter of the National Association for the Advancement of Colored People (NAACP). Mr. Fitzgerald thanked the Board. Unfinished Business At their Regular Meeting on January 19, 2016, a motion was made by Mr. Barber, seconded by Mr. Scearce, for the reappropriation of the following Expenditure Refunds for December 2015: 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)9 $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 -Rec. 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)5 $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)9 $1,250.00 to WIA -Other Operating (251 -4- 353878 - 6014). This motion required a 10 -Day Layover that had now been met and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman-Yes; Mr. Blackstock -Yes; Mr. Scearce -Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Barksdale -Yes. Mr. Barber's motion was unanimously approved by the Board. New Business The Finance Committee met at 5:30pm on February 1, 2016. No recommendations were submitted. Motion was made by Mr. Blackstock, seconded by Mr. Warren, to approve a contract amendment with Dominion 7, provider for architectural/engineering services on the proposed animal welfare facility, amount of $270,450 for additional architectural and engineering services to include construction documents /detailed blueprints and schematics, site analysis, to bid out for construction and contract administration for the proposed animal welfare facility; and to authorize the County Administrator to sign all necessary documentation, which was unanimously approved by the Board. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to appropriate $270,450 from unappropriated General Funds to line item #310-4-094130-316300, for the Dominion 7 contract amendment, which required a 10 -Day Layover. Aaaointments Motion was made by Mr. Hagerman, seconded by Mr. Barber, to appoint Henry "Hank" Davis, Jr. as the Pittsylvania County Citizen Representative to the Tri- County Lake Administrative Commission for a one -year term beginning February 1, 2016 thru January 31, 2017, which was unanimously approved by the Board. P13 Regular Meeting February 1, 2016 Motion was made by Mr. Warren, seconded by Mr. Barber, to appoint Mr. Ronald Scearce to the West Piedmont Planning District's Executive Committee for a one -year term, which was unanimously approved by the Board. Adjournment Motion was made by Mr. Barber, seconded by Mr. Blackstock, to adjourn the meeting, which was unanimously approved by the Board. The meeting ended at 7:45 pm. P14 Adjourned Meeting February 16, 2016 Pittsylvania County Board of Supervisors Monday, February 16, 2016 Adjourned Regular Meeting VIRGINIA: The Adjourned Meeting of the Pittsylvania County Board of Supervisors was held on Monday, February 16, 2016 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Jessie L. Barksdale, Chair, called the meeting to order at 7:00 p.m. The following members were present: Jessie L. Barksdale Elton W. Blackstock Tim Barber Ronald S. Scearce Jerry A. Hagerman Robert W. Warren Joe B. Davis Banister District Staunton River District Tunstall District Westover District Callands- Gretna District Chatham - Blairs District Dan River District Mr. Clarence C. Monday, County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr. Greg L. Sides, Assistant County Administrator for Planning and Development, Mr. Matt Rowe, Director for Economic Development, Mr. Odic H. Shelton, Jr., Director of Code Compliance, and Ms. Rebecca Flippen, Deputy Clerk to the Board were also present. Mr. Barksdale led the Moment of Silence, and then the Pledge of Alliance. Mr. Barksdale recognized the Honorable Mark Scarce, Clerk of Circuit Court, and the Honorable Vincent Shorter, Treasurer, in attendance. A_ pproval of Agenda Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the agenda, which was unanimously approved by the Board. Hearin¢ of the Citizens Deborah Dix of the Chatham/Blairs District, commented there has been rumors a feedlot may be developed in the northern area of Chatham. Ms. Dix stated that in other areas, such development actually lost money; and that there was already a very large feedlot located in Lynchburg. Ms. Dix hoped the Board would keep this in mind in case the rumors were true. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Barber, seconded by Mr. Blackstock, to approve the Consent Agenda, which was approved by the Board of Supervisors. (a) Proclamation; Red Cross Month — March 2016 (b) Resolution 2016- 02 -01; Smith Mountain Lake's 501h Anniversary Mr. Barber's motion was unanimously approved by the Board. P15 Adjourned Meeting February 16, 2016 Vittfspibania Countp Joarb of 6uperbior5 Proclamation AMERICAN RED CROSS MONTH March 1-31,2016 Whereas, for more than 130 years, the devoted women and men of the American Red Cross have responded to challenges at home and abroad with compassion and generosity. In times of conflict and great tragedy, they deliver humanitarian relief, save lives, and offer hope for a brighter tomorrow; and Whereas, American Red Cross Month is a special time to recognize and thank our Everyday Heroes - those who reach out to help people in need, and Whereas, American Red Cross heroes assist their communities in a variety of ways, such as donating blood or visiting injured service members; and Whereas, across the country and around the world, the American Red Cross responds by combating pandemics, supporting our Armed Forces, providing disaster relief and mitigation, helping people donate blood, teaching first aid, and increasing local preparedness; and Whereas, our communities can depend on the American Red Cross; and Whereas, the Board of Supervisors would like to remember its heroes here in Pittsylvania County who help people in need, tirelessly assisting their neighbors; and Whereas, the Pittsylvania County Board of Supervisors dedicates the month of March to those who support the American Red Cross mission to prevent and alleviate human suffering in the face of emergencies; and Whereas, the citizens of Pittsylvania County are encouraged especially during this special month, to support the humanitarian mission of the American Red Cross and help their fellow citizens by donating their time and resources; then Now, Therefore, as the Board of Supervisors of Pittsylvania County, we hereby proclaim March 2016 as American Red Cross Month in Pittsylvania County. P16 Adjourned Meeting February 16, 2016 pitt5plbauia Couutp 38oarb of buperbi5or� RESOLUTION 2016 -02 -01 Smith Mountain Lake's 50"' Anniversary Generating Power, Creating Memories VIRGINIA: At the adjourned meeting of the Pittsylvania County Board of Supervisors held on Tuesday, February 16, 2016, the following resolution was adopted celebrating the 50s' Anniversary of Smith Mountain Lake. WHEREAS, for 50 years, the beauty of Smith Mountain Lake has been a draw for those seeking rest and recreation, creating memories of camping, boating, fishing, swimming, and cookouts; and WHEREAS, the initial purpose in 1960 was to form Smith Mountain Dam by impounding the Roanoke River for the purpose of generating electrical power, and after a six -year construction period, capacity for Smith Mountain Lake was reached March 7, 1966. Smith Mountain Lake was officially the largest lake contained entirely in Virginia and became a recreational capital for Southcentral Virginia; and WHEREAS, Smith Mountain Lake, which is southeast of the City of Roanoke and southwest of the City of Lynchburg, is 40 miles long, covers 20,600 acres, with the Counties of Bedford, Franklin, and Pittsylvania surrounding its more than 580 miles of shoreline; and WHEREAS, its outstanding vistas and picturesque beauty made Smith Mountain Lake a cinema graphic choice for filming movies such as What About Bob and Lake Effect, as well as for the TV series The Outer Limits; and WHEREAS, citation striped bass and several professional fishing tournaments has made fishing a popular recreational sport at Smith Mountain Lake enjoyed by both locals and visitors from across the country; and WHEREAS, Smith Mountain Lake is home to campgrounds, parks, marinas, golf courses, shops, restaurants, a variety of lodging options, as the 12,000 permanent residents and an additional 50,000 summer vacationers can attest to; and WHEREAS, given all of its beauty and recreational resources, the main purpose of Smith Mountain Lake and the reason it was built remains the same — to generate electricity; then NOW, THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of Supervisors, on the behalf of all the citizens of Pittsylvania County, commend Smith Mountain Lake on the occasion of its 50 anniversary in 2016; and BE IT FURTHER RESOLVED that a copy of this resolution be presented to Vicki Gardner, Executive Director of the Smith Mountain Lake Regional Chamber of Commerce, as an expression of Pittsylvania County's admiration and appreciation for the organization's work to ensure Smith Mountain Lake remains a shining jewel for all to enjoy. P17 Adjourned Meeting February 16, 2016 Public Hearines Rezoning Cases Case 1: Bachelors Hall Volunteer Fire Department, Inc. — Westover Election District: R -16 -005 Mr. Barksdale opened the hearing at 7:06 PM. Mr. Shelton explained that Bachelors Hall Volunteer Fire Department, Inc., had petitioned to rezone a total of approximately 0.97 acre, two (2) parcels of land, located on State Road 878/Duncan Drive, in the Westover Election District from R -1, Residential Suburban Subdivision District to M -1, Industrial District, Light Industry. Once the properties are rezoned to M -1, all uses listed under Section 35 -383 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioner's request. Allen Roberts, Chief of the Bachelors Hall Volunteer Fire Department, was there to represent the petition. No one signed up to speak and Mr. Barksdale closed the hearing at 7:07 PM. Motion was made by Mr. Scearce, seconded by Mr. Warren, to approve rezoning Case R -16 -005 from R -1, Residential Suburban Subdivision District to M -1, Industrial District, Light Industry, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman-Yes; Mr. Blackstock -Yes; Mr. Scearce -Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Blackstock -Yes. The Board unanimously approved rezoning Case R -16 -005 from R -1, Residential Suburban Subdivision District to M -1, Industrial District, Light Industry. This concluded the Public Hearings. Unfinished Business At the February 1, 2016 meeting, a motion was made by Mr. Blackstock, seconded by Mr. Barber, to appropriate $270,450 from unappropriated General Funds to line item #310- 4- 094130- 316300, for the Dominion 7 contract amendment, which required a 10 -Day Layover that had now been met and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman-Yes; Mr. Blackstock -Yes; Mr. Scearce -Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Blackstock -Yes. Mr. Barber's motion was unanimously approved by the Board. New Business The Finance Committee met at 4:30 PM on February 16, 2016. No recommendations were submitted. Mr. Blackstock, Chair for the Finance Committee, announced there would be a work session of the Finance Committee at 1 :00 PM on Thursday, February 25, 2016 in the County Administration Conference Room. Mr. Monday introduced Mark Narron as Pittsylvania County's Animal Shelter Manager. Mr. Greg Sides, Assistant County Administrator for Planning and Development, and Mr. Jay Craddock, Area Land Use Engineer / Assistant Resident Engineer for Virginia Department of Transportation, updated the Board on House Bill 2 (HB2) that directed the Commonwealth Transportation Board (CTB) to develop and implement a prioritization process to select transportation projects to be funded via scoring projects submitted by localities on an objective and fair basis that is applied statewide. Part of the scoring process, said Mr. Craddock, scored projects based on how to most efficiently to make improvements that benefrtted the most people. In September 2015, Pittsylvania County had submitted two project applications: 1) Construction of a single land roundabout at the intersection of Stony Mill Road and Tunstall High Road; and 2) Widening of Climax Road to a minimum of 20 feet in width. Mr. Sides stated along with those 2 projects, Pittsylvania County has partnered with the Danville Pittsylvania Metropolitan Planning UE Adjourned Meeting February 16, 2016 Organization (MPO) in submitting two additional projects: 1) Upgrade the intersection of Berry Hill Road and U.S. RT 58 West; and 2) Widen and improve Berry Hill Road. Mr. Craddock said the roundabout project has scored the most favorable of the four submitted. Mr. Craddock stated the total cost for all proposed projects submitted by localities was nearly $7 billion, while approximately $1.7 billion in funding was available. The proposed rankings of the projects were now before the CTB for review. Mr. Monday explained the Sheriff's Department recently received grant funding from a Crisis Intervention Team grant awarded to Danville - Pittsylvania Community Services for the Crisis Intervention Team Assessment Center. Beginning October 2015 an off -duty officer /deputy began manning the assessment center at DRMC's Emergency Room each day from noon until midnight to help relieve the agencies from manpower shortages on respective shifts while escorting clients on Emergency Custody Orders and Temporary Detention Orders at DRMC for medical and clinical evaluation. The grant award included a $43,800 flat compensation for FY 2016 for the Sheriffs Department. The grant period was July 1, 2015 — June 30. 2017, terms of the grant allows up to three (3) one -year renewals and do not require a local match. Motion was made by Mr. Warren, seconded by Mr. Davis, to approve an appropriation of $43,800 to the Crisis Intervention Team Assessment Center (CITAC) Grant for FY 2016 and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman-Yes; Mr. Blackstock -Yes; Mr. Scearce -Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Blackstock -Yes. Mr. Warren's motion was unanimously approved by the Board. Motion was made by Mr. Barber, seconded by Mr. Hagerman, to authorize the County Administrator to advertise a public hearing to citizen input on the proposed revision to the Pittsylvania County Zoning Ordinance, Sec. 35 -319; Maintenance and Removal of Signs, to be held on Tuesday, March 15, 2016. The Board unanimously approved Mr. Barber's motion. Appointments Motion was made by Mr. Scearce, seconded by Mr. Barber, to appoint H. F. Haymore as the Westover District representative on the Pittsylvania County Planning Commission for a four year term beginning March 24, 2016 thru March 23, 2020, which was unanimously approved by the Board. Motion was made by Mr. Warren, seconded by Mr. Barber, to re- appoint Hershel Stone as the Chatham - Blairs representative on the Pittsylvania County Service Authority for a four year term beginning April 5, 2016 thru April 4, 2020, which was unanimously approved by the Board. The Board discussed how the Road Viewers had not met in several years and Staff was directed by the Chair to contact VDOT to see if the Board was required to continue with the Road Viewers Board and report back to the Board. Board Announcements Mr. Davis asked that the topic of solar farms be placed on the March 7, 2016 Board agenda. Mr. Scearce said he thanked David Weatherford for his service as the Westover District representative on the Planning Commission and directed Staff send Mr. Weatherford a letter thanking him for his service. P19 Adjourned Meeting February 16, 2016 Closed Session Motion was made by Mr. Barber, seconded by Mr. Scearce, to enter into Closed Session and to include Mr. Hunt, Mr. Sides and Mr. Rowe in Closed Session for discussion of the following: (a) Consultation with legal counsel and briefings by staff members or consultants pertaining to actual or probable litigation, where such consultation or briefing in open meeting would be adversely affect the negotiating or litigating posture of the public body, and consultation with legal counsel employed or retained by a public body regarding specific matters requiring the provision of legal advice by such counsel. For the purposes of this subdivision, "probable litigation: means litigation that has been specifically threatened or on which the public body or its legal counsel has a reasonable basis to believe will be commenced by or against a known party. Nothing in this subdivision shall be construed to permit the closure of a meeting merely because an attorney representing the public body is in attendance or is consulted on a matter. Legal Authority: §2.2- 3711(A)(7), Code of Virginia, 1950, as amended Subject: Heron Pointe Subdivision Propose: Legal consultation provision of legal advice relating to Letter of Credit issues for subdivision road improvements (b) Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating its facilities in the community Legal Authority: §2.2- 3711(A)(5), Code of Virginia, 1950, as amended Subject: Project Cardinal Propose: Discussion of Potential Economic Development Incentive Package (c) Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating its facilities in the community Legal Authority: §2.2- 3711(A)(5), Code of Virginia, 1950, as amended Subject: Project Sorter Propose: Discussion of Potential Economic Development Incentive Package The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman-Yes; Mr. Blackstock -Yes; Mr. Scearce -Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Blackstock -Yes. Mr. Warren's motion was unanimously approved by the Board. The Board entered into Closed Session at 7:52 PM. Motion was made by Mr. Warren, seconded by Mr. Hagerman, to re -enter into Open Session. P20 Adjourned Meeting February 16, 2016 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on February 16, 2016, the Committee hereby certifies by a recorded vote that to the best of each board member's knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any member believes that there was a departure from the requirements of the Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the Board. The Board re- entered into Open Session at 8:29 PM. Motion was made by Mr. Hagerman, seconded by Mr. Scearce, to authorize County Staff to begin the process of utilizing but not exceeding the existing surety to make the necessary improvements to the Heron Pointe subdivision roads to bring them into compliance with the minimum VDOT standards required for potential VDOT system acceptance, and authorize the County Administrator to sign and execute all appropriate and necessary related documents. The following Roll Call Vote was recorded: Mr. Blackstock- Abstained (Mr. Blackstock state he serves on the Board of Directors for the bank that holds the Letters of Credit); Mr. Barber — Yes; Mr. Hagerman-Yes; Mr. Warren -Yes; Mr. Davis -Yes; Mr. Scearce -Yes; and Mr. Barksdale -Yes. Mr. Hagerman's motion was approved by a 6 -1 motion of the Board with Mr. Blackstock abstaining. Adiournment Motion was made by Mr. Warren, seconded by Mr. Scearce, to adjourn the meeting, which was unanimously approved by the Board. The meeting ended at 8:32 PM. P2l vote Tim R. Barber Yes Jerry A. Hagerman Yes Elton W. Blackstock Yes Joe B. Davis Yes Ronald S. Scearce Yes Robert W. Warren Yes Jessie L. Barksdale Yes The Board re- entered into Open Session at 8:29 PM. Motion was made by Mr. Hagerman, seconded by Mr. Scearce, to authorize County Staff to begin the process of utilizing but not exceeding the existing surety to make the necessary improvements to the Heron Pointe subdivision roads to bring them into compliance with the minimum VDOT standards required for potential VDOT system acceptance, and authorize the County Administrator to sign and execute all appropriate and necessary related documents. The following Roll Call Vote was recorded: Mr. Blackstock- Abstained (Mr. Blackstock state he serves on the Board of Directors for the bank that holds the Letters of Credit); Mr. Barber — Yes; Mr. Hagerman-Yes; Mr. Warren -Yes; Mr. Davis -Yes; Mr. Scearce -Yes; and Mr. Barksdale -Yes. Mr. Hagerman's motion was approved by a 6 -1 motion of the Board with Mr. Blackstock abstaining. Adiournment Motion was made by Mr. Warren, seconded by Mr. Scearce, to adjourn the meeting, which was unanimously approved by the Board. The meeting ended at 8:32 PM. P2l PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Proclamation — 03 -07 -2016 6(c) Boys & Girls Club Week: March 7 — 13, 2016 ACTION: INFORMATION: SUBJECT/PROPOSAL/REQUEST: Proclamation of Support CONSENT AGENDA: STAFF CONTACT(S): ACTION: INFORMATION: Yes Mr. Monday ATTACHMENTS: Proclamation REVIEWED BY: (57� BACKGROUND: The Boys & Girls Club Week was established by the Boys & Girls Clubs of America to give communities the opportunity to learn about their neighborhood club and how it supports kids and community through the nearly 4,000 Boys & Girls Clubs throughout the United States. DISCUSSION: Attached hereto, is a proclamation establishing March 7 — 13, 2016 as Boys & Girls Club Week in Pittsylvania County. Representatives of the local Boys & Girls Club will be present to accept the proclamation. RECOMMENDATION: Staff recommends the Board of Supervisors approve the proclamation declaring March 7 — 13, 2016 as Boys & Girls Club Week in Pittsylvania County and direct the County Administrator to forward a copy of the proclamation to all local media sources. P22 pitt5p(bania County 38oarb of 6uperbifSoM Prodamation BOYS & GIRLS CLUB WEEK March 7.13, 2016 Whereas, the young people of Pittsylvania County, Virginia, are tomorrow's leaders; and Whereas, many such young people need professional youth services to help them cope with a wide range ofsocial and financial hardships; and Whereas, the Chatham Unit of the Boys & Girls Clubs of the Danville Area organization is providing services to more than 80 young people last year; and Whereas, the Boys & Girls Clubs are at the forefront of efforts in academic success, healthy lifestyles and good character and leadership; and Whereas, the Boys & Girls Club organizations in our state help ensure that our young people keep off the streets, offering them a safe and supportive place to go and providing them with quality programs; and Whereas, the Boys & Girls Clubs of Pittsylvania County will celebrate National Boys & Girls Club Week, along with some 4,100 Clubs and more than four million young children and teenagers; then Now, Therefore, Be It Resolved, that the Pittsylvania County Board of Supervisors do hereby proclaim March 7 through March 13, 2016 as Boys & Girls Club Week in Pittsylvania County, and call on our citizens to join in recognizing and commending the Boys & Girls Club organizations in our state for providing comprehensive, effective services to young people in our communities. Given under my hand this day -, h day of March, 2016 Jessie L. Barksdale, Chair Pittsylvania County Board of Supervisors Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors P23 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Proclamation — National Agriculture Day "Agriculture: Stewards for a Healthy Planet" March 15, 2016 SUBJECT/PROPOSAL/REQUEST: Proclamation of Support STAFF CONTACT(S): Mr. Monday AGENDA DATE: 03 -07 -2016 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Proclamation II I REVIEWED BY: CT ` � ITEM NUMBER: 6(d) INFORMATION: INFORMATION: BACKGROUND: The Board of Supervisors has passed various proclamations in the past supporting Agriculture Day and its associated events throughout Pittsylvania County. Attached hereto, is a proclamation declaring March 15, 2016, as National Agriculture Day throughout Pittsylvania County. RECOMMENDATION: Staff recommends the Board of Supervisors approve the proclamation declaring March 15, 2016 as Agriculture Day throughout Pittsylvania County and direct the County Administrator to forward a copy of the proclamation to all local media sources. P24 Joitt .5p[banta QCountp 38oarb of 6uperbi org Vrodamation NATIONAL AGRICULTURE DAY March 15, 2016 'AGRICULTURE: STEWA"SOFAHEALTHYPLANET" WHEREAS, agriculture development in Pittsylvania County is one of the major economic resources of the County and ranks in the top 10 of Agribusiness Counties in the Commonwealth with over $62 million in agriculture receipts based on crops and livestock; and WHEREAS, the Virginia Department of Agriculture and Consumer Services suggests this a perfect opportunity to give credit to the farmers of our state and county; and WHEREAS, National Agriculture Day is an important celebration in Virginia because agriculture is the Commonwealth's largest industry that contributes $52 billion to the state's economy each year, creates hundreds of thousands of jobs and involved more than 40,000 farms that occupy over 8 million acres of Virginia, constituting 33 percent of its total land area; and WHEREAS, agriculture in the Commonwealth is a diversified industry with products encompassing livestock field crops, fruits, vegetables, poultry, dairy, aquaculture, vineyards, and more; and the mild climate and rich soil of Virginia provide an environment in which crops are harvested nearly year-around; and WHEREAS, the National Ag Day Program believes every American should understand how food, fiber and renewable resource products are produced and should value the essential role of agriculture in maintaining a strong economy, and appreciate the role Virginia agriculture plays in providing safe, abundant, and affordable products; and WHEREAS, because only two percent of the population is engaged in production of agriculture, basic knowledge about and experience with the industry is on the decline, and National Agriculture Day helps young people to understand and consider career opportunities in the agriculture like farm productions, agribusiness management and marketing, agricultural research and engineering, food science, processing and retailing, banking, education, landscape agriculture, urban planning, energy, and many other fields; then BE IT HEREBY PROCLAIMED by the Pittsylvania County Board of Supervisors that March 15, 2016 be proclaimed "National Agriculture Day" in Pittsylvania County and all citizens of Pittsylvania County are encouraged to thank a farmer for the products they provide which enrich our daily lives and urges parents, grandparents, and educators to inform young children on the importance of local agriculture and to consider career opportunities in the agriculture, food and fiber industries. Given under my hand this 6`" day of March, 2016 Jessie L. Barksdale, Chair Pittsylvania County Board of Supervisors Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors P25 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE• Resolution 2016- 03 -02: Declaration of Surplus Property and Authorization For Sale SUBJECT/PROPOSAL/REQUEST: Declaration of and Authorization for Surplus Sale STAFF CONTACT(S): Mr. Monday AGENDA DATE: 03 -07 -2016 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Resolution 2016 -03 -02 ITEM NUMBER: 6(e) INFORMATION: INFORMATION: BACKGROUND: Staff was directed in February to move forward with the process for disposing of various personal property and loose fittings owned by Pittsylvania County that is obsolete and no longer serves any useful purpose currently stored at 11880 U.S. Highway 29 in Chatham, Virginia in order to move forward with the new Animal Shelter project. The first step in this process requires Board action by approving a resolution declaring aforementioned items as surplus property and authorization for sale of such. Attached hereto is Resolution 2016 -03 -02 that declares various personal property and loose fittings owned by Pittsylvania County as obsolete and no longer serving any useful purpose currently stored at 11880 U.S. Highway 29 in Chatham, Virginia, and stored at 25 Pruden Street in Chatham, Virginia. Resolution 2016 -03 -02 has been drafted and approved as to form by the County's Attorney, Mr. Hunt. RECOMMENDATION: Staff recommends the Board of Supervisors approve Resolution 2016 -03 -02 and authorize the Chair and County Administrator to sign. P26 j3ittgplbauia Couutp Jgoarb of &uperbigom RESOLUTION 2016 -03 -02 DECLARATION OF SURPLUS PROPERTY AND AUTHORIZATION FOR SALE VIRGINIA: At a regular meeting of the Board of Supervisors of Pittsylvania County, Virginia, held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Monday, March 7, 2016, the following resolution was presented and adopted: WHEREAS, § 15.2 -951, Code of Virginia, 1950 as amended, provides broad authority for counties to dispose of personal property for the purpose of exercising their powers and duties; and WHEREAS, various personal property and loose fittings owned by Pittsylvania County (the "County ") located in the old Theatre, 25 Pruden Street, Chatham, Virginia, 24531, Quonset hut, 25 Pruden Street, Chatham, Virginia, 24531, and the old Piedmont Chevrolet Building (not including property of the Sheriffs Office), 11880 U.S. Highway 29, Chatham, Virginia, 24531 (collectively the "premises "), are obsolete and no longer serve any useful purposes; and WHEREAS, the Pittsylvania County Board of Supervisors (`BOS ") is of the opinion that it is in the best interest of the County to dispose of said property. NOW, THEREFORE, BE IT RESOLVED by the BOS that the above - referenced property is hereby declared surplus property; and NOW, THEREFORE, BE IT FURTHER RESOLVED that the County Administrator is directed and authorized to proceed with the sale of said items placing them for public auction to be held in the Spring or Summer of 2016; and NOW, THEREFORE, BE IT FURTHER RESOLVED that no County employees may participate in the bidding on any surplus property described herein; and NOW, THEREFORE, BE IT FURTHER RESOLVED that the proceeds from the sale of this property shall be deposited in the County's General Fund; and NOW, THEREFORE, BE IT FURTHER RESOLVED that all property for which no bid is received, or for which such property is not removed from the above - referenced premises by the successful bidder, under authorization from the County Administrator, said appropriate P27 property shall be disposed of in the County's landfill, and the BOS shall waive all associated tipping fees. Adopted, this 70' day of March, 2016. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS Jessie L. Barksdale,.Chairman ATTEST: Clarence C. Monday, Clerk/County Administrator APPROVED AS TO FORM: Tx &X01? J. Vaden Hunt, Esq. Pittsylvania County Attorney Vote Jessie L. Barksdale, Chair Elton W. Blackstock, Vice -Chair Joe Davis Ronald Scearce Jessie L. Barksdale Jerry A. Hagerman Tim R. Barber Ayes _ Nays Abstentions W1 PRESENTATIONS P29 PITTSYLVANIA COUNTY Board of Supervisors AGENDA TITLE: Economic Development Updates SUBJECT/PROPOSAL/REQUEST: Presentation STAFF CONTACT(S): Mr. Monday; Mr. Rowe BACKGROUND: EXECUTIVE SUMMARY AGENDA DATE: 03 -07 -2016 ACTION: CONSENT AGENDA: ACTION: ATTACHMENTS: No REVIEWED BY: 6 :A ITEM NUMBER: 7 INFORMATION: Yes INFORMATION: Mr. Matthew Rowe, Director of Economic Development for Pittsylvania County, will give an update on economic development in Pittsylvania County, Virginia. Staff submits this to the Board of Supervisors for their review and consideration. WE PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Report from Agricultural Development Board Presentation STAFF CONTACT(S): Mr. Monday BACKGROUND: AGENDA DATE: 03 -07 -2016 ACTION: ITEM NUMBER: 8 INFORMATION: Yes CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: No REVIEWED RV: Mr. Jay Calhoun, Chairman of the Agricultural Development Board (ADB), will present an ADB report to the Board of Supervisors. Staff submits this to the Board of Supervisors for their review and consideration. P31 NEW BUSINESS P32 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Recommendations from Finance Committee SUBJECT/PROPOSAL/REQUEST: Committee Recommendations STAFF CONTACT(S): Mr. Monday BACKGROUND: AGENDA DATE: 03 -07 -2016 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: ITEM NUMBER: 9 (A) INFORMATION: INFORMATION: DISCUSSION: The Finance Committee met on February 25, 2016; March 4, 2016; and March 7, 2016. Any recommendations from the Finance Committee will be presented to the full Board of Supervisors. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P33 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Expenditure Refunds for January & February 2016 - Requires a motion and a 10 -day layover. SUBJECT/PROPOSAL/REOUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): BACKGROUND: AGENDA DATE: 3 -07 -16 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Expenditures Refunds Memo REVIEWED BY: e�7 ITEM NUMBER: 9(b) INFORMATION: INFORMATION: Attached is a list of expenditure refunds for the month of January & February 2016 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 $41,184.32 as follows: $200.00 to Clerk of Court- Copier Lease (100 4- 021600 - 60051), $538.50 to Sheriff - Printing (100 -4- 031200 - 3500), $74.63 to Sheriff - Postage (100 -4- 031200- 5210), $43.74 to Sheriff - Office Supplies (100 -4- 031200 - 6001), $4,700.00 to Sheriff - Rental (100 -4- 031200- 6005), $240.49 to Sheriff -Fue (00 -4- 031200- 6008), $697.80 to Sheriff -Parts (100 -4- 031200 - 6030), $380.00 to Sheriff -Labor (100 -4- 031200 - 6031), $33.23 to VFD- United Way Contribution (100- 4- 032200- 5667), $418.10 to Extradition (100 -4- 033100 - 5550), $106.90 to Jail -Food Supplies (100 -4- 033100- 6002), $10,542.54 to E911- Telephone (100 -4- 035500 - 5230), $507.00 to B &G- Boiler Insurance (100- 4- 043100- 5301), $3,933.00 to B &G -Fire Insurance (100 -4- 043100 - 5302), $250.00 to CSA- Training & Education (100- 4- 053500 - 5540), $260.00 Library- Postage (100 -4- 073100 - 5210), $797.00 to Library-Office Supplies (100 -4- 073100- 6001), $11.08 to Library- Furniture &Fixtures (100 -4- 073100 - 6003), $500.00 to Library-Books & Subscriptions (100 -4- 073100 - 6012), $14,429.42 to WIA -Rent (251 -4- 353853- 6014), $2,500.00 to WIA- Other Operating (251 -4- 353878- 6014), $20.89 to SW Disposal- Telephone (520 -4- 042400 - 5230). THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER. P34 Finance Department P. OF, Box 426 Chatham, Virginia 24531 F1%i:T IN MEMO TO: Clarence C. Monday County Administrator FROM: Kim Van Der Hyde Finance Director SUBJECT: January Expenditure Refunds DATE: March 1, 2016 The list below shows all expenditure refunds that were sent to the Finance Department during the months of January and February. 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 200.00 Reimbursement 100 -4- 031200 -3500 Sheriff- Printing 538.50 Virginia Rules Camp Reimbursement 100 -4- 031200 -5210 Sheriff - Postage 74.63 Reimbursement 100 -4- 031200 -6001 Sheriff - Office Supplies 43.74 Virginia Rules Camp Reimbursement 100 -4- 031200 -6005 Sheriff-Rental 4,700.00 Virginia Rules Camp Reimbursement 100 -4- 031200 -6008 Sheriff -Fuel 240.49 Virginia Rules Camp Reimbursement 100 -4- 031200 -6030 Sheriff-Parts 697.80 Insurance Claim 100 -4- 031200 -6031 Sheriff -Labor 380.00 Insurance Claim 100 -4- 032200 -5667 VFD- United Way Contribution 33.23 Contributions (100-3-000000-189912) P35 100 -4- 033100 -5550 Extradition 418.10 100 -4- 033100 -6002 Jail -Food Supplies 106.90 Reimbursement 100 -4- 035500 -5230 E911- Telephone 10,542.54 Reimbursement 100 -4- 043100 -5301 B &G- Boiler Insurance 507.00 Reimbursement 100 -4- 043100 -5302 B &G -Fire Insurance 3,933.00 Reimbursement 100 -4- 053500 -5540 CSA- Training & Education 250.00 Reimbursement 100 -4- 073100 -5210 Library - Postage 260.00 Contribution 100 -4- 073100 -6001 Library - Office Supplies 797.00 Contribution 100 -4- 073100 -6003 Library - Furniture & Fixtures 11.08 Contribution 100 -4- 073100 -6012 Library -Books & Subscriptions 500.00 Contribution 251 -4- 353853 -6014 WIA -Rent 14,429.42 Rent Payments (251 -3- 000000- 150201) 251 -4- 353878 -6014 WIA -Other Operating Supplies 2,500.00 Community Impact Grant (251 -3- 000000 - 353878) 520 -4- 042400 -5230 SW Disposal - Telephone 20.89 Reimbursement P36 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Appropriation — Landfill Compactor Repair 3/7/2016 9c SUBJECT/PROPOSAL/REQUEST: ACTION: INFORMATION: Appropriation for Landfill Compactor Repair Yes CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S1: Mr. Monday; Mr. Hawker ATTACHMENTS: 1. CAT Quote 2. Compactor Photo REVIEWED BY: BACKGROUND: DISCUSSION: For the 836G Caterpillar Compactor to be put back in service, it will need repairs that total $37,934. This machine is used as a backup machine to achieve the compaction rates and provide the daily cover required by the Department of Environmental Quality. RECOMMENDATION• Staff recommends the Board of Supervisors appropriate $37,934 from unappropriated funds to line item 520- 4- 042400 - 603400; Requires a Motion and a l0 -Day Layover. P37 PITTSYLVANIA COUNTY VIRGINIA T 1 S Y L V9 Otis S. Hawker c�9 1 Center Street Assistant County o Chatham, Virginia Administrator Phone (434) 432 -1768 P.O. Box 426 'N `� t Fax (434) 432 -7714 Chatham, Virginia 24531 ` "fi' www.pittsylvaniacountyva gov Otis.hawker @pittgov.org �RG111P To: Clarence C. Monday, County Administrator From: Otis S. Hawker 71 Date: March 2, 2016 Subject: 836G Caterpillar Compactor The County owns an 836G Caterpillar Compactor that was purchased in 2004. It has approximately 17,600 hours on the machine. The overall machine is in good condition with the engine and wheels with about 80% capacity left. The transmission and the torque converter need to be rebuilt. We have currently taken the machine out of service to ensure no further damage occurs. This machine is used as a backup machine to achieve the compaction rates and provide the daily cover required by the Department of Environmental Quality. The current County budget does not have funds available to make this repair. The County has received quotes to rebuild the transmission and torque converter with the low quote being CAT at $37,934. I am hereby requesting the Board of Supervisors to consider appropriation in the amount of $37,934 in order to make repairs and put the machine back in service. If you should have any questions regarding this matter, please do not hesitate to contact me. OSH /km Attachment W111 Carter Customer Carter Machi Bryan Watkins - Product Support Representive Cell Phone: 1434- 841 -6651 Email: bryan_watkins @cartennachinery.com Inc. Spring Hill Industrial Park 45 Industrial Circle Lynchburg, VA 24501 Phone: 434- 821 -7701 Toll -Free: 800- 768 -0010 Fax: 434-821-3758 UNIT REPAIR ESTIMATE Quotation No. Account Name: Pittsylvania County Landfill Account #: 067119 Address: 382 Rainbow Lane Other Costs City: Dry Fork State: VA Zip: 24549 Est Req By: Lester Burgess Title: Manager Machine $3500.00 Manufacturer: Caterpillar Model: 836G Serial: BRL00395 SMR: 109000+ Equip. With: Comments: $17000.00 Inspector: Bryan Watkins Date: This is an Estimate Only" Repair Description: Parts Labor Other Costs Travel time and mileage for duration of repairs. $814.00 Remove and Install transmission, torque, transmission pump and transmission oil cooler."' Parts to include new u pint to transmission only and all necessary seals and gaskets to install transmission. All necessary oil and filters to transmission. Reman oil cooler and gaskets.••••ALL CATERPILLAR PARTS. •" Hard parts found bad will be additional. Hoses found bad will be additional. $3500.00 $4520.00 $100.00 Rerwn level one rebuild on transmission. Comes with a 12 month warranty. ••• Level one rebuild Includes all necessary gaskets, seals, friction disc and bearings.••••ALL CATERPILLAR PARTS. ••• Hard parts found bed will be additional. $17000.00 Rerwn before failure rebuild on torque. Comes with a 12 month warranty. ••• Rebuild includes all necessary gaskets, seals, friction disc and bearings.• ALL CATERPILLAR PARTS. ••• Hard parts found bad will be additional. $10000.00 Recon retesting and reseal transmission pump. ""ALL CATERPILLAR PARTS. ••• Hard parts found bad will be additional. $2000.00 •••' Special financing available through Cat Commerical accounts 0 % for 18 months. Ask PSR for details. www.cartermachinery.com P39 Paget THIS ESTIMATE DOES NOT INCLUDE FREIGHT, TAXES, OR ENVIRONMENTAL CHARGES This Estimate is good for 30 Days Parts: 'This Estimate does not obligate Customer or Carter in any way. Should Customer later request Carter to perform the work, and 11 Carter agrees to do so, the work will be done in accordance with Carter's Customary Terms and Conditions as contained in its standard fortes, and the cost will be based on the work actually performed and on prices in effect at the time Labor. Other Costs: Total Repair Estimate: $3,500.00 $4,520.00 $29,914.00 $37,934.00 THE ABOVE ESTIMATE COVERS ONLY THE WORK DESCRIBED HEREIN. ANY ADDITIONAL WORK WILL BE PERFORMED ONLY AFTER CUSTOMER AUTHORIZATION. www.cartermachinery.com P40 Paget Y .:: 4AU pp i L.:' I i +1 lr �+ ff�!•- � �, iP A t• �" "�};` AGENDA TITLE: Fire & Rescue Study Committee Presentation of Committee STAFF CONTACT(S): Mr. Monday PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: 03 -07 -2016 ACTION: No CONSENT AGENDA: ACTION: ITEM NUMBER: 10 INFORMATION: Yes INFORMATION: ATTACHMENTS: Committee Mission & Vision Statements DISCUSSION: Members of the Fire & Rescue Study Committee will be present to meet the Board of Supervisors. Attached hereto are the committee's mission and vision statements. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P42 Fire and EMS Study Committee Mission Statement and Vision Statement Mission Statement: "The Mission Statement of the Pittsylvania County Fire and Rescue Association is "To provide equitable fire, rescue, and emergency services to all residents and locations of Pittsylvania County through an organized and sustainable structure of fire and emergency volunteers." Vision Statement: We envision a unified network of volunteer fire and rescue departments that will provide uniform services to the entire area of Pittsylvania County. To accomplish this, we feel a need to review the organizational structure of the existing system including training, reporting, budgeting, and delivery of services, and communication procedures that will ensure Pittsylvania County receives the best level of service available. We envision all departments operating under an adopted set of Standard Operating Guidelines. These guidelines will be county wide and also adopted by the governing body of the County. We envision an equitable system for allocating funds to departments. We envision a centralized purchasing department for all departments to ensure proper management of limited resources. We envision all departments willingly participating in a comprehensive county wide structure that will move the County forward in services and accountability. We envision accountability at all levels of departmental management. We envision the fire and rescue program of Pittsylvania County to be funded primarily by County funds, relieving the individual departments from excessive fund raising. We envision an aggressive recruitment and retention program to ensure adequate service volunteers for all emergency needs, both present and future. P43 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: Pittsylvania County Agricultural Development Board 03 -07 -2016 — Proposed Amendment of By -Laws SUBJECT/PROPOSAL/REQUEST: Amend By -Laws of Pittsylvania County Agricultural Development Board STAFF CONTACT(S): Mr. Monday; Mr. Sides ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: I1 INFORMATION: INFORMATION: ATTACHMENTS: 1) ADB Resolution 2016 -02 -01 & Exhibit "A ": Draft Amended ByLaws 2) Current ByLaws REVIEWED BY: 6r 7 BACKGROUND: The Pittsylvania County Agricultural Development Board ( PCADB) was formed in 2007 by the Board of Supervisors to serve as an advisory body on agriculturally related issues and to promote and enhance the economic viability of production agriculture, forestry and agribusiness in the County. DISCUSSION: The Pittsylvania County Agricultural Development Board has proposed an updated and revised set of by -laws for the organization. These revisions were developed by the PCADB with assistance from County staff and direct guidance from Mr. Jim H. Guynn, Jr. Esq., litigation counsel to the PCADB. At their meeting on February 25, 2016, the Board approved Resolution 2016 -02 -01 (attached), recommending to the Board of Supervisors that its by -laws be amended as set forth in Exhibit A. The proposed by -laws require that by -law amendments be approved by the Board of Supervisors. To assist the Board of Supervisors in their review, the current version of by -laws is attached, along with a proposed final draft version. Among the few changes proposed in the amended by -laws is a change in the name of the body. It is proposed that the name be changed from Pittsylvania County Agricultural Development Board to Pittsylvania County Agricultural Advisory Committee ( PCAAC), to emphasize its advisory role. It is also proposed that the eleven non - voting members be eliminated, with PCAAC membership consisting of 13 members representing identified sectors of agricultural activities and agribusinesses. The PCAAC would continue to submit membership nominees to the Board of Supervisors for appointment. RECOMMENDATION: If the Board of Supervisors finds the proposed amended by -laws acceptable, staff recommends that they be approved with the following amendment to Article II: Purpose (bullet #6) • In the event of a vacancy in the position of Director of Agribusiness Development, the PCAAC Chairman, or his designee, shall serve on the County will eversee the forming of ° search committee to recruit, interview and recommend a replacement for said vacancy, in accordance with all applicable Pittsylvania County policies and procedures. that will ....r mi! a _e,.,.......,,ndatio to the CA C,.. lt) A drniiiist_..tef) to rill said ..,.ea ftey M PCADB RESOLUTION 2016 -02 -01 (A RESOLUTION RECOMMENDING AMENDMENT OF PCADB BYLAWS TO PCBOS) WHEREAS, the Board of the Pittsylvania County Agricultural Development Board ( "PCADB ") has determined that certain changes to its bylaws are necessary for this body to more fully serve its purpose; and WHEREAS, the Board has met all requirements of Article VII of its current bylaws pertaining to bylaw amendment. NOW, THEREFORE BE IT RESOLVED, that the PCADB recommends to the Pittsylvania County Board of Supervisors ( "PCBOS ") that its bylaws be amended as set forth in Exhibit "A," attached hereto and incorporated herein. Adopted this 25`" day of February, 2016. Jay Calhoun, f CADB Chairman ATTEST: c Bob Harris, PCADB Vice - Chairman PP O ED S TO RIMY: Michael W.S. Locka� y, Es ting Member y N A Shelton Roberts Adams Griffin Jefferson Swanson Harris Maxey East Peters Calhoun Moon Winn Keatts Ayes z Nays_ Abstentions P45 EXHIBIT A DRAFT (NOTAPPROVED) PITTSYLVANIA CO UNTY A GRICUL TURAL ADVISORY COMMITTEE BY- LAWS ARTICLE I: NAME The name of the organization shall be the Pittsylvania County Agricultural Advisory Committee ("PCAAC"). ARTICLE II: PURPOSE The PCAAC will: • Serve as an advisory committee to the BOS. • Represent the agricultural community's position on legislative and policy issues at the local, state, and federal level; review, advise, and offer recommendations to the Pittsylvania County Board of Supervisors ( "BOS "). • Promote and enhance the economic viability of production agriculture, forestry, and agribusiness. • Coordinate agricultural economic development, marketing, and promotion activities. • Periodically evaluate the performance of the Director of Agribusiness Development in accomplishing the goals of the PCAAC and submit an evaluation to the Pittsylvania County Administrator ( "CA "). • In the event of a vacancy in the position of Director of Agribusiness Development, the PCAAC will oversee the forming of a search committee that will submit a recommendation to the CA to fill said vacancy. • Increase public understanding of state -of -the -art agricultural practices. • Establish a network of agriculture producers and suppliers to strengthen the agricultural infrastructure. • Promote agritourism. ARTICLE III: At its Organizational Meeting, in the case of expired terms or other vacancies, the BOS shall appoint members to the PCAAC to serve two (2) year terms beginning at the time of appointment. Subsequent appointments of PCAAC members shall be for a term of two (2) years, with the ability to be appointed for two (2) additional two (2) year terms. PCAAC membership shall include at least one (1) representative from each of the following agricultural groups: • Cattle • Crops Page 1 of 5 P46 EXHIBIT A • Dairy • Equine • Forestry • Horticultural • Pittsylvania County Farm Bureau • Poultry • Tobacco • Viticulture • Agribusiness • Agribusiness • Agribusiness A. Attendance In the event any member fails to attend three (3) or more consecutive meetings, the PCAAC, following a majority vote, has the option to declare the seat vacant and seek a replacement appointee from the BOS. B. Nominating Process The PCAAC Chair may appoint a Nominating Committee to make recommendations to the BOS for appointments of members to the PCAAC. The Nominating Committee shall produce a slate of recommended appointees for the members whose appointments expire the following January. All appointees must be residents of Pittsylvania County. A slate of nominees shall be proposed to the PCAAC for review, amendment, and approval. The approved slate of PCAAC nominees shall be submitted to the BOS. The Nominating Committee shall also recommend nominees for any PCAAC vacancies occurring within an unexpired term. The remaining PCAAC members shall review, amend, and approve the nominees at any regular or special meeting, and submit the nominees to the BOS for approval. The person selected to fill such a vacancy shall serve the full unexpired term of the former PCAAC member whose vacancy is so filled. ARTICLE IV: OFFICERS A. Officers PCAAC officers shall consist of a Chair and Vice -Chair selected from among the appointed PCAAC members at the PCAAC Organizational Meeting. B. Terms of Officers Page 2 of 5 P47 EXHIBIT A Officers shall serve a one (1) year term from the January meeting at which they are elected, until their successors are duly elected the following January. Officers may be re- elected for additional terms. The Chair serves until the new PCAAC Chair is appointed. C. Responsibilities of the Chair The Chair shall preside at all PCAAC meetings, appoint all committees and a secretary to record meeting minutes, execute all documents authorized by the PCAAC, oversee committee activities, set PCAAC agendas, and generally perform all duties associated with that office. The Chair will communicate with the CA in the supervision of the Director of Agribusiness Development. D. Responsibilities of the Vice -Chair The Vice - Chair, in the event of the absence or disability of the Chair, shall assume and perform the duties of the Chair. E. Additional Officers The PCAAC may appoint additional officers as needed for a limited term. F. Vacancies and Special Elections In the event of a vacancy in either the Chair or Vice - Chair, a special election may be held to fill the position for the remainder of the term. ARTICLE V: MEETINGS A. Regular Meetings Regular meetings shall be held monthly. The date, hour, and location of the regular meeting will be set by the PCAAC at its Organizational Meeting. All regular meetings will be open to the public. The PCAAC may convene a closed meeting in accordance with the Virginia Freedom of Information Act. B. Organizational Meeting The Organizational Meeting, held in January of each year, shall be for the purpose of the election of officers and the establishment of the regular meeting times. Said meeting may be held in a different month due to unforeseen circumstances. C. Special Meetings Special Meetings may be called by the Chair or at the request of any two (2) PCAAC members for the transaction of business as stated in the agenda for said Special Meeting. Page 3 of 5 W!"I EXHIBIT A D. Quorum At least one -half (or 50 %) of the PCAAC members then serving in office shall constitute a quorum for the transaction of business at any regular or Special Meeting of the PCAAC. Provided a quorum exists, any questions /motions coming before the PCAAC shall be determined by a simple majority vote of the PCAAC present at such meeting. E. Governance Robert's Rules of Order shall govern all parliamentary issues in all meetings of the PCAAC or its committees. The Virginia Freedom of Information Act and the Virginia Conflict of Interest Act shall also apply /govern PCAAC members. F. Cancellation Any regular or Special Meeting of the PCAAC or its committees may be canceled when adverse conditions exist, or, by the Chair when, after consultation with the Director of Agribusiness Development, it is determined that there are no matters requiring PCAAC action. As well, due to the climactic nature of agriculture, meetings may be cancelled for a particular month due to the farming needs of the PCAAC members. All PCAAC members shall be notified as soon as possible regarding said cancellations. G. Closed Meetings Closed meetings, when appropriate and authorized by the Virginia Code, will consist of all PCAAC members and any other person(s) so designated by the Chair. ARTICLE VI: COMMITTEES A. Standing Committees The PCAAC may appoint Standing Committees as needed to conduct the business of the PCAAC. B. Ad Hoc Committees The Chair may create additional ad hoc committees as needed. C. Meetings with the Board of Supervisors and Board Committees The PCAAC may meet with the full Board of Supervisors and its committees as needed. D. Committee Meetings PCAAC committee meetings shall be held in accordance with the Virginia Freedom of Information Act and held when deemed appropriate and necessary by any committee Chair. Page 4 of 5 P49 EXHIBIT A E. Staff Participation 1. Director of Agribusiness Development: The Director of Agribusiness Development is not a PCAAC member, but his /her participation is required to provide technical assistance and professional expertise. Said Director shall have no vote in PCAAC meetings. Further, said Director shall take minutes of all PCAAC meetings in which he /she is in attendance. In the event of his/her absence, the Chair shall temporarily assign another PCAAC member in attendance to take meeting minutes. 2. BOS Representative: One (1) BOS member shall be appointed by the BOS Chairman to participate in PCAAC meetings, but shall not be an official member of the PCAAC. Said BOS member shall serve as a liaison between the PCAAC and the BOS, and shall have no vote in PCAAC meetings. 3. County Administration Representative and /or County Economic Development Director: A representative from County Administration and/or the County's Director of Economic Development may be directed by the CA to participate in PCAAC meetings, but shall not be an official member of the PCAAC. Said individual shall serve as a liaison between the PCAAC and the CA, and shall have no vote in PCAAC meetings. ARTICLE VII: AMENDMENTS These By -Laws may be amended at any regular meeting of the PCAAC by a two- thirds (2/3) vote of the PCAAC members present at said meeting. Notice of any proposed By -Law amendment must first be submitted in writing to PCAAC members at least two (2) weeks (14 days) prior to such meeting. Any PCAAC By -Law amendments require BOS approval. Page 5 of 5 P50 Pittsylvania County Agricultural Development Board BYLAWS ARTICLE I: Name The name of the organization shall be the Pittsylvania County Agricultural Development Board. ARTICLE II: Purpose The Board of Directors will: • Promote and enhance the economic viability of production agriculture, forestry, and agribusiness. • Represent the agricultural community's position on legislative and policy issues at the local, state, and federal level; review, advise, and offer recommendations to the Board of Supervisors. • Increase public understanding of state -of -the -art agricultural practices. • Promote agritourism. • Establish a network of agriculture producers and suppliers to strengthen the agricultural infrastructure. • Coordinate agricultural economic development, marketing, and promotion activities • Serve as an advisory board to the Board of Supervisors of Pittsylvania County, Virginia. • Periodically evaluate the performance of the Director of Agribusiness Development in accomplishing the goals of the Agricultural Development Board and submit an evaluation to the County Administrator. • In the event of a vacancy in the position of Director of Agribusiness Development, the Agriculture Development Board will oversee the forming of a search committee that will submit a recommendation to the County Administrator to fill the said vacancy. ARTICLE III: Membership A. Selection and Term Voting members shall represent each agriculture group in Pittsylvania County with at least fourteen (14) county residents appointed by the Board of Supervisors. For the purpose of the first meeting of the Board, the membership on the Board shall be divided into two (2) groups. At the first meeting, eight (8) Directors shall be elected to serve a one (1) year term and six (6) shall be elected to serve a two (2) PI P51 year term; thereby creating staggered terms. Subsequent elections of Directors shall be for a term of two (2) years and may be reappointed for two (2) additional two -year terms. Board membership will include one (1) representative from each of the following agricultural groups: • Cattle • Crops • Dairy • Equine • Forestry • Horticultural • Pittsylvania County Farm Bureau • Poultry • Swine • Tobacco • Viticulture • Aquaculture • At -Large • Ex- officio Non - voting members are to be selected on their ability to contribute to the mission of the Board and are not required to be county residents. They shall serve for a term set by the Board. Non - voting membership will include one representative from each of the following groups: • Agri -based business • Agricultural Education Teacher • Board of Supervisors • Danville /Pittsylvania County Chamber of Commerce • Pittsylvania County Economic Development • Farm Lending • Natural Resource Conservation Service (MRCS) • Pittsylvania County Administration • Pittsylvania County Soil and Water Board • Virginia Cooperative Extension — Pittsylvania County Office • Virginia Department of Forestry — Pittsylvania County Office B. Attendance In the event any voting member fails to attend any three (3) or more consecutive meetings, the Board has the option to declare the seat vacant and seek a replacement. 2 P52 C. Nominating Process The Board Chair shall appoint a Nominating Committee no later than September of each year. The Nominating Committee shall produce a slate of nominees for voting members, who are residents of Pittsylvania County, for the Board positions becoming vacant at the end of the year. The Nominating Committee shall seek membership recommendations from each identified group using public media, written correspondence, and other communication options. A slate of nominees shall be proposed to the Board for review, amendment, and approval. The approved slate of Board nominees shall be submitted to the Board of Supervisors by December. The Nominating Committee shall also recommend nominees for any Board vacancies occurring within an unexpired term. The remaining Board shall review, amend, and approved the nominees at any regular or special meeting, and submit the nominee to the Board of Supervisors for approval. The person selected to fill such a vacancy shall serve the full unexpired term of the Director whose vacancy is so filled. ARTICLE IV: Officers A. Officers The officers shall consist of a Chair and Vice Chair selected from among the appointed voting members at the annual meeting of the Board in January of each year. B. Terms of Officers Officers shall serve a one (21) year term from the January meeting at which they are elected, until their successors are duly elected the following January. Officers may be re- elected for one (1) additional year. The immediate past Chair will continue to serve as the Ex- Officio until another Ag Development Board Chairmen is duly elected. C. Responsibilities of the Chair The Chair shall preside at all meetings of the Board, authorize calls for any special meetings, appoint all committees and a secretary to record meeting minutes, execute all documents authorized by the Board, serve as an ex- officio voting member of all committees, oversee committee activities, set agendas for Board meetings, and generally perform all duties associated with that office. The Chair will communicate with the County Administrator in the supervision of the Director of Agribusiness Development. 3 P53 D. Responsibilities of the Vice Chair The Vice Chair, in the event of the absence or disability of the Chair or vacancy in that office, shall assume and perform the duties of Chair. E. Additional Officers The Board may appoint additional officers as needed for a limited term. F. Vacancies and Special Elections In the event of a vacancy in either the Chair or Vice Chair, a special election may be held to fill the position for the remainder of the term. ARTICLE V: Meetings A. Regular Meetings Regular meetings shall be held monthly. The date, hour, and location of the regular meeting will be set by the Board at its Annual Meeting. All regular meetings will be open to the public. The Board may convene a closed meeting when required and will follow all guidelines established under the Virginia Freedom of Information Act. B. Annual Meeting The Annual Meeting, held in January of each year, shall be for the purpose of the election of officers and the establishment of the regular meeting times. C. Special Meetings Special meetings may be called by the Chair or at the request of three (3) directors for the transaction of business as stated in the call for the special meeting. D. Quorum One -half (50 percent) of the Directors then serving in office shall constitute a quorum for the transaction of business at any regular or special meeting of the Board. Provided a quorum exists, any questions coming before the Board shall be determined by a two /thirds (2/3) vote of the Board members present at such meeting. E. Minutes Robert's Rules of Order shall govern proceedings of all meetings of the Board. F. Cancellation Any regular or special meeting of the Board or its committees may be canceled when adverse conditions exist. As well, due to the climactic nature of agriculture, meetings may be cancelled for a particular month due to the farming needs of the 2 P54 board members. All voting and non - voting members shall be notified as soon as possible regarding the cancellation. G. Executive Sessions Executive Sessions, when appropriate and authorized by the Virginia Code, will consist of all voting members of the Ag Development Board and any designee of the Chair. ARTICLE VI: Committees A. Standing Committees The Board shall appoint Standing Committees as needed to conduct the business of the Board. B. Ad Hoc Committees Additional ad hoc committees or task forces may be created as needed. C. Meetings with the Board of Supervisors and Board Committees The Board shall meet with the full Board of Supervisors and with its committees as needed. D. Committee Meetings The Chair of each committee shall call committee meetings as deemed appropriate. E. Staff Participation The Director and staff of the Agricultural Development office are not members of committees or Board, but their participation is required to provide technical assistance and professional expertise. ARTICLE VII: Amendments These bylaws may be amended at any regular meeting of the Board by a two /thirds (2/3) vote of the Board. Notice of any proposed amendment must first be submitted in writing to the Board two weeks (14 days) prior to such meeting. Approved as to form J. Vaden Hunt, County Attorney G7 P55 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Resolution 2016 -03 -01 — H.R. 2929; Supporting 03 -07 -2016 Home Owners Rights Enforcement (SHORE) Act ACTION: Yes SUBJECT/PROPOSAL/REOUEST: Resolution of Support CONSENT AGENDA: ACTION• STAFF CONTACT(S): Mr. Monday ATTACHMENTS: Yes ITEM NUMBER: 12 INFORMATION: INFORMATION: Bill known as House Resolution 2929, Supporting Home Owner's Rights Enforcement Act (hereinafter H.R. 2929, SHORE Act) was included in the North American Energy Security and Infrastructure Act of 2015, H.R. 8, as Section 1201, for the purpose to require the Federal Energy Regulatory Commission (hereinafter FERC) to minimize infringement on the exercise and enjoyment of private property rights when issuing hydro- electric power licenses, and for other purposes. The Tri- County Lakes Administrative Commission (TLAC) has respectfully requested the Counties of Bedford, Campbell, Franklin and Pittsylvania endorse the provisions of H.R. 2929 as being essential for the protection of private property rights for owners of shoreline property along the nation's hydro - electric property. Attached hereto, are the following documents: 1) A copy of TLAC's request for support, dated February 17, 2016; 2) A copy of H.R. 2929, and the first few pages of H.R. 8, Section 1201 3) Draft Resolution 2016 -03 -01 supporting HR 2929 4) Copy of Resolution 2014- 08 -03, endorsing House Resolution 4976 supporting the SHORE Act, passed by the Pittsylvania County Board of Supervisors at their August 4, 2014 meeting; 5) Memorandum from G. Carl Burgess, County Administrator for Bedford County Resolution 2016 -03 -01 has been reviewed and approved to form by the County's Attorney, Mr. Hunt. Staff submits this to the Board of Supervisors for their review and consideration. Should the Board of Supervisors decide to support H.R. 2929, the motion should include: (1) Approval Resolution 2016- 03 -01; and (2) Authorization for the County Administrator to sign Resolution 2016 -03 -01 and forward to TLAC. P56 TRI- COUNTY LAKES ADMINISTRATIVE COMMISSION P.O. Box 55 Moneta, VA 24121 Telephone: (540) 721 -4400 Leesville Lalce Smith Mountain Lake MEMO To: Mr. Carl Boggess, Bedford County Administrator Mr. Frank Rogers, Campbell County Administrator Mr. W. Brent Robertson, Franklin County Administrator Mr. Clarence Monday, Pittsylvania County Administrator FROM: Mrs. Pam Collins, Executive Director DATE: February 17, 2016 SUBJECT: Consideration of Recommendation of Support for SHORE Act As per the TLAC Board of Director's motion on February 9, 2016 we request that each of the Counties consider supporting the SHORE Act. Here is some information on the SHORE Act: H.R. 2929, Shore (Supporting Home Owner's Rights Enforcement) Act has been included in the North American Energy Security and Infrastructure Act of 2015, H.R. 8, as Sec. 1201 and needs to be included in any energy legislation considered by the Senate. H.R. 8 passed the House on December 3, 2015. The SHORE Act will amend the Federal Power Act to require the Federal Energy Regulatory Commission (FERC) to minimize infringement on the exercise and enjoyment of property rights in issuing hydropower licenses, and for other purposes. The adoption of this SHORE Act will be beneficial to our constituents and will also be applicable to other situations throughout the Country. Please find attached a copy of H.R. 2929, the first few pages of H.R. 8, plus the pages referencing Sec. 1201. If you need additional information, please let me know. Thank you for your consideration of this request. P57 aEN.KGpo PNMU r INFOPMwTION GPO d 114THCONGRESS H.R. 2929 1ST SESMSION To amend the Federal Power A(A to require the Federal Energy Itegulat.oly Commission to minimize illfringcillent Oil the exercise alid ci&ylllent of property lights in issuing hydropower licenses, and for other Nurposm IN THE HOUSE OF REPRESENTATIVES JUND 25, 2015 Mr. HURT of Virginia (for himself, Mr. BUTTEEI'IE ,T), Mr. GRn`101TH, Mr. MUMAN, mud Mr. i}ooDLATTE) intanduced the following bill; which waa referred to the Committee on Energy and Commerce A BILL To amend the Federal Power Act to require the Federal Energy Regulatory Commission to minimize infringement on the exercise and enjoyment of property rights in issuing; hydropower licenses, and for other ptul)oses. 1 Be it enacted by the ,Senate and Muse of Representa- 2 ti-vas of the United .States qf'Ameiica in (kngress assembled, 3 SECTION 1. SHORT TITLE. 4 This Act may be cited as the "Supporting Home 5 Omer Rights Enforcement Act ". 6 SEC. 2. HYDROPOWER LICENSES. 7 (a) Section 4(c) of the Federal Power Act (16 U.S.C. 8 797(e)) is a,mended- L&B Oa 1 (1) by designating the first, second, and thud 2 sentences as paragraphs (1) through (3) respec- 3 tively; and 4 (2) in paragraph (3) (as so designated) - 5 (A) by striking "and" after "recreational 6 opportunities,"; and 7 (B) by inserting ", and minimizing in- 8 fringement on the useful exercise and enjoy - 9 meat of property rights held by nonlicensees" 10 after "aspects of environmental quality ". 11 (b) Section 1.0 of the Federal Power pct (16 U.S.C. 12 803) is amended- 13 (1) in subsection (a)(1), by inserting ", inelud- 14 ing minimizing infringement on the useful exercise 15 and enjoyment of property rights held by non - 16 licensees" after "section 4(c) "; and 17 (2) by adding at the end the following: 18 "(k) PRrvATF LANDowNFRsHip. —In developing any 19 recreational resource within the project boundary, the li- 20 censee shall consider private landownership as a means to 21 encourage and faeilitate- 22 "(1) private investment; and 23 "(2) increased tourism and recreational use. ". O •HR 2929 IH P59 04 �WRNMENT11-% GPO IM 114 CONGRESS IS He Re S ls�r SrssroN IN THE SENATE OF THE UNITED STATES DECEMBER 7, 2015 Received; read twice and referred to the Committee on Energy and Natural Resources AN ACT To modernize energy infrastructure, build a 21st century ener nT and manufacturing workforce, bolster America's energy security and diplomacy, and promote energy effi- ciency and government accountability, and for other pur- poses. 1 Be it enacted by the Senate and house of Representa- 2 tives of the United States r f Ainei! ca in Congress assembled, P60 2 1 SECTION 1. SHORT TITLE; TABLE OF CONTENTS. 2 (a) SHORT TITLE. —This Act may be cited as the 3 "North American EnerU Security and Infrastructure Act 4 of 2015 ". 5 (b) TABLE or, CONTENTS. —The table of contents for 6 this Act is as follows: Sec. 1. Short title; table of contents. TITLE I— MODERNIZING AND PROTECTING INFRASTRIJC'1'URE Subtitle A— Energy Delively, Reliability, and Security See. 1101. FERC process coordination. See. 1102. Resolving cm•iroumental and grid reliability conflicts. See. 1103. Emergency preparedness For energy supply disruptions. See. 1104. Critical electric infrastructure security. Sec. 1.105. Strategic Transformer Reserve. See, 1106. Cyber Sense. See. 1107. State coverage and consideration of PIIRPA standards for electric utilities. Sec. 1108. Reliability analysis for certain rales that affect electric gn:no•ating facilities. See. 1109. Increased accountability with respect to carbon capture, utilization, and sequestration projects. Sec. 1110. Reliability and perfoniance assurance in Regional Transmission Or- ganizations. Sec. 11.11.. Ethane storage study. See. 1112. Stateluent of policy oil grid modernization. See. 11.13. Grid resilience report. See. 1114. GAO report on improving National Response Center. See. 1115. Designation of National Energy Security Corridors on Federal lands. See. 1116. Vegetation management, facility inspection, and operation end main - tenance on Federal lands containing electric transmission and distribution facilities. Subtitle B— hydropower Regulatory Modernization See. 1201. Protection of private property rights in hydropower licensing. See. 1202. Extension of tinge for FERC project involving Rr. I {err Scott Daul. See. 1203. Hydropower licensing slid process iulprovelnents. See. 1204. ,Judicial review of dclayed Federal authorizations. See. 1203. Licensing study improvements. Sec. 1206. Closed -loop pumped storage projects. See. 1207. License anlencbuent improvements. See. 1208. Promoting hydropower development at existing nonpovered chins. TITLE TI— ENERGY SECURITY AND DIPLOMACY See. 2001. Sense of Congress. HR 8 RFS P61 3 See. 2002. Energy security valuation. See. 2003. North American energy security plan. See. 2004. Collective energy security. See. 2005. Autbor ization to export natural gas. See. 2006. Environmental review for energy ex1io•t facilities. See. 2007. Authorization of cross - border infrastructure projects. See. 2008. Report on smart meter security concerns. TITLE III - ENERGY EFFICIENCY AND ACMUNTABILITY Subtitle A- Enerkv Efficiency CHAPTER 1- FEDERAi, AcuNvy ENERGY ErriviEN( See, 3111. Energy- efficient and energy- saving information technologies. See. 31.12. Energy efficient data centers. See,. 3113. Report, of energy and water savings potential from thermal insula- tion. See. 3114. Battery storage, report. Soc. 3115. Federal purchase requirement. See. 3116. Energy performance requirement for Federal buildings. See. 3117. Federal building energy efficiency performance standards; certifi- cation system and level for Federal buildings. See. 3118. Operation of battery roella•ging• stations in parking areas used 1 y Federal employees. See. 3119. Report or Energy Savings and Greenhouse Gas Emissions Reduc- tion front Conversion of Captured Methane to Enegy. CIIAPTElt 2 ENrTWY ErFICirNT Tr('.t1NOLOGY AND MANUFACTURING See. 3121. Inclusion of Smart Grid capability on Energy Guide labels. Sec. 3122. Voluntary verification progTans for nir conditioning, furnace, boiler, heat pump, and water heater products. See. 3123. Facilitating consensus furnace standards. Sec. 3124. No warranty for certain certified Energy Star products. See. 3125. Clarification to effective date, for regional standards. Sec. 3126. Internet of Things report. See. 3127. Energy savings from lubricating oil. See. 3128. Definition of external power supply. Sec. 3129. Standards for power supply circuits connected to ZEDS or OLE DS. CHAPTER 3 SCHooi, Bu1LD1NCS See. 3131. Coordination of energy retrofitting assistance for schools. CHAPTrR 4- Bu1LDINO ENERVY CODES See. 3141. Greater energy efficieney in building codes. See. 3142. Voluntary nature of building asset rating program. CHAPTER, 5 -EPC.A TrniNICAL CORRECTIONS AND CLARIPICATIONS Sec. 3151. Modifying product definitions. Sec. 3152. Clarifying rulemaking procedures. CnAI"rrlt 6- I;NERC.Y AND WATUR ErpiciExCY Sec. 3161. Smart energy and water efficiency pilot program. I: i1Ti73:1 P62 90 1 right -of -way and adjacent Federal lands to en- 2 hance electric reliability, promote public safety, 3 and avoid fire hazards. ". 4 (b) CLERICAL AMENDMENT. —Tile table of sections 5 for the Federal Land Policy and Management Act of 1976 6 (43 U.S.C. 1761 et seq.), is amended by inserting after 7 the item relating to section 511 the following new item: "See. 512. vegetation manae meat, facility inspection, and operation and main- tenance rdatinn• to electric transmission and distribution faed- Ity 19bbts-of- way.". s Subtitle B— Hydropower 9 Regulatory Modernization 10 SEC, 1201, PROTECTION OF PRIVATE PROPERTY RIGHTS IN 11 HYDROPOWER LICENSING. 12 (a) LICENCES.— Section 4(c) of the Federal Power 13 Act (16 U.S.C. 797(e)) is amended - 14 (1) by striking "and" after "recreational oppor- 15 trinities, "; and 16 (2) by inserting ", and nulumizing infringement 17 on the useful exercise and enjoyment of property 18 rights held by nolilicensees" after "aspects of envi- 19 ronmental quality ". 20 (b) PRIVATE LANDo\G'NERSIIIP.— Section 10 of the 21 Federal Power Act (16 U.S.C. 803) is amended - 22 (1) in subsection (a.)(1), by inserting ", includ- 23 ing minimizing infringement on the useful exercise Gi:i1i.ID P63 91 1 and enjoyment of property rights held by non - 2 licensees" after "section 4(e) "; and 3 (2) by adding at the end the following: 4 "(k) P1tnTATE LANDOWNERSHIP. —In developing any 5 recreational resource within the project boundary, the li- 6 censee shall consider private landownership as a means to 7 encourage and facilitatc- 8 "(1) private investment; and 9 "(2) increased tourism and recreational use. ". 10 SEC. 1202. EXTENSION OF TIME FOR FERC PROJECT IN- 11 VOLVING W. HERR SCOTT DAM. 12 (a) IN GENERAL.— Notwithstanding the time period 13 specified in section 13 of the Federal Power Act (16 14 U.S.C. 806) that world otherwise apply to the Federal En- 15 ergy Regulatory Commission project numbered 12642, the 16 Commission may, at the request of the licensee for the 17 project, and after reasonable notice, in accordance with 18 the good faith, due diligence, and public interest require - 19 meats of that section and the Commission's procedures 20 under that section, extend the time period during which 21 the licensee is required to continence the construction of 22 the project for up to 3 consecutive 2 -year periods from 23 the (late of the expiration of the extension originally issued 24 by the Commission. Miff-YOM VittgpCbauia Couutp Noarb of *uperbioors; RESOLUTION 2016 -03 -01 A RESOLUTION AUTHORIZING THE SUPPORT OF THE S.H.O.R.E. ACT VIRGINIA: At a regular meeting of the Board of Supervisors of Pittsylvania County, Virginia, held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Monday, March 7, 2016, the following resolution was presented and adopted: WHEREAS, Congressman Robert Hurt has introduced into the House of Representatives, House Resolution 2922 ( "HR 2929 "), known as the Supporting Home Owner Rights Enforcement Act ( "S.H.O.R.E. Act'); and WHEREAS, the Tri- County Lake Administration Commission (`TLAC "), at its meeting held on February 9, 2016, passed a resolution authorizing TLAC to submit to Congress a letter in support of HR 2929. TLAC further suggested that the four (4) TLAC Counties sign letters in support of the Bill; and WHEREAS, through the relicensing process for the Smith Mountain Lake hydro project, as well as the amendments to the Shoreline Management Plan, the localities were hampered by the failure of the Federal Power Act to minimize the infringement on the exercise and enjoyment of property rights; and WHEREAS, because of this the Federal Energy Regulatory Commission has failed to give due consideration of private property and private use and enjoyment of land adjoining the Smith Mountain Lake Project. Now, THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of Supervisors does hereby approve this resolution and authorize the County Administrator to prepare a letter to be signed by the Chairman of the Board of Supervisors; and further directs the County Administrator to forward the letter to the sponsors of the Bill, the Clerk of the House of Representatives, and to the Chairman of the Committee on Energy and Commerce. P65 Adopted this 7" day of March, 2016. ATTEST: Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors Jessie L. Barksdale, Chairman Pittsylvania County Board of Supervisors APPROVED AS TO FORM: J. Vaden Hunt, Esq. Pittsylvania County Aftmey Vote Jessie L. Barksdale, Chair Elton W. Blackstock, Vice -Chair Joe Davis Ronald Scearce Jessie L. Barksdale Jerry A. Hagerman Tim R. Barber Ayes _ Nays Abstentions EM Vittoplbania Countp Woarb of *uperbi om RESOLUTION 2014 -08 -03 ENDORSING HOUSE RESOLUTION 4976 AMENDING THE FEDERAL POWER ACT PERTAINING TO THE FEDERAL ENERGY REGULATORY COMMISSION At a regular meeting of the Board of Supervisors of the County of Pittsylvania, held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Monday, August 4, 2014 at 7:OOpm, the following resolution was presented and adopted: WHEREAS, a Bill known as House Resolution 4976 (hereinafter H.R. 4976) was introduced in the United States Congress in June of this year to require the Federal Energy Regulatory Commission (hereinafter FERC) to minimize infringement on the exercise and enjoyment of private property rights when issuing hydro - electric power licenses, and for other purposes, and WHEREAS, the Tri- Counties Lakes Administrative Commission (hereinafter TLAC), of which Pittsylvania County is a part, is calling upon its member jurisdictions to endorse passage of H.R. 4976 as an important measure to safeguard against the overreach of FERC in regulating shoreline development on hydro - electric power projects such as Smith Mountain and Leesville Lakes across the nation; NOW, THEREFORE, BE IT RESOLVED, by the Pittsylvania County Board of Supervisors that the Board does hereby endorse the provisions of H.R. 4976 as being essential for the protection of private property rights for owners of shoreline property along the nation's hydro- electric power projects and calls for the Bill's adoption by Congress without delay. Clarence C. Monday, P67 MEMORANDUM To: Board of Supervisors FROM: G. Carl Boggess, County Administrator DATE: February 22, 2016 SUBJECT: Resolution in Support of the S.H.O.R.E. Act Congressman Robert Hurt has introduced into the House of Representatives, House Resolution 2929 known as the S.H.O.R.E. Act (Supporting Home Owner Rights Enforcement). The Tri- County Lake Administration Commission at its meeting held on 9 February 2016, passed a resolution authorizing TLAC to submit to Congress a letter in support of HR 2929. TLAC further suggested that the four counties making up the Commission sign letters in support of the Bill. Through the relicensing process for the Smith Mountain Lake hydro project as well as the amendments to the Shoreline Management Plan, the localities were hampered by the failure of the Federal Power Act to minimize the infringement on the exercise and enjoyment of property rights. If this meets with the approval of the Board of Supervisors, a suggested resolution is attached. im PITTSYLVANIA COUNTY Board of Supervisors AGENDA TITLE: Discussion on Solar Farms SUBJECT/PROPOSAL/REOUEST: Discussion STAFF CONTACT(S): Mr. Monday BACKGROUND: EXECUTIVE SUMMARY AGENDA DATE: 03 -07 -2016 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: REVIEWED BY: ITEM NUMBER: 13 INFORMATION: DISCUSSION: The Honorable Joe B. Davis has requested discussion by the Board concerning solar farms in Pittsylvania County, Virginia. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P69 AGENDA TITLE: Chatham Armory Chatham Armory STAFF CONTACT(S): Mr. Monday PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: 03 -07 -2016 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No 11 1 REVIEWED BY: e57 lCl INFORMATION: INFORMATION: BACKGROUND: On the 28hday of April 1954 the Pittsylvania County Board of Supervisors passed a resolution and entered into an agreement with the Commonwealth of Virginia to construct a standard one unit Armory in Pittsylvania County. The Board also conveyed to the Commonwealth a lot not less than 5 acres known as part of the Old Chatham Elementary School lot situated on the western side of South Main Street in the Town of Chatham, Pittsylvania County, Virginia. The Board of Supervisors also contributed $20,000 toward the construction of the Armory. The anticipated cost of the Armory was not to exceed $160,000. The Board also agreed to assume costs of repair, maintenance and operation of said armory, landscaping, supplying necessary facilities such as water, electricity, sewers and sewage disposal, to a point designated by the architects within five (5) feet of the building, and such caretaker and/or janitorial personnel as may be necessary. An amendment was made to the original agreement on the 22nd day of April 1985. Over the past five years the approximate cost to the County for water, sewer, electrical, gas, janitorial supplies, and labor has averaged around $30,000 per year. Of that cost, the Department of Military Affairs has reimbursed the County 25 %. The Armory is in relatively good condition considering the age. The roof has been recently replaced, a new boiler system has been installed, and it has a new gas backup generator. The Armory consists of approximately 13,500 square feet with the dominant space of approximately 7,500 square feet as the gymnasium set up for basketball. Well over 50% of the facility is gymnasium. P70 Since 1985, the upkeep of the Armory has been included in the Building and Grounds budget. All necessary repairs has been provided by Building & Grounds or contracted out. The facility has been used for numerous community related activities such as weddings, anniversaries, birthday parties, training sessions, basketball games, Christmas parties, and has also provided in inclement weather a place for citizens to exercise and walk. After September 2001, for obvious reasons, quite a few restrictions were placed on Armories around the nation. For the next several years, community activities were really limited. Through this period, the Building and Grounds department has continued to maintain the facility. On 02 -04 -2016, the Virginia National Guard announced closure of the Chatham Armory. Disposition of the property well be decided by the Commonwealth of Virginia. It is believed that the County may have the right of first refusal. The Virginia National Guard's leadership has asked the Board of Supervisors if the County wants to own the building and grounds that it donated for the construction of the same. At this time, the Board of Supervisors needs to decide if it wishes to own the property by a simple majority vote by the Board. If the Board does decide it wishes to own the property, Staff will notify the Virginia National Guard leadership. Next steps for the County will include adoption of a resolution authorizing the acceptance of the property by the County and approval of an Interim Agreement to occupy the property prior to final transfer of the property to the County. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P71 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Discussion on Firefighter Training Program Discussion STAFF CONTACT(S): Mr. Monday BACKGROUND: AGENDA DATE: 03 -07 -2016 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: REVIEWED BY: 6-� ITEM NUMBER: 15 INFORMATION: INFORMATION: The Honorable Jerry A. Hagerman has requested discussion by the Board concerning a firefighter training program for new members in the Climax, Gretna, Hurt, and Renan Volunteer Fire Departments. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P72 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Request for Road Abandonment — portion of Georges Lane, Route 946 SUBJECT/PROPOSAL/REQUEST: Begin Process for Road Abandonment — End of Georges Lane STAFF CONTACT(S): Mr. Monday; Mr. Sides AGENDA DATE: 03 -07 -2016 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 16 INFORMATION: INFORMATION: BACKGROUND: The Wildlife Foundation of Virginia (the "Foundation ") owns 845 Georges Lane in Blairs, GPIN 2421 -35 -4527, measuring 212.7 acres in size. The Foundation intends to operate the property as a wildlife management area with restricted access to the public. Currently, the state maintained Georges Lane extends over 650 feet into the Foundation property before it dead ends. In order to place a gate at the entrance to the Foundation property, the last approximately 650 foot section of said road needs to be abandoned and removed from the public highway system. There are no other properties served by the section of road proposed for abandonment. Per Virginia Code § 33.2 -909, the procedure for the Board of Supervisors (the `BOS ") to abandon an existing road, or portion of a road, is as follows: 1) The BOS must decide that no public necessity exists for the continuance of the public road; 2) After such an affirmative majority vote, the BOS must send a formal notice of its intent to abandon the road to the VDOT Commissioner; 3) The BOS must post notice in at least three (3) places on and along the road sought to be abandoned for at least thirty (30) days; 4) The BOS must publish notice of its intent to abandon the road in two (2) or more issues of a newspaper having general circulation in the County; 5) The BOS must then wait thirty (3 0) days for any interested parry to request a public hearing of or related to the road abandonment; and 6) If a request for a public hearing does not occur, the BOS, within the four (4) months of the thirty (30) day posting period, must pass an ordinance or resolution requesting VDOT to abandon the road. RECOMMENDATION: If the BOS determines abandonment of the portion of Georges Lane, as shown on the attached plat, is appropriate, a motion needs to be made stating that the BOS has determined that no public necessity exists for the continuance of the public road, as delineated on the attached plat, and authorizing posting and publishing a Notice of Intent to Abandon, including a willingness to hold a public hearing, and authorizing the County Administrator to forward the required documentation to VDOT. P73 I9$�48 333W33WW Jilt .4 in,�y�n 6 222NNN22 A33WWW �RN�Sh 6 NNN22 ====L#— N h sx /L-l�J y� �n i 9%; g.4y N, h w N- ��� nl e vay. 19 rl fdd P 0� 21, p h ® Pipe^ gi a iOU v 2 1 08 1 e yea A "f,. p , E ^A^ �I A n x: fd z ��gTH eon / `f. a � n h y p j Y O with^ � / hie / / 1 / / h ti R S8 �8 $ Jk 'K R �e tic Wesel 1Z ,y@ T'` T 4e: �V ti e0ati ay�� fffpSSS ih, }�1. p. '+ p� i g C�hh xid oe 0'g�itlhah 109 $i$ii Oh b24°i 4Ot HO P74 4� VA a �R O ^� 2 tiggow Y P 66 U 5 F� 4,+ ryO P�e4h h n„r N Ya� m $ti8p Hot � e MN s �fi�h�.R.°NhlR 333W33WW Jilt with^ � / hie / / 1 / / h ti R S8 �8 $ Jk 'K R �e tic Wesel 1Z ,y@ T'` T 4e: �V ti e0ati ay�� fffpSSS ih, }�1. p. '+ p� i g C�hh xid oe 0'g�itlhah 109 $i$ii Oh b24°i 4Ot HO P74 4� VA a �R O ^� 2 tiggow Y P 66 U 5 F� 4,+ ryO P�e4h h n„r N Ya� m $ti8p Hot � e MN s �fi�h�.R.°NhlR 333W33WW 222NNN22 jjj� vh�E��N, From: 3ennv West To: Grea Sides Subject: RE: VDOT ROW Date: Tuesday, March 01, 2016 9:02:43 AM Hi Greg - I do have a survey plat in paper form. I emailed the surveyor and asked if he could email me the file. If he can't. I can copy my paper plat and overnight it to you. The Wildlife Foundation of Virginia will be responsible for costs associated with abandonment of the road into the Adams Daniel Farm. Thanks. Jenny West Executive Director The Wildlife Foundation of Virginia P.O. Box 62 Norge, VA 23127 757 -566 -4000 phone 757 - 880 -2362 cell 757 - 566 -0440 fax www.vawildlife.ore From: Greg Sides [mailto:Gr�.SidesC&r)ttaov.oral Sent: Monday, February 29, 2016 5:05 PM To: 'Jenny West' Subject: RE: VDOT ROW Ms. West, we are going to begin the abandonment process at our March 7 meeting of the Board of Supervisors. Do you have a survey plat that shows the property and the road that you could send me? Also, there are costs associated with publishing notices in newspapers and posting along the road. Could you send me a statement that your organization will be responsible for costs associated with this abandonment? Thanks. Greg Sides Tel. (434) 432 -7974 Assistant County Administrator for Fax. (434) 432 -7714 Planning and Development Gre¢.Sides(a,pitt oe v.om County Administration www.nittsvlvaniacountvva eov I Center Street Ft. T TSYLVANYA COUNTY P.O. Box 426 VIRGINIA Chatham, %7A 24531 Any e-mail or other correspondence sent to a member of the Board of Supervisors, or any other public official andror employee of Pittsylvania County, Virginia (the 'County"), in the transaction of public business, is considered a public record, and such records are subject to the Virginia Freedom of Information Act (OVA FOIA ). This means that Virginia law generally requires the County to provide a copy of any such e-mail, upon request, for inspection and copying to any citizen of the Commonwealth, or to any member of the news media, unless lawfully exempted from production1disclosure under VA F01A. If you have received this email or any attachments in error, please notify the sender immediately at (434) 432 -7700, and by reply email, and delete this email and any attachments to it from your in -box, sent items, and deleted items. Thank you. P75 Cc: tom.moss(a)d-i�ainia.00v; Lovelace, Dan (DGIF) Subject: VDOT ROW Mr. Monday and Mr. Warren - In 2013, the Wildlife Foundation of Virginia was donated 211 acres in Pittsylvania County, in Blairs. We are in the process of preparing that property to support limited no -fee public access for outdoor recreation. We have had the property surveyed, marked our boundaries, vacated tenant leases, and begun to implement wildlife habitat improvement projects on the tract as well. We have established some gates, but would like to erect an entrance gate on the road leading into the property, at the property line. The entrance road on which VDOT has a right of way extends into our property by about 200 yards, where i dead ends at the driveway of one of our unoccupied dwellings. We have contacted VDOT to begin the process of having the VDOT right of way past the entrance to our farm extinguished. They need Pittsylvania County Board of Supervisors approval. Mr. Warren returned my call yesterday, and suggested that I call you, Mr. Monday. 1 left a message for you with Ms. Flippin before the holidays, but have not heard anything back. We would really like to have this property secured and ready to open to the public in a timely manner. Can you please let me know the process to bring this issue before the BOS? Thanks. Jenny West Executive Director The Wildlife Foundation of Virginia P.O. Box 62 Norge, VA 23127 757 -566 -4000 phone 757 -880 -2362 cell 757 -566 -0440 fax www.vawildlife.oen rwil AGENDA TITLE: Road Viewer Board STAFF CONTACT(S): Mr. Monday PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: 03 -07 -2016 ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: 17 INFORMATION: INFORMATION: ATTACHMENTS: 1) 02 -19 -2016 VDOT correspondence containing §33.2 -706 of the Code of Virginia, 1950, as amended 2) Description for the Road Viewers Board. REVIEWED BY: a "/ At the meeting on February 16, 2016, the staff was directed to contact the Virginia Department of Transportation (VDOT) to inquire if the County was required to have a Road Viewers Board, as this Board has not met or been involved in any activity for several years. Staff contacted the County's local VDOT Residency office with the Board's inquiry and was told that according to §33.2 -706 of the Code of Virginia, 1950, as amended, the Board is not required to appoint Road Viewers. Staff has not located any activity of the Road Viewers Board since 2009. Prior to that time, it appears the Road Viewers met with VDOT representatives in the fall to review petitioners' requests for roads to be taken into the Secondary System. The last located report/recommendation from the Road Viewers was in 2007. Some contributing factors to this appear to be: 1) with better subdivision ordinances that are enforced, development of less than standard roads in subdivisions has diminished; and 2) most of the roads eligible under Rural Addition have already been constructed. Should the Board consider dissolving this Board, a motion and a Roll Call Vote would be required. Staff submits this to the Board of Supervisors for their review and consideration. P77 Rebecca Flippen From: Craddock, Joseph (VDOT) < Joseph .Craddock @VDOT.Virginia.gov> Sent: Friday, February 19, 2016 3:52 PM To: Rebecca Flippen Subject: road viewers Follow Up Flag: Follow up Flag Status: Flagged Rebecca, Here's a code section I found regarding the county road viewers. It uses the word "may', so it doesn't appear to be a requirement. I guess if the need ever arose, the county could appoint the viewers at that time. You may want to run it by Vaden. § 33.2 -706. How highways and bridges in counties established or altered; examination and report; width and grade of highways; employing engineer. Whenever the governing body of any county is of the opinion that it is necessary to establish or alter the location of a public highway or bridge, or any other person applies to the local governing body therefor, it may appoint five viewers, who shall be resident freeholders of the county, any three of whom may act, to examine such highways or routes and report upon the expediency of establishing or altering the location of such public highway or bridge. In lieu of such viewers, the local governing body may direct the county road engineer or county road manager to examine such highway or route and make such report, and such board may establish or alter such highway or bridge upon such location and of such width and grade as it may prescribe. The right -of- way for any public highway shall not be less than 30 feet wide, except that in any case in which the cost of constructing and maintaining any such highway is to be borne by any individual the right -of -way for such highway may be less than 30 but not less than 15 feet in width. If none of the viewers is an engineer, appointed for the purpose of making survey and map, the local governing body may employ an engineer, if necessary, to assist the viewers. Thanks, Jay VDOT — Halifax Residency Area Land Use Engineer/ Assistant Resident Engineer 434 - 316 -8898 cell 434 - 433 -3142 office W] PITTSYLVANIA COUNTY ROAD VIEWERS DESCRIPTION Meeting Date /Time /Location: Meets annually and the meetings are determined by the Virginia Department of Transportation (VDOT) Term: 4 years Composition: Seven (7) Members /One Member from each District. The Board of Supervisors appoints members for four (4) year terms. Function /Duties: Responsible for reviewing and prioritizing citizen requests made at the Department of Transportation and Board of Supervisor's Joint Public Hearing for rural additions to the highway system. REVISED 02 -21 -2012 P79 REPORTS FROM MEMBERS REPORTS FROM LEGAL COUNSEL P81 REPORTS FROM COUNTY ADMINISTRATOR ME PITTSYLVANIA COUNTY VIRGINIA Darrell W. Dalton, Superintendent zoo^ Phone (434) 432 -7958 Building & Grounds Department c e. c 51 N. Main St. a c Fax (434) 432 -2294 u o z Gretna /Hurt (434) 656 -6211 P.O. Box 426 y Chatham, Virginia 24531 J Bachelors Hall /Whitmell (434) 797 -9550 E -mail: darrell.dalton @pittgov.org Dl✓ v MEMORANDUM To: Otis S. Hawker, Assistant County Administrator From: Kaylyn Myers, Administrative Assistant III, County Administration Date: March 2, 2016 Subject: COMPLETED WORK ORDERS — FEBRUARY 2016 Attached please find a listing, by department, of completed work orders for the month of February. This list does not reflect work orders in progress but not yet completed, actual expenses incurred, or routine maintenance necessary for the smooth operation of the County facilities. However, it does reflect the total number of man- hours. Presently, there are approximately 23 work orders still outstanding. If you have any questions concerning this, please do not hesitate to contact me. KM Attachment cc: Clarence Monday, County Administrator Darrell W. Dalton, Superintendent of Building & Grounds a-IN wu. YIOYl�IYVC WORK ORDERS COMPLETED FOR MONTH OF FEBRUARY 2016 ANIMALCONTROL ARMORY A S C S / EXTENSION / USDA -FSA BOARD OF SUPERVISORS BUILDING & GROUNDS 1 2 BUILDING INSPECTIONS CAPTAIN MARTIN BLDG 1 2 CENTRAL ACCOUTING CENTRAL PURCHASING CIRCUIT COURT 1 4 CLERK OF COURT 1 2 CODE COMPLIANCE (PLANNING COMMISSSION & ZONING) COMMISSIONER OF REVENUE 3 4 COMMONWEALTH ATTORNEY 1 2 COMPACTOR SITE COUNTY ADMINISTRATOR AND ASST. COUNTY ADMIN. I 1 COUNTY ATTORNEY COURTHOUSE (1968 ANNEX) COURTHOUSE (EDWIN R. SHIELDS) 2 5 CSA -CPMB DEPOT BUILDING 3 12 EMERGENCY 911 FACILITY ENVIRONMENTAL HEALTH FINANCE FIRE MARSHAL GENERAL DISTRICT COURT 4 10 GRANTS ADMINISTRATION HEALTH DEPARTMENT 1 2 HUMAN RESOURCES HUMAN SERVICES FACILITY INDUSTRIAL PARKS INFORMATION TECHNOLOGY JAIL. 40 22 JUVENILE & DOMESTIC COURT JUVENILE & DOMESTIC COURT SERVICES UNIT LANDFILL LIBRARY 5 10 LITERACY MAGISTRATE MOSES BUILDING 1 I OLD DOMINION AG. COMPLEX PCED BUILDING PURCHASING REASSESSMENT RECREATION: RAIL -TRAIL & WAYSIDE PARK RECREATIONAL REGISTRAR -VOTING PRECINCTS SHERIFF SOCIAL SERVICES 5 8 TREASURER VICTIM WITNESS OTHER: 4380 BERRY HILL RD RINGGOLD DEPOT CALLANDS CLERKS OFFICE OLD BLAIRS SCHOOL KENTUCK WALKING TRAIL TOTAL WORK ORDERS COMPLETED - FEBRUARY 2016 70 87 YEAR To DATE 07/012015 - 0613012016 613 926 ME PITTSYLVANIA COUNTY VIRGINIA Otis Hawker, Interim County Administrator P.O. Box 426 Chatham, Virginia 24531 e -mail: dsleeper @pittgov.org am MEMORANDUM Phone (434) 432 -7710 Fax (434) 432 -7714 Gretna /Hurt (434) 656 -6211 To: Otis S. Hawker, Assistant County Administrator From: Pete Boswell., Chief Animal Control Officer Date: March 4,2016, Subject: Animal Control Activity Report During the period of January 29,2016, through February 29,2016, the Animal Control Officers responded to 272 calls; and 78 follow up calls as per Pete Boswell, Chief Animal Control Officer, resulting in the following: Description Number Remarks Animals taken into custody: 62 Dogs 50 Cats 10 Other 2 1- OPOSSUMS 1- raccoon Animals on hand at month end 13 Animals dispatched 8 3 -due to injuries dog bite Licenses checked 45 Court cases 4 Summons 6 Animals Adopted 3 Animals returned to owners 5 Cats taken to the Humane Society 10 Animals Transferred 33 21 -FCHS 4- MHSPCA- LAP 2 Injured animals picked up 3 Animals found in traps 11 Exposures: Human/Saliva 1 Exposures: Dogs/Cats/Wildlife 0 Dog Bites 3 Cat Bites 0 Cruelty Checks 4 Well -being Checks 26 Cat/Dog Fights 3 Investigated killings by dogs/cats 1 Investigate killings by Coyotes 0 If you have any questions concerning this, please do not hesitate to contact me. 2 dogs dead / //1 picked up dead floating in pond, apparently feel through ice;l for check for injuries Ps5 PITTSYLVANIA COUNTY VIRGINIA C� S Y L Otis Hawker, Interim C 9 County Administrator o Phone (434) 432 -7710 p Fax (434) 432 -7714 P.O. Box 426 a c t o �. z Gretna /Hurt (434) 656 -6211 Chatham, Virginia 24531 ;� `;� r✓ -y i e -mail: dsleeper @pittgov.org 1767 To: Otis S. Hawker, Assistant County Administrator From: Pete Boswell., Chief Animal Control Officer Date: March 4,2016 Subject: Conservators of the Peace Solid Waste Monitoring Report The Animal Control Officers whom have been appointed to the position of Conservators of the Peace monitoring solid waste sites in Pittsylvania County, as per Pete Boswell, Chief Animal Control Officer, for the period of January 29, 2016 through, February 29,2016 Description Number Remarks 5.5hrs Total hours monitored 45 Vehicles entering sites 6 Vehicles checked 0 Summons' issued 0 Court Cases 0 Convictions If you have any questions concerning this, please do not hesitate to contact me. UT PITTSYLVANIA COUNTY CODE COMPLIANCE MONTHLY REPORT & FEES February 2016 TVPF.S OF PERMITS 71 BUILDING PERMIT FEES COLLECTED $8,542.13 71 LEVY COLLECTED $171.03 0 SUBDIVISION FEES COLLECTED $0.00 8 ZONING PERMIT FEES COLLECTED $35.00 0 REINSPECTION FEES COLLECTED $0.00 5 LAND DISTURBING FEES COLLECTED $95.00 155 TOTAL FEES COLLECTED $8,843.16 MONTHLY BUILDING VALUES 0 NEW DWELLINGS $0.00 7 MOBILE HOMES /OFFICE TRAILERS 180,119.00 1 DOUBLE -WIDE MOBILE HOMES 102,944.00 1 MODULAR 182,992.00 19 COMMERCIAL CONSTRUCTION 2,1757272.00 43 MISCELLANEOUS 3949270.00 71 TOTAL $3,035,597.00 NONTAXABLE: $37,960.00 $49005,767.00 NUMBER OF MONTHLY ACTIVITY REPORT MADE NUMBER OF REJECTIONS OF WORK NUMBER OF E & S INSPECTIONS NUMBER OF MILES INSPECTORS TRAVELED MONTHLY ZONING FEES 37 38 �L 5 REZONING FEES COLLECTED $1,127.07 3 SPECIAL USE PERMIT FEES COLLECTED 563.01 1 VARIANCE & APPEAL FEES COLLECTED 187.67 1 APPEALS 245.07 Respectfully Submitted, Odie H. Shelton, J f Director of Code Compliance/ Zoning Administrator P87 ADJOURNMENT go CLOSED SESSION rTlor